04-24-2013 VC SP WS-MC-)
Present:
ROLL CALL
MINUTES OF THE SPECIAL WORKSHOP SESSION
VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA
APRIL 24, 2013
William L. Manuel, Mayor
Darryl C. Aubrey, Sc.D., Vice Mayor
Robert A. Gebbia, President Pro Tern
David B. Norris, Councilman
Doug Bush, Councilman
Ed Green, Village Manager
Melissa Teal, Village Clerk
Mayor Manuel 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. Also present were Finance Director Sarnia Janjua,
Human Resources Director Loren Slaydon, Police Chief Rick Jenkins, Fire Chief J.D. Armstrong,
Parks and Recreation Director Mark Hodgkins, and Acting Public Works Director Chuck Huff.
HEALTH CARE REFORM
Gehring Group representatives Shawn Fleming, Senior Benefits Consultant and Kurt Gehring, CEO,
gave a presentation entitled "Health Care Reform's Impact on the Employer Workplace — Planning
Today for Tomorrow." Discussion topics included new health insurance industry fees, employer shared
responsibility provision, new requirements for part time employees, and 2013 -14 renewal projections.
FY 2013 MID -YEAR BUDGET REVIEW — COUNTRY CLUB
Mr. Green presented a mid -year review of the Country Club and General Fund budgets.
• Country Club Revenues: $2,431,516 as of 4/19/13
• Country Club Expenses: $1,876,810 as of 4/19/13
• Country Club Mid -Year Preliminary Financials: revenues exceed expenses by $554,706
• Country Club Unrestricted Fund Balance: $557,954 as of 9/30/12
• Food & Beverage Revenues: $326,249.07 as of 4/19/13
• Food & Beverage Expenses: $396,201.61as of 4/19/13
• Food & Beverage Mid -Year Preliminary Financials: expenses exceed revenues by $69,952.54
• Food & Beverage Inventory on Hand: $17,409.15
• Golf Membership Revenue: $538,925, down $53,953 from FY2012
• Cart Rental Revenue: $465,146, down $15,398 from FY2012
• Greens Fees Revenues: $584,309, down $1,068 from FY2012
• Driving Range Revenues: $163,308, up $13,409 from FY2012
FY 2013 MID -YEAR BUDGET REVIEW — GENERAL FUND
• General Fund Ad Valorem Taxes: 96.10% of the budgeted amount collected through 4/19/13
• General Fund Revenues: $13,354,621 as of 4/19/13
• General Fund Expenses: $8,687,948 as of 4/19/13
• General Fund Mid -Year Preliminary Financials: revenues exceed expenses by $4,666,673
• General Fund Unreserved Undesignated Fund Balance: $11,244,977 as of 9/30/12
Minutes of Village Council Special Workshop Session held April 24, 2013 Page 2 of 4
INVESTMENT POLICY
Mr. Green noted the Investment Policy was updated to provide more flexibility in investments.
• $7,909,872 to date transferred for investment as core funds, equaling 45% of FY 2013
GF adopted budget ($17,499,724)
• Core investment portfolio: $8,326,775.03.63 as of 3/31/13
• 2012 Audit Report of Village financial statements for year ending 9/30/12 (CAFR ) found that
Village investments are in accordance with the Village's investment policy
Mr. Green detailed the balance of Village funds in various financial institutions.
• Total cash on hand: $12,442,703.65 as of 3/31/13
FY2013 CIP CAPITAL PROJECTS UPDATE
Mr. Green reviewed the CIP Capital Outlay Projects list in priority order; gave an update on the
remaining CIP capital projects, and provided a recap of the CIP Fund and Developer Fees.
Brief discussion took place concerning the alley at the Camelot Motel /7 -11. Council determined to
revisit this issue in future.
Mr. Green recommended that any funds remaining after the development of Veterans Memorial
Park be applied as matching funds for Anchorage Park grants.
STRATEGIC PLANNING
Council reviewed its Strengths, Weaknesses, Opportunities, & Threats (SWOT) analysis and concluded:
STRENGTHS
Affluent community
Strong financial reserves
Infrastructure in good condition
Taken steps to reduce costs
Generally supportive residents
Unified Council
High quality staff
Advisory Board /citizen participation
Location/waterways
Tradition — 2nd & 3rd generation residents
OPPORTUNITIES
Seek additional funding sources: Service fees, Grants
Seek to influence State legislature
Pursue further cost efficiencies
Improve relationship with business community
Annexation
MISSION STATEMENT
WEAKNESSES
State pressures on municipal taxing authority
Limited retail
No anchor or destination
Aged/deteriorated buildings in our business community
THREATS
Fragile economy
State/County pressures on home -rule authority of municipalities
Increase in unfunded mandates
Unfunded liabilities by the Federal government
We sustain North Palm Beach as the "best place to live under the sun" through superior services,
timeless traditions, modern amenities.
VISION STATEMENT
North Palm Beach will be known for our unparalleled amenities and progressive approach to
meeting the needs of our safe and secure community through continuous improvement in
infrastructure and service delivery as identified by our stakeholders.
It was suggested that use of the word "progressive" in the vision statement be revised.
Minutes of Village Council Special Workshop Session held April 24, 2013 Page 3 of 4
CORE VALUES
We Create Exceptional Public Service Through:
• Our People — We care about our people and actively advocate diversity, safety, and
personal growth.
• Continuous Improvement — We are committed to excellence and professionalism.
• Integrity — We are transparent, honest, ethical, and have mutual respect for all people.
COUNCIL GOALS AND OBJECTIVES FOR FY2014
Council discussed and prioritized its goals and objectives for FY2014 as follows:
1. Protect the Financial Integrity of the Village in a Difficult Economic Environment
a. Seek alternative sources of funds including grants
b. Seek to influence Florida legislature in areas of unfunded mandates, taxation, and revenue sharing
c. Continue to advance a business - friendly atmosphere in the Village and work with the Northern
Chamber of Commerce to encourage new businesses and promote economic development
d. Actively pursue annexation opportunities where and when available
2. Maintain a High Quality of Life in the Village
a. Improve and maintain Village waterways as a unique Village asset
b. Maintain the highest quality of public safety services through national accreditation of its law
enforcement component and through fire rescue level of service partnerships
c. Enhance communication with residents through mediums such as the Village Newsletter and website
d. Improve communication and response to the public; encourage suggestions from the public
e. Maintain service levels
f. Update and maintain the Code of Ordinances to match contemporary requirements
3. Maintain and Improve all Recreational Facilities of the Village
a. Maintain high level of appearance and condition of Village parks and recreational facilities,
including the Country Club
b. Increase involvement in recreational activities by expanding programming for all age groups
c. Actively promote resident and non - resident use of the Country Club facilities
d. Enhance golf membership through increased member events
e. Enhance and promote pool, tennis, and park amenities
f. Enhance and promote organized youth sport leagues and programs within the Village
4. Enhance the Spirit and Participation of our Community
a. Encourage resident participation in Village Boards, programs and events
b. Improve communication with businesses; encourage participation of businesses in Village events
c. Encourage Village volunteer service
Regarding #4c, it was suggested that staff compile an inventory of all the volunteer services provided in
each department.
5. Improve the Overall Appearance of the Village
a. Continue improvement of code compliance and education with special emphasis towards the
abatement of nuisance and abandoned properties
b. Support implementation of the Northlake Boulevard Overlay Zoning to bring about uniform
/ beautification
c. Maintain uniformity of Village property design, colors and signage
d. Maintain high standards of overall appearance throughout the Village including commercial,
residential, village -owned properties and roads
Minutes of Village Council Special Workshop Session held April 24, 2013 Page 4 of 4
COUNCIL GOALS AND OBJECTIVES FOR FY2014 continued
6. Continuously Evaluate the Way we Work and the Way we Compensate our Staff
a. Evaluate and update procedures and establish appropriate performance measures.
b. Conduct a department -by- department review of key work processes to determine what can be
improved and implement improved procedures.
c. Develop metrics for evaluation of work processes for eventual integration in a balanced
scorecard measurement system.
d. Build a human resources capability that brings consistency in policies and procedures across all
departments while remaining current, relevant, and compliant with federal, state, and local
personnel and labor laws.
The meeting recessed at 8:55 p.m. and reconvened at 9:02 p.m.
IMPROVEMENT PROJECTS
Mr. Green gave the status of each improvement project, and estimated the FY2014 cost at $247,500.
• Financial Integrity:
• Advance our business friendly atmosphere
• Ordinance update
• Future annexation targets
• Unfunded liabilities
• Quality of Life:
• Resident Focus Groups — Market Analysis
• Preservation of Neighborhoods
• Anchorage Park, Phase 2
• Completion of Veterans Park
• Improve Recreational Facilities
o Renovation of Osborne Park
o Evaluation of Country Club & Services
• Enhance Spirit & Participation of Our Community
o Enhance Marketing & Communication
• Continuously Evaluate the Way We Work & Compensate Our Staff
• Work Process Improvements
• Evaluation of employee policies, job evaluation and appraisal system, training,
compensation, time- keeping, safety & wellness
Discussion took place regarding a Village Master Plan.
ADJOURNMENT
With no further business to come before the Council, the meeting adjourned at 9:37 p.m.
&ZZZ:
-/ Melissa Teal, CMC, Village Clerk