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Agenda 02-28-11 The City of Boynton Beach FINANCIAL ADVISORY COMMITTEE MEETING MONDAY, FEBRUARY 28, 2011 @ 6:00 P.M. LIBRARY PROGRAM ROOM (NORTH END OF LIBRARY) <<<NOTE BOYNTON BEACH, FLORIDA 33435 AGENDA 1. Introduction of City Staff Budget Team 2. Approval of Minutes – (If available)  February 7, 2011 3. Review and discussion of Citizen Survey final results (E-mailed in advance and attached) 4. Presentation of budget development plans by City Staff Budget Team 5. Progress update on assigned projects by each Financial Advisory Committee Member 6. Proposed City Ordinance (Agenda Item attached) amending attendance requirements of the st Financial Advisory Committee (First Reading at March 1 City Commission meeting) 7. Other Business 8. Adjournment th Future meeting dates approved at January 24 meeting  March 7  March 21  April 11  April 25 The City of Boynton Beach . FINANCIAL ADVISORY COMMITTEE MEETING MONDAY, FEBRUARY 28,2011 @ 6:00 P.M. LIBRARY PROGRAM ROOM (NORTH END OF LIBRARY) <<<NOTE BOYNTON BEACH, FLORIDA 33435 AGENDA 1. Introduction of City Staff Budget Team 2. Approval of Minutes - (If available) · February 7, 2011 3. Review and discussion of Citizen Survey final results (E-mailed in advance and attached) 4. Presentation of budget development plans by City Staff Budget Team 5. Progress update on assigned projects by each Financial Advisory Committee Member 6. Proposed City Ordinance (Agenda Item attached) amending attendance requirements of the Financial Advisory Committee (First Reading at March 1st City Commission meeting) 7. Other Business 8. Adjournment Future meeting dates approved at January 24th meeting · March 7 · March 21 · April 11 . April 25 CIl .... N M 0 CIl N M 0 1/1 - .... .... 1/1 - .... C C It) It) C C It) 0 :;, 0 :;, Q. 0 Q. 0 1/1 (,) 1/1 (,) co CIl CIl N 0::: 0::: - 0 ~ ~ CIl '*' ~ C C Ql CIl - C C - Ol 1/1 0 0 0 0 1/1 0 0 '" C CD "": c ~ ...... ll.. 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Q. c: "0 l'II 0 fI) ... 0 :!:! u '"5 CI) ~ J: :;, Q) 0 .0 .J::. ->. 0 ... 0 0 CIl .c "0 '" :!:: It) Q. 1/1 '"5 Q) 0 l'II Q. 0 (.) 1/1 '2: CIl CIl 0 CIl .J::. .c > .c ... '" Q) I- 'ijj tI) l'II '" '" II. Q) ai u 0 )( Q) CIl co .c N ... M l- I- Recommendation From Boynton Beach Financial Advisory Committee Subject/Topic: Homeowners Association Contribution to Ci ty Programs Reviewed By: William Shulman Recommendation (Specific Action Recommended): Institute this Program, Contributions received will assist certain departments in obtaining urgently needed equipment which they cannot obtain during this budgetary crisis, i , Pros of Recommendation: Costs of Proqram to City is minimal; consisting primarily of typinq and mailing costs, Will assist certain departments to obtain much needed equipment they cannot now afford to purchase. Cons of Recommendation: None, except perhaps "hompownpr i'1SRor'ii'ltinnR mriy not respond because of their own financial problems. References (Staff, Documents, and Public): NONE Will have very little impact on 2011/2012 budget Impact on 2011/12 Budget: ber'i'111SP tnp!=:p j tern:;; were not budgeted for, Impact on Out Year Budgets: Probably none unless Program is reinstituted. I t COt" Excellent results for citizens of Boynton Beach, mpac on I Izens: No adverse effect since this is a loint effort by about 200 homeowner associations, Impact on City Staff: Minimal cost-only mailing and typinq costs and some minimal administration costs. Committee Vote Result: For: _ Against: _ City of Boynton Beach Memo To: Kurk Bressner, City Manager From: William Shulman, Financial Advisory Committee Date: 12/10/2010 Re: Homeowner Association Contribution to City Programs PURPOSE: To solicit donations, either in kind or by monetary contributions from the many homeowner associations in Boynton Beach, in order to purchase needed equipment which the several departments in Boynton Beach cannot afford due to the budget "crunch", METHODOLOGY: 1, Obtain a list of all homeowner associations name address and name of Chairpersons of the Board of Governance (if possible), 2, Inquire from the City departments heads what equipment is needed, but cannot be purchased due to the budget crisis, Emphasis should be on Police, Fire, Library, and Recreation departments, 3, Prepare a letter for mailing to the aforesaid homeowner associations, (see sample attached) 4, Solicit typing assistance from the City Manager's Office, 5. Set up a system to control receipt of the funds received from the various homeowner associations, and determine that said funds are properly distributed, 6. Prepare a "thank you" letter to those homeowner associations who respond and contribute to the program, SAMPLE LETTER Name and address of Homeowner Association Name of Chairperson of Board Dear Chairperson: As you may be aware, the City of Boynton Beach, will be suffering a dire budget" crunch" for the forthcoming fiscal year of 2010-2011 ,Our Mayor and City Commissioners have appointed a Financial Advisory Committee to assist in developing potential additional revenues as well as seeking expense savings in order to keep our property tax tables as low as possible, We are seeking your assistance in requesting donations from your community to assist us in purchasing some much needed equipment for several of our City departments, This much needed equipment is not included in the departmental budgets for the 2010 -2011 fiscal year, because of the budget" crunch" , Please help us purchase these much needed items of equipment with your donation, Every little bit counts, You can help us in one of three (3) ways: () Make a donation to purchase a specific piece of equipment, (See list below) Amount of donation $ for () Make a donation which will go into a pool with other homeowner association conh"ibutions to purchase a specific piece of equipment. Amount of donation $ for Make a donation to go into a general fund which will then be turned over to the specific departments based on need as determined by our City Manager. Amount of Donation $ _for Please make your donation payable to: City of Boynton Beach-FAC A certificate of appreciation in the name of you Association, will be placed on the items to which you make a donation, Below are the requests made by the City department heads for needed equipment which they cannot afford in their budgets, THANK YOU FOR YOUR HELP! NEEDED BY THE FIRE DEPARTMENT: 2 ea ELKART VULCAN RF master stream nozzles - replace old nozzles no longer in good condition, ", . ", "". ",., . '" ",." '" 6ea SCOTT 50 SCBAs - to replace packs no longer serviceable and which do not meet NFPA standards"",.. "", '" ".. ,. '" ",'" ,..,.', ." 6ea SSCOR on board suction units. , , . ", " . " , , 6 boxes of EZ 10 replacement needle sets Interoseous Injection Kits",,' "". """, " '" 4ea LIFEP ACK ] 5 Cardiac Monitors - present units do not include Telemetry Capabilities....""....,.,. ,..,..,........,.............,..,.." NEEDED BY POLICE DEPARTMENT Donation to "CANINE FUND" for training of a "bomb" dog and handler of dog Donation to "SHOP WITH A COP FUND" needed for a holiday shopping outing of a child of elementary school age with a City Police Officer, Portable AEDS - used to shock victims of a heart attack back to life, Cost per unit.""""".."""."""""",.,..,."", ,...."""", ,.....",....."", ".. NEEDED BY LIBRARY Micro film reader and printer equipment used for recording and storage storage of library records, , , , . , , , . , , , , , , , , , , , , , , , . , , , . , , , , , , , , , , , , . , , , , . , , , , , . , , , , , , ,. NEEDED BY RECREATION DEPARTMENT Art Center - refrigerators"", ,. , ,','" '" "",."",.,."."",.,."""""""""." Art Center - Kiln, . , , , . . , , , , , , , , , , , , , , , . , , , , . , , , , , , , , , , , , , . , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , $6,500 each $4,000 each $2,000 each $788 each $33,000 each $3,000 each $5,000 to 7,500 each $1,000 each $2,500 each Boat Club Park - replace video monitoring system"".".,.""""""""" " Civic Center - replace video monitoring system.................................., Intercoastal Club House - upgrade ice maker. '" , ." , .....................,....... Ocean Rescue - Refrigerator, , , . , , , , , , , , . . , , , , , , , , , , , , . , , , , , , . , , , , , , . , , , , , , , , , , , , , , , , , , , Ocean Rescue - 2 portable lifeguard towers.... ....,............,................. Tennis Center - replace video monitoring system"""""""""""""""". $5,000 each $5,000 each $400 each $800 each $1,000 each $5,000 each Name of Homeowners Association Signed By Date SAMPLE THANK YOU LETTER Name of Homeowner Association Address of Homeowner Association Attn: Name of Signer of Letter Dear: The City of Boynton Beach, Florida would like to take this opportunity to thank you for your generous donation to our various City Departments, A certificate of appreciation in the name of your association will be placed on the item to which you made a donation, I can assure you that your donation will be wisely used, especially in this critical period of difficult budgetary constraints, Very truly yours, Kurt Bressner, City Manager . CITY OF BOYNTON BEACH AGENDA ITEM REQUEST FORM COMMISSION MEETING DATE: March 1, 2011 0 OPENINGS 0 PUBLIC HEARING 0 OTHER 0 CITY MANAGER'S REPORT 0 ANNOUNCEMENTS/PRESENTATIONS 0 UNFINISHED BUSINESS NA TURE OF 0 ADMINISTRATIVE 0 NEW BUSINESS AGENDA ITEM 0 CONSENT AGENDA ~ LEGAL 0 BIDS AND PURCHASES OVER $100,000 0 FUTURE AGENDA ITEMS CODE COMPLIANCE AND LEGAL 0 SETTLEMENTS REQUESTED ACTION BY CITY COMMISSION: PROPOSED ORDINANCE NO, 11-012 - FIRST READING - Amending attendance requirements of the Financial Advisory Committee EXPLANATION OF REQUEST: The Financial Advisory Committee has requested that the City Commission consider an amendment to the current attendance requirement which reads as follows: 2-243 (d) Reappointment, Removal, Vacancy, All members may be reappointed without limitation as to the number of terms served, Members may at the discretion of the City Commission be removed with or without cause, A member shall be removed without action of the City Commission for missing more than four 4 meetings per year. Members that have been removed for cause may not be reappointed for a period of thirty six 36 months, If there is a vacancy in the membership the City Commission shall appoint a new member to fill the vacancy Inasmuch as the Financial Advisory Committee has opted to meet more than monthly (they have been meeting bi-weekly) the members of the Committee feel that the current attendance requirement of four meetings per year is restrictive, They have suggested two alternatives that would provide better flexibility, especially if the Financial Advisory Committee opts to continue more frequent meetings than monthly, The draft language maintains the current default language in the event the Financial Advisory Committee reverts to monthly meetings and also provides more flexibility in the event that the Financial Advisory Committee opts to maintain a more frequent schedule, Two individual versions of the Ordinance proposing the changes follow, The revision option which is chosen will be read on second reading, Proposed - Alternate based on shifting to consecutive absences or six total in the event the FAC meets more than monthly, 2-243 (d) Reappointment, Removal, Vacancy. All members may be reappointed without limitation as to the number of terms served, Members may at the discretion of the City Commission be removed with or without cause. Based on a monthly meeting schedule, a member shall be removed without action of the City Commission for missing more than four (4) three (3) consecutive meetings per year, In the event the Financial Advisory Committee meets more frequently than once a month, a member will be removed without action of the City Commission for missing the greater of three (3) consecutive meetings or six (6) meetings total in a calendar year. Members that have been removed for cause may not be reappointed for a period of thirty six 36 months, If there is a vacancy in the membership the City Commission shall appoint a new member to fill the vacancy. Proposed - Alternate based on percentage of absence 2-243 (d) Reappointment, Removal, Vacancy, All members may be reappointed without limitation as to the number of terms served. Members may at the discretion of the City Commission be removed with or without cause. Based on a monthly meeting schedule, a member shall be removed without action of the City Commission for missing more than four (1) three (3) consecutive meetings per year. In the event the Financial Advisory Committee meets bi-monthly or more, a member will be removed without action of the City Commission for missing the greater three (3) consecutive meetings or 30% of a bi-monthly meeting schedule, Members that have been removed for cause may not be reappointed for a period of thirty six 36 months, If there is a vacancy in the membership the City Commission shall appoint a new member to fill the vacancy. How WILL THIS AFFECT CITY PROGRAMS OR SERVICES? As part of the City staff research on this matter, we determined that the attendance requirement for advisory boards is not consistent. Please see a supplemental report showing what other boards must comply with, There is a default ordinance that governs many advisory boards if there is no specific language in the code, The proposed amendment would, in the view of the Financial Advisory Committee, help them more effectively serve the City while providing greater flexibility, FISCAL IMPACT: None ALTERNATIVES: Leave the Code as is; or one of the two alternatives above, Recommendation From Boynton Beach Financial Advisory Committee Subject/Topic: Reviewed By: Recommendation (Specific Action Recommended): Pros of Recommendation: Cons of Recommendation: References (Staff, Documents, and Public): Impact on 2011/12 Budget: Impact on Out Year Budgets: Impact on Citizens: Impact on City Staff: Committee Vote Result: For: _ Against: _ March 14,2011 FY 2011/2012 Budget & Fire Assessment Calendar 9:00 am March 28, 2011 5:00 pm April 4, 2011 5:00 pm April I!, 2011 5:00 pm April 18-20, 2011 8 am-4 pm May 9,2011 6:00 pm May 10-31,2011 June 1, 2011 June 15,2011 July 5,2011 6:30 pm July 11 - 13, 2011 July 19, 2011 September 15,2011 TBD TBD (Special Meeting Date) 6:30 pm TBD Department Budget "Kick-Off" in Library Program Room: City Manager Deadline for Vehicle requests submission to Fleet Management, Personnel requests submission to Human Resources, Technology requ~sts to I.T.S" EOC Request Forms to Carisse Lejeune, and Grant Funds to Grant TeQ~;iii;;" ,~,:::~~~~~:~:;Y Deadline for Human Resources, Fleet Main:t.~:~, I.T,S, and Grants Team to submit recommendations to Finance /:;;;iii:ii~;;;i;i'~ /;{~' '>'::;~~::;~~;::.:~~;~: Departments tinal day of oper::~n~4'jl,bU~I:entry Budget Review Team meets. . ;~partments to reYf~j~perating & CIP budgets and goals, Provide Humq~ii , "rces with personnel c~~: " ;,:;;.:~~~i~8~~:;>' . o:~;~;~~:~:~,:;~ Budget Review Teall1~~s preliminary budget with Flnanc.~' ',Isory Committee ~f;:':::::;:;(~ 'w;~:>, , Budget Review Team' oposed budget In c the Finance Advisory C' of Taxable Value (DR420) Budget presented to City Commission , f: Notice of Public Hearing for Annual Assessment Resolution ( Date TBD) _ .FI< / City Manager action, 1. Public Hearing to adopt the Final FY 11/12 Annual Fire Assessment Resolution 2, 1s' Budget Public Hearing to adopt Proposed Budget. Note: Dates cannot coincide with School Board or County meeting dates, City certifies Final Non-Ad Valorem Assessment Roll to PBC Tax Collector (hand delivered) - Finance will fax / City Clerk will mail original Advertise final millage and budget hearing in newspaper (start summary 9/19/11) 2nd Budget Public Hearing and Final Adoption of FY 11/12 Budget Transmit Certified Budget Resolution to Property Appraiser; 3-7 days later to FDOR S:\City Mgr\Administration\Lori LaVerriere\FY 2011-2012 Budget\DRAFT - Budget Calendar FY 2011-12,doc