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04-14-2010 VC SP-MMINUTES OF THE SPECIAL SESSION VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA APRIL 14, 2010 • Present: William L Manuel, Mayor Darryl C. Aubrey, Sc.D., Vice Mayor David B. Norris, President Pro Tem T.R. Hernacki, P.E., Councilman Robert A. Gebbia, Councilman Jimmy Knight, Village Manager Melissa Teal, CMC, Village Clerk ROLL CALL Mayor Manuel called the meeting to order at 7:05 p.m. All members of Council were present. All members of staff were present, except the Village Attorney. Finance Director Samia Janjua and Community Development Director Chuck Huff were present. GOALS AND OBJECTIVES The purpose of the Special Session was to discuss the Council's goals and objectives for the upcoming fiscal year, in order to provide guidance to administration regarding preparation of the FY2011 Budget. Mr. Knight distributed a copy ofhis presentation entitled Village Council FY2011 Goals & Objectives. FY 2010 MID-YEAR BUDGET REVIEW Mr. Knight presented amid-year review of the General Fund and Country Club budgets. During discussion of the Country Club budget, Mr. Knight noted cost control measures, including deferring certain capital expenses to year-end and leaving vacant positions unfilled. Mr. Knight reported the current unrestricted fund balance at $434,212 and contingency at $234,434, but noted the necessity of replacing the Earman River pump, which is an unanticipated capital expense. Regarding the General Fund budget, Mr. Knight advised that 81.95% of revenue has been collected, and expenditures total 47.64%. Mr. Knight compared tax distributions from 2008-2010 and noted that property tax revenue has been reduced by $947,230.32 since FY2008. Mr. Knight reported 91.7% of ad valorem revenue for FY 2010 has been collected. INVESTMENT POLICY Mr. Knight gave a status report on the Village Investment Policy. Mr. Knight reported the transfer of a total of $7,909,872 for investment as core funds, representing 44% of the FY2010 General Fund budget. Mr. Knight reviewed the market value of the core investment portfolio. The 2009 Audit Report (CAFR) found the Village's investments in accordance with the Village Investment Policy. FY 2011 BUDGET Mr. Knight reviewed the actions taken to reduce costs while increasing service levels, including reducing the workforce by 37 positions, organizational restructuring, paying off loans, and utilizing alternate revenue sources, such as acquiring grants to help fund construction of the new tennis center, Anchorage Park improvements, and renovations to the pool deck at the Country Club. • Discussion took place concerning alternate revenue sources, such as afire-rescue service fee, garbage collection fee, stormwater fee, and sidewallc/street repair and maintenance fees. Mr. Knight estimated the cost of the study needed to implement aFre-Rescue service fee at $40,000. Brief discussion was held regarding the proposed Palm Beach County one-cent sales tax to provide a source of funding for fire-rescue services. Minutes of Village Council Special Session held April 14, 2010 Page 2 of 4 Council discussed the level of sanitation service currently provided at an annual cost of $1.5 million, as well as implementing a garbage collection fee and methods of collecting the fee, such as • inclusion on the monthly Seacoast Utility Authority water bills. Council consensus was to explore this issue further. Additionally, it was requested that Mr. Knight provide information on the breakdown between ad valorem taxes and service fees in surrounding cities. Mr. Knight enumerated the budget challenges in FY2011, including further devaluation of properties, legislative restrictions on millage rate adjustments, employee health care expenses and pension obligations, and anticipated commercial property foreclosures. Mr. Knight reviewed the projected decrease in assessed property values and applied it to the millage and budget. GENERAL FUND RESERVES Mr. Knight compared reserve amounts as a percentage of the budget and the number of months of operating funds represented. Discussion on the appropriate amount of reserves ensued. Mr. Knight discussed the audit of FEMA reimbursements payments. Council suggestions included funding capital projects with reserves instead of loan financing and implementing a depreciation reserve. Mr. Knight offered suggestions for the use of reserve funds, including repayment of the final outstanding debt service. Mr. Knight discussed funding of the General Employees Pension Plan, currently at just above 58%, and reported the actuary recommends 80%. NIr. Knight estimated a 5% - 6% increase may be realized by eliminating the lump sum benefit. Mr. Knight reported Village contributions as follows: 15% to the Defined Contribution Plan and 26% to the Defined Benefit Plan and suggested allocating the difference (9%) to the Defined Benefit Plan. Discussion took place on potential infrastructure projects including sidewalks for the western community and upgrades to Village signage. It was noted that the street overlay program would start over in three years. Suggestions were made to investigate installation of a sanitary sewer system in the Southwest Neighborhood, conduct a feasibility study on closing Southwest Neighborhood roads (Conroy, Honey, Lorraine) at Alternate AlA to alleviate problems with cut- through traffic, evaluating commercial property over 40 years old with a view to bringing it up to code, and consider erecting a T-dock on Robalo Court. STRATEGIC PLANNING Council reviewed its analysis of Strengths, Weaknesses, Opportunities, and Threats (SWOT), deleted "water shortage", added "aging and deteriorating buildings", and concluded as follows: STRENGTHS Affluent community Strong financial reserves Infrastructure in good condition Taken steps to reduce costs Generally supportive residents Unified Council High quality staff Advisory Boardslcitizen participation Location/waterways Tradition - 2nd & 3rd generation residents OPPORTUNITIES Seek additional funding sources: Service fees, Grants Seek to influence State legislature Pursue further cost efficiencies Improve relationship with business community Annexation WEAKNESSES Shrinking tax base Shrinking sources of non-ad valorem revenues State budgets in the red State pressures on municipal taxing authority Limited retail No anchor or destination THREATS Economy in decline State and County pressures on home-rule authority of municipalities Increase in unfunded mandates Increased foreclosures of residential property Under-funded retirement accounts Hurricane threats Aging and deteriorating buildings Minutes of Village Council Special Session held April 14, 2010 Page 3 of 4 MISSION STATEMENT AND CORE VALUES Mr. Knight reviewed the Mission Statements of the Village Council and Village Manager, and Core Values of the Village. By consensus, Council approved these Statements: VILLAGE COUNCIL MISSION STATEMENT To provide the highest quality of service to the residents of North Palm Beach in the most efficient, effective, and fiscally responsible manner by providing sound, clear policy guidance that encourages, promotes, protects, and improves the welfare of the Village of North Palm Beach, ensuring that North Palm Beach remains "the best place to live under the sun." VILLAGE MANAGER MISSION STATEMENT The Manager is committed to providing the most current and proven effective administration and operational methodologies to improve service delivery while reducing costs and meeting the ever changing challenges in municipal government. His goal is to establish and maintain a respected and trusted public service organization through equity, transparency, honor, integrity, commitment, and stewardship. CORE VALUES The Village ofNorth Palm Beach values • Ethics and Integrity • Leadership and Vision • Open Communication • Respect for Differences • Dedication • Teamwork • Exemplary Customer Service COUNCIL'S FY 2011 GOALS AND OBJECTIVES Council discussed and prioritized its goals and objectives for FY2011 as follows: 1. Protect the Financial Integrity of the Village in a Difficult Economic Environment a. Seek alternative sources of funds including grants b. Seek to influence Florida legislature in areas of unfunded mandates, taxation, and revenue sharing c. Continue to advance abusiness-friendly atmosphere in the Village and work with the Northern Chamber of Commerce to encourage new businesses and promote economic development d. Pursue debt-free status in the Village e. Actively pursue annexation opportunities where and when available f. Address Pension Fund unfunded liabilities 2. Maintain a High Quality of Life in the Village a) Improve and maintain Village waterways as a unique Village asset b) Maintain the highest quality of public safety services through national accreditation of its law • enforcement component and through fire rescue level of service partnerships c) Encourage high standards for the overall appearance of the community d) Enhance communication with residents through mediums such as the Village Newsletter and website e) Improve communication and response to the public; encourage suggestions from the public f) Maintain service levels in the face of declining revenue sources Minutes of Village Council Special Workshop Session held Apri114, 2010 Page 4 of 4 3. Maintain and improve all Recreational Facilities of the Village a) Maintain high level of appearance and maintenance of Country Club facilities (including tennis and swimming) and all Village parks b) Seek ways to improve the use of parks by residents c) Actively promote resident and non-resident use of the Country Club facilities d) Further improve Country Club activities and related services e) Enhance golf membership through increased member events f) Enhance tennis and swim operations at the Country Club 4. Enhance the Spirit and Participation of our Community a) Encourage Village resident participation on Boards, programs and events b) Improve communication with businesses; encourage participation of businesses in Village events c) Enhance and promote organized youth sport leagues and programs within the Village d) Continue Village volunteer service similar to the very successful "Support Our Troops" program 5. Improve the Overall Appearance of the Village a) Continue improvement of code compliance and education with special emphasis towards the abatement of nuisance and abandoned properties b) Continue support of the Northlake Boulevard Corridor Task Force to bring about uniform beautification c) Maintain uniformity of Village property design, colors and signage d) Maintain high standards of overall appearance throughout the Village including commercial, residential, village-owned properties and roads. Mr. Knight reviewed the Budget Workshop schedule, and noted that Council's final goals and objectives would be presented to departments during the staff budget retreat on May 5, 2010. ADJOURNMENT With no further business to come before the Council, the meeting adjourned at 9:55 p.m. i~~16%%%=` / ~[' ~ ~/ NCI y[ ~/v_ r ~`~//eo L Melissa Teal, CMC, Village Clerk •