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08-30-2017 VC BWS-MMINUTES OF THE BUDGET WORKSHOP SESSION VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA AUGUST 30, 2017 Present: Darryl C. Aubrey, Sc.D., Mayor Robert A. Gebbia, Vice Mayor Mark Mullinix, President Pro Tem Susan Bickel, Councilmember David B. Norris, Councilmember Andrew D. Lukasik, Village Manager Melissa Teal, Village Clerk ROLL CALL Mayor Aubrey called the meeting to order at 7:00 p.m. All members of Council were present. All members of staff were present, except the Village Attorney. Finance Director Samia Janjua, Community Development Director Denise Malone, Police Chief Richard Jenkins, Fire Chief J.D. Armstrong, and Public Works Director Steven Hallock were present. PURPOSE OF THE MEETING Mr. Lukasik reviewed the purpose of the meeting, including discussion of the Property and Casualty Insurance renewal, and budget presentations for Public Safety and Community Development. PROPERTY AND CASUALTY INSURANCE RENEWAL Mr. Lukasik explained the Village's property and casualty insurance was coming due for renewal in October, so staff had asked Gehring Group to review options. He stated there were two (2) options, to move forward with the quotes received, or to go out for bids again. He noted that either way, the Village was saving money over FY 2017 with the proposals. Rodney Louis with Gehring Group outlined the process which had been taken to gather proposals, along with the items included within the coverage. He stated that Public Risk Management of Florida had come back with a quote of $277,414, representing a $21,618 savings to the Village. He pointed out that different agencies had come back with different enhancements, and negotiations would still make concessions to potentially bring the cost down further. Councilmembers asked questions about coverage and values, excess liability, and rates. Mr. Louis responded briefly. Mr. Louis discussed variations between the proposals in how coverage was provided and explained the competitive pricing and negotiation options. Discussion ensued regarding the number of clients each company worked with. Council agreed by consensus to review the proposals at the September regular meeting. FY 2018 SUMMARY OF BUDGET CHANGES — GENERAL FUND Mr. Lukasik explained that staff had made several adjustments since the original budget workshop, including: • Communications Sales Tax (CST) estimate received from FDOR - $26,841 • Updated revenue in Community Development - $2,000 Village Council Budget Workshop Session held August 30, 2017 Page 2 of 6 • Updated personnel costs - $119,998 o Sanitation overtime budget reduced o Recreation staff changes o General Employees Pension — employer contribution requirement increased o Health insurance estimate increased o Workers' Compensation estimate decreased o Title Change: Communications Manager vs. Public Information Officer o Title Change: Executive Assistant vs. Executive Secretary • Delete cost for Public Works accreditation - $65,000 • Delete cost for energy conservation project (facility and street LED lighting) - $30,000 • Cost for audit reduced - $1,000 • Add hardware and software for Communications Manager position and delete cost for training in purchasing division - $2,500 • Total - $247,339 Mr. Lukasik noted that landscaping bids were coming in higher than expected and advised Council to expect further change to that budget once further analysis was completed. POLICE DEPARTMENT BUDGET Mr. Lukasik reviewed the Police Department organization chart, noting minor changes. He described the role of the proposed two (2) new Police Officers to create the Neighborhood Enhancement team. He discussed quality of life issues which impact the community. Mayor Aubrey asked if the Village would be participating in the Silver Homes Taskforce and whether there was a reason the chart included fewer volunteers. Police Chief Jenkins responded, explaining the efforts to focus two (2) officers on Neighborhood Enhancement and to have a part-time presence on the Silver Homes Taskforce. He discussed increased calls and reduced discretionary time in the department. Police Chief Jenkins addressed the breadth of volunteers serving the department and discussed the ebb and flow of that team. Discussion ensued regarding expansion of the school crossing guard team and locations for the additional volunteers. Mr. Lukasik discussed initiatives within the Police Department and reviewed performance measures, including: • Community policing contacts • Enforcement contacts • Number of Code compliance issues • Increase number of warnings issued on traffic stops • Reduce traffic crash reports Mr. Lukasik explained that using a Neighborhood Enhancement team approach, Police, Fire, Code Enforcement and Public Works Departments would focus on declining neighborhoods and partner with local motels to reduce Code violations as well as making enhancements that would aid in the reduction of overdoses, drug sales, and drug usage. Continuing, he discussed the Manatee Village Council Budget Workshop Session held August 30, 2017 Page 3 of 6 Enforcement Grant to provide additional enforcement in the waterways, continuation of the High Visibility Enforcement/Pedestrian Grant program and continued community engagement by directed patrols. Mr. Lukasik briefly reviewed Police Department revenue projections. FY 2018 Budget FY 2017 Budget % increase/ decrease $ increase/ decrease Personnel $4,545,713 $4,25208 6.91% $293,705 Operating $994,467 $962429 3.33% $32,038 Total Expenses $5,540,180 $5,214,437 6.25% $325,743 Councilmembers and staff briefly discussed dispatch costs and supervisory needs. Police Chief Jenkins discussed night vision for the Marine Unit and responded to questions regarding equipment rental costs. POLICE DEPARTMENT CIP Mr. Lukasik reviewed the 10 -year Capital Improvement Plan (CIP) and the FY 2018 Police Capital Outlay. He explained there was $177,700 programmed for FY 2018, broken down as the following vehicle replacements: • One (1) marked black and white Ford F150 pick-up truck (Marine) o Replaces 2005 Ford Crown Victoria (Unit 211, Mileage 79,303 on second block) • One (1) marked black and white Ford F250 pick-up truck (Marine) o Replaces 2002 Ford F-150 pick-up truck (Unit 262, Mileage 105,944) • Two (2) marked black and white police vehicles o Replaces 2007 Ford Crown Victoria (Unit 238, Mileage 104,631) o Replaces 2007 Ford Crown Victoria (Unit 210, Mileage 98,232) • One (1) unmarked Taurus (Sober Homes) o Additional vehicle for Sober Homes Task Force Police Chief Jenkins explained the preference for moving to SUVs, but continuation of car purchase due to cost. He responded to questions regarding choosing Ford over Dodge and the availability of full-size sedans. He discussed issues with weight limits and need for four-wheel drive leading to the F250 purchase. President Pro Tem Mullinix asked about leasing a pickup versus purchase. Police Chief Jenkins responded that they had discussed the option and it was up to Mr. Lukasik whether to lease or purchase, he was fine either way. Mr. Lukasik stated that he would investigate. FIRE RESCUE BUDGET Mr. Lukasik reviewed the Fire Rescue organization chart, noting changes. He pointed out that with the retirement of a long tenured employee, the position was budgeted at reduced salary and benefits. He explained the addition of an EMT to provide flexibility in the department. Mr. Lukasik discussed highlights of the Fire Rescue budget, including improvement of the plans review process by adding hardware and software to be compatible with the Building Department's electronic system. He noted remaining changes would be discussed during the CIP conversation later in the presentation. Village Council Budget Workshop Session held August 30, 2017 Page 4 of 6 Mr. Lukasik briefly reviewed Fire Rescue revenue projections for FY 2018. He noted an increase due to current volumes, and stated a fee increase of basic transport was being recommended. Fire Chief J.D. Armstrong explained that the Village had not done any fee increases in about five (5) years and explained what was learned when looking at other communities and the County. He stated that the Village was second lowest, and the next closest were 15 to 20 percent higher. Mayor Aubrey asked how the charge compared to the cost of the service. Discussion ensued regarding costs, collection rates, and emergency services. President Pro Tem Mullinix asked about leasing vehicles. Fire Chief Armstrong expressed concern related to the cost of putting new equipment into a vehicle when trading in a lease. FY 2018 Budget FY 2017 Budget % increase/ decrease $ increase/ decrease Personnel $3,204,309 $3,125,565 2.52% $2,715,249 Operating $262,550 $264,185 -0.62% $163,649 Total Expenses $3,466,859 $3,389,750 2.27% $2,878,898 Mr. Lukasik pointed out the FY 2017 merit increase for Fire Rescue was still outstanding. Mr. Lukasik reviewed the 10 -year CIP and the FY 2018 Fire Rescue Outlay. He explained there was $183,000 programmed for FY 2018: • Replacement of two (2) obsolete cardiac monitor/defibrillators with modern, state-of-the- art units • Replacement of 2004 GMC Yukon command car with 2018 Chevrolet Tahoe • Remodel the original 1999 kitchen to provide more storage and workspace. Councilmember Bickel asked the location of the defibrillators which needed to be replaced. Fire Chief Administrator explained these were more elaborate machines which travel with the truck. Discussion ensued regarding AEDs located in the community, servicing contracts, and the associated costs. Council and staff discussed the number of spare vehicles needed by the department and whether older vehicles should be traded or kept. The suggestion was made to mark the spare vehicle as outside the fleet, so it did not go into the replacement schedule. PUBLIC SAFETY BUILDING BUDGET FY 2018 Budget FY 2017 Budget % increase/ $ increase/ decrease decrease Operating $106,477 $84,725 25.67% $21,752 Total Expenses $106,477 $84,725 25.67% $21,752 Mr. Lukasik discussed the repair and maintenance plans for the Public Safety Building, including replacement of the multi-purpose room glass doors and six (6) additional replacement access card readers and control unit. He noted that new HVAC controls were programmed in the 10 -year CIP for FY 2019 at a cost of $90,000, but there were no plans for FY 2018. Village Council Budget Workshop Session held August 30, 2017 Page 5 of 6 COMMUNITY DEVELOPMENT BUDGET (COMBINED) FY 2018 Budget FY 2017 Budget % increase/ decrease $ increase/ decrease Personnel $1,215,857 $1,204,014 0.98% $11,843 Operating $395,149 $306,895 28.76% $88,254 Total Expenses $1,611,006 $1,510,909 6.62% $100,097 Mr. Lukasik reviewed the combined Community Development organizational chart and noted the addition of one (1) planner position to assist the Village Planner with building and zoning permit reviews, Certificates of Appropriateness, and various needed planning tasks. He discussed the need. He stated there were no other changes to the chart. President Pro Tem Mullinix asked for clarification on the difference between an Administrative Coordinator and an Administrative Assistant. Community Development Director Denise Malone explained the roles, including the function and pay grade. Discussion ensued regarding hiring in Community Development. Ms. Malone explained there were two (2) building inspector positions open. She discussed the recruiting efforts. Mr. Lukasik discussed the projects and initiatives of Community Development, including: • Local Update of Census Addresses (LUCA) • Comprehensive Plan Evaluation and Appraisal Report (EAR) • ULDC Code Re -Write • Master Plan Comprehensive Plan and Code Revisions • Boat/RV Code Implementation • Electronic Application Submittal and Plan Review • Changes to Fee Schedule Mr. Lukasik shared information about the Code implementation and efforts to manage issues so that they did not rise to the level of Council. He discussed proposed changes to the fee schedule. Discussion ensued regarding fines, work without permit, and the Special Magistrate. COMMUNITY PLANNING BUDGET FY 2018 Budget FY 2017 Budget % increase/ decrease $ increase/ decrease Personnel $330,245 $269,566 22.51% $60,679 Operating $216,650 $141,265 53.36% $75,385 Total Expenses $546,895 $410,831 33.12% $136,064 Mr. Lukasik reviewed the revenues for Community Planning and briefly discussed the changes to the budget, including two (2) items added to the Professional Services line item for an increased allotment for Master Plan Implementation. He noted that the $50,000 line item for the study of US 1 would be removed as the decision had been made to push that out by a year. Village Council Budget Workshop Session held August 30, 2017 Page 6 of 6 BUILDING DEPARTMENT FY 2018 Budget FY 2017 Budget % increase/ decrease $ increase/ decrease Personnel $75701 $815,664 -7.11% ($57,973) Operating $149,3 88 $140,962 5.98% $8,426 Total Expenses $907,079 $956,626 -5.18% ($49,547) Mr. Lukasik reviewed the revenues for the Building Department and changes to the department's budget, including digitizing storage and Professional Services to provide inspection and plan review backup coverage. CODE ENFORCEMENT DEPARTMENT FY 2018 Budget FY 2017 Budget % increase/ decrease $ increase/ decrease Personnel $127,921 $118,784 7.69% $%137 Operating $2%111 $2408 18.01% $4,443 Total Expenses $157,032 $143,452 9.74% $135580 Mr. Lukasik reviewed the revenues for the Code Enforcement Department and changes to the department's budget, including a Code Compliance Officer hired at a higher salary due to expertise and certifications and contractual services for MUNIS training and air cards. Councilmember Bickel asked for clarification on the fine collection year-to-date compared to the budget for FY 2018. Mr. Lukasik explained the goal to manage toward ideal rather than what might happen in practice. COMMUNITY DEVELOPMENT CIP Mr. Lukasik discussed the 10 -year CIP for Community Development. He stated there was no Capital Outlay planned for FY 2018, but $120,000 was programmed for FY 2020. ADJOURNMENT Mr. Lukasik reviewed the remaining meetings in the budget workshop schedule. With no further business to come before the Council, the meeting adjourned at 8:52 p.m. R_ Co pl ted by JessicaV reen, MMC, Village Clerk