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HomeMy WebLinkAboutMinutes of Meeting - Budget Workshop - September 07, 2016 MINUTES OF MEETING DANIA BEACH CITY COMMISSION BUDGET WORKSHOP WEDNESDAY, SEPTEMBER 7, 2016 - 3:00 P.M. 1. Call to Order/Roll Call Mayor Salvino called the meeting to order at 3:02 p.m. Present: Mayor: Marco A. Salvino, Sr. Commissioners: Chickie Brandimarte Paul Fetscher Bobbie H. Grace City Manager: Robert Baldwin City Attorney: Thomas Ansbro City Clerk: Louise Stilson Absent: Vice-Mayor: Albert C. Jones City Manager Baldwin noted Vice-Mayor Jones would not attend due to a family illness. 2. Finance Presentation Nicki Satterfield, Director of Finance, presented a PowerPoint overview of the proposed budget, which is attached to and incorporated into these minutes. She noted an additional amendment was received today from the Broward Sheriff's Office for a$65,000.00 credit for the lease of the ambulance and the funds will be returned to Commission Contingency. 3. Items for Discussion Commissioner Brandimarte questioned the body worn camera item, and Director Satterfield reviewed the equipment purchase and operating costs components. Mayor Salvino questioned if we could get a revenue bond to cover the cost of Phase 11 for the beach renovations, and recoup the money over the years as development comes in. Mayor Salvino questioned and commented on the Intermedix EMS Transport Fee Billing & Collection item included in the handout distributed to the Commission. He noted we have lost hundreds of thousands of dollars in uncollected transport fees. Director Satterfield suggested the Commission adopt a formal collection policy to submit to the company, so that Dania Beach residents do not pay for their EMS services because they pay through their property tax bill. Commissioner Grace questioned the percentage of people who live outside the City that we would try to collect from, because it will not be feasible for us to pursue. City Manager Baldwin noted the call rate for Dania Beach is high; he assumes there is a high volume of non-resident calls because we are somewhat of a transportation hub of Broward County. Commissioner Brandimarte would like to see what other cities do in regard to collecting unpaid transport charges. 4. Adj ournment Mayor Salvino adjourned the meeting at 3:45 p.m. ATTEST: CITY OF DANIA BEACH C /���(,�, /�(� �p,Rp,S FIST LOUISE STILSON, CMC ALVINO, SR. CITY CLERK 1 Approved: September 27, 2016 �y -'r�ORATEO 1�" Minutes of Budget Workshop 2 Dania Beach City Commission Wednesday, September 7,2016—3:00 p.m. City of Dania Beach FY 2016/2017 Commission Budget Workshop September ), 2016 Budget Focus • Sustainability — staffing levels, benefits, debt service, contract costs • Infrastructure - completion and maintenance of planned & funded Capital Projects • Stormwater runoff infrastructure • Water & Sewer system repairs & replacements • Beach Area improvements • Phase I ... already funded and under development • Phase 11 ... annual funding —$955,975 being accumulated from Parking • Roadway repaving , sidewalk improvement, bus shelters and dumpsters • Appearance- • Carryover of $200K Funding for Oasis project to be identified • Parks & Roadway landscape general maintenance • Public Safety — • Successfully negotiated BSO contract for Police and applying for COPS Grant • Working to establish sustainable BSO contract for Fire Rescue service costs including 5 addt'l FF/PM formerly funded through SAFER Grant • Expanded neighborhood solar lighting systems through grant funding • Increase annual City funding to legacy General and Police & Fire Pension Plans • Customer Service — • Expanding on-line access for parking fees • Work to enable on-line monitoring of City building permits Financial Status • Economic growth at State and Local levels continues to build momentum . • Fourth consecutive Property Value Increase • 2008 total Tax Value (top) $3.300 B • 2013 $2.572 B decline of 21.5% over 5 years • 2014 $2.791 B +4.49% • 2015 $2.968 B +7.49% 2016 $3.226 B +9.90% • Personnel costs - focus on sustainability; rising cost of retirement funding and health care. • Investment earnings — slightly improving (.45 > 2015) • City Tax base - continued recovery projected — aided by investments in City neighborhoods, beach & gateway appearance, infrastructure and economic development. • User Fees / Assessments- $10 increase in Fire assessment (83C mo.), $2.52 (21C mo.) increase in Solid Waste hauler's fee an no increase Stormwater assessment. General Fund What 's Inclu • No increase to operating property tax rate • Use of $345K Undesignated Fund Balance • Public Safety Contract Cost $22.7M t — Police services $11.5m to $11.9M -3.72% t — Fire services $9.48m to $10.1M -5.98% t — Safer Grant expired May 2016. — Funding for 5 addt'I FF/PM for Station 1 $665K requiring the use of $345K of undesignated reserves • City Manager: Oasis Project Carryover 2016 $200K • Commission Contingency $ 77K • IT — Citywide Archiving System (recordsretention) $100K • Police: Body Worn Camera (operating portion only; equip LETF) $ 83 K • Recreation : Roof Lifeguard/Bathroom Bldg (impactfees) 29K • Streets Division : • Roadway Repaving $250K • Sidewalks (Citywide & 50/50) w General Fund What's Not Included ? Estimates Only 5.1M • BSO Deputies (2) — Seeking COPS Grant $310,000 • BSO — Relocation to City Hall $500,000 • Security Infrastructure Chambers & City Hall $145,000 • Vehicle/Equipment Replacement $300,000 • BSO Radio Program (to be phased-in) $885,000 • Olsen Middle School Grass Field $180,000 • Employee Appreciation Event $ 15,000 • Holiday Lighting $ 50,000 • Frost Park/PJ Meli — Contract Field Maintenance $180,000 • Frost Park — Drainage Installation $130,000 • Customer Call Centers (2FTE Administrative Staff) $ 60,000 • Purchase of Property — Jones Park $300,000 • Pension Reserves (Formalize Policy 3 Mo. ERC) $2,000,000 • No New Capital Projects — deferred to 2018-2021 (refer to CIP) Enterprise Funds • Water Debt cost from capital loans — No rate chg. since 2011 ➢ Working to complete approved Capital projects • Sewer Debt cost from capital loans — No rate chg. ➢ Annual cost of contract treatment has slightly increased • Stormwater - SRF capital loans — No rate chg. ➢ Working to begin SE improvements Phase II ➢ Work to begin SW area & Taylor Lane paid from Fund cash • Parking Beach pa rkl ng ($400K surplus to support Beach Improvements) • Pier Restaurant - ($125K surplus to support Beach Improvements—not included) • Pier - Westrec Management ➢ Self supporting marina operation ➢ Surplus to be used for Pier L/Term maintenance (rev. up 6%) • Beach -Phase I renovation already funded -Phase II funding from currently = $955K • Marina — Westrec Management ➢ Self supporting marina operation — including annual loan repayment ➢ Occupancy and slip rental revenues continue to steadily increase (rev. up 18%) City of Dania Beach Amendments to Proposed Budget 10-1-2016 to 9-30-2017 Account Description Increase Decrease OAmendment for ERU's July 1 BCPA Decrease to Stormwater Revenue(403-00-00-325-20-03) Stormwater Fund Professional Services 1,454 Decrease to Stormwater Contingency(403-38-01-538-99-10) Stormwater-Contingency 1,454 O2 Amendment for Solidwaste (Inclusion of Oaks at Hidden Harbour) Increase to Public Services(001-34-01-534-34-10) General Fund Contractual Services-Solidwaste 20,549 Increase to Solidwaste Revenue (001-00-00-343-40-01) Solid Waste Assessment Revenue 19,727 Decrease to Contingency(001-18-00-519-99-10) General Fund-Contingency 822 &mendment for Property Insurance Coverage-Water Plant Increase to Water Plant(401-33-03-533-45-10) Water Fund Insurance Coverage 54,000 Decrease to Water Fund Contingency(401-33-01-533-99-10) Contingency 54,000 �4 Amendment for use of Recreation Impact Fees Decrease Appropriation of Recreation Impact Fees(001-00-00-389-90-03) General Fund Recreation Impact Fees 46,850 Decrease Commission Contingency(001-18-00-519-99-10) Contingency 46,850 OAmendment for Hollywood Large User Agreement GASB 68 Increase Contractual Services(402-35-02-535-34-10) Sewer Fund Contractual Services 90,000 Decrease to Contingency(402-35-02-535-99-10) " " Contingency 90,000 September 14,, 2016 Public Hearing 5 : 01 p . m . • Taxes = maintain existing millage 5.9998 mills • "rolled back" millage rate — 5.5051 mills • Voter Approved Debt millage - .2464 mills • Fire-Rescue Assessment (adj. of $10.00) $ 200.00 yr. • Stormwater Assessment ono change) $ 40.00 yr. • Residential Solid Waste (adjustment = $2.52 yr.) $ 342.48 yr. • Adopt tentative budget (as amended) Conclusion • Recommended Budget presents a fair, reasoned & balanced financial plan for Dania Beach in the coming year. • We thank the Commission and City Departments for their guidance and assistance in developing this annual City Budget plan . City of Dania Beach Department of Finance st Dania Beach Blvd Dania Beach,FL 33004•(954)924-6808 •(954)-923-1109(fax) MEMORANDUM TO: Robert Baldwin, City Manager FROM: Adam Segal, Asst. Finance Director DFA-16-018 Nicki Satterfield, Finance Director DATE: August 23, 2016 SUBJECT: Intermedix EMS Transport Fee Billing & Collection Background The City of Danai Beach currently contracts with the Broward Sheriff's Office for Fire-Rescue Services. As such, the Broward Sheriff's Office contracts with Intermedix (an EMS transport billing company) to process their billings and collections. The fees charged are in accordance with the City's rates adopted in 2008 with a built-in 5% annual increase. The resolution is attached for your convenience. The Broward Sheriff's Office current billing and collection policy with Intermedix is as follows: • Intermedix will send an initial invoice within 30 days • If invoice remains unpaid a second invoice is sent 30 days later • If invoice continues to remain unpaid the balance will remain in their files and available for collection • No items are ever written off but rather remain as uncollectible • Unpaid items are not sent to collections • Medicare is invoiced at 80% of the allowable amount; BSO has the option to invoice for the remaining 20%, but this may or may not be collected depending upon secondary insurance. e Analysis of Information Below is a summary of the following outstanding receivables by category: Private Auto Work A e Medicare Medicaid Insurance Insurance Comp Self Pay Other $74,078.78 $33,633.97 $40,295.79 $73,531.86 ., $28,556.18 $24,454.91 $34,766.06 $2,963.43 $75,438.72 - $14,004.31 $15,596.66 $49,016.89 $2,100.18 $48 798.27 •. $25,233.83 $24,226.01 $37,700.58 $7,095.42 $2,907.70 $93,552.95 $953.47 - , $12,582.32 $16,972.40 $41,391Al $1,742.00 $64,580.72 $999.07 - $17,260.96 $12,904.91 $28,691.37 $2,389.34 $73,544.36 - $10,852.20 $15,914.23 $25,223.97 $1,335.56 $965.29 $66,932.90 • ' $628,587.73 $389,454.28 $838,395.74 $95,095.57 $18,048.40 $3,682,716.63 $798.69 $811,156.31 $533,157.37 $1,095,481.81 $112,721.50 $21,921.39 $4,179,096.41 $2,751.23 Self-pay is the largest amount at approximate $4.2M with private insurance at approximately $1.1 M. Intermedix stated the self-pay collectability is approximately 2%. It is unclear however, how many of these private pay or self-pay are Dania Beach residents. Intermedix also informed Finance that the City in conjunction with BSO can implement whatever policy it chooses and actively encouraged us to do so. During our research it was further discovered a compassion policy exists which provides for a potential waiver of fees for financial hardship. The latest resolution and policy are attached. Resolution 2008-147 sets the fees for EMS transport services and provides an avenue whereby those patients who are unable to pay can apply for a waiver upon submission of appropriate documentation. The City can also simply charge patients only to the extent of their Medicare or other health insurance coverage. Please note the compassion policy is to be administered by the Dania Beach Fire Rescue Transport Reimbursement Executive Board which is to be comprised of the City Attorney, Finance Director and EMS Coordinator. To our knowledge the board has never convened and Finance was unaware of its existence until now. Presumably no person has ever requested a waiver due to financial hardship. RESOLUTION NO.2008-147 A RESOLUTION OF THE CITY OF DANIA BEACH,FLORIDA,SETTING FEES FOR THE TRANSPORT OF PATIENTS TO LOCAL HOSPITALS BY THE CITY OF DANIA BEACH FIRE-RESCUE DEPARTMENT; PROVIDING FOR A "COMPASSION POLICY"; PROVIDING FOR CONFLICTS; FURTHER, PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, CMS (Centers for Medicare and Medicaid Services) of the United States Department of Health has implemented changes in the structure of transport fees with such changes to become effective September 1,2008; and WHEREAS, it is recommended that the City adopt fees that are consistent with such changes;and WHEREAS,the City wishes to provide a"Compassion Policy"allowing for options for the payment of such transport fees; NOW,THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DANIA BEACH,FLORIDA: Section 1. That the following fees for the transport of patients to local hospitals by the City of Dania Beach Fire-Rescue Department are approved: ALL LEVELS OF TRANSPORT $650.00 COSTS PER MILE $12.00 Section 2. That with respect to increasing costs associated with transporting patients,an automatic five percent(5%)per annum increase in the above stated fee is adopted. Section 3. That the "Compassion Policy" allowing options for the payment of such transport fees, a copy of which policy is attached to this Resolution,is approved for City use. Section 4. That all resolutions or parts of resolutions in conflict with this Resolution are repealed to the extent of such conflict. I Section 5. That this Resolution shall be in force and take effect immediately on October 1,2008. PASSED AND ADOPTED on August 26,2008. 141%z� ALBERT C.JONES MAYOR-COMMISSIO ATTEST: �� s F1 r cry QXJ LOUISE STILSON,CMC CITY CLERK 91°* ORA'�1 APPROVED AS TO AND CORRECTNESS BY: THOMM J. INSBRO CITY ATTORNEY i 2 RESOLUTION 92008-147 ATTACHMENT"A" CITY OF DANIA BEACH COMPASSION POLICY Centers for Medicare and Medicaid services (CMS) of the United States Department of Health Manual,Chapter 16, Section 50.3,provides that: A [State or Local government] facility which reduces or waives its charges for patients unable to pay, or charges patients only to the extent of their Medicare and other health insurance coverage, is not viewed as furnishing free services and may therefore receive program payment. OVERVIEW Dania Beach Fire Rescue has approved uniform policies and procedures for the determination of "unsponsored charity care". These policies and procedures shall be applicable and effective September 1,2008.Unless a patient has been rated financially indigent or a reduction consistent with the financially indigent patient or an estate representative has been established,the patient or other responsible party under applicable contracts,laws,or regulations,is fully expected to pay the entire bill in a timely manner. No patient account(s) will be considered for reduction without the proper written request, documentation or both from the patient, legal representative,or family member. All patient accounts must be reviewed uniformly by definition of the components of unsponsored charity care.This shall be accomplished by the Dania Beach Fire Rescue Transport Reimbursement Executive Board. This board shall consist of the city attorney, finance director, and the EMS Coordinator. DEFINITIONS AND POLICY Unsponsored Charity Care I Financially Indigent. Unsponsored charity care shall include unreimbursed services to the financially indigent. Financially indigent shall mean uninsured or underinsured patients with no obligation or a discounted obligation to pay for services rendered based on Dania Beach's formal eligibility which may include: (a) income levels; or (b) other criteria for determining a patient's inability to pay that are consistent with the service's mission and established policy.The Department of Health and Human Services Poverty Guidelines shall serve as an index for the threshold below which patients receiving care from Dania Beach Fire Rescue are deemed financially indigent. 3 RESOLUTION 42008-147 i Charity Care Determination No patient shall be awarded any write-off financial or otherwise without the approval by the Dania Beach Fire Rescue Transport Reimbursement Board.The determination may be made after review of documentation of a hardship as submitted by the patient.In order to facilitate the review process,the Transport Reimbursement Board may examine copies of recent Federal tax returns,itemization of sources of revenue for the current year and anticipated expenses,and any other documentation which may prove evidence of hardship. All information submitted will be kept confidential to the extent provided by law. Contractual Adjustments Contractual Adjustments to commercial contracts, Medicare or both shall not be counted as unsponsored charity care. Bad Debt Bad debts shall not be counted as unsponsored charity care.Bad debts shall include the uncollected billed charges for services rendered to patients who do not qualify under the definition of unsponsored charity care. Contractual adjustments shall not be considered bad debt. i I 4 RESOLUTION#2008-147 MUNICIPAL DEBT FINANCING OPTIONS OGeneral Obligation Bonds A General Obligation Bond is a municipal bond backed by the credit and taxing power of the issuing government.General Obligation Bonds are issued with the intent that the municipality will be able to repay the debt through taxation or general operating revenues.These are generally backed by the City's tax levy revenues.Since the current operating revenue stream would not support the debt payment, in order for the City to issue these bonds the debt and interest repayments would need to be covered by tax increases to either the exisitng operating millage rate or the debt millage rate.The debt millage rate would require voter approval. ORevenue Bonds Revenue bonds differ than GO Bonds due to their method of repayment;unlike GO bonds which rely on taxation,municipal revenue bonds are guaranteed by the revenue streams generated by the revenue from a specific project.The improvement for which the funds are borrowed must derive sufficient revenues from its operations to repay the loan. A good example of this is the Marina Fund.The Marina fund was approved to borrow funds because a specific revenue stream(slip rentals)was being generated which showed sufficient support to repay the debt. OBank Qualified Bonds Bonds generally issue through a bank lending institution;generally smaller debt issuances but tend to have higher interest rates.Generally, backed by either collateral if capital purchase or by general fund revenue pledge such as franchise fees or utility taxes.Since the current operating revenue stream would not support the debt payment it would not be recommended at this time. ADVANTAGES/DISADVANTAGES OF VARIOUS DEBT TYPES Type of Debt Advantages Disadvantages G.O Bonds -Backed by"full faith and credit"of the City -Requires increase in tax rate to meet debt payments -Can use City's taxing authority to issue new -Would require issuance of several million dollars credit to finance payments -Generally requires a bond pool to obtain better rate -Proceeds may be used for any general purpose for the general good of the City. -Longer repayment terms 20 yrs -Lower interest rates due to amount and longer term Revenue Bonds -Backed by a specific revenue stream -Cannot be used for unrestricted purposes -Relies soley on the revenue steam bonds are used to create.Must create enough revenue to meet the repayments -Would require issuance of several million dollars Bank Qualified -Not as complex as a bond issue -Generally higher rates of interest -Can borrow significant less than would be -Generally requires a pledge of specific revenue such as: required under a bond issuance Franchise Fees,Utility Taxes,etc. -Lower Fees and administrative ease -Increase debt service is not supported by current -Shorter repayment terms 10 yrs operating revenue streams