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08-10-2011 VC B WS-M MINUTES OF THE BUDGET WORKSHOP SESSION • VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA AUGUST 10,2011 Present: Darryl C. Aubrey, Sc.D., Mayor William L. Manuel, President Pro Tern David B. Norris, Vice Mayor T.R. Hernacki, P.E., Councilman Robert Gebbia, Councilman James Titcomb, Village Manager Melissa Teal, CMC,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 Chuck Huff, Library Director Betty Sammis, and Parks and Recreation Director Mark Hodgkins were present. The purpose of the meeting was to review the Library, Parks and Recreation, Council, Clerk, Attorney, and Manager departmental budgets. TAX DISTRIBUTION SCHEDULE • $10,375,427.75 or 101.50% of the total ad valorem revenue budgeted has been collected (including tax distribution#11) or 96.42%of total ad valorem LIBRARY Mr. Titcomb reviewed circulation statistics. Mrs. Sammis announced the Young Adult Department opened in June 2011 and discussed plans for a Teen Advisory Board to recommend programs of interest to young adults. Discussion took place regarding recognition for the summer teen volunteers. Regarding revenues, Mrs. Sammis explained that state aid is based on the Library's actual operating expenditures for the previous two fiscal years. Discussion ensued on the increase in expenditures for electronic resources. Mrs. Sammis reviewed plans to offer E-books. Discussion was held on the 5 Year Capital Improvement Plan (CIP) concerning $299,230 in infrastructure repairs and maintenance anticipated in FY 2013. Mr. Titcomb suggested an inventory of critical infrastructure. Council consensus was to have staff initiate a structural analysis, investigate establishing a capital improvement fund, and amend the CIP before the next budget cycle. • in FY 2011, 310 of the property tax dollar went to North Palm Beach, with 90 to Leisure Services and General Government • $28,100 total revenues • $504,118 personnel costs (74% of budget); 6% decrease from FY 2011 • $174,848 operating costs (26%of budget); 1%increase over FY 2011 • zero capital expenses • • $678,966 total expenses; 6% ($44,265) decrease from FY 2011 • 6 full-time employees, 10 part-time employees; no personnel changes Minutes of Village Council Budget Workshop Session held August 10,2011 Page 2 of 4 PARKS AND RECREATION • The size and number of wet slips and dry storage spaces at the Village Marina were reviewed. Heritage Day revenues were discussed. Mr. Titcomb detailed $35,000 in various operating expenses that fall below the capitalization threshold,but can be funded from developer contributions,in addition to the $45,000 capital expense for playground equipment. Total developer contributions of$385,000 available for use will be reduced by$80,000 in FY 2012. • $510,100 total revenues, including$190,000 from leased storage • $791,512 personnel costs (45%of budget); 3% increase over FY 2011 • $935,606 operating costs (53%of budget); 1%increase over FY 2011 • $45,000 capital expense for playground equipment(to be funded with developer contributions) • $1,772,118 total expenses; 4%($65,968) decrease from FY 2011 • 6 full-time employees, 10 part-time employees; no personnel changes RECREATION AND SPECIAL EVENTS Discussion took place concerning the decrease in Worker's Compensation costs. Discussion ensued on the decrease cost of utilities,which is primarily due to the new telephone/data provider. • $585,503 personnel costs (54%of budget); 1% increase over FY 2011 • $459,732 operating costs (42% of budget); 0%increase over FY 2011 • $45,000 capital expense for playground equipment(to be funded with developer contributions) • $1,090,235 total expenses; 2%($25,455)increase over FY 2011 POOL It was noted that FY 2011 daily fees were less because the pool was closed for resurfacing. Discussion was held concerning the FY 2013 Capital Improvement Plan. Mr. Hodgkins discussed the projected improvements, which would be made only if grant funding is obtained. • $181,000 total revenues • $90,995 personnel costs (31%of budget); 1%increase over FY 2011 • $201,813 operating costs (69% of budget); 4%increase over FY 2011 • zero capital expenses • $292,808 total expenses; 24% ($91,793) decrease from FY 2011 TENNIS Discussion took place regarding tennis lessons revenue and disbursements, as well as the overall tennis profit and loss. Discussion ensued on availability of court time. Possibilities to increase profitability of the tennis operation were considered. Council planned to review profit and loss for the pool and tennis operations at year-end. • $324,572 total revenues, including$9,072 from Tennis &More Store • $115,014 personnel costs (30% of budget); 13%increase over FY 2011 • $274,061 operating costs (70% of budget); 0%increase over FY 2011 • • zero capital expenses • $389,075 total expenses; 0% ($370) increase over FY 2011 • 1 full-time employee, 5 part-time employees; no personnel changes Minutes of Village Council Budget Workshop Session held August 10,2011 Page 3 of 4 VILLAGE COUNCIL • • $113,065 FY 2011 year-to-date expenditures • $18,000 cost allocation expense for Inspector General • $50,460 personnel costs (34%of budget); 0%increase over FY 2011 • $95,902 operating costs(66% of budget); 23%increase over FY 2011 • zero capital expenses • $146,362 total expenses; 14% ($17,866) increase over FY 2011 VILLAGE CLERK Mrs. Teal reviewed the increased fee for lien certifications. Discussion took place concerning the Support Our Troops program. Councilman Gebbia presented plans to form a non-profit corporation and apply for 501c3 status. Councilman Gebbia explained that individual and corporate donations would likely increase if they could be a tax write-off. Discussion ensued on maintaining Village involvement with the program and allowing Village review of the corporate accounts. It was requested that a yearly statement be provided to the Village and a suggestion was made to have it reviewed by the Audit Committee. Discussion took place regarding the Village's agreement with America Supporting Americans. Council agreed that it was appropriate to use Village personnel and resources in support of its adopted military unit. Council had no objection to this structural change in the Support Our Troops organization, provided Village involvement is maintained,and North Palm Beach is represented and acknowledged. • $5,600 total revenues; lien certifications increased to $20 each • $262,793 personnel costs (91%of budget); 5%increase over FY 2011 • $26,507 operating costs (9% of budget); 9%decrease from FY 2011 • zero capital expenses • $289,300 total expenses; 3% ($8,963) increase over FY 2011 • 3 full-time employees; no personnel changes VILLAGE ATTORNEY • $170,000 operating costs; 0% increase over FY 2011 VILLAGE MANAGER Discussion took place concerning Contractual Services, Memberships and Dues, and Travel, Training, and Conference expenses. Mr. Titcomb requested Council consideration for his participation in professional associations and functions pertinent to his position, including ICMA, FCCMA, FLC, and NLC. By consensus, Council approved including these expenditures in the budget, with attendance at National League of Cities conferences to be evaluated and approved by Council, prior to scheduling. • $258,895 personnel costs (97% of budget); 13%decrease from FY 2011 1111 • $16,861 operating costs (3%of budget) • zero capital expenses • $275,756 total expenses; 11% ($32,515) decrease from FY 2011 • 2 full-time employees; no personnel changes Minutes of Village Council Budget Workshop Session held August 10,2011 Page 4 of 4 COUNCIL CONSENSUS ITEMS • • initiate a structural analysis • investigate establishing a capital improvement fund • amend the Capital Improvement Plan(CIP)before the next budget cycle • review profit and loss for the pool and tennis operations at year-end • create a separate line item in Village Council budget for Inspector General cost allocation • assent to structural changes in Support Our Troops program; Village to continue involvement through personnel and resource support • approve additional professional involvement by Village Manager ADJOURNMENT With no further business to come before the Council, the meeting adjourned at 9:10 p.m. 49-t ///dc- Melissa Teal, CMC, Village Clerk •