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Home My WebLink AboutDocumentation_Regular_Tab 03_8/8/2019Agenda Item #3. Draft y OE OR iIOLA f1 7 act�� o '�H coueE� MINUTES WORKSHOP MEETING VILLAGE OF TEQUESTA, FL JUNE 17, 2019 8:30 AM VILLAGE HALL CONFERENCE ROOM CALL TO ORDER AND ROLL CALL The meeting was called to order by Mayor Abby Brennan at 8:30 a.m. A roll call was taken by Village Clerk McWilliams. Present were: Mayor Abby Brennan, Council Member Laurie Brandon, Vice -Mayor Kristi Johnson, and Council Member Kyle Stone. COMMUNICATIONS FROM CITIZENS None AGENDA ITEMS 1. Review and Discuss FY 201912020 Annual Budget - General Fund Acting Manager Weinand explained the police department budget would be addressed on Thursday as they had previously scheduled plans and could not be here today or tomorrow and HR could only attend in the morning. He explained the current budget was in better shape then when he arrived last October. Vice -Mayor Johnson asked why we were looking at the amended budget as opposed to the projected budget. Mr. Weinand explained it was a best estimate and amended was actual to -date. He reminded Council that last year $800,000 was appropriated into the fund balance which was reduced by $463,000 and projected Council would need money this year to balance that out; he stated that was no longer needed. Mayor Brennan clarified there was an $800,000 savings based on last years approved budget in which council thought they would have to go into Fund Balance for the $800,000 and now will not need to and Mr. Weinand agreed. Mr. Weinand noted there was $439,000 from the infrastructure surtax in the budget, however, there were no expenditures and was being used to balance the budget, but that had been covered and should be in good shape at the end of this current budget year. Mayor Brennan explained the infrastructure surtax funds were restricted to capital improvements. She explained when the budget was prepared last year had the revenue Pag@cVbcsf 680 Agenda Item #3. F ---I Draft in it, however should have included at the bottom was estimated matching expenses or it would have been placed in the reserve account. This was not done and ordered by the previous manager and thereby created a shortfall. Ms. Racanati, Assistant Finance Director, explained those funds were used up last year and were used towards the sidewalk projects, so there were no restricted funds at the end of the year last year. Mr. Weinand explained there was a $1.2 million shortfall last October, however, this has been reversed, and there are issues going forward. Vice -Mayor Johnson inquired as to the amended budget for 18/19 the revenue being around $24 million, yet the projected was a lot lower (in all funds) and asked where the five million difference was coming from. Ms. Gload, Accounting Manager for Budget and Payroll, explained it was lower because they do not project to use appropriate fund balance so that projected activity was lower and it was the large project in the water department. Mayor Brennan would have liked to have the budget broken down into two pieces: one for operating revenue and one for operating expenses and in this case there would be a deficit that would have gone to an appropriation if approved. She pointed out the total estimated revenue for next year was $13,250,000 and Mr. Weinand noted revenues were up 3.85%. Mr. Weinand provided an explanation as to how the budget document was created to provide to Council and explained staff had cut their budgets by 1.17%. Detailed discussion ensued on a computer switch system, pensions, police cars and an ambulance purchase. Council Member Stone voiced concerns with funds that would sunset being utilized to purchase police vehicles; Vice -Mayor Johnson agreed. Mr. Weinand explained Council could apply the $100,000 Council upgrade to the surtax fund and it would show on the balance sheet in this fiscal year. He stated the Country Club Drive project could be charged against the sidewalk funds also; and Vice -Mayor Johnson asked if the community center could be charged against the surtax and Mr. Weinand believed it could. Ms. Racanati noted that restricting the funds would bring the unassigned balance down and not in compliance with policy and noted it would be a good idea to fund the sidewalks this year. Detailed discussion ensued on financing versus leasing police vehicles, life of vehicles, rotating fleet, age and funding of the ambulance, personnel costs, other contractual services in the Human Resources budget, differences between personnel training and employee development, various contracts including the FEC lease, Linear Park, and Paradise Park. Council discussed the Paradise Park lease in depth and asked Mr. Corbitt about holding Tequesta Fest in another location and potential parking issues. Discussion ensued on other cities having lower millage rates, but having infrastructure coming online, where the Village was built out, possible annexations, and looking for solutions to the code issues and concerns of Bermuda Terrace if they were to annex. Acting Manager Weinand advised Council the fire contract with the County was set to end in 2022. Various millage rates were discussed and an increase from 6.292 to 6.984 would be an 11 % increase. Discussion ensued on other ways to raise revenues such as bringing the water surtax back, FPL surcharges and gas surcharges. Ms. Racanati discussed a discrepancy where Futures says they use propane, yet TECO says they do Pag@cVbcZ 68B Agenda Item #3. —k FDraft not service them. The Village needs to recoup this franchise fee. Discussion took place on the difficulty in funding a community center at this time, health insurance costs, staffing costs, property value increases, assistant manager salary, and auditors. Consensus of Council agreed to hold off on going out to bid for a new auditor this year. Fire Department Council discussed the Fire Department revenues increasing 4.9% and personnel costs increases, lowering staffing would put the department below the required minimum staffing level, truck replacement needs, overtime costs mainly being FMLA or Workers Comp, and ambulance replacement. Manager and Legal The Manager's budget was addressed; 75% was for the manager and executive assistant and 25% for Utilities and part-time salary was for the Acting Manager transition to new Village Manager, not funding two pensions for the manager any longer. The Legal budget had an arbitration case and hopefully that would not happen again in the next year. Community Development Acting Manager Weinand explained this was a contractor position and that she brought a great deal of talent, experience and knowledge to the table. IT Mr. Gomberg, IT Director, summarized the switch replacement project, noted the infrastructure core wouldn't last much longer, $100,000 devices that maintain inter- connectivity for network switches. He addressed the recent cyber attack issues other cities have had and what he was doing to safeguard the Village. He explained the SAND Storage Area Network that runs all the networks needs to be replaced in the near future at a cost of $350,000-$400,000. He stated he has tried to budget this for several years but it was taken out of the budget each year and at a point we need to address as we will be out of space. Building/Code Acting Manager Weinand explained there was $40,000 budgeted for building improvements and architect services for the Seabrook property design. He noted all building gets charged against building department fees and as of 9/30/18 was at $1.1 million. Mr. Weinand noted these funds could only be used for building to enforce building code, new construction for fire inspections. What was not used could move forward to next year or state law allows us to offer a refund to the contractors, not the homeowner who paid the fee. Mr. Rodriguez stated he was doing the job of both the building official and the inspector and he estimated the cost of Station 11 to be $600,000. Mr. Weinand stated he was looking to see if there could be an administrative fee. Parks and Recreation Acting Manager Weinand explained there was a .14% increase including a cap of .04% for operating, there was no machinery, equipment or major repairs in this budget, there Pag@cVb(g 682 Agenda Item #3. FDraft was currently no mold in the building but $30,000 was budgeted for maintenance costs. He stated personnel services went down with the transfer of a part-time staffer to HR. Discussion took place on costs for special events and Tequesta Fest. Debt Service Mayor Brennan noted the public safety debt for the building wouldn't end for two years. Public Works Mr. Chambers discussed the Tequesta Drive to the north entrance of the Country Club pathways, aprons and swales project at a cost of $433,000 and Mr. Weinand stated the project would be funded out of the Infrastructure Surtax Funds. Discussion ensued on the best time to begin, convenience to homeowners, contractor availability, concrete versus asphalt, potholes, road work and long term needs. Mr. Chambers offered to share his ten year assessment, and discussed funding through the Transportation Authority, Council discussed the budget as a whole and Mr. Weinand hoped the State Revenue numbers would help close the gap. He noted revenues were not a problem, but Council would need to consider either raising taxes or cutting services. Council Member Stone asked Mr. Weinand to bring back $700,000 in services to cut and Ms. Gload noted it would need to be in personnel. Mayor Brennan suggested transferring one-half of the one million disaster fund into the water department, noting it would then increase our unrestricted by $500,000 and that it belongs in water due to the potential for a natural disaster. Former Mayor Pat Watkins addressed Council and reminded them the Village's golden years were in 2003 and in 2005-2006 the millage rate was decreased to help residents through the pending recession. She explained the finance director at the time adamantly opposed the decrease and in hindsight she was correct. Mayor Brennan stated she was committed to working towards having two months in Reserve. Mr. Weinand stated he would ask departments to comeback with additional cuts and provide options on what services would be be cut. Council Member Stone believed annexation would be the best option for a long term solution. Council agreed to cancel the scheduled 6/18/19 meeting. ADJOURNMENT MOTION: Vice -Mayor Johnson moved to adjourn the meeting; seconded by Council Member Stone; the motion carried unanimously 4-0. Lori McWilliams, MMC Village Clerk Note: These summary minutes are prepared in compliance with 286.011 F.S. and are not verbatim transcripts of the meeting. All referenced attachments are on file in the Village Clerk's office. Pag@c,*of 68B Agenda Item #3. FDraft Pag@d&cff 68B Agenda Item #3. Draft y'6E OF TFDL�a a j 9 RCN C0�1" MINUTES WORKSHOP MEETING VILLAGE OF TEQUESTA, FL JUNE 20, 2019 8:30 AM VILLAGE HALL CONFERENCE ROOM Ca_L>M%X6Jz1114zvl\iI_11 The meeting was called to order by Mayor Abby Brennan at 6:00 p.m. A roll call was taken by Deputy Clerk Mary Ann Grieser. Present were: Mayor Abby Brennan, Council Member Laurie Brandon, Vice -Mayor Kristi Johnson, and Council Member Kyle Stone. COMMUNICATIONS FROM CITIZENS AGENDA ITEMS 1. Review and Discuss FY 201912020 Annual Budget - Water Utilities Fund Pending Tequesta Village Manager Jeremy Allen attended the meeting via Skype. Acting Manager Weinand and Council addressed the need to balance the revenues and expenditures, transferring $590,000 from Water to General to cover administrative fees, placing $500,000 from emergency fund into the Water Department, water meter replacement project, water department generator, water rate study budgeted for next year, and the storm water rate study was expected any day. Detailed discussed took place on an increase in water cash, storm water increase, water sales, water surcharges, and unincorporated charges. Mr. Nate Litteral, Water Treatment Plant Superintendent, discussed the possible membrane replacement. Council again discussed annexation and water supplied to unincorporated neighborhoods. Refuse and Recycling Mr. Weinand noted the revenues were budgeted at $484,000 and expenses at $497,000 and suggested pulling $11,000 from reserves to balance. He stated Council couldn't use for anything else and that rates stay the same and suggested a rate adjustment. Storm Water Pag@c,QJboT 682 Agenda Item #3. F ___J Draft Mr. Weinand stated Council would set the storm water rates during the July Council Meeting. Revenues were $745,650 and would need to transfer $292,000 out of Reserves to balance as there $300,000 in projects and the Fund Balance had about $2 million. Council discussed the Country Club sidewalk project, line pipe down Seabrook, concrete not being sealed and needs to be lined with rubber. The engineers would provide a five year report by the end of the month and there were not personnel changes. Police A police increase would take place with the Union contract. Council discussed vehicles, cutting a vehicle, staffing, overtime, using exempt employees to help cut down on OT (overtime), staffing in dispatch operations and work hours, funding projects from the Special Law Enforcement Trust Fund, and pension costs and potential transfers. Parks and Recreation Budget operations were up .04% and a part-timer was taken out. Discussion ensued on special events,Tequesta Fest, increasing event vendors, and moving Tequesta Fest to County Line Road. Mr. Corbitt stated if forced they could do it, but didn't recommend due to parking issues and ride limits. He stated Paradise Park allowed for heavy rides in the parking lot and could be fenced in. County Line Road had law enforcement issues due to jurisdiction. Council addressed repairs to the recreation center, roofing repairs being made, and Council Member Stone voiced concern with building a new community center anytime soon and the need to get the budget balanced and the two month reserve. Mayor Brennan agreed and suggested a tax revenue bond and putting it in resident hands as a ballot initiative - could be debt service on bond and could be an assessment and not on millage. Vice -Mayor Johnson favored a residential vote. Mr. Weinand discussed the big disparity in ambulance fees and noted Fire would be bringing a fee increase to Council in July. He discussed implementing a building department administrative fee, but did not know a rate as of yet. He also noted a gas company was selling gas in the Village but the Village was not getting its tax component. Mr. Weinand addressed the need for cyber insurance due to the recent cyber attacks and ransoms being paid. Council Member Brandon stated if they continued to cut services the Village would dwindle away. Mr. Weinand stated they could save and not buy capital such as no new ambulance, no new police cars and no switch replacement. He suggested departments consider cutting programs like National Night Out, Easter Egg Hunt - noting these events were not critical but the community liked them. Council Member Brandon stated these services enhanced the community. Council discussed taking a hybrid approach with a minimal tax increase, and residents moved here for the services. Vice -Mayor Johnson noted there was a disconnect with how tightly the budget was in comparison to the wealth of the community. She stated the community was well off and willing to spend for nice things while Council and staff were pinching pennies. Council Member Brandon noted there used to be a pamphlet that explained the budget. Consensus of Council agreed to freeze hiring until October except for public safety positions. Pag@c,W(g 682 Agenda Item #3. F —k Draft Mr. Tom Bradford, resident, spoke about cities being near the 10 mill cap and the tax base not keeping up and putting stress on the budget. He stated the Village must keep the millage as low as possible to avoid being like other cities. He noted the Village must reduce employees over time through attrition. Mayor Brennan noted 75% of staffing was public safety and Council Member Stone stated residents wanted services. He suggested a campaign with the unincorporated areas to educate them on Village service, the upcoming bridge closing and encouraging annexation. Council Member Brandon asked to track how many actual emergency calls the Village answers on behalf of the County to which Mr. Weinand explained when needed the County comes and the relationship is important. Council Member Stone suggested separating the millage and have a separate fire rescue millage for comparison and there was detailed discussion and Ms. Gload advised that could be shown in the Budget in Brief as opposed to placing it on the tax bill. Mr. Weinand estimated it took 2.4 mills to run Fire Rescue. Vice -Mayor Johnson felt it was important to show the comparison for educational and annexation purposes. Mayor Brennan disagreed and did not support this request. Council Member Brandon agreed with Council Member Stone and Vice -Mayor Johnson. The next budget workshop was set for July 11, 2019 at 8:30 a.m. ADJOURNMENT Vice -Mayor Johnson moved to adjourn the meeting at 10:59 a.m.; seconded by Council Member Stone; motion carded unanimously 4-0. Lori McWilliams, MMC Village Clerk Note: These summary minutes are prepared in compliance with 286.011 F.S. and are not verbatim transcripts of the meeting. All referenced attachments are on file in the Village Clerk's office. Pag@dgbcg 882 Agenda Item #3. MINUTES SPECIAL COUNCIL MEETING MEETING VILLAGE OF TEQUESTA, FL JULY 22, 2019 8:30 AM COUNCIL CHAMBERS CALL TO ORDER AND ROLL CALL The meeting was called to order by Mayor Abby Brennan at 8:30 a.m. A roll call was taken by Village Clerk Lori McWilliams. Present were: Mayor Abby Brennan, Council Member Laurie Brandon, Vice -Mayor Kristi Johnson, and Council Member Kyle Stone. Absent were: Council Member Vince Arena. APPROVAL OF AGENDA MOTION: Vice -Mayor Johnson moved approval of the agenda; seconded by Council Member Brandon; motion carried 4-0. COMMUNICATIONS FROM CITIZENS None AGENDA ITEMS 1. Approve Setting the Proposed Ad Valorem Millage Rate for the Village of Tequesta for Fiscal Year 201912010 at a Rate of 6.629 Mills per $1,000.00 of Assessed Value and Setting the Budget Public Hearings as Follows: September 12, 2019 — 6:00p.m. - Approve Tentative Budget; and September 19, 2019 - 5:30 p.m. - Approve Final Budget Manager Allen explained the increase of 5.35% would balance the budget. MOTION: Vice -Mayor Johnson moved approval of setting the proposed Ad Valorem Millage Rate for the Village of Tequesta for Fiscal Year 2019/2010 at a rate of 6.629 Mills per $1,000.00 of assessed value and setting the budget public hearings as follows: September 12, 2019 — 6:00p.m. - Approve Tentative Budget; and September 19, 2019 - 5:30 p.m. - Approve Final Budget; seconded by Council Member Stone; motion carried unanimously 4-0. Pag@,Veof b82 Agenda Item #3. F —k Draft 2. RESOLUTION NO. 33-19, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, ADOPTING THE STORM WATER RATES FOR FISCAL YEAR ENDING SEPTEMBER 30, 2020 Manager Allen explained there was not a rate increase, however an additional category added for larger lots to pay a little more to cover run-off. He noted it affected 31 lots that were all built out and would capture an additional $2100. Mr. Allen explained the consultant recommended a commercial rate increase, however he recommended against an increase this year. Vice -Mayor Johnson made a motion to adopt the rates attached to Resolution 33-19 as Exhibit A to be effective October 1, 2019 for Fiscal Year Ending September 30, 2020; Council Member Stone seconded the motion. Carried unanimously 4-0 (absent: Council Member Arena). 3. Request from Bruce Weiner, Senior Advisor, Fontainebleau Development, for a temporary sales trailer at the front comer of the subject property located at 1500 Beach Road, Tequesta, FL 33469. This location would be optimal to ensure the safety of the public and the construction workers because it will be separate from the site of the construction of the 10 -story high-rise building. Lynne Britt speaking on behalf of Mr. Rodriguez, stated the applicant was in attendance. Mr. George Gentile explained the request and noted the trailer would be located on site for approximately one year as the sales area. Mayor Brennan requested landscaping around the trailer to enhance the look and Mr. Gentile agreed. Ms. Britt noted Mr. Rodriguez was working with the applicant on the optimal location placement for the trailer. Mr. Gentile summarized additional changes that would need to come before Council for consideration. Vice -Mayor Johnson made a motion moved to approve the applicant's request; Council Member Brandon seconded the motion. Carded unanimously 4-0 (absent: Council Member Arena). 4. 2019 Governmental Assemblies - Addition of the Palm Beach North Chamber Environmental Subgroup Mayor Brennan provided an explanation on the tasks of the Chamber committee and Council Member Brandon agreed to be the Council representative. Council Member Stone made a motion to appoint Council Member Brandon to serve on the Chamber subgroup committee; Vice -Mayor Johnson seconded the motion. Carried unanimously 4-0 (absent: Council Member Arena). ADJOURNMENT Vice -Mayor Johnson moved to adjourn the meeting at 8:43 a.m.; seconded by Council Member Brandon; motion carried unanimously 4-0. Pag&W(ff 682 Agenda Item #3. Lori McWilliams, MMC Village Clerk Note: These summary minutes are prepared in compliance with 286.011 F.S. and are not verbatim transcripts of the meeting. All referenced attachments are on file in the Village Clerk's office. Respectfully submitted, Lori McWilliams, MMC Village Clerk Note: These summary minutes are prepared in compliance with 286.011 F.S. and are not verbatim transcripts of the meeting. A verbatim audio record is available from the office of the Village Clerk. All referenced attachments are on file in the Village Clerk's office. Pag@A6b(ff 682