Loading...
HomeMy WebLinkAboutMinutes_Workshop_08/09/2005MINUTES OF THE VILLAGE OF TEQUESTA VILLAGE COUNCIL BUDGET PLANNING WORKSHOP TUESDAY, AUGUST 9, 2005 I. CALL TO ORDER AND ROLL CALL The Village of Tequesta Village Council held a Village Council Budget Planning Workshop meeting at the Tequesta Recreation Center, 399 Seabrook Road, Tequesta, Florida, on Tuesday, August 9, 2005. The meeting was called to order at 10:15 A.M. by Mayor Humpage. A roll call was taken by Village Clerk Gwen Carlisle. The following elected officials were present: Mayor Jim Humpage, Vice Mayor Pat Watkins, Councilmember Geraldine Genco, Councilmember Edward D. Resnik; and Councilmember Tom Paterno. Also in attendance were Village Manager Michael R. Couzzo, Jr., Village Clerk Gwen Carlisle, and Department Heads. II. APPROVAL OF THE AGENDA MOTION: Councilmember Genco moved approval of the agenda as submitted. Vice Mayor Watkins seconded the motion, which carried by unanimous 5-0 vote. • III. REVIEW OF THE PROPOSED BUDGET FOR FY 2005-2006 Mayor Humpage asked if the Council wanted to review the proposed budget page by page or isolate particular areas, such as discuss revenue, then expenditures, then go through the departments; and if anyone had an item under revenues the Council could discuss that particular item and if the other items were in order, they could move on. Councilmember Resnik responded he would like to go through the major elements to see if there were any questions, because each member of the Council had gone through it individually with the Village Manager and this was a session just to get everybody together to see they were on the same page. Mayor Humpage referred to page 3, and reviewed the pie chart for revenues. The major revenue source was ad valorem taxes of $5,850,000, representing 57% of the budget's appropriated fund balance. Councilmember Genco commented she looked at general fund revenues and the amount of appropriated fund balance was 3.1% and interfund transfers were 4%; the 3% and 4% were equivalent to the COLA and merit increases on an annual basis. So she was thinking in order for the Village to stay flat on COLA, merit, and operations expenses, they would have to take the money out of other areas this year. Finance Director Forsythe responded that the interfund transfers in came from the IBR, which had revenues that really should go into the general fund, but because the Village had a bond it • was required to be set aside to pay for the bond, all those general fund revenues MINUTES OF THE VILLAGE OF TEQUESTA VILLAGE COUNCIL BUDGET PLANNING WORKSHOP TUESDAY, AUGUST 9, 2005 • PAGE 2 had to be run through the IBR fund-the 101 fund-and whatever was left over at the end of the year came back to the general fund. Therefore, that truly was an ongoing revenue source. Director Forsythe explained that when that bond was done, those revenues would be brought directly into the general fund. The appropriated fund balance was being used this year because there had been a large amount of capital projects transferring out, which were also one-time expenses. Mayor Humpage commented on page 3 each one of the funds was shown, broken down into line items. Councilmember Paterno asked if licenses and permits were expected to stay at the level shown in the future. The Village Manager responded that he believed they were high this year. Community Development Director Jeff Newell commented that he expected those to stay high for the next two years and then to drop. Councilmember Paterno commented that should be kept in mind. Mr. Newell confirmed that the Crossings and Casa del Sol were included. Mayor Humpage directed attention to page 1 of the budget worksheet, and pointed out that the line item for ad valorem was the largest increase in revenue. The 15% increase imposed by the county would not affect residential property that was limited to a 3% increase per year. Councilmember Genco referred to page 2, intergovernmental revenues, state revenue sharing proceeds, and local half-cent sales tax, and asked for projections on those for the next five years- • whether they were anticipated to increase or decrease. Accounting Manager Patrice Maqueda reported the only information she had on that came out on an annual basis and her understanding from the State revenue agent was as the county continued to grow and the Village did not, the Village would get a smaller and smaller share of the county's portion. Councilmember Paterno asked if the Village got a portion of the State sales tax generated within the Village, to which the response was, not directly. Councilmember Paterno asked if the potential of development with PCD's, bringing about less commercial, would have a negative effect as far as any revenues in the future from sales tax--if the Village ended up eliminating a bunch of commercial properties that generated sales. Finance Director Forsythe's answer was no, because it was based on a proportional share; the county got the sales tax and it was divided among the municipalities based on population. During ensuing discussion, Mayor Humpage pointed out that any money lost on PCD's would be made up by ad valorem. Councilmember Paterno commented the potential cost to the Village to provide services would be more. Councilmember Paterno referred to page 4 under special truck permits of $2,000, stating he had spoken to the Village Manager in reference to increasing revenues on that, based on entering in to Turtle Creek. He felt the fee should be higher and should be per truck, because there were a lot of trucks going in there for which the Village was not getting revenue. Village Manager Couzzo responded a resolution would be brought to the Council for their consideration, amending the existing • resolution to raise the rate and to put it on a per vehicle basis. It was clarified MINUTES OF THE VILLAGE OF TEQUESTA VILLAGE COUNCIL BUDGET PLANNING WORKSHOP TUESDAY, AUGUST 9, 2005 • PAGE 3 there were three things that should be looked at-the cost of a permit, per truck or per trip as it was currently, and if concurrency applied. Ensuing discussion included Rinker trucks and the 800 trucks noted in Jupiter's June survey which were involved in the DiVosta project. Councilmember Genco suggested addressing the philosophy of this issue at a Council meeting, noting this seemed to be an azea where revenue could be increased. Mayor Humpage suggested discussion at a workshop. Councilmember Genco requested that Village Clerk Carlisle mark this item for follow-up. Mayor Humpage directed attention to the pie chart for expenditures on page 4. Public Safety was the largest section. Other sections included general government, debt service for the general fund, transfers out, and leisure services. On the next page increases and decreases were spelled out. Councilmember Genco noted one column included all the overtime, so false proportions were being given. Councilmember Genco cautioned that one should look at the prior year actual, current yeaz 2005 estimated, to get an idea of what should be proposed. There had been a huge increase over the past two years of 21%-22% in expenditures. Councilmember Genco requested the individual items be looked at, and explained that each department had been showing legal expenses and when they were all added up, legal expenses were very high. This yeaz legal expenses were being shown as $140,000 total. Village Manager Couzzo clarified • that Utilities had a small legal budget, as did P&Z, and the $140,000 would take caze of everybody in the general fund. Councilmember Resnik commented there was a total of $160,000 for legal expenses in the budget; the $140,000 was in the general fund and there was also $20,000 in Utilities and another fund. It was noted this was meant to be a snapshot, and the Village Manager also commented that accounting standards changed and the Village needed to be current with the accounting standazds. It was very hard to compare to two or three years ago when things were reported differently. Councilmember Resnik commented he looked at the bottom line, which indicated there were less expenditures this yeaz. Finance Director Forsythe commented that interfund transfers could really skew the percentages, because that was the amount transferred out. Ms. Forsythe explained that the general fund could exist without any of the other intergovernmental funds, but those funds could not exist without the general fund, so that was the operating fund. It was broken out sometimes, like special revenue, because there was a bond that required that be done; or capital projects, to see in one place how much was being spent on capital projects, or capital improvements. She had put the funds all together because they, were all broken out from the same operating account. The increase for all the funds together was .85% or $101,113 from the prior year and that got rid of the effect of sending money in between the different funds which resulted in a skewed percentage. Finance Director Forsythe reported that in the prior year $2.9 million was sent to capital projects because the municipal center was funded then with the intent to finish it this year. Because • that had not come about, this year only $812,000 had been transferred out and MINUTES OF THE VILLAGE OF TEQUESTA VILLAGE COUNCIL BUDGET PLANNING WORKSHOP TUESDAY, AUGUST 9, 2005 PAGE 4 • although it looked like an expense it really was not, because the money had just been moved. That had to be' taken out and the amount that was being appropriated also had to be taken out to get a true picture. Councilmember Genco clarified with Finance Director Forsythe that there was an approximately $1.5 million increase, a 20% increase in spending over last year taking out the capital project of $2.9 million. Finance Director Forsythe explained that it was even more than that since the $812,000 was only capital projects, not the capital being kept in the general fund to buy other things, so there were even more one-time expenditures. Councilmember Genco noted the increase in spending over last year was then probably closer to 25%. Capital projects were probably 7-1/2% or 8%. Finance Director Forsythe reported $216,960 was still sitting in capital and would be used to pay for code enforcement, police, fire, etc., so if it were added back to the $812,000 for capital projects, there would be a total of a million in capital and one-time expenditure. Councilmember Resnik commented the total combined budget was $18 million, which was hard to see because all the funds must be added up. Mayor Humpage moved to the next section, General Government. Village Manager Couzzo commented he had prepared the Council's budget, and asked if they wanted to make any changes, such as to contributions and donations. Councilmember Genco commented she would like to know in time before the end • of the year to be able to transfer out the amounts remaining for Council operating expenditures into grants and aid, and they might want to make a contribution to the community out of that. Village Manager Couzzo responded that was fine, and if Council wanted to make a final appropriation they could do so in September. The Manager's budget was reviewed. The amounts for pension contribution and health insurance were questioned. The increase in pension contribution was attributed to a full year for Anne Koch, who had not been employed for a full year at this point. Health insurance had been increased 15%, however, Councilmember Genco asked that that stay the same as last yeaz in case there was no increase in premiums, and if there was an increase later to change it then. Village Manager Couzzo explained if an employee left, it was unknown who would replace them, and described as an example Mr. Knapp, who left and had been single, so his insurance had been at the single rate. The calculations to cover his replacement were done at the worst case scenario, the employee and family. If he were replaced by another single person, there would be a savings from the calculated amount. Councilmember Genco commented by adding 15% the Village would be putting information out to the insurance company that there would be no problem raising the premiums. Councilmember Paterno commented that the process to hire another firefighter would take some time, so that the calculation could remain as a single person and if it took four weeks to re-hire, that would accumulate, so that there would not be a shortage if the new person who came on • needed employee and family coverage. Councilmember Paterno also expressed MINUTES OF THE VILLAGE OF TEQUESTA VILLAGE COUNCIL BUDGET PLANNING WORKSHOP TUESDAY, AUGUST 9, 2005 • PAGE 5 concern that changing the calculation would accumulate funds so that looking at the budget one would think there was too much money in that account and those funds might be moved to pay for something else. Finance Director Forsythe suggested that throughout the yeaz when someone left, and the health insurance came in for zero that it be appropriated and taken out of the budget so that nobody could spend it. Village Manager Couzzo commented that could certainly be done. Councilmember Genco commented she was of the school that you never show anybody your cards, and she did not like showing people that the Village had up to 15% in their budget to take caze of extra insurance premiums. If the cost were kept at zero or close to zero for the budget, the money would be in the Village's savings account and nobody would know how willing the Village was to negotiate on the premium. Councilmember Genco expressed her opinion that if the budget were managed that way, knowing there was not all this extra movement, and 15% on a Village-wide basis was probably $100,000 and change. Village Manager Couzzo explained that the budget process took 3-4 months; the carriers did not know what the rates would be, so they were telling the Village what to expect, and these were just estimates but gave an idea what was going on. Vice Mayor Watkins commented this was a work in process, and she wanted a reasonable budget but did not favor setting goals on the least amount. Councilmember Genco commented a reasonable number for this would be zero. Village Manager Couzzo responded, if you could take something like health insurance and say • there had been a historical trend or an expectation that it would stay close to COLA; however that had not been true. Historically increases had been 15% to 20% over the past five yeazs. An exact number could not be given. Councilmember Genco commented that using a trend, you looked at prior yeaz actual, estimated total this yeaz, and what was being shown as the estimated total for next year. Mayor Humpage commented the insurance people did not know what the Village budgeted. Councilmember Paterno commented the way to do this was to come up with a percentage and apply it, because sometimes it was going to go from a single person to a married person and other times it was going to go from a married person to a single person, so it should average out to be somewhere less than the maximum. Mayor Humpage concluded it should be in the middle. The Village Manager explained that the Finance Department was always going to be conservative in order to protect the Village. Councihnember Genco commented since we knew we had the money in a savings account, why not be more realistic. Finance Director Forsythe responded it could be done any way the Council wanted-the Finance Department did it this way because it was the worst case scenario and they were allocating that money because if it looked like there was $100,000 extra it might get spent. The Village Manager explained the difficulty in trying to project for the future. Councilmember Genco stated her general comment would be since there was a 21 % increase across the board for all insurance, she thought that could be lowered. • MINUTES OF THE VILLAGE OF TEQUESTA VILLAGE COUNCIL BUDGET PLANNING WORKSHOP TUESDAY, AUGUST 9, 2005 • PAGE 6 Consensus of Council was to change the 15% increase for health insurance to 7.5%. Councilmember Resnik asked what the significance of that change would be to the dollazs in the budget. Village Manager Couzzo explained that when that change was applied, there would be $50,000 that was not appropriated towazd an expense, so now revenues would exceed expenditures by $50,000. Mayor Humpage stated, put it into the savings account, and that it could be done in other accounts. Finance Director Forsythe commented the figure would be about $45,000. Discussion ensued. The Village Manager advised if it was Council direction, the appropriation in fund balance would be reduced, and runs would be done that afternoon so they could see it. The Mayor commented they could be wrong in this and in other accounts also, but hoped not, and there would have a little more in savings. The meeting was recessed at 11:20 a.m. Following a short break, the meeting reconvened at 11:34 a.m. Mayor Humpage confirmed with Council that they were okay with the additions in-the Manager's budget. Councilmember Paterno mentioned he believed funds needed to be dedicated to training. Village Manager Couzzo responded that training had been expanded this yeaz for all of the departments, but much more was needed. • Assistant Village Manager Gazlo presented the Human Resources budget, and explained that the staffing represented proposed transitioning of an employee to HR from Customer Service in the Finance Department in what was actually now a Utilities position. This person would provide assistance to Human Resources and the Administration Office, and also provide assistance to the Village Clerk in helping with documents, transcription of minutes, and a lot of other things the Village Clerk needed. This would eliminate the need for apart-time position to help the Clerk. This person would also assist throughout the Village, since many times the HR office was requested to provide assistance in other departments when a sudden shortage arose. It would really be amulti-purpose position that was reflected in the HR budget. Councilmember Genco questioned if Dan Gallagher was the pazt-time person. Assistant Manager Garlo responded that Dan was assigned to risk management and his hours were reduced in this budget, from the current 20 hours per week to 12. Robbie Russo was Mr. Gazlo's Administrative Assistant and did the majority of the day-to-day Human Resources personnel responsibilities, which was a lot. Looking at the total picture, it had been felt that this transition would serve all the needs collectively of Administration. Dan's hours would be changed so that he would work 4 hours, three days a week, which would provide continuity. 50% of the transition was currently intended to provide help for the Village Clerk. Village Manager Couzzo noted there had been apart-time position in the Village Clerk's budget, which was able to be eliminated when this transitioning concept came about. MINUTES OF THE VILLAGE OF TEQUESTA VILLAGE COUNCIL BUDGET PLANNING WORKSHOP TUESDAY, AUGUST 9, 2005 PAGE 7 • Councilmember Genco asked if there was more help, why Contractual Services was going up, to which Village Manager Couzzo responded that was for Paula Knight, who was providing training. There could also be a need for special consulting services. Village Clerk Carlisle noted the biggest increase in her budget was for capital projects-consisting of the proposed document imaging system, estimated at $50,000 to $55,000. Software had been increased to $1,000 with the goal of having all of the agenda backup items on the website. Going into the new Village Hall, software for the sound system to record directly to .WAV files would be needed. There had been no Advertising and Promotion budget for the Clerk's office, so Ms. Carlisle had transferred $500 this year and asked for $1,000 for next year. Those were the two major increases. Legal advertising and travel and per diem costs should go down. A comparison of the major imaging systems who had been contacted had been done-four would service the Village's needs and two would not. The system would be placed into the new Village Hall, but could be started by getting the scanner and beginning the up-front work. Village Clerk Carlisle explained the system would be networked into Fire and Police in their building. In this proposal she would like them to be able to read the documents put into the system by the Clerk and Administration, and eventually • for everything to be on the same network, to be viewed according to security levels. Depending on the system, each read-only license would cost between $200-$300; to read and write would cost approximately $2,000 per license. To place everything on the website for everyone to view the imaging system would incur additional cost over the $55,000. Security levels would allow the public to see only what they needed to see, but staff would be able to use it with web access. This would probably be an additional $30,000. In response to whether Finance Department information could be placed on the system, Ms. Carlisle responded that initially some APs could be scanned; an additional feature would allow cold reports to go directly from their system into the imaging system, which would cost approximately $10,000. The proposal included the Clerk's office, the Village Manager's office, HR, and Community Development. Community Development would have a read and write license, and would be able to use the scanner themselves. Village Clerk Carlisle explained that the transition person Assistant Manager Garlo had spoken about could do scanning, beginning with minutes and resolutions, then HR records, and when Community Development was ready to begin scanning it was hoped that the permit clerk would be able to do that. The proposal in the Clerk's budget included two high-speed scanners, one for the Clerk's office and one for Fire and Police; however, the second one could be placed in Community Development initially to get their documents into the system first. The plan was to scan anything with a retention time of over ten years-vital records. New documents would be scanned in day one. The Village Clerk explained that planning for the future depended on how the system was MINUTES OF THE VILLAGE OF TEQUESTA VILLAGE COUNCIL BUDGET PLANNING WORKSHOP TUESDAY, AUGUST 9, 2005 • PAGE 8 developed, and she anticipated $5,000 for the next year just for the Village Clerk's office. If Councilmembers were given laptops they could access the system to do a search, since there would be a network connection in the Council Chambers. Village Manager Couzzo commented laptops were included in the computer budget for Village Hall. Finance Director JoAnn Forsythe advised that the Finance Department budget really had not changed, except 3% COLA and merit increases, and they had given up their part-time position. Councilmember Paterno or Mayor Humpage asked how things would get done when the Finance Department was so underwater already. Finance Director Forsythe noted things could get accomplished but things would have to slow down, and the ads for apart-time person had yielded no response. Assistant Manager Gazlo explained that the plan was to replace a person in customer service with someone who could do more, and help Finance. Mayor Humpage asked about hiring afull-time person, to which Ms. Forsythe responded they got people and trained them and then they left, so it was always just the three of them, and they were always jumping in and doing other positions. Now a good AP person had just started but it would take awhile for her to get up to speed; and if they could get another good person in customer service, once they were trained on billing they could have them take over. The customer service supervisor was now being trained to do payroll. All were cross-trained. Director Forsythe confirmed that the one customer service person that was coming out did nothing for Finance, but was in water distribution. They had been able to get a part-time Finance person for only a few weeks. Mayor Humpage asked if the Council was making an error and if they should add a Finance person now. Finance Director Forsythe commented it had been difficult and she had weighed the difference in increasing everyone's salayy so she could keep them, or if an extra person was needed. Finance Director Forsythe commented she was a CPA and Patrice was a certified governmental finance officer and they had to take 40 hours a year of training to keep those titles. Finance Director Forsythe explained the Council saw what Finance was doing, but did not see what they were not doing-they constantly had to put things aside to do what they were asked to do. Councihnember Genco asked if outsourcing items such as water billings had been considered. Ms. Forsythe explained that the problem was not on the water billing side, it was on the accounting side. Discussion ensued. Ms. Forsythe agreed that outsourcing would free up two people; however, that would not help the Accounting Manager, whose time was on the accounting end and not billing. Councihnember Genco noted that might be worth looking at in terms of cost. Director Forsythe explained that AP personnel only lasted about seven months, and since no one applied last time they had raised the salary and then had three applicants. Raising salaries to attract and keep competent personnel was discussed. Councilmember Paterno noted that accounting was difficult and salaries were on the low side for the work being done. Councilmember Paterno • commented time was lost in training people, and suggested some type of retention MINUTES OF THE VILLAGE OF TEQUESTA VILLAGE COUNCIL BUDGET PLANNING WORKSHOP TUESDAY, AUGUST 9, 2005 PAGE 9 incentive. Ms. Maqueda's opinion was that her rate of pay could be increased but she would almost rather not have an increase and have staff, to be able to handle the work. Councilmember Paterno suggested to get the right person, pay more, and hopefully they would stay. Finance Director Forsythe explained people were cross trained. Village Manager Couzzo explained that there had been apart-time person for a short time and that position was no longer in this budget. Assistant Village Manager Garlo advised he and the Manager had looked at this situation and it was about having the right people and having the responsibilities allocated in the most efficient possible way, which optimistically was the current situation, so things should improve. Mayor Humpage commented there still was a problem in that the Finance Director and her employees could not even taken their vacations. Manager Couzzo commented that was not an isolated situation-other departments had the same problems, and it was a balancing act to get the right people. Councilmember Paterno suggested that people with accounting degrees probably did not want to do all the other work that they felt others should be doing, and that was a reason for not staying. Finance Director Forsythe responded there were only two people with accounting degrees, and the rest were clerks. She was pushing Michelle to get her degree. AP was very demanding because they had to deal with all the departments; it should be aone-week job and then have the next week for that person to do other things, but that had not worked out. If it was just a matter of data entry and invoices that were all signed off it would work. Finance Director Forsythe explained there was a PO for everything over $1,000, but money was not always there and had to be transferred, and there was a lot of work before they could even get to the PO. The managers did the work to the best of their ability and signed off, but then Finance had to verify everything. The Vice Mayor asked what the answer was, to which Ms. Forsythe responded they had never had two of the positions filled with someone at a level who could do the extra work, and she did not know if giving her staff more money would make them stay or if they had to get another person. Ms. Maqueda commented she would almost forgo her merit increase to get another person. Councilmember Genco requested taking a look at outsourcing water billings and transfemng that position into Finance. If that did not work then come back with a position request. Councilmember Paterno suggested not having water customers come to pay bills to lessen some of the work; Finance Director Forsythe explained that most of the people who came to billing were there with problems and needed help, not just to pay their bill. The meeting adjourned for lunch. Village Manager Couzzo reviewed the legal budget. Ms. Forsythe recapped the $151,000 in the general fund. The total budgeted government-wide for legal was $160,000. Councilmember Paterno suggested not having the Village Attorney at every meeting. Village Manager Couzzo indicated he would notify Council in • advance when he believed it was not necessary for the attorney to attend a MINUTES OF THE VILLAGE OF TEQUESTA VILLAGE COUNCIL BUDGET PLANNING WORKSHOP TUESDAY, AUGUST 9, 2005 • PAGE 10 meeting. Councilmember Genco confirmed with the manager that the attorney for the pension boards was not included. Councilmember Genco asked if any thought had been given to getting a paralegal. Village Manager Couzzo responded that could be done but would not provide the same depth as an attorney, and senior staff tried to resolve issues that would be on that level and very seldom went to Attorney Hawkins with such issues. Council member Genco noted the Village was getting to a point where they could hire an attorney. The Manager advised if an attorney was hired the Village would have to pay salary, benefits, a clerical person or secretary, and/or maybe a paralegal, and then they would go outside for specialized legal services, which would increase costs. Council member Paterno suggested thinking of ways to get more production out of the attorneys rather than going to a paralegal who would take twice as long to do the same work, or have to give it to someone else. The charge from Jones Foster was $200 per hour, while their private rate was $350. Council member Genco asked about bidding out services. The Village Manager responded that could be done, but how would their abilities be determined if you were basing it on getting someone at $150 per hour. Council member Genco commented the RFP would have requirements. Village Manager Couzzo commented that as Mr. Paterno had commented in the past, were you any better off to get someone at $100 an hour who took two hours to do the same work that someone charging $200 an hour could accomplish in one hour. Council member Genco commented she saw no cost effectiveness for the Village from what the firm charged other people, and while the Village was getting the benefit of a commercial rate of $200 versus a private rate of $350, if the Village asked them to research something they had already researched for somebody else, the Village was charged full rate. Vice Mayor Watkins commented the Village was bound to have savings on time since the attorneys had been with the Village for so many years. Discussion ensued, with the recommendation to cut demand for services. Village Manager Couzzo explained that had been done to a great extent-staff did not contact the lawyers without coming through him. Under the contract with Attorney Hawkins if conversation was under 15 minutes there was no cost at all, which was going to reduce the total, and the Village was going to try to stay away from litigation, which would hopefully bring the total down. The Village Manager reported staff did a lot of research on their own. Councilmember Genco stated she thought it would be interesting to put out feelers to find out what else was out there, and that the budget number was realistic based on past experience; however, she was hearing over and over again that the legal expenses were too high, so she would like to know for herself how competitive the cost was. Mayor Humpage commented in checking with other municipalities, the Village's legal expenditures were well below any of the surrounding municipalities at $100,000 compared to some with $500,000. Mayor Humpage commented the Village had control of some legal expenses but not over things like the possible issue with Jupiter Inlet Colony where the Village would be a client. Council member Paterno commented he • would like to keep legal costs as low as possible, he did not think they were MINUTES OF THE VILLAGE OF TEQUESTA VILLAGE COUNCIL BUDGET PLANNING WORKSHOP TUESDAY, AUGUST 9, 2005 • PAGE 11 exorbitant, but he would like to see the Village make a definitive decision more often. Village Manager Couzzo advised that now the relationship with Attorney Hawkins was such that he asked if the manager wanted him to pursue an issue, and many times was told no. Council member Genco commented on charges for general council meetings. Council member Paterno commented, ask anexpert- if the person you asked had to ask someone else, that was not an expert. Village Manager Couzzo commented staff would try to reduce the costs. Council member Genco noted attorney general opinions were on the Internet the Village Manager commented that was their opinion. Council member Paterno commented, if the attorney did not know an answer they should know where to get it. Councilmember Genco commented Attorney Hawkins did not know the answer to the bankruptcy question she asked regazding the Siegel case and it took 2 hours, but Attorney Geddes knew the answer. The Village Manager commented that was an example of 2 hours at $200 versus 15 minutes at $450. Council member Paterno commented getting a quick answer was sometimes more valuable so the issue did not have to wait until the next meeting. Village Manager Couzzo indicated the Village had several attorneys who specialized in different fields, such as a labor attorney who could get the job done quickly. Village Manager Couzzo indicated staff would continue to look at this issue. Community Development Director Jeff Newell advised the full-time position of Village Planner in 150 Planning had been eliminated and the responsibilities divided, with the developmental review and associated processes transferred to the Director in Department 180. The planning consultant would continue to be retained with one specific purpose--comprehensive plan maintenance and changes. The $50,000 in planning services was budgeted for 2007 when the State EAR report was required. That report alone would cost approximately $20,000. Mr. Newell commented he expected the budgeted amount for 2008 to come down to azound $40,000. Mr. Newell confirmed the outsourcing was to JLH. Council member Paterno noted the budget for planning and the director without code enforcement had increased $50,000 over the prior year. Mr. Newell explained that a building permit technician was going to be added. Discussion ensued. The Village Manager advised that the difference in real dollazs was $28,000. The savings from eliminating the full-time planner was about $45,000, but the consultant was being increased by about $28,000, so the difference was plus $17,000; then the building permit technician and benefits on the operating expenses which went to the other side were at about $30,000. It was noted it was really about $50,000 increase. Mr. Newell explained that miscellaneous planning services were up, and in 2007 a drop from $50,000 to $40,000 was expected. Council member Paterno noted that was still more than current. Assistant Village Manager Garlo asked if Mr. Newell had a specific list that the consultant was responsible for, to which Mr. Newell responded, yes. Mr. Newell explained that in shifting responsibilities the department was going back to what it should be, and some of the Director's responsibilities would be shifted to the building permit MINUTES OF THE VILLAGE OF TEQUESTA VILLAGE COUNCIL BUDGET PLANNING WORKSHOP TUESDAY, AUGUST 9, 2005 PAGE 12 • technician, allowing the Director to perform the duties he was really supposed to be doing according to the Village code. Mayor Humpage asked where the money that was spent for Contract and Inspections was shown; Mr. Newell advised that was in 180. The meeting recessed at 12:45 p.m. and reconvened at 1:00 p.m. Director of Community Development Jeff Newell recapped in Building & Zoning 180 which normally had two employees would now have three with shifting of responsibilities-the Director who was the Building Official, the Building Permit Technician, and the Department Secretary. Current duties of the Building Official of plan review, inputting all information on permitting into the database, and issuing permits would be shifted to the Building Permit Technician. The Building Official would do residential inspections, handling administrative duties of the department, and any developmental reviews that are in process. The building permit technician would be the person who would track the permitting process from beginning to end, and would be responsible for occupational and contractor licensing. The department secretary would be responsible for all secretarial functions of the department. Mr. Newell explained that under the inspection services contract with Hybrid the department had been paying for a block of time, whether there was one inspection or ten in a day, and that had been • changed to be per inspection at a cost of $50 each. Mr. Newell was planning to use Hybrid for large projects such as the Crossings, Casa del Sol, etc., and he was planning to do the residential inspections himself. Next year he expected those costs to be significantly lower. Mayor Humpage asked what would be done when a developer required an inspector on site. Mr. Newell explained that he had the option to add that, and to have the reports sent to him. Not all developers did that, some preferred to use outside inspectors, and that was included in the inspection services contract. Since approximately half of the inspections were residential, that figure was expected to drop substantially, but the figure had been left the same as last year. Discussion ensued. The figure for inspection services was dropped from $47,000 to $25,000 with Mr. Newell agreeing on the condition that when he had to come back to ask for more money he would have no trouble. Village Manager Couzzo responded, so long as he had an explanation. Personnel for the department was clarified for Council member Genco. Council member Paterno asked how many cell phones the department paid for, to which Mr. Newell responded there were three-lie had one, Maureen had one that Hybrid called in on, and David Cooper in Code Enforcement had the other one, and they were with Nextel. Council member Paterno commented Metro PCS charges were limited to $40 a month. Mayor Humpage reported his bill for employee cell phones had been $480 a month and when he switched to Nextel it became $150. Russell White reported his department paid $40 a month apiece; Chief Weinand reported the fire department's phones were $35 a month and the employees paid overages for personal use. Conversation ensued with the different departments MINUTES OF THE VILLAGE OF TEQUESTA VILLAGE COUNCIL BUDGET PLANNING WORKSHOP TUESDAY, AUGUST 9, 2005 PAGE 13 reporting the number of phones they had, which Village Manager Couzzo added and came to a total of 38. Mayor Humpage confirmed with the Village Manager that when they were amending the budgets that the number 523.101 came out to would be reflected in everybody's budget, so that savings would be seen throughout the budget. Village Manager Couzzo explained that column 8 was the Council's column and was now labeled proposed, and after today the budget would be amended and the Council would see the differential between what had been proposed and the new numbers. Mr. Newell introduced David Cooper, Code Enforcement Officer, to the Council. 181 Code Compliance was reviewed by Mr. Newell. Code enforcement had been moved from the police department back to Community Development, and the budget included a softwaze program which was excellent for tracking citations, a new computer, and laptop. Council member Genco questioned 545.300 which showed $6,400 for operations and came from the risk manager, and included caz insurance, and workers comp insurance. Council member Genco felt that number was too high; Village Manager Couzzo responded that would be checked and the number adjusted. 160 was described by the Village Manager as acatch-all for items not assigned to d fi l d i nance, e nc u any particular department. Communications at $9,600 administration, HR, and clerk. Electronic communications included Internet and BellSouth. Council member Paterno commented with a new antenna the charge for DSL could be eliminated next yeaz. The Mayor indicated that might save $300-$400. Council member Genco asked about 534.300, which the Village Manager advised was for the public affairs consultant, Jack Cory; 515.103 was bonus and was in administration only. Mr. Cory's $32,000 was split between this budget ($28,500) and water ($8,000). Village Manager Couzzo reported that 549.300 Other Miscellaneous Charges included many things from the plaque for Mr. von Frank to the cookies served today. The proposed amount was the same as in last year's original budget. Council member Paterno proposed a 4% increase only; Councilmember Genco commented that 4-1/2 % or $24,500 was reasonable. Council member Genco asked if there would be changes to the newsletter. Vice Mayor Watkins asked why it was so glossy. Assistant Manager Garlo commented Jupiter had copied the look, and that the changes were the inserts-one had magnets, etc. Council member Paterno asked about an e-mail version possibly more often than the 6 times a yeaz. Village Manager Couzzo suggested putting an item in the newsletter asking people if they would prefer to receive it by a-mail, and that would cut production and mailing costs, and they could send the Village their a-mail address and be sent the newsletter by a-mail. This could be coordinated with customer service in Utilities so when someone moved and • cancelled their utility service, they could be contacted to see if they still wanted MINUTES OF THE VILLAGE OF TEQUESTA VILLAGE COUNCIL BUDGET PLANNING WORKSHOP TUESDAY, AUGUST 9, 2005 PAGE 14 the newsletter. Discussion resulted in consensus to send the newsletter only to Tequesta residents. Assistant Manager Garlo advised he was going through the mailing list and would have an actual corporate city limits list. Village Manager Couzzo requested a copy from the property appraiser's office to determine the current owner and to merge the two databases. Councilmember Paterno recommended cutting the budget to $20,000 because of the reduced number of newsletters that would be needed with the new list. Chief Weinand advised there was a new law that required the Department of Revenue to have all the addresses for the 175 and 185 money. Council member Genco suggested leaving the amount at $27,000 the same as last year. Council member Resnik asked who would do the a-mail; the answer was the person who updated the web site, and it could all be sent at once from a list. Council member Resnik commented he did not want another position created for someone to send a-mail. Council member Genco commented 554.300 had $8,000 for books and publications and that much had never been used, so she recommended cutting that to $4,500. The Village Manager noted that included books for department training and when the move was made to the new Village Hall, there would be a library. The reduction was made to $4,500. Village Manager Couzzo advised that as reductions were made, the appropriation would be reduced across the board. Chief Allison provided an overview and noted that the 171 budget had not • increased much in 27 years, while the size of the department had doubled. Personnel Services included the Chief and his Administrative Assistant, who had a paralegal degree. Increases were basically due to COLA and merit. Operations items that increased included computer services, travel and per diem, re- accreditation, insurance, repairs and maintenance; and service contracts for building maintenance would be picked up for building systems and such items as painting. Crime prevention was up $1,500, most of which was for materials and handouts for National Night Out. The amount for capital was $26,160 which was the police department's half for Argent to upgrade the computer system. Council member Paterno requested a breakdown of the $65,000 for insurance, which Finance Director Forsythe indicated would be obtained from Mr. Gallagher. Chief Allison clarified that the amount in equipment leases was for current equipment and included the Harley Davidson motorcycle and the Jeep. Chief Allison advised that police officers had pagers and select people had phones. 541.300 included public records searches, dialogic system, Internet access. Council member Genco questioned why building repair and maintenance, 546.303, had increased. Chief Allison explained the contract to address the mold issue in the building was $525 per month. Chief Weinand reported the cost was $100 to $300 per panel to make the shutters airtight to prevent mold. Council member Genco commented that needed to be done right away. Roof repairs were discussed. Assistant Manager Garlo reported the P.O. was in and the company was ready to go, and that would be on the Village Council's agenda Thursday night. Council member Genco asked about the number of employees shown on MINUTES OF THE VILLAGE OF TEQUESTA VILLAGE COUNCIL BUDGET PLANNING WORKSHOP TUESDAY, AUGUST 9, 2005 PAGE 15 • page 28. Chief Allison commented there were 18 sworn officers but some worked part time in code enforcement. Council member Genco asked about the Police Chief's comment in the report that stated his career was coming to an end. Chief Allison explained he had 17 months left in the drop plan, and planned to stay until there was a replacement, and would leave in December 2006 or shortly after. Mayor Humpage asked if the Chief would stay as a contract employee after the drop program ran out in October or whenever, which the Village Manager confirmed. Council member Paterno noted operating expenses were up 11%. An example on page 34, 547.300, had $4,000 built in from a prior year and that much was never used, and there were several line items like that. Council member Genco gave another example, where the amount of money was only based on the trend. The Village Manager asked Chief Allison to take another look. Chief Allison commented some items were contingencies. Council member Resnik commented there was no place in the budget for explanations, and objected to going through and putting an explanation on every line. Mayor Humpage commented the Council had to put their faith in the Chief, and if there was money left over it would go put back into the General fund. Councilmember Paterno indicated he wanted to be consistent in how the budget was done. Council member Resnik recommended if there was an increase that was considered exceptional, over $10,000, etc., then add justification. Chief Allison commented he had been trying to keep the budget balanced by shifting money, and would take a look at some items. Council member Genco asked why there was more than one back-up vehicle in the department. Chief Allison explained the lease purchase was out; the new vehicle coming in would replace the detective vehicle which had over 100,000 miles; the stealth lease would run out next year and would be over 100,000 miles so would have limited use, and there was one backup which was a 1998 Crown Victoria. There were usually two people assigned to a car. One car was only 2/3 of a car because it could only be run 2/3 of the time. Council member Paterno asked why the detective drove his car home; Chief Allison explained he was on cal124/7. The Village Manager commented a car allowance instead could be explored; consensus of Council was to leave it alone. Council member Paterno asked if police officers who lived in Tequesta could take their cars home to act as a deterrent in their neighborhoods. Village Manager Couzzo explained that would have to be done during contract negotiations, and it had been brought up two years ago and rejected. It could also attract employees because they would get a car to drive to work. The older cars like the SiJV's at the water plant were kept for emergencies, and the insurance company was notified when they were taken off the road. Police Communications, 172-Chief Allison reported overtime was reduced, however, capital was up $41,000 for phase 2 of the records system. Village • Manager Couzzo commented this budget was up less than 6% in personnel and MINUTES OF THE VILLAGE OF TEQUESTA VILLAGE COUNCIL BUDGET PLANNING WORKSHOP TUESDAY, AUGUST 9, 2005 • PAGE 16 less than 3% in operating. Council member Genco advised that her questions were not to put anyone on the spot, she learned from that and was able to answer questions that were asked of her. 174 -Investigative -Chief Allison explained there was a jump in Travel and Per Diem because Detective Weinblatt signed up for two schools this year that were cancelled; there was an increase in 549.305 of $1,000 for transcripts. 175 -Police Patrol -Council member Genco asked for an explanation of overtime training, which Chief Allison explained. was for firearms training, certification for the boat, and other special training programs. There would be increased training at all levels to meet insurance requirements. Council member Genco asked about extra duty pay, contract services, which was when the bank was robbed. Mayor Humpage asked if it would be more prudent to hire another police officer rather than pay overtime. Chief Allison commented it would not offset the cost, but in the next three years recommended going to a mandatory 3 per shift, and that would require 3 extra people. Mayor Humpage noted there was $58,000 for overtime and a new person would cost $60,000, and commented after working a shift and a half a person was not at the top of their game, and was getting overtime but was not as alert when working that overtime. Discussion ensued. Council member Genco saw a 5-year long-term plan for everyone, with • the Village population expanding by 2,500 residents. Village Manager Couzzo commented adding one person would knock down $10,000 in overtime. Council member Paterno commented the department was always going to be short at these numbers. Chief Allison indicated with three more officers it would work; Village Manager Couzzo commented one could be added each year. Consensus of Council was to add a full time police officer and reduce overtime by $10,000. Vice Mayor Watkins asked what the marine unit did, which was explained. Assistant Manager Garlo noted there had been 60 contacts for enforcement over the 4a' of July weekend and Chief Allison reported they had worked 31 hours. It was noted the patrol kept things under control. Chief Allison thanked the Council for everything. Fire - 191 -Chief Weinand reviewed the Emergency Management Budget, which was for hurricanes, bringing in supplies, acatch-all budget, original versus amended. Communication costs had increased operating costs. The Village Manager noted there were new MRE's, ready to eat meals, and invited the Council to stop by and try one. The old ones were shipped after the expiration dates. Chief Weinand reported in 1993 when this department was established, there had been a task force that analyzed fire rescue .costs, over approximately 6 months, • and the costs had stayed below that level for 12 years. Chief Weinand reviewed MINUTES OF THE VILLAGE OF TEQUESTA VILLAGE COUNCIL BUDGET PLANNING WORKSHOP TUESDAY, AUGUST 9, 2005 PAGE 17 • the budget, noting expenditures were up 110% but that be would reduced due to the change in health insurance. The General fund was only being impacted by a quarter of one percent. In 1994 there were 5 people established per shift plus 15 volunteers. He was proposing this year to eliminate the volunteers because changes in State law had made it extremely hard to train volunteers. They had to be trained a minimum of 160 hours to get them State certified, which was not cost effective, so he proposed to phase out the few that were left and eliminate the program. Council member Resnik asked about the intern program, which Chief Weinand reported was up and running but there had been turnover and it took a year to get back up and running to where it was before after a turnover. Council member Genco asked what was done to keep the intern attrition rate down Chief Weinand responded interns were in training during their internship and when there was a vacancy they were put into a position. In Fire Rescue since they had started, 37 positions had turned over, and it was a constant battle of retraining. They used part time Martin County certified paramedic firefighters but they were not training with the team and were somewhat unreliable in that they were not as familiar with the equipment as the other employees. Vice Mayor Watkins indicated she wanted to be sure there were enough employees. Chief Weinand commented they were keeping the staffing at five, and it could be done many • different ways-full time, part time, overtime-the difference was about $17,000. Council Member Genco asked what happened if an intern left after a year. Chief Weinand explained that if the Village sent them to a scholarship program they were obligated to work for the Village for two years, or pay that money back. There was no turnover problem with the paramedics. Discussion ensued regarding staffing for the fire department. The Village Manager explained the formula that was used to come up with the correct staffing number, and Chief Weinand provided a handout of a breakdown of how to figure out the people needed. It was noted it was cheaper to pay overtime than to hire a fiill-time person. Chief Weinand reported that the problem was since last October 1 there were employees who had averaged working 60 hours per week, and they were going to get hurt because they were tired and working too much. Although he tried to spread the overtime throughout the department, Chief Weinand stated he had concerns about that. Council member Genco suggested hiring one more full- time person, and asked to evaluate that. Village Manager Couzzo cautioned that even if three new full-time positions were filled, staff would still be short, and it would take $17,000 more per year to have three new people. Chief Weinand explained that the difference was in level of service-if they were full time they were trained together and working together. Council member Paterno noted that the salaries would increase 15% over the next three years for getting certified, above the 6% increase they got every year. Chief Weinand noted the overtime rate went up by 3% each year; Council member Paterno commented he was just • pointing out there would be increased costs down the road. Village Manager MINUTES OF THE VILLAGE OF TEQUESTA VILLAGE COUNCIL BUDGET PLANNING WORKSHOP TUESDAY, AUGUST 9, 2005 • PAGE 18 Couzzo advised that the difference was $17,000 and if you picked up one you would reduce overtime by $5,000 or $6,000. Assistant Manager Garlo commented there were aspects you could not quantify in dollars-one was the quality of the person you could recruit, and if they would come to work during an emergency situation. Chief Weinand reported the part-time people reported to their primary employer in the hurricane situation and did not come here. Council member Resnik recommended adding one full-time person to relieve the situation. Council member Paterno suggested utilizing the new person as a swing person. Chief Weinand agreed a swing person could be used for vacation and holidays, but not for sick leave. Consensus of Council was to add one full-time firefighter to reduce overtime. The Village Manager commented the number $1,443 million would then be approximately $1,420 million. Council member Paterno commented state law required 4 per shift for any fire and the Village was at 5. You could have 2 firefighters, 2 on the ambulance and there would be no one to work the pump. Palm Beach County standard was 5 on a shift, the national standard for a house fire was 13, which was why mutual aid was being utilized. Chief Weinand commented it took 3 people to handle most medical calls at a minimum, and it took more for cardiac arrest, which was why those other two were needed. Although the Village was not growing, the population was increasing and last • year there were 1,156 calls-13% of them were simultaneous-which meant there was an ambulance crew of two on a call and the others were on another call handling another patient, and standards did drop on simultaneous calls. Chief Weinand expressed his opinion that in 5 years you would need 6 people on a shift. Discussion ensued. Chief Weinand commented this year there were close to 1,400 calls at this time. Chief Weinand commented pension costs went up with overtime. Council member Genco commented she left it to the Chief not to favor those getting close to retirement, which would be unethical. Chief Weinand explained overtime was according to a rotation schedule based on position and was voluntary unless they could not get someone, then it became mandatory. Out of 15 employees, 10 were paramedics. It was stated again that consensus of Council was to add one firefighter. EMS - 549.304 -Medical Director Fee, and the State license fee for EMS. Most of the $12,800 was the medical director's fee. Chief Weinand explained he came in monthly and met with staff also did an educational training class, and rode on the truck 8 hours, and that the director for us was Capt. Dan Tilles. 194 -Cost to run ambulance. Chief Weinand explained that the $9,500 for computer equipment was reclassified to Fire. 210 -Public Works. Director Gary Preston reported streetlights covered 22 • miles of roadway, 16 miles did not have Village standards. It was hoped that MINUTES OF THE VILLAGE OF TEQUESTA VILLAGE COUNCIL BUDGET PLANNING WORKSHOP TUESDAY, AUGUST 9, 2005 PAGE 19 • within the next three years the whole Village would have the new standazds. The only portions left were Tequesta Drive, Tequesta Gardens, North Dover, and Seabrook Road both north and south of Tequesta Drive. With the original $135,000 cut to $100,000, it was planned to do North Dover Road and Tequesta Gardens in the next budget yeaz. If possible, Tequesta Drive would be started. The only cost to the Village was for installation of conduit, everything else was paid by FP&L. The Village signed aten-yeaz contract for every streetlight that went up. Discussion ensued. Mayor Humpage explained that a few yeazs ago the Village offered streetlights in Tequesta Gazdens and they did not want them; now, after the hurricanes, they wanted them. Council member Paterno commented he hoped they did a better job on layout than in the past, because they had skipped places. Mayor Humpage commented the lighting scheme should be done by foot- candles. Mr. Preston indicated he noted when lights were out and the police reported that also. 546.309 -Contractual Services for Lawn & Landscape -the difference was from $152,000 to $172,000, due to increased contracts for COLA and Beach Road was looking for the Village to contribute $15,000 for the improvements to 707. Council member Paterno noted there was a nice wood Village of Tequesta sign on 707. The Parks and Recreation Director, Mr. Corbitt, indicated he was looking for universal, uniform signage. • The meeting recessed at 3:17 p.m. and reconvened at 3:25 p.m. Capital Improvement Fund: Village Manager Couzzo announced that roadway improvements in the Country Club on page 87 that had been $80,000 was now zero. Village Manager Couzzo reported that the road work that was done appeazed to be what those residents wanted. Mr. Preston reported the notice to proceed had gone out that day for the bridge improvements for Tequesta Drive, and should be complete prior to October 1. The Village Manager referred to page 65, which showed major capital project fund appropriations of $3,666,000. Of $171,000 pazk improvements, $120,000 was grants. Constitution Pazk security lighting was $5,000, skate pazk expansion $16,800, and miscellaneous pazk projects were $150,000. Municipal Center -Village Manager Couzzo reported the Village Hall costs of $2,567,000, and stated there would basically be $390,000 of other costs- landscaping, cabling, furnishings, computer networking, etc. Computer networking had been estimated at $170,000, which would network everyone including police and fire. A breakdown of the other costs was provided. Village Manager Couzzo commented that 3-4 years ago he had believed you could build a building for $150 per square foot. Today you must figure $250 to $350 per square foot. The Village Manager confirmed for Council member Paterno that • laptops had been included. West Construction was the contractor; David Brooks MINUTES OF THE VILLAGE OF TEQUESTA VILLAGE COUNCIL BUDGET PLANNING WORKSHOP TUESDAY, AUGUST 9, 2005 PAGE 20 • Construction who had built the Public Safety Building had bid $3 million. The $2.4 million had been in the bank approximately three years. The Village Manager commented he thought the landscaping irrigation could be pared down and provided by Village employees; also the retention area could be done by Village employees. Discussion ensued. Village Manager Couzzo advised that Public Safety had been built for $182 per square foot without all the additional items, and now the new building was at $250 per square foot. Pathways were discussed. Mr. Preston commented the walk along Tequesta Drive on the north side was halfway finished and this would hopefully take it all the way to Country Club Drive for $75,000. Council member Paterno suggested thinking about where sidewalks were needed to better utilize the $75,000 since there were already sidewalks along one side of the street in this area, and consider doing the lighting instead to finish it up. Mr. Preston commented all other major areas had sidewalks. Council member Genco suggested for continuity to do the sidewalk at least up to the bridge. Council member Paterno noted the sidewalk was done on the north side up to the Baptist church. Mayor Humpage agreed with Council member Genco, since Tequesta Drive was the main street and the area at the railroad tracks was being spruced up. Councilmember Genco suggested asking Palm Beach County to help with the one gateway that was on county land, and both she and Mayor Humpage expressed their opinion to leave • the sidewalks the way they had been planned. Village Manager commented staff could see if they could expand the bid to include all the intersection. Mayor Humpage commented to contact the county also. Vice Mayor Watkins asked when the roads in Eastwinds Circle would be re-done to fix the defective concrete. The Village Manager indicated staff would check on that. Parks and Recreation Director Greg Corbitt responded to Village Manager Couzzo's question asking what he was doing regarding the grant and our match. Mr. Corbitt advised guidelines must be followed, and the costs were projected that were associated with the project. Examples were the water playground for an estimated cost of $80,000; picnic facility $10,000; bike trail entranceway $5,000; skate park $10,000; playground $5,000; picnic facilities $5,000; basketball court $5,000 made up the $120,000. Council member Paterno noted there was no room for the water park; Mayor Humpage suggested moving the bocce ball court to Tequesta Park. Mr. Corbitt pointed out the locations of the playgrounds, basketball court, and pointed out the location where the water park was planned. Council member Genco asked why the concert lawn was planned when there would be one at the new Village Hall. Discussion ensued. Mr. Corbitt advised the guidelines did not require a water park so long as money was put towards the playground. Council member Paterno suggested using the $16,800 for other things. Mr. Corbitt offered his idea to use the $16,800 to purchase new equipment and use the grant money to look into putting a sun umbrella type cover over the skate park so it would not be too hot to use in the summer. Mr. Corbitt MINUTES OF THE VILLAGE OF TEQUESTA VILLAGE COUNCIL BUDGET PLANNING WORKSHOP TUESDAY, AUGUST 9, 2005 • PAGE 21 suggested cutting the basketball court down. Council member Paterno suggested rubberized mulch in the kiddie park. Council member Genco commented she would rather save money by leaving the basketball court where it was right now, adding the water feature, and if money was left to put a cover on the skate board. Mr. Corbitt commented the original water feature was very large, and now he was suggesting having a small one with a couple of smaller fountains, hopefully within $80,000, and he and Mr. White could cut the court down. Consensus of Council was to cut the court down. Mayor Humpage suggested taking out the bocce ball court and putting in a mini basketball court. Discussion ensued regazding having the court half size and possibly dual use. The Village Manager advised that staff would come up with sketches and bring them before Council in the future. Debt Service page 57 -The Village Manager noted this was existing Village debt and included the ambulance, and proposed purchase of the 800 MHz radio. Council member Genco asked about funding for the radio. Ms. Forsythe advised it might go on the master lease with Florida League of Cities. Village Manager Couzzo pointed out the bulk of debt service--90% or better-was police and fire. Vehicle lease purchases were discussed. Village Manager Couzzo noted the Village was paying zero interest on those leases. Finance Director Forsythe • advised that all the leases in debt service were lease purchases. Parks 230 was reviewed by Mr. Corbitt. General maintenance was discussed. Mr. Corbitt explained that Ron Smith was a 27-year employee and he took care of 45 acres at Tequesta Pazk by himself and if he went on vacation there was no replacement; therefore the plan was to take the maintenance person from Constitution Park and use where needed. Page 63 -Parks Recreation programming. A full time position had been added, so the budget showed Mr. Corbitt and one other full time person. This gained a full time person but lost programming hours, going from 60 hours to 40 each week.. Mr. Corbitt clarified there were now two part-time recreation supervisors each working 30 hours a week. Discussion ensued. Two pazk time skate attendants and two office assistants were also budgeted. The Finance Director noted their personnel records showed 5 part-time positions were budgeted at this time but only 3 part-time budgeted positions were being proposed; and one current full-time position would go to two full time. This was only in recreation. The part-time positions would work 20 to 30 hours no more than 30. $31,400 was budgeted for one office assistant for 30 hours and two skate pazk attendants at 20 hours. Mr. Corbitt indicated he would rather stay as it was now and do away with the new full-time position, because he was getting 20 more hours with the part-time personnel. The Village Manager commented that was okay, but • suggested adding another part-time person, which would cost approximately MINUTES OF THE VILLAGE OF TEQUESTA VILLAGE COUNCIL BUDGET PLANNING WORKSHOP TUESDAY, AUGUST 9, 2005 • PAGE 22 $9,000. Councilmember Paterno commented on the potential that part-time personnel would not stay because they wanted benefits, and two might leave, which was why Mr. Corbitt had been trying to establish another full-time person. Mr. Corbitt indicated adding another part-person, resulting in a total of two full- time and 4 part-time positions would be satisfactory to him. The $31,400 was increased by $10,000, for a total budgeted amount of $41,400, and Mr. Corbitt was to have the latitude to have the part-time personnel work hours as needed so that someone might work 20 hours one week and 30 the next. Consensus of Council was 2 full-time and 4 part-time personnel in recreation. Councilmember Paterno noted the extra personnel would allow the pazk to be open with supervision on non-school days. Water Enterprise Fund 401 -page 129. Village Manager Couzzo noted revenues were very strong; and next year the Village would be off Jupiter water which would make water revenues even stronger. 'The Village Manager reported the pipeline and well had been done and it was in the budget to do the RO expansion. South Florida Water Management representatives had come out to look over the situation and see how things were going. There was approximately $100,000 in reimbursables for the pipe; approximately $480,000-$500,000 in reimbursables for the well. The South Florida representatives were very impressed and said to put in for the $100,000 right away and they would begin to process that. Last • yeaz money available for the well was about $6 million, this yeaz it had been indicated it was cone-shot $60 million, and South Florida suggested the Village go after that, because they were an ideal candidate. It had not been budgeted, but it could be-another well could be developed and the third train added to the RO plant. The well location would be located by Public Works. Mr. White explained the Senate had passed a bill for this yeaz for $30 million and South Florida was throwing in $28 million and change, but this was the last yeaz there would be a lot of grant money for alternative water supply funding. Next yeaz it would be back down to approximately $18 million. Council member Genco commented a new train would cost approximately $2 million and another 1.4 or 1.3 million would be needed. Mr. White responded the strategy would be to submit for everything--for the whole $60 million--and there would be a good chance of getting 50% of that. Last year there had been $6 million for the whole South Florida Water Management District area, which was all of South Florida, and the Village got '/2 million. Mr. White advised that this year there would be almost $60 million, and since the water would be used for alternative water supplies, there was a good chance the Village could get more than 50%; or the Village could submit for it and if they did not get what they wanted they did not have to do it. Mr. White advised the work had to be done during the next fiscal yeaz and completed by September of next year. Mr. White had approached the well driller now regarding the cost of doing the other well if it was decided to proceed, and it was less than then Village was now paying for water-about $780,000. Mr. White advised • submittal must be by September 2, 2005. Council member Genco expressed MINUTES OF THE VILLAGE OF TEQUESTA VILLAGE COUNCIL BUDGET PLANNING WORKSHOP TUESDAY, AUGUST 9, 2005 • PAGE 23 concern how that would affect the budget if it had to be budgeted, would that be a crunch next year, to which the response was the Village could just do the well. Council member Genco asked where the Village would stand financially if they ended up paying out another $2 or $2-1/2 million. The Finance Director responded that debt service would have to be considered-there would be something like $2.3 million in available cash. Village Manager Couzzo commented this was presented just to see if the Council was interested in proceeding. Council member Genco commented debt service would be $60,000 a year at today's interest, and asked if the Village had the opportunity to sell the service. Mr. White advised that he had been working with Jack Cory, and in 2007 the Village would lose Jupiter. The Village would be okay, but looking at the maximum day of pumping, they would be really close to the percent of maximum capacity when they would be required to be in design for expansion. Council member Genco commented she would say go ahead and do it. Vice Mayor Watkins saw no down side. Council member Genco asked if the Village had to go ahead and pay for engineering services. Mr. White advised right now only the application had to be submitted, and right now they had so much more money than they would have, the Village could hope for the best of what they could get. Consensus of Council was to apply for the grant money. 241 Water Administration -page 134. The Village Manager explained the personnel cost was half for him and half for Patrice, and most of the costs remained the same. Pumping and Storage -page 136. This was the water plant. The $50,000 shown for engineering services was in case there was a major break, re-design, etc. The insurance numbers still needed to be added, but the numbers were not much different than in the past. Water Distribution -page 143. There were no new people. Energy costs for FPL of $190,000 was for public works and the water plant electric bill and all the outside pumps, wells, etc. Page 142 -the difference between actual through September and estimated was discussed. It was pointed out that was really actual through July, so the figures were for 9 months. Rates would change August 1. During discussion of reduction of water purchases, it was noted the number of years of the contract had been reduced and also the quantities purchased, and the Village Manager commented it could be revisited. Village Manager Couzzo advised this was the last year of the meter change out, and every meter in the Village would be new. Mr. White commented that was why revenues were up. Renewal & Replacement -page 145. This covered filters, machinery and equipment, well modification, well site rehab, meters, etc. • MINUTES OF THE VILLAGE OF TEQUESTA VILLAGE COUNCIL BUDGET PLANNING WORKSHOP TUESDAY, AUGUST 9, 2005 PAGE 24 • Capital Expansion Projects -page 146. Mr. White commented the $2,000,000 for the RO Plant expansion could actually come in less than what has been projected. Refuse and Recycling -Page 156. Village Manager Couzzo noted the cost of the Refuse/Recycling fees. Mr. Gary Preston, Director of Public Works indicated that the Nichols Sanitation contract would expire in September 2007. He mentioned the Village would be going into negotiations next year. Village Manager Couzzo noted there may not be an increase in rates. Stormwater Utility -Page 166. Mr. White noted that Staff would be coming to Council to request a dump truck. This truck would be paid for 50/50 out of Water and Stormwater. He noted the South Cypress Drive project would cost about $250,000. He noted the dump truck would help with this project. Mayor Humpage noted the revenue that the South Cypress project would bring into the Village. Council Member Genco questioned the $75,000 for Drainage Maintenance. Mr. White noted the South Cypress project should be coming to Council at the next meeting for conceptual approval. Council Member Genco indicated she would like to see something happen there, and commented that some money could be spent to improve the Dover Ditch. Village Manager Couzzo indicated that Ms. JoAnn Forsythe, Finance Director has • requested that he ask the Council to add one position for finance, as mentioned earlier in the meeting. Consensus of Council agreed to add one additional position to the finance department for the upcoming year. Council Member Genco thanked all the employees for an excellent job they have done over the past year, and coming up with a budget that will carry the Village forward for the next year. Vice Mayor Watkins agreed. Mayor Humpage noted this has been a long workshop, but he felt the time was well worth the end result. He noted he must leave as soon as possible because he has another event to attend. ADJOURMENT: Vice Mayor Watkins moved to adjourn the meeting; seconded by Council Member Genco; motion passed 5-0. The meeting was therefore adjourned at 5:10 P.M. ,. ,~~ wen Carlisle • Village Clerk