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HomeMy WebLinkAboutAgenda BORB 052517AGENDA CITY OF PALM BEACH GARDENS BUDGET OVERSIGHT REVIEW BOARD Thursday May 25, 2017 8:30 AM CITY COUNCIL CHAMBERS I. CALL TO ORDER II. PLEDGE OF ALLEGIANCE III. ADMINISTER OATH OF OFFICE TO NEW MEMBERS IV. ROLL CALL: Regular Members Mark Feldmesser Dennis Beran Mark Schulte Andrew Comiter David Middleton V. NOMINATIONS FOR CHAIR AND VICE CHAIR VI. ADDITIONS, DELETIONS, MODIFICATIONS VII. APPROVAL OF MINUTES: a. Minutes of August 18, 2016 VIII. BOARD ORIENTATION IX. REGULAR AGENDA A. ONE CENT SALES SURTAX REVIEW 1. Staff Presentation B. BUDGET REVIEW 1. Staff Presentation: FY 2018 Budget Calendar X. OLD BUSINESS XI. NEW BUSINESS XII. COMMENTS BY PUBLIC XIII. COMMENTS BY THE BOARD XIV. ADJOURNMENT Budget Oversight Review Board Orientation Session Purpose of Budget Oversight Review Board The Budget Oversight Review Board was recently created by Ordinance 5,2017,in response to the Palm beach County Ordinance 2016-032 which authorized a county-wide referendum for Local Government Infrastructure Surtax proceeds. Palm Beach County Ordinance 2016-32 mandated citizen oversight over the expenditure of the Surtax proceeds and required the City to establish a board to act as an advisory and reporting body to the City Council. In order to accomplish this requirement,the City Council dissolved the existing Budget Oversight Committee and established the Budget Oversight Review Board. The Budget Oversight Review Board is invested with the original powers of the Budget Oversight Committee with the addition of the duty to review the expenditure of the Surtax proceeds. The Budget Oversight Review Board retains the composition of five members with a quorum of three members. GENERAL REGULATIONS Meeting Schedule is once per quarter,however,meetings may be cancelled if there is insufficientbusinessfortheBoard’s consideration. Staff Liaison is Allan Owens. The Board member(s)shall advise the staff liaison if unable to attend a meeting. Absences for the following reasons are considered excused: Complying with a subpoena in any court. Documented hospitalization of one’s self, spouse, child, sibling or parent. Jury duty. Any member who is absent from three consecutive or more than 25% of regularly scheduled meetings held during any single fiscal year shall be automatically removed. Meeting Requirements Continued Automatic removal of a member shall cause a vacancy to exist in the membership of the Board. Member appointments are conducted twice per year, once in April and once in October. A quorum shall consist of 3 members for boards with 5 members. Meeting Requirements Continued All Board Members are expected to: Treat fellow Board members and members of the public with courtesy and respect. Conduct meetings in a professional manner Remember that the public expects the Board to demonstrate competence and skill to conduct a professional meeting. The Chair of the Board will ensure that applicant and public will: Address the Board with respect. Keep within the 3 minutes provided for public comment. Voting Issues All members present at a meeting must vote unless there is, or appears to be, a conflict of interest under the Code of Ethics. Voting Conflict –you may not vote on any measure which would inure to your special private gain or loss; or that of any principal by whom you have been retained; or that of any relative or business associate. Voting Conflicts Make the oral declaration of a conflict Abstain from discussion and voting File Form 8B with the City Clerk within 15 days –City Clerk will file same with the minutes from that meeting and send a copy to the PBC Commission on Ethics If you have concerns about a potential conflict of interest, please contact the City Attorney’s Office at 799-4138. Sunshine Law Florida's Sunshine Law is found at Section 286.011 of Florida Statutes. The Sunshine Law applies to both elected and appointed boards including members of the Budget Oversight Review Board. Sunshine Law The Sunshine Law applies to any gathering,whether formal or casual,of two or more members of the same board to discuss any matter on which foreseeable action will be taken by the board.No matter where the meeting occurs…. The use of the telephones,written correspondence,and e-mail are subject to the requirements of the Sunshine Law. Sunshine Law Three basic requirements to satisfy: 1.Meetings of all public boards must be open to the public. 2.Reasonable notice of the meetings must be given. 3.Minutes of the meetings must be taken. Public Records Chapter 119, Florida Statutes ***Very broad definition:all papers,letters,maps,books,tapes, photographs,films,sound recordings,made or received in connection with the transaction of official business by any agency. All correspondence and e-mail made or received by a member in connection with the business of the board is a public record. There is no “unfinished business”exception to the public records law. Public Records As a member of the Board,you receive a City email address.Emails are received directly in the City Clerk’s office and a copy is provided to all members. CITY POLICY -A copy of all correspondence or e-mail received directly by a board member should be forwarded immediately to the City Clerk.All correspondence and e-mail made or received by a board member in connection with the business of the board are public records. Public Records If you receive a request for a public record you should immediately forward that request to the City Clerk’s Office. Ethics and Financial Disclosure Fla. Stat. Chapter 112, the Code of Ethics for Public Officers and Employees applies to members of advisory bodies. Additionally, the City Council established a conflict of interest policy in Resolution 55, 1995. Palm Beach County Ethics Ordinance New appointees must complete PBC Ethics Training Ethics Training must be retaken every two years Any Questions? If you have any questions, please contact: Patricia Snider,City Clerk 561-799-4122 or psnider@pbgfl.com *Max Lohman,City Attorney,Abigail Jorandby,Asst.City Attorney,or Barbara Chabre,Legal Assistant 561-799-4138 or bchabre@pbgfl.com Palm Beach Garden’s Infrastructure One-Cent Sales Tax Proposal 5 Year Maintenance, Repairs & Operations (MRO) Program includes, but not limited to: •Stormwater Infrastructure Maintenance •Roof Replacement/Re-coating •Road Paving Program (Gas Tax) •Bridge Repairs (Gas Tax) •Parking Lot Resurfacing •Playground/Playground Resurfacing Program •Canal Bank Maintenance •Basketball/Tennis Court Resurfacing •Multipurpose Field Drainage Improvements Citizen Survey Data from the 2015 PBG Resident Opinion survey and the A1A Build America Summit Public Opinion survey finds that: AIA Build America Summit Survey: •94% say that having well-maintained public buildings are important to the future of their community. •82% consider public buildings part of their community’s infrastructure. •7 in 10 want their public buildings renovated. •87% agree that community engagement is stronger when public buildings are well maintained. 2015 PBG Resident Opinion Survey: •13% of residents would like to see improvements to the police and fire departments, up 7 percentage points from 2006 •9 in 10 residents say that parks and recreation services the City provides are vital to the community, up 5 percentage points from 2006 •79% of residents favor more green space bought with their local tax dollars, up 8 percentage points from 2006. •13% of residents state the top reason for living in Palm Beach Gardens is recreational opportunities, with 5% stating it is the number one reason for living in Palm Beach Gardens. Proposed Plan Approach •Staff reviewed current and long-term infrastructure needs. •The analysis included input from: •Senior Staff •Consulting firm hired to develop a long-term space needs study •Current budget •Long-term Capital Improvement Plan •Resident’s Opinion Survey Proposed Projects •District Park –Land Acquisition & Phase I Development •Baseball Complex Expansion •Police Renovations/Expansion •Fire Administration/City Hall Renovations/Expansion •New Operations Center •Public Services & Public Works (Fleet/Sanitation) into one location NEW Plaza Stage NEW GreenMarket Pavilion GreenMarket Baseball Soccer Phase 1 Improvements •Proposed Baseball Complex Expansion •Proposed Police Renovations/Expansions DNA Lab Addition Crime Scene Investigation Lab Expansion Investigations & Detectives Expansion •Proposed Fire Administration/City Hall Renovations/Expansions Proposed Conceptual Design with Current Soccer Fields PBG OPERATIONS CENTER STAGE CANOPY EXAMPLE Proposed Conceptual Design with New Baseball Fields PBG OPERATIONS CENTER New Operations Center Land Improvement Project District Park –Land Purchase & Phase I Development $11,200,000 Baseball Complex Expansion $2,500,000 City Hall Renovations/Expansion $7,020,000 PD Renovations $2,098,305 FS1 Renovations $100,000 Operations Center $6,697,230 Sub-Total $29,615,535 Tennis Center (Funded through the selling of the Public Services building)$3,500,000 QUESTIONS City of Palm Beach Gardens Budget Oversight Review Board May 25, 2017 Introductions City Staff •Allan Owens, CPA, CGFO-Finance Administrator •Mary Anderson-Pickle, CGFO-Deputy Finance Administrator FY 2018 Budget Calendar •4/4/17 Distribute budget package •4/4/17-5/5/17 Budgets prepared and submitted to Finance; preparation of preliminary revenue budget •5/5/17-5/26/17 Review of department budgets •5/29/17-6/30/17 Balance and prepare draft of budget document •6/30/17-7/3/17 Finalize budget document after receipt of certified property tax roll from County; distribute link to the line- item detail budget to Council and Budget Oversight Board (BORB) •7/13/17 Set tentative maximum millage •8/24/17 BORB finalize their report to Council •9/7/17 & 9/25/17 Two required public hearings Staff Contact Information •Allan Owens 561-799-4163 aowens@pbgfl.com •Mary Anderson-Pickle 561-799-4164 manderson@pbgfl.com Current and historical financial documents (budgets, annual audits, and quarterly financial reports) can be found on the Finance Page of the City’s website: www.pbgfl.com