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HomeMy WebLinkAboutAgenda_Miscellaneous_03/14/1991_Finance & Administration Committee VILLAGE OF TEQUESTA ' Post Office Box 3273 357 Tequesta Drive p Tequesta, Florida 33469 -0273 • (407) 575 -6200 ° FAX: (407) 575 -6203 A 4 f 0 coo F'= ]NY ANCE AND ADM =N=STR IM, T=CJN COMM 2 T T E E M E ET = NG AG ENDA THIJRSL3Y MARCH 14 1991 9 _ © 0 A I. CALL TO ORDER AND ROLL CALL II. APPROVAL OF AGENDA III. REVIEW OF FY 199I BUDGET EXPENDITURE REDUCTION OPTIONS. IV. COMMITTEE RECOMMENDATION RELATIVE TO SELECTION OF EXPENDITURE REDUCTIONS. V. ANY OTHER MATTERS VI. ADJOURNMENT PLEASE TAKE NOTICE AND BE ADVISED•; "If any person decides to appeal any decision made by this Council with respect to any matter considered at this meeting o_ hearing, he /she will need a record of the proceedings, and that, for such purpose, he /she may need to insure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based." /jmm Recycled Paper v� A VILLAGE OF TEQUESTA Post Office Box 3273 - 357 Tequesta Drive 4 Tequesta, Florida 33469 -0273 - (407) 575 -6200 ° FAX: (407) 575 -6203 A 4� P,cH couN"I MEMORANDUM: TO: Earl L. Collings, Chairman, Finance & Administration Committee and Joseph N. Capretta, Co- Chairman, Finance & Administration Committee FROM: Thomas G. Bradford, Village Manager DATE: March 5, 1991 SUBJECT: FY 1990/1991 Proposed Budget Expenditure Reductions Attached hereto, please find Proposed Expenditure Reduction Options for your review and recommendation to the full Village Council. Our previous analysis has indicated a need for $114,500 of expenditure reductions. Pursuant to your request, we have provided you with a "smorgasbord" of options in excess of those which are needed. Those cuts which are recommended by myself are indicated with an asterisk. Reduction Target: $114,500 Reduction Options Listed: $205,172 Staff Recommended Reductions: $116,734 TGB/ j mm Attachment Recycled Paper EXPENDITURE REDUCTION OPTIONS FOR FINANCE AND ADMINISTRATION COMMITTEE REVIEW Goal: $114,500 * o Transfer Building Inspector to Water Department New Title: Program Coordinator Functions: Educational Conservation Programs Retrofitting Water Saving Devices Retrofitting Irrigation Systems Backflow Prevention Program Cross - Connecting Control Program Construction Observation Plan Review Site Inspection Effective Date: 4/1/91 Savings: $21,874 Cost to Water Dept. FY 91 $21,874 Upside: Offers flexibility in that this person could be transferred back to Building Department if and when building activity increases. * o Continuation of Detective Serving in Road Patrol Capacity Upon Nagy Retirement. Savings: $29,860 * o Postpone Seabrook Road Drainage Project and Corresponding Funding Transfer from General Fund to Capital Improvement Fund. , Savings: $50,000 o Allocate 25% of Newsletter Cost to Water Department. Savings: $ 2,000 • o Lease Purchase (1 year) "Bobcat" Front -end Loader May 1, 1991. Savings: $15,000 • Recommended Reduction Options of Staff Expenditure Reduction Options March 5, 1991 Page 2 ----------------------------- o Delete "Bobcat" Front -end Loader Purchase Savings: $26,000 o Increase Employee Contributions for Dependent Health Insurance Cost to 25% of Same Effective 7/1/91. Savings: $ 1,219 o Increase Employee Contributions for Dependent Health Insurance Cost to 25% of Same Effective 4/1/91. Savings: $ 2,438 o Postpone Public Works /Water Department Garage. Savings: $37,000 o Eliminate Entrance Sign at Intersection of U.S. One and Beach Road. Savings: $11,000 o Postpone Police Facility Space Needs Study. Savings: $25,000 * Recommended Reduction Options of Staff VILLAGE OF TEQUESTA WATER DEPARTMENT Post Office Box 3474 • 357 Tequesta Drive Tequesta, Florida 33469 -0474 • (407) 575 -6230 CN y C M E M O R A N D U M TO: Thomas G. Bradford, Village Manager FROM: Thomas C. Hall, Water System Manager DATE: February 21, 1991 SUBJECT: Interdepartmental Personnel Transfer In light of our recent conversation regarding this subject this is to provide you information relative to increased work loads of this department due to upcoming projects. Our first two projects are pursuant to the stipulated agreement with DCA relative to water conservation. We must begin educational conservation programs whereby we will make personal contact with the top 5% of our residential and all of our commercial water users. This represents some 250 residential accounts and 235 commercial accounts. Considering the paperwork, phone contacts and scheduling, we can expect to use 30 to 45 days minimum for this work. Upon completion of this phase we will address a voluntary program of retrofitting indoor fixtures with water saving devices and existing irrigation systems with water saving devices. The Water Department could purchase and have available indoor water saver kits. If needed, and since we have many elderly residents, assistance would be provided for installation of these kits at no cost to the customer. As part of our current irrigation system audits retrofitting could be included. Currently either the Distribution Supervisor, Russell White, or I conduct irrigation system audits. A person to conduct this work on a full -time basis and help accelerate the program would certainly be welcome and would allow us to focus more manpower in other programs such as valve and hydrant maintenance. At present I can only estimate the man -hour requirements to get this program off the ground and rolling to be 5 to 6 months. Another new program to be established is our backflow and cross - connection control program. This would include surveys, notification, testing and reporting. We would probably need 2 to 3 months to get this program started and in full operation. Based upon our discussion and comprehensive plan time frames, which schedule implementation of certain elements, additional help would be a major benefit to insure we achieve those specified goals and objectives. TCH:gk cc: Scott D. Ladd, Building Official TEQUESTA POLICE DEPARTMENT P O L I E 357 Tequesta Drive ® Post Office Box 3273 Foy 11 , Tequesta, Florida 33469 -0273 CARL R. RODERICK Phone: (407) 575 -6210 Chief of Police M E M 0 R A N D U M: TO: Thomas G. Bradford, Village Manager FROM: Carl R. Roderick, Chief of Police REF: Budget Reduction Compliance of $50,000.00 DATE: February 20, 1991 Having reviewed the Police Department budget of Personal Services, Operating and Capital funds, we have eliminated any cuts from the Operations and Capital portions of the budget. In compliance with the "hiring freeze," we have not replaced the lost position that was vacated by Officer Nagy from the Road Patrol Division when he retired. Having filled that position temporarily with Detective Davis, we have calculated the following savings from Personal Services on salary and benefits from this vacancy and period of three months when we were short on communications. Donald Nagy terminated employment November 1st, 1990. Projected salary with benefits (hospital /dental insurance; state retirement system; F.I.C.A.; uniforms; (cleaning allowance) for eleven (11) months of the budget period comes to $39, 915.00 (approximately). Dispatcher J. Bennett was terminated November 2nd, 1990 and prior to the hiring of S. Recek, there was an approximately two (2) months savings from the projected salary and benefits from Bennett's position which total $3,880.00. These two positions being removed from the budget for the mentioned length of time have retained a total of $43,795.00 that can be returned from the Police Department's budget. This does fall short of the $50,000.00 requested, however, having submitted a "bare bones" budget to begin with, I have no other source to access. The $15,000.00 budgeted for a computerized police records management system must be retained to comply with the Council's advice on upgrading the records standard. CRR /lew VILLAGE OF TEQUESTA ,,V Post Office Box 3273 • 357 Tequesta Drive o Tequesta, Florida 33469 -0273 • (407) 575 -6200 FAX: (407) 575 -6203 7 74 Memorandum To: Thomas G. Bradford, Village Manager From: Wendy K. Harrison, Assistant to the Village Manager Bill Kascavelis, Finance Director : f% Date: February 20, 1991 Subject: Suggested Budget Revisions, FY91, General Government This is in response to your request that Department Heads recommend reductions in projected expenditures for FY91. The General Government group of accounts, which includes Legislative, Executive, Finance /Clerk, Legal and the Department of General Government, comprises 20.63% of the General Fund Operating Budget. 20.63% of the $150,000 "shopping list" is $30,945. Bill Kascavelis and I are recommending the following as possibilites. Saone options are obviously more palatable than others, but we've attempted to exclude no possibilities. • Reduce Transfer to Capital Improvement Program • Delete Seabrook Road project this Fiscal Year and save $50,000 in Capital Improvement Expenditures. • Allocate some of the costs of Village Newsletter to Water Department. This can be justified by the fact that our circulation has more than doubled (approx. 2600 to about 6300) since we expanded distribution to water custormers outside of Village boundaries. Further, if the current format continues to be used, we will be $800 over budget by the end of this fiscal year. If the budget is not incresed for this item, we will do a one -page issue in the summer. It would be appropriate for the Water Department to contribute at least 25% of the costs of the Newsletter, or about $2000. + Allocate same of the costs of the Assistant's salary /benefits to the Water Department in consideration of the Project Administration functions being provided currently. • Delete all non - essential travel in the Manager's office and in the Finance Department. This would save about $3,600 in the Manager's office and a couple of hundred in the Finance Department. The Finance Director would assume the costs of meals and travel to the Florida Government Finance Officers' Association conference, with the Village paying only for registration and lodging. • Scale back employee summer event. We have $781 remaining in the account used for the Christmas luncheon and we made a point of scaling back the luncheon so that there would be funds left over for a summer, picnic -type event. We could have an acceptable picnic for about $400, so $380 is available to be cut if we keep the picnic. • There is a possible savings of $500 in Codification of Ordinances if we continue at current level. • We could address the Recording Secretary services (total budget $8000) and limit these services to regular Council meetings only. Camdttee meeting minutes could be prepared by Village staff, along with workshop meeting minutes. Recording Secretary services for Building Department meetings (Code Enforcement, Carmunity Appearance Board, Board of Adjustment) would need to be addressed by the Building Official. • Election expense in the Finance /Clerk budget should run $500 below budget. There is little fat in the current year budget. In fact, some accounts, such as utility service in General Government, are running over budget as of February 1, 1991. Utility service is 45% expended at a point 33% of the way through the Fiscal Year. Please advise if you require additional information. i� J ` AGE OF TEQUESTA Gary Preston ` Y1LIpepor Public Works & Recreation TEQMTA ri = FFP Q 1991 O�ic ` s _�� -91 aam , 44 �"oea A A / A ' D o 6 �iry1 -c�-2� 0 VILLAGE OF TEQUESTA f� BUILDING DEPARTMENT FOF Post Office Box 3273 • 357 Tequesta Drive �/ Tequesta, Florida 33469 -0273 • (407) 575 -6220 L q��� 1 FAX: (407) 575-6203 1/2 M oF,c /RS c' MEMORANDUM: TO: Thomas G. Bradford, Village Manager FROM: Scott D. Ladd, Building Off icial Z); DATE: January 23, 1991 SUBJECT: Analysis of current budget indicating what accounts might be amended in order to meet projected revenue shortfall. Tom, by amending the building department accounts listed attached, I am able to narrow the projected revenue shortfall for the department by approximately $17,060.00. That leaves remaining a projected revenue shortfall of approximately $12,940.00, given the projections Bill worked up become a reality. As you are aware, I am waiting for some major permits to come in via the new subdivisions and the proposed Radisson Hotel, which would more than compensate for the remaining shortfall. Proposed Account Changes: Current Amount Revised Account No. Account Title Budaet Reduced Balance 1 -2 -3220 Computer Program Service 8 550.00 8 550.00 $ .00 1 -2 -3500 Secretarial Services $ 7,920.00 $ 7,920.00 $ .00 1 -2 -4000 Travel /Per Diem 8 3,307.72 $ 11000.00 $2,307.72 1 -2 -4700 Printing & Binding $ 800.00 $ 400.00 8 400.00 1 -2 -4900 Miscellaneous 8 210.00 $ 210.00 8 .00 1 -2 -5100 Office Supplies 8 2,183.13 $ 850.00 $1,333.13 1 -2 -5218 Microfilm Service /Supplies $ 630.00 8 130.00 $ 500.00 1 -2 -5400 Books /Publications /Dues $ 460.00 $ 100.00 $ 360.00 1 -2 -5401 Personnel Training 8 970.00 8 900.00 $ 70.00 1 -3 -6064 Machinery /Equipment 8 2,000.00 8 2,000.00 $ .00 3 -2 -4000 Travel /Per Diem $ 11800.00 8 1,800.00 $ .00 3 -2 -4900 Miscellaneous 8 135.25 8 100.00 8 35.25 3 -2 -5100 Office Supplies 8 400.00 8 400.00 $ .00 3 -2 -5201 Gas /Oil $ 956.27 8 700.00 $ 256.27 TOTALS: $22,322.37 $17,060.00 85,262.37 Expenditures by Type General Fund FY90 Budget FY90 Actual FY91 Budget Total $3,687,287 $3,545,283 $3,642,055 Personnel $1,565,573 $1,533,807 1,801,740 42.46% 43.26% 49.47% Operating $1,678,979 $1,579,750 $1,542,015 45.53% 44.56% 42.34% Capital /Transfers $442,735 $431,726 $298,300 12.01% 12.18% 8.19%