08-17-2016 VC BWS-MPresent:
ROLL CALL
MINUTES OF THE BUDGET WORKSHOP SESSION
VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA
AUGUST 17, 2016
David B. Norris, Mayor
Doug Bush, Vice Mayor
Darryl C. Aubrey, Sc.D., President Pro Tem
Robert A. Gebbia, Councilmember
Mark Mullinix, Councilmember
James P. Kelly, Village Manager
Melissa Teal, Village Clerk
Mayor Norris 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 Britoni Garson, Information Technology Director
Michael Applegate, and Public Works Director Brian Moree.
PURPOSE OF THE MEETING
Mr. Kelly explained the purpose of the meeting was to review the changes to the FY 2017 (FYI 7)
Country Club and General Fund budgets and to discuss the proposed FYI Public Works budget.
FY 2017 SUMMARY OF BUDGET CHANGES — COUNTRY CLUB AND GENERAL FUND
Mr. Kelly noted changes to the FYI Country Club budget as follows:
• Utilize reserves to balance budget - $53,208
• Updated personnel costs — ($65,299)
o Health insurance
o Fund "unfunded" position
o Update merit and vacant positions through July 31, 2016
• Decrease estimate for Property & Casualty insurance - $7,014
Mr. Kelly explained the contingency was exhausted after the changes. He reviewed the changes
to the FYI General Fund budget as follows:
• Increase Intergovernmental revenue estimate - $26,000
• Decrease Tennis revenue estimate — ($35,000)
• Decrease Library stated aid revenue estimate — ($1,021)
• Updated personnel costs — ($27,415)
o Health insurance
o Director of Library salary and benefits
o Police salary and benefits
o Update merit and vacant positions through July 31, 2016
• Increase estimate for Accounting and Auditing services — ($3,000)
• Decrease budget estimate for Council conferences and seminars - $1,070
• Decrease budget estimate for Council travel expenses - $3,000
• Increase budget estimate for Village Attorney — ($45,000)
• Decrease budget estimate for Property & Casualty insurance - $50,576
Mr. Kelly stated the General Fund budget had a current contingency of ($3 0,790).
Village Council Budget Workshop Session held August 17, 2016 Page 2 of 5
PUBLIC WORKS
' Mr. Kelly noted the budget and organizational chart for the Public Works Department had been
revised, but the number of employees remained steady at 34 full-time and no part-time employees.
He explained changes included moving a Fleet and Facilities Senior Trades Mechanic to the
position of Mechanical Systems Coordinator and in the Sanitation Division, moving a Sanitation
Collector to Sanitation Driver/Operator. Public Works Director Brian Moree explained the
changes as well as the difference between the positions. Discussion continued regarding the needs
of the department.
FY 2017 Budget
FY 2016 Budget
% increase/
decrease
$ increase/
decrease
Personnel $2,50105
$2,50403
-0.12%
($2,968)
Operating $2,201,945
$1)808,897
21.73%
$393,048
Total Expenses $4,703,640
$4,313,560
9.04%
$39000
PUBLIC WORKS ADMINISTRATION
FY 2017 Budget
FY 2016 Budget
% increase/
decrease
$ increase/
decrease
Personnel $214,901
$21400
0.42%
$901
Operating $128,918
$56,316
128.92%
$72,602
Total Expenses $343,819
$270,316
27.19%
$73,503
Mr. Moree discussed the Professional Services line item for $70,000 briefly, explaining it was for
the development of standard operating procedures, an operations manual, and support for the
American Public Works Association accreditation initiative. Discussion continued regarding the
training and recovery support services to be prepared for future FEMA reimbursement processes.
FACILITY SERVICES
Mr. Moree reviewed the increase to the proposed repair and maintenance expenditures. Discussion
ensued regarding capital categories and energy efficient projects.
VEHICLE MAINTENANCE
FY 2017 Budget
FY 2017 Budget
FY 2016 Budget
% increase/
decrease
$ increase/
decrease
Personnel
$323,850
$313,840
3.19%
$10,010
Operating
$430,350
$324,100
32.78%
$106,250
Total Expenses
$754,200
$637,940
18.22%
$116,260
Mr. Moree reviewed the increase to the proposed repair and maintenance expenditures. Discussion
ensued regarding capital categories and energy efficient projects.
VEHICLE MAINTENANCE
FY 2017 Budget
FY 2016 Budget
% increase/
decrease
$ increase/
decrease
Personnel $230,561
$222,816
3.48%
$7,745
Operating $257,450
$215,250
19.61%
$42,200
Total Expenses $488,011
$43806
11.40%
$49,945
Mr. Moree confirmed the vehicle maintenance budget covered all 103 Village vehicles but did not
include equipment such as bobcats and skid steers. He noted expenditures reflected an aging fleet.
Village Council Budget Workshop Session held August 17, 2016 Page 3 of 5
VEHICLE MAINTENANCE continued
Ms. Janjua detailed vehicle expenses in the Police Department budget. Discussion ensued
regarding the Capital Improvement Plan for purchase of new vehicles. Council requested a report
on the average age of vehicles, fleet age per vehicle type, and insurance reimbursements.
Councilmembers asked what percentage of the vehicle maintenance costs were for the jitneys. Mr.
Moree stated the expense was approximately $7,000 to $8,000 per jitney per year. He discussed
difficulties in obtaining parts for the jitneys.
SANITATION
FY 2017 Budget
FY 2016 Budget
% increase/
decrease
$ increase/
decrease
Personnel $1,266,325
$1,265,484
0.07%
$841
Operating $262,500
$163,000
61.04%
$99,500
Total Expenses $11528,825
$1,428,484
7.02%
$100,341
Councilmembers asked questions regarding a decrease in salary and benefits reflected in the
budget. Mr. Moree responded. Mr. Kelly reviewed a comparison of Workers' Compensation
claims and costs.
Discussion ensued concerning staffing levels and overtime in the Sanitation Department, including
the cost of vacancies, employee preference, and the cost of adding positions. Ms. Janjua reviewed
the budgeted versus actual overtime expenses. Council decided by consensus to add two (2)
Sanitation Driver/Operator positions and find savings elsewhere in the budget.
Discussion continued on solid waste disposal costs. Mr. Moree explained the increase was an
increase in tonnage, not an increase in fees. Vice Mayor Bush suggested budgeting an effort to
encourage recycling.
STREETS AND GROUNDS MAINTENANCE
FY 2017 Budget
FY 2016 Budget
% increase/
decrease
$ increase/
decrease
Personnel $466,058
$488,523
-4.60%
($22,465)
Operating $1,122,727
$1,050,754
6.90%
$72,496
Total Expenses $1,588,785
$1,538,754
3.25%
$50,031
Mr. Moree and Mr. Kelly reviewed the increase in contractual services from $500,000 to $555,000.
Discussion ensued regarding the athletic fields, maintenance contract, field conditions, use of the
fields, and costs associated with repair of damage caused by use.
Council asked questions regarding the budget for materials and supplies. Mr. Moree responded.
He continued to detail proposed expenditures for trees and sod by roadway.
Ms. Janjua reviewed the list in detail. Discussion continued regarding repair and maintenance
projects and expenses for FYI 6 and FYI 7.
Village Council Budget Workshop Session held August 17, 2016
STREETS AND GROUNDS MAINTENANCE continued
Page 4 of 5
Mr. Moree explained replacement of the laminate on the street sign blades. He stated the estimated
lifespan of the old product was three (3) to five (5) years and the minimum life expectancy of the
new product was ten (10) years.
Discussion continued on line items for professional services, utilities, and street lights.
PUBLIC WORKS REVENUES
Council asked questions about cardboard collection and Mr. Moree responded.
PUBLIC WORKS OPERATING DISCUSSION
Council and staff reviewed additional Public Works budget items. Mr. Kelly discussed potential
purchase of a Kubota as a satellite (jitney) replacement vehicle. Consensus was reached to
purchase one (1) Kubota in FYI 6 as a test.
Mr. Kelly reviewed a proportional measurement of the operating budget and use of satellite
vehicles by category of service. He discussed use of reserves, ad -valorem assessment, or user fees
needed to create a program of replacement for the vehicles, as follows:
o Commercial Sanitation - Demand
o Multi -Family Sanitation - $8-$10/month
o Single -Family Sanitation - $38-$40/month
Council discussed the benefits and tradeoffs with each option. Councilmembers expressed concern
regarding implementing user fees in FY17. Discussion continued regarding the ability for local
municipalities to create a fee structure and the potential impacts of legislative action, as well as
the public perception associated with asking residents to pay costs.
Mr. Kelly explained the timeline for implementation of a future non -ad valorem assessment,
including advertising in early November 2016 for implementation in FYI 8. Discussion continued
on the proportional benefit in the community and the need for more specific calculations to share
with the public.
Council agreed by consensus to move forward with the advertising requirements to allow the
option to implement the fee while continuing to research the options. Discussion continued
regarding holding workshops on the issue.
Mr. Kelly reviewed the options for a Streets and Grounds fee to fund stormwater system
maintenance, staffing, capital reserve, and capital projects in the Streets and Grounds budget., He
outlined the estimated budget impact of a fee of $3, $4, and $5 per household.
FY 2017 Budget
FY 2016 Budget
Fees — Refuse
$50000
$499,900
Collection
Cardboard
$17,500
$12,500
Recycling
Total Revenues
$517,500
$511,500
Council asked questions about cardboard collection and Mr. Moree responded.
PUBLIC WORKS OPERATING DISCUSSION
Council and staff reviewed additional Public Works budget items. Mr. Kelly discussed potential
purchase of a Kubota as a satellite (jitney) replacement vehicle. Consensus was reached to
purchase one (1) Kubota in FYI 6 as a test.
Mr. Kelly reviewed a proportional measurement of the operating budget and use of satellite
vehicles by category of service. He discussed use of reserves, ad -valorem assessment, or user fees
needed to create a program of replacement for the vehicles, as follows:
o Commercial Sanitation - Demand
o Multi -Family Sanitation - $8-$10/month
o Single -Family Sanitation - $38-$40/month
Council discussed the benefits and tradeoffs with each option. Councilmembers expressed concern
regarding implementing user fees in FY17. Discussion continued regarding the ability for local
municipalities to create a fee structure and the potential impacts of legislative action, as well as
the public perception associated with asking residents to pay costs.
Mr. Kelly explained the timeline for implementation of a future non -ad valorem assessment,
including advertising in early November 2016 for implementation in FYI 8. Discussion continued
on the proportional benefit in the community and the need for more specific calculations to share
with the public.
Council agreed by consensus to move forward with the advertising requirements to allow the
option to implement the fee while continuing to research the options. Discussion continued
regarding holding workshops on the issue.
Mr. Kelly reviewed the options for a Streets and Grounds fee to fund stormwater system
maintenance, staffing, capital reserve, and capital projects in the Streets and Grounds budget., He
outlined the estimated budget impact of a fee of $3, $4, and $5 per household.
Village Council Budget Workshop Session held August 17, 2016 Page 5 of 5
BUDGET HEARINGS
Mr. Kelly explained a budget hearing to review Police, Fire Rescue, and Community Development
was scheduled for August 23 and the final budget hearing was a recap and Millage discussion
scheduled for August 31. He noted the non -ad valorem decision would be placed on the October agenda.
ADJOURNMENT
There being no further business to come before the Council, the meeting adjourned at 9:07 p.m.
CQ.pfeted by Jessica Green, MMC, Village Clerk
V