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08-23-2016 VC BWS-MMINUTES OF THE BUDGET WORKSHOP SESSION VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA AUGUST 23, 2016 Present: David B. Norris, Mayor Doug Bush, Vice Mayor Darryl C. Aubrey, Sc.D., President Pro Tem Robert A. Gebbia, Councilmember James P. Kelly, Village Manager Melissa Teal, Village Clerk Absent: Mark Mullinix, Councilmember ROLL CALL Mayor Norris called the meeting to order at 7:00 p.m. All members of Council were present, except Councilmember Mullinix, who was out of town. All members of staff were present, except the Village Attorney. Also present were Finance Director Sarnia Janjua, Police Chief Rick Jenkins, Fire Chief J.D. Armstrong, Community Development Director Denise Malone, Human Resources Directory Britoni Garson, Information Technology Director Michael Applegate, and Purchasing Manager Sharon Swan. PURPOSE OF THE MEETING Mr. Kelly explained the items for review and discussion included: • FY 2017 Summary of Budget Changes to Country Club and General Fund • Recreation Rate Schedule • Parks and Recreation Program Revenue and Expense Analysis • Village Manager Organization Chart and Expenses • General Fund Capital Outlay (CIP) • Police and Fire Rescue Budgets • Community Development Budget FY 2017 SUMMARY OF BUDGET CHANGES — COUNTRY CLUB AND GENERAL FUND Mr. Kelly noted there were no additional changes to the Country Club budget since the last budget meeting. He outlined changes to the General Fund budget, as follows: • Increase Recreational Program revenue estimate - $9,715 • Increase Sanitation Refuse Collection revenue estimate - $20,000 • Addition of two (2) Sanitation driver positions • Decrease budget estimate for Streets and Grounds contractual services - $26,900 • Decrease budget estimate for Sanitation contractual services - $70,000 Mr. Kelly discussed the contingency funds briefly, noting the Country Club contingency was at zero. Discussion ensued regarding the Sanitation contractual services. Mr. Kelly explained Sanitation overtime was budgeted at $14,500. Minutes of Village Council Budget Workshop Session held August 23, 2016 Page 2 of 6 RECREATION RATE SCHEDULE Mr. Kelly explained proposed changes to the Recreation Rates for FY 2017. He shared a comparison of rental fees for recreational facilities in North Palm Beach and surrounding communities. Mr. Hodgkins reviewed fees for field rentals. He broke down the revenues and expenses for various Recreation programs. Discussion ensued regarding ticket sales in comparison with the budget, factors limiting additional trips, and food truck rallies. PARKS AND RECREATION PROGRAM REVENUE AND EXPENSE ANALYSIS Mr. Kelly reviewed the FY 2017 tennis program revenue and expenses, explaining as of July 31, 2016, net revenue including personnel costs was $1,305. Councilmembers asked questions regarding budgeted costs to operate the tennis program and the number of pros needed. Council and staff discussed whether tennis should remain in the General Fund or be moved to the Enterprise Fund. Potential benefits to the resident and increased transparency were discussed. Mr. Kelly agreed to investigate the issue and any restrictions. Mr. Kelly reviewed pool program and expenses, explaining as of July 31, 2016, net revenue including personnel costs was a loss of $90,522. Discussion ensued regarding sustainability of the Country Club. VILLAGE MANAGER Mr. Kelly noted the budget and organizational chart for the Village Manager's Department were both revised to include the Purchasing Division. He explained the addition of a full-time Director of Special Projects, part-time Purchasing Manager, and full-time Purchasing Agent. FY 2017 Budget FY 2016 Budget % increase/ decrease $ increase/ decrease Personnel $629,596 $299,749 110.04% $329,547 Operating $58,580 $30,900 89.58% $27,680 Total Expenses $688,176 $330,649 108.13% $357,527 Mayor Norris reminded Mr. Kelly that Council wanted to see procedures for Purchasing/Finance interface and assessment of Finance positions. Discussion continued regarding manpower requirements of the department and the functions of those roles. GENERAL FUND CAPITAL OUTLAY (CIP) Mr. Kelly reviewed the FY 2017 General Fund Capital Outlay planned, to utilize Capital Improvement Program (CIP) funds totaling $797,400. The purchases included were: • Police - $78,400 o Vehicle replacement — two (2) marked vehicles — $78,900 Minutes of Village Council Budget Workshop Session held August 23, 2016 Page 3 of 6 GENERAL FUND CAPITAL OUTLAY (CIP) continued O • Information Technology — $136,000 o LPR Cameras — $46,000 o Village -wide phone system — $90,000 • Public Works — $583,000 o Vehicle replacement/machinery and equipment— $503,000 ■ Handheld retroreflectometer (MUTCD) — $11,000 ■ Pavement milling attachment for 5570 Bobcat — $12,000 ■ Sanitation collection truck — $2405000 ■ Sanitation service vehicle — $24000 o Improvements — $80,000 ■ Village sidewalks and crosswalks — $30,000 ■ Jitney storage area/structure — $50,000 Mr. Kelly explained the reasons behind moving up the purchase of a rear load collection truck. Discussion ensued regarding maintenance and replacement of equipment in Sanitation. POLICE AND FIRE REVENUES (COMBINED) Combined Police and Fire Budizet Police FY 2017 Budget FY 2016 Budget % increase/ decrease $ increase/ decrease Total Revenues $487,325 $451,725 Personnel $7,385,468 $7,270,902 1.58% $114,566 Operating $1,311,339 $1,231,096 6.52% $80,243 Total Expenses $09607 $8,601,998 2.29% $19409 Police Mr. Kelly reviewed the Police organizational chart, noting the only proposed change was the addition of two (2) non -sworn volunteers. He stated the Department included 36 full-time employees, 13 part-time employees, and would increase to 34 volunteers. Police Chief Jenkins responded to questions regarding the costs associated with supervision of volunteers. He noted the volunteers were part-time. Police Chief Jenkins explained the bicycle registration program. He stated there was a group of people who wanted to maintain the purpose, despite minimal use in the community. FY 2017 Budget FY 2016 Budget % increase/ decrease $ increase/ decrease Total Revenues $76,525 $65,925 Personnel $4,257,361 $4,195,098 1.48% $62,263 Operating $962,429 $83201 15.58% $129,748 Total Expenses $5,219,790 $5,027,779 3.82% $192,011 Mr. Kelly reviewed the Police organizational chart, noting the only proposed change was the addition of two (2) non -sworn volunteers. He stated the Department included 36 full-time employees, 13 part-time employees, and would increase to 34 volunteers. Police Chief Jenkins responded to questions regarding the costs associated with supervision of volunteers. He noted the volunteers were part-time. Police Chief Jenkins explained the bicycle registration program. He stated there was a group of people who wanted to maintain the purpose, despite minimal use in the community. Minutes of Village Council Budget Workshop Session held August 23, 2016 Page 4 of 6 POLICE AND FIRE REVENUES (COMBINED) continued Mr. Kelly discussed a small increase in contractual services for Northcom. He stated the budget for materials and supplies included digital cameras, replacement of aging computer stock supply, active shooter vests, and replacement of aging furniture. Police Chief Jenkins added that material costs were increased due to technology upgrades and support of Northcom initiatives, including in -car printers for tickets and protective vests. He briefly discussed efforts to decrease costs in other areas. Fire Rescue Fire Chief Armstrong reviewed the Fire Rescue organizational chart. He explained the planned title change for the Fire Captain to District Chief to keep consistency with other municipalities and agencies, which was previously discussed. He noted there was also a change in the fire inspector position due to an increase in the certification levels of the person currently in the position. Fire Chief Armstrong reviewed the Fire Inspector's increased ability to do fire investigations due to her advanced certification and stated she was certified to multiple types of inspections. He stated the change gave an option of upward mobility within the role. Discussion ensued regarding the needs of the department and implications of the change. Mr. Kelly noted there were no changes to the number of employees or volunteers. He stated there were 24 full-time employees and 18 volunteers in the department. Chief Armstrong discussed the costs associated with ambulance calls and the collection rate. He stated the average ambulance fee was $650 and the collection rate was around 66-67 percent. He answered Council questions regarding the service and billing. Chief Armstrong explained the billing agency for EMS take a straight 10 percent of what is collected, so an increase in the cost of Contractual Services was a direct result of increased collection. He reviewed the repairs and maintenance costs, noting an increase because of having an aging fleet. He stated the next Capital Purchase was scheduled for 2018. Public Safety Building FY 2017 Budget FY 2016 Budget % increase/ decrease $ increase/ decrease Total Revenues $41000 $3859800 $172,950 -51.01% ($88,225) Personnel $3,128,107 $3,075,804 1.70% $52,303 Operating $264,185 $225,465 17.17% $38,720 Total Expenses $3,392,292 $3,301,269 2.76% $91,023 Fire Chief Armstrong reviewed the Fire Rescue organizational chart. He explained the planned title change for the Fire Captain to District Chief to keep consistency with other municipalities and agencies, which was previously discussed. He noted there was also a change in the fire inspector position due to an increase in the certification levels of the person currently in the position. Fire Chief Armstrong reviewed the Fire Inspector's increased ability to do fire investigations due to her advanced certification and stated she was certified to multiple types of inspections. He stated the change gave an option of upward mobility within the role. Discussion ensued regarding the needs of the department and implications of the change. Mr. Kelly noted there were no changes to the number of employees or volunteers. He stated there were 24 full-time employees and 18 volunteers in the department. Chief Armstrong discussed the costs associated with ambulance calls and the collection rate. He stated the average ambulance fee was $650 and the collection rate was around 66-67 percent. He answered Council questions regarding the service and billing. Chief Armstrong explained the billing agency for EMS take a straight 10 percent of what is collected, so an increase in the cost of Contractual Services was a direct result of increased collection. He reviewed the repairs and maintenance costs, noting an increase because of having an aging fleet. He stated the next Capital Purchase was scheduled for 2018. Public Safety Building Mr. Kelly stated FY 2016 had been higher due to general repairs to the exterior of building and air conditioning. FY 2017 Budget FY 2016 Budget % increase/ $ increase/ decrease decrease Operating $84,725 $172,950 -51.01% ($88,225) Total Expenses $84,725 $172,950 -51.01% ($88,225) Mr. Kelly stated FY 2016 had been higher due to general repairs to the exterior of building and air conditioning. Minutes of Village Council Budget Workshop Session held August 23, 2016 Page 5 of 6 COMMUNITY DEVELOPMENT Community Development Combined Mr. Kelly reviewed the addition of positions to the Community Development department. He explained the new part-time Administrative Assistant would deal with electronic records retention, and the new full-time position was for a License and Permit Supervisor. Mrs. Malone briefly answered questions regarding the positions. In response to questions as to whether it would make more sense to outsource the scanning and records retention to an outside contract, Mrs. Malone explained the need for an in-house employee to maintain quality control and organization. Discussion ensued regarding the work and the finite length of time. Mrs. Malone explained the salary difference between License and Permit Supervisor and Technician. Councilmembers discussed the procedure for hiring employees at mid -year and obtaining approval at budget time to add the positions. It was requested that the item be brought forward for discussion at the next Regular Meeting. Communitv Planning FY 2017 Budget FY 2016 Budget % increase/ decrease $ increase/ decrease Total Revenues $139,700 $133,252 Personnel $1,236,110 $1,471,312 8.34% $92,855 Operating $321,895 $150,907 113.31% $170,988 Total Expenses $1,5279880 $1,264,037 20.87% $263,843 Mr. Kelly reviewed the addition of positions to the Community Development department. He explained the new part-time Administrative Assistant would deal with electronic records retention, and the new full-time position was for a License and Permit Supervisor. Mrs. Malone briefly answered questions regarding the positions. In response to questions as to whether it would make more sense to outsource the scanning and records retention to an outside contract, Mrs. Malone explained the need for an in-house employee to maintain quality control and organization. Discussion ensued regarding the work and the finite length of time. Mrs. Malone explained the salary difference between License and Permit Supervisor and Technician. Councilmembers discussed the procedure for hiring employees at mid -year and obtaining approval at budget time to add the positions. It was requested that the item be brought forward for discussion at the next Regular Meeting. Communitv Planning Mr. Kelly briefly reviewed the Community Planning budget. He stated the rent increase on the cell towers was built into the contract. Mrs. Malone discussed costs associated with the required review of the Comprehensive Plan and any amendments to match updates, in addition to the costs billed by Calvin Giordano and Associates. Building FY 2017 Budget FY 2016 Budget % increase/ decrease $ increase/ decrease Total Revenues $139,700 $133,252 Personnel $269,597 $259,699 3.81% $9,898 Operating $141,265 $27,315 417.17% $113,950 Total Expenses $41002 $287,014 43.15% $123,848 Mr. Kelly briefly reviewed the Community Planning budget. He stated the rent increase on the cell towers was built into the contract. Mrs. Malone discussed costs associated with the required review of the Comprehensive Plan and any amendments to match updates, in addition to the costs billed by Calvin Giordano and Associates. Building FY 2017 Budget FY 2016 Budget % increase/ decrease $ increase/ decrease Total Revenues $1,083,310 $1,26500 Personnel $817,199 $737,324 10.83% $79,875 Operating $155,962 $103,349 50.91% $529613 [-Total Expenses $973,161 $840,673 15.76% $1325488 Minutes of Village Council Budget Workshop Session held August 23, 2016 Page 6 of 6 COMMUNITY DEVELOPMENT continued Mr. Kelly discussed projected building permit revenues. Mrs. Malone explained the bulk of the reduction over FY 2016 was fees associated with Water Club. She stated the budget assumption was that phase three (3) of Water Club would have its permits issued before the end of the current fiscal year. Discussion ensued regarding progress on the project. Discussion ensued regarding the increase to the Professional Services for contracted inspections and plan review, as well as the advantages of leasing versus buying a large format scanner. Council agreed by consensus to reduce the Professional Services line item to $15,000. Code Enforcement Mrs. Malone reviewed Code Enforcement positions and advertisement for the open positions. She discussed certifications and requirements for qualified applicants. Discussion ensued regarding adjustments to the fee schedule for Planning Services to recoup costs Council asked for a list comparing with other municipalities at the August 31 meeting. Mr. Kelly stated Gehring Group had provided a quote for Workers' Compensation which would be presented at the next budget discussion. He noted it was a 2.7 percent decrease, guaranteed for two (2) years. Mr. Kelly explained the final budget hearing was a recap and Millage discussion scheduled for August 31. ADJOURNMENT There being no further business to come before the Council, the meeting adjourned at 8:40 p.m. Co I leted by Jessica reen, MMC, Village Clerk FY 2017 Budget FY 2016 Budget % increase/ decrease $ increase/ decrease Total Revenues $13,100 $18,200 Personnel $119,189 $116,107 2.65% $3,082 Operating $24,668 $20,243 21.86% $4,425 Total Expenses $143,857 $136,350 5.51% $7,507 Mrs. Malone reviewed Code Enforcement positions and advertisement for the open positions. She discussed certifications and requirements for qualified applicants. Discussion ensued regarding adjustments to the fee schedule for Planning Services to recoup costs Council asked for a list comparing with other municipalities at the August 31 meeting. Mr. Kelly stated Gehring Group had provided a quote for Workers' Compensation which would be presented at the next budget discussion. He noted it was a 2.7 percent decrease, guaranteed for two (2) years. Mr. Kelly explained the final budget hearing was a recap and Millage discussion scheduled for August 31. ADJOURNMENT There being no further business to come before the Council, the meeting adjourned at 8:40 p.m. Co I leted by Jessica reen, MMC, Village Clerk