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2023-07-20 Budget Workshop Minutes1 BUDGET WORKSHOP MINUTES JULY 20, 2023 6:00 PM 9900 BUILDING 1) CALL TO ORDER Mayor Burch called the workshop to order at 6:06 PM. 2) MOMENT OF SILENCE / PLEDGE OF ALLEGIANCE 3) ROLL CALL PRESENT: Councilmember Jerome Charles Councilmember Sandra Harris Councilmember Daniel Marinberg Vice Mayor Jesse Valinsky Mayor George Burch ALSO PRESENT: Village Clerk Ysabely Rodriguez Village Manager Esmond Scott Village Attorney Sarah Johnston 4) PUBLIC COMMENTS Patrizia Bonaduce, Historic Preservation Board Chair, spoke about the upcoming centennial celebration of Historic homes, starting in January 2024. John Bachay, Historic Preservation Board Vice Chair, asked the Village Council to allocate $10,000 for the aforementioned historic preservation events. 2 5) FY 2023-2024 BUDGET WORKSHOP PRESENTATION (STAFF: VILLAGE MANAGER) The Village Manager, Mr. Esmond Scott, provided information and highlights from his budget message. A. REVENUES Mr. Scott reviewed the Village's revenue projections and responded to Village Council questions. B. EXPENDITURES BY DEPARTMENTS Mr. Scott reviewed individual departmental budgets and answered questions posed by the Village Council. Councilmember Marinberg spoke in favor of the departmental budget reductions and the increase in contingency funds. Responding to Councilmember Marinberg, Ms. Hugdahl indicated the Village did not provide a cost of living adjustment (COLA) during the last economic downturn. Councilmember Harris thanked the Village Manager and staff for meeting with individual Councilmembers regarding the proposed budget. Councilmember Harris further expressed support of providing staff with a COLA. Mr. Scott stated COLA has not been included in the proposed budget. Responding to Vice Mayor Valinsky’s question, Mr. Scott indicated he’s seeking consensus from the Village Council regarding a specific COLA percentage or range. Vice Mayor Valinsky asked staff to clarify the standard COLA percentage awarded to employees in the past. Ms. Holly Hugdahl, Finance Director, clarified 3.0% has been the standard, which equates to approximately $150,000. Responding to Mayor Burch’s inquiry, Ms. Hugdahl indicated COLA would be deducted from the contingency funds. Councilmember Marinberg proposed a 3.5% COLA. Vice Mayor Valinsky spoke in favor of 4.0% COLA. Councilmember Charles proposed a 3.0-4.5% COLA range. Understanding the current job market conditions and in recognition of staff efforts, there was consensus amongst the Village Council to include a 3.5-4.0% COLA. Vice Mayor Valinsky spoke in favor of saving the remaining contingency funds to help offset impending costs associated with Village priorities. C. CAPITAL PROJECTS FUND Mayor Burch indicated the Capital Improvement Project (CIP) budget is not adequate as it does not take into account infrastructure upgrades, such as the Community Center, Bayfront Park Seawall etc... Councilmember Harris would like to take into account septic to sewer conversion as a priority when earmarking contingency funds. 3 Responding to Mayor Burch, Ms. Hugdahl indicated the Village carries liability insurance pertaining to the Bayfront Park Seawall. The Village Council briefly discussed the significance of the Country Club as a Village asset and further discussed future maintenance costs. The Village Council further discussed CITT Transportation and Transit funds. Ms. Hugdahl expressed the importance of earmarking such funds for a specific purpose in the near future to avoid losing the funds. Mr. Scott indicated the proposed budget beckons decisions on the following items: - Contingency Fund - COLA percentage - The 9900 Building - The Miami Shores Golf and Country Club contract - The surplus in Transit portion of the CITT Fund - Economic Development Initiative to Enhance Business Engagement - Septic to Sewer set aside for future grant match - Community Center set aside for future grant match Deputy Village Manager Tanya Wilson spoke about the Village allocating $25,000 for an economic development initiative to enhance business engagement, specifically relating to technical and grant assistance. Councilmembers Harris and Marinberg expressed support. Mayor Burch spoke about the importance of setting aside funding for septic to sewer conversion. Councilmember Charles indicated the importance of prioritizing the master stormwater and sewer plans. Responding to questions regarding limitations on the use of the $8 million in reserves, Ms. Hugdahl indicated best practices is to set aside 3.5 months of operating expenses and $3.5 million for hurricane/disaster recovery related costs, totaling $7 million. Ms. Hugdahl indicated committing said funds would not be deemed as a restriction. 7) ADJOURNMENT There being no further discussion amongst the Village Council, the workshop adjourned at 7:56 PM.