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HomeMy WebLinkAbout06-25-2008 VC B WS-M• Present: ROLL CALL MINUTES OF THE BUDGET WORKSHOP SESSION VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA JUNE 25, 2008 William Manuel, Mayor David B. Norris, Vice Mayor Darryl Aubrey, President Pro Tem Edward M. Eissey, Councilman T.R. Hernacki, Councilman Jimmy Knight, Village Manager Melissa Teal, CMC, Village Clerk Mayor Manuel called the Budget Workshop Session to order at 7:00 p.m. All members of Council were present. All members of staff were present, except the Village Attomey. Finance Director Sarnia Janjua and Director of Golf Operations Mike Gray were present. COUNTRY CLUB BUDGET Village Manager Jimmy Knight gave a presentation on the fiscal year 2009 Country Club budget. Mr. Knight reviewed budget projections for fiscal year 2007-2008 and detailed the year-to-date rounds played and revenue received. Mr. Knight reviewed personnel, operating, and capital highlights in the budget. Mr. Knight discussed adding 2 part-time ranger/driving range attendants and reclassifying the administrative coordinator position to administrative assistant. Discussion ensued on the IGM contract for golf course maintenance. It was noted that the contract specifies the number of personnel, performance standards, and provides for a maximum 5% increase, based on the August Consumer Price Index (CPI.) Mr. Knight reported that the budget includes $25,000 to renovate the front entry to the clubhouse, including trees, shrubs, and pavers. Mr. Knight detailed $79,500 in capital outlays. Discussion took place concerning the proposed capital expenditure of $35,000 to retrofit the shuffleboard courts sun canopy for the driving range. It was requested that staff obtain a cost estimate for a movable canopy. Discussion ensued on debt service. Mr. Knight reported total debt service expenses of $498,901 and advised that $104,000 will be retired in 2010. Mrs. Janjua will research the payoff amounts and any pre -payment penalties. Mr. Knight noted that there is no increase in membership rates. Mr. Knight discussed membership opportunities, such as corporate memberships and summer memberships, and suggested Council consider allowing Village employees to play at resident rates. Although the budget was prepared using the current membership figure of 394, Mr. Knight discussed increasing the total memberships to 415 by utilizing the established waiting list. Minutes of Village Council Budget Workshop Session held June 25, 2008 Page 2 of 2 • • • Mr. Knight reviewed the projected number of member and non-member rounds. Mr. Gray recommended 4 seasons or categories of rates, with greens fees and cart fees included in the total rate. It was noted that the projected rates do not take into consideration member or resident discounts. Mr. Knight reviewed projected total revenue of $3,578,309, expenses of $3,417,671, and $160,638 in contingency for fiscal year 2009. Discussion took place on the cost of reclaimed water. Suggestions from Council included publicizing the golf course through increased advertising, increasing marketing of the course to walk-in players, remaining flexible on the rates, and considering a cover or canopy at the bag drop area. Discussion ensued on advertising. Mr. Knight reported that $20,000 is included for marketing. It was recommended that when the budget is posted online that it be broken down into sections by department, to avoid having to download the total budget. Discussion ensued on the creation of reserves, as well as whether an allocation for administrative costs was budgeted. Mr. Knight advised that no administrative fee was included. Mr. Knight reported that the cost for maintenance performed by the Public Works Department was incorporated into the budget. Mr. Knight reviewed relocating the Accounting Tech to the Finance Department. A brief discussion was held concerning collecting an administrative fee this year. Mr. Knight does not recommend collecting an administrative fee. Discussion took place concerning increasing the number of members. Mr. Gray noted that there were open tee times in the winter and expressed the desire to fill all available tee times. CONSENSUS ITEM Mr. Knight reported that restaurant vendor, Randy Epstein, of Continental Catering, has requested to rent space in the Country Club Administration office for his accountant. Mr. Knight requested Council consensus to allow him to negotiate a lease with Mr. Epstein. By consensus, the Council approved leasing space to Mr. Epstein and favored a one-year renewable lease. The next Budget Workshop will be an overview of the General Fund budget on July 9, 2008. ADJOURNMENT With no further business to come before the Council, the meeting adjourned at 9:00 p.m. Melissa Teal, CMC, Village Clerk