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HomeMy WebLinkAboutMinutes_Workshop_08/18/2001• VILLAGE OF TEQUESTA Post Office Box 3273 • 250 Tequesta Drive Suite 300 Tequesta, Florida 33469-0273 (561) 575-6200 Fax: (561) 575-6203 VILLAGE OF TEQUESTA VILLAGE COUNCIL WORKSHOP MEETING MINUTES AUGUST 18, 2001 I. Call to Order and Rotl Call The Tequesta Village Council held a workshop meeting at the Tequesta Recreatian Center, 399 Seabrook Road, Tequesta, Florida, on Saturday, August 18, 2001. The meeting was called to order at 9:02 A.M. by Mayor Geraldine Genco. A roll call was taken by Mary Wolcott, Village Clerk. Councilmembers present were: Mayor Geraldine Genco, Vice Mayor Joseph • N. Capretta, Councilmember Basil E. Dalack, Councilmember Russell von Frank, and Councilmember Sharon Walker. Also in attendance were: Village Manager Michael R. Couzzo, and Village Clerk Mary Wolcott and Department Heads. II. Approval of Agenda Councilmember von Frank made a motion to approve the agenda as submitted. Councilmember Dalack seconded the motion, which carried by unanimous 5-0 vote. III. Presentation of Budget Village Manager Michael R. Couzzo reviewed the budget document, the Administration's financial forecast for the next year, which provided far enhanced public services through addition of personnel, equipment, and probably the largest capital projects ,expenditure ever undertaken by the Village. The public safety facility, design for the new Village Hall, numerous utility projects to enhance delivery of water to customers in Martin County, • design and development of another train for the RO plant, and numerous public works projects. Recycled Paper • Village Council Workshop Meeting Minutes August 18, 2001 Page 2 Mayor Genco stated she hoped everyone had done their homework to keep this meeting to a minimum. Councilmember Walker commented that she appreciated that but due to the numerous revisions she had received she only finished the document at 7 a.m. that morning and believed that public discussion of questions and answers benefitted everyone. Mayor Genco commented everyone had received a working copy last evening which she believed was a summary and did not affect any of the budget lines. The Village Manager responded that changes were sent out at 8:30 p.m. the previous evening and he believed there had been no changes of any substance. Councilmember Walker questioned the statement that there would be no increase in the stormwater utility fees. Tom Jensen indicated he had projected a rate increase during his presentation, but due to the capital projects and added impervious areas, there would be no change in the rate. • Fund Types and Descriptions: Village Manager Couzzo indicated that last evening following the individual discussions with Councilmembers, a supplemental schedule of revenues for the various funds to make them easier to track from year to year had been distributed. General Fund Revenue: Councilmember Walker requested a breakout on ad valorem taxes, utility, franchise, etc., and the same thing under Licenses & Permits. Councilmember Walker asked how the number $88,000 for Grants and Entitlements had been determined, to which Village Manager Couzzo responded $84,000 was a grant for law enforcement, a new law enforcement officer, all salary and benefits and a vehicle specifically for traffic enforcement. Mayor Genco advised that the breakdown of taxes was on page one of the budget workshop which was included in the back of the packages. Councilmember Walker requested a footnote to help members of the public. Mayor Genco indicated she liked the pie chart which showed the breakdown of different revenues and that the chart would be included in the final workbook for the public. • Mayor and Council Councilmember Walker requested public discussion of a pay increase. Mayor Genco responded each Councilmember was being paid $250 per month and • Village Council Workshop Meeting Minutes August 18, 2001 Page 3 allocated $1,500.00 which each could utilize to attend outside events. Mayor Genco indicated in prior years there had been no cap, so that one person could have ended up spending the whole budget, but now it was allocated so that each had a cap of $1,500.00. The total came to $30,125.00. Councilmember Walker commented she did not agree with the concept. Grants and Aids Mayor Genco commented one of the biggest problems in the budget was interfund transfers. The Village Manager commented there were 165 transfers last year at last count. Mayor Genco indicated preparation of this budget had been difficult because in doing a budget the cost was allocated to the most logical department, determined by the user. The user of community grants and aids had been Village Council so it had been moved this year. Mayor Genco asked Councilmember Walker not to make comments but to question • line items if they were not understood. Vice Mayor Capretta commented the budget could be reviewed page by page and people asked if they had questions, which would give a chance for some individual comments; or the total budget could be looked at to get a feel for what the Village was trying to do. The Vice Mayor explained that in the past there had not been enough money to grant new requests but in the last year or two there had been opportunities to build and property values were going up so that with basically the same millage rate the Village would receive more revenue. An example was the Finance Department had been understaffed for at least five years which had caused problems and a consulting firm had to be called. Now the Finance Director should be asked to provide a proper staff to maintain the records and process and systems as they should be, which was provided for in this budget. Vice Mayor Capretta explained that property values went up $44 million, plus money had been taken from reserves, and the budget showed a tax increase, which would enable capital projects, such as roads, to begin with the cost spread over a 5-year plan. Vice Mayor Capretta commented what needed to be discussed at this meeting was the substantial increase in the budget which was for good reasons, and that the Village had income, and the Council needed to decide if they approved of the increase of approximately five additional people to Village staff, and if they approved the 20-30 • proposed capital projects and whether they should be spread over five years, and if they approved of those items they accepted this budget, even though there was a big increase. • Village Council Workshop Meeting Minutes August 18, 2001 Page 4 Mayor Genco stated she wanted to go on the record that there was no tax increase, and theat the current budget as proposed would actually be 10 mills lower than the old budget. Village Manager Couzzo explained there had been discussion of the possibility of 1/10 of a mill reduction in the millage rate. Vice Mayor Capretta asked if he had implied a tax increase. Mayor Genco stated he had made a statement of tax increases, but the reason the Village had more money was because a house that was on the market on assessed valuation for $300,000 in this last year was resold for half a million, resulting in a $200,000 change in assessed value. When one multiplied that times the millage rate, it meant more revenue for the Village. The Mayor explained that the net result was that this year there had been a 10% increase in revenues, which when balanced against the budget resulted with this proposed budget being able to lower the millage rate, so there was no tax increase, and for the • people who had not sold their homes they would actually see a small decrease in their tax bills. Mayor Genco requested review of the financial summary pages by each line item by either the Village Manager or Finance Director. Mayor Genco commented if a member of the Village Council had a specific question as to why a line item was that much money, and if they felt there was a need to change that allocation as proposed, that's what the Village Council should be doing. Village Manager Couzzo commented it was his understanding that Mayor Genco wanted to go over the items by department, and that he would indicate the proposed personnel services summaries, the operating summaries, the capital outlay summaries, and then give the Village Council a general summary. Mayor Genco asked if everyone on the Village Council agreed that was a good way to do it. Vice Mayor Capretta responded yes, and didn't that lead you to the question he had said, manpower and capital projects by department. Village Manager Couzzo referred to page 21 of the Village Manager's Budget proposed for FY 2002: Personnel Services, $200,460; Operating $20,300; no Capital Equipment proposed; total budget $220,760 which represented a reduction over last year's budget as a result of reduction in the staff. Vice Mayor Capretta requested that the Village Manager describe the four columns • on each page for the benefit of the public and the other Councilmembers. Village Manager Couzzo explained that the three columns were FY 2000 Actual Expenditures; Amended Budget for FY 2000-2001; Estimated Totals • Village Council Workshop Meeting Minutes August 18, 2001 Page 5 for FY Year 2000-2001, then the Proposed Budget. The Village Manager cautioned that the Estimated Totals column was truly an estimate at this point, stating that the current time was 6 weeks outside the fiscal year, so there was probably 10%-15% left in this fiscal year, although staff was tracking that very closely and for the most part expenditures other than normal operating expenditures would cease in 12 days. Vice Mayor Capretta commented that implied if you just took the last two columns, the estimated and the proposed 2002, for the Village Manager's budget of $267,000 versus $220,000 he came to the conclusion the Village Manager was planning to spend less money in the new year than he did this year. Village Manager Couzzo confirmed that was a fair assumption, and that the new budget would show a reduction of $47,000 and one less person, which was the reason for the reduction. • The Village Manager referred to the budget for the Finance Department on page 31, Proposed 2001-2002 Budget, Personnel Services $256,753, Operating $55,800, Capital Equipment $2,200, representing a Total Proposed Budget of $314,753. The significant change in this budget was 2 additional people, shown as 3.5 people with half a person being charged to water because of the emphasis of the work that person would have in utility customer service. Mayor Genco asked if everybody agreed with that item as budgeted. Councilmember von Frank asked if the half person was being allocated from the Water, Police, etc. that certain functions would be transferred into this department. Village Manager Couzzo explained that salaries for 3.5 people were being charged against the General Fund, that obviously there was a full person but half their salaries would be charged to Utilities operations because they did utilities work. Mayor Genco stated in other words if it was $40,000, $20,000 would be charged to this budget and $20,000 to the other. Vice Mayor Capretta asked the Village Manager if he felt this would adequately staff the Finance Department so he did not have to see consultants again. Village Manager Couzzo responded, yes, and for the audience if they went back to 2000-2001 Estimated Total $144,998 which was the result of excessive use of the auditors through this financial year, and would drop next year to $55,000 which would save roughly $90,000 because . he did not anticipate having those needs. Actually, the Village Manager stated, by the end of next year he thought the Finance Department could function with 1/2 person less, although the Finance Director might think it • Village Council Workshop Meeting Minutes August 18, 2001 Page 6 would take longer. Mayor Genco asked if the Finance Director felt if her department was staffed adequately; to which Ms. Forsythe responded that she did. Vice Mayor Capretta asked if the $55,000 for a consultant was for an auditing firm to perform proper functions. Village Manager Couzzo responded yes, that there were auditing functions in the budget, that there had to be a general audit every year, and there might be an occasion where a special audit was needed. Councilmember Walker commented that then the $55,800 covered the Village's needs in order to produce the CAFR. Village Manager Couzzo responded, yes, but there were other operating costs in that operating expense and the cost for the audit-the current contract with the auditors was approximately $37,000 to do the audit-and there was currently an RFP to auditors to see what type of numbers they brought in. In the past, as when the Village Council budget had been done, the Village Council had appropriated the donations coming out of Utilities, and the Finance • Department bore the burden financially of the entire audit but that was now being shared to other departments, so going through the budget one would now see a percentage of the audit charged to Utilities and Community Development. Vice Mayor Capretta asked if there was money in the budget to upgrade financial computer systems. Village Manager Couzzo responded that there was and he had spoken with the consultant and a proposal was being developed to get the systems up and running. Vice Mayor Capretta commented some of the financial systems in the past required manual input so as soon as personnel were short the manual work was dropped and productivity went down and it was a matter of catching up. The Vice Mayor stated he would like enough money in this budget to maintain the records with the present financial system, and enough money to upgrade the system in the future which would allow a reduction in manpower in another year. Village Manager Couzzo stated that was what he wanted to do and it became more abundantly clear during the preparation of this budget document, because different people were utilized to do data entry and they used different systems which were not necessarily compatible and pages did not print out the same from a different system, therefore the document had to be continually modified, and the Village needed to update its system. Mayor Genco stated there was a proposed budget of $314,753 and asked if the Council was agreed • to that. Councilmember von Frank pointed out a typographical error of a dollar sign that needed to be removed. Vice Mayor Capretta commented to Mayor Genco that she had asked if all of the Council was in agreement and • Village Council Workshop Meeting Minutes August 18, 2001 Page 7 then moved on after hearing no dissension, which implied approval, and asked if she was going handle each item that way. Mayor Genco responded that the Council needed to come to agreement that they didn't have any changes they wanted to see to the line items, which was the purpose of having a budget workshop. Vice Mayor Capretta commented he understood, but asked what she was going to say so they could move on knowing they had agreement. Mayor Genco responded, "Agreement", that at the Council meeting they would actually be voting, but they were just looking for an agreement in principle right now that these are the correct budgeted numbers and that no Councilmember wanted to increase or decrease it, and if so they needed to discuss and come to agreement how to adjust it. Village Manager Couzzo referred to page 34, the Legal Department, and a • letter from Village Attorney Randolph which had been placed in the front sleeve of the folders. The Village Manager explained that Mr. Randolph had reviewed the legal budget and believed even with his approximately 8-1/2% increase in rates that $120,000 would be sufficient plus there was an appropriation of $15,000 of the $135,000 for labor counsel if it was needed, and if not, it would not be used and would become surplus. Village Manager Couzzo commented the one thing that needed to specifically be kept in mind with this budget was there was no appropriation for litigation. Mr. Couzzo commented that there was enough money in reserves to handle litigation, although he did not really know if that was true because it would depend on the amount of the litigation, but that was where funds would have to be transferred if the Village became involved in litigation that required legal representation. Mayor Genco asked if the budgeted amount would cover meetings attended by the Village Attorney plus a few other miscellaneous items the Village would be calling him about. The Village Manager responded yes, and indicated that the budget was just a guide, a forecast, and was constantly being changed, and explained when the budget was done the prior year the Charter Review had not been anticipated and that Charter Review had had the Attorney there every meeting for probably 30 hours, at roughly $200, there was $6,000 they might not have expected and if the • Village Council did those types of things next year that would adjust any of the budget numbers. Vice Mayor Capretta suggested in the fourteen years he had been on the Village Council that the Village had probably spent $1 • Village Council Workshop Meeting Minutes August 18, 2001 Page 8 million or more-$590,000 fighting the sewers in the Country Club. Village Manager Couzzo estimated the total would be more. Vice Mayor Capretta commented Mr. Randolph had not asked if the Village would be willing to give him a raise from $175 to $190 an hour, and the Village spent too much each year on legal fees, and the Village was almost at the point they could have afull-time attorney on staff, which the Village might want to consider at their leisure, and suggested also looking at another law firm sometime in the future. Mayor Genco reported she and the Village Manager had discussed that but it was not in this budget. Village Manager Couzzo commented that Mr. Randolph brought a number of things to the table, had been here a long time and certainly had familiarity with the Village, and the rate was not out of the ordinary but the question was for the number of hours if there was a benefit to going to an in-house attorney who might also handle labor matters. Vice Mayor Capretta noted the amount was three times the Village • Manager's salary. Village Manager Couzzo noted if on occasion staff could meet with the Attorney at his office that would save two hours charges. Vice Mayor Capretta commented that in going through this budget, if someone got into an argument over $50,000 or $10,000 here was a quarter of a million item they just passed on, and he had brought this up before of looking at the feasibility of an in-house attorney, another law firm, or reviewing the process of approving expenditures for Mr. Randolph to see if it was adequate. The Vice Mayor commented this was a big item-$135,000, but was only half of what was usually spent per year. exThe Village Manager noted it was just a guess, which was why Mr. Randolph had been asked this year as opposed to previous years what he believed the expenses would be incurred by his firm. Mayor Genco asked if the Council agreed to the amount of $135,000. The Councilmembers indicated they agreed. Other Governmental was reviewed by the Village Manager: Proposed 2001- 2002 Budget, Personnel Services $108,780, Operating $190,000, Debt Service $5,457, representing a Total Proposed Budget of $304,242. Councilmember von Frank asked what was represented by Personnel Services, which the Village Manager responded an example might be if an employee retired and had vacation or sick leave payout, including FICA taxes. Smoke Signals was under the Operating portion of this budget. Councilmember Walker asked what other types of items were in Operating, to which Mr. Couzzo responded temporary secretarial services, other contractural services, communication • Village Council Workshop Meeting Minutes August 18, 2001 Page 9 services, postage, website maintenance, equipment leases, office leases, insurance, building repair maintenance, office equipment maintenance, printing and binding, other miscellaneous charges and obligations, the Village newsletter. Councilmember Walker asked if these had pretty much all gone up across the board. Village Manager Couzzo commented that operating appeared to be up about 18%. Mayor Genco commented it was roughly $18,000 more than the amended budget for last year: $207,804 last year versus $190,000 for this year and the actual expenses incurred projected for 2001was $163,391. Mr. Couzzo commented the two large expenditures was software support for Finance-both Finance and Community Development had had software systems that had not been operating well for a considerable amount of time, and other miscellaneous charges and obligations was increased $9,000, so $18,000 was between those two accounts. Mayor Genco asked if the Council agreed the budgeted amount of $304,242 was adequate • and accounted for, which was agreed. Village Manager Couzzo referred to page 38, the Police Department budget, and explained that next year there would be one budget for this department instead of the present five separate budgets within this department. The investigations budget consisted of approximately 8 pages last year for one officer, which was not practical. Page 34, Police Administration, Chief Allison, Assistant Chief Garlo, and one office person, Proposed 2001-2002 Budget, Personnel Services $266,145, Operating $75,738, Temporary Facilities at County Line Plaza which was a new item, and Capital Leases $33,087; representing a Total Proposed Budget of $395,270. Mayor Genco called for questions. Councilmember von Frank asked about the detective. Village Manager Couzzo responded that was not in this budget but was under investigations. Mayor Genco asked if the other members of the Council believed the budget of $395,270 was reasonable given what they had seen. Councilmember Walker commented obviously it was reasonable to Chief Allison or he wouldn't have submitted it, but asked Chief Allison if he had any concerns, because some figures had gone down. Chief Allison responded the retirement portion had gone down. The Village Manager explained that during the last 5 years of a police officer's career they could go into a draw • plan, and commented the Police and all of the departments had done a very good job on their budgets. Mayor Genco referred to Page 38, Operating Services for Patrol, and stated she was looking for consensus on the total. The • Village Council Workshop Meeting Minutes August 18, 2001 Page 10 Councilmembers indicated consensus. Village Manager Couzzo commented all of the Department Heads were present because they had had intimate involvement in development of these budgets and would be held accountable for the budgets. The goal was to develop a budget without the Village Manager telling the Department Heads how to develop it and to find a way through that development to enhance the services offered to this community, which he believed had been accomplished. The Village Manager referred to page 39, the lion's share of the Police budget, the patrol division. Personnel Services $1,020,555, Operating Expenses $116,933, Capital $101,705, Total Budget $1,239,223. Significant to note was an increase in Personnel Services which was shown as an expense • but the offsetting $86,000 grant would be shown as revenue. Last year's compliance budget had been eliminated and code compliance would be addressed in Community Development. Mayor Genco commented this budget had increased because of a new officer and an existing officer had his salary moved from one budget code to this budget code. Mr. Couzzo clarified it was from one division to another. Vice Mayor Capretta commented it did not add up for two people, Chief Allison indicated it was two people plus an increase in the cap. Mayor Genco commented a merit increase on top of cost of living, plus increase in base salary was being projected. Vice Mayor Capretta commented he had noticed new functions in this department in the past year or two, boat, motorcycle, bicycle patrol which added the one officer under the grant program. Village Manager Couzzo explained that this was a 3-year grant and during the first year the Village would receive a car completely paid for plus salary and benefits, in the second year 75% of benefits and salary and in the third year 50% of the benefits and salary. After the third year the Village could elect to continue the program, incorporating that individual into the budget, or could elect to go for the grant again. Vice Mayor Capretta questioned the high price per car in the budget. The Village Manager explained that the $46,000 represented two cars. Councilmember Walker questioned the $6,000 difference between the 2001 amended budget and the • 2001 estimate in the operating budget. The Mayor explained the amended budget was what was allocated last year and the 2001 estimate was what had been spent so far this year and estimated on out to year end. Councilmember Village Council Workshop Meeting Minutes August 18, 2001 Page 11 Walker commented she was trying to find out where the cost for the marine unit was coming in and the cost for the canine unit, and other things added this past year. Village Manager Couzzo explained that the increase was primarily increases in fuel prices this year, and $6,000 was projected just for fuel. Chief Allison explained that some of the $86,000 grant was for operations. Mayor Genco asked if they were just looking at 2001. Councilmember Walker responded she was just trying to find out where additional costs had wound up in this budget, additional things that the department took on this year like the marine patrol, she knew a lot of that was funded by donations, but was it under personnel services maybe, or where was it showing up, and there was specific training and retrofitting of a car for the canine. Mayor Genco asked Chief Allison if the canine and boat was under operating or capital. Chief Allison responded the canine operating budget was under operating. Mayor Genco asked if the Councilmembers had any adjustments to these three line • items. Councilmember Walker commented it was her understanding the Palm Beach County Sheriff's Unit had been very aggressive in their recruitment and she did not know to what extent, if any, that had affected Tequesta; but asked if the Chief felt the Village's money here for merit increases, etc. was enough to keep their officers. Chief Allison responded this was what the union agreed upon. Vice Mayor Capretta commented if she wanted to bring that issue up she would probably have more problems with Chief Weinand. Councilmember Walker responded she was getting to him. Mayor Genco asked if there were any comments or adjustments or if they agreed that $1,239,223 was an appropriate budget as presented. There was agreement. Village Manager Couzzo referred to page 40, the Police Investigation, which was the Department Detective's budget. Personnel Services $68,885, Operating $15,045, Capital $750, representing a Total Proposed Budget of $84,680. Councilmember von Frank asked why this was a separate budget; the Village Manager commented it would not be that way next year. Councilmember von Frank questioned if the detective was specially trained and the amount of work he did, since very little Police Department information was provided to the Council. Village Manager Couzzo explained he was specially trained and continued to take courses and was a full time • employee. Vice Mayor Capretta commented for years the Village had two detectives. Councilmember Walker asked if the Vice Mayor would know any history as to why this line item was separated out. Vice Mayor Capretta • Village Council Workshop Meeting Minutes August 18, 2001 Page 12 commented there had been a very independent head detective who insisted on his department being recognized. Vice Mayor Capretta explained that the detective did the followup work after a crime was committed in order to solve the crime, and recently three women left their purses on the front seat of a car at Fashion Mall, teenagers broke in and stole $28,000, $17,000, and $8,000 from each purse, and the detective would be the one who would try to find out who did it. Assistant Chief Garlo explained the duties of the officers. Councilmember von Frank indicated he would appreciate information each month from the Police Department. Assistant Chief Garlo indicated that would be forthcoming. Mayor Genco asked for consensus on the budget of $84,680, to which there was agreement. Police Communications for 2002 Proposed: Personnel Services $219,370, Operating $33,015, representing a Total Proposed Budget of $252,385. • Mayor Genco noted there had been a decrease for Personnel Services versus estimated for 2001, Operating Services had increased slightly, which was explained by Chief Allison. There was consensus from the Village Council that the budget of $252,385 looked good. The Village Manager commented not reading about the police in the newspaper was good. Mayor Genco commented she liked the article about the police dog that chased down a suspect. Mr. Couzzo explained the department was going to actively pursue getting involved in multi-agency task force units to obtain more revenue sharing. The Village Manager referred to page 46, Civil Preparation. Proposed 2002: Operating $8,757, representing a Total Proposed Budget of $8,757. Chief Weinand commented the increase in this item was for the brochure sent out regarding hurricane safety. The budget included various items for hurricane and civil disasters. There was consensus to accept this budget of $8,757. The Village Manager commented that Fire Control was the lion's share of the budget. Fiscal Year 2001-2002 Proposed: Personnel Services $999,246, Operating $161,914, Capital $34,200, Capital Leases $66,859, representing a Total Proposed Budget of $1,262,219. Chief Weinand indicated detail was • included on the next page. Vice Mayor Capretta commented Mrs. Walker had asked if the Police Department was competitive with the Sheriff's Department. Councilmember Walker commented she read about it in the • Village Council Workshop Meeting Minutes August 18, 2001 Page 13 Palm Beach Post. Vice Mayor Capretta commented he had read and heard more about the firefighters. Chief Weinand advised there was a problem with the Village keeping firefighters and it was not just salary but the retirement package offered by Martin County and Palm Beach County, and that was being looked at for the coming year. Councilmember Walker asked if the Chief felt that enough money was being appropriated to make adjustments saying the salary survey came back and there was not even a chance of hiring somebody at the current amount. Chief Weinand explained there were no adjustments in the budget, but the Village Manager had addressed that in other parts of the budget. Councilmember Walker asked where that potential money would come from. Village Manager Couzzo responded General Government, but that if there had to be large adjustments he would come back to the Village Council and make a presentation and suggest a funding mechanism which might be a transfer from Reserves and the Pension Board • was looking at various options. Councilmember Walker asked how many firefighters came to Tequesta and used the Village as a training ground to move on. Chief Weinand commented there were four last year that moved on so retraining had to be done. Councilmember Walker asked when the salary survey would be done and recommendations given to the Manager. Chief Weinand commented the salary survey portion was done but more time was needed to formulate a plan regarding benefits. Vice Mayor Capretta commented Tequesta represented a good place to work which would be better with the new facility because people looked at the total package when deciding where to work. Councilmember Walker commented a year could be very long or a very short time and she was just hoping more people would not be lost and thanked the Chief for his efforts. The proposed $1,262,219 budget was accepted by consensus. Emergency Medical Services, Proposed 2001-2002: Personnel Services $197,768, Operating $50,233, representing a Total Proposed Budget of $248,001. Vice Mayor Capretta commented that Pert Town had been talking to him about what she felt was the solution to the ambulance problem and her experience was the Village was not approved by some agencies because the Village was not recognized because they did not accept their fees. Chief • Weinand commented that was being explored, and the Village now was dealing with approximately 70 different agencies with different rules, and since the Village had taken over operations they knew where each dollar was. • Village Council Workshop Meeting Minutes August 18, 2001 Page 14 The EMS budget of $248,001 was accepted by consensus. Transport Services, page 48, 2001-2002 Proposed: Operating $15,139, Capital Lease $32,100, representing a Total Proposed Budget of $47,239. This budget was accepted by consensus. Councilmember Dalack asked if the capital lease was for leasing an ambulance and if would bye cheaper to purchase; Chief Weinand explained this was actually a lease purchase. Public Works, page 51, 2001-2002 Proposed. Personnel Services $120,770, Operating $358,450, Capital $11,500, representing a Total Proposed Budget of $490,720. Mayor Genco asked for any comments. Councilmember Walker asked Mr. Preston if the $12,575 for streetlights was just for the Country Club area; Mr. Preston responded it was for all of the Country Club and new lights • on Seabrook Road, which was an increase of just under 200 new streetlights coming up for this and next fiscal year. Councilmember Walker asked if the utility services $12,000 was for the actual electricity the Village would pay. Mr. Preston explained that the Village paid a set rate of between $6 and $7 per month for each streetlight and most of the increase was for the additions on Seabrook Road of utilities, water and contractural maintenance services. Mayor Genco asked if there were particular items Mr. Preston would like to highlight on pages 52 and 53 in this budget. Mr. Preston explained swale work and treescape had been carried over from the previous year because of what had happened with ENCON on Country Club Drive; conduit installation in the Country Club would be finished in this fiscal year; a requested extension to the Tequesta Drive median would be next fiscal year. In the next budget year road overlay would be completed in Tequesta Pines and to do improvements the following year on Riverside Drive south of Tequesta Drive, similar to Seabrook Road. Mayor Genco asked if the 2003-2006 capital improvements were projections and not in this budget, which Mr. Preston verified. Councilmember Walker commented to Mr. Preston that he used to give the Village Council a 5-year projected spreadsheet in regard to road overlays and requested that again. Mr. Preston commented he had not done that this time because of the Country Club Community which had to be • adjusted. The next one scheduled after Tequesta Pines would be Chapel Court in 2002-2004, then Shady Lane, Bayview Area in the following two years. Vice Mayor Capretta commented he recently became aware of a problem in Village Council Workshop Meeting Minutes August 18, 2001 Page 15 the Country Club regarding flood control, and the Village was responsible for controlling the lakes in the Country Club and with the new sewering project only one lake was left that could be lowered quickly. Vice Mayor Capretta asked for a meeting immediately with Mr. Jensen and Mr. Preston regarding this problem. Mr. Jensen explained during the construction process water was discharged into the lakes to a certain level and then back into the Phase I sewer, and the boards had been pulled to let water back into the river. Vice Mayor Capretta indicated that temporary measures did not concern him, but the lakes were put in for flood control and if the Village had lost the ability for flood control they had lost something big. Mr. Jensen indicated the concept had changed and South Florida Water Management now wanted more retention and water quality. Mayor Genco requested this be discussed separately but it involved the permit change, control structure elevation, discharge for the 100-year storm, retention levels for interim storms. Councilmember Walker commented she had a few questions for Mr. Preston on the public works 5-year capital improvement chart: 3rd item Seabrook Road curb & gutter, $37,000 under FY 2004 and asked his justification for doing it in 2004 since the residents had asked for this. Mr. Preston reported Mr. Jensen had advised most of the swale work would take place in 2004, and he had talked with the President of Tequesta Pines. Mr. Preston explained that there would be a difference of 6-8 months between Phase I and Phase II streetlights due to construction. Councilmember Walker asked where the Tequesta Drive median extension was located; Mr. Preston responded it was between Tequesta Oaks and U.S. Highway One. Village Manager Couzzo explained that Main Street improvements would be phased in order to get some of the west side of Mr. Zuccarelli's property landscaped now, funded at $225,000 for the upcoming year. Bridge Road funding was anticipated over the next three years, $100,000 next year, $200,000 the following year, and $250,000 during the third year. Public Safety building for next fiscal year was budgeted at $3,907,870 and the Municipal Center design was for Architectural and Engineering services only. Councilmember Walker asked if the Village Manager felt phasing Bridge Road over 3 years would correspond with the completion of the Village Center. Village Manager Couzzo commented he did not know all of the history and he had determined this might be an appropriate phasing based upon how the project could be completed but it was very loose. The Village Manager pointed out the amount for the Public Safety Building was the whole amount but the Village would • Village Council Workshop Meeting Minutes August 18, 2001 Page 16 carry the debt for the next 30 years. The Municipal Center amount was for architectural and engineering only which was also cone-shot figure but it would all be paid for during the next year. $40,000 was budgeted for demolition of the remaining part of the retail structure. Village Manager Couzzo referred to page 53, an anticipated capital improvement program in FY 2001-2002 of $4,764,870. Mayor Genco received consensus on the Public Works budget of $470,720 and the 5-year Capital Improvement Program as presented on pages 52 and 53. Village Manager Couzzo referred to page 55, a new budget, Parks and Recreation Department, Fiscal Year 2001-2002 Proposed: Personnel Services $108,380, Operating $133,550, Capital $11,500, Other $9,000, representing a Total Proposed Budget of $262,430. Councilmember Walker noted the $9,000 under Other included the annual donation to Jupiter Tequesta Athletic Association for which there was registration going on this morning in Jupiter, and asked why that did not occur in Tequesta. Mr. Preston responded it was going to occur once the facility was operating full time, and the application was available on the website. Mr. Preston explained the after school program was anticipated to start sometime in September but that would not be announced until the Health Department permit had been received. Programming the building would take an estimated three months. Mayor Genco announced that with no adjustments the Council was agreed in principal on the budget amount of $262.430. Page 56, Recreation Programming, a new budget for the Village was described by the Village Manager. Fiscal Year 2001-2002 Proposed: Personnel Services $40,300, Operating $45,000„ representing a Total Proposed Budget of $45,300. One employee, a Recreation Director, would be hired from February through the end of the year. Councilmember Walker asked Mr. Preston, what the $6,000 was in his last sentence under Operating which stated the major increase was due to recreation program expenses of $6,000. Mr. Preston explained that the intent was that once a person was brought on staff it was believed they would need help to assist with additional programming. Councilmember Walker commented this was exactly what she M had asked the Council to hold a workshop on, and she found it very disturbing that it was at least how she found out that a decision had been made and she • Village Council Workshop Meeting Minutes August 18, 2001 Page 17 knew the Public Works Committee maybe two years ago had rescheduled Public Works and Recreation to create this position, but this was the first word of it in a public forum and she found it very disturbing. Mayor Genco stated first you have to determine how much money you are going to have in a budget before you can determine what you are going to be doing, so this is why this was proposed to the Village Council and they would have the opportunity to make some decisions as to who and how programs and one of the things the Council would probably want to consider would be formation of a Parks and Recreation Committee of Village citizens to implement the things the Village Council including Mrs. Walker had been talking about. Councilmember Walker commented these were all great ideas, she was not saying contrary, she was just saying that prior when there were committees, the Council actually had input, and she was hoping that trend would continue and that basic philosophy decisions and direction of the Village wasn't just • decided. Mayor Genco received consensus on this budget. Following a 5-minute break, the meeting reconvened. Mayor Genco commented the 5-Year Capital Improvement Program was not a part of the budget being reviewed. Mayor Genco stated one of her concerns had been that a citizen had requested improvement of the Tequesta Park ballfield, and that was now included for 2002. Mr. Preston reported grass on all three ballfields would be replaced with Bermuda grass and all three dugouts would be replaced and a better irrigation system installed. A boche court was planned for Constitution Park. The Riverside Drive pathway was to be installed on the west side of the road in the next year. Mayor Genco asked if anyone would like to add anything. Vice Mayor Capretta indicated he would like to get $100,000 from Martin County for the ballfields. The Village Manager reported he had a meeting scheduled. Councilmember Walker asked how many more children JTAA could bring in with the ballfield improvements. Mr. Preston explained they were not using the ballfields at all now because of lack of lights and adjacent residents were very upset at the prospect of lights on the back fields. Councilmember Walker asked if the residents had complained about daytime activity, to which Mr. Preston • responded they had not. Councilmember Walker asked how a boche court came to be added to the list of projects. Mr. Preston reported it was the result of a request from residents. Councilmember Walker asked if there were any . Village Council Workshop Meeting Minutes August 18, 2001 Page 18 grant projects and asked that be looked at. Mr. Preston described the proposed location for the court. Councilmember Walker asked if the court would interfere with use of the residents for concerts in the park. Mr. Preston explained that attendance at the concerts had not been that great. Councilmember Walker asked if any consideration had been given to looking into a joint effort with Martin County regarding a skateboard park. Mr. Preston reported he had not done so; that it would be a very long process if it was to be at Tequesta Park, and was not a part of consideration for the next four years because of the cost, but the State was encouraging. The first step was the Council would have to allocate the total amount of $300,000 in order for the State to consider it. Councilmember Walker stated she would have thought the first step would be public workshops to see if there was enough interest, before considering the funding question. Councilmember Dalack asked if pathways meant sidewalks. Mr. Preston indicated the term meant it • could be used for walking or bikes. Mr Dalack expressed concern for the Country Club Drive pathway which was in very bad shape now and not scheduled until 2003. Vice Mayor Capretta commented on the sidewalk changes implemented by the Council and then changed which left sidewalks in front of two homes that needed to be addressed. Mr. Preston indicated those would be removed in 2003. Mayor Genco commented when a citizens advisory committee was set up to handle Parks and Recreation they would look at new projects to add but that would not be in this budget. Mayor Genco received consensus for the budget on page 57. The Village Manager referred to the budget for Human Resources in the General Fund budget. Fiscal Year 2001-2002 Proposed: Personnel Services $60,030, Operating $31,620, representing a Total Proposed Budget of $91,650. Mayor Genco noted the increase in operating expense was due to a temp. Village Manager Couzzo explained the temp would be shared with Finance, Community Development and Administration, as needed, with the focus on Human Resources. During development of this budget it had been found there would be a 22% increase across the board for life and health and Ms. Bodinizzo had found another carrier which would save approximately $125,000 and being able to transfer her routine functions to the temp would • hopefully result in other financial benefits to the Village. Councilmember Walker asked if this was cone-year position or a part-time position. Village Manager Couzzo stated it was a contractural position with no benefits. There • Village Council Workshop Meeting Minutes August 18, 2001 Page 19 were no adjustments to the budget of $91,650. Village Clerk's Budget, Fiscal Year 2001-2002 Proposed: Personnel Services $52,335, Operating $32,113, representing a Total Proposed Budget of $86,448. Mayor Genco asked if codification referred to the Village Charter. The Village Clerk explained that this was for codification of ordinances when passed, but also included a legal review of the code of ordinances, estimated at $13,000, which could be budgeted over two years, which would bring all ordinances up to date and in the proper format. This had not been done since 1987, and it was recommended every 5 to 10 years. Councilmember Walker asked if the $9,580 should really be $13,000. Ms. Wolcott responded she had budgeted over two years so she only added $6,500 to this budget and the additional amount was for the normal codification. Mayor Genco asked for consensus for the Village Clerk's budget of $86,448. Councilmember Walker • commented on the organizational chart a recording secretary was shown and asked where that showed up on full-time staffing. Village Manager Couzzo explained that would be a contract position. Mayor Genco asked if that was under the 53 or the 33. The Village Clerk responded it was under the 33. Councilmember Walker asked if the Village paid nothing in years prior under the Village Clerk. The Village Manager responded that the Village Clerk position had been previously combined with the Village Manager and funded out of the Village Manager's budget. Councilmember Walker asked if we knew what that figure was. Mayor Genco commented it was close to $90,000. Village Manager Couzzo indicated the amended budget was $35,010 was for operating capital only; the $53,335 in Personnel Services would go back to the Manager's budget of last year. Mrs. Walker commented she was trying to figure out if this number was in keeping with what the prior clerk made, that she realized it was one physical person but there were two hats on that person. Village Manager Couzzo stated, exactly, but it was not broken down, there was only one salary in the Manager's budget and they didn't cost share it, but broke it down just for identification because it all came out of one revenue fund, and they could have split it but they did not. Mayor Genco asked if the Council agreed to what was shown on that page. There were no objections. • Page 58, Debt Service, Fiscal Year 2001-2002 Proposed: $264,300. Principal debt service was from an additional draw down of the line of credit • Village Council Workshop Meeting Minutes August 18, 2001 Page 20 of $2.3 million as a bridge loan for construction of the public safety facility until such time as a permanent loan arrangement was made and it was the Village Manager's understanding the Council wished to go to a 30-year bond instead of a commercial loan. Mayor Genco commented that had not been discussed and it should be presented at a Council meeting for discussion. Councilmember Walker commented she asked that be done a few months ago and the Mayor had pulled it from the agenda and it had not come back, so the request now was for a presentation on both options. Mayor Genco commented at the time it wasn't really of essence because of the line of credit and interest rates and more fact finding had been done, and there was no play in that number. Councilmember Walker asked how the Village proposed to make payments on the bridge loan. The Village Manager explained the $264,000 figure was the debt service to pay on the bridge loan. The Mayor commented the principal would be rolled into the bond or other permanent • financing. Village Manager Couzzo commented this was not an accurate number, but was projected on the conservative side, and explained that if the full amount of the line of credit had been borrowed the payments would be $264,000 but the whole amount was not drawn. Councilmember Walker requested this be carefully explained to the public. Mr. Couzzo indicated he thought this could be made clear around October lafter the public safety bid award was made and a payment schedule could be projected over the course of a year. Mayor Genco stated the best projection at this point was $264,300, and a summary of that line item was next. Page 61, General Fund Interfund Transfers and Contingencies, Fiscal Year 2001-2002 Proposed: Capital Improvements $135,950, Capital Projects $245,382, Contingency $80,851,representing aTotal Proposed Budget of $462,183. Village Manager Couzzo commented the bottom line contingency had not been shown in the past, and many things could be done with that-the sidewalk program in the Country Club could be advanced to this year, millage could be reduced, other projects could be added, or all or any part could be left as a true contingency for unanticipated expenditures next year. Councilmember Walker stated it was a rainy day account, which was confirmed by the Village Manager, who stated normally what had been used • as a rainy day account had been reserves. Mayor Genco commented since this was the first year of a zero-line budget it was a great idea to have a contingency fund. Councilmember Walker asked if it was enough. The • Village Council Workshop Meeting Minutes August 18, 2001 Page 21 Village Manager explained that reserves could always be used. Mayor Genco asked for consensus on the total budget item of $462,183; there were no objections. Finance Director Forsythe explained that the IBR was a required fund for the improvement bond revenue to take certain revenue streams to be accumulated and after debt service was paid off the balance would be returned to the proper departments. There were no comments or adjustments. Page 63, Capital Improvement Fund. Finance Director Forsythe explained this was the fund where staff placed the money for capital improvements. This could be used in the future to see exactly what the breakdowns were and what was or was not spent. Councilmember Walker noted it was understood that Cypress Drive was not included, to which the other Councilmembers responded, yes. Capital Projects Fund, page 64, Fiscal Year 2001-2002 State Grants $50,000, Local Shared Revenue $97,448, Proceeds from Line of Credit, $3,240,000, Appropriated from Fund Balance 0, Total Revenues $4,422,870. Expenditures: Main Street $225,000, Municipal Center Architectural and Engineering $150,000; Public Safety Facility $3,907,870, Retail Building Demolition $40,000, Bridge Road Construction & Improvements $100,000, Total $4,422,870. Vice Mayor Capretta commented Bridge Road could not be done for $100,000, and a decision had to be made if the Village was going to do Bridge Road, whether the property owners would be assessed, and when it would be done. Mayor Genco explained it was allocated over three years and it was hoped to do $100,000 worth of improvements this year and the Village was not looking at assessing the property owners but would absorb it but that could change if there was something that had to be done that the budget did not address. The Vice Mayor commented a discussion should be held on this Council's concept of assessments. Mayor Genco commented she understood from comments by the Council they were against additional taxation for people and she thought they had been against assessments; and prior Council had already approved almost $340,000 for lights for which the property • owners were not assessed, and the Village was putting in money for the good of the residents. Vice Mayor Capretta commented that was Mayor Genco's philosophy and no philosophy had ever been discussed. The Vice Mayor • Village Council Workshop Meeting Minutes August 18, 2001 Page 22 indicated he had learned in management it was more important to be consistent than right, and looking at what had been proposed for various areas putting in swales, lights, etc. Stormwater improvements had come from the stormwater tax, so the people had paid for it. The Vice Mayor commented that all the property on Bridge Road would increase in value from the improvements, therefore it would be appropriate for the property owners to pay for the improvements through assessments. Mayor Genco commented she saw what had been happening was that the Village on a whole had done what it could to improve property values for the residents and continue to increase the residential appreciation, and given the fact that the commercial area was being enhanced and new residences coming on line it made sense for the Village to make an investment for the commercial property owners. Mayor Genco indicated she hoped the Vice Mayor agreed with her. Vice Mayor Capretta commented the Village had spent to increase property values • and this was the first year the Village had benefitted. The Vice Mayor commented a decision should be if there would be one philosophy that all investments would be paid for by all taxpayers which was what the Mayor was talking about to increase the value of all property in town; or if there would be a different approach for commercial property when a specific street or area was improved if they would be assessed and pay for it themselves, which was what the Village used to do. Mayor Genco stated given that, she believed everyone on the Council understood the philosophy behind these numbers and asked if there were any items they wished to strike. Councilmember Walker asked about $50,000 in state grants and was told it was the generator for public safety. Under 2001 Amended in the appropriated fund balance, Councilmember Walker noted there was $510,500 but because there was nothing under the 2001 Estimated she assumed that money was never transferred in and went back to fund balance. Finance Director Forsythe explained that it stayed there until the end of the year and if it was not needed it would not be transferred and if it was needed it would be transferred. Mayor Genco thanked Mr. Capretta for helping clarify the philosophy. Mayor Genco called for consensus on the $4,422,878 proposed itemization of revenues and expenditures and there were no objections. • Page 69, Water Fund Revenues, Fiscal Year 2001-2002 Proposed Charges for Service $3,284,300, Interest Income $175,000, Other Revenue $973,000, Appropriated Fund Balance $1,48,950; Total Revenues $5,841,250. The most . Village Council Workshop Meeting Minutes August 18, 2001 Page 23 significant change was the impact of the water restrictions. The rates would increase by the automatic adjustment, but whether another increase would be necessary would depend on whether the drought continued. The Vice Mayor indicated the pricing encouraged conservation. The Village Manager indicated the water system would be expanded to service other areas. Councilmember Walker asked for an explanation of interest income. The Finance Director explained how the figure had been formulated and added that input had been received from CPA firms who indicated they believed the number to be conservative. Councilmember Walker asked about the other revenue line. Ms. Forsythe explained that was actually sitting in reserves and was related to cash funds that the Village had that were restricted because of the type of revenue source that came in. Contributed capital could only be used to expand the system, but when there was construction that expanded the system those funds could be used, as was done this year by expanding water • lines. Councilmember Walker commented the Village did not use nearly $1.4 million, and wondered why there was a difference between 2001 Amended and 2001 Estimated. Ms. Forsythe commented it appeared it was budgeted to use $1.4 million of the bond proceeds but really only $455,000 in projects were related to the bond and the $182,000 was what was left. Mayor Genco stated she believed the Council was agreed that the $5.84 million was an accurate projection of revenue. Water Administration, page 70, Fiscal Year 2001-2002 Proposed: Personnel Services $289,350, Operating $480,800; for a Total Proposed Budget of $770,150. The significant change was in personnel services as a result of hiring Mr. Estok as Director. Councilmember Walker asked how many full- time and part-time employees were covered and asked that it be added to this chart. Vice Mayor Capretta commented there was a $300,000 increase in personnel services. Mayor Genco indicated that would be addressed on the next pages. Discussion ensued. The Village Manager explained the difference should be taken between the amended and estimated, and the estimated was based on no utility director. The makeup of personnel was explained. There were no changes to the $770,150 budget amount. Pumping and Storage, Fiscal Year 2001-2002 Proposed: Personnel Services • $300,350, Operating $1,318,200, representing a Total Proposed Budget of $1,618,050. 5 people were budgeted under personnel services. The operating • Village Council Workshop Meeting Minutes August 18, 2001 Page 24 figure was increased because planning must be for potential rather than actual use. Councilmember Walker asked for an explanation of well redevelopment. Mr. Jensen explained the process, six were done this year and three would be done next year. Mayor Capretta commented the budget was high last year and was not spent, and the Mayor noted it should even out in future years with the present personnel. The $1.618 million budget was not opposed. Page 72, Water Distribution, Fiscal Year 2001-2002 Proposed: Personnel Services $329,347, Operating $70,750, Capital $19,000, representing a Total Proposed Budget of $419,097. Councilmember von Frank commented on the organizational chart and how salaries were allocated, and it was concluded a line was missing and a full and half employee would be added to the chart. There were no objections to the proposed budget. • Water Capital Outlay, Fiscal Year 2001-2002 Proposed: Renewal and Replacement $135,000, Capital Improvements $57,000, RO Bond Project $436,000, Capital Expansion Project $537,000, representing a Total Proposed Expenditures of $1,165,000. Mayor Genco reviewed the notes on significant changes. The Village Manager indicated replacement and training on use of equipment and mapping would be more aggressive. Councilmember Walker noted a decrease in GIS. Mr. Jensen noted it was done for stormwater utility but nothing for water, which explained the difference in the figures. Vice Mayor Capretta recommended a policy be set up for many items similar to the one in the Police Department vehicle replacement policy. The Village Manager explained that Mr. Preston had been appointed to oversee maintenance of all Village vehicles and would develop policies for the entire Village. The Geographical Information System was discussed and explained. The budget of $1.615 million was agreed upon. Councilmember Walker referred to page 67, the mission statement and 2001 achievements, and asked that the reference to the Country Club area be changed to reflect all the areas where the water mains had been changed. Vice Mayor commented the flood control responsibility had been with Gary Preston for ten years and now was changed to Mr. Estok and he wanted to be sure he knew how to find the lake in an emergency. • Debt Service, Mayor Genco stated was a fixed expense. Page 75 was reviewed by Mayor Genco. Councilmember Walker asked how many • Village Council Workshop Meeting Minutes August 18, 2001 Page 25 vehicles were included, to which the response was 3. Councilmember Walker requested explanation of the charges for RO Well No. 3 for 2002- 2003, which was explained by Mr. Jensen. Discussion ensued. The conclusion was that under RO well No. 3 under FY 2003 there was $95,000 potentially budgeted for engineering; construction cost of the well was $550,000. It was noted the total was correct but the figures needed to be adjusted to accommodate that $550,000. It was verified the Village owned the land behind public works on which a potential RO well could be located. The Capital Improvements 5-year plan was accepted. Page 76, Stormwater Utilities, Fiscal Year 2001-2002 Proposed: Stormwater Utility $305,000, Miscellaneous Income $15„600, Appropriated from Fund Balance $70,500, representing a Total Proposed Budget of $391,100. There were no objections to this budget. Page 77, Stormwater Expenses and Capital Outlay Fiscal Year 2001-2002 Proposed: Hurricane Services $24,700, $119,600 Capital $186,500, Transfer $16,300, representing a Total Proposed Budget of $391,100. Councilmember Walker asked about the Cypress Drive project, which was discussed, and indicated it was her understanding the previous administration had been putting money away to finance that project. Mr. Jensen reported staff could not find the funds that were allocated just for reserves for Cypress Drive. Mr. Jensen explained how the work would progress, and in 2002 Northern would do their work, and in 2003 the landscaping would be done. There was consensus on this item. Page 78, Refuse and Recycling, the Mayor indicated this spoke for itself. Councilmember Walker requested an explanation regarding the annual increase in Nichols Sanitation rates. Mr. Preston explained they received a COLA each year, this year it was 2.8, and the Village was satisfied with that. Mr. Preston indicated he would add the information to this page. There was consensus on this page. • Community Development, Revenues proposed Fiscal Year 2001-2002 revenues were read by the Village Manager and totaled $511,371. Councilmember Walker noted there was a $400,000 drop. The Finance . Village Council Workshop Meeting Minutes August 18, 2001 Page 26 Director explained most of the revenues were coming in so that reserves did not have to be utilized. The Village Manager indicated staff recommended a one-year contractual service with Jack Horniman for 20 hours a week in lieu of a full-time planner. The planner was to be removed from the organizational chart. There was consensus on this line item. Building and Zoning budget which totaled $321,881 was reviewed. It was explained that 20% of Finance and Administration support time to Community Development was charged to Community Development. This practice made the accounting more accurate. The Vice Mayor explained the history of establishing the Community Development enterprise fund. A problem in years to come when all the Village was built out could be that the fund would not have enough revenue. The proposed budget of $321,881 was accepted. • The Village Manager reviewed the proposed budget for Code Compliance, with a total budget of $1.10,190. This function had been handled by Police Sgt. Irovando and suggested a part time civilian employee to be handled by the Community Development Department. The Vice Mayor indicated he wanted the police to continue to issue citations. Assistant Police Chief Garlo explained that would continue but the housing and code violations would be transferred to Community Development. The Village Manager indicated the officer would educate the public on the codes. The $30,000 proposed for a car in FY 02 was for a truck or utility vehicle although it might be a bit high, the Village Manager explained, but the intent was that the code enforcement officer would assess damage in the event of a disaster. Councilmember Walker asked what land development regulations were since the department planned to review them. Jeff Newell, Community Development Director, explained that there were conflicts in ordinances governing development which needed to be reviewed and clarified. Vice Mayor Capretta noted zoning in progress had been used in lieu of coming to grips with certain problems such as adult entertainment. Mr. Newell explained that the line item miscellaneous planning service would accommodate the concept that a line item must be established for certain items before matching funds could be • obtained. Mr. Newell explained the Village was still in discussion regarding zoning issues and discussing a mixed use type of zoning. There was consensus on the code compliance budget. • Village Council Workshop Meeting Minutes August 18, 2001 Page 27 The Special Law Enforcement Trust Fund was reviewed and accepted in the amount of $2,400. Mayor Genco requested a .01% rolled back rate be accomplished and stated that would make her happy as an individual. Councilmember Dalack indicated he thought that would be cosmetic and annoying and compared it to the $300 refund from IRS which was inconsequential, indicating that such an infinitesimal reduction would be insulting. Mr. Couzzo gave an example of a $125,000 home and what the taxes would be: With a $25,000 exemption and a 6.73 millage rate, the taxes would be $673, or a $10 difference. Vice Mayor Capretta commented the millage rate had been the same for the past four years, that a nearby town was proposing a 29% increase because of poor planning, and although the millage could certainly be reduced he thought it • was good policy to leave the rate the same because of the building projects coming up. Councilmember Dalack indicated he was not in favor of reducing services and agreed with leaving the millage rate the same rather than having a very small reduction. Mayor Genco commented the Village had a 10% increase in assessed valuation and could have said they were going to have a similar budget increase, but did not do that. The Mayor indicated the Village had reserves and had everything they needed, but next year it was possible they could have another 10% increase, and she thought if there was a historical trend of doing something she thought the Village should continue to do it. The Mayor commented it should be a situation of accountability showing people the Village had people that were accountable, and that they did watch everything, and if the Village ended up with increased assessed valuation next year, to maintain the tax rate at the current rate would result in maybe even more of a windfall, which if it was accessed again the Village really might not need to maintain the current level. The Mayor stated when you have what you need then you really need to start showing the taxpayers in the Village that the Council was being responsible and responsive to them. The Mayor indicated she believed $10 was good money. Vice Mayor Capretta commented to the Mayor to look at what she just did, that she just went through a very nice budget process in which she took all the additional • possible from that increase in assessed value and spent it all and had to go into the reserves. Mayor Genco commented there was a tremendous amount of money in the reserves that could actually be designated to projects. The Vice • Village Council Workshop Meeting Minutes August 18, 2001 Page 28 Mayor commented he understood, but to get a quarter of a million windfall and spend 1/z million then turn around and say let's give a $40,000 decrease was extreme. Vice Mayor Capretta commented he had asked the Village Manager and Mr. Newell to do a study to show the Village income over the next five years, and if the Village got another $40 million next year and so on as they saw the windfall he could be with the Mayor on decreasing taxes. Councilmember von Frank commented that although it was very small there were people that lived on fixed incomes and $5 was $5, even though it might be nothing to some, and he asked that a little compassion be shown. The Mayor stated she had heard from a lot of residents that agreed with Mr. von Frank, and the Village would be giving hope that government was not spending out of control, that it would be making a statement and it was really not the money. The Mayor commented this was something the Village Council would obviously be voting on at the council meeting. Village • Manager Couzzo commented he wanted to know so the people could be given notice ahead of time of what the millage rate was going to be. The Mayor commented she could not take a vote but the Council could give consensus. Ed Resnik commented that he had had an opportunity to read the budget, which he thought was one of the best he had ever seen, that it was clear, informative, easy to read, and he had learned a lot from reading it. Mr. Resnik commented the few things the Council had mentioned to improve it were fine, but he thought the Village Manager, Department Heads, and staff deserved a lot of credit. Mr. Resnik commented if the millage rate was reduced to .001 he was not sure that would look good in the newspaper even though the citizens might like it, and it would look better to reduce it a full point. Mr. Resnik commented he was afraid such a low reduction might just get a laugh, but he would take his $5 and run to the store. Mr. Resnik stressed again that staff deserved a lot of credit. Wade Griest commented after 15 years of studying this government and attending the meetings, this was one of the finest budgets he had seen since he lived here, and it was an outstanding job. Mr. Griest commented he liked the description of each person's responsibility and their job, and noted he had had • some confused. Mr. Griest extended thanks again to the Village Manager and the staff. • Village Council Workshop Meeting Minutes August 18, 2001 Page 29 Mayor Genco commented the time spent was extraordinary and was appreciated, and this budget would make it easier for the Council to do their jobs. IV. Adjournment The meeting was adjourned at approximately 1 p.m. Respectfully submitted, DATE APPROVED: Mary Wolcott Village Clerk n U