Commission Meeting Draft Minutes
Draft Minutes of the July 22, 2020 10:00 a.m.
Commission Workshop Meeting
This workshop meeting of the Lady Lake Town Commission was held in the Commission Chambers at Lady Lake Town Hall, 409 Fennell Blvd., Lady Lake, Florida with Mayor Pro Tem Ruth Kussard presiding. The meeting convened at 10 a.m.
A. Call to Order
Mayor Pro Tem Ruth Kussard
B. Roll Call
|YES via Teleconference
Kris Kollgaard, Town Manager; Pamela Winegardner, Finance Director; Chief Rob Tempesta and Deputy Chief Jason Brough, Police Department; Thad Carroll, Growth Management Director; C.T. Eagle, Public Works Director; Mike Burske, Parks and Recreation Director; John Pearl, IT Director; Maureen Gochee, Human Resource Director; Marsha Brinson, Library Director; Debbie Rodriguez, Accounting Specialist; Dawn Woods, Accounting Clerk; Becky Hewitt, Accounting Clerk; Ted Williams, Street Maintenance Supervisor; Butch Goodman, Utilities Supervisor; and Nancy Slaton, Deputy Town Clerk
C. Public Comment
D. New Business
Finance Director Pam Winegardner asked if the Commissioners wanted her to review the transmittal letter included with the budget books. She read it into the record its entirety at Commissioner Hannan’s request.
Commissioner Vincent questioned why the budget includes a three percent across the board cost of living raise when the wage study said differently.
Mayor Richards stated the cost of living is published in Atlanta each year. He pointed out that these figures vary each year and are estimated for the future budget.
Ms. Winegardner agreed that the cost of living adjustment (COLA) is figured from a month of last year to a month of this year. She stated the figure cannot be predicted in the future such as the beginning of the fiscal year in October. Other items such as increases in health and dental insurance are considered when figuring a cost of living adjustment for the employees. Ms. Winegardner reminded the Commissioners that not everyone would be affected by the recommendations in the pay study.
Commissioner Vincent asked for something in writing that shows the cost of living is 3%.
Ms. Kollgaard asked that the Commissioners vote on whether they want to include the COLA at 3% today in the budget or possibly readjust it in October. She noted that there is no merit increase included in the budget and the cost of living adjustment will prevent the employees from bringing home a lot less since the health and dental insurance costs increased. She stated the Town’s budget must be sent to the state and the county.
Ms. Winegardner agreed that the current cost of living is an estimate. She reiterated that the budget must be sent in a timely manner to Lake County and the Department of Revenue or the Town will be penalized.
After further discussion, Mayor Pro Tem Kussard asked for a vote.
It was the consensus of the Commission to keep the cost of living increase to wages in the budget at 3% for employees by a vote of 4 to 1 (Vincent).
Ms. Winegardner stated the proposed budget for Fiscal Year 2021 is based on the millage rate of 3.3962 with a total budget of $18,803,656. She stated it is balanced with the General Fund revenue and expenditures at $12,661,661; Special Revenue at $1,375,200; and Utility Fund at $4,766,795.
Ms. Winegardner then reviewed budget summary information for capital improvements and equipment from the General fund, the Special Revenue fund, and the Utilities fund.
Commissioner Hannan asked if the Town receives a copy of the Chamber budget.
Ms. Fraley of the Chamber of Commerce replied that they send their profit and loss statement to the Town Manager each year.
Ms. Kollgaard agreed that this is done, and the Commissioners are sent a copy.
Commissioner Holden stated he suggested at the last meeting that the $10,000 the Town budgets for donation to the Chamber be switched to assist the Lady Lake Cemetery instead.
Ms. Fraley stated that membership is down in the past few months, possibly due to the Covid-19, and she believes this funding is needed and is appreciated.
Mayor Pro Tem Kussard stated she would prefer that the Town keep funding the $10,000 to the Chamber rather than the cemetery.
Mayor Richards stated the Chamber acts as a welcome center for the Town and he is in favor of the continued funding of $10,000 for providing this service.
Commissioner Hannan and Commissioner Vincent were also in favor of continued funding for the Chamber rather than the cemetery.
Ms. Winegardner continued reviewing revenues.
Commissioner Vincent asked if the garbage collection fee is increasing.
Ms. Winegardner replied that it is not, and she explained how the rate is set .
Commissioner Vincent stated the Town should consider looking at joining the State of Florida pension fund for non-salaried employees. He suggested putting together a committee to look into this so that it could be included in the budget in case professional advice is needed.
Mayor Richards stated that it costs quite a bit to fund employees for the Florida State Retirement Plan; perhaps as much as 18% to 20% of payroll, and it will only go up each year, not down.
After further discussion, Mayor Pro Tem Kussard asked that this discussion be considered at a regular Commission meeting so that the budget workshop can continue.
Ms. Winegardner reviewed expected revenues and matching expenditures. She also reviewed the expected decreases in revenue for the next fiscal year; some as the result of the economy at this time.
Ms. Kollgaard noted that the budget is based on these estimated decreases in revenues.
Mayor Pro Tem Kussard and the Commissioners agreed that Ms. Winegardner would continue to review the budget by department and any questions would be entertained accordingly.
1. Fiscal Year 2020—2021 Budget — General Fund Overview
Ms. Winegardner noted that the overall increase in the Clerk’s budget was because Ms. Kollgaard is stepping back down into the Town Clerk position and her salary as Town Clerk will come from this budget rather than the Town Manager’s budget.
Commissioner Vincent stated he would like to have a breakdown of staff and salaries included under the category of personal services for each department in the future.
Ms. Kollgaard stated this budget is based on how many Commissioners’ terms expire each year. During the year when two terms expire, $5,000 is budgeted, and when three terms expire, the budget increases to $8,000. She stated since it appears no election will be needed this year, the Commission can choose to reallocate these funds.
Human Resource/Risk Management
Ms. Kollgaard noted the large decrease in expenses in this department was because there was $50,000 included in the budget last year for the compensation study and it was taken out this year.
Information Technology (I.T.)
Mayor Richards noted that there appears to be no funds included in this budget to purchase new police vehicles as per the plan. He asked if it will affect the operating budget down the road.
Ms. Kollgaard stated she spoke with the Chief, and with the decreases in revenue expected this year, they have not included new vehicles in the budget this year since they have kept up with it in the past. She stated they expect to include five new vehicles in next year’s budget.
Police Department — Villages Detail
Parks and Recreation
Public Works — Administration
OGS — Facilities Maintenance
OGS — Motor Pool
Public Works — Road and Street Maintenance
OGS — Town Hall
Villages Fire Protection District
2. Fiscal Year 2019-2020 Budget — Special Revenue and Utility Fund
Special Revenue Fund
Solid Waste Utility
Ms. Kollgaard thanked the Finance Department staff, the Department Heads and employees for their hard work in cutting this budget to the bare bones for needs versus wants.
Mayor Pro Tem Kussard also thanked staff for their work on the budget.
Mayor Pro Tem Kussard announced she will be bringing up the need to have a workshop to review the compensation study at the next Commission meeting.
Ms. Winegardner asked the Commissioners for their input on the millage rate.
After discussion, it was the consensus of the Commissioners to keep the millage rate at the same rate of 3.3962 as last year with the presentation of this balanced budget.
Commissioner Holden asked when and where funds will come from for development of the 11 acres purchased for a park on Old Dixie Highway.
Ms. Kollgaard stated that usually the capital asset fund is used for that type of project.
Ms. Winegardner stated the amount available is noted on the monthly financial report and the June report was just sent out today, and it shows a balance of $3.7 million.
Commissioner Holden questioned the 15% estimated cost for an engineering report for a new Growth Management building. He stated the American Legion and Fruitland Park pay 9% for engineering fees.
There being no further business, the meeting was adjourned at 11:19 a.m.
s/ Kristen Kollgaard, Town Clerk
s/ Ruth Kussard, Mayor Pro Tem
Minutes transcribed by Nancy Slaton, Deputy Town Clerk