07-23-2001 VC B WS-M corrected
Office of the Village Manager
DENNIS W. KELLY
(561) 841-3380. FAX (561) 848-3344
E-MAIL: villnpbna.evcom.net
The Village of
NORTH PALM BEACH
501 U.S. Highway ~I
North Palm Beach, Florida 33408
DATE: July 25, 2001 ~
TO: Mayor & Village Council ; ;
FROM: Dennis W. Kelly, Village Mana~
SUBJECT: Village Council Budget Worksho~~linutes of July 23, 2001
Correction
Please note the following correction on the Village Council Budget Workshop
minutes of July 23, 2001. Paragraph three (3) the Village Clerk is responsible for
advertising the millage rate and also the Public Hearings to be held in September, not the
Finance Director.
Thank you.
DWK:jwc
cc: Shaukat Khan, Finance Director
Doug Smith, Assistant Village Manager
Chief Earl "Duke" Johnson, Public Safety Department
Tom Hogarth, Public Services Department
Kathleen Kelly, Village Clerk
MEMORANDUM
Attachment # 1
General Comments:
Preceding budget discussion on specific budget items:
• Discussion ensued regarding lighting study from Gee & Jenson. Staff to invite
consulting engineer that conducted the study to come to the August 23, 2001 regular
Council meeting to explain the study and answer questions by the Council.
• Productivity incentives -staff to check minutes from last years budget to determine
productivity incentives for employees and provide an interpretation of that issue.
• Staff to examine and make a proposal to the Council regarding vanity credit cards.
• Public Safety -Code Enforcement: Re-emphasize involvement by Public Safety
Department and Code Enforcement activities primarily at night and on weekends.
Public Services Code Enforcement Officers and Director are to meet with Public
Safety Department to accomplish training and priorities of issues for Code
Enforcement. (Examples were "For Sale" signs in swales and "Open House" signs
without permits).
• Generate minutes from the General Employees Pension Beard reflecting discussion
regarding defined benefits verses defined contributions and send xerox copy to
Council.
• Staff directed to develop a proposed recommendation regarding telephones for
emergency use on the golf course.
• Change the life time insurance cap from one million to two million dollars of
coverage.
• Revenues -how much of Prosperity Harbor development are on the tax roles? Ho~v
much of the Millings Marina development are on the tax roles? Staff to obtain
response from property appraiser and report back to the Village Council.
• Propane Gas Franchise -staff to develop aprogram/policy for collecting and
enforcing propane gas franchises from smaller companies. Public Safety Department
and Code Enforcement to work together to monitor propane gas companies coming
into the Village that do not pay to validate that they are franchised by the Village.
• Marina decals -obtain explanation as to current policy.
• Bike Registration - re-emphasize current policy and advertise in the newsletter
promoting bike registrations.
`~.,~
Attachment #2
~•-- General Comments:
Millage Rate
• Reduce millage rate from 5.7500 mils to 5.600 mils
• A surplus to be determined by the Finance Director after finalizing all the budget
numbers and establishing a surplus percentage of the overall budget.
• Staff to find S 1,000. in this years budget to repair the roof on the shed at the tennis
courts.
'~~..
C ~
VILLAGE COUNCIL BUDGET WORKSHOP CHANGES (7-23-01)
Dept. Account No. Name Remarks From To
General Fund A5540-49913 Reserve-Group Health $250,000 $200,000
Reserve
A5540-49915 Reserve-Raises and Benefits Change reflects increase from 2% to 3.3% cost of living $0 $56,000
increase for all employees. The $56,000. represents the
unions portion of the increase and the non-union portion of the
increase is already spread throughout the budget. The same
changes apply to the Country Club Fund as well
A5540-49925 Performance Raise Union to be spread from 0 to 4% and non-union to be spread $180,000 $138,000
from 0 to 5%. Find attached 2001 Performance Evaluations
scoring system table one and table two titled Example of
Formula Based Distribution of Performance Pay Increases.
These were by consensus's adopted by the Council and are
made a part of these minutes by attachment.
General Fund A0400-00100 Utility Tax -Electric $810,000 $860,000
Revenues
A0400-00200 Utility Tax - $450,000 $480,000
Telecommunications
A0618-01100 Village Occupational License $195,000 $203,000
A0618-03910 Marina $72,000 $76,000
A0618-03920 Marina Decals $5,000 $6,000
A0911-04100 Court Fines $95,000 $145,000
A0911-04600 Ambulance Fees $160,000 $180,000
Page 1 of 2
Account No. Name Remarks ~~.,.,,• r.,•
A1200-02190 911 System Enhancement
$46,428 $75,000
Page 2 of 2
!-able 1
?001 Performance Evaluation Scoring System
For 2001, the overall performance evaluation scores will be calculated as follows:
• An employee's percentage score will be calculated based on the supervisor's evaluation.
• The percentage will then be compared to the table below to determine the overall
evaluation score (i.e., a score of 75% yields an overall score of Exceeds Expectations).
~ Scale for Evaluation Scores
Outstanding 84% to 100%
Exceeds Expectations 67% to 83%
Meets Expectations X50% to 66%
Below ExpectationsBelow 50%
?001 Proposed Performance Pay Increases
If the proposed new• system is implemented, employees evaluated in the 2001 performance
evaluation cycle will receive performance pay increases as follows:
• .~ formula based system will be used for distributing perforniance salary increases.
• Performance pay increases will be distributed based on the employee's percentage score
(such as 75%) rather than the employee's overall evaluation score (such as Exceeds
Expectations).
Example - :3n employee who receives a 7~% score may receive a 2% performance pay
increase, and a employee who receives a 77% may receive a 2.16% performance pay
increase, even though both received overall evaluation ratings of Exceeds Expectations.
• Only employees with a score of 100% on the evaluation would receive the top performance
pay increase
• The Village Council will determine the actual formula for distributing the performance pay
increases during the budget process.
• An example distribution of performance pay increases is provided below for illustration
purposes only; the Village Council will determine the actual system and the percentage
increases during the budget process.
Example of Formula Based Performance Pay Increases
Performance Rating Score Range Pay Increase
Outstanding 84% to 100% 2.72% to 4.0%
Exceeds Expectations 67% to 83% 1.36% to 2.64%
Meets Expectations 50% to 66% 0% to 1.28%
Below Expectations Below 50% 0%
Table 2: Example of Formula-Based Distribution
of Performance-Pay Increases
Please Note:
~- The following information in an example for illustration purposes only.
The Actual Distribution of Performance Pay Increases
will be determined during the FY 2001-2002 Budget Process.
Performance Rating Score Range Pay Increase
Outstanding 84% to 100% 2.72% to 4.0%
Exceeds Expectations 67% to 83% 1.36% to 2.64%
tileets Expectations `0% to 66% 0% to 1.28%
Below Expectations Below 50% 0%
In the above example, a formula would be used to determine the employee's
increase based on the percentage score on the performance evaluation.
This example uses 4% for the maximum performance pay increase.
If the above example were implemented, the performance pay increases would be
distributed as follows:
Percentage Performance Percentage Performance
Score Pay Increase Score Pay Increase
50.00% 0.00% 75.00% 2.00%
51.00% 0.08% 76.00% 2.08%
52.00% 0.16% ~ 77.00% 2.16%
53.00% 0.24% ~ 78.00% 2.24%
54.00% 0.32% 79.00% 2
32%
55.00% 0.40% ~ 80.00% .
2.40%
56.00% 0.48% S1.C0% 2.48%
57.00% 0.56% _
82.00% o
2.So" /o
58.00% 0.64% 83.00% 2.64%
59.00% 0.72% 84.00% 2.72%
60.00% 0.80% 85.00% 2.80%
61.00% 0.88% 86.00% 2.88%
62.00% 0.96% 87.00% 2.96%
03.00% 1.04% 88.00% 3.04%
64.00% 1.12% ~ 89.00% 3.12%
65.00% 1.20% 90.00% 3
20%
66.00% 1.28% 91.00% .
3.28%
67.00% 1.36% 92.00% 3.36%
68.00% 1.44% 93.00% 3.44%
69.00% 1.52% 94.00% 3.52%
70.00% 1.60% 95.00% 3.60%
71.00% 1.68% 96.00% 3.68%
72.00% 1.76% 97.00% 3.76%
73.00% 1.84% 98.00% 3.84%
74.00% 1.92% 99.00% 3.92%
100.00% 4.00%