08-23-2017 VC BWS-MPresent:
ROLL CALL
MINUTES OF THE BUDGET WORKSHOP SESSION
VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA
AUGUST 23, 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, except the Village Attorney. Public Works Director Steven Hallock
was present.
PURPOSE OF THE MEETING
Mr. Lukasik explained the purpose of the workshop was to review the Public Works budget. He
shared a chart of General Fund expenses, noting Public Works was responsible for 22.33 percent.
He discussed the catch-up work required to move the department forward.
PUBLIC WORKS ORGANIZATION CHART
Mr. Lukasik reviewed the Public Works organization chart, noting the addition of one (1) full-term
person to serve under the Director of Public Works as Public Works Manager and the
reclassification of two (2) Fleet and Facilities Division employees as Vehicle Mechanic. He
discussed the purchasing and risk functions of the employee moved into the Public Works Manger
position from another department. He explained the department would go from 36 full-time
employees to 37 full-time employees, but it would balance with another department having one
(1) less employee.
PUBLIC WORKS DEPARTMENT GOALS
Mr. Lukasik reviewed the Public Works Department Goals, including:
• Review stormwater funding practices and possible impact of implementation in the
Village.
• Complete the Earman River Pump Station reconstruction.
• Complete all needed repairs to the Lighthouse Bridge.
• Restart an asphalt paving program.
• Begin stormwater collection system improvements.
• LED street, pedestrian, and area lighting.
• Finalize the Anchorage Park Master Plan and complete grant funded improvements.
• Maintain all athletic fields, parks, and facilities in good condition.
• Assist Village Manager, council, other departments and the Community with the Master
Plan implementation.
• Identify opportunities to engage consultants to supplement Village staff.
Village Council Budget Workshop Session held August 23, 2017 Page 2 of 4
PUBLIC WORKS DEPARTMENT GOALS continued
• Obtain and maintain Public Works Department American Public Works Association
(APWA) accreditation.
• Review all Departments of Public Works job descriptions and performance evaluation
forms.
• Assist Village Manager, Council, other departments and the Community with the
development of a long-term Capital Improvement Plan (CIP).
• Build teamwork and trust within the Department of Public Works.
Mr. Lukasik explained that there had not been a lot of investment in the past into storm water, so
the process would start with a review to get a good accounting for what the Village has and what
work is required. Discussion ensued regarding the storm water system.
Public Works Director Steven Hallock answered questions regarding bridge repairs and the difference
between ongoing maintenance and long-term work that needed to be done. He reviewed the annual
FDOT engineering reports and stated that there was minimum repair required. Discussion ensued
regarding the state of the bridge, strategies, and resources.
Mr. Hallock provided additional detail on park maintenance and potential projects.
PUBLIC WORKS SUMMARY BUDGET — ALL DEPARTMENTS
Mr. Lukasik reviewed highlights of the operating budget increase, including:
• Storm water system cleaning and video inspection - $75,000
• Lighthouse concept study - $75,000
• Replace lower -level Library windows with impact glass - $16,500
• Community Center stucco repair - $15,000
• Two (2) 10 -ton air conditioning units for Anchorage Park - $33,000
• Two (2) carry cans and engine work - $30,000
• Sod replacement after events and sports - $55,000
• Total - $299,500
• Total increase - $298,636
Mr. Lukasik answered Council questions regarding one-time and repeating expenditures. He
reviewed a breakdown of items listed within contractual services. Discussion ensued regarding
controlling increases in the departments' budget and paring back as possible.
Mr. Lukasik explained funds for a study of US 1 had been removed because the Metropolitan
Planning Organization (MPO) was conducting a conceptual study of the entire corridor. He
discussed his thoughts on prioritizing a complete street strategy and improving the Code.
FY 2018 Budget
FY 2017 Budget % increase/ $ increase/
decrease decrease
Personnel
$2,783,099
$2,597,618 7.14% $185,481
Operating
$2,403,681
$2,105,045 14.19% $298,636
Total Expenses
$5,186,780
$4,702,663 10.29% $484,117
Mr. Lukasik reviewed highlights of the operating budget increase, including:
• Storm water system cleaning and video inspection - $75,000
• Lighthouse concept study - $75,000
• Replace lower -level Library windows with impact glass - $16,500
• Community Center stucco repair - $15,000
• Two (2) 10 -ton air conditioning units for Anchorage Park - $33,000
• Two (2) carry cans and engine work - $30,000
• Sod replacement after events and sports - $55,000
• Total - $299,500
• Total increase - $298,636
Mr. Lukasik answered Council questions regarding one-time and repeating expenditures. He
reviewed a breakdown of items listed within contractual services. Discussion ensued regarding
controlling increases in the departments' budget and paring back as possible.
Mr. Lukasik explained funds for a study of US 1 had been removed because the Metropolitan
Planning Organization (MPO) was conducting a conceptual study of the entire corridor. He
discussed his thoughts on prioritizing a complete street strategy and improving the Code.
Village Council Budget Workshop Session held August 23, 2017 Page 3 of 4
PUBLIC WORKS SUMMARY BUDGET — ALL DEPARTMENTS continued
Mayor Aubrey expressed concern that the Village does not get its engineering, design, and
consulting work ahead of its ability to get work done. Mr. Lukasik agreed, and stated some of the
work was a prelude to seeking funding. Discussion continued regarding the Master Plan.
PUBLIC WORKS ADMINISTRATION BUDGET
FY 2018 Budget
FY 2017 Budget
% increase/
decrease
$ increase/
decrease
Personnel $316,838
$214,875
47.45%
$101,963
Operating $67,493
$128,918
-47.65%
($61,425)
Total Expenses $384,331
$343,793
11.79%
$40,538
Mr. Lukasik explained the line item for accreditation had been removed because the work would
be handled in-house.
FACILITY SERVICES BUDGET
FY 2018 Budget
FY 2017 Budget % increase/
decrease
$ increase/
decrease
Personnel $340,219
$323,684 5.11%
$16,535
Operating $476,850
$430,350 10.81%
$2989469
Total Expenses $817,069
$754,034 8.36%
$610,972
Mr. Lukasik reviewed changes briefly. Discussion ensued.
VEHICLE MAINTENANCE BUDGET
FY 2018 Budget
FY 2017 Budget
% increase/
decrease
$ increase/
decrease
Personnel $267,441
$230,677
15.94%
$36,764
Operating $272,950
$257,450
6.02%
$159500
Total Expenses $5409391
$488,127
10.71%
$52,264
Mr. Lukasik reviewed changes briefly. Councilmembers asked questions and Mr. Hallock
provided additional explanation.
SANITATION BUDGET
FY 2018 Budget
FY 2017 Budget
% increase/
decrease
$ increase/
decrease
Personnel $1,377,545
$1,3625433
1.11%
$15,112
Operating $223,950
$192,500
16.34%
$315450
Total Expenses $1015495
$15554,933
2.99%
$46,562
Mr. Lukasik reviewed changes briefly and discussed a needed review of fees for services.
Discussion ensued regarding the rates for multi -family units and commercial sanitation collection,
and associated analysis.
Village Council Budget Workshop Session held August 23, 2017 Page 4 of 4
STREETS & GROUND MAINTENANCE BUDGET
FY 2018 Budget
FY 2017 Budget
% increase/
decrease
$ increase/
decrease
Personnel $481,056
$465,949
3.240yo
$159107
Operating $1,362,438
$19095,827
24.33%
$266,611
Total Expenses $1,843,494
$1,561,776
18.04%
$281,718
Mr. Lukasik reviewed changes briefly. Discussion ensued regarding needed alley repairs and
future funds to study how the alleys integrate with commercial development and how to make best
use of the space available.
PUBLIC WORKS CIP
Mr. Lukasik reviewed the 10 -year CIP and the FY 2018 Public Works Capital Outlay. He
explained there was significant money programmed for new vehicles, including a front -load
sanitation collection truck, Dodge Ram 2500, Chevrolet Colorado pickup truck, and five (5)
satellite collection utility vehicles. Discussion ensued regarding community feedback
Councilmembers were receiving on the collection truck and the connection between reducing
overtime hours and purchasing an additional truck.
Mr. Lukasik discussed the $500,000 line item for asphalt resurfacing, noting that the Village has
approximately 30 miles of streets and has postponed major street projects for several years. He
noted that a meeting regarding surtax funds was planned for the following week, and this may
result in adjustment of the priority. Mr. Hallock answered questions from Councilmembers and
shared details of the Village's software regarding the status of streets.
Continuing, Mr. Lukasik reviewed items for sidewalks, bridge repairs, maintenance of the storm
water drainage system, and reconstruction of the Earman River Irrigation Pump Station.
Discussion ensued regarding current sidewalk projects and future needs, as well as on liability for
trees that interact with sidewalks.
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 8:43 p.m.
Completed by Jessica Green, MMC, Village Clerk