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1985.07.17_TC_Minutes_Workshop TOWN OF HIGHLAND BEACH, FLORIDA Minutes of Meeting of Town Commission WORKSHOP RE BUDGET Wednesday, July 17, 1985 1:30 P.M._ A Workshop Meeting to consider the 1985/86 proposed budgets was called to order by Mayor Edward J. Sullivan at 1:30 p.m. Those in attendance in addition to. Mayor Sullivan were Vice Mayor Mary Louise G. Blosser, and Commissioners John J. Basso and William A. Grier. Commissioner Betty Jean Stewart arrived at 1:35 p.m. Also present were Town Manager Hugh D. Williams and Town Clerk Mary Ann Mariano. Mr. Williams noted that there were three purposes to the meeting today, the first of which was to consider setting the tentative millage in accordance with state regulations (TRIM requirement) by July 30, 1985. The second purpose of the meeting was to resolve the sewage debt service question as to whether to appropriate the funds from the general or enterprise fund accounts, and the third purpose being to set a tentative date for the state required public hearing on the general • budget as well as the federal revenue sharing funds received. It was noted that the proposed tentative millage as recommended by the Town Manager was 3.1409, however, with the debt service added to the general operating budget, there would be an increase of .23 mils. It was noted that by placing the debt service for sewer into the general operating budget (as the water debt service is now handled), the tax as paid by the residents would be deductible on federal taxes each year. It was the consensus of the Town Commission that the tentative millage be approved with the addition of the sewage debt service charges included. Inasmuch as the County requires notification of the tenta- tive millage by August 1, 1985, the setting of the tentative millage will be scheduled for a Special Meeting of the Town Commission on July 30, 1985. The enterprise fund budgets were then reviewed, with the Town Manager noting that the sewer budget was slated for change pending the final outcome of the Highland Beach/Delray Beach Sewer Issue. Commissioner Basso noted his concern that the Town should strive to make the enterprise budgets self-sustaining, without the general operating budget picking up the difference each year. Both Commissioner Basso and Commissioner Stewart requested that the Town Manager do an analysis as to what would have to be done to make these accounts self- sustaining. • Town Commission Workshop re Budget July 17, 1985 Page 2 of 4 The Town Commission discussed the possibility of establishing a "Rainy Day Fund" in order to have funding available for unforeseen circumstan- ces arising. Although Commissioner Stewart felt that the Town should first look at the contingencies already built into the budget prior to the consideration of any reserve fund, the remainder of the Town Commission requested the Town Manager to work out the budget with the "Rainy Day Fund" included. The enterprise fund budgets were reviewed, with Mr. Williams indicating that a proposed 3.5 increase was already included in the salary figures. Discussion ensued regarding the salaries and fringes included in the proposed budget, with Commissioner Stewart requesting a break- down of the salaries and fringes on one sheet as has been submitted in previous years, with Commissioner Stewart showing an actual sheet used. Mr. Williams will provide this as well as further information including the retirement figures not calculated. Mr. Williams did note that the Town of Highland Beach was running a "B" plant rather than an "A" plant, noting that this had no bearing on the quality of the water, only the personnel necessary to operate the plant. Commissioner Stewart raised questions regarding the postage being used for the mailing of the utility and garbage bill, noting that rather than the use of .22 stamps, the obtaining of a bulk mailing permit should be considered. The Town Manager will study this possibility and report to the Town Commission. Concern was expressed regarding the Town's landscaping equipment at the Water Plant which is left outdoors because there is no shed available for storage. This matter will be studied for possible resolution. The Town Manager noted that this budget reflected actual dollars in the depreciation account, which had not been carried in past years. Commissioner Grier noted that he felt the Town should evaluate its investment policies with a view toward increasing the revenue in that category. Commissioner Stewart advised that computer investment programs were available and should be a consideration when the Town finally computerizes the Finance Department. Mr. Williams noted that the motor in Lift Station 1 might need some work in the next fiscal year, noting that there were two other back-up motors and the portable hand motor available should an emergency arise. Mayor Sullivan had several questions regarding the reimbursement of "administrative expenses" which will be studied further. A ten minute recess was taken. Some discussion was had regarding the purchase of computer equipment Town Commission Workshop re Budget • July 17, 1985 Page 3 of 4 for the Finance Department. Commissioner Grier asked whether the Town's Auditors had been asked for a recommendation. Commissioner Stewart noted that they had been consulted, however, that the Town's present auditing firm does have a few accounts with computerized recordkeep- ing. Mr. Williams at this time noted that the Town was in the process of solicitng proposals from audit firms for the Town Commission to study. It was noted that with regard to the garbage collection portion of the proposed budget, this would probably require amendment upon the review and possible revision of the Town's present contract with County Sanitation. On an unrelated matter, Commissioner Grier noted that the deposition of Commissioner Walker had been taken this week, and no member of the Town's law firm was present. Mayor Sullivan noted that Attorney Roberts was representing the Town's insurance company and therefore representing the Town. Commissioner Stewart noted that her deposition had been taken as well and further noted her dissatisfaction that Attorney Sliney was not present, as he had been present at the previous depositions. • A Motion to adjourn was made and seconded at this point, however, was withdrawn in order to begin review of the general operating budget. The revenue summary was reviewed. Commissioner Grier cited account 361.1, Investment Earnings and again expressed his concern that the Town should have a written investment policy. It was the consensus of the Town Commission that a directive be sent to the Financial Advisory Board asking that they review this matter with a view toward proposing such a policy. Commissioner Stewart requested a summary sheet of departmental expenditures be provided, as had been in previous years. Commissioner Grier noted that he would like to have a monthly cash flow report made. Commissioner Stewart again noted that upon the computeri- zation of the Finance Department, all these type reports would be readily available. The Town Commission discussed the revenue from Centel Cable Television. Commissioner Basso noted that he felt that the Town should raise the franchise fee as permitted in the current franchise. Commissioner Grier noted that this would only create a "pass through" situation to the Town residents. Mr. Williams will get a definitive statement from the officials of Centel as to their position on this matter and will submit same back to the Town Commission as soon as possible. • Questions arose as to the permitted use that the gas tax revenue could be put to. Mr. Williams will obtain the requirements on this matter and will transmit same to the Town Commission at an early date. Town Commission Workshop re Budget ~ly 17, 1985 ge 4 of 4 The Town Commission discussed the matter of underground utilities with a view toward finding out as to when the utility companies were planning to implement same. There being no further business to come before the Town Commission at this budget meeting, it was noted that the next budget workshop was scheduled for July 24, 1985 at 1:30 p.m. Upon proper Motion and second, this meeting was adjourned at 4:05 p.m. _ APPROVED: J. Sull~i~(i~lh, Mayor M_ t~c..~ c~ G~ o J '--Basso, °~ I William Gri ~. Betty Jean Ste A TEST: T N CLE K /~ ~~ ,~~. DATE: y~ ~,~~~ 'Blosser,Vice Mayor Com sinner r Commissioner ~~~ wart, Commissioner