PBSD MSTBU Minutes 01/17/2012 Budget SubcommitteeOF %
BUDGET SUBCOMMITTEE OF THE PELICAN BAY SERVICES DIVISION BOARD
JANUARY 17, 2012 MINUTES
LET IT BE REMEMBERED, that the Budget Subcommittee of the Pelican Bay Services Division Board met on
Tuesday, January 17, 2012 at 3:00 p.m. at the Community Center at Pelican Bay, 8960 Hammock Oak Drive, Naples, with
the following members present:
Budget Subcommittee Members
Michael Levy, Chairman
John Chandler (late)
Keith J. Dallas
Pelican Bay Services Division Staff
W. Neil Dorrill
Kyle Lukasz (absent)
Also Present
Tom Cravens
Gerald Moffatt
Dave Trecker
Geoffrey S. Gibson
John Iaizzo
Susan O'Brien
Mary McCaughtry
Lisa Resnick
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BY:.......................
AGENDA
1. Roll Call
2. Audience Participation
3. Summary Update of FY 2011 Actual vs. Estimated Actuals contained in FY 2012fM %et;
and Impact on Capital Funds Hiller
4. Status of FY 2013 County guidelines regarding salaries, benefits, and tax rates Henning
5. Initial Discussion of Capital Funds for FY 2013 Budget and beyond Coyle .-
a) CIP; and Colette[
b) Other
6. Review format for Budget Preparation
7. Schedule for preparation of FY 2013 Budget
8. Discussion of current format for the Monthly Financial Report 'Sc. COReS.
9. Audience Comments
10, Adjourn Date; 1(j It -2—
ROLL CALL item * Il..fl.Z Z.tA1'1
All Budget Subcommittee members were present.
Conies to:
AUDIENCE PARTICIPATION
Mr. Gerald Moffatt questioned whether having a large subcommittee of six members was inefficient. However the
Subcommittee agreed that a large membership encouraged participation and open discussion.
SUMMARY UPDATE OF FY 2011 ACTUAL VS. ESTIMATED ACTUALS CONTAINED IN FY 2012 BUDGET;
AND IMPACT ON CAPITAL FUNDS
Mr. Dorrill explained the estimated actuals used to prepare the FY 2012 proposed budget showed a positive variance
across the primary operating funds. In other words, estimated expenses were less than actual expenses.
Chairman Levy added that based on staff's tabulation, the actual FY 2011 expenses were approximately $154,000
less than estimated expenses resulting in $126,000 additional carry forward in Water Management and Beautification, and
$28,000 additional carry forward in Street Lighting.
Mr. Dorrill reported the actual FY 2011 Capital Fund expenditures were approximately $80,000 less than estimated
expenses due to the Foundation paying a larger portion of the crosswalk project expenditures.
Mr. Cravens asked why the south berm restoration project budget comes from the Clam Bay Fund and not the Water
Management Fund.
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Budget Subcommittee of the Pelican Bay Services Division Board Meeting Minutes
January 17, 2012
Mr. Dorrill said there is no rationale other than historically the south berm projects have been allocated to the Clam
Bay Fund and the Services Division's FY 2012 Board of County Commissioners approved budget has the funds for this
project in the Clam Bay Capital account.
The Subcommittee agreed that going forward in future budgets they would consider budgeting and charging
additional projects to the Water Management operating fund.
STATUS OF FY 2013 COUNTY GUIDELINES REGARDING SALARIES, BENEFITS, AND TAX RATES
Mr. Dorrill said the County has not yet adopted the FY 2013 fiscal policy and estimated having the information in
early March that includes indirect costs, information technology support, and annual rental amount in lieu of a formal
agreement for the maintenance facility.
INITIAL DISCUSSION OF CAPITAL FUNDS FOR FY 2013 BUDGET AND BEYOND
CIP
The Subcommittee discussed Mr. Dallas' preliminary FY 2013 CIP ad valorem and non -ad valorem cash flow sheets
that describe that if the assessment and millage rates in FY 2013 remain the same rates as FY 2012 then the Services Division
could fund certain identified CIP projects; and whether to perform a survey to prioritize future CIP projects; and directed
staff to include in the preliminary FY 2013 budget three crosswalks on Pelican Bay Boulevard at the intersections of Myra
Janco Daniels, North Pointe, and Crayton; redoing the balance of the pathway on the west side of Pelican Bay Boulevard; and
additional landscaping.
Mr. Moffatt suggested the Services Division consider the CIP recommended project to install pavers at the three
entrances to the community in the FY 2013 budget.
OTHER
The Subcommittee discussed other projects including staff developing a pathways repair program, landscaping
projects plan; lake bank enhancements; continued refurbishment of street signs; and directed staff to include $5,000 for exotic
removal and /or maintenance in the FY 2013 budget and all future budgets.
REVIEW FORMAT FOR BUDGET PREPARATION
The Subcommittee was pleased with the current budget preparation format.
SCHEDULE FOR PREPARATION OF FY 2013 BUDGET
Mr. Dorrill said staff would have a preliminary FY 2013 budget prepared for the Subcommittee to review in March,
so the Subcommittee can make a recommendation to the full Board in May.
DISCUSSION OF CURRENT FORMAT FOR THE MONTHLY FINANCIAL REPORT
The Subcommittee was generally pleased with Mr. Dorrill's monthly financial report format.
Mr. Iaizzo suggested including a line item to explain the cost of outsourcing labor.
Mr. Dorrill explained staff is required to use the state's chart of accounts, but he would look into it.
Chairman Levy expressed satisfaction with the current format.
ADJOURN
There was no further discussion and the meeting was adjourned at 4:27 p.m.
Michael Levy, Chairman Minutes by Lisa Resnick 2/6/2012 4:18:30 PM
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