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07-28-1999 VC B WS-M~~~~ k f ~PALMO~ ~~~ Office of the Village Manager DENNIS W. KELLY (561) 848-3476 Fax: (561) 848-3344 E-mail: villnpb~evcom.net Date: August 3, 1999 ~~ 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. .~ 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 ~..~ 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 ~~ 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. `~, 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.