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HomeMy WebLinkAboutMinutes_Workshop_07/08/1997C7 F Tf ~,~ ~' GFs VILLAGE OF TEQUESTA Yost Office I3ox 3273 3>? "1'eyuesta Ihi~~~ ~ o Tequesta, Florida 3346)-0?73 (>6ll ~7~-C2(x) 0 ~ ~ ~ Fix: (~61) ~ i ~-6?03 F'Ch CO y 4 VILLAGE OF TEQUESTA VILLAGE COUNCIL WORKSHOP MEETING MINUTES JULY 8, 1997 • I. GALL TO ORDER AND ROLL CALL The Tequesta Village Council held a special meeting at the Village Hall, 357 Tequesta Drive, Tequesta, Florida, on Tuesday, July 8, 1997. The meeting was called to order at 5:34 P.M. by Mayor Elizabeth A. Schauer. A roll call was taken by Betty Laur, Recording Secretary. Councilmembers present were: Mayor Elizabeth A. Schauer, Vice Mayor Carl C. Hansen, Alexander W. Cameron, and Joseph N. Capretta. Also in attendance were: Village Manager Thomas G. Bradford, and Department Heads. Village Clerk Joann Manganiello arrived at 5:36 P.M. Councilmember Ron T. Mackail was absent from the meeting. II. APPROVAL OF AGENDA Vice Mayor Hansen made a motion to approve the Agenda as submitted. Councilmember Cameron seconded the motion. The vote on the motion was: Elizabeth A. Schauer - for Carl C. Hansen - for Alexander W. Cameron - for Joseph N. Capretta - for The motion was therefore passed and adopted and the Agenda was approved as submitted. • K<°c7~dec1 Puffer • VILLAGE COUNCIL WORKSHOP METING MINUTES JULY 8, 1997 PAGE 2 III. COMMUNICATIONS FROM CITIZENS (NON-AGENDA ITEMS) Carlton Stoddard, former Mayor and Vice Mayor, presented two copies of a declaration of appreciation, one for the Village and one for Police Officer Davis, the former Code Enforcement Officer. Mr. Stoddard read the entire Declaration of Citizen Appreciation aloud, which expressed the appreciation of the citizens of Tequesta for the excellent work of Officer Davis, the Code Enforcement Board, and the Village Council in enforcing the laws of the Village and in gaining the cooperation of the residents to make the Village more beautiful. Mr. Stoddard expressed concern that ENCON intended to force residents to use unsafe reclaimed water in place of their present home wells. Mr. Stoddard questioned the legality of this action and requested that the Village Council and administration stand up to this situation. Mr. Stoddard • indicated that he would testify against this action at a hearing next week, and that the Village would receive a copy of his testimony. Neil Vander Waal, 55 Yacht Club Place, commented that he had met with Village Manager Bradford and Public Works Director Gary Preston regarding landscaping enhancement along Country Club Drive, and that it was his understanding that there was a possibility that money might be budgeted for that purpose. Mr. Vander Waal requested the Village Council's support for the landscaping for beautification and also for traffic calming. Mr. Vander Waal described the landscaping and beautification efforts made last year by the Tequesta Country Club Community Association, and indicated that plans were in place for further work this year. Mr. Vander Waal thanked Village Manager Bradford and Public Works Director Preston for the clean-up which had been done along Country Club Drive. IV. REVIEW OF PROPOSED FY 1997-1998 BUDGETS A) General Fund B) Improvement Bond Revenue Fund • C) Bond Construction Fund D) Community Development Special Revenue Fund • VILLAGE COUNCIL 4~ORKSHOP MEETING MINUTES JULY 8, 1997 PAGE 3 E) Capital Improvement Fund F) Special Law Enforcement Trust Fund Village Manager Bradford reviewed a handout depicting General Government Expenditures and General Fund Revenues in pie chart form. The charts indicated that the Village was heavily oriented towards public safety, which was almost 60%. Village Manager Bradford reviewed the Annual Budget and Financial Report for Fiscal Year 1998, beginning with the Letter of Transmittal. Total expenditures were expected to be $13,620,216, with the proposed property tax rate to stay the same at 6.4693. Village Manager Bradford described the General Fund as the primary operating fund of the Village and indicated that the proposed millage rate increase was 0% and a 2.43 • increase over the estimated rolled back rate of 6.3160. The total General Fund Budget had increased 2.260 over the prior year. • The Village Manager indicated that costs recommended to be increased were employees' salaries and wages at 3.Oo for a cost of living adjustment (COLA), and an average of 3.Oo provided to cover the cost of anticipated merit pay increases for those employees who had not yet reached the top of their applicable position pay scale. No increases had been provided for employees who were members of Fraternal Order of Police and the Communications Workers of America, since collective bargaining negotiations were underway with representatives of those groups. Health insurance costs were anticipated to rise 5 o as of May 1998. Other factors affecting the Village's financial position were a 5.990 increase in property values over the prior year and increased projection of non-ad valorem revenues of .88%. For FY98, taxable value was anticipated to increase by $21,743,350; revenues by $150,574; and expenditures by $53,069. Village Manager Bradford reviewed highlights of the General Fund: The Undesignated Fund Balance was the following estimated to be . VILLAGE COUNCIL WORKSHOP NESTING MINUTES JULY 8, 1997 PAGE 4 ------------------------------------------ $710,822 at both 10-1-97 and 10-1-98. Police Department expenditures were up 0.3o to $1,527,494 and the Patrol Division was proposing to add a Traffic Enforcement Officer via the addition of a police motorcycle for enhanced control of traffic. Fire-Rescue expenditures were down 9.9o to $1,206,705, and the net cost to Tequesta was $961,558. Total expenditure budgets of all other Departments had increased 6.1o primarily due to increased expenditures to the Capital Improvement Fund and the addition of a Personnel Specialist to concentrate on day-to-day personnel related matters and salary adjustments. The General Fund contribution to the Capital Improvement Fund was increased by 33o to a proposed $100,000 for FY98. A FY97 General Fund contribution from reserves to the Stormwater Utility of $39,300 was proposed in keeping with Village Council direction to subsidize the Utility in its early years. • Village Manager Bradford commented that the estimated fund balance as of 9/30/98 in the General Fund was $710,822. Total General Fund revenues were $4,582,204. The Legislative Department, or Village Council, Operating Expense for FY98 was $20,210, and had increased over the prior year mainly due to increased membership fees in groups such as the Palm Beach County Municipal League. The Village Manager's Office would increase their personnel count by ~ person to replace the services of Cheryl, who had been assigned full-time to Fire-Rescue. Total proposed budget for the Village Manager's office for FY98 was $253,305. Village Manager Bradford explained that the proposed Personnel Specialist would deal on a full-time basis with classification, compensation, recruitment, benefit administration, policies and procedures and job descriptions for over 70 full-time employees, in addition to other duties. These matters had been handled in the past by the Village Manager and the Finance Director; however, it was no longer feasible to continue this practice. As an example, the Village Manager indicated that the Village had saved a lot on health insurance recently, however, present personnel had not had the time to keep on top of • current pricing trends. The salary for this position was $30,000 to $31,000. Village Manager Bradford indicated • VILLAGE COUNCIL ~PORRSHOP MEETING MINUTES JULY 8, 1997 PAGE 5 ------------------------------------------ that the Personnel Specialist might also take over labor negotiations in the future. The Village Clerk's budget showed a slight increase, for a total of $31,325 proposed for FY98. Village Manager Bradford commented that the Financial and Administrative Department had replaced accounting clerks who had retired with certified accountants, whose expertise had paid off for the slight increase in salaries. The department's budget was only up approximately $2,000. The monumental task of preparation of the budget document had been done this year by the accountants rather than by the Village Manager's office as in the past. Village Manager Bradford indicated that $100,000 had been budgeted for Legal Council, and that he wanted to boost funds allocated for legal expenses for the next few years in order to keep up with costs. Village Manager Bradford indicated that $298,890 had been budgeted for FY98 for other general government services. The budget for Administrative Management of the Police Department, which included the Chief, Assistant Chief, and Secretary, was a proposed total of $288,135. The Police Department Communications budget was $211,554, which included all dispatchers. Village Manager Bradford commented that all of the dispatchers were trained in EMT. Village Manager Bradford explained that the Code Enforcement budget had increased due to the replacement of the former Code Enforcement Officer by Sgt. Irvando, whose salary was higher; however, the amount was offset in the patrol division from where he had been transferred. Village Manager Bradford reported that the proposed FY98 budget for Police Department Investigative Services was $85,763, which was only a $2,000 increase over the prior year. Police Patrol Services total budget was $1,527,494 and included 9 officers and 3 sergeants, for a total of VILLAGE COUNCIL WORKSHOP FETING MINUTES JIILY 8, 1997 PAGE 6 ------------------------------------------ 12 personnel patrolling roads. The patrol services increased $5,000 over the prior year. The Village Manager explained that although the Emergency Management Department of Civil Defense budget was only $7,825, that amount would need to be supplemented from other funds such as Undesignated Fund Balance in the event of a natural disaster. Village Manager Bradford reported the budget for Fire Rescue was $960,020 for administrative, code compliance, water rescue technical rescue, hazardous material mitigation, public education, and suppression services. Personnel had increased from 14.5 to 15 with the addition of the full-time secretary. Emergency Medical Services Department life support services were allocated $204,615, which was an increase of approximately $11,000 over the prior year. Emergency Medical Services Department transportation budget was $42,070 for ambulance transport. The total Fire Rescue budget was $1,206,705, and the total Public Safety budget was $2,742,024. The Village Manager explained that the Village made about $30,000 annually from Fire Rescue ambulance transport. Fire Chief Weinand reported that the Village was competitive with the fees charged. Village Manager Bradford explained that the Public Works transportation budget, which provided for general maintenance to streets and Village buildings, was $478,736 for FY98, down from the prior year because of the retirement of an employee. Mayor Schauer commended the Public Works employees for their good cleanup job at the rear of Claire Malone's building on Tequesta Drive. Village Manager Bradford reported that the Mosquito Control budget amount for FY98 was $4,850 and that spraying was done on an as needed basis, and that Village employees regularly monitored the levels of infestation. The Village Manager explained that the Recreation budget for Facilities Maintenance and Youth Activity programs was $230,013, which was approximately $20,000 higher than the prior year due to the $15,000 to be paid for a • VILLAGE COUNCIL gQORKSHOP MEETING MINUTES JIILY 8, 1997 PAGE 7 recreation specialist to assist with the YMCA programs. Village Manager Bradford reported that several low-key concerts had been scheduled for the Constitution Park gazebo. The next account reviewed in the General Fund was Non Expenditure Distribution in the Other General Government Services Department, which is an account reserving revenues for debt services for Public Safety Facilities anticipated next year. Vice Mayor Hansen observed that the total Public Safety budget for the Village was $2.7 Million, which exactly equaled ad valorem taxes. Village Manager Bradford commented that expenses were actually $400,000 more than ad valorem taxes. Councilmember Capretta explained that he believed the • Village Council should look at the trend over several years, and that a possible guideline could be to raise taxes 20 when expenses were up 2%. Councilmember Capretta discussed the goal of $400,000,000 in assessed valuation for properties within the Village, and explained that he did not want that amount to spend, but rather to have surplus to invest in the Village so that Village facilities could be upgraded. Councilmember Capretta requested a review using figures without the revenue from new construction that would be received this year and next year. Councilmember Capretta expressed his belief that it was better to have incremental smaller tax increases each year than to have none and then have to have a large tax increase the next year when it could be shown that the cost of operating the Village had gone up the amount of the tax increase. Councilmember Capretta discussed Officer Davis' work as Code Enforcement Officer and stated that he was amazed that Officer Davis had handled approximately 4,000 cases, with resolution of probably 98o of those cases, which did not become legal problems or have to proceed before the Special Master. Councilmember Capretta stressed that Chief Allison should be sure the new Code Enforcement • Officer followed the same procedure of getting people to voluntarily comply and using a soft sell approach. • VILLAGE COUNCIL 4vORKSHOP MEETING MINUTES JULY 8, 1997 PAGE 8 ------------------------------------------ Councilmember Capretta commented that Officer Davis had possessed a key skill in getting people to cooperate and he wanted to continue that trend; and that if the number of cases going before the Special Master increased, then the Village Council would know something was wrong. Mayor Schauer suggested that next year celebrations be held at Constitution Park on Memorial Day and 4th of July in which residents could participate. Mayor Schauer explained that a group of Boy Scouts would be available to raise the flag and conduct a ceremony free of charge. Councilmember Capretta expressed his opinion that residents would not attend, and cited an example of a May Day celebration that had to be canceled because people would not attend. Councilmember Capretta recommended that the Village work with various organizations to get people to come to some type of activity at the park where they would have a good time, and would then come back to • other functions at that location. Village Manager Bradford commented that a Memorial Day or 4th of July celebration might be dovetailed with one of the scheduled concerts. Vice Mayor Hansen agreed with Councilmember Capretta's comments regarding increasing taxes at the same rate as costs increased. The Vice Mayor commented that the Village should be able to operate without the revenue from new construction, so that could be used to upgrade Village facilities. Village Manager Bradford commented that existing properties were not going to keep up with inflation since the increase in value of assessed property was 2% and inflation was rising at 30. Village Manager Bradford explained that he and Finance Director Kascavelis had figured the pros and cons of this proposed budget. The budget had maximized non-ad valorem revenues, which could not be done again the next year. Because of Tequesta Oaks, property values a year from now should rise approximately $12,000,000 to $13,000,000, which would go to debt service to pay for Public Safety facilities. Therefore, if inflation stayed constant at 30, with no tax increase this year, a tax increase of • 5.3o was estimated for next year excluding any needed to fund debt service for new buildings. Village Manager • VILLAGE COUNCIL WORKSHOP MEETING MINUTES JIILY 8, 1997 PAGE 9 ------------------------------------------ Bradford recommended that if the Village Council preferred an incremental approach that a 2-1/2% increase be budgeted now to avoid a larger increase the following year. Councilmember Capretta agreed that incremental increases showed stability. Village Manager Bradford advised that a decision did not have to be made until the July 24 Village Council meeting. Vice Mayor Hansen requested comparison with current rates of surrounding municipalities. The next account reviewed by the Village Manager was the Improvement Bond Revenue Fund, which he explained was used to account for revenues and expenditures associated with the 1994 bond issue. Debt service principal and interest was $142,880, and the remainder of the revenues over expenditures were transferred to the General Fund and the Department of Community Development Fund. • The Community Development Special Revenue Fund estimated fund balance was $335,233 as of 9/30/98, most of which is being generated this fiscal year due primarily to revenues from Tequesta Oaks project. Village Manager Bradford explained that this fund had had no fee increases for approximately ten years, and therefore staff recommendation was to raise the minimum permit fee from $25 to $35, modify the valuation range based fee structure upward, increase the percentage charged on valuation from 1.5o to 1.60, and increase the reinspection fee from $20 to $40. These changes were estimated to bring the Community Development Department an additional $14,805 annually in fees. Village Manager Bradford commented that this department was self-funding; however, the amount of revenue in excess of expenditures was low and adjustments might have to be made next year to keep it self-funding. Village Manager Bradford reviewed the Bond Construction Fund, and explained that this fund had been used to account for improvements to Country Club Drive, Constitution Park, and Tequesta Park, and would now be used for the anticipated revenue bonds for new Village facilities construction projects. The estimated $350,000 • shown for both revenues and expenditures was funding from the recently approved Letter of Credit from Barnett Bank, • VILLAGE COUNCIL pPORRSHOP MEETING MINUTES JULY 8, 1997 PAGE 10 ------------------------------------------ which would be refunded at issuance of the bonds. Village Manager Bradford reviewed the Capital Improvement Fund which was used to account for major capital improvements. Although the estimated fund balance at the end of this fiscal year was only $90,775, $138,975 had been budgeted for FY98. The Village Manager explained that contributions from the General Fund had been increased by $25,000 in anticipation of major projects anticipated for future years. FY98 proposed projects include a new Village of Tequesta sign at County Line Road, Seabrook Road landscape improvements, Eastwinds Landing roadway concrete work, landscape architect fee for Country Club Drive landscaping, and repaving of roadways through an on-going program. Village Manager Bradford expressed concern that no funds were allocated for traffic calming measures such as round abouts, which could cost in excess of $60,000, and speed dots, which • could cost $25,000 each; and explained that money could be taken from another fund or assessments could be instituted. The Village Manager explained that roughly from Eastwinds Landing entranceway to Tequesta Drive there was no sewer main, so that if ENCON was successful in the court battle over sewers, that whole road section would be completely torn up when they installed the sewer system; therefore, traffic calming measures for that section should be delayed until the outcome of the court case was known. Also, on the northern stretch, ENCON had already sent letters to the people on Country Club Drive telling them that they must hook up to the existing sewer main by 2/1/98, which appeared to be in contravention of their own rule that 510 of the residents must approve. Therefore, any traffic calming measures from Tequesta Country Club to the Martin County Line should also be delayed. Councilmember Capretta suggested that the best place for a speed dot was at the entrance to the Village, and that the existing landscape area at the Martin County line entrance could be made into a speed dot like the ones on Spruce Street in West Palm Beach by making the curve more severe and adding curbs, which would be much cheaper than building a new speed dot. Village Manager Bradford commented that he would consult the traffic • engineer on that matter, and that the engineer was already working on possible modification of the • VILLAGE COUNCIL ~PORKSHOP MEETING MINUTES ~TQLY 8 , 19 9 7 PAGE 11 ------------------------------------------ intersection at North Place and Turtle Creek to make it a legal 4-way stop, which would be much cheaper than a speed dot. Village Manager Bradford explained that nothing had been budgeted in the Law Enforcement Trust Fund for expenditures, since the Police Chief must request funds from the Village Council each time he needed funds from drug busts. Finance Director Kascavelis pointed out two errors on page 37 of the budget document: bond sale proceeds should have been shown as $350,000, and the item listed as Country Club Drive Improvements should be labeled Public Safety Facilities. Village Manager Bradford responded to Vice Mayor Hansen's question regarding the debt service of $545,234 in the • Water Enterprise Fund Operations and Debt Service Fund Analysis, that that was the estimated reverse osmosis debt service. Carlton Stoddard commented that he had been requested to give testimony in a hearing at the County next week and would appreciate any input from Village Councilmembers. Mr. Stoddard reported that ENCON was now trying to force use of reclaimed sewage water to replace home wells. Councilmember Cameron commented that prior to Tequesta Gardens drilling an irrigation well 1-1/2 years ago, he had spoken personally to Joe Ellis, an ENCON boardmember, regarding the possibility of obtaining reclaimed water. Mr. Ellis had responded that they had none and it would be five years before they had any, and it would only be given to places such as golf courses. Councilmember Cameron suggested that might be brought up at the hearing. Mr. Stoddard expressed concern that the reclaimed water was unsafe. Village Manager Bradford explained that ENCON now had a sewer franchise with Tequesta, and the Village would like to give the franchise for use of reclaimed water to the Tequesta Water Department, so that if the Village were forced to • go to use of reclaimed water they could buy it wholesale from ENCON through master meters instead of ENCON traversing through the Village and installing residential • VILLAGE COUNCIL i~PORKSHOP MEETING MINUTES JULY 8, 1997 PAGE 12 connections. Village Manager Bradford commented that ENCON was not authorized to do those types of connections and the Village wanted to make sure they did not do it. XIV. ADJOURNMENT Vice Mayor Hansen moved that the meeting be adjourned. Councilmember Cameron seconded the motion. The vote on the motion was: Elizabeth A. Schauer - for Carl C. Hansen - for Alexander W. Cameron - for Joseph N. Capretta - for The motion was therefore passed and adopted and the meeting • was adjourned at 7:05 P.M. Respectfully submitted, ~~~i~ C~ct%~L~/ ~~ Betty Laur Recording Secretary ATTEST: ~~~ J~-nn Manganie o Village Clerk DATE APPROVED: 4~,. ~ s~ , /997