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06-11-1991 Long Range Financial Planning Workshop MeetingMIAMI SHORES VILLAGE LONG RANGE FINANCIAL PLANNING WORKSHOP JUNE 11, 1991 The Long Range Financial Planning Workshop of the Miami Shores Village Council was held on Tuesday, June 11, 1991, at the Miami Shores Village Hall commencing at 7:30 p.m. with the following members present: Mayor Johnson Robert Cook Henry T. Courtney Herb Spahn Stephen Loffredo Also present: Gall Macdonald William F. Fann Ms. Macdonald reviewed the background and stated that the numbers presented are based on no change in operation In all departments of the Village and without the building of a new pool. Ms. Macdonald reviewed the Historical Trend of Expenditure - Actual and Forecast sheet that was presented to the Council by the Finance Director. She stated that the forecast for 1992 Includes a 1 million dollar shortfall and that the Village should only build a pool If there are trade offs such as getting revenue from tax exempt entities or turning the library over to the County in order to save 2/3 of a mill. She also suggested that the Council take a year to reflect and get Input from the residents. Mayor Johnson Introduced Miami Shores auditors, Rachlin and Cohen. Mr. Stanley L. Cohen spoke about chapter 9 bankruptcy of other cities and ways to prevent future problems. He suggested: Hiring freeze Cross train personnel Structure police department as an enterprise fund with a service charge for tax exempt entities Solid waste as an enterprise fund He strongly suggested that the Council move forward with the program suggested by the Village Manager in her report. Mr. Spahn spoke about the budgeting process and the changes In the Village, especially personnel. He asked to take on as a protect studying: How cleaning Is done throughout the Village How Air Condition units are maintained Police Department In general Telephone usage FP&L Sale of Computer Time Recreation Department and the cost effective use of facilities. Mr. Courtney stated that Mr. Spahn's study Is exactly what the Village needs and that he supports Mr. Spahn In his ideas. Mr. Loffredo stated that he likes Mr. Spahn's Idea. He stated that the big problem is that revenues are falling off on a State level. Mr. Loffredo spoke about payments on the Village's capital loan and refinancing the loan. He said the Village should hold the line to a bare minimum In the 91-92 budget year and hold spending at its present level. He also stated that the pool operation should be cut back by 1/3 and the fees should be checked on non-resident use of facilities and programs should be scaled down If the fees don't cover the costs. Ms. Macdonald explained that making a department an enterprise fund Involves treating the department as a business such that revenues should cover costs. She stated that accounting problems have prevented treating the Waste Department strictly as an enterprise fund In the past. Mr. Cohen stated that several cities have privatized their fire and police service to save revenue. Mr. Loffredo stated that the Village would lose control over the police service if it is privatized and that the Village could run Into problems If control is lost. Mr. Cohen stated that If the departments were treated as an enterprise fund then there would be no loss of control. Mr. Fann suggested not discussing getting funds from tax-exempt properties any further. He also stated that the 10 mill cap doesn't apply to bond issues If the residents want specific services. Mr. Cook spoke about budgeting In business and how it applies to the Village budgeting process. Mr. Loffredo stated that the Council should wake up the people with a symbolic act, before the residents are polled to determine their desires. Mr. Cook spoke about the construction of a new pool and maintaining taxes at their present level. He stated that the Council should focus on dollars and cents not on building a pool or not building a pool. Mayor Johnson stated that the Village must live within their means; however, he stated that he was not In favor of spiraling down services. Mr. Spahn stated that he was not in favor of symbolic cuts. PUBLIC COMMENTS: Ms. Betty Jensen spoke about the lack of Increases In property values. Mr. James Condit spoke about the expenditure of money for barricade maintenance. Mr. Courtney stated that he is looking for more direction from the auditors on specifics for long term financial planning. Mr. Cohen stated that he will meet with the Village Manager to develop a matrix of who Is to do what by when, and bring back results for Council approval. Ms. Macdonald asked If the matrix is covered by current audit fee. Mr. Cohen stated that he would not charge extra for the matrix. The meeting was adjourned at 8:58 pm. Attest: Gall Macdonald Village Clerk By: Scott W. Davis Steven Jgi'fnso Mayor