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HomeMy WebLinkAboutMinutes_Workshop_07/16/2018 MINUTES VILLAGE OF TEQUESTA BUDGET WORKSHOP July 16, 2018 �. CALL TO ORDER AND ROLL CALL The meeting was called to order at 8:02 A.M. A roll call was taken by Village Clerk, Lori McWilliams. Present were: Mayor Abby Brennan, Vice-Mayor Tom Paterno, Council Member Vince Arena and Council Member Kristi Johnson. Council Member Laurie Brandon was absent. 1. Review and Discuss FY 2018/2019 Annual Budget Council decided to go thru the budget, one department at a time. Manager Couzzo revealed that the revenue numbers were not finished, and some other items were still pending. There was a 3% place holder inserted in the IAFF category, and there was no reserve set aside for contributions. Mayor Brennan noted several anomalies within this year's budget, which included the increase pension for fire, a pension for the police department and an additional salary for the future Water Department Director. The Managers current salary, which included the Water Department Director salary was discussed and it was revealed that the budget included Manager Couzzo's salary thru December 2018 as seen on the preliminary draft. Assistant Village Manager/Human Recourses Director, Ms. Merlene Reid explained the function of the Employee Recognition Program and how it encompassed department events as well as important life events. Mr. Brad Gomberg, IT Director, explained that the computer account budget was split across multiple departments because of the shared use of the services or equipment. Ms. Merlene Reid explained that the contractual services line item under the Human Resources Department encompassed a backlog of imaging and filing for the department. Human Resources documents dealt with personnel files which involved different training than the building department would need. Ms. Reid further explained that the compensation study for non-unionized employees had just been perFormed and the findings supported the Village's current salaries for the most part. She further explained that the salary increase for HR encompassed her own salary and also that of Kathy Hannon, who was needed in more of a supervisory/exempt position. Additionally, Kathy would be able to step into Ms. Reid's role when she was away. Village Clerk Lori McWilliams explained that her department was in need of moving a clerical employee, Mary Ann Grieser, to a Deputy Clerk position as she had been working at a higher level than she was being compensated for. Ms. McWilliams stated the computer equipment line item actually should have been lowered to $26,000 from Village Council Workshop Minutes July 16, 2018 Page � $44,000. 5he noted that the laserfiche s�ystem tM�t was curr�ntly used, had be�n in plac� for a ciecade ar�ci was nearir�g fih� �nd of its �s�fuln�s�. Mr, Chris Quirk, Finance Directar, indic�#ed the r�ise in salaries far his department w�s based on the 3% increase. There was � $15,OOC! one time purchas� expense that was tied t���e HR c���artmer��for inte���tion s�nrices bet�v�en Bar��oo ancl �SA sof�v�rar�. Th�re was � difference in leg�l expen��s of $2�,000 du� to a decrease in f�es. Vic� IVlayt�r Patern€� felt that st�me c�f Attc�rney Davis' r�sp€�nsibilities shc�t�ld fal� uptan tl�e new Vi(lage ivlanager g€�ing fc�r�vard. M�nager Couzzo rev�aled that during th�: next ye�r there wc�uld be additional legal cost� due �€�tvrr4 uni�r� �c�ntra��r�egotia��c��s, He���#ionec� �hat seve�al c�#her ���v firms�c�rked with the Viilage reg�rding {abc�r contracts. Community Develapment Dire�tor Nilsa Zacarias, had made some adjustments within her contract to a�s�st w'sth t�r�r�ging c�s�s dc�rrv�. Ner cc�ntract vvvuld aut�r�atica�ly rer�ew unless changes w�re mad�, Council Memb�r Aren� recomm�nded th� building d�partment handle i�sues such as fences, tre�� and various "sm�ller item�" and I�t Comrn�r�i#}r De�relopment Qirectc�r, Nls. Nilsa Zacarias' firm ma�a�e the �arger �rc�jects. Ms, Zacarias explain�d t�Counci�that Mr. Lance Lily vjras F�er emplayee irvF�c�was situated on site to a�sist resid�nts with �oning i��ues, not building d�partment matters. The ��neral �c�vernmer�t catec�c��y was re�r�sent���ve af s��r�d ex��nses s�a�h as speciai events. Mr. Brad Gomberg, C►irector af IT, reveale�l that there were severa! large pr�jects, incluciir�g the �evamping c�f Gc�t�nci� �ham�ers inc�ucied in the bud�et, Mr, Gr�rr�berg �xplained that he h�d been p�ramoted to Directar and naw had a full time �mploye�, William Davis, working for him. There were alsa firewall replacements and splits amon� severa� departrner�ts for ec�uipmen�. �Qun��� asked f�r a detai�ed re�ort s�awin� all 1T prajec�s and their costs projected as a to#al. Vice Mayor Paferna asked for assurance th�t all emp�loyees were usinc� the sc�fitware th�t had b��:n purchased. A�ditionally, residents ne�ded ta understand that there was saftware av�ilable for their utilization. Palice Chief Gus Medina addressed Gtauncii abaut his increased budget far educatian and traininc� within th� police d�partment. There was an in�rease in travel ancM per diem and als�a t�tility cost increase, due tc�an �nr�eresfiimate from the�rior year. Ghief 1l�edina was t�c�ping to �ave at least one per�son on staff durir�g ev+ery s�iift, whc� v�r�uld be at�1e �o ap�rate the rriarine unit. There were sal�ry increa�es due ta additian�l staff and the need to have sameone d�t�iled to confiscatian funds thru Hom�land Security. Chi�f Medin� felt tha�the relati�nship ��eated wi�� c�ther�c�vernment agencies thru M��eland Securifi}r was invaivable. Mr, Quirk st�ted tt�at there was a vacant positian due to th� prior K-9 O�cer Robinson leavir��. VilMage Council Wark�hop Minutes July 16, 2018 Page 3 T'he Police Departm�nt vehicles were discussed and M�nager �c�uzzo felt that th� vehicles were ir� good sha�e, ha�i ��wer m��eage a�c� �o iss�es. Exte�cied warranties were recommended �s they aged. �hief Medina b+�lieved that pl�asing the pc�lice vehicies out, a coupl� at a tim�, was a �ood idea. The pen�ion was the main portion of the budg�t for the palice department. Mr. Jose Rodriguez, Building Departm�ent Director, reveal�d that his budget reflected a d�crease in legal fees� and a r�duced rat� for Cammunity C1�velopm�nt. Coun�il Memb�r Paterr�c� felt that th� builciing depa�tment sh�ulc! t�anc�le mare c�f tl�� sma�l matters, suc�t as fences anc� sinc�le trees and fe�� Commur�ity Devel4pmer�t c�uld be uti�ized fc�r �arge prc�jects. A�dditionally, insuran�� within the Building Department had r�one up because caf fiwc► new hir�s. Fire Chief Jaefi Medina expfained the education reimbursement pian, which had recenfily ch�nged. The interr� firefighters woul�d no lan�er receive education funding if th�y cesigned, whereas they useci to receive the funding, euen if #hey h�d left pric►r #o their cantract end �ate. B���ding ar�d Equip�ent tt��intenance costs �ad g�r�e up approximat�ly $18,000 and included s�veral fa�tors including an �ir conditioning unit, m�intenanc� contracts and defibrillatars. Salarie� went up �nd an interim firefighter wa� gc�inc� �€� be hire�i as ful� t�me. The pensic�� lirte ite� �rvas �roj�cted b�� coulc� change depenc�ing on l�c�w negatiatit�ns progresset�. Chief Meclina state�that wi�hin the$9 2�,�00 th�re was � cost for � fire tow�r for trairwing and � cartridg� system that woul� eliminate carcinagins estimated to cost $50,000. Chief Medina sugr�ested lea�ing vehicles in th� future a�d notec� that the Village wc��ld not ��ed a ne�v fire ve����e for an�t�er 3-�years. Public Works Direct�r, Mr. Douc� Chamb�rs stated that fas�ia board �nd gutters would b� replacec! �#Villa�e Na!!. Oalc tr�es were to be adcled c�n �ountry Ciub Qrive ar�d irri�ation was ac�cled ta ar� area r�ear Point Dr'�ve. Tt�ere was a iine iterr���r a nev���uck anc� ��ere w�re currently six trucks. The capital autlay drapped by $300,OOQ due to th� FEC and sidewalk pr�jects. Parks and Recreatian Directar �reg Cc�rbitt, announced that part time employee, Ms, W�ndy SchtWr�idt, would have ac�ditional �dministr�tive respansibilitie�, which wc�uld affe�t th� budget, Council �sked to have more technolcagy coming fonrvar+� to keep residents u�rdat�� on serv��es anc� �vents. ��uncil c�i��ussed ��r�nage �r�c� varioc�� �nrays t� reach residents r�yarding important Parks and Rec information. Vice Mayar Paterna �uggested th� Parks �nd Recr�ation G��partment handle rt�ore of their oww� websifi� update�. Manac�er Couzz� stated �e wou�c� put tc�gether a revenue re�t��t r�ext �nc�nth for �oth Tequesta and Cc�nstitutio� Parks, �tlr, Cc�r�itt state€� that Tequesta Paric was uni�ue in th�t it was I�acated in Martin Ccaunty, yet the Villag� leased and mana�ed it. Grant mon�y was suggested and th�:" less than premium" condition of th� park was questioned. Ther� was �r�nt mor�e�that v+r�s ava'rlab�e f�r Tec��esta Pa��c ar�d it v�rc�uld mat�� the �Ji�1�c�e at $�0,0�0. The Vi(iage had very iow debt at half of ane percent. Council asked for an explanatican of inner fund trarasfers for capital. Mr. Quirk stated that the on� cent sa�es tax uvas c�t�ing in�� the ger��ral fun� revenue��d then it�ransfer��:d out Village Council Workshop Minutes July 16, 2018 Page 4 and into capital. Council asked for a detailed list of the projects that made up the $378,000. Manager Couzzo revealed that the Community Center RFP would hold a meeting later in the week to narrow the architectural engineering firms down for selection. Council then would review the rankings in order to select a firm to design a new facility and utilize the $200,000 as a part of it. Council discussed the possible hours and intent of the proposed Community Center. Mr. Chris Quirk believed the revenue numbers would be at approximately$12.5-13 million dollars. Expenses were $12.9 million. Vice Mayer Paterno asked that Council discuss the water department so that all were on the same page. Manager Couzzo explained that there was a production, distribution and capital side to the water department. Vice Mayor Paterno advised using a new engineering firm to manage the water department. He believed that the new manager should be able to assist in this area. Mayor Brennan asked for another meeting in order to have a better understanding of the water enterprise as a whole. Staff and Manager Couzzo exited the meeting and Council discussed the Manager's contract. Mayor Brennan reported that thru her discussions with Manager Couzzo he was willing to give up his 4 weeks of vacation leave, sick time and personal leave as long as he was paid thru his contract date of December 31, 2018. Additionally, he would not collect his car allowance past September 30, 2018. He would not be involved in any of the day-to-day operations past the end of September. Also, he would forgo the PRC (performance review compensation). Council agreed that the negotiated change to the Manager's contract was the better choice. The meeting was adjourned at 12:18 PM Pendin Tasks: Item: Assigned: Revenue report for Constitution and Tequesta Parks, b next month M r. Couzzo List of ro�ects and estimates in CIP report 5 ear pro�ection M r. Couzzo Detailed report showin all IT pro'ects Brad Gomberg Lori McWilliams, MMC �� �� 1�u���j'` Village Clerk Note: These summary minutes are prepared in compliance with 286.011 F.S. and are not verbatim transcripts of the meeting. A verbatim audio record is available from the office of the Village Clerk. All referenced attachments are on file in the Village Clerk's office.