Agenda 01-28-13 The City of BoMton Beach
FINANCIAL ADVISORY COMMITTEE
MISSION STATEMENT
THE FINANCIAL ADVISORY COMMITTEE'S GENERAL RESPONSIBILITY IS REVIEWING THE IMPACT OF EXISTING OR PROPOSED LEGISLATIVE AND
ADMINISTRATIVE DECISIONS ON THE CITY'S BUDGET, REVENUE SOURCES, AND OPERATIONAL EXPENDITURES. THE COMMITTEE IS RESPONSIBLE
TO MAKE RECOMMENDATIONS THAT MAY FAVORABLY IMPACT THE CITY'S BUDGET AND OVERALL FINANCIAL CONDITION OF THE CITY.
MEETING OF MONDAY, JANUARY 28, 2013 @ 6:00 — 8:00 P.M.
LIBRARY CONFERENCE ROOM A
208 S. Seacrest Blvd.
THE COMMITTEE MAY ONLY CONDUCT PUBLIC BUSINESS AFTER A QUORUM HAS BEEN ESTABLISHED. IF NO QUORUM IS ESTABLISHED WITHIN TWENTY (20)
MINUTES OF THE NOTICED START TIME OF THE MEETING, THE CITY CLERK OR DESIGNEE WILL SO NOTE THE FAILURE TO ESTABLISH A QUORUM AND THE
MEETING SHALL BE CONCLUDED. COMMITTEE MEMBERS MAY NOT PARTICIPATE FURTHER EVEN WHEN PURPORTEDLY ACTING IN AN INFORMAL CAPACITY.
AGENDA
1. Call to Order— Don Scantlan, Committee Chair
• Should any members not be able to make the meeting; contact Tim Howard ( HowardT(Qbbfl.us )
or (561) 742 -6311 by 3 pm Monday as the meeting may be cancelled for lack of a quorum.
2. Approval of December 10, 2012 Minutes (Copy attached) — Kindly review in advance of meeting
3. Resignation of Terry Lonergan
• Updated Listing of Current Members attached.
4. Discussion about Vice Chair
• See attached Ordinance No. 12 -005
5. Review and Discuss Committee Member Study Topics and Potential Assignments for FY 2013 -2014
• See attached listing from 12/10/12 meeting
• Discussion of reassigning number 8 (On -Site Health Clinic) and 12 (Development Fees -
Comparison to Other Cities)
6. Discussion of City Services Survey
• City has not started budget process for FY13/14 as of today, normally first part of March, no
preliminary information yet.
• FY12/13 Police Budget (police,code compliance & communications) is $27.9M. FY12/13 Fire
Budget is $19.2M.
• FY12/13 Millage Rate is 7.6000.
• FY12/13 Fire Assessment is $88 per dwelling, realizes approximately 44% of the eligible costs
of the fire department.
• Budgeted Property taxes for FY12/13 is $23.8M at the 7.6000 millage rate.
• Budgeted Fire Assessment for FY12/13 is $4.7M
7. Other Business
8. Adjournment
Currently scheduled future meeting dates - Targeted for 2 nd and 4 Monday of each month:
• Monday, February 11 — 6:00 PM
• Monday, February 25 — 6:00 PM
• Monday, March 11 — 6:00 PM
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MINUTES OF THE FINANCIAL ADVISORY COMMITTEE MEETING HELD ON
MONDAY, DECEMBER 10, 2012, @ 6.00 P.., IN THE BOYNTON BEACH CITY
LIBRARY, ROOM "A", 208 S. SEACREST BLVD., BOYNTON BEACH, FLORIDA
PRESENT.
Don Scantlan, Chair Tim Howard, Finance Director
Jeffrey Grady
Steven Grant
Terry Lonergan
John Sparrell
1. Call to Order — Don Scantlan, Committee Chair
• Should any members not be able to make the meeting; contact Tim
Howard ( HowardT@bbfl.us ) or (561) 742 -6311 by 3 pm Monday as the
meeting may be cancelled for lack of a quorum.
Donald Scantlan, Chair, called the meeting to order at 6:00 p.m. Roll was called and
five members were present.
2. Approval of November 5, 2012 Minutes
Chair Scantlan advised he had changes to the minutes. On page 1, paragraph 2, last
sentence states "the meeting was to kick off a new year". He wished to add new budget
year. Also on page 2, fifth paragraph it reads "Mr. Sparrell remarked the City does not
run on property taxes ". Chair wished to add alone at the end of the sentence.
Minutes
Ms. Lonergan moved to approve the minutes as amended. Mr. Grant seconded the
motion that unanimously passed.
3. Approval of Agenda
Chair Scantlan wished to add he would be making an announcement and wanted the
meeting to be held in context to what will be announced.
Ms. Lonergan moved to approve the agenda as amended. Mr. Grant seconded the
motion. The motion passed unanimously.
4. Announcement
Chair Scantlan announced that he applied for the vacant City Commissioner seat. He
wanted the Committee members to know in case any member would think his decisions
would be shaped in any way. There would be a special Commission meeting called to
Meeting Minutes
Financial Advisory Committee
Boynton Beach, FL December 10, 2012
declare the vacant Commission seat. According to the City Charter, the Commission
had two meetings to fill a vacancy or call a special election. Chair Scantlan further
advised if he was appointed to the Commission, he could not serve on the Committee.
He suggested thought should be given to a Vice Chair and would find out if that was a
position appointed by the Commission.
5. Discuss Commission Direction from November 7, 2012 Commission
Meeting
Chair Scantlan explained how the budget recommendations were handled in the past.
This year the Commission had asked that the Committee specifically look at four of the
items. The four items are:
- Make or Buy Other City Services — Item 5
- Property /Casualty Insurance Costs — Item 7
- Pension Plans and Intercity Comparison of Benefits — Item 9
- Development Fees and Comparison to Other Cities — Item 12
Due to the possible appointment, Chair Scantlan would not select a topic to research at
this time.
6. Review and Discuss Committee Member Study Topics and Potential
Assignments for FY 2013 -2014
Mr. Grant offered to complete item 12, Development Fees and Comparison to Other
Cities. Mr. Grady offered to undertake Item 5, Make or Buy Other City Services. Chair
Scantlan provided a brief history of the items to the new members. He mentioned one
of the big issues was whether to contract out Solid Waste collection. After a brief
discussion, Ms. Lonergan took Item 12 and Mr. Grant selected Item 9, Pension Plans
and Intercity Comparison to Benefits. Chair Scantlan commented that three or four of
the major union contracts with the City were in negotiation. He suggested Mr. Grant
contact the City Manager, Lori LaVerriere, as she may have comparative information on
this topic. Mr. Sparrell would perform the comparison study on Item 7,
Property /Casualty Insurance Costs by contacting other cities and researching
information on his own.
Chair Scantlan inquired if there were any other topics a member was interested in
pursuing. Ms. Lonergan suggested the idea of the onsite health clinic. Mr. Grant stated
he was at the Commission meeting that discussed the cost study that was done. It
would help reduce costs because instead of the employees going to their own doctors
and losing work time, the clinic would be available without down time. There would be
an impact on the City's health insurance rates and time off.
Mr. Howard commented that part of the dynamics of health insurance premiums are the
total amount of claims that an entity has each year, which was a predictor and used to
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Meeting Minutes
Financial Advisory Committee
Boynton Beach, FL December 10, 2012
set the premiums for the following year. The City was running between 97% and 99%
of the premium costs going to claims. The employee pays their co -pay and the plan
pays the difference between the doctor's visit, plus part of the prescription cost. Studies
had shown that an on -site clinic decreases the time an employee was away from their
job and eliminates the doctor visit claim. It would not cost the employees anything.
There would be limited distribution of certain types of medications, alleviating payments
to the pharmacy. A company with a doctor, nurse, physician assistant could be
contracted to man the clinic, which are all governed by the HEPA rules. The employees
would go there for incidental things. In addition, incidentals do not get reported in the
claims stream so the costs are less. Eventually, there would be availability for the
spouse and children to use the clinic. Family coverage currently was very expensive.
Preliminary numbers and data from Delray Beach that had a clinic were gathered.
Ms. Lonergan wanted clarification on what the City was looking for as far as research
from the Committee. Chair Scantlan advised to use it as another data point. Research
that had been started could be reviewed and pulled together and also look at other
sources not yet researched. Mr. Howard added that research could also be done by
contacting other cities that had not been contacted to inquire as to their experience, as
well as in other counties, the State of Florida and nationally. Ms. Lonergan advised she
would undertake this topic. In addition, Mr. Grady would take #4, City Services other
than Solid Waste and Mr. Grant would take #14, Revenues generated by other Cities.
Chair Scantlan advised he would write the Executive Summary on all the
recommendations, if he was still Chair of the Board.
7. Discussion of City Services Survey
Chair Scantlan explained how the City Services Survey was done the prior year. The
biggest problem with the survey was getting the community to participate because there
was an issue with distribution. There were different suggestions on how to get citizens
to participate. For example, the City could possibly award a gift card in a drawing or
have dinner with the Mayor. There was no budget for the survey. Survey Monkey was
utilized for the survey. Notices were distributed around the City and posted on the City
website to inform the citizens that the survey was available.
There was discussion on which questions to keep for this year's survey and which to
amend. It was suggested to focus on the four major topics assigned to the Board to
research. Other cities have transferred police protection to the Sheriff's Department. It
was suggested to query the public on their opinion of this idea. Other questions were
proposed and some were re- evaluated as to their value. There were some questions
that were viewed as duplications and possibly rewording the question could combine
two questions into one. Chair Scantlan advised he included an open -ended question
last year to determine what type of input the citizens were giving on how the City could
improve. He suggested removing this question. However, Mr. Grant suggested
keeping an open -ended question but rewording it to be more specific on suggestions for
the Financial Advisory Committee to create ideas for the City to become more fiscally
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Meeting Minutes
Financial Advisory Committee
Boynton Beach, FL December 10, 2012
responsible and run more effectively and efficiently. The remaining questions were
explained and the order was changed to reflect importance.
In prior years, the survey was announced on the City of Boynton Beach web page, the
City of Boynton Beach Police web page, by way of a marquee, distribution in City Hall
and other facilities, and other department's Facebook pages.
8. Other Business
Mr. Scantlan mentioned that in case this was his last meeting as Chair, he would like
someone to consider picking up the torch. He also commented that the Financial
Advisory Committee was a Board that does not allow a member to be an alternate
member of another Board.
The dates of upcoming Board meetings were discussed. Bi- weekly meetings would
begin after the new year. Two members announced they would be unable to attend the
February 11, 2013 meeting. Chair Scantlan suggested that thought should be given to
cancelling that meeting as there may not be a quorum.
9. Adjournment
Motion
Mr. Grant moved to adjourn the meeting. The motion was seconded by Mr. Grady and
unanimously passed. The meeting adjourned at 6:59 p.m.
&&Z� ,-
Ellie Caruso
Recording Secretary
M
ORDINANCE NO. 12 -005
3 AN ORDINANCE OF THE CITY COMMISSION OF
4 THE CITY OF BOYNTON BEACH, FLORIDA
5 AMENDING CHAPTER TWO, ARTICLE XVIII,
6 "FINANCIAL ADVISORY COMMITTEE ", SECTION 2-
7 243(b)(1) "MEMBERSHIP" BY AMENDING THE
QUALIFICATIONS FOR REGULAR MEMBERS;
9 AMENDING SECTION 2- 243(e)(2) "PRIVILEGES,
p DUTIES AND RESPONSIBILITIES" ALLOWING THE
11 COMMITTEE TO SELECT ITS CHAIR AND VICE -
12 CHAIR; PROVIDING FOR CONFLICTS,
13 SEVERABILITY, CODIFICATION AND AN
14 EFFECTIVE DATE.
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1¢ WHEREAS, the City Commission of the City of Boynton Beach, Florida
i7 established a Financial Advisory Committee consisting of nine 9 members (seven (7) regular
IS and two (2) alternate members) to review the impact of legislative and administrative
19 decisions on the City budget; and
0 WHEREAS, the Financial Advisory Committee has confirmed with the City Clerk
i that it is the only Committee or Board whose members could not elect its Chair and Vice-
2$ Chair; and
21 WHEREAS, the Financial Advisory Committee has requested that the City
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14 Commission consider an amendment allowing the Committee to elect its own Chair and
$ Vice - Chair; and
g WHEREAS, staff is also recommending an amendment to the City's Code of
Ordinances to better clarify the qualifications of regular members.
$ NOW, THEREFORE, BE IT ORDAINED BY THE CITY COMMISSION OF
THE CITY OF BOYNTON BEACH, FLORIDA, THAT:
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Q Section 1. The foregoing whereas clauses are true and correct and are now ratified
1 and confirmed by the City Commission.
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l Section 2 . That Chapter 2, Article XVIII, Financial Advisory Committee,
2 Section 2- 243(b)(1) of the Boynton Beach Code of Ordinances is hereby amended as
3 follows:
4 Sec. 2 -243. Committee appointments and membership.
5 (a) All members shall be residents of or own property in the city, own a business
6 within the city or be an officer, director or manager of a business located within the city. No
member of the Committee shall serve on any other city board or committee.
(b) (1) At least five of the regular members on the Committee shall have one of the
following qualifications:
10 a. Certified public accountant;
I 1 b. Accounting professional;
12 C. Fifl,.,,-e 01;v, ;stona!Auditing
1 B d. Certified financial planner;
14 e. Investment advisor;
5 £ Insurance professional (property /casualty or health);
16 g. Business owner /manager;
7 h. MBA or MPA degree (with high levels of accountability /responsibilities with
budget and organizational oversight).
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l� i. Bankint
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Pension Plan Management
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1 k. Financial Planning & Management
(2) The remaining four members may be at large.
11 Section 3 . That Chapter 2, Article XVIII, Financial Advisory Committee,
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Section 2- 243(e)(2) of the Boynton Beach Code of Ordinances is hereby amended as
follows:
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2 (e) Privileges, duties and responsibilities
3 (1) Privileges. Members will have voting privileges as set forth herein. Members
4 shall create and implement rules, policies and procedures necessary to carry out the
5 Financial Advisory Committee's purpose, in conformance with the provisions of the city's
6 Code of Ordinances and state law.
7 (2) The Git Coniniissioflregular members of the Financial Advisory Committee
8 shall vote to appoint a chair, who shall preside over the meetings of the Financial Advisory
9 Committee, and also vote to appoint a vice -chair who shall serve in the absence of the chair.
y o Section 4. All laws and ordinances applying to the City of Boynton Beach in
I l conflict with any provision of this ordinance are hereby repealed.
12 Section 5. Should any section or provision of this Ordinance or any portion
,43 thereof be declared by a court of competent jurisdiction to be invalid, such decision shall not
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14 affect the remainder of this Ordinance.
15 Section 6. Authority is hereby given to codify this Ordinance.
n 5 Section 7. This Ordinance shall become effective immediately.
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I FIRST READING this 6 t" day of March, 2012.
2 SECOND, FINAL READING AND PASSAGE this AO day of MAreg, 2012.
3 CITY F BOYNTON BEACH, FLORIDA
4
5
6 Mayors L. Hay
7
8
9 Vie N4ay 111• Orlove
110
12
13
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'15 Commissioq — Sfe Hol an
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, 17
'18
Commissioner — Marlene Ross
119 ATTEST:
20
j ,- t M. Prainito, MMC
Clerk
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oxpo ea
4W
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0 CITY OF BOYNTON BEACH
7 Regulars - 2 Alternates Established per Ordinance No. 10 -009
Three -year terms for Regulars Amended per Ordinance No. 12 -005
One -year terms for Alternates
2012 -13
FINANCIAL ADVISORY COMMITTEE
Professional Member Name, Address & City Zip Code Term Term Telephone E -Mail
Qualifications Appointed Expires
REGULAR MEMBERS
(11) GRADY, Jeffrey, R. 10/2/12 Jun -14 275 -8140 Jeff(o) Lead MeMedia.com
Mktg & Dev Mgr 720 N Broughton Cir (33436)
(7) GRANT, Steven 6/19/12 Jun -12 880 -5529 GrantLegalFL(a)GMail.com
Attorney 29 Beechdale Lane (33426)
Open Jun -13
(11) Scantlan, Don, Chair 6/1/10 Jun -13 433 -5711 DScan1(a).AOL.com
Director of Programs 13 Cedar Circle (33436) 340 -1061 X2223
(7) Sparrell, John P. 9/4/12 Jun -13 734 -7196 Kosmin aaComcast.net
Civil Engineer 2830 SW 5 Street (33435)
Open Jun -17
Open Jun -14
ALTERNATE MEMBERS
Open Jan -14
Open Jan -14
CITY EMPLOYEE REPRESENTATIVES
Tim Howard, Finance Director 742 -6310 HowardTabbfl.us
Lori LaVerriere, City Manager (Back -up) 742 -6013 LaVarriereL(obbfl.us
At Least 5 regular members shall have one of the following professional qualifications:
(1) Certified Public Accountant
(2) Accounting Professional
(3) Finance Professional /Auditing
(4) Certified Financial Planner
(5) Investment Advisor
(6) Insurance Professional (property /casualty or health)
(7) Business Owner /Manager
(8) MBA or MPA degree (with high levels of accountability /responsibilities with budget and organization oversight)
(9) Banking
(10) Pension Plan Management
(11) Financial Planning & Management
(12) Remaining four members may be at large
S: \Finance \Financial Advisory Committee \Committee Members\ \ Committee Members - As of 01 -1 4-2013.xls
0 CITY OF BOYNTON BEACH
Financial Advisory Committee - Potential Issues for Study and Assignment Areas
Item Issue Department Contact Area Assignment
# I Initial I Follow U
1 City Services Survey City Manager City Manager Jeff Grad
2 Capital Improvement Plan CIP Analysis Finance Budget / Public Works / Utilities
3 Debt & Debt Service Finance Finance
4 Franchise Solid Waste Services City Manager Public Works John S arrell
5 Make /Buy Other City Services City Manager TBD Jeff Grady
6 Close /Consolidate City Facilities Cit Mana er Public Works / Utilities
7 Property / Casualty Insurance Costs Cit Mana er Risk Management John S arrell
8 On -Site Health Clinic Cit Mana er Risk Management / Human Resources Terry Loner an
9 1 Pension Plans - InterCity Comparison of Benefits Finance Human Resources Steve Grant
10 Anal sis of Residential vs. Commercial Tax Base Finance Budget - County Property Appraiser
11 Business License Tax - Competitive Analysis Finance Development
12 Development Fees - Com arison to Other Cities Finance Development Terry Loner an
13 Revenue Trends & Forecasts Finance Finance
14 Revenue Streams Generated by Other Cities City Manager Finance Steve Grant
S: \Finance \Financial Advisory Committee \Work Area Topics - Assignments\ / FAC Study Topics for FY 2013 -14 Budget (12 -11 -12 Revision).xls / 1