08-24-2011 VC B WS-M MINUTES OF THE BUDGET WORKSHOP SESSION
VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA
• AUGUST 24,2011
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 A. 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, Human Resources Director Mary Kay McGann,
Information Technology Director Michael.Applegate, Building Official Jim Brown, and Village
Planner Jodi Nentwick were present. The purpose of the meeting was to review the Community
Development, Human Resources, Information Technology, Finance, General Services-Village Hall,
and Reserves & Other departmental budgets.
Mr. Titcomb advised that by changing the dental insurance carrier, health insurance premiums
had been limited to a 2% increase instead of 6.87% as previously anticipated, which will be
reflected in changes to the proposed budget document.
COMMUNITY DEVELOPMENT
• $597,149 FY 2011 combined Community Planning, Building, and Code Enforcement
expenditures at 3rd Quarter ending 6/30/11
• Community Development comprises 4.71%of General Fund Budget
• $912,477 total revenues
• $801,810 personnel costs (95%of budget); 2%increase over FY 2011
• $41,030 operating costs(5%of budget); 14%increase over FY 2011
• zero capital expenses
• $842,840 total expenses; 3%($23,283)increase over FY 2011
• 1 full-time Permit&Licensing Tech position(unfunded since FY 2010)has been eliminated
• 8 full-time employees, 2 part-time employees
COMMUNITY PLANNING
Discussion took place concerning the decrease in cell tower revenues. Mr. Huff explained that
Council had approved an additional antenna; however, it was never installed by the applicant.
• $186,146 FY 2011 expenditures at 3rd Quarter ending 6/30/11
1111 • $136,050 total revenues, including$133,900 from cell tower rent
• $213,603 personnel costs (92% of budget); 4% increase over FY 2011
• $18,506 operating costs(8%of budget); 8%increase over FY 2011
• zero capital expenses
• $232,109 total expenses; 4% ($9,870) increase over FY 2011
• 2 full-time employees,no personnel changes
Minutes of Village Council Budget Workshop Session held August 24,2011 Page 2 of 3
BUILDING
• Discussion took place concerning the projected increase in revenue from building permits. The
Contractual Services line item has increased due to software maintenance costs. Books and
Publications line item was increased to purchase the 2009 Florida Building Code.
• $346,530 FY 2011 expenditures at 3rd Quarter ending 6/30/11
• $763,127 total revenues, including $501,304 in building permits and $236,000 in
business tax receipts
• $473,576 personnel costs (96%of budget); 1% increase over FY 2011
• $17,304 operating costs (4%of budget); 20%increase over FY 2011
• zero capital expenses
• $490,880 total expenses; 2%($9,695) increase over FY 2011
• 1 full-time Permit& Licensing Tech position has been eliminated
• 5 full-time employees, 1 part-time employee
CODE ENFORCEMENT
Discussion was held regarding the 3% surcharge on permits, which is set aside for building and
code training; $13,700 has been collected; however only 10% may be kept. The part-time
position (currently vacant) will be filled. Mr. Titcomb stated the Code Enforcement division
would remain in the Community Development Department as there are conceptual and logistical
issues involved in moving it to the Public Safety Department.
• $66,473 FY 2011 expenditures at 3rd Quarter ending 6/30/11
• $13,300 total revenues, including$10,000 in code enforcement fines
• $114,631 personnel costs (96%of budget); 3% increase over FY 2011
• $5,220 operating costs (4%of budget); 19% increase over FY 2011
• zero capital expenses
• $119,851 total expenses; 3%($3,718) increase over FY 2011
• 1 full-time employee, 1 part-time employee
HUMAN RESOURCES
• $171,568 FY 2011 expenditures at 3rd Quarter ending 6/30/11
• $215,936 personnel costs (89%of budget); 3%increase over FY 2011 *
• $26,894 operating costs(11%of budget); 2%decrease from FY 2011
• zero capital expenses
• $242,830 total expenses; 3% ($6,203)increase over FY 2011
• 2 full-time employees, no personnel changes
INFORMATION TECHNOLOGY
The Contractual Services line item has increased due to software maintenance costs for online
access to public records. Discussion ensued on publicizing the availability of Village records.
• Mr. Applegate will place an article in the Village Newsletter,when the system goes live.
Mr. Titcomb highlighted significant projects completed by the Information Technology Department,
as well as areas of responsibility. Mr. Titcomb requested to change the Technical Support
Specialist position from part-time to full-time, at a cost increase of$24,083, including benefits.
By consensus, Council approved the position change.
Minutes of Village Council Budget Workshop Session held August 24,2011 Page 3 of 3
INFORMATION TECHNOLOGY continued
• • $215,807 FY 2011 expenditures at 3rd Quarter ending 6/30/11
• $296,175 personnel costs (87%of budget); 10%increase over FY 2011
• $22,661 operating costs (7% of budget); 9% increase over FY 2011
• $18,750 capital expense for software upgrade(6%of budget); 93%increase over FY 2011
• $337,586 total expenses; 13% ($39,247)increase over FY 2011
• 3 full-time employees;Tech Support Specialist position changed from part-time to full-time
FINANCE
Regarding utilities, it was noted that the cost for telephone services has been to the General
Services budget.
• $374,688 FY 2011 expenditures at 3rd Quarter ending 6/30/11
• $485,299 personnel costs (91% of budget); 3%increase over FY 2011 *
• $50,770 operating costs(9%of budget); 7%decrease from FY 2011
• zero capital expenses
• $536,069 total expenses; 2%($9,172) increase over FY 2011
• 5 full-time employees, 1 part-time employee; no personnel changes
GENERAL SERVICES—VILLAGE HALL
Discussion took place concerning the long lead-time to have articles placed in the Village Newsletter.
Mr. Titcomb will consider ways to accelerate the newsletter timeline and explore alternate
methods of disseminating information to the public. Discussion ensued on newsletter production
and mailing costs, as well as suggestions to use the website or social media to reach citizens, and to
contact condominium association presidents for assistance in providing information to residents.
• $82,971 FY 2011 expenditures at 3rd Quarter ending 6/30/11
• $128,452 operating costs (72%of budget); 4%increase over FY 2011
• $50,100 capital expense for air conditioning chiller replacement
• $178,552 total expenses; 45% ($55,334) increase over FY 2011
RESERVES &OTHER
Mr. Titcomb noted $226,441 reserved to improve funding of the General Employees Pension
Plan is discretionary and subject to Council determination on it use. Discussion took place
regarding a projection of surplus revenue over expenses for the fiscal year ending 9/30/2011.
• zero debt service
• $178,893 Council Contingency
• $44,724 Village Manager Contingency
• $226,441 Reserve—General Employees Pension
• $842,697 total expenses; 38% ($231,032)increase over FY 2011
COUNCIL CONSENSUS ITEMS
• approve Technical Support Specialist position change from part-time to full-time
• ADJOURNMENT
With no further business to come before the Council,the meeting adjourned at 8:41 p.m.
Melissa Teal, CMC,Village Clerk