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09-01-2005 VC SP-MMINUTES OF THE SPECIAL SESSION VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA ;. SEPTEMBER 1, 2005 Present: Dr. Edward M. Eissey, Mayor David B. Norris, Vice Mayor Robert F. Rennebaum, President Pro Tem Charles R. O'Meilia, Councilman Mark Bates, Village Manager Melissa Teal, CMC, Village Clerk Absent: Donald G. Noel, Councilman ROLL CALL Mayor Eissey called the meeting to order at 7:00 p.m. All members of Council were present, except Don Noel, who was absent due to illness. All members of staff were present, except Village Attorney George Baldwin. Public Safety Director Jimmy Knight reported a request from the American Red Cross to use the Community Center to temporarily house 20 - 30 people displaced by Hurricane Katrina. Chief Knight advised that the Red Cross will station workers at the Community Center and will provide all necessary provisions. Chief Knight reported that the MDA boot drive to be conducted by the Public Safety Department this weekend will be coupled with fund raising for the American Red Cross. Mayor Eissey discussed a golf tournament to be held at the Country Club for hurricane relief, with all proceeds going to the Red Cross. Tournament fees will be determined by the Country Club Advisory Board. RESOLUTION 77-2005 ADOPTED -APPROVING RENEWAL LEASE AGREEMENT WITH J.E.D.L., INC. Mr. Bates reported that J.E.D.L., Inc. agreed to pay rent of $120,000 per year during the three- year renewal term of its Lease to Conduct Food and Beverage Operations at the North Palm Beach Country Club. Mr. Bates advised that J.E.D.L., Inc. requested that during periods of extended course closure, the monthly lease payment be reduced by $2,000. Vice Mayor Norris moved that Resolution 77-2005 entitled: A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM BEACH, FLORIDA, AUTHORIZING AND DIRECTING THE MAYOR AND VILLAGE CLERK TO ENTER INTO A RENEWAL LEASE AGREEMENT TO CONDUCT FOOD AND BEVERAGE OPERATIONS AT THE NORTH PALM BEACH COUNTRY CLUB WITH J.E.D.L., INC., A FLORIDA CORPORATION, ATTACHED AS EXHIBIT "A", WHICH RENEWAL AGREEMENT EXTENDS THE TERM OF LEASE FOR THREE (3) YEARS • COMMENCING OCTOBER 1, 2005 AND TERMINATING SEPTEMBER 30, 2008; AND, PROVIDING FOR AN EFFECTIVE DATE MINUTES OF SPECIAL SESSION HELD SEPTEMBER 1, 2005 be adopted. President Pro Tem Rennebaum seconded the motion, which passed unanimously. • Mr. D'Ambra offered to provide food for the hurricane relief golf tournament at no charge. COUNTRY CLUB BUDGET Mr. Bates provided a revised Country Club rate schedule, and revised summaries for the Country Club and General Fund Budgets. Discussion ensued concerning the Country Club organizational chart and to whom the Golf Course Superintendent reports. Council consensus was to have the Golf Course Superintendent report to the Country Club Director. Discussion was held concerning the amount budgeted for the position of Country Club Director. Mr. Bates noted that the pay ranges listed in the Pay Plan section of the Budget reflect a 3% COLA, and will be revised to reflect the 3.5% COLA requested by the Council. Mr. Bates discussed the Country Club summary, and advised that changes to the Country Club budget have increased the net income to approximately $400,000. COMPREHENSIVE PAY PLAN Assistant Village Manager Doug Smith reviewed proposed changes in employee benefits. Discussion took place concerning offering a deferred compensation plan, wherein the Village would provide a maximum of $720 per year to match employee contributions, the cost to be offset by adjusting the life insurance program from two times the base salary to $50,000, by eliminating the short term disability coverage, and eliminating the current sick leave and vacation leave reimbursement programs. Mr. Bates recommended implementing a sick leave incentive program which would provide that employees who did not use sick leave within any continuous six month period would earn eight hours annual leave time. During discussion, it was clarified that changes in benefits are negotiable, so the proposed benefits would be effective for general employees, and would require approval union approval for those employees subject to collective bargaining agreements. Mr. Smith reviewed revisions to the certification incentive program. Mr. Bates reviewed the elimination of longevity pay for part-time employees, which will be replaced by performance merit increases. Mr. Smith discussed the first year phase-in for merit pay in conjunction with evaluation on the employee's anniversary date. Discussion took place concerning the inclusion of the Village Clerk in the pay plan and the pay grade listed for the position of Village Clerk. Council consensus was that the position of Village Clerk be placed in pay grade 33. • Discussion took place concerning a salary adjustment for the Recreation Director, as a consequence of moving the pool operation from the Country Club to the Recreation Department. Council consensus was to place the position of Recreation Director in pay grade 34. 2 MINUTES OF SPECIAL SESSION HELD SEPTEMBER 1, 2005 Discussion took place concerning evaluations of the Village Manager and Village Clerk. The Council agreed that both evaluations will take place this fall, on the respective anniversary dates. • Mr. Bates reported that Public Safety em to ees asked if the Council would consider usin the p Y S same CPI as last year, which equates this year to 3.7% COLA. The Council indicated that the Village Manager may use discretion on the index this year, but its intention is that in the future the CPI used to determine COLA will be All Urban Consumers. Mr. Bates discussed postponement of capital expenditures for the pool in hopes of obtaining grants. Mr. Bates discussed the concept of temporarily suspending the $200,000 loan financing for renovation of the Osborne Park Building, and using loan proceeds matched with grants to renovate the pool deck and bathrooms. The Council discussed that if grants can be obtained for the pool, they could be matched with surplus funds, or if grants are not available, the pool renovation can be financed. Discussion ensued on borrowing $200,000 for recreation improvement and which project should have priority, if grants for the pool are not available. Council consensus was that if only one project could be funded that it be the pool, but its preference was to do both the pool and renovate the building at Osborne Park. Discussion took place on revisions to the Marina leases. Mr. Bates reported that requirements to obtain and maintain Marina leases will be more stringent, and the lease period will be changed from calendar to fiscal year. Mr. Bates advised that leases will be sent to renewal customers in November, 2005, for renewals that are occurring in January, and leases will expire September 30, 2006. Discussion took place on the Library gift account. Library Director Kathie Olds explained the various types of donations the Library receives. Ms. Olds reported that some donations are specifically for items in the Children's Library, some are memorial donations, the expenditure of which involves the family of the deceased, and some are general donations. Ms. Olds clarified that the gift account is comprised of general donations, and totals $108,000. Discussion was held on replacement of gas tanks at Public Services. Mr. Bates reported that the budget has enough money for the tanks and for relocation, if desired. Mr. Bates advised that if Council does not wish to relocate the tanks, the budget can be reduced by $50,000, because those funds are available in the current year capital account. Council consensus was to reduce the proposed budget by $50,000. A decision on the location of the gas tanks will be made later. Brief discussion took place on maintenance of Lighthouse Bridge. Mr. Bates reported that $35,000 has been budgeted to assist with repaving of the joint parking area at Osborne Park and First Presbyterian Church. Discussion took place on the total cost of the project. Discussion took place on reducing the millage rate. Discussion ensued on the unappropriated reserve, the projected surplus at the end of this year, grant matches and capital projects. Mr. Bates recommended setting aside 10% of any surplus funds for addition to the reserves. • Brief discussion took place on whether to finance approximately $73,000 for two trucks and one loader, instead of funding it in the proposed budget. Council consensus was not to finance this equipment. 3 MINUTES OF SPECIAL SESSION HELD SEPTEMBER 1, 2005 Brief discussion was held on funding the Employee Suggestion Program. Mr. Bates will check on this item. • Brief discussion ensued on a monument si n for Public Safet . Funds for the si n will be g Y g includes in the budget. Discussion took place concerning paving of Monet Road. This item is not budgeted, but could be funded later from surplus funds. Council consensus was that Monet Road, Golfview Road, and Lighthouse Road be placed in the rotation plan for street paving. ADJOURNMENT With no further business to come before the Council, the meeting adjourned at 9:15 p.m. ~/~' ( _~ ~. ~i~G Melissa Teal, CMC Village Clerk • 4