07-28-1999 VC B WS-M~~~~
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Office of the Village Manager
DENNIS W. KELLY
(561) 848-3476 Fax: (561) 848-3344
E-mail: villnpb~evcom.net
Date: August 3, 1999
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To: Mayor & Village Council
From: Dennis W. Kelly, Village Mana er
RE: Village Council Budget Workshop of July 28, 1999
The Village of
NORTH PALM BEACH
501 U.S. Highway 1
North Palm Beach, FL 33408
The Village Council met in workshop session on Wednesday, July 28, 1999, at 7:00 p.m. to complete their
review of the General Fund budget and discuss Revenues and determine a tentative millage rate for FY 99-00.
All Council members were present; staff present were Village Manager Dennis Kelly, Finance Director Shaukat
Khan, Assistant Village Manager Doug Smith.
The Council entered into budget workshop discussions starting with an open discussion regarding the borrowing
for the new loan found on page 157-Debt Service. No change was made to the budget.
Council entered into discussions and reviewing policies, per the following:
1. Country Club Renovation: Discussion ensued regarding the square footage of the women's
locker room; staff is to review the situation with the contractor/architect and provide
information back to the Council for additional discussion.
2. Discussion of Village Ha1UHerb Watt Building: Staff directed to put the Herb Watt Building
demolition issue on the next available Village Council workshop agenda. Discussion ensued
regarding the Village Hall parking lot and status of the engineering study.
3. Staff provided a draft policy on certification pay, which will go on the next available regular
- agenda as a resolution.
4. Employee Relations Policy: Under the first bullet where it reads the employee relations line
item is to be used for: under subparagraph 1 of that bullet where it reads department heads
taking employees to lunch, amend it to read, "department heads or their designee hosting
meetings with employees for Village business or employee recognition." The following
represent amounts Council approved to be inserted in the respective departmental budgets:
Department: Amount:
Public Services $1,000
Public Safety 1,000
Library 800
Recreation 800
Finance 800
Country Club 800*
Village Manager 1,500
Village Clerk 500
MEMORANDUM
* Village Manager to have departmental control over Country Club expenditures.
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Council agreed to the policy and it will be acted on at a future regular Council meeting.
5. Lease/Purchase Policy: Discussion ensued regarding leasing versus purchasing of office
equipment. Council agreed to the policy distributed (copy attached).
6. Travel Policy: Council agreed to the policy as presented (copy attached). The opening sentence
reads, "the travel policy of the Village of North Palm Beach for out of state travel shall be as
follows:" was amended to read, "except as otherwise authorized by the Village Council, the
travel policy of the Village of North Palm Beach shall be as follows:"
7. Refreshments and Supplies Policy: The policy statement was accepted as presented (copy
attached). Staff directed to insert $250 to $500 into those departments that do not have this line
item for the FY 99-00 budget.
Reorganization -General Services/Village Manager Department:
Council discussed options of reorganizing the General Services Department to conduct a trial program of
contracting out the printing of the monthly Newsletter. Following discussion of options regarding contracting to
a separate printer or hiring a contract vendor to do the printing on a limited basis, the Council's decision was to
hire a contract vendor to come in and use the printing machine 5-7 days a month at $18.00 per hour to print the
Newsletter. Staff was directed to eliminate the General Services Clerk position under the Village Manager's
budget. Other duties under the responsibility of the General Services Clerk position will be allocated as follows:
ordering copy paper -Finance; copy machine and postage machine maintenance and operations -Finance;
inventory and limited purchasing -Assistant Village Manager; and decentralize purchasing of office supplies to
respective departments.
For budget changes, see the attached budget workshop change sheet.
Council asked staff to provide a summary of all the new positions created in the FY 99-00 draft budget.
There being no further business to come before the Village Council, they stood adjourned at 9:55 p.m. Their
next scheduled meeting is Thursday, July 29, 1999 at 7:00 p.m.
DWK:sh
Attachment
cc: Shaukat Khan, Finance Director
Doug Smith, Assistant Village Manager
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Dept. Account No.
VILLAGE A4902-11210 Salaries
MANAGER
VILLAGE COUNCIL BUDGET WORKSHOP CHANGES (7-28-99)
Name 'Remarks From;
To•
$58,157.00 $36,987.00
GENERAL A5509-33113 Contract Labor Add new line item Contract Labor $0.00 $12,500.00
SERVICES
GENERAL FUND A5540-49915 Reserve-Raises ~ Benefits In the back-up budget under A5540-49915 Raises and $414,700.00 $39,160.00
RESERVE Benefits, change the non-union full-time and part-time cost
of living adjustment from 1.5% to 2.2%.
A5540-49925 Performance Raise Change the non-union estimated amount from 3% to $46,500.00 $38,750.00
2.5% .
Village Manager raised the issue of developing an unused vacation reimbursement policy. General Consensus was to develop a
recommendation in writing and present it at the next available Village Council workshop.
REVENUES A3714-09300 Bank Loan Proceeds It was determined not to finance certain projects identified $1,200,000.00 $0.00
in the Community Planning portion of the budget.
MILEAGE RATE
Following lengthy discussion, Council decided to budget a millage rate of 5.60 mills, but to advertise a millage rate of 5.65 mills
with the intent that there be no unexpected changes to the budget. In September at the time of adoption they will bring the 5.65
down to 5.60 as the adopted millage rate. Staff was directed to incorporate $200,000 into the budget for the Human Resource
Performance Consultant's (HRPC) recommendation regarding salary survey and to incorporate the $300,000 for the dredging of
the waterways.
Page 1 of 2
DepY~ Account No. Name.. Remarks
Staff was directed to develop a final analysis on the unappropriated fund reserve in relation to the tentative millage rate and the
final budget and present it to the Council during budget workshop of Thursday, July 29, 1999.
Staff was directed to issue a memorandum or agenda on the items to be covered at the Village Council special workshop of
Tuesday, August 10, 1999. The three items to be discussed will be the salary survey ,Village Council goals and objectives and
conduct the Village Manager and Village Clerk performance evaluations. That meeting is scheduled to start at 7:00 p.m.
From: ~ To:
Page 2 of 2
RESOLUTION NO.
A RESOLUTION OF THE VILLAGE COUNCIL OF NORTH PALM BEACH,
FLORIDA, AMENDING SECTION 4.06(e) ENTITLED "CERTIFICATION AND
LICENSE PAY" OF THE PERSONNEL RULES AND REGULATIONS FOR THE
VILLAGE OF NORTH PALM BEACH AND PROVIDING FOR AN EFFECTIVE
DATE.
BE IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALM BEACH,
FLORIDA:
Section 1. The Village Council of North Palm Beach, Florida does hereby amend
Section 4.06(e) titled "Certification and License Pay ", of the Personnel Rules and
Regulations for the Village of North Palm Beach, to read as per Attachment "A".
Section 2. This Resolution shall take effect on 10-01-99.
Passed and adopted this day of 1999
(Village Seal)
Attest:
Village Clerk
Mayor
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ATTACHMENT "A"
4.06(e) "CERTIFICATION AND LICENSE PAY"
The following categories and criteri s are used in the determination of Certification Pay:
1. GENERAL (Five types as follows):
a. As required by job description.
b. Additional to that required by description.
c. Not required by job description. Annual Continuing Education Units (CEUj
required.
d. Not required by job description. No annual CEU's required.
e. Not required by job description. FederaUState law requires certification to perform a
specific act.
2. SPECIFIC REQUIREMENTS:
a. As required by,job description. Required by job description because required by
State Statute. No additional pay above entry level. Exam required. Annual CEU required.
Example: Public Safety Officer
Building Inspector
b. Additional to that reauired by job description. Exam required. Annual CEU. Must
benefit the Village. Maximum of four per individual. Recommended by Department Head-
approved by Village Manager. Budget item.
Example: Public Safety Officer
Fireman
Pazamedic
Building Inspector
Plumbing Inspector
Building Plans Examiner
c. Not reauired by iob description Annual Continuing Education Units (CEU)
reauired. Must benefit the Village. Maximum three per individual. Recommended by
Department Head-approved by Village Manager. Budget item.
Example: Finance
CPA -State of Florida
CGFO -Florida Government Finance Officer Association
CGFM -Association of Government Accounting Managers
Example: Recreation
Leisure Professional -Florida Recreation & Parks Association
Example: Golf Course
Golf Course Superintendents of America Association
Example: Public Services
Registered Professional Engineer
'~•...
ATTACHMENT "A" (continued)
406(e) CERTIFICATION AND LICENSE PAY
Page 2
d. Not reauired by iob description No annual CEU's required. Must benefit the
Village. Maximum one per individual. Recommended by Department Head-approved by
Village Manager. Budget item.
Example: Village Clerk
CMC -Florida Association of City Clerks
e. Not reauired by iob description FederaUState laws require certification to perform
specific acts. Exam required. Re-qualify periodically. Must benefit the Village. Maximum
two per individual. Recommended by Department Head-approved by Village Manager.
Budget item.
Example: Parks Employee
Mosquito Control Operator
Pesticide Operator
Example: Maintenance Man
Building Air Conditioning Refrigerant Technician
3. COMPENSATION:
One time base salary increase of $1,000 per certification up to the maximum certification
allowed in each category. Except category "e", which is $500 per certification.
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Cost Comparison for Newsletter Printing
1. General Services Clerk Position
Annual Salary: $21,170
Annual Benefits: $7,066
Newsletter
Supplies: $7,500
Total Cost: $35,736
2. Contractor to work in-house 5 days a month on newsletter
Estimated Annual cost -
5 days a month at $18
per hour for in-house
newsletter printing: $8,640
Newsletter
Supplies: $7,500
Total Cost: $16,140
3. Contract with Printing Company for the newsletter
Annual Quotes for newsletter printing:
a). Printing Services: $24,216
b). PIP Printing: 528,800
c). Baryon Printing: 528,600 - 22,000
Allocation of duties: If option number two or number three is implemented, the responsibilities of
the General Services Clerk Position will be allocated as follows:
• Printing -Contracted
• Ordering Copy Paper -Finance
''~-~ • Postage Machine -Finance
• Inventory and Purchasing -Assistant Village Manager and also decentralized to departments
Purchase versus lease for Toshiba copier (similar to Village Hall Model)
,~ Dade County Public School contract
Length of term Purchase Lease
36 months $332/month $332/month
60 months $228/month $228/month
Maintenance Agreement -Same for both plans; $.005 per copy
Annual Cost over 10 years: see attached sheet
Copier Purchase vs. Lease
10 Year Projected Cost
Purchase Lease Purchase Lease
Year 36 mo. 36 mn_ an .,~,~ ~~ ..,._
\.,~
Note: Maintenance plan not included
Draft Policies
``' Office Equiament -Lease vs. Purchase
Policy Statement:
The policy of the Village of North Palm Beach shall be to examine lease and purchase
prices for office equipment (i.e., copiers) to determine what is the most cost effective.
The office equipment shall then be acquired by the most cost effective method.
Travel Policy
Policy Statement:
The travel policy of the Village of North Palm Beach for out-of--state travel shall be as
follows:
• Department heads are limited to one out-of--state trip per year.
• Out-of--state travel must be budgeted.
• Out-of--state travel must be professionally related to the duties ofthe department head.
• All other travel within the state of Florida and Palm Beach County must be identified
in the budget process.
• Travel is to be incurred in accordance with State law, Village ordinance, or Village
policy (i. e. travel regulations).
Emnlovee Relations Budget
Policy Statement:
The Village of North Palm Beach policy on the Employee Relations budget line item
shall be as follows:
• The employee relations line item is to be used for:
1). Department heads taking employees to lunch
2). Department heads taking business associates to hmch or dinner for purposes of
discussing Village business.
• The following two departments are exceptions to the above policy:
1). Village Manager
a). Same as 1 and 2 above
b). Taking Council members to hutch
2.) Village Council -The Employee Relations budget for the Village Council is for
employee service awards
• The amount budgeted for the Employee Relations line item for each department shall
be determined during the annual budget process.
Refreshment and Supplies Bud¢et
Policy Statement:
• A budget for Refreshment and Supplies shall be established for departments in the
Village with the exception of the departments in Village Hall. A joint budget will be
established for all the departments in Village Hall.
• This budget will provide for the purchase of coffee, other refreshments, and
refreshment supplies (sugar, creamer, cups, etc.) for the department.
• The Fire Prevention Division is an exception to the above policy. The Refreshment
and Supplies line item in the Fire Prevention Division provides refreshments for use
during fighting fires.
• Departments shall assign one person to coordinate the purchase of Refreshments and
Supplies
• In cases where more than one department works in the same building, the
departments shall collaborate to select one person to coordinate Refreshments and
Supplies for the building.
• The amount budgeted for the Refreshment and Supplies line item for each department
shall be determined during the annual budget process.