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Home My Public Portal About05 09 14INTER - OFFICE MEMORANDUM Q TOWN OF GULF STREAM, FLORIDA OFFICE OF THE TOWN MANAGER WILLIAM H. THRASHER DATE: May 5, 2014 TO: Mayor Morgan, Commissioners and Perspective Ad Hoc Finance Committee Members. RE: Workshop In preparation for the May 9, 2014 workshop, please find accompanying this memo the following information for your review and consideration 1. Memo entitled "2014 Budget" 2. Town Manager's Draft 2015 Budget 3. An invoice from Jones & Foster for the month of March 4. A letter dated January 6, 2012 from Harvel Utility Construction, hic. If you have any questions or would like more information, please call me at your convenience. I can be reached during normal working hours at 561- 276 -5116 and at 561 -573 -8703 after hours. AD HOC FINANCE COMMITTEE WORKSHOP May 9, 2014 2014 Budget 1. - 2014 BUDGET is approximately $3.5 Million -2014 Ad Valorem tax revenue is approximately $2.74 Million plus about $795,000 from other revenue sources 2. Reserves as of 9/30/13 are about $778,000 2014 Use of Additional Tax Receipts From Millage Rate Increase 3. For 2014, the property tax millage rate was raised from 3.1 mills to 3.7 mills. The purpose of the rate increase was to pay for some capital expenditures, primarily the decorative street lights and signs, which over two years are estimated to cost about $500,000. This millage rate increase will raise ad valorem revenues by about $437,500 in 2014. Of that amount, $277,500 is designated for the improvements and $160,000 was to be used to shore up the Town's reserves. 4. The Town estimates that in 2014 it will only spend about $175,000 of the $277,500 on the street sign /lighting project with the balance of the lighting costs coming due in 2015. 5. The $160,000 designated for Reserves is not expected to materialize in 2014 due to higher than expected legal fees. The 2014 budget allocated $100,000 for legal fees but as of March 31, 2014, legal expenses have already reached $160,000. With six months left in the calendar year and more lawsuits threatened by Mr. O'Boyle, the Town will likely need to tap reserves for payment of legal bills. See attached Jones, Foster Invoice dated April 11, 2014. Expected 2015 Revenue Increase 6. Gulf Stream's taxable property values have risen 12.3% in 2014. In addition, Gulf Stream will see additional tax revenue from the newly annexed high end condominiums at 4001 N. Ocean. If the increased millage rate of 3.7 is maintained for 2015, Gulf Stream expects to receive approximately $330,000 of additional ad valorem revenue next year. See attached 2014 -2015 Draft Budget. Future Spending Uncertainties 7. LEGAL FEES- Gulf Stream is currently defending over twenty (20) lawsuits filed by two of its residents, Mr. O'Boyle or Mr. O'Hare. Two of the cases involve civil rights allegations, which are covered by insurance. Most of these cases, however, relate to the over 800 public records requests filed with the Town, which does not have insurance coverage for this type of lawsuit. In addition, our lawyers are addressing related ordinance revisions and code enforcement matters, as well as researching liability exposure for issues that have developed out of the O'Hare and O'Boyle disputes. For example, one issue was the removal of the O'Hare boat moored in a Town cove; another was the creation of a parking ordinance for Town Hall; another is for handicap access to Town Hall and another is to strengthen fines and other sanctions for Code violations. The lawsuits are just beginning to become active. For the rest of 2014 and into 2015, we expect our lawyers to engage in more extensive (and expensive) pre -trial discovery, motion practice and courtroom work. 8. EMS /FIRE- Gulf Stream's contract with Delray Beach to provide Fire and Emergency services expires on September 30, 2020; however, the contract is cancellable on relatively short notice by either party. Delray Beach is currently considering the option of terminating its own EMS /Fire service and instead contracting to receive it from Palm Beach County. If that occurs, Gulf Stream may have no alternative but to join the County's service, as well, and be subject to the County's service rate, which is based on real estate value rather than on a rate for services provided. The Town Manager estimates that Gulf Stream could see a 3.5 mill increase in property taxes if it contracts with the County to provide EMS and Fire services. 9. WATER LINE REPAIRS- Our last water line repair /replacement project occurred in 2007 at a cost of $1.65 Million. There remain three other old sections of the Town's water lines that were installed in the 1940s, 1950s or 1960s. Earl Harvell, our utility contractor in 2007, estimates that replacement of these lines will cost $7.27 Million. See attached Harvel Utility Const., Inc. Report of January 5, 2012. According to our engineering consultant, David Mathews, PE, Gulf Stream's water lines have a typical lifespan of between 50 - 75 years. This means Gulf Stream will probably face replacement of these water lines at several points over the next 15 years. Currently, we are not experiencing any serious leakage problems but a reasonable analysis suggests that within the next 5 years, some level of replacement project will be necessary. Town of Gulf Stream Draft Budget 2014 -2015 5/9/14 NOTES: GENERAL FUND 1 "Estimated" CPI April 2014 is 1.5 %. (March 2014 South All Items - 1.4 %) 2 The Proposed 2015 millage rate is 3.7000. 3 Last Year's millage rate was 3.7000. 4 Estimated 14/15 Taxable Value For Operating Purpoases: $862.OM. 5 Recommended increase in Payroll Wages: 3.0 %. (CPI + 1.5 Merit For All Employees) 6 Annual 5% Fire As Per Contract with Delray Beach 7 Rolled -back rate is (uncalcuable at this time). 8 Proposed millage rate is (Uncalcuable at this time) % higher than the rolled -back rate. 9 State estimates on revenue sharing unknown at this time. Assumptions were used. NOTES: UTILITY FUND 1 No information from Delray available at this time TOWN OF GULF STREAM General Fund PRELIM EXPENDITURES Administration and General: - Salaries - :$307,335 ACTUAL FINAL ACTUAL <.$3181781 -< DRAFT 2014 TO 2015 Benefits - - - FINAL AS BUDGET AS 143,630 - BUDGET BUDGET ............................... Postage BUDGET OF 10/1/2013 OF PROJECTED 10/1/2014 % Printing 9/30/2013 9/30/2013 9/30/2014 4/30/2014 9/3012014 9/30/2015 CHANGE REVENUE 4,500 - 2,312' -2,500 '. 739 2,0(10 - > 2,506 0.00: -. :Pmperty Taxes S. `.'. 52,264 ;629 $2,265,071 ;:$2;843;075 :$2,761,704 -. "$2,843,075 -. ' 53,182,000 1.1;92 Discount on Taxes (83,800) (78,348) (99,500) (99,210) (99,500) (110,000) 10.55 Fiocs 3,000 < 1,142 11,100 29,356 10;000: ,;41100 0.00 <. Permits 65,000 156,124 90,000 63,780 90,000 90,000 0.00 Busmcss Tax ;. 24,000 '::: 22,479 "27,000 : :18,726 27,000: ' 27,000 0.00 Telecommunication Service Tax 62,000 69,177 66,597 31,574 66,500 69,000 3.61 Franclr FPL <;;130,000 123,554> 130,000 , ?54,136 > 130,000 ; 1301000 :0,00: >. Franch. Gas - 4,000 2,339 3,000 2,156 3,000 3,000 0.00 UST - Electric > 149,000 165,753 154,000 99,564 150MY 160,000 0;00 UST - Gas 8,500 12,163 14,500 11,750 14,500 14,500 0.00 �Otber(Including Contributions) 38,000- 54,7925 15,000 - -X711 24,000' >>.16,000 - 0:00'. FL Gas Tax Refund 2,500 2,201 2,500 838 2,200 - 2,500 0.00 Rcv: Sharing (FL & Recylc): >. 18,000. 19,9032 ;.18,253 - 11,172 18,000 - < "19,000 4109 >: Half Cent Sales Tax 62,000 56,490 65,517 34,480 65,517 65,517 0.00 :County. Gas Tax: 32,100 31.089; '31,456 ::16,019 31;000 - >- ' 31;456 : :0.00 <. Payments in Lieu of Taxes (4% Water) 42,000 42,000 29,900 16,916 29,900 29,900 0.00 Solid WasteServiccs 140,000:. 132 -.147 .140,000 .66,961 ;: 14Q,OQ0 <': ....140,000 - - 0..00 Int. Income 6,000 3,907 6,000 616 4,000 4,000 (33.33) Total 52,966,929 , $3,081,983' 53,538,398 $3,121,249 $3,553,192'' $3,873;973 9.48 :FUND BALANCE 11,000 10,515 12,019 13,067 15,000 12,019 0.00:' Use of Fund Balance 0 202,590 0 0 0 0 0.00 Total 0... 2-02;590- `0 0 - u ':- 1,122;704 -'- 0.00. Total Rev. and Food Ral. 52,966,929 , $3,284,573 $3,538,398 $3,121,249 < >;53,553,192 < $3,873;973 9.48; EXPENDITURES Administration and General: - Salaries - :$307,335 $325,485' $318,781 $188,074 <.$3181781 -< $339,292 6.43' Benefits - - - - - 146,220 138,556 - 143,630 92,254 143,630 - 153,090 6.59 ............................... Postage - 3,200 4,184 -. .4,500 '21152 4,500''. 41500 : 0.00 Printing - 2,500 - - 8,403 - 4,500 2,627 - 4,500 4,500 - 0.00 Office Supplies ? 4,500 - 2,312' -2,500 '. 739 2,0(10 - > 2,506 0.00: -. Communication - - 11,500 10,123 11,500 - 5,252 11,500 - 11,500 0.00 Elect6c 8,560 5,9081 8,500 ::2,770 7,500 < -. 8;500 -. 0.(1(1:. _ . Water - - 17,500 19,589 - 20,000 10,968 19,300 - 20,000 0.00 ............... ............... Travel Per Diem:' 9,000 8,476% 9,000 ?2,340 0,600 1,000 _. (98,89). Building Maintenance 6,900 5,367 6,900 5,959 6,900 6,900 0.00 Lawn Maintenance > 16,000 12,494< 16,000 :14,419 16,000 '< ,16;000 : 0.00` Insurance 76,000 69,860 78,500 59,996 78,500 90,000 - 14.65 Legal ' 114,000 411,987 - 93,500 151,710 < -: 350,000 ''. 350,006 27433:. Engineering & Other Professional 32,000 48,490 - 42,500 21,878 - 42,500 42,500 0.00 Accounting/Audit 16,100 ` 17,450 % 15,050 12,650 15,050 : 15,050 ' 0,00' Dues & Memberships 3,500 6,518 - 3,500 3,000 3,500 3,500 0.00 Legal Advertising 4,000 8,(120. 5,000 2,0 }} 5,000 `- 5,000 2 0.00 Other 3,000 4,551 10,000 6,248 10,000 - 10,000 0.00 Town Library _ 2,000: 2,000 .2,000 21000 2,000 '' 2,060 -' 0:00 Training 4,453 3,172 - 4,453 3,892 - 4,453 4,453 - 0.00 ................ ARPB � Legal '- 5,500 1,128 ' 5,500 - 0 3,500 ' 5,500 - 0,00:. Contra - Water Fund Management Pee: (65,000) (65,000) (65,000) (37,917) (65,000) (65,000) 0.00 Capital Outlay :: 79,083 -. 22,668; 142,100 11:6,365 - 116,365 70,000 :::(50.74). Copy Macbme Lease 8,200 8,196 8,400 4,265 8,400 8,400 0.00 Operating Supplies - Computed Repair- 11,000 10,515 12,019 13,067 15,000 12,019 0.00:' Contributions 1,499 0 1,500 500 - 1,500 0.00 Total: Administration .:822,490 - 1,,090,452 .904,833 '.686,750 ;1,133,379" 1,122;704 - 24 -.08' Page 2 TOWN OF GULF STREAM General Fund PRELIM. STREETS Salaries (Less Contra) 52,637 ACTUAL FINAL ACTUAL $57,306 DRAFT 2014 TO 2015 Benefits FINAL AS BUDGET AS 29,972'5 BUDGET BUDGET Maintenance, Repairs &AtA - BUDGET OF 10/112013 OF PROJECTED 10/1/2014 0.00 Unifunps 9/30/2013 9130/2013 9/30/2014 4/30/2014 9/30/2014 9/30/2015 CHANGE POLICE 13,500 15,200 14,000 8,238 14,000 14,000 - 0.00 - Salaries ':$817;680. $839,410 $836,718 $480,732 <:$836,7Ul > :$869,760 195.: Benefits 388,758 383,708 366,163 225,389 366,163 394,703 7.79 .Communication 2 - 5;500 2,923 5,500 ' 1,242 4,1)00 > 25,500 0.00 <. Electric 3,500 2,597 3,500 1,278 3,000 3,500 0.00 Printing 400 436 500< 192 1,000 '< 500 -.. ..0;00 :: Uniforms & Equip. 7,350 5,516 7,350 3,363 6,500 7,350 0.00 Legal 0 0 900 D > 0 0.00< Travel Per Diem 4,800 4,700 4,800 1,200 4,800 500 (89.58) - Building Maintenance 2,600 2,993: _ 2,600 3,432 3,700;.. >2,600 - :0.00 Vehicle Maintenance 7,500 13,425 7,500 5,608 12,500 7,500 0.00 :Uniform Cleaning 3;300 ... 2,052' '3,300 1,252 3,30Q 3,300 < 0.00' Fuel 51,000 61,283 55,000 26,791 55,000 55,000 0.00 .Radio Contract ;< 54,30D 54;686 :`58;200 .54,610, 54,610;. 58;200 0.00 Office Supplies - Computer Repairs 4,500 4,992 4,500 4,524 5,500 4,500 0.00 Crime Prevention: : 21300 : 1,575. : 2,300 698 - 2,000 :2,300 -0.00 Capital Exp. 75,570 44,678 90,570 0 70,570 89,070 (1.66) Total Police 51,429,058 $1,424,975 $1,448,501 $811,211 $1,429,361 $1,504,283 3.85 FIRE :. Fire Contract $428,197 428,196 $389,537 227,230 389,537 $419,537 7.70 Maintenance Repair 2,750 13 1,000 :0 500. 1,000 11:011: - Toral Fire 5430,947 428,209. $390,537 .227,230 390,037.. _ <S420,537 : 7.69 STREETS Salaries (Less Contra) 52,637 $69,358 57,306 $33,246 $57,306 59,312 3.50 Benefits <.29,903 38,734': '29,972 :18,462 29,972'5 31,445 ' 4.92: Maintenance, Repairs &AtA - 40,000 14,073 - 36,150 18,081 36,150 36,150 0.00 Unifunps Soo 1, 185:< `:500 339 5002: 2500 (00: Lighting - - 13,500 15,200 14,000 8,238 14,000 14,000 - 0.00 :Con m mication >: 500` 375< Soo. 252 500`:'. <500 Supplies - 1,200 849 1,200 579 1,100 1,200 0.00 Rental and. (eases 400 > 375: 400 :0 375 ' : 400 0,00` NPDES - - - - 7,500 8,768 7,500 5,142 8,500 7,500 0.00 :Capital :: 46,$00 59,759 34.4,000: 101.,535: 175,000 : 502,900 " 46.19 Total Streets $192,640 _: $208,676` $491;528 $185,864 ::: $323,403: ` S653,907 - :33.04::. SANITATION Garbage Collection ;:140,009 :..... 132,261; '.140,000' 67,361 > 140,900. 140,000 -; 0 -.00 >� Equipment 0 0. 0 0 0 Disposal Fees ;:. 1,000., 0 Lon 0 f,00D . ; 1- -,000 : :0.00: -. Total Sanitation:? <$141,000 $132,261 $141;000 :$67,361 $141,000..2 :5141;000 2- :Q.Q0 RESERVES _ : $50,794: : <$0. $162;000 : $D $0' :: $31;542 TOTALEXPENSES $3;066,929 $3,284,573 $3,538,398 $1;978,416 $3,417,180 < $3,873;973 9.48 8uildofReserves ,- 549,206 - <so .5162;000 $1,142,833 $136,012 S' <'$0 Page 3 A m O_ R. n .+ N W N N O n tl O 6 O A O O W J UOi O O O O bO O m %y O W �P 0 IJ r- W w ti N O O � �+ n' A n O O W rt w !> O U A N T O. 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O Q• O 7 Town of Gulf Stream Water Fund Cost of Purchased Water: Meter Charge Capacity Charge Commodity Charge Total Purchased Water Operational Costs: Repairs/Parts Sampling Compliance Total Operational Capital: Administrative Expenses: Postage, Printing & Stationery Billing Software/Equipment Engineering/GIS Mapping Management Fees Contingency/Bad Debt Total Administrative Expenses Operating Transfers /Other Non - Operating Depreciation Expense Reserves Payment In Lieu of Taxes Total Operating Transfer Out/Other Total Water System Expenses Net Revenue(Loss) $110 $48 PRELIM. $110 30,000 13,178 FINAL ACTUAL 627,000 FINAL $527,000 BUDGET AS OF 279,910 BUDGET 657,110 10/1/2013 PROJECTED 10/1/2014 $50,000 9130/2014 4/30/2014 9/30/2014 913012015 REVENUES: 79,743 17,796 53,000 79,743 Water Sales Revenue $923,000 $477,982 $923,000 $925,900 Interest Income 0 $607 $525 0 Reserves 66,000 33,480 66,000 66,000 Total Water Sales Revenue $989,000 $511,462 $989,000 $991,900 EXPENSES: 65,000 2,000 0 2,000 Labor 6,025 38,662 73,525 6, 3 Salary 42,640 24,350 42,640 43,878 Benefit 25,582 15,282 25,582 26,836 Cost of Purchased Water: Meter Charge Capacity Charge Commodity Charge Total Purchased Water Operational Costs: Repairs/Parts Sampling Compliance Total Operational Capital: Administrative Expenses: Postage, Printing & Stationery Billing Software/Equipment Engineering/GIS Mapping Management Fees Contingency/Bad Debt Total Administrative Expenses Operating Transfers /Other Non - Operating Depreciation Expense Reserves Payment In Lieu of Taxes Total Operating Transfer Out/Other Total Water System Expenses Net Revenue(Loss) $110 $48 $110 $110 30,000 13,178 $30,000 30,000 627,000 266,684 $527,000 627,000 657,110 279,910 557,110 657,110 76,743 16,851 $50,000 76,743 3,000 $945 $3,000 3,000 79,743 17,796 53,000 79,743 $35,000 $35,000 $35,000 $525 $607 $525 $525 2,000 0 $1,500 2,000 6,500 135 4,500 6,500 65,000 37,920 65,000 65,000 2,000 0 2,000 2,408 6,025 38,662 73,525 6, 3 $12,000 $7,000 $12,000 $12,000 66,000 33,480 66,000 66,000 29,900 16,917 29,900 29,900 107,900 57,397 107,900 107,900 $989,000 $433,397 $894,757 $991,900 $0 $78,065 $94,243 $0 Page 6 ro N m n �? n R b x O Vwi O O w VI O O N 0 0 0 0 o n n n v - AroInZIn IQ 69 � O N O O O O- 6 G J N O O O c • tl9'i m � it QI T � � x v Tn Hf � 'a �a z oG � rn wI � W v : tJii N z G- O. 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N [4 O O rOn' O 5 'O w5 a ❑. y �, O °' a Y FL c 5 N y n � a C N a m N w O ~ F O G O p w yfD � N y G � mn m[c)O H w c. n. °n N N � H C .r_. W N W W N �O N N O_ O td N N p v N O W W W Cs7 N N N � W N W W N �O N N O_ �G�Oyy W W W Cs7 VOi N O O UI VAi N W 1r A ti m W N n N N C t O 1n o o w; 1 n1 ,�,-n o ff � VJ ��• ro w w o O In In W �o J O J F-i G O O N O J ro N O J O O O W J �D N O O Q R7 270 N.E. 16 TH STREET Town of Gulf Stream 100 Sea Road Gulf Stream, FL 33483 HARVEL UTILITY CONST., INC. DELRAY BEACH, FLORIDA 33344 Attn: William H. Thrasher Re: Inventory of the Town's water system PHONE 561276-5557 January 6, 2012 Per your request I have inventoried the Town's water mains by size and age. Most water system materials used in the Town's water system had a one hundred year life expectancy however soil conditions and changes in the Town's treated water have had a large effect on this. I have also estimated the cost to replace the existing water system by pipe size. This inventory is based on my memory and the replacement costs are estimates only based on existing piping configuration. 1,950'of 3" water main installed in the 40s, 50s and 60s, estimated cost to replace - - -- $450,000.00 7,950' of 4" water main installed in the 40s, 50s and 60s, estimated cost to replace - $1,870,000.00 150'of 4" water main installed in 2005, estimated cost to replace -------------------- - - - - -- $40,000.00 20,500'of 6" water main installed in the 40s, 50s and 60s, estimated cost to replace $4,950,000.00 1,050'of 6" water main installed in the 90s, estimated cost to replace ------------- - - - - -- $260,000.00 2,200'of 8" water main installed in the 60s, estimated cost to replace ------------- - - - - -- $540,000.00 1,250'of 12" water main installed in the 50s, estimated cost to replace ------------ - - - - -- $315,000.00 300'of 12" subaqueous water main installed in the 90s, estimated cost to replace - - - -- $150,000.00 750'of 12" water main installed in the 80s, estimated cost to replace -------------- - - - - -- $190,000.00 6,700'of 12" water main installed in 2007, estimated cost to replace ------------ - - - - -- $1,650,000.00 Yours Truly, Earl Harvel Pres. Total replacement of all water mains $10,415,000.00 Total replacement of all water mains installed before 1970 - - -- $8,125,000.00