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1986.08.27_TC_Minutes_WorkshopTOWN OF HIGHLAND BEACH, FLORIDA Minutes of Meeting of Town Commission WORKSHOP MEETING RE BUDGET Wednesday, August 27, 1986 1:30 P.M. A Workshop Meeting to review the proposed 1986/87 fiscal year budget was called to order by Mayor Edward J. Sullivan in the Town Commission Chambers. Also present were Vice Mayor Mary Louise G. Blosser and Town Commissioners John J. Basso, William A. Grier and Betty Jean Stewart. Also present were Town Manager Hugh D. Williams and Town Clerk Mary Ann Mariano. Reese James, Chairman of the Financial Advisory Board was also present. ~ Prior to discussing the budget, Commissioner Stewart requested consid- eration of the removal from the Consent Agenda for September 5, 1986 of-..> the seawall plans for Teron. Commissioner Stewart noted that in ~•4. compliance with the Town's Interlocal Agreement with the Palm Beach c-~ Countywide Beaches and Shores Council, these plans required review by ~:'~ that body. A consensus was given to remove this item from the Consent Agenda. In beginning discussion of the 1986/87 budget, Mr. Williams noted that there wre two new items this year being a proposed five year capital improvement plan, as well as the inclusion of depreciation amounts for present capital equipment. A memorandum from the Town Manager regarding 7 policy items was distributed for consideration. During the course of the meeting, several items were resolved as herein noted. The first policy matter discussed was tax versus fee for sewage and refuse service. Should the Town Commission include this in the budget, a 5s increase in sanitation fees has been included as well as provision for the anticipation of $27.00 per ton tipping fees. Mr. Williams noted that the provision of the sewage and sanitation services in the budget amounted to 1.27 mils. It was being recommended by the Town Manager that should the Town Commission wish to retain the sewage and sanitation costs in the budget, that a portion of a $760,000 fund balance be used to offset the costs. After substantial discussion re- garding this matter, it was the consensus of the Town Commission to keep the sewage and sanitation services on a fee basis. The next matter addressed was the recommendation of the Financial Advi- sory Board to utilize the fund balance to begin a depreciation/replace- ment account for those capital items that the Town will be purchasing. the Town Commission will discuss further the matter of retaining this amount in the general fund, placing a portion in the enterprise fund or the feasibility of setting up a special fund. There was a consensus given that the Town should show depreciation in the budget, a policy which had not been followed in the past. Mr. Williams gave an updated salary schedule to the Town Commission • noting that although there was no salary schedule increase being Town Commission Budget Workshop August 27, 1986 Page 2 of ~;~ recommended, that employees on the payroll plan would receive their normal merit increases. Mr. Williams indicated further that the Financial Advisory Board was reviewing the entire salary schedule of the Town for possible revision. Mr. Williams will also re-address the 35 versus 40 hour work week matter at a latter time this year. After being given several revised pages, the Town Commission then began a page by page review of the proposed budget bearing the print date 8/7/86, with the following comments and recommendations being made: Account 1.300 Revenues 311.1 Ad Valoren Taxes - to be revised inasmuch as sewage and taxes will be eliminated. 313.5 Franchise-Centel - Although this is under consideration, the present anticipated fees are shown. 335.11 Cigarette Tax - Estimate-need confirming figure from state 335.12 State Shared Rev.- Estimate-need confirming figure fron state 362.2 Centel-Rental - Due to present considerations, this amount has been doubled. • 381.0 Interfund Transfer-To reimburse gen. fund from enterprise water account for administrative expenses. 271.0 Appro/Fund Bal. - To set up reserve fund commencing this yr. Regarding the appropriation of the fund balance, Vice Mayor Blosser felt that all the funds should not go into the general fund because it might be spent too easily and maybe should go into a special fund. Discussion ensued at this point regarding the costs associated with the contract post office. It was noting that although the government was funding the post office, costs made it necessary for subsidization by the Town. Commissioner Basso requested that the Town Manager again attempt to obtain additional federal funding to offset this amount. Account 1.500 Expenditure Summary 539.1 Sewers - To be eliminated due to retaining fee basis. 539.2 Sanitation - To be eliminated due to retaining fee ba~~~ie- 580.0 Cap.Proj. - Capital.puchases will be carried in ciation accounts over severa years. Commissioner Grier noted that the capital projects documentation sub- mitted did not add up to the $282,137 figure as shown on the proposed budget. Mr. Williams noted that the THM control (ammonia-based water treatment system) was not shown on the capital projects pages, • however, was included in this budgeted amount. This project was also Town Commission Budget Workshop Meeting August 27, 1986 Page 3 of (~ cited in an August 7 memo from the Town Manager. 582.01 Debt Service - It was noted that the additional amount of $108,0010 was being carried in this account which had been paid from fees in the past. Additional discussion will be needed on this item prior to budget approval. Account 511.01 Town Commission Vice Mayor Blosser indicated that it was her feeling that the Town should provide an expense account for the Town Commissioners. Mr. Williams indicated that about 50~ of other townSprovided for such an account. Discussion ensued as to whether this recommended account be on a reimbursement policy or a flat fee per. month basis. Reese James, speaking as a resident, spoke in favor of such an item being included in the budget. Commissioner Basso expressed the idea that the Mayor should draw twice what the Commissioners draw, however, Mayor Sullivan indicated that he did not feel that he should be given any more than the others. It was determined that the amount of $100.00 per month for the Mayor and Town Commission would be included in the budget. 511.64 - Depreciation - Mr. Williams noted that this amount shown throughout the budget was for the depreciation of the antici- pated telephone system to be purchased for Town Hall. Account 512A.0 Town Manager Mr. Williams noted that throughout the budget, with regard to fringe benefits, a 35s factor had been incorporated into liability insurance and a 10s factor had been incorporated into health insurance costs. Further, Mr. Williams noted that during the next year, the Financial Advisory Board would be reviewing the insurance and other benefits for possible revision. Account 512B.0 Town Clerk Some discussion took place in regard to the number of staff in this department. It was noted that the Town Clerk's office was now respon- sible for the Town Manager's clerical assistance as well as all Boards and Committees. Due to the possible increase in workload for in-house transcripts, etc., the Town Commission requested that the amount of $2,000.00 be placed in Account .13 for temporary staff, as well as 3 permanent staff members. • Town Commission Budget Workshop Meeting • August 27, 1986 Page 4 of (~ Account 513.01 Finance Due to the anticipated manpower savings based on computerization of this department, the Town Commission reduced the proposed manpower level from 2.5 to 2, and further eliminated $2,000.00 for temporary staff costs. Account 514.0 Legal The amount proposed in this account was $70!,0!0!0!. Due to anticipated upcoming litigation costs, the Town Commission requested increasing this amount to $801,000. Account 519A General Public Buildings (Maintenance) With regard to the salary account, it was noted that although the pre- viously consented to salary reduction was to be taken in three annual steps, the entire reduction was shown in this fiscal year. This needs revision from $31,384 to $36,227. Regarding Account .34 (Contractual provide the Town Commission with a $14,000 prior to budget approval. Services), Mr. Williams will breakdown of these costs totalling Account 519B Boards and Committees Mr. Williams noted that the amount of $50,000 had been included in Account .31 (Professional Services) to retain consultants for review of the zoning ordinance and the comprehensive plan. Account 519C Post Office Again, Mr. Williams was directed to write the federal government to attempt to obtain additional funding. Account 519D Elections Account 521 Police - no changes Mr. Williams noted that a policy decision needed to be made on his re- commendation regarding a second Sergeant's position in lieu of the existing lieutanant's position, but noted that funds had been included to retain the lieutanant's position. Account .41 includes the cost o,~ service with Boca for communications. • Mr. Williams noted that under account .64, Depreciation, this amount Town Commission Budget Workshop August 27, 1986 Page 5 of ~ included a portion of the communications system as well as the police department portion of the anticipated telephone system. Mr. Williams noted that this proposed budget does not fund any new police vehicles as was being requested by the Chief of Police. The Town Commission requested that the Town Manager obtain a written policy regarding vehicle replacement from the Chief of Police at which time this will be re-addressed. Account 522 Fire Control - No changes Account 524 Protective Inspections (Building Department) Commissioner Grier, as well as Vice Mayor Blosser both noted their disappointment over the resignation of Rita Ebersole from this depart- ment. Account 535 Physical Evironment Service (Sewer) This entire page will be omitted due to the decision to retain this service on a fee basis. Account 539 Other Physical Environment It was noted that Account .34 (Contractual Ser.) was for the lot mowing done by the Town and charged back to property owners. Account .64 (Depreciation) showed a $22,500 amount for 1/4 of the depreciation of the anticipated repairs to the Bel Lido Bridge. It was the consensus of the Town Commission that the amount should be shown in Account 541 (Highways and Streets). Account 539.2 Sanitation This entire page will be omitted due to the decision to retain this service on a fee basis. Account 541 Highways and Streets Commissioner Grier protested the $5,000 funding of the Greening of AlA appropriation. Commissioner Grier noted that this committee was re- ceiving substantial contributions, and further that the trees planted were on DOT property and might be removed in the future. The transfer of $22,500 into Account .64 (Depreciation) for 1/4 of the depreciation cost of the anticipated repairs to the Bel Lido Bridge • from the Other Physical Environment Account. Town Commission Budget Workshop August 27, 1986 Page 6 of ~ Account 561 Librar After discussion, it was determined that the number of staff remain at 1 full time position. A request from the Librarian for additional funding for books was cited. It was noted that storage was a problem in the purchase of new books. It was determined that the funding be appropriated at $2,500. Mr. Williams noted that although funding this year was set at $2,500, only $2,000 had been drawn and the remainder will be given to the Library prior to the end of this fiscal year. The Town Commission then discussed the $1,000 Bel Lido entranceway funding. It was the recommendation of the Town Manager that this item be eliminated, noting that the Town. could have the work done by the present landscaping company servicing Town Ha11 for approximately $35.00 per month resulting in a substantial savings. It was the consensus of the Town Commission that the funding be eliminated and that the Town Manager write a letter to the Bel Lido Homeowners Assoc- iation so advising them of this decision. Mayor Sullivan noted that the Town Commission would be holding a public hearing for input into the budget process on Friday, August 29, 1986 at 5:01 p.m. Commissioner Grier expressed concern that residents were not adequately notified of the hearings and therefore did not have an opportunity to address the Town Commission. Mr. Williams cited the publication requirements, assuring that the Town was in full compliance with all applicable laws regarding public notice and pass- age of the Town's budget. This meeting was recessed until 4:00 p.m. on prior to the Public Hearing. APPROVED: Edward J. Su1= ATTEST: TOW CLE K DATE : ~ -~~°- Friday, August 29, 1986, an, Mayor ~~?~ ~1 i .i~Ai+ ~n _ Ma-- i~ Lo~ti se G . dosser , Vice Mayor J hn J. sso, Commissioner ~~ William A. Grie , Commissioner Bet Jean Stewart, Commissioner