1985.07.24_TC_Minutes_Workshop
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TOWN OF HIGHLAND BEACH, FLORIDA
• Minutes of Meeting of Town Commission
WORKSHOP MEETING RE BUDGET
Wednesday, July 24, 1985 1:30 P.M.
A Workshop Meeting re review the proposed 1985/86 Fiscal Year Budget
was called to order by Mayor Edward J. Sullivan in the Town Commission
Chambers at Town Hall. Also in attendance were Vice Mayor Mary Louise
G. Blosser, and Commissioners John J. Basso, William A. Grier, and
Betty Jean Stewart.
Also present were Town Manager Hugh D. Williams, Town Clerk Mary Ann
Mariano and members of the general public.
As Attorney Sliney was preparing to leave following the Special Meeting
held prior to this one, the Town Commission directed him to research
all possible alternative methods in which to stop the County from the
proposed purchase of three properties in Highland Beach for a public
beach. Attorney Sliney indicated that the power of eminent domain
would allow the County to condemn any parcel for public purpose,
however, he would research any alternatives, including the possibility
of opposing the proposed bond issue itself. Mayor Sullivan noted that
the Town would be advised of the five public hearings which would be
held on this matter throughout the county, however, the beach package
• proposal would be discussed as one item and not broken down by parcels.
Prior to Attorney Sliney's departure, he also advised the Town
Commission that Mr. Duynslager, of Greeley and Hansen, was writing a
letter confirming his opinion that the April report regarding the
Highland Beach/Delray Beach Sewer Issue was in fact final and no
further consideration would be given to the concerns expressed by
Delray Beach. Upon receipt of this letter, the Town Commission will
further consider the methods of payment to settle the dispute.
Also related to sewer service, Commissioner Grier asked whether Mr.
Williams had checked to see whether there would be any legal problem
with transferring the sewer debt service from the Enterprise Fund to
the General Fund. Mr. Williams did not feel that this would be a
problem due to the fact that in any case the funds were still pledged
to pay the debt, however, he will check this with the Town Attorney.
Vice Mayor Blosser then noted in an unrelated item, that in view of the
Town Commission's approval of the Monterey House satellite dish, that
Seagate be allowed to submit a second set of plans for a not ground
mounted antenna, noting a possible installation upon an air condition-
ing building approximately 20' high. The Town Commission stated that
Seagate could follow any of the procedures as did Monterey House,
however, Mayor Sullivan stated that it was his opinion that there was
enough room on the ground at Seagate not to warrant any further
submission. The Vice Mayor noted that Seagate was not able thus far to
get 75g of its residents to agree to the installation.
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Town Commission Workshop re Budget
July 24, 1985
Page 2 of 7
Relating to the budget, the purpose for which the meeting was called,
the Town Manager noted that to keep the identical millage as last year,
would provide for $108,920 going into the debt service account for the
sewer bond issue, and $108,920 going into a "Rainy Day Fund".
The Town Manager also noted the requirement of an advertised public
hearing, which had been tentatively set for September 2 at the last
budget workshop. It was reported that the County was having their
budget meeting on September 2 and that the state statute prohibited any
municipality from having a meeting at the same time. Inasmuch as
concern was expressed that the proposed 5:01 p.m. time would not be
convenient to working residents, the public hearing was set for
September 10, 1985 at 7:30 p.m.
Commissioner Stewart then stated that she had requested two items from
the Town Manager a week ago, being an expenditure summary sheet, as
well as a one page salary and fringe benefit sheet as had been given to
the Town Commission in past years for budget preparation purposes.
Commissioner Stewart further noted that neither document had been
received to date. The Town Manager stated that due to the amount of
changing being done at this point in the budget process, the informa-
tion might not be helpful. Commissioner Stewart noted that this
• information had been supplied in the past and did prove helpful in the
budget process.
Vice Mayor noted that with regard to the possible raising of rental on
the Town property being used by Centel Cable, the rent had not been in-
creased in five years. The Town Manager noted that the rent would be
eligible for an increase in March of 1986.
It was noted that a tentative millage in the amount of 3.3683 would be
approved at a Special Meeting to be held on July 30, 1985.
Discussed again turned toward the creation of a "Rainy Day Fund".
Commissioner Stewart noted her concern that the Town was not a profit-
making organization and that care should be taken with the appropria-
tion of such a fund. It was the consensus of the other Town
Commissioners that $100,000.00 was an adequate amount to initiate such
a fund. Some of the examples of useage of this fund given by the Town
Manager included fixing a leak in the Town Hall roof and possible
damage to motors in the lift stations. Commissioner Basso also noted
that there was a necessity to spend money in the upgrading of the water
plant. Commissioner Stewart noted that the Town should not go beyond
this amount without specific criteria.
Beginning with the expenditure page in the Town Manager's budget,
review of the proposed 1985/86 budget continued.
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Town Commission
July 24, 1985
Page 3 of 7
•
Workshop re Budget
During a discussion regarding salaries, a question was raised as to the
Town Commission's intent during the last budget to eliminate the 4%
over-the-maximum increase now provided for in the personnel policy.
Hugh Williams told the Commission about the proposed one increase per
year, consisting of a C.O.L.A. (0.PJ35g & 5~) possible "time" (not
"merit") increase. He used a blackboard to illustrate. Increase to be
effective on anniversary date. This matter will be reviewed to see if
any formal action had been taken on the elimination of the "over-the-
maximum" provision.
At this point in the meeting, Dr. Elmer, who desired to express some
opinions on the proposed County beach acquisition, and some ideas as to
how to stop same, was briefly heard. Mayor Sullivan advised Dr. Elmer
that he would telephone him at an early date to discuss his concerns
and recommendations.
Discussion again turned to the budget and the present salary scale with
Commissioner Basso recommending an outside firm be retained to study
the Town's existing policies with regard to salary. It was noted that
the FAB was willing to undertake such a study and it was the consensus
of the Town Commission that they be allowed to do so.
• In reviewing the proposed budget, line item by line item, the following
observations, notations and questions were raised:
Department of Town Manager:
It was noted that with regard to staff, personnel had been amended from
2.5 persons to 2 persons, noting that in the past, the Deputy Town
Clerk had been allocated to two departments and was now to be included
1~0% in the Town Clerk's Department.
An increase in the travel account was noted. Mr. Williams stated that
this was due to an anticipated increase in local and 1 day seminar
attendance. It was noted that with regard to all departments, the
amount for "rentals and leases" included pro-rated shares for the copy
machine, as did accounts for "postage" and "communication".
With regard to a $300.0 item for "machines & equipment", it was noted
that this was for a proposed typewriter for Betty Lou Kolek, Deputy
Town Clerk. Commissioner Stewart noted that this might be better noted
in the Town Clerk's budget inasmuch as the salary of the Town Clerk was
attributed to that department. Also, Commissioner Stewart asked if
there had been a justification for this purchase prior to its inclusion
in the proposed budget. The Town Manager will re-evaluate the
necessity for this item.
Department of Town Clerk:
• It was noted that the amount of $1,500.00 was being included to begin a
program of microfilming Town records.
Town Commission
July 24, 1985
• Page 4 of 7
Workshop re Budget
During this discussion, the Town Manager noted his intent to eliminate
one of the two existing copy machines in Town Hall. There was general
agreement between the Town Commission that this be done.
Department of Finance and Internal Audit:
During the salary discussions, it was again noted that a limit needed
to be set on the salary ceilings and the over-the-maximum increase be
eliminated.
Again it was noted that the FAB would be requested to study the salary
package, and further noted that said Board had expressed a desire to
report directly to the Town Commission, with no opposition being
expressed by the Town Manager.
Commissioner Stewart further requested that the Town Commission be
furnished with a package after the adoption of each budget, including
the budget as finally approved, as well as any policy decisions made
during the budget process.
With regard to the increase in travel, it was noted that the Town
Commission objected to two persons from one department attending the
• same seminar. The Town Manager contended that in this case, there were
in fact two departments involved. Any travel requests will be
scrutinized accordingly.
It was noted that funding was included for the purchase of a new safe,
with the Town Manager recommending a fireproof file cabinet be bought
instead, and further noting that the existing safe would be transferred
to the post office.
Legal Department:
It was noted that with pending litigation and the upcoming research
necessary regarding the proposed beach acquisition by the County, the
$7(~, P100. 0PJ allocation was necessary.
General Public Buildings Department:
The Town Commission requested a breakdown under "contractual services",
however, the Town Manager did not have the information at hand and
noted that it included the maintenance of the landscaping at Town Hall
as well as the current janitorial services. The Town Manager will
obtain the requested information. It will be studied as to the
feasibility of eliminating the janitorial services, transferring those
duties to the present maintenance staff. Also noted was a need to
paint the exterior and interior of the Town Hall administration
• building. Commissioner Stewart recommended that the painting be done in
phases by existing staff, however, the Town Manager will review the
feasibility of this versus the retention of outside contractors. Also,
Commissioner Basso noted that work was needed on the bike path at those
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Town Commission Workshop re Budget
July 24, 1985
Page 5 of 7
areas which hold water after a rainfall. Also noted was the need for
upgrading of the landscaping at the Town Hall. Commissioner Basso
requested that the Town Manager ride the bike path after a rain to
determine the problem areas needing attention.
Appointed Boards and Committees Department:
No discussion other than to note the amount of $9,00~.~0 noted as
"miscellaneous" reflected the honorariums paid to board members.
Post Office Department:
At the recommendation of Commissioner Basso, the Town Manager will
write to Senator Paula Hawkins, seeking further monetary assistance for
the post office.
The Town Manager was also directed to look into the possibility of
combining the library and post office phones, making them a part of the
central phone system for Town Hall.
Elections Department:
No discussion.
Police Department:
Substantial discussion ensued regarding a request for the transfer of a
1982 vehicle to the Protective Inspection Department, culminating in
the trading in of the existing Cougar and the purchase of a new police
vehicle. It was noted that the present police vehicle would have
approximately 6~,~1~J0 miles at the proposed time of transfer. It was
the consensus of the Town Commission that the need for a new police car
be studied in view of any repair bills etc., and further that the need
for two vehicles in the building department be studied. It was noted
that two vehicles had never been needed before in this department, and
the Town Commission expressed the opinion that they did not think that
two vehicles were needed now. The Town Manager will make a further
recommendation regarding this issue.
It was also noted that the $17,0fd0.PJ(~ in "communications" included the
Town's cost for CDC.
Fire Control:
No discussion.
Protective Inspections:
• No discussion.
Town Commission Workshop re Budget
July 24, 1985
• Page 6 of 7
Other Public Safety:
It was noted that this amount was to cover the cost of the Town's
Safety Committee which had been established to reduce insurance costs.
It was further noted that a request had been received to increase this
allocation to $150.00, however, it was the recommendation of the Town
Manager to retain the fund at its present amount.
Other Physical Environment:
It was noted that the $1,000.00 included in this department represented
the amount allocated for maintenance of the Bel Lido entrance by the
Homeowner's Association.
Highways and Streets Department:
It was noted that the "utilities service" allocation reflected the cost
of street lights.
In the "Greening of AlA" account, Commissioner Basso expressed his
opinion that we needed additional trees. Vice Mayor Blosser expressed
her concern that the DOT would come in and widen the street with the
• Town losing all the trees and felt that the money should be allocation,
however, not spent. Vice Mayor Blosser also stated that she had never
seen a plan regarding the proposed placement of the trees.
Commissioner Stewart noted that such a plan did exist and had been
distributed to the Town Commission and was available in the Town
records. Commissioner Stewart also noted that should the DOT widen AlA
with the trees needing to be moved, it was possible to relocate them.
Commissioner Stewart further cited the example of the businesses on Las
Olas Boulevard petitioning Fort Lauderdale to narrow the street and add
more green space and trees to enhance that area and promote more
business.
Inasmuch as concern had been expressed, both for the repairing of the
bike path, and the upgrading of the landscaping at Town Hall, the
amount of $4,000.00 was allocated to each, offsetting the amount of
$108,900 which had originally been included by the Town Manager as the
"Rainy Day Fund", which amount had been cut to $100,000.00 by the Town
Commission.
Library:
No discussion.
Debt Service:
It was noted that this will include the sewer debt service.
Town Commission Workshop re Budget
• July 24, 1985
Page 7 of 7
A further Workshop Meeting to review the proposed budget was set for
August 1, 1985 at 1:30 p.m.
With a ten minute recess being taken during this meeting, the Workshop
Meeting was adjourned at 5:20 p.m.
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APPROVED: __- C/l/~" \
Edward J. Sul iv n, Mayor
Mary Louise ~j. wlosser,Vice Mayor
Jo'~ J. B,2f,~sb, Co~p'issioner
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William A. Gr~er,~C°ommissioner
Bet Jean Stewart, Commissioner
ATTEST:
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