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Budget Document_2009-2010_10/01/2009
Village of Tequesta, Florida Approved Budget FY 2009-2010 Page ~ I Village of Tequesta Florida FY 2009-2010 Budget VILLAGE OF TEOUESTA Table of Contents Guide for Readers 1 Section 1-Budget Message Tab 1 Budget Message 5-10 Section 2 -Information Section Tab 2 Map of Tequesta 13 Fund Structure 16-17 Budget Basis and Process 20-21 Budget Calendar 24-27 Frequently Asked Questions & Answers 31-33 Financial Policies 37-39 Top Five Revenue Sources & Descriptions 43-55 Community Profile, History & Statistics 58-67 Section 3 -All Governmental & Proprietary Funds Tab 3 Key Officials & Personnel 72-78 Revenue & Expenditure Summaries 80-87 Capital Outlay 91-94 Debt Service & Capital Leases 96-100 Section 4 -General Fund Tab 4 Personnel 104-105 Revenue & Expenditure Summaries 108-109 Departments Mayor & Council Members -Dept. 100 113-118 Village Manager- Dept. 110 119-124 Human Resources -Dept. 111 125-130 Village Clerk -Dept. 120 131-136 Finance -Dept. 130 137-144 Legal Council -Dept. 140 145-150 General Government -Dept. 160 151-156 Police Department- Depts. 171-175 157-163 Building & Zoning- Dept. 180 165-170 Fire Rescue -Depts. 191-192 171-177 Public Works -Dept. 210 179-184 Leisure Services -Dept. 231 185-190 Page ~ II Village of Tec~uesta Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Table of Contents Section 4-General Fund Continued Tab 4 Debt Service & Capital Leases 192-196 Inter-Fund Transfers, Other Financing Sources & Uses, Other Non-Operating & Contingency 199 Section 5 -Capital Improvement & Capital Project Funds Tab 5 Capital Improvement Fund 202-203 Capital Projects Fund 204-205 Notes on the Capital Improvement & Capital Project Funds 206 Section 6 -Proprietary Funds Tab 6 Water Utility Fund 211-222 Refuse & Recycling Fund 224-226 Stormwater Utility Fund 229-234 Section 7 -Special Law Enforcement Trust Fund Tab 7 Section 8-Glossary Tab 8 Glossary 238-250 Page ~ III Village of Tequesta Florida FY 2009-2010 Budget This Page Intentionally Left Blank Page ~ IV Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Guide for Readers The Fiscal Year 2009-2010 Annual Operating Budget for the Village of Tequesta, Florida is intended to serve four purposes: Policy Document The Village's budget process is conducted within the framework of the Comprehensive Plan and a comprehensive set of financial management policies, financial trends and fiscal forecasts. The budget process allows the policy makers an opportunity to review policies and goals that address long-term concerns and evaluate Village services. Operations Guide As an operations guide, the budget indicates how services will be delivered to the community. The individual Departmental Budget sections provide measureable goals and objectives for each organizational unit in the Village. The budget also includes an organizational chart for the Village as well as each department and a three year analysis of the staffing level. Financial Plan As a financial plan, the budget details how much Village services will cost and how they will be funded. The budget document is broken down by department, giving a line item budget for each department's services. Communications Device The budget seeks to communicate summary information through the use of text, tables and graphs to a diverse audience. The budget document incorporates an index, Budget Message, department budgets and glossary of terms. Page ~ 1 Village of Tequesta Florida FY 2009-2010 Budget This Page Intentionally Left Blank Page ~ 2 Page ~ 3 Village of Tequesta Florida FY 2009-2010 Budget • This Page Intentionally Left Blank Page ~ 4 Village of Tequesta. Florida FY 2009-2010 Budget To Mayor and Council, The preparation of the Village's recommended annual budget is one of the most important responsibilities of the Village. The budget is a policy document which incorporates and reflects the values, goals and priorities identified by the Village Council and residents. It is also the Village's proposed business plan for the fiscal year 2010, outlining the priorities and financial resources to carry out the Village Council's mission of maintaining and enhancing the highest possible level of public service delivery and quality of life for the residents of the Village of Tequesta. It was developed through open communication between the Village Council, residents, the Village Manager and staff at public workshops over the past few months. The purpose of this budget message is to highlight and summarize the key information contained within the FY2010 Budget document, to recommend supportable expenditures and revenues and to appraise the Village Council and residents of the opportunities and challenges the Village faces. The FY2010 budget was prepared with the direction from Council that the millage rate would not be increased. Based upon that direction, the General Fund (GF) budget was prepared using a millage rate of 5.7671 which, due to decreasing property values, resulted in a reduction in expected proceeds from property taxes of $520,000. In FY2007 the Village reduced the millage rate from 6.498 mills to 5.7671 mills and has held that rate steady since that time. Format The information in this document is intended to provide an overview of the budget and should be sufficient for the reader to gain an understanding of the Village's financial plans for fiscal year 2010 and beyond. The FY2010 Budget document has been expanded inform and content from previous years. The proposed FY2010 Budget document includes information required by the Government Finance Officers Association (GFOA) to be eligible to have the Village's budget considered for the GFOA's Distinguished Budget Award Program. Goals and Objectives The Village's basic operating unit is a department. The Village's organizational structure is shown in the chart on Page 74. Departments concentrate their activities on various functions: general government, public safety, transportation, leisure services and physical environment. As part of the budget process, each department was required to submit goals and objectives for FY2010. In addition, the department's primary mission, services, functions and activities and explanation of significant changes are an integral part of their presentations and intended to aid the readers to develop an understanding of department missions and responsibilities. Page ~ 5 Village of Tec~uesta Florida FY 2009-2010 Budget Due to the state of the economy, throughout the budget the main focus this budget year is on financial goals and objectives. However, in addition, the Village continues to develop and implement non- financial policies/goals. Some of these policies/goals are: • Continue to develop and improve the Village's web-site and newsletter to increase and enhance the level of communication with our residents. • Transition all records to electronic format and create a comprehensive index for ease in accessing records. • Proactively address crime in Tequesta through aggressive patrol and working partnerships with the community. • Participate in inter-local meetings to address local and regional concerns. • Improve EMS and Firefighter training programs. • Improve Fire and EMS response times. • Enhance the aesthetics of the Village. • Expand business relationships with the Community. Personnel Costs Personnel costs/expenditures projections include negotiated merit/COLA increases and all related costs/expenditures (e.g. taxes, pension contributions, etc.). For FY2010, the Village negotiated an across the board merit increase of 5% with bargaining units and is projecting 5% merit increases for all employees not covered by a bargaining unit. Should an employee reach the maximum salary for their position, the difference between a 5% increase and the maximum salary/pay will be provided in a one- time payment to the employee. At the request of the Village Council and in addition to pension contributions calculated at the current rate, the FY2010 Budget includes an additional $340,000 in pension contributions to the Public Safety Pension Trust. This additional contribution is being budgeted to cover an expected increase in the public safety pension contribution requirements, related to losses in investments, that is expected to be identified once the f/y/e 09/30/2009 actuarial valuation is completed in November 2009. General Fund Total revenue, transfers-in and fund balance/reserves for the General Fund (GF) is projected to be $9,114,814. Total revenue from sources (not including transfers-in or reserves) is $8,469,880, a reduction of $769,376 (8.3%) from the prior year. The largest component of general fund revenue (51%) is ad-valorem taxes (projected at $4,636,000). It is not surprising that the projected reduction in these proceeds (estimated at $520,000) represents 68% of the overall decrease in revenues. In addition, the FY2010 Budget projects reductions in investment income and sales taxes. The Village has aggressively sought out alternative revenue sources to replace lost/reduced revenues. Some of the "new" sources of GF revenue are the additional leasing of cell tower cites and contracting services to other governmental agencies. Total General Fund expenditures are $9,114,814 resulting in a shortfall of $644,934 that will be filled by using current excess reserves (fund balance). The majority of this projected deficit was due to a reduction in revenues from property taxes of $520,000. Although this reduction was offset by alternative revenue sources, increased expenses budgeted for pension contributions (in anticipation of a change in the annual required contribution (ARC)) as well as the 5% salary increases resulted in projected expenditures in excess of projected revenues. Recent articles are showing property values Page ~ 6 Village of Teauesta. Florida FY 2009-2010 Budget could continue to decline through June 30, 2010 before stabilizing. Some current forecasts on property values are; National median home price -11.3% Miami -29.9/ Orlando -27% Naples -26.8% The Village expects GF reserves to be approximately $4,700,000 at the beginning of the FY 2010 Budget year. This represents 51% of current year expenditures and is available to aid the Village in covering temporary shortfalls in revenues. Capital Projects Funds The largest capital project the Village is currently working on is the replacement of Tequesta Drive Bridge. The bridge has been found to be structurally unsound and in need of immediate repair. The bridge separates the Village into two sections and the closure of the bridge to traffic results in increasing the commute between the two sections from approximately 2 miles to 6.5 miles. Besides the inconvenience to Village residents, the loss of the bridge increases the cost of supplying essential services to residents. To keep the same level of public safety response time while the bridge is closed, the Village incurs additional costs for overtime as well as costs associated with temporary public safety facilities on the west side of the bridge. Through diligence and hard work by the Village Council, the Village Manager, staff and residents, the Village secured $3,000,000 in Federal Economic Stimulus Funds to build a replacement bridge that connects the two sections of the Village. The Village worked with the Florida Department of Transportation (FDOT) on the design of the new bridge. The FDOT has taken over the construction project and requested an additional $1,198,323 in cash be deposited with the FDOT to cover any additional costs associated with the bridge. Funds remaining after completion of the project will be returned to the Village. As we will not be able to determine the actual cost to complete the project at this time, the Capital Improvement budget for FY2010 includes the full amount of the deposit with the FDOT of $1,198,323 for additional costs to complete the bridge project. Water Utility On August 13, 2009 the Village updated a Financial Forecast and Revenue Sufficiency Report from October 8, 2008 that was prepared by Public Resources Management Group, Inc. The report recommended increasing rates 7% noting that "...the request for an increase by the Village is relatively low when compared to the recent rate activity of other South Florida Utilities." In response to this report, on September 10, 2009, the Village Council passed Resolution 29-09 adopting a revised schedule of fees and charges for the Water Utility that became effective October 1, 2009. The overall effect of these changes increased fees 7%. There is no expected growth in the customer base for the FY2010 Budget. Except for increases in personnel costs (5% explained above in personnel costs) and increases in the cost of chemicals, we are not expecting any large changes in the cost to run the utility. It should be noted, however, that the Village budgeted depreciation in the FY2010 Budget. Depreciation was not budgeted in prior periods and has the effect of increasing expenses by $627,750. Although depreciation is a non- cash expense, we decided to include the "net" cost as the Village Council requested a budget that would more closely reflect actual results. For this reason we calculated "net budget depreciation" (depreciation expense less budgeted capital and principle payments). Page ~ 7 Village of Teguesta Florida FY 2009-2010 Budget Refuse and Recvcline Solid waste and recycling collection rates are adjusted in accordance with the Village's contract terms with Waste Management who supplies the services. The contract term is for a 5-year period beginning October 1, 2007 and expiring September 30, 2012. The annual adjustment is based upon the cumulative effect for CPI and the previous annual average for fuel. The Village has an agreement with the Palm Beach County Tax Collectors office for them to collect these fees and remit them to the Village. Stormwater The Stormwater Utility accounts for the construction and maintenance of the Village's storm water system. There is no increase in the non-ad valorem assessment/fees budgeted in FY2010. The Village has an agreement with the Palm Beach County Tax Collectors office for them to collect the fees and remit them to the Village. The budgeted total expense for FY2010 includes $100,000 for drainage improvements in FY2010 (none were budgeted in the prior year). Stormwater is also budgeting for "net budget depreciation" (depreciation expense less budgeted capital and principle debt payments). As mentioned above, although depreciation is a non-cash expense, we included the "net" cost so the budget would more closely reflect expected actual results. Economv According to the National Bureau of Economic Research, the economic recession officially began December 2007. At that time and through 2008 many municipalities throughout the United States started to experience the recession's negative impact. The Village first experienced the effect of the recession through lowered property values which resulted in lower revenues from ad valorem taxes. In addition, the Village noticed through its trend analysis and other economic indicators that revenue from sales taxes was falling flat. Florida Department of Revenue lowered their projected revenues from sales taxes two more times during that period. In 2009 it was obvious that any revenue with a direct link to housing would be negatively impacted and permit fees sharply decreased along with other related fees and charges. Although the Village is not largely reliant on commercial property for property tax revenues these properties do represent over 9.5% of the total Village taxable value. The Village had been prudent in the prior years, when property values were escalating, by using these revenues to pay off existing debt and to build capital projects using existing debt. In addition the Village took the opportunity to refinance debt with more favorable terms. National Trends • Real Gross Domestic Product (GDP) which is the output of goods and services produced by labor and property located in the United States, increased at an annual rate of +3.5% in the third quarter of 2009, according to estimates released by the Bureau of Economic Analysis (BEA). Many economists are predicting moderate growth for the remainder of 2009 and the first half of 2010. • CPI -Consumer Price Index -all items was 0.2 for September 2009. • The national unemployment rate in September 2009 was 9.8%; over the prior twelve months, the number of unemployed persons increased + 5.5 million. • New housing starts, reported in September 2009, were up +0.5% from August 2009 but down - 28% compared to September 2008. Page ~ 8 Village of Tequesta. Florida FY 2009-2010 Budget • Existing home sales were up +6.1% in September 2009. It was reported that many buyers accelerated purchases of new homes to take advantage of the Federal government's $8,000 tax credit before the November 30, 2009 expiration date. • A study by the Center on Budget and Policy Priorities reported that 42 states are currently experiencing a $60 billion budget shortfall this fiscal year, which is 9% of their combined budgets. In 2010, this shortfall is expected to increase to $145 billion. • Conservative lending practices have resulted in a tightening of credit for home mortgages, car loans, consumer financing and business and commercial loans. • The significant drop in short-term interest rates is expected to remain stable over the short- term with upward pressure in the long-term. State Trends • The Department of Revenue over estimated total September 2009 general revenues by 4.0%. The monthly variance of individual revenue sources that could affect the Village of Tequesta were: o Sales and Use Tax +3.99% o Communication Services Tax -5.64% o Insurance Premium +94.34% o Fuel related taxes and fees +3.75 It should be noted that the above revenue collections, although higher than the prior month, ark still below the September 2008 collections. Villaee of TeQUesta Trends The Village of Tequesta, Florida is a municipal corporation organized in 1957 pursuant to Special Act 57- 1915, Laws of Florida. The Village's major operations include general and administrative, public safety, transportation, leisure services, water, refuse and recycling and storm water. The Village is approximately 2 square miles and almost completely built-out/developed. Tequesta's growth potential is restricted by the natural boundaries of the Atlantic Ocean to the east, the Loxahatchee River to the west, the Town of Jupiter to the south and Martin County to the north. The Village has experienced a significant slowdown of new construction permits in 2009, flat to low growth occurring in the local business environment, declining local employment levels and has experienced some exposure to the housing foreclosures that are being experienced nation-wide. Theoretically, services provided for in the GF benefit the community as a whole and as such are supported through general taxation in the form of property taxes. Unfortunately, the State Legislature, attempting to reduce the tax burden to Florida residents, took actions that reduced property tax revenue at a time when the market downturn further reduced property values. Most municipalities were unprepared for the consequences of these actions. As mentioned above under "General Fund", Tequesta is positioned to meet this challenge for the short-term. The Village is however, cognizant that the current economic conditions may take longer to improve. As with other municipalities across the nation, the Village will be challenged with balancing the high expectations and demand for top quality municipal services with the ability to raise revenue to pay for them. The budget being presented does not cut positions, reduce services or raise the millage. The FY2010 budget uses "new" revenues, current reserves and reduces costs that do not affect service levels. However, with the outlook of continued declines in property values, it may be necessary in future budgets to consider some or all of those options. Page ~ 9 Village of Tequesta. Florida FY 2009-2010 Budget Our Future The Village of Tequesta is not immune to the negative economic environment that is covering the country and affecting so many municipalities. However, the Village has been preparing for the downturn in the economy over the past few years as it was apparent that the continued increase in credit and property values could not be sustained. During those "prosperous years", the Village used additional income to pay down debt, to purchase, construct and repair capital assets with existing cash and to build reserves. Now, facing lean years, we are in a sound financial position that allows us time to plan and adjust to the changing economic environment, rather than react to it. The Village is very fortunate to have a citizenry that is active on many boards and committees, a working staff that has shown its willingness to take on additional responsibilities and an expanded workload and very importantly, a Village Council that is very responsive to the needs of the residents and staff. Again, we realize that we are not immune to the economic challenges ahead of us, however, we believe that with the Village Council, citizens and staff working together, we can face those challenges confidently. oAnn Forsythe ,EPA Finance Director ~. Michelle Gload Senior Accountant Page ~ 10 THIS SECTION OF THE BUDGET CONTAINS THE FOLLOWING INFORMATIONAL SEGMENTS: • MAP OF TEQUESTA • FUND STRUCTURE • BUDGET BASIS AND PROCESS • BUDGET CALENDAR • FREQUENTLY ASKED QUESTIONS & ANSWERS • FINANCIAL POLICIES • TOP FIVE REVENUE SOURCES & DESCRIPTIONS • COMMUNITY PROFILE, HISTORY & STATISTICS Page ~ 11 Village of Tequesta. Florida FY 2009-2010 Budget • This Page Intentionally Left Blank Page ~ 12 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Man W Incorporated in the State of Florida in 1957, the Village ofTequesta has been a picturesque, family- orientated, community for more than fifty years. The Village is a beautiful community with over 5,800 residents. It is approximately two square miles, has four wonderful parks and boasts wonderful residents who make it a pleasure to live and work here. Page ~ 13 Page ~ 15 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Fund Structure The basic building block of governmental finance is the "fund". Generally accepted accounting principles (GAAP) provide the following definition of a fund: A fund is defined as a fiscal and accounting entity with aself-balancing set of accounts recording cash and other financial resources, together with all related liabilities and residual equities or balances, and changes therein, which are segregated for the purpose of carrying on specific activities or attaining certain objectives in accordance with special regulations, restrictions, or limitations. The Village accounts are organized on the basis of fund groups, each of which is considered a separate accounting entity. Operations of each fund are accounted for with a separate set of self-balancing accounts that comprise its assets, liabilities, fund equity, revenues and expenditures or expenses as appropriate. Village resources are allocated to and accounted for in individual funds based upon the purposes for which they are to be spent and the means by which spending activities are controlled. Governmental Accounting Standards state that an entity should establish only the minimum number of funds consistent with legal and operating requirements. This is because the use of unnecessary funds for financial reporting purposes can result in inflexibility, undue complexity and inefficient financial administration. The various funds of the Village are grouped into ten funds within three fund types. Any budgeted fund that represents more than 10% of the total appropriated revenues or expenditures is considered a major fund. The Village's fund structure for budgetary purposes is the same as the fund structure for its Audited Financial Statements. All of the Village's governmental and proprietary funds' budgets are appropriated and legally adopted by Resolution of the Village Council. The breakdown of the Village's fund structure is as follows: Governmental Fund Tvges The Village reports the following major governmental fund: General Fund -This is the Village's primary operating fund. It accounts for all financial resources of the general government, except those required to be accounted for in another fund. The Village also reports the following non-major governmental funds: Capital Improvement Fund -This fund is used to account for the maintenance and upkeep of the Village's general infrastructure (such as roads, bridges and sidewalks) and streetscape beautification projects. Capital Projects Fund -This fund accounts for the acquisition or construction of various major capital projects. Special Law Enforcement Trust Fund -This fund accounts for forfeitures received by the Police Department. The forfeitures must be expended for certain law enforcement purposes as prescribed by Florida Statue Chapter 932.704. Page ~ 16 Village of Teauesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Fund Structure Continued Proprietary Fund Types The Village reports the following major proprietary fund: Water Utilitv Fund -This fund is used to account for the activities of the water operations The Village also reports the following non-major proprietary funds: Refuse and Recyclin~ Fund -This fund is used to account for the fees charged for solid waste and recyclable material collection. Stormwater Utilitv Fund -This fund accounts for the construction and maintenance of the Village's storm water system. Fiduciary Fund Types The Village reports the following fiduciary funds: Firefighters' Pension Trust Fund -This fund accounts for the accumulation of resources and for contributions and benefits of the firefighter employees of the Village. General Employees' Pension Trust Fund -This fund accounts for the accumulation of resources and for contributions and benefits of the general employees of the Village. Police Officers' Pension Trust Fund -This fund accounts for the accumulation of resources and for contributions and benefits of the police employees of the Village. *Note: The Village reported a fifth governmental fund in prior years. The "Special Revenue Fund" accounted for the accumulation and disbursement of planned revenues that were legally restricted by Improvement Revenue Refunding Bonds, Series 1994, Covenants. The bonds matured in 2008, all remaining assets were transferred to the General Fund, and the fund was closed in 2009. Page ~ 17 Village of Tequesta Florida FY 2009-2010 Budget This Page Intentionally Left Blank Page ~ 18 • Page ~ 19 Village of Tequesta. Florida FY 2009-2010 Bud.~et VILLAGE OF TEQUESTA Budget Basis & Process Bud¢et Basis Budgets are vital tools for establishing public policy and maintaining control over the management of public resources. The Village of Tequesta's Village Council determines, by its approval, how much and what types of financial resources shall be raised, and how those financial resources shall be spent. This approval demonstrates the principle that taxes can only be raised or expended with the approval of the people's elected representatives. The Village of Tequesta reports four governmental funds, the General Fund, Capital Improvement Fund, Capital Projects fund and the Special Law Enforcement Trust Fund, three enterprise funds, the Water Utility Fund, Refuse and Recycling Fund and Stormwater Fund, and three fiduciary funds, the Firefighters' Pension Trust Fund, the Police Officers' Pension Trust Fund and the General Employees' Pension Trust Fund. The budgets for these funds, excluding the three fiduciary funds, are legally enacted through passage of a Resolution. These budgets are prepared in accordance with Generally Accepted Accounting Principles (GAAP). The Village's basis of budgeting is the same as the basis of accounting used in its audited financial statements on a fund basis. The governmental funds (General Fund, Capital Projects Funds, Enterprise Funds and Special Law Enforcement Trust Fund) use the modified accrual basis of accounting. Under the modified accrual basis, revenues are recorded when they become both measurable and available and expenditures are recorded when the related liability is incurred. The proprietary funds (Water, Refuse & Recycling and Stormwater) use the full accrual basis of accounting which records revenues when they are earned and expenses in the period in which the liabilities are incurred. The fiduciary funds (Firefighters' Pension Trust Fund, the Police Officers' Pension Trust Fund and the General Employees' Pension Trust Fund) are excluded as The Village does not control the resources that are managed in a trustee or fiduciary capacity. Annual Budget Process The Village of Tequesta's budget process is driven by the Village of Tequesta's Charter and Florida Statute Chapter 200.065 known as TRIM (truth in millage). While the Village Charter requires that the Village Council adopt budgets, the TRIM Act requires the disclosure of information from the taxing authorities to the taxpayers. The TRIM Act will only allow a taxing authority to receive the same dollar amount of property tax in each subsequent year without advertising a tax increase. If property values increase, exclusive of new construction, the taxing authority is required to reduce, or roll-back, the millage rate in order to receive the same tax dollars as the previous year. Any millage in excess of the rolled-back millage is considered a tax increase and must be publicly advertised. Any tax increase must be publicly announced at two public hearings prior to the budget adoption. Additionally, a key provision of House Bill 16, passed by the Legislature in June 2007, provides for maximum millage rates defined as the maximum millage that may be levied with a simple majority vote. It also allows for millage rates Page ~ 20 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Budget Basis & Process higher than the maximum millage rate by meeting other voting requirements. Atwo-thirds vote will allow an operating millage rate up to the current year's operating millage rate. Florida Statutes 200.185 and 200.186 The budget process for the Village of Tequesta is a year round activity. Village Council and staff are consistently evaluating community needs, revenue projections, staffing requirements, base expenditure levels, etc. on a daily basis throughout the year. The budget for the fiscal year is implemented October 1St and runs through fiscal year ending September 30t". Generally, the finance department submits the budget calendar to the Village Manager in March for his review and approval. Once the budget calendar is approved it is distributed from the finance department, along with various forms, instructions, and reports, to the departments. The departments calculate their estimates and appropriation requests and submit them to the finance department where they are entered into budget worksheets. The finance department enters its revenue projections into the budget at this time. The initial budget worksheets are submitted to the Village Manager. The Village Manager reviews the departments' requests, meets with the departments (as necessary), makes his adjustments and then presents his proposed budget to the Village Council. The Village Council sets workshop dates to evaluate the proposed budget. Citizens are invited to attend and participate in these workshops. The Palm Beach County Property Appraiser establishes the taxable value of all property in the Village. The Village has no control over the taxable value of property it only has control over the tax rate that is levied (millage rate). The Property Appraiser annually sends the Village preliminary property values on June 1St and the complete assessment of property value on July 1St The Village is required to hold two public meetings for adoption of property tax rate and budget. These are not the workshops previously mentioned. The first public hearing is advertised by the Property Appraiser mailing a notice of proposed taxes to each property owner. In addition to notification of the first public hearing, this notice contains the prior year millage rate, the current year proposed millage rate and the current year rolled back rate. The second public hearing is advertised by means of a % page newspaper advertisement with format and content in compliance with Florida Statutes (TRIM). Accompanying this advertisement is a summary of the revenues and expenditures contained within the budget tentatively approved at the first meeting. The proposed millage rate and budget are voted on at the second public hearing by the Village Council and adopted by Village Resolution. The budget establishes limitations on expenditures by total. Appropriations for expenditures within a fund may be increased or decreased by motion recorded in the minutes provided that the total of the appropriations of the fund is not changed. The governing body may establish procedures by which the designated budget officer may authorize certain budget amendments within a department provided that the total of the appropriations of the department is not changed. At this time, only the Village Council can amend the budget. A budget officer has not been designated. Page ~ 21 Village of Te uesta Florida FY 2009-2010 Budget This Page Intentionally Left Blank Page ~ 22 • Page ~ 23 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA FISCAL YEAR 2009 f 2010 BUDGET CALENDAR March 09 March 13, 2009 -Finance Department submits the Budget Calendar to the Village Manager for approval. S M T W T F S March 16, 2009 -Finance Department distributes 1 2 3 4 5 6 7 Budget Packets to the Departments. 8 9 10 11 12 !~ 14 March 23, 2009 -Departments submit final budget estimates for Fiscal Year 2008/2009 to the Finance 15 'fi 17 18 19 20 21 Department. 24 25 26 27 28 March 30, 2009 -Departments submit proposed 31 personnel budgets for Fiscal Year 2009/2010 to the Finance Department. April 2009 S M T W T F S 1 2 3 4 5 7 8 9 10 11 12 13 14 15 16 17 18 19 ~0 21 22 ~ $Il 25 26 ~7 28 28 ~ April 6, 2009 -Departments submit proposed operating budgets for Fiscal Year 2009/2010 to the Finance Department. April 13, 2009 -Departments submit FINAL Fiscal Year 2008/2009 estimates and FINAL Fiscal Year 2009/2010 requests to the Finance Department. April 20-23, 2009 -Finance Department meets individually with Departments, as needed, to discuss any discrepancies and finalize the Fiscal Year 2009/2010 Budget Worksheet to be submitted to the Village Manager. April 24, 2009 -Finance Department submits the Fiscal Year 2009/2010 Budget Worksheet to the Village Manager for review. April 27-May 1, 2009 -Village Manager submits Manager's proposed budget to the Finance Department to be entered into the budget worksheet. Page ~ 24 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA FISCAL YEAR 2009/2010 BUDGET CALENDAR • • May 2009 April 27-May 1, 2009 -Village Manager submits Manager's proposed budget to the Finance S M T W T F S Department to be entered into the budget worksheet. 'f 2 May 4-8, 2009 -Village Manager meets individually 10 'tf 12 13 14 15 16 with Departments, as needed. 17 18 19 20 21 22 23 24 25 26 27 28 29 30 May 11, 2009 -Finance Department distributes the 31 Village Manager's proposed budget to all Departments. June 2009 S M T W T F S 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 June 1, 2009 - PBC Property Appraiser sends preliminary property values. June, TBA 2009 -Village Council sets schedule for Budget Workshops. Page ~ 25 Village of Te~uesta Florida FY 2009-2010 Budges VILLAGE OF TEQ^UESTA FISCAL YEAR 2009/2010 BUDGET CALENDAR July 2009 S M T W T F S 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 Y~ 30 31 July 1, 2009 -PBC Property Appraiser delivers complete assessment of property value, Real Property or Property Tax Assessment Roll and preliminary Certification of Taxable Value (DR-420). By July 15, 2009 -Board of County Commissioners submits tentative budget to the Board. (Within 15 days of certification) July 29, 2009 -PBC School Board 1st (tentative) public hearing. July TBA, 2009 - 2009/2010 Village Manager's proposed budget is presented to Council. July TBA, 2009 -Budget Workshop(s) as set by Village Council in June 2009. July, TBA, 2009 -Village Council Votes on proposed millage rate. August 2009 S M T W T F S 1 2 3 + 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 By August 4, 2009 -Prior and current millage rates, current year rolled back rate and the date, time and meeting place of the tentative budget hearing (final hearing for school districts) is due to PBC Property Appraiser. (Within 35 days of certification) By August 24, 2009 -PBC Property Appraiser mails out Notification of Proposed Property Taxes (TRIM Notice). (No later than 55 days after Certification) August TBA, 2009 -Budget Workshop(s) asset by Village Council in June 2009. Page ~ 26 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA FISCAL YEAR 2009/2010 BUDGET CALENDAR September 2009 S M T W T F S 1 2 3 4 5 6 7 10 11 12 13 14 15 16 17 18 19 20 ~t 22 23 24 25 26 27 28 29 30 September 8, 2009 -PBC Board of County Commissioners 15S (tentative) public budget hearing. September 9, 2009 -PBC School Board 2"d (final) public budget hearing September 21, 2009 -PBC Board of County Commissioners 2"d (final) public budget hearing. September, TBA 2009 -First public hearing to approve tentative millage rate and budget. (Within 80 days of certification but not earlier than 65 days) September, TBA 2009 -Advertise intent to adopt a final millage rate and budget. (Within 15 days following the tentative budget hearing) September, TBA 2009 -Second public hearing to approve final millage and budget. (Not less than 2 or more than 5 days after first day the advertisement is published.) September, TBA 2009 -Forward final millage rate resolution to PBC Property Appraiser, Tax Collector and Department of Revenue. (Within 3 days of final hearing.) October 2009 S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 October, TBA 2009 -Certify to the Property Tax Administration Program, FL Department of Revenue, compliance with the provisions of Chapter 200, F.S. (Within 30 days of final hearing) Page ~ 27 Village of Tequesta Florida FY 2009-2010 Budget This Page Intentionally Left Blank Page ~ 28 VILLAGE OF TEQUESTA Fiscal Year 2009-2010 Budget Document Informational Section Frequently Asked Questions & Answers a 0 46 oLW �v Leh coUNA Village of Tequesta. Florida FY 2009-2010 Budget This Page Intentionally Left Blank Page ~ 30 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEOUESTA Frequently Asked Questions and Answers Q. What is the purpose of the Village Budget? A. The budget is an annual financial plan for the Village of Tequesta. It specifies the level of municipal services to be provided in the coming year and the resources, including personnel costs and position, capital expenditures and operating expenses needed to provide those services. It reflects the policies and priorities set by Village Council. Q. How and when is the budget prepared? A. The Village departments meet with and submit their budget requests for the upcoming year to the Finance Department which compiles the department requests in a proposed budget worksheet. The proposed budget worksheet is then submitted to the Village Manager. The Village Manager and the Finance Department meet with the Village Departments to review their plans and needs for the upcoming year. When the Village Manager approves the proposed budget worksheet he submits it to the Village Council. The Village Council reviews the budget, holds workshops for discussion on the budget and holds two public hearings to obtain citizen input and make changes prior to the adoption of the budget. Finally, the Village Council adopts the approved budget along with a resolution establishing the property tax rate (millage) required to fund the budget. Q. Who established the rules by which the Village of Tequesta adopts its annual budget and property tax rate? A. The property tax rate and budget adoption process are governed by both the Village Charter and State Statutes. Q. Who is the Chief Executive Officer of the Village of Tequesta? A. The Village Manager is both the Chief Executive and Chief Administrative Officer of the Village of Tequesta. This individual is hired by and reports directly to the Village Council. All other employees are hired by and report directly to the Village Manager. Q. What is the property tax rate? A. When the Village adopts its annual budget, it determines the tax rate that must be applied on property in order to generate the necessary revenue in addition to all other sources that are available. This tax rate is sometimes called the "millage" rate. The Palm Beach County Property Appraiser establishes the taxable value of all property in the Village. The Village has no control over the taxable value of property it only has control over the tax rate that is levied. Page ~ 31 Village of Tequesta Florida FY 2009-2010 Budget VILLAGE OF TEOUESTA FrequentlX Asked questions and Answers Continued Q. The total property tax rate for 2009 on property in the Village of Tequesta was 21.4820 mills. How much of that was paid to the Village? A. Only 5.7671 of the 21.4820 mills levied in 2009 were paid to the Village. This represents only 26.85% of the total property tax bill. Other taxing authorities in Palm Beach County include Palm Beach County, State and Local School Boards, South Florida Water Management District, Jupiter Inlet District, Florida Navigational Inland District, Children's Service Council, Palm Beach County Debt, Everglades Construction, Palm Beach County Library, Palm Beach County Library Debt and the County Health Care District. Q. What is the difference between ad valorem tax and property tax? A. There is no difference. They are different names for the same thing. Q. What is an operating budget? A. An operating budget is an annual financial plan for recurring expenditures, such as salaries, utilities, supplies, insurance and equipment repairs. Q. What is a capital improvement/projects budget? A. A capital improvement budget is a financial plan for the construction of physical assets, such as buildings, streets, sewers, vehicles and equipment. Q. What is a fund? A. A fund is a separate accounting entity within the Village that receives revenues from a specific source and expends them on a specific activity or activities. Q. What is fund balance? A. Fund balance is the fund equity as a result of the difference of revenues to expenditures. Fund balance increases when revenues exceeds expenditures, while fund balance decreases when expenditures exceed revenues. Q. What is a fiscal year? A. A fiscal year is a twelve (12) month operating cycle that comprises a budget and financial reporting period. The Village's fiscal year, along with many other local governments and special districts within the State of Florida, begins October 1St and ends on September 30tH Page ~ 32 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Frequently Asked Questions and Answers Continued Q. How are my tax dollars being distributed? A. Components of Your Tax Bill Tax Bi I I at FY 2009/2010 $300,000 Ad Valorem Taxes Mi Value The Village of Tequesta 5.7671 $ 1,730.13 Palm Beach County 4.3440 $ 1,303.20 PB County Debt 0.2174 $ 65.22 Everglades Construction 0.0894 $ 26.82 School Board-State 5.4850 $ 1,645.50 School Board-Local 2.4980 $ 749.40 PB County Library 0.4970 $ 149.10 Library Debt 0.0548 $ 16.44 S. F1. Wtr Mngmnt Dist. 0.5346 $ 160.38 Jupiter Inlet District 0.1253 $ 37.59 FL. Island Nav. District 0.0345 $ 10.35 Children's Services Cncl 0.6898 $ 206.94 County Health Care Dist. 1.1451 $ 343.53 Totals: 21.4820 $ 6,444.60 Q. What is a budget appropriation? A. A budget appropriation is a specific amount of money that has been approved by the Village Council for use in a particular manner. Q. Where does the Village obtain its revenues? A. All monies are ultimately derived from citizens in the form of local, state and federal taxes, fees, fines and licenses, and payments for municipal service such as recreation fees and utilities services. Q What is the difference between the property taxes and the non- ad valorem assessments on my tax notice? A. Ad valorem taxes are based on the value of your property multiplied by the millage rates set by the various taxing authorizes. Non-ad valorem assessments are based on the cost of the service provided by the levying authority, not by the value of the property. Page ~ 33 Village of Teauesta Florida FY 2009-2010 Budget This Page Intentionally Left Blank Page ~ 34 Page ~ 35 Village of Tequesta. Florida FY 2009-2010 Budget This Page Intentionally Left Blank Page ~ 36 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Financial Policies The following policy statements are the basis of the daily operations of the Village of Tequesta. The financial policy statements establish the rules by which the budget is implemented and monitored. Balanced Budeet The Village of Tequesta will maintain a balanced budget. A budget is balanced when the sum of estimated net revenues and appropriated fund balances is equal to appropriations. The Village will strive to balance current expenditures with current revenues however, it is recognized that this does not always occur. In these instances, the use of "Appropriated Fund Balance "is permitted. This is the process of bringing forward unspent dollars from previous fiscal years' budgets to the current fiscal year's budget. Budeet • Public Hearings are held to obtain citizen input and to comply with Florida Statute Chapter 200.65 known as TRIM (truth in millage). • The budget is adopted by resolution prior to October 15t of each fiscal year. • The budget establishes limitations on expenditures by total. • Appropriations for expenditures within a fund may be increased or decreased by motion recorded in the minutes provided that the total of the appropriations of the fund is not changed. • The Village Council may establish procedures by which the designated budget officer may authorize certain budget amendments within a department provided that the total of the appropriations of the department is not changed. • Unexpended balances of appropriations lapse at year-end unless the funds are encumbered and approved by the Village Council to be rolled into the new fiscal year. Capital Manaeement Policies • A five year Capital Outlay Plan will be developed annually by the Departments and reviewed by the Village Manager. The COP will then be submitted to the Council during the budget process. • The COP must list all proposed capital improvements and purchases with cost estimates at a cost over $2,000. • The Village maintains two Capital Projects Funds. The Capital Projects Funds are used to account for financial resources to be used for the acquisition or construction of major facilities (other than those to be financed by the Enterprise Funds). Page ~ 37 Village of Te~uesta Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Financial Policies Continued Cash Manaeement/Investment Policies All funds received during the day will be held in the safe located in the Finance Department and deposited the following morning. Investment of Village funds will emphasize preservation of principle. The Village Administration is authorized to invest in those instruments authorized by the Florida Statutes, which secures principle amount and guarantees yield. Debt Policies • The Village will only issue debt for capital improvements, capital projects such as capital construction, infrastructure and major capital acquisitions. • The term of any debt issuance shall not exceed the useful life of the capital item being financed. • The Village will not issue debt to subsidize or fund current operations. • General obligation debt will not be used to fund Enterprise Funds. • The Village will pay off existing debt issues if the resulting savings are significant. • The Village's debt limitation is 10% of total assessed value Operatine Budeet Policies • The Village will comply with all state and local legal requirements pertaining to the administration of an operating budget. • The Village will utilize a structured budget preparation and formulation for all departments. The process will encourage citizen input and participation. • Five year capital projections will be utilized in developing the operating budget. • Essential services will receive first priority for funding. The Village will attempt to maintain current service levels for all essential services. • The Village will consider the establishment of user fees, or increase of user fees, as an alternative to service reductions or eliminations. • In all efforts to balance the budget, the Village will attempt to avoid layoff of permanent employees. The Village may freeze salary or replacement of vacancy. • The Village will pay for current expenditures with current revenues. Long-term debt will not be used to fund current expenditures. • The budget will provide for adequate maintenance and replacement of capital and equipment. • The budget will appropriate sufficient funding to cover annual debt retirement costs. • The Village will consider technological and capital investment programs which are cost effective and which will reduce operating costs. • The Village will maintain a budgetary control system to ensure adherence to the budget. Page ~ 38 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Financial Policies Continued Ogeratins Budeet Policies Continued • The Village will employ a structured expenditure and revenue forecasting system to allow for effective financial planning. • The Village will prepare regular reports comparing actual revenues and expenditures to budgeted accounts. • The Village will comply with a budgetary encumbrance control system to ensure proper budgetary control • The Village will hold a public auction of surplus and obsolete property as needed. • An independent audit will be performed annually in accordance with generally accepted accounting principles (GAAP) in the format of a Comprehensive Annual Financial Report (CAFR), as defined by the Government Finance Officers Association (GFOA). • The Village administration will promptly evaluate the audit management letter's recommendation, issue a written response, and determine the proper action to take in response to these recommendations. Purchasine Policies • Purchases will be made in accordance with municipal policies and procedures per the Village of Tequesta's Purchasing Policy. • Purchases will be made in an impartial and competitive manner. • The Village will procure all items at the lowest and best price consistent with the quality of materials, workmanship or level of service performance required. • No purchase of items shall be authorized unless adequate funds have been appropriated. • Ethical business standards shall govern all procurement transactions • Purchase requisitions and purchase orders are required for acquisitions of goods and/or services with a total purchase price of $2,000.00 or more. Revenue Policies • The Village will maintain a ten (10) year history of annual revenue. Any unusual circumstances or events that affect drastic changes of revenue will be noted. (The Village began the current format of reporting revenue when it implemented GASB 34 in fiscal year 2003.) • The Village will annually calculate the full cost of activities supported by user fees to identify the impact of inflation and other cost increases. • The Village will aggressively seek federal, state and local grant and capital improvement funds and evaluate future local fiscal impact. • The Village will aggressively seek other revenue sources such as voluntary annexation of contiguous properties. • The Village discourages the use of one time revenues for ongoing expenditures. • The Village will strive for revenue diversity in an attempt to diminish large fluctuations in individual sources. Page ~ 39 Village of Tequesta Florida FY 2009-2010 Budget This Page Intentionally Left Blank Page ~ 40 • Page ~ 41 Village of Tequesta. Florida FY 2009-2010 Budget This Page Intentionally Left Blank Page ~ 42 Village of Tequesta Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Fiscal Year 2009-2010 Budget Document Revenue Descriptions Overview Overview Revenue projections are a major component of the budget preparation process. The Village uses several types of techniques and multiple information sources, depending upon each revenue source's unique characteristics, to make those projections as real as possible. In practice, most revenue source projections combine several methodologies. The many factors that the Village takes into consideration when preparing revenue projections are as follows: • Knowledge, experience and judgment of staff. • Results of a trend analysis prepared by staff. • Information received from other sources such as Florida Power & Light, the State of Florida, the Palm Beach County Tax Collector, etc. • Federal Law • Florida Statutes • Village Ordinances and Resolutions • Economic Indicators • Changes in Legislation • Change in the Village's Population • Costs of Living Increases • Property Value Changes Revenue Trendine The Village uses a matrix to analyze and trend data from the past 10 years to project revenues on a monthly and annual basis. Monthly budgeted and actual data is entered each month to develop an average annual, expected monthly revenue (both dollar and percentage), monthly variance (dollar and percentage) and annualized expected return by month. The matrix allows us not only to begin development of revenue projections but allows the Village to monitor revenue to identify significant variances prior to year end. The matrix has proven to be a significant and reliable tool in determining and monitoring revenue. Page ~ 43 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Fiscal Year 2009-2010 Budget Document Revenue Descriptions -Top Five Revenue Sources 1. Charges for Services Charges or fees are imposed on the user for a specific service rendered based on the rationale that the benefiting party should bear the cost of the service rather than the general public. The Village charges various fees to offset the cost of the services such as: Water Service Customers of the Village's water utility are charged a fee for water service. Fees are updated annually on October 1St of each fiscal year using a calculation which is based on the August CPI and the previous year's estimated revenues and expenditures. Monthly fees include a service charge which is based on meter size; a fire protection charge, water usage charges and a utility surcharge. The service charge and fire protection charge are flat rates, the usage charges are based on a step schedule and the utility surcharge is based on both the usage charge and Village residency. Other miscellaneous fees charged include service calls, meter testing and shut on/off requests due to either customer requests ornon-payment. Water Usage Charges Per Thousand Gallons Rate 0-12,000 $ 12,001-25,000 $ 25,001-40,000 $ 41.000 and Above $ Monthly Service Charges Meter Size Rate 2.07 5/8" $ 13.01 3.47 3/4" $ 13.01 4.72 1" $ 32.49 6.05 11/2" $ 65.13 Monthly fire protection charge $1.26 Utility Surcharge Tequesta Residents 9% Non-Tequesta Residents 25% Revenues generated from the sale of water are influenced by many factors such as weather, water system expansion and increased rates. The budget is based on the Village's Code of Ordinances, the CPI, the previous year's estimated revenues and expenditures, and the experience and judgment of staff. Fiscal Year 2009 Highlights: An ACH payment option was introduced allowing customers to have their water fees automatically deducted from their account. The Village's utility billing website went live in September 2009 allowing customers to view their accounts online and pay their water fees with a credit card. Page ~ 44 Village of Te~uesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Fiscal Year 2009-2010 Budget Document Revenue Descriptions -Top Five Revenue Sources Charees for Services Continued Refuse & Recycling Service Residents of the Village are charged a fee for refuse and recycling services. The annual amount appears on their tax bills as a Non-Ad Valorem assessment. The budget is based on the terms of a 5-year contract with Waste Management, the vendor who supplies the services. The current contract was effective October 1, 2007 and expires September 30, 2012. The FY2010 budget is calculated using an annual assessment for refuse and recycling services of $134.52. Stormwater Service Residents of the Village are charged a fee for storm water services. The annual amount appears on their tax bills as a Non-Ad Valorem assessment. Stormwater services are provided mainly by Village staff but contract labor is sometimes used. The budget is based on the prior year's expenditures, experience and judgment of staff, anticipated capital improvement needs and annual changes in the impervious surface of the Village. The FY2010 budget is calculated using and annual assessment for storm water services of $85.52. Other Misc. Fees Include: *Certification/Copy Fees *Election Qualifying Fees *Excess Alarm Response Fees *Special Event Fees *Recreation Program Fees *Fire Plan Review Fees *EMS Transportation *EMS Services provided to Palm Beach County. *Administration Fees *Vehicle Re-Inspection Fees *Site Plan Review Fees *Spring/Summer Camp Fees *Facility Rental Fees *Fire Inspections *EMS provided to Jupiter Inlet Colony These budgets are based on the Village's Code of Ordinances, contracts between the Village and various vendors, and the experience and judgment of staff. Page ~ 45 Village of Tequesta Florida FY 2009-2010 Budget VILLAGE OF TEOUESTA Fiscal Year 2009-2010 Budget Document Revenue Descriptions -Top. Five Revenue Sources 2.Ad Valorem Taxes Ad Valorem (at value) taxes represent a levy on assessed real property. The state constitution provides that counties, school districts and municipalities shall, and special districts may, be authorized by law to levy Ad Valorem taxes, except Ad Valorem taxes on intangible personal property taxes prohibited by the constitution. Intangible personal property is excluded because it is separately assessed and taxed by the state. The taxable value is the assessed value less exclusions, differentials, exemptions and credits, if applicable. o Exclusions are specific property removed from Ad Valorem taxation such as motor vehicles and mobile homes. o Differentials are reductions, which result from a different valuation standard other than fair market value such as agricultural land or value that result from a limitation on annual increases such as "Save Our Homes." o Exemptions are those deductions typically specified as dollar amounts, such as the homestead exemption. o Credits are deductions from the tax liability of a particular taxpayer and may take the form of allowances, discounts and rebates. Currently, the only credits allowed in Florida are early payment and installment discounts of not more than 4%. The County Property Appraiser delivers the Certified Taxable Value (the total assessed value of the non-exempt property) on or before July 15L of each year. Prior to that date, the Village is provided with an estimate of the value. The total assessed value changes continuously after July 15t due to assessed valuation appeals and other adjustments such as discounts for prompt payment. Because of the potential for reductions in Ad Valorem collections, local governments, by law, are allowed to budget Ad Valorem revenues at 95% of the calculated amount. The Village Council determines the millage applied to the assessed taxable value. A mill is a taxation unit equal to one dollar of tax obligation for every $1,000 of assessed valuation of the property. The state constitution sets a cap of ten mills for all municipal purposes. The gross taxable value for operating purposes for the Village of Tequesta for 2010 is $833,906,426. This is a decrease of $97,401,291 or 10.4586% under the prior year. However, not all of that property may be taxable due to exclusions, differentials, exemptions and credits as previously explained. Historically, the Village has collected 93% to 96% of taxes levied. The Village budgets Ad Valorem taxes at 96.4% based on prior year's collections and in order to account for possible reductions to this revenue source. Page ~ 46 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Fiscal Year 2009-2010 Budget Document Revenue Descriptions -Top Five Revenue Sources 2.Ad Valorem Taxes Continued This year's Ad Valorem taxes are calculated as follows: Assessed Taxable Value $ 833,906,426 Millage Rate x 0.0057671 $ 4,809,222 Estimated Ad Valorem Taxes $ 4,809,222 Anticipated Collection Rate 96.4% $ 4,636,090 Budgeted 2009/2010 Ad Valorem Taxes $ 4,636,000 Budgeted Delinquent Ad Valorem Taxes - Total 2009/2010 Ad Valorem Taxes $ 4,636,000 Ad Valorem Taxes: Budgeted vs. Collected-Last Two Years 6000000 5750000 5500000 5250000 5000000 4750000 4500000 4250000 4000000 W Budgeted d Collected Within Same Fiscal Year u Collected to Date* Fiscal Year Ending Fiscal Year Ending 09/30/08 09/30/09 *Source: Palm Beach County Property Appraiser. (Includes discounts taken by property taxpayers.) Page ~ 47 Village of Tequesta Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Fiscal Year 2009-2010 Budget Document Revenue Descriptions -Top Five Revenue Sources 2. Ad Valorem Taxes Continued Comaonents of Your Tax Bill FY 2008/2009 Adopted FY 2009/201 0 Pr oposed Tax Bill at Tax Bill at FY 08/09 $300,000 FY 09/10 $300,000 Percentage Millaee Valu Millar?e Value Increa e Ad Valorem Taxes The Village of Tequesta 5.7671 $ 1,730 5.7671 $ 1,730 0.00% Palm Beach County 3.7811 $ 1,134 4.344 $ 1,303 14.89% PB County Debt 0.1845 $ 55 0.2174 $ 65 17.83% Everglades Construction 0.0894 $ 27 0.0894 $ 27 0.00% School Board State 4.898 $ 1,469 5.485 $ 1,646 11.98% School Board Local 2.353 $ 706 2.498 $ 749 6.16% PB County Library 0.497 $ 149 0.497 $ 149 0.00% PB County Library Debt 0.0457 $ 14 0.0548 $ 16 19.91% S. FL. Wtr Mngmnt Dist. 0.5346 $ 160 0.5346 $ 160 0.00% Jupiter Inlet District 0.1 $ 30 0.1253 $ 38 25.30% FL. Inland Nav. District 0.0345 $ 10 0.0345 $ 10 0.00% Children's Services Cncl. 0.6009 $ 180 0.6898 $ 207 14.79% County Health Care Dist. 0.9975 $ 299 1.1451 $ 344 14.80% Totals: 19.8833 $ 5,965 21.482 $ 6,445 8.04% Non-Ad Valorem Assessments Solid Waste Authority 156.00 156.00 0.00% Solid Waste-Tequesta 134.40 134.52 0.09% Tequesta Stormwater 85.52 85.52 0.00% Totals: 375.92 376.04 0.03% Page 148 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Fiscal Year 2009-2010 Budget Document Revenue Descriptions -Top Five Revenue Sources 2. Ad Valorem Taxes Continued Fiscal Year 2009/2010 Palm Beach County Millage Rates ° 3 % 1% ° 2% .. v The Village of Tequesta 27% o Palm Beach County 20% V PB County Debt 1% v School Board State 26% v School Board Local 12% ~ PB County Library 2% yl S. FL. Water Mngmnt District 3% W Jupiter Inlet District 1% Children's Services Cncl. 3% J County Health Care District 5% Millage Rate Increases between Fiscal Years 2009 and 2010 by Taxing Authority 30% 25 20 15% 10% 14.89 6.16% 19.91% 25.30% 5% 0.00% 0.00% 0.00% ~ ~ 0.00% 0.00% 14.79% 14.80% 0% ' yea ~~J ~~'` ~\o~ ~a~e ooa~ ~a~ e~w ~y'~' t~o~' i~o~ ~~ ~5~' ~eQ~~ r of ~~~p ~~`~~ a`ay a`a~, ~~~~ ~a~0 ~~,~4 e~~\y~ , O~~~ J``e L ~a~ O o`~ ao o~ o~ ~0° ~0° oJC ~~ ~`aO ~~~ ~a het ~~`c ~\\aooe a\~ e QOC• \aa~ C' ~roo ~roo Q~C. o~~wJ ~~~ ~ JQ~~~c ~~~a`•a ~~~~ ~J~~a Page ~ 49 Village of Tec~uesta Florida FY 2009-2010 Budget VILLAGE OF TEOUESTA Fiscal Year 2009-2010 Budget Document Revenue Descriptions - To~Five Revenue Sources 3. Other Taxes Communication Services Tax The Communications Services Tax Simplification Law was enacted to restructure taxes on telecommunications, cable, direct-to-home satellite and related services that existed prior to October 1, 2001. The law replaced and consolidated seven different state and local taxes or fees with a single tax comprised of two components: a state communications services tax and a local communications services tax. The tax is imposed on retail sales of communications services. The Village of Tequesta's current local communications services tax rate, along with most other taxing authorities in the State of Florida, is 5.22%. The budget is based on estimates provided by the State and a trending analysis which is prepared by the Village. Home and Local Business Taxes (formerly Occupational License Tax) The business taxes represent the fees charged and the method by which a local government authority grants the privilege of engaging in or managing any business, profession and occupation within its jurisdiction. The County requires all businesses to pay acounty-wide local business tax in order to operate a business within Palm Beach County. County-wide local business taxes are shared with municipalities based on a formula that includes population. The Village also collects a municipal local business tax. The budgets for all business tax revenues are based on a trending analysis which is prepared by the Village. The local business tax is also based on the Village's Code of Ordinances. Insurance Premium Taxes Fire Fighters Each qualified municipality or special fire control district, having a lawfully established fund providing pension benefits to firefighters, may impose an excise tax of 1.85% of the gross amount of receipts from policy holders on all premiums collected on property insurance policies covering property within the legally defined limits of the municipality or special fire control district according to the insured property's location. The net proceeds of this excise tax shall be paid into the firefighters' pension trust fund established by municipalities and the special fire control districts. The budget is calculated by the State and an appropriation is done, increasing both revenues and expenditures, when the monies are received. Page ~ 50 Village of Tequesta Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Fiscal Year 2009-2010 Budget Document Revenue Descriptions -Top Five Revenue Sources 3. Other Taxes Continued Insurance Premium Taxes Continued Police Officers Each qualified municipality, having a lawfully established fund providing pension benefits to police officers, may impose an excise tax of 0.85% of the gross amount of receipts from policy holders on all premiums collected on casualty insurance policies covering property within the municipality's legally defined limits. The net proceeds of this excise tax shall be paid into the municipal police officers' retirement trust fund established by the municipalities. The budget is calculated by the State and an appropriation is done, increasing both revenues and expenditures, when the monies are received. Utility Taxes Tax is imposed on gross receipts from the sale, delivery or transportation of natural gas, manufactured gas or electricity to a retail consumer in Florida as authorized by Chapter 203, Florida Statutes. Consumers pay these taxes to the supplier (FP&L, Village of Tequesta, etc.) when paying their monthly bills and then the supplier submits them to the Village. Electric Utility Taxes Florida Power and Light is the sole provider of electricity within the Village of Tequesta's boundaries. The Village collects these taxes monthly from Florida Power and Light. The budget is based on information received from Florida Power and Light and a trending analysis prepared by the Village. Propane Utility Taxes Propane is provided by various suppliers to residents and businesses within the Village's boundaries. The taxes are calculated and submitted monthly by each supplier. The budget is based on a trending analysis prepared by the Village. Water Utility Taxes The Village of Tequesta is the sole provider of water within the Village of Tequesta's boundaries. The taxes are calculated as defined by ordinance. Village residents are currently taxed at a rate of 9% while Non-Village residents are taxed at a rate of 25%. The budget is based on the Village Code of Ordinances, water restrictions and a trending analysis prepared by the Village. Page ~ 51 Village of Tec~uesta Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Fiscal Year 2009-2010 Budget Document Revenue Descriptions -Top Five Revenue Sources 4.Inter-Governmental Alcoholic Beverage License Tax A portion of the annual state license tax levied on manufacturers, distributors, vendors, brokers, sales agents and importers of alcoholic beverages and collected within a county or municipality in Florida is shared with those local governments. Twenty-four percent of the eligible taxes collected within each county shall be returned to that county's tax collector. Thirty-eight percent of the eligible taxes collected within an incorporated municipality shall be returned to the appropriate municipal officer. The budget is based on knowledge of any alcoholic beverage related new businesses and a trending analysis prepared by the Village. Local Government Half-Cent Sales Tax Program Authorized in 1982, this program distributes a portion of state sales tax revenue via three separate distributions to eligible county or municipal governments. Additionally, the program distributes a portion of communications services tax revenue to eligible fiscally constrained counties. Allocation formulas serve as the basis for these separate distributions. The ordinary distribution is possible due to the transfer of 8.814 percent of net sales tax proceeds to the Local Government Half-Cent Sales Tax Clearing Trust Fund. The emergency and supplemental distributions are possible due to the transfer of 0.095 percent of net sales tax proceeds to the same fund. The program's primary purpose is to provide relief from ad valorem and utility taxes in addition to providing counties and municipalities with revenues for local programs. The budget is based on estimates provided by the State and a trending analysis prepared by the Village. Local Option Fuel Taxes County governments are authorized to levy up to 12 cents of local option fuel taxes in the form of three separate levies. Ninth Cent Fuel Tax The first is a tax of one cent on every net gallon of motor and diesel fuel sold within a county. Generally, the proceeds may be used to fund transportation expenditures including roadway and right-of-way maintenance, drainage, street lighting, traffic signs and signals and debt service of transportation capital projects. Although Palm Beach County levies the Ninth Cent Fuel Tax, the Village does not receive any of the proceeds from this tax because the county is not required to share the proceeds with municipalities. Page ~ 52 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEOUESTA Fiscal Year 2009-2010 Budget Document Revenue Descriptions -Top Five Revenue Sources 4.Inter-Governmental Continued Local Option Fuel Taxes Continued 1 to 6 Cents Fuel Tax The second is a tax of 1 to 6 cents on every net gallon of motor and diesel fuel sold within a county. Generally, the proceeds may be used to fund transportation expenditures including roadway and right-of-way maintenance, drainage, street lighting, traffic signs and signals and debt service for transportation capital projects. All tax proceeds from the 1 to 6 Cent Fuel Tax are distributed by the DOR (Department of Revenue) according to distribution factors determined by an interlocal agreement between the county and municipalities. If no interlocal agreement is established then the distribution shall be based on the transportation expenditures of each local government for the immediately preceding 5 fiscal years. Palm Beach County levies all 6 cents of this fuel tax. The budget is based on estimates provided by the State and a trending analysis prepared by the Village. 1 to 5 Cents Fuel Tax The third tax is a 1 to 5 cents tax on every net gallon of motor fuel sold within a county. Diesel fuel is not subject to this tax. The tax can be used for transportation purposes but unlike the 1 to 6 cents tax, it is restricted to use for new roads and reconstruction or resurfacing of existing paved roads as opposed to routine maintenance. All tax proceeds from the 1 to 5 Cent Fuel Tax are distributed by the DOR (Department of Florida) according to distribution factors determined by an interlocal agreement between the county and municipalities. If no interlocal agreement is established then the distribution shall be based on the transportation expenditures of each local government for the immediately preceding 5 fiscal years. Palm Beach County levies all 5 cents of this fuel tax. The budget is based on estimates provided by the State and a trending analysis prepared by the Village. Incentive Pay All full time fire fighters are eligible to apply for supplemental compensation from the State after receiving an associate or bachelor's degree. Once the application is approved, each fire fighter is paid supplemental compensation by the employing agency. Supplemental compensation for an associate degree is $50.00 a month and for a bachelor's degree is $110.00 per month. The employing agency is responsible for submitting a report to the State containing information relating to compensation paid on March 31, June 30, September 30 and December 31 of each year. These funds are reimbursable to the employing agency by the State. The budget is based on the amount of employees who hold associate and bachelor degrees. Page ~ 53 Village of Tequesta Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Fiscal Year 2009-2010 Budget Document Revenue Descriptions -Top Five Revenue Sources 4. Inter-Governmental Continued Municipal Revenue Sharing The Revenue Sharing Trust Fund for Municipalities was established to ensure a minimum level of revenue parity across units of local government. The Fund currently receives 1.3409 percent of sales and use tax collections, 12.5 percent of the state alternative fuel user decal fee collections and the net collections from the one-cent municipal fuel tax. An allocation formula serves as the basis for the distribution of these revenues to each municipality that meets strict eligibility requirements. Municipalities must use the funds derived from the one-cent municipal fuel tax for transportation related expenditures. The budget is based on estimates provided by the State and a trending analysis prepared by the Village. Enhanced 911 Fee Each voice communications services provider shall collect an enhanced 911 (E911) fee monthly from service subscribers. The fee rate shall be set, and may subsequently be adjusted, by the E911 Board, but may not exceed 50 cents per month per each service identifier. Each provider may retain 1% of the amount of fees collected as reimbursement of the administrative costs incurred by the provider to bill, collect and remit the fee. All revenues derived from the fee levied on subscribers must be paid by the E911 Board into the State Treasury by the 15th of the each month. These monies must be accounted for in the designated Emergency Communications Number E911 System Fund, and, for accounting purposes, must be segregated into two separate categories: 1) the wireless category, and 2) the non- wireless category. These monies in the wireless and non-wireless categories of the fund shall be distributed and used only as specified in Section 365.173(2), Florida Statutes. Sixty seven percent of the wireless category and ninety seven percent of the non-wireless category are distributed monthly to the counties based on the total number of service identifiers in each county. The Village of Tequesta, along with the other municipalities located in Palm Beach County, completes and submits annual reports to the Palm Beach County Department of Public Safety Division of Emergency Management listing all anticipated, reimbursable expenditures. The County uses these reports to distribute the E911 revenues to the municipalities. In addition to authorized expenditures, as long as funding permits, the County also reimburses the municipalities for a portion of their 911 call takers salaries. The County, once again, uses reports completed and submitted by the Village to distribute these funds. Page ~ 54 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Fiscal Year 2009-2010 Budget Document Revenue Descriptions -Top Five Revenue Sources S.Franchise Fees Local governments may exercise their home rule authority to impose a fee upon a utility for the grant of a franchise and the privilege of using local governments' rights-of-way to conduct the utility business pursuant to Florida Statutes 337.401. This franchise fee is considered fair rent for the use of such rights- of-way and consideration for the local government's agreement not to provide competing utility services during the franchise term. Franchise Fees -Electric Florida Power and Light is the sole provider of electricity within the Village of Tequesta's boundaries. The Village collects these franchise fees monthly from Florida Power and Light. The budget is based on the franchise agreement between The Village and Florida Power and Light, a trending analysis which is prepared by the Village and information received from Florida Power and Light. Page ~ 55 Village of Teauesta Florida FY 2009-2010 Budget This Page Intentionally Left Blank Page ~ 56 C Page ~ 57 Village of Teauesta Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Community Profile. History & Statistics Demographic and Economic Statistics Last Ten Fiscal Years Fiscal Personal Per Capita Personal Median Unemployement Year Population 111 Income Income (2) Aee 131 R 4 1999 5122 (5) (5) (5) 5.7% 2000 5273 $184, 417, 902 $34, 974 47.5 5.2% 2001 5307 $185,607,018 $34,974 47.5 5.5% 2002 5327 $186,306,498 $34,974 47.5 5.1% 2003 5333 $186,516,342 $34,974 47.5 6.2% 2004 5648 $197,533,152 $34,974 47.5 5.7% 2005 5686 $198,862,164 $34,974 47.5 3.1% 2006 5702 $199, 421, 748 $34, 974 47.5 3.7% 2007 5942 $256, 397, 300 $43,150 49.6 3.3% 2008 5898 $326, 224, 278 $55, 311 47.5 7.3% Note: Principle Employers -The Village of Tequesta has no discernable level of industries. "Workforce Housing Needs Assessment: Municipal Profiles", prepared by the Metropolitan Center, Florida International University. Sources: (1) Bureau of Economic and Business research, University of Florida (2) Wikipedia.org (3) 2000 U.S. Census Data, adjusted for inflation by MuniNetGuide.com (4) Agency for Workforce Innovation (AWI) (September to September- local area by County -Not seasonally adjusted. (5) Unavailable Page ~ 58 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Community Profile. History & Statistics Millage Rates Last Ten Years Fiscal Year Ending September 30^ Village of Tequesta Millage Rate Total of Other Taxing Authorities Millage Rates 2001 6.7305 17.2028 2002 6.7305 17.4655 2003 6.7305 16.7076 2004 6.4980 16.5926 2005 6.4980 16.3977 2006 6.4980 16.1075 2007 6.4980 15.3654 2008 5.7671 14.1031 2009 5.7671 14.1162 2010 5.7671 15.7149 Source: Palm Beach County Property Appraiser's Office Millage Rates Comparison -Last Ten Years 25 20 15 10 S o Village of Tequesta u Other Taxing Authorities Page ~ 59 LVV~ 2000 2009 2010 Village of Tequesta Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Community Profile. History & Statistics Milla~e Rate History Compared to Ad Valorem Proceeds History Millage Rates 6.8 6.6 6.4 6.2 6 5.8 5.6 5.4 5.2 Ad Valorem Proceeds 7 0 6 5 4 3 2 1 0 Page ~ 60 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Community Profile, History & Statistics Millaee Rate History Compared to Real Estate and Personal Property Tax Roll Histo Millage Rates 6.6 6.4 6.2 6 5.8 5.6 5.4 2004 2005 2006 2007 2008 2009 2010 Millage Rates 6.498 6.498 6.498 6.498 5.7671 5.7671 5.7671 Tax Roll 1,zoo N C O g 1,000 800 600 400 200 0 2004 2005 2006 2007 2008 2009 2010 .Tax Roll 596,069,276 714,639,727 825,654,476 981,627,378 1,016,956,533 931,307,717 833,906,426 Page ~ 61 Village of Tequesta Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Community Profile. History & Statistics 1999 Principle Property Taxpayers Tax~aye r (1) Tamwest Realty, Inc. (County Line Plaza) (2) Inland S.E. Tequesta, LLC (Teq. Shoppes) (3) Tequesta Shoppes, Ltd. (Capital Managemen (4) Dorner Properties (5) Tequesta Country Club (6) Barnett Bank (Nations Bank, Bank of America (7) Meditrust of Florida (8) Tequesta Fashion Mall (9) 202 Building (SHW Ltd.) (10) Peercira, Robert W. Taxable Assessed Value $11, 695, 777 $8,094, 320 $3, 962, 779 $3, 465, 595 $2, 865, 532 $2,164, 539 $1, 824, 997 $1, 700,000 $1, 653, 423 $1, 540,000 Percentage of Total Village Taxable Value 2.86% 1.98% 0.97% 0.85% 0.70% 0.53% 0.45% 0.42% 0.40% 0.38% Totals $38,966,962 9.54% Source: Palm Beach County Property Appraiser's Office 1999 Principle Taxpayers N 20 c 18 ~ 16 14 12 10 8 6 4 2 0 V1 O2 V3 V4 v5 06 X17 V8 u9 u10 Page ~ 62 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Community Profile. History & Statistics 2008 Principle Pro_,_perty Taxpayers Taxpayer (1) Tamwest Realty, Inc. (County Line Plaza) (2) Inland S.E. Tequesta, LLC (Teq. Shoppes) (3) Terrace Communities Tequesta LLC (4) Tequesta Investors LP (5) Royal Tequesta, LLC (6) SLO ML LLC (7) Casa Del Sol of Tequesta LLC (8) 1MZ Tequesta Properties, Inc. (9) AHC Purchaser Inc (10) Tequesta Country Club Taxable Assessed $19,415,557 $9, ~, 000 $7, 693, 231 $7, 400,000 $5, 278, 909 $5, 260, 477 $5, 257, 610 $5,157, 852 $4, 822, 561 $4, 430, 714 Percentage of Total Village Taxable Value 2.09% 0.97% 0.83% 0.80% 0.57% 0.57% 0.56% 0.55% 0.52% 0.48% Tota I s $73, 716, 911 7.94% Source: Palm Beach County Property Appraiser's Office 2008 Principle Taxpayers ,~ 20 °_ 18 ~ 16 14 12 10 8 6 4 2 0 ~I~ V1 02 u3 V4 X15 06 u7 u8 ~f 9 u10 Page ~ 63 Village of Tequesta Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Community Profile. History & Statistics Fund Balance Fund Balance is the amount of financial resources available for use. Generally, this represents the detail of all the annual operating surpluses and deficits since the fund's inception. Also known as the financial position, fund balance is the excess of assets over liabilities, and represents the cumulative effect of revenues and other financing sources over expenditure and other financing issues. Gene ral Fund, Fund Ba lances, Last 5 Years Fiscal Year Ending Total September 30. Reserved Unreserved Fund Balance 2004 $50, 509 $3, 718, 380 $3, 768, 889 2005 $56,759 $3,424,408 $3,481,167 2006 $176,410 $3,221,390 $3,397,800 2007 $47, 493 $4, 456, 247 $4, 503, 740 2008 $82,196 $5,180, 612 $5, 262, 808 General Fund, Fund Balances, Last 5 Years 2004 2005 2006 2007 2008 0 1,000,000 2,000,000 3,000,000 4,000,000 5,000,000 6,000,000 u Reserved ~ Unreserved Page ~ 64 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Community Profile. History & Statistics Governmental Activities Total Net Asse ts -Last 5 Years Fiscal Year Ending Invested in Restricted for Total September 30. Capital Assets* Debt Service Unrestricted Net Assets 2004 $921, 889 $0 $4, 947, 838 $5, 869, 727 2005 $1,788,749 $0 $6,926,208 $8,714,957 2006 $4,515,096 $143,370 $5,570,447 $10,228,913 2007 $6,679,855 $140,990 $5,402,774 $12,223,619 2008 $6,959,332 $0 $6,459,522 $13,418,854 *This amount represents investments in capital assets less any related outstanding debt used to acquire those assets. Governmental Activities Total Net Assets, Last 5 Years 2004 2005 2006 2007 2008 u Invested in Capital Assets* V Restricted for Debt Service u Unrestricted Page ~ 65 0 5,000,000 10,000,000 15,000,000 Village of Tequesta Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Community Profile. History & Statistics Date of Incorporation: June 4, 1957 Form of Government: Council-Manager 3 Council Members elected in even years, 2 Council Members elected odd years. Municipal Elections: Non-Partisan Polling Locations: Precinct 1072, 1075 and 1076 Tequesta Recreation Center-399 Seabrook Road Precinct 1077 Village Hall Council Chambers-345 Tequesta Dr. Precinct 1079 Tequesta Terrace Assisted Living Facility- 400North US Highway 1 Registered Voters: 4,439 Area: Approximately 2Square Miles Miles of Street: 23.75 Lane Miles Building Department: No. of Building Permits Issued: 784 No. of Building Inspections Conducted: 1,771 Fire Protection: No. of Stations: 1 No. of Certified Fire Fighters: 21 No. of Emergency Responses: 1,189 No. of Transports: 651 No. of Fires Extinguished: 538 No. of Inspections: 476 No. of Ambulances: 2 No. of Pumpers: 2 Police Protection: No. of Stations: 1 No. of Full Time Certified Police Officers: 18 No. of Partrol Units: 7 No. of Total Calls Received: 3,535 No. of Arrests: 224 No. of Parking Violations: 171 No. of Incident Numbers Issued: 965 Page ~ 66 Village of Tequesta Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA CommunitX Profile, HistorX & Statistics Electric Service: Florida Power and Light Garbage Collection: Service provided by Waste Management Frequency of Service: Bi-weekly Sanitary Sewage: Service provided by the Loxahatchee River Environmental Control District (ENCON) Recreation and Culture: Four parks on approximately on 55.2 acres. Constitution Park Tequesta Park Village Green Park Paradise Park Recreation Center Palm Beach County Library Golf and Country Club Lighthouse School for the Arts Skate Park Boards and Committees: Audit Committee Historic Preservation Board Planning and Zoning Advisory Board Board of Adjustment General Employees' Pension Trust Fund Board Public Safety Officers' Pension Trust Fund Board Special Magistrate Municipal Water Department: No. of Customers (Meter Connections): Approx. 5,000 Average Daily Consumption: 2.485 million gallons Miles of Water Mains: 72 No. of Fire Hydrants: 430 Storage Capacity: 3.25 million gallons No. of Water Treatment Plants: 1 No. of Surficial Aquifer Wells: 10 No. of Floridian Aquifer Wells: 4 No. of On-Site Storage Tanks: 2 No. of Off-Site Ground Storage Tanks: 1 Page ~ 67 Village of Tequesta Florida FY 2009-2010 Budget This Page Intentionally Left Blank Page ~ 68 • THIS SECTION OF THE BUDGET DOCUMENT REFLECTS THE BUDGETS OF ALL SEVEN OF THE VILLAGE OF TEQUESTA'S GENERAL AND PROPRIETARY FUNDS AS A WHOLE. U THESE BUDGETS ARE APPROPRIATED AND LEGALLY ADOPTED BY RESOLUTION OF THE VILLAGE COUNCIL. FIDUCIARY FUNDS ARE EXCLUDED AS THE VILLAGE DOES NOT CONTROL THE RESOURCES THAT ARE MANAGED IN A TRUSTEE OR FIDUCIARY CAPACITY. Page 169 Village of Tequesta. Florida FY 2009-2010 Budget r: This Page Intentionally Left Blank • Page ~ 70 VILLAGE OF TEQUESTA Fiscal Year 2009-2010 Budget Document All Governmental & Proprietary Funds Key Officials and Personnel Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEOUESTA Mayor & Council Members Mayor Pat Watkins (right) and Vice -Mayor Tom Paterno (left) 4 4 From left to right: Council Member Vince Arena, Vice -Mayor Tom Paterno, Mayor Pat Watkins, Council Member James Humpage and Council Member Calvin Turnquest , Page 172 Village of Tequesta. Florida FY 2009-2010 Budget • Mayor and Council VILLAGE OF TEQUESTA All Governmental & Proprietary Funds Key Officials and Personnel Mayor..........................................................................Pat Watkins Vice Mayor................................................................Tom Paterno Council Member .......................................................Vince Arena Council Member...............................................James Humpage Council Member..............................................Calvin Turnquest Village Manager and Directors/Managers Village Manager/Utilities Director.............Michael R. Couzzo, Jr. Village Clerk...............................................................Lori McWilliams Community Development Director ................Catherine Harding Finance Director......................................................JoAnn Forsythe Fire Chief..................................................................James Weinand • Human Resources Director.....................................Merlene Reid Police Chief..........................................................William McCollom Public Services Manager...........................................Russell White Parks & Recreation Director.......................................Greg Corbitt Chief Plant Operator ........................................................Roy Fallon • Page 173 VILLAGE OF TEQUESTA All Governmental & Proprietary Funds Key Officials and Personnel Village Organizational Chart i Page 174 • 0 Village of Tequesta. Florida FY 2009-2010 Budget n VILLAGE OF TEQUESTA All Governmental & Proprietary Funds Key Officials and Personnel Village Officials and Positions by Function and Department General Government Village Council Village Administration Finance Mayor Village Manager50% Finance Director65% Vice -Mayor Executive Assistant Senior Accountants (2) Council Members (3) Accountant Accounting Clerk II Village Clerk Human Resources Village Clerk Human Resources Director Information Technoloev Assistant to Village Clerk HR Technician I I.T. Systems Analyst Public Safety Public Safety Continued Utilities Community Development • Community Development Director P/T Bldg Prmt Coord/Licensing Clrk P/T Administrative Assistant Fire Chief Executive Assistant Administrative Assistant Fire Officer 1-11(3) Rescue Officer 1-11(3) Firefighters 1-111(12) Interim Firefighters (3) P/T Inspector P/T Firefighter Police Department - Operations Captain Lieutenant Sergeant (4) Officers (10) Detective Code Compliance Officer Property & Evidence Custodian Leisure Services Parks & Rec Director Recreation Supervisor Maintenance Tech P/T Activities & Community Cood. P/T Recreation Specialist Police Department - Administration P/T Park Attendant Police Chief Seasonal Employees -Camp (8) Police Records Clerk Water Administration Uti I ity Director 50% Finance Director35% Chief Plant Operator Instrument Tech Water Plant Operator II Water Plant Operator 1 (3) Administrative Assistant Public Services Manager Service Tech Supervisor (89%) Service Tech II Service Tech I Service Tech Trainee (2) Customer Service Supervisor Customer Service Reresentative Transportation Police Department- Stormwater Communications Service Tech Supervisor (11%) Service Tech I Accred Asst/Rcrds Spec/Comm Offcr Crew Leader Communication Officers (3) Park Supervisor P/T Comm Officers (As Needed) Maintenance Workers (2) Page 175 Village of Tequesta, Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA All Governmental & Proprietary Funds Key Officials and Personnel Staffing Summary y Employment Status Prior Year Actual Staffing: FY 2009 Amended Budget FY 2009 Estimated FY 2010 Proposed Budget Full Time 84.00 84.00 84.00 82.00 Part Time 7.00 6.00 6.00 8.00 Interim Fire Fighters 2.00 3.00 3.00 3.00 Seasonal 8.00 8.00 8.00 8.00 Total: 101.00 101.00 101.00 101.00 Percentage of FY2010 Budget Designated for Personnel Services J Personnel 52% O Operating, Capital & Other48% Explanation of Personnel Changes The Village has strived to keep personnel expenditures down while keeping the service level unchanged. We have achieved this by replacing two full time positions with 2 part time positions, by hiring additional interim firefighters instead of regular full time firefighters and by reorganization of duties to achieve optimum efficiency. Page 1 76 L1 4 4 0 • • Village of Tequesta Florida FY 2009-2010 Al-JaPt VILLAGE OF TEQUESTA All Governmental & Proprietary Funds Key Officials and Personnel Staffing Summary by Department cv 7ni n General Fund #001 Village Manager Human Resources Village Clerk PartTime Village Clerk Finance General Government Police Administration Police Communications Part Time Police Communications Police Operations Community Development Part Time Community Development Fire Interim Fire Part Time Fire Public Works Leisure Services Part Time Leisure Services Seasonal Leisure Services Total: r T cw=F ---- Prior Year Amended FY 2009 Proposed Actual Budget Estimated Budget 1.50 1.50 1.50 1.50 2.00 2.50 2.50 2.00 1.00 2.00 2.00 2.00 1.00 0.00 0.00 0.00 4.65 4.65 4.65 4.65 0.00 1.00 1.00 1.00 3.00 2.00 2.00 2.00 5.00 5.00 5.00 4.00 1.00 1.00 1.00 1.00 18.00 18.00 18.00 19.00 4.00 2.50 2.50 1.00 0.00 0.00 0.00 2.00 21.00 21.00 21.00 21.00 2.00 3.00 3.00 3.00 1.00 2.00 2.00 2.00 4.11 4.11 4.11 4.11 3.00 3.00 3.00 3.00 4.00 3.00 3.00 3.00 8.00 8.00 8.00 8.00 84.26 84.26 84.26 84.26 Water Fund #401 Water Administration 0.85 0.85 0.85 0.85 Water Production 7.00 7.00 7.00 7.00 Water Distribution 7.89 7.89 7.89 7.89 Total: 15.74 15.74 15.74 15.74 Storm Water Fund # 403 Storm Water 1.00 1.00 1.00 1.00 Total: 1.00 1•00 1•00 1'00 Total Staffing: 101.00 101.00 101.00 101.00 Page 177 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEOUESTA All Governmental & Proprietary Funds Key Officials and Personnel Department./Function/Fund Relationship Summary_ This table summarizes the relationship between Village Departments, the accounting functions used to classify their expenses and the funds that they use. Governmental Proprieta Fiduciary Fund Fund Fund Department Fun i D n Types Tvaes Tvaes Village Council General Government X Village Manager General Government X X Human Resources General Government X Village Clerk General Government X Finance General Government X X Legal Services General Government X X General Government General Government X Police Services Public Safety X Building & Zoning Public Safety X Fire Control PublicSafety X Public Works Transportation X Parks & Recreation Leisure Services X Water Administration Physical Environment X Water Production Physical Environment X Water Distribution Physical Environment X Storm Water Utility Physical Environment X Page 178 4 4 4 VILLAGE OF TEQUESTA Fiscal Year 2009-2010 Budget Document All Governmental & Proprietary Funds Revenue and Expenditure Summaries OF COU114-:A Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA All Governmental & Proprietary Funds Budget SummarX General Capital Capital Water REVENUES Fund Improvement Projects Utility Ad Valorem Taxes 4,636,000 Sales and Use Taxes 1,014,240 Franchise Fees 490,000 Licenses and Permits 247,400 Intergovernmental Revenues 700,440 Charges for Services 786,310 3,869,950 Miscellaneous Revenues 230,750 61,000 Intragovernmental Services 307,740 Unrestricted Investment Earnings 57,000 25,640 Tansfers In 115,000 Fund Balance/Reserves/Net Assets 644,934 1,198,323 115,000 211,000 • TOTAL REVENUES $9,114,814 $115,000 $0 $4,167,590 EXPENDITURES General Government 1,436,350 50,000 Public Safety 5,937,424 Physical Environment 3,613,730 Transportation 741,030 1,198,323 Leisure Services 546,340 65,000 Debt Service 441,670 541,860 Other Financing Uses 12,000 12,000 Transfers Out 115,000 TOTAL EXPENDITURES $9,114,814 $1,313,323 $115,000 $4,167,590 FUND BALANCE -BEGINNING $4,685,797 $1,277,223 $363,773 $15,553,018 USE OF FUND BALANCE/ RESERVES/NET ASSETS (644,934) (1,198,323) (115,000) (211,000) FUND BALANCE -ENDING $4,040,863 $78,900 $248,773 $15,342,018 • Page 180 Village of Tequesta Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA All Governmental & Proprietary Funds Budget Summary Continued Special Law Total Total Total Refuse & Stormwater Enforcement Governmental Proprietary All Recycling utility Trust Fund Funds Funds Funds 4,636,000 4,636,000 1,014,240 1,014,240 490,000 490,000 247,400 247,400 700,440 700,440 417,680 317,000 786,310 4,604,630 5,390,940 230,750 61,000 291,750 307,740 307,740 950 1,050 57,000 27,640 84,640 115,000 115,000 • 19,190 1,958,257 230,190 2,188,447 $418,630 $318,050 $0 $10,543,137 $4,693,270 $15,466,597 1,486,350 1,486,350 5,937,424 5,937,424 437,820 318,050 4,369,600 4,369,600 1,939,353 1,939,353 611,340 611,340 441,670 541,860 983,530 12,000 12,000 24,000 115,000 115,000 $437,820 $318,050 $0 $10,543,137 $4,923,460 $15,466,597 $123,679 $2,016,081 $22,037 $6,348,830 $17,692,778 $24,041,608 (19,190) (1,958,257) ($230,190) (2,188,447)1 $104,489 $2,016,081 • $22,037 $4,390,573 $17,462,588 $21,853,161 Page 181 Village of Tequesta Florida FY 2009-2010 Budget VILLAGE OF TEOUESTA All Governmental & Proprietary Funds Revenue Summary by Type (Where the Money Comes Froml Prior Year FY 2009 FY 2009 FY 2010 Budget to Actual Amended Estimated Proposed Budget Revenues Budget Revenues Budeet % Ad Valorem Taxes 5,661,201 5,156,000 5,164,090 4,636,000 -10.09% Other Taxes 1,210,439 1,114,891 1,180,410 1,014,240 -9.03% Franchise Fees 462,297 470,000 475,000 490,000 4.26% Licenses & Permits 299,059 229,525 233,560 247,400 7.79% Inter -Governmental 783,033 752,140 739,600 700,440 -6.87% Charges for Services 4,740,518 4,993,745 5,089,598 5,390,940 7.95% Fines & Forfeitures 40,079 27,500 28,970 22,400 -18.55% Intra-Governmental 280,100 292,990 292,990 307,740 5.03% Miscellaneous 165,754 175,285 204,834 216,850 23.71% Inter -Fund Transfers 924,300 1,642,813 1,642,813 115,000 -93.00% Interest 302,273 191,110 90,839 84,640 -55.71% Grants 70,677 105,280 135,600 - -100.00% Disposition of Fixed Assets 9,635 - 4,500 10,000 N/A Other Financing Sources 37,807 14,000 41,107 42,500 203.57% Appropriate Fund Balance - 2,067,105 1,888,370 2,188,447 5.87% Total General Fund Revenues 14,987,172 17,232,384 17,212,281 15,466,597-10.25% FY2010 - Where the Money Comes From 1% 1 2° L.j Ad Valorem Taxes 30% ■ Other Taxes 7% Franchise Fees 3% ■ Licenses & Permits 2% W Inter -Governmental 4% Id Charges for Services 35% 1 Intra-Governmental 2% u Miscellaneous 1% W Inter -Fund Transfers 1% w Interest 1% Appropriate Fund Balance 14% Page 182 4 I L r L Village of Tequesta Florida FY 2009-2010 Budget LJ l� U rI VILLAGE OF TEOUESTA All Governmental & Proprietary Funds Expenditure Summary by Account Class (Where the Money Goes) Prior Year FY 2009 Actual Amended Expenditures Budget FY 2009 FY 2010 Estimated Proposed Expenditures Budget Budgetto Budget Personal Services 7,273,303 7,612,062 7,524,759 8,031,634 5.51% Operating Expenditures 4,714,967 4,045,499 3,962,012 4,801,110 18.68% Capital Expenditures 257,373 1,469,811 1,461,117 1,511,323 2.82% Debt Service -Principle 820,991 542,743 542,743 545,060 0.43% Debt Service -Interest 421,472 460,196 460,193 438,470 -4.72% Interfund Transfers 924,300 1,642,813 1,642,813 115,000 -93.00% Other Financing Uses 97,945 1,459,260 1,618,644 24,000 -98.36% Total General Fund Revenues 14,510,351 17,232,384 17,212,281 15,466,597-10.25% FY2010 - Where the Money Goes 3% 1% u Personal Services 52% ■ Operating Expenditures 31% V Capital Expenditures 10% ■ Debt Service - Principle 3% N Debt Service - Interest 3% W Interfund Transfers 1% Page 183 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA All Governmental & Proprietary Funds Revenue Summary y Fund (Where the Money Comes From) General Fund Improvement Bond Fund Capital Improvement Fund Capital Projects Fund Water Utility Fund Refuse & Recycling Fund Stormwater Utility Fund Special Law Enforcement Trust Fund Prior Year Actual Revenues FY 2009 Amended Budget FY 2009 Estimated Revenues FY 2010 Proposed Budget Budgetto Budget 1Q 9,635,782 10, 413, 310 10, 385, 965 9,114, 814 -12.47% 636,301 369,490 369,490 - -100.00•/0 330,000 1,677,011 1,677,011 1,313,323 -21.69% 57,736 112,752 112,752 115,000 1.99 % 3,608,089 3,874,421 3,882,266 4,167, 590 7.57% 411,145 451,410 452,554 437,820 -3.01% 308,119 333,990 332,243 318,050 -4.77% - - - N/A Total General Fund Revenues 14,987,172 17,232,384 17,212,281 15,466,597-10.25% FY2010 - Where the Money Comes From 2% 1 v General Fund 59% ■ Capital Improvement Fund 8% o Capital Projects Fund 1% ■ Water Utility Fund 27% o Refuse & Recycliing Fund 3% B Stormwater Utility Fund 2% Page 184 4 4 4 No Text Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA All Governmental & Proprietary Funds Revenue Summary by Function (Where the Money Comes Froml Prior Year FY 2009 FY 2009 FY 2010 Budget to Actual Amended Estimated Proposed Budget Revenues Budget Revenues Budget % General Government 8,486,666 7,848,740 7,870,000 7,362,120 -6.20% Public Safety 1,134,911 955,026 996,218 1,023,760 7.20% Transportation - - - - N/A Leisure Services 113,942 166,000 181,700 84,000 -49.40 % Water Utility Services 3,608,089 3,797,710 3,882,266 3,956,590 4.18% Refuse & Recycling 411,145 421,000 418,671 418,630 -0.56% Storm Water Utilities 308,119 333,990 332,243 318,050 -4.77% Other Financing Sources 924,300 3,709,918 3,531,183 2,303,447 N/A Total General Fund Revenues 14,987,172 17,232,384 17,212,281 15,466,597-10.25% FY2010 - Where the Money Comes From 3' i.l General Government 48% ■ Public Safety 6% V Water Utility Services 26% ® Refuse and Recycling 3% V Storm Water Utilities 2% W Other Non -Operating 15% Page 186 • • Village of Teq.uesta Florida FY 2009-2010 Budget • 1�1 • VILLAGE OF TEOUESTA All Governmental & Proprietary Funds Expenditure Summary by Function (Where the Money Goesl Prior Year FY 2009 Actual Amended Expenditures Budget FY 2009 FY 2010 Estimated Proposed Expenditures Budget Budgetto Budget General Government 1,224,615 1,449,847 1,430,175 1,486,350 2.52% Public Safety 5,584,835 5,831,001 5,731,927 5,937,424 1.83% Transportation 721,103 1,274,348 1,267,879 1,939,353 52.18% Leisure Services 546,553 717,106 691,741 611,340 -14.75% Water Utility Services 2,628,103 3,314,352 3,240,821 2,985,980 -9.91% Refuse & Recycling 420,081 451,410 450,554 437,820 -3.01% Storm Water Utilities 119,050 137,025 134,791 228,650 66.87% Other Financing Uses 3,266,011 4,057,295 4,264,393 1,839,680 -54.66% Total General Fund Revenues 14,510,351 17,232,384 17,212,281 15,466,597-10.25% FY2010 - Where the Money Goes w General Government 10% ■ Public Safety 38% v Transportation13% ■ Leisure Services 4% w Water Utility Services 19% u Refuse and Recycling 3% J Storm Water Utilities 1% W Other Finance Uses 12% Page 187 Village of Tequesta. Florida FY 2009-2010 Budget This Page Intentionally Left Blank Page 188 • VILLAGE OF TEQUESTA Fiscal Year 2009-2010 Budget Document All Governmental & Proprietary Funds Capital Outlay Village of Tequesta Florida FY 2009-2010 Budget This Page Intentionally Left Blank Page 190 E 0 Village of Tequesta Florida FY 2009-2010 Budget • VILLAGE OF TEQUESTA All Governmental & Proprietary Funds Capital Outlay Overview Comparison between Personnel, Operating and Capital Outlay Budgets The personnel and operating budgets include expenses that are generally of a recurring nature, salary expenses, office supplies, printing and binding, etc., and are appropriated for one year only. They provide for all Village services but not for major physical assets. Year to year changes in the personnel and operating budgets are expected to be fairly stable and represent incremental changes in the cost of doing business. Resources for the personnel and operating budgets generally come from taxes, user fees, licenses and permits and intergovernmental revenues that usually recur from year to year. The capital budgets include one-time costs for projects that may last several years or major equipment purchases. The projects result in major physical assets for the Village. Resources for the capital budgets generally come from bond issues, grants, taxes, loans and reserves. 5-Year Capital Outlay Plan • The Village of Tequesta's capital outlay plan is comprised of a five year projection of future improvements to existing facilities, the acquisition of land and buildings, construction of new facilities and major equipment purchases. The Village's definition of a capital expenditure is "Expenditures which result in the acquisition of or addition to, fixed assets: buildings, land improvements or equipment". The Village identifies its total, projected capital expenditures as its capital outlay. The minimum dollar threshold for a capital expenditure is $2,000. Routine capital expenditures represent the cost(s) of items that are purchased on an annual basis such as computer hardware, vehicles and various types of equipment. These expenditures are generally budgeted within the Department acquiring the asset. Non -routine capital expenditures represent the cost(s) of items that are not purchased on a regular basis. This category usually consists of expenditures related to capital projects such as The Municipal Center and The Tequesta Drive Bridge Project. These expenditures are generally budgeted in the Capital Improvement Fund 301 or the Capital Projects Fund 303. The purpose of the 5-year capital outlay plan is to promote advanced planning by the Village and serves as a fiscal planning tool to forecast the demands on revenues and future borrowing needs. The 5-year capital outlay plan is reviewed and updated annually during the annual budget preparation process. Page 191 Village of Teguesta,Florida FY 2009-2010 ftdgM VILLAGE OF TEQUESTA All Governmental & Proprietary Funds 5 Year Capital Outlay Plan SummaU 0 FY 09/10 FY 10/11 FY IV12 FY 12/13 FY 13/14 Total General Fund - Fund 001 Computer Equipment 15,000 178,500 112,500 84,500 99,500 490,000 Machinery/Equipment 23,000 56,500 391,100 56,579 ;', 186,384 713,563 Vehicles 30,000 88,100 81,600 57,600 ! 83,800 341,100 Furniture/Fixtures/Equipment 0 2,000 1,600 12,000 0 15,600 Grand Total General Fund 68,000 325,100 586,800 210,679 369,684 1,SW,263 Capital Improvement and Capital Projects Funds - Funds 301 and 303 Construction -Bridge 1,198,323 0 0 0 ;; 0 1,198,323 Pathway Improvements 0 5,000 5,000 5,000 5,000 20,000 Road Improvements 0 0 200,000 0 250,000 450,000 Streetlights 0 150,000 0 150,000 0 300,000 Machinery/Equipment 115,000 0 0 0 0 115,000 Total Capital Improvement Fund 1,313,323 155,000 205,000 155,000 255,000 2,083,323 Water Utility Fund - Fund 401 Architecture & Engineering 0 0 15,000 0 20,000 35,000 Misc. Water Main Extension 0 0 150,000 0 200,000 350,000 Machinery/Equipment 25,000 0 0 0 ' 0 25,000 Vehicles 0 25,000 0 25,000 0 50,000 Total Water Utility Fund 25,000 25,000 165,000 25,000 220,000 460►000 Stormwater Utility Fund - Fund 403 Drainage Improvements Swales 5,000 5,000 5,000 5,000 10,000 30,000 Drainage Improvements Other 100,000 0 300,000 0 200,000 600,000 Total Stormwater Utility Fund 105,000 5,000 305,000 5,000 210,000 630,000 Grand Total - All Funds 1,511,323 510,100 1,261,800 395,679 1,054,684 4,733,586 Page 192 Village of Teguesta Florida FY 2009-2010 Budget • C. • VILLAGE OF TEQUESTA All Governmental & Proprietary Funds Fiscal Year 2009/2010 Capital Outlay Detail FY 09/10 General Fund - Fund 001 Computer Equipment UPS Battery Replacements, Server Upgrades 15,000 Machinery/Equipment Upgrade Batteries/Chargers on Portable Radios 9,000 Thermal Imaging Camera 9.000 Christmas Tree Upgrade 3,500 Lawn Mower 1,500 Vehicles Police Car 30,000 Grand Total General Fund 68,000 Capital Improvement and Capital Projects Funds - Funds 301 and 303 Construction Tequesta Drive Bridge 1,198,323 Machinery/Equipment Air Conditioning & Doors - Recreation Center 65,000 VOIP Telephone System 50,000 Total Capital Improvement Fund 1,313,323 Water Utility Fund - Fund 401 Machinery/Equipment VOIP Telephone System 25,000 Total Water Utility Fund 25,000 Stormwater Utility Fund - Fund 403 Drainage Improvements - Swales Various Improvements Throughout Village Drainage Improvements - Other m Pipe Rehab - Seabrook Road 100,E Total Stormwater Utility Fund 105,000 Grand Total - All Funds 1,511,323 Page 193 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA All Governmental & Proprietary Funds Fiscal Year 2009.12010 Capital Outlay - Notes Notes General Fund The FY2010 General Fund's capital outlay budget consists of routine, replacement items with the exception of the upgrade to the Christmas tree; this is considered a non -routine expenditure. Please see previous page for a detailed listing of these items. Capital Improvement Fund The Village has budgeted for three capital improvements in the Capital Improvement Fund (301), they are as follows: Replacement air conditioning and front doors at the Recreation Center $65,000 VOIP telephone system (67% of total cost) $50,000 Tequesta Drive Bridge replacement $1,198,323 Total $1,313,323 The VOIP phone system's estimated cost is $75,000 with $50,000 being budgeted in the Capital Improvement Fund and $25,000 being budgeted in the Water Utility Fund. It will replace the existing telephony infrastructure with a single centrally managed solution. This project will significantly decrease the Village's reoccurring leased line cost, lower its dependence on an outside telephone vendor, and provide tangible productivity benefits. The FDOT has taken over the Tequesta Drive Bridge replacement project and requested an additional $1,198,323 in cash be deposited with them to cover any additional costs associated with the bridge. Any remaining funds after completion of the project will be returned to the Village. Please see the "Budget Message" on pages 5-10 for a more detailed discussion on the replacement of the Tequesta Drive Bridge. Capital Projects Fund The Capital Projects Fund (303) has a FY2010 budget of $115,000 however; there are no capital projects budgeted for in this fund. The $115,000 budget is comprised of an appropriation that is to be transferred to the Capital Improvement Fund. This transfer is to fund the replacement air conditioning and doors at the Recreation Center and 67% of the cost of the VOIP telephone system. Water Utility Fund The $25,000 capital outlay budget in the Water Utility Fund is reserved for the VOIP phone system. See the Capital Improvement Fund section above for an explanation on the replacement phone system. 0 Storm Water Utility Fund This capital outlay budget consists of $5,000 for routine repairs and $100,000 for pipe rehabilitation along Seabrook Road. • Page 194 VILLAGE OF TEQUESTA Fiscal Year 2009-2010 Budget Document All Governmental & Proprietary Funds Debt Service & Capital Leases F Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA All Governmental & Proprietary Funds Debt Service & Capital Leases The Village has entered into the following capital lease and long-term debt agreements: Public Safety 2002 Note Payable Holder: Bank of America Purpose: Public Safety Facility Original Amount of Loan - $5,000,000 Interest Rate — 4.28% Annual Payment - $372,501 20 Year Term Expires September 2022 Projected Principle Amount Outstanding at 09/30/09 - $3,709,028 Capital Lease Holder: Bank of America Purpose: Sutphen Custom Pumper Truck and Equipment Original Amount of Loan - $397,922 Interest Rate — 3.61% Annual Payment - $46,720 10 Year Term Expires April 2012 Projected Principle Amount Outstanding at 09/30/09 - $130,618 Capital Lease Holder: Banc of America Purpose: Ambulance Original Amount of Loan - $152,999 Interest Rate — 3.84% Annual Payment - $33,630 5 Year Term Expires June 2010 Projected Principle Amount Outstanding at 09/30/09 - $22,106 Water Utility 2004 Note Payable Holder: Bank of America Purpose: Water system expansion Original Amount of Loan - $645,170 Interest Rate — 4.96% Annual Payment —Varies, See Page 99 20 Year Term Expires May 2024 Projected Principle Amount Outstanding at 09/30/09 - $390,952 2008 Note Payable Holder: Bank of America Purpose: Advance refunding of 1998 Water Revenue Bonds Original Amount of Loan - $6,554,935 Interest Rate — 3.6852% Annual Payment -Varies, See Page 99 236 Month Term (Approximately 20 yrs) Expires March 2028 Projected Principle Amount Outstanding at 09/30/09 - $6,277,567 *Note: Total assessed value at 09/30/09: Village's 10% debt limit (see page 38) Village's projected, total outstanding debt at 09/30/09 Remaining/available: $833,906,426 $ 83,390,643 $ 10,530,271 $ 72,860,372 Page 196 9 • Village of Tecluesta Florida FY 2009-2010 Budget • VILLAGE OF TEQUESTA All Governmental & Proprietary Funds Debt Service and Capital Leases Expenditure Summary FY 2009 FY 2010 Budgetto Prior Year Amended FY2009 Proposed Budget Actual Budget Estimated Budget % Appropriations: General Fund #001 Principle 312,897 281,565 281,565 282,120 0.20% Interest 184,246 171,305 171,305 159,550 -6.86% Water Utility Fund #401 Principle 248,248 261,178 261,178 262,940 0.67% Interest 221,236 288,891 288,888 278,920 -3.45% Total Expenditures: 966,627 1,002,939 1,002,936 983,530 -1.94% • *Note: The General Fund and the Water Utility Fund are the only two Village funds with outstanding debt at this time. 600000 500000 400000 300000 200000 100000 0 • FY2008 Actual FY2009 Amended FY2010 Proposed u General Fund ■ Water Utility Fund Page 197 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA All Governmental & Proprietary Funds Debt Service & Capital Leases Expenditure Detail Appropriations: Public Safety 2002 Note Payable apital Lease -Pumper Truck & Equip. Capital Lease -Ambulance Capital Lease -Chevrolet Tahoe Capital Lease-800 mghz Radios Other Debt Service Expenses Water Utility 1998 Water Revenue Bonds 2004 Note Payable 2008 Note Payable Other Debt Service Expenses FY 2009 FY 2010 Budgetto Prior Year Amended FY2009 Proposed Budget Actual Budget Estimated Budget % 372,502 372,510 372,510 372,510 N/A 46,720 46,725 46,725 46,730 0.01% 33,630 33,635 33,635 22,430 -33.31% 8,250 - - - N/A 35,726 - - - N/A 315 - - - N/A 325,510 - - - N/A 45,135 44,585 44,582 44,400 -0.41% 93,013 476,484 476,484 468,460 -1.68% 5,826 29,000 29,000 29,000 N/A Total Expenditures: 966,627 1,002,939 1,002,936 983,530 -1.949(o FY2010 Debt Service and Capital Lease Appropriations by Fund General Fund ■ Water Utility Fund Page 198 U • Village of Tequesta Florida FY 2009-2010 Budget • VILLAGE OF TEQUESTA All Governmental & Proprietary Funds Schedule of Future Payments by Year Fiscal Year 2002 Capital Capital 2004 2008 Ending Note Lease- Lease- Note Note Total September30, Payable Pumper Ambulance Payable Payer by Year 2010 372,501 46,720 22,420 44,391 468,446 954,478 2011 372,501 46,720 - 44,151 468,373 931,745 2012 372,501 46,720 - 43,862 468,501 931,584 2013 372,501 - - 44,522 469,571 886,594 2014 372,501 - - 44,084 470,027 886,612 2015 372,501 - - 44,596 469,511 886,608 2016 372,501 - - 44,009 471,525 888,035 2017 372,501 - - 44,372 472,075 888,948 2018 372,501 - - 44,636 472,099 889,236 2019 372,501 - - 44,801 471,190 888,492 2020 372,501 - - 44,866 470,035 887,402 2021 372,501 - - 37,869 470,140 880,510 • 2022 372,501 Pre -Paid 472,002 844,503 2023 - - - Pre -Paid 472,758 472,758 2024 - - - Pre -Paid 472,781 472,781 2025 - - - 471,517 471,517 2026 - - - - 471,854 471,854 2027 - - - - 473,526 473,526 2028 - - - - 234,823 234,823 14,242,007 4,842,513 140,160 22,420 526,159 8,710,754 Future Payments by Year 1200000 1000000 800000 600000 400000 200000 0 O ri .1 N M ri rq c4 In l0 i 4 1-I n 00 M 1-1 O r-1 N N N N M ;T Ln N N N l0 r" 00 N N N O fV O O O N N N O O O N N lV O O O N N N O O O N N N O O O N N N O O O (V N N Page 199 Village of Tequesta, Florida FY 2009-2010 Budget VILLAGE OF T EQUES`I'A All Governmental & Proprietary Funds Debt Service & Capital Leases Notes (Votes 0 The Village intends to reduce its debt service by paying off existing debt issues if the resulting savings are significant and by purchasing capital items with current year revenues and/or funds set aside and reserved for this purpose. The term for the 2005 capital lease for the ambulapce expires in June, 2010. This resulted in debt related expenditures in FY2010 decreasing by 1.94%. 0 0 Page 1 100 No Text No Text • • THE GENERAL FUND IS THE CHIEF OPERATING FUND OF THE VILLAGE OF TEQUESTA. THE GENERALLY ACCEPTED ACCOUNTING PRINCIPLES (GAAP) PRESCRIBE THAT THE GENERAL FUND BE USED TO ACCOUNT FOR AND REPORT ALL FINANCIAL RESOURCES NOT ACCOUNTED FOR AND REPORTED IN ANOTHER FUND. THAT IS, IT IS PRESUMED THAT ALL OF A GOVERNMENT'S ACTIVITIES ARE REPORTED IN THE GENERAL FUND UNLESS THERE IS A COMPELLING REASON TO REPORT AN ACTIVITY IN SOME OTHER FUND TYPE SUCH AS LEGAL OR BOND REQUIREMENTS. Page 1 101 Village of Tequesta Florida FY 2009-2010 Budget This Page Intentionally Left Blank Page 1 102 C: • G'10 vQ` �v VILLAGE OF TEQUESTA Fiscal Year 2009-2010 Btidget Document General Fund # 001 Personnel OF TEQ,F a 9 `y COU N�� Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEOUESTA General Fund - Fund 001 Personnel Organization Chart Page 1 104 U 1�1 • No Text No Text . 2� w � :, �� >' C « .� � .yam � d? � � ?:z « .: a>ar,� ; . �. ��7�������•�\ Nor _ 0 0 Page 1107 Village of Tequesta Florida FY 2009-2010 Budget VILLAGE OF TEOUESTA General Fund - Fund 001 Revenue Summary (Where the Money Comes From) Prior Year FY 2009 FY 2009 FY 2010 Budget to Actual Amended Estimated Proposed Budget Revenue Budget Revenue Bud e % Ad Valorem Taxes 5,661,201 5,156,000 5,164,090 4,636,000 -10.09% Other Taxes 1,123,272 1,114,891 1,180,410 1,014,240 -9.03% Franchise Fees 44,270 470,000 475,000 490,000 4.26% Licenses & Permits 299,059 229,525 233,560 247,400 7.79% Inter -Governmental 783,033 752,140 739,600 700,440 -6.87% Charges for Services 574,936 561,655 571,038 786,310 40.009". Fines & Forfeitures 40,079 27,500 28,970 22,400 -18.55% Intra-Governmental 280,100 292,990 292,990 307,740 5.03% Miscellaneous 140,579 138,285 166,660 198,350 43.44% Inter -Fund Transfers 473,700 369,490 369,490 - -100.00% Interest 192,977 121,500 55,500 57,000 -53.09% Grants 12,941 5,280 35,600 - -100.00% Disposition of Fixed Assets 9,635 - 4,500 10,000 N/A Appropriate Fund Balance - 1,174,054 1,068,557 644,934 -45.07% Total General Fund Revenues: 9,635,782 10,413,310 10,385,965 9,114,814 -12.47% FY2010 - Where the Money Comes From 1% not 0% 1 v Ad Valorem Taxes 50.86% ■ Other Taxes 11.13% o Franchise Fees 5.38% ■ Licenses & Permits 2.71% o Inter -Governmental 7.68% o Charges for Services 8.63% u Fines & Forfeitures 0.25% ■ Intra-Governmental 3.38% o Miscellaneous 2.18% ■ Interest 0.63% * Disposition of Fixed Assets 0.11% v Appropriate Fund Balance 7.08% Page 1 108 • • • • • VILLAGE OF TEOUESTA General Fund - Fund 001 Expenditure Summary (Where the Money Goes) Prior Year FY 2009 FY 2009 FY 2010 Budget to Actual Amended Estimated Proposed Budget Expenditures Budget Expenditures Budget Council 25,960 41,250 38,310 39,850 -3.39% Manager 181,753 180,854 180,234 181,040 0.10% Human Resources 158,684 198,589 197,389 168,330 -15.24% Village Clerk 197,549 177,099 175,674 197,350 11.43% Finance 366,992 414,332 410,070 416,280 0.47% Legal 97,121 118,000 119,000 110,000 -6.78% Other General Government 196,556 319,723 309,498 323,500 1.18% Law Enforcement 2,624,902 2,771,532 2,686,415 2,866,170 3.41% Community Development 515,904 375,950 390,789 308,550 -17.93% Fire -Rescue 2,444,029 2,683,519 2,654,723 2,762,704 2.95% Public Works 712,960 795,660 789,191 741,030 -6.87% Parks - 95,000 75,000 - -100.00% Leisure Services 469,902 509,354 503,989 546,340 7.26% Debt and Capital Leases 497,143 452,870 452,870 441,670 -2.47% Inter -Fund Trfrs, Other, Cont. 387,263 1,279,578 1,402,813 12,000 -99.06% Total General Fund Revenue! 8,876,718 10,413,310 10,385,965 9,114,814 -12.47% FY2010 - Where the Money Goes 0% 0% 2% 2% 2% W Council 0.44% ■ Manager 1.99% o Human Resources 1.85% ■ Village Clerk 2.17% W Finance 4.57% o Legal 1.21% ._j Other General Government 3.55% ■ Law Enforcement 31.45% v Community Development 3.39% ■ Fire -Rescue 30.31% m Public Works 8.13% N Leisure Services 5.99% J Debt and Capital Leases 4.85% Li Inter -Fund Trfrs, Other, Cont. 0.13% Page 1 109 Village of Teauesta. Florida FY 2009-2010 Budget This Page Intentionally left Blank Page 1 110 • 11 • VILLAGE OF TEQUESTA Fiscal Year 2009-2010 Budget Document General Fund # 001 Departments \Cy Village of Tequesta. Florida FY 2009-2010 Budget This Page Intentionally Left Blank Page 1 112 • Village of Tequesta. Florida FY 2009-2010 Budget LJ • • VILLAGE OF TEQUESTA Mayor & Council Members - Dept. 100 Mission Statement The Village Council is committed to providing the best possible professional government and the delivery of quality service levels that reflect community priorities and maintain the best possible quality of life for all residents. �3 Services. Functions and Activities A five member Village Council, elected at large on a non -partisan basis, governs the Village of Tequesta. The Village Council shall enact local legislation, adopt budgets, determine policies and appoint a Village Manager, who is responsible for administration of that policy and for managing the Village's departments and services. The Village Council, at its first regular meeting subsequent to the date of the annual election of Village Council Members shall appoint one of its members as Mayor and another as Vice -Mayor. The Mayor presides at all Council meetings and other functions and is the ceremonial head of the Village. Page 1 113 Vffla= of Te2aruesta. Florida FY 2009-2010 Budget VILLAGE GE 'dTE,QUESTA Mayor & Council Members , Dept.100 Fersennei Organization Chart This Section Intentionally Left Blank This Department Does. Not Have Any Personnel Page 1114 • • FY 2009-2010 Budget Village of Tequesta. Florida • Page 1 115 VILLAGE OF TEQUESTA Mayor & Council Members - Dept. 100 Staffing Summary This Section Intentionally Left Blank This Department Does Not Have Any Personnel No Text • • • Village of Teauesta Florida FY 2009 2010 Budget VILLAGE OF TEOUESTA Mayor & Council Members - Dept 100 Expenditure Summary FY 2009 FY 2010 Budgetto Prior Year Amended FY 2009 Proposed Budget Actual Budget Estimated Budget Appropriations: Personnel Services - - - - N/A Operating Expenditures 25,960 41,250 38,310 39,850 -3.39% Capital Outlay - - - - N/A Total Expenditures: 25,960 41,250 38,310 39,850 -3.391/6 45000 40000 35000 30000 25000 20000 15000 10000 5000 0 Expenditures Comparison by Fiscal Year FY2008 Actual FY2009 Amended FY2010 Proposed Lj Personnel ■ Operating Capital Page 1 117 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Mavor & Council Members - Dept. 100 Explanation of Significant Changes Personnel: N/A is Operating: The account for books, publications, subscriptions and memberships was decreased approximately 11% and the aid to community organizations account was decreased 10% to reflect actual expenditures in prior years. Capital: N/A VILLAGE OF T EQUES T A Mavor & Council Members - Dept. 100 Fiscal Year 2010 Goals & Objectives • In the coming year, we anticipate a continued loss of ad valorem tax revenue based on the probability of reduced property assessments which we have experienced for the past two years. We will however continue to set our goals high and endeavor to maintain our current outstanding level of service for the Village of Tequesta while using every means at our disposal to avoid a raise in our tax rate. To do this, we will continue to review and monitor our departmental budgets and staffing levels, look for alternative funding sources for our services where possible, monitor the on -going bridge construction project which should result in our recovering a significant portion of the $1.2 million that we had to deposit with the state, continue to nurture the efforts we have put into place through our website and newsletter to increase our level of communication with our residents and we will strive to enhance the coordinated efforts of our Village Council, our administration and staff to have fiscal conservation and efficiency at the top of our priority list. • Page 1 118 • • Village of Tecluesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Village Manager - Dept. 110 Efi3 Mission Statement The Village Manager, under the guidance and direction of the Village Council, is to provide quality public services to residents and business of the Village in an effective, efficient and economical manner. Services, Functions and Activities The Village Manager is the Chief Administrative Officer of the Village and is responsible for planning, organizing and directing Village Departments under the Manager's jurisdiction. The Department of the Village Manager oversees all administrative, management and operational functions of the Village. This responsibility includes direct oversight of all Village staff, most directly Department Heads: Human Resources, Village Clerk, Finance, Police, Community Development, Fire, Public Works, Leisure Services and Utilities. Pursuant to Village Resolution # 52-01/02, effective June 13, 2002, the Village Manager has been designated Acting Utilities Director and is responsible for the supervision and management of the Village of Tequesta's potable water utility. The Village Manager also, both independently and at the direction of the Village Council, conducts studies for various revenue sourcing projects, Village enhancements and Village programs. Page 1 119 Village of Tequesta Florida FY 2009-2010 Budget VILLAGE OF TEOUESTA Village Manager - Dept. 110 Personnel Organization Chart Page 1 120 C] 0 • Village of Tequesta. Florida FY 2009-2010 Budget is Staff i ng: VILLAGE OF TEQUESTA Village Manager - Dept. 110 Staffing Summary FY 2009 FY 2010 Prior Year Amended FY2009 Proposed Actual Budget Estimated Budget Full Time 1.50 1.50 1.50 1.50 Part Time 0 0 0 0 Total Staffing: 1.50 1.50 1.50 1.50 Percentage of Budget Designated for Personnel Services in FY2010 2% N Personnel ■ Operating & Capital • Page 1 121 VILLAGE OF TE �J� ESTA Village Manager ^ Dept.110 Revenue Summa This Section Intentionally Left (Blank This Department Does Not Collect Revenues Page � 122 • s Village of Tequesta. Florida FY 2009-2010 B • Appropriations: )% Personnel Services 3% Operating Expenditures 4 Capital Outlay • VILLAGE OF TEQUESTA Village Manager - Dept. 110 Expenditure Summary FY 2009 FY 2010 Budgi Prior Year Amended FY 2009 Proposed Bud; Actual Budget Estimated Budget L 175,817 178,504 178,434 177,790 -0.4 5,936 2,350 1,800 3,250 38.3 N/ Total Expenditures: 181,753 180,854 180,234 181,040 0.1( 180000 160000 140000 120000 100000 80000 60000 40000 20000 0 Expenditures Comparison by Fiscal Year FY2008 Actual FY2009 Amended FY2010 Proposed u Personnel ■ Operating o Capital 1 123 Pag( Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Village Manager - Dept. 110 Explanation of Significant Changes • Personnel: The 0.40% decrease in personnel expenditures is a combination of merit increases (4% for the Village Manager and 5% for other staff), an 11.30% increase in projected pension contributions and the elimination of the bonus expenditure in FY2010. Pension contributions were increased by administration in an attempt to prepare for a projected, low investment return in the pension funds. Operating: The 38.30% increase in the operating expenditures is a result of the "Budget Cost Savings Plan" that was implemented in FY2009. The original FY2009 operating budget was $6,550 before it was amended to $2,350 in an attempt to cut expenditures and save money. The majority of the cut was in the training and travel expenditures which were added back into the FY2010 budget. The FY2010 budget for operating expenses is actually 50.4% lower than the original FY2009 budget. Capital: N/A VILLAGE OF TEQUESTA Village Manager - Dept. 110 Fiscal Year 2010 Goals & Objectives • • Negotiate all labor contracts • Work with the Florida Department of Transportation on completion of the Tequesta Drive Bridge project • Identify new and alternative revenue sources • Re -organize Community Development Department to achieve optimum efficiency while continuing high level of service • Page 1 124 Village of Tequesta. Florida FY 2009-2010 Budget • • L] VILLAGE OF TEQUESTA Human Resources - Dept. 111 Mission Statement To ensure the fair and equitable treatment of Village employees within a safe work environment, while providing the Village residents and other customers with responsible, qualified employees who deliver outstanding services. Services. Functions and Activities ➢ Assist departments in the recruitment and selection and orientation of qualified employees, including job -postings, pre -employment physicals and drug screening, background and reference checks ➢ Personnel and medical file maintenance pursuant to Florida Public Records Law ➢ Benefits Administration including health, dental, vision, life insurance, EAP, AFLAC and ICMA Deferred Compensation ➢ Prepare, maintain and administer Village Policies and Procedures consistently throughout departments ➢ Assist the Village Manager with the negotiation and administration of the Collective Bargaining Agreements ➢ Administration of Worker's Compensation Insurance and claims handling ➢ Employer representative in workers' compensation claims litigation/settlement cases ➢ Administration of FMLA ➢ Respond to Unemployment compensation claims ➢ Assist departments with performance management and disciplinary issues ➢ Participation in annual local and statewide salary surveys to ensure competitive compensation levels ➢ Chair the Village's Safety Committee ➢ Coordinate general and safety training, including programs such as Drug -Free Workplace, Team Building, Sexual Harassment and Diversity ➢ Manage the Village's Risk Management portfolio, including Property & Casualty and Group Benefits, and review and approve payment of monthly, quarterly and annual insurance premiums ➢ Provide telephone receptionist coverage and customer services duties for the Village ➢ Edit and publish the Village's quarterly newsletter Page 1 125 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Human Resources - Dept. 111 Personnel Organization Chart Page 1 126 • • 0 Village of Tequesta Florida s VY 2009-2010 Budget 0 Staffing: VILLAGE OF TEQUESTA Human Resources - Dept. 111 Staffing Summary FY 2009 FY 2009 FY 2010 Prior Year Amended Estimated Proposed Actual Budget Revenue Budget Full Time 2 2.5 2.5 2.0 Part Time 0 0 0 0 Total Staffing: 2 2.5 2.5 2.0 Percentage of Budget Designated for Personnel Services in FY2010 3% Personnel ■ Operating & Capital • Page 1 127 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Human Resources - Dept. 111 Revenue Summary This Section Intentionally Left Blank This Department Does Not Collect Revenues Page 1 128 0 • Budget. to o o c s e c --v �:�scal Year r� Village of Teguesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Human Resources - Dept. 111 Explanation of Significant Changes • Personnel: Retirement of Administrative Assistant Marilou Kuper which was shared 50/50 with the Community Development Department. Position changed to part time and reports to Community Development. Operating: Printing and binding and major subscriptions done every two years to update handbook, safety manual and labor laws. Next requirement is in fiscal year 2011.. Capital: N/A VILLAGE OF TEQUESTA Human Resources - Dept. 111 Fiscal Year 2010 Goals & Objectives The ongoing transition to electronic records is a priority for Human Resources, as the department continues its automation thrust. During the 2008/09 fiscal year a total of 4,378 pages were scanned and we aim to exceed these numbers over the coming year. Other areas of focus of the HR department for 2010 will be on raising and maintaining employee morale, general training for employees, as well as on -going training for the 2 members of the HR department, in order to be able to serve the broad Human Resources and Risk Management needs of the Village. In the latter part of FY 2008/09, base line data was collected from employees on their attitude to their job, management, the Council and the Village in general. This data will be collected in February annually and analyzed to determine areas of focus, to identify problems and to implement suggestions as practical. General safety training developed in house in conjunction with the Safety Committee will be on -going, as well as training for basic sensitization areas such as Ethics, Diversity and possible Team Building, if resources allow. is Page 1 130 Village of Tequesta Florida FY 2009-2010 Budget L� • VILLAGE OF TEQUESTA Village Clerk - Dept. 120 Mission Statement To serve the citizens of the Village of Tequesta in a courteous and impartial manner; accurately record and preserve the Village's history; provide a transparent government by ensuring proper access to open records; and effectively communicate pertinent knowledge and information to the general public. Services. Functions and Activities The Village Clerk's Office maintains the official records of the Village, prepares and coordinates the Council agendas and backup records, records the Council's official minutes, is the Village's Supervisor of Elections, notices the public meetings and processes legal advertisements, administers the imaging program, compiles yearly state reports and Financial Disclosures, organizes special events, processes public record requests, provides information services to the Council and Public, and oversees membership of the advisory boards. The Village Clerk serves as Clerk, Municipal Supervisor of Elections, Webmaster, Pension Coordinator, and Administrative Public Information Officer and serves as a department head, maintains effective communication with residents, and accepts other projects as assigned by the Village Manager. Page 1 131 Village of Tequesta Florida FY 2009-2010 Budget VILLAGE OF TEOUESTA Village Clerk - Dept. 120 Personnel Organization Chart Page 1 132 is FY 2009-2010 Budget ILAGE OF TEQUESTA • Rage Clerk - Dept.120 Staffing Summary FY 2009 FY 2010 PriorYear Amended FY 2009 Proposed Actual Budget Estimated Budget Village of Teauesta. Florida Staff i ng: 1 2 2 2 Full Time 1 0 0 0 Part Time 2 2 2 2 Total Staffing: e of Budget Designated for Percentag inel Services in FY2010 Persol u Personnel ■ Operating & Capital • Page 1 133 Vfl:ale e Tequesta. F a:7m3a FY 2QQ9-ZQ1Q Bullet VILLAGE OF TEQUES i,A, Village C erk - Pert.120 Revenue Sam- ma V This -SectiGp Intentionally Left, Blank This Department Does Not Collect Revenues Page E 134 �j Village of Teauesta. Florida FY 2009 2010 Budget • VILLAGE OF TEQUESTA Village Clerk - Dept.120 Expenditure Summary FY 2009 FY 2010 Budget to Prior Year Amended FY 2009 Proposed Budget Actual Budge Estimated Budget % Appropriations: Personnel Services 130,838 137,529 137,418 143,660 4.46% Operating Expenditures 66,711 39,570 38,256 53,690 35.68% Capital Outlay - - - - N/A Total Expenditures: 197,549 177,099 175,674 197,350 11.43% 9 Expenditures Comparison by Fiscal Year 160000 140000 120000 100000 80000 60000 40000 20000 0 • FY2008 Actual FY2009 Amended FY2010 Proposed u Personnel ■ Operating ■ Capital Page 1 135 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEOUESTA Village Clerk - Dept. 120 Explanation of Significant Changes Personnel: The 4.46% increase in personnel expenditures is a combination of a 5% merit increase for all eligible, full time Village staff, an increase in pension contributions of 11.30% and a decrease in the personnel training account of 18%. Pension contributions were increased by administration in an attempt to prepare for a projected, low investment return in the pension funds. Operating: The 35.68% increase in the operating expenditures is primarily due to election expenditures. The cost of running the Village's elections may increase due to a possible new agreement with the Supervisor of Elections Office. A committee established by the SOE, Palm Beach County Clerks, and Palm Beach County League of Cities is currently reviewing this agreement. The agreement is not yet finalized. Also, Capital: N/A VILLAGE OF TEOUESTA Village Clerk - Dept. 120 Fiscal Year 2010 Goals & Objectives • Ensuring the minutes of meetings are completed within a month to ensure reasonable access by the residents. • Streamline the Boards and Committees member appointments/reappointments to allow for a uniform consistency. • Reorganize the Village website to ensure information is easily accessible (this will include creating more sub -groups and transfer of information). • Have all past minutes imaged by the end of December 2010. • Have all past approved resolutions imaged by the end of December 2010. • Continue records management/disposition of records at the Public Works facility and the Village Hall storage room. • Create an index of records remaining at both locations. • Provide records management training to Village Departments. • Become more educated in the public information officer field of expertise. Page 1 136 40 • 0 Village of Tequesta. Florida FY 2009-2010 Budget • • • VILLAGE OF TEOUESTA Finance Department - Dent. 130 E�� Mission Statement The Finance Department is committed to providing financial management, general accounting services, cash management, debt management, revenue projections, budget management/reporting, utility billing and customer service for the Village while ensuring adequate, accurate and timely financial data in accordance with generally accepted accounting principles (GAAP). The department provides financial guidance and information to and transaction processing for all Village departments in an efficient, helpful and timely manner to assure financial accuracy, accountability and transparency. Services. Functions and Activities Primary Functions Financial Administration o Manage the Village's financial operations. ■ Advise the Village Manager and Village Council regarding financial matters ■ Develop and recommend administrative fiscal policies ■ Budget and TRIM compliance ■ Preparation and submission of Comprehensive Annual Financial Report ■ Cash and investment management and banking relations ■ Debt management ■ Assists the Manager in negotiation of all collective bargaining and other agreements ■ Review agenda items for compliance and financial sufficiency ■ Calculate annual utility rate change General Accounting o Provides for the financial reporting, independent audit, budgeting and accounting of the Village including the Pension Trusts ■ Ensure adequate, accurate and timely financial data in accordance with generally accepted accounting principles (GAAP) ■ Submit financial reports to the Manager monthly and as requested ■ Budget projections, preparation and management ■ Establish and maintain internal controls to ensure that assets of the Village are protected from loss, theft or misuse ■ Plan, schedule and complete federal, state, county and village required reports and audits Page 1 137 This Rage Intentionally heft Blank Page 1138 • 0 No Text Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Finance Department - Dept. 130 Personnel Organization Chart Page 1 140 • 9 11 • Village of Tequesta. Florida FY 2009-2010 Budget Staff i ng: VILLAGE OF TEQUESTA Finance Department - Dept. 130 Staffing SummarX FY 2009 FY 2010 Prior Year Amended FY2009 Proposed Actual Budget Estimated Budget Full Time 4.65 4.65 4.65 4.65 Part Time 0 0 0 0 Total Staffing: 4.65 4.65 4.65 4.65 Percentage of Budget Designated for i Personnel Services in FY2010 • w Personnel ■ Operating & Capital Page 1 141 Village of Tequesta, Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Finance Department - Dent. 130 Revenue Summary This Section Intentionally Left Blank This Department Does Not Collect Revenues Page 1 142 n • E Village of Tequesta. Florida FY 2009-2010 Budget • VILLAGE OF TEQUESTA Finance Department - Dept. 130 Expenditure SummarX FY 2009 FY 2010 Budgetto Prior Year Amended FY 2009 Proposed Budget Actual Budget Estimated Budget Appropriations: Personnel Services 316,417 352,612 352,175 369,790 4.87% Operating Expenditures 50,575 61,720 57,895 46,490 -24.68% Capital Outlay - - - - N/A Total Expenditures: 366,992 414,332 410,070 416,280 0.47% 0 Expenditures Comparison by Fiscal Year 400000 350000 300000 250000 200000 150000 100000 50000 0 C � J FY2008 Actual FY2009 Amended FY2010 Proposed u Personnel ■ Operating o Capital Page 1 143 Village of Tequesta Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Finance Department - Dept. 130 Explanation of Significant Changes • Personnel: The 4.87% increase in personnel expenditures is due to a 5% salary increase for all eligible full time Village staff, an increase in pension contributions of 11.30% and a decrease of approximately $2,200 in unemployment compensation. Pension contributions were increased by administration in an attempt to prepare for a projected, low investment return in the pension funds and unemployment compensation was eliminated from the budget as the Village's obligation was fulfilled in FY2009. Operating: Operating expenses were decreased approximately 25% in FY2010. The cost for accounting and auditing services was reduced by 26% while the computer system and maintenance account was reduced by 40%. The decrease in auditing fees is a result of the RFP done for auditing services in FY2009 and the reduction in the computer system maintenance account is due to the Finance department's computers being replaced in FY2009. Capital: N/A VILLAGE OF TEQUESTA Finance Department - Dept. 130 Fiscal Year 2010 Goals & Objectives • • Complete migration of fixed asset information from excel spreadsheets to FunclBalance "Fixed Asset" module • Apply for the "Distinguished Budget Presentation Award", from the Government Finance Officers Association for the 2009-2010 budget year • Revise the Village's investment policy Page 1 144 Village of Tequesta, Florida FY 2009-2010 Budget • is • VILLAGE OF TEQUESTA Legal Council - Dept. 140 Mission Statement To provide legal support and advice to the Village Council, the Village Manager, Department Directors and advisory boards on all legal issues affecting the Village. Services, Functions and Activities The Village's attorneys provide legal advice to ensure the legality of the official business of the Village of Tequesta; represents the Village in all legal proceedings and administrative matters involving issues of law; work with the Village Manager and the departments drafting ordinances, resolutions, contracts, developmental agreements and other legal documents; and prepare written legal opinions and correspondence for the Village. Page 1 145 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Legal Council - Dept. 140 Personnel Organization Chart This Section Intentionally Left Blank Legal Council for the Village of Tequesta is Contracted Out The Village will be represented by Corbett and White PA in Fiscal Year 2009-2010 The Village will also be represented by Carson and Adkins for all personnel matters involving issues of law in Fiscal Year 2009-2010 Page 1 146 0 • FY 2009-2010 Budget Village of Tequesta. Florida LAGE OF TEQUESTA • it Council - Dept. 140 ;taffing Summa lank This Section Intentionally Left .equesta is Contracted Out Legal Council for the Village of 7 by Corbett and White PA The Village will be represented in Fiscal Year 2009-2010 ited by Carson and Adkins The Village will also be represei ing issues of law in Fiscal Year 2009-2010 • for all personnel matters involy • Page 1 147 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Legal Council - Dept. 140 Revenue Summary This Section Intentionally Left Blank This Department Does Not Collect Revenues Page 1 148 • • C. Village of Teauesta Florida FY 2009 2010 Budget • • • VILLAGE OF TEQUESTA Legal Council - Dept 140 Expenditure Summary FY 2009 FY 2010 Budgetto Prior Year Amended FY2009 Proposed Budget Actual Budget Estimated Budget % Appropriations: Personnel Services - - - - N/A Operating Expenditures 97,121 118,000 119,000 110,000 -6.78% Capital Outlay - - - - N/A Total Expenditures: 97,121 118,000 119,000 110,000 -6.78% 120000 100000 80000 60000 40000 20000 0 Expenditures Comparison by Fiscal Year FY2008 Actual FY2009 Amended FY2010 Proposed u Personnel ■ Operating o Capital Page 1 149 V-01age cf e�uesta -E©rr�a EY 2009-2010 Budget V--LLAGGZ OF 4 FOTl ES l'Pi Legal eoundi - Dept. 140 11 Aplaralion gas S�gnll ;cant Changes Personnel: fV;lA • 4Reratmeg: The 6.78"/a decrease fri operatfrg eraend[I wes fis assodated with the FY2Q19 goal and c jActivp to rediuce, the re-Rarce mi co7tracted paraEegal ses-vlces, c^a_ itali WA VILAGu OF 1 EQIUES A regal Gou�zcH -- Dept A() Fiscal Year 2010 Goals & Objectives • Ree,ure the refiance c� contracted legs i ser��ices 5u encouraging the depaquents uo perform, more paralegal type Items in house, ;gage 1 110 —FY 2009-2010 Budget Village of Tequesta. Florida VILLAGE OF TEQUESTA eral Government - Deft. 160 Efi3 Mission Statement Section Intentionally Left Blank Services. Functions and Activities or the financial activities of the Village that are not specifically irtment. This would include the Village newsletter costs, certain enses and other services not reasonably allocated to another department. Page 1 151 • C] U This Village of Tequesta Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA General Government - Dept. 160 Personnel Organization Chart Page 1 152 • 0 C7 Te uesta Florida FY 2009-2010 Budget Village of' iff i ng: VILLAGE OF TEQUESTA • General Government - Dept. 160 Staffing Summary FY 2009 FY 2010 Prior Year Amended FY 2009 Proposed Actual Budget Estimated Budget Full Time 0 1 1 1 Part Time 0 0 0 0 al Staffing: 0 1 1 1 Percentage of Budget Designated for Personnel Services in FY2010 u Personnel ■ Operating & Capital • Page 1 153 Sti Tot Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEOUESTA General Government - Dept. 160 Revenue Summary FY 2009 FY 2010 Budgetto Prior Year Amended FY 2009 Proposed Budget Actual Budget Estimated Budget °14 Revenues: Charges for Services: 4,349 3,100 3,160 2,100 -32.26% Licenses & Permits - - - - N/A Fines & Forfeitures: - - - - N/A Miscellaneous: - - - - N/A Total Expenditures: 4,349 3,100 3,160 2,100 -32.26% 4500 4000 3500 3000 2500 2000 1500 1000 500 0 Revenues Comparison by Fiscal Year FY2008 Actual FY2009 Amended FY2010 Proposed W Charges for Services ■ Licenses & Permits o Fines & Forfeitures ■ Miscellaneous Page 1 154 • • • FY 2009-2010 Budget FY 2010 Budgetto Proposed Budget Budget % Village of Tequesta Florida VILLAGE OF TEOUESTA FE General Government - Dept. 160 Expenditure Summary Appropriations: FY 2009 Prior Year Amended FY 2009 Actual Budget Estimated 106,850 2.14% Personnel Services - 104,615 104,280 201,650 14.15% Operating Expenditures 192,178 176,650 170,034 15,000-61.00% Capital Outlay 4,378 38,458 35,184 323,500 1.18% Total Expenditures: 196,556 319,723 309,498 iI Year Expenditures Comparison by Fisc; ;ed u Personnel ■ Operating o Capital Page 1 155 • 250000 200000 150000 100000 50000 0 FY2008 Actual FY2009 Amended FY2010 Propo No Text Village of Tequesta Florida FY 2009-2010 Budget • • • VILLAGE OF TEQUESTA Police Department - Dept.'s 171-175 Mission Statement The Tequesta Police Department is dedicated to ensuring public safety, enhancing public safety and enhancing the quality of community life, by enforcing the law in a manner consistent with the rights of all. We are committed to the values of integrity, fairness and loyalty in our dealings with both the community and the Departmental members who serve it. We recognize the need for change when necessary and remain progressive by developing innovative programs aimed at achieving excellence in policing. Services. Functions and Activities ADMINISTRATION DIVISION: This division oversees the centralized administrative functions of the police department, and includes the Chief of Police and the administrative functions such as budget, accreditation, personnel management and development. COMMUNICATIONS DIVISION: This division provides communications (dispatch) and support to the law enforcement functions. The dispatchers ensure citizens have 24/7 access to police services, as well as, provide suspect information, vehicle information, and warrant information to officers enroot to calls. This division also communicates with other agencies as required. This division also supports the Accreditation Manager, handles records processing (police and investigative reports), and maintains the evidence collection and storage. OPERATIONS DIVISION: This division focuses on patrolling city streets, answering calls for service, and identifying potential crime problems and investigating all major crimes and providing follow- up services. This division includes a Special Response Team (SRT), a specialized unit to handle high - risk situations, a Marine Unit, and the investigations unit. For any crime victim to obtain justice in our courts (i.e. for a suspect to be convicted), the detective in this division has to conduct intensive follow-up and prepare case -ready files for the State Attorney's Office. Although focused on front- line law enforcement, the department is also engaged in important community partnerships with churches and businesses. In the last fiscal year the department conducted successful community - oriented programs, including a DUI prevention program (K.E.Y.S.), National Night Out, and several campaigns to eradicate drunk and aggressive driving. Page 1 157 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEOUESTA Police Department - Dept.'s 171-175 Personnel Organization Chart Page 1 158 • 0 Village of Tequesta Florida FY 2009-2010 Budget :7 Staffing: VILLAGE OF TEQUESTA Police Department - Dept.'s 171-175 Staffing Summary FY 2009 FY 2010 Prior Year Amended FY2009 Proposed Actual Budget Estimated Budge Full Time 26 25 25 25 *PartTime 1 1 1 1 Total Staffing: 27 26 26 26 *Currently 3 part time communications officers cover 1, 30 hours per week, part time position. Percentage of Budget Designated for Personnel Services in FY2010 ►d Personnel ■ Operating & Capital • Page 1 159 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Police Department - Dept.'s 171-175 Revenue Summary FY 2009 FY 2010 Budgetto Prior Year Amended FY2009 Proposed Budget Actual Budget Estimated Budget % Revenues: Charges for Services: 11,816 15,000 5,680 5,010 -66.60% Licenses & Permits 10,930 9,500 8,560 7,400 -22.11% Fines & Forfeitures: 25,424 27,500 28,970 22,400 -18.55% Miscellaneous: 107,474 86,398 87,400 22,250 -74.25% Total Expenditures: 155,644 138,398 130,610 57,060 -58.77% 120000 100000 80000 60000 40000 20000 0 Revenues Comparison by Fiscal Year FY2008 Actual FY2009 Amended FY2010 Proposed u Charges for Services ■ Licenses & Permits o Fines & Forfeitures ■ Miscellaneous Page 1 160 0 • • I" ll� a Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEOUESTA Police Department - Dept.'s 171-175 Explanation of Significant Changes 0 Personnel: The 5.93% increase in personnel expenditures is the result of FY2010 merit increases, increased pension contributions, insurance premium taxes and the decreased cost of health and workers' compensation insurances. 5% merit increases are projected for all eligible, full time employees in FY2010. Pension contributions were increased in two ways, bi-weekly contributions were increased by 11.30% and 33.04% in an attempt to prepare for a low investment return in the pension funds and a lump sum of approximately $114,000 was budgeted to be used as a onetime contribution to offset the projected, overall losses in the Public Safety Pension Plan. The cost of health insurance decreased in FY2010 as a result of plan modifications and workers' compensation insurance decreased due to a lower experience rating. Also, the insurance premium taxes distort the percentage increase between the FY2009 amended budget and the FY2010 proposed budget. The FY2010 budget appears to have been decreased by $65,148 when in fact it has not. The FY2009 amended budget includes $65,148 of insurance premium taxes that are not budgeted in the FY2010 budget. These funds are calculated by the State and an appropriation is done, increasing both revenues and expenditures, when the monies are received, usually annually at the end of September. Operating: Operating expenditures were decreased 3.36% in FY2010. This is primarily due to the decreases in the p g p P Y small tools and equipment account (70%) and the building repair and maintenance account (38%). The FY2009 budget was increased by $17,000 in order to purchase tasers. As tasers do not need to be replaced every year, the FY2010 budget was reduced by $17,000 resulting in the 70% decrease in the account. The building repair and maintenance account was reduced in anticipation of the need for fewer repairs in FY2010. Revenues decreased by 58.77% in FY2010. Revenues received for police -extra duty services were removed from the budget due to a change in the Village's Ordinances, the marine law enforcement revenues were cut in half due to staffing ability, licenses and permits revenues were reduced to reflect increased compliance by alarm users and fines and forfeitures were reduced because the Court is imposing lesser fines. Miscellaneous revenues appear to have decreased by 74.25% however; the FY2009 amended budget includes $65,148 of insurance premium taxes that are not budgeted in the FY2010 budget. These funds are calculated by the State and an appropriation is done, increasing both revenues and expenditures, when the monies are received, usually annually at the end of September. Capital: The FY2010 capital budget is for the purchase of replacement batteries for the portable radios and a replacement vehicle. PJ Page 1 162 Village of Tequesta, Florida FY 2009-2010 Budget • VILLAGE OF TEQUESTA Police Department - Dept's 171-175 Fiscal Year 2010 Goals & Obiectives Continue to focus on the core mission of providing front-line law enforcement services to the community in FY2010, while minimizing the impact to the budget. o Maintain staffing levels of front-line officers. Proactively address crime in Tequesta through aggressive patrol and working partnerships with the community. o Maintain front-line police programs and required skills/training. nhance public safety value. o Evaluate programs that will potentially reduce crime or e o Maintain the outreach programs for the youth of Tequesta. o Increase the community outreach through increased citizen participation opportunities, i.e. CERT, the Senior Academy, and Citizen Academies. Maintain standards of training excellence in FY2010 in line with the State of Florida mandates and Accreditation. o Prioritize training needs through the chain of command, determining what is mandatory, vital, and cost effective. Reduce the likelihood of criminal recidivism by strengthening proactive police outreach in Ol FY2010. hat the individual rights of citizens are o Provide training in this area to make certain t carefully observed. o Increase the use of volunteers to patrol in areas of high activity. o Use volunteers to enforce violations of handicap parking. o Use volunteers to distribute crime prevention information. • Page 1 163 Village of Tequesta Florida FY 2009-2010 Budget This Page Intentionally Left Blank Page 1 164 • Village of Tequesta Florida FY 2009-2010 Budget • �J VILLAGE OF TEQUESTA Building & Zoning - Dept. 180 Mission Statement The purpose of the Building Department is to ensure compliance with all codes and regulations as required by law and ordinances adopted by Council. It is the responsibility of the department to retain the confidence and respect of the public. This is achieved by consistency in the application of the law and applicable codes, to possess the skills to interpret the codes in such a manner to maintain compliance and to achieve balance with unique situations that may arise within the community. The primary responsibility is to serve the community in such a manner that will reflect good will and sound judgment. Services. Functions and Activities The Building Department provides information and administers building code regulations that provide a standard acceptable to the community. The department provides the following services: ➢ Provide technical information to the public and the Village staff. ➢ Manage federal and state mandates. ➢ Participate in inter -local meetings to address local and regional concerns. ➢ Regulate building and specialty contractors that provide a service to the community. Accept and review all permits and plans that are submitted to the Village to ensure compliance with federal, state and local laws. ➢ Provide inspections to ensure proper compliance. Page 1 165 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Building & Zoning- Dept. 180 Personnel Organization Chart Page 1 166 • • • FY 2009-2010 Budget Village of Tequesta. Florida 'A • 180 FY 2010 FY 2009 Proposed Estimated Budge VILLAGE OF TEQUES7 Building & Zoning - Dept Staffing Summary FY 2009 Prior Year Amended Actual Budget Staffing: 2.5 1 Full Time 4 2.5 0 2 Part Time 0 0 3 3 Total Staffing: 4 3 gnated for Percentage of Budget Desi YY2010 • Personnel Services in F Personnel Operating & Capital Page 1 167 • Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEOUESTA Building & Zoning - Dept. 180 Revenue Summary FY 2009 FY 2010 Budgetto Prior Year Amended FY 2009 Proposed Budget Actual Budget Estimated Budget % Revenues: Charges for Services: 22,273 5,300 10,188 14,000 164.15% Licenses & Permits 288,129 220,025 225,000 240,000 9.08% Fines & Forfeitures: 14,655 - - - N/A Miscellaneous: 350 100 2,430 --100.00% Total Revenues: 325,407 225,425 237,618 254,000 12.68% 300000 250000 200000 150000 100000 50000 0 Revenues Comparison by Fiscal Year FY2008 Actual FY2009 Amended FY2010 Proposed Charges for Services ■ Licenses & Permits o Fines & Forfeitures o Miscellaneous Page 1 168 • • r� FY 2009-2010 Budget Village of Tequesta. Florida iE OF TEQUESTA 'Zoning - Dept. 180 diture Summar FY 2009 FY 2010 Budgetto Amended FY 2009 Proposed Budget Budget Estimated Budget % 223,050 230,551 188,350 -15. 56 / 145,900 154,155 120,200-17.61% 7,000 6,083 --100.00•/0 375,950 390,789 308,550-17.93% )mparison by Fiscal Year 9 Amended FY2010 Proposed u Personnel ■ Operating o Capital Page 1 169 • Appropriations: Personnel Services Operating Expenditures Capital Outlay Prior Year Actual 322,328 193,576 Total Expenditures: 515,904 Expenditures 0 350000 300000 250000 200000 150000 100000 50000 0 FY2008 Actual FY200 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Building & Zoning - Dept. 180 Explanation of Significant Changes Personnel: Personnel expenditures decreased 15.56% in FY2010. This is due to a combination of merit increases, increased pension contributions and the reorganization of staff. A 5% merit increase was budgeted for staff in FY2010 and pension contributions were budgeted 11.3% higher in preparation of a low investment return in the pension fund. The department also replaced a full time position with a part time position. Operating: Operating expenditures decreased by 17.61% in FY2010 while operating revenues increased 12.68%. The 17.61% decrease in expenditures is mainly due to a decrease in contract planning services. An additional $28,000 was added to the budget throughout FY2008 and FY2009 to pay for required updates to The Village's Comprehensive Plan. These were completed in FY2009. The mapping services account was also significantly decreased (60%) in anticipation of decreased mapping expenditures. Site plan review revenues were increased in FY2010 by $9,000 to reflect actual fees collected in previous years. This was the primary reason for the 12.68% increase in overall revenues. Capital: N/A VILLAGE OF TEQUESTA Building & Zoning - Dept. 180 Fiscal Year 2010 Goals & Objectives • • To provide technical review and assistance on all phases of planning responsibilities. • To inspect all construction to ensure a safe environment for our residents. • Continue to provide complete plan review/inspections, in a timely manner. • Continue to process permits in an expedient and efficient manner. • To protect residents' safety, health, welfare and property values by administering regulations, zoning ordinances, and other general codes. • Continue to provide the highest level of customer service and convenience. • Increase the effectiveness of the office staff through education and cross training. • Continue to evaluate and recommend updates to the Village's Comprehensive Plan. Page 1 170 Village of Tequesta Florida FY 2009-2010 Budget • • VILLAGE OF TEQUESTA Fire -Rescue — Dept.'s 191-192 l Mission Statement The primary function and purpose of Tequesta Fire/Rescue is to prevent and mitigate the effects of natural disasters and/or man-made emergencies, with the foremost emphasis on the preservation of life and property for the citizens of Tequesta and citizens of areas that are under contractual agreement for our services, along with their visitors. In order to achieve this primary function, all members of the Fire Department must utilize all resources and devote endless energy into secondary functions such as community relations, fire prevention, fire service education and training, data development, fire suppression and emergency medical services. In order to achieve true success, the department must gain and retain the confidence and respect of the public to which it serves. This can be accomplished only by the constant and earnest endeavor on the part of all members of the department to perform their duties in a consistent, efficient, honest, business -like and professional manner, and by exemplary conduct, which cultivates in the public mind the fullest realization that the Fire Department is a vital requisite to public well being. To ensure consistency throughout the department and to the public which we protect, we will perform exactly as specified and fulfill the requirements for each function in our organization and to the satisfaction of our residents. Policies and performance specifications will be changed to meet our needs, or the needs of the residents we protect. We will fully understand the requirements for our jobs and the system supporting us. Services. Functions and Activities The Fire/Rescue Department provides information, maintains the latest fire prevention codes and recommends ordinances to the Village Council for their decision on community fire safety laws to minimize loss of life and property by uncontrolled fire. The Department is also responsible for fire safety inspections every business within the Village limits and reviews plans for new construction for fire resistance separations, built-in fire protection equipment, fire hydrant layouts and apparatus access in accordance with fire protection objectives. The department develops, coordinates and delivers all public education programs on fire, safety and health prevention. Other services provided by the department are Emergency Medical Services (EMS), Hazard Mitigation, Home Land Security and Emergency Management. The Department provides a well trained and well-equipped fire suppression force for fire control and maintains these services within budget limitation set by the Village Council. Page 1 171 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Fire -Rescue - Dept.'s 191-192 Personnel Organization Chart Page 1 172 • • • Village of Tequesta Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Fire -Rescue - Dept.'s 191-192 Staffing Summary FY 2009 FY 2009 FY 2010 Prior Year Amended Estimated Proposed Actual Budget Revenue Budget Staffing: Full Time 21 21 21 21 Full Time Interim Fire Fighters 2 3 3 3 Part Time 1 2 2 2 Total Staffing: 24 26 26 26 Percentage of Budget Designated for Personnel Services in FY2010 Li Personnel ■ Operating & Capital • Page 1 173 VILLAGE OF TEQUESTA Fire -Rescue - Dept.'s 191-192 Revenue SummarX FY 2009 FY 20 0 Budget to Prior Year Amended FY 2009 Propo ed Budget AMW BudgeS Estimated Revenues: Charges for Services: 489,475 489,755 493,020 7 200 44.19% Licenses & Permits - - - - N/A Fines & Forfeitures: - - - - N/A Miscellaneous: 164,385 101,448 134,970 E,500 -93.59% Total Expenditures: 653,860 591,203 627,990 712,7 20.55% 800000 700000 600000 500000 400000 300000 200000 100000 0 Revenues Comparison by Fiscal Year FY2008 Actual FY2009 Amended FY2010 Proposed u Charges for Services ■ Licenses & Permits ■ Fines & Forfeitures ■ Miscellaneous Page 1 174 • 1] Village of Tequesta Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Fire -Rescue - Dept.'s 191-192 Expenditure Summary FY 2009 FY 2010 Budgetto Prior Year Amended FY2009 Proposed Budget Actual Budget Estimated Budget L Appropriations: Personnel Services 2,150,381 2,156,192 2,169,319 2,464,464 14.30% Operating Expenditures 239,642 316,560 275,633 289,240 -8.63% Capital Outlay 54,006 210,767 209,771 9,000-95.73% Total Expenditures: 2,444,029 2,683,519 2,654,723 2,762,704 2.95% WIIIIIIIIII 2000000 1500000 1000000 46111111I61 C Expenditures Comparison by Fiscal Year FY2008 Actual FY2009 Amended FY2010 Proposed W Personnel ■ Operating o Capital Page 1 175 7 • • Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Fire -Rescue - Dept.'s 191-192 Explanation of Significant Changes Personnel: The 14.30% increase in personnel expenditures is the result of FY2010 merit increases, increased pension contributions, reorganization of the department in FY2009 and insurance premium taxes. Salaries and wages were increased by approximately 7% to fund the pre -negotiated merit and COLA increases in FY2010. Pension contributions were increased in two ways, bi-weekly contributions were increased by 11.30% and 44.75% in an attempt to prepare for a low investment return in the pension funds and a lump sum of approximately $225,000 was budgeted to be used as a onetime contribution to offset the projected, overall losses in the Public Safety Pension Plan. Overtime accounts were reduced by 30.39% due to the hiring of a third interim firefighter in FY2009. This increased the interim firefighter account by 39.13%. Also, the insurance premium taxes distort the percentage increase between the FY2009 amended budget and the FY2010 proposed budget. The FY2010 budget appears to have been decreased by $89,293 when in fact it has not. The FY2009 amended budget includes $89,293 of insurance premium taxes that are not budgeted in the FY2010 budget. These funds are calculated by the State and an appropriation is done, increasing both revenues and expenditures, when the monies are received, usually annually at the end of September. • Operating: . Operating expenditures were decreased 8.63% in FY2010. This is primarily due to decreases in the building repair and maintenance account (17% from the original FY2009 budget) and the gas and oil account (43.74% from the original FY2009 budget). Both of these accounts were reduced in anticipation of lower costs in FY2010. Charges for services revenues increased by 44.19% in FY2010 while the Fire Department's overall revenues increased by 20.55%. The Village entered into a contract with Palm Beach County Fire -Rescue for twelve years to provide first response coverage in the un-incorporated areas surrounding Tequesta. This increased the Fire Department's revenues by $168,000 in FY2010. EMS transportation fees were increased by 21.64% in FY2010 because of increased response area with the Palm Beach County Fire Rescue contract. Miscellaneous revenues appear to have decreased by 93.59% however; the FY2009 amended budget includes $89,293 of insurance premium taxes that are not budgeted in the FY2010 budget. These funds are calculated by the State and an appropriation is done, increasing both revenues and expenditures, when the monies are received, usually annually at the end of September. Capital: The FY2010 capital budget is for the purchase of a thermal imaging camera. Page 1 176 Is Village of Tequesta Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Fire -Rescue — Dept.'s 191-192 Fiscal Year 2010 Goals & Objectives Goal: Improve the EMS Training Program Obiective: Train our personnel to level of Instructor in area of ACLS and to schedule our instructors to teach entire department ACLS throughout the year. Objective: Bring training programs to Tequesta. We intend on bringing one training class to our facility during the year. We will work with various companies on this. Goal: Improve Firefighter Safety Objective: Update Safety Guidelines Obiective: Establish Rapid Intervention Team Equipment Objective: Purchase of Rapid Intervention Team Equipment Objective: Purchase of Standardized Personal Safety System Objective: Complete training on Safety Guidelines, Rapid Intervention Team Guidelines 0 Goal: Improve Fire Training • Objective: Bring training programs to Tequesta. We intend on bringing one training class to our facility during the year. We will work with various companies on this. Objective: Bring instructors to shifts for training. This will create consistency. Goal: To Place New Ambulance in Service Objective: All personnel complete training on new ambulance. Objective: Adapt response Guidelines to include the use of new apparatus. Goal: Improve Fire and EMS Response Times Objective: To handle 95% of the emergency responses in less than 5 minute travel time. Objective: Established quality assurance review process, to assure consistency and accuracy of all emergency response data collected. Goal: Reduce the Costs of Fire -Rescue to the General Fund Objective: To seek reductions in costs through negotiation with current vendors or finding new vendors to reduce cost of operation. Objective: Seek additional revenues through service agreements, contracts or new programs. Page 1 177 Village of Teauesta Florida FY 2009 2010 Budget This Page Intentionally Left Blank Page 1 178 E • • Village of Teguuesta Florida FY 2009-2010 $udcet • • VILLAGE OF TE UESTA Public Works - Dept. 210 Mission Statement To provide and maintain safe and quality government facilities, public grounds and right-of-way for the Village, as well as to maintain, improve and expand existing public facilities to meet citizens' needs and to continue to improve the quality of life by beautifying the Village through landscape projects. Services. Functions and Activities The Public Works Department provides general maintenance for Village roadways, pathways, buildings, right-of-ways, medians and signage. The maintenance is provided by Village staff and through contractual services. Page 1 179 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Public Works - Dept. 210 Personnel Organization Chart Page 1 180 • • FY 2009-2010 Bud et Village of Teguesta. Florida MESTA ept. 210 n— (2009 FY 2010 fended FY 2009 Proposed udget Estimated Budget 4.11 4.11 4.11 0 0 0 4.11 4.11 4.11 • Designated for • s in FY2010 * Personnel ■ Operating & Capital Page 1 181 • Staffing: VILLAGE OF TE( Public Works - E Staffing Sumi Prior Year Ar Actual f Full Time 4.11 Part Time 0 Total Staffing: 4.11 Percentage of Budget Personnel Service Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Public Works - Dept. 210 Revenue Summary This Section Intentionally Left Blank This Department Does Not Collect Revenues Page 1 182 • • Village of Tequesta Florida FY 2009-2010 Budget • u • VILLAGE OF TEQUESTA Public Works - Dept. 210 Expenditure Summary FY 2009 FY 2010 Budgetto Prior Year Amended FY 2009 Proposed Budget Actual Budget Estimated Budget Appropriations: Personnel Services 261,381 289,646 287,105 287,370 -0.79% Operating Expenditures 431,172 473,340 469,412 453,660 -4.16% Capital Outlay 20,407 27,922 27,922 --100.00% Total Expenditures: 712,960 790,908 784,439 741,030 -6.31% 500000 450000 400000 350000 300000 250000 200000 150000 100000 50000 0 Expenditures Comparison by Fiscal Year FY2008 Actual FY2009 Amended FY2010 Proposed u Personnel ■ Operating o Capital Page 1 183 VILLAGE E_ A Public Works - Dept. 210 Explanation of Significant Changes Personnel: The 0.79% decrease in personnel expenditures is primarily due to a comb nation of a 5% salary increase for all eligible full time Village staff, an increase in pension contributic ns of 11.30% and decreases in both compensated absences ($3,480) and unemployment compensation ($5,775). Pension contributions were increased by administration in an attempt to prepare for a projected, low investment return in the pension funds. Unemployment compensation was eliminat d from the budget as the Village's obligation was fulfilled in FY2009 and the compensated absences exp nditure was eliminated from the FY2010 budget because the projected cost is zero. Operating: Operating expenditures were decreased by 4.16% in FY2010. Several accc lunts were decreased, such as engineering services and other contractual services, because ther a is no projected need for the services in FY2010. The FY2009 budget included $25,875 (nearly 71% of the road repair and maintenance account) for the overlay of Bridge Road. This amount was not budgetec in FY2010. Also, the streetscape trees account was reduced by $6,000. ital: N/A VILLAGE OF TE UO ESTA ' 1 11M WWI Fiscal Year 2010 Goals & Objectives • Continue to provide the highest level of service to the Village and its Reside s. • Attempt to improve the level of service within existing and/or available fund ng. • Continue to perform visual inspections of Village owned roadways and path ay repairs as needed. • Continue to coordinate and manage available resources to enhance the • Assure compliance with the Village Public Works standards and code rel responding to Village and Residents requests. • Continue to update traffic signs and pavement markings. and schedule of the Village. while Page 1 184 • • Village of Teauesta Florida FY 2009-2010 Budget 0 • • VILLAGE OF TEQUESTA Leisure Services - Dept. 231 Mission Statement The Leisure Services Department's primary purpose is to provide safe and quality recreational programming and park facilities for participants of all age groups. The Department strives to provide facilities and programming to meet the ever -changing needs of the citizens of the Village. Services. Functions and Activities The Leisure Services Department is responsible for the maintenance of Constitution Park, recreational activities at the Tequesta Recreation Center and Capital Improvement Projects. Page 1 185 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEOUESTA Leisure Services - Dept. 231 Personnel Organization Chart Page 1 186 • 0 • Village of Teguesta Florida FY 2009-2010 Budget • • VILLAGE OF TEQUESTA Leisure Services - Dept. 231 Staffing Summary Prior Year Actual FY 2009 Amended Budget FY 2009 Estimated FY 2010 Proposed Budge Staffing: Full Time 3 3 3 3 Part Time 4 3 3 3 8 8 8 8 Total Staffing: 7 6 6 6 Percentage of Budget Designated for Personnel Services in FY2010 V Personnel ■ Operating & Capital Page 1 187 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEOUESTA Leisure Services - Dept. 231 Revenue Summary FY 2009 FY 2010 Budgetto Prior Year Amended FY 2009 Proposed Budget Actual Budge Estimated Budget % Revenues: Charges for Services: 47,023 48,500 58,990 59,000 21.65% Licenses & Permits - - - - N/A Fines & Forfeitures: - - - - N/A Miscellaneous: 9,183 17,500 22,710 25,000 42.86% Total Expenditures: 56,206 66,000 81,700 84,000 27.27% 60000 50000 40000 30000 20000 10000 0 Revenues Comparison by Fiscal Year FY2008 Actual FY2009 Amended FY2010 Proposed Lj Charges for Services ■ Licenses & Permits o Fines & Forfeitures ■ Miscellaneous Page 1 188 • 0 • -ida FY 2009-2010 Budget VILLAGE OF TEOUESTA Leisure Services - Dept. 231 Expenditure Summary FY 2009 FY 2010 Budgetto PriorYear Amended FY 2009 Proposed Budget Actual Budget Estimated Budget % 278,826 289,100 285,209 311,420 7.72% 188,913 211,504 210,030 229,920 8.71% 2,163 8,750 8,750 5,000 -42.869/o 469,902 509,354 503,989 546,340 7.26916 enditures Comparison by Fiscal Year 008 Actual FY2009 Amended FY2010 Proposed 11 Personnel ■ Operating o Capital Page 1 189 • • Village of Tequesta. Flo Appropriations: Personnel Services Operating Expenditure Capital Outlay Total Expenditures: 350000 300000 250000 200000 150000 100000 50000 0 Exp FY2 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Leisure Services - Dept. 231 Explanation of Significant Changes Personnel: The 7.72% increase in personnel expenditures is due to a 5% salary increase for all full time Village staff, an increase in pension contributions of 11.30% and a 26.8% increase in part time salaries. Pension contributions were increased by administration in anticipation of a low investment return and part time salaries were increased for compensation of additional duties that the part time staff will be absorbing in FY2010. The department is currently being reorganized in order to achieve optimum efficiency. Operating: The operating budget has been increased nearly 9% to fund the expansion of existing programs and special events at the request of Village residents. The summer camp is one program in particular that is being expanded due to the increased demand from the community. Others include the movies and concerts in the park and Harvest Fest. In addition to the increase in operating expenditures the Parks & Recreation department has anticipated an increase in operating revenues of 27% (approximately $18,000). This increase is due to two new revenue items, Harvest Fest admission fees and vendor fees. `J Capital: The FY2010 capital budget includes the purchase of a lawnmower and Christmas Tree upgrades for the Parks & Recreation Department. 0 VILLAGE OF TEQUESTA Leisure Services - Dept. 231 Fiscal Year 2010 Goals & Objectives • Continue to offer on -going recreational programs to meet the needs of the community, • Continue to offer quality special events. • Expand special events, recreational programs and summer camp to meet the increased demands of the community. • Explore sponsorship opportunities. • Increase vendor opportunities at special events. • Expand business relationships in the community. • Cross training of staff. • Promote and enhance communications to all Village residents. • Page 1 190 VILLAGE OF TEQUESTA Fiscal Year 2009-2010 Budget Document General Fund # 001 Debt Service & Capital Leases hLoAf CouN� Village of Teauesta Florida FY 2009 2010 Budget VILLAGE OF TEQUESTA Debt Service and Capital Leases Expenditures - Dept 700 Debt Service & Capital Leases The Village has entered into the following capital lease and long-term debt agreements: Public Safety 2002 Note Payable Holder: Bank of America Purpose: Public Safety Facility Original Amount of Loan - $5,000,000 Interest Rate — 4.28% Annual Payment - $372,501 20 Year Term Expires September 2022 Projected Principle Amount Outstanding at 09/30/09 - $3,709,028 Capital Lease Holder: Banc of America Purpose: Sutphen Custom Pumper Truck and Equipment Original Amount of Loan - $397,922 Interest Rate — 3.61% Annual Payment - $46,720 10 Year Term Expires April 2012 Projected Principle Amount Outstanding at 09/30/09 - $130,618 Capital Lease Holder: Banc of America Purpose: Ambulance Original Amount of Loan - $152,999 Interest Rate — 3.84% Annual Payment - $33,630 5 Year Term Expires June 2010 Projected Principle Amount Outstanding at 09/30/09 - $22,106 Page 1 192 r� C] • Village of Teguesta Florida FY 2009-2010 Budget • VILLAGE OF TEQUESTA Debt Service and Capital Leases Expenditures - Dept. 700 Expenditure Summary FY 2009 FY 2010 Budgetto Prior Year Amended FY2009 Proposed Budget Actual Budget Estimated BudgetSO Appropriations: General Fund #001 Principle 312,897 281,565 281,565 282,120 0.209/o Interest 184,246 171,305 171,305 159,550 -6.86% Total Expenditures: 497,143 452,870 452,870 441,670 -2.47•/0 Principle and Interest Expenditures Comparison 40 by Fiscal Year 350,000 300,000 250,000 200,000 150,000 100,000 50,000 FY2008 Actual FY2009 Amended FY2010 Proposed Li Principle ■ Interest Page 1 193 Appropriations: Public Safety 2002 Note Payable apital Lease -Pumper Truck & Equip. Capital Lease -Ambulance Capital Lease -Chevrolet Tahoe Capital Lease-800 mghz Radios Other Debt Service Expenses VILLAGE OF TEOUESTA Expenditure Detail 11 FY 2009 FY 2010 Budget to Prior Year Amended FY 2009 Proposed Budget Aft Budget Estimated get % 372,502 372,510 372,510 72,510 N/A 46,720 46,725 46,725 46,730 0.01% 33,630 33,635 33,635 22,430-33.31% 8,250 - - - N/A 35,726 - - - N/A 315 - - - N/A Total Expenditures: 497,143 452,870 452,870 44,670 -2.47% FY2010 Debt Service and Capital Leasi Appropriations by Item * Public Safet Facility ■ Pumper anc I Equipment ■ Ambulance Page 1 194 0 • Village of Tequesta Florida FY 2009-2010 Budget • • • VILLAGE OF TEQUESTA Debt Service and Capital Leases Expenditures - Dept. 700 Schedule of Future Payments by Year Fiscal Year 2002 Capital Capital Ending Note Lease- Lease- Total September 30. Payable Pumper Ambulance by Year 2010 372,501 46,720 22,420 441,641 2011 372,501 46,720 - 419,221 2012 372,501 46,720 - 419,221 2013 372,501 - - 372,501 2014 372,501 - - 372,501 2015 372,501 - - 372,501 2016 372,501 - - 372,501 2017 372,501 - - 372,501 2018 372,501 - - 372,501 2019 372,501 - - 372,501 2020 372,501 - - 372,501 2021 372,501 - - 372,501 2022 372,501 - - 372,501 2023 - - - - 2024 - - - - 2025 - - - - 2026 - - - - 2027 - - - - 2028 - - - - 4,842,513 140,160 22,420 5,005,094 Future Payments by Year 460000 440000 420000 400000 380000 360000 340000 320000 O ri r 4 r-I O O N N N M c-1 � O O O rI4 N N Ln lD r-4 a --I O O N N n 00 Ql r'i 11 r-I O O O (V N N O e-i N N N N O O O N fV N Page 1 195 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Debt Service and Capital Leases Expenditures - Dept. 700 Notes Notes • The Village intends to reduce its debt service by paying off existing debt issues if the resulting savings are significant and by purchasing capital items with current year revenues and/or funds set aside and reserved for this purpose. The term for the 2005 capital lease for the ambulance expires in June, 2010. This resulted in debt related expenditures in FY2010 decreasing by 1.94%. • �J Page 1 196 • L_J • Page 1 197 This Page Intentionally Left Blank Page 1198 • 0 • Village of Tecluesta. Florida FY 2009-2010 Budget C] • VILLAGE OF TEQUESTA Inter -Fund Transfers, Other Financing Sources & Uses. Other Non - Operating & Contingency Expenditure Summary FY 2009 FY 2010 Budgetto Prior Year Amended FY2009 Proposed Budget Actual Bud 1 Estimated Rudest% Appropriations: Inter -Fund Transfers 330,000 1,273,323 1,273,323 --100.00% Other Financing Sources & Uses (2) 57,263 6,255 129,490 12,000 91.85% Other Non -Operating - - - - N/A Contingency - - - - N/A Total Expenditures: 387,263 1,279,578 1,402,813 12,000-99.06% Notes: 1. In FY2009 $1,273,323 was transferred to the Capital Improvement Fund for costs associated with replacing the Tequesta Drive Bridge. At their request, $1,198,323 of this amount was deposited with the Florida Department of Transportation. 2. This represents an unrealized loss on investments that were unanticipated and unbudgeted. Page 1 199 Village of Tequesta. Florida FY 2009-2010 Budget This Page Intentionally Left Blank Pagel 200 • 0 • • THE VILLAGE REPORTS ITS MAJOR CAPITAL ACQUISITION AND CONSTRUCTIONSEPARATELY FROM ITS ONGOING OPERATING ACTIVITIES IN CAPITAL PROJECTS FUNDS. SEPARATE REPORTING ENHANCES AN UNDERSTANDING OF THE GOVERNMENT'S CAPITAL ACTIVITIES. THE VILLAGE REPORTS THE FOLLOWING TWO (2) CAPITAL PROJECTS FUNDS: • CAPITAL IMPROVEMENT FUND #301 • CAPITAL PROJECTS FUND #303 • Page 1201 No Text Village of Tequesta Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Capital Improvement - Fund 301 Expenditure Summary FY 2009 FY 2010 Budgetto PriorYear Amended FY 2009 Proposed Budget Actual Budget Estimated Budget °o Appropriations: Tequesta Drive Bridge 8,143 478,688 478,688 1,198,323 150.33% Recreation Center - - - 65,000 N/A Misc. Projects - - - 50,000 N/A Allocate to Fund Balance - 1,198,323 1,198,323 - -100.00% Total All Funding Sources: 8,143 1,677,011 1,677,011 1,313,323 -21.69% 1200000 1000000 800000 600000 400000 200000 0 Expenditures Comparison by Fiscal Year FY2008 Actual FY2009 Amended FY2010 Proposed L1 Tequesta Drive Bridge ■ Recreation Center o Misc. Projects Page 1203 • • • Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEOUESTA Capital Projects - Fund 303 Revenue Summary FY 2009 PriorYear Amended Actual BOW Revenues: Grants 57,736 100,000 Appropriate Fund Balance - 12,752 FY 2010 Budgetto FY 2009 Proposed Budget Estimated Budizet 100,000 --100.00% 12,752 115,000 801.82% Total Expenditures: 57,736 112,752 112,752 115,000 1.99'D6 120000 no 1 60000 40000 20000 0 0 Revenues Comparison by Fiscal Year 41 FY2008 Actual FY2009 Amended FY2010 Proposed LJ Grants ■ Appropriate Fund Balance Page 1204 11 Village of Tequesta Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Capital Projects - Fund 303 Expenditure Summary FY 2009 FY 2010 Budgetto Prior Year Amended FY 2009 Proposed Budget Actual Budget Estimated Budget % Appropriations: Constitution Park 76,651 - - - N/A Tequesta Park - 105,229 105,229 --100.00% FEC Project - 7,523 7,523 - -100•00% Interfund Transfers - - - 115,000 N/A Total All Funding Sources: 76,651 112,752 112,752 115,000 1.99•/ • Expenditures Comparison by Fiscal Year 120000 100000 80000 60000 40000 20000 0 0 FY2008 Actual FY2009 Amended FY2010 Proposed Constitution Park ■ Tequesta Park ■ FEC Project ■ Interfund TransferE Villageof Teguesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Capital Improvement and Capital Projects Funds - 301 and 303 Notes Notes The Village has budgeted for three capital improvements in the Capital Improvement Fund (301), they are as follows: Replacement air conditioning and front doors at the Recreation Center $65,000 VOIP telephone system (67% of total cost) $50,000 Tequesta Drive Bridge replacement $1,198,323 Total $1,313,323 The Capital Projects Fund (303) has a FY2010 budget of $115,000 however; there are no capital projects budgeted for in this fund. The $115,000 budget is comprised of an appropriation that is to be transferred to the Capital Improvement Fund. This transfer is to fund the replacement air conditioning and doors at the Recreation Center and 67% of the cost of the VOIP telephone system. The FDOT has taken over the Tequesta Drive Bridge replacement project and requested an additional $1,198,323 in cash be deposited with them to cover any additional costs associated with the bridge. Any remaining funds after completion of the project will be returned to the Village. Please see the "Budget Message" on pages 5-10 for a more detailed discussion on the replacement of the Tequesta Drive Bridge and the "Capital Outlay Overview" section on pages 91-93 for a detailed listing of all FY2010 Village capital purchases. Pagel 206 r1 LJ n L.J • A PROPRIETARY FUND MAY BE USED TO REPORT ANY ACTIVITY FOR WHICH A FEE IS CHARGED TO EXTERNAL USERS FOR GOODS AND SERVICES. THE VILLAGE REPORTS THE FOLLOWING THREE (3) PROPRIETARY FUNDS: • WATER UTILITY FUND #401 • REFUSE & RECYCLING FUND #402 • STORMWATER UTILITY FUND #403 • Page 1207 Village of Teauesta. Florida FY 2Q09-2010 Budget This Page Intentionally left Blank Page 1208 • 0 0 VILLAGE OF TEQUESTA Fiscal Year 2009-2010 Budget Document Water Utility Fund # 401 OF U y - N� 4 1 C3 u Village of Tequesta Florida FY 2009-2010 Budget This Page Intentionally Left Blank Page 1 210 • 0 0 Village of Tequesta Florida FY 2009-2010 Budget is • LJ VILLAGE OF TEQUESTA Water Utility - Fund 401 Mission Statement To successfully manage and provide the highest quality potable water at a reasonable cost and to deliver that water through a network of tanks, pumps and piping with minimal losses and effective/accurate metering devices. Services, Functions and Activities The Water Utility Division is broken down into the Administration Department, the Water Production Department and the Water Distribution Department. Administration Department: This department accounts for the financial activities of the Water Utility Fund that are not specifically classified within another department. Included in this department are the Utilities Director's salary, a portion of the Finance Director's salary and auditing, legal and engineering expenses. Water Production Department (Water Treatment Plant): This department is responsible for providing a safe and potable drinking water to the public. The department manages the water treatment plant, (10) surficial aquifer wells, three (4) Floridian aquifer wells, two (2) on -site ground storage tanks and one (1) off -site ground storage tank with pumping facilities. All processes run in accordance within the latest federal, state and local guidelines. All plant operators maintain state certifications for the operation of the facility. Distribution Department: This department manages all aspects of the water distribution system network within the utilities service area. The service area presently includes all areas within the Village corporate boundaries and areas of unincorporated Palm Beach and Martin Counties.rThe department maintains/repairs approximately 72.0 miles of piping, valves, 430 fire hydrants and approximately 5,000 meters within the system and is also responsible for reading meters and responding to customer complaints. All of these functions are performed in accordance with the latest state and local guidelines. Employees of the department maintain state certifications for the operation of the distribution system. This department also includes personnel within the Finance Department who perform billing functions, field customer complaints, set up new accounts and closure of accounts. Page 1 211 a Water Production Water Adminsitration Water Distribtuion Chief Plant Operator Water Plant Operator 1 (3) Water Plant Operator II (1) Instrumentation Technician Administrative Assistant Finance Director (65% Finance/35% Water) Public Services Manager Cust. Service Supervisor Service Tech. Supervisor (89% Water / 11% Public Wrks Cust. Service Representative Service Tech II (1) Service Tech I (1) Service Tech Trainee (2) FY 2009-2010 Budget Village of Tequesta Florida FY 2010 !d FY 2009 Proposed t Estimated Budget 15.74 15.74 0 0 15.74 15.74 Jgnated for FY2010 w Personnel ■ Operating, Capital & Other Expenditures Page 1 213 • VILLAGE OF TEQUES' 11 Water Utility Fund - Fur Staffing Summary • Staffing: FY 200 Prior Year Amends Actual Budge Full Time 15.74 15.74 Part Time 0 0 Total Staffing: 15.74 15.74 Percentage of Budget De! Personnel Services in VILLAGE OF TEQUESTA Water Utility Fund — Fund 401 Prior Year FY 2009 FY 2009 FY 10 Budget to Actual Amended Estimated Pro osed Budget Revenue Rudw Revenue % Charges for Services 3,463,564 3,684,700 3,771,170 3869,950 5.03% Miscellaneous 2,149 - 1,090 - N/A Interest 104,569 99,010 68,899 44,140 -55.42% Other Finanacing Sources 37,807 14,000 41,107 42,500 203.57% Appropriate Fund Balance - 76,711 - 211,000 175.06% Total General Fund Revenues: 31608,089 31874,421 31882,266 167,590 7.57% FY2010 - Where the Money Comes Fro u Charges for Ser% ■ Interest 1% o Other Financing ■ Appropriate Fur 93% Sources 1% d Balance 5% Page 1 214 is Pi • Village of Tequesta. Florida FY 2009-2010 Budget U • VILLAGE OF TEQUESTA Water Utility Fund - Fund 401 Expenditure Summary (Where the Money Goesl FY 2009 FY 2010 Budgetto Prior Year Amended FY 2009 Proposed Budget Actual Budget Estimated Bu et Appropriations: Personnel Services 1,208,516 1,294,143 1,270,463 1,281,000 -1.02% Operating Expenditures 1,419,587 1,510,860 1,463,521 1,679,980 11.19% Capital Outlay - 509,349 506,837 25,000 -95.09% Debt Service -Principle 248,248 261,178 261,178 262,940 0.67% Debt Service -Interest 221,236 288,891 288,888 278,920 -3.45% Other Financing Uses 942,846 10,000 91,379 639,750 6297.50% Total Expenditures: 4,040,433 3,874,421 3,882,266 4,167,590 7.57% FY2010 - Where the Money Goes Lj Personnel Services 31% ■ Operating Expenditures 55% o Capital Outlay 1% ■ Debt Service - Principle 6% o Debt Service - Interest 7% Page 1 215 No Text Village of Teauesta Florida FY 2009-2010 Budget r: VILLAGE OF TEQUESTA Water Utility - Fund 401 Expenditure Summary by Department Prior Year FY 2009 FY 2009 FY 2010 Budget to Actual Amended Estimated Proposed Budget Expenditures Budeet Expenditures BOW L Water - Administration 599,717 616,226 598,568 593,160 -3.74% Water- Production 1,280,520 1,413,860 1,393,133 1,494,070 5.67% Water- Distribution 634,485 707,358 674,756 671,750 -5.03% Renewal & Replacement 113,381 98,181 98,137 202,000 105.74% Capital Outlay - 478,727 476,227 25,000 -94.78% Debt Service 469,484 550,069 550,066 541,860 -1.49% Other Financing Uses 942,846 10,000 91,379 639,750 6297.50% . Total General Fund Revenues: 4,040,433 3,874,421 3,882,266 4,167,590 7.5790 1600000 1400000 1200000 1000000 800000 600000 400000 200000 0 Expenditures Comparison by Fiscal Year FY2008 Actual FY2009 Amended FY2010 Proposed u Water Administration ■ Water Production o Water Distribution ■ Renewal & Replacement Y Capital Outlay o Debt Service v Other Financing Uses Page 1 217 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Water Utility - Fund 401 Debt Service & Capital Leases The Village has entered into the following capital lease and long term debt agreements: Water Utility 2004 Note Payable Holder: Bank of America Purpose: Water system expansion Original Amount of Loan - $645,170 Interest Rate — 4.96% Annual Payment —Varies, See Page 221 20 Year Term Expires May 2024 Projected Principle Amount Outstanding at 09/30/09 - $390,952 2008 Note Payable Holder: Bank of America Purpose: Advance refunding of 1998 Water Revenue Bonds Original Amount of Loan - $6,554,935 Interest Rate — 3.6852% Annual Payment -Varies, See Page 221 236 Month Term (Approximately 20 yrs) Expires March 2028 Projected Principle Amount Outstanding at 09/30/09 - $6,277,567 Page 1 218 • • Village of Tequesta Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Water Utility — Fund 401 Debt Service and Capital Leases Expenditure Summary FY 2009 FY 2010 Budgetto PriorYear Amended FY 2009 Proposed Budget Actual Budget Estimated Budget % Appropriations: Water Utility Fund #401 Principle 248,248 261,178 2611178 262,940 0.67% Interest 2211236 288,891 288,888 278,920 -3.45% Total Expenditures: 469,484 550,069 550,066 541,860 -1.49% • Principle and Interest Expenditures Comparison by Fiscal Year 300,000 250,000 200,000 150,000 100,000 50,000 • FY2008 Actual FY2009 Amended FY2010 Proposed u Principle ■ Interest Page 1 219 ■ H Village of Tequesta Florida FY 2009-2010 Budget L VILLAGE OF TEQUESTA Water Utility - Fund 401 Schedule of Future Payments by Year Fiscal Year 2004 2008 Ending Note Note Total September 30. Payable Payable byYear 2010 44,391 468,446 512,837 2011 44,151 468,373 512,524 2012 43,862 468,501 512,363 2013 44,522 469,571 514,093 2014 44,084 470,027 514,111 2015 44,596 469,511 514,107 2016 44,009 471,525 515,534 2017 44,372 472,075 516,447 2018 44,636 472,099 516,735 2019 44,801 471,190 515,991 2020 44,866 470,035 514,901 2021 37,869 470,140 508,009 2022 Pre -Paid 472,002 472,002 2023 Pre -Paid 472,758 472,758 2024 Pre -Paid 472,781 472,781 2025 - 471,517 471,517 2026 - 471,854 471,854 2027 - 473,526 473,526 2028 - 234,823 234,823 526,159 8,710,754 9,236,913 Future Payments by Year 600000 500000- 400000 300000 200000 100000 0 O O M zzr Ln rl 1-1 ri r-I O ON O O lD t- 00 01 O 4 N M -1 -1 c 4 ri N N N N O O O O O O O O Ln lD I, 00 rV (V N N (V O O O O O Page 1 221 Village of Teguesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Water Utility - Fund 401 Explanation of Significant Changes Revenues: Revenues increased 7.57% overall in FY2010. Water rates were increased 7% as recommended by the Financial Forecast and Revenue Sufficiency Report completed by Resources Management Group, Inc. in August 2009. Developer capital connect charges in the amount of $28,500 were added to the FY2010 budget for anticipated connections and appropriate fund balance increased from $76,711 in FY2009 to $211,000 in FY2010 due to the Village including net depreciation in the FY2010 budget. Not all revenues increased however, interest revenues decreased 55.42% from $99,010 in FY2009 to $44,140 in FY2010, a sign of the recent economy. Personnel: The 1.02% decrease in personnel expenditures is primarily due to a combination of a 5% salary increase for all eligible full time Village staff, an increase in pension contributions of 11.30%, a decrease in compensated absences and the elimination of the bonus expenditure in FY2010. Pension contributions were increased by administration in an attempt to prepare for a projected, low investment return in the pension fund and due to the retirement of two long time Village employees in FY2009 compensated absences was cut by nearly $40,000. • Operating: FY2010 operating expenditures increased overall by 11.19%. This is primarily due to a change in the budgeting philosophy for the Water Utility Fund. Starting in FY2010, the Village is budgeting for netted depreciation to more closely reflect actual results. Netted depreciation for FY2010 is $627,750, about 15% of the budget. Other increases to the FY2010 operating budget include the substantial increase in the price of chemicals due to availability and funding for the replacement of the RO membrane in the amount of $130,000. • Capital: The expansion design for the third train at the water plant was completed in FY2009 creating a 95% decrease in capital expenditure budgets between FY2009 and FY2010. There are no large capital purchases planned in FY2010. The only capital expenditure budgeted in FY2010 is 33% of a VOIP telephone system ($25,000). VILLAGE OF TEQUUESTA Water Utility - Fund 401 Fiscal Year 2010 Goals & Objectives • Continue to provide customers with the highest quality water possible while maintaining a competitive rate structure. • Continue to perform visual inspections of the Village's water system and schedule repairs as needed. • Continue to ensure that all regulatory agency requirements are met. • Ensure the water treatment plant operates at maximum efficiency in order to provide high quality potable water. • Inspect potable water meters and replace on an as needed basis. • Replace the RO membrane. • Continue to evaluate the expansion of the water plant with the addition of a third train. Pagel 222 r1 L_J VILLAGE OF TEQUESTA Fiscal Year 2009-2010 Budget Document Refuse & Recycling Fund # 402 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEOUESTA Refuse & Recycling Fund - Fund 402 Revenue Summary FY 2009 FY 2010 Budgetto Prior Year Amended FY 2009 Proposed Budget Actual Budget Estimated Budge °Lo Revenues: Charges for Services 402,289 417,200 417,200 417,680 0.12% Interest Income 8,706 3,800 1,423 950 -75.00% Miscellaneous 150 - 48 - N/A Appropriate Fund Balance - 30,410 33,883 19,190 N/A Total Expenditures: 411,145 451,410 452,554 437,820 -3.01510 450000 400000 350000 300000 250000 200000 150000 100000 50000 0 Revenues Comparison by Fiscal Year FY 2008 Actual FY 2009 Amended FY 2010 Proposed W Charges for Services ■ Interest Income v Miscellaneous ■ Appropriate Fund Balance Page 1 224 0 • �J No Text Village of Teguesta Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Refuse & Recycling Fund - Fund 402 Explanation of Significant Changes Revenues: The refuse and recycling fund budget is funded by a non -ad valorem assessment included on your annual tax bill. The assessment increased by less than 1% (approximately a $0.12 annual increase per household) between FY2009 and FY2010. The Village is currently subsidizing the refuse and recycling non -ad valorem assessment with reserves that were built up over previous years in that fund. This is the reason for the $19,190 appropriation of Fund Balance in the FY2010 budget. Also, interest revenues decreased 75% ($2,850) in FY2010, a sign of the recent economy. Personnel: N/A Operating: Operating expenditures in this fund decreased overall by 3.01%. This is mostly due to the CPI index that is used to calculate the annual rates pursuant to the contract that the Village has with Waste Management, the provider of the services. Capital: N/A VILLAGE OF TEQUESTA Refuse & Recycling Fund - Fund 402 Fiscal Year 2010 Goals & Objectives • Continue to provide customers with the highest quality refuse and recycling services possible while maintaining a competitive rate structure. Continue to monitor the contract services to assure reliable, professional and punctual services. • Page 1 226 VILLAGE OF TEQUESTA Fiscal Year 2009-2010 Budget Document Stormwater Utility Fund # 403 OF Village of Teguesta. Florida FY 2009-2010 Budget This Page Intentionally Left Blank Page 1 228 • • • Village of Tequesta Florida FY 2009-2010 Budget • C] • VILLAGE OF TEQUESTA Storm Water Utility - Fund 403 Mission Statement To ensure the effective management of the Storm Water management system and appurtenances for the minimization of flooding and the assurances that discharges meet water quality standards utilizing best management practices. Services, Functions and Activities This division of the enterprise funds manages the storm water system within the Village corporate boundaries by repairing/maintaining all retention pond areas, catch basins, drainage pipes and swales. Only public systems are maintained, as private systems are maintained under separate homeowners/condominium associations. The division ensures that discharge approved outfall locations meet the federal, state and local water quality criteria. All storm water employees associated with the division are encouraged to become state certified for the operation and maintenance of storm water systems. Page 1 229 09-2010 Budget Village of Tequesta. Florida FY 20 0 C� Page 1 230 VILLAGE OF TEQUESTA Storm Water Utility - Fund 403 Personnel Organization Chart No Text VILLAGE OF TEQUESTA Storm Water Utility — Fund 403 Revenue Summary Prior Year FY 2009 FY 2009 FY 2010 Budget to Actual Amended Estimated Proposed Budget Revenue Budget Revenue Budget % Charges for Services 299,729 330,190 330,190 317,000 -3.99% Interest 8,240 3,800 2,017 1,050-72.37% Miscellaneous 150 - 36 - N/A Appropriate Fund Balance - - - - N/A Total General Fund Revenues: 308,119 333,990 332,243 318,050 -4.77% 350000 300000 250000 200000 150000 100000 50000 Revenue Comparison by Fiscal Year i i }} Charges for Services ® Interest Income m Miscellaneous 0 FY2008 Actual FY2009 Amended FY2010 Proposed Page 1 232 0 • Village of Tequesta Florida FY 2009-2010 Budget • • VILLAGE OF TEQUESTA Storm Water Utility — Fund 403 Expenditure Summary Prior Year FY 2009 FY 2009 FY 2010 Budget to Actual Amended Estimated Proposed Budget Expenditures Budget Expenditures Budget % Personnel Expenditures 47,337 49,950 49,245 54,390 8.89% Operating Expenditures 167,756 87,075 85,546 158,660 82.21% Capital - - - 105,000 N/A Interfund Transfers 120,600 - - - N/A Other Financing Uses & Non -Operating 1,490 196,965 197,452 - N/A Total General Fund Revenues; 337,183 333,990 332,243 318,050 -4.11'A Expenditures Comparison by Fiscal Year 200000 180000 160000 140000 120000 100000 80000 60000 40000 20000 0 FY2008 Actual FY2009 Amended FY2010 Proposed * Personal ■ Operating o Capital ■ Interfund Transfers N Other Financing Sources & Uses Page 1 233 Village of Tequesta. Florida FY 2009-2010 Budget VILLAGE OF TEQUESTA Storm Water Utility - Fund 403 Explanation of Significant Changes Revenues: The storm water fund budget is funded by a non -ad valorem assessment included on your annual tax bill. The assessment did not change between FY2009 and FY2010. Interest revenues decreased 72% ($2,750) in FY2010, a sign of the recent economy. Personnel: The 8.89% increase in personnel expenditures is primarily due to a combination of a 5% salary increase for all eligible full time Village staff and an increase in pension contributions of 11.30% in FY2010. Pension contributions were increased by administration in an attempt to prepare for a projected, low investment return in the pension fund. Operating: FY2010 operating expenditures increased overall by 82.21%. This is primarily due to a change in the budgeting philosophy for the Storm Water Utility Fund. Starting in FY2010, the Village is budgeting for netted depreciation to more closely reflect actual results. Netted depreciation for FY2010 is $89,400, about 28% of the budget. Operating expenditures, excluding netted depreciation, actually decreased by 20% between FY2009 and FY2010. This is due to a projected decrease in overall drainage system maintenance because of maintenance completed in FY2009. • Capital: The FY2010 Storm Water budget includes $100,000 for pipe rehabilitation along Seabrook Road and $5,000 for other various improvements throughout the Village. • VILLAGE OF TEQUESTA Storm Water Utility - Fund 403 Fiscal Year 2010 Goals & Objectives • Continue to provide customers with the highest quality storm water services possible while maintaining a competitive rate structure. • Continue to perform visual inspections of the Village's storm water system and schedule repairs as needed. • Continue to ensure that all regulatory agency requirements are met. • Continue to respond to emergency situations, such as sink holes, quickly and efficiently to ensure the safety of the residents and minimize all associated inconvenience. • Page 1 234 C7 • THIS IS AN EXPENDABLE TRUST FUND THAT ACCOUNTS FOR FORFEITURES RECEIVED BY THE POLICE DEPARTMENT TO BE EXPENDED FOR CERTAIN LAW ENFORCEMENT PURPOSES AS PRESCRIBED BY FLORIDA STATUTE CHAPTER 932.704. *Note: There were no funds budgeted or actual expenditures in this fund in FY2008, FY2009 or FY2010. Page 1 235 Village of Tequesta. Florida FY 2009-2010 Budget This Page Intentionally Left Blank Page 1 236 • C7 • VILLAGE OF TEOUESTA FISCAL YEAR 2009-2010 SECTION 8 - Glossary No Text FY 2009-2010 Budget Village of Tequesta. Florida )rocess of bringing forward unspent dollars APPROPRIATED FUND BALANCE: The I irrent year's approved budget: (1) Bring from previous fiscal year's budget to a counts from previous fiscal years, but not forward budgeted and encumbered an ,ropriate amount from fund balance to as yet paid by year end closing. (2) App balance next year's budget. i the Village Council. Any appropriations need approval fron orization of funds granted by a legislative APPROPRIATION: This is the legal auth it obligations for specific purposes. An body to make expenditures and to inCL unt and to a time period within which it appropriation is usually limited in amo )priation that funds a budget. r!- may be expended. It is the act of apprc ced when the sum of estimated net BALANCED BUDGET: A budget is balan ces is equal to appropriations. revenues and appropriated fund balan BEA: Bureau of Economic Analysis. 'ED) FUND BALANCE: Unencumbered BEGINNING/ENDING (UNAPPROPRIAI prior/current fiscal year after payment of resources available in a Fund from the ures/expenses. This is not necessarily cash the prior/current fiscal year's expendit on hand. is obligation to repay a specified principle BOND: A written evidence of the issue te) together with interest at a stated rate, amount on a certain date (maturity da ing that rate. or according to a formula for determir ,ity for a specified period of time indicating BUDGET: A fiscal plan of financial actN the budget period. The budget is all planned revenues and expenses for by the Village Council. Tequesta's budget "Proposed" until it has been approved through September 30th. covers one fiscal year from October 1S' e on a semi-annual basis by which BUDGET AMENDMENT: Generally don xpenditures are made a part of the budget, unanticipated changes in revenue or e iay be between Funds or Departments. thereby amending it. These changes rr 0 Page 1 239 No Text No Text —Village f Teguesta. Florida FY 2009-2011 Budget i ENCUMBRANCE: An amount of money committed for the payment of goods or services not yet received or paid for. ENTERPRISE FUNDS: A type of Fund established for the total costs of those governmental facilities and services that are operated in a manner similar to private enterprises. Enterprise Fund activities are entirely or predominantly self- supporting. The Village ahs three (3) Enterprise Funds: the Water Utility, Refuse & Recycling and Storm Water. ESTIMATED EXPENDITURES: Projections of funds to be spent during the fiscal year. ESTIMATED REVENUES: Projections of funds to be received during the fiscal year. EXPENDITURE: All decreases in fund net assets for current operations, capital outlay or debt service except those arising from operating and residual equity transfers to other funds. • FDOT: The Florida Department of Transportation FEC: Florida East Coast Railway FEMA: Federal Emergency Management Agency FISCAL YEAR: A twelve month period of time to which a budget applies. Tequesta's fiscal year is October 15t through September 30tn FIXED ASSETS: These are of a long term character that are intended to continue to be held or used, such as land, infrastructure, buildings, construction in progress, improvements other than buildings and equipment. FRANCHISE FEES: Fees assessed on public utility corporations in return for granting a privilege to operate inside the Village limits, e.g. water, electricity. • Page 1 242 Village of Teguuesta Florida FY 2009-2010 Budget • FRS: Florida Retirement System FULL TIME EQUIVALENT POSITION: A part time position converted to the decimal equivalent of a full time position based on 2,080 hours per year. For example, a summer lifeguard working four months, or 690 hours, would be equivalent to .3 of a full time position. FUND: An independent fiscal and accounting entity with a self -balancing set of accounts recording cash and other financial resources together with all related liabilities and residual equities or balances, which are segregated for the purpose of carrying on specific activities or attaining certain objectives in accordance special regulations, restrictions or limitations. FUND BALANCE: Changes in fund equity as a result of the difference of revenues to expenditures. Fund Balance increases when revenue exceeds expenditures, while Fund Balance decreases when expenditures exceed revenues. • FUNDING SOURCES: This is a term referring to the type or origination of funds to finance recurring or non -recurring expenditures. Examples include revenues such as ad -valorem taxes, user fees, licenses, permits and grants and non -revenues such as fund balance and inter -fund transfers. FY: Fiscal Year F/Y/E: Fiscal Year Ending. C5 GASB 34: This is the accounting standard used by the Governmental Accounting Standards Board (GASB) that is applicable to state and local governments. Compliance with GASB Statement 34 is necessary for the preparation of financial statements in accordance with Generally Accepted Accounting Principles (GAAP). A significant provision of this standard includes the preparation of government - wide financial statements that summarize the information of the government as a whole using the accrual basis of accounting (in addition to continuing • requirements for fund financial statements using the modified accrual basis of accounting). Page 1 243 Village of Tequesta. Florida FY 2009-2010 Budget GDP: Real Gross Domestic Product. • GENERAL FUND: The primary Fund of the Village, it is used to account for all revenues and expenditures of the Village not legally restricted as to use. The General Fund is used to account for the cost of the Village's general operations. Examples of Departments financed by the General Fund include Village Council and Police and Fire services. GENERALLY ACCEPTED ACCOUNTING PRINCIPLES (GAAP): These comprise the uniform minimum standard of, and guidelines for, financial accounting and reporting. They govern the form and content of an entity's basic financial statements. GAAP encompasses the convention, rules and procedures necessary to define accepted accounting practices at a particular time. GF: General Fund GFOA: Government Finance Officers Association GIS: Government Information System • GOAL: A statement of broad direction, purpose or intent based on the needs of the community. A goal is general and timeless, that is, it is not concerned with specific achievement in a given time period. GOVERNMENTAL FUND TYPES: Funds used to account for the acquisition, use and balances of expendable financial resources and the related current liabilities, except those accounted for in proprietary and fiduciary funds. GRANT: Contributions, gifts of cash or other assets from another governmental entity, to be used or expended for a specific purpose, activity or facility. GROSS DOMESTIC PRODUCT: The output of goods and services produced by labor and property located in the United States. r� Page 1244 'e uesta Florida FY 2009-2010 Budget :AD EXEMPTION: Every person who owns and resides on real property on January 1 and makes the property their permanent residence is receive a homestead exemption up to $50,000. The first $25,000 all property taxes, including school district taxes. The additional n up to $25,000, applies to the assessed value between $50,000 and ind only to non -school taxes. iND TRANSFERS IN/OUT: Monies transferred from one Fund to another. iey is transferred to finance the operations of another Fund or to e the Fund for certain expenditures/expenses. iCAL AGREEMENT: A written agreement between the Village and other overnment to share in similar services, projects, emergency assistance funding, etc. for the mutual benefit of all parties. • FEES: Type of charge for services imposed on new construction in order rt specific new demands on a given service, e.g., transportation, schools, J fire protection. )RATED AREA: The portion of the County within the boundaries of a ility within the County. Annexation of unincorporated areas is the most method of status change. RUCTURE: This is the permanent installation such as a building, road or insmission system that provides public services. IBLE PERSONAL PROPERTY: All personal property that is not itself , but it's valuable because of what it represents. The most common s are shares of stocks issued by any corporation, bonds issued by :ions or state, county or municipal governments outside the state of �r shares of units of ownership in mutual and money market funds, and iability companies. • Page 1245 Vffila_w• eatmsta. F1•rida FY 2QQ9-201Q3jd0 INTANGIBLE PERSONAL PROPERTY TAX: An annual tax based on the market • value, as of January 1St, of the intangible personal property owned by a Florida business or by a non -Florida business that has a tax status in Florida. INTERGOVERNMENTAL REVENUES: Revenues from other governments in the form of grants, entitlements, shared revenues or payments in lieu of taxes. LEVY: To impose taxes, special assessments or service charges for the support of Village activities. LINE ITEM BUDGET: A budget that lists each expenditure category separately, such as social security, office supplies, uniforms, etc., along with the dollar amount budgeted for each specific category. LONG-TERM DEBT: Debt with a maturity of more than one year after the date of issuance. MILL: A monetary measure equating to 0.001 of a dollar. When referring to the Ad Valorem tax it means that a 1-mill tax is one dollar of tax on $1,000 of taxable value. MILLAGE RATE: The rate per one thousand dollars of taxable property value which, when multiplied by the taxable value, yields the tax billing for a given parcel. It is the tax rate used to generate Ad Valorem tax revenue. MISSION STATEMENT: A broad statement of purpose derived from an organization's and/or community's values and goals. Page 1246 0 FY 2009-2010 Budge Village of Tequesta. Florida kCCOUNTING: A basis of accounting in which • MODIFIED ACCRUAL BASIS OF ien the related fund liability is incurred, but expenditures are recognized wr i cash basis. This accounting technique is a revenues are accounted for on I accounting since expenditures are immediately combination of cash and accrua nues are not recorded until they are actually incurred as a liability while reve fired. This type of accounting basis is a received or available and measi and is recommended as the standard for most conservative financial approach governmental funds. iepreciation expense less budgeted capital and NET BUDGET DEPRECIATION: C principle debt payments. SIT: A fee levied on certain properties to defray all NON -AD VALOREM ASSESSME -.apital improvement or service deemed to benefit or part of the cost of a specific ;he property is not considered when calculating a those properties. The value of 1 stead, the cost of the facility or the service is non -ad valorem assessment. In a benefited properties in a defined area. It is allocated proportionately to th cial Assessment. Generally, this is collected by the sometimes referred to as a Spe nual consolidated tax bill like ad -valorem taxes. Tax Collector's Office on the ar anted accomplishments that can be measured and OBJECTIVE: Desired output orii ame. Achievement of the objective advances the achieved within a given time fr -d a corresponding goal. activity and organization towai ,gal appropriation of funds for on -going program OPERATING BUDGET: The ann nefits, services and supplies, debt service, capital costs, including salaries and be its. outlay and capital improvemer ve enactment by the Village Council that has the ORDINANCE: A formal legislati fin Village boundaries unless re-empted by a higher full force and effect of law witl a higher legal standing than a resolution. form of law. An ordinance has al adopted budget. • ORIGINAL BUDGET: The origin Page 1 247 Village of Tequesta. Florida FY 2009-2010 Budget 13 • PERSONNEL SERVICES: Expenditures for salaries, wages and fringe benefits of a government's employees. PORTABILITY: A legislative provision that was enacted as part of Constitutional Amendment 1 that allows Florida homeowners to transfer a portion of their Save Our Homes taxable value reduction when they move to another homesteaded property in the State of Florida. Portability reduces the local government tax base by reducing taxable values of homesteaded properties. Portability benefits must be requested by taxpayers. PROGRAM: A group of related activities performed by one or more organizational units for the purpose of accomplishing a function for which the Village is responsible. PROPERTY TAX: Another term for ad valorem tax. See definition for Ad Valorem Tax. n LJ PROPOSED BUDGET: The financial and operating document submitted by the Village Manager to the Village Council for consideration. PROPRIETARY FUND: A group of funds in which the services provided are financed and operated similarly to those of a private business. P-1k RESERVE: Funds set aside for a particular purpose. RESOLUTION: A special order of the Village Council. A resolution has a lower legal standing than an ordinance. RETAINED EARNINGS: The amount of financial resources available for use in an Enterprise Fund. Similar to "Fund Balance", it represents the excess of all prior years' surpluses and deficits. 0 Page 1 248 Village of Tequesta. Florida FY 2009-2010 Budget • REVENUES: An amount received by the Village from taxes, fees, permits, licenses, interest, inter -governmental sources and other sources during the fiscal year. RFP: Request for Proposal ROLLED BACK RATE: The tax rate which when applied to the current year's adjusted taxable value generates the same Ad Valorem tax revenue as the prior yea r. SAVE OUR HOMES: A voter approved amendment to the Florida Constitution which limits the size of the annual increase in the assessed value of owner occupied residential properties which have homestead status. Increases in the annual assessment of homesteaded property shall not exceed the lower of either 1) three percent (3%) of the assessment of the prior year or 2) the percent increase in the Consumer Price Index for all urban consumers in the United States. • SOE: Supervisor of Elections SOH: Save Our Homes SPECIAL ASSESSMENT: A fee levied on certain properties to defray all or part of the cost of a specific capital improvement or service deemed to benefit those properties. The value of the property is not considered when calculating a non -ad valorem assessment. Instead, the cost of the facility or the service is allocated proportionately to the benefited properties in a defined area. It is sometimes referred to as a Non -Ad Valorem Assessment. Generally, this is collected by the Tax Collector's Office on the annual consolidated tax bill like ad -valorem taxes. SPECIAL REVENUE FUNDS: This type of fund collects revenues that are restricted by the Village, County, State or Federal Government as to how the Village might spend them. SRT: Special Response Team • STATUTE: A written law enacted by a duly organized and constituted legislative body. Citations are often followed by "F.S." to indicate Florida Statute. Pagel 249 Village of Teauesta. Florida FY 2009-2010 Budget • TANGIBLE PERSONAL PROPERTY: Non -real estate property, excluding motor vehicles, inventory and household goods, that is owned by business enterprises and subject to ad valorem taxation. Constitutional Amendment 1 provides that the first $25,000 of tangible personable property is exempt, from ad valorem taxes starting with fiscal year 2009. It also imposes a 10% cap on annual increases in tangible property valuation. TAX RATE: The amount of tax stated in terms of a unit of the tax base. For example, 5.000 mills yield $5 per $1,000 of taxable value. TAXABLE VALUATION: The value used for computing ad valorem taxes levied against property. Taxable value is the assessed value less any exclusions, differentials, exemptions and credits allowed by law. TRANSFER: Re -allocation of money from one account or fund to another. TRIM: Acronym for Truth in Millage Law (See definition of Truth in Millage Law). • TRUTH IN MILLAGE LAW (TRIM): Florida law enacted in 1980 which changed the budget process for local taxing governments. It was designed to keep the public informed about the taxing intentions of various taxing authorities (Section 200.065, F.S.). TRUST FUND: A fund used to account for assets held by the Village in a trustee capacity for individuals, other governments or other funds, such as Pension Funds. UNINCORPORATED AREA: The portion of the County not within the boundaries of any municipalities. UTILITY TAXES: Municipal charges on consumers or various utilities such as electricity, gas, water and telecommunications. • Page 1250