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HomeMy WebLinkAboutBudget Document_2010-2011_10/01/2010The Village of Tequesta, Florida Approved FY 2010-2011 Budget               ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget Budget ʹͲ102011 - Budget                     sŝůůĂŐĞŽĨdĞƋƵĞƐƚĂ &ŝƐĐĂůzĞĂƌϮϬϭϬͲϮϬϭϭ   dĂďůĞŽĨŽŶƚĞŶƚƐ Page | I Page | I ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ƒ„Ž‡‘ˆ‘–‡–• Page | II ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ƒ„Ž‡‘ˆ‘–‡–• Page | III ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget This Page Intentionally Left Blank Page | IV ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget     The Fiscal Year 2010-2011 Annual Operating Budget for the Village of Tequesta, Florida is intended to serve four purposes: Policy Document comprehensive set of financial management policies, financial trends and fiscal forecasts. The budget process allows the policy makers an opportunity to review policies and goals that address long-term concerns and evaluate Village services. Operations Guide As an operations guide, the budget indicates how services will be delivered to the community. The individual Departmental Budget sections provide measureable goals and objectives for each organizational unit in the Village. The budget also includes an organizational chart for the Village as well as each department and a three year analysis of the staffing level. Financial Plan As a financial plan, the budget details how much Village services will cost and how they will be funded. The budget document is broken down by department, giving a line item budget services. Communications Device The budget seeks to communicate summary information through the use of text, tables and graphs to a diverse audience. The budget document incorporates an index, Budget Message, department budgets and glossary of terms. Page | 1 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget This Page Intentionally Left Blank Page | 2 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget Page | 3 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget This Page Intentionally Left Blank Page | 4 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒ ‹•…ƒŽ‡ƒ”2010-2011 ‡…–‹‘1  —†‰‡–‡••ƒ‰‡ Page | 5 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget This Page Intentionally Left Blank Page | 6 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget To Mayor and Council, responsibilities of the Village. The budget is a policy document which incorporates and reflects the values, goals and priorities identified by the Village Council and proposed business plan for the fiscal year 2011, outlining the priorities and financial resources to carry service delivery and quality of life for the residents of the Village of Tequesta. It was developed through open communication between the Village Council, residents, the Village Manager and staff at public workshops over the past few months. The purpose of this budget message is to highlight and summarize the key information contained within the FY2011 Budget Document, to recommend supportable expenditures and revenues and to apprise the Village Council and residents of the opportunities and challenges the Village faces. The FY2011 Budget was prepared with the direction from Council that the millage rate would not be increased. Based upon that direction, the General Fund (GF) Budget was prepared using a millage rate of 5.7671 which, due to decreasing property values, resulted in a reduction in expected proceeds from property taxes of $280,000. In FY2008 the Village reduced the millage rate from 6.4980 mills to 5.7671 mills and has held that rate steady since that time. The millage rate for the FY2011 Budget is less than the millage rate in 1993 (5.900 mills) 18 years ago. Page | 7 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget Format The information in this document is intended to provide an overview of the budget and should be l year 2011 and beyond. The proposed FY2011 Budget Document includes information required by the Government Distinguished Budget Award Program. Goals and Objectives chart on page 90. Departments concentrate their activities on various functions; general government, public safety, transportation, leisure services and physical environment. As part of the budget process, each department was required to submit goals and objectives for fiscal year 2011. In addition, the integral part of their presentations and intended to aid the readers to develop an understanding of department missions and responsibilities. Due to the continued state of the economy, throughout the budget the main focus this budget year is on financial goals and objectives. In addition, the Village continues to develop and implement non-financial policies/goals. Some of these policies/goals are; Review new website host providers, costs and services and consider potential web provider change over to provide for a more user friendly interface and content accessibility. Have all approved resolutions and ordinances (1957 to present) imaged by the end of December 2011. Focus on wellness and safety to keep health insurance premium and workers compensation claims at a minimum. Complete the migration of employee files from paper to e-files. Page | 8 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget Work towards significantly decreasing paper usage to save money and become more eco- friendly by electronically processing purchase orders, implementing an ACHA payment option in the accounts payable module and by offering an electronic receipt option for paychecks. Provide customers with the highest quality water and stormwater services possible while maintaining a competitive rate structure. Organize planning and zoning, variance documents and property files and rebuild administrative files. Introduce a new medical procedure to advance cardiac care. Continue to enhance the aesthetics of the Village within existing funding levels and perform visual inspections of Village owned roadways and pathways and schedule repairs as needed. Explore additional sponsorship and vendor opportunities at special events. Please see the departmental sections of this budget for a more detailed list and description of these goals and objectives. Personnel Costs Personnel costs/expenditure projections include any negotiated merit/COLA increases and all related costs/expenditures (e.g. taxes, pension contributions, etc.). For fiscal year 2011, the Village negotiated 0% merit/COLA increases across the board. Whenever possible, full time positions were replaced with part time employees and existing staff continued to take on additional duties without salary increases. Between fiscal years 2009 and 2011, two full time positions have been replaced with two part time positions and three fulltime positions were eliminated completely. In addition, the Village was able to renew contracts for medical and dental insurance with only a 1.8% increase over the prior year. General Fund Total revenue, transfers-in and Fund Balance/reserves for the General Fund (GF) is projected to be $8,754.005. Total revenue from sources (not including transfers-in or reserves) is $8,369,830 a reduction of $309,295 (3.6%) from the prior year. The largest component of general fund revenue (50%) is ad- valorem taxes, projected at $4,355,960. The continued decline in property values directly impacted ad valorem proceeds and resulted in a projected reduction in this revenue source of approximately Page | 9 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget $280,040. In addition, the Village is projecting a reduction in revenues from electric franchise fees of approximately $105,000 due to a significant reduction in the fuel charge portion of customer bills .Per Florida Power and Light (FPL) the reduction is due to lower fuel costs and improvements in fuel is not impacted by fuel prices. The Village has aggressively sought out alternative revenue sources to replace lost/reduced revenues. Two areas under consideration; 1) hiring a consultant to analyze the cost and benefit of annexation and 2) expanding the contracting of Village services to other governmental agencies (currently both Palm Beach County Fire Rescue and Jupiter Inlet Colony contract with the Village to provide fire and emergency medical services to County residents in areas surrounding the Village). Theoretically, services provided for in the General Fund benefit the community as a whole and as such are supported through general taxation in the form of property taxes. Total GF expenditures are $8,754,005 resulting in a shortfall of $384,175 that will be filled by using current excess reserves (fund balance) of $134,175 and transferring in $250,000 from the Capital Improvement Fund. Total expenditures in the General Fund FY2011 Budget were $1,264,205 (13%) less than the prior year. The majority of this difference was related to the Tequesta Drive Bridge project costs (scheduled for completion in early 2011). Recent articles are showing indications that nationally property values are stabilizing. Unfortunately, South Florida and eight other large U.S. markets are still struggling with a stalled -Shiller price index). The index, showed a decline of 3.5% in prices for Palm Beach, Broward and Miami-Dade counties. Additionally, median home sales in Palm Beach County in 2010 dipped 4 percent from the previous year. Page | 10 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget The Village expects GF reserves to be approximately $4.5 million at the beginning of the FY 2011 Budget year. This represents 51% of current year expenditures and is available to aid the Village in covering temporary shortfalls in revenues. The Village continues to be cautious and conservative in spending economy take longer to stabilize then currently projected. Capital Projects Funds The largest capital project the Village is currently working on is the replacement of Tequesta Bridge. The bridge has been found to be structurally unsound and in need of immediate replacement. The bridge separates the Village into two sections and the closure of the bridge to traffic results in increasing the commute between the two sections from approximately 2 miles to 6.5 miles. Besides the inconvenience to Village residents, the loss of the bridge increases the cost of supplying essential services to residents. To keep the same level of public safety response time while the bridge is closed, the Village incurs additional costs for overtime as well as costs associated with temporary public safety facilities on the West side of the bridge. Through diligence and hard work by the Village Council, Village Manager, staff and residents, the Village secured $3,000,000 in Federal Economic Stimulus Funds to build a replacement bridge that connects the two sections of the Village. The Village worked with the Florida Department of Transportation (FDOT) on the design of the new bridge. The FDOT took over the project and requested an additional $1,198,323 in cash be deposited with the FDOT to cover any additional costs associated with the bridge. A transfer of this amount was made to the Capital Projects Fund in a prior period and approximately $450,000 was returned to the Village in FY2010 with the remainder to be returned to the Village after completion of the project. The Village budgeted for $250,000 of the deposit returned in 2010 by the FDOT to be transferred back (transfer-out) to the General Fund in the FY2011 Budget. Because we were unable to Page | 11 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget determine either the actual cost to complete the project or what additional charges, if any, would be paid out of the remaining $750,000 deposit with the FDOT, we did not budget any additional funding for Tequesta Bridge in the FY2011 Budget. Should additional funding be required, a resolution will be brought before the Village Council and if approved the FY 2011 Budget will be amended. Water Utility The Village Council previously adopted a code provision which provides for an automatic annual rate adjustment to be calculated in accordance with a formula set forth at Section 74- or ordinance. The Village updated its schedule of fees and charges relating to the provision of water services rendered by the Village in accordance with this automatic annual rate adjustment. The adjustment for FY 2011 is 1.96%. There is no expected growth in the customer base for the FY2011 budget. The Water Utility FY2011 Budget is nearly 55% higher than FY2010 due to the cost of expanding the plant. The Village budgeted $2.4 million to expand the water treatment plant and will fund the expansion from existing reserves. Overall, operating expenses have decreased approximately 3% and the Village is not expecting any large changes in the cost to run the utility for FY2011. There are no pay increases or new positions budgeted in the FY2011 Budget and personnel costs show no significant changes. Refuse and Recycling Waste Management, who supplies the services. The Village had a contract for a 5-year term expiring September 30, 2012 but was able to negotiate a new contract, with the same terms, for an additional five (5) years. The annual rate adjustment, per the contract, is based upon the cumulative effect for CPI Page | 12 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget and the previous annual average for fuel. The Village has an agreement with the Palm Beach County Tax Collectors office for them to add these fees to the annual ad valorem tax bills (as non-ad valorem assessments) and to collect and remit the fees to the Village. Stormwater system. There is no increase in the non-ad valorem assessment/fees budgeted in FY 2011. The Village has an agreement with the Palm Beach County Tax Collectors office for them to add these fees to the annual ad valorem tax bills (as non-ad valorem assessments) and to collect and remit the fees to the Village. The budgeted total expense for FY 2011 is $422,850. The major portion of this cost is for $305,000 in capital drainage improvements which represents 72% of the total Stormwater Utility FY2011 Budget. Economy According to the National Bureau of Economic Research, the economic recession officially began December 2007 and ended June 2009. The Village and many other governments felt the effect of the longest recession since WWII, a year later. By the end of 2010 the Business Cycle Dating Committee of the National Bureau of Economic Research declared the end-date of the recession and confirmed that it was the deepest on record since the Great Depression in terms of job losses. It is important to note that conclude that economic conditions since that month have been favorable or that the economy has returned to operating at a normal capacity. Rather, the committee determined only that the recession ended and the effect of the recession through lowered property values which resulted in lower revenues from ad valorem taxes. In addition, Page | 13 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget the Village noticed through its trend analysis and other economic indicators that revenue from sales taxes were falling flat and, as shown in the FY2011 Budget, we are projecting no growth. The biggest indicators of an upswing in this economy are lower unemployment and job growth and there have not been significant changes in either. The Village had been prudent in the prior years, when property values were escalating, by using these revenues to pay off existing debt, to refinance debt with more favorable terms and to build capital projects. In better economic times these would have been good choices for our Village, in these uncertain economic times, they have given the Village an opportunity to adjust to these changes without having to take extreme measures. National Trends Real Gross domestic Product (GDP) which is the output of goods and services produced by labor and property located in the United States, increased at an annual rate of +3.2% in the fourth quarter of 2010, according to estimates released by the Bureau of Economic Analysis (BEA). CPI Consumer Price Index all items was 0.1 for September 2010 Producer Price Index was 0.3 for September 2010 The national unemployment rate in September 2010 was 9.6%; over the prior twelve months. Foreclosures deepened, in 72% of metro areas, in 2010. According to Alison Rice, Builder 2010, on an annual basis, total housing starts were up 4.1% while permits were down 10.9% compared to September 2009 (single-family starts were down 10.8% and single-family permits were down 14.4%). Private employers hired only 1.2 million new workers last year while, according to Census estimates Page | 14 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget A study by the Center on Budget and Policy Priorities reported that 42 states are currently experiencing a $60 billion budget shortfall this fiscal year, which is 9% of their combined budgets. In 2010, this shortfall is expected to increase to $145 billion. Conservative lending practices have resulted in a tightening of credit for home mortgages, car loans, consumer financing and business and commercial loans. State Trends Per the Bureau of Labor Statistics, Florida Unemployment was 11.9% in October 2010 More than 1.1 million are out of work with construction being the hardest-hit sector according to the Florida Economic Estimating Conference. The healthcare industry continues to a growth in Florida until the last quarter of 2011 or even early 2012. Per the Department of Revenue, total September 2010 general revenues million under the estimates adopted by the General Revenue Estimating Conference on monthly variance of individual revenue sources that could affect the Village of Tequesta were: Sales and Use Tax +3.9% Insurance Premium -11.1% Corporate Income Tax $90.3 million under estimate Perhaps enlightening, is this statement from the Executive Summary from the Revenue Estimating conference for the General Revenue Fund, Decemb Fiscal Year 2010-11 is slightly less than $860 million or about 4.0% above final collections for Fiscal Year 2009-10. The Fiscal Year 2011-12 forecast remains positive with projected growth of 7.5% over the revised Fiscal Year 2010-11 estimate. Overall, the adjustments to the forecast are indicative of an economy that is still in the early stages of an abnormally slow recovery. Page | 15 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget Village of Tequesta Trends The Village of Tequesta, Florida is a municipal corporation organized in 1957 pursuant to Special Act 57- safety, transportation, leisure services, water, refuse and recycling and stormwater. The Village is approximately 2 square miles and almost completely built- potential is restricted by the natural boundaries of the Atlantic Ocean to the east, the Loxahatchee River to the west, the Town of Jupiter to the south and Martin County to the north. The Village experienced an increase in revenue from permit fees in 2010 due to adjusting permit fees to come closer in line with fees charged by other communities. Indications are that the Village has experienced less of an exposure to the housing foreclosures than those experienced nation-wide. Village of Tequesta utility bills, one indicator, showed that less than one-half of a percent (½ %) of our utility billing accounts have been transferred from individuals to banks or other lending institutions. The Village is cognizant that the current economic conditions may be slow to improve. As with other municipalities across the nation, the Village is challenged with balancing the high expectations and demand for top quality municipal services with the ability to raise revenue to pay for them. The budget being presented did not reduce services or raise the millage. Our Future The Village of Tequesta is not immune to the negative economic environment that is covering the country and affecting so many municipalities. However, the Village has been preparing for the downturn in the economy over the past few years as it was apparent that the continued increase in used additional income to pay down debt, to purchase, construct and repair capital assets with existing cash and to build reserves. Now, facing lean years, we are in a sound financial position that allows us time to plan and adjust to the changing economic environment, rather than react to it. However, it is important to note that it has not been an easy task for the Village to maintain a consistent and high level of quality services to the residents in these times when revenues have decreased and show flat or low growth even though the Village Council, administration and Page | 16 Village of Tequesta. Florida FY 2010-2011 Budget working staff may have made it appear easy. It was hard work, long hours, pay and benefit concessions and the making of fiscally sound, responsible and sometimes painful decisions by the administration, working staff and Village Council that prevented the Village from having to increase rates. The Village is very fortunate to have a citizenry that is active on many boards and committees, a working staff that has shown its willingness to take on additional responsibilities and an expanded workload and very importantly, a Village Council that is very responsive to the needs of the residents and staff. Again, we realize that we are not immune to the economic challenges ahead of us, however, we believe that with the Village Council, citizens and staff working together, we can face those challenges confidently and experience a bright future for the Village of Tequesta. Michael R. Couzzo Jr. Village Manager Michelle Gload Senior Accountant JoAnn Forsythe , CPA Finance Director Page 1 17 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget This Page Intentionally Left Blank Page | 18 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒ ‹•…ƒŽ‡ƒ”͸ͶͷͶ-2011 ‡…–‹‘͸  ˆ‘”ƒ–‹‘‡…–‹‘ This section of the budget document contains the following informational segments: Maps of Tequesta Fund Structure Budget Basis & Process Budget Calendar Frequently Asked Questions & Answers Financial Policies Top Five Revenue Sources & Descriptions Community Profile, History & Statistics Page | 19 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget This Page Intentionally Left Blank Page | 20 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget Budget ʹͲ102011 - Budget Village of Tequesta Fiscal Year 2010-2011 Information Section Maps Page | 21 Page | 21 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    Maps Incorporated in the State of Florida in 1957 and located in the northeast corner of Palm Beach County, the Village of Tequesta has been a picturesque, family-orientated, community for more than fifty years. The Village is a beautiful community with approximately 5,900 residents. It is nearly two square miles, has four wonderful parks and boasts wonderful residents who make it a pleasure to live and work here.  Page | 22 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget      ƒ’•‘–‹—‡†ƒ’•‘–‹—‡† Š‡Village‡‰ƒŽBoundaries *Picture provided by the Business Development Board of Palm Beach County. Along–Š‡‘šƒŠƒ–…Š‡‡‹˜‡” Page | 23 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget This Page Intentionally Left Blank Page | 24 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget Budget ʹͲ102011 - Budget Village of Tequesta Fiscal Year 2010-2011 Information Section Fund Structure Page | 25 Page | 25 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    —†–”—…–—”‡ The basic building block of (GAAP) provide the following definition of a fund: A fund is defined as a fiscal and accounting entity with a self-balancing set of accounts recording cash and other financial resources, together with all related liabilities and residual equities or balances, and changes therein, which are segregated for the purpose of carrying on specific activities or attaining certain objectives in accordance with special regulations, restrictions, or limitations. The Village accounts are organized on the basis of fund groups, each of which is considered a separate accounting entity. Operations of each fund are accounted for with a separate set of self-balancing accounts that comprise its assets, liabilities, fund equity, revenues and expenditures or expenses as appropriate. Village resources are allocated to and accounted for in individual funds based upon the purposes for which they are to be spent and the means by which spending activities are controlled. Governmental Accounting Standards state that an entity should establish only the minimum number of funds consistent with legal and operating requirements. This is because the use of unnecessary funds for financial reporting purposes can result in inflexibility, undue complexity and inefficient financial administration. The various funds of the Village are grouped into ten funds within three fund types. Any budgeted fund that represents more than 10% of the total appropriated revenues or expenditures is budgets are appropriated and legally adopted by Resolution of the Village Council. The breakdown of Governmental Fund Types The Village reports the following major governmental fund: General Fund accounts for all financial resources of the general government, except those required to be accounted for in another fund. The Village also reports the following non-major governmental funds: Capital Improvement Fund This fund is used to account for the maintenance and upkeep of the projects. Capital Projects Fund This fund accounts for the acquisition or construction of various major capital projects. Special Law Enforcement Fund This fund accounts for forfeitures received by the Police Department. The forfeitures must be expended for certain law enforcement purposes as prescribed by Florida Statue Chapter 932.704. Page | 26 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    —†–”—…–—”‡‘–‹—‡† Proprietary Fund Types The Village reports the following major proprietary fund: Water Utility Fund This fund is used to account for the activities of the water operations The Village also reports the following non-major proprietary funds: Refuse and Recycling Fund This fund is used to account for the fees charged for solid waste and recyclable material collection. Stormwater Utility Fund storm water system. Fiduciary Fund Types The Village reports the following fiduciary funds: This fund accounts for the accumulation of resources and for contributions and benefits of the firefighter employees of the Village. General This fund accounts for the accumulation of resources and for contributions and benefits of the general employees of the Village. This fund accounts for the accumulation of resources andfor contributions and benefits of the police employees of the Village. Page | 27 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget This Page Intentionally Left Blank Page | 28 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget Budget ʹͲ102011 - Budget Village of Tequesta Fiscal Year 2010-2011 Information Section Budget Basis & Process Page | 29 Page | 29 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    —†‰‡–ƒ•‹•Ƭ”‘…‡•• Budget Basis Budgets are vital tools for establishing public policy and maintaining control over the management of public resources. The Village what types of financial resources shall be raised, and how those financial resources shall be spent. This approval demonstrates the principle that taxes can only be raised or expended with the approval of the The Village of Tequesta reports four governmental funds, the General Fund, Capital Improvement Fund, Capital Projects fund and the Special Law Enforcement Fund, three enterprise funds, the Water Utility Fund, Refuse and Recycling Fund and Stormwater Fund, and three Fund Fund. The budgets for these funds, excluding the three fiduciary funds, are legally enacted through passage of a Resolution. These budgets are prepared in accordance with Generally Accepted Accounting Principles (GAAP). audited financial statements on a fund basis. The governmental funds (General Fund, Capital Projects Funds, Enterprise Funds and Special Law Enforcement Fund) use the modified accrual basis of accounting. Under the modified accrual basis, revenues are recorded when they become earned (or levied for the period), measurable and available and expenditures are recorded when the related fund liability is incurred. The proprietary funds (Water, Refuse & Recycling and Stormwater) use the accrual basis of accounting which records revenues when they are earned and expenses in the period in which costs are deemed to have expired or been consumed. ded as The Village does not control the resources that are managed in a trustee or fiduciary capacity. Annual Budget Process Statute Chapter 200.065 known as TRIM (Truth in Millage). While the Village Charter requires that the Village Council adopt budgets, the TRIM Act requires the disclosure of information from the taxing authorities to the taxpayers. The TRIM Act will only allow a taxing authority to receive the same dollar amount of property tax in each subsequent year without advertising a tax increase. If property values increase, exclusive of new construction, the taxing authority is required to reduce, or roll-back, the millage rate in order to receive the same tax dollars as the previous year. Any millage in excess of the rolled-back millage is considered a tax increase and must be publicly advertised. Any tax increase must be publicly announced at two public hearings prior to the budget adoption. Page | 30 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    —†‰‡–ƒ•‹•Ƭ”‘…‡•• The budget process for the Village of Tequesta is a year round activity. Village Council and staff are consistently evaluating community needs, revenue projections, staffing requirements, base expenditure levels, etc. on a daily basis throughout the year. st The budget for the fiscal year is implemented October 1 and runs through fiscal year ending September th 30. Generally, the finance department submits the budget calendar to the Village Manager in February for his review and approval. Once the budget calendar is approved it is distributed from the finance department, along with various forms, instructions, and reports, to the departments. The departments calculate their estimates and appropriation requests and submit them to the finance department. The departments (as necessary) to discuss any discrepancies. The finance department compiles its projections along with the department estimates and requests in a proposed budget worksheet. The proposed budget worksheet is then submitted to the Village Manager. The Village Manager meets with the departments (as necessary) to review their plans and needs for the upcoming year, makes his adjustments and then presents his proposed budget to the Village Council. The Village Council sets workshop dates to evaluate the proposed budget. Citizens are invited to attend and participate in these workshops. The Palm Beach County Property Appraiser establishes the taxable value of all property in the Village. The Village has no control over the taxable value of property it only has control over the tax rate that is levied (millage rate). The Property Appraiser annually sends the Village preliminary property values on stst June 1 and the complete assessment of property value on July 1. The Village is required to hold two public meetings for adoption of property tax rate and budget. These are not the workshops previously mentioned. The first public hearing is advertised by the Property Appraiser mailing a notice of proposed taxes to each property owner. In addition to notification of the first public hearing, this notice contains the prior year millage rate, the current year proposed millage rate and the current year rolled back rate. The second public hearing is advertised by means of a ¼ page newspaper advertisement with format and content in compliance with Florida Statutes (TRIM). Accompanying this advertisement is a summary of the revenues and expenditures contained within the budget tentatively approved at the first meeting. The proposed millage rate and budget are voted on at the second public hearing by the Village Council and adopted by Village Resolution. The budget establishes limitations on expenditures by total. Appropriations for expenditures within a fund may be increased or decreased by motion recorded in the minutes provided that the total of the appropriations of the fund is not changed. The Village Council may establish procedures by which the designated budget officer may authorize certain budget amendments within a department provided that the total of the appropriations of the department is not changed. At this time the Finance Director has been designated as the budget officer. Page | 31 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget This Page Intentionally Left Blank Page | 32 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget Budget ʹͲ102011 - Budget Village of Tequesta Fiscal Year 2010-2011 Information Section Budget Calendar Page | 33 Page | 33 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ʹͲͳͲȀʹͲͳͳ  January 1, 2010 Property values and exemptions are January 2010 established by the Palm Beach County Property S M T W T F S Appraiser. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 th February 15, 2010 By February 15 Finance February 2010 Department submits the Budget Calendar to the Village S M T W T F S Manager for approval. 1 2 3 4 5 6 February 22, 2010 Finance Department distributes 8 9 10 11 12 13 Budget Preparation Manuals to the Departments. 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 March 1, 2010 Deadline to apply for Homestead March 2010 exemptions, Portability and Agriculture classifications. S M T W T F S March 1, 2010 Departments submit budget estimates 1 2 3 4 5 6 for Fiscal Year 2009/10 to the Finance Department. 7 8 9 10 11 12 13 March 8, 2010 Departments submit proposed 14 15 16 17 18 19 20 personnel budgets for Fiscal Year 2010/11 to the 21 22 23 24 25 26 27 Finance Department. 28 29 30 31 March 22, 2010 Departments submit proposed operating budgets for Fiscal Year 2010/11 to the Finance Department. March 29, 2010 Departments submit FINAL Fiscal Year 2009/10 estimates and FINAL Fiscal Year 2010/11 requests to the Finance Department. Page | 34 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ʹͲͳͲȀʹͲͳͳ  April 1, 2010 Deadline to file completed Tangible April 2010 Personal Property Tax Returns. S M T W T F S April 5-9, 2010 Finance Department meets 1 2 3 individually with Departments, as needed, to discuss 4 5 6 7 8 9 10 any discrepancies and finalize the Fiscal Year 2010/11 11 12 13 14 15 16 17 Budget Worksheet to be submitted to the Village 18 19 20 21 22 23 24 Manager. 25 26 27 28 29 30 April 12, 2010 Finance Department submits the Fiscal Year 2010/11 Budget Worksheet to the Village Manager for review. April 19, 2010 proposed budget to the Finance Department to be entered into the budget worksheet. April 26-30, 2010 Village Manager meets individually with Departments, as needed, and makes final adjustments. May 3, 2010 Finance Department distributes the May 2010 S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 June 1, 2010 PBC Property Appraiser sends June 2010 preliminary property values. S M T W T F S June 16, 2010 1 2 3 4 5 budget workshop. 6 7 8 9 10 11 12 June 30, 2010 Fiscal Year 13 14 15 16 17 18 19 2010/11 proposed budget is presented to Council. 20 21 22 23 24 25 26 27 28 29 30 Page | 35 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ʹͲͳͲȀʹͲͳͳ  July 1, 2010 PBC Property Appraiser delivers July 2010 complete assessment of property value, Real Property S M T W T F S or Property Tax Assessment Roll and preliminary 1 2 3 Certification of Taxable Value (DR-420). 4 5 6 7 8 9 10 July 1, 2010 Denial notices for exemptions and 11 12 13 14 15 16 17 Agriculture classifications are mailed by PBC Property 18 19 20 21 22 23 24 Appraiser. 25 26 27 28 29 30 31 July 1, 2010 Preliminary Tax Roll submitted to the Florida Department of Revenue by the PBC Property Appraiser. July 8, 2010 Village Council votes on proposed millage rate and sets schedule for Budget Workshop(s) and Public Hearings. July 12, 2010 second budget workshop. By July 15, 2010 PBC Board of County Commissioners submits tentative budget to the Board. (Within 15 days of certification) July 28, 2010 (tentative) public budget hearing. July 31, 2010 Deadline to file appeals of denied exemptions and Agricultural classifications to the Value Adjustment Board. July/August TBA, 2010 Budget Workshop(s) and public hearings as set by Village Council in July 2010. July/August TBA, 2010 Budget Workshop(s) and August 2010 public hearings as set by Village Council in July 2010. S M T W T F S By August 4, 2010 Prior and current millage rates, 1 2 3 4 5 6 7 current year rolled back rate and the date, time and 8 9 10 11 12 13 14 meeting place of the tentative budget hearing (final 15 16 17 18 19 20 21 hearing for school districts) is due to PBC Property 22 23 24 25 26 27 28 Appraiser. (Within 35 days of certification) 29 30 31 August 23, 2010 PBC Property Appraiser mails out Notification of Proposed Property Taxes (TRIM Notice). (No later than 55 days after certification) Page | 36 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ʹͲͳͲȀʹͲͳͳ  September 7, 2010 September 2010 public hearing. S M T W T F S September 9, 2010 first 1 2 3 4 (tentative) public budget hearing 5 6 7 8 9 10 11 September 14, 2010 PBC Board of County 12 13 14 15 16 17 18 Commissioners first (tentative) public budget hearing. 19 20 21 22 23 24 25 September 16, 2010 second 26 27 28 29 30 (final) public hearing. September 16, 2010 Deadline to appeal to the Value Adjustment Board for late applications for exemptions and Agricultural classifications and deadline to appeal market values to the Value Adjustment Board. September 18-October 3, 2010 Taxing authorities must advertise intent to adopt a final millage rate and budget. This is done with a newspaper advertisement. (Within 15 days following the tentative budget hearing) September 28, 2010 PBC Board of County Commissioners second (final) public budget hearing. September 30, 2010 The end of Fiscal Year 2009/10. October 1, 2010 The beginning of Fiscal Year October 2010 2010/11. S M T W T F S October-November TBA, 2010 Certify to the Property 1 2 Tax Administration Program, FL Department of 3 4 5 6 7 8 9 Revenue, compliance with the provisions of Chapter 10 11 12 13 14 15 16 200, F.S. (Within 30 days of final hearing) 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 October-November TBA, 2010 Certify to the Property November 2010 Tax Administration Program, FL Department of S M T W T F S Revenue, compliance with the provisions of Chapter 1 2 3 4 5 6 200, F.S. (Within 30 days of final hearing) 7 8 9 10 11 12 13 November 1, 2010 14 15 16 17 18 19 20 annual tax bills. 21 22 23 24 25 26 27 28 29 30 Page | 37 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget This Page Intentionally Left Blank Page | 38 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget Budget ʹͲ102011 - Budget Village of Tequesta Fiscal Year 2010-2011 Information Section Frequently Asked Questions & Answers Page | 39 Page | 39 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget This Page Intentionally Left Blank Page | 40 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ”‡“—‡–Ž›•‡†—‡•–‹‘•ƒ†•™‡”• Q. What is the purpose of the Village Budget? A. The budget is an annual financial plan for the Village of Tequesta. It specifies the level of municipal services to be provided in the coming year and the resources, including personnel costs and position, capital expenditures and operating expenses needed to provide those services. It reflects the policies and priorities set by Village Council. Q. How and when is the budget prepared? A. The budget process is a year round activity. The Village Council and staff are consistently evaluating community needs, revenue projections, staffing requirements, base expenditure levels, etc. on a daily basis throughout the year; however, the budget process becomes more intensive generally in the months of February through September. During these months Village departments meet with and submit their budget requests for the upcoming year to the finance department which compiles projections and the department requests in a proposed budget worksheet. The proposed budget worksheet is then submitted to the Village Manager who meets with the Village departments to review their plans and needs for the upcoming year. When the Village Manager approves the proposed budget worksheet he submits it to the Village Council. The Village Council reviews the budget, holds workshops for discussion on the budget and holds two public hearings to obtain citizen input and make changes prior to the adoption of the budget. Finally, the Village Council adopts the approved budget along with a resolution establishing the property tax rate (millage) required to fund the budget. Q. Who established the rules by which the Village of Tequesta adopts its annual budget and property tax rate? A. The property tax rate and budget adoption process are governed by both the Village Charter and State Statutes. Q. Who is the Chief Executive Officer of the Village of Tequesta? A. The Village Manager is both the Chief Executive and Chief Administrative Officer of the Village of Tequesta. This individual is hired by and reports directly to the Village Council. All other employees are hired by and report directly to the Village Manager. Q. What is the property tax rate and who establishes the taxable value of all property? A. When the Village adopts its annual budget, it determines the tax rate that must be applied on property in order to generate the necessary revenue in addition to all other sources that are available. establishes the taxable value of all property in the Village. The Village has no control over the taxable value of property it only has control over the tax rate that is levied. Page | 41 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ”‡“—‡–Ž›•‡†—‡•–‹‘•ƒ†•™‡”•‘–‹—‡† Q. How is property appraised? A. Each property in Palm Beach County is inspected by a deputy appraiser at least once every five years. neighborhood. By Florida law, only sales transactions that occurred during previous years can be used to establish values as of January 1 of the current year. There are three approaches used to appraise property: The cost approach estimates the cost to reproduce the building in its current condition. The sales comparison approach compares sales of similar properties and adjusts for any differences. The income approach Each of these three approaches is considered when property is valued. Q. What is a Homestead Exemption? A. Every person who owns and resides on real property in Florida on January 1 and makes the property their permanent residence is eligible to receive a homestead exemption of $25,000. This exemption applies to all property taxes. There is also an additional $25,000 homestead exemption available to properties with an assessed value greater than $50,000; however, this additional exemption applies only to non-school taxes. Q. What is the 3% Cap? cap, also known as Save Our Homes, limits the annual increase in the assessed value of a qualified homesteaded property to the lesser of 3% or the percentage change in the percent. *Note: If the assessed value of a homesteaded property in any given year is less than its market value, Florida law requires the Property Appraiser to increase the assessed value by the percentage change in Q. What is Portability? Save Our Homes 3% cap on up to $500,000 of your actual assessment cap savings to your new property. Keep in mind Portability applies only to homesteaded property. Page | 42 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ”‡“—‡–Ž›•‡†—‡•–‹‘•ƒ†•™‡”•‘–‹—‡† Q. The total property tax rate for Fiscal Year 2010/2011 on property in the Village of Tequesta is 22.2153 mills. How much of that will be paid to the Village? A. Only 5.7671 of the 22.2153 mills levied in Fiscal Year 2010/2011 will be paid to the Village. This represents only 25.96% of the total property tax bill. Other taxing authorities in Palm Beach County include Palm Beach County, State and Local School Boards, South Florida Water Management District, Council, Palm Beach County Debt, Everglades Construction, Palm Beach County Library, Palm Beach County Library Debt and the County Health Care District. Q. What is the difference between ad valorem tax and property tax? A. There is no difference. They are different names for the same thing. Q. What is an operating budget? A. An operating budget is an annual financial plan for recurring expenses, such as salaries, utilities, supplies, insurance and equipment repairs. Q. What is a capital improvement/projects budget? A. A capital improvement budget is a financial plan for the construction of physical assets, such as buildings, streets, sewers, vehicles and equipment. Q. What is a fund? A. A fund is a separate accounting entity within the Village that receives revenues from a specific source and expends them on a specific activity or activities. *Note: Please see page 26 for a more detailed definition of a fund. Q. What is fund balance? A. Fund balance is the fund equity as a result of the difference of revenues to expenditures. Fund balance increases when revenues exceed expenditures, while fund balance decreases when expenditures exceed revenues. Q. What is a fiscal year? A. A fiscal year is a twelve (12) month operating cycle that comprises a budget and financial reporting many other local governments and special districts within the stth State of Florida, begins October 1 and ends on September 30. Page | 43 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ”‡“—‡–Ž›•‡†—‡•–‹‘•ƒ†•™‡”•‘–‹—‡† Q. How are my tax dollars being distributed? A. Q. What is a budget appropriation? A. A budget appropriation is a specific amount of money that has been approved by the Village Council for use in a particular manner. Q. Where does the Village obtain its revenues? A. The majority of revenues are ultimately derived from citizens in the form of local, state and federal taxes, fees, fines and licenses, and payments for municipal service such as recreation fees and utility services; however, there is a small portion derived from sources such as rental fees and leases. Q, What is the difference between the property taxes and the non- ad valorem assessments on my tax notice? A. Ad valorem taxes are based on the value of your property multiplied by the millage rates set by the various taxing authorizes. Non-ad valorem assessments are based on the cost of the service provided by the levying authority, not by the value of the property. Page | 44 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget Budget ʹͲ102011 - Budget Village of Tequesta Fiscal Year 2010-2011 Information Section Financial Policies Page | 45 Page | 45 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget This Page Intentionally Left Blank Page | 46 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‹ƒ…‹ƒŽ‘Ž‹…‹‡• The following policy statements are the basis of the daily operations of the Village of Tequesta. The financial policy statements establish the rules by which the budget is implemented and monitored. Balanced Budget The Village of Tequesta will maintain a balanced budget. A budget is balanced when the sum of estimated net revenues and appropriated fund balances is equal to appropriations. The Village will strive to balance current expenditures with current revenues however, it is Budget Public Hearings are held to obtain citizen input and to comply with Florida Statute Chapter 200.65 known as TRIM (truth in millage). st The budget is adopted by resolution prior to October 1 of each fiscal year. The budget establishes limitations on expenditures by total. Appropriations for expenditures within a fund may be increased or decreased by motion recorded in the minutes provided that the total of the appropriations of the fund is not changed. The Village Council may establish procedures by which the designated budget officer may authorize certain budget amendments within a department provided that the total of the appropriations of the department is not changed. Unexpended balances of appropriations lapse at year-end unless the funds are encumbered and approved by the Village Council to be rolled into the new fiscal year. Capital Management Policies A five year Capital Outlay Plan will be developed annually by the Departments and reviewed by the Village Manager. The COP will then be submitted to the Council during the budget process. The COP must list all proposed capital improvements and purchases with cost estimates at a cost over $1,000. The Village maintains two Capital Projects Funds. The Capital Projects Funds are used to account for financial resources to be used for the acquisition or construction of major facilities (other than those to be financed by the Enterprise Funds). Page | 47 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‹ƒ…‹ƒŽ‘Ž‹…‹‡•‘–‹—‡† Cash Management/Investment Policies All funds received during the day will be held in the safe located in the Finance Department and deposited the following morning. Investment of Village funds will emphasize preservation of principle. The Village Administration is authorized to invest in those instruments authorized by the Florida Statutes, which secures principle amount and guarantees yield. Debt Policies The Village will only issue debt for capital improvements, capital projects such as capital construction, infrastructure and major capital acquisitions. The term of any debt issuance shall not exceed the useful life of the capital item being financed. The Village will not issue debt to subsidize or fund current operations. General obligation debt will not be used to fund Enterprise Funds. The Village will pay off existing debt issues if the resulting savings are significant. is 10% of total assessed value Operating Budget Policies The Village will comply with all state and local legal requirements pertaining to the administration of an operating budget. The Village will utilize a structured budget preparation and formulation for all departments. The process will encourage citizen input and participation. Five year capital projections will be utilized in developing the operating budget. Essential services will receive first priority for funding. The Village will attempt to maintain current service levels for all essential services. The Village will consider the establishment of user fees, or increase of user fees, as an alternative to service reductions or eliminations. In all efforts to balance the budget, the Village will attempt to avoid layoff of permanent employees. The Village may freeze salary or replacement of vacancy. Long-term debt will not be used to fund current expenditures. The budget will provide for adequate maintenance and replacement of capital and equipment. The budget will appropriate sufficient funding to cover annual debt retirement costs. The Village will consider technological and capital investment programs which are cost effective and which will reduce operating costs. The Village will maintain a budgetary control system to ensure adherence to the budget. Page | 48 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget      ‹ƒ…‹ƒŽ‘Ž‹…‹‡•‘–‹—‡† ‹ƒ…‹ƒŽ‘Ž‹…‹‡•‘–‹—‡† Operating Budget Policies Continued The Village will employ a structured expenditure and revenue forecasting system to allow for effective financial planning. The Village will prepare regular reports comparing actual revenues and expenditures to budgeted accounts. The Village will comply with a budgetary encumbrance control system to ensure proper budgetary control The Village will hold a public auction of surplus and obsolete property as needed. An independent audit will be performed annually in accordance with generally accepted accounting principles (GAAP) in the format of a Comprehensive Annual Financial Report (CAFR), as defined by the Government Finance Officers Association (GFOA). The Village administration will promptly evaluate the audit management l recommendation, issue a written response, and determine the proper action to take in response to these recommendations. Purchasing Policies Purchases will be made in accordance with municipal policies and procedures per the Village of Purchases will be made in an impartial and competitive manner. The Village will procure all items at the lowest and best price consistent with the quality of materials, workmanship or level of service performance required. No purchase of items shall be authorized unless adequate funds have been appropriated. Ethical business standards shall govern all procurement transactions Purchase requisitions and purchase orders are required for acquisitions of goods and/or services with a total purchase price of $2,000.00 or more. Revenue Policies The Village will maintain a ten (10) year history of annual revenue. Any unusual circumstances or events that affect drastic changes of revenue will be noted. (The Village began the current format of reporting revenue when it implemented GASB 34 in fiscal year 2003.) The Village will annually calculate the full cost of activities supported by user fees to identify the impact of inflation and other cost increases. The Village will aggressively seek federal, state and local grant and capital improvement funds and evaluate future local fiscal impact. The Village will aggressively seek other revenue sources such as voluntary annexation of contiguous properties. The Village discourages the use of one time revenues for ongoing expenditures. The Village will strive for revenue diversity in an attempt to diminish large fluctuations in individual sources. Page | 49 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget This Page Intentionally Left Blank Page | 50 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget Budget ʹͲ102011 - Budget Village of Tequesta Fiscal Year 2010-2011 Information Section Top Five Revenue Sources & Descriptions Page | 51 Page | 51 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget This Page Intentionally Left Blank Page | 52 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡˜‡—‡‡•…”‹’–‹‘•˜‡”˜‹‡™ Overview Revenue projections are a major component of the budget preparation process. The Village uses several types of techniques and multiple information sources, depending upon each characteristics, to make those projections as real as possible. In practice, most revenue source projections combine several methodologies. The many factors that the Village takes into consideration when preparing revenue projections are as follows: Knowledge, experience and judgment of staff. Results of a trend analysis prepared by staff. Information received from other sources such as Florida Power & Light, the State of Florida, the Palm Beach County Tax Collector, etc. Federal Law Florida Statutes Village Ordinances and Resolutions Economic Indicators Changes in Legislation Change in the Costs of Living Increases Property Value Changes Revenue Trending The Village uses a matrix to analyze and trend data from the past 10 years to project revenues on a monthly and annual basis. Monthly budgeted and actual data is entered each month to develop an average annual, expected monthly revenue (both dollar and percentage), monthly variance (dollar and percentage) and annualized expected return by month. The matrix allows us not only to begin development of revenue projections but allows the Village to monitor revenue to identify significant variances prior to year end. The matrix has proven to be a significant and reliable tool in determining and monitoring revenue. Page | 53 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget This Page Intentionally Left Blank Page | 54 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡˜‡—‡‡•…”‹’–‹‘•‘’ ‹˜‡‡˜‡—‡‘—”…‡• 1. Charges for Services Fiscal Year 2010/2011 Proposed Budget: $5,510,470 Stormwater Service Other Refuse & Miscellaneous Recycling Services Service Contracted Charges for Fire/EMS Water Service Services Services & EMS Transport Fees ‡”…‡–ƒ‰‡‘ˆ—†‰‡–„›Type Other Misc. Services Stormwater Service 3% 6% Refuse & Recycling Service 7% Contracted Fire/EMS Service& EMS Transport Fees 12% Water Service 72% Page | 55 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡˜‡—‡‡•…”‹’–‹‘•‘’ ‹˜‡‡˜‡—‡‘—”…‡•‘–‹—‡† 1. Charges for Services Continued Charges or fees are imposed on the user for a specific service rendered based on the rationale that the benefiting party should bear the cost of the service rather than the general public. The Village charges various fees to offset the cost of the services such as: Water Service ity are charged a fee for water service. Fees are updated st annually on October 1 of each fiscal year using a calculation which is based on the August CPI water usage charges, a service charge which is based on meter size, a fire protection charge, and a utility surcharge. The service charge and fire protection charge are flat rates, the usage charges are based on a step schedule and the utility surcharge is based on both the usage charge and Village residency. Other miscellaneous fees charged include service calls, connection charges, meter testing and shut on/off requests due to either customer requests or non-payment. *Water Utility Surcharge: The Village of Tequesta charges a utility surcharge to consumers outside the corporate limits of the Village to offset water system improvements and maintenance costs. The surcharge is defined by Village ordinance and is currently 25%. Revenues generated from the sale of water are influenced by many factors such as weather, water system expansion and increased rates. restrictions, and the experience and judgment of staff. Page | 56 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡˜‡—‡‡•…”‹’–‹‘•‘’ ‹˜‡‡˜‡—‡‘—”…‡•‘–‹—‡† 1. Charges for Services Continued Contracted Fire/EMS Services and EMS Transportation Fees The Fire Department is currently providing contracted Fire and EMS services to both Jupiter Inlet Colony and Palm Beach County Fire Rescue. Also, user fees are levied on every user of the pre- hospital emergency care system to cover all costs associated with the care. These budgets are customers and the experience and judgment of staff. Refuse & Recycling Service Residents of the Village are charged a fee for refuse and recycling services. The annual amount appears on their tax bills as a Non-Ad Valorem assessment. The budget is based on the terms of a 5-year contract with Waste Management, the vendor who supplies the services. The current contract was effective October 1, 2007 and expired September 30, 2012; however, a Second Addendum entered into on October 14, 2010 extended the original terms an additional 5 years extending the contract through September 30, 2017. The FY2011 budget is calculated using an annual assessment for refuse and recycling services of $134.52. Stormwater Service Residents of the Village are charged a fee for storm water services. The annual amount appears on their tax bills as a Non-Ad Valorem assessment. Stormwater services are provided mainly by Village staff but contract labor is sometimes used expenditures, experience and judgment of staff, anticipated capital improvement needs and annual changes in the impervious surface of the Village Other Misc. Fees Include: *Certification/Copy Fees *Administration Fees *Election Qualifying Fees *Vehicle Re-Inspection Fees *Excess Alarm Response Fees *Site Plan Review Fees *Special Event Fees *Spring/Summer Camp Fees *Recreation Program Fees *Facility Rental Fees *Fire Plan Review Fees *Fire Inspections *PBC Contracted Marine Law Enforcement Services These budgets are based on the Vilcontracts between the Village and various vendors, and the experience and judgment of staff. Page | 57 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡˜‡—‡‡•…”‹’–‹‘•‘’ ‹˜‡‡˜‡—‡‘—”…‡•‘–‹—‡† 1. Charges for Services Continued  Šƒ”‰‡•ˆ‘”ServicesHistory 6,000,000 9.12% -1.57% 5,500,000 +1.55% 8.23% -4.19% 5,000,000 -4.55% 4,500,000 4,000,000 200520062007200820092010*2011** *Fiscal Year 2009/2010 Estimated Budget **Fiscal Year 2010/2011 Proposed Budget Page | 58 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡˜‡—‡‡•…”‹’–‹‘•‘’ ‹˜‡‡˜‡—‡‘—”…‡•‘–‹—‡† 2. Ad Valorem Taxes Fiscal Year 2010/2011 Proposed Budget: $4,355,960 Ad Valorem (at value) taxes represent a levy on assessed real property. The state constitution provides that counties, school districts and municipalities shall, and special districts may, be authorized by law to levy Ad Valorem taxes, except Ad Valorem taxes on intangible personal property taxes prohibited by the constitution. Intangible personal property is excluded because it is separately assessed and taxed by the state. The taxable value is the assessed value less exclusions, differentials, exemptions and credits, if applicable. Exclusions are specific property removed from Ad Valorem taxation such as motor R vehicles and mobile homes. Differentials are reductions, which result from a different valuation standard other than R fair market value such as agricultural land or value that result from a limitation on annual Exemptions are those deductions typically specified as dollar amounts, such as the R homestead exemption. Credits are deductions from the tax liability of a particular taxpayer and may take the R form of allowances, discounts and rebates. Currently, the only credits allowed in Florida are early payment and installment discounts of not more than 4%. The County Property Appraiser delivers the Certified Taxable Value (the total assessed value of st the non-exempt property) on or before July 1 of each year. Prior to that date, the Village is provided with an estimate of the value. st The total assessed value changes continuously after July 1 due to assessed valuation appeals and other adjustments such as discounts for prompt payment. Because of the potential for reductions in Ad Valorem collections, local governments, by law, are allowed to budget Ad Valorem revenues at 95% of the calculated amount. The Village Council determines the millage applied to the assessed taxable value. A mill is a taxation unit equal to one dollar of tax obligation for every $1,000 of assessed valuation of the property. The state constitution sets a cap of ten mills for all municipal purposes. The gross taxable value for operating purposes for the Village of Tequesta for Fiscal Year 2010/2011 is $782,619,943. This is a decrease of $49,184,250 or 5.913% under the prior year final gross taxable value of $831,804,193. However, not all of that property may be taxable due to exclusions, differentials, exemptions and credits as previously explained. Historically, the Village has collected 96.3% to 96.6% of taxes levied. The Village budgets Ad Valorem taxes at 96.4% based order to account for possible reductions to this revenue source. Page | 59 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡˜‡—‡‡•…”‹’–‹‘•‘’ ‹˜‡‡˜‡—‡‘—”…‡•‘–‹—‡† 2. Ad Valorem Taxes Continued budget is calculated as follows: ”‘’‡”–›ƒš‡•‡˜‹‡†˜•Ǥ”‘’‡”–›ƒš‡• ‘ŽŽ‡…–‡†™‹–Š‹–Š‡ ‹•…ƒŽ‡ƒ”‘ˆ–Š‡‡˜› 6,200,000 5,700,000 5,200,000 4,700,000 4,200,000 3,700,000 3,200,000 200520062007200820092010*2011** 96.5%96.3%96.5%96.6%96.6%96.5%TBA Taxes LeviedTaxes Collected within the Fiscal Year of the Levy *Fiscal Year 2009/2010 Estimate Budget **Fiscal Year 2010/2011 Proposed Budget Sources: Palm Beach County Property Appraiser, DR-422 and VOT General Ledger Page | 60 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡˜‡—‡‡•…”‹’–‹‘•‘’ ‹˜‡‡˜‡—‡‘—”…‡•‘–‹—‡† 2. Ad Valorem Taxes Continued *Stormwater non-ad valorem rates vary as they are based on the impermeable surface area of each property. Page | 61 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡˜‡—‡‡•…”‹’–‹‘•‘’ ‹˜‡‡˜‡—‡‘—”…‡•‘–‹—‡† 2. Ad Valorem Taxes Continued ‹•…ƒŽ‡ƒ”ʹͲ10/2011Proposed ƒŽ‡ƒ…Š‘—–›‹ŽŽƒ‰‡ƒ–‡• 2% 1% 1% 3% 3% The Village of Tequesta 26% School Board State 26% 5% 26% Palm Beach County 22% School Board Local 11% 11% County Health Care District 5% Children's Services Cncl. 3% PB County Library 3% S. FL. Water Mngmnt District 2% 22% 26% PB County Debt 1% Jupiter Inlet District 1% ‹ŽŽƒ‰‡ƒ–‡ …”‡ƒ•‡•„‡–™‡‡ ‹•…ƒŽ‡ƒ”•ʹͲ10ƒ†ʹͲͳ1 B›ƒš‹‰—–Š‘”‹–› 13.16% 14% 12% 10.48% 8.86% 8.92% 9.35% 10% 8% 5.47% 6% 3.12% 4% 2% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0% Page | 62 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡˜‡—‡‡•…”‹’–‹‘•‘’ ‹˜‡‡˜‡—‡‘—”…‡•‘–‹—‡† 3. Other Taxes Fiscal Year 2010/2011 Proposed Budget: $1,226,760 Insurance Business Taxes Premium Taxes Public Service Other Communication Taxes Taxes Services Tax (Utility Taxes) ‡”…‡–ƒ‰‡‘ˆ—†‰‡–„››’‡ Business Tax 7% Insurance Premium Taxes 16% Public ServicesTaxes (Utility Taxes) 46% Communication Services Tax 31% Page | 63 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget     ‡˜‡—‡‡•…”‹’–‹‘•‘’ ‹˜‡‡˜‡—‡‘—”…‡•‘–‹—‡† 3. Other Taxes Continued Communication Services Tax The Communications Services Tax Simplification Law was enacted to restructure taxes on telecommunications, cable, direct-to-home satellite and related services that existed prior to October 1, 2001. The law replaced and consolidated seven different state and local taxes or fees with a single tax comprised of two components: a state communications services tax and a local communications services tax. The tax is imposed on retail sales of communications services which originate and terminate in the state, or originate or terminate in the state and are billed to an address within the State. rate, like most other municipalities within the State of Florida, is 5.1%. In addition, local governments were given the option to increase their rates by 0.12% by agreeing to forego the collection of permit fees from communication providers who desire to occupy rights-of-way within their jurisdiction. The Village elected to forego the collection of these permit fees therefore increasing their rate to 5.22%. The Department of Revenue administers the statewide collection of both the state and local components of the communications service tax. The proceeds of the state component are distributed in various ways at the state level while t get distributed to the appropriate jurisdictions. The budget is based on estimates provided by the State and a trending analysis which is prepared by the Village. Business Tax (formerly Occupational License Tax) The Business Tax represents the fees charged and the method by which a government authority grants the privilege of engaging in or managing any business, profession and occupation within its jurisdiction. Palm Beach County levies this tax pursuant to Ordinance 2005-10, amended by 2006-042 and the Village levies this tax pursuant to Section 70-46, Tax Schedule, of its Code of Ordinances. Both the County and the Village are given the authority to levy this tax pursuant to Chapter 205, Florida Statutes. All Business Tax certificates expire September 30 and no certificate may be issued for more than one year. The Business Tax imposed by the Village is collected by the Village and considered to be general revenue. Business tax imposed and collected by the County from businesses, professions or occupations whose places of business are located within a municipality, exclusive of the costs of collection, are apportioned between the unincorporated area of the County and the incorporated municipality based on population. The budget is based on t judgment of staff and a trending analysis which is prepared by Village staff. Page | 64 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡˜‡—‡‡•…”‹’–‹‘•‘’ ‹˜‡‡˜‡—‡‘—”…‡•Continued 3. Other Taxes Continued Insurance Premium Taxes Fire Fighters Each qualified municipality or special fire control district, having a lawfully established fund providing pension benefits to firefighters, may impose an excise tax of 1.85% of the gross amount of receipts from policy holders on all premiums collected on property insurance policies covering property within the legally defined limits of the municipality or special fire control holders within its jurisdiction, the Village also currently collects the taxes generated by policy holders located within the Jupiter Inlet Colony. This is because the Village currently provides Jupiter Inlet Colony with fire protection and emergency medical services. The net proceeds of and special fire control districts. This tax is collected by the State and distributed amongst the eligible municipalities and special fire control districts. The budget is based on amounts received in prior years. Police Officers Each qualified municipality, having a lawfully established fund providing pension benefits to police officers, may impose an excise tax of 0.85% of the gross amount of receipts from policy holders on all premiums collected on casualty insurance policies covering property within the tablished by the municipalities. This tax is collected by the State and distributed amongst the eligible municipalities. The budget is based on amounts received in prior years. Public Service (Utility) Taxes Municipalities are authorized to levy by ordinance a public service tax (also called a utility tax) on the purchase of electricity, metered natural gas, liquefied petroleum gas (either metered or bottled), manufactured gas (either metered or bottled), and water service. The tax shall be levied only up the payments received by the seller of the taxable item. The tax is collected by the seller of the taxable item at the time of payment for such service and remitted to the Village monthly. The Village currently levies a 9% public service tax on the purchases previously listed in this section. Page | 65 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡˜‡—‡‡•…”‹’–‹‘•‘’ ‹˜‡‡˜‡—‡‘—”…‡•‘–‹—‡† 3. Other Taxes Continued Electric Utility Taxes boundaries. The Village collects these taxes monthly from Florida Power and Light. The budget is based on information received from Florida Power and Light and a trending analysis prepared by the Village. Natural Gas Utility Taxes The Village entered into a non- gas energy. Peoples Gas Systems is still installing lines at this time but expect to be providing natural gas as early as November 2010. The Village will begin trending this revenue as soon as the lines are complete and service begins. Propane Utility Taxes boundaries. The taxes are calculated and submitted monthly by each supplier. The budget is based on a trending analysis prepared by the Village. Water Utility Taxes Water is provided to Village residents and businesses by the Village of Tequesta Water Utility. These taxes are collected by the Water Utility via the water bills and transferred to the General Fund monthly. The budget is based on projected water sales and a trending analysis prepared by the Village. –Š‡”ƒš‡•‡˜‡—‡ ‹•–‘”› 1,300,000 1,200,000 1,100,000 1,000,000 200520062007200820092010*2011** *Fiscal Year 2009/2010 Estimated Budget **Fiscal Year 2010/2011 Proposed Budget Page | 66 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡˜‡—‡‡•…”‹’–‹‘•‘’ ‹˜‡‡˜‡—‡‘—”…‡•‘–‹—‡† 4. Intergovernmental Revenues Fiscal Year 2010/2011 Proposed Budget: $752,230 Enhanced 911 Incentive Pay Fees Municipal Alcoholic Revenue Beverage Sharing License Tax Inter- Local governmental Locall Option Government Half Cent Fuel Taxes Revenues Sales Tax ‡”…‡–ƒ‰‡‘ˆ—†‰‡–„››’‡ Incentive Pay Enhanced 911 Fees 1% 3% Municipal Revenue Local Government Sharing Half Cent Sales Taz 23% 50% Local Option Fuel Taxes 23% Page | 67 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡˜‡—‡‡•…”‹’–‹‘•‘’ ‹˜‡‡˜‡—‡‘—”…‡•‘–‹—‡† 4. Intergovernmental Revenues Continued Alcoholic Beverage License Tax A portion of the annual state license tax levied on manufacturers, distributors, vendors, brokers, sales agents and importers of alcoholic beverages and collected within a county or municipality in Florida is shared with those local governments. Twenty-four percent of the eligible taxes collected within each county are while thirty-eight percent of the eligible taxes collected within an incorporated municipality are returned to the appropriate municipal officer. The Division of Alcoholic Beverages and Tobacco within the Department of Business and Professional Regulation administers, collects and enforces this tax. The budget is based on knowledge of any alcoholic beverage related new businesses and a trending analysis prepared by the Village. Local Government Half-Cent Sales Tax Program Authorized in 1982, this program distributes a portion of state sales tax revenue via three separate distributions to eligible county and municipal governments. The ordinary distribution is possible due to the transfer of 8.814 percent of net sales tax proceeds to the Local Government Half-Cent Sales Tax Clearing Trust Fund. The emergency and supplemental distributions are possible due to the transfer of 0.095 percent of net sales tax proceeds to the same fund. Palm Beach County qualifies only for the ordinary distribution which is the allocation based on population. It is not eligible for the emergency or the supplemental distributions, the first of which is based on low levels of new construction in specific prior years, and the second factors in the inmate population. The County and its municipalities share the total Palm Beach County ordinary distribution in accordance with a statutorily determined formula. Currently the County receives approximately 60% of the proceeds while the municipalities share the utility taxes in addition to providing counties and municipalities with revenues for local programs. The budget is based on estimates provided by the State and a trending analysis prepared by the Village. Local Option Fuel Taxes County governments are authorized to levy up to 12 cents of local option fuel taxes in the form of three separate levies. Ninth Cent Fuel Tax The first is a tax of one cent on every net gallon of motor and diesel fuel sold within a county. Generally, the proceeds may be used to fund transportation expenditures including roadway and right-of-way maintenance, drainage, street lighting, traffic signs and signals and debt service of transportation capital projects. Although Palm Beach County levies the Ninth Cent Fuel Tax, the Village does not receive any of the proceeds from this tax because the county is not required to share the proceeds with municipalities. Page | 68 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡˜‡—‡‡•…”‹’–‹‘•‘’ ‹˜‡‡˜‡—‡‘—”…‡•‘–‹—‡† 4. Intergovernmental Revenues Continued 1 to 5 Cents Fuel Tax The third tax is a 1 to 5 cents tax on every net gallon of motor fuel sold within a county. Diesel fuel is not subject to this tax. The tax can be used for transportation purposes but unlike the 1 to 6 cents tax, it is restricted to use for new roads and reconstruction or resurfacing of existing paved roads as opposed to routine maintenance. All tax proceeds from the 1 to 5 Cent Fuel Tax are distributed by the DOR (Department of Florida). Palm Beach County levies all 5 cents of this fuel tax. The County receives seventy nine percent of the local option gas tax revenues; the remaining twenty-one percent is shared locally among municipalities based on interlocal agreements. The budget is based on estimates provided by the State and a trending analysis prepared by the Village. 1 to 6 Cents Fuel Tax The second is a tax of 1 to 6 cents on every net gallon of motor and diesel fuel sold within a county. Generally, the proceeds may be used to fund transportation expenditures including roadway and right-of-way maintenance, drainage, street lighting, traffic signs and signals and debt service for transportation capital projects. All tax proceeds from the 1 to 6 Cent Fuel Tax are distributed by the DOR (Department of Revenue). Palm Beach County levies all 6 cents of this fuel tax. The County receives approximately two-thirds of the local option gas tax revenues; the remaining one-third is shared locally among the municipalities based on interlocal agreements. The budget is based on estimates provided by the State and a trending analysis prepared by the Village. Incentive Pay All full time fire fighters are eligible to apply for supplemental compensation from the State after supplemental compensation by the employing agency. Supplemental compensation for an associate responsible for submitting a report to the State containing information relating to compensation paid on March 31, June 30, September 30 and December 31 of each year. These funds are reimbursable to the employing agency by the State. The budget is based on the amount of employees who hold associate and bachelor degrees. Municipal Revenue Sharing The Revenue Sharing Trust Fund for Municipalities was established to ensure a minimum level of revenue parity across units of local government. The Fund currently receives 1.3409 percent of sales and use tax collections, 12.5 percent of the state alternative fuel user decal fee collections and the net collections from the one-cent municipal fuel tax. Municipalities must meet strict eligibility requirements Page | 69 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡˜‡—‡‡•…”‹’–‹‘•‘’ ‹˜‡‡˜‡—‡‘—”…‡•‘–‹—‡† . Inter-Governmental Continued 4 in order to be eligible for this revenue. An allocation formula consisting of the following equally relative ability to raise revenue, serves as the basis for the distribution of this revenue. Municipalities must use the funds derived from the one-cent municipal fuel tax for transportation related expenditures. The budget is based on estimates provided by the State and a trending analysis prepared by the Village. Enhanced 911 Fee Each voice communications services provider shall collect an enhanced 911 (E911) fee monthly from service subscribers. The fee rate shall be set, and may subsequently be adjusted, by the E911 Board, but may not exceed 50 cents per month per each service identifier. Each provider may retain 1% of the amount of fees collected as reimbursement of the administrative costs incurred by the provider to bill, collect and remit the fee. These monies areaccounted for in a designated Emergency Communications Number E911 System Fund by the State, and, for accounting purposes, must be segregated into two separate categories: 1) the wireless category, and 2) the non-wireless category. These monies in the wireless and non-wireless categories of the fund shall be distributed and used only as specified in Section 365.172, Florida Statutes. Sixty seven percent of the wireless category and ninety seven percent of the non-wireless category are distributed monthly to the counties based on the total number of service identifiers in each county. The Village of Tequesta, along with the other municipalities located in Palm Beach County, completes and submits annual reports to the Palm Beach County Department of Public Safety Division of Emergency Management listing all anticipated, reimbursable expenditures. The County uses these reports to distribute the E911 revenues to the municipalities. In addition to authorized expenditures, as long as funding permits, the County also reimburses the municipalities for a portion of their 911 call takers salaries. The County, once again, uses reports completed and submitted by the Village to distribute these funds. Inter-Governmental‡˜‡—‡ ‹•–‘”› 1,300,000 1,200,000 1,100,000 1,000,000 200520062007200820092010*2011** *Fiscal Year 2009/2010 Estimated Budget **Fiscal Year 2010/2011 Proposed Budget Page | 70 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget   QUESTA ‡˜‡—‡‡•…”‹’–‹‘•‘’ ‹˜‡‡˜‡—‡‘—”…‡•‘–‹—‡† 5. Franchise Fees Fiscal Year 2010/2011 Proposed Budget: $385,000 Local governments may exercise their home rule authority to impose a fee upon a utility for the grant of a franchise and -of-way to conduct the utility. This franchise fee is considered fair rent for the use of such rights-of-way and consideration for the local ring the franchise term. Franchise Fees Electric The Village of Tequesta has a franchise agreement with Florida Power and Light granting them the non-exclusive right, privilege or franchise to construct, maintain and operate electricity service within the and in return the Village is to receive 6% of industrial customers within the corporate limits of the Village. The term of this franchise agreement is 30 years commencing on August 28, 1984. The franchise fees are paid in advance by estimated monthly installments. The final payment for each fiscal year is adjusted to reflect any under or over payment resulting from the estimated payments made for said fiscal year. The budget is based on the franchise agreement between The Village and Florida Power and Light, a trending analysis which is prepared by the Village and information received from Florida Power and Light. Franchise Fees Natural Gas The Village of Tequesta of rights-of-ways and public easements within the Village of Tequesta for gas service lines and appurtenances. The term of this franchise agreement is 30 years commencing April 9, 2009. The Village agrees to not engage in the business of distributing or selling Natural Gas within the revenues, less any adjustments for uncollectable accounts, from the sale of natural gas to customers within the corporate limits of the Village. There is no Fiscal Year 2011 budget for this revenue as service is projected to possibly begin in November 2010. Franchise Fees Solid Waste Collection The Village of Tequesta has a franchise agreement with Waste Management Inc. granting the exclusive franchise for the solid waste collection of residential, commercial, industrial and roll- off refuse, recycling and vegetative waste. The current contract was effective October 1, 2007 and expired September 30, 2012; however, a Second Addendum entered into on October 14, 2010 extended the original terms an additional 5 years extending the contract through September 30, 2017. The agreement may be renewed by mutual agreement for additional 5 year periods. The Village stopped collecting solid waste franchise fees in Fiscal Year 2008 in order to avoid an increase in the non-ad valorem assessment for Refuse & Recycling. Page | 71 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    Reve—‡‡•…”‹’–‹‘•‘’ ‹˜‡‡˜‡—‡‘—”…‡•‘–‹—‡† 5. Franchise Fees Continued ”ƒ…Š‹•‡ ‡‡• ‹•–‘”› 500000 Natural Gas 450000 Solid Waste Electric 400000 350000 200520062007200820092010*2011** *Fiscal Year 2009/2010 Estimated Budget **Fiscal Year 2010/2011 Proposed Budget Page | 72 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget Budget ʹͲ102011 - Budget Village of Tequesta Fiscal Year 2010-2011 Information Section Community Profile, History & Statistics Page | 73 Page | 73 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‘—‹–›”‘ˆ‹Ž‡ǡ ‹•–‘”›Ƭ–ƒ–‹•–‹…• Page | 74 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‘—‹–›”‘ˆ‹Ž‡ǡ ‹•–‘”›Ƭ–ƒ–‹•–‹…• ‘–ƒŽ‹ŽŽƒ‰‡ƒ–‡‘’ƒ”‹•‘ ‹•…ƒŽ‡ƒ”•ʹͲͲ2-2011  25 20 15 10 5 0 2002200320042005200620072008200920102011* The Village of TequestaOther Taxing Authorities Combined *Proposed Millage Rates Page | 75 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‘—‹–›”‘ˆ‹Ž‡ǡ ‹•–‘”›Ƭ–ƒ–‹•–‹…• ‹ƒŽ  1,100 3.96% 18.49% 1,000 -8.91% 900 -9.91% 15.33% -6.21% 800 18.88% 700 15.10% 600 7.30% 10.31% 500 400 20012002200320042005200620072008200920102011* *Gross Taxable Value from DR-420. ‘–ƒŽƒš‡•‡˜‹‡† 7 18.49% -7.73% 6 15.33% -8.91% -9.91% 18.88% 5 -6.21% 11.12% 4 7.30% 10.31% 3 2 20012002200320042005200620072008200920102011* *Gross Taxable Value from DR-420. Page | 76 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget   TEQUESTA ‘—‹–›”‘ˆ‹Ž‡ǡ ‹•–‘”›Ƭ–ƒ–‹•–‹…• †‘’–‡†‹ŽŽƒ‰‡ƒ–‡˜•Ǥ‘ŽŽ‡†ƒ…ƒ–‡ 7 6.8 6.6 6.4 6.2 6 5.8 5.6 5.4 5.2 20012002200320042005200620072008200920102011 Millage Rates 6.73056.73056.73056.4986.4986.4986.4985.76715.76715.76715.7671 Rolled Back Rate 6.54316.24776.39946.06666.03085.71575.49816.33756.39176.4476.1949 TaxableProperty Value and Millage Rate History 1,1007 6.8 1,000 6.6 900 6.4 800 6.2 6 700 5.8 600 5.6 500 5.4 4005.2 20012002200320042005200620072008200920102011* Property ValuesMillage Rate *Data charted in purple on the graph above was obtained from the DR-420. The other data was obtained from the DR-422. Page | 77 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‘—‹–›”‘ˆ‹Ž‡ǡ ‹•–‘”›Ƭ–ƒ–‹•–‹…• 2000 Principle Taxpayers 1 20 2 18 3 16 4 14 5 12 6 10 7 8 8 6 9 4 210 0 Page | 78 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‘—‹–›”‘ˆ‹Ž‡ǡ ‹•–‘”›Ƭ–ƒ–‹•–‹…• 2009 Principle Taxpayers 1 20 2 18 3 16 4 14 5 12 6 10 7 8 8 6 9 4 210 0 Page | 79 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‘—‹–›”‘ˆ‹Ž‡ǡ ‹•–‘”›Ƭ–ƒ–‹•–‹…• Fund Balance Fund Balance is the amount of financial resources available for use. Generally, this represents the detail position, fund balance is the excess of assets over liabilities, and represents the cumulative effect of revenues and other financing sources over expenditure and other financing issues. General Fund, Fund Balances, Last 5 Years 2005 2006 Reserved Unreserved 2007 2008 2009 01,000,0002,000,0003,000,0004,000,0005,000,0006,000,000 Page | 80 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‘—‹–›”‘ˆ‹Ž‡ǡ ‹•–‘”›Ƭ–ƒ–‹•–‹…• Governmental Activities Total Net Assets, Last 5 Years 2005 2006 Invested in Capital Assets* Restricted for Debt Service 2007 Unrestricted 2008 2009 05,000,00010,000,00015,000,000 Page | 81 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‘—‹–›”‘ˆ‹Ž‡ǡ ‹•–‘”›ƬStatistics Page | 82 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‘—‹–›”‘ˆ‹Ž‡ǡ ‹•–‘”›Ƭ–ƒ–‹•–‹…• Page | 83 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‘—‹–›”‘ˆ‹Ž‡ǡ ‹•–‘”›Ƭ–ƒ–‹•–‹…• Value & Number of Parcels on the Real Property Roll by Category for the 2010 Tax Year Taxable Value Improved Commercial Condominiums 11% Improved Industrial 27% 2% Institutional 1% Vacant Residential 1% Single Family Vacant Commercial Residential 1% 56% Miscellaneous 1% Source: Palm Beach County Property Appraiser's Office Page | 84 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒ ‹•…ƒŽ‡ƒ”͸ͶͷͶ-2011 ‡…–‹‘3  ŽŽ  This section of the budget document reflects general and proprietary funds as a whole. These budgets are appropriated and legally adopted by Resolution of the Village Council. The fiduciary funds are excluded as the Village does not control the resources that are managed in a trustee or fiduciary capacity. Page | 85 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget This Page Intentionally Left Blank Page | 86 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget Budget ʹͲ102011 - Budget Village of Tequesta Fiscal Year 2010-2011 All Governmental & Proprietary Funds Key Officials & Personnel Page | 87 Page | 87 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ƒ›‘”Ƭ‘—…‹Ž‡„‡”• Mayor Pat Watkins (right) and Vice-Mayor Tom Paterno (left) From left to right: Council Member Vince Arena, Vice-Mayor Tom Paterno, Mayor Pat Watkins, Council Member James Humpage and Council Member Calvin Turnquest Page | 88 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ŽŽ  ‡›ˆˆ‹…‹ƒŽ•ƒ†‡”•‘‡Ž Mayor and Council .. Vice Mayor.. .. .. Village Manager and Department Heads Village Manager/Utilities Director Village Clerk . Fire .. ... . Chief Plant Operator. Page | 89 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ŽŽ  ‡›ˆˆ‹…‹ƒŽ•ƒ†‡”•‘‡Ž ‹ŽŽƒ‰‡”‰ƒ‹œƒ–‹‘ƒŽŠƒ”– Building & Zoning Finance Refuse & Department Recycling Fire Rescue Department Village Clerk IT General Government Department Village Departments Manager Human Residents of Village Resources Tequesta Council Village Executive Attorney Assistant Leisure Services Police Code Department Enforcement Public Works Water System Utilities Stormwater System Page | 90 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ŽŽ  ‡›ˆˆ‹…‹ƒŽ•ƒ†‡”•‘‡Ž ‹ŽŽƒ‰‡ˆˆ‹…‹ƒŽ•ƒ†‘•‹–‹‘•„› —…–‹‘ƒ†‡’ƒ”–‡– Page | 91 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ŽŽ  ‡›ˆˆ‹…‹ƒŽ•ƒ†‡”•‘‡Ž –ƒˆˆ‹‰—ƒ”›„›’Ž‘›‡––ƒ–—• Percentage of FY2011 Budget Designated for Personnel Services Personnel 47% 53% 47% Operating, Capital & Other 53% Explanation of Personnel Changes The Village has strived to keep personnel expenditures down while keeping the service level unchanged. We have achieved this by replacing two full time positions with two part time positions, by eliminating three full time positions, by adding parttimeofficers in the Police Department and by reorganization of duties to achieve optimum efficiency. Page | 92 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ŽŽ  ‡›ˆˆ‹…‹ƒŽ•ƒ†‡”•‘‡Ž –ƒˆˆ‹‰—ƒ”›„›‡’ƒ”–‡– Page | 93 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ŽŽ  ‡›ˆˆ‹…‹ƒŽ•ƒ†‡”•‘‡Ž Department/Function/Fund‡Žƒ–‹‘•Š‹’—ƒ”› This table summarizes the relationship between Village Departments, the accounting functions used to classify their expenses and the funds that they use. Page | 94 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget Budget ʹͲ102011 - Budget Village of Tequesta Fiscal Year 2010-2011 All Governmental & Proprietary Funds Revenue & Expenditure Summaries Page | 95 Page | 95 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ŽŽ  —†‰‡–—ƒ”› Page | 96 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ŽŽ  —†‰‡–—ƒ”›‘–‹—‡† Page | 97 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ŽŽ  ‡˜‡—‡—ƒ”›„››’‡ȋŠ‡”‡–Š‡‘‡›‘‡• ”‘Ȍ FY2011- Where the Money Comes From Ad Valorem Taxes 27% 18% 27% Other Taxes 8% 2% 1% Franchise Fees 2% 2% Licenses & Permits 1% Inter-Governmental 5% Charges for Services 34% 8% Intra-Governmental 2% 34% Miscellaneous 1% 2% 5% 1% Inter-Fund Transfers 2% Appropriate Fund Balance 18% Page | 98 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ŽŽ  š’‡†‹–—”‡—ƒ”›„›……‘—–Žƒ••ȋŠ‡”‡–Š‡‘‡›  FY2011 - Where the Money Goes 3% 2% 3% Personnel Services 47% 17% Operating Expenditures 28% Capital Expenditures 17% 47% Debt Service - Principle 3% Debt Service - Interest 3% 28% Interfund Transfers 2% Page | 99 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ŽŽ  ‡˜‡—‡—ƒ”›„› —†ȋŠ‡”‡–Š‡‘‡›‘‡• ”‘Ȍ FY2011- Where the Money Comes From 3% 3% General Fund 53% Capital Improvement Fund 1% Water Utility Fund 40% 40% 53% Refuse & Recyclilng Fund 3% Stormwater Utility Fund 3% 1% Page | 100 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget   TEQUESTA ŽŽ  š’‡†‹–—”‡—ƒ”›„› —†ȋŠ‡”‡–Š‡‘‡›  FY2011 - Where the Money Goes 3% 3% General Fund 53% Capital Improvement Fund 1% Water Utility Fund 40% 40% 53% Refuse & Recyclilng Fund 3% Stormwater Fund 3% 1% Page | 101 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ŽŽ  ‡˜‡—‡—ƒ”›„› —…–‹‘ȋŠ‡”‡–Š‡‘‡›‘‡• ”‘Ȍ FY2011- Where the Money Comes From 2% 3% General Government 43% 4% Public Safety 8% 43% Water Utility Services 40% Refuse and Recycling 3% 40% Storm Water Utilities 2% 8% Other Non-Operating 4% Page | 102 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ŽŽ  š’‡†‹–—”‡—ƒ”›„› —…–‹‘ȋŠ‡”‡–Š‡‘‡› ‘‡•Ȍ FY2011 - Where the Money Goes 2% General Government 8% 3% 8% 3% Public Safety 37% Transportation4% Leisure Services 3% Water Utility Services 40% 40% 37% Refuse and Recycling 3% Storm Water Utilities 3% Other Finance Uses 2% 3% 4% Page | 103 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget This Page Intentionally Left Blank Page | 104 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget Budget ʹͲ102011 - Budget Village of Tequesta Fiscal Year 2010-2011 All Governmental & Proprietary Funds Capital Outlay Page | 105 Page | 105 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget This Page Intentionally Left Blank Page | 106 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ŽŽ  ƒ’‹–ƒŽ—–Žƒ›˜‡”˜‹‡™ Comparison between Personnel, Operating and Capital Outlay Budgets The personnel and operating budgets include expenses that are generally of a recurring nature, salary expenses, office supplies, printing and binding, etc., and are appropriated for one year only. They provide for all Village services but not for major physical assets. Year to year changes in the personnel and operating budgets are expected to be fairly stable and represent incremental changes in the cost of doing business. Resources for the personnel and operating budgets generally come from taxes, user fees, licenses and permits and intergovernmental revenues that usually recur from year to year. The capital budgets include one-time costs for projects that may last several years or major equipment purchases. The projects result in major physical assets for the Village. Resources for the capital budgets generally come from bond issues, grants, taxes, loans and reserves. 5-Year Capital Outlay Plan improvements to existing facilities, the acquisition of land and buildings, construction of new facilities and major equipment purchases. a capital expenditure Expenditures which result in the acquisition of or addition to, fixed assets: buildings, land improvements or equipment. The Village identifies its total, projected capital expenditures as its capital outlay. The minimum dollar threshold for a capital expenditure is $1,000. Routine capital expenditures represent the cost(s) of items that are purchased on an annual basis such as computer hardware, vehicles and various types of equipment. These expenditures are generally budgeted within the Department acquiring the asset. Non-routine capital expenditures represent the cost(s) of items that are not purchased on a regular basis. This category usually consists of expenditures related to capital projects such as The Municipal Center and The Tequesta Drive Bridge Project. These expenditures are generally budgeted in the Capital Improvement Fund 301 or the Capital Projects Fund 303. The purpose of the 5-year capital outlay plan is to promote advanced planning by the Village and serves as a fiscal planning tool to forecast the demands on revenues and future borrowing needs. The 5-year capital outlay plan is reviewed and updated annually during the annual budget preparation process. Page | 107 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ŽŽ  ͷ‡ƒ”ƒ’‹–ƒŽ—–Žƒ›Žƒ—ƒ”› Page | 108 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ŽŽ  ‹•…ƒŽ‡ƒ”ʹͲͳͲȀʹͲͳͳƒ’‹–ƒŽ—–Žƒ›‡–ƒ‹Ž Page | 109 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ŽŽ  ‹•…ƒŽ‡ƒ”ʹͲͳͲȀʹͲͳͳƒ’‹–ƒŽ—–Žƒ›-Notes Notes General Fund The $6,000 capital outlay budget in the General Fund for FY2011 is reserved for four replacement computers, one in the Building & Zoning Department and three in the Fire Department. Water Utility Fund The $25,000 for the purchase of a new truck and $2,445,610 for the Expansion of the water plant. The Water Plant Expansion Project consists of the addition of a third RO Train, a new high pressure pump, a new cartridge filter, a new de-gasifier, two new scrubbers, the equipping of well #4 and associated chemical feed, electrical and instrumentation modifications. The project is divided into two parts, engineering services ($145,000) and construction services ($2,300,610). The project is expected to be completed in FY2011. Storm Water Utility Fund This capital outlay budget consists of $5,000 for routine repairs and $300,000 for pipe rehabilitation along Tequesta Drive. Page | 110 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget Budget ʹͲ102011 - Budget Village of Tequesta Fiscal Year 2010-2011 All Governmental & Proprietary Funds Debt Service & Capital Leases Page | 111 Page | 111 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ŽŽ  ‡„–‡”˜‹…‡Ƭƒ’‹–ƒŽ‡ƒ•‡• The Village has entered into the following capital lease and long-term debt agreements: —„Ž‹…ƒˆ‡–› ƒ–‡”–‹Ž‹–› 2002 Note Payable 2004 Note Payable Holder: Bank of America Holder: Bank of America Purpose: Public Safety Facility Purpose: Water system expansion Original Amount of Loan - $5,000,000 Original Amount of Loan - $645,170 Interest Rate 4.28% Interest Rate 4.96% Annual Payment - $372,501 Annual PaymentVaries, See Page 115 20 Year Term 20 Year Term Expires September 2022 Expires May 2024 Projected Principle Amount Projected Principle Amount Outstanding at 09/30/10 - $3,491,029 Outstanding at 09/30/10 - $365,895 Capital Lease 2008 Note Payable Holder: Banc of America Holder: Bank of America Purpose: Sutphen Custom Pumper Truck and Equipment Purpose: Advance refunding of 1998 Original Amount of Loan - $397,922 Water Revenue Bonds Interest Rate 3.61% Original Amount of Loan - $6,554,935 Annual Payment - $46,720 Interest Rate 3.6852% 10 Year Term Annual Payment-Varies, See Page115 Expires April 2012 236 Month Term (Approximately 20 yrs) Projected Principle Amount Expires March 2028 Outstanding at 09/30/10- $88,613 Projected Principle Amount Outstanding at 09/30/10 - $6,039,633 Page | 112 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ŽŽ  ‡„–‡”˜‹…‡Ƭƒ’‹–ƒŽ‡ƒ•‡•š’‡†‹–—”‡—ƒ”› ”‹…‹’Ž‡Ƭ –‡”‡•–ƒ›‡–•„› —† 600,000 500,000 400,000 General Fund 300,000Water Utility Fund 200,000 100,000 0 FY 2009 ActualFY 2010 AmendedFY 2011 Proposed Page | 113 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ŽŽ  ‡„–‡”˜‹…‡Ƭƒ’‹–ƒŽ‡ƒ•‡•š’‡†‹–—”‡‡–ƒ‹Ž FY2011 Debt Service and Capital Lease Appropriations by Fund General Fund 44% Water Utility Fund 56% Page | 114 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ŽŽ  …Š‡†—Ž‡‘ˆ —–—”‡ƒ›‡–•„›‡ƒ” Future Payments by Year 1000 800 600 400 200 0 Page | 115 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ŽŽ  ‡„–‡”˜‹…‡Ƭƒ’‹–ƒŽ‡ƒ•‡•‘–‡• Notes al assessed value. Total assessed value at 09/30/10: $782,619,943 $ 78,261,994 $ 9,985,170 Remaining/available: $ 68,276,824 The General Fund and the Water Utility Fund are the only two Village funds with outstanding debt at this time. The Village intends to reduce its debt service by paying off existing debt issues if the resulting savings are significant and by purchasing capital items with current year revenues and/or funds set aside and reserved for this purpose. The term for the 2005 capital lease for the ambulance expired in June, 2010. This resulted in the debt related expenditures in FY2011 decreasing by 2.55%. Page | 116 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒ ‹•…ƒŽ‡ƒ”͸ͶͷͶǦ͸Ͷͷͷ ‡…–‹‘ͺ  ǦͶͶͷ The General Fund is the chief operating fund of the Village of Tequesta. The Generally Accepted Accounting Principles (GAAP) prescribe that the General Fund be used to account for and report all financial resources not accounted for and reported in another fund. That is, it is presumed that all of a orted in the General Fund unless there is a compelling reason to report an activity in some other fund type such as legal or bond requirements. Page | 117 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget This Page Intentionally Left Blank Page | 118 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget Budget ʹͲ102011 - Budget                     sŝůůĂŐĞŽĨdĞƋƵĞƐƚĂ &ŝƐĐĂůzĞĂƌϮϬϭϬͲϮϬϭϭ 'ĞŶĞƌĂů&ƵŶĚͲϬϬϭ  WĞƌƐŽŶŶĞů Page | 119 Page | 119 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget     —†ͲͲͳ ‡”•‘‡Ž”‰ƒ‹œƒ–‹‘Šƒ”– Building & Zoning Finance Department Fire Rescue Department Village Clerk Village IT General Departments Government Manager Department Residents of Village TequestaCouncil Village Executive Human Attorney Assistant Resources Leisure Services Police Code Department Enforcement Public Works Page | 120 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget     —†ͲͲͳ –ƒˆˆ‹‰—ƒ”› Percentage of Budget Designated for Personnel Services in FY2011 27% Personnel Operating, Capital & Other Expenditures 73% Page | 121 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget This Page Intentionally Left Blank Page | 122 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget Budget ʹͲ102011 - Budget                     sŝůůĂŐĞŽĨdĞƋƵĞƐƚĂ &ŝƐĐĂůzĞĂƌϮϬϭϬͲϮϬϭϭ 'ĞŶĞƌĂů&ƵŶĚͲϬϬϭ  ZĞǀĞŶƵĞΘdžƉĞŶĚŝƚƵƌĞ ^ƵŵŵĂƌŝĞƐ Page | 123 Page | 123 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget     —†ͲͲͳ ‡˜‡—‡—ƒ”›ȋŠ‡”‡–Š‡‘‡›‘‡• ”‘Ȍ FY2011- Where the Money Comes From Ad Valorem Taxes 48% 2% 2% Other Taxes 14% 4% 6% Franchise Fees 4% Licenses & Permits 3% 9% Inter-Governmental 8% 48% Charges for Services 9% 8% Intra-Governmental 4% 3% 4% Miscellaneous 2% 14% Inter-Fund Transfers 6% Appropriate Fund Balance 2% Page | 124 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget     —†ͲͲͳ š’‡†‹–—”‡—ƒ”›ȋŠ‡”‡–Š‡‘‡›  FY2011 - Where the Money Goes 2% 2% Manager 2% 2% 1% Human Resources 2% 5% 3% 6% 5% Village Clerk 2% Finance 5% 8% Legal 1% Other General Government 3% Law Enforcement 31% Community Development 3% 31% Fire-Rescue 32% 32% Public Works 8% Leisure Services 6% Debt and Capital Leases 5% 3% Page | 125 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget This Page Intentionally Left Blank Page | 126 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget Budget ʹͲ102011 - Budget                     sŝůůĂŐĞŽĨdĞƋƵĞƐƚĂ &ŝƐĐĂůzĞĂƌϮϬϭϬͲϮϬϭϭ 'ĞŶĞƌĂů&ƵŶĚͲϬϬϭ  ĞƉĂƌƚŵĞŶƚƐ Page | 127 Page | 127 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget This Page Intentionally Left Blank Page | 128 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ƒ›‘”Ƭ‘—…‹Ž‡„‡”•‡’–ǤͳͲͲ Mission Statement The Village Council is committed to providing the best possible professional government and the delivery of quality service levels that reflect community priorities and maintain the best possible quality of life for all residents. Services, Functions and Activities A five member Village Council, elected at large on a non-partisan basis, governs the Village of Tequesta. The Village Council shall enact local legislation, adopt budgets, determine policies and appoint a Village Manager, who is responsible for administration of that policy and for managing to the date of the annual election of Village Council Members shall appoint one of its members as Mayor and another as Vice-Mayor. The Mayor presides at all Council meetings and other functions and is the ceremonial head of the Village. Page | 129 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ƒ›‘”Ƭ‘—…‹Ž‡„‡”•‡’–ǤͳͲͲ ‡”•‘‡Ž”‰ƒ‹œƒ–‹‘Šƒ”– This Section Intentionally Left Blank This Department Does Not Have Any Personnel Page | 130 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ƒ›‘”Ƭ‘—…‹Ž‡„‡”•‡’–ǤͳͲͲ –ƒˆˆ‹‰—ƒ”› This Section Intentionally Left Blank This Department Does Not Have Any Personnel Page | 131 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ƒ›‘”Ƭ‘—…‹Ž‡„‡”•‡’–ǤͳͲͲ ‡˜‡—‡—ƒ”› This Section Intentionally Left Blank This Department Does Not Collect Revenues Page | 132 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ƒ›‘”Ƭ‘—…‹Ž‡„‡”•‡’–ǤͳͲͲ š’‡†‹–—”‡—ƒ”› Expenditures Comparison by Fiscal Year 40000 35000 30000 25000 Personnel 20000 Operating Capital 15000 10000 5000 0 FY2009 Actual FY2010 Amended FY2011 Proposed Page | 133 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ƒ›‘”Ƭ‘—…‹Ž‡„‡”•‡’–ǤͳͲͲ Explanation of Significant Changes Operating: The aid to community organizations account was reduced by $9,000 in fiscal year 2011, 2011. Donations, as approved by the Village Council, in Fiscal Year 2011 will be funded by an appropriation of Fund Balance or with savings from other accounts. Fiscal Year 2010 Accomplishments Adopted millage rate for the fourth year in a row. Passed 12 Ordinances and 36 Resolutions Successfully implemented an electronic agenda system. Fiscal Year 2011 Goals and Objectives Work with the Village Manager and staff aggressively pursuing annexation possibilities to square off Village boundaries and bring in new Ad-Valorem revenue. Work with the Village Manager and staff to maintain current service levels without an additional cost to taxpayers. Page | 134 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‹ŽŽƒ‰‡ƒƒ‰‡”‡’–ǤͳͳͲ Mission Statement The Village Manager, under the guidance and direction of the Village Council, is to provide quality public services to residents and business of the Village in an effective, efficient and economical manner. Services, Functions and Activities The Village Manager is the Chief Administrative Officer of the Village and is responsible for Department of the Village Manager oversees all administrative, management and operational functions of the Village. This responsibility includes direct oversight of all Village staff, most directly Department Heads: Human Resources, Village Clerk, Finance, Police, Community Development, Fire, Public Works, Leisure Services and Utilities. Pursuant to Village Resolution # 52-01/02, effective June 13, 2002, the Village Manager has been designated Acting Utilities Director and is The Village Manager also, both independently and at the direction of the Village Council, conducts studies for various revenue sourcing projects, Village enhancements and Village programs. Page | 135 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‹ŽŽƒ‰‡ƒƒ‰‡”‡’–ǤͳͳͲ Personnel”‰ƒ‹œƒ–‹‘Šƒ”– VILLAGE MANAGER/ UTILITIES DIREC TOR Michael R. Couzzo, Jr. (50% Administration, 50% Water Administration) Executive Assistant to the Village Manager Page | 136 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‹ŽŽƒ‰‡ƒƒ‰‡”‡’–ǤͳͳͲ –ƒˆˆ‹‰—ƒ”› Percentage of Budget Designated for Personnel Services in FY2011 1% Personnel Operating & Capital 99% Page | 137 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‹ŽŽƒ‰‡ƒƒ‰‡”‡’–ǤͳͳͲ ‡˜‡—‡—ƒ”› This Section Intentionally Left Blank This Department Does Not Collect Revenues Page | 138 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‹ŽŽƒ‰‡ƒƒ‰‡”‡’–ǤͳͳͲ š’‡†‹–—”‡—ƒ”› Expenditures Comparison by Fiscal Year 200,000 180,000 160,000 140,000 120,000 Personnel 100,000 Operating 80,000 Capital 60,000 40,000 20,000 0 FY2009 Actual FY2010 Amended FY2011 Proposed Page | 139 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‹ŽŽƒ‰‡ƒƒ‰‡”‡’–ǤͳͳͲ Explanation of Significant Changes Personnel: The FY 2011 budget does not include funding for the compensated absences as there are no PRC (Performance Recognition Compensation) bonus. The Village Council evaluates the Manager every September and decides if a PRC Bonus is appropriate. The amount of the approved PRC bonus is then appropriated. These are the primary reasons for the 4.96% decrease in personnel expenditures between FY 2010 and FY 2011. Operating: The travel and per diem account was reduced by $500 and the computer system maintenance account was reduced by $250 in the FY2011 budget. These reductions resulted in a 23% operating budget between fiscal years 2010 and 2011. Fiscal Year 2010 Accomplishments Supervised and assisted with the completion of the new Tequesta Drive Bridge. Diligently pursued and succeeded in the acquisition of $3,000,000 of Federal Stimulus funding to be used for the replacement of the Tequesta Drive Bridge. Successfully resolved an outstanding Code Enforcement matter through property acquisition. Fiscal Year 2011 Goals and Objectives Work with the Village Council and staff, aggressively pursuing annexation possibilities to square off Village boundaries and bring in new Ad-Valorem revenue. Work with the Village Council and staff to maintain current service levels without an additional cost to taxpayers. Continue working on the resolution of Code Enforcement matters through property acquisitions. Page | 140 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    —ƒ‡•‘—”…‡•‡’–Ǥͳͳͳ Mission Statement To ensure the fair and equitable treatment of Village employees within a safe work environment, while providing the Village residents and other customers with responsible, qualified employees who deliver outstanding services. Services, Functions and Activities Assist departments in the recruitment and selection and orientation of qualified employees, including job-postings, pre-employment physicals and drug screening, background and reference checks Personnel and medical file maintenance pursuant to Florida Public Records Law Benefits Administration including health, dental, vision, FSA, life insurance, EAP, AFLAC and ICMA Deferred Compensation Prepare, maintain and administer Village Policies and Procedures consistently throughout departments Assist the Village Manager with the negotiation and administration of the Collective Bargaining Agreements Employer repre Administration of FMLA Respond to Unemployment compensation claims Assist departments with performance management and disciplinary issues Participation in annual local and statewide salary surveys to ensure competitive compensation levels Coordinate general and safety training, including programs such as Drug-Free Workplace, Team Building, Sexual Harassment and Diversity anagement portfolio, including Property & Casualty and Group Benefits, and review and approve payment of insurance premiums Page | 141 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    —ƒ‡•‘—”…‡•‡’–Ǥͳͳͳ ‡”•‘‡Ž”‰ƒ‹œƒ–‹‘Šƒ”– HUMAN RESOURCES DIRECTOR Merlene Reid Part Time Human Resources Generalist Page | 142 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    —ƒ‡•‘—”…‡•‡’–Ǥͳͳͳ –ƒˆˆ‹‰—ƒ”› Percentage of Budget Designated for Personnel Services in FY2011 4% Personnel Operating & Capital 96% Page | 143 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    —ƒ‡•‘—”…‡•‡’–Ǥͳͳͳ ‡˜‡—‡—ƒ”› This Section Intentionally Left Blank This Department Does Not Collect Revenues Page | 144 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    —ƒ‡•‘—”…‡•‡’–Ǥͳͳͳ š’‡†‹–—”‡—ƒ”› Expenditures Comparison by Fiscal Year 200000 180000 160000 140000 120000 Personnel 100000 Operating 80000 Capital 60000 40000 20000 0 FY2009 Actual FY2010 Amended FY2011 Proposed Page | 145 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    —ƒ‡•‘—”…‡•‡’–Ǥͳͳͳ Explanation of Significant Changes Personnel: The full-time Human Resources Technician position was changed to a part-time Human Resources Generalist, down from 40 hours weekly, with full benefits, to 32 hours weekly with no medical, dental or pension benefits. Operating: The employee handbook is revised every other year and an additional $500 was added to the printing and binding account to take care of this in FY2011. An additional $300 was also added to the Computer Systems and Maintenance account using the previous yeaide. Fiscal Year 2010 Accomplishments Replaced full time positions wherever possible with part-time employees generating considerable cost savings. In addition, our staff is to be commended for taking on extra duties without salary increases for this year. year. Received a 7.4% decrease in property and casualty evaluation insurance premiums over the previous fiscal year. Successfully negotiated contracts with the Communication Workers of America and the International Association of Fire Fighters taking a new approach to pensions that will be a cost savings to the Village. Fiscal Year 2011 Goals and Objectives With funds for employee programs at an all-time low, Human Resources will need to be extra creative in finding ways to keep costs at a minimum and to use the skills and competencies of its 1 full-time and 1 part-time employee to provide value added service to the Village and its 97 regularly budgeted employees. For 2011 Wellness and Safety will be the major focus as the department seeks to keep health insurance premium increases and workers compensation claims at a minimum. Specifically, we will work with our insurance carriers and employees to be preemptive in respect of the major modifiable health risks of stress, tobacco and weight as well as an increased focus on our health and safety programs. Other areas of focus for 2011 continue to be raising and maintaining high staff morale, as well as a heavy emphasis on Ethics training for all employees, in tandem with the Palm Beach County Ethics -department communication identified by the employees as a major problem, a number of low-budget activities have been scheduled throughout the year to alleviate this situation, the results of which will be measured on our annual staff satisfaction survey. Ongoing training for the 2 members of the HR department also remains a priority to enable them to continue to serve the broad Human Resources and Risk Management needs of the Village. With 45% of employee files transitioned to electronic format in 2010, it is the depart 100% completion by the end of FY2010/11. Page | 146 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‹ŽŽƒ‰‡Ž‡”Dept.120 Mission Statement To serve the citizens of the Village of Tequesta in a courteous and impartial manner; instill a high- value on exceptional customer service, both internally and externally; effectively communicate pertinent knowledge and information to the general public and provide a transparent government by . ensuring proper access to open records Services, Functions and Activities activities, notices the public meetings, processes legal advertisements, writes RFP and bid documents, opens bid submittals, administers the imaging program, compiles yearly state reports and Financial Disclosures, organizes special events, processes public record requests, provides information services to the Council and Public, and oversees membership of the advisory boards. The Village Clerk serves as Clerk, Elections Qualifying Officer, Webmaster, and Administrative Public Information Officer and serves as a department head. The Clerk maintains effective communication with residents, and accepts other projects as assigned by the Village Manager. Page | 147 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‹ŽŽƒ‰‡Ž‡”‡’–ǤͳʹͲ ‡”•‘‡Ž”‰ƒ‹œƒ–‹‘Šƒ”– VILLAGE CLERK Lori McWilliams, MMC Assistant to the Village Clerk/Records Clerk Page | 148 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‹ŽŽƒ‰‡Ž‡”‡’–ǤͳʹͲ –ƒˆˆ‹‰—ƒ”› Percentage of Budget Designated for Personnel Services in FY2011 24% Personnel Operating & Capital 76% Page | 149 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‹ŽŽƒ‰‡Ž‡”‡’–ǤͳʹͲ ‡˜‡—‡—ƒ”› This Section Intentionally Left Blank This Department Does Not Collect Revenues Page | 150 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‹ŽŽƒ‰‡Ž‡”‡’–ǤͳʹͲ š’‡†‹–—”‡—ƒ”› Expenditures Comparison by Fiscal Year 160000 140000 120000 100000 Personnel 80000 Operating Capital 60000 40000 20000 0 FY2009 Actual FY2010 Amended FY2011 Proposed Page | 151 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‹ŽŽƒ‰‡Ž‡”‡’–ǤͳʹͲ Explanation of Significant Changes Personnel: The overall 1.87% increase in personnel expenditures is a combination of an increase in the position and an increase in pension contributions; and a decrease in the personnel training account was actualized. Operating: A decrease in operating of 8.27% was achieved as a result of lowered election expenditures due to the reorganization of poll worker personnel; a decrease in codification costs as a result of transferring to the ESupps program; a decrease in legal advertising costs; and the decrease in computer system and maintenance costs. Fiscal Year 2010 Accomplishments As the hub of public information and communication, our key accomplishments over the past year include: Greatly enhanced and expanded our user-friendly website www.tequesta.org which included making available over 2,600 documents consisting of over 21,000 pages via the Online Document Center. Reorganized the Village website to ensure format consistency, information accessibility and up- to-date content. Implemented social media forums including Facebook and a Village Youtube Channel Ensured Village information including meeting agendas, resolutions and ordinances could be easily retrieved and printed from the comfort of the residents home. Utilized communication outlets such as GovDelivery, an automated e-mail system, and the Dialogic messaging system to provide instant information to residents. Streamlined the Boards and Committee member appointments/reappointments to allow for a uniform consistency. Imaged all minutes of the Village dating back to 1957 - the date of incorporation Continued with the records management and the records retention/disposition program Streamlined election poll worker costs Created list of Village HOA contacts and annual meeting date Page | 152 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‹ŽŽƒ‰‡Ž‡”‡’–ǤͳʹͲ Fiscal Year 2011 Goals and Objectives Ensure Regular Council Meeting Minutes are completed for approval at the next Regularly Scheduled Council Meeting to ensure reasonable access by the residents. Have all approved resolutions (1957 to present) imaged by the end of June 2011. Have all approved ordinances (1957 to present) imaged by the end of December 2011. Review new website host providers, costs and services and consider potential web provider change over to provide for a more user friendly interface and content accessibility Continue to work to ensure website format consistency and up-to-date and informative content Continue to market Facebook and Youtube Channel as an additional communication tool for residents Write and implement Social Media Guideline Finalize and Implement Records Management Plan ual Continue records management/disposition of records at the Public Works facility and the Village Hall storage room. Hall storage room. Create an index of records remaining at both locations (storage facility and Village Hall storage room). Provide records management training to Village Departments. Continue to better educate self in the public information officer / public relations field of expertise. Page | 153 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget This Page Intentionally Left Blank Page | 154 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‹ƒ…‡‡’ƒ”–‡–‡’–Ǥͳ͵Ͳ Mission Statement The Finance Department is committed to providing financial management, general accounting services, cash management, debt management, revenue projections, budget management/reporting, utility billing and customer service for the Village while ensuring adequate, accurate and timely financial data in accordance with generally accepted accounting principles (GAAP). The department provides financial guidance and information to and transaction processing for all Village departments in an efficient, helpful and timely manner to assure financial accuracy, accountability and transparency. Services, Functions and Activities Primary Functions Financial Administration R Advise the Village Manager and Village Council regarding financial matters Develop and recommend administrative fiscal policies Budget and TRIM compliance Preparation and submission of Comprehensive Annual Financial Report Cash and investment management and banking relations Debt management Assists the Manager in negotiation of all collective bargaining and other agreements Review agenda items for compliance and financial sufficiency Calculate annual utility rate change General Accounting Provides for the financial reporting, independent audit, budgeting and accounting of R the Village including the Pension Trusts Ensure adequate, accurate and timely financial data in accordance with generally accepted accounting principles (GAAP) Submit financial reports to the Manager monthly and as requested Budget projections, preparation and management Establish and maintain internal controls to ensure that assets of the Village are protected from loss, theft or misuse Plan, schedule and complete federal, state, county and village required reports and audits Page | 155 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget This Page Intentionally Left Blank Page | 156 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‹ƒ…‡‡’ƒ”–‡–‡’–Ǥͳ͵Ͳ Services, Functions and Activities Continued Primary Functions Accounts Payable R purchase order functions Monitors authorization, documentation and budgetary compliance of all purchase requisitions, purchase orders and invoices submitted for payment Maintains, updates and audits vendor files and prepares Forms 1099 Investigates and reconciles all contract, purchase order and invoice variances Payroll Payroll is responsible for the processing and timely issuance of payroll and payroll R related disbursements and related tax reporting Maintains employee payroll records Responsible for preparing annual retirement reports/audits Responsible for preparing all data requests (Actuary, pen compensation) Calculates and reports amounts related to; Employee vacation leave buy-back Employee sick leave buy-back Changes in compensation Administers retiree insurance benefits Monitors all health insurance payments and identifies/resolves discrepancies Monitors COBRA benefits and resolves discrepancies with administrator Customer Service/Cashier Customer service/cashiers are responsible for processing and billing of utility bills, R answering telephone calls, business taxes and processing cash receipts for the Village Maintains and processes all utility billing functions Runs variance reports on billing information and investigates/resolves unusual variances Prepares work orders for meter repair/replacement Prepares various reports as requested by the Manager Assists customers and resolves disputes when possible Prepares monthly customer service report for the Finance Director identifying new customers, current defaults, credit card and ACH data and variances. Responsible for entering and depositing of daily cash receipts Page | 157 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‹ƒ…‡‡’ƒ”–‡–‡’–Ǥͳ͵Ͳ ‡”•‘‡Ž”‰ƒ‹œƒ–‹‘Šƒ”– FINANCE DIRECTOR JoAnn Forsythe (65% Finance, 35% Water Administration) Part Time Senior Senior Accountant Accountant Accountant Accounting & Budget & Payroll Finance Accounting Clerk II Page | 158 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‹ƒ…‡‡’ƒ”–‡–‡’–Ǥͳ͵Ͳ –ƒˆˆ‹‰—ƒ”› Percentage of Budget Designated for Personnel Services in FY2011 12% Personnel Operating & Capital 88% Page | 159 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‹ƒ…‡‡’ƒ”–‡–‡’–Ǥͳ͵Ͳ ‡˜‡—‡—ƒ”› This Section Intentionally Left Blank This Department Does Not Collect Revenues Page | 160 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‹ƒ…‡‡’ƒ”–‡–‡’–Ǥͳ͵Ͳ š’‡†‹–—”‡—ƒ”› Expenditures Comparison by Fiscal Year 400000 350000 300000 250000 Personnel 200000Operating Capital 150000 100000 50000 0 FY2009 Actual FY2010 Amended FY2011 Proposed Page | 161 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‹ƒ…‡‡’ƒ”–‡–‡’–Ǥͳ͵Ͳ Explanation of Significant Changes Personnel: The 5.84% decrease in personnel expenditures between FY2010 and FY2011 is the result of the replacement of a full time position with a part time position. Operating: Operating expenditures were decreased approximately 13% in FY2011 primarily due to a $3,295 (11%) reduction in the accounting and auditing services account and a $3,900 (39%) reduction in the computer system and maintenance account. The decrease in auditing fees is due to an additional auditing cost in FY2010 for the preparation of the GASB 45 disclosures and the reduction in the computer system and maintenance account is due to the purchase of CAFR Online in FY2010. Fiscal Year 2010 Accomplishments th Received the Certificate of Achievement for Excellence in Financial Reporting Award for the 26 budget document. Successfully completed the migration of fixed asset information from excel spreadsheets into the Fund Balance Capital Assets software. Implemented Governmental Accounting Standards Board Statement No. 45 (GASB 45), Employers for Post Employment Benefits Other than Fiscal Year 2011 Goals and Objectives Work towards becoming more eco-friendly by: Electronically processing purchase orders. R Implementing an ACHA payment option in the accounts payable module. R Implementing an e-mail notification system to replace printing of physical payroll R checks. Complete the implementation of CAFR Online. Implement Governmental Accounting Standards Board Statement No. 53 (GASB 53), Page | 162 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡‰ƒŽ‘—…‹Ž‡’–ǤͳͶͲ Mission Statement To provide legal support and advice to the Village Council, the Village Manager, Department Directors and advisory boards on all legal issues affecting the Village. Services, Functions and Activities to ensure the legality of the official business of the Village of Tequesta; represents the Village in all legal proceedings and administrative matters involving issues of law; works with the Village Manager and the departments drafting ordinances, resolutions, contracts, developmental agreements and other legal documents; and prepares written legal opinions and correspondence for the Village. Page | 163 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡‰ƒŽ‘—…‹Ž‡’–ǤͳͶͲ ‡”•‘‡Ž”‰ƒ‹œƒ–‹‘Šƒ”– This Section Intentionally Left Blank Legal Council for the Village of Tequesta is Contracted Out The Village will be represented by Corbett and White PA in Fiscal Year 2010-2011 The Village will also be represented by Carson and Adkins for all personnel matters involving issues of law in Fiscal Year 2010-2011 Page | 164 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡‰ƒŽ‘—…‹Ž‡’–ǤͳͶͲ –ƒˆˆ‹‰—ƒ”› This Section Intentionally Left Blank Legal Council for the Village of Tequesta is Contracted Out The Village will be represented by Corbett and White PA in Fiscal Year 2010-2011 The Village will also be represented by Carson and Adkins for all personnel matters involving issues of law in Fiscal Year 2010-2011 Page | 165 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡‰ƒŽ‘—…‹Ž‡’–ǤͳͶͲ ‡˜‡—‡—ƒ”› This Section Intentionally Left Blank This Department Does Not Collect Revenues Page | 166 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡‰ƒŽ‘—…‹Ž‡’–ǤͳͶͲ š’‡†‹–—”‡—ƒ”› Expenditures Comparison by Fiscal Year 120000 100000 80000 Personnel 60000 Operating Capital 40000 20000 0 FY2009 Actual FY2010 Amended FY2011 Proposed Page | 167 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡‰ƒŽ‘—…‹Ž‡’–ǤͳͶͲ Explanation of Significant Changes Operating: Legal fees, as unpredictable as they are, have been decreasing over the last several years. Based on this data, Village Management has decided to decrease the FY2011 budget by approximately $15,000 (14%) from the prior year. Fiscal Year 2010 Accomplishments Provided timely legal opinions for the Village Council, Manager and Department Directors. Assisted staff with drafts of numerous contracts, resolutions, ordinances and other legal documents. Assisted staff in successfully negotiating contracts with the Communication Workers of America and the International Association of Fire Fighters Fiscal Year 2011 Goals and Objectives Continue to provide timely legal opinions for the Village Council, Manager and Department Directors. Continue to assist staff with drafts of numerous contracts, resolutions, ordinances and other legal documents. Work with staff on strategic annexation issues. Page | 168 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡‡”ƒŽ ‡’–Ǥͳ͸Ͳ Mission Statement To account for all financial resources of the general government not specifically classified within another department. Services, Functions and Activities This Department accounts for the financial activities of the Village that are not specifically classified within another department. This would include the Village newsletter costs, certain insurance expenses, IT expenses and other services not reasonably allocated to another department. Page | 169 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡‡”ƒŽ ‡’–Ǥͳ͸Ͳ ‡”•‘‡Ž”‰ƒ‹œƒ–‹‘Šƒ”– INFORMATION TECHNOLOGY MANAGER Brad Gomberg Page | 170 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡‡”ƒŽ ‡’–Ǥͳ͸Ͳ –ƒˆˆ‹‰—ƒ”› Percentage of Budget Designated for Personnel Services in FY2011 Personnel 36% Operating & Capital 64% Page | 171 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡‡”ƒŽ ‡’–Ǥͳ͸Ͳ ‡˜‡—‡—ƒ”› Revenues Comparison by Fiscal Year 8000 7000 6000 5000 Charges for Services 4000 3000 2000 1000 0 FY2009Actual FY2010 Amended FY2011 Proposed Page | 172 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡‡”ƒŽ ‡’–Ǥͳ͸Ͳ š’‡†‹–—”‡—ƒ”› Expenditures Comparison by Fiscal Year 200000 180000 160000 140000 120000 Personnel 100000 Operating 80000 Capital 60000 40000 20000 0 FY2010 Amended FY2009 Actual FY2011 Proposed Page | 173 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡‡”ƒŽ ‡’–Ǥͳ͸Ͳ Explanation of Significant Changes Revenues: The record request fees. Personnel: The 4% increase in personnel expenditures in FY2011 is primarily due to the addition of two accounts. The sick leave buy-back program is estimated to cost approximately $3,000 in FY2011 and $1,100 was budgeted in the personnel training account for the Information Technology Manager to attend training programs in the new fiscal year. Operating: The 3% decrease in FY2011 operating expenditures is due to a combination of changes. The cost of communication services decreased nearly 50% ($9,500) between FY2010 and FY2011 as a result of a new phone system installed in FY2010, the Village Newsletter funding was increased by 57% Fiscal Year 2010 Accomplishments See the letter from the Finance Director on pages 5-17 for Village wide FY2010 accomplishments. Fiscal Year 2011 Goals and Objectives See the letter from the Finance Director on pages 5-17 for Village wide FY2011 goals and objectives. Page | 174 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‘Ž‹…‡‡’ƒ”–‡–-175 Mission Statement The Tequesta Police Department is dedicated to ensuring public safety, enhancing public safety and enhancing the quality of community life, by enforcing the law in a manner consistent with the rights of all. We are committed to the values of integrity, fairness and loyalty in our dealings with both the community and the Departmental members who serve it. We recognize the need for change when necessary and remain progressive by developing innovative programs aimed at achieving excellence in policing. Services, Functions and Activities ADMINISTRATION DIVISION: This division oversees the centralized administrative functions of the police department, and includes the Chief of Police and the administrative functions such as budget, accreditation, personnel management and development. COMMUNICATIONS DIVISION: This division provides communications (dispatch) and support to the law enforcement functions. The dispatchers ensure citizens have 24/7 access to police services, as well as, provide suspect information, vehicle information, and warrant information to officers enroot to calls. This division also communicates with other agencies as required. This division also supports the Accreditation Manager, handles records processing (police and investigative reports), and maintains the evidence collection and storage. OPERATIONS DIVISION: This division focuses on patrolling city streets, answering calls for service, and identifying potential crime problems and investigating all major crimes and providing follow- up services. This division includes a Special Response Team (SRT), a specialized unit to handle high- risk situations, a Marine Unit, and the investigations unit. For any crime victim to obtain justice in our courts (i.e. for a suspect to be convicted), the detective in this division has to conduct intensive follow-up and prepare case-- line law enforcement, the department is also engaged in important community partnerships with churches and businesses. In the last fiscal year the department conducted successful community- oriented programs, including a DUI prevention program (K.E.Y.S.), National Night Out, and several campaigns to eradicate drunk and aggressive driving. Page | 175 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‘Ž‹…‡‡’ƒ”–‡–-175 ‡”•‘‡Ž”‰ƒ‹œƒ–‹‘Šƒ”– ACTING POLICE CHIEF Donald Ricciardi Support Services Operations Commander Commander Accreditation Property & Manager/ Sergeants Evidence Detective Administrative (4) Custodian Assistant Communications Officers (14) Code Police Officers (5) Compliance Records 9 Full Time 4 Full Time Officer Clerk 5 Part Time *1 Part Time *Several P/T Communications Officers share (1) part time position (30 hrs. per week) as needed. Page | 176 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‘Ž‹…‡‡’ƒ”–‡–-175 –ƒˆˆ‹‰—ƒ”› Percentage of Budget Designated for Personnel Services in FY2011 Personnel 13% Operating & Capital 87% Page | 177 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‘Ž‹…‡‡’ƒ”–‡–-175 ‡˜‡—‡—ƒ”› Revenues Comparison by Fiscal Year 70000 60000 Charges for Services 50000 Licenses & Permits 40000 Fines & Forfeitures Insurance Premium Taxes 30000 Miscellaneous 20000 10000 0 FY2009 ActualFY2010 Amended FY2011 Proposed Page | 178 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‘Ž‹…‡‡’ƒ”–‡–-175 š’‡†‹–—”‡—ƒ”› Expenditures Comparison by Fiscal Year 2500000 2000000 1500000 Personnel Operating 1000000 Capital 500000 0 FY2009 Actual FY2011 Proposed FY2010 Amended Page | 179 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‘Ž‹…‡‡’ƒ”–‡–-175 Explanation of Significant Changes Revenues: The 5.81% ($6,800) increase in revenues between fiscal years 2010 and 2011 is primarily due to a projected 8.35% ($5,000) increase in insurance premium taxes. There is also an increase of $1,500 in the $12.50 Traffic Violation Fund revenue. Personnel: There is a 3.25% decrease in personnel expenditures between fiscal years 2010 and 2011. This is due to the elimination of a full time position and a 51% decrease in the overtime budget. The fiscal year 2010 overtime budget included overtime associated with the Tequesta Drive Bridge project which was completed. Operating: The 22% decrease in FY2011 operating expenditures is due to a combination of changes. The is used to track significant savings that a department is able to make throughout the fiscal year. At the end of fiscal year 2010 this department had a balance of $67,037 in this account due to a decreased employer required pension contribution and savings from the elimination of a full time position. Projecting that these savings were sustainable, the fiscal year 2011 budget was created omitting this amount which resulted in a decrease of nearly 2.5 include the cost of communication services decreasing nearly 25% ($9,240) between FY2010 and FY2011 as a result of a new phone system installed in FY2010 and legal fees being reduced by 46% ($15,405) due to the resolution of several code enforcement issues in fiscal year 2010. Capital: There are no projected capital purchases in fiscal year 2011. Fiscal Year 2010 Accomplishments The National Association of Town Watch judged and awarded the Village of Tequesta First Place in Florida and Ninth Place in the Nation in Category 5 (population of under 15,000 residents) for our participation in National Night Out. There were seven award criteria used to judge the participating agencies; Overall Campaign, Neighborhood Participation, Law Enforcement Involvement, Media & Promotional Campaign, Special Events, Post Project Report, and a Miscellaneous category which included timeliness of submissions and efforts to involve other jurisdictions. In a joint venture with Tequesta Fire Rescue a team of Firefighters and Police Officers travelled to New York to accept two beams from the World Trade Center, which became part of our Memorial on September 11, 2010. In December of 2010 a Tequesta Police Officer was assigned as a Community Liaison Officer to a neighborhood within the Village. Her job was to act as a focal point for department response to community concerns. Her responsibilities included establishing and maintaining communication between the community and police, actively participating in neighborhood activities, assist in Page | 180 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‘Ž‹…‡‡’ƒ”–‡–-175 Fiscal Year 2010 Accomplishments Continued re-establishing their Neighborhood Watch, and emphasizing individual neighborhood responsibility for organizing and participating in efforts to find solutions to problems. The program is in its infant stages but has already proved to be an asset to the community and the Department. The Department is presently in the process of establishing a second neighborhood liaison officer. crashes in the Village through the use of aggressive patrol techniques, increased traffic enforcement, and high visibility patrols. As a result of our efforts we realized a 37% drop in major crimes, an overall reduction of 37% in the crimes of Larceny, Motor Vehicle Theft, Assault and Arson, an increase of 26% in arrests, 6% less traffic crashes, an increase of 32% in the number of traffic stops, 38% more citations and 51% more warnings were issued. Fiscal Year 2011 Goals and Objectives Continue to focus on the core mission of providing front-line law enforcement services to the community while minimizing the impact to the budget. Maintain staffing levels of front-line officers. Continue to proactively address crime in Tequesta through aggressive patrol techniques, high visibility patrol and increased working partnerships with the community. Maintain front-line police programs and required skills/training. Implement additional programs that will potentially reduce crime or enhance public safety value. Maintain the outreach programs for the youth of Tequesta. Increase the community outreach through increased citizen participation opportunities, i.e. CERT, the Senior Academy, and Citizen Academies. Maintain compliance with all CFA (Commission of Florida Accreditation) Standards. Prioritize training needs through the chain of command, determining what is mandatory, vital, and cost effective. Perform mandatory forty hour training on an annual basis in lieu of the minimum forty hours every four years. Reduce the likelihood of criminal activity by increasing the number of Community Liaison Officers. Increase the use of volunteers to patrol in areas of high activity. Use volunteers to enforce parking violations. Use volunteers to distribute crime prevention information. Use volunteers to perform vacant house checks to afford more active patrol time to those assigned. Page | 181 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget This Page Intentionally Left Blank Page | 182 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    —‹Ž†‹‰Ƭ‘‹‰‡’–ǤͳͺͲ Mission Statement The purpose of the Building Department is to ensure compliance with all codes and regulations as required by law and ordinances adopted by Council. It is the responsibility of the department to retain the confidence and respect of the public. This is achieved by consistency in the application of the law and applicable codes, to possess the skills to interpret the codes in such a manner to maintain compliance and to achieve balance with unique situations that may arise within the community. The primary responsibility is to serve the community in such a manner that will reflect good will and sound judgment. Services, Functions and Activities The Building Department provides information and administers building code regulations that provide a standard acceptable to the community. The department provides the following services: Provide technical information to the public and the Village staff. Manage federal and state mandates. Participate in inter-local meetings to address local and regional concerns. Regulate building and specialty contractors that provide a service to the community. Accept and review all permits and plans that are submitted to the Village to ensure compliance with federal, state and local laws. Provide inspections to ensure proper compliance. Page | 183 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    —‹Ž†‹‰Ƭ‘‹‰‡’–ǤͳͺͲ ‡”•‘‡Ž”‰ƒ‹œƒ–‹‘Šƒ”– FIRE CHEIF James Weinand (95% Fire Department/ 5% Building & Zoning) Admin. Service Center Executive (91% Fire Department/ 9% Building & Zoning) Part Time Administrative Part Time Building Permit Assistant Coordinator/ Licensing Clerk Page | 184 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    —‹Ž†‹‰Ƭ‘‹‰‡’–ǤͳͺͲ –ƒˆˆ‹‰—ƒ”› Percentage of Budget Designated for Personnel Services in FY2011 Personnel Operating & Capital 34% 66% Page | 185 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    —‹Ž†‹‰Ƭ‘‹‰‡’–ǤͳͺͲ ‡˜‡—‡—ƒ”› Revenues Comparison by Fiscal Year 250000 200000 150000 Charges for Services Licenses & Permits 100000 Miscellaneous 50000 0 FY2009 Actual FY2011 Proposed FY2010 Amended Page | 186 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    —‹Ž†‹‰Ƭ‘‹‰‡’–ǤͳͺͲ ExpenditureSummary Expenditures Comparison by Fiscal Year 250000 200000 150000 Personnel Operating 100000 Capital 50000 0 FY2011 Proposed FY2009 Actual FY2010 Amended Page | 187 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    —‹Ž†‹‰Ƭ‘‹‰‡’–ǤͳͺͲ Explanation of Significant Changes Revenues: Overall revenues were decreased 3.70% ($9,400) between fiscal years 2010 and 2011. This is due to a decrease in building permit fees and site plan review fees as Management is projecting less activity in the new fiscal year. Personnel: There is a 34.64% decrease in personnel expenditures between fiscal years 2010 and 2011. This is due to the elimination of one and a half full time positions. Operating: The 24.5% decrease in FY2011 operating expenditures is due to a combination of changes. The prime reaso significant savings that a department is able to make throughout the fiscal year. At the end of fiscal year 2010 this department had a balance of $38,390 in this account due to the elimination of one and a half full time positions. Projecting that these savings were sustainable, the fiscal year 2011 budget was created omitting this amount which resulted in a decrease of nearly 17.5 personnel and operating budgets. Capital: The fiscal year 2011 capital budget is comprised of $1,500 for the purchase of a computer. Fiscal Year 2010 Accomplishments Simplified and updated the fee structure within the department. Coordinated the home occupation permit process with the code enforcement officer. Utilized all methods available to assure proper occupational license requirements. Recommended clarification changes to the Village Council on inconsistencies found in the Provided timely Comp Plan amendments. Properly trained personnel in all aspects of Community Development processes and permitting. Fiscal Year 2011 Goals and Objectives Properly organize the planning and zoning documents, variance documents and property files. Rebuild the administrative files and building plans storage facility. Code of Ordinances. Page | 188 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    Fire-‡•…—‡-192 Mission Statement The primary function and purpose of Tequesta Fire/Rescue is to prevent and mitigate the effects of natural disasters and/or man-made emergencies, with the foremost emphasis on the preservation of life and property for the citizens of Tequesta and citizens of areas that are under contractual agreement for our services, along with their visitors. In order to achieve this primary function, all members of the Fire Department must utilize all resources and devote endless energy into secondary functions such as community relations, fire prevention, fire service education and training, data development, fire suppression and emergency medical services. In order to achieve true success, the department must gain and retain the confidence and respect of the public to which it serves. This can be accomplished only by the constant and earnest endeavor on the part of all members of the department to perform their duties in a consistent, efficient, honest, business-like and professional manner, and by exemplary conduct, which cultivates in the public mind the fullest realization that the Fire Department is a vital requisite to public well being. To ensure consistency throughout the department and to the public which we protect, we will perform exactly as specified and fulfill the requirements for each function in our organization and to the satisfaction of our residents. Policies and performance specifications will be changed to meet our needs, or the needs of the residents we protect. We will fully understand the requirements for our jobs and the system supporting us. Services, Functions and Activities The Fire/Rescue Department provides information, maintains the latest fire prevention codes and recommends ordinances to the Village Council for their decision on community fire safety laws to minimize loss of life and property by uncontrolled fire. The Department is also responsible for fire safety inspections every business within the Village limits and reviews plans for new construction for fire resistance separations, built-in fire protection equipment, fire hydrant layouts and apparatus access in accordance with fire protection objectives. The department develops, coordinates and delivers all public education programs on fire, safety and health prevention. Other services provided by the department are Emergency Medical Services (EMS), Hazard Mitigation, Home Land Security and Emergency Management. The Department provides a well trained and well-equipped fire suppression force for fire control and maintains these services within budget limitation set by the Village Council. Page | 189 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    Fire-‡•…—‡-192 ‡”•‘‡Ž”‰ƒ‹œƒ–‹‘Šƒ”– FIRE CHIEF James Weinand (95% Fire Department/ 5% Building & Zoning) Admin. Service Fire Officers Part Time Fire Center Exec. (3) Inspector (91% Fire Dept./ 9% Building & Zoning) Administrative Rescue Officers Assistant/ (3) Medical Billing Clerk Interim Firefighters Part Time Firefighters Firefighter (12) (3) Page | 190 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    Fire-‡•…—‡-192 –ƒˆˆ‹‰—ƒ”› Percentage of Budget Designated for Personnel Services in FY2011 11% Personnel Operating & Capital 89% Page | 191 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    Fire-‡•…—‡-192 ‡˜‡—‡—ƒ”› Revenues Comparison by Fiscal Year 800000 700000 600000 Charges for Services 500000 Insurance Premium Taxes 400000 Miscellaneous 300000 200000 100000 0 FY2009 Actual FY2010 Amended FY2011 Proposed Page | 192 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    Fire-‡•…—‡-192 š’‡†‹–—”‡—ƒ”› Expenditures Comparison by Fiscal Year 3000000 2500000 2000000 Personnel 1500000 Operating Capital 1000000 500000 0 FY2010 Amended FY2009 Actual FY2011 Proposed Page | 193 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    Fire-‡•…—‡-192 Explanation of Significant Changes Revenues: FY 2011 revenues increased 1.05% ($9,000). Fire plan review fees were increased by 157% cost increased 3% ($6,100) according to the terms of the current contract between JIC and The Village. Not all revenues increased however, fire insurance premium taxes were decreased by 8.21% to reflect actual amounts received in prior years. Personnel: Personnel expenditures were decreased by 4.56% ($118,463) between fiscal years 2010 and 2011. This is primarily due to an 82% ($81,505) decrease in the overtime account. The fiscal year 2010 overtime budget included overtime associated with the Tequesta Drive Bridge project which was completed. Other factors include insurance in this department and the elimination of compensated absences funding as there are no projected payouts in fiscal year 2011. Operating: The 42.28% decrease in FY2011 operating expenditures is due to a combination of changes. significant savings that a department is able to make throughout the fiscal year. At the end of fiscal year 2010 this department had a balance of $109,599 in this account due to a decreased employer required pension contribution. Projecting that these savings were sustainable, the fiscal year 2011 budget was created om personnel and operating budgets. Other factors include the elimination of the cost of running a second fire station (office lease, utilities, supplies, etc.) due to the replacement of the Tequesta Drive Bridge and a one-time write off of uncollectible EMS transportation fees as identified by the department and approved by Council. Capital: The fiscal year 2011 capital budget is comprised of $4,500 for the purchase of a three computers. Page | 194 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    Fire-‡•…—‡-192 Fiscal Year 2010 Accomplishments Controlled budget expenditures and provided savings to the Village. Increased the collections of Fire Inspection and Plan Review fees despite the economic conditions. The addition of a new interim firefighter position reduced the need and cost of part time personnel and overtime. Took delivery of a new ambulance and placed it into service. ging camera. Introduced new hypothermic I.V. therapy procedures. Underwent the first Fire Suppression rating by ISO Scored no deficiencies on an un-announced State of Florida, Department o f Health Inspection. Fiscal Year 2011 Goals and Objectives Increase public relations activities. Introduce a new medical procedure to advance cardiac care. Such for additional revenue sources. Control budget expenditures and to provided savings for the Village. Reinstate employee awards and recognition program. Seek approval to add volunteer firefighter program. Page | 195 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget This Page Intentionally Left Blank Page | 196 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    —„Ž‹…‘”•‡’–ǤʹͳͲ Mission Statement The Public Works Department provides the Village with a safe, high quality infrastructure, maximizing the safety of its residents, property owners and visitors, while maintaining the aesthetics of the Village. Services, Functions and Activities infrastructure including its roadways, pathways, government facilities, parks, right-of-ways, medians, streetlights, curbs, trees and signage. They oversee beautification projects and general maintenance throughout the Village to maintain a safe, clean, high-quality community. The Public Works Department utilizes both Village staff and outside contractual services to achieve their high level of service. Page | 197 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    —„Ž‹…‘”•‡’–ǤʹͳͲ ‡”•‘‡Ž”‰ƒ‹œƒ–‹‘Šƒ”– SERVICE TECH SUPERVISOR (89% Water/11% Public Works) Maintenance Crew Leader Worker II Maintenance Park Worker I Supervisor Page | 198 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    —„Ž‹…‘”•‡’–ǤʹͳͲ –ƒˆˆ‹‰—ƒ”› Percentage of Budget Designated for Personnel Services in FY2011 Personnel Operating & Capital 39% 61% Page | 199 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    —„Ž‹…‘”•‡’–ǤʹͳͲ ‡˜‡—‡—ƒ”› This Section Intentionally Left Blank This Department Does Not Collect Revenues Page | 200 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    —„Ž‹…‘”•‡’–ǤʹͳͲ š’‡†‹–—”‡—ƒ”› Expenditures Comparison by Fiscal Year 600000 500000 400000 Personnel 300000 Operating Capital 200000 100000 0 FY2009 Actual FY2010 Amended FY2011 Proposed Page | 201 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget   TEQUESTA —„Ž‹…‘”•‡’–ǤʹͳͲ Explanation of Significant Changes Personnel: The 0.87% decrease in personnel expenditures is due to a combination of changes including , a 2% increase in the cost of health insurance and a 7% increase in the pension contribution accounts (both FRS and VOT). Operating: Operating expenditures were decreased by 8.91% in FY2011. Several accounts were decreased such as Engineering Services and R&M-Station 11 because there is no projected need for the services in FY2011 while others, such as utility services and streetlights, were increased to reflect actual expenditures in prior years. The primary reason for the decrease is that the FY2010 budget included two non-recurring road overlay projects, the Bridge road overlay and the Seabrook Road overlay, totaling $48,025. Fiscal Year 2010 Accomplishments Assisted with the completion of the new Tequesta Drive Bridge. Completed improvements to Village Green Park for the new Public Safety Memorial. Paved Seabrook Road, north of Tequesta Drive. Paved Bridge Road. Completed renovating the property located to the North of Bridge Road, now known as Paradise Park. Fiscal Year 2011 Goals and Objectives Continue to provide the highest level of service to the Village and its Residents. Attempt to improve the level of service within existing and/or available funding. Continue to perform visual inspections of Village owned roadways and pathways and schedule repairs as needed. Continue to coordinate and manage available resources to enhance the aesthetics of the Village. Assure compliance with the Village Public Works standards and code requirements while responding to Village and Residents requests. Continue to update traffic signs and pavement markings. Page | 202 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡‹•—”‡‡”˜‹…‡•‡’–Ǥʹ͵ͳ Mission Statement ity recreational programming and park facilities for participants of all age groups. The Department strives to provide facilities and programming to meet the ever-changing needs of the citizens of the Village. Services, Functions and Activities The Leisure Services Department provides services to preserve and enhance the high quality of life for those who live and work in the Village of Tequesta. Services provided include: leisure class programming for all ages, youth summer/winter camps and organizing and supervising special events such as Tequesta Fest and movies in the park. The Leisure Services Department is also responsible for the maintenance of both Constitution Park and the Recreation Center located at 399 Seabrook Road. Page | 203 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡‹•—”‡‡”˜‹…‡•‡’–Ǥʹ͵ͳ ‡”•‘‡Ž”‰ƒ‹œƒ–‹‘Šƒ”– PARKS & RECREATION DIRECTOR Greg Corbitt Part Time Maintenance Recreation Part Time Part Time Recreation Worker I Supervisor Activities & Park Leader Community Attendant Coordinator Seasonal Employees (9) Page | 204 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡‹•—”‡‡”˜‹…‡•‡’–Ǥʹ͵ͳ –ƒˆˆ‹‰—ƒ”› Percentage of Budget Designated for Personnel Services in FY2010 Personnel Operating & Capital 45% 55% Page | 205 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡‹•—”‡‡”˜‹…‡•‡’–Ǥʹ͵ͳ ‡˜‡—‡—ƒ”› Revenues Comparison by Fiscal Year 80000 70000 60000 50000 Charges for Services 40000 Miscellaneous 30000 20000 10000 0 FY2010 Amended FY2009 Actual FY2011 Proposed Page | 206 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡‹•—”‡‡”˜‹…‡•‡’–Ǥʹ͵ͳ š’‡†‹–—”‡—ƒ”› Expenditures Comparison by Fiscal Year 350000 300000 250000 Personnel 200000 Operating 150000 Capital 100000 50000 0 FY2011 Proposed FY2010 Amended FY2009 Actual Page | 207 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡‹•—”‡‡”˜‹…‡•‡’–Ǥʹ͵ͳ Explanation of Significant Changes Revenues: FY 2011 revenues have been increased nearly 14% to reflect actual amounts received in prior years from the expansion of existing programs such as summer camp, movies and concerts in the park and Tequesta Fest. Personnel: The FY 2011 budget does not include funding for the sick leave conversion program as there are no payouts projected in the upcoming year and it reflects a $4,000 (12%) decrease in the seasonal salaries and wages account, a reflection of actual expenditures in prior years. These are the primary reasons for the 1.84% decrease in personnel expenditures between FY 2010 and FY 2011. Operating: The operating budget has been increased nearly 6% to fund the expansion of existing programs and special events at the request of Village residents. Fiscal Year 2010 Accomplishments Special events attendance reached record levels. Recreation program participation was up from last year. Summer camp was expanded to accommodate more campers. Exceeded all revenue projections. Constitution Park usage reached record levels. Constitution Park pavilion resident rentals doubled from previous year. Goal to offer creative programs to all age groups was accomplished. Launched a high school volunteer program through the Key Club. Local business networking was a success. Local business sponsorships at special events reached an all time high. Launched a successful Parks and Recreation Department marketing campaign. Received positive feedback regarding services offered. Fiscal Year 2011 Goals and Objectives Continue to offer on-going recreational programs to meet the needs of the community, Continue to offer quality special events. Expand special events, recreational programs and summer camp to meet the increased demands of the community. Explore sponsorship opportunities. Increase vendor opportunities at special events. Expand business relationships in the community. Cross training of staff. Promote and enhance communications to all Village residents. Page | 208 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget Budget ʹͲ102011 - Budget                     sŝůůĂŐĞŽĨdĞƋƵĞƐƚĂ &ŝƐĐĂůzĞĂƌϮϬϭϬͲϮϬϭϭ 'ĞŶĞƌĂů&ƵŶĚͲϬϬϭ  Ğďƚ^ĞƌǀŝĐĞΘĂƉŝƚĂů>ĞĂƐĞƐ Page | 209 Page | 209 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡„–‡”˜‹…‡ƒ†ƒ’‹–ƒŽ‡ƒ•‡•š’‡†‹–—”‡•‡’–Ǥ͹ͲͲ ‡„–‡”˜‹…‡Ƭƒ’‹–ƒŽ‡ƒ•‡• The Village has entered into the following capital lease and long-term debt agreements: —„Ž‹…ƒˆ‡–› 2002 Note Payable Holder: Bank of America Purpose: Public Safety Facility Original Amount of Loan - $5,000,000 Interest Rate 4.28% Annual Payment - $372,501 20 Year Term Expires September 2022 Projected Principle Amount Outstanding at 09/30/10 - $3,491,029 Capital Lease Holder: Banc of America Purpose: Sutphen Custom Pumper Truck and Equipment Original Amount of Loan - $397,922 Interest Rate 3.61% Annual Payment - $46,720 10 Year Term Expires April 2012 Projected Principle Amount Outstanding at 09/30/10- $88,613 Page | 210 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡„–‡”˜‹…‡ƒ†ƒ’‹–ƒŽ‡ƒ•‡•š’‡†‹–—”‡•‡’–Ǥ͹ͲͲ š’‡†‹–—”‡—ƒ”› Principle and Interest Expenditures Comparison by Fiscal Year 300,000 250,000 200,000 Principle 150,000 Interest 100,000 50,000 - FY2011 Proposed FY2009 Actual FY2010 Amended Page | 211 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget   TEQUESTA ‡„–‡”˜‹…‡ƒ†ƒ’‹–ƒŽ‡ƒ•‡•š’‡†‹–—”‡•‡’–Ǥ͹ͲͲ š’‡†‹–—”‡‡–ƒ‹Ž FY2011 Debt Service and Capital Lease Appropriations by Item 11% Public Safety Facility Pumper and Equipment 89% Page | 212 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡„–‡”˜‹…‡ƒ†ƒ’‹–ƒŽ‡ƒ•‡•š’‡†‹–—”‡•‡’–Ǥ͹ͲͲ …Š‡†—Ž‡‘ˆ —–—”‡ƒ›‡–•„›‡ƒ” Future Payments by Year 450 425 400 375 350 Page | 213 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    ‡„–‡”˜‹…‡ƒ†ƒ’‹–ƒŽ‡ƒ•‡•š’‡†‹–—”‡•‡’–Ǥ͹ͲͲ Notes Notes The Village intends to reduce its debt service by paying off existing debt issues if the resulting savings are significant and by purchasing capital items with current year revenues and/or funds set aside and reserved for this purpose. The term for the 2005 capital lease for the ambulance expired in June, 2010. This resulted in the debt related expenditures in FY2011 decreasing by 5.62% Page | 214 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget Budget ʹͲ102011 - Budget                    sŝůůĂŐĞŽĨdĞƋƵĞƐƚĂ &ŝƐĐĂůzĞĂƌϮϬϭϬͲϮϬϭϭ 'ĞŶĞƌĂů&ƵŶĚͲϬϬϭ  /ŶƚĞƌͲ&ƵŶĚdƌĂŶƐĨĞƌƐ͕KƚŚĞƌ &ŝŶĂŶĐŝŶŐ^ŽƵƌĐĞƐΘhƐĞƐ͕ KƚŚĞƌEŽŶͲKƉĞƌĂƚŝŶŐΘ ŽŶƚŝŶŐĞŶĐLJ Page | 215 Page | 215 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget This Page Intentionally Left Blank Page | 216 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget    Inter- —†”ƒ•ˆ‡”•ǡ–Š‡” ‹ƒ…‹‰‘—”…‡•Ƭ•‡•ǡ–Š‡”‘- ’‡”ƒ–‹‰Ƭ‘–‹‰‡…› š’‡†‹–—”‡—ƒ”› Notes: 1.Inter-Fund Transfers: a)In FY2009 $1,273,323 was transferred to the Capital Improvement Fund for costs associated with replacing the Tequesta Drive Bridge. At their request, $1,198,323 of this amount was deposited with the Florida Department of Transportation. b)In FY2010 an additional $158,549 was transferred to the Capital Improvement Fund for the cost of engineering services associated with replacing the Tequesta Drive Bridge. 2.This represents annual banking fees and charges incurred by the General Fund # 001. Page | 217 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲ10-2011Budget This Page Intentionally Left Blank Page | 218 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡– ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒ ‹•…ƒŽ‡ƒ”͸ͶͷͶǦ͸Ͷͷͷ ‡…–‹‘ͻ  ƒ’‹–ƒŽ ’”‘˜‡‡–Ƭƒ’‹–ƒŽ”‘Œ‡…–• —†• —†•͹ͶͷƬ͹Ͷ͹ The Village reports its major capital acquisition and construction separately from its ongoing operating capital activities. The Village reports the following two (2) capital projects funds: Capital Improvement Fund #301 Capital Projects Fund #303 Page | 219 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡–    ƒ’‹–ƒŽ ’”‘˜‡‡– —†͵Ͳͳ ‡˜‡—‡—ƒ”› Revenues Comparison by Fiscal Year 1400000 1200000 Other Misc. Revenues 1000000 Interfund Transfers 800000 Appropriate Fund Balance 600000 400000 200000 0 FY2009 Actual FY2010 Amended FY2011 Proposed Page | 220 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡–    ƒ’‹–ƒŽ ’”‘˜‡‡– —†͵Ͳͳ š’‡†‹–—”‡—ƒ”› Expenditures Comparison by Fiscal Year 1400000 1200000 Tequesta Drive Bridge 1000000 Recreation Center 800000 Misc. Projects 600000 Interfund Transfers 400000 200000 0 FY2010 Amended FY2011 Proposed FY2009 Actual Page | 221 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡–    ƒ’‹–ƒŽ”‘Œ‡…–• —†͵Ͳ͵ ‡˜‡—‡—ƒ”› Revenues Comparison by Fiscal Year 250000 200000 Grants 150000 Appropriate Fund Balance 100000 50000 0 FY2009 Actual FY2011 Proposed FY2010 Amended Page | 222 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡–    ƒ’‹–ƒŽ”‘Œ‡…–• —†͵Ͳ͵ š’‡†‹–—”‡—ƒ”› Expenditures Comparison by Fiscal Year 120000 100000 North Cypress Drive 80000 Tequesta Park 60000 FEC Project Interfund Transfers 40000 20000 0 FY2011 Proposed FY2010 Amended FY2009 Actual Page | 223 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡–    ƒ’‹–ƒŽ ’”‘˜‡‡–ƒ†ƒ’‹–ƒŽ”‘Œ‡…–• —†•-͵Ͳͳƒ†͵Ͳ͵ Notes Notes There are no capital improvements or projects budgeted for in funds 301 and 303 in fiscal year 2011. The Capital Improvement Fund (301) has a FY2011 budget of $250,000; however; there are no capital improvements budgeted for in this fund. The $250,000 budget is comprised of an appropriation that is to be transferred to the General Fund as partial reimbursement of the $1,198,323 that was transferred from the General Fund into the Capital Improvement Fund in fiscal year 2009 to be deposited with the Florida Department of Transportation for the Tequesta Drive Bridge Project. The FDOT took over the Tequesta Drive Bridge replacement project in fiscal year 2009 and requested an additional $1,198,323 in cash be deposited with them to cover any additional costs associated with the bridge. Any remaining funds after completion of the project will be returned to the Village. Page | 224 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡– ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒ ‹•…ƒŽ‡ƒ”͸ͶͷͶǦ͸Ͷͷͷ ‡…–‹‘ͼ  ”‘’”‹‡–ƒ”› —†•Ǧ —†•ͺͶͷǡͺͶ͸ƬͺͶ͹ A proprietary fund may be used to report any activity for which a fee is charged to external users for goods and services. The Village reports the following three (3) proprietary funds: Water Utility Fund #401 Refuse & Recycling Fund #402 Stormwater Utility Fund #403 Page | 225 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡– This Page Intentionally Left Blank Page | 226 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡– ʹͲͳͳ—†‰‡– ʹͲͳͲ - ʹͲͳͳ—†‰‡–                     Village of Tequesta Fiscal Year 2010-2011 Proprietary Funds Water Fund - 401 Page | 227 Page | 227 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡– This Page Intentionally Left Blank Page | 228 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡–    ƒ–‡”–‹Ž‹–› —†ͶͲͳ Mission Statement To successfully manage and provide the highest quality potable water at a reasonable cost and to deliver that water through a network of tanks, pumps and piping with minimal losses and effective/accurate metering devices. Services, Functions and Activities The Water Utility Division is broken down into the Administration Department, the Water Production Department and the Water Distribution Department. Administration Department: This department accounts for the financial activities of the Water Utility Fund that are not specifically classified within another department. Included in this auditing, legal and engineering expenses. Water Production Department (Water Treatment Plant): This department is responsible for providing a safe and potable drinking water to the public. The department manages the water treatment plant, (10) surficial aquifer wells, three (4) Floridian aquifer wells, two (2) on-site ground storage tanks and one (1) off-site ground storage tank with pumping facilities. All processes run in accordance within the latest federal, state and local guidelines. All plant operators maintain state certifications for the operation of the facility. Distribution Department: This department manages all aspects of the water distribution system network within the utilities service area. The service area presently includes all areas within the Village corporate boundaries and areas of unincorporated Palm Beach and Martin Counties. The department maintains/repairs approximately 73.0 miles of piping, valves, 430 fire hydrants and approximately 5,000 meters within the system and is also responsible for reading meters and responding to customer complaints. All of these functions are performed in accordance with the latest state and local guidelines. Employees of the department maintain state certifications for the operation of the distribution system. This department also includes personnel within the Finance Department who perform billing functions, field customer complaints, set up new accounts and closure of accounts. Page | 229 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡–    ƒ–‡”–‹Ž‹–› —† —†ͶͲͳ ‡”•‘‡Ž”‰ƒ‹œƒ–‹‘Šƒ”– Water Plant Operator I (3) Water Plant Operator Chief Plant Water II (1) Operator Production Instrumentation Technician Administrative Assistant Utility Director Michael R. Water Finance Director Couzzo Jr. Adminsitration (65% Finance/35% Water) (50% Admin / 50% Water Admin) Cust. Service Utility Billing/ Accounting Clerk Supervisor Public Water Service Tech II Services Distribtuion (1) Manager Service Tech. Supervisor Service Tech I (89% Water / (2) 11% Public Wrks Service Tech Trainee (1) Page | 230 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡–    ƒ–‡”–‹Ž‹–› —† —†ͶͲͳ –ƒˆˆ‹‰—ƒ”› Percentage of Budget Designated for Personnel Services in FY2011 20% Personnel Operating, Capital & Other Expenditures 80% Page | 231 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡–    ƒ–‡”–‹Ž‹–› —† —†ͶͲͳ ‡˜‡—‡—ƒ”›ȋŠ‡”‡–Š‡‘‡›‘‡• ”‘Ȍ FY2011- Where the Money Comes From Charges for Services 61% 38% Other Financing Sources 1% 61% Appropriate Fund Balance 38% 1% Page | 232 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡–    ƒ–‡”–‹Ž‹–› —† —†ͶͲͳ š’‡†‹–—”‡—ƒ”›ȋŠ‡”‡–Š‡‘‡›Goes) FY2011 - Where the Money Goes 4% Personnel Services 21% 21% Operating Expenditures 35% 40% Capital Outlay 40% 35% Debt Service - Principle & Interest 4% Page | 233 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡–    ƒ–‡”–‹Ž‹–› —†ͶͲͳ ‡˜‡—‡—ƒ”›„›……‘—–Žƒ•• Revenue Comparison by Fiscal Year 4000000 3500000 3000000 Charges for Services Other Misc. Revenues 2500000 Investment Earnings 2000000 Other Financing Sources 1500000 Appropriate Fund Balance 1000000 500000 0 FY2011 Proposed FY2010 Amended FY2009 Actual Page | 234 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡–    ƒ–‡”–‹Ž‹–› —†ͶͲͳ š’‡†‹–—”‡—ƒ”›„›‡’ƒ”–‡– Expenditures Comparison by Fiscal Year 2500000 Water Administration 2000000 Water Production Water Distribution 1500000 Renewal & Replacement Capital Outlay Debt Service 1000000 Budgeted Depreciation Other Financing Uses 500000 0 FY2009 Actual FY2010 Amended FY2011 Proposed Page | 235 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡–    ƒ–‡”–‹Ž‹–› —†ͶͲͳ ‡„–‡”˜‹…‡Ƭƒ’‹–ƒŽ‡ƒ•‡• The Village has entered into the following capital lease and long term debt agreements: ƒ–‡”–‹Ž‹–› 2004 Note Payable Holder: Bank of America Purpose: Water system expansion Original Amount of Loan - $645,170 Interest Rate 4.96% Annual PaymentVaries, See Page 239 20 Year Term Expires May 2024 Projected Principle Amount Outstanding at 09/30/10 - $365,895 2008 Note Payable Holder: Bank of America Purpose: Advance refunding of 1998 Water Revenue Bonds Original Amount of Loan - $6,554,935 Interest Rate 3.6852% Annual Payment-Varies, See Page 239 236 Month Term (Approximately 20 yrs) Expires March 2028 Projected Principle Amount Outstanding at 09/30/10 - $6,039,633 Page | 236 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡–    ƒ–‡”–‹Ž‹–› —†ͶͲͳ ‡„–‡”˜‹…‡ƒ†ƒ’‹–ƒŽ‡ƒ•‡•š’‡†‹–—”‡—ƒ”› Principle and Interest Expenditures Comparison by Fiscal Year 285,000 280,000 Principle 275,000 Interest 270,000 265,000 260,000 255,000 250,000 FY2009 Actual FY2010 Amended FY2011 Proposed Page | 237 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡–    ƒ–‡”–‹Ž‹–› —†ͶͲͳ ‡„–‡”˜‹…‡Ƭƒ’‹–ƒŽ‡ƒ•‡•š’‡†‹–—”‡‡–ƒ‹Ž FY2011 - Debt Service and Capital Lease Appropriations by Item 5% 8% 2004 Note Payable-Tropic Vista 8% 2008 Water Utility Note 87% Other Debt Service Expenses 5% 87% Page | 238 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡–    ƒ–‡”–‹Ž‹–› —†ͶͲͳ …Š‡†—Ž‡‘ˆ —–—”‡ƒ›‡–•„›‡ƒ” Future Payments by Year 600000 500000 400000 300000 200000 100000 0 Page | 239 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡–    ƒ–‡”–‹Ž‹–› —†ͶͲͳ Explanation of Significant Changes Revenues: Revenues increased 54.79% overall in FY2011. This is primarily due to an appropriation of fund balance in the amount of $2,445,610 which is reserved for the Water Plant Expansion Project. Additionally, water rates were increased 1.96% as a result of a previously adopted code provision, Section 74-tomatic annual rate adjustment. Not all revenues increased however, interest revenues decreased 41.50% from $25,640 in FY2010 to $15,000 in FY2011 to reflect actual revenues received in the prior year. Personnel: The fiscal year 2011 budget does not include funding for the compensated absences as there are no payouts projected in the upcoming year. This is the primary reason for the 4.27% decrease in personnel expenditures; however, there were other changes such as a retirement in the Water compensation insurance that also calculated into the decrease. Operating: The 3.17% decrease in operating expenditures in fiscal year 2011 is primarily due to the R.O. membrane replacement project that was completed in fiscal year 2010. The cost of the replacement was $122,475 and was not budgeted for in fiscal year 2011 as it is not an annual expenditure. Other factors resulting in the decrease include a $24,749 (41.4%) decrease in general engineering expenditures and a $9,314 (61.7%) decrease in the meters, valves and hydrants account. These expenditures were reduced based on purchases and services received in fiscal year 2010 that are not required in fiscal year 2011. Despite the overall decrease, several accounts such as utility services, water chemicals, water system maintenance and gas & oil, were increased in the fiscal year 2011 budget. The increases were based on projected cost increases and to reflect actual expenditures in prior years. Capital: $2,445,610 for the Expansion of the water plant. The Water Plant Expansion Project consists of the addition of a third RO Train, a new high pressure pump, a new cartridge filter, a new de-gasifier, two new scrubbers, the equipping of well #4 and associated chemical feed, electrical and instrumentation modifications. The project is divided into two parts, engineering services ($145,000) and construction services ($2,300,610). The project is expected to be completed in FY2011. Page | 240 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡–    ƒ–‡”–‹Ž‹–› —†ͶͲͳ Fiscal Year 2010 Accomplishments Successfully replaced the R.O. membrane. Successfully met all requirements for regulatory agencies necessary for The drinking water permit. Began the Water Plant Expansion Project which is adding a third R.O. Train and a second de- gassifier/scrubber system. Completed the subaqueous water main crossing on Tequesta Drive, at the Bridge. Fiscal Year 2011 Goals and Objectives Continue to provide customers with the highest quality water possible while maintaining a competitive rate structure. needed. Continue to ensure that all regulatory agency requirements are met. Ensure the water treatment plant operates at maximum efficiency in order to provide high quality potable water. Inspect potable water meters and replace on an as needed basis. Continue to evaluate the expansion of the water plant. Continue to upgrade and replace fire hydrants as needed. Page | 241 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡– This Page Intentionally Left Blank Page | 242 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡– ʹͲͳͳ—†‰‡– ʹͲͳͲ - ʹͲͳͳ—†‰‡–                     Village of Tequesta Fiscal Year 2010-2011 Proprietary Funds Refuse & Recycling Fund - 402 Page | 243 Page | 243 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡– This Page Intentionally Left Blank Page | 244 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡–    ‡ˆ—•‡Ƭ‡…›…Ž‹‰ —† —†ͶͲʹ Mission Statement To successfully manage and provide the highest quality of refuse and recycling services at a reasonable cost to Village residents. Services, Functions and Activities This division of the enterprise funds manages the refuse and recycling collection system within the Page | 245 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡–    ‡ˆ—•‡Ƭ‡…›…Ž‹‰ —† —†ͶͲʹ ‡˜‡—‡—ƒ”› Revenues Comparison by Fiscal Year 450000 400000 Charges for Services 350000 300000 Interest Income 250000 Appropriate Fund 200000 Balance 150000 100000 50000 0 FY 2009 ActualFY 2010 AmendedFY 2011 Proposed Page | 246 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡–    ‡ˆ—•‡Ƭ‡…›…Ž‹‰ —† —†ͶͲʹ š’‡†‹–—”‡—ƒ”› Expenditures Comparison by Fiscal Year 450000 400000 350000 Personnel 300000 Operating 250000 200000 Other Financing Uses 150000 100000 50000 0 FY2009 Actual FY2010 Amended FY2011 Proposed Page | 247 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡–    ‡ˆ—•‡Ƭ‡…›…Ž‹‰ —† —†ͶͲʹ Explanation of Significant Changes Revenues: The refuse and recycling fund budget is funded by a non-ad valorem assessment included on your annual tax bill. There was no increase in the assessment between FY2010 and FY2011. The Village is currently subsidizing the refuse and recycling non-ad valorem assessment with reserves that were built up over previous years in that fund. This is the reason for the $31,120 appropriation of Fund Balance in the FY2011 budget. Operating: Operating expenditures in this fund decreased overall by 2.01%. This is mostly due to the CPI index that is used to calculate the annual rates pursuant to the contract that the Village has with Waste Management, the provider of the services. Fiscal Year 2010 Accomplishments Successfully negotiated a five year contract extension maintaining current terms. Fiscal Year 2011 Goals and Objectives Continue to provide customers with the highest quality refuse and recycling services possible while maintaining a competitive rate structure. Continue to monitor the contract services to assure reliable, professional and punctual services. Page | 248 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡– ʹͲͳͳ—†‰‡– ʹͲͳͲ - ʹͲͳͳ—†‰‡–                     Village of Tequesta Fiscal Year 2010-2011 Proprietary Funds Stormwater Fund -403 Page | 249 Page | 249 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡– This Page Intentionally Left Blank Page | 250 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡–    –‘”ƒ–‡”–‹Ž‹–› —†ͶͲ͵ Mission Statement To ensure the effective management of the Storm Water management system and appurtenances for the minimization of flooding and the assurances that discharges meet water quality standards utilizing best management practices. Services, Functions and Activities corporate boundaries by repairing/maintaining all retention pond areas, catch basins, drainage pipes and swales. Only public systems are maintained, as private systems are maintained under separate homeowners/condominium associations. The division ensures that discharge approved outfall locations meet the federal, state and local water quality criteria. All storm water employees associated with the division are encouraged to become state certified for the operation and maintenance of storm water systems. Page | 251 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡–    –‘”ƒ–‡”–‹Ž‹–› —†ͶͲ͵ ‡”•‘‡Ž”‰ƒ‹œƒ–‹‘Šƒ”– STORM WATER UTILITY Service Tech Trainee Page | 252 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡–    –‘”ƒ–‡”–‹Ž‹–› —†ͶͲ͵ –ƒˆˆ‹‰—ƒ”› Percentage of Budget Designated for Personnel Services in FY2011 11% Personnel Operating, Capital & Other Expenditures 89% Page | 253 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡–    –‘”ƒ–‡”–‹Ž‹–› —†ͶͲ͵ RevenueSummary Revenue Comparison by Fiscal Year 350000 300000 250000 200000 Charges for Services Interest Income 150000 Miscellaneous 100000 50000 0 FY2009 Amended FY2010 Proposed FY2008 Actual Page | 254 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡–    –‘”ƒ–‡”–‹Ž‹–› —†ͶͲ͵ š’‡†‹–—”‡—ƒ”› Expenditures Comparison by Fiscal Year 350000 300000 250000Personal Operating 200000 Capital 150000 100000 50000 0 FY2009 Actual FY2010 Amended FY2011 Proposed Page | 255 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡–    –‘”ƒ–‡”–‹Ž‹–› —†ͶͲ͵ Explanation of Significant Changes Revenues: The storm water fund budget is funded by a non-ad valorem assessment included on your annual tax bill. The assessment did not change between FY2010 and FY2011. Overall revenues increased by 32.93% ($104,747) in FY2011. This is primarily due to an appropriation of fund balance in the amount of $103,870 for pipe rehabilitation along Tequesta Drive. Personnel: The fiscal year 2011 budget does not include funding for a compensated absences expense as there are no projected payouts in the upcoming year. This, along with a decrease of $6,325 in unemployment compensation, resulted in the overall decrease in personnel expenditures of 13.5% ($7,250). Both reductions are the result of employee turnover in fiscal year 2009. Operating: Operating expenditures decreased by 60.67% ($110,153) partially because of the Seabrook Road Overlay project ($22,150) that was completed in fiscal year 2010 but mostly due to budgeted depreciation. The Finance Department is currently transferring its capital assets from a manual system to an automated system. When the transition is complete, the budget will be amended to include budgeted depreciation. Capital:The FY2011 Storm Water budget includes $305,000 for pipe rehabilitation along Tequesta Drive and $5,000 for other various improvements throughout the Village. Fiscal Year 2010 Accomplishments Added swale on Venus Avenue Added swale on Teakwood Circle Eliminated paved area, added swale, sod, drainage and road improvements on Seabrook Road. Fiscal Year 2011 Goals and Objectives Continue to provide customers with the highest quality storm water services possible while maintaining a competitive rate structure. storm water system and schedule repairs as needed. Continue to ensure that all regulatory agency requirements are met. Continue to respond to emergency situations, such as sink holes, quickly and efficiently to ensure the safety of the residents and minimize all associated inconvenience. Continue to add swaled areas for storm water treatment. Page | 256 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡– ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒ ‹•…ƒŽ‡ƒ”͸ͶͷͶǦ͸Ͷͷͷ ‡…–‹‘ͽ  ’‡…‹ƒŽƒ™ˆ‘”…‡‡– —†ǦͼͶͻ This is a special revenue fund that accounts for forfeitures received by the Police Department to be expended for certain law enforcement purposes as prescribed by Florida Statute Chapter 932.704. Page | 257 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡–    ’‡…‹ƒŽƒ™ˆ‘”…‡‡– —† —†͸Ͳͷ ‡˜‡—‡—ƒ”› Revenues Comparison by Fiscal Year 1000 900 800 700 Appropriate Fund Balance 600 500 400 300 200 100 0 FY 2009 ActualFY 2010 AmendedFY 2011 Proposed Page | 258 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡–    ’‡…‹ƒŽƒ™ˆ‘”…‡‡– —† —†͸Ͳͷ š’‡†‹–—”‡—ƒ”› Expenditures Comparison by Fiscal Year 1000 900 800 700 Operating 600 500 400 300 200 100 0 FY2009 Amended FY2010 Proposed FY2008 Actual Page | 259 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡–    ’‡…‹ƒŽƒ™ˆ‘”…‡‡– —† —†͸Ͳͷ Notes: There were no funds budgeted or actual expenditures in this fund in fiscal year 2009. $1,000 was appropriated in fiscal year 2010 to fund the cost of a membership fee associated with the Palm Beach County Law Enforcement Exchange System. This membership fee is the only expense in this fund at this time. Page | 260 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡– ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒ ‹•…ƒŽ‡ƒ”͸ͶͷͶǦ͸Ͷͷͷ ‡…–‹‘;   Page | 261 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡– ACCRUAL: This is a method of accounting that recognizes the financial impact of transactions, events and inter-fund activities when they occur, regardless of the timing of the cash flow. ACTIVITY: The smallest unit of budgetary accountability and control which encompasses specific and distinguishable lines of work performed by an organizational unit for the purpose of accomplishing a function for which the Village is responsible. AD VALOREM TAXES: Property taxes computed as a percentage of the value of real or personal property expressed in mills. This tax is also called PROPERTY TAX. st ADOPTED BUDGET: This is the financial plan for the fiscal year beginning October 1. Florida Statutes require the Village of Tequesta to approve this budget at the second of two public hearings. AMENDED BUDGET: The original adopted budget plus any amendments passed as of a certain date. AMMORTIZATION: This is the gradual elimination of a liability, such as a mortgage in regular payments over a specified period of time and the method used to prorate the cost of a specific type of asset to the ANNEXATION: This is the legal process of merging land from one governing authority to another. An example would be when an incorporated body annexes land previously governed as unincorporated by a county. ASSESSED VALUATION: A valuation, set upon real estate or other property by the Palm Beach County Property Appraiser, as a basis for levying taxes. APPROPRIATED FUND BALANCE: The process of bringing forward unspent dollars from previous fiscal from previous fiscal years, but not as yet paid by year end closing. (2) Appropriate amount from fund bala Any appropriations need approval from the Village Council. APPROPRIATION: This is the legal authorization of funds granted by a legislative body to make expenditures and to incur obligations for specific purposes. An appropriation is usually limited in amount and to a time period within which it may be expended. It is the act of appropriation that funds a budget. Page | 262 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡– BALANCED BUDGET: A budget is balanced when the sum of estimated net revenues and appropriated fund balances is equal to appropriations. BEA: Bureau of Economic Analysis. BEGINNING/ENDING (UNAPPROPRIATED) FUND BALANCE: Unencumbered resources available in a Fund from the expenditures/expenses. This is not necessarily cash on hand. BOND: date (maturity date) together with interest at a stated rate, or according to a formula for determining that rate. BUDGET: A fiscal plan of financial activity for a specified period of time indicating all planned revenues and expenses for the budget period. The budget is stth through September 30. BUDGET AMENDMENT: Generally done on a semi-annual basis by which unanticipated changes in revenue or expenditures are made a part of the budget, thereby amending it. These changes may be between Funds or Departments. BUDGET TRANSFER: The process by which approved budget amounts can be reallocated between line item expenditures within the same Fund or Department to cover expenses. BUDGETARY CONTROL: The control or management of a governmental unit in accordance with an approved budget for the purpose of keeping expenditures within the limitations of available appropriations and available revenues. CAPITAL BUDGET: Annual appropriations for capital improvement projects such as street improvements, building construction and various kinds of major facility maintenance. They often are multi-year projects which require funding beyond a one-year period of the annual budget. CAPITAL EXPENDITURE: Expenditures which result in the acquisition of, or addition to, fixed assets: buildings, land improvements or equipment. CAPITAL IMPROVEMENT: construction or purchase of land, buildings or facilities, or major renovations. CAPITAL IMPROVEMENT: construction or purchase of land, buildings or facilities, or major renovations. Page | 263 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡– CAPITAL IMPROVEMENT PLAN: A multi-year plan that forecasts spending for all anticipated capital projects. The plan addresses the repair and replacement of existing infrastructure. It also helps to identify needed capital projects and to coordinate facility financing and timing. The Villages capital projects are outlined in a five year capital improvement plan which details funding sources and expenditure amounts. CAPITAL OUTLAY: Total, projected capital expenditures. CASH MANAGEMENT: Cash management refers to the activities of forecasting the inflows and outflows of cash, mobilizing cash to improve its availability for investment, establishing and maintaining banking relationships and investing funds in order to achieve highest interest and return available for temporary cash balances. COLA (COST OF LIVING ADJUSTMENT): Periodic changes in wages or benefits designed to compensate for the effects of inflation. CONTINGENCY: An appropriation to cover emergencies or unforeseen expenditures. COP: Capital Outlay Plan CPI: Consumer Price Index. DEBT SERVICE: The payments required for interests on, and repayment of, principle amount of debt. DEPARTMENT: A major unit of organization in the Village, which indicates an overall operation or, group of related operations within a functional area. DEPRECIATION: An accounting principal used to lower price or estimated value. DESIGNATED RESERVES: Unreserved fund balance may be identified as designated. This designation is established to reflect tentative plans for future use of the funds and requires Council approval; however, designations are not the same as reserves since they do not reflect actual commitment of the funds. Therefore, if plans change, the funds may be appropriated for uses other than those originally intended if a need arises. DEPRECIATION: This is the process of estimating and recording lost usefulness, expired life or decrease of service from a fixed asset that cannot or will not be restored by repair and will be replaced. The cost the end of its useful life. DIVISION: A sub-section within a Department which furthers the objectives of the Village Council by providing specific services or a product. DOR: Department of Revenue. Page | 264 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡– ENCUMBRANCE: An amount of money committed for the payment of goods or services not yet received or paid for. ENTERPRISE FUNDS: A type of Fund established for the total costs of those governmental facilities and services that are operated in a manner similar to private enterprises. Enterprise Fund activities are entirely or predominantly self-supporting. The Village ahs three (3) Enterprise Funds: the Water Utility, Refuse & Recycling and Storm Water. ESTIMATED EXPENDITURES: Projections of funds to be spent during the fiscal year. ESTIMATED REVENUES: Projections of funds to be received during the fiscal year. EXPENDITURE: All decreases in fund net assets for current operations, capital outlay or debt service except those arising from operating and residual equity transfers to other funds. FDOT: The Florida Department of Transportation FEC: Florida East Coast Railway FEMA: Federal Emergency Management Agency FISCAL YEAR: stth 1 through September 30. FIXED ASSETS: These are of a long term character that are intended to continue to be held or used, such as land, infrastructure, buildings, construction in progress, improvements other than buildings and equipment. FRANCHISE FEES: Fees assessed on public utility corporations in return for granting a privilege to operate inside the Village limits, e.g. water, electricity. FRS: Florida Retirement System FULL TIME EQUIVALENT POSITION: A part time position converted to the decimal equivalent of a full time position based on 2,080 hours per year. For example, a summer lifeguard working four months, or 690 hours, would be equivalent to .3 of a full time position. Page | 265 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡– FUND: An independent fiscal and accounting entity with a self-balancing set of accounts recording cash and other financial resources together withall related liabilities and residual equities or balances, which are segregated for the purpose of carrying on specific activities or attaining certain objectives in accordance special regulations, restrictions or limitations. FUND BALANCE: Fund equity as a result of the difference of revenues to expenditures. Fund Balance increases when revenue exceeds expenditures, while Fund Balance decreases when expenditures exceed revenues. FUNDING SOURCES: This is a term referring to the type or origination of funds to finance recurring or non-recurring expenditures. Examples include revenues such as ad-valorem taxes, user fees, licenses, permits and grants and non-revenues such as fund balance and inter-fund transfers. FY: Fiscal Year F/Y/E: Fiscal Year Ending. GASB 34: This is the accounting standard used by the Governmental Accounting Standards Board (GASB) that is applicable to state and local governments. Compliance with GASB Statement 34 is necessary for the preparation of financial statements in accordance with Generally Accepted Accounting Principles (GAAP). A significant provision of this standard includes the preparation of government-wide financial statements that summarize the information of the government as a whole using the accrual basis of accounting (in addition to continuing requirements for fund financial statements using the modified accrual basis of accounting). GDP: Real Gross Domestic Product. GENERAL FUND: The primary Fund of the Village, it is used to account for all revenues and expenditures of the Village not legally restricted as to use. The General Fund is used to account for the cost of the Council and Police and Fire services. GENERALLY ACCEPTED ACCOUNTING PRINCIPLES (GAAP): These comprise the uniform minimum standard of, and guidelines for, financial accounting and reporting. They govern the form and content of an ules and procedures necessary to define accepted accounting practices at a particular time. GF: General Fund GFOA: Government Finance Officers Association GIS: Government Information System GOAL: A statement of broad direction, purpose or intent based on the needs of the community. A goal is general and timeless, that is, it is not concerned with specific achievement in a given time period. Page | 266 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡– GOVERNMENTAL FUND TYPES: Funds used to account for the acquisition, use and balances of expendable financial resources and the related current liabilities, except those accounted for in proprietary and fiduciary funds. GRANT: Contributions, gifts of cash or other assets from another governmental entity, to be used or expended for a specific purpose, activity or facility. GROSS DOMESTIC PRODUCT: The output of goods and services produced by labor and property located in the United States. HOMESTEAD EXEMPTION: Every person who owns and resides on real property in Florida on January 1 and makes the property their permanent residence is eligible to receive a homestead exemption up to $50,000. The first $25,000 applies to all property taxes, including school district taxes. The additional exemption up to $25,000, applies to the assessed value between $50,000 and $75,000 and only to non- school taxes. INTER-FUND TRANSFERS IN/OUT: Monies transferred from one Fund to another. Such money is transferred to finance the operations of another Fund or to reimburse the Fund for certain expenditures/expenses. INTER-LOCAL AGREEMENT: A written agreement between the Village and other units of government to share in similar services, projects, emergency assistance support, funding, etc. for the mutual benefit of all parties. IMPACT FEES: Type of charge for services imposed on new construction in order to support specific new demands on a given service, e.g., transportation, schools, parks and fire protection. INCORPORATED AREA: The portion of the County within the boundaries of a municipality within the County. Annexation of unincorporated areas is the most common method of status change. INFRASTRUCTURE: This is the permanent installation such as a building, road or water transmission system that provides public services. INTANGIBLE PERSONAL PROPERTY: because of what it represents. The most common examples are shares of stocks issued by any corporation, bonds issued by corporations or state, county or municipal governments outside the state of Florida or shares of units of ownership in mutual and money market funds, and limited liability companies. Page | 267 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡– st INTANGIBLE PERSONAL PROPERTY TAX: An annual tax based on the market value, as of January 1, of the intangible personal property owned by a Florida business or by a non-Florida business that has a tax status in Florida. INTERGOVERNMENTAL REVENUES: Revenues from other governments in the form of grants, entitlements, shared revenues or payments in lieu of taxes. LEVY: To impose taxes, special assessments or service charges for the support of Village activities. LINE ITEM BUDGET: A budget that lists each expenditure category separately, such as social security, office supplies, uniforms, etc., along with the dollar amount budgeted for each specific category. LONG-TERM DEBT: Debt with a maturity of more than one year after the date of issuance. MILL: A monetary measure equating to 0.001 of a dollar. When referring to the Ad Valorem tax it means that a 1-mill tax is one dollar of tax on $1,000 of taxable value. MILLAGE RATE: The rate per one thousand dollars of taxable property value which, when multiplied by the taxable value, yields the tax billing for a given parcel. It is the tax rate used to generate Ad Valorem tax revenue. MISSION STATEMENT: lues and goals. MODIFIED ACCRUAL BASIS OF ACCOUNTING: A basis of accounting in which expenditures are recognized when the related fund liability is incurred, but revenues are accounted for on a cash basis. This accounting technique is a combination of cash and accrual accounting since expenditures are immediately incurred as a liability while revenues are not recorded until they are actually received or available and measured. This type of accounting basis is a conservative financial approach and is recommended as the standard for most governmental funds. NET BUDGET DEPRECIATION: Depreciation expense less budgeted capital and principle debt payments. Page | 268 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡– NON-AD VALOREM ASSESSMENT: A fee levied on certain properties to defray all or part of the cost of a specific capital improvement or service deemed to benefit those properties. The value of the property is not considered when calculating a non-ad valorem assessment. Instead, the cost of the facility or the service is allocated proportionately to the benefited properties in a defined area. It is sometimes annual consolidated tax bill like ad-valorem taxes. OBJECTIVE: Desired output oriented accomplishments that can be measured and achieved within a given time frame. Achievement of the objective advances the activity and organization toward a corresponding goal. OPERATING BUDGET: The annual appropriation of funds for on-going program costs, including salaries and benefits, services and supplies, debt service, capital outlay and capital improvements. ORDINANCE: A formal legislative enactment by the Village Council that has the full force and effect of law within Village boundaries unless re-empted by a higher form of law. An ordinance has a higher legal standing than a resolution. ORIGINAL BUDGET: The original adopted budget. PERSONNEL SERVICES: Expenditures f employees. PORTABILITY: A legislative provision that was enacted as part of Constitutional Amendment 1 that allows Florida homeowners to transfer a portion of their Save Our Homes taxable value reduction when they move to another homesteaded property in the State of Florida. Portability reduces the local government tax base by reducing taxable values of homesteaded properties. Portability benefits must be requested by taxpayers. PROGRAM: A group of related activities performed by one or more organizational units for the purpose of accomplishing a function for which the Village is responsible. PROPERTY TAX: Another term for ad valorem tax. See definition for Ad Valorem Tax. PROPOSED BUDGET: The financial and operating document submitted by the Village Manager to the Village Council for consideration. PROPRIETARY FUND: A group of funds in which the services provided are financed and operated similarly to those of a private business. Page | 269 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡– RESERVE: Funds set aside for a particular purpose. RESOLUTION: A special order of the Village Council. A resolution has a lower legal standing than an ordinance. RETAINED EARNINGS: The amount of financial resources available for use in an Enterprise Fund. Similar REVENUES: An amount received by the Village from taxes, fees, permits, licenses, interest, inter- governmental sources and other sourcesduring the fiscal year. RFP: Request for Proposal ROLLED BACK RATE: generates the same Ad Valorem tax revenue as the prior year. SAVE OUR HOMES: A voter approved amendment to the Florida Constitution which limits the size of the annual increase in the assessed value of owner occupied residential properties which have homestead status. Increases in the annual assessment of homesteaded property shall not exceed the lower of either 1) three percent (3%) of the assessment of the prior year or 2) the percent increase in the Consumer Price Index for all urban consumers in the United States. SOE: Supervisor of Elections SOH: Save Our Homes SPECIAL ASSESSMENT: A fee levied on certain properties to defray all or part of the cost of a specific capital improvement or service deemed to benefit those properties. The value of the property is not considered when calculating a non-ad valorem assessment. Instead, the cost of the facility or the service is allocated proportionately to the benefited properties in a defined area. It is sometimes referred to as a Non- consolidated tax bill like ad-valorem taxes. SPECIAL REVENUE FUNDS: This type of fund collects revenues that are restricted by the Village, County, State or Federal Government as to how the Village might spend them. SRT: Special Response Team Page | 270 ‹ŽŽƒ‰‡‘ˆ‡“—‡•–ƒǡ Ž‘”‹†ƒ ʹͲͳͲ-ʹͲͳͳ—†‰‡– STATUTE: A written law enacted by a duly organized and constituted legislative body. Citations are often TANGIBLE PERSONAL PROPERTY: Non-real estate property, excluding motor vehicles, inventory and household goods, that is owned by business enterprises and subject to ad valorem taxation. Constitutional Amendment 1 provides that the first $25,000 of tangible personable property is exempt, from ad valorem taxes starting with fiscal year 2009. It also imposes a 10% cap on annual increases in tangible property valuation. TAX RATE: The amount of tax stated in terms of a unit of the tax base. For example, 5.000 mills yield $5 per $1,000 of taxable value. TAXABLE VALUATION: The value used for computing ad valorem taxes levied against property. Taxable value is the assessed value less any exclusions, differentials, exemptions and credits allowed by law. TRANSFER: Re-allocation of money from one account or fund to another. TRIM: Acronym for Truth in Millage Law (See definition of Truth in Millage Law). TRUTH IN MILLAGE LAW (TRIM): Florida law enacted in 1980 which changed the budget process for local taxing governments. It was designed to keep the publicinformed about the taxing intentions of various taxing authorities (Section 200.065, F.S.). TRUST FUND: A fund used to account for assets held by the Village in a trustee capacity for individuals, other governments or other funds, such as Pension Funds. UNINCORPORATED AREA: The portion of the County not within the boundaries of any municipalities. UTILITY TAXES: Municipal charges on consumers or various utilities such as electricity, gas, water and telecommunications. Page | 271