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Budget Workshop Presentation_Aug 8 2018Tonight's Meeting Agenda • Follow up items from previous meeting: — White Fleet Lease Program Summary (Handout) — P&L Statement for Country Club, Tennis& Pool — Membership Information for Country Club, Tennis& Pool • FY 2019 Summary of Budget Changes — General Fund — Country Club • General Government Departments — Village Council — Village Clerk — Village Attorney — Village Manager — General Services —Village Hall — Human Resources — Finance — IT — Debt & Other Country Club (P&L) FY 203-9 Budget FY 203-8 Budget % increase / (decrease) $ increase / (decrease) June 2o3-8 YTD 9/30/3-7 Revenue $2,880,256 $2,662,405 8.3-8% $23-7,853- $2,243-,3-53- $2,956,706 Expense Personnel 828,298 581.,761. 42.38% 246,537 480,084 649,433 Operating 1.161.8,269 1.1659,485 -2.48% (41.,21.6) 1.1296,878 1,81o,557 Capital 0 23,000 -1.00% (23,000) 545,118 2,41.6 Contingency o 0 0 0 0 10,407 Debt Service 433689 398,159 8.92% 35530 199,079 3981.59 Total Expense 2,880,256 21662,405 8.3-8% 23-7,853- 2,523-,3-60 21870,972 Net Revenue / Expense (280,008) 85,734 Rounds 40,000 25,044 25,832 43-,979 Country Club Membership Pricing FY2018 FY2019 Difference Resident Single $29255.00 $23,067.08 -8% Family $39410.00 $31,125.83 -8% Non -Resident Single $39250.00 $23,979.17 -8% Family $49350.00 $31,987.50 -8% Golf Plus Resident (Golf, Tennis & Pool) Single $29527.00 $29324.84 -8% Family $39820.00 $3,535.83 -7% Golf Plus Non -Resident (Golf, Tennis & Pool) Single $39617.00 $3,346.17 -7% Family $49927.00 $49564.50 -7% Touring Professional Single $29255.00 $29067.08 -8% N.P.B Business Single $29700.00 $29475.00 -8% Family $39800.00 $31,483.33 -8% Juniors Resident $300.00 $300.00 0% Non -Resident $300.00 $300.00 0% Summer Option A: (Cart Fees Only) $495.00 $649.00 31% Option B: (Includes Cart Fees) $995.00 $19299.00 31% Family: (Cart Fees Only) $995.00 $19299.00 31% Unlimited Golf Cart Program Single $39000.00 $39000.00 0% Each Additional $2,750.00 $2,750.00 0% Corporate Silver (Par) $10,000.00 $10,000.00 0% Gold (Birdie) $149000.00 $149000.00 0% Platinum (Eagle) $179500.00 $179500.00 0% Each Additional $21,500.00 $2,500.00 0% Season Fall Season (Oct. 1, 2018 - Nov. 4. 2018) Pre -Winter Season (Nov. 5, 2018 - Dec. 9.2018) Shoulder Season (Dec. 10, 2018 - Jan. 20, 2019) High Season (Jan. 21, 2019 - March 31. 2019 Spring Season (Apr. 1, 2019 - Apr. 30, 2019) Summer Season (May 1, 2019 - Sep. 30, 2019) Country Club Walk -In Rates Time Early Morning Morning Mid -Day Early Morning Morning Mid -Day Twilight Early Morning Morning Mid -Day Early Morning Morning Mid -Day Twilight Early Morning Morning Mid -Day Early Morning Morning Mid -Day Twilight 18 -Hole Rates Weekday Rate Weekend Rate $65.95 $74.95 $65.95 $74.95 $55.95 $64.95 $45.95 $54.95 $79.95 $89.95 $79.95 $89.95 $69.95 $79.95 $54.95 $64.95 $94.95 $104.95 $94.95 $104.95 $84.95 $94.95 $59.95 $69.95 $114.95 $124.95 $114.95 $124.95 $99.95 $104.95 $69.95 $79.95 $84.95 $94.95 $84.95 $94.95 $74.95 $84.95 $54.95 $64.95 $49.95 $59.95 $49.95 $59.95 $45.95 $53.95 $35.95 $39.95 9 -Hole Rates Weekday Rate Weekend Rate $40.00 $45.00 $40.00 $45.00 $34.00 $39.00 N/A N/A $48.00 $54.00 $48.00 $54.00 $42.00 $48.00 N/A N/A $57.00 $63.00 $57.00 $63.00 $51.00 $57.00 N/A N/A $69.00 $75.00 $69.00 $75.00 $60.00 $63.00 N/A N/A $51.00 $57.00 $51.00 $57.00 $45.00 $51.00 N/A N/A $30.00 $36.00 $30.00 $36.00 $28.00 $34.00 N/A N/A Country Club Memberships & Rounds Summary FY .. FY 203.7 FY 2o3.8 FY 203.9 Total Resident 153 157 118 186 Total Non -Resident 111 95 62 63 Total Business 1 20 0 1 Total Memberships 265 272 18o 250 Total Rounds 42,415 41,979 25,044 (Budget) 25,832 (Actual) 40,000 Tennis (P&L) FY 203.9 Budget FY 203.8 Budget % increase / (decrease) $ increase / (decrease) June 203.8 YTD 9/30/3.7 Revenue $468,3.50 $481,3.50 -2.74% $ (3.3,200) 365844 453.,03.0 Expense Personnel 4171847 410,132 1.88% 7,715 334,$10 129,383 Operating 1661000 155,723 6.60% 101277 78,317 313,218 Total Expense 583,847 565,855 3.3.8% 3.7,992 43.3,127 442,603. Net Revenue / Expense $(3.3.5,697) $(84505) $(31,192) $(472$3) $8409 Tennis Memberships FY 203.9 Budget FY 2o3.8 YTD 9/30/3-7 Resident Single 55 51 50 Resident Family 12 11 11 NR Single 93 87 88 NR Family 10 8 8 Summer Single 7 7 5 Summer Family 1 1 1 Junior 5 1 0 Total Membership 3.83 3.66 163 Pool (P&L) FY 203.9 Budget FY 203.8 Budget % increase / (decrease) $ increase / (decrease) June 203.8 YTD 9/30/3-7 Revenue 94,000 93,000 3..08% $3.1000 $61492 3.05,876 Expense Personnel 69,354 80,072 -13.39% (10,718) 54,845 118,308 Operating 95,575 114,724 -16.69% -19,149 92,628 1261249 Total Expense 3.64,929 3.94,796 -3.5.33% (29,867) 3.47473 244,657 Net Revenue / Expense (70,929) (3.03.,796) 30,867 (83,983. (3.38,683.) Pool Memberships FY 203.9 Budget FY 2o3.8 YTD 9/30/3-7 Resident Single 15 5 17 Resident Family 5 1 7 NR Single 10 5 17 NR Family 5 0 1 Masters o 0 13 Total Membership 35 11 55 FY 203.gSummary of Budget Changes General Fund Change pact Positive / (Negative) State Revenue Share Estimate received from FDOR $ 27,071 Revenue Estimates increased for Recreation, Tennis & Pool 27,000 Updated Personnel Costs 1. Updated employee salaries with current data 2. Updated PBA & IAFF calculations for employees at maximum salary 3. Remove addition of PT Fire Administrative Assistant position (28,544) Updated Operating Costs 1. Remove costs associated with addition of PT Fire Administrative Assistant position 201100 Total No change since last meeting $45,627 FY 203.gSummary of Budget Changes Country Club Change pact Positive / (Ne_ ative) Updated Revenue Estimates Revenue Estimates increased for Greens Fees, Cart Rental, Walking Fee & $$1,986 Driving Range Updated Personnel Costs 1. Vacant Part-time positions are unfunded 2. General Manager position updated 102,393 3. Director of Golf position updated Updated Operating Costs 1. Reduced estimate for various operating costs: 70,000 Utility Costs, Materials & Supplies, Repair & Maintenance Total $254379 Village Council Projects & Initiatives Hearing Loop Audio System for Council Chambers • hearing assistive technology connects the listener directly to the sound source, while eliminating most background noise; • individuals with a T -coil equipped hearing aid or cochlear implant receive high quality sound directly, without the need for a headset device; 'IM • ability to understand dialog during meetings promotes communication and participation; • system meets ADA accessibility requirements. This project requires coordination with the installation of new carpeting in the Council Chambers. Village Council Budget Summary Personnel Total Salary & Benefits Operating Accounting & Auditing Advertising Advisory Board Dinner Conferences & Seminars Contractual Services Council Donations Membership & Dues Materials & Supplies Professional Services Repairs & Maintenance Travel Other Operating Costs Total Operating Costs Total Expenses % increase/ $ increase / FY 2019 Budget FY 2018 Budget (decrease) (decrease) 10 new carpet w/ hearing loop system ($7k) $ 50,466 $ 50,470 $ 4 28,000 10,700 3.70% 6,000 109500 1,575 200 3,700 0.00% 4,500 1,500 11,090 75 7,200 1.37% 7,500 55000 7,000 10 4,075 2.20% 0 6,970 3.30% 91,340 6,350 18.11% 1,150 $ 141 810 10 new carpet w/ hearing loop system ($7k) $ 50,466 0.01% $ 4 2700 3.70% 1,000 109500 1.90% 200 6,000 0.00% 0 1,500 5.00% 75 3,650 1.37% 50 55000 -10.00% 500 10,851 2.20% 239 6,970 3.30% 230 6,350 18.11% 1,150 0 0.00% 700 5,244 -22.29% 1,169 0 0.00% 0 839065 9.96% 8,275 $ 133,531 6.20% $ 8,279 Village Clerk Projects & Initiatives Agenda Management Software Benefits include: • Improved communication, collaboration, and approval of agenda items; • ability to track agenda items through the approval process, from submittal to publication; • request and view changes, using automated workflows; • cloud based system allows user access 24/7; and • streamlined agenda packet creation and publication. Village Clerk Budget Summary Personnel Total Salary & Benefits Operating Books, Publications & Subscriptions Conferences & Seminars Contractual Services Election Expense Materials & Supplies Memberships & Dues Printing & Binding Professional Services Repairs & Maintenance Travel & Training Other Operating Costs Total Operating Costs Total Expenses FY 2018 % increase / $ increase / FY 2019 Budget Budget (decrease) (decrease) Q3 $ 375,284 $ 30,993 25 325 -28.57% 23,000 1 25,500 600 3,800 360.00% 655 24,300 600 1,200 100 8.57% 3,200 2 1,730 150 1,500 0.00% 0 60,435 0.00% 0 0 $ 435 719 �1 Agenda Management Software $18k �2 Carpet replacement $3,200 �3 Employees received a merit increase higher than % budgeted $ 3449291 9.00% $ 30,993 35 -28.57% 10 925 -64.86% 600 5,000 360.00% 18,000 24,300 4.94% 1,200 3,500 8.57% 300 505 29.70% 150 600 0.00% 0 100 0.00% 0 0 0.00% 3,200 1,410 22.70% 320 1,150 30.43% 350 37,525 61.05% 22,910 $ 381,816 14.12% $ 53,9 Village Attorney Budget Summary Operating Legal Services -Village Attorney Legal Services -Special Legal Services -Labor Total Operating Costs Total Expenses FY 2019 Budget 125,000 10,000 25,000 160,000 $ 160,000 FY 2018 % increase / $ increase / Budget (decrease) (decrease) 125,000 0.00% 0 10,000 0.00% 0 251000 0.00% 0 160,000 0.00% 0 $ 160,000 0.00% $ 0 Village Manager Budget Summary Personnel Total Salary & Benefits Operating Advertising Books, Publications & Subscriptions Conferences & Seminars Contractual Services Materials & Supplies Memberships & Dues Postage Printing & Binding Professional Services Travel & Training Uniforms Other Operating Costs Total Operating Costs Total Expenses FY 2018 % increase/ $ increase / FY 2019 Budget Budget (decrease) (decrease) 1 $ 685,349 $ 719309 4,000 500 33.33% 3,000 550 10,000 50 13,500 -9.09% 3,100 10,465 400 465 1,000 17.39% 26,200 02 5,500 400 200 -33.33% 1,000 1,100 -9.09% 68,400 7,100 269.01% 19,100 $ 753 749 $ 614,040 11.61% $ 719309 3,000 33.33% 1,000 550 -9.09% 50 3,300 -9.09% 300 10,465 -4.44% 465 11,500 17.39% 2,000 3,500 -11.43% 400 600 -33.33% 200 1,100 -9.09% 100 7,100 269.01% 19,100 3,750 46.67% 1,750 200 0.00% 0 600 66.67% 400 459665 49.79% 22,735 $ 659,705 14.26% $ 94,044 �1 Increase in budgeted salary & benefits for Communications Manager �2 Strategic Planning $20k General Services —Village Hall Operating Materials & Supplies Newsletter Postage Rental Repairs & Maintenance Utilities Other Operating Costs Total Operating Costs Total Expenses Budget Summary FY 2019 Budget $10,000 0.00% 50,000 1 25,000 6,000 5,310 0.00% 3,500 2 20,330 295 80 0.00% 3,500 114,220 -5.13% 1,099 80 $ 114 220 FY 2018 % increase / $ increase / Budget (decrease) (decrease) $ 10,000 0.00% $ 0 44,000 13.64% 6,000 25,000 0.00% 0 5,605 -5.26% 295 0 0.00% 3,500 21,429 -5.13% 1,099 80 0.00% 0 106,114 7.64% 8,106 $ 106,114 7.64% $ 8106 01 anticipated increase (Year-to-date July 2018 = $37,666) 02 Maintenance cost for existing HVAC system was not included in FY 2018 budget Human Resources • Recruited and hired several key personnel - Communication Manager, Building Official and Sanitation Supervisor for the Village. • Offered department -wide training to Community Development staff. • Converted former "contracted" employees in Parks & Recreation to Instructors in accordance with IRS guidelines. • Re -tooled the Educational Reimbursement Program • Created a committee for re -vamping the Performance Evaluation System • Sexual Harassment and Discrimination Training for all employees later this month • PTSD Training for Public Safety management • Development Dimensions International (DDI) Management Development Training for front line supervisors began today Human Resources Budget Summary Personnel Total Salary & Benefits Operating Advertising Books, Publications & Subscriptions Conferences & Seminars Contractual Services Employee Assistance Program Employee Physical Exams Employee Relations Materials & Supplies Memberships & Dues Postage Printing & Binding Professional Services Travel & Training Other Operating Costs Total Operating Costs Total Expenses FY 2018 % increase/ $ increase / FY 2019 Budget Budget (decrease) (decrease) 1 $ 295,708 $ 139026 1,500 0 50.00% 900 2,816 20,000 2,816 5,200 50.00% 9,000 20,000 20,000 0 2,250 15.56% 650 8,369 100 631 0 0.00% 10,000 3 31,000 2 720 -58.01% 898 101,320 -33.33% 50 700 $ 397,028 $ 3089734 -4.22% $ 139026 1,000 50.00% 500 2,816 -100.00% 2,816 600 50.00% 300 20,000 0.00% 0 41500 15.56% 700 8,369 7.54% 631 20,000 0.00% 0 3,200 -29.69% 950 1,548 -58.01% 898 150 -33.33% 50 700 -100.00% 700 34,000 -70.59% 24,000 20,000 55.00% 11,000 0 0.00% 720 116,883 -13.32% 159563 $ 425,617 -6.72% $ (28,L89 01 A decrease in budged salary & benefits for HR Director �2 Amount increased to consolidate tuition reimbursement costs for all departments into one budget �3 FY 2018 amount included $10k for MUNIS training Finance Budget Summary Personnel Total Salary & Benefits Operating Advertising Books, Publications & Subscriptions Conferences & Seminars Contractual Services Materials & Supplies Memberships & Dues Postage Printing & Binding Professional Services Travel & Training Other Operating Costs Total Operating Costs Total Expenses FY 2019 Budget ® $ 618,043 $ 29,874 250 300 0.00% 200 100 35,000 2 9,500 0.00% 370 30,000 100 500 3,000 11.76% 1,000 370 3,000 3 0 0.00% 0 52,720 0.00% 0 1,000 $ 670 763 01 An employee switched health insurance to a more expensive plan 02 Document storage cost wasn't included in FY 2018 budget 03 MUNIS training included in FY 2018 % increase/ $ increase / FY 2018 Budget (decrease) (decrease) $ 588,169 5.08% $ 29,874 250 0.00% 100 200.00% 200 200 0.00% 0 30,000 16.67% 500 8,500 11.76% 1,000 370 0.00% 0 100 0.00% 0 300 0.00% 0 1,000 0.00% 0 15,600 -80.77% 12,600 0 0.00% 59,120 -10.83% 6,400 $ 647,289 3.63% 1 $23,474 Information Technology 0 Re -cabling of the Village Library and computer lab. Migration of Village security cameras to new unified system for easier management. Setup and cabling of Country Club temp facilities. (data, phones, and surveillance cameras) Installation of new IP surveillance system at Public Safety building. Migration of all Police wireless devices WATT First responder network. (lower cost, unlimited bandwidth, first priority and preemption) Information Technology Budget Summary Personnel Total Salary & Benefits Operating Contractual Services Licenses & Fees Materials & Supplies Postage Professional Services Repairs & Maintenance Travel & Training Other Operating Costs Total Operating Costs Total Expenses % increase/ $ increase / FY 2019 Budget FY 2018 Budget (decrease) (decrease) ( $ 339,117 $ 308 47,000 18,000 1 8,300 6,000 25 12,000 0 -19.42% 3,000 25 1,000 0 0 -100.00% 3,000 77,325 0.00% 0 1,000 $ 416,442 01 2016 Email server software licenses $14k 02 New employee hired at reduced salary & benefits $ 338,809 0.09% $ 308 47,000 0.00% 0 6,000 200.00% 12,000 10,300 -19.42% 2,000 25 0.00% 0 3,000 -100.00% 3,000 3,000 0.00% 0 1,000 0.00% 0 0 0.00% 0 70,325 9.95% 7,000 $409,134 1.79% 1 $ 7.1308 Information Technology 5 Year CIP Project FY 2019 FY 2020 FY 2021 FY 2022 FY 2023 Total Web streaming $43900 $43,900 Microsoft Office 2o16 41,000 41,000 Virtualization 40,000 40,000 Total $0 $811000 $0 $0 $43900 $124,900 Web streaming $41900 Purchase of web streaming cameras and equipment to broadcast Council meetings to residents on the internet. Microsoft Office 2016 Upgrade current Microsoft Office 2010 with version 2016. $41,000 Virtualization $40,000 Upgrade current Virtualization hardware, two (2) servers and a storage area network. Debt & Other Budget Summary Debt Service Debt Service Non -Departmental Property/General Liability Insurance Reserves, Contingencies and Transfers Transfer to Other Funds Total Expenses % increase / $ increase / FY 2019 Budget FY 2018 Budget (decrease) (decrease) 10 $ 1,431,336 2 258,077 405,042 $ 2,094, 455 Vehicle Leasing Program 9% increase in property/casualty insurance $ 1,293,101 10.69% $ 1389235 234,077 10.25% 24,000 190,799 112.29% 2141243 $ 1,717,277__i 21.91% $ 376,478 PrA, FY 2o18-019 Budget Workshop Schedule Wednesday May 16, 2018 7 — 10 p.m. Council Strategic Planning and Mid -Year Budget Review Thursday July 19, 2018 7 — 10 p.m. Manager's Proposed Budget Overview Thursday July 26, 2018 7:30 p.m. Council Meeting Public Hearing to set tentative millage Rate Country Club Tuesday July 31, 2018 7 — 10 p.m. Parks & Recreation Library Wednesday August 8, 2018 7 — 10 p.m. Council/Clerk/Village Attorney/Village Manager HR/Finance/IT/Debt & Other Tuesday August 14, 2018 7 — 10 p.m. Public Works Monday August 20, 2018 7 — 10 p.m. Police/Fire Rescue/ Community Development Thursday August 30, 2018 7 — 10 p.m. Budget Recap and Millage Discussion