05-04-2016 VC BWS-MMINUTES OF THE BUDGET WORKSHOP SESSION
VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA
MAY 49 2016
Present: 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
ROLL CALL
Mayor Norris called the meeting to order at 7:50 p.m. All members of Council were present. All
members of staff were present, except the Village Attorney. Finance Director Sarnia Janjua, Fire
Chief J.D. Armstrong, IT Director Michael Applegate, Parks and Recreation Director Mark Hodgkins,
Public Works Director Brian Moree, and Golf Director Casey Mitchell were present.
The purpose of the meeting was to discuss these items:
• Capital Improvement Plan (CIP) Recap — FY 2016 Capital projects outstanding
• FY 2017 — FY 2026 10 -Year Capital Improvement Plan
• FY 2017 Capital Outlay Summary
o Funding Source — Village
o Funding Source — Grant
• FY 2017 Capital Outlay Detail
CAPITAL IMPROVEMENT PLAN RECAP
Mr. Kelly reviewed the CIP Recap for the period from Fiscal Year 2011 through Fiscal Year 2016.
Discussion ensued regarding transfers in to CIP and how the process was handled historically.
CIP FUND RECAP — FY 2016 PURCHASES
Mr. Kelly discussed the CIP projects funded in FYI 6, including:
• FY 2016 total CIP Fund purchases to date - $1,050,073
• FY 2016 total outstanding projects - $540,000
o Front Load Dumpsters - $170,000
o Sanitation Service Vehicle - $40,000
o Asphalt Resurfacing — Streets/Alleys - $265,000
o Village Sidewalks - $25,000
o Community Center Parking Lot Resurfacing - $40,000
• CIP projected ending balance - $116,184
Vice Mayor Bush asked for clarification on the sidewalk projects. Mr. Kelly explained, and
discussion continued on the sidewalk work and maintaining communication with residents.
Minutes of Village Council Budget Workshop Session held May 4, 2016 Page 2 of 4
10 -YEAR CAPITAL IMPROVEMENT PLAN SUMMARY FY 2017 -FY 2026
Mr. Kelly explained less improvements were planned for FYI than for years later in the 10 -year
CII' plan. Mr. Kelly stated an Ad Valorem increase was anticipated but would not be realized until FYI 8.
President Pro Tem Aubrey asked for clarification on grant funds contemplated within the plan.
Finance Director Janjua explained the grants secured and the Village match.
Discussion continued regarding grant applications and the need to spend grant funds before making
further applications.
FY 2017 CAPITAL OUTLAY SUMMARY — FUNDING SOURCE = VILLAGE
Councilmembers discussed the sales tax issue brought to the voters and the potential impact on the
Village budget and future projects.
Mr. Kelly reviewed the projects scheduled for FYI 7 from Village funds, as follows:
• Vehicle Replacement — two marked units (Police) - $78,400
• LPR Cameras (IT) - $46,000
• Village -wide phone system (IT) - $90,000
• Handheld Retro reflectometer (Public Works) - $11,000
• Sanitation Service Vehicle (Public Works) - $660,000
• Village Sidewalks and Crosswalks (Public Works) - $30,000
• Jitney Storage Area / Structure (Public Works) - $50,000
• TOTAL: $965,400
Councilmember Gebbia expressed concern there was not appropriate planning for streets in the plan.
Mr. Kelly stated if the jitneys were not replaced, there was additional funding available for street projects.
Discussion ensued regarding upcoming debt service for the Clubhouse and taking funds from
reserves as needed, as well as prioritizing the list.
Discussion continued regarding whether the jitneys needed to be replaced, and how the Village
should proceed in handling trash pickup, including whether there was a rational basis to charge
service fees for services rendered and whether a referendum could be held on the issue.
Consensus was to hold a Workshop on the Sanitation Department.
Vice Mayor Bush asked for clarification on development fees and ad valorem related to new
development projects.
Mr. Kelly clarified, and discussion continued regarding planning for needs in capital projects.
Minutes of Village Council Budget Workshop Session held May 4, 2016 Page 3 of 4
FY 2017 CAPITAL OUTLAY SUMMARY — FUNDING SOURCE = GRANT
Mr. Kelly reviewed the projects scheduled for FYI 7 with grant funds, as follows:
• Anchorage Park Phase II - $2,100,000
• Rehab Seawall - $40000
• Multipurpose Field Sod Replacement — Anchorage Park - $45,000
• Special Event Sod Replacement (Bowl) — Anchorage Park - $45,000
• TOTAL - $2,5909000
Council and staff discussed camera specifications and proposed locations, as well as the letter
received from Florida Department of Transportation (FDOT) regarding the rights-of-way.
Consensus was to look carefully at placement to remain sensitive to aesthetics.
IT Director Applegate explained the need to replace the outdated telephone system due to continual
failure and lack of availability of parts. Discussion continued regarding the system.
Public Works Director Moree explained the need for a reflectometer to meet a State requirement to
test signs throughout the Village. Councilmembers asked questions regarding the signage to be tested
and any potential replacements, and Public Works Director Moree responded.
Councilmembers asked for clarification on crosswalk challenges and sidewalks to be addressed. Public
Works Director Moree explained.
Public Works Director Moree reviewed a breakdown of the Public Works projects included in the
FY17-FY26 CIP, as follows:
• FY 2017 Retro reflectometer - $11,000
• FY 2018 Community Center Expansion — Storage - $50,000
• FY 2018 Community Center LED Marquee Sign - $65,000
• FY 2018 Public Safety Complex Automated Logic HVAC Management System - $116,700
• FY 2018 Park Furniture - $138,750
• FY 2017 Sidewalk Repair Program - $30,000
• FY 2018 Golf Course Drainage Improvements - $430,000
• FY 2018-2019 Stormwater Drainage Pipe Replacement - $625,000
• FY 2024-2026 Neighborhood Street Lights - $1,000,000
• FY 2019-2023 Rear -Load Sanitation Collection Trucks & Grapple Collection Truck - $1,414,000
• FY 2018-2026 Street Resurfacing - $3,550,000
• FY 2018 Public Works Complex - $4,000,000
• FY 2023 Lighthouse Drive Bridge Replacement - $4,312,000
Public Works Director Moree provided additional background on the space to be expanded into
storage at the Community Center and discussion ensued regarding removal of the non-compliant
stairs and observation deck.
Councilmembers and staff discussed the electricity costs at the Public Safety complex and efforts
to create green initiatives in the Village.
Public Works Director Moree asked for direction regarding uniform furniture in parks. Discussion
ensued regarding collections of furniture and customization, as well as specific benches and other
items in need of replacement, materials, and longevity.
Minutes of Village Council Budget Workshop Session held May 4, 2016 Page 4 of 4
Vice Mayor Bush suggested offering the park benches for sponsorship.
Consensus was to select a uniform set of furniture and make replacements on an as -needed basis.
Public Works Director Moree explained the ongoing need for sidewalk replacement, utilized a
piggyback contract with another municipality. Mr. Moree explained the ongoing annual expense
would be in addition to work completed by Public Works staff.
Public Works Director Moree explained various options for addressing the drainage issues at the
golf course. Discussion ensued regarding the extent of the need and costs associated with
correcting the issue and the level of urgency. Consensus was to explore availability of grant funds
for stormwater and whether they were applicable.
Councilmembers and staff discussed ongoing concern regarding street lighting, as well as the type
and direction of lighting in the Village.
Public Works Director Moree reviewed the line item for replacement of sanitation trucks, noting
the plan was to replace them in their 18t" year of service. He stated the industry standard was to
replace trucks after eight (8) to ten (10) years of use. Discussion continued regarding the trucks
and use.
Continuing, Public Works Director Moree explained the review of Village streets and the ratings
received. Mr. Moree shared maps and the schedule for addressing street repairs and resurfacing
and discussed factors which may impact the schedule and cost.
Public Works Moree stated the Public Works Complex was built in 1972, and had served the
Village well, but a variety of issues including standing water following a rain, small garage bay
size, and other items led to the need for a new facility. Discussion ensued regarding expenses
associated with the old building and construction options.
Councilmember and staff discussed the age of the Lighthouse Drive Bridge and ongoing inspection
ratings. Public Works Director Moree explained it was the opinion of the engineer that efforts be
made to replace the bridge in the next five (5) to eight (8) years. Discussion continued on estimated
costs, addressing ADA regulations, and investigating the option of a tunnel.
Mr. Kelly stated staff would do additional research on the item and bring it forward at a future
budget workshop.
ADJOURNMENT
Mr. Kelly noted a goal setting workshop was scheduled for May 18.
With no further business to come before the Council, the meeting adjourned at 9:52 p.m.
Core leted by Jessica Green, MMC, Village Clerk