08-12-2009 VC B WS-MMINUTES OF THE BUDGET WORKSHOP SESSION
VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA
• AUGUST 12, 2009
Present: David B. Norris, Mayor
William Manuel, Vice Mayor
Darryl Aubrey, Sc.D., President Pro Tem
Edwazd M. Eissey, Ph.D., Councilman
T.R. Hernacki, P.E., Councilman
Jimmy Knight, Village Manager
Melissa Teal, CMC, Village Clerk
ROLL CALL
Mayor Norris called the meeting to order at 7:22 p.m. All members of Council were present. All
members of staff were present, except the Village Attorney. Finance Director Samia Janjua,
Library Director Donna Riegel, Parks and Recreation Director Mark Hodgkins, and Public Works
Director Wiley Livingston were present.
FY 2010 GENERAL FUND BUDGET OVERVIEW
Mr. Knight distributed copies of the FY 2010 General Fund Budget presentation concerning the
departments of Lbrary, Parks & Recreation, Council, Clerk, Attorney, and Manager.
LIBRARY
Mr. Knight reviewed Library circulation statistics and public access computer use statistics for
2008-2009. Mr. Knight reported that projected revenues for FY 2010 aze slightly lower than the
current year and the proposed Library budget has been reduced $15,703 from the current yeaz.
Mr. Knight reviewed the FY 2010 Capital Plan, which includes the replacement of two air
handlers and refurbishment of the public restrooms. Mr. Knight advised that the Long Term
Capitalization Plan provides for replacement of the lobby windows and roof in FY 2011.
PARKS AND RECREATION
Mr. Knight detailed special events and types of classes offered by the Recreation Department.
Mr. Knight reviewed personnel changes including relocating the Pazks Maintenance Division to
the Public Works Department and eliminating one part-time pazks maintenance position, and
making the Pool Manager an independent contractor position. Mr. Knight advised that
reorganization of the Pazks and Recreation Department results in a net increase of $5,486 in
personnel costs.
Mr. Knight briefly reviewed the main sources of Recreation revenue and noted projected
revenues total $470,160. Mr. Knight discussed proposed alterations in Mazina fees, including
changing from a flat rate for dry storage to a rate based on size of the space, increasing the rate
• for wet slips by 15%, and increasing the cost of marina decals by $2. Mr. Knight gave a
compazison of the proposed rates to those currently chazged by other azea mazinas and noted that
that the Village's fees aze substantially lower. Mr. Knight reported over 100 residents remain on
the waiting list for storage spaces. Mr. Knight advised that Pool revenues aze projected at
$175,400 for FY 2010.
Minutes of Village Council Budget Workshop Session held August 12, 2009 Page 2 of 3
PARKS AND RECREATION continued
• Mr. Knight reported the combined Parks & Recreation budget is down 31 % or $747,965
including a 1 % decrease in the Recreation & Special Events budget, a 29% decrease in the Pool
budget, and a 17% decrease in the Tennis budget. Regarding capital improvements in FY 2010,
Mr. Knight noted the only request is to resurface the gym floor.
Mr. Knight detailed the long-term capital plan for FY 2011, which includes replacing two
vehicles, relighting Osborne Park, and purchasing playground equipment. It was suggested that
staff investigate an FPL Green grant for Osborne Park lighting. Mr. Knight noted the total
anticipated capital expenditures in FY 2011 would be $210,000.
POOL
Mr. Knight reviewed pool revenues and expenses. Mr. Knight noted the emergency repair of the
pool tower and discussed grant applications. During discussion of the swimming professional
position, Mr. Knight reported that as an independent contractor, the pro earns money from
lessons and may be paid a stipend for maintaining the pool as he has the necessary certification
for use of chemicals. Mr. Knight stated the Village would be responsible for the purchase of
maintenance materials.
TENNIS
Mr. Knight projected an increase in tennis revenues. Mr. Knight reported that both tennis
employees are independent contractors. Mr. Knight discussed a possible contract between the
Village and Tennis and More to provide inventory, data service, employees, and $8,640
guaranteed rent to the Village. Discussion ensued on issuance of a Request For Proposals.
Additionally, the Council discussed the amount of space Tennis and More may occupy at the new
Tennis Facility, as well as profit sharing. Council consensus was to consider aone-year contract.
GRANT OPPORTUNITIES FOR FY 2010
Mr. Knight announced Florida Recreational Assistance Program (FRDAP) grant opportunities
for FY 2010. Mr. Knight requested approval to apply fora $50,000 non-matching, which would
be used to develop the area immediately north of the Library as a Memorial Park, which would
contain plaques for each branch of the military service and be dedicated for veterans and
memorial observances.
Mr. Knight requested approval to apply fora $150,000 FRDAP matching grant (75%/25% match)
to be used for pool resurfacing. Mr. Knight advised that organizations are eligible to have two
FRDAP grants open per year. Parks and Recreation Director Mark Hodgkins reported that the
Recreation Advisory Board recommended moving forward with the grant applications.
Council consensus was to apply for both grants.
VILLAGE COUNCIL
• Mr. Knight reported the total budget is down 9% or $13,057, which is primarily because one of
the accounting and auditing components does not have to be performed in FY 2010.
Minutes of Village Council Budget Workshop Session held August 12, 2009 Page 3 of 3
VILLAGE CLERK
110 Mr. Knight noted anticipated revenue of$3,200, the majority of which is derived from certify,
copy and research fees. Mr. Knight noted increases in personnel and operating and a decrease in
capital, and reported the total budget is up 6%or$15,372.
A question was raised regarding the procedure for merit pay increases for Village Clerk
employees. Mr. Knight explained that the Village Clerk determines merit pay increases for her
staff using the same forms and procedures as other Village departments.
VILLAGE ATTORNEY
Mr. Knight reported no change from the current fiscal year. Mr. Knight noted the Village
Attorney budget includes special legal services as well as services of the Village's labor attorney.
VILLAGE MANAGER
Mr. Knight noted an increase in personnel and a decrease in operating, and reported the total
budget is up 3%or$10,124.
GENERAL FUND BUDGET CHANGES
Discussion took place concerning revenues received from the State of Florida, which are expected
to be $331,723. Mr. Knight stated that at the proposed millage rate, contingency is estimated at
$1.2 million;therefore, funding is available for other projects, subject to Council consideration.
(Councilman Eissey left the meeting at 8:45 p.m. and returned at 8:52 p.m.)
Discussion ensued on the feasibility of having the General Fund assume the Country Club loan,
with an increase in interest from 1% to 4%. Mr. Knight reported that according to our auditors,
nothing would legally preclude Council from doing so; however, the Audit Committee did not
recommend this, due to the length of the loan commitment and projected increase in interest
rates, as well as the issue of liquidity of funds. Mr. Knight stated that PFM Asset Management
advised that it would violate the Village's investment policy, and advised against extending
investments for that long at a fixed interest rate.
CONSENSUS ITEMS
• One-year contract with Tennis and More to provide merchandise
• apply for FRDAP grant to create Memorial Park
• apply for FRDAP grant to resurface the pool
NEXT BUDGET WORKSHOP DATE
Mr. Knight announced the next Budget Workshop on 8/26/09, for the purpose of reviewing the
departmental budgets for Community Development, Human Resources, Finance, and IT.
ADJOURNMENT
With no further business to come before the Council, the meeting adjourned at 9:05 p.m.
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Melissa Teal, CMC, Village Clerk