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2010.03.31_TC_Minutes_WorkshopTOWN OF HIGHLAND BEACH MINUTES OF TOWN COMMISSION MEETING WORKSHOP MEETING Wednesday, March 31, 2010 1:30 PM Mayor Jim Newill, CPA called the Workshop Meeting to order in Commission Chambers at 1:30 PM. CALL TO ORDER: Roll Call: Members present: Mayor Jim Newill, CPA; Vice Mayor Miriam S. Zwick; Commissioner Doris M. Trinley; and Commissioner John J. Pagliaro. Also present: Town Attorney Tom Sliney; Town Manager Dale S. Sugerman; Town Clerk Beverly M. Brown; and members of the public. Absent -Commissioner John J. Sorrelli. Pledge of Allegiance: The Pledge of Allegiance was given, followed by a minute of silence in honor of members of the military, both living and deceased. Civility Pledge: The Civility Pledge was recited by the Town Clerk. 1. ADDITIONS, DELETIONS OR ACCEPTANCE OF AGENDA Mayor Newill asked for any additions or deletions. Receiving none, the agenda was accepted as presented. 2. PUBLIC COMMENTS AND REQUESTS No comments received. 3. PRESENTATIONS A) The 2008-2009 Comprehensive Annual Financial Report (CAFR) by Nowlen, Holt & Miner, P.A. Town Mana ear Su eg rman -The Town's external auditor, Nowlen, Holt & Minor, P.A., have completed their annual audit of the Town's finances for the year ending September 30, 2009. Ron Bennett from the firm will be here to present their report and findings and will answer any questions from members of the Commission. Town Commission Workshop Minutes March 31 2010 Page 2 of 6 Ron Bennett from Nowlen, Holt & Minor, P.A. Governmental Revenues -Total revenues decreased 5.4% over 2008. The decrease was due primarily to a reduction in Ad Valorem Taxes and building permit fees. Governmental Expenditures -Total expenditures decreased 6.1 % from 2008, with the decrease due primarily to a decrease in public safety and general government expenditures. General Fund Unreserved Fund Balance -General fund unreserved, undesignated fund balance at September 30, 2009 was $5,622,211.00. This represents approximately 66% of general fund expenditures for 2008/2009. Water & Sewer Operations -Operating revenue increased $310,389 in 2009 from the prior year and operating expenses increased $277,194 in 2009 from the prior year. Non- operating expenses increased $38,333 from the prior year. The increase was due primarily to a loss on disposal of capital assets. Questions: Mayor Newill -Since 2000, there has been listed quantity two vehicles under "Capital Assets - Vehicles -Protective Inspections." In 2009, it has dropped down to zero. Town Manager Superman -Those two vehicles were assigned to the building inspector and code enforcement officer, and were sold in the surplus auction this past year. The current contract building inspector supplies his own vehicle. Mayor Newill - In private industry, the partner in charge has to rotate off after five consecutive years. Is there any such requirement in the public sector? Mr. Bennett - No. Mayor Newill - Would you provide the town with a letter stating that? Mr. Bennett -Sure. If you would like us to rotate the partner, we could do that. Mayor Newill - I am not asking you to do that. I would just like verification in our files that you do not have to rotate the partner. Town Mana eg r Sugerman -Nowlen, Holt & Minor has issued an "Unqualified Opinion," which is a good thing. The audit indicated that there were no items that required a response in the Management Letter. Mr. Bennett - We issued a lean opinion which can be found on pages 9 & 10 of the Annual Financial Report. It is called unqualified as there were no items needing qualification. Mayor Newill -Commend the staff for the clean Management Letter. Town Mana eg r Su eg rman -Would like to thank Cale Curtis for the wonderful job on this audit. This was the first audit that he was fully responsible for. Also, would like to thank Heidi Snyder for her assistance. Mayor Newill -Thanked Cale Curtis on behalf of the Commission for all the work he put into the audit. 4. BOARDS AND COMMITTEES A) Board Correspondence • None B) Board Action Report • None Town Commission Workshop Minutes March 31 2010 Paae 3 of 6 C) Board Vacancies • Beaches & Shores Advisory -Two Full Terms • Board of Adjustment and Appeals -Two Full Terms Interview -Evelyn Weiss - 3400 S. Ocean Blvd. Evelyn Weiss was not present. Clerk will contact Mrs. Weiss and re-schedule the interview for another meeting. • Board of Adjustment and Appeals -Full Term (re-appointment) Neil Burd - 2901 S. Ocean Blvd. Clerk stated since this is a re-appointment, she had requested Mr. Burd to submit a new application but did not schedule him to attend for an interview. Commission stated that they would like all appointees to be interviewed. The Clerk will contact Mr. Burd to schedule an interview at a future meeting. • Planning Board -One Full Term Interview -Peter Corrales - 4411 Intracoastal Drive Mr. Corrales stated he has been a resident for twelve years; served as the architect for the Highland Beach Library; and just completed six years on the Board of Adjustment and Appeals. He cares for the Town and would like it to stay as beautiful as it is. Vice Mayor Zwick stated that she had worked with Mr. Corrales on the library construction and he was very knowledgeable. Appointment to be included on the April 6th Consent Agenda. • Planning Board -Full Term (re-appointment) Joseph Yucht - 4748 S. Ocean Blvd. Clerk stated since this is a re-appointment, she had requested Mr. Yucht to submit a new application but did not schedule him to attend for an interview. Commission stated that they would like all appointees to be interviewed. The Clerk will contact Mr. Yucht to schedule an interview at a future meeting. • Planning Board -One-year Unexpired Term (5/11) D) Monthly Board Meetings • Special Magistrate -April 8th -Cancelled • Beaches & Shores Advisory Regular -April 13th - 9:30 AM • Planning Board -April 14th - 9:30 AM • Bd. of Adjustment and Appeals - Apri120th - 9:30 AM • Town Commission Workshop -Monday -April 26th - 1:30 PM 5. PROPOSED ORDINANCES AND RESOLUTIONS A) RESOLUTION NO. 10-005 R A RESOLUTION OF THE TOWN OF HIGHLAND BEACH, FLORIDA, AMENDING RESOLUTION N0.09-012 R WHICH APPROPRIATED FUNDS FOR THE 2009-2010 FISCAL YEAR BUDGET, WHICH BEGAN OCTOBER 1, 2009 AND ENDS SEPTEMBER 30, 2010. Town Clerk Brown read Resolution No. 10-005 R, title only, into the record. Town Commission Workshop Minutes March 31 2010 Page 4 of 6 Town Manager Su eg rman -The current adopted operating budget is in excellent shape. Traditionally, during the month of April, we make mid-year adjustments to the document which was originally proposed in July of last year and adopted in September of last year. With the first six months under our belt, there are only three modifications that need to be made. 1) Last year, before we knew if the Town would obtain ARRA funding for support of the water main project, we appropriated funds out of the General Fund to cover the cost of the construction inspection fees with Mathews Consulting. We appropriated $187,199 from the General Fund. Now that we know that we will be getting ARRA funding for this project, the first budget adjustment is to transfer the $187,199 construction inspection appropriation from the General Fund Reserve for Contingency to the Water Fund-Improvements Other than Building. 2) In the Library Department, the current budget has two capital purchases (a new sound system for the Community Room and new lighting for the Community Room). As things turned out, the Friends of the Library paid the entire $10,000 expense for these two capital items. That being the case, the Library Director has asked that the Commission modify the use of the $10,000 that the Commission has already approved, from the Community Room capital items to the purchase of 10 new computers for the patron stations. There will be no modification in how the $10,000 capital improvement allocation is spent. A revised Capital Outlay Request form the Library is included in this packet of material. There will be no actual change in allocated money. 3) As previously discussed with the Commission, we plan to implement a Reserve Police Officer program in the Police Department. We are not asking for any additional funding, since we have had at least two vacancies in the department over the course of the current budget year. We would be able to fund the Reserve Police Officer program out of the current budget. However, we do need to modify the Organizational Chart to show the three Reserve Police Officer positions. This mid-year budget adjustment is being introduced at the Workshop meeting for purposes of answering any questions that members of the Commission might have on any of these three modifications. If all of the questions can be answered at the Workshop meeting, this item can then be moved over to the Consent Agenda for the meeting of Apri16~'. Mayor Newill -Are the computers in the Library additional or replacement? Mana er Su eg rman -They are replacements. Mayor Newill -Not sure everyone has the luxury of replacing their computers every three years, but with the usage at the Library it probably warrants it. Resolution to be included on the Apri16, 2010 Consent Agenda. Town Commission Workshop Minutes March 31, 2010 Page 5 of 6 6. NEW BUSINESS A) Authorizing the Mayor to Sign an Agreement with ETS for on-line bill paying services. Town Mana eg r Su eg rman - In January of this year, the Town Commission authorized the Mayor to sign a contract with a company named Certegy to provide the Town with a system which will allow on-line bill paying services. Unfortunately, Certegy has been a bit non- responsive in actually setting up our account and therefore, we would like to purchase this service from the second vendor on our original list. As it turns out, the second vendor (ETS) may be a better deal for the Town. It appears that we will actually reduce our monthly costs by $115 and ETS actually has a working relationship with our current utility billing software provider (Tyler Technologies). If the Commission gives the Mayor the authority to sign the contract with ETS, we will then cancel our contract with Certegy. If this item meets with the general approval of the Town Commission, we can carry this item over to the Consent Agenda for the meeting of April 6cn Commissioner Pa lg iaro - Is there a question of liability with the first contract? Town Manager Su eg_rman -The first contract has a 30-day cancellation clause. In reality, the on-line bill paying service has never been set-up, nor have we been able to get any response from them. Town Attorney Sliney -Recommend sending them a cancellation notice anyway. Contract authorization to be included on the Apri16, 2010 Consent Agenda. 7) MISCELLANEOUS -ITEMS LEFT OVER A) Minutes February 12, 2010 -Special Workshop Meeting February 23, 2010 -Workshop Meeting March 2, 2010 -Regular Meeting March 17, 2010 -Attorney/Client Private Session Minutes to be included on April 6, 2010, Consent Agenda. 8. REPORTS -TOWN COMMISSION Commissioner John Pa lg iaro - No Report. Commissioner John Sorrelli -Absent. Commissioner Trinlev -Would like to compliment Cale Curtis on the enhanced monthly finance report. Vice Mayor Zwick - No Report. Town Commission Workshop Minutes March 31 2010 Page 6 of 6 Mayor Newill -Would like to encourage all residents to complete and return their 2010 Census Form. On April 26~', will be sponsoring the 9~' "Coffee with the Mayor." This will begin the third year of scheduling these quarterly informal meetings allowing residents to speak and ask questions on topics of interest. 9. REPORTS -TOWN ATTORNEY • No Report. 10. REPORTS -TOWN MANAGER • No Report. 11. CONSENT AGENDA None 12. PUBLIC COMMENTS AND REQUESTS RELATED TO ITEMS DISCUSSED AT MEETING No Comments. 13. ADJOURNMENT There being no further business to come before the Commission, Mayor Newill adjourned the Workshop Meeting at 2:10 PM upon a MOTION by Commissioner Pa lg iaro; seconded by Vice Mayor Zwick. APPROVED: Miriam S. Zwick, Vice Mayor ~.,~1.-',.. t..e--Lc ohn J. Sorrelli, Commissioner ATTEST• everly M. rown, MC John J. Pagliaro, Commissioner Date