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08-01-2019 VC BWS-MMINUTES OF BUDGET WORKSHOP SESSION VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA August 1, 2019 Present: Darryl C. Aubrey, Sc.D., Mayor Mark Mullinix, Vice Mayor David B. Norris, President Pro Tem Andrew D. Lukasik, Village Manager Leonard G. Rubin, P.A., Village Attorney Jessica Green, Village Clerk Absent: Susan Bickel, Councilmember Deborah Searcy, Councilmember ROLL CALL Mayor Aubrey called the meeting to order at 7:00 p.m. All members of Council were present except for Susan Bickel and Deborah Searcy. All members of staff were present, except the Village Attorney. Finance Director Samia Janjua, IT Director Michael Applegate, Public Works Manager Susanne Hachigian, Communications Manager Ed Cunningham, and Human Resources Director Renee Govig were present. PURPOSE OF THE MEETING Mr. Lukasik provided an overview of the plans for the first of a series of departmental budget meetings. He explained the budget had been reviewed at a high level and would now be broken down departmentally. He noted Kurt Gehring was present to discuss the proposed health insurance program. The following items were reviewed: • VEHICLE LEASING PROGRAM • HEALTH INSURANCE • PARKS AND RECREATION PROGRAMS • FY 2020 VILLAGE COUNCIL BUDGET SUMMARY • FY 2020 VILLAGE CLERK BUDGET SUMMARY • FY 2020 VILLAGE ATTORNEY BUDGET SUMMARY • FY 2020 VILLAGE MANAGER BUDGET SUMMARY • FY 2020 HUMAN RESOURCES BUDGET HIGHLIGHTS • FY 2020 HUMAN RESOURCES BUDGET SUMMARY • FY 2020 INFORMATION TECHNOLOGY BUDGET HIGHLIGHTS • FY 2020 INFORMATION TECHNOLOGY BUDGET SUMMARY • INVESTMENTS • FY 2020 FINANCE BUDGET SUMMARY • FY 2020 GENERAL SERVICES — VILLAGE HALL BUDGET SUMMARY • FY 2020 DEBT AND OTHER Village Council Budget Workshop Session held August 1, 2019 Page 2 of 6 VEHICLE LEASING PROGRAM Mr. Lukasik reviewed a snapshot of the vehicles slated for acquisition and replacement in FY 2020. He provided projected data through FY 2024 and explained the budgeted amount for vehicles was expected to increase annually for that time period. Mr. Lukasik stated the Vehicle Leasing Program budget grew from $76,785 in FY 20119 to $259,874 in FY 2020 and asserted there was a need to look at stretching out vehicle use. Discussion ensued regarding the Vehicle Lease Program and the best options moving forward, including a potential reduction in the number of Police vehicles needed. Council recommended staff further evaluate and return with additional information. HEALTH INSURANCE (PRESENTED BY GEHRING GROUP) Mr. Lukasik provided background on issues the Village was facing in its health insurance options, including: • A high number of claims paid out by the current insurance company (Blue Cross Blue Shield) in FY 2019, making it difficult to renew or get competitive quotes for FY 2020. • Florida Blue increased rates for FY 2020 • RFP was distributed and a review committee narrowed the responses to The League (a pool through United Healthcare) and Cigna, recommending Cigna • Cigna was slightly more expensive but had a better response time, and the committee selected better service over lower cost Kurt Gehring, Gehring Group, handed out a Claims Experience Report and explained the Village currently had a high loss ratio for its size of approximately 130 employees. He reviewed the current health insurance plans provided by Florida Blue in comparison to the current plans available to employees and outlined two (2) proposed health insurance plans available from Cigna. Mr. Lukasik explained there would be a gradual move toward employees sharing more in the cost of health insurance in addition to making health savings account (HSA) contributions. He stated in FY 2020, the ratio would change from 85 percent Village responsibility for premiums to 83.5 percent and reviewed sample costs to employees. In response to a question from Mayor Aubrey, Mr. Lukasik confirmed the Village's increase over FY 2019 was 7.3 percent. Mr. Gehring stated inflation in Florida was six (6) to eight (8) percent, so the increase was considered within the normal range. He noted the Village was in line with the average percentage contribution toward plans. Mr. Lukasik explained the overall costs associated with health insurance. He stated that the overall premium contribution would be $1.6 million, and the HSA contributions would total approximately $277,000. Discussion ensued regarding the premium increase and HSA contributions, as well as trends in use by employees. Village Council Budget Workshop Session held August 1, 2019 2020 VILLAGE COUNCIL BUDGET SUMMARY Category Personnel Operating Total Expenses FY 2020 Budget $50,448 $81,150 $131,598 FY 2019 Budget $50,470 $91,340 $141,810 % Increase/ Decrease -0.04% -11.16% -7.20% Page 3 of 6 $ Increase/ Decrease ($22) ($10,190) ($10,212) Mr. Lukasik reviewed the proposed Village Council budget, noting FY 2019 had included a hearing loop system and carpet replacement in Council Chambers. Village Clerk Jessica Green stated that additional money was budgeted for the Advisory Board Dinner because it would be taking place at the new Country Club and there was uncertainty as to how much Farmer's Table would charge. Mayor Aubrey provided a handout comparing Council salaries from other municipalities. He recommended that Councilmembers review the information and consider implementing an increase, as it had been 14 years since an increase was made. Discussion ensued regarding a potential salary increase. Vice Mayor Mullinix asked if it was possible to attach the rate to a specific percentage such as cost of living, so it wasn't addressed so infrequently, and the currently elected officials could make a decision for future officials rather than themselves. Mr. Lukasik stated that a Council salary increase would have to be adopted by Ordinance and would not go into effect until the date of commencement of the terms of councilmembers elected at the next municipal election, provided that there is a six (6) month time frame between adoption of the Ordinance and the next election. Mayor Aubrey recommended revisiting the option at a future Council meeting when all Councilmembers are present. FY 2020 VILLAGE CLERK BUDGET SUMMARY Mr. Lukasik reviewed the Village Clerk Budget Summary. He explained the Village Clerk's office had done some research and created a survey of what other municipalities charge for municipal lien searches and recommended an increase from $20 to $40. Ms. Green explained the lien search does not include open permit and open Code search fees which have additional costs. Discussion ensued regarding the charge at surrounding municipalities. By consensus, Council decided to increase the lien search request fee to $75. Mr. Lukasik stated that the structure of the Clerk's office would be evaluated going forward. The overall budget was decreased by 26.46 percent. He noted salary and benefits decreased due to the passing of former Village Clerk Melissa Teal. Village Council Budget Workshop Session held August 1, 2019 FY 2020 VILLAGE CLERK BUDGET SUMMARY continued Category Personnel Operating Total Expenses FY 2020 Budget $282,511 $37,902 $320,413 Page 4 of 6 % Increase/ $ Increase/ FY 2019 Budget Decrease Decrease $375,284 -24.72% ($92,773) $60,435 -37.28% ($22,533) $4359719 -26.46% ($1159306) FY 2020 VILLAGE ATTORNEY BUDGET SUMMARY Mr. Lukasik discussed and explained the Village Attorney budget summary. He stated that there were no changes to the overall budget from FY 2019, with the amount remaining at $160,000 total, spread over three (3) categories. He explained Village Attorney services were provided by Len Rubin, special legal services were provided by the Special Magistrate, Glen Torcivia & Associates and other firms as necessary, and labor legal services were provided by Jim Cherof. FY 2020 VILLAGE MANAGER BUDGET SUMMARY % Increase/ $ Increase/ Category FY 2020 Budget FY 2019 Budget Decrease Decrease Personnel $625,902 $685,349 -8.67% ($59,447) Operating $545400 $68,400 -20.47% ($14,000) Total Expenses $680,302 $753,749 -9.74% ($73,447) Mr. Lukasik stated that was no change in structure to the Village Manager's office. He stated that Purchasing Manager Sharon Swan was planning to retire after the Country Club Clubhouse Project was completed. Discussion ensued regarding how to handle Ms. Swan's position moving forward. FY 2020 HUMAN RESOURCES BUDGET HIGHLIGHTS Human Resources Director Renee Govig gave an overview of the Human Resources Department highlights, including: • Recruited and hired several key personnel — General Manager, Director of Community Development, Director of Parks and Recreation, Head Golf Professional, Village Planner • Revised the Educational Reimbursement Program • Editing and revisiting the entire Policy and Procedures Manual • Lead a committee tasked with revising the Performance Evaluation System • Palm Beach Council on Ethics retraining for all employees • Conduced a full-scale Wellness Fair for employees • Instituted monthly lunch -n -learn meetings on wellness and safety topics FY 2020 HUMAN RESOURCES BUDGET SUMMARY % Increase/ $ Increase/ Category FY 2020 Budget FY 2019 Budget Decrease Decrease Salary & Benefits $333,293 $296,428 12.44% $3605 Operating $100,225 $10000 -0.004% ($375) Total Expenses $433,518 $397,028 9.19% $365490 Village Council Budget Workshop Session held August 1, 2019 Page 5 of 6 Mr. Lukasik noted the only increase expected was in Employee Relations due to the anticipation of several upcoming retirements and an adjustment for actual hours worked. FY 2020 INFORMATION TECHNOLOGY BUDGET HIGHLIGHTS Information Technology Director Michael Applegate gave an overview of the Information Technology budget highlights, including: • Installation of new surveillance cameras at Lakeside Park • Rollout of 30 new rugged laptops for Police Officers • Implementation and design of new FIREMED mobile application for Fire Rescue, which allows quick access to patient care protocols • Upgrade to new Golf POS system (Golftrac 3.1) • Security Awareness Training for all Village staff, including monthly phishing tests to keep all users aware of cyber threats • Bandwidth upgrades at Village facilities at no additional cost to the Village • Cloud replication of Village backups Mr. Applegate noted that prior to the Security Awareness Training, the failure rate of the phishing test was 37 percent, and after training it was below three (3) percent for the organization. Discussion ensued regarding protections against ransomware and segmenting of access. FY 2020 INFORMATION TECHNOLOGY BUDGET SUMMARY Mr. Lukasik discussed the IT Department's structure and pointed to the addition of a needed part- time Administrative Assistant. INVESTMENTS Mr. Lukasik explained to date, the Village had transferred a total of $8,409,872 for investment as core funds. He stated this represents 33.67 percent of the FY 2019 General Fund Adopted Budget. He noted the value of the core investment portfolio as of June 30, 2019 was $9,546,565, inclusive of accrued interest and cash on -hand at the custodial bank. Mr. Lukasik stated the Audit Committee would be reviewing the investments the following week and bringing any suggestions to Council. Discussion ensued regarding where funds were kept while waiting to be spent. % Increase/ $ Increase/ Category FY 2020 Budget FY 2019 Budget Decrease Decrease Personnel $369,395 $339,117 8.93% $30,278 Operating $107,225 $77,325 38.67% $29,900 Total Expenses $476,620 $416,442 14.45% $60,178 Mr. Lukasik discussed the IT Department's structure and pointed to the addition of a needed part- time Administrative Assistant. INVESTMENTS Mr. Lukasik explained to date, the Village had transferred a total of $8,409,872 for investment as core funds. He stated this represents 33.67 percent of the FY 2019 General Fund Adopted Budget. He noted the value of the core investment portfolio as of June 30, 2019 was $9,546,565, inclusive of accrued interest and cash on -hand at the custodial bank. Mr. Lukasik stated the Audit Committee would be reviewing the investments the following week and bringing any suggestions to Council. Discussion ensued regarding where funds were kept while waiting to be spent. Village Council Budget Workshop Session held August 1, 2019 Page 6 of 6 FY 2020 FINANCE BUDGET SUMMARY Mr. Lukasik reviewed the Finance Department organizational chart and noted that the Finance Director also oversaw one (1) full-time Country Club Accounting Clerk which was included in the Country Club budget. Finance Director Samia Janjua explained temporary services were used for a short time to handle duties of the vacant position, and a reduction in salary and benefits was due to a new hire at a reduced salary. FY 2020 GENERAL SERVICES — VILLAGE HALL BUDGET SUMMARY Mr. Lukasik reviewed the Village Hall budget summary, noting it totaled $111,280 in FY2020, down 2.57 percent from FY 2019 due to a copier rental expense being moved to the Village Manager's budget. FY 2020 DEBT AND OTHER % Increase/ $ Increase/ Category FY 2020 Budget FY 2019 Budget Decrease Decrease Personnel $613,589 $618,043 -0.72% ($4,454) Operating $52,720 $52,720 0% $0 Total Expenses $666,309 $670,763 -0.66% ($4,454) Mr. Lukasik reviewed the Finance Department organizational chart and noted that the Finance Director also oversaw one (1) full-time Country Club Accounting Clerk which was included in the Country Club budget. Finance Director Samia Janjua explained temporary services were used for a short time to handle duties of the vacant position, and a reduction in salary and benefits was due to a new hire at a reduced salary. FY 2020 GENERAL SERVICES — VILLAGE HALL BUDGET SUMMARY Mr. Lukasik reviewed the Village Hall budget summary, noting it totaled $111,280 in FY2020, down 2.57 percent from FY 2019 due to a copier rental expense being moved to the Village Manager's budget. FY 2020 DEBT AND OTHER Mr. Lukasik reviewed the debts, noting the major amounts were the Country Club and Vehicle Lease Program, which was discussed earlier in the meeting. FY 2020 BUDGET HEARING AND WORKSHOP DATES Mr. Lukasik outlined the Budget Workshop dates and stated hearings would be scheduled for September 12 and 26. He explained the next Workshop would review the Library and Public Works budgets. Discussion ensued regarding the examination of solid waste rates. ADJOURNMENT With no further business to come before the Council, the meeting adjourned at 8:40 p.m. _. J ssi� a Green, MMC, Village Clerk % Increase/ $ Increase/ Category FY 2020 Budget FY 2019 Budget Decrease Decrease Debt Service $1,553,357 $15431,336 8.52% $1225021 Non - Departmental $268,000 $258,077 3.84% $9,923 Reserves, Contingencies, and Transfers $4175150 $7665331 -45.57% ($349,181) Total Expenses $292389507 $294559744 -8.85% ($2179237) Mr. Lukasik reviewed the debts, noting the major amounts were the Country Club and Vehicle Lease Program, which was discussed earlier in the meeting. FY 2020 BUDGET HEARING AND WORKSHOP DATES Mr. Lukasik outlined the Budget Workshop dates and stated hearings would be scheduled for September 12 and 26. He explained the next Workshop would review the Library and Public Works budgets. Discussion ensued regarding the examination of solid waste rates. ADJOURNMENT With no further business to come before the Council, the meeting adjourned at 8:40 p.m. _. J ssi� a Green, MMC, Village Clerk