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HomeMy WebLinkAboutDocumentation_Regular_Tab 5D_8/8/1996 08/01/1996 16:41 4076941591 PAGE 23 r V: . i 7 yA.r ' Jt"` A '. �; y.`r. �i ..ac VILLAGE OF TEQUESTA Post Office Box 327 go 3 • 357 Toetta Drive Tequesta.Florida 33469-0273 • (407)575-6200 1q Fau: 1407)575-6203 4;-(Z.J4'.. VILLAGE OF TEQUESTA VILLAGE COUNCIL WORKSHOP MEETING MINUTES JULY 9, 1996 I. CALL TO ORDER AND ROLL CALL The Tequesta 'tillage Council held a workshop meeting at the Viilag.- Hall, 357 Tequesta Drive, Tequesta, Florida, on T'aesdav, July 9, 1996. The meeting was called to order at 5: 35 P .M. by Vice Mayor Elizabeth A. Schauer. A roll call was Taken by Betty Laur, Recording Secretary. Counc: .members present were: Vice Mayor Elizabeth A. Schauer, Car:_ C. Hansen, and Michael R. Meder. Also in attendance were: Village Manager Thomas G. Bradford, Village Clerk JD ann Manganiello, and Department Heads. Mayor Ron T. M.3c..ail lid nDt attend as he was away on vacation. Joseph N. Capretta was also absent from the meeting. II. APPROVAL OF AGENDA Councilmember Hansen made a motion to approve the Agenda as submitted. Councilmember Meder seconded the motion. The vote on the motion was: Elizabeth A. Schauer - for Carl C. Hansen - for Michael R. Meder - for The motion was therefore passed and adopted and the Agenda was approved as submitted. Kervrled Papa �r gar v.. ....+ ....�. �... 1 Village Council Workshop Meeting Minutes July 9, 1996 Page 2 III. COMMUNICATIONS FROM CITIZENS (NON-AGENDA ITEMS) There .ere no communications from citizens. IV. REVIEW OF PROPOSED FY 1996-1997 BUD( ET Via age Manager Bradford reviewed the letter of transmittal which provided highlights of the funds to be reviewed at this meeting. The Village Manager Bradford explained that the tctal expenditures were higher in this budget because tic. water expenses had been included. Most significant was the proposal to create three funds, two of which would impact The General Fund and enable the millage rate to remain at the same level as this year. Those funds were the Community Development Special Revenue Fund and the Stormwater Utility Enterprise Fund. The other new fund, Refuse and Kecycling Enterprise Fund, was primarily for accounting purposes. A) GENERAL FUND Village Manager Bradford explained that an overview of the General Fund was that the same millage rate was proposed, twat the rollback rate would be 6.2225, which was approximately a 1.9% increase over the previous year. The rollback rate was explained to be the rate if the Village c-mose to keep the tax revenues at the same amount received in the prior year. Therefore, even by keeping the millage rate the same, the Village would receive an approximate 1.91 increase in revenue primarily due to new construction. A 2 . 5 across the board pay increase was proposed for employees . Health insurance was expected to rise approximately 5%, however, that would not be known until renewal. in August. The Un.iesignated Fund balance was estimated at $566, 000 in roundel figures at the beginning of the fiscal year and $525, cf: at the end of the fiscal year, primarily due to the $41, 50 iubsidy to be provided to the Stormwater Utility per Vi:_ Lage Council direction. The importance of the 08/01/1996 16:41 4076941591 PAGE 25 Village Council Workshop Meeting Minutes July 9, 1996 Page 3 Undesicnated Fund balance was stressed, since approximately $45:', J: c was needed to tide the Village over from October 1 to ._anuary 1 when the first tax proceeds would be received. This furd was also used in emergency situations, such as a hurri:ane; and for unbudgeted or unforeseen expenses. Eiscus_ ion ersued regarding the reduction in the balance in this buiget due to stormwater drainage improvements and whether those amounts should be replaced. The Village Manage- advised that over time the fund would normally rise due tc remaining amounts in various department budgets at the ero of a fiscal year; and that although since 1990 tightened allocations had lessened the likelihood of remain�r.g funds, the fund was still sufficient at the present time. In response to Councilmember Hansen's inquiry regarding whether the Village received short-term interest income, Finance Director Kascavelis explained that all surplus funds were invested constantly where they would obtair the greatest yield, and that the Village had two invest.nent a:counts, one for the Water Department and one for the General Fund. V: _ lace Manager Bradford commented that Police and Fire expenditures represented approximately 6E% of total expenditures, with the Police Department expenditures only 1 . aE% h= lher due to the retirement of former Chief of Police Foder t._j.. and the proposed permanent reduction in adrr.ini=t:rative staff from three to two officers. Fire Rescue expenditures had risen 5. 11% to $1 . 1 million, and the cst to :he Village after deduction of non ad valorem revenue" including the Jupiter Inlet Colony contract, was $916, 450. Village Manager Bradford explained that the total expenditure budgets of all other departments had decreased by of one percent primarily due to decreased funding which had occurred from this year to the next in the Capital Improvement Fund. The Capital Improvement Fund was high because money had been transferred in to do the stormwater projects now. The Village Manager referred to page 5 which provided a snapshot view of what had happened to the General Fur:o c afar the course of a year, beginning with a fund baanc? of $772, 000 and the estimated ending fund balance was $56t. , 000, representing changes because of stormwater improvement projects. The ending fund balance as of 9/30/97 was es- imatect at $525, 114 . Village Council Workshop Meeting Minutes July 9, 1996 Page 4 Luring discussion of the General Fund Revenues, the Village Manager explained that current ad valorem taxes were up l . 1i,, and total taxes were up 1 .7%. Licenses, permits and fees rats dropped due to revenues which had been shifted to the new Community Development Fund. Intergovernmental Revenue nad decreased 2%. In response to Vice Mayor Schauer' s question of why the EMS grant from Palm Beach County was less for 1997, Village Manager Bradford responded that the amount of the grant depended on items requested by the Fire Ch..ef. Fire Chief Weinand explained that the amount also depended on the amount of traffic citations, and the ar:cant that would be received was unknown. General Goverment (charges for services) had decreased 14.7% due to shLftinq fees to the Community Development Fund. The increase in fines and forfeitures had increased 33% due to an anL.cipated $12, 000 increase in Court fines through Police Department activities. Miscellaneous revenue had decreased significantly because of the fund balance drop, plus ineres: formerly received by the General Fund would now be received by the newly created funds . Non-Revenue Transfers--transfers of money from one fund to another--had increasEd 1-1/2% . Other Governmental Revenue was up 12% primarily due to creation of administrative management fees in he three new funds. Village Manager Bradford explained that the budget format showec a description of each heading, the first of which under General Government was legislative, and was the budget for the 'village Council, which showed a slight increase due to increase in agency fees. In the executive category, the budget for the Village Manager' s office was up 4.8% due to salary and COLA increases, and capital outlay for a new CPU. The Viiiage Manager explained the basis and differences in merit pay increases and longevity pay increases, and how employes were evaluated, including topped out employees. T-e V: llage Clerk' s budget for records maintenance had increased 6%, and capital outlay was proposed for one new desk . The Finance Department budget for the Director of Finance and two accounting clerks was up 4-1/2% and the capital outlay budget was for a laser printer or a new CPU. Village Manager Bradford explained that the budget allocation for Legal Counsel had been increased more than in prior years since the amount allocated had consistently been V8/01/1996 15:41 40/6941591 PAGE 27 Village Council Workshop Meeting Minutes July 9, 1996 Page 5 running behind actual expenditures because of unexpected lawsuits every year such as the Felhaber/Tequesta Plaza suit and Gai _ery North lawsuit. The category for Planning Zoning .services had been zeroed out since the amounts had been transferred into the Community Development Special Revenue Fund. The Village Manager explained that the Administrative category for Other General Government Service3 was a catchall for costs of general government services not specifically classified within other department classifications, including maintenance of general facilities and insurance expenses not reasonably allocated elsewhere, and the sick leave conversion pay program which was an incentive for employees whereby they could receive pay for unused 5ick clays. The employee recognition program included the annual Christmas and beach party. Village Manager Bradford explained the importance of the Inter-Fund Transfer section of General Government which included transfer from Capital Improvement Fund to provide a subsidy to the Stcrmwater Utility. The Village Manager explained that the 29% recuu.cti_or_ in total expenditures was actually misleading because the budget had been increased to allow for transfers to :-ac tal for the storrswater projects this summer. CourLci : member_ Meder questioned that nothing had been budgeted for annexation. Village Manager Bradford explained that 1—. 71 co::t could be radically different according to whether one area or all areas were to be annexed, which made budgeting difficult. The Village Manager suggested that if the Vi-_: age Council desired to annex that only one or two areas to chosen in order to simplify the process and so that residers could know the cost for them to be annexed, since in the last annexation attempt which had proposed to annex all areas there had been so many possible scenarios that the people could not tell what they would have to pay. Cou:nci:.rember Meder recommended that a workshop meeting be held discuss annexation. Village Manager Bradford explained that the major cost of the prior annexation el for had been due to marketing, and without that the cost would be minimal--therefore could come from Undesignated Fund balance or could be added now. Discussion ensued regarding annexation areas, during which Vice Mayor Scnauer commented that some residents in Anchorage Point were i.ii eresfed, and Village Manager Bradford stated that Village Council Workshop Meeting Minutes July 9, 1996 Page 6 Waterway Village would be easier to sell because of their crumbl .r:g infrastructure. Councilmember Hansen expressed agreer.erit with Councilmember Meder' s proposal to hold a worksh:ic: meeting on the subject and stated that he was still interested in targeted annexation. After further discussion : t wa.s the consensus of the Village Council to allocate $ 1, 000 fcr annexation during FY 1997 under General Government . Village Manager Bradford explained that administration for the Police Department had been reduced due to she retirement cf Chief Roderick. The budget for Communications, representing dispatching, had increased 8 .4% due to COLAs and a new CWA contract. Discussion regarding the figure under nn_scellaneous equipment was found to be the cost of backup =omputer tapes and should have been $265 rather than S2, .59C . Village Manager Bradford verified that legal servic:.5. in the Compliance/Inspection Division included the costs '.c: r a ,Special Master. The Village Manager commented tha: : here was a Code Enforcement problem with the BRITT E,uldinq, which would be the subject of the first meeting involving the Special Master. Village Manager Bradford exF:_ai:;ed the Investigative Services division included cos`s for the Detective Sergeant . One allocation was questi ..ned, to which Chief Allison responded that the figure .as correct and was for the cost of a subscription service which wc.uld allow an Officer to input a drivers license or Social Security number and obtain information. Patrol Service; were discussed. Chief Allison explained that the Capita _ Outlay allocation was for two police cars, one video camera system for one car, four portable radios, two vehicle radios, and one light bar. The future Village fueling system to be located at the new garage facility was discussed. It was stated that there were currently three sergeaw.s and nine officers in the Police Department. Councilmember Meder expressed his opinion that two more police :)fficers were needed, to which Vice Mayor Schauer responded that this was a tight budget and the Village should .fait to hire more police personnel until Tequesta Caks w:s on the books. Councilmember Meder discussed the ad valorem tax property tax assessments reported in the newspaper w:iich had shown increases for surrounding rr.uniciD i-ies; however, stated that if new construction was 09/01/1996 lb: 41 4076941591 PAGE 29 J Village Council Workshop Meeting Minutes July 9, 1996 Page 7 taken out then the figures showed Tequesta was doing fine, with piopert_y values increasing. Councilmember Meder commented that the problem was that the Village was now arow:r..: with additional construction and needed to be prepar;.:i to protect the community from undesirable elements moving- in from the south. During ensuing discussion, Chief P,11_sc : explained that special details were included in the patrol salaries allocation and that part-time reserve office_.; could be hired to have three officers on certain shifts instead of two. Councilmember Hansen agreed that a third :`ficer was needed on all patrols but expressed the opinic-, that more revenue was needed and recommended budget: ug for one more officer on the road for next year. Vi _.lage Manager Bradford explained that would necessitate hiring Three men. Councilmember Meder suggested to Chief F,11:_soon that a Special Traffic Division could be created to police .)nly U.S. One 24 hours a day and that the income generated from tickets given out would pay for that division plus another police officer. Village Manager Bradford commen_#,!d that U.S. One would be a good candidate for a speed ;.i.mit reduction. Discussion ensued regarding problems on 'J. S . One . Councilmember Hansen questioned where the total figure for the Police Department could be found. Vii_age Manager Bradford explained it should be on page 21 . C'ounci _Tember Hansen clarified that his suggestion was that based : n anticipation of higher revenue generated from Cliveden i•:ederL treat one extra patrolman per shift be included in the FY 38 budget. Councilmember Meder clarified that his suggestion was for two extra patrolmen per shift to be paid for ey . ncoma generated by forming a new traffic division, which would then make the revenue generated from Cliveden dvailabe for other projects. Councilmember Hansen questioned the difference in the budgets for police and for firef:.g=iters, to which the Village Manager responded that their py scales were similar, however, many of the police offic€ t were experienced and therefore making more money tha:i : he firemen. Councilmember Meder commented that the cost of two police cars was also included. Finance Director Nascave.I.is pointed out that a large portion of the difference was the 28% of salary retirement costs for police as opposed to the 14% of salary retirement costs for firzf:i inters; and explained that over the next few years there w .u1d be a difference as new employees were hired. 158/F71/1`J`jb lb:41 40lb741071 — -- . Village Council Workshop Meeting Minutes July 9, 1996 Page $ Village Manager Bradford explained that the Civil Defense category under Emergency Management was basically a catchall for small items needed to be purchased for emergency situati•:ins . Fire Fescue Department budgets were reviewed. Village Manage] Bradford explained that the debt for the ladder truck, roughly $56, 600, was in the General Government cat.egc: r rather than in this section. The Village Manager commented that this would be the third year of operation for the department and that the men were starting to take their varati:;r:s, so that the Village incurred extra overtime for personnt,.1 to fill in; however, Chief Weinand had instituted a program of hiring off-duty firefighters at a lesser cost frcm other communities who operated under the same program as Tequesta. Vice Mayor Schauer questioned whether anyone :n the police or fire departments was an expert on snakes, to whi .h Chief Allison responded that all of them could handle snakes. The budget for the EMS section of Fire Fescue was discussed. Chief Weinand explained that the department had seven paramedics and the rest were EMT' s. Future :fans for the ambulance building were discussed since the ambulances now came from Jupiter hospital. Fire Chief Weir_ar_:1 had discussed plans with the owners, who were in the proces.= of refurbishing the building, however they had not yet made a decision. Village Manager Bradford explained the' some Village residents felt the assets of the ambulance service should have been given to the Village rather than to .he hspital since the Village residents had started the service, and commented that the building would be great for a fir rescue complex except it would not hold the fire truck and would have to be gutted ar_d remodeled. Ccu-icii^ember Meder suggested that it could be used for sto~age- Vice Mayor Schauer suggested putting pressure on large ,:c:ntributors to the hospital to get the building given -.o :he 'tillage. Village Manager Bradford explained that the Garbage/Solid Waste Dsposal category under Public Works had been zeroed au= slice recycling grants were no longer received. The viliag= Manager explained that the personnel count had ch,-zge.i due to the retirement of Marvin Brown whose duties we--. n t' per::ormed by contractual services, and half of one e8/01/1996 16:41 4076941591 PAGE 31 Village Council Workshop Meeting Minutes July 9, 1996 Page 9 equipment operator' s duties were now budgeted in the Ptcrmwater Utility. The main changes were a slight rediict:.: n overall, higher contractual services and water service: ; and lower salaries and associated costs, enq: r.eering services, and capital improvements. Equipment purchases included half a truck for the Stora.water Utility and a tv wer. Village Manager Bradford explained that the al .oca=ion for streetscape trees was only for replacement trees . The fact that mosquito control was highly regulated was discussed, and that Village personnel roust monitor for :nfesta-.ion levels and also respond to public reports of prohle:r areas . Recrearion budget figures were reviewed, which had increased due t.o matntenance contracts for Constitution Park landscaping, and included half of Mr. Preston' s salary and that ef the park foreman. The Tequesta Park' s live-in securi=y person was discussed. Councilmember Meder quest ; :eed that the cost of utilities had increased for Con.;t:. tion Park, to which Mr. Preston responded that the mcr,tl'.ly air conditioning bill for the recreation center build_ _..l at was approximately $1400. Councilmember Meder questiored whether the building generated $1400 per month in revenue_ Village Manager Bradford explained that it did not at The present time, and that discussion would be held with the YMCA to see if their plan was acceptable, however, their presen::e cou:_d hamper the ability to rent out the building. Mr . M.-der stated that he was interested in renting the bu: Ld: nq. Village Clerk Manganiello explained that the bridge :lub had owned most of the tables and the remaining table::; which were useable condition had been stored. Mr. ?re.;tcn explained that general maintenance had increased due to cleening costs for the inside of the building and dumpst e~ fee for the recreation center. Village Manager 3radfc'ri commented that landscaping maintenance for Ccnst. itation Park was also included, which had not been in last year' s budget. During ensuing discussion, Councilmember Meder expressed further concern that not enoug: : income was generated from the recreation building. �Jiila::e Clerk Manganiello explained that the center was t)o"� ce_:i fcr the whole summer and that 40 children were er_ro'_ ed in each 2-week program, so that a large number were =a•:ine advantage of the summer programs . Councilmember �p,V1 1JJv ay. r v Village Council Workshop Meeting Minutes July 9, 1996 Page 10 Meder requested a breakdown be done of the costs of the buildi-lq to have available when considering the YMCA bid, which 'iillacre Manager Bradford assured him would be acc:mplished. Village Manager Bradford commented that the RecreaTtDn budget had increased 5%-6% . Cour:c::_member Meder suggested that an amount be budgeted to solve tt-e space problems being experienced in the Village Hall facilities by the various departments. Village Manager Bra:ford described the offices and storage space which would be available within the new garage facility, and commented that t. -eoretically the garage facility could relieve the back : iilding of all personnel except the Finance Deoartiient . The Village Manager explained that he did not plan F.: r all of those personnel to move, since one secretary wcrkec for all of them plus the Finance Department. Discussion ensued regarding current storage areas on and off-si-e and possibilities for moving those items to the new garage which would save $11, 000 annually. Councilmember Meder suggested that more stored items be moved from adni^_..=- rati)n to off-site storage to free space in this Ccuncilmember Hansen suggested that staff should core t ) the Village Council with a proposal that would help on a strt-term basis, and that this meeting should continue with discussion of the budget. Councilmenber Meder stated that the present discussion was regarding the General Fund and he was discussing a budget issue, and that the problem needet to be resolved at budget time so that money could be budgeted possibly for storage space, to resolve the problem of wc-King conditions at the present site. Vice Mayor Schauer commented that working conditions were very cramped sirv!e the Village Hall complex facilities had been ccnst: u,_ted for occupation by less people, and that as a result: 6he saw a need for a new facility. Village Manager Bradfc :d described some of the problems experienced by emplc', , s, Stating that although the storage problem was uni✓er3al it would go away in March with completion of the garage: : however, filing cabinets in the administrative section hallway must remain since they contained files which were needed daily by personnel, and purging was allowed by the 3- ate every three years . Village Manager Bradford exp'.a i 7.:?d that if the proposed budget was approved that a pr c e '• apace would be needed for the Planner and for the • r/01/1996 16:41 4076941591 PAGE 33 Village Council Workshop Meeting Minutes July 9, 1996 Page 11 Code F- forcement Officer; and explained that more room was needed 11 the Finance Department. Those problems aside, the Village Manager stated that the problem was that the current fac:. li •:y was not designed properly to hold the number of people wDrking there, there was no file room, no copy room, no emp ;()yee lounge, etc. , and that because of the cramped connitons the noise level did not allow concentration. Village Manager Bradford stated that $750,000 would build a new state-of.-the-art fire rescue facility which would 'nc-ude land. and that it could all be done cn the present site . :ouncilmember Meder stated that the problem would keep cae-.ting worse over the next 3-5 years, and that he wanted an amount to be budgeted to resolve the problem. Vil: awe Manager Bradford responded that the Water Department ana Finance Departments could be moved to another site, or all : 1= Administration could be moved to another site; howeVe•! , the question arose whether it was feasible from a managerial point to have certain managers at a remote faciii7y. Village Clerk Manganiello suggested that if employes knew that new facilities would be available in three years that would make current conditions tolerable. Ccunc. lnember Hansen expressed his concern that $75, 000 mig:nt -,ive to be spent to bring the current building into cempii.arce unless a plan were adopted for a new facility to be constructed in the next three years. Coancilmember Meder stater rhat upgrading this facility was not a part of this discus: : on, to which Councilmember Hansen responded that Mr. Meder has been against paving the road at a cost of $13, 000 and h. would hate to see the Village spend $75, 000 on spgrauing here to come into compliance, and suggested that ir. the meantime staff submit suggestions for short or medium--cm resolution to space problems. Village Manager Bradfuu stated that he would look at the problem and report to the Village Council, and that rental space for off-site offices would cost approximately $350 to $400 per month per ')trice. If the Water Department were moved the cost would be approximately $1, 650 per month plus the one-time re1ocat:ion cost. Councilmember Meder suggested adding s2 , Ct to the budget. Vice Mayor Schauer stated that the Village did not have that money and the only way to get it wcu id he to :-aise taxes; and commented that Village Manager Bradford had been directed by the Village Council to provide :3 t: udc4E' with no tax increase. Councilmember Meder stated Village Council Workshop Meting Minutes July 9, 1996 Page 12 that: perhaps the direction had been mistaken. Vice Mayor Schauer recommended that this discussion be continued when the fuL:. Village Council was present, and stated that if a tax ir.:-ease was done that she would like it to include add;tior:al funds to start saving for a new facility. Discuss on continued during which the Vice Mayor described what vrious departments would like to have to alleviate the problem. Councilmember Meder stated that there would not be a full Village Council at the July 25 meeting, and suggested that .$!:, 030 be added to raise the millage rate a little and Lf that was not accepted the millage rate could be lowered. Village Manaler Bradford explained that whatever the final budget amount., staff would recommend increasing it 3% to 4% -usi case extra funds were needed, and then lowering it later : E no extra amounts were needed. Village Manager Bra ifor i explained that adding $25, 000 would result in an approx -r.ate 1% increase. Councilmember Hansen reported that his cc-:Jersations with staff members had left him with the inc re s-_on that the best thing he could do for them as a Villace Councilmember was to work very hard on getting new quarters very soon and that employees would be satisfied if they were to-d that the Village Council was going to try to finalize plans and financing during F"Y 1997 for new facilities, rather then trying to move people around and spend: -: ] extra money for that in the interim. Fire Chief Weinar-i explained that the Code violations were because of the m:-red use of the current facility. Chief Weinand suggested that one solution might be to move meetings to the fcrmer JTJC building and to use the Village Hall meeting room f.;- office space. Village Clerk Manganiello commented that ths meeting room was one of the nicest in the area in oiler facilities. Councilmember Meder stated that for what it was costing the Village for the Recreation building, this night be a good solution, and requested that the cost to ncve the meetings during the coming year be determined so that - ri :s meeting room could be used for storage and files ccul.a o moved out of the administration hallway. Village Manage: Brad-ford explained that storage of the files was not the oniy problem, but that employees could not work because sound from normal conversations in nearby workplaces _r_=era:) ed concentration. Chief Weinand explained that office::= were located off of a single corridor which was the acces everything so that anyone going by the doorway 08/81/1996 16:41 4076941591 • --- Village Council Workshop Meeting Minutes July 9, 1996 Page 13 tended ':D say hello. Doors could not be closed because air condit;aning to another office would be shut off. Councimember Meder stated he understood the problems but that t ,y would not be solved in the next five years, but moving ase of the meeting room to another site would alleviate cramped offices. Councilmember Meder questioned what the cost would be to make that move. Village Manager Bradford responded that the Police Department program would be pulled out since they would be the ultimate user of this buildi-c: and whatever was done temporarily trust not conflict witn the ultimate use. Councilmember Meder requested that an answer be provided by the next Budget workshop meeting. Villag€ Clerk Manganiello questioned why Councilmember Meder favc:reel a Band-Aid approach rather than to ccncentrate all effrts toward a new building in three years, to which Mr. Meder r':sponced that he was trying to solve the problem for the next 3 tc 5 years. Village Clerk expressed the opinion tha: t )a employees would favor placing all efforts into a new facility to be occupied in three years. Village Manager Bradford stared he would provide a thumbnail sketch at the next B_.ger workshop meeting. Councilmember Meder stated he wou:.d :;t i l L like to see an amount budgeted. B) IMPROVEMENT BOND REVENUE FUND village Manager Bradford reviewed the fund analysis for the Improvement Bond Revenue Fund, and explained that this fund had beer created to account for revenues pledged to pay off the 19a4 Bond issue. Discussion ensued, during which it was determined that the amount shown for the estimated fund balance should have been $39,733, and that the total expenditure amount was overstated by $59, 000 because of a transte- to Community Development, which was a larger t.ransfe: than actually necessary made in order to keep the budget: at no increase. Village Manager Bradford responded to :o .ric i lmember Meder' s question regarding funds available for a -:urrice.ne emergency that there were several funds that co'.iI c. drawn from for a worst case situation. C) COMMUNITY DEVELOPMENT SPECIAL REVENUE FUND Vi 1 Lace Manager Bradford reviewed the analysis of the new Commun y Development Special Revenue Fund, and explained 08/01/1996 16:41 41J/b' 415y1 — -- Village Council Workshop Meeting Minutes July 9, 1996 Page 14 that although the Village wanted to start accounting for that department' s functions on a separate basis, that a one- time benefit was realized by setting up a separate fund and transfe:"ring $66, 945, providing both a General Fund and a tax ra:e benefit. Discussion ensued. Councilmember Meder cuestior.ed how a savings could have been realized when no additioral source of revenue was created, to which the Village Manager responded that that amount had been shifted from a fund impacted by taxes to a totally fee-driven fund. The accounting procedure was discussed further. Village Manage: Bradford explained that the future costs of this func.ti:)n would be taken from the General Fund, thus deleting the pressure placed on the tax rate. Councilmember Hansen njenticned that raising fees had been discussed, which would make :his ft:nd able to support the Community Development Department operations. Councilmember Meder commented that was the same concept as his recommendation that a special traffic division in the Police Department could support the person-el to operate that division. Councilmember Meder sta_ed ae did not understand the statement that a $60, 000 windfai _ had been realized by moving that amount from one pocket : f this budget to another. Village Manager Bradford explained that $60, 000 had been taken off the General Fund boors expenditure side. Councilmember Meder stated that fees had been taken off the revenue side, to which Village Manager Bradford responded that if you looked at Planning and Zoning services only--not the building permits, etc.-- the on ; revenue ever received associated with planning was the State grant of $14, 000 to $16, 000 annually, but expendi:ures were $60, 000 to $80, 000. Building Official Ladd assured the Village Council that he was happy with the `ransfer to the new fund and its incentive for him to get in as many fees as possible and keep costs low, but stated he would s:ill have low income years periodically. Village Manage_ Bradford clarified that the proposal to raise fees was intended for a year from now. Village Manager Bradford explained that a full-time professional planner would be working in the Community Development Department to do all comprehensive planning and review all comprehensive plan changes proposed by Tequesta' s neighbors, to be the grants c:oord:-_ater to help obtain money from outside sources, and tc also, be an economic development coordinator to help with :'ar.iou:; State programs. The Village Manager commented that 08/81/1996 16:41 4876941591 PAGE 37 Village Council Workshop Meeting Minutes July 9, 1996 Page 15 hiring a planner was long overdue and that the Village was the orty municipality in the area without a full-time planner. In the Administrative budget for Building Department, the personnel head count had been reduced to reflect only the Building Official, and the budget figures covered both the Building Official and a full-time contractual secretary. Village Manager Bradford explained that (1) employee should be inserted in the Planning & Zoning Services section for the services of the planner. Building Official Ladd explained that the capital outlay in the Inspection and Compliance Division budget was for the purchase of a computer , and that the personnel head count should be 1.5. Village Manager Bradford pointed out that if Tequesta Oaks was developed as anticipated that $300, 000 would be added which be used for any small deficits, and interest could be drawn on that amount for years to come. D) CAPITAL IMPROVEMENT FUND village Manager Bradford reviewed the Capital Improvement Fund created as a means of accounting for capital improvement projects, typically public works projects, and explained that a lot of funds had been spent this year on the library, Constitution Park, and drainage improvements. Proposed for next year were fewer projects since all drainage projects would be under the Stormwater Utility. Prejec-s would include complete rebuild of the tennis courts at Tequesta Park, paving overlay for the Tequesta Drive pathway, and paving overlay for all streets in the area of Jupiter in the Pines from but not counting Riverside Drive, east tc Seabrook, south of Tequesta Drive, and north of Cover ::itch. Also proposed for paving overlay were Seabrook Road a- :i Cypress. Vi'_: age Mansaier Bradford commented that he had received a letter that day from Neil Vander Waal on behalf of the Country Club requesting that the Village pay for Country Cl1t Drive landscaping. The Village Manager advised that if the village Council was inclined to do that landscaping that a ular would be needed in order to assure that the pot of r i»U .. .�. Village Council Workshop Meeting Minutes July 9, 1996 Page 16 Landscaping would provide a traffic noise buffer, so that funds n: ght be budgeted for design, and that any design planning include meeting with residents to determine what the', would want. Councilmember Hansen advised that the Country '21ub had expressed a desire to see some improvements o- the southern part of Country Club Drive on the west side wn: ch -s eded landscaping, and that their idea had been to use the $22, 000 allocated in last year' s budget for streetlights which had not been wanted by the residents. Mr. Hansen stated it was his understanding that would not be enough honey to landscape the entire length of Country Club Drive, and that a plan should be adopted using the $22, 000 to do the southern part of the plan so that when money was availan e for the rest that it would be done the same way acccrdirg to the plan. Village Manager Bradford reported that M . Vander Waal' s letter had indicated some interest for a r .undabout as opposed to a 4-way stop at the north gate. 7:;uncilmember Meder stated he would not vote for more trees unless there was a lot of public support. Councilmember Hansen stated he was in favor of continuing the st=eetscape, which had been completed on Tequesta Drive. Vita Ma'.cr Schauer commented that the Ordinance allowing Safe Neig}_bcrhood Districts had been passed so that residents could tax themselves for items such as landscaping. Village Manager Bradford commented that he believes that landscaping for the purpose of traffic mitigation on adjacent property was a legitimate project for a Safe Neighborhood District. Councilmember Meder stated that residents could plant hedges if they so desired, and that tl.is aid not need to be a Village expense. Vice Mayor Schauer suggested landscaping except for the area of Bermuda Terrace: to make a statement since Bermuda Terrace was so set aga_nst .annexing into the Village. Village Manager Bradford speculated that a landscaping plan for the whole street would ::cst $7, 500 to $10, 000 to design. Councilmember Hansen s:ated it was his understanding that the plan would include the west side of the lower Country Club Drive and both sines where the Village was on both sides of the road. V i i lag: Manacer Bradford commented that Mr. Vander Waal's letter -tad only referred to that area across the street from Bermud-t Terrace being upgraded with landscaping using the $22, OC,l . and if the Village Council wanted to landscape that a-e hF suggested it should be done in accordance with a 08/01/1996 16:41 4076941591 r744.2t- j'4 • Village Council Workshop Meeting Minutes July 9, 1996 Page 17 plan fcr the whole strip so that the total landscaping would not be hodge podge. The Village Manager explained that if nothing aas done with the $22, 000 it would roll over into the Jnde;ignated Fund. It was the consensus of the Village Counci to delay any decision. Village Manager Bradford stated that this matter could be decided between now and October 1 . Village Manager Bradford stated that the final item of $36, U:: in the Proposed 5-Year Capital Improvement Program sho-.d d have been placed in the FY 01 column. E) SPECIAL LAW ENFORCEMENT TRUST FUND Village Manager Bradford reviewed the Law Enforcement Trust Fund, required by law for confiscated property received in drug bus-s, and explained that the Police Chief could only spend money from the $2, 816 balance upon authorization by the V_ 1 : age Council. Therefore, nothing was actually budgeted, and when a purchase was needed it would be placed on the Village Council agenda and if apprcved, the budget woui : be amended. Village Manager Bradford requested that the Village Council start thinking about the bonding for water, which would be discuse:i at the next Budget workshop meeting. VI I. ADJOURNMENT Councilmember Hansen moved that the meeting be adjourned. Counci lmember Mader seconded the motion. The vote on the motion was: Elizabeth A. Schauer - for Carl C. Hansen - for Michael R. Mader - against the motion was therefore passed and adopted and the meeting was adjourned at 9:03 P.M. v$/01/177b Lb:41 4!7/b741771 ' ^`i Village Council Workshop Meeting Minutes July 9, 1996 Page 18 Respectfully subm ittted, Betty Laur Recording Secretary ATTEST : Joann Manganir: l To Village Clerk DATE APPROVEt.: