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HomeMy WebLinkAboutMinutes_Workshop_08/15/2006MINUTES VILLAGE OF TEQUESTA VILLAGE COUNCIL BUDGET WORKSHOP MEETING TUESDAY, AUGUST 15, 2006 I. CALL TO ORDER AND ROLL CALL The meeting was called to order by Mayor Jim Humpage at 9:13 A.M., who then passed the gavel to Vice Mayor Paterno. A roll call was taken by Village Clerk Gwen Carlisle. Present were: Mayor Jim Humpage, Vice Mayor Tom Paterno, Council Member Geraldine A. Genco, and Council Member Pat Watkins. Also in attendance were: Village Manager Michael R. Couzzo, Jr., Village Clerk Gwen Carlisle, Department Heads, and members of the Finance Department. II. APPROVAL OF AGENDA MOTION: Mayor Humpage moved to approve the agenda, as submitted; seconded by Council Member Genco. Motion passed 4-0. 1) REVIEW OF PROPOSED BUDGET FOR FY 2006/2007 General Government Revenues: Village Manager Couzzo explained these were all the projected revenues attributed to the General Fund. Approximately 60% of the revenue was derived from ad valorem taxes, which was about $9,000,000 this year. The other 40% was comprised of different types of revenues,which were all listed in Appendix A, with the total projections being $9,848,054.00. Council Member Genco noted the newspaper had reported that general property taxes would not be increasing in the future, and asked what was anticipated for future projections. Mr. Couzzo responded it was a tough market to figure out and indicated that could be one of a number of fallacies reported by the newspaper. Finance Director Forsythe reported it generally took 3-4 months to receive all the tax revenues after residents received their tax bills, and the projection used for 2006-2007 was 95% of the total appraised value received from the tax assessor's office. Mayor Humpage asked how much of the appraised value was homestead property. The Mayor explained that many homes of Tequesta residents were not homestead, since their principal residences were in other locations, and they had complained about the rise in their taxes. Council Member Watkins advised that information might be included in the information received from the workforce housing group; the Vice Mayor indicated that only listed the number of homes. Village Manager Couzzo expressed his opinion that the number of homestead versus non-homestead was shifting and more were going to homestead. Mayor Humpage noted as more homes became homestead, the Village's revenue would decrease. The Village Manager clarified it would mean the increases would not be as great. It was noted that the information received had been calculated using a 6% increase. Minutes -Village Council Budget Workshop Meeting 08/15/06 Page 2 Council Member Genco commented the amount of unrestricted investment earnings was down significantly in next year's budget, to which the Village Manager responded because of paying out a large chunk of money on the new Village Hall, there would be less money to generate interest income. Council Member Genco noted intergovernmental revenues had been pretty steady and her understanding was some of that money was being used for administration in the Water department. Finance Director Forsythe indicated that was not the case, and that the intergovernmental revenues consisted of State revenues including sales tax, and the amount of $108,020 came from leases with Sprint and Nextel. Vice Mayor Paterno commented county pockets containing businesses could be annexed and that would increase sales taxes. Council Member Genco asked about a $900,000 item in interfund transfers. Ms. Forsythe responded it was the bond fund, and bond covenants required funds to be collected there. After the bonds were paid off excess was transferred to the general fund. This was a 1993 bond and it was at $600,000 or $500,000. Council Member Genco asked what percentage of revenues were received from that bond. Ms. Forsythe explained this was a Village bond that was being paid off and some of those payments were less and the revenues were estimated. The revenue was coming from electric franchise fees, occupational licenses, and stormwater transfers. That total revenue was $550,200, projected to be brought in from the improvement bond revenue fund; then debt service, principal and interest was calculated, and what was remaining, $406,830, was transferred back to the General Fund. Ms. Forsythe explained to Council Member Genco where the figures were shown on the report. Ms. Forsythe commented the IBR fund, not the general fund, was required to be set up just to pay bonds, and the Village was also required to pledge certain revenues-the franchise fees and the occupational licenses. There was $348,000 coming in from franchise fees from electric and refuse and recycling; and $489,900 from licenses and permits; plus an annual transfer in from stormwater of $60,300 which was their portion to pay off the bond. Therefore the total was $550,200. The principal payment for the coming year of $120,000 plus interest of $23,370, left excess revenue of $406,830 to be transferred to the general fund. Member Genco asked if Department 900 was in the books provided to Council, to which Ms. Forsythe responded no, 900 was interfund transfers, and was assigned as a department in the software. Council Member Genco indicated it was very hard to track items for Department 900, because it appeared in several accounts. Ms. Forsythe explained the net number of all interfund transfers would be zero. Council Member Genco noted she was trying to figure out the source of the revenue. During discussion of when the bond would be over, it was estimated roughly to be 2010, so at that time there would be approximately $300,000 more revenue that could be going into the general fund. Expenditures: Village Council Village Manager Couzzo referred to the Appendix B Expenditures, page 1. The first was Council, which he explained was originally $11,000, and $30,000 had been added during the year, making a total of $41,000. This year he had plugged in $25,000, but it was Council's decision as to the amount. Council Member Genco advised $25,000 seemed 2 Minutes -Village Council Budget Workshop Meeting 08/15/06 Page 3 reasonable. Council Member Genco expressed hope that in order to get more people to run for Council seats that they would double the amount of Council salaries from $250 to $500 per month. Village Manager Couzzo advised that could be considered at a Council meeting. Council Member Genco noted a member would not get that increase unless they were re-elected. Vice Mayor Paterno agreed and noted it would affect this budget for the two Council members to be elected next March. Mayor Humpage commented that the $1,500 apiece could be encompassed within the $25,000 the Village Manager had placed in the account. The Village Manager noted $3,000 could be taken from the $25,000 or it could be taken from contingency. Village Manager Couzzo indicated he would speak with Attorney Hawkins and it might be able to be accommodated within the adopted budget. Consensus of Council was not to adjust the Council budget at this time. Villa e~ Manager Village Manager Couzzo indicated the Manager's budget was up slightly but was basically the same. The Manager's salary was charged to General Fund and Water. Council Member Genco asked where Village parties and employee get-togethers were funded and paid for. The Village Manager explained that would now be in the Human Resources budget. The Village Manager acknowledged he was not proposing any changes in his staff. Human Resources Human Resources Director Merlene Reid referred to the budget narrative, and explained the focus this year would be training; a new hire orientation was being developed, but major focus would be on senior management leadership training for the Village Manager and all Department Heads. Ms. Reid noted the importance of communication, and commented that the senior management leadership set the tone for the organization and that would be the start, and it would filter down to other training programs for other levels of the organization. Ms. Reid advised she also intended to do an in-house employee satisfaction census that would target everyone and would provide data as to how employees actually viewed the Village as an employer. Ms. Reid answered Council Member Genco's question in regard to parties, that it was included in the employee recognition program and employee appreciation luncheon, moved from the General Fund into Human Resources. Ms. Reid advised the employee assistance program was not expected to have more than a 5% increase this year. Operating expenditures included $3,000 capital outlay which would be for her computer replacement. Mayor Humpage asked about other contractual services which Ms. Reid explained included $15,000 for consultant Paula Knight and the remaining $18,000 was intended for an outside consultant to focus on the development of the leadership, which went to personality and assessment of the individuals. Personnel training would be for an annual HR conference for her attendance and for Robbie Russo, the HR Generalist. Council Member Genco asked Finance Director Forsythe to establish a code for seminar expenses, since a seminar was part enjoyment and part educational and education was a necessity. Council Member Genco clarified she would like training divided between mandatory education and seminars and other training, as an ongoing refinement in the budget process. Mayor Humpage asked if employees wished to take courses to improve 3 Minutes -Village Council Budget Workshop Meeting 08/15/06 Page 4 in their job if the Village had a budget line item to reimburse them for going above and beyond. Response was it was this same item, and Village Manager Couzzo commented it was in police and fire budgets, and employees needed to cleaz it through their department heads before going to be sure there was money. Vice Mayor Paterno asked who the part-time employee was. Ms. Reid advised it was Dan Gallagher, and he would be leaving by the end of December, and during the transition the Village Manager and Ms. Reid were learning what Mr. Gallagher knew about the insurance. Consensus of Council was to drop the amount in that budget item, 515.107, from $19,000 to $6,000. Council Member Watkins commented that Mr. Gallagher had done an exemplary job in saving the Village money on insurance costs and in other negotiations. Vice Mayor Paterno stated he agreed 1000%. Mayor Humpage commented it was Mr. Gallagher's choice to leave. Council Member Genco stated the HR budget would be reduced by a total of $13,600. Council Member Watkins asked if there was somebody the Village worked with on computers to get a good price. Village Manager Couzzo responded yes, and the Chief was assisting him in how to provide uniformity in the computers. Cost for a computer had been estimated at $3,000, which would include the computer loaded with softwaze. Village Clerk Village Clerk Cazlisle provided a summary of her budget. During review of the highlights, Ms. Carlisle advised service efforts initiatives for 2005-2006 were implementation of the document imaging system, a new website web provider for the Village, implementation of a new a-mail provider, records purged and disposed of, and two supplements codified. Accomplishments during 2005-2006: There were 33 Council meetings, as well as 16 meetings for other boazds. This was the first year there had been total posting to the website for the Council meeting the Friday before the Council meeting. Only one time had been missed and that had been because of the website provider. There had been 131 public information requests. The website and a-mail status were noted. Ms. Cazlisle expressed hope that the website would go live September 1, or if not, advised it would be sometime during September. Village Manager Couzzo reported the new Tequesta website had been prominently displayed at the recent Florida League of Cities conference. Ms. Carlisle explained the website design company had helped work out our ideas and had said our site was the most challenging one they had dealt with to date. Ms. Cazlisle indicated the website comps had been sent out to the Council, and advised she felt a good deal had been negotiated and it would be worth the monthly maintenance charge. Ms. Cazlisle reported there had been daily problems with the a-mail provider, so that provider had been changed and there had been no further problems except when the current website provider had changed the Village's IP address. The Verity software requested for the imaging system would work like a Google system and would have a separate server. Ms. Carlisle was asking for $21,000 but estimated it would probably be less and would make the job of working with the imaging system much better. 4 Minutes -Village Council Budget Workshop Meeting 08/15/06 Page 5 Ms. Carlisle advised she was asking for apart-time permanent office assistant for next year and the current seasonal part-time person had agreed to stay on if that part-time position was approved. She was very good with minutes and could also be involved in purging records. Ms. Carlisle commented there were plenty of things to be done. The Village Manager commented that originally there had been a Deputy Village Clerk position projected which would have been afull-time position; however, because of the success using part-time people it was actually a savings, which was not reflected here. In response to Council Member Genco, Ms. Carlisle explained the part-time person was doing secretarial duties plus she could do minutes and other things that had been unable to be done in the past, working 28 or up to 30 hours per week, and the recording secretary was working 11.5 hours per week doing minutes. Council Member Genco indicated she was questioning the jump in insurance, which Ms. Carlisle explained was due to adding her husband to her insurance since he had changed jobs, but he would be getting insurance within a couple of months and this had nothing to do with any of the positions. Ms. Carlisle requested that the part-time position be added to the organizational chart so she wouldn't lose it. Finance Finance Director Jo-Ann Forsythe announced there were no changes in the Finance budget, and the overall Finance budget was only increasing 4%. No employees had been added. Vice Mayor asked if the training for the Clerk was for her. Ms. Carlisle noted that had been intended for the deputy clerk, so that whole amount would probably not be utilized. The Vice Mayor expressed his opinion there was not enough training. The Village Manager noted the focus would be on training and that would go to all departments. Ms. Forsythe clarified the amount in accounting and auditing services was due to the possibility of having more than $500,000 in Federal or State grants, which would require an additional audit. Vice Mayor Paterno questioned whether special auditing was required for money being collected by departments. Ms. Forsythe responded the audit tested for revenue and work papers were supplied from each department for review. Vice Mayor Paterno expressed his opinion there was a lot of duplication in this area and suggested that in the new Village Hall, the Finance Department might collect all funds. Ms. Forsythe responded the departments were discussing that currently and she would need to discuss with the Chief whether Finance could take over EMS, but she did like the idea of centralizing. Village Manager Couzzo commented much of that could be done online. Mayor Humpage commented if the Chief was doing billing for EMS he would know what was expected to come in. Vice Mayor Paterno advised he was talking about the other departments-Parks, special permits, etc., so the concentration could be on the departments and not on the money. Ms. Forsythe advised her department had created spreadsheets that the departments used to record their figures and then turned in the spreadsheets to Finance so they could determine what money went where. It would have to be worked out as to how permit fees would be handled. Village Manager Couzzo commented he thought there would be better efficiency once the move to the new building had been completed. 5 Minutes -Village Council Budget Workshop Meeting 08/15/06 Page 6 L._eg_al Village Manager Couzzo advised he had put together the Legal budget, which included general legal services of $125,000 for Mr. Hawkins and his firm, and personnel legal services of $20,000 in anticipation of union contract negotiations. The Police Department had changed their union from the FOP to the PBA, however, because of timing they would not be able to shift to PBA until after October, and contract negotiations would not begin until October. In doing the budget now the financial impact of the new contract were not known. The special legal was Dalack vs. Village of Tequesta and he had no idea if $25,000 was enough. The Vice Mayor indicated this was probably already spent the Village Manager explained that this would be new money. Village Manager Couzzo explained Planning and Zoning had a line item for legal and that should be in Community Development on page 18 after the green tab after Public Safety, where legal services in 531.301 - $2,000 was shown. Council Member Genco commented legal bills were not always submitted timely and she did not think enough had been budgeted. The Village Manager explained that legal billings for Dalack would go into 310. To date $75,000 to $80,000 had been spent in the Dalack case. Police Chief McCollom announced he had asked that the caz that had been developed for Delray be brought here for the Council to view. Chief McCollom advised he wanted to bring that technology to Tequesta, and the caz was here for the Council to see at this time. MOTION: Council Member Watkins made a motion to adjourn for a short break Mayor Humpage seconded the motion; approved 4-0. Mayor Humpage recessed the meeting at 10:30 am, and reconvened the meeting at 11: OS am. Chief McCollom felt it was a good idea Council look at the technology not only from the stand point of what it does for the car but what it could do for the Village as faz as productivity and efficiency for the Police Officers. He stated he put $172,000 projection in the budget but he had offered what he felt was a reasonable method to pay for it over a period of 3 years. He stated $80,000 Of the total $172,000 would come from a lease spread out over 3 years, and the Village had the 1250 funding. He stated in addition to that he was also looking at private donations to offset any additional cost the Village may have beyond those funds. Council Member Genco asked what the Village would be leasing versus purchasing. Chief McCollom stated the Village would be leasing the laptops and the Village would own them after 3 years and the components, such as the printer and the stand would also be apart of the package. Council Member Genco asked what the difference was between the lease and a purchase. Chief McCollom stated he was trying to spread the cost out to make it more reasonable. Council Member Genco verified it would be a lease to own. Chief McCollom stated yes. Vice Mayor Paterno mentioned the numbers did not add up to $172,000. Chief McCollom summarized there would be $80,000 coming from the lease agreement, approximately $65,000 from the 1250 fund based on the last report he received, and a total dollar commitment from private donations. Vice Mayor Paterno stated with a total of $65,000 and $80,000, they were still short $35,000. 6 Minutes -Village Council Budget Workshop Meeting 08/15/06 Page 7 Chief McCollom stated he did not think the Village would be $35,000 short and stated he just did not have the hazd numbers in terms of what the donations would bring in. Council Member Genco asked where the general ledger for the program was. Chief McCollom referred Council Member Genco to Patrol under Computer. He pointed out that it showed the first yeaz's expenses for the lease as $36,310. Council Member Genco asked if that would be the reoccurring cost for 3 years. Chief McCollom stated it would go down to $29,000 next yeaz due to the first year the Village has to pay an additional month. Chief McCollom stated the value of the computers was $172,000 total. He stated $80,000 of it would come through the budget appropriations over the next 3 yeass, the remaining would come from the 1250 funding, and private donations. Vice Mayor Paterno asked how many computers the Village would be leasing under the $172,000. Chief McCollom stated the Village would get 15 computers. Vice Mayor Paterno mentioned the Village had 17 sworn in Police Officers and asked who would get the computers. Chief McCollom stated Sergeants and Patrol Officers would be receiving them. He stated the rest of the officers were working in an office or supporting the Sergeants and the Patrol Officers, as they needed to. Council Member Watkins asked if the $172,000 covered the computers or did it cover the softwaze and all the features. Chief McCollom stated it would cover everything Council saw in the car but the difference would be there would be 15 computers but there would not be 15 cars. He explained the computers would be designated to individual officers who would plug the computers into the outfitted cars before they go to work. Council Member Genco asked if the cost covered the new bubble or the console. Chief McCollom stated it would include the Console, which was part of the mount, the wiring, the set up of the vehicle including the printer and the DL swipe. He pointed out any new cazs purchased would come with the wide bar. Council Member Genco asked what the 1250 funding was. Chief McCollom explained for every citation written in the Village of Tequesta, $12.50 goes to the County for the Interoperability radio system. He explained because Palm Beach County does not have an inoperability radio system, the money had to be appropriated back to the Village. Vice Mayor Paterno stated the Village was implementing a new radio communication system, which he thought would also be funded by the 1250 funding. He asked Chief McCollom if they would be spending the money twice. Chief McCollom stated the Village never applied for the 1250 fund. He stated the Village appropriated the money to get the 800mhz radio communications system up. He explained it was 90%, they aze looking for one more site tower, and the equipment had been funded. He pointed out that the radio communication system was funded through the budget appropriations, and the Village never applied for the1250 funding. Vice Mayor Paterno asked how much it would cost per year outside of the lease to keep it going. Chief McCollom stated Village would have reoccurring costs to who ever the provider is. He mentioned the Police Department was considering Verizon. He stated it would be $59.00 per air card or modem. Vice Mayor Paterno asked if there would be 15 air cazds, or the modems would stay in the trunk of the police cars. Chief McCollom explained the air cards went into the laptops and the air modem stayed in the car. He commented there were some advantages both and recommended the Village use a combination of the modem and the air cards. He stated it gave officers more mobility when they were on a case in another town. He pointed out they could make there queries back through there system using the air cards. 7 Minutes -Village Council Budget Workshop Meeting 08/15/06 Page 8 Vice Mayor Paterno asked Chief McCollom if the Computers would stay at the office when the Officers were not on patrol. Chief McCollom stated no. He explained it would be like a take home computer because total ownership of the computer would also mean someone would be accountable for the computer. Police Administration Chief McCollom stated he had asked for a half a person to make a full time position for the front lobby. He explained the reason he asked for this was because one of the first mandates of his job was to increase Community Service. He stated he had to have 3 people cover the front because when the part time person left, the window could not be closed or they would lose the costumer service aspect when residents have queries. He pointed out the necessity of this position would be increased by the registration process of golf carts that would be implemented. He stated he did not want to pull an officer off the road to register golf carts because there would be a lack of police presence in the Community. He stated the position would have record responsibility and pointed out this was also important to keep the Village in compliance. He stated the position would also back up evidence. He stated those areas have lagged and that position would maintain the Police Department's accreditation and keep them up to date. Council Member Genco verified it would be half a person and the position would be called a Part Time Records Specialist. Chief McCollom stated yes. Council Member Genco asked if it would be a Clerical position or a Police position. Chief McCollom stated it would be a Clerical position. Mayor Humpage asked what the bonus pay under "Personal Services" was for and why it was not in the forecast. Village Manager Couzzo stated last year Chief Allison gave Katherine Hatos a bonus. Vice Mayor Paterno asked Chief McCollom how he would increase traffic enforcement by 30%. Chief McCollom stated there was a lot more traffic enforcement now and the Police Department was a lot more aggressive with the bridge. He stated those numbers were supported by all those activities. He stated he would focus on Speed Enforcement on the Country Club side and traffic enforcement on Federal Highway. He felt 33% was very reasonable. He pointed out that there would be more traffic enforcement with the technology. Vice Mayor Paterno asked if Council would be doing anything related to special truck services of $1000. Village Manager Cvuzzo stated he, Chief McCollom, and Community Development Director Katherine Harding would look at it and come up with something worthy for Council to look at. Chief McCollom stated he spoke to Mr. Garlo about what had already been done to address the issues and the ordinance and they were planning to meet Mr. Hawkins. He mentioned they should have something for Council to look at in draft form. He stated they have continued to do the permits but there is some ambiguity that has to be dealt with. Police-Communication Vice Mayor Paterno asked about the upgrade of technology. Chief McCollom stated that was a continuing contract the Village had with USA Software. Police Investi ag_ tion Vice Mayor Paterno asked if the Police Department could cut back on the over-time in case the Police Department may need someone when the detective was not there. Chief 8 Minutes -Village Council Budget Workshop Meeting 08/15/06 Page 9 McCollom stated there was one detective and a lot of skills were wrapped up in that person but part of his development plan was to get the other officers engaged in the basic investigative skills, which was reflected in the training cost. He pointed out the officers would not only do the job when the detective was not there, but support him as well. Police-Patrol Mayor Humpage mentioned the Village had a 7% spread of salaries, the Village Manager would notice the number was a little inflated but it was because of a promotion to the sergeant. He stated the salary increased. Vice Mayor Paterno asked if the $15,000 for the training of the patrol officers was enough. Vice Mayor Paterno asked Chief McCollom what his plan was. Chief McCollom stated the skills would be reflected in the patrol. He stated the amount was enough for now based on the inventory that he had done but stated it would not be enough for the future. He stated each year he would be sitting before Council trying to justify each cost based on skills and education enhancements that he would like to make. Vice Mayor Paterno asked what Chief McCollom anticipated in the level of service of the boat under Marine Unit Operations. Chief McCollom stated he would continue to follow the schedule as before, which was on and off, but he would want to train officers to have the boat out there more regularly, especially on weekends and holidays. He stated he would want day to day patrols and he would want to increase those patrols. He pointed out there would have to be some training towards his vision of how the boat would be used. He wanted to do more interaction with Fish and Wild Life. He pointed out they have offered training and they have also offered to share in cases, which would or could not mean more forfeiture funding. He mentioned he envisioned a much more aggressive use of the boat but he did not have the schedule to be specific at that time. Council Member Genco asked if the boat would be used by the Fire Department as well. Chief McCollom stated absolutely. He stated it has traditionally been operated by the Police Department but it would always be available to the Fire Department. He commented he had not spoken to Fire Chief Weinand but one of the things he would like to do was for the Fire Department to have its own operator so that he would not have to have a Patrol Officer operating the boat. He stated that was why he would like the Fire Department to undergo training. Council Member Watkins commented it would be a big expense but it made sense for both departments to be trained. Council Member Genco stated the bid problem was how it was going to be staffed and utilized and that was an ongoing concern. Chief McCollom commented he was fortunate to say he was shy of one officer being staffed. He stated they have young officers who they have to provide training to but there was a lot of interest in people to operate the boat as well. Vice Mayor Paterno commented his concern was between the gas, oil, and up keep, there might not be enough money to staff the boat. He commented he would hate to buy a boat and have it inactive at the dock. Chief McCollom stated he had a history as far as expense and he can't guarantee he would not be moving money around in the accounts but he would have the boat on the water. He felt it was important in the Village, which was surrounded by water. He expressed there was a lot of recreation and the Police Department wanted to be apart of that. Vice Mayor Paterno suggested they put $13,000 so that there were extra shifts the Village could cover. 9 Minutes -Village Council Budget Workshop Meeting 08/15/06 Page 10 Council Member Genco stated Chief McCollom said he had sufficient funds in the budget to cover it and there were other items that would come up. Council Member Watkins asked if Chief McCollom was comfortable the money was adequate for this year. Chief McCollom stated yes. Chief McCollom thanked Council for allowing him to present his vision to them and stated the Police Department was going to enhance Customer Service and that was reflected in the budget. Council Member Genco asked if the boats were durable. A representative from Nautica International stated the boats last 25 years and would be 10-12 years before it would need re-tubing. He stated it was a very durable piece of equipment. Village Manager Couzzo asked if punctures could be repaired. The representative explained when they deliver the boat, they would show the designated people how to repair it. Council Member Genco pointed out one of the things thought about was bicycle patrols. She asked Chief McCollom if it was something he could do in the future. Chief McCollom stated the Police Department had the bicycles and they have the cars outfitted with the hitch and it would be a part of the extra patrol work the police do. Council Member Genco felt it was a good idea and good for the community. Vice Mayor Paterno mentioned at the League of Cities Conference, he learned of a system they had. He explained they read license plates and gave tickets for running red lights and speeding. He pointed out they were integrating this system in Delray Beach as well. He asked Chief McCollom if he felt this was a good system for the Village. Chief McCollom felt there was a lot of opportunity to make use of that technology. He commented US 1 was not the place because of the expense. He explained there would be 4 cameras to cover four directions but on Tequesta Drive around the Country Club area and Dixie Highway it had a lot of value. Vice Mayor Paterno stated there were 3 ways to pay for it. He stated the Village could buy it, they could lease it, or they could put the equipment in and get paid per ticket. Vice Mayor Paterno stated the cost would be nothing but all the Village would need was extra eyes and ears especially on US 1. Chief McCollom stated the legislation does not exist to allow prosecution. He stated they were still working on that. Vice Mayor Paterno stated he understood that but it could be done in Civil Court. He commented a large percentage of people just pay the ticket. Vice Mayor Paterno commented it would generate revenue, keep speeding down, and help to supplement the Police Force. Chief McCollom stated if they do fight the ticket in Court, they would win because there was no statute that gave the Village authority to do it. Chief McCollom felt it was a great deterrent but expressed he would not like to be the face that takes it to court. Vice Mayor Paterno asked how it was being used in Delray Beach. Chief McCollom stated Delray Beach uses the system as a warning system. He stated they send a letter stating the driver was seen, noted, and the potential of the ticket was a certain amount. Chief McCollom pointed out he was looking at a system for the bridge. He stated the system was different from other communities because it judges weight. He stated there were some scientific aspects and a gentle man was working with someone in Germany to try to come up with a tag reader that also told the weight of the vehicle. He stated this was to enforce the weight restriction. He stated the upside of this 10 Minutes -Village Council Budget Workshop Meeting 08/15/06 Page 11 was it would read the tags of cars going back and forth so if there are any burglary or any other crimes it could be used. Fire Chief Weinand stated the budget enhances the level of service in the Community and allows for a higher degree of Fire Fighter safety by some of the equipment they are purchasing. Civil Preparation Village Manager Couzzo stated last year it was $ 13,486 and this year it was $72,000. He stated the big impact was there was $50,000 proposed disaster relief and initial response. The purpose of that was to put $50,000 worth of seed money in the account incase a storm hit. He explained it would allow for the resources that the Village would need, other wise the Village would have a Special Council Meeting. He stated if they preferred the meeting they could choose that but he was just making a suggestion. Council Member Genco commented the Village had to go through that 3 times and it would be a good idea if the Village needs to spend money right away. Village Manager Couzzo stated the $50,000 would only be used in the event of an impending storm. Vice Mayor Paterno asked what items would be needed in this case. Village Manager Couzzo stated things such as water and ice, food, or for public works. Council Member Watkins asked if the money would be needed for gas. Village manager Couzzo stated probably not because the tanks would be coming soon. Village Manager Couzzo expressed hopefully it would not be needed but just incase Finance would have a mechanism to say this money is for that purpose. Mayor Humpage asked if at the end of the year the money would roll back into the General Fund. Village Manager Couzzo stated yes. Chief Weinand stated under machinery and equipment he pulled that the $53,000 because the department was not ready for the technology and he wanted to follow through on the Wireless System Med System. He specified the Wireless System could do all real time data and video. He sated he didn't think he had all the bases for that and he wanted to work with the Police Department. He stated he was not ready to propose it. Fire Control Chief Weinand stated the biggest difference Council would see was the overtime, and proposed putting in two new positions. He stated the full time position would enhance the service to the community instead of a part time position. He stated the problem he was having was he could not fmd experiences part timers. He explained the Fire Department hired two people who are fire fighter EMT and they had to be trained for 6 weeks of training before they could be used. He stated if he had to get another part timer, he would have to train them for 6 weeks as well. Council Member Genco asked what level Chief Weinand would hire new people. Chief Weinand stated he would hire them at the EMT level, which is the basic level. Council member Genco asked if they would get their Paramedic training afterwards. Chief Weinand stated it takes a fire EMT about 2 years to become a good Fire Fighter Emergency Medical Technician for the Village. He explained by the end of the two years 11 Minutes -Village Council Budget Workshop Meeting 08/15/06 Page 12 they can apply for a scholazship to get their Pazamedic Certificate. He stated most of them follow that career path and that is what helps the Village keep good Paramedics. He commented the Village does not hire Paramedics, the Fire Departments help to develop Pazamedics. He felt that was the reason the Village does not have any Pazamedic issue like a lot of other Communities. Mayor Humpage commented it made sense because the Village has an issue with the part-timers all the time. He stated it would be someone that would be with the s\department and who the department could depend on. Village Manager stated when Council looks at the regular Salaries of $966,290, it was posted prior to the Council directing employees' salaries which were under the minimum range to be increased. He stated Finance indicated to him the number would be $30,000 higher. Village manager Couzzo stated the adjustments have been made. Mayor Humpage stated it was not in the budget presented to them. Village Manager Couzzo said no, and stated the number should really be $996, 900. He explained that number is not in the budget because it was made prior to the adjustment. Council Member Genco stated it was the number they new now because the process of adjusting the salaries was not yet complete because the Compensation and Classification Review Committee had not returned with all the recommendations. Village Manager Couzzo stated August 14, 2006 was the Committee's last meeting. Mayor Humpage asked if the $966,290 was inflated. Village Manager Couzzo stated no and explained it included what the increase, the addition of the two people and the 30 from the differential between the previous range to the current minimum salaries. Chief Weinand stated the Fire Fighter ranged jumped about $7000 from what the Village was paying to what they are paying now. Vice Mayor Paterno asked how much the bridge was in Hurricane overtime. Chief Weinand referred Vice Mayor to "Overtime-other" and stated it was $19,310. Vice Mayor Paterno commented with all the changes going on he is very lucky to add any full time employees. He expressed he is concerned about adding any full time employees. Chief Weinand referred Council to "Equipment, Maintenance, and Repair" and explained the increase from $ 4,100 to 16,500 was because they consolidated 2 to 3 line items to simplify the budget. Council member Genco asked that the last column shows percentage difference versus the estimated total and what the proposed is. Chief Weinand stated from his calculation it is 11% percent under the Fire Department budget and under Capital it is 20% increase. Council member Genco commented it was because the Fire Department wants to hire two people. Council Member Genco stated with out the percentages on the budget sheet, it is hard to understand it. Village manager Couzzo stated he would see if he could include the percentage on the budget sheet instead of the front of the book. Vice Mayor Paterno asked what made up the total of $26,350 under "Machine and Equipment." Chief Weinand stated the Dive Communication System cost $7800 for underwater communication, two new air packs to replace the old ones which aze $3,600 each, and a T-Pack, which helps with decontamination. Emergency Medical Services Chief Weinand stated there were no changes in staffing and the 3 people would remain. He mentioned the operating cost go from $72,800 to $72,500 and commented it was in 12 Minutes -Village Council Budget Workshop Meeting 08/15/06 Page 13 line. He commented the only change was under "Capital" it was at $14,910 and next yeaz it would b at $12,600. He stated there aze two new IV pumps and a stair chair. He stated the Fire Department was trying to make it easier for the Fire Fighters. Council member Genco what the replacement cycle on the EMS vehicles and Fire Trucks was. Chief Weinand stated 10 years for the ambulances and the Fire Apparatus aze 20 yeass and the Fire truck is 25 yeass. Council member Genco asked if the Village trucks were 2 years old. Chief Weinand stated the Fire Truck is a 2003 model. He stated there aze two EMS vehicles, which one was a 1997 model and the other was a 2005. Council Member Genco verified the EMS vehicles have a l0yeaz replacement cycle. Council member Genco asked if the EMS transport was $400,000 to equip and ready to go. Chief Weinand stated no and explained it would be $160,000 to 170,000. Council Member Genco asked if the equipment would be transferred. Chief Weinand explained the new truck would come with a new stretcher and the other equipment would transfer over. Council Member Genco asked if it was the same for the Fire truck. Chief Weinand stated the equipment would be transferred over. Council Member Genco asked what the base cost would be. Chief Weinand commented it would be hard to project but the last time the Village paid $305,000 for it. Council Member Genco approximated about a 4% increase a yeaz to that cost. Chief Weinand stated that is a conservative estimate. Vice Mayor Paterno referred to "ESM Transfer fees" where it had an estimate of $206,100. Chief Weinand stated the Fire Department was at a 4% decrease than last yeaz. He could not tell why but suggested may be it was the demographics of the area changing or the provision of telling the County to cut back on Mutual Aid but he did not know how to explain the exact break down. Vice Mayor Paterno stated it is appazent the call volume is going down and asked if it was continuing. Chief Weinand stated he doubted it because of the new developments and the nursing homes. EMS Transport Chief Weinand explained it was for the operation of the ambulances, which was increasing from $29,612 to $29,907. He stated on the Capital side the Fire Department included $12,000 for a hydraulic stretcher. Vice Mayor Paterno asked what a hydraulic stretcher does. Chief Weinand stated it picks the patient up with the Fire Fighters using their backs. He stated a new stretcher is $8000 so there is extra for the Hydraulic stretcher. Council Member Genco stated commented she saw the Fire Department's vehicle insurance went up like everyone else's. Village Manager Couzzo stated he is continuing to look at option that he would discuss with Council a little later. Council member Genco stated she was looking at another area for vehicle insurance. Village Manager Couzzo stated they were looking at all the insurance whether it was health, vehicle, property maintenance. He stated he was trying to figure out the best blend. He commented property insurance has gone up 50% because of the Hurricanes. He stated in addition they have the New Village Hall to consider as well. He stated they aze looking at the deductibles and some other options. Council Member Genco asked if Village manager Couzzo had a projection for the building insurance. Village manager Couzzo stated he did but he did not have it at that time. t~ 13 Minutes -Village Council Budget Workshop Meeting 08/15/06 Page 14 Vice Mayor Paterno asked if the Village was going to buy another ambulance. Chief Weinand stated it was a replacement for the 1997 model ambulance. Village Manager Couzzo asked Chief Weinand if the 1997 model was in service for 10 years. Chief Weinand stated yes. Village Manager Couzzo mentioned the 2005 model ambulance was not received until 2006. Chief Weinand stated the Fire Department bought them in January of 1997. Vice Mayor Paterno stated he could not find anything on the vehicles. He asked Chief Weinand how much it would be. Chief Weinand stated he budgeted $165,00 to $170,000. Vice Mayor Paterno asked how the Village would pay for it. Chief Weinand stated it would be under afive-yeaz lease. Vice Mayor Paterno asked since they were changing the fire rescue, the one changed would be a back up. Vice Mayor Paterno suggested postponing buying it a few more yeazs so that they don't wait long periods of time for new EMS vehicles and equipment. Council Member Genco stated she wanted to see the schedule to see what the Village was buying, what s the debt and what are the projected increases. She stated one of the things she asked for what the l0yeaz projection. Vice Mayor Paterno stated he would like to see the Village getting a truck every five years, so that one moves to the front and the other becomes secondary. Chief Weinand stated he did not think he could stretch it 3 years but another year was possible. He explained the Fire Department could put the bid out in the middle of 2007 and have it delivered in October. Vice Mayor Paterno asked if the Village pays $160,000 how much would they pay in total. Michelle Gload of the Finance Department stated the annual payment for the ambulance would be $24,300 including interest and principal. She referred Council Members to "Debt Service." Ms. Gload stated that was included in the $20,000; it would be $11,000 principal and $13,200 interest. Ms. Gload stated the total would be $78,000. Council member Genco referred to page 41 and asked about the interest lease decrease. Ms. Gload explained the Village would pay more in principal and less in interest each yeaz. Vice Mayor Paterno asked if the last ambulance was 10 years. Chief Weinand stated it was 5 yeazs for the last one. Vice Mayor Paterno felt $78,000 on $165,000 is a lot of money. Council member genco stated she thought the Village got a good rate. Vice Mayor Paterno pointed out Ms. Gload projected 8.2% but they won't know the exact amount yet. The one that is there has the lease, but they haven't done the 10 yeaz lease on the new one. Council Member Genco commented she would like to see, on a flat level, exactly what the hazd assets they were paying for. She expressed she would like to know how it affected the Village's budget in the years to come versus what the Village's revenues were. Council Member Genco stated everything led back to 401. She felt if it was not for 401, the Village would not be in the best shape and commented the 401 was brought in revenues the Village could transfer over. Vice Mayor Paterno felt the budget was organized in such a way that Council had to interpret it and it was convoluted and difficult to follow. Council Member Genco expressed she sees a significant improvement in the way staff dealt with its budget but she still had issues related to the overall Village Management. She commented she does not want any Village Employees to be offended. Vice Mayor Paterno commented he would like to see the EMS trucks ordered with a closer time between the replacement period so the Village always had a new truck and a second one as backup for better service to Village residents. Council Member Genco suggested once a quota was built into the expenses, it would not matter what the 14 Minutes -Village Council Budget Workshop Meeting 08/15/06 Page 15 replacement time was. Vice Mayor Paterno stated the money was not an issue and it had to do with having newer trucks to service Village residents. Chief Weinand stated the newest EMS truck was a 2005 model. He explained the original attempt was to try staggering the replacement period of the EMS trucks because two trucks were bought in 1997, and at that time, he was under the impression that model would have been 7 years. He stated he tried to push it to ten years and commented he probably bought the 2005 too late and so he was trying to stagger it to get trucks every 3 to 5 years. Council Member Genco commented if the Village knows it would spend $500 for a certain vehicle every year then the replacement cycle was not as important as long as the Village knew what the budget was. V ice Mayor Paterno commented that he understood that aspect and commented he was more concerned about keeping a newer EMS vehicle on the road. Planning Development Report on the budget stated what the department had accomplished and their future goals. She stated the budget she was presenting would be a balanced budget and explained the net would be $17, 870 if everything goes as projected. She explained she was trying to make it balanced so the Building Department could cover itself in its operating cost. She stated she asked for two new employees in the middle of the year. She pointed out one position was a Building Inspector and the other was a planner. She stated the department finally hired a Building Inspector who had been working for the Building Department for two weeks. She stated he was hired with a salary of $63,000 and he has replaced an exorbitant outside agency, which cost more than $108,000. She commented it has cut the expense to the Village in half and has tripled the service to Village residents. She stated if the department runs a balanced budget as anticipated and with her already taking on the role of the planner, they have decided to drop the planner position from the budget completely. She explained she talked to Village Manager Couzzo and it was decided to leave their options open, and in June, if money was flowing, the budget stayed in balance, and things were going well economically, they would consider if a planner is necessary. Village Manager Couzzo stated what Ms. Harding appropriated would not be spent through out the calendar year for the position of the planner that Council previously approved. He explained next year, instead of appropriating money for an entire position, money has only been appropriated for 6 months. Council Member Genco stated the $38,200 under Personnel Services would be appropriated if the Village did not hire anyone. Village Manager Couzzo stated it was correct and stated the department would still have the operating expenses. Vice Mayor Paterno suggested cutting the position out completely and later, if it was decided a planner was needed, the money would be re- appropriated. Council Member Genco suggested Ms. Harding go back to Council if she needed a planner. Ms. Harding commented that was fine as long as that door was open that. Building, and Zoning Ms. Harding explained the section is for the building, liscensing and zoning, which means with the building permit issue there is a zoning approval on that permit. She explained all the contractors that work for the Village and all the busnesses in town are licensed and that encompasses the building and zoning g area. She explained they have increased the fees and no-one is complaining. Council Member Genco asked if why there 15 Minutes -Village Council Budget Workshop Meeting 08/15/06 Page 16 was a big increase in the Building permit fees. Ms. Harding stated she was trying not to anticipate too much income from new construction. She stated the Village had a lot of projects on boazd and specified on the average with out new impressive construction can bring in an average of $200,000. She stated the new projects are 70 units at Atlantis, which if they went in would have been $376,000 when they took out their building permits and the 10,000 square feet of commercial space would be $23,000; The Preserve has 6 buildings with two out now was $180,000; and there was one interested in commercial building on Route 1 with 20,000 square feet would make $50,000; a commercial building on Tequesta Drive with 20,000 squaze feet would be $50,000; One on Route 1 with 25,000 square feet would be $60,000; Casa Del Sol has 3 buildings left at $60,000. She stated that would be a total of $798,666. She commented a half of that would be $400,000 and she does not anticipate %s. She stated she intended to encourage the builders who have been in the field to get partial permits. She suggested they would have partial permits to get them off the ground until their market improves and they have an ability to sell. She explained their banks require a 50% sales before they release building permits. She recommended working closely with them to encourage them to proceed while also getting the community to look good. She commented a big package would have to be put together. She recommended the Village work with the builders so that the bank would release the money sooner. She felt if the bank sees the Village was working closely with the Village, they would get a break even short of 50% of the sales. Council Member Watkins felt there was nothing that the Village could do as far as funds being released. She explained the market has slowed down and the building cost goes up by the minute. She commented anything that could be done t get the builders off the ground would be good. She mentioned the Turtle Creek Development and pointed out Council approved it a long time ago and it was slow. Ms. Hazding commented just because a developer develops a property and gets all the approvals from the municipality, does not mean he intends on building it and they market the approval. She stated what often happens is the developer gets as faz as taking down the building permits and marketing the approval with the building permits. Council Member Watkins commented Ms. Harding was being prudent not to anticipate the Village would make all the revenue because she doesn't know if it was really coming just because it has been approved. Council Member Genco commented the $500,000 versus what Ms. Hazding was projecting was conservative. Council Member Genco mentioned she felt it was strange that one person was only charged to account #180. Ms. Harding commented under Building and Zoning, the Department Director, Permit Tech, Administrative Secretary, and the Building Inspector is accounted for in that budget. Vice Mayor Paterno commented he understands there were four employees, but the budget went from $157,000 to $248,000. He questioned the $20,000 inspection services. Ms. Harding explained the Village has their own inspector, but it is hard to have one person qualified for everything, such as plumbing, electrical, etc., so the person that was hired is short on those skills. She mentioned her license allows her to do that, but it is two risky since she is not that familiaz with electrical. She stated you have to know what you are doing, so the $20,000 is for an outside inspector/agency for those inspections. 16 Minutes -Village Council Budget Workshop Meeting 08/15/06 Page 17 Code Compliance Council Member Genco indicated Code Compliance only has one employee. Ms. Harding stated Joe Petrick is the code compliance officer. She stated Community Development has five employees. Ms. Harding responded in the affirmative. Vice Mayor Paterno questioned if the difference in salary was for a partial year versus a full year. Village Manager Couzzo stated they brought Mr. Petrick in at a higher rate of pay, because he had more experience. Vice Mayor Paterno recessed the meeting 12:43 P. M. and reconvened at 1:00 P. M. Public Works Mayor Humpage commented when people were hired the Village still had the overhead and he had tried to figure out if it was a wash between doing that and keeping the contracts, and he was not sure he was comfortable making this big a leap. The Mayor indicated he felt nervous about adding so many people when down the road ad valorem windfalls might not be there, and although he understood there were some things that needed to be done with managing the new building, rather than making such a big leap, he would like to work into this by possibly hiring one person for the new building instead of hiring three new people. Council Member Watkins noted Council had given direction to go in-house because the contracts seemed so expensive, but all the Council seemed to have the same concerns, and if it would help suggested the possibility of one new person and keeping some of the contractual and not doing all the roadways and right-of--ways in one year. Council Member Genco commented there were two charts-one showed Director of Public Works, Crew Leader, and Crew Laborer, which were Wayne and Ernest. The second organizational chart showed Public Works Crew Leader, Custodians, Maintenance Workers One and Two. Council Member Genco asked if the proposal was to go from three people to seven people. Mr. Garlo responded it would be a total of six- maintenance worker two was only one position. He confirmed the contracts could be cancelled at this point or renewed at a 4% increase. Mr. Garlo explained that the current budget of $150,000 was low because his salary had not been there for an entire fiscal year; and advised salaries for the maintenance workers were about $75,000 without calculating in all the benefits. Village Manager Couzzo commented that for the bulk of the year, probably 75%, Mr. Garb's salary had been charged to Public Works. Council Member Genco calculated the salary with benefits and noted the Village would come out almost $50,000 ahead. Mr. Garlo explained this would require a few capital purchases- a Ford F250 pickup truck, less than $5,000 in landscaping tools, a real mower to do the ball fields and a message board. Mr. Couzzo commented there would be savings to another contract that was in the Parks Department. Council Member Genco asked about the custodial function, to which Mr. Garlo responded that right now there was a hard- working dedicated employee who cleaned and emptied trash, but if anything beyond that was needed, the Village was hiring someone to do it~lectricians, plumbers, things like that, and paying that from Public Works other contractual or other places. A consultant had advised Mr. Garlo that two people could beused-one to be a handyman and one to clean. 17 Minutes -Village Council Budget Workshop Meeting 08/15/06 Page 18 Council Member Genco commented there were four buildings for two people to take care of. Mr. Garlo advised his recommendation was to have two people but he also had figures to do it contractually. Council Member Genco asked if landscaping would be a full 40-hour week for two people. Mr. Garlo reported with a minimum three-person crew to take that over it would be 40 hours and more, and by having it done in-house, things like planting flowers could be done to increase curb appeal. Some of the chemicals would still be contracted for the next year because of licensing requirements, which was budgeted in the landscaping and irrigation line item. Council Member Genco noted she would expect the employees to handle minor irrigation repairs. She felt the Village would have a much better appearance if landscaping was done in-house, but she was not comfortable with an extra custodian. Vice Mayor Paterno suggested a compromise. Mr. Garlo responded the existing contracts totaled $201,000. Approximately $70,000 of that was disbursed over other departments-not Public Works-and consisted of drainage, stormwater drainage, parks and recreation, and utilities treatment plant. When Ernest McGee was lost, Mr. Garlo had to get a company to do maintenance on Old Dixie Highway which was about $2,200 a month, and that needed to be considered. Mr. Garlo advised he had a sense of how much he could take on with how many people, and if Council wanted to divide it up they could consider doing that. Council Member Genco asked what could be cut out of the budget in other departments by doing this. Mr. Garlo responded one of the things was a $23,332 landscaping contract at the water treatment plant that with a crew, Public Works could take over. That had already been taken out of the utility budget so it would not be a reduction for Public Works, but it was a reduction. The difference in the line item showing $31,800 was to do minor irrigation repairs, dead plant removal, etc., and that could be absorbed into the new department. The other contract had already been taken out of Parks & Recreation, leaving $78,700 for fertilizer, minor repairs, dead plant removal, etc., preserve cleanup, plus the holiday banners. Council Member Genco asked Mr. Corbitt to provide a figure for holiday banners and signs. Mr. Corbitt advised he was going to ask for afull-time person to handle Constitution Park. Councilmember Genco indicated she did not want two people doing the same work and it made more sense to unify it. Vice Mayor Paterno expressed his opinion Public Works should do it all and strip it totally out of other departments, and the fertilizing, etc. would all be in Public Works. Either that, or have a blend if the Council did not want to hire all these people at one time. Council Member Genco commented if one department did it and got the proper equipment and did it like a professional, Mr. Corbitt would have a schedule of what he needed and Public Works would do it. In that case, Mr. Corbitt would need to take out of his budget all the landscaping and keep things like banners and signs that were totally attributable to Pazks and Recreation. Mr. Corbitt advised he had wanted to make his part time person into full time and have him do everything. The restrooms had to be cleaned each day. Council Member Genco commented the Public Works custodians would do that. Mr. Corbitt commented he liked to have a person at Tequesta Park to enforce rules, provide customer service, and to help when something went wrong. 18 Minutes -Village Council Budget Workshop Meeting 08/15/06 Page 19 Mr. Corbitt clarified for Council Member Genco he currently had one full-time recreation person in addition to himself and two part-time employees. Mr. Corbitt indicated he needed someone at the recreation facility who was there to enforce the rules. Mr. Garlo indicated if Council chose to do this that he believed between Public Works and Mr. Corbitt, it could work well. Mr. Garlo indicated a mower that would be pulled behind a tractor was budgeted, and Ron Smith would use that mower to do the ball fields at Tequesta Park. Council Member Watkins commented the contracts came to $200,000 and if the proposed new people were hired then their salaries and benefits would need to be paid into the future, and she was trying to compare to see which was the better way to go. She assumed that in-house personnel would also do other work and cover more areas than a contractual person would do. Mr. Garlo commented this proposal carried a little more risk but everyone was going to work to make it better and do more. Vice Mayor Paterno asked about a plan to go somewhere down the middle, to which Mr. Garlo responded the proposal was in the middle because it was still contracting out the roads and right-of- ways, and it could be done any way the Council wanted. Council Member Genco asked if the Terracon and Rudd contracts would be terminated. Mr. Garlo clarified only the Village facilities would beterminated--the portions for roadways would be renewed. Discussion ensued. Council Member Genco commented the savings would be $86,000. Bottom line was it would cost $150,000 to save $100,000 and she would only be willing to do it if all services could be done in-house. Village Manager Couzzo pointed out that contractual service providers came in and might do a job in 40 hours but if they had 4 men doing that job it was really 120 manhours, and he did not think only cost could be considered. To have 84 manhours for employees to do different things, that was a quality issue. During discussion, Mr. Garlo pointed out contracts would be reduced by $86,000 but there was no provision for the increased demand for next year. The Village Manager commented this needed to be a complete broken down analysis, which he would do and provide that in a couple of days. Council Member Genco asked what it would take to have the services performed in- house-not piecemeal, and she would expect afull-time crew to do all of it. Council Member Watkins commented she agreed. Mayor Humpage commented now the cost was $200,000 and asked if it could all be done in-house for $200,000 if the Council would do it. Council Member Genco indicated maintenance was built into other budgets so the real total might be $270,000, and if it could be done in-house for $150,000 that would be a savings. The Mayor expressed his opinion you were not going to get $270,000 worth of services for $150,000. Council Member Genco pointed out when Rudd did a contract they were doubling their cost, paying for a crew leader, paying for administration, paying for accounting, not just paying for the day labor. Mayor Humpage advised if $270,000 in services could be obtained for $150,000 he would like to discuss it. Village Manager Couzzo requested he be given time to do an analysis, and advised that if $200,000 in contracts could be replaced with $200,000 in-house, his recommendation would be strongly to do it because they would be getting all the additional hours from in-house employees and that was more than abreak-even deal. 19 Minutes -Village Council Budget Workshop Meeting 08/15/06 Page 20 What all these people would do had not been adequately addressed-it had to do with roadway maintenance, signage maintenance, eventually building and extending sidewalks-and staff had to show Council that with those hours this was a viable proposal. Village Manager Couzzo stated he would have the analysis to Council by Friday. Consensus of Council was to table the Public Works budget and delay the Parks budget for another day. Water Village Manager Couzzo advised he and the Finance department had put together the revenue stream and tried to be conservative. It had been unusually hot and unusually dry and demand for water had been unusually high, but revenues continued to hold their own and remain strong. The administration salaries were half of the Manager's salary and half of Patrice Monaco's salary, since Patrice supervised the water customer service. There were no significant changes other than a drop in projected need for engineering services. The Village Manager advised that Mr. Fallon had proposed adding afull-time trainee to learn the operation and be licensed, which would allow John Collings time to work in the field. That position was being recommended to be removed from the budget and the scheduling restructured in order to train an existing operator in field work. Currently, Mr. Collings was the only licensed operator who could do field work. By re- allocating personnel they should be able to do more instrument and field maintenance. The current budget would be adjusted down, and the Village Manager would provide those figures. Village Manager Couzzo advised that at a Council meeting, Council should consider sending a letter of intent to the Town of Jupiter advising them the Village no longer wished to purchase water from them after July. The budget number for water purchase would go down and then fall off, but a small amount would still be included in order to have Jupiter as backup. That water would then be made by the Village's system, which was highly technical. For the next train, it was hoped to get a reasonable bid, but the market had been all over the place. Council Member Genco confirmed with Village Manager Couzzo the $1,950,000 was the projected appropriation for fund balance to pay for the new RO train, plus $700,000 coming from sales to offset the expense. Vice Mayor Paterno asked about water, fire hydrant and rent and asked who paid rent money. Mr. White advised it was from residents and was on the water bills, and it was confirmed that all residents paid that. Vice Mayor Paterno asked if electricity charges could be reduced. Mr. Fallon explained there were fuel surcharges, hurricane surcharges, and the fact that there was 18% more production than in the last two years. Village Manager Couzzo asked if electricity could be purchased in bulk or on a pre-buy program. Mr. Fallon advised the plant was on the best curtailment program with the agreement to go on generator power periodically and that had really brought it down, and that pertained to the water plant rather than the wells. Mr. Fallon indicated he thought the wells could not go on curtailment. Mr. Fallon explained how they were trying to cut back on power use. Wells were not pumped when 20 Minutes -Village Council Budget Workshop Meeting 08/15/06 Page 21 their water was not needed. Council Member Genco commented if almost $2 million fund balance was being appropriated and pulled into this fund in order to balance it to match expenditures, and if normal expenditures based on current year were averaging $5.4 million, that meant that next yeaz at least $1 million would have to be pulled in just to balance this budget. Village Manager Couzzo explained after next yeaz when the train was in, there would not be a lazge capital component unless it was decided to add the third train, and only a part in the past few years had been offset by grants. Council Member Genco expressed her opinion they would only be a little ahead, which concerned her-revenues would be about $4 million with the grant money taken out and expenditures would be about $4 million also, so it would be close to break even. Village Manager Couzzo indicated he would run that projection and he thought the spread would be more, possibly between $400,000 and $500,000. Council Member Genco stated she would like not to increase the rate. Water Distribution Russell White explained he was proposing adding one person due to having the distribution employees also taking care of stormwater. One person's salary came out of stormwater, but the work was done by him as well as all of the distribution crew. Expansions to the system had been made with Tropic Vista, Jupiter Heights, Island Way, and Rolling Hills, and maintaining the system had become a lot more work. Since three of the four crew members were long-term employees who got a month's vacation, the work fell behind when someone was out sick or on vacation. Currently one employee had to be let go, so they were trying to hire someone and trying to catch up. Discussion ensued. There were four techs, their supervisor, and Mr. White, and they needed another tech trained to do water and stormwater. Council Member Genco recalled three years ago the Council was talking about doing away with the stormwater depaztment, and commented it was required to comply with National Pollution Discharge Elimination and maintain drainage, but you did not actually have to have a stormwater department. The Village Manager noted that the stormwater department generated its own revenue through a tax. Mayor Humpage commented stormwater could pay public works to mow their grass. Mr. White advised the mowing did not take a lot of time, but a lot of time was spent on older stormwater azeas, and when someone was out they had to play catch up. Council Member Genco stated she was not in favor of hiring anyone-she was in favor of hiring for a maintenance department and pushing as much work over there as possible. Vice Mayor Paterno commented Mr. White had never been able to keep a full staff-he was always short one, and he needed the extra person just to keep up with the work. Council Member Genco responded she understood, but when the Council made the decision to do all the expansion, they were told it could be done without hiring more people. Vice Mayor Paterno commented he understood Mr. White did a lot of Public Works work and asked if they could take some of the workload off Mr. White. Mr. White commented the only thing Public Works could do for him was to mow the Riverside Drive and North Cypress retention which was about eight hours, so eight hours a month was all he would save. ~? 21 Minutes -Village Council Budget Workshop Meeting 08/15/06 Page 22 During ensuing discussion, Mr. White indicated he really needed another person and had not had a full crew for a long time. The majority of Council agreed. Consensus of Council was to add another person for Mr. White's crew. Council Member Genco commented if they did what Mr. Garlo wanted, the total cost in personnel based on this budget would be $7,268,000. Mayor Humpage commented they did not know that yet. Council Member Genco noted that was what was in the budget and revenues from all sources totaled $9,454,000, which did not take care of all of the other operating and miscellaneous, and operating expenses were not added in. That did not count interfund transfers from the savings accounts. Mayor Humpage commented he thought there more than a $2,000,000 spread between the employees and the income. Vice Mayor Paterno asked how many vehicles could be accommodated under the covered parking. Mr. White responded it would be the whole parking on the east side of the facility and would cover trailers, a truck, a backhoe, and four other vehicles. The Gators were for reading meters and would be a huge savings on time and in gas, and emergency situations could be done while those personnel were in the field. Health Insurance Village Manager Couzzo advised there was a 14% increase in the budget for health insurance, and he thought a significant portion of that could be removed, according to which way they went. The salary and compensation study was in part completed the previous day, and impact to the budget was $119,000, not counting police, communication workers, or department heads. It was estimated that would take care of 30 people. Council Member Genco requested that she work with Ms. Forsythe in doing projections. Vice Mayor Paterno commented he had seen no information about the salary and compensation study and wanted to see the information before any discussion took place. The Village Manager noted the committee wanted a percentage of the market, then a percentage of the range and everybody was slotted in, identified by individual, and the impact it would take to make that adjustment. But then the committee wanted to consider years of service, experience, etc. that they wanted to somehow factor in. The bottom line was Fire equated to about $70,000 of the $119,000 and the recommendation was to give the Chief the latitude to distribute the $70,000 across a matrix he thought was equitable. Village Clerk Carlisle explained the only difference in the Fire department people and the other employees was that Fire had more people in the same position. Most had paramedic certification. It was not just on years of service, it would also be education, and where they were going with it. Village Manager Couzzo advised one of the main reasons he had gone to the Florida League of Cities conference was to talk to Waste Management since our contract was due next year, and he and Tom Jensen had spent considerable time talking with them. Their price was going to go from $8 to $15 per house. Mr. Couzzo advised they were negotiating with Jupiter, and his recommendation was to expedite negotiations to lock in amore reasonable price before they finalized a price for Jupiter. The problem was Tequesta's contract did not actually expire until next year. 22 Minutes -Village Council Budget Workshop Meeting 08/15/06 Page 23 The Vice Mayor suggested amending the current contract with an extension. Tequesta paid them, so he thought it would be easier to negotiate. Discussion ensued regarding fees paid by other cities. Vice Mayor Paterno questioned the $400,000 in contingency. Village Manager Couzzo commented that was to give the Council latitude in decisions they had to make. $60,000 was for contingency; and the additional $400,000 was $250,000 for a savings plan for the bridge and $150,000 for salary adjustment. The Village Manager advised he would put together the parks and public works comparisons by Friday. Council Member Genco indicated she would call Ms. Forsythe in the morning regarding working on the spreadsheet. Discussion ensued regarding possible dates for the next meeting. Ms. Forsythe indicated she could replace a summary page with a detail page to give percentages. MOTION: Council Member Genco made a motion to adjourn the meeting at 3: DO p. m. Council Member Watkins seconded the meeting, which carried by unanimous 4-0 vote. Respectfully submitted, ^~~'~ wen Carlisle Village Clerk s 23