we're live apparently what I'm not sure of is why oh there we are ding ding we're up and I am going to turn this on everybody's here hello hello okay I am recording so thank you um the first order of business is for us to swear at each other um and uh what I'm going to suggest if it's okay with you and I'll I'll do it individually but I was going to have a mass swearing in if that's all right um and so I will lead you in this at your places you should have a copy of the oath of office um so are you ready I state your name Remy do solom ly swear or affirm do solemnly swear or affirm that I will support protect and defend that I will support protect and defend the Constitution and government of the United States the Constitution and government of the United States and the State of Florida and the State of Florida and the charter of the town of lockah Hatchi Groves and the charter of the town of lahache groves that I am duly qualified to hold office under the constitution of the State of Florida that I am duly qualified to hold office under the constitution of the State of Florida and the charter of the town of lahache groves and the charter of the town of lahache groves and that I will well and Faithfully perform the duties of Committee Member and that I will well and Faithfully perform the duties of Comm member upon which I am now about to enter upon which now to enter you are sworn in and officially committee members um and uh we we will um collect your signatures on those documents the clerk will execute them um when she comes in tomorrow um and we will get them back to you and keep copies in our files um the next uh order of business is the swearing in of I'm sorry not the swearing in of committee members but the election of officers there is a chair and a vice chair the way you are seated um has everything to do with Manisha is in seat number one Tracy's in seat number two Lisa is in seat number three Bruce is in seat number four and Cassie is seat number five had nothing to do with what you are about to um go and do which is select a chair and a vice chair um so uh the appropr thing to do at this point in time would be to nominate um someone um you can nominate yourself if you like I do not wish to be chair or vice chair I uh do want to recognize that Anita Kaine can run a u a meeting like no one else very efficient meetings so I would uh say does anyone here feel like they can run an efficient meeting to me that's the U that's a a good qualification I make a motion for Lisa L Ry second for chair are there any other name nominations make a motion for Lis as well okay second all right so there there's been one nomination for chair lisel Ry no um other nominations all those in favor of lisel Remy as chair of the fact committee hi hi I all right that was unanimous um five nothing and with that um I will turn the meeting over uh to our new chairperson Lisa El Ramy and the you should uh the vice chair nominations all right thank you um and hopefully I can run an efficient meeting uh so I don't like to be here any longer than anyone else so I'd like to take open the floor for nominations to for vice chair anyone for vice chair Tracy rafowitz nominates Cassie all right second for Cassie all right Cass we have a second from Bruce all those in favor of Cassie as Vice chair I uh that was unanimous opposed hearing none Cassie you are Vice chair not in this room and we don't have to do a pledge of allegiance or anything okay um we can that's fine we can do that next time if we so choose so um uh can we get a should we do the roll call now or did we already do that um we can do the roll call now okay so should I call the meeting to order yes under this um now that we're official call to order roll call please um Manish Su Tracy rafowitz pres Lis L Ry here Bruce Cunningham here Cassie sui here okay all uh are in attendance we have a quorum uh approval of the agenda any anything on the agenda I move that the agenda be approved as is all right we have a motion to approve the agenda as is from Bruce Cunningham seconded by Tracy laugh rafowitz all those in favor I I opposed hearing none motion passes unanimously 5 Z and we've done the swearing in we've got the election and that brings us to number three that's the uh presentation of the final um it's the annual comprehensive um financial report and who is doing that this evening uh that would be um Andrew fan Andrew and he will introduce himself and go through it with all right thank you Andrew is it working you have to love it you do have to talk very close to him no I don't think your button is light is it a green light on good I hear it hear it okay perfect all right well good evening members of the committee for the record my name is Andrew fman and I'm a partner with g fman y and Garcia or CFG for short and I am the partner in charge of the town's audit I'm here to provide a brief presentation on the town's annual comp report for the in the period 2023 I'm going to go through um a few things with the document walk you through a few things Pras a few things and then we can open it up for any any questions that you that you may have um so the the uh the report itself it's broken up into four sections um you have the introductory section the financial section the statistical section and the compliance section the introductory section includes uh a letter of transal to the town and talks about a few things about economic condition uh profile government things of that nature um basically presenting the uh the report uh to the reg specifically to the the residence in um the next section I'm going to go right into the financial section um and the the independent auditor report which begins on page one and that's on pages one and two the report itself is broken up into various section A few items I'd like to point out within the various sections so the first section is the opinion section it's the most important section talks about what we bought it in and also talks about our opinion on the financial statement in that states we have theany financial statements of the town of lahane gr Florida as of and for the thisp of September 30th 202 in our opinion the financial statements referred to above present fairly in all material respects the financial position of the town as of September 30th 20123 now that's an unmodified or clean opinion and that's of course the only opinion you want Financial savings so an opinion on the financial state in this year um the next section talks about under what standards and that states that we conducted our audit in accordance of auditing standards generally accepted in the United States of America and government auditing standards the third sector gets into managing responsibility for the financial States and that states management is responsible for the preparation and D presentation of Medal standards in accordance with accounting principles generally accepted in the United States am the last section I want to point out is the fourth section which talks about our responsibilities as it states that our objectives visable Assurance about whether the financial statements is a whole orable statement whether it be with thought or error and to issue an a point that include our opinions so moving into the next SE next subsection within the financial section because on page page three m 3 to 15 and that's the M of this discussion um if you don't somebody doesn't read anything else it talks about the year um it Compares current year prior year it provides explanations for those ches there's condensed financial information within there um it's a good um summary of what's of what's in the document um this is about 12 Pages you know I believe it's a 70 77 73 page doc um so a lot of good information there so you know how do you recommend that this this section gets read again there's a lot of lot of information after the management discussion analysis there the basic financial statements that's the actual financial statements of the town that runs from Pages 16 to 20 this includes the filment wise State position stage of activities as well as the fund Financial States for the governmental funds as well as the Enterprise what I'd like to point out within this section is actually going to page 18 which is the balance sheet for the governmental funds and specifically the first po which is the PO General so the bance sheet you know as a snapshot at September 30th 2023 with the assets liabilities balance are of the respons so the uh within that column what I wanted to point out is that the third line the bottom which is the UN fund balance the general fund was approximately $153,000 so there's that's the enough sitting in the general after the financial statements they beginning on page 25 running to page 43 so 25 through 43 is the notes to the Bas the notes to the required disclosures we provide additional information on the town as well as the numbers that it provides narrative information as well as numerical information writing additional detail so there's always suggested that you do read the uh conduction with the it tells the that run specific it's there after the not financial statements is the supplementary information that section includes information on budgetary comparison as well as information on the B retirement system and other post employment benefits and that runs from Pages 24 uh 52 within here I'd like to point out on page 24 budget Act inform Mak um it provides the original adopted budget and then the final amended budget if there were any budget amendments and it Compares that to the actual um results for the year so look here about looking at totals um total revenues uh were budgeted at 3,299 th000 actual was 4 94,000 so there was a uh the U positive variance there $794,000 for Revenue so revenues came High the budget now on the expenditure side you see the final budget was approximately 2, 653,000 actual results was about approximately 2, 98,000 um with a uh negative variance of approximately $327,000 so the general the expenditures came in um paying about $326,000 over budget total primarily in the uh General government Cent there's a lot of this gives you that kind of like a snapshot of what what went on for the general now I'm going to move all the way to the last section of the docum isli page and runs to page 73 this section includes the reports thator generally accepted government Audi standards as well as the rules of the auditor general of the State of Florida we are pleased to report with did not identify any signicant efficiency control nor that our have any show instances of non compliance um so basically in the back we also have reports in the back there's no there's no findings [Music] to so pay on financial statements and no no specific findings to report this year you'll also be provided if you hav um you also be provided a letter which is a Communications those charge of governance letter to the council as well as as well as an oversight committee like yourself and know those those are in charge of governance um they're they're required under our Professional Standards um we report these items to you we don't have anything significant to they all standard po out if you mentioning if there was any any changes in coming policies things of that nature also talks about whether or not we had any difficulties in deal with did not um if there any disagreement with the process we show we done um so no issues put on it um overall I just like to thank um Chris Jack the rest really the rest of the team here as well um for the cooperation assistance throughout the process um it was a it was a good AUD speak about this year basically you know we we come in we ask for a lot of information we ask a lot of questions and then when we get that information and we get those questions answered we come back we process it we come back we ask for more information we ask more questions and that process kind of goes back and forth probably for fews and um you know the town was really up to the task responding to us providing information required in order for us to be able to be here have been able to render our opinion to be able to be here in such a timely fashion present to overall once again thanks to the thanks for you to you all as well for you know for what you do for the what you do for the town the time that you spend and you know for the trust that you have in our F we really appreciate the opp so that I'll leave it there I'll open up to any questions you may have if anyone before you start before you start I just want to say thank you to Andrew and his team they worked on weekends they worked at night we had a lot of strange timed calls um not that Chris doesn't do that but I never expect an audit part too so thank you for caring so much about your clients anyone uh questions for the auditor right Mish thank you can you hear me okay yes uh sorry I didn't get your name what's your full name my name is Andrew fman you are in the name partner in the company right that's right yes correct okay so um this is my first time so I'm sorry if I'm asking basic question but just so that I reorient myself I would like to understand the macro picture um how long have your firm been auditing Our Town how many years this is the second year second year and you personally led the audit or the uh both years yes okay and um in a typical organization with respect to internal controls there is an auditor or CFO or a controller role so who did you report to for this audit who Chris WS Chris walls and Chris was um in your org chart with respect to our town separation of Duties with respect to who's responsible for spending money who's responsible for auditing or oversight or controller role is Mr Wallace is in that role okay okay very good so just so I understand the big picture macro risk picture what what what are the top risks in terms of liquidity or Revenue sources or separation of Duties what what is your main finding what are the risks you identified if any in this audit of process have have to look at specific RIS one of the risks that can't get around is management Over Control so obviously there's management over controls and collusion there know there's issues there you know um so obviously as it relates to management override controls we doel procedures to to look into that as far as if there's cusion can't get there everybody's so I was going that was my next question how did you if you could um speak into the mic because we've got the there's not much of an audience here hello but there may be three or four people watching on TV three or four so may I ask how what was your methodology did you random sample some transactions or did you fully rely on the data provided by the management so what we do is when we provided the information we make make samples and we that's where we request the information that's testing so what percent of transactions just as a big you know high level number what percent of transactions did you Rend a it just to give an example if we're looking at a percentage that I can I can get off the top of my head we look say when we look at revenues you want at a minimum or or performing alternative procedures on those revenues you want to be at least looking at over 60% of the um for example um if you're looking if you're looking if you're doing uh anal control test um then you then then you would just pick a a specific sample based on based on a certain number so it also has to do with the size of the samp or the did you take any random transactions on the expense side and did you verify the underlying details or you just took the management data as such noes before exp that's what I'm asking what percent of the transactions did you test or verify then I have to go back and check that okay okay um May I know who's responsible for chart of accounts no in here in this town did you is there any major change in the chart of accounts chart chart of accounts I'm saying from last year to this year is there any change in which okay okay okay all right I'll give my time back I have a lot of you know minor questions in the details but I just wanted to get the big picture Okay anybody else with any general questions yeah I have a couple of comments okay very okay first of all when I got the email the other day uh with this information in it I was beyond pleasantly surprised I was ecstatic Francine so as I Bruce that the town has gone from late late late for more years than I can count and this is on time it's early so uh great kudos to all of you uh Chris and Andrew Francine Jeff everyone involved great job getting this done uh early wow Bruce you know why everybody on this staff knows something about accounting now pretty much excellent and and for the new members that may not realize this this is the third audit that has been presented to this committee I think in the last 13 months that's right because you know why because we took Bruce's recommendation and we got a CFO excellent EXC that's why Bruce has said that for years we finally did it great job one other comment and I would like to point this out to the committee members uh for those that may not be aware uh if you look at page 18 the balance sheet in the general fund column bottom of the column under general fund is the unassigned fund balance $1.58 million a typical uh rule of thumb is that the unassigned balance which is also known as the reserves that's what we have to fall back on it should be uh 25% of the the budget or the in this case the expenditures for the year if you look at page 20 the very next page look at the expenditures in the middle section the middle rows in the first two funds general fund and Roads and drainage you see expenditures were about 3 million and about 2 million so that's five the 1.58 unassigned balance is about 30% roughly speaking of the expenditures for the year now I'm excluding the the capital outlay row uh because Capital spending is is something that can be stopped but expenses run on so bottom line is the town has a healthy uh Reserve there of roughly 30% of the amount of money needed to to run the town so that is a uh a very good uh Benchmark for for the town so I'm I'm very very pleased with all these results and so early so thank you all right anyone else Cassie you got any comments um so going back to Bruce's comment on the unassigned uh so we have uh on page 20 which is 42 of the agenda um transfers in and out and so there was an excess of expenditures right is that what the final did I catch that wrong it was a so so yes that's correct so if we have an excess of expenditures what what's the reflection of that to the unassigned dollar figure do we where do we make up that shortfall are you on on page 20 um where you're looking at the the funds you're talking about the the transfers in and outline well is is that um flipping through this thing it's it's a little unwieldy but um I think we were talking on the actual expenditures on page 44 where it shows uh that we have a overx we expended beyond the budget right okay yeah may I jump in and answer I wanted to let them do it but I'm going to just shortcut okay bottom line if you watched our budget workshops our Council directed us to take every dollar that we could out of the reserves to fund the capital so those transfers fund Capital um some of those dollars are remaining arpa dollars that we moved from the general fund to the capital fund and some of those those dollars are fund balance dollars that were moved or Reserve dollars that were moved to the capital funds and you're going to see the very same thing when you look at this year's audit because that million five is now down I think that we moved like half of that over did I did I say it correctly yeah well I did it a Lotter than you yeah that's right so now that you bring up arpa funds so when we get into so are we done with arpa money is it gone it's gone we did our final report today okay sir tax money sir tax goes until the um anticipative funding runs out which I believe is December of 2026 is that right it's on the it's on the County docket right now don't for reconsideration well it was for reconsideration but I think they want to do a transportation a separate transport ation tax so we probably we could have a gap in funding for either the sir tax or the transportation tax of perhaps as much as a year and we don't anticipate that until what year 2027 27 okay all right so this this one this million five so these are obviously old numbers at this point are we going to be updated on the first quarter here is that going to bring us up to date on those numbers I think so okay yes Mr Mr Wallace will go through those numbers and Jeff Amendment where you move I can answer all these questions all right that that was really only um what I had questions for and then as far as capital assets um do we get any uh more detailed breakdown on Capital assets anywhere than what's provided in here we can okay but that's that's an exercise for another time but yeah I was just looking at the general notation here of capital assets you don't have to worry about that Chris can you put that in the next report Mike was yeah says green anyway it goes to sleep or something it's not getting you you need to use the other mic I don't think that one's working either well I can tell when the words go on the screen whether it's working yes we'll provide we'll provide the uh board a list of all the fixed assets okay okay all right um we also have a summary here in note on page 32 of the capital assets you can at least see the Assets in Broad categories here and what was changed in the fiscal 23 yeah yeah I was just looking at that I just wondered if we got more detail okay more detail okay all right um any other questions manise you said you had some more yes go back to you thank you I'm looking at table one page 27 last column total so under the assets current assets 2023 government activities business activities total is there a mistake in that column what agenda page is that again it's 27 on the printout at the bottom and I think at the C says page six table one so it's the agenda page 27 agenda page thank you could you state that again Manish were you refering page 27 table one yeah what were you referring to in the table Yeah table one the first row it says assets under the current and other assets government activity column business activity column and total I was thinking is there an error in the total here for 2023 that does seem odd total of 2023 so government is 5.3 million or about business is 30 309,000 so the total is not is say yeah the total the yeah that that should reflect the total of business activities and governmental activities in that column instead of 27,400 change so does it so my question is does it change the net net position in other words no it doesn't okay okay okay I'm looking at table to um uh agenda page 28 uh there is under the expense there is a physical environment expense my question is how do you decide what what needs to be capitalized and what needs to be expensed how do you make that [Music] judgment m I think that's explained further in this material um it goes into that so my my question is when you say under the expense physical environment 2.69 million right that's exp what is the expense what what are the categories just to page 50 all the Public Services work goes under this category yes okay okay okay would you have any general comments on the long-term liability in terms of I was looking at the retirement pension fund so what is Town's obligation versus the Gap in the pension in the pension liabilities can you talk into the microphone again because we're not getting any of that to is a participant a member employer of the retirement system so uh all the expenses I mean it's done on a gap basis if that's you're over I'm saying Town contributes towards the retirement it seems to me and there's a liability set aside so my question is how does that affect is there any commitment as on the retirement uh pension fund I saw there is a long-term liability can be a big liability usually is for cities so for constitution that Pension funds be you know actuar funded on not to say they're going to be fully funded they're just going to be funded on an actuly so both for retirement and for retire Healthcare benefits that are part of that retirement system every year the State of Florida engages an actionary and basically tells employers how much they have to contribute as a percentage of payroll covered payroll for their employees and that's what we budget and pay into then annually a fre involved calculation no one likes doing it but you'll see many pages of footnote disclosures on the pension liabilities now culation effecting finances of the the through the State of Florida so you are required to contribute what the state of Florida know funding participation ratio I think it's close to 85% if I remember my my question is is the town funding that retirement obligation up to date yes and in the future years it has been budgeted there is no shortfall as of budgeted we we won't know what to budget until June but yeah we have we we basically the state will tell us what we're going to have to budget and you have okay I mean in the state do nothing else going to cover any debt you have out standing and then you're GNA pay all your pension liabilities and then if you have any money left over you can turn the lights off yeah okay so what what other longterm I saw a lease liability what I'm trying to get to is let's say God forbid um an incident hits the town where uh we have let's say some cart needs repair or some stor happen or something something happens I'm just trying to put my hands around what are the expenses other than the staff cost and and the essential Services what are the long-term liabilities that we cannot that are not flexible correct so which is okay now the accounting standards for government on that CH expense Capital asset because that's what it is so that's good disos long that would be a fixed cost that you have pension cost as long as you have employees right away employes away fromond okay is very right yeah just I'm not sure that um we've discussed this uh previously but right now all those leases that are long-term debt we don't have any Chris we don't have any debt that exceeds three years correct okay so when you're talking about long-term debt in this town um to my way of thinking three years is not long term and that's the extent of it um and then uh just to be clear that the um the pension system is the Florida retirement system that's that's run by the the state and you know uh we make contributions to it as required is there an explanation in this here okay I thought so so that's in here um that explains that is there a breakdown of the long-term liabilities in this report h32 thank you the leases you mean we do Ann annual leases is thatment I see okay okay okay um I saw that correct me if I'm wrong the expenses of the solid waste um service versus the revenue that that town collected on the solid B service there is a delta in other words Town lost maybe 15 180,000 whatever in that range so the town subsidizes the residential solid waste that fund is for resal solid waste commercial Solid Waste has a franchise fee that's over in the general f and trans so your saying on an overall basis it kind of evens out meaning I think yeah I think that's the goal for the town yes they want to subsidize the residential with the commercial okay I would like to see as a suggestion under the expenses you know and the revenue line if the franchisee fee from the garbage removal on the commercial and the residential are presented so we know the total cost and the total revenue to yeah it's actually presented so all franchise fee is garbage removal or is it something else I saw franchise feed Avenue part of that the largest part of that is moved over to Solid Waste fund no no I understand but I I would like to compare cost versus revenue of the it's page 46 well that's the cash flow but if you go to page 45 that's the operating statement good policy of the Town Council to Subs essentially that you wouldn't know it from the financial States essentially that Revenue comes from the commercial franchise so let me ask another question is there any what fund should I look at what liquidity should I look at for emergency day fund what what are what are the real Revenue that town can use in case of an emergency go back to the financial okay what page are you on agenda page he's not looking at his agenda it's going to be page 40 okay okay okay other than the solid waste f have five funds local option sales tax right you have a Capital Improvements fund which is right question I'm getting confused to look at each general fund and we talked about have f.6 million fundance but of that 56,000 was earmarked for mostly waying money Capital Improvements budget have money some money coming from fund deserves better used help uh capital projects at the end of the year you had $1.6 million you know that was unassigned and that was pretty help fund out a percentage of the general fund that Bruce mentioned as a total okay I would say that F balance policy and you don't want to go below 25% and you probably don't want to go over 50% because [Music] however since then Lance policy so understood what is investment income that's well it's getting better now but for years it was really who who who is doing Investments for us um some of the money is at the State Board and we have state board invest surplus funds and most of it still sits in the bank prob so so let me put it this way you have liquidity you have cash sitting there my question is how is it earning any interest for the town or any yield on the town that's the two fundamental places that get their money from is from the investment pools which are uh either the state board or the Florida League of cities or the bank invest so you buy treasury bills or you do CDs or what do you do town has never done its direct investment by putting it into the surplus funds that's your best chance of getting how much you got yield wise so you put lot of your liquidity just so I understand from treasury management point of view are you taking the cash that is not going to be used and you're inuring some yield on top well some I better opportunity there is an opportunity okay what what what would you say is the opportunity what is our working capital need per month and how much cash do we have in the bank in other words how many months of working capital we should have in the bank I need to interrupt I'm so sorry these are great questions it seems like we should probably discuss um the goal of investments in a local government as opposed to the way that it works in a private company um local governments are required by state law to have an investment policy and the number one priority is safety and liquidity all of our funds are invested in government pools which are tested for their safety and liquidity they earn average rates because those are investment pools much like um you know a fund if you invest in different funds these are just funds now in addition we have an overnight sweep account with our bank and we receive interest on the swept dollar amounts of what's available in our bank account and we can and believe it or not our Banker liked our town so much he moved here so we can invite him to another one of our meetings and he can talk to you about how our banking works and we can also get you all kinds of information so you could evaluate all the underlying funds in the State of Florida and also the Florida Municipal Investment Trust but with respect to investments in a government this size the number one goal is not return it's safety and liquidity and that's why we invest in the um um Arrangements that we do there's no active investing going on we have about $800 and so, over into the Florida Investment Trust and we are sweeping um our daily balances into an overnight fund with the bank so um maybe that's what we do for another meeting um Madam chair we do maybe investment policy so you could look at that and understand um our Banking and investment relationships I would like to be on the record to take a deeper look on the treasury management and the controls around treasury management who has access to those bank accounts how the money moves what kind of policies we have in the bank we have we invited competitive bids from three different banks I can tell you federal government there's nobody better secured than US Government which is T bills right and I would like us to take a look at that but anyway that's so that's why I'm suggesting that you look at the investment policy that we bring a banker here all of the funds that we invest in are limited and they need to be those kind of funds so we'll bring it here and also we don't have access to funds in fact when um Madame chair was our mayor she knows that she used to have to come in and sign if we were going to move any funds um aside from um you know just a regular accounts payable run and a regular accounts payable run requires two Council people to sign to get cash so you don't get cash here very easily and again that's why I'm suggesting that based on your going on record we should give you a whole meeting on that okay that's a good good question okay I see a Debt Service um could you tell a little bit about what is that debt service so there's a standing line of credits the city has mostly for emergencies it's $5,000 rest of the debt service is essentially the money you're paying on your leases that's okay Debt Service okay okay [Music] um I guess that should be pretty much my question of the last comment as a um You probably look at other towns yes so what what is the state of uh our town in terms of the controls in terms of the risks in terms of the revenue revenue per resident cost per resident did you look at any specific analytics to see how do We compare to other towns with similar population similar characteristics so as part of the process and reports in the back in the State of Florida we're required to to do a financial condition assessment there's actually a specific tool that they provide to do that has different metrics and things like that where you are doing Benchmark comparisons against you know similar municipalities right other govern agencies as well as Trend information you know three to five year Trends as well it looks at all of that um and as a result of those procedures we didn't we didn't have any we didn't have anything to report so typically what would come out of that is there unfavor overall if it's unfavorable we may report like a deteriorating Financial condition which we're not reporting that or you know so you don't determine where so let's say it's a Six Sigma curve I don't know how how the municipalities are distributed where are we in the top 10 percentile are we in the middle are we in the bottom 10 percentile where where do we fit in as as as compared to our expenses our sources of revenue our analytics our performance our productivity any any general comments where where are we are we in the best run town would you say are we is there any you have any comparison Financial comparison with other towns so from the perspective of obviously you know revenues and expenses and things like that it's very similar to other Town speci Val based on the size um you know lot of a lot of the a lot of the a lot of the revenue sources a lot of lot of these very similar the perspective of of controls we didn't have any issues ter controls um that were noted um as as was mentioned I the first pool first schol a been involv CFO that so that was obviously you know helps the process as well um so overall I mean there's no we we didn't find any like I said very similar thank you thank you um I Tracy go ahead I just have one question on page seven the the governmental activities the total expenses increased over a million dollars 21% it was an increase in investment and capital assets for their what were the capital assets seven in the beginning it's the management discussions and analy and the analysis table two looking at table two the overall changes item number two correct at the very bottom okay that's expenses increased by 2000 or 21% largely reflect increase in investment What were what was the capital assets okay so basically it's all roads and canals right yeah yeah it's basically your Capital plan so on um nothing else TR no thank you on uh agenda page 56 um audit page 33 note six U mentions other post employment benefits um that as of September 3 30th uh they were not significant what would be examples of post-employment benefits so um so specifically for the town and the mention there U one of the one of the requirements that that's actually came out SE several years ago but where these other post plan that is now also would would put on as a liability just like a net pension liability as as was mentioned previously So within here those those other po plan benefits which are not they're not they're not offered here because obviously there not it's not there but that could be you know health insurance things of that nature they would go go to the retirees so um in the State of Florida there is there is a requirement um is the um implicit rate subsidy is what it is and because there is there is a requirement to um to provide to retirees they would pay for it but they're required to be able to continue on whatever the need whatever the Heth whatever the benefits are of the of the particular property so what happens is obviously the calculation is done is Actuarial actuarially determined um that's done for that implicit rate subsidy and basically it's the amount that's basically given subsidized by what the what the town would be paying for their employees based on the the the the discount basically that the reti is gay so in this case here um if the calculation is done as check if it's not if it's not material to final statements it wouldn't be reported which is what is is what the case is here out which is why it's it's mentioning that it's not significant therefore the liabil not only not significant it's not offered because we are part of a small group insurance plan so somebody doesn't get to keep the same rate generally that implicit calculation that Andrew was talking about is based on being able to keep the same rate as an employee on the health insurance and we don't you know our employees when they leave they can participate in the little Florida plan or whatever it's called but not it's not on our dime so okay so we don't have anybody we do not no and then one other question when it comes to um acreage assessments and total millage cuz we're capped right by the state for total millage correct yes is the the acreage assessment included in that total millage Max it is not it's not okay someone told me they thought it was the fire rescue is correct fire rescue is but not our solidwaist assessment or our road and drainage assessment all right any other questions thank you thanks Andrew and Chris and Jeff Chris doesn't get off that easily I've sent you all the investment policy already enjoy the reading perfect thank you learning I'm there well your questions are great thanks again thank you Andrew hopefully we'll talk soon yes great thank you for everything thank you what a difference of changement right right H so this brings us to agenda item what are we up to five no four and that's agenda page 102 and Chris hopefully have a microphone that works [Music] so the one that works uh that one is working yes thank you fo that's pretty overall the overall picture is the revenues uh look good the expenditures with some exceptions look in line with what we expect uh we already uh a couple of items um find out um you'll notice like the he's not picking up yeah he is some revenues come in stronger uh during the year earlier in the like property taxes and the assessments on properties for the road and drainage District solid waste and R so typically City in Florida will go into what I expensive revenues but the revenues that we get early in the year you know carry forward and carry you to the end of the year so your revenues look look good the state revenues look good no surprises anywhere on development a l there there is a lag on the revenues from some certain sources for instance when you pay your electric bill say you use electric electricity in January you'll get your bill in February and you'll pay it in March and we get it so there's that kind of lag same state revenue and obviously with expenses the same thing someone may have a purchase order [Music] take would you like to expand on you said some expenditures were were unexpected or not anticip insurance issues going to be I don't know what what's causing that the way that that had been handled in the past as far as the employee contributions offsetting the cities property insurance that came in higher than hoped but we' you know advised the council and the board about this before plastic foring any hurricanes which we're supposed to have at you know extensive season this year but fing that I think we should finish in the black and you mentioned um development revenues can you expand on that please oh those are going to be uh building permit and planning and zoning type activities than sometimes someone starts building or planning on building last year was pretty good for that as was the year before that you talk both both residential and Commercial lucky on the commercial but you're very heavily residential not very well for the res resal actually okay we've had a number of five and5 million States being built and so on like we have two twin ones right across the street from one another um and as of right now we have about $123,000 in permit fees that we've collected for half a year that number is anticipated to be double by the end of the year not just because 6 months time two is double but because of what's in the pipeline additionally that um the county um the work that was originally done by the county we are doing inspections for as Chris said many of these things take years so we are actually going to be um or going to have to rebu for some the um inspections that we're now doing so there you go on the big update with the building it's booming quick question I was just a little confused on page 102 it's saying the second quarter Financial reports are these first first quarter no they're the second quarter the fiscal year begins on October 1 my bad sorry I'm thinking 24 any other questions Chris are you done okay can I have a question y absolutely sure I'm looking at uh expenses for on page agenda page 104 105 and I'm looking at line item other services 30,000 year to date last year was 3, 101% increase what are those other services that word we like to the line item yeah I think it's somewhere in the middle we'll say um oh no four on Midway yeah Midway you will see 30,000 104 charge year to date negative balance um just above the halfway point yeah of travel and Postage and Freight yeah I believe um this is 5112 this is see Town Council um some of those some of those things are uh the fact that we had a um uh our former clerk left and so um we have uh retained um a person to uh take over that on a contractual basis and so rather than those expenses going to through payroll they're now going through other services that would there was just uh not another place to to put it um give me a moment I can look in blackbot and see what more detail there is um on that because okay while while you figure that out so total expenses year till date uh 4.56% of some of it right we we spent 4.56% of the budgeted amount but last year we had spent 65.7 so is it because this year we had a just so I understand what what change did we make in the in expenses that led to that change I think the exception last right now should be last I see so you would say expenses are mostly linear quarter to quarter or is there any spike in one particular quarter versus other quarter is there more heavy some quarters are heavier than others or is it no expenses I'm strictly focusing on expens yeah okay most expenses are going to be [Music] all Insurance property liability Insurance's I know yeah just balance sheetu I see so if let's say there's a disaster hurricane some major repair something so we should see a spike in the expense correct those things are expenses yeah hurricane generally brings with the the biggest expenses okay that's what was which is reason it yep that's it okay all right any other questions no we still seeing lots of others yes there's a lot of things services in the yeah yeah I I think if if any member because this is a lot to pour through um since we only got this agenda on Friday and it's easier when it's physical so I think if anybody on the committee has further questions they can be sent to staff yes Francine yes and if I was going to say if you want um at the next meeting we can give a further breakdown on the other services and go into that a little more detail sure um and see where those numbers are at uh because those are the ones as I said that off the top of your head they're not going to relate necessarily to to anything um okay have one on page 108 agenda what is indirect cost allocations charge cost of admin manager all these other things so that that I look at it not as a fee but a contribution to the Management Services that they get you know yeah it's in the town yeah it it's being transferred over um to the general fund any other questions no all right thank you Chris and then I believe that brings us to number five uh consideration of ordinance number 20242 repealing ordinance number 20234 and adopting the annual update to the Capital Improvements element of the comprehensive plan Francine it looks like there's a loose document in here um I my name is on all of them unfortunately okay but I am actually going to give this to Mr CTS because it is the passion of his existence or the Bane you know um depending on how you look at it um we're presenting this again some of you have um the the three uh members who were here in March um we went through the the capital program uh before first reading it is now com Council will consider this on second reading um on at their May meeting um and so we're going to go back back through it for you I would note that um in the the ordinance is exactly the same um as it was because it's a form ordinance and the important document that change es is um exhibit a which delineates the capital program but in the um in the ordinance that you have in your packets it was taken from the March meeting which at that point in time had a different Council um we are going to revise we do have that revised um and it will correctly attribute the uh the the new mayor um vice mayor and so forth um I I wouldn't call typo it was just a leftover from first reading but don't worry about that we do have it uh correct um now when you look at the the capital program um we had carry forwards um from f23 uh there was $664,000 of money um that had uh been funded in um 23 the projects were not completed in 23 so we carried that money forward um to this year and um completed a bunch of projects and we transferred some money um into uh this year's um program but so you started off with those re Vues and those expenses um basically offsetting each other um at I've made note in the the memorandum about um the fact that the council added second reading of the budget established what I call the um Canal crew or the canal reconstruction um crew in which they authorized uh the hiring of another maintenance crew three individuals um and their focus is going to be on um Canal bank restoration um and they Cobble together $370,000 um for that 205,000 uh of those dollars are found in the capital um side of things uh for materials um and such and then there is about $165,000 rough numbers in the expenses associated with those individuals that's budgeted within um the road and drainage fund um and they are they are tasked with uh doing a lot of canal work one of the things they're doing is um Canal restoration on the banks uh they're hoping to get about 2 miles done this year that was the the goal um now you have to understand that in gearing up the we didn't have people hired October 1 you have to hire those folks they have to get trained um and so we're right now seeing the the fruits of their labor you have to buy the um supplies and so forth um and I should have had uh pictures of the work that they're doing and it really is quite impr impressive um and I I think the superintendent believes that they may be able to reach the goal of two miles this year which will will be an accomplishment um then uh if you'll recall um in right after we right after the council passed the budget um there was a determination that there were some uh emergency repairs that had to be made on collecting Canal it's along the same type of work that the canal crew is going to be doing on a consistent basis but there was uh it was determined by um our prior Public Works director that there was an emergent nature to it um and we ended up uh spending um well there was budgeted for that $198,000 we had to Cobble that money once again from uh the internal funds within the um Capital uh program um and that project has been completed and I think it was completed for about $193,000 instead of 198 uh so slightly under under budget um then the next thing in is the um Road Improvement program um and what was originally uh discussed was um there's two components to it one putting down rock um on a bunch of roads and then uh Paving plan uh on um Road segments and in uh the original budget there was the West uh c west D Global Trail Carry Lane 24th courts East and and west of f Road um 161st uh Terrace um uh grber East Citrus one and 147th um and in the in the memorandum you'll see that those when adjusted for the bid that was awarded um they came at at just under one it's about $1.27 five million um which was uh about $120,000 more than we had anticipated for those expenses um the council also wanted in the in the um uh bid that went out for us to consider moving Casey Road which had been originally a fy2 capital um plan road to do uh to move that up and also B North and North B from B to C similarly um see if it was possible to move those up from FY 25 um to FY 24 so those components were part of the bid um each of these segments um are uh not necessarily going to be done um because and that's why we bid them as segments um because each of those will get a notice to proceed and it's only at the time that there's a notice to proceed that uh the town is committed to to pay the contractor and the contractor um uh committed to doing that work um so Casey and and B north um had been that had thought that it would come in at about $425,000 it came in a little less than that the combined total of the paving bid is just under 1 .7 million um and there is also a um rock component there uh that was $43,000 that remains unchanged um from when it was budgeted um in the uh on the original the original budget and the original CIP um the next component that we have is is Road and uh or storm water drainage improvements um and originally there had been $826,000 um allocated to to that it consisted of $500,000 for swes catch basins and other control structures and we had thought that we were going to have an opportunity to really begin um a catch Basin program this year um there had also originally been two $200,000 allocated uh to miscellaneous culverts that might fail uh throughout the year or might have to be done and there was one specific Culvert in uh this year's um Capital plan originally and that was 11th Terrace in D Road um and that there had been $126,000 allocated to to that um as it turned out um our new Public's work director was finding more problems with um some of our uh specific Bridge culverts um and so um what we are planning and what is proposed in this modified um Capital Improvement uh plan is that we will not do swes catch basins and control structures this year um because we're going to put those monies towards specific culverts we're not going to do miscellaneous culverts because we've got enough specific culverts that we have now identified um and so that the um we still have 11th Terrace and Dad covert bridge in the plan um we have a b-road culbert bridge that is completed $125,700 um there is uh culbert at F and um collecting Canal uh which we're going to go out to to bid on but we're estimating that to be about $436,000 that's so much more than the other other culverts because in reality it's three culverts at that particular location um then there's 12th Place North um and F uh at 136,00 24 and f um is uh $140,000 we're estimating um and there is uh culbert and design and permitting costs associated with um those culverts that we have uh 40,000 allocated to um so that brings the the total to 100 1 milon $4,700 um in this plan um the uh the monies uh for the additional expenses um come from $180,000 from a carry forward that we did in the road and drainage um fund from 23 there was $321,000 that were carried over um in in 23 um and those monies are proposed to be reallocated to a number of of things that will go go over in the uh subsequent item but 180,000 of that is um to help pay for these uh cul repairs um and then there is femur reimbursement monies that we are anticipating um and the total uh um that uh the town is requesting from FEMA is a little over $400,000 um and we are proposing that $271,000 of that money um be put into the the capital um plan um and uh there is um proposed funding um from potential donation from The Sod Farm of $250,000 um so that's the the overview I can walk you through the the specifics um on the capital plan if you want to um but it balances out if you look at exhibit a um that there was uh through these various mechanisms that I mentioned um 4435 uh $437 available um for those uh expenses and it coincides with 4.4 uh 35 437 in projected expenses um there is a recommendation that we hold back on um $250,000 of the uh Road Improvement program um the paving aspect um um until we actually get a uh a donation and that is not just a theoretical donation but an actual donation um and I'll take questions at this point okay who's got questions besides me Bruce okay no I I'll go last okay when you mention carry forwards and funding projects I'm trying to picture that in my mind I'm assuming that somewhere you have a spreadsheet that says we have this much cash and we have this much that will come from the operating funds for the year that are uh budgeted for Capital outlay so you have uh budget funds going to Capital and you have maybe cash in in the bank and Investments do you have a a plan like that that is that where your funding is coming from well when I'm talking about the the carry forwards in in capital um is that from FY 23 um there had been funds allocated to the capital program um and expenses associated with the capital program to to do various projects last year in FY 23 we did not spend 664 th000 um dollars um and so we carried those fund the that those funds forward that Revenue forward and we also did not complete um a similar amount of um of uh projects and they they were still ongoing projects um and that included um a number of Culvert Bridges um and uh last year's Paving project which ended up not getting completed until um the February time frame of this year let me drill in a little bit sharper when you say carry forward to me that's a budget term yes because the money still sitting in the bank yes if it's not spent right so you're saying uh money was approved for projects so it's budgeted in the capital budget and it wasn't spent so it carries on all right but uh somewhere you have to reconcile we have this much cash we have this much coming in current year to add to that cash so that's our total available to spend on Capital right do you have a spreadsheet like that if you if you look on page 129 um and you look at the the funds available for fy4 um there's a state Grant um that we received in the amount of $750,000 there was another uh Grant in the amount of $350,000 that we got a resiliency Grant okay um from the general fund where there was a transfer of 1,228 153 or that's the amount that's available for the transfer and budgeted I don't know that it's actually okay been moved over yet I hate I hate to interrupt you but I I see the list and I appreciate the detail but um okay so I see the the what's available and what is projected the the recommended use so if that plan happens and all that is spent where does that leave the 1.6 million in unassigned funds gone okay no mostly gone no the well is mostly gone the $1.2 million from the general fund is a total number that takes a portion of budgeted funds to transfer in 24 plus a portion of the reserves from the previous year so a part of that 1.5 is in that 1.2 um and additionally if you look in roads and drainage there is also a transfer from roads and drainage over to Capital as well so the road ws and drainage and the general fund remain at 25% but any excess in those funds have been moved over did you say general fund and Roads and drainage both at 25 yes they are both hovering at 25 this is we're talking about we're right now on the 24th plan there in 25 there's going to be the further expenditures of money the the the anticipated end of year um uh fund balances um leave us with money to spend in 25 um before you get to that 25% level so at the end of this year there will um be um monies available that exceed the2 5% by a considerable amount but that is only that's dependent on the remainder of the six months we have of this year and we need to see how those come in yeah um I'm sorry I didn't anticipate uh the question on on where would we be on fund balances but there is um there is a a calculation that's been done I don't know it's close enough what you've given me is close enough and I appreci appreciate that uh so I don't think I have any other questions thank you all right anyone else Manish I would like to build on that question I think what if I understood there is a cash inflow and there is a cash outflow there is a timing of assumption of certain money coming in I think I'm asking what I would like to see is the cash flow table this is this is probably a budgeted uh expense so is there a projected cash flow I think that's what we are saying projected yeah it's the it's the projected fund balance sheet okay so anyway we we I I think that's something that will help understand so my my question is um so let's say we spend $1 on Paving a road do you know how much does that save town as compared to today's cost of Paving that road like for every dollar spent on Paving a road how much do we save save meaning saving and cost like so I think what you're asking is um if there is a savings associated with um Paving the roads versus grading the roads um the you know the there's a reduction in maintenance expense that's what you're looking for I do not have um what that number is at this point in time and I don't think I've ever seen a calculation on okay so let's say we spend 1.6 million 2 million whatever that number comes to be all this money do do we have a sort of a big picture on how much will it save the town eventually like in terms of future budgets what is the impact on the benefits to the town um I I don't know what that figure is I don't know whether that figure's ever been calculated um there was a policy decision uh made um a couple years ago um I'm not even sure the exact time where there was a determination that it was more efficient to pave roads than to um grade them and by more efficient that's not necessarily meaning cost less but that's also um giving a better product um to the to the public in the sense of um smoother Rod less dust all of those kind of things um and hopefully better drainage situation those are all things that are considered in whether or not it's more efficient which is not necessarily less expensive let me reverse the question let's say we we spend this money and now we have more PID Road and then as we all know on the paav road there are going to be Port holes there is going to be repair do we have to allocate additional funds to now maintain our paved road is there any thought process is the paved Road percent increases is there any additional funds need to be set aside to repair those roads obviously there's there's going to be um maintenance costs associated right with whatever your surface is um yeah so these vendors when they submit the construction cost do they give an idea that if like from their experience what would be year one year two year three maintenance cost for these projects those aren't calculated here because we don't really have that level of good information but there are standards for what it is to maintain a paved Road versus what it is to maintain an unpaved Road and before I go into any standards because we're not necessarily standard in anything at this point in time but for an unpaved road we have to keep the beds where they're supposed to be the grading doesn't keep the bed where it's supposed to be the grading goes and tries to keep the road smooth for the safety of the drive but you have to constantly maintain the road Rock and to maintain the road Rock um is certainly a whole lot more than maintaining in any given year a pave surface the issue with maintaining paved surfaces as you mentioned the weather and also because of the weather the drainage and the way that the water could possibly be under the road and cause potholes now those have to get CH those have to get repaired depending on how well we address the drainage is how great the savings are for the paved Road and that's why during May 21st at our Council special meeting and workshop we'll be talking about drainage because what's happened for the last several years is that at first oim roads were topped off meaning that they got an inch and a half or two inches of asphalt and we did get core borings from the um contractor however the last couple of years we have rebuilt the base with no drainage and topped off with asphalt those roads may not last as long as a regular paved Road a regular paved road with drainage would last generally speaking 5 to eight years and why do I say five to8 because the wear and tear on our narrow roads would have us have paved roads lasting less than most other places so we'd be in a 5 to eight-year replacement um if we had appropriate drainage so with a a paved a unpaved road we know that berson put um a million dollars of rock down and two years later we had to put almost double that so it definitely costs more without giving you a per mile cost without giving you a year one year two cost it definitely cost more to maintain the unpaved road and again if you look at standards you'll see ratios paved to unpaved unpaved you have to put them into a rotation of when you're actually going to top them off and of course this assumes that you have drainage and that rotation again is 5 to8 years understood so I think the comment is there is a circular question we PVE it and then hopefully the cost will decrease because we don't have to grade it correct but then there is a maintenance component and and I'm just thinking is there a ASB budget for this year for the roads that were paved in the previous years or in the future years how do we that's a very how do we allocate funds towards such uh road maintenance no no these are good questions because this is where the issue is with the budget because the topping off was done without drainage and we tried to get a couple of foot Swale um and you'll see going through town right now trying to clear swells and trying to clear drainage ditches because our best chance to alleviate the impact of lack of drainage under the roads is to restore the drainage along the sides of the roads um and this year we also went back and we filled and you'll see a lot of the roads have been repaired so some of the newly paved roads had to be repaired edges potholes the whole thing thing so um I don't know what we'll be budgeting for next year but the real focus is on the drainage so we can maintain the investment in the paving if there is any such pilot to look at past data current data and come kind of create a thesis on what is the future need for the budget I would love to volunteer well that would be a let me suggest that any volunteers is wonderful I would not use our past numbers and the reason I would not use our past numbers is because the way that our Public Works and past management um managed Road repairs was not economical or efficient um you know they did a lot of cold patch and they got the stuff at lows okay so I don't think those numbers would be highly predictive of our future better that we would be using averages of Rock Road to paved road than using real past numbers and I hope you understand you you decide you you right you can say this is the accurate representation this is the ideal infrastructure and I think that I I would love to yeah look at that well you and Jeff can put that analysis together I know he would love that he likes to I'm have you I'm going to have you get with uh Richard he loves to drill down so so okay I think the another question was asked and I would love to build on that I think there was a allocated budget for the previous road construction that was not fully used and now I understand that some of that money or all of that money is now allocated on other uh projects and lot of the money is now allocated on emergency projects so my question is this emergency which is is going to cost us a million dollar is there any other unknown unknown at this time is the did the town do a complete assessment and this is it or do we have other priority projects well okay um what you had what I think you're referring to on the the the Cs emergency the eer well the the CTS the reallocation of those monies from swes and so forth that was Within the the drainage sector um and so that's why we think it's an appropriate use of the the grant monies that was really the $750,000 in Grant monies is what was um used to to support that does the town have other drainage needs well I don't think there NE I don't think there's I don't I don't think there's surprises um the infrastructure in the town um has tons of needs I don't want to put a number to it at this point in time because I um the engineer I'm I'm not an engineer um but it's in the tens of millions of dollars that need to to be expended and so what we're what we're anticipating moving forward is we're going to have a needs assessment that that's what's going on right right now that is not complete we've got some information we're going to begin um to uh our folks are going to begin to hand out that that information or or begin presenting it uh on May 21st in front of the the council um but there are literally tens of millions of dollars that could be spent wisely um in this town uh to improve the canal system and everything else associated with it um so I don't know if that no I think I think what I'm thinking is there is a day-to-day and we we spend lot of time on day-to-day yearly I'm thinking about five year 10 year Direction where we are heading so this is a preview or a small trailer of the movie that we are probably going to find out right need the assessment and out of that need assessment I I'm assuming you will say this is top priority this is second priority third priority whatever that could be I'm and then you have your day-to-day emergencies that you have to deal with and I'm assuming this million dollar is a subset of top priority let's say next 12 month projects so so my comment is the sooner we do that needs assessment and we understand what is that yeah money versus the money we lose in terms of like you said repairs and things breaking so let's say hypothetically we we need 10 million and every year if we delay it for five years it's going to cost us 2 million every year so it makes sense to then as a team to recommend raising some Capital if we have to because it's costing us more so so I guess what I'm asking is a fiveyear sort of a direction or 8 year or 10 year whatever you want to call it would be a helpful analysis on the direction of the budget okay th those those are all that's all coming uh going to be coming to you that's the big part of the purpose of the resiliency Grant was to do A needs assessment and get those that information out to you so that you can prioritize it and when you look at it um and you know I'm not trying to scare anybody with 10 tens millions of dollars but that's what it's going to be I think you know you're you're going to be presented with the concept of it doesn't make sense to make improvements that are designed to last for 30 or 40 years um and pay for them in three that doesn't make any sense why you know unless you were doing something for your kids specifically why are you going to fund something that has a material benefit and and life that goes well beyond um the the time you're going to um pay for it um you're letting the future residents um totally off the hook if you fund it or you do a detriment to them because you don't fund it the reason you don't do that if I have the I might have my don't backwards but is because if you borrow money and push off the payments till later because it lasts 30 years you're stuck with whatever your product is if you use money that you have now you have more control as you move forward through time and you're not locked in in that's why yeah I and I understand that for for normal sorts of things but when you're when when you're the amount that you need to get done is so high it's like um you know do you pay for your house in three years most of us don't because we it's too big of a number for you to handle and so you are going to have to pay for it in 20 or 30 years um and the you know the life of that house may be 50 years or more but you're G to have to continually do the maintenance on it I i' I'd like to interject um but that it is eight o'clock yeah and and this is something that we can cover in the future it's not going to be covered or fixed tonight so I'm making a list as you're making comments and I would before we wrap this meeting up propose something that we can all follow um but is there anything else you'd like to okay Cassie do you have anything Tracy oh unless we're gonna talk about it later the dump truck I noticed that yeah there there's some things yeah can't see nothing I have one okay if I may get one more I hope this is short Francine at one point years in the years past I remember hearing that council members could could decide where we were going to make Capital Improvements because they were biased by what road they lived on and therefore staff had to make the specific decisions as to where improvements would be made do we still have restrictions like that well actually it's a conflict of interest determined by the um Commission on ethics because um in order for any individual council member to go ahead and make a decision on the road they live on let's say there have to be more than 100 Property Owners or residents that's debatable um that are there in order to dilute the conflict enough so the way that our attorney has had us go back and vote everything and the way that we present the budget every year is while we discuss the levels of Maintenance they the council votes on the capital plan and awards bids based on a program of projects so like for instance this bid that we just awarded had 11 no nine segments I don't remember it had a number of segments segments but we've got them down as selected by staff right that's how they avoid the conflict selected no no not selected by staff I met with each council person and it actually was me I met with each council person and we reviewed the C Capital program and each council person said what they thought their let's say 10 so you developed a consensus of everybody's T we brought back options to the council I think we had a series of options and they picked out of the options and they talked about what needed you know more attention than another yeah and and and it ends up there I think they ended up being discussion uh about you know one from column a one from column B type of thing it was not it was not a specific program that um the staff had developed thank you thank you yeah Tracy dump truck do you want to ask about that yeah I is that going to be a for sure thing um because you guys have $114,000 for rental of equipment which includes a dump truck how often is that dump truck being used is it every month the dump trucks used almost every day every day actually the reason that we're getting a dump truck is ours is too small and um but yet on the other hand we can't really get a big one because of our roads um and the dump truck is primarily used or where it really is coming in handy is for the Canal bank stabilization so that's where we really need the dump truck for the truck also be used in like the future going in so you guys are ping hauling right now well well let's talk about the canal Banks because Jeff said many tens of millions of dollars um the first year that we actually tried to put a capital plan together we estimated the pricing for one mile of Canal bank restoration and it was like $1 million for one mile of Canal bank and there are 30 miles actually 32 miles of canal Banks so over time that's $32 million so what we're trying to do is we're trying to do internally internally by our own staff um do two miles a year and the staff and the materials and so on is close to about $400,000 for the two miles and we're not doing the two: one slope we're doing as big a slope as we can get and still keep the water flowing so with considering purchasing a dump truck you'll have monthly payments but you also have the insurance the liability the repairs the maintenance and the cgl well we do we did have a dump truck now we do have a dump truck now it's too small we're replacing it right but that $4,500 a month is including your insurance and liability and your repairs if it's but we buy once as opposed to renting forever again this is for the canal Bank stabilization and let's just look in the five-year window that Manish was talking about um and Bruce this speaks to your point to you get it done once you don't pay for it forever um so we buy the dump truck which by the way we're going to use the proceeds or as much as we can of the proceeds from our Surplus property the dump truck is 114,000 the first three pieces of equip no I think two pieces of equipment we sold yielded $61,000 and we have three more pieces of equipment being surplused and we expect that will'll get the difference from those three and have money left over we pay for it once and we don't pay 4500 every month with regard to our insurance our total insurance um will not change significantly because our insurance is a general policy um and it covers everything in our yard all the equipment yeah yeah so as long as it's within 100 feet of the building there you go and we have as far as the drivers we have a good number of our staff that are uh have CDLs and and can drive them yeah and I've been a real I've been a real um I've been on them about this dump truck because you know we've I don't think it's a bad idea no I'm not saying it's a bad idea there's things the question becomes is it right to buy the $114,000 one you know I mean if we're buying is that the right one soand typically they're about 140 correct that's that's what we think that's what I think about 140 150 not 114 too small but yeah yeah yeah that's what I think too there's a there's a sizing issue and Size Matters so on that let's move [Laughter] onti I told you I'm trying not to say anything so my questions there you go so we're we're placing these coverts we' pretty much jump ship on swes and catch Bas other con control structures I'm assuming we're talking about the Weirs on okobe risers yes yes and that is somewhere down here at $150,000 per we over the course of 2025 26 and 27 watch out for that number to change as we're going through the vulnerability assessment we will get a better number so yes that is that the keshar survey that they're working on still the result so we haven't seen the results of that yet no they're going to talk in general um and give an update as to where they're at on May 21st okay as you know water's one of my things right and the dysfunctionality of these canals now for 20 years 2004 was the year they yanked some of those structures out and damaged other structure so they cannot be used the North End of the town is a desert we live on the North End Cassie I while the rest of the South End deals with spongy ground so the the continuation of the paving project I don't even understand what is the status of level one Service Roads getting paved we're almost done we're looking at a for next year I go ahead yeah go and finish finish that conversation happen at the council as well yes yeah I think that um and if any counsel are watching they're going to get a preview but I think staff is going to say a and fixed North and then let's just do drainage and the little bit of collecting control well I'm looking I'm looking at your list you have 29 segments six of those are level one Service Roads so and yes those are smaller segments I get it um I know that Mr Galant has said 16 to 18 foot roads um and historically they've been wider U so I would expect we'd save money by linear foot footage being narrower but I I would suggest that this Council spend a little more time following the road classfication map and getting a 20-year-old defunct Canal system functional again and that would in my opinion mean a new pump that pulls and pushes water not just pulls water because every time we have a storm event we wait for Royal Palm Beach and Wellington and everybody around us us who are pushing water into the c-51 we have to wait till that level goes down enough till our water leaves so well you have no greater agreer in that three-legged race than me yes our champion um we've been pumping what yesterday we pumped water all day because we're M we did he came in and turned it on we have no second pump at d Road in oobe for 20 years I thank you for making sure you keep saying 20 years thank just saying thank you for saying it because I get pounded sitting here pretty much every meeting and I remind everybody we're catching up for 20 in a short period of time on the canal Banks I just on the canals I just want to mention besides what you're saying and beside the canal restoration they haven't been dredged since 2017 and only 12 miles of them had been dredged well not only that we're looking at a canal system that's 100 years old with the shallower end at the north end of town because everyone had to be gravity flow we're not 100 years in the past guys we are in the 21st century um I I think that we can Hammer that all night and get nowhere but good luck I I would appreciate passing the word along 20 years um so on the FEMA money that you've got here you have it's anticipated to exceed 400,000 yeah because these are mitigation GR grants and with the mitigation grants they allow and we're going to apply for a bunch more this year after the storms last year they came out FEMA came out and they made a tour around town with our staff and any place that we could convince them that we needed to not only fix storm damage we needed to bring it to our standard that's what we got mitigation grants for we don't have the final per paperwork back in but yeah we have applied for 400,000 and so far it looks like the answer is yes well I'm I'm just looking at budgets associated with these uh projects total 21,700 and then you have an anticipated total of 27179 being spent for fiscal year 24 those two don't add up to 400,000 no so I was just trying to marry that number it doesn't it's it's not those aren't Associated no they're not directly not directly Associated I was like and yeah we didn't want we didn't want to try to allocate the entire $400,000 because you know these exed 400 these are over 500,000 well together yeah the the the additional that's why the you then get into the donation um of the $250,000 yeah the donation is this going to be a townwide policy to take donations to pave Road sections we actually have a town policy to take donations and it's not limited or assigned to any particular thing now we a charity no get to write that off their taxes well actually the reason why we even brought it forward to the council as early as we did is because the procurement manual talks about receiving donations um and anything that we receive over $5,000 has to be approved by the council so before we ended up in a conversation with the sod farm about taking a donation we wanted to know if the council had any I guess we'll call it appetite for that and legally the you cannot assign that money to any specific project well legally we have not done an agreement or finished any conversation with the dolphins because they've been kind of busy they just recently got back in touch with us um I missed the meeting but Mr CTS attended it so I'm turning it over to him uh met with their the sod farms representative and the parent company is the Dolphins but um the uh it was a it was a very good productive meeting and I believe that um we will be receiving the funds the refunds are not going to be directly as we have discussed it are not going to directly be tied to any particular project um it was independent of this donation that that segment of Road completing B just as we're talking about completing a early next year um and then uh beginning to get North in order um those are you know that's the completion of the the level one roads that we want to get to and so that's that's where that came from um yeah it still looks a little bad Optics well you know it may look uh a little coincidental but finishing B has been a priority for years I mean the original request from the sod farm with their development approvals was that they do be that they do to Million worth of be this is my they got off cheap they did get off cheap because and what happened to their impact fee that they still pay 20,000 a year for 10 years Y where did that money go it goes to road paving for B we did and maintenance it was actually for mainten it goes into the yeah it was for maintenance and by the way it didn't have a whole lot of legal strings on it but we put it into the roads and drainage fund and what we spend on B exceeds obviously $20,000 well it seems to me as we go into our needs assessment that as we're willy-nilly paying for covert bridges that are private Bridges and then we make them public Bridges but they only go to two properties we should look at a design that you have so many bridges crossing the canal and then you put a road on the other side because we currently have West Roads that magically appear on our maps and um I as we when we see this resiliency Grant um survey results will be very interesting we have to actually change our code for the West Road because the way our attorney interprets direct access would have us having a zillion cver Bridges so we need to go ahead and modify our code at the same time that we do the policy that you men mention we also have a draft CT policy for a CT program coming to it's all on the 21st it's the drainage night very um we have a a policy I think I might have brought it with me and I might have left it on my desk where um you know we know how many C we don't know how many culverts are actually in town but as they need to be replaced if they're not on public property we cannot replace them but it would be better um that we would be able to get them replaced when we need them replaced so the road maintains intact all right so any other questions or comments on item five I one yeah c um when you talked about the culverts and the private culverts um I looked at a lot of these maintenance Maps um because I've had some copies and the way the properties they're different all over town but the properties in in the majority that I found not majority that I was looking at on the certain roads the actual Culvert over the bridge is part of the town's 60 foot many times is and and the actual property lines are actually like 25t off the main road or 20 feet off the main road was what I noticed on a lot of the maps so but the question I had is um um on these main roads and I agree with Lisa um the level one roads you know I just have a real hard time and then and and why they don't see a um a um an importance for the water moving you know especially when you drive out and you see the road the canals are dry so that's just my comment thank you do we have to do anything on item five um if you want to um make a recommendation on anything to the the council we will bring it forward but that would be a motion and the body itself rather than an individual comment yeah I think without the results of the kesars um surveys it would be hard to to single out some changes um other than level one Service Roads being the priority um and stop cherry-picking roads so anything else to this to the council agree with Lisa the the methodology to do a prioritization of the roads and the Water Works should be clear this is the methodology and this is how it's being picked so all right thank you anybody else nothing okay so just so you understand there was no there was no motion um of the body that we would bring to the the Council on that that okay great no we do not all right number six uh resolution number 20 24 double X I don't want to know why it's rated XX adopting a budget amendment for f year waiting a number sure Jeff yes sure it is so uh can you explain what this is it looks like it's uh in a rears what we're doing here um it's contemporaneous if you will um and mainly that the the overall budget doesn't uh doesn't change um much at all um but it is uh to provide um changes are necessary for the increased transfer in Road and drainage um there if you if you look at things and given the time um I don't this is fiscal year 2022 23 no this is this year okay but that adopting a budget amendment for fiscal year 202 so theine an error it's an error I was oh concluding that as well yeah confused I think the subject line is wrong yes it's 23 24 okay thank you for that I think the the body of the memo all talks about 24 yes okay great thank you okay um I'm trying to think of the most expeditious way to to walk you through this I mean we talked about a number of things that are um encompassed in this in in the in the capital um but what you all have in front of you is a a sheet that um we've called the evolution of the budget um and um I'll try to walk you through that so you can see how uh the budget um was the the change not from a fund basis but almost from a a line item basis there um starting off you have um your original budget as it was going on second reading and in the general fund there was um $4,228 ,000 in revenues um and expenditures um um and um then um in the 105 um budget you had 2,438 $76 um that was um budgeted there and in capital you had uh just under three Mill ion dollar um I'm excluding the transportation fund and the loss fund because those are unchanged um there were anticipated uh revenues in the transportation fund of $46,000 um and in the loss fund of $334,000 um and those are not proposed to to be changed um can I ask you a question Jeff would you think it would be easier to look at page 138 139 and then work backwards well um basically the transfers are to the capital fund right and $57,000 was reduced in transfers in the general fund and $180,000 was moved from the road the water Control District which is roads and drainage into capital and then in capital we got 271 from FEMA 250 is a private contribution that is not assured at this point in time and that gives us a total amount of $71,000 transferred into the capital fund and we had 3.7 million to begin with so now we have 4.4 but the detailed of the evolution of the budget is the detailed line items that get you the 271 the 250 and the 180 and it puts them in the accounts that it's supposed to go in I'm gonna hit the ladies room I hope that yeah and if you wanted to um the $321,000 that I mentioned um on the carry forwards in 105 they're detailed um in here as well as to which accounts um we carry for we carried forward from uh FY 23 um and then um the internal um modification of those as to where we're going to come up with $1 180,000 to move over to to Capital um 62,500 um is going to a tree removal um contract um and there was $2,333 for a um vehicle for the public works director um uh $40,000 for engineering um about $199,000 in traffic control signs remain there um and then there's a slight uh we leave Couple Grand in operating supplies and um uh four 4,776 in fuel um and that there's the breakdown of the $321,000 where you can see where it came from um and where we plan to to put it um but as I said mostly what we're doing is transferring monies into um the capital it's a net increase from um our internal um uh funds of $180,000 from um the road and drainage fund that's the big difference in the in the fund and then there's additions to the um the capital um supplemented by the things we've already talked about okay any questions I assume that the uh am I assuming correctly that the capital Improvement plan changes that you went through are incorporated into this this is related yes yes okay thank you yeah it's the same same numbers that 4435 437 thank you is where we end up Manish yeah uh I have a question okay so I'm looking at the repair and maintenance uh reduction of 100,000 I'm sorry this was U I think it's on the third page of the handout third page of the hand up yeah yeah it's somewhere in the middle you will see a 100,000 reduction in the PA and maintenance and then it seems like that money was diverted for salaries and F few cut taxes retirement so is so you're converting contract into an employee situation did you okay there were there were there's what we what we had are you talking about the um under the building department yeah I'm looking at 100,000 negative on the column two and then on just on above there is additional cost of 114,000 salary and and I'm sorry let me get to what line item are you talking about it's um in the middle of the third page it's line item number rep maintenance yeah 5468 okay um that $100,000 that you see that negative $100,000 yeah um that was um there had been $150,000 in there at the in the budget and the council took that $100,000 um and put it towards the $370,000 can Canal um maintenance crew um remember that I told you about there was $165,000 in salaries $25,000 um in materials and supplies um that refers to a change that the Council made at their second hearing and that that's that um and then um there was1 19,000 um dollar that were carried over in that account so that it was at one point in time you know 69,000 $500 um and then we're proposing to use those monies um in the different fashion that I described uh differently in other words if that money is taken 100,000 does it mean we have lesser funds now for repair and maintenance or you have additional funds uh we have less money for repair and maintenance on that item and um when you look at trying to find 5468 here why you added what was the last year expense on this 5468 um I would have them look bit I'm what I'm looking up right now is where we are this year 546 80 um year to that's the I would like to propose like a 10-minute break no I I really have to go use the restroom and if he's looking it up so we get a she got to go to the restroom well I have to I have to hand over the meeting okay th thus far this year according to your budget to actual um the expenditures in that line item have been $748 not 150,000 not 50, 748 $748 so far in that line item so that's for repair and maintenance that's for that's for that particular repair and maintenance be that particular thing yeah it's yeah it's the 538 5468 okay got it okay and that's that was one of the reasons that we decided not to leave the $119,000 in carryover monies I think it's building isn't it no that this is um this is in the road and drainage uh fund um public works so okay guess we need some time to digest all this yeah any other questions uh I do have a question on um 305 Capital Improvements revenues on contributions from the Transportation fund and from the ctax fund uh are those annual numbers is that just this is what the town is getting annually from so that's a that's the total funds generated from gas tax and Sir tax the total from gas tax it's the total that we can transfer from the gas tax that's the maximum keep a piece of it in the roads and drainage in order to keep the assessment low the assessment is stayed at $200 a year and we're actually spending at a rate of $250 250 per unit so what is the total that we get from gas tax annually is, 46 yeah and yeah obviously portions of that are limited on what they can be spent on8 is limited to Capital okay all right but the sir tax is that the total Sur tax annually okay now that's higher than their original estimates were right get $2.5 million so once we hit 2.5 we're done it's probably about a year or so from now so we're not going to hit that 2026 deadline ear okay all right okay those are my questions anyone else no no no all right uh again recommendations to council is that what this is y so I I think similar to the previous item but thank you everybody um and uh I got a motion to adjourn no no I need one oh I motion to adj thank you Tracy second by Bruce motion by Tracy to adjourn meeting adjourned e