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Minutes 03-28-11 MINUTES OF THE FINANCIAL ADVISORY COMMITTEE MEETING HELD IN CONFERENCE ROOM A, AT THE LIBRARY, 208 S. SEACREST BLVD. BOYNTON BEACH, FLORIDA, AT 6:00 P.M., ON MONDAY, MARCH 28, 2011 PRESENT: Don Scantlan, Chair Kurt Bressner, City Manager Barry George Feldman Terry Lonergan Michael Madalena Dave Madigan William Shulman ABSENT: Merline Pamplona (available by phone, if necessary) 1. Call to Order Chair Scantlan called the meeting to order at 6:10 p.m. Roll was called and a quorum was determined to be present. Chair Scantlan asked if there were any changes to the agenda. Mr. Madalena did not have an update but his agenda item will continue to be tabled until Legislative action, as it was on the agenda to be discussed. It was requested to drop the Pensions recommendation. Motion Mr. Madigan moved to approve the agenda as amended. Mr. Shulman seconded the motion. The motion passed 6 -0. 2. Discussion and Voting on Recommendations Tabled at March 21 Meeting • E- Billing Recommendation — Don Scantlan Chair Scantlan indicated he did not believe this was one of the study areas. He believes it became an off shoot from the opt -out provision. The issue was that people would not want to opt out if there is no way for them to view their water bill. Chair Scantlan added that Mr. Atwood set up a conference call that he attended and watched the Webinar through the conference call. There has not been any discussion since then, but his Meeting Minutes Financial Advisory Committee Boynton Beach, FL March 28, 2011 understanding was that the pros and cons of bringing on this e-billing system were being discussed at the City staff level. Chair Scantlan was not aware what the cost or savings would be to the City, if this is the option chosen as he has not seen the cost figures. The impediment is if this is being made available, we would need to remove the hindrance from citizens selecting the opt-out option. At some point, it is going to pay for itself. Mr. Bressner confirmed that he needed to know what the cost to the City would be in order to make available to the customers an ability to view their bill online without printing it. Chair Scantlan asked if there were other systems being reviewed, and if it is something that has been worked on for a while. Mr. Bressner suggested getting the statistics on the number that currently have e-bill and that will give an idea of how many may use e- billing. From there, we can figure out how much it will cost to do the service and then figure an assumed initial 30% that will accept the program. With this service available, will the number of e-bill customers increase, and in turn multiply that number by $1 a month, which is $12 a year we have saved for every customer. If the Committee feels this is a good idea and numbers can be plugged in later, this can go forward for approval. It can be approved based on having an adequate return on investment. Chair Scantlan will support the approval if there is a two year cost recovery and gains after that in cost reductions. Motion Ms. Lonergan made a motion to recommend to the Commission the approval of the E- billing System Initiative subject to the City demonstrating a two year return on investment or any additional software and staff costs associated with implementation. Motion seconded by Mr. Madigan and passed 6-0. · Museum Recommendation - Merline Pamplona Ms. Pamplona indicated she would be available by phone, if necessary. It had been tabled because there was a question whether a particular person's salary could be cut. Mr. Bressner reviewed the document and feels what Ms. Pamplona has done is fine because she recommended cutting the portion of the City support costs by 8 or 9%. Mr. Shulman inquired as to how janitorial services would be cut. There had to be some kind of janitorial maintenance. Currently the janitorial services are provided through a contract, but the City pays the contract. This was the department head's recommendation to cut costs. There could be intervals of service, but the 45% seemed high. There was discussion that some members had old information and some had not received the new information through email. Chair Scantlan read the changes which 2 Meeting Minutes Financial Advisory Committee Boynton Beach., FL March 28, 2011 were included in the agenda "in order to achieve a 9% budget reduction of $18,407, recommended 1) a reduction of 6% in professional services; 2) reduction of 45% in custodial services; and 3) a reduction of 7% in electric services. This means that they feel they can find a way to cut 7% of the electric uses. Chair Scantlan believes Ms. Pamplona is taking this recommendation to the City staff working in the building and believes she is merely taking the responsible staff's position that this is how they will cut their budget. There was discussion about professional janitorial services for the building and how often janitorial services go into the building. Mr. Shulman indicated for what it costs; it appears to be a full time service. If the budget is cut 45 %, that means almost half the services will be cut, which includes supplies. Mr. Bressner confirmed the 45% cut is in the interval service that is provided by the contractor. We will still have the commodities necessary to operate the museum. The possibility exists that they are replacing this since they are a non profit now. What it could mean is that the City stops paying and the non - profit picks it up. Chair Scantlan recommended passing and called for a motion. Motion Mr. Shulman made a motion that the Board pass the School House Children's Museum Program as amended, per current amendment. Motion was seconded and passed 6 -0. • Pension Recommendation (Mike Madalena) Pension recommendation is still tabled and was taken off the agenda, pending legislative action. It will be put on the agenda as a tabled item or future item. • Shopper Hopper Recommendation (Terry Lonergan) Mr. Bressner advised that this item is going to the City Commission next week. The history of the transit system, as well as the Shopper Hopper will be discussed. He suggested inserting the table on the constraints into the report, as well as some of the key items and findings in the report. The recommendation is to discontinue the service but to possibly use a substitution service such as a taxi. This use is embraced by Wellington and we have basic information about their program. It is still an experimental program, but Staff has come up with the same conclusions as this Board, but provides some other means of alternative transportation for those individuals who have a demonstrated hardship. If the Committee would accept the report as written, with Mr. Bressner inserting the financial table from the report, the Board can go forward and take action. Chair Scantlan suggested the Beams Committee review the Wellington report. Ms. Lonergan asked if anyone in Wellington was contacted as to how it is perceived there and how successful they feel it has been. Mr. Bressner indicated it is still an experimental program that started seven months ago. Mr. Madalena mentioned that according to the report, there is an expense to the City. He added there is a service 3 Meeting Minutes Financial Advisory Committee Boynton Beach, FL March 28, 2011 offered in Boca that would not be supported monetarily by the City, but fits right into 1) the demographic that is using the Shopper Hopper; and 2) is paid for by the individuals that ride at a reduced cost. Staff would match the riders up to the system and the ride is free, which is a terrific alternative to the taxi service. Mr. Bressner inquired whether the Financial Advisory Committee wants to key in on that and to recommend staff provide the resources through the Senior Center to assist participants in filling out the application so they become eligible for transportation to the Volen Center in Boca. We may be able to better utilize that transportation system. Chair Scantlan asked for a motion from the Board that Ms. Lonergan's recommendation be adopted and that it be added as part of the Commission's agenda item for April 5th The recommendation would be that the Shopper Hopper is terminated and alternatives are considered. Ms. Lonergan indicated at the time she didn't look at any other alternatives except the taxi service. The Senior Center did not give her any information at the Senior Advisory Board meeting. The only comment she received was that they may lose their accreditation if the service is taken away. It was suggested to amend Ms. Lonergan's recommendation and replace in the report where it says "subsidized taxi service" to "options discussed in City Manager's report of April 5th Motion Mr. Feldman made the motion to accept Ms. Lonergan's recommendation as amended. Mr. Shulman seconded and the motion passed 6 -0. • Solid Waste Residential Garbage Collection Recommendation (George Feldman) Mr. Feldman indicated the only thing he changed is on the front page where it says "survey says, once a week garbage collection preferred ". He further indicated he highlighted on each paragraph in bold print the essence of the paragraph. The reason that was done was there were some important things in each paragraph that he wanted emphasized. Mr. Bressner said he would change the paragraph, but would not change the format, as the rest of the Board's format does not use the highlighting. Chair Scantlan does not think this issue can be properly addressed at the present time without discussing the fact that there has been $1.5 million plus every year transferred to the General Fund. Mr. Feldman indicated he was told that if someone wanted to take over the franchise that they would have to pay the City $3.5 million a year for a franchise fee and concluded that money has to be available somewhere every year. Mr. Bressner advised the Board that this discussion is not in this report and should be discussed at another time. 4 Meeting Minutes Financial Advisory Committee Boynton Beach, FL March 28, 2011 Motion Mr. Shulman made a motion to accept the Solid Waste Residential Garbage Collection report as amended. Mr. Madeleina seconded and the motion passed 6 -0. 3. Quick Review of Recommendations Voted Favorably or Unfavorably at the March 21 Meeting and a quick review of the listed recommendations, a brief discussion a , there were no q objections to the listed recommendations. 4. Other Business Mr. Bressner announced that the Mayor contacted him and would like all the recommendation items on the City Commission agenda next week. Chair Scantlan asked for clarification on the request. Mr. Bressner responded that the Mayor wants preliminary discussion on the items and the Committee members to be available to answer h Committee ask for a workshop The agenda suggests that the p questions. 9 9g meeting with the Commission to present the materials officially and use next week's meeting to present the information just in written form and would include a copy of the survey. A future meeting would then be scheduled so the Committee would have a chance to meet face to face with the Commission to review the recommendations in more detail. Chair Scantlan advised he is writing an Executive Summary and was waiting for the results of this meeting to complete it. The summary discussed the work of the Committee so far. Mr. Bressner advised Chair Scantlan that he did not include the survey summary as being one of the reports, but will add it back in. It will make 23 items for the agenda. Mr. Bressner confirmed this will be a combined meeting of the Financial Advisory Committee and the City Commission. Mr. Madelena made an inquiry as to his tabled topic, and whether the research should be discussed up to this point. Mr. Bressner indicated it would and to leave it in the packet and indicate that it is pending Senate Bill 1128. It is possible the committee will have resolved legislation by that time. Mr. Bressner advised the Beard Committee that the Palm Beach Post wants all the reports and Mr. Bressner advised them they would have them Wednesday morning. There was discussion on what the newspaper would say and how it would be presented. There was concern that the paper would mention a financial shortage, but they have to be reminded that this is a work in progress and only 22 items out of 53 have been identified. Chair Scantlan reminded the Beard Committee that his Executive Summary addresses all the issues including the timeline, the loss of Beard Committee members, and the great work the Board has done thus far. 5 Meeting Minutes Financial Advisory Committee Boynton Beach, FL March 28, 2011 5. Adjournment There being no further business to come before the Committee, Chair Scantlan adjourned the meeting at 6:39 p.m. Ellie Caruso Recording Secretary 6