Village Council - Regular Meeting

this meeting to order. Vice Mayor Cantor, can you lead us in the next?

Yes.

If we could bow our heads, please, in a moment of silence. Everyone, please rise for the Pledge of Allegiance.

Madam Clerk, roll call.

Council Member Burch. Present. Council Member Devaney.

Present.

I see you, but I don't hear you.

Present.

Perfect. Council Member Walensky.

Here.

Vice Mayor Cantor.

Present.

Mayor Charles.

Here. This is a public hearing. All right. Public comment. Public comment. Not hearing. I didn't get that. It's just the public, yeah. At this point in time in the meeting, it's open to the public to speak for three minutes at a time. When you come up to the podium, please address yourself, your name and address. Is there any public comment at this time? Is there any e-comment at this time?

Hi, my name is Christine Gay. My address is 9957 Northeast 4th Avenue Road. I'm here on behalf of the library. I'm the current president of the library board. And I would like to request that a new roof for the library be considered in this year's budget. As some of you may know, we have a very old roof. We have frequent leaks. that are damaging library property we recently lost a computer due to leaks from the roof um correct michelle yeah we have a lot of humidity issues in the library due to various issues but including leaks from our roof and we also currently have a rat problem due to holes in the roof and i know that the village has been working diligently on these issues and trying to repair them and patch them. But we really very much need a new roof. So I know that it's I'm sure that it's a big expense. And I know that the village has looked into and perhaps applied for a grant for us to get a new roof for which we're very appreciative. I don't personally have any insight onto the timing for when that would come through or when the roof would ultimately be completed. But it does seem like we are having increasingly frequent issues. So I would just like to bring it to your attention and ask that it be considered in the budget. Thank you.

Madam Clerk, are there any e-comments? No, sir. Thank you. At this point in time, presentation?

Yes. Next item is the pre-budget discussion presented by Esmond K. Scott, Village Manager, including budget timelines, fiscal year 2027 priorities, capital improvement plan, council, and staff.

Thank you so much, Madam Clerk. Mr. Mayor and members of the council, thank you so much for this pre-budget workshop. And I also thank our department directors and the folks from the library board were here. Thank you and welcome. The pre-budget workshop is something we always do prior to the kickoff of the budget season, or we say the official start of the budget season. We have already started in concept on certain things, but of course, for a budget to happen, we have to get the input of a mayor and council, and to be able to incorporate that into whatever budget processes we have going forward and just so our total budget which will be presented and heard at budget workshop and so Today we're going to be taking a very high view of this pre-budget workshop, just tell you a little bit about the climate within which we are operating, and to, more than anything else, seek your input into this as we go forward. So we're going to be looking at this from four different standpoints. We're going to be looking at the objective of a pre-budget workshop. We're going to be looking at the budget process and timeline, because it's very, very tight. And so we need to understand it in terms of how it happens and the key factors that are driving the upcoming budget, the climates in which we're in. And of course, we'll say the best for last in your priorities and the discussions that you will have with us.

So if we go forward, what's the objective of a pre-budget workshop?

It's understanding the governmental budget process. And while I say that, most of you are at least one year rehearsed in these matters, some much more than that, so you understand the governmental budget process. From this, from my chair, what we like to do is that we know that there are certain T's that need to be crossed and certain I's that need to be dotted. But the governmental process involves a key part, which is the input that we'll have from from the public as they try to understand the deliberate intent of us as we go forward through the budget. The budgeting timelines are very essential. What do you do about your ad valorem taxes when they come in? June 1st, we'll have a good feel for what those ad valorem taxes are going to be for this year. We also have to look at what are we doing about our millage rate and when it is that we do it. So we treat this as an opportunity to also share that kind of information with everyone. In fact, I'll say that it was out of this process that the Citizens Academy was born, having gone through this. And we see one stellar student from the Citizens Academy here. Thank you for coming with that. Knowledge sharing is always important. And I'm probably a little bit ahead of myself. This is where we thought that maybe if we could just talk to the residents, speak to those who want to be a part of how this process is and just sharing that kind of knowledge is key. Because it's not just knowledge about the budget process itself, but it's knowledge about what is happening out there that will probably change the way we see budget and how we do budget from year to year. So public engagement is key. Discussing strategic goals are also important. How do we go ahead? Is it the library roof? Or is it going to be septic to sewer? or it's going to be a library roof, or it's going to be the police roof, or it's going to be a village hall roof, or it's going to be this. I'm only sorry you brought up library roof, so that's the closest thing to my... And then, of course, the priorities and the consensus from the council is key. This, in my chair, one of the measures that a city manager has is to present a balanced budget each year. And, of course, it's not just done just from my standpoint as management, also from this day. So it's our budget, but it will always follow me if it doesn't go well. If we go forward. So here's the budget process and timeline. We're having a pre-budget workshop today, April 21st. Come tomorrow. I think it's at 10.30 or 11 o'clock. We have a kickoff, which I'll call the official budget kickoff for staff. This is where we get it, and we said this is what we're going to do. This is where we get into it, and I'll say you heard what the mayor and council said. This is where we get in, and the things that we have probably just thrown away before, thrown around before, rather, now starts to take form. that's that's April 22nd tomorrow then we just put like the village council meetings in there so you get a feel for what's happening I could have put in other meetings that are going on the Florida City and County Managers Association the Florida government financial meetings there are many other things happening in here but these are the key things in the budget period so we're showing uh... independence day observed in the village you know it's really july fourth happy two hundred and fiftieth america uh... there there's uh... the budget books to be presented to me and council all right now this is where it's key we can afford to miss this this is what we strive for to get the budget books of the mayor and council on july tenth and then we'll start approximately one week later starting to have the individual meetings of the mayor and council Of course it doesn't mean that it's one week to study that book. It's not that. It's one week to look over the book and then we'll have an opportunity to meet with each and every council member so we can go through this process for as long as needs be. So this is not a one-shot deal. August we have no meetings, but of course we are open every single day if someone wants to meet on the budget. And then we have July 20th where we have the budget workshop. The millage rate is adopted July 21. And then there are no village council meetings in August. And then there are two budget meetings in September. But of course, you'll see that they have no dates attached to them. It's only because we have to wait on the school board to know when they're meeting. There are other factors determined in this. So as soon as we get those dates, we're able to determine when the first and second meetings are going to be on the budget. So what are the key factors driving this budget period? OK. What is happening in Tallahassee? And if that could be a question, that could be a statement, because we really don't know what is happening in Tallahassee. We spoke to a lobbyist last week and last Friday, and everything is at a pause. Nothing is moving forward yet. There is a lot of conjecturing. Well, to what degree is property tax is going to be touched, if at all, this year? And if not this year, when that is going to be touched? So that is ongoing. The second piece is we have a bargaining unit contract negotiation. That means really the police contract that needs to be discussed in this coming year. We have those ARPA projects. If you can remember, we got 5.29. Ms. Keeley always looks at me, and maybe that's going to be corrected. Is it 5.29? 5.189. 5.189. Okay, I'll throw in the rest. In fact, we'll throw in the rest by investing those dollars and getting a nice princely interest, some interest. So those projects must be delivered, must be expensed, must be paid for by December 31st. We have a lot of those. And so our thing is never to leave a dollar on the table. So there are a lot of projects that Public Works has. Some are in other, very few are in other areas, but largely in Public Works. We must deliver on all those projects. So it makes no sense now. based upon that and based upon other projects where, if you can remember from last fiscal year, we took dollars out of fund balance so we could do some additional projects. Their plate is full, and the intention is that we will not have as much capital projects as we had last year. Last year was just a bumper year. Things just needed to be done. They had not been done, and so we embarked on those. But to add More projects to next year would be suicidal. It would be setting us up for defeat. So we meet regularly. Delroy and Jorge are at the helm of this. They're hoping to have a replacement for Frank, who recently retired. And there are projects that we need to deliver on for the ARPA. So as a result of that, you won't expect to see that. So from the standpoint of what's being spent, it will be less than last year. Then there's a Gulf and Country Club operations, which is going to be different. It's going to change. It's a new operation. We're going to be hearing the second reading of an ordinance tonight about setting up an enterprise fund, and we're moving ahead with negotiations. I was hoping that I could have said something more on this today, but yes, Kevin, since we had the meeting today, we did receive something back, but we have not had the opportunity to look at it yet. I have tasked, I've said this a long time ago, that's one of the things that we just throw out prior to tonight is that we're going to look at the possibility of doing 10% budget cuts across different departments. I just think it's kind of prudent for us to reexamine ourselves and the time is now. I know that we don't have a lot of fat. in our budget, but we're going to look at it and say, well, what is it that we could do and what we could not do without, or to look at how we are operating and to see how best we can operate much leaner. So each department is tasked with that, including my office, by the way. We're going to be revisiting fee schedules. It's a word where I'm not going to say we're increasing fees. We're going to revisit fee schedules because I think when you look at the fees that we charge, they should at least be cost neutral to the effort that goes in it. It's upside down. We have made some adjustments in recent years, but there's some that largely remain untouched. And so we'll be looking at those. I have no qualms in saying if we look at our film permits, we're probably just giving this place away. If someone wants to film something in Miami Shores Village, then their intention is to film something in Miami Shores Village. So what does it cost? So those are some of the things that we need to look at. Then there's a parks master plan. And there are two things, two big things coming out of the parks master plan. The 9900 building is in the inventory of recreational items that they're looking at. But at the same time, even as recent as this week, There was an offer made for that building, to buy that building. This is $1.8 million. That's a recent offer. Now, what do we do about that? Well, a decision needs to be made. what do we plan to do and maybe a little bit i mean just by a few hours the cart is before the horse because in a few um at 6 30 we'll be hearing from framework who who are the folks doing the pa the parks master plan who will come to tell us about what their intentions what their proposed intentions are for the 9900 building um and then we'll have to make a decision how we proceed Do we, may that be a part of, what is it that we actually do with a 99-meter building? Are we going to keep it, maintain it for part of those recreational inventory, or do we sell it? If we sell it, if we keep it for the recreational, as part of recreational inventory, then that part is easy. If we decide to sell it, then there are several steps that we need to take. And in taking those steps that lead to a referendum, in doing that, there are certain timelines that we have to follow. So as a result of that, there needs to be a timeline that we follow in making a decision so that it can get to the electorate. And of course, another one of those is a community center. What do we do there? Are we going to keep the community center that has remained as it has always been in its archaic state? Or are we going to somehow think about the possibilities of having a community center that's modern, one that affords gymnasts not to run across a hallway to do their routine? Are we going to probably build some facilities inside where basketball can now become an indoor sports? Go Knicks. And what it is that we're going to do there. And so those decisions need to be made because this is another of those items that will have to go on a referendum. So in short, and I hope that was very short, Mr. Mayor, that is it. I want to turn this over to you. to the council, and I gather my pen and my notebook to make some notes. Thank you so very much. Thank you. And to everyone else.

Council comments? Who wants to start?

Okay. I guess I will, through the chair. Just a couple concerns I guess when it comes to making cuts in regards to anticipation of state regulation or requirements where I would just be concerned and I don't want to make big cuts and then the state comes and say now make big cuts you know after if we just made cuts so I don't want to get ahead of

that in that regard so let's try to you know it's it's an and thank you thank you sir it's it's just an exercise that we're doing to see whether or not because you know oftentimes when we think about making cuts you know we think about the revenues that we have and how we're handling our expenses but sometimes I really want to look at how it is that we're handling our expenses and to see whether or not There isn't a room there. You know, just reexamining that. But it's well taken. Well said. Thank you.

Also, Jesse, as far as the meeting that I went to for when the HJRs were in play, one of the exercises, the CEO, or he's stepping down, but Carlos at Jackson Health was actually a little bit even stricter. He was doing it with 20%. So it's countywide. I mean, Tallahassee is saying one thing, just prudent to look into this. The other one with it is, one is the vote, but then there's also consideration for, we have Save Our Homes, we have Homestead. One of the talks is also increasing that, too, and the number that's being kicked around for that, for the Homestead of People, will be a $150,000 deduction instead of the $50,000. So either way, whichever one, whether it happens this legislative session or the next, it's just talk and tell us. The other thing that came to my forefront, the state of Florida spends or has a committee that forms once every 20 years. They're supposed to meet in 2027. So it's kind of, I think they might have tapped the brakes, like realizing they have a committee that forms to look at all taxing in the state of Florida. Why would you have the public vote on it before the committee meets?

and also through the chair. If I may add something else. It's really about an assessment of revenue and expenses. It really is. For example, for the longest time we have had a contract with an entity who comes here and picks up paper, takes it away, shreds it, and we pay them a monthly fee. So we bought a shredder. Yeah, and that contract doesn't exist anymore.

Fantastic. The other thing I was going to say is I appreciate having like a target of 10% that we want to cut, but I don't know. I'm not so long across the board. I think maybe there might be some areas where we can cut more than 10%. There might be some areas where we can't. I don't know. I would not want to be so rigid. I would give you that flexibility.

I appreciate the flexibility. And I know the department directors. Thank you.

And one last thing is something that's been on my mind that I would like to see this time around is if we could maybe get some kind of a better understanding of the bank accounts and the mechanics going on with all that. We get a lot of questions about reserves and our emergency funds. And the budget deals with money that is moving, and not all our money is moving. And so some of that gets lost in the discussion. Just so we're able to have those discussions when they come up and we're asked those questions. That's really all I got for now. Thank you.

Thank you, sir.

Thank you.

I was just going to say, you know, since we're very early on in this process, I definitely agree with what you said, Jesse. I think, though, more so than anything, it's a great exercise in prioritization more than an actual selected amount. So I think that... Sometimes it helps us kind of see where everything falls in the queue as far as a reshuffle or doing things a little bit differently. So I am excited to see just kind of what it is that each department maybe feels like they need least compared to the things that we need to bolster. Or how they can be improved.

more refined in their expenses. Correct.

The only thing I was going to ask for at this current moment is, I think as we have had many conversations, the sustainability and resiliency committee has been on the move. trying to do some really big things right now, and I think setting aside a little bit of money to allow us to do some more promotional engagement, presentation-based learning for the community so that as we roll out some of these initiatives, people are able to attend and be engaged and know actually what they're participating in. So that was one thing that I wanted to factor in this year. And... I'm not sure at this time that it's really necessary with any of the other committees, but I think it's something maybe we should look at overall just to make sure that whatever our priority is for the committee, that it's able to fulfill the duties and responsibilities and also innovatively push that committee, if it is a committee that sits in perpetuity, to do its best work. So I think that's something we should take a look at. That was all I had for right now.

Thank you.

Thank you.

I would hope. Esmond, like I asked you the other day what we have in our asphalt fund and the answer was that we don't have that. We voted as a group to have a traffic study and that hasn't begun. We have so many, none of which is your fault, we have so many infrastructure projects that have been delayed prior to you ever being here. We certainly can't do all of them. But I think it would be helpful if we had a list to look at it, what those are, where we could begin to put some type of order to that list on what's the most important. As you and I discussed, we're sitting with a seawall with a fence in front of it. What are we going to do with the rest of that so we can open it back up for the public? Well, that's going to cost money. And should that be the priority, or should building our triangle, as Angie calls it, should that be our priority? Maybe if we had a list of projects that we could begin to hang a, you know. Okay. Okay?

Yes, definitely.

Does Councilman Devaney want to speak now before her?

I see him unmuting his microphone.

I would just like to, I guess, revisit the ARPA funding and how we're encumbering all of our funds and using them this year. And are our capital improvement projects going to be funded for the following years by different sources?

Usually your – well, let me address the ARPA funds first. Those are dollars that have already been encumbered for these different – for set projects. So they've been encumbered for set projects, and those projects have to be completed by December 31st. It's a constant conversation that we have in terms of when it is that they're going to be done. Not if, but when it's going to be done. So that's it. As I had said before, when it comes to the other capital improvement projects, last year we had a combination of different revenue sources that... that met with a very aggressive capital improvement project budget. We are not going to be that aggressive this year because we don't want to set up ourselves for failure. So what we will do is prioritize, definitely, but more so, more than anything else, just finish what's on our plate.

Thank you. Yes. This is my turn.

I don't know if... We've come to an end of the meeting and he's finished.

Thank you.

Thank you. I'll take a different approach. I'll go up to 32,000 feet since in 2032 we're going to be 100 years old. And now we have a parks master plan. We're taking over the golf course business. If the public doesn't know, the golf course needs to be renovated. The good news for that, when we get through finances, we should be able to borrow money through a revenue fund as opposed to a geo bond to cover it. but since we're going through the master plan and the 99 buildings on here the community centers on here from looking at other communities I think we should really focus on how what because of we've heard tonight government moves slow what do we want to look like in 2032 this budget season for 26 27 should set the tone for it back timing something for instance with the 9900 building if it did because of the Charter have to go to vote we have to start back timing to probably July because there has to be there has to be a ballot and it has to be a special election even though we have a special election for the general election for the council but we'll also have to do a special election if we're putting something else on there a discussion about what that looks like it's not The last time we tried this, if there's a ballot referendum and it's a single item, we already know the appetite for the community. I don't think the community's changed that much since then. So during this budget season, I would appreciate if everybody participated and then start talking about what we can. And realistically, I think on the Parks Master Plan, the village will have to borrow money. And it also ties back to Tallahassee. In one sense, they're saying, They're going to do something with ad valorem. We're going to have to figure out how we can borrow money if they're taking away ad valorem. So there's a bunch of moving parts to this. It's not as easy as let's just do. But I think the bigger ones we should do. And I think we should look as a community, what does it look like in six years? I think during this during the process of going through this budget will be the day-to-day that we have been dealing with and We'll look as a council. I think we'll look forward to what that should look like in six years It's pretty much the pre budget pre budget workshop But just I mean it needs to be and tell your friends and and all that I think I I think better communication with this, transparency with it, the exercise that the administrative staff is going through with the 10% is realistic. Some of the stuff we can't change. Residents, we can't change what the district taxes us. And over the past, since I've been on this council, the millage rate has stayed flat. And the increases that you're seeing is the county saying the increase in our property value. That 85% of us are homesteaded and save our homes. That protects against that. But new people buying here, that's not the same case. So we have, to me, the village has changed over since, I think, since COVID. It's a little bit different. And we're going to have to balance... that in the tax revenue that's coming in from people who have been here for 50 years plus, people who have been here 20 years plus, or people that have just been here post-COVID, and just have a discussion about this budget season openly, transparently, and we'll move forward. But thank you.

Thank you, Mr. Mayor. Any second bites of the apple?

I think you made a really good point, Mr. Mayor. I feel like a lot of times we have this community full of so many bright and inspiring people. But timing is everything. So coming to us early, if you have a great idea to save money, how to do something differently, how to rearrange something we've been doing a certain way for a long time to make it better for more people. Get to us early. Have conversations with us early. Reach out to us early because there are certain deadlines that pass, and you may have a great idea, but if we don't discuss it in a certain amount of time, it's not going to make it into this year's budget. So I just would love to – you hear me say it all the time. The will to prepare to win is much more important than the actual winning, so – Uh, let's stay diligent. Let's stay active as our community seems to be much more than so many other places. And, um, I look forward to hearing some ideas from, from the community as well as all of you guys. So. Um,

First of all, we are certainly going to have to borrow money for our parks master plan program. I don't think there's anything wrong with that. Jesse, to your question, I spent an hour with Holly Hogdall. Do we have any big pots of money that are available for us to spend? And the answer to that is no. Do we have any pots of money? Yes. but they want to have two months worth of operating expenses, etc. That money is all called for. So the idea that we have large accounts sitting in a bank somewhere that don't have anything attached to that is... is not the case. We're not going to have the money in our budget, no matter what budget we pass, to do an infrastructure project like the Parks Master Plan. On the other hand, if we wait until we have that money, how many years are going to go by? How many residents are going to sit there and look at a fence at the end of 96th Street or stay in the old community center that we have? There is a time to borrow money. And it's not like we're desperate or that we're broke and we can't, you know, I don't think that's a reason to stop us on that type of project.

I just want to be clear.

The seawall is still getting finished, right? Absolutely. I know that.

Can't wait for the day. Okay.

Yeah, so far so good. Yes, it's getting done. I know.

Yeah, I'm good. May I just add a little bit more as it pertains to, we have a healthy reserve. And when we have our budget workshop, I will show you how healthy those reserves are. is correct because there are funds that are restricted and certain funds that are unrestricted funds. But at the same time, we have had a healthy reserve, which is why we were able to last year be able to go into some areas to use some of those reserves to do some projects that are needed. A government that builds up a reserve to the detriment of not doing projects is not doing good by the neighborhood, by the public, by its residents. If your residents pay taxes and we get those dollars, then yes you're not going to spend all of it off you're going to save some for a rainy day but at the end of that day you should be investing those dollars to make the community even better than you have it so we're not going to be um i mean i was happy to have come in and to have seen that we we were in the black We got here very much in the black and was able to divert some of those dollars into getting some of the projects that we're doing today. And we'll continue to be responsible with that. The two months that Council Member Burr spoke about was that there's a certain standard, like how much money should you really have in the bank or what's the least that you should have in the bank to say, okay, we're doing something good. And it's the two months of your general funds budget should be in there. Well, we have much more than two.

Much more than two. I heard it was counted in years. Or percentage of years.

Just to be clear, my concern with the accounts is just,

A lot of, sometimes people get confused, even us, with the terms. You know, we've had, I'm not supposed to use the word surplus, but we've had... Fund balance. Exactly. And I think we've had questions in the past of some people pointing, like, oh, is that our reserves? Is that our emergency fund? And, oh, that's something, like, totally different. Right. So, but we don't really, those don't really come up in the budget because that's not really... money that we're spending.

There's some municipalities who pass like a fund balance policy as to what should happen or how much money you're going to put into for like a catastrophe or something like that. I mean, there are different ways of looking at the budget. Prepared for a catastrophe. Yeah, yeah.

As I like to say, this village does not live paycheck to paycheck. That is true. And there are some municipalities, as my understanding, that do, and we are not one. Yes.

I think, through the Chair, to your point, though, the better that we're educated on these things and these details when people talk to us, the better we're able to educate others. And so that's why it's really important for us to know kind of a little bit more granularity to the process. I think that was what you were a little bit getting at.

We have to pretend to be, you know, experts in a lot of things up here.

I don't believe any of us are actually accountants.

No.

And we're also in, we're much, much further along this year, thank you, Ms. Fennell, in terms of our auditing. So we expect to have the audit to you well in advance of when we gave it to you the last time. That's a good measure because it's an independent audit, so there are other folks who come in and look at their books and tell you, hey, this is what they've got. So we look forward to finishing that budget process and be able to share that with you as well. Hopefully that's done before the budget period ends for this fiscal year, and we are confident it will. Right, Ms. Fennell? She said yes. That's all I have. I know staff is like, wow, that's it. He was really quick with this. So if we really want to stay around until 6.30 and talk, then you have to stay here. There's a motion to adjourn.

So moved.

Thank you so much. All those in favor, aye. Aye.