|
|
Town of Ocean Ridge |
|
|
Town Hall: 561-732-2635 561-737-8359 (fax) |
Town Hall Hours: |
Police Dept.: |
|
|
Town Hall
Building & Zoning Police Department
Local Weather
Privacy and Usage Policy
|
The meeting was called to order
by Mayor Aaskov and roll call was answered by the following: Commissioner Bingham Commissioner Kaleel Commissioner Pugh Commissioner Schulte
Mayor Aaskov Pledge of Allegiance 1. Consideration of the
2003-04 Proposed Budget Town Manager Dailey summarized
the budget preparation and highlights. She stated that the proposed 2003/2004
budget includes a transfer of $11,370 from unappropriated funds to balance the
budget which is the lowest amount the Town has utilized in several years to
reconcile the difference in revenues and expenditures. Town Manager Dailey
mentioned that personnel costs account for more that 57% of the operating budget
and this increase is the main adjustment from last year’s budget. Town Manager Dailey stated that
the upcoming year’s budget focuses in continuing projects including stormwater
improvements, road and pipe repairs, town beautification projects, landscape
maintenance, the renovation of Town Hall and maintaining the current level of
visibility for public safety. She also advised that an additional professional
service contract was added to the budget for Building & Zoning that provides
in-house building services for all construction taking place in Town. Town
Manager Dailey also mentioned that funding had been budgeted for the purchase of
a double wide trailer to house future fire personnel because it is anticipated
that it will take approximately three months to ready the trailer for occupancy. Town Clerk Hancsak stated that
staff is recommending a fiscal year 2003/2004-millage rate of 4.0000. She
advised that this rate represents an increase from the Town’s rollback rate
but the same rate as Fiscal Year 2002/2003. Town Clerk Hancsak mentioned that if
this year’s rollback rate was maintained, the proposed unappropriated Fund
Balance would be $120,060 to balance the budget. She also stated that by
maintaining the millage at 4.0000 from the rollback rate of 3.7786, the Town
will receive an additional $111,010 in Ad Valorem taxes while maintaining the
same millage as in Fiscal Year 2002/2003. Town Clerk Hancsak read the
Consolidated Statement of Revenues and Disbursements and advised that the total
amount of revenue, $3,283,905 will be sufficient to fund the proposed
expenditures in the fiscal period and maintain a reasonable carryover in the
general fund as a reserve against unexpected expenditure requirement. Town Clerk
Hancsak also stated that the figure represents an increase in expenditures from
the previous year of $1,447. Comm Schulte question why the
wording “Audit Adjustment” is used in the Consolidated Statement of Revenues
and Disbursements. Comm Schulte did not feel that the word “Audit” was being
used correctly as it does not have anything to do with an audit. Comm Kaleel
stated that it was a common wording to describe funds falling outside everyday
procedures. Mayor Aaskov questioned why the
Commissioners do not receive monthly balance sheets and check registers. Town
Clerk Hancsak stated that the Commissioners can receive balance sheets and
registers, however, they have never requested them in the past. Comm Kaleel advised that the
Commissioners receive annual balance sheets and did not agree with all the
Commissioners receiving monthly check registers. Comm Kaleel commented that if a
Commissioner wants to review a check register they should view them at Town Hall
and they should not be distributed to the Commissioners on a monthly basis. There was a consensus to
distribute monthly balance sheets to the Commissioners. Comm Schulte questioned an
explanation and breakdown of the Building Permit Schedule and Fees. Town Manager
Dailey explained that the fee schedule would be provided as an agenda item at
the Regular Commission Meeting in August. Comm Schulte asked if the
revenue forecast for building permits included anticipated expenses including
engineering and zoning costs. Town Clerk Hancsak stated that estimates were made
including engineering, zoning and administrative costs. Comm Schulte requested that the
budget presentation include an actual to date or 9 month ending totals. He
commented that the adopted column was not necessary and could be utilized with a
to-date balance column. Comm Bingham questioned if the
Town was collecting impact fees from developers. Town Clerk Hancsak advised that
the Town does not have an Ordinance to collect impact fees. Town Commission Town Clerk Hancsak stated that
the department increased slightly due to increased Florida Retirement
Contribution rates and increasing the travel and per diem account for seminar
attendance for Commissioners. Mayor Aaskov questioned the need
for travel and per diem in the Town Commission Department. Town Clerk Hancsak
advised that it is used for Commissioners to attend seminars for elected
officials. Town Manager Town Clerk Hancsak advised that
the department increased due to the increase in salary for the Town Manager as
per the contract, higher retirement contributions and ICMA retirement
contributions per the contract. Mayor Aaskov stated she felt
that the salary for the Project Coordinator position should be raised as the
coordinator works for Town Hall as well as the Public Safety Department. She
mentioned that the change in job title that was made during the 2002/2003 budget
was inappropriate and should be corrected. Mayor Aaskov also stated that
the project coordinator does various job duties and those tasks have not changed
to reflect the decrease in salary from the previous title. Town Manager Dailey stated that
the change that was made to the project coordinator was not personal. Town
Manager Dailey explained that last year she reviewed the position and job duties
and according to average benchmarks the project coordinator position was the
appropriate title and salary. Comm Bingham questioned what the
current salary guidelines were. Town Clerk Hancsak read the salary table
classifications. Comm Pugh asked which
classification best described the position. Town Manager Dailey advised that the
current title and classification as “project coordinator” is the most
appropriate for the position. Comm Kaleel stated that he did
not agree with Mayor Aaskov and felt that the project coordinator is the
appropriate classification and salary. Comm Schulte questioned the cost
of living assessment. Town Manager Dailey explained that the COLA has been
proposed at 3% every year since 1996 and it is based on the average from other
municipalities and towns. She also read several other COLA and merit percentage
increases from nearby communities. Comm Schulte questioned if merit
increases are given to the employees. Town Manager Dailey advised that the Town
does not use a merit program and has always used a cost of living increase
across the board in addition to the step plan. Town Clerk Hancsak commented that
a merit increase is difficult in a small town because all the employees perform
additional tasks than are required. Comm Bingham questioned if the
police officers received a written review. Director Hillery advised that reviews
are done and that all the employees are on a similar average. Director Hillery
also mentioned that he felt the written evaluations were too subjective and a
waste of time. Director Hillery stated that he prefers to speak to an individual
personally if there is an issue that needs to be addressed. Comm Kaleel stated that the
salary scale is very similar to other municipalities who estimate increases in
the same manner. Comm Bingham stated that she
felt once an employee has reached the top of the salary scale it should not be
increased from year to year. Comm Bingham also mentioned that she would prefer a
2% COLA. Town Manager Dailey explained
that when competing for employees the salary range should be comparable to other
municipalities. The item was tabled at this
time. Town Clerk Town Clerk Hancsak stated that
the department increased mainly due to increased support and purchase of
upgrades for the software programs and the purchase of the Capital Asset
Software Program for GASB Auditing Requirements. Town Clerk Hancsak also stated
that the GASB program increases the Capital Outlay by $4,000. Town Attorney Town Clerk Hancsak stated that
the legal department has increased slightly to reflect a 3% increase of the
blended rate from $165 to $170 per hour. She also mentioned that invoicing for
the Town Attorney services is now based on a monthly retainer and separate
budgeted finds for special counsel. Mayor Aaskov questioned what the
special counsel consisted of. Town Clerk Hancsak stated that special counsel
would include anything outside of the monthly retainer such as litigations and
code re-write. Comm Pugh asked where the legal
fees are shown for the Board of Adjustment. Town Clerk Hancsak advised that the
fees are shown in the Appointed Boards department. Appointed Boards Town Clerk Hancsak stated that
the department has increased slightly due to increased insurance costs. General Government Town Clerk Hancsak stated that the department activity reflects a decrease due to the reduction in capital outlay. She also advised that $128,300 is budgeted for the Bridge Debt Service and Misc. Capital Project Covenants. Town Clerk Hancsak mentioned that the insurance account has increased based on last years’ actual costs and the repair and maintenance account has decreased. She added that Capital Outlay includes $3,000 for A/C replacements, and $2,500 for one new computer and a flat screen. Town Clerk Hancsak stated that
there is also $20,000 budgeted for additional architectural services if needed
for the Town Hall/Public Safety Building Renovations. Comm Schulte questioned the reduction in the professional services account. Town Manager Dailey responded that the architectural professional services reduced from $55,000 to $20,000. Comm Bingham asked if the
architectural professional services will total $75,000.
Town Manager Dailey confirmed that $75,000 over two fiscal year budgets
is correct and that it could possibly be more. Comm Pugh questioned why the
costs were not in the same account. Town Clerk Hancsak advised that the monies
are placed in different accounts because of the State Accounting System. Comm Schulte mentioned that it
would be more convenient to have all the Building Renovation costs in the same
department. Town Clerk Hancsak stated that all the funding is in the same
general account and the breakdown is only shown on paper for auditing purposes. Comm Kaleel asked Town Clerk
Hancsak to research creating an account for building related costs according to
auditing standards. Comm Schulte also requested that
the budget be revised with the changes mentioned including a separate column for
YTD through June by the September budget adoption. Public Safety Town Manager Dailey stated that
this department increased due to the replacement of one public safety officer.
She also advised that the capital outlay expenditures include the purchase of a
double-wide trailer to house the fire service personnel, replacing two squad
cars at a cost of $44,100, replacing a service weapon pistol and replacing two
additional pistols totaling $1,800, the purchase of 1 new and replacement of 4
automatic electronic defribulators totaling $9,300, replacing 5 ballistic vests
at a cost of $2,400, purchasing 1 new and replacing 2 radar units totaling
$5,097. Town Manager Dailey stated that
ALS service provided by the City of Town Clerk Hancsak mentioned
that there is a noticeable decrease of $17,000+ in the workers compensation
rates. Comm Kaleel questioned if the double-wide trailer purchase will be new or used. Director Hillery stated that he has been advised that the purchase of a new trailer should have an 80% resale value after two years. Building & Zoning Town Manager Dailey stated that
the department has increased in the professional services account to reflect the
funding for both zoning and building review by a contract agency. Town Clerk Hancsak advised that
other increases are due to the purchase of office supplies for building related
expenses and the Capital Outlay cost of $5,000 for the purchase of a building
software program. Emergency Preparedness Director Hillery mentioned that
the public safety officers will be required to attend training and obtain
bio-hazard suits that currently have not been budgeted for. Director Hillery
questioned if the costs could be taken from the civil defense account. Comm Kaleel advised that those
costs should come from the public safety department if necessary. Solid Waste Town Clerk Hancsak stated that
there is a 3% increase which funds the contract with the sanitation company and
any special fees charged for Town services. Comm Pugh questioned if the Town
Landscaper collects the clippings or utilizes the Town dumpster for disposal of
the vegetation. Town Manager Dailey advised that he removes the clippings from
the small projects and uses the Town dumpster for larger projects. Comm Pugh requested that the
landscape contract be reviewed to determine if the landscaper is required to
remove all the clippings or if the Town is receiving a discount from him for use
of the Town dumpster. Comm Bingham questioned how
often the street sweeping service is done. Town Clerk Hancsak advised that NPEDS
requires that street sweeping be done on a quarterly basis. Environmental Town Clerk Hancsak advised that
the department decreased primarily due to the decrease for right-of-way
clearing. She also mentioned that the professional services account increased
due to the Town Engineer costs. Town Clerk Hancsak stated that the general
services account remained the same at $60,000. She added that 30,000 is budgeted
for GASB evaluation consulting, $20,000 is budgeted for GIS, and $7,000 is
budgeted for building permit reviews. Mayor Aaskov questioned what was
included in the palm tree maintenance contract. Town Clerk Hancsak advised that
the contract includes monthly maintenance and fertilization for all the Town
palm trees originally planted in the public right-of-ways. Mayor Aaskov
mentioned that the palm tree maintenance should be included in the Town
landscape contract with Blue Water Lake Management at no additional expense.
Comm Kaleel agreed that two companies should not be handling landscape
maintenance. Comm Bingham questioned if
$60,000 was necessary for landscaping. Town Manager Dailey advised she was
reluctant to reduce the amount because landscaping is a priority in Ocean Ridge. Comm Bingham also mentioned that
the landscaping should be monitored better and commented that the Comm Schulte questioned why the
engineering costs were located in the environmental account. Comm Kaleel stated
that they should be clearly identified and directed Town Clerk Hancsak to look
into separating and categorizing town engineering costs. Public Works Town Manager Dailey advised that
the public works department provides maintenance to all Town streets, buildings
and grounds. She also stated that the capital outlay increased form last year to
include heavy equipment rental ($4,000) the purchase of a vacuum cleaner ($300),
floor cleaning equipment ($500), and 2 Red Valves $2,000 each ($4,000). Mayor Aaskov questioned the cost
for utility service. Town Clerk Hancsak explained that the utility costs include
water service and street lights provided to the Town other than the building. Comm Kaleel asked if the utility
department is budgeted for a drop down from the light poles from Florida Power
& Light for holidays to which he was advised it was not included. He asked
staff to review the matter. Economic Environment Town Clerk Hancsak stated that the Economic Environment was created as a result of the FOCUS 2000 meeting and that this year provides for a Landscape Architect for beautification ($2,000). She also mentioned that the department also provides for utility services for impact and connection fees for irrigation of landscaped services ($12,000). Town Clerk Hancsak advised that
the department will be zeroed out by relocating $2,000 to the Environmental
Professional Services account and relocating $12,000 to the Environmental
Utility Services account. She also stated that the actual total removal and
phase out will be accomplished in FY 2004/05. Capital Projects Fund Town Clerk Hancsak stated that
the fund was established by the Commission to deal with capital project
expenditures funded from land sales, donations, and bond proceeds. She also
mentioned that the fund reflects $290,000 in expenditures for the upcoming year
in one account which include: continuing assessment of the condition of lines by
video and addressing by the problems by either cleaning, repairing or replacing
($100,000), waterline replacement on SR A1A between Tropical Dr. and Sailfish
Lane (necessary for the drainage improvements), waterline installation on
Tropical Dr. and install 2 additional hydrants on SR A1A ($80,000), and design
and construct road and drainage improvements for David Lane ($110,000). Town Clerk Hancsak also advised
that the fund reflects the $4,600,000 for all drainage improvement costs for the
South End and Comm Schulte requested a
timeline and financial flow for stormwater drainage. Comm Kaleel suggested scheduling
a special meeting to discuss stormwater drainage and to review a full financial
forecast. There was a consensus for Town
Manager Dailey to schedule a special meeting for stormwater drainage with Town
Engineer Tropepe. Debt Service Fund Town Clerk Hancsak explained
that there is a Debt Service Fund for the General Obligation Bond from 1991. She
stated that repayment of the Bon is set by a debt service tax levy of .2946 this
year. Town Clerk Hancsak advised that the proposed budget provides required
monies for payment of the Water Improvement Bond of 1991 ($152,270). She also
mentioned that the Town owes $370,000 in principle and $53,000 in interest on
the GO Bond. Comm Bingham questioned why the
GO Bond is not paid in full to avoid interest fees. Comm Schulte agreed and
questioned if early retirement of the bond is possible to avoid interest or the
possibility of refinancing at a lower interest rate. Town Clerk Hancsak stated that
the GO Bond was primarily principle for the last three years and advised that
the current interest rate is 7.2% for the GO Bond. Comm Kaleel offered to assist
with the financial analysis of the GO Bond and loans and to research if early
retirement or refinancing at a lower rate is feasible or possible. COLA con’t Comm Kaleel stated that the cost
of service and competitive labor is the nature of the business and did not
object to a salary increase that was in the same range as other municipalities. Comm Schulte stated that he did
not agree with the title and requested it be changed from a cost of living
assessment to a salary adjustment. There was a consensus to
increase the employee salary chart by 3%. Desired Unfunded Expenditures
Town Hall Renovation Town Manager Dailey stated that
there are several requests that have not been included in the budget but are
considered desirable. She mentioned that last year the Commission appropriated
$300,000 into a fund designated for the imminent construction costs of the Town
Hall renovation. Town Manager Dailey advised that staff is requesting an
additional $500,000 be set aside to fund the project thus reducing the perceived
impact on future unappropriated fund balances. She also mentioned that a
fundraising effort in the community and the construction of the project taking
place between two fiscal years (2003-04 & 2004-05) will complete the project
with current assets, alleviating the need for outside obligation funding, tax
increases or long-term debt. Mayor Aaskov stated she was not
in favor of fund raising for the Town Hall Building and would prefer to
fundraise for a Comm Pugh disagreed and felt
that the two would be the same and come from the same funding. Town Manager Dailey advised that
the matter needs to be addressed to establish figures for the Town Hall Building
project. Comm Kaleel mentioned that other
factors including the unfinished drainage project and the Fire Service costs
should be addressed before fund raising begins for a Town Hall building. He was
therefore not in favor of transferring the $500,000. The Commission concurred.
New Telephone System Town Manager Dailey stated that
the current phone system was installed in 1985 and is very antiquated. She
stated that staff is requesting $18,000 for a new telephone system and mentioned
that the new system would have up-to-date technology. Town Manager Dailey also
advised that the system would be portable and can be used in the new municipal
building when it is constructed. Comm Kaleel felt the cost was
too high and stated that the Town should be able to purchase an adequate system
for half the cost. There was a consensus to budget
$9,000 for a new telephone system.
Lower Lighting on Town Manager Dailey advised that
the Commission requested information about switching the lighting on Comm Kaleel stated he was not in
favor of spending $100,000 on lighting. Comm Kaleel also mentioned that he felt
the Town is receiving too much pressure to satisfy individual requests. There was a consensus not to
fund lower lighting on
Town Logo Shirts Town Manager Dailey advised that
staff is requesting $750 for the purchase of Town Logo shirts for the elected
officials and administrative staff. She explained that the shirts are available
in a variety of styles embroidered with the Town Logo and can be worn to public
events, work or to identify officials. Mayor Aaskov stated that she
felt the Commissioners should purchase their own logo shirts. There was a consensus to budget
$750 for the purchase of Town Logo shirts.
Town Manager Dailey stated that the current holiday light display takes one week to put up and up to three days to disassemble. She explained that salaries, lift truck rental and cost of average electrical repairs and light replacement cost approximately $7500 a year. Town Manager Dailey stated that
staff is requesting privatizing the holiday light display with professional
installation and removal with 24 hour service and year round storage at a cost
of $10,000 per year. She also advised that the cost would also include new
commercial grade lighting each year. There was a consensus to budget
$10,000 to privatize holiday lighting. Comm Schulte moved to approve an
increase in the budget by $19,750 for the cost of a new telephone system, town
logo shirts and holiday lighting with the appropriate change in the
unappropriated fund balance used to balance the budget, seconded by Comm Pugh. Motion carried - yea 5. Before the Commissioners
proceeded with the necessary motions for the budget meeting, Town Clerk Hancsak
advised that if the Town Commission moved that the proposed millage rate be
4.000 that it could only be lowered in subsequent budget meetings and not
increased. Comm Kaleel moved that the
rolled back rate be certified at $3.5806 per $1,000 and that the Certification
of Taxable Value form be executed to reflect this for submission to the Property
Appraiser and Tax Collector of Palm Beach County, seconded by Comm Bingham. Motion carried – yea 5. Comm Kaleel moved that the
proposed millage rate for 2003-2004 be established at 4.0000 mills and that this
be included on the Certification of Taxable Value form that is forwarded to the
Property Appraiser and Tax Collector of Palm Beach County, seconded by Comm
Pugh. Motion carried – yea 5. Comm Kaleel moved that the debt
service millage rate for 2003-2004 be set at $.2946 per $1,000 and that this
also be included on the Certification of Taxable Value form that is forwarded to
the Property Appraiser and Tax Collector of Palm Beach County, seconded by Comm
Pugh. Motion carried – yea 5. Comm Kaleel moved that the first
public hearing to consider the budget for the fiscal year 2003-2004 be held at
5:01 PM on Tuesday, September 9, 2003, with the Regular Meeting immediately
following, and that this date be included on the Certification of Taxable Value
form that is forwarded to the Palm Beach County Property Appraiser and Tax
Collector, seconded by Comm Bingham. Motion carried – yea 5. Comm Kaleel moved that the
second public hearing to consider the tentative budget for the 2003-2004 fiscal
year be held at Motion carried – yea 5. Adjournment Meeting
adjourned at 11:35 AM ___________________________ Mayor Aaskov ___________________________ Commissioner Bingham Attest By: ____________________________ ________________________ Commissioner Kaleel Town Clerk ____________________________ Commissioner Pugh ___________________________ Commissioner Schulte |
