08-16-2017 VC BWS-MPresent:
ROLL CALL
MINUTES OF THE BUDGET WORKSHOP SESSION
VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA
AUGUST 16, 2017
Darryl C. Aubrey, Sc.D., Mayor
Robert A. Gebbia, Vice Mayor
Mark Mullinix, President Pro Tem
Susan Bickel, Councilmember
David B. Norris, Councilmember
Andrew D. Lukasik, Village Manager
Melissa Teal, Village Clerk
Mayor Aubrey called the meeting to order at 7:00 p.m. All members of Council were present. All
members of staff were present.
PURPOSE OF THE MEETING
Mr. Lukasik explained the purpose of the workshop was to review administrative budgets. He
stated Shawn Fleming, Senior Benefits Consultant with Gehring Insurance was present to review
health insurance information for the Village. Mr. Lukasik briefly reviewed the documentation
distributed to the Councilmembers and discussed efforts to get costs down after an initial estimate.
He discussed options available to staff with the new plans.
Mr Fleming-r-eviewed-the-increased loss ratio for the Village and emplo_y_ee_education to ensure
the long-term health of the program. Councilmembers asked questions about the health savings
accounts, coaching to help employees choose the right plan, cost sharing, and deductibles.
Councilmember Bickel asked about reciprocal agreements with out-of-state providers. Mr.
Fleming discussed availability of options in case of emergencies, a child at college out of state,
and in other situations. Discussion continued regarding plans available to families and out of
pocket costs.
FY 2018 SUMMARY OF BUDGET CHANGES — GENERAL FUND
Mr. Lukasik explained that staff had made several adjustments since the original budget workshop,
including:
• Communications Sales Tax (CST) estimate received from FDOR - $26,841
• Updated personnel costs - $119,998
o Sanitation overtime budget reduced
o Recreation staff changes
o General Employees Pension — employer contribution requirement increased
o Health insurance estimate increased
o Workers' Compensation estimate decreased
o Title Change: Communications Manager vs. Public Information Officer
o Title Change: Executive Assistant vs. Executive Secretary
• Delete cost for Public Works accreditation - $65,000
• Delete cost for energy conservation project (facility and street LED lighting) - $30,000
• Cost for Annual Audit reduced - $1,000
Minutes of Village Council Budget Workshop Session held August 16, 2017 Page 2 of 5
• Add hardware and software for Communications Manager position and delete cost for
training in purchasing division - $2,500
• Total - $245,339
FY 2018 SUMMARY OF BUDGET CHANGES — COUNTRY CLUB
Mr. Lukasik explained adjustments since the original budget presentation, including:
• Driving Range revenue assumption changed — ($89,342)
• Updated personnel costs — $183,103
o Change pay grade for Director of Golf
o Add one (1) part-time instructor
o Health insurance estimate increased
o Workers' Compensation estimate decreased
0 1 st Assistant and PT staff payroll reduced by seven (7) months
• Total ----$93,-761
Discussion ensued regarding opportunities to drive revenue and about the condition of the driving
range. Golf Director Casey Mitchell shared insight on maintenance of the range.
VILLAGE COUNCIL BUDGET
FY 2018 Budget
FY 2017 Budget
% increase/
decrease
$ increase/
decrease
Personnel $50,466
$50,466
0
$0
Operating $83,065
$84,492
-1.69% _
_ -
(1-,427)
Total Expenses $133,531
$134,958
-1.06%
($1,427)
Mr. Lukasik noted the biggest change in the Village Council budget was to materials and supplies.
He explained the proposed project to install a hearing loop audio system for Council Chambers to
enhance the ability for people to hear dialogue in the Chambers.
President Pro Tem Mullinix asked that slow wi-fi in the Council Chambers be reviewed. Mr.
Lukasik stated he would investigate.
Mr. Lukasik pointed out there was a reduced cost to holding Advisory Board meetings due to a
change in location from the Country Club to something less formal. Discussion ensued as to the
change, and Mr. Lukasik stated he would follow-up with additional information.
VILLAGE MANAGER BUDGET
Mr. Lukasik reviewed the Village Manager organization chart, noting there was no change to the
number of full-time or part-time employees, but two (2) titles had been changed, as discussed
during the budget change summary.
FY 2018 Budget
FY 2017 Budget
% increase/
decrease
$ increase/
decrease
Personnel $60401
$629,518
-3.95%
($24,837)
Operating $45,665
$58,580
-22.05%
($12,915)
Total Expenses $650,346
$688,098
-5.49%
($37,752)
Minutes of Village Council Budget Workshop Session held August 16, 2017 Page 3 of 5
Councilmembers and staff briefly discussed the significance of personnel changes and the
associated roles. Mr. Lukasik stated reductions to professional services were reflected.
VILLAGE CLERK BUDGET
Mr. Lukasik reviewed the Village Manager organization chart, noting there were no changes.
FY 2018 Budget
FY 2017 Budget % increase/
decrease
$ increase/
decrease
Personnel $3409583
$3249059 5.10%
$16,524
Operating $37,525
$35,460 5.82%
$25065
Total Expenses $378,108
$359,519 5.17%
$18,589
VILLAGE ATTORNEY BUDGET
Mr. Lukasik explained the FY 2108 Village Attorney budget was proposed to remain flat at
$160,000 for the year.
HUMAN RESOURCES BUDGET
Mr. Lukasik reviewed the Village Manager organization chart, noting there were no changes
proposed. The department plans to continue with two (2) full-time employees and two (2) part-
time employees.
FY 2018 Budget
—
FY 2017 Budget
% increase/
decrease
$ increase/
decrease
Personnel $306,365
$2799235
9.72
$27,130
Operating $116,883
$91,283
28.04%
$2500
Total Expenses $423,248
$3705518
14.23%
$52,730
Mr. Lukasik stated there had not been an offer made yet for a Human Resources Director, but he
was hoping to do so soon. Councilmembers asked questions and he briefly reviewed negotiation
discussions and actuarial research. He pointed out dollars programmed in employee team
development to address leadership development.
FINANCE BUDGET
Mr. Lukasik reviewed the Finance organization chart, noting a proposed change in status for
Accounting Clerks. He stated they would move from one (1) full-time and one (1) part-time clerk
to two (2) full-time clerks, for a total of six (6) full-time employees in the department.
FY 2018 Budget
FY 2017 Budget
% increase/
decrease
$ increase/
decrease
Personnel $590,727
$532,781
10.88%
$57,946
Operating $59,120
$489150
22.78%
$109970
Total Expenses $6499847
$5809931
11.86%
$689916
Mr. Lukasik explained the department's planned annual continuing education to help maximize
the MUNIS investment by taking advantage of expert training at a discounted price. He discussed
issues with the software and answered questions.
Minutes of Village Council Budget Workshop Session held August 16, 2017 Page 4 of 5
INFORMATION TECHNOLOGY BUDGET
�- Mr. Lukasik reviewed the Information Technology (IT) budget, noting there was no change
proposed to the department, which has three (3) full-time employees. He stated a new employee
was starting in the department the following Monday.
FY 2018 Budget
FY 2017 Budget
% increase/
decrease
$ increase/
decrease
Personnel $337,261
$323,058
4.40%
$14,203
Operating $70,325
$101,425
-30.66%
($31,100)
Total Expenses $407,586
$424,483
-3.98%
($16,897)
IT Director Mike Applegate reviewed the projects and initiatives planned for the Information
Technology department, including:
• Children's Library/Computer Lab relocation
• Continue with emphasis on security of Village data and network infrastructure
• Temporary facilities for new clubhouse
• Migration of client computers to Office 2016
Mr.Lukasik discussed the IT department's 10 -year CIP, noting that $50,000 in FY 2018 for an
upgrade of Microsoft Office software for Village computers. He noted Microsoft has announced
end- of-li-fe--for--the-version currently installed, and they will no longer offer support.
Councilmember Bickel asked if the Village had considered transitioning to the free Google suite
of products. Mr. Applegate briefly discussed Microsoft Office's functionality.
GENERAL SERVICES — VILLAGE HALL BUDGET
Mr. Lukasik reviewed the General Services — Village Hall Budget summary, with total expenses
estimated at $106,114, down 10.92 percent. He noted a $10,000 reduction in newsletter postage.
Mr. Lukasik explained the department had a $50,000 line item in the FY 2018 CIP for web
streaming, to include a decoder, camera system and installation, and monthly fee for the service.
Discussion ensued regarding public use of video in comparison with the impact of building public
trust and transparency. Mr. Lukasik reviewed the logistics of the service and stated if it was
something Council was interested in, it made sense.
Councilmembers discussed the feedback they had heard from the community in relation to
streaming meetings, and whether the project should be prioritized.
President Pro Tem Mullinix argued that there were other line items which had been taken out that
felt like more of a priority.
Councilmember Bickel suggested pushing the item to the FY 2019 budget. Council agreed by
consensus to move the expense.
Minutes of Village Council Budget Workshop Session held August 16, 2017 Page 5 of 5
DEBT SERVICE
/- Mr. Lukasik reviewed debt service briefly, noting property and liability insurance were also
included within the budget. He outlined the annual debt service on the Country Club Clubhouse
Loan through Pinnacle Public Finance. He stated the loan payment on June 1, 2018, was scheduled
to be $1,293,100.58. He noted that $6.1 million of the funds was taxable, and $8.9 million was
non-taxable.
Vice Mayor Gebbia asked for clarification regarding insurance costs. Mr. Lukasik discussed
aggressive staff efforts to keep costs down.
ADJOURNMENT
Mr. Lukasik reviewed the remaining meetings in the budget workshop schedule.
- With no -further business to come before the Council, the meeting adjourned at 8:04 p.m.
Co p eted by Jessica Green, MMC, Village Clerk