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1985.08.01_TC_Minutes_WorkshopTOWN OF HIGHLAND BEACH, FLORIDA Minutes of Meeting of Town Commission WORKSHOP MEETING RE BUDGET Thursday, August 1, 1985 1:30 P.M. A Workshop Meeting of the Town Commission to review the 1985/86 proposed budget was called to order by Mayor Edward J. Sullivan at 1:30 p.m. Also present were Vice Mayor Blosser and Town Commissioners John J. Basso and Betty Jean Stewart. Commissioner•WiYliam A. Grier was absent. Also present were Town Manager Hugh D. Williams and Town Clerk Mary Ann Mariano. Discussion ensued regarding the packets of information that had been handed out, with the Town Manager reporting that this should be almost in final form, with all of the previously requested changes being incorporated. The Town Manager stated that the first packet of information included the proposed millage figures, the certification of taxable value, the departmental summary of expenditures, the summary of revenues and a photocopy of the adding machine tapes which noted that the summaries balanced. Mr. Williams noted that the second packet of information included the answers to questions which arose at the last • workshop meeting on the budget regarding the breakdown of figures in general public buildings and the police department. The third document submitted was a salary grade and step chart. It was also noted that the salary schedule of all employees listed on one page including grades and steps had been submitted as per Commissioner Stewart's request. Mr. Williams began to clarify those items in his memorandum which broke down the figures in the various department, however, at the request of the Town Commission, it was determined that the entire budget be reviewed in order. The budget revenue summary page was reviewed. It was noted that there might be an increase in revenue in the cable television account during the next year, but not at this time. Mr. Williams noted that this increase might be realized by either a rent increase, a raise in the franchise fee or the institution of a utility tax, all of which would be discussed at the August Workshop. It was noted that the final ad valorem tax revenue figure had been adjusted upward to $1,567,820 and the local government 1/2 cent sales tax figure had increased to $84,217. The total revenue at this time was set at $2,075,762, however, Mr. Williams noted that this amount might change due to various factors. The Town Commission then turned toward the departmental summary sheets noting the following: Town Commission Workshop on Budget • August 1, 1985 Page 2 of 6 Town Commission: Total department decreased to $35,667. No known reason. Town Manager: Overall budget remained the same. Salaries include proposed 3.5 COLA throughout budget. Town Clerk: Overall budget increased by $443. No known reason. Finance and Internal Audit: Overall budget remained the same. The Town Commission questioned the over-the-maximum increase given to the Finance Director. It was noted that the present policy stated "may be given up to 4%", however, Mr. Williams noted that he had evaluated Mrs. Fowler and had approved the 4~ increase. Upon questioning the 1984/85 budget discussions wherein it had been a consensus to eliminate the policy of over-the-maximum increases, the Town Manager noted that no formal action had been taken on this. The matter of vacation accruals also was discussed with it being noted that also during the 1984/85 budget discussions, it was the consensus of the Town Commission that vacation time be taken in the year in which it is accrued, however, no formal action was taken on this item either. A formal policy statement on these and any other matters decided today will be submitted for formal action at the August Regular Meeting. Legal Dept.: No change in overall budget. Discussion was had as to whether this amount should be increased due to the Town's anticipated expenses in opposing the County's acquisition of property for public parks. It was the consensus of the Town Commission that additional funds be allocated at the appropriate time for this expendi- ture. General Public Buildings: The Town Manager noted his memorandum which broke down the funding in Contractual Services. The Town Commission requested information on the item for AcCro Pest Control. Further, the Town Manager was directed to cut down on the janitorial services from three days a week to two days a week which will result in a savings of approximately $3,500 per year. It was noted that the Town Hall grounds needed additional • Town Commission Workshop re Budget August 1, 1985 Page 3 of 6 attention. The Town Manager will re-evaluate the present contract with Williams and Sons Landscaping Company for a possible change. Also, the present contract will be reviewed to see that all of the responsibilities of this company are being enforced. Commissioner Stewart noted also that the DOT needed to be requested to mow the right-of-way. Boards and Committees: No change. Post Office: It was questioned as to whether the building cost could be attributable to the federal government, with the general consensus being that it could not. The Town Manager will write a letter to Senator Hawkins requesting re-evaluation of the Town's funding with a view toward increasing same. Mr. Williams stated that the post office and library telephones would be com- bined, which would decrease the communications amount in each of those departments by $225. In discussing salaries, it was noted that there were only two actual permanent employees, with two temporary part-time employees. The Town Commission felt that placing the part-time employees into a "grade and step" plan was confusing and should be re-evaluated. It was further noted that the post office was audited by federal authorities annually. Elections: No change. Police Dept.: Same overall budget amount. Discussion ensued about the proposal to purchase a new police car. Mr. Williams noted that the car to be replaced was a 1981 vehicle not 1982 as previously reported. Also, a survey conducted last year about the replacement policies in surrounding communities was cited. The Town Manager recommended replacement of the vehicle. Commissioner Stewart requested that adequate bidding procedures be followed. The Town Manager will also check into the State Purchasing contract. Eire Control: No change, although substantial discussion took place regarding the Town's opposition to the method by which assessment was made for the fire/rescue services. At the request of Commissioner Stewart, this matter will be placed on the August Workshop Agenda. Also, the Town Manager was directed to contact Mrs. Yount of the • County League to determine those state representatives who should be contacted with a view toward alleviation Town Commission Workshop re Budget August 1, 1985 Page 4 of 6 of this problem. • Protective Inspections: No change, however, discussion took plac~ a consensus was reached to eliminate the Cougar inasmuch as it was the feeling of Commission that one car was adequate for needs. The Town Manager was directed to for bids on this vehicle. Other Public Safety: No change. Other Physical Environment: No change. Highways and Streets: e during which Mercury the Town the Town's advertise No change in overall budget. It was noted that this budget included $1,00f~ for the maintenance of the Bel Lido entrance. It was noted that the bike path and landscaping at Town Hall needed attention. Mr. Williams recommended that the funds received from Federal Revenue Sharing (approximately $8,PJ00) be evenly split between improving the bike path and the maintenance at Town Hall, including landscaping. Vice Mayor Blosser requested a plan from the Greening of AlA Committee for the next year. Commissioner Stewart noted that this was now being handled through the Community Appearance Board. Commissioner Stewart also cited a July 21, 1985 article from the Miami Herald, which she had referred to at a previous meeting, which included a $1,f~00,00g request from businesses on Las Olas Boulevard for greening that area, which the City Council had agreed to fund the amount of $6PJ0,000. Commissioner Basso then cited the water problems that needed attention along the bike path, with Commissioner Stewart citing Edgewater as an example. Library: No change other than cutting the communications account in half due to the joining of the library and post office telephones. Debt Service: This will include an additional $108,~J00 for the sewer debt service charge. • Town Commission Workshop re Budget August 1, 1985 Page 5 of 6 Discussion then turned toward the Water Treatment Plant. It was noted that several employees were preparing to take their "A" Operator's test and although there is no present pay slot for an "A" Operator, that some recognition be given to those employees. Further the changing of the title from "Public Utilities Director" to "Manager" or another term is being considered, as is the elimination of the present grade for Public Utilities Director, which is not a filled position at this time. Commissioner Stewart noted that the Water Treatment Plant employees were the lowest paid employees in the Town, particularly for the responsibilities involved in their jobs. Mr. Williams then noted that he had contacted Mr. Nathaniel Zemel as an expert engineer to review the operations and personnel at the Water Treatment Plant with an objective view. Mr. Zemel also requested that he bring in Dr. Ed Singley, of the University of Florida at Gainsville, who was an expert in spyractor plants. It was noted that Mr. Zemel and Dr. Singley would not be available until August 19, 1985. Mr. Williams noted that the study, which had been requested at the July 30, 1985 Workshop Meeting, would cost approximately $2,500 - $3,000. Mr. Williams will set up a meeting with Mr. Zemel. Also, the Town Commission requested that Mr. Williams obtain several references from Mr. Zemel, as well as contact the Chamber of Commerce for any information they might have. Commissioner Stewart noted that the inclusion of garbage fees in the general operating budget had not been considered. Mr. Williams noted that the Financial Advisory Board had begun to study this matter and it was their general feeling, although needing further study, that the garbage charges should stay in separate fees. This will be studied further by the FAB with a view toward a change next year if one is warranted. Commissioner Basso noted that he had brought this matter ug last year and no action had been taken on it yet. Mr. Williams cited a National League of Cities article in which the tax bracket of citizens was a consideration for adding the garbage into the general operating budget. It was noted that Mr. Murania, of the FAB, had undertaken the study, and was called out of town on an emergency. Although the FAB was considering this matter further, there would not be time this year to effect any change. It was noted that a public hearing on the proposed budget as well as the federal revenue sharing funds would be held on September 10, 1985 at 7:30 p.m. The Town Manager will also hold another administrative public hearing for this purpose. Mr. Williams will produce a print-out with up to date figures within .two weeks. The appropriate adopting ordinances will be given first reading at the August 6, 1985 Regular Meeting. It was also noted that a Special Meeting would be called during the September 24, 1985 Workshop Meeting • for the adoption of the budget. Town Commission Workshop re Budget August 1, 1985 Page 6 of 6 There being no further business, this meeting was adjourned at 4:4P~ p.m. APPROVED: ward J. Sulllya~t{ 'Mayor A Mary L ise G. osser,Vice Mayor o n J. a so, Commissiq~ler ..~ William A. Grier, Comm ssioner Be y Jean Stewart, Commissioner • ATTEST: N C K DATE: ~~