05-19-2015 VC SP WS-MMINUTES OF THE SPECIAL WORKSHOP SESSION
VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA
MAY 19, 2015
Present: Robert A. Gebbia, Mayor
David B. Norris, Vice Mayor
Doug Bush, President Pro Tem
Darryl C. Aubrey, Sc.D., Councilmember
James P. Kelly, Village Manager
Melissa Teal, Village Clerk
Absent Judy M. Pierman, Councilmember
ROLL CALL
Mayor Gebbia called the meeting to order at 5:00 p.m. All members of Council were present,
except Councilmember Pierman, who was out of town. All members of staff were present,
except the Village Attorney. Councilmember -elect Mark Mullinix and Finance Director Sarnia Janjua
were present.
The purpose of the meeting was to conduct a mid -year review of the FY 2015 Budget, discuss
strategic planning for the Village, review the Council's FY 2016 goals and objectives, and
review the FY 2016 -2020 Capital Improvement Plan.
FY 2015 MID -YEAR COUNTRY CLUB BUDGET REVIEW
• Country Club Revenues: $2,563,069 as of 3/31/15
• Country Club Expenses: $1,923,126 as of 3/31/15
• Country Club Mid -Year Preliminary Financials: revenues exceed expenses by $639,943
• Country Club Unrestricted Fund Balance: $514,167 as of 9/30/14
• Food & Beverage Revenues: $415,246 as of 3/31/15
• Food & Beverage Expenses: $455,264 as of 3/31/15
• Food & Beverage Mid -Year Preliminary Financials: expenses exceed revenues by $40,018
• Food & Beverage Inventory on Hand: $9,933.38 as of 3/31/15
• Golf Membership Revenue: $544,122; up $23,289 over FY 2014
• Cart Rental Revenue: $470,784; down $18,710 from FY 2014
• Greens Fees Revenues: $631,864, up $47,555 over FY 2014
• Driving Range Revenues: $200,263, up $29,678 over FY 2014
Brief discussion took place concerning Country Club Administrative revenues in the total
amount of $11,531. Mrs. Janjua explained the revenue is derived from interest, paver bricks,
insurance refund, and residency cards.
Mr. Kelly discussed a summary of the Food and Beverage operations. Mr. Kelly noted the
increased hours at the restaurant. Discussion ensued on liquor costs and food costs as a percent
of sales.
Minutes of Village Council Special Workshop Session held May 19, 2015
Page 2 of 5
FY 2015 MID -YEAR GENERAL FUND BUDGET REVIEW
• General Fund Ad Valorem Taxes: 96.55% of the budgeted amount collected through 3/31/15
• General Fund Revenues: $14,950,521 as of 3/31/15; an increase of $1,175,760 or 8.53%
over FY 2014, primarily due to increased ad valorem tax revenue
• General Fund Expenses: $9,864,677 as of 3/31/15
• General Fund Mid -Year Preliminary Financials: revenues exceed expenses by $4,780,098
• Two - tenths of a mill ($305,746) transferred out for Capital Improvement Plan
• General Fund Unassigned Fund Balance: $12,388,365 as of 9/30/14
Mr. Kelly reported that total department expenses are tracking at 49.89 %. Mr. Kelly detailed the
departments that are above the 50% benchmark.
Mr. Kelly reviewed the Tax Distribution Schedule and reported receipt of 98.85% of budgeted ad
valorem, and 93.91% of total ad valorem. Mrs. Janjua advised that the Village would receive
three more tax distributions during FY 2015.
INVESTMENT POLICY
Finance Director Samia Janjua reviewed the Village's Investment Policy and the status of
Village investments.
• $8,409,872 to date transferred for investment as core funds, representing 42% of FY 2015
General Fund adopted budget ($19,863,106)
• Core investment portfolio market value: $8,946,712.63 as of 3/31/15 (inclusive of
accrued interest and cash on -hand at the custodial bank)
• 2014 Audit Report of Village financial statements for year ending 9/30/14 (CAFR) found
that Village investments are in accordance with the Village's investment policy
• Total cash on hand: $11,605,610.84 as of 3/31/15
STRATEGIC PLANNING
Mr. Kelly distributed a draft Strengths, Weaknesses, Opportunities, & Threats (SWOT) analysis.
Following Council review and discussion, Mrs. Janjua gave a recap of the revised SWOT
analysis as follows.
STRENGTHS
Strong financial position
Safe place to live
Quality of Life
Unified Council
High quality staff /level of service
Advisory Board /citizen participation
Location/waterways
Tradition — 2nd & 3rd generation residents
OPPORTUNITIES
Annexation
Digital communications
Redevelopment /identify master plan
Utilize the waterfront
WEAKNESSES
Limited commercial properties
No anchor or destination
Aged /deteriorated buildings in our community
Resistance to change
Dated infrastructure
THREATS
Federal/State /County pressures on authority of municipalities
Neighborhood decline /crime
Sober homes in residential areas
Increase in costs
Minutes of Village Council Special Workshop Session held May 19, 2015 Page 3 of 5
MISSION STATEMENT
We sustain North Palm Beach as the "Best Place to Live Under the Sun" through superior services,
'\ timeless traditions, quality amenities.
VISION STATEMENT
North Palm Beach will be known for our unparalleled amenities and innovative approach to
meeting the needs of our safe and secure community through continuous improvement in
infrastructure and service delivery as identified by our stakeholders.
OUR VALUES
We Create Exceptional Public Service Through:
• Our People — We care about our people and actively advocate diversity, safety, and
personal growth.
• Continuous Improvement — We are committed to excellence and professionalism.
Integrity — We are transparent, honest, ethical, and have mutual respect for all people.
FY 2016 GOALS AND OBJECTIVES
Mr. Kelly distributed draft goals and objectives for discussion. Council considered and prioritized its
goals and objectives for FY 2016 as follows:
1. Provide a sustainable financial base for the Village
a. Seek alternative sources of funds including grants.
b. Continue to advance a business - friendly atmosphere in the Village and work with the Northern
Chamber of Commerce to encourage new businesses and promote economic development.
c. Actively pursue annexation opportunities.
d. Ensure equitable taxes and fees for Village services
e. Keep taxes and fee growth as close to inflation rates and property value as possible
f. Get the best facility and land utilization for the benefit of our citizens
2. Maintain a high quality of life and improve the overall appearance in the Village
a. Improve and maintain Village waterways as a unique Village asset.
b. Maintain the highest quality of public safety services through accreditation of its law
enforcement component and through fire rescue level of service partnerships.
c. Enhance communication with residents through mediums such as the Village Newsletter,
website, and other digital communications.
d. Provide more interactive opportunities for all citizens to participate in Village direction,
activities, and facility decisions
e. Maintain service levels.
f. Update Code of Ordinances to match contemporary requirements and encourage redevelopment.
g. Continue improvement of code compliance and education with special emphasis towards
the abatement of nuisance and abandoned properties.
3. Maintain and improve all recreational facilities of the Village
a. Maintain high level of appearance and condition of Village parks and recreational facilities,
including the Country Club.
b. Reinvigorate recreational activities for a fresh approach that is responsive to the current
interests of residents to include, but not be limited to:
1. Increased involvement in recreational activities by expanding programming for all age groups.
2. Enhancement and promotion of pool, tennis, and park amenities.
3. Enhancement and promotion of organized youth sport leagues and programs within
the Village.
Minutes of Village Council Special Workshop Session held May 19, 2015 Page 4 of 5
4. Build a new Country Club Clubhouse
a. Hire an architect.
b. Perform feasibility studies /business plans.
( c. Develop specs for architectural plans.
d. Prepare renderings of facility.
e. Determine a finance plan.
f. Release construction RFP.
g. Break ground before the end of Fiscal Year 2016.
5. Develop a Master Plan for economic development in our business districts and
community development in our neighborhoods
a. Contract with the Treasure Coast Regional Planning Council.
b. Conduct charrettes with residents, business owners and potential developers.
c. Review Comprehensive Plan and Land Development regulations to make recommendations
that would facilitate the implementation of the Master Plan.
d. Prepare marketing strategies.
e. Identify grant opportunities.
f. Prepare renderings.
g. Complete Master Plan before the end of Fiscal Year 2016.
6. Continuously improve the way the Village operates
a. Encourage resident participation in Village Boards, programs and events.
b. Improve communication with businesses; encourage participation of businesses in
Village events.
c. Assess key work processes to determine what can be improved and implement improved
procedures.
d. Build a human resources capability that brings consistency in policies and procedures
across all departments while remaining current, relevant, and compliant with federal,
state, and local personnel and labor laws.
7. Implement the pay for performance system
a. Create management /employee workgroups to:
1. Establish appropriate performance measures based upon job descriptions;
2. Create procedures for the evaluation process; and
3. Set goals and objectives.
b. Complete implementation of pay for performance for appropriate personnel before the end
of FY 16.
8. Establish a long -term (10 -year) capital plan
a. Proactively address infrastructure maintenance and replacement needs.
b. Maintain a consistent level of expenditures to achieve Village goals.
c. Plan funding needs, where possible, to avoid substantial debt or tax swings.
CAPITAL IMPROVEMENT PLAN
Mr. Kelly gave a recap of the CIP Fund and detailed the FY 2015 capital projects still outstanding.
Mr. Kelly summarized the Five -Year Capital Improvement Plan by category and department;
reviewed the FY2016 CIP Capital Outlay Projects list in priority order. Mr. Kelly provided a
recap of Developer Fees.
• CIP Fund: $313,546 ($714,046 available minus $400,000 for FY 2015 outstanding projects)
• Developer Fees: $17,694.32
Discussion took place regarding entering into a long -term lease for the purchase of vehicles or
using reserves for these capital expenses.
Minutes of Village Council Special Workshop Session held May 19, 2015 Page 5 of 5
Discussion took place concerning improvements to Anchorage Park and the status of grant funding.
Mr. Kelly noted the Village should know the status of grant approvals by August.
ADJOURNMENT
There being no further business to come before the Council, the meeting was adjourned at 7:52 p.m.
Melissa Teal, CMC, Village Clerk