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1987.07.21_TC_Minutes_WorkshopTOWN OF HIGHLAND BEACH, FLORIDA Minutes of Meeting of Town Commission WORKSHOP MEETING RE 1987/88 FY BUDGET Tuesday, Jule 21, 1987 _1:3~ P.M. A Workshop Meeting re the 1987/88 Fiscal Year Budget was called to or- der by Mayor Betty Jean Stewart in the Town Commission Chambers at Town Hall. Other Members of the Town Commission present were John J. Basso, David T. Robinson and Robert F. Scholz. Vice Mayor Mary Louise G. Blosser was absent. Also present were Town Manager Hugh D. Williams; Town Clerk Mary Ann Mariano and various members of the general public. The first matter discussed at this meeting was the vacancy in the Finance Department. Mr, Williams noted that all resumes received from the advertisement in the Sun Sentinel for a Chief Accounting Officer had been submitted to the Town Commission. Although the employment of this position is administrative, in that it is a department head, said employment must be ratified by the Town Commission according to the Town Code. Mr. Williams noted that Mr. Novak was his first choice and that he was in the process of verification of references prior to mak~ ing any recommendations to the Town Commission. Mayor Stewart stated that references would not be as effective as a personal interview in determining the qualifications of a candidate. Mayor Stewart stated that the Town Commission could interview poten~ tial candidates at their meeting on July 28, 1987, in that filling this vacancy should be accomplished as soon as possible. It was the consensus of the other members of the Town Commission that the Town Manager was responsible for the interviewing process to the point of recommending a final candidate to the Town Commission. A suggestion was made that the Town Manager and Mayor Stewart act as a committee of two to conduct interviews and make a final recommendation to the Town Commission, however, it was the consensus of the Town Commission to have the Town Manager make his recommendation and intro duction of a final candidate at which time appropriate action would be taken. Commissioner Basso expressed his concern in that a physical examina~ tion should be required of any department head for the Town's protecr tion. It was pointed out that the first six months of employment was on a probationary period during which time employment could be terminr ated without cause. The first draft of the 1987/88 budget as submitted by the Town Manager was then discussed. Mr. Williams noted that this budget had received an overview by the Financial Advisory Board, who should complete their review at their July 27, 1987 Meeting. Mr. Williams gave a brief summary of the items distributed, noting that the budget gave a 2 year • Town Commission Workshop re Budget July 21, 1987 Page 2 of 8 history as well as an 8 month current analysis. Also provided were Florida Chart of Account codings and breakdowns by department of per- sonnel costs which utilized a 5$ increase factor. Mr. Williams noted that should the Town desire to adopt the Long and Associates report with regard to payroll guidelines, funds would be available in the proposed budget. Also distributed were comparison costs on personnel fringe benefits and the Capital Improvements Program requests from the various depart- ments. Based on the Town Manager's revised Memorandum to the Mayor and Town Commission dated July 20, 1987, the Town Manager noted the following: --The final assessed Value of the Town has been received and is $484,474,000. --The cost for fire and paramedic service which is anticipated at $674,632 may change subsequent to the County's budget hearings. • --The Garbage tipping fees are based on the maximum amount of in~ crease that the contractor could ask for. Liability Insurance figure may be high. A better estimate is expected during the week of July 27. -New construction costs will be "flat" for the coming fiscal year . --Town labor costs will increase by 5~. --The Tax Millage rate will be recommended at the same rate as the 1986/87 tax year. ~It will be a goal to look at a proposed step increase in water fees for higher users to promote conservation. It was noted that new regulations mandated that an employee work 30 hours before being eligible for health and life insurance coverage. The Post Office employees now work 20 hours a week. There is only one employee who is now covered by the Town's insurance plan. Mr. Williams noted that he is reviewing the matter in order to allow this postal employee the option of carrying the Town's insurance, even if it means reimbursement to the Town by the employee. Mr. Williams noted that although this matter has not been fully rer viewed by the Financial Advisory Board, this budget reflects a 5g non-- matching retirement benefit for all employees. The Town Manager is Town Commission Workshop re Budget • July 21, 1987 Page 3 of 8 recommending that the town fund all employees in a Deferred Compensa~ tion Program in lieu of the present retirement program as it is easier to administrate. Mayor Stewart noted recent newspaper articles regarding Delray's in- tention of increasing sewer charges and what effect this would have on the Town's budget. Mr. Williams noted that in the sewer issue settle ment, certain variables relating to actual costs of transmission and treatment of sewage had been addressed. Mr. Williams indicated that some of the costs had already been picl~up by the Town. It was furthe r noted that sewer rates might need to be addressed inasmuch as there is a possibility of paying off the sewer debt during the next fiscal year. Mr. Williams then noted that the revenues projected amounted to a total budget of $2,339,622. Noted was the fact that revenue sharing no longer existed. Also noted was the fact that some of the state rev- enue figures might be higher which would increase the total amount. Commissioner Basso questioned the $760,000 appropriated fund balance. Mr. Williams explained that these are funds which are being carried over from the 1986/87 FY budget. Mr. Williams noted that the fund balances had been carried over the years but had never been assigned. These funds were created out of depreciation which had never been ack~ nowledged by past administrations. Mr. Williams noted that it was his goal to reach $1,500,000 in this account in case of emergency. It was noted that this fund could be utilized by following proper procedures. It was the consensus of the Town Commission that such a fund balance was important to retain in case of emergency needs. It was noted that the court fine revenues are projected at 300 over the 1986/87 FY. Mr. Williams noted that with this year's revenue, this projection was conservative. The Town Commission then reviewed the budget department by department with the following comments and recommendations being made: Town Commission Mr. Williams stated that the $2,500 under Contractual Services was for a proposed work and policy procedure manual to be done by an outside consultant. Contingency funds are placed in this budget to keep them under Town Commission control. It was noted that past Professional Fees had been utilized for the Greeley and Hanson report with regared to the sewer issue. Town Commission Workshop re Budget July 21, 1987 Page 4 of 8 n U It was noted under Books, Dues, etc., that the Municipal League Dues are anticipated to increase based on a percentage of each municipal budget. Being proposed is .003$ of each budget, which will make the Town's dues over $800. The Town Commission will address this member- ship when it becomes due. Town Manager It was noted that due to accounting reasons, the 5~ retirement benefit has been placed into the base salary totalling $38,553. Note was made that Workman's Compensation throughout the budget has decreased due to the decrease in employees. The Town Commission requested that the Town Manager review all of the existing subscriptions to determine their usefulness prior to renewal. Town Clerk It was noted that this budget had increased substantially in that the Boards and Committees Budget had been included, which entailed Pro- fessional Fees of $20,000 representing honorariums. It was the con sensus of the Town Commission that this account be named in a way • which would more readily describe the funds. Under the Florida Chart of Accounts this may not be possible, but the Town Manager will look into this. A new typewriter and a new fireproof file cabinet is being funded in this year's budget. Finance Department Release #5 for the computer is being appropriated, however, it has not been determined as yet whether the Town will purchase same. Three positions have been funded in this account. Other General Government It was noted that this account used to be titled "General Public Buildings". All general liability insurance is placed in this account. Utility Services include electricity for Town buildings and street lights. It was noted that although an FPL Survey had been done, all recommendations have not been implemented. Town Commission July 21, 1987 • Page 5 of 8 Workshop re Budget A second position in the maintenance department Town Commission expressed their desire to see a proposed additional position. It was noted that Board had also requested said job description. that such position would be shared between Town Plant to do mowing, maintenance, etc. has job the Mr . Hal been included. The description on the Financial Advisory Williams stated 1 and the Water It was noted that throughout the budget, all Communication figures were proposed with an assumption that the Town would be owning its own telephone system. No machinery costs have been anticipated in this proposed budget. The Capital Outlay figures were amended to include $2,000) for the Greening of AlA ($500 for trimming and $1,500 for seasonal plantings) and $18,000 for a proposed Xeriscape project around Town Hall. Post Office $2,000 in Capital Equipment has been proposed for the purchase of a new postage meter. Commissioner Basso noted that the Post Office was continuing to run at • a deficit .and felt that the Town should seek additional subsidization from the government. Mr. Williams noted that such request could only be made each 3 years, and that a request has been made to the Postal Department for an increase to $23,000. Commissioner Basso also dir- ected that letters be written to the Town's federal representatives to get their support in this matter. Mr. Williams noted that federal funding would not reimburse for items of insurance, cleaning, housing, etc., but would reimburse for personnel costs. Law Enforcement Funding has not been appropriated for any .increase in staff. The Town Manager noted that in revising the Police Department's policy regard ing vacations, ample coverage on the street could be afforded without an additional police officer. The police clerk position has been put in the budget for continuation. It was further noted that the request for the additional officer had come from the Police Advisory Board and not from the Chief of Police. Mr. Williams further noted that if dur- ing the year it was found that an additional officer was necessary, the appropriate budgetary .transfers could take place. One police vehicle is being funded. There are no other capital requests which have been made. C 1 Town Commission Workshop re Budget July 21, 1987 Page 6 of 8 i• It was the consensus of the Town Commission that due to costs and man- power factors, the Town should continue to process DUI matters through the Boca Raton Police Department. $25,000 has been budgeted for communications through the Boca Raton Dispatch System. Replying to Commissioner Basso's inquiry regarding salaries, Mr. Williams reiterated that the recommendations in the Long Survey had been budgeted. With regard to the Repairs and Maintenance proposed budget of $1,500, it was noted that the current budget was over $8,500. Mr. Williams will review this account with a view toward increasing it. It was noted that no new cabinets have been requested in this depart- ment. Further, the funds to replace the blinds were utilized in the current budget to buy a file cabinet, with no additional funds being replaced for the blinds in the proposed budget. Protective Inspections (Building Department) This department funds two employees as well as several contract in~ spectors. Library $2,500 has been appropriated to the Friends of the Library. Several capital requests have been made, some of which have already been taken care of in the current budget. Legal Counsel has been appropriated at $70,000. Fire/Rescue Service costs have been appropriated at $624,623. Refuse Collection has been appropriated at $243,255. Commissioner Basso urged the Town Manager to attend all meetings re- garding the Fire/Rescue cost in an attempt to decrease the cost, inas- much as the Town is paying on its assessed value which is higher than the majority of Palm Beach County municipalities. Mr. Williams noted that the Town was always expressing their concern over the assessment of fire/rescue fees, however, this method of assessment was set out by a state act with little room for argument. Commissioner Robinson noted that a letter should still be sent to the County Commission in order to make sure that the Town's position is on record. Commissioner Basso recommended that the Town approach Boca Raton to see whether Town Commission Workshop re Budget July 21, 1987 Page 7 of 8 i there was a possibility of having them serve Highland Beach at a more reasonable cost. Mayor Stewart noted that although the Town does not own the equipment and personnel, the utilization of the building could be offered. Mr. Williams stated that once fire service costs exceed $750,000, the Town would probably be better off with its own fire department. With regard to refuse collection, the Financial Advisory Board has ex~ pressed a concern with the increase in tipping fees. It was noted that newspapers could account for a substantial amount of the tonnage being carried from Highland Beach. Commissioner Robinson noted that the Regency Highland paid $40.00 per month to have their newspapers picked up separately from the garbage and trash. Mr. Williams suggested that the elimination of some of the Saturday trash pick ups might decrease the Town's cost. Water System Operating supplies for the new THM system have been appropriated. Travel and Per Diem has been appropriated to send two employees to re- fresher courses in Gainesville. There have been funds to replace and repair several water meters. There is a $65,000 administrative reimbursement appropriation from the Sewer Fund. Professional Fees are for the Town's engineers. Contractual Services are the funds appropriated for services by Harvel and Deland. With regard to the conclusions which may be reached from the Long Term Water Study, such improvements would be funded through other sources i.e. bond issue, loans, etc. Any carried over funds from the 1986/87 water budget will be carried in the current water budget. Mr. Williams anticipates a $250,000 carry over. In answer to Commissioner Robinson's inquiry, funds for the upgrading of the Town's water interconnects are not shown. There are no funds for new equipment proposed. Town Commission Workshop re Budget July 21, 1987 Page 8 of 8 i • Sewer System $12,00 is proposed for the purchase of a new 4 wheel drive chassis. Mr. Williams noted that after the Financial Advisory Board's Meeting on July 27, 1987, a complete budget document will be typed and dis~ tributed which will the subject of the August 11, 1987 Workshop on this matter. Commissioner Scholz noted a memorandum from the Planning Board which requested additional funding for professional fees to proceed with the interim review of the Comprehensive Plan. Mr. Williams noted that there might be an opportunity for additonal state funding with regard to this matter. Also, some of the funding in the current year has not been expended in regard to this item. Funding for this item will be reflected in the next draft of the budget. Mr. Williams commented that the Town will have revenue of approximat- ely $160,000 more than is appropriated in this draft of the budget. The tentative millage for the budget will be set at a Special Meeting on July 28, 1987. First reading of a proposed ordinance will take place at the August Regular Meeting, with the next budget workshop being held on August 11, 1987. There being no further business, this meeting adjourned at 3:55 p.m. APPROVED: MAYO BETTY JEAN STEWART VIC MAYOR MARY LOUISE G. BLOSSER MI N R J BASSO C~ SSI DAVID T. OBINSON r----_ -~ ~_ _ ~------~ L_.. ~_.,-- -~ ATTEST: DATE: ~'-'"~"~ / /~~~ COMMISSYONER ROBERT F. SCHOLZ