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2020.08.20_FAB_Minutes_SpecialTOWN OF HIGHLAND BEACH TOWN VIRTUAL FINANCIAL ADVISORY y, BOARD SPECIAL MEETING MINUTES Town Hall / Commission Chambers Date: August 20, 2020 3614 South Ocean Boulevard Time: 3:00 P.M. Highland Beach, Florida 33487 1. CALL TO ORDER Chairperson Stern called the meeting to order at 3:04 P.M. 2. PRESENT UPON ROLL Member Ronald Reame Member Richard Greenwald Member Edward Kornfeld Vice Chairperson Natasha Moore Chairperson David Stern Administrative Support Specialist Ganelle Thompson ADDITIONAL STAFF PRESENT Town Manager Marshall Labadie Finance Director Matthew Lalla ABSENT Member Neil Eisenband Member John Stump 3. PLEDGE OF ALLEGIANCE The Financial Advisory Board led the Pledge of Allegiance. 4 PUBLIC COMMENT Chairperson Stern asked if there were any public comments. Ms. Thompson informed the Board that there were no public comments. Virtual Financial Advisory Board Special Meeting Minutes Date: August 20, 2020 Page 2 of 5 (� 5. APPROVAL OF MINUTES A. July 09, 2020 - Regular Minutes Chairperson Stern asked if there were any corrections to the July 09, 2020 Regular Minutes. Hearing none, he called for a motion to approve the minutes as presented. Motion: Member Greenwald moved to approve the July 09, 2020 Regular Minutes. Member Reame seconded the motion, which passed (5-0) unanimously. 6 UNFINISHED BUSINESS There was no unfinished business. 7. NEW BUSINESS A. Review of Fiscal Year 2020-2021 Commission Approved Budget (All Departments and Accounts) Chairperson Stern read the title into record and discussion ensued about Fiscal Year 2020 — 2021 Commission Approved Budget as it related to year-to-date amounts and the financial status through the month of July. O Town Manager Labadie presented a PowerPoint presentation and discussed all departments and accounts for Fiscal Year 2021-2021 Commission Approved Budget. There board members asked numerous questions about the budget. Discussion ensued about the estimated revenues, the projected seven percent in the Fire Rescue Budget, the true up in the Fire Contract, the proposed Total Millage Rate, the increase over the Rollback Rate, the Town's assessed value, the General Fund Revenues and Expenditures with the breakup of those funds, the Fund Balance, the Unassigned Fund Balance, and the Building Department's ability to sustain itself. Further discussion continued about the current Capital Improvements Projects (CIP) in progress, future CIPs, transfer of debt millage from the General Fund into the Water Enterprise Fund, the Sewer Enterprise Fund, the back charges associated with the City of Delray Beach's sewer charges, the true ups, the Town's position on the City of Delray Beach's recent agreement, the cost of the consultant to review the Fire Contract and of the potential audit to look at other options for fire -rescue services. Other dialogue was had about the Town conducting an audit to look at other options for fire -rescue services as well as the Town creating its own Fire Department. The Board also discussed potential savings related to not having the 2020 Light Up the Holidays event and how the holiday decor should be displayed in December. Lastly, there was conversation about the communication cost increase in the budget and the Town's strategy to develop a communication plan. Virtual Financial Advisory Board Special Meeting Minutes Date: August 20, 2020 Page 3 of 5 B. Review and Recommendation of Healthcare Proposals `J Chairperson Stern read the title into record. Discussion ensued about the proposed recommended healthcare plans, the changes in the benefits from the current year to the next. There was discussion about the insurance companies, as well as the lack of services that people were rendering during the COVID-19 pandemic, and the negotiation process with the insurance companies about the healthcare plans. Chairperson Stern called for a motion to recommend the healthcare proposal to the Commission. ACTION: Member Greenwald made a recommendation for the Commission to approve the healthcare plan. Member Reame seconded the recommendation, which passed (5-0) unanimously. Member Reame asked if it was necessary to make a motion to approve the budget as well. Town Manager Labadie stated it would be a great idea. There was further discussion about item 7A — Review of Fiscal Year 2020-2021 Commission Approved Budget. ACTION: Member Reame recommended that the Commission approve the 2020-2021 Budget. Member Kornfeld seconded the recommendation, which passed (5-0) unanimously. Member Greenwald provided additional comments and also made additional suggestions as it related to the budget. He stated that the budget should be approved. He also expressed satisfaction with the millage rate remaining the same. He suggested that the Financial Advisory Board make some suggestions to the Commission; three which were budget related and two which were governance related. The suggestions were discussed and made as follows: Direct Budget Related: 1. Fire -Rescue Services: Encouraged that the Commission formally to vigorously and closely pursue what is going on, to not allow the 14 -week project branch out too long and to follow up with alternatives and suggestions with the appropriate action/steps to see if legitimate and viable alternatives could be developed to the existing contract. 2. Water: Encouraged the Commission to look into the issue with the water and figure out the cost of the Town's water and the water cost per gallon. 3. Storm and Sewage Drains: The Storm and Sewage Drains Project be incorporated into a detailed action plans once the study is completed and include appropriate Ofinancials and other components related to budgeting processes. Virtual Financial Advisory Board Special Meeting Minutes Date: August 20, 2020 Page 4 of 5 Governance: O1. Commission and Advisory Board Communications: Improve communication between Advisory Boards and the Commission, so that the advice given is timely and either presented in a written form as formal recommendation or presented in person by the chairperson of each subsequent board. Recommendations by an advisory board should have an outline so that the Commission is aware of what they are being asked to do. 2. Finance: Commission working with Town Manager Labadie to put together an ordered list of strategic initiatives; and moving forward each of the initiatives needed to be accompanied by a business plan template that would be used. Each project needed to be accompanied by a readily accessible dashboard and recording so that progress could be monitored by the Financial Advisory Board and/or similar boards. Each project should have a timeline and a budget so that an advisory board could time their meetings, so that appropriate advice could be given in relation to projects the Commission assign an advisory board. Chairperson Stern advised that the above were separate issues that needed to be addressed at a later time. Discussion was had about the responsibilities of the board. Chairperson Stern advised that the Financial Advisory Board worked at the discretion of the Commission with the O ability to make recommendations as the board sees fit. He also stated that each board had a board report that was done at the end of a meeting that is forwarded to the Commission. Town Manager Labadie provided additional information as it related to implementing a strategic plan and the board action report. Ms. Thompson asked for clarification of the record if the item being discussed was in reference to item 7A concerning the budget. It was the consensus of the board that item 7A was being discussed. The motion for item 7C was made following item 7B. 8. BOARD MEMBERS REPORT Chairperson Stern thanked Member Kornfeld for his service as a member on the Financial Advisory Board. Virtual Financial Advisory Board Special Meeting Minutes Date: August 20, 2020 Page 5 of 5 9. ANNOUNCEMENTS A. Virtual Town Commission Meeting September 01, 2020 -1:30 P.M. B. Virtual Town Commission Special First Public Hearing Budget Meeting September 08, 2020 - 5:01 P.M. C. Virtual Planning Board Meeting September 10, 2020 - 9:30 A.M. D. Virtual Town Commission Meeting September 15, 2020 - 1:30 P.M. E. Virtual Code Enforcement Board Meeting September 16, 2020 - 2:00 P.M. F. Virtual Town Commission Special Second Public Hearing Budget Meeting September 22, 2020 - 5:01 P.M. 10.ADJOURNMENT There being no further business, Chairperson Stern adjourned the meeting at 4:28 P.M. APPROVED ata&MSetember 24, 2020 Virtual Financial Advisory Board Regular #'/ Hyl` r Meeting. t?,�, � ATTEST: r '- F' ?,' David Stern, Chairperson 6 tJ Transcribed by Ganelle Thompson Administrative Support Specialist q/9 0 a C) G Ile Thom p on Date A(dfninistrati Support Specialist Ig: 09/15/2020 baw: 09/16/2020 Disclaimer: Effective May 19, 2020, per Resolution No. 20-008, all meeting minutes are transcribed as a brief summary reflecting the event of this meeting.