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1987.08.18_TC_Minutes_Workshop TOWN OF HIGHLAND BEACH, FLORIDA • Minutes of Town Commission Meeting WORKSHOP MEETING re BUDGET Tuesday, August 18, 1987 1:30 P. M. A Workshop Meeting of the Town Commission was called to order by Mayor Betty Jean Stewart at 1:30 p.m. in the Town Commission Chambers at Town Hall. Also present were Vice Mayor Mary Louise G. Blosser and Commissioners John J. Basso, David T. Robinson, and Robert F. Scholz. Also present were Town Manager Hugh D. Williams, Chief Finance Officer Stanley M. Novak, Deputy Town Clerk Elizabeth L. Kolek, and members of the general public. Mayor Stewart announced that the purpose of the Workshop Meeting was to further discuss the 1987-1988 Fiscal Year Budget. Town Manager Hugh D. Williams proceded to go over the complete budget, stating that two documents will be referred to: the 6/20/87 copy of the Budget and the colored copy received today. The budget, as presented today, has been reviewed by the Financial Advisory Board (FAB), which has commented favorably on it, with one or two exceptions, which Mr. Williams stated he will point out as he goes along, wherein monies are available • but the FAB would like the opportunity to go back and look at an item again, before final approval. A new type of Employee Retirement Plan is presented in this budget versus the old one which an employee contributes 5~ of salary and the Town matches it at 50, only if the employees chooses to participate. Town Manager Williams suggests the employees contribuite 2% of their salary to participate in the new plan and the Town continue to contribute 5$. The new proposal would give the employees the option of choosing what percentage they contribute, but the Town still would contribute 5%, for which the funds are in the budget. The reason for the change to another plan is that the Town Manager felt the old plan did not treat all employees fairly in that the younger employees, with young children, feel they cannot afford the 5% to participate. Presently, only one third of the Town's employees participate in the plan. The FAB approved this recommendation in the budget, that the Town continue to contribute 5~, recognizing there is still work to be done regarding the Employee Retirement Plan. Mr. Williams stated that he has scheduled a meeting with an ICMA representative on August 21, at 4 p.m., to gather information and to have questions answered by those in attendance. He asked the Retirement Board and the FAB members to attend and stated the Town Commission was welcome to be present, also. Town Manager Williams felt that the Release 5 IBM • not be purchased, at a cost of $1,700.00, for the and felt that the Town's present Release 3 progra~ Town's needs. However, if the Town Manager later IBM program should be purchased, the F.A.B, would matter. approved program should Town Finance Department n was adequate for the felt that the Release 5 like to review the Town Commission Workshop Meeting Minutes August 18, 1987 • Page 2 of 5 Mr. Williams explained the "pie" distribution charts of Revenues and Expenditures, included with the Budget, pointing out that ad valorem taxes represented 38°s of revenue, general operating income represented 30°s, fines and forfeitures represented 20~, other taxes, franchise fees, utility sales, permits, etc., comprised the remaining 120. Vice Mayor Blosser requested a breakdown of Building Department revenues, since it varies from year to year. Town Manager Williams pointed out that on the expenditure chart, 81% is for salaries (80~ is average). Mayor Stewart felt these charts were helpful in showing where the monies are going and coming from and can be used for comparisons. Town Manager Williams stated that this would be the last of the budget drafts and the next one would be the final budget. Town Manager Williams noted there are 3 changes on INCOME pages: one was a result of setting the tax rate, Cigarette tax increased a little bit, and the Post Office Department granted our request for an increase. We requested an increase of $21,000.00 but the P. 0. granted $18,000.00 • (former rate was $13,000), which is an increase of $5,000 per year. Mr. Williams stated that the Boca Raton Post Office was helpful in our request by describing our post office as a "Community" Post Office which also serves other communities. We can request an increase only every two years, from the U.S. Postal Service. Current memberships will be continued and he feels that the Florida League of Cities, Palm Beach County Municipal League, and South County Council of Governments are good organizations and important to participate in. All wages include a 5°s increase factor to cover the Long Report recommendation, if adopted, but a formal recommendation has not yet been received from the F.A.B., or a revision of the present wage scale, whichever the Town Commission decides to do. TOWN MANAGER BUDGET------no additional staffing proposed, but proposed travel and memberships for the coming year are included. TOWN CLERK BUDGET------shows a big increase because the Town Boards are now included. A new fire--proof file cabinet was requested for important record storage and one replacement typewriter. FINANCE DEPARTMENT-----no additional staffing proposed. Memberships are for the Chief Accounting Officer, but does include the other staff field of interest. School fees are under per diem for books, dues, etc., and • is not a large amount. Propose to replace an existing calculator. Contractural services propose a Release 5 update, which will require final approval by the F.A.B. if the Finance Department decides to obtain it. OTHER GENERAL GOVERNMENT (formerly General Public Buildings)-----two additional items added this year. Titles were changed to match the Town Commission Workshop Meeting Minutes August 18, 1987 Page 3 of 5 :7 Florida Chart of Accounts. Electric costs and Town Hall Complex are included. He proposes to reduce the Greening Fee to $1,500.00, for refurbishing the signs at the North and South ends of Town with periodical planting. A proposal will be submitted to the S.F.W.M.D. for a matching grant for xeriscape landscaping at the Town Hall Complex for a cost of $36,000.00 (1/2 to be paid by the Town). POST OFFICE-----Because of the way the insurance policies are written, if less than 30 hours a week are worked, an employee is not eligible for medical benefits, so no coverage is in the budget for post office employees. Replacement of the postage meter is proposed at a cost of approximately $2,000. LAW ENFORCEMENT (Police Department)------Budget includes a permanent clerical employee and investigative officer (5~ additional salary), but can be decided later by the Town Commission. Two sources of funding help pay for police education, in addition to the amount budgeted: (1) from the courts for fines for arrests and (2) our own General Fund Budget. The oldest police car will be replaced of the three owned by the Town. The Town now has two vehicles under maintenance contract for large items. Presently the Town buys police car tires via State bid list to get the best price. Presently, $500 is budgeted for tires, etc. Town Manager Williams stated that the budget will be again reviewed in 6 months and it • was the CONSENSUS to look at the budget in March instead of adding $1,000 to the budget at this time. This budget does not include a breathalizer or video camera. The Town Manager and Chief Cecere will be meeting with Chief Petracco in Boca Raton on Wednesday and will report on this later. A "Contingency" fund will be in this year's budget but is not shown yet ($750,000.00) in the budget, which the State now requires for a "rainy day" fund. PROTECTIVE INSPECTIONS------New building is declining in Highland Beach. LIBRARY------Last year the budget was increased from $2,000 to $2,500 and this year is the same. LEGAL FEES-----Proposed $70,000. REFUSE COLLECTION------Maximun allowed under the existing contract is in budget. Solid Waste Authority has not officially adopted a rate. LOT MOWING------The recent session of the Legislature passed legislation which now allows municipalities to negotiate with D.O.T. to do some maintenance along State roads. An amount has to be determined if Highland Beach mows the right of way. Regarding private properties that need mowing, owners need to be given a certain number of days to comply and Town Manager Williams stated that the Code Enforcement Officer, Bruce • Sutherland, will work on this in cooperation with the Police Chief. Town Commission Workshop Meeting Minutes August 18, 1987 Page 4 of 5 Maintenance Department (Other General Government)-----An additional employee is budgeted. The F.A.B. is working on job descriptions. Mr. Williams stated there is a job description for Maintenance Workers. Vice Mayor Blosser wanted to make sure the Town Manager knows what they do. Mr. Williams stated he would have something in the mail by the end of the week. FIRE RESCUE-----Figure budgeted may change only by a couple thousand dollars. INTER FUND TRANSFERS-----Last year, utilities had a pay back of an outstanding debt. No basic inter fund transfer is proposed this year. GENERAL OBLIGATION BOND is paid for out of the General Fund and a Revenue Bond is paid for out of one of the Utility Funds. General Bond is $207,075.00 this year. EDUCATION costs for Town employees was discussed. It has been the past policy if the education courses are job related, the Town will pay for it. • UTILITY SYSTEM-----Operating Income dropped from 18,105 to 5,000. Town Manager Williams stated that the Utility Department plans to replace 25 small regular house meters (1") this year. Meters will have plastic housings and 30 year warranties. The department plans to continue replacement of a certain number of meters each year. The Town will buy four meters, replace these, and send the 4 taken out to be rebuilt, as they did with the pumps previously. Anything else done in the Water Department will be under separate funding this year. Engineering is included in budget. Water leaks are covered under contractural services. Contingincy fund will be maintained for any emergencies. Jack Lee was consulted and no big ticket items are needed this year. Two of the three pumps were rebuilt this year and now have spare pumps on hand. Much money was put in the sewer and water system in the past three years. A 25~ increase insurance is anticipated for this year. $80,000 is reflected as a depreciation expense. Goal is to get $500,000 in the contingency fund. Two people will be sent to the TREEO training in Gainesville. Presently Jack Lee and Brian Williams are attending. Joe Sterlicchi will attend next year because Jack Lee and Joe Sterlicchi cannot be away at the same time. SEWER SYSTEM------Large truck with boom in back is proposed to have the body replaced. Needs a chassis (1 ton) and will move the body to the chassis with a four--wheel drive so we can have access to our well fields. The Town Commission Workshop Meeting Minutes August 18, 1987 • Page 5 of 5 Bond Issue payment is presently $109,220.00 per year and has 7 years to go. It will take $725,000 (estimate) to pay it off. We may need to have a Bond Issue for water improvements within the next 18 months, as has been discussed in the F.A.B.; and, we are trying to present a very good financial record. The bank rates should be reexamined and Town Manager Williams felt the ideal proposal would be to roll the sewer and water into one fund. If no changes are made to this budget document, Town Manager Williams would like to go to a final document for the next meeting on September 4, Public Hearing No. 1: The second Public Hearing, with possible adoption, will be held on September 15, 1987. The budget document will be complete and will also include the 5 year Capital Improvements. The next copy will include the end of the year balances and anything left over will go into the rainy--day fund. Town Manager Williams felt this is a balanced budget and does a good job. Mayor Stewart thanked the Town Manager, and all the Departments, for their effort and looks forward to completing the budget next year in an improved fashion. There being no further items to discuss, MOTION was made by Commissioner • Basso/Commissioner Robinson to adjourn the Workshop Meeting at 2:50 p.m. APPROVED: %~~-~!~~ B~ Jean Stewart, Mayor Mar~L~i ise G. B~,osser, Vice Mayor ~onn e~ssq. ~ mmissioner ~~~~` ~1 ~ ~ t w...- - c,~ Dav,rd T': Robin , Commissioner `,~ .y_ Robert Scholz, Commissione S T : -- ~._.._ ~--•C~c~ OWN CLE • DATE: /,~-~~~~