JUPITER INLET COLONY REGULAR COMMISSION MEETING Jupiter Inlet Colony Beach Club 244 Ocean Drive LIVE. ANDVIA ZOOM Meeting ID 5856288134 08/12/2024 7:00 PM MINUTES  1. Mayor Hocevar Called the Meeting to order at 7:00 PM.  Roll call for the record: Mayor Ed Hocevar Vice Mayor Mark Ciarfella Commissioner Marie Rosner Commissioner Bill Muir Commissioner Sharon Seagren  Chiefo ofPolice Dan Kerr Town Manager Heidi Siegel Town Attorney William P. Doney Town Clerk Ivelisse Chico-Randazzo  2. Mayor Ed Hocevar formally introduced new Town Manager Heidi Siegel to the Town. He 3. Presentation: Annual Overview of the Palm Beach County Commission on. Ethics by Gina Levesque discussed the roll of the PBC Commission on Ethics and their roll in  would speak more about Heidi in his report.  Gina Levesque, Intake and Compliance Manager fostering and enhancing public trust in government.  4. Presentation: Village of' Tequesta, Village Manager Jeremy Allen  Village Manager Jeremy Allen spoke about the Fire-EMS contract between the Town and the Village ofTequesta. In 1993 the Village of Tequesta and Jupiter Inlet Colony entered into an Interlocal Agreement for Fire-EMS services. The agreement was for 10-year increments. We are currently in year 12 ofa 20-year agreement. The current agreement was for $400,000 for the first 5 years. Years 6-10 would have a 4% increase, years 11-20 would be a 6% increase and the right to terminate was added in 2013. The proposed extension would mimic the current agreement by freezing the first 5 years at the current rate. The second 5 years would be 3% increase and the last 10 years would be a 6% escalator with the right to terminate and to encourage the Village to amend the contract  and extend the agreement.    5. Public Comments - Jay Goetschius asked about the budget season. Mayor Hocevar explained that the initial budget meeting was to set the milage rate. Mayor Hocevar encourage. Jay and residents to come in to ask questions and address concerns. Chip Block welcomed Town Manager Heidi Siegel and wished her the best ofl luck.  6. Vote: To approve Consent Agenda  a. July 2024 General Operating Fund Budget Report & Financial Statements. b. Minutes from July 08, 2024, Regular Commission Meeting. Revised Minutes from June 20, 2024 Special Commission Meeting. Motion: Vice Mayor Ciarfella made ai motion approve the consent agenda Second: Commissioner Rosner seconded the motion.  Motion passed 5-0  7. Commissioner /Staff Reports  a. Town Manager/Code Enforcement Report = Town Manager Heidi Siegel thanked everyone for the welcome. She thanked the Mayor, Kevin and the Chief for sitting with her on her first day. She stated that over the next month, she will be meeting with Commissioners to have a one on one to go over their priorities and to get tol know them. She reported that the first budget hearing will be September r1lth Chief of Police- ChiefK Kerr reported 3,620 community patrol in the month of. July. The new patrol vehicles are on the road and they are more visible and they have received positive feedback on the vehicles from both residents and surrounding jurisdictions. Chief Kerr also reported that they hired a new Police Officer, Kevin Schwebs, to have a second police officer at night. Det. Sgt. Beckmann has recovered ai fair amount of financial funds for residents. He is currently working on Commissioner Reports - Commissioner Seagren reported that she is working on restoring the coast line with Katharine Murray on replenishing the various plants that were disturbed during the recent storm. On the coral reef, there is microbial technology from MIT it significantly reduces the bleaching of the coral and . Mayor's Report - Mayor Hocevar read a prepared report. He reported that the 2023 audit has been completed and there were no findings. On July 25, he had a meeting with the commission to discuss the budget and set the milage rate. The milage rate will be kept at the same rate. Mayor Hocevar will no longer be a daily presence in' Town Hall since Heidi is now the CEO ofthe Town. See attached.  and the second one will be September 25th.  b. Town Clerk-No1 report  becoming a certified Disaster Manager. d. Town Attorney -1 No report  deterioration of the coral reef.    8. Vote: Resolution 2024-06: FDEP Resilient Florida Funding Request  A RESOLUTION OF THE TOWN OF JUPITER INLET COLONY, PALM BEACH COUNTY, FLORIDA, AUTHORIZING THE TOWN MANAGER, OR DESIGNEE, TO APPLY FOR GRANT FUNDING WITH THE FLORIDA DEPARTMENT OF ENVIRONMENTAL PROTECTION TO ACCEPT STATE GRANT FUNDING THROUGH THE RESILIENT FLORIDA PROGRAM TO CONDUCT A TOWN-WIDE COMPREHENSIVE VULNERABILITY ASSESSMENT; PROVIDING FOR AN  EFFECTIVE DATE.  Motion: Vice Mayor Ciarfellai made ai motion to approve Resolution 2024-  06.  Seconded: Commissioner Muir seconded the motion.  Motion passed: 5-0  9. Wrap-up and adjourn. The meeting was adjourned at 7:36 p.m.  Motion: Vice Mayor Ciarfella made a motion to adjourn Second: Commissioner Muir seconded the motion.  Motion passed 5-0  Approved by:  Mayor Ed Hocevar  Date Date  Town Clerk Ivelisse Chico-Randazzo  STATE MANDATED STATEMENT  Ifa person decides to appeal any decision made by the board, agency, or Commission with respect to any matter considered at such meeting or hearing, he/she will need a record of the proceedings, and that, for such purpose, he/she may need to ensure that a verbatim record of the proceedings is made, which record Any person requiring special accommodation at this meeting because ofa disability or physical impairment should contact the' Town prior to the meeting. Please contact the Town Administration Office, Administration Building, 50 Colony Road, Jupiter Inlet Colony, and FL 33469, telephone 561-746-3787.  includes the testimony and evidence upon which the appeal is to be based.    Mayors Report, August 12, 2024, 2024: Ed Hocevar the Town's website by the end of this week.  The audit for FY2023 has been successfully completed with no findings. The audit should be posted on Additionally, on July 25th, the commission met to review the preliminary budget for FY2025 and to reach consensus on the millage rate for the coming fiscal year. The commission approved a motion to make Under the leadership of Detective Sargent Bob Beckmann and his emergency management initiatives, an application process patterned after. Jupiter Island's successful approach to obtaining financial support for coastal resilience has been initiated. This application will be to obtain grant funding to conducta a vuinerability assessment valued at $175K. Obtaining a vulnerability assessment is an essential first step to gaining access to additional funding. The resolution that appears in this evening's agenda is in As oftoday August 12, 2024, per the Town Charter defined by ordinance 2023-02, and Article' VII, Effective Dates, with the employment of Heidi Siegel as Town Manager, lam no longer the chief executive officer of the Town of Jupiter. Heidiwill now occupy the office in Town Hall previously occupied by the mayor and assumes full responsibility for managing JIC per the terms of the Charter. lanticipate spending the remainder of this week in the office working through the transition of responsibilities with the Town Manager and the Town staff. While Iwill remain accessible after this lencourage all JICI residents to welcome and support Heidi as she assumes this important new role in  no change to the millage rate for FY2025.  support oft the grant pursuit.  carryover period, Iwill no longer have a daily presence in the Town Hall.  our community.    Inlet  2  00  Ertabhshed1959  Florida  Schedule of Revenues and. Expenditures  Budget and Actual General Fund (Unaudited) Cash Balances August 31, 2024  For the Eleven Months Ended. August 31, 2024  Check Register & Bank Debits For the Month EndedA August 31, 2024    TOWN OFJUPITER INLET COLONY,FLORIDA Schedule of Revenues and Expenditures Budget and. Actual General Fund For the Eleven Months Ended August 31, 2024  YID Actual to  August 31,2024 Actual $  Year Tol Date  Budget Variance YTD Actual YTDI Budget YTD Variance Ann Bgt Ann Bgt Rem Ann Bgt 5,358 $ 18,357 $ (12,999) $ 2,967,651 $ 3,025,767 $ (58,116) $ 3,029,201 $ 61,550 98%  REVENUES Taxes Permits, Fees, & Special Assessments Intergovermental. Judgments, Fines & Forfeitures Miscellaneous Revenue EXPENDITURES Administration Planning Police Fire Control Building Official Beautification Roads, Walkways, & Beach Beach Erosion Surtax Expenditures  15,559 136,662 (121,103) 309,778 262,914 46,864  299,334 (10,444) 103% 87,175 (10,026) 112% 150 (781) 621% 41,000 (129,855) 417%  8,993 2,769  9,303 (310) 14 (14) 2,266 503  97,201 81,108 16,093 931 170,855 38,930 131,925  123  808  Totall Revenues  32,679 166,602 (133,923) 3,546,416 3,408,842 137,574 3,456,860 (89,556) 103%  108,787 152,485 43,698 75 42,988 42,988 14,146 15,638 1,492 10,156 8,658 (1,498) 133 133  892,419 978,942 86,523 1,093,062 200,643 82%  3,351 3,276  225 47,463 47,238 472,873 472,868  51,000 50,775 0% (5) 515,861 42,988 92%  86,983 83,785 (3,198) 1,126,978 1,060,764 (66,214) 1,153,363 26,385 98%  171,562 147,804 (23,758) 163,000 149,494 113,481 (36,013) 120,000 (29,494) 125%  (8,562) 105% 4,600 0% (552,079) 95% 0%  4,463  4,463 (552,079)  4,600  552,079  Totall Expenditures Fund Balance Reserv  263,135 307,038 43,903 3,365,630 2,825,785 (539,845) 3,100,886 (264,744) 109%  1,540  (1,540) 355,974 354,434  Total Expenditures and Fund Balance Reserve Excess (deficiency) of revenues over (under) expenditures and transfers out  263,135 307,038 43,903 3,367,170 2,825,785 (541,385) 3,456,860 89,690  (230,456) S (140,436) $ (90,020) s 179,246 $ 583,057 S (403,811) $  $ (179,246)    TOWN OF. JUPITER INLET COLONY, FLORIDA Schedule of Revenues and Expenditures Budget and Actual General Fund For thel Eleven Months Ended August 31,2 2024 August 31,2024 Actual  YTD  Year Tol Date  Annual Annual Budget Actualto  Budget Variance YTD Actual YTD Budget YTD Variance Budget Remaining Ann Bgt 1,430 $ 14,997 $ (13,567) $ 2,925,223 $ 2,987,875 $ (62,652) $ 2,987,876 $ 62,653 5,358 18,357 (12,999) 2,967,651 3,025,767 (58,116) 3,029,201 10,661 130,689 (120,028) 260,330 224,829 35,501 250,000 (10,330)  REVENUES Taxes Ad Valorem Taxes Local Optional Fuel Tax New Local Optional Gas Tax Communications: Services" Tax Total Taxes Permits, Fees, & Special Assessments Building Permits Bldg permit surcharge fee Bldg Permit Surchargel Retainage Liçenses (Registrations): JIC County Rev Sharing Business Tax Misc Permits(For: Sale, Yard Sale, etc.) Franchise! Fees FP&L Total Permits, Fees, & Special Assessments Intergovernmental Bullet! Proof Vest Program State Revenue Sharing Program Dist Alcoholic Bevl License Fees Local Governml/2 Cent Sales Tax Disc. Infrastructure Sales" Tax JILONA Detail JILONA Detail-Admin! Fec Total Intergovermmental Judgments, Fines & Forfeitures Fines & Forfeitures Other Charges Total Judgments, Fines & Forfeitures Miscellaneous Revenue Reimbursements Interest Income Beach Club Security Detail Proceeds from Sale ofCapital Assets Miscellaneous Reimbursements Total Miscellaneous Revenue Total Revenues  1,188 1,135 53 539 521 18 2,201 1,704  13,000 12,729 5,941 5,852  271 13,851 89 6,385  851 444 (2,398) 61,550 97.97% (4,417) 2,250 2,000 2,569 (90) (2,426) 572 (572) 1,757 2,522 (765) 12,673 10,164 2,509 11,000 (1,673) 15 (15) 165 (165) 175 175 2,954 3,050 (96) 37,584 37,075 509 40,000 2,416 4,282 3,716 566 37,857 33,704 4,153 36,000 (1,857) 7,860 7,860 (7,860) 655 655 (655) 8,993 9,303 14 (14) 881 123 758 150 (731) 50 50 (50) 14 (14) 931 123 808 150 (781) 620.67% 1,094 1,094 (1,094) 503 45,952 37,931 8,021 40,000 (5,952) 3,100 3,100 (3,100) 117,839 117,839 (117,839) 2,870 999 1,871 1,000 (1,870)  497 23,487 19,311 4,176 21,089  201  201 4,417 4,417 188 (188) 2,068 (2,068) 2,250 482 (482) 750 2,499 (1,749) 2,750 917 (917) 431 1,457 (1,026) 3,000 90 90 4,697 4,386 311 43,760 32,061 11,699 41,334  15,559 136,662 (121,103) 309,778 262,914 46,864 299,334 (10,444) 103.499  572  (310) 97,201 81,108 16,093 87,175 (10,026)! 111.50%  2,769 2,266 2,769 2,266  503 170,855 38,930 131,925 41,000 (129,855) 416.72%  32,679 s 166,602 s (133,923) $ 3,546,416 s 3,408,842 $ 137,574 s 3,456,860 s (89,556)! 102.59%  2    TOWN OF. JUPITER INLET COLONIFLORDA Schedule of Revenues and Expenditures Budget and Actual General Fund For the Eleven Months Ended August: 31, 2024 August 31, 2024 Actual  YTD  Year Tol Date  Annual Annual Budget Actual to  Budget Variance YTD Actual YTDI Budget YTD Variance Budget Remaining Ann Bgt 6,541 $ 6,687 $ 146 $ 78,780 $ 78,343 $ (437) $ 85,031 $ 6,251  EXPENDITURES Administration Salary Admin. Officer Salary" Town Manager Payroll Town Clerk Salary Admin. Secretary Code Enforcement Officer Payroll Taxes Admin. Officer Payroll Taxes Admin. Secy. P/R Taxes Town Clerk Retirement Retirement' Town Clerk Retirement- Admin. Secy Health Dental STD, Life, Accident Workers Comp. Codification Inspections Building Legal Legal Advertisements Professional Services -Other Professional Services Auditor Professional Services- Finance Professional Services- ADPI HR Custodian/Pest Control Refuse/Recycling Collection Code Enforcement Taspbome-lntemeWebite Utilities (Electric) Copy Machine Postage Meter Miscellaneous Equip. Rentals Liability Insurance Property &I Flood Notary Insurance Equipment & Repairs Other Maintenance Building Maintenance Propane Gas/Generator Maint Memberships Travel Misc. Government  4,066 12,500 8,434 4,450 4,585 135 3,852 4,104 252 1,733 1,733 815 536 (279) 295 305 10 340 340  4,066 62,500 58,434 75,000 70,934 53,765 53,258 (507) 57,845 4,080 47,775 47,670 (105) 51,771 3,996 20,800 19,063 (1,737) 20,800 6,342 6,505 163 6,505 163 3,689 3,659 (30) 3,961 272 4,079 4,082 3 4,425 346 5,193 7,723 2,530 10,204 5,011 3,532 5,109 1,577 6,941 3,409 3,161 5,224 2,063 6,213 3,052 169 69,369 66,866 (2,503) 73,200 3,831 583 (2,123) 9,765 5,020 (4,745) 5,610 (4,155) 15,928 24,000 8,072 24,000 8,072 24 24 264 264 283 283 208 208 2,288 2,288 2,500 2,500 6,450 23,681 17,231 90,869 90,807 (62) 120,000 29,131 617 3,000 2,383 3,000 2,383 4,526 4,526 2,500 14,000 11,500 14,000 11,500 6,800 7,016 216 64,800 55,253 (9,547) 65,000 200 1,266 1,454 188 13,795 16,504 2,709 18,000 4,205 450 1,098 648 13,423 12,217 (1,206) 12,500 (923) 17,333 2,474 4,259 1,785 31,683 20,810 (10,873) 25,000 (6,683) 1,031 113 (918) 5,444 5,614 170 6,360 916 170 740 570 4,565 5,263 698 5,500 935 431 431 669 1,893 1,224 2,100 1,431 343 343 902 902 1,000 1,000 2,303 654 (1,649) 9,429 7,847 (1,582) 8,500 (929) 831 1,145 314 9,145 13,860 4,715 15,000 5,855 42 42 462 462 500 500 1,056 2,500 1,444 2,500 1,444 325 166 (159) 7,830 417 (7,413) 750 (7,080) 3,060 2,000 (22,868) 71 71 781 781 850 850 1,190 1,478 288 3,524 4,912 1,388 5,000 1,476 255 344 89 4,522 1,000 (3,522) 1,000 (3,522) 3,600 2,356 (1,244) 7,535 13,070 5,535 20,000 12,465  6,163 6,332 2,706  21,342 5,002 (16,340) 31,727 20,000 (11,727) 20,000 (11,727)  10,636 10,636 99,667 106,360 6,693 117,000  41 (3,019) 24,868 1,873 (22,995)  3    TOWN OF. JUPITER INLET COLONY, FLORIDA Scheduled of Revenues and Expenditures Budget and Actual General Fund For the Eleven Months Ended August 31, 2024 August 31,2 2024 Actual $  YTD  Year Tol Date  Annual Annual Budget Actual to  Budget Variance YTD Actual YTDI Budget YTD Variance Budget Remaining Ann Bgt  EXPENDITURES (continued) Administration (continued) Municipal Election Office Supplies Officel Equipment/Soflware Officel Furniture Training And Autol Mileage Capital Outlay Principal Payment Interest Expenditures Aid' Tol Private Organizations Social Committee Inlet/Outlet Directory Contingency Bank Charges NRP Assessment Underground. Annual Assessment Total Administration Planning Npdes (Agrmt & Consult) Comprehensive Planning Engineer Totall Planning  $ 290 221 (69) 1,323 83 83 833 833 18,220 43,105 24,885 285 2,232 1,947 63 63 145 145 150 150 1,250 1,250 275 275 595 595  $ 858 $ 15,000 $ 14,142 $ 15,000 $ 14,142 1,537 4,885 3,348 5,000 3,463 (1,323) 15,514 8,004 (7,510) 9,000 (6,514) 913 913 1,000 1,000 555 9,163 8,608 10,000 9,445 14,715 15,000 285 15,000 285 60,953 85,509 24,556 85,509 24,556 1,253 5,412 4,159 5,412 4,159 693 693 750 750 15,021 14,494 (527) 15,000 (21) 3,345 2,681 (664) 3,000 (345) 1,650 1,650 1,800 1,800 13,750 13,750 15,000 15,000 1,300 (23,456) 3,025 3,025 3,300 3,300 6,545 6,545 7,142 7,142  7,894  (7,894) 24,756 1,299 (23,457)  108,787 152,485 43,698 892,419 978,942 86,523 1,093,062 200,643 81.64%  75 1,267 1,192 417 417 1,667 1,667 75 3,351 3,276  225 24,539 24,314 26,000 25,775 4,587 4,587 18,337 18,337 20,000 20,000 225 47,463 47,238 51,000 50,775 0.44%  5,000  5,000    TOWN OF JUPITER INLET COLONY, FLORIDA Schedule of Revenues and Expenditures Budget and Actual General Fund For thel Eleven Months Ended August 31,2024 August 31,2024 Actual $  YTD  Year Tol Date  Annual Annual Budget Actualt to  Budget Variance YTD Actual YTD Budget YTD Variance Budget Remaining Ann Bgt 16,181 $ 12,278 $ (3,903) $ 197,822 $ 211,876 $ 14,054 $ 235,006 $ 37,184 84.18% 31,053 27,814 (3,239) 373,500 333,766 (39,734) 361,576 (11,924) 103.30%  EXPENDITURES (continued) Police Salaries Salaries-Patrol, Traffic Enf. & Investigate Salaries-Emergency Detail Salary Incentive Payroll Taxes Patrol Payroll" Taxes Police Admin. Retirement Health Dental STD,Life, Accident Worker's Comp. Dispatch Professional Services Telephone/internet Liability Insurance Autol Insurance Auto Repairs & Maint. Gas &Oil Equip. Repair &I Maint. Memberships PS Miscellaneous Ammo, Uniforms, Dues Computer Maintenance Training Public Safety Capital Outlay General Equipment Security Cameras Total Police  617 (617) 100.00% 895 712 (183) 9,990 8,529 (1,461) 9,240 (750) 108.12% 2,084 3,053 969 31,277 23,621 (7,656) 27,661 (3,616) 113.07% 1,705 17,978 3,989 77.81% 482 (482) 2,544 15,599 13,055 15,600 13,056 16.31% 19,327 24,207 4,880 24,208 4,881 79.84% 1,900 2,061 161 20,902 22,938 2,036 25,000 4,098 83.61% 3,875 3,875 42,625 42,625 46,500 3,875 91,67% 2,914 2,914 3,500 3,500 3,500 3,500 0.00% (2,425) 116.17% 2,266 97.61% 238 289 51 2,613 3,216 603 3,500 887 74.66% 114 114 8,190 6,893 (1,297) 7,000 (1,190) 117.00% 1,330 2,127 797 15,542 20,031 4,489 22,000 6,458 70.65% 180 366 186 4,809 2,489 (2,320) 2,500 (2,309) 192.36% 63 63 4,498 2,074 (2,424) 3,500 (998) 128.51% 480 (480) 3,613 4,000 387 4,000 387 90.33% 351 566 215 3,826 2,885 (941) 18,070 18,222 152 20,000 1,930 90.35% 50 4,353 4,303 8,977 15,426 6,449 16,000 7,023 56.11% 480 (480) 678 881 203 4,000 3,322 16.95% 8,488 15,000 6,512 15,000 6,512 56.59% 26,385 97.71%  (617)  395 (1,310) 13,989 17,978 3,989  28,940 60,888 31,948 71,590 42,650 40.42%  8,339 6,480 (1,859) 81,913 59,903 (22,010) 62,004 (19,909) 132.11%  2,497 1,480 (1,017) 17,425 14,837 (2,588) 15,000 10,790 7,891 (2,899) 92,734 87,822 (4,912) 95,000  12,127 9,443 (2,684) 11,000 (1,127) 110.25%  4,069 4,069 104,985 35,000 (69,985) 35,000 (69,985) 299.96%  86,983 83,785 (3,198) 1,126,978 1,060,764 (66,214) 1,153,363  5    TOWN OF JUPITER INLET COLONY, FLORIDA Schedule of Revenues and Expenditures Budget and Actual General Fund For the Eleven Months Ended. August 31, 2024 August 31,2024 Actual 42,988 42,988 42,988 42,988 6,261  YTD  Year" Tol Date 472,873 472,868 472,873 472,868  Annual Annual Budget Actual to (5) 515,861 42,988 (5) 515,861 42,988 91.67%  Budget Variance YTD Actual YTD Budget YTD Variance Budget Remaining Ann Bgt  Fire Control Tequestal Fire-Rescue Total Fire Control EXPENDITURES (continued) Building Official Zoning Consultant Services Building Official Services Plan Reviews Engineer Plan Review Total Building Official Beautification Utilities (Water) Maintenance- Other Repalrs/mprovements Landscapel Maintenance Benches FoeSanubayTres.Much Other Expenses Totall Beautification Roads, Walkways, & Beach Walkways Repair RepinsladsapeSigns Drains Cleaning Totall Roads & Walkways Beach Erosion Beach Erosion Cost Total Beach Erosion Expenditures Surtax Expenditures Capital Outlay -Surtax Vehicles/Equipment Total! Surtax Expenditures Reserves Fund Balance Total Fund Balance Reserves Totall Expenditures and Fund Balance Resen Excess (deficiency) of revenues over (under) expenditures and fund balance reserves. s  $  7,885 $ 14,388 $ 6,503 $ 82,343 $ 56,054 $ (26,289) $ 70,000 $ (12,343) 14,146 15,638 1,492 171,562 147,804 (23,758) 163,000  (6,261) 64,075 78,000 13,925 7,410 9,163 1,753 17,734 4,587 (13,147)  78,000 13,925 10,000 2,590 5,000 (12,734) (8,562) 105.25% 812 49,950 21,408 973 3,700 1,285 3,000 (25,693) (5,400) (5,400)  833 833 417 417  2,522 4,561 2,039 1,527 2,123 596 308 308 1,603 2,672 1,832  23,188 22,019 (1,169) 24,000 28,542 47,633 19,091 2,415 3,388 5,400  82 (1,521) 28,693 2,848 (25,845)  771 (1,901) 35,277 20,131 (15,146) 21,000 (14,277) 813 (1,019) 25,979 17,462 (8,517) 18,350 (7,629) 10,156 8,658 (1,498) 149,494 113,481 (36,013) 120,000 (29,494) 124,58%  50 50 83 83 133 133  550 550 913 913 3,000 3,000 4,463 4,463 (552,079) (552,079)  600 1,000 3,000 4,600  600 1,000 3,000 4,600 0.00% (552,079) (552,079) 95.00%  552,079 552,079  0.00%  1,540 1,540  (1,540) 355,974 354,434 (1,540) 355,974 354,434  263,135 307,038 43,903 3,367,170 2,825,785 (541,385) 3,456,860 89,690 97.41%  (230,456) s (140,436) s (90,020) s 179,246 s 583,057 s (403,811) $  $ (179,246)  6    Town of. Jupiter Inlet Colony, Florida Cash Balances August 31,2024 Bank  Account General Fund Checking Account Money Market Account Prime Account  Int. Rate  Purpose  Balance $ 859,840 119,502 93,081 10,687 1,083,110  2.35% TD Bank 2.38% TD Bank  Operating Reserve Debt Service Reserve  Reserve 50 Colony Account 2.48% TD Bank  5.60% FL State Bd of Admin Reserve  $  Sewer Project Fund Checking Account Reserve Account Assessment Account  2.38% TD Bank 2.38% TD Bank 2.38% TD Bank  Restricted for Debt Service Debt Service Reserve Restricted for Debt Service  $  4,588 52,884 346,635 404,107  $  Underground Project Fund Checking Account One Penny Surtax Fund Checking Account Total Cash  2.38% TD Bank  Restricted for Debt Service  $  232,676  2.38% TD Bank  Restricted for Infrastructure $  109,028 1,828,936  $  7    Town of. Jupiter Inlet Colony, Florida Check Register and Bank Debits For the Month Ended August 31, 2024 General Fund Checking Rocky's Ace Hardware It-Smarts CML pressure washing services Ocean Breeze Lawn Maintenance, Inc. Mailroute, Inc. Verizon Wireless Diversifield Building Department Araize Team Plan Inc Puritan cleaners Unlimited Auto WashÇlub It-Smarts SASA Cleaning Services LLC Caldwell Pacetti Edwards Schoech & Viator Mix Net Work Source inc Emerald Gardens Pest Control CivicPlus Central Square Shred-it Usa Ocean Breeze Lawn Maintenance, Inc. Combined Insurance Company It-Smarts Ocean Breeze Lawn Maintenance, Inc. Carl's Air Conditioning & Appliance Service INC. Florida Blue 3 Rocky's Ace Hardware It-Smarts Working Gears,LLC Village ofTequesta SASA Cleaning Services LLC The Police and Sheriffs Press Nozzle Nolen, Inc. Central Square Verizon Wireless Ocean Breeze Lawn Maintenance, Inc. It-Smarts Green Palm Restoration TDI Bank Nozzle Nolen, Inc. Emilio Rodriguez Cosmetic Carpentry Verizon Wireless It-Smarts Florida Power and Light Richard Hartley, CPA Comcast  Date 08/02/2024 08/02/2024 08/02/2024 08/02/2024 08/02/2024 08/02/2024 08/02/2024 08/07/2024 08/07/2024 08/07/2024 08/07/2024 08/07/2024 08/07/2024 08/07/2024 08/07/2024 08/07/2024 08/07/2024 08/07/2024 08/07/2024 08/07/2024 08/09/2024 08/09/2024 08/09/2024 08/09/2024 08/09/2024 08/14/2024 08/14/2024 08/14/2024 08/14/2024 08/14/2024 08/14/2024 08/14/2024 08/14/2024 08/14/2024 08/14/2024 08/21/2024 08/21/2024 08/21/2024 08/21/2024 08/21/2024 08/21/2024 08/21/2024 08/22/2024 08/22/2024 08/22/2024 08/23/2024  Check Number/Ref.# 10871 10872 10873 10874 10875 10876 10877 10893 10894 10895 10896 10897 10898 10899 10900 10901 10902 10903 10904 10905 10908 10909 10910 10911 10912 10913 10914 10915 10916 10917 10918 10919 10920 10921 10922 10923 10924 10925 10927 10928 10929 10932 10933 10934 10935 10936  Vendor  Amount $ 235.38 2,118.99 1,530.00 2,120.00 3.00 902.52 6,261.25 1,320.00 7,884.80 201.09 179.85 93.00 300.00 6,450.00 43.11 1,080.00 577.50 480.25 144.87 1,910.00 4,185.88 576.50 2,000.00 275.00 963.44 46.57 673.50 18,250.00 128,965.20 150.00 32.60 104.00 480.25 37.87 450.00 449.00 1,020.00 7,893.98 277.00 398.00 3,600.00 1,539.02 178.00 1,031.43 6,800.00 1,092.86  8    Town of. Jupiter Inlet Colony, Florida Check Register and Bank Debits For the Month Ended. August 31, 2024 General Fund Checking (continued) Palm Beach County League of Cities franciso's Irrigation Village ofTequesta It-Smarts Edward Hocevar Nozzle Nolen, Inc. Village ofTequesta Kimleyl Horn Florida Blue 3 AT&T2 Kimley Horn SASA Cleaning Services LLC The Police and Sheriffs Press Ocean Breeze Lawn Maintenance, Inc. Manno Uniforms Shred-it Usa Pro-Sweep TDI Bank Florida Blue Ins. Davison! Fuels & Oill LLC ADP, Inc. ADP, Inc. Davison! Fuels & Oill LLC ADP, Inc. Davison Fuels & Oill LLC Davison! Fuels & Oill LLC ADP, Inc. ADP, Inc. ADP, Inc. Davison Fuels & OilLLC  Date 08/23/2024 08/23/2024 08/23/2024 08/23/2024 08/23/2024 08/26/2024 08/26/2024 08/26/2024 08/26/2024 08/26/2024 08/26/2024 08/29/2024 08/29/2024 08/29/2024 08/29/2024 08/29/2024 08/29/2024 08/29/2024 08/01/2024 08/01/2024 08/05/2024 08/06/2024 08/06/2024 08/07/2024 08/10/2024 08/12/2024 08/19/2024 08/20/2024 08/20/2024 08/20/2024 08/26/2024  Check Number/Ref.# 10937 10938 10939 10940 10941 10942 10943 10944 10945 10946 10947 10948 10949 10950 10951 10952 10953 10954 9001-8-2024 ACH Debit ACH Debit ACH Debit ACH Debit ACH Debit ACH Debit ACH Debit ACH Debit ACH Debit ACH Debit ACHI Debit ACH Debit  Vendor  Amount $ 1,190.00 325.00 1,596.54 93.00 255.24 104.00 925.87 1,561.88 169.92 2,224.07 421.99 1,530.38 200.00 17.60 1,155.00 150.00 144.87 75.00 18,505.45 14,502.07 314.45 2,002.86 33,778.47 124.29 1,266.29 177.41 348.07 4,331.91 48.91 32,114.84 366.01 $ 335,327.10  wells Fargo Vendor Financial Services,LLC  Total Disbursements General Fund Checking  9    Town of. Jupiter Inlet Colony, Florida Check Register and Bank Debits For the Month Ended August 31, 2024 Sewer Project Fund Checking  Date  Check Number/Ref.#  Vendor  Amount $  No checks issued in current month  Total Disbursements Sewer Project Fund Checking  Underground Fund Checking  No checks issued in current month  Total Disbursements- - Underground Fund Checking  $  10    Inle Floride  Town of Jupiter Inlet Colony Town Manager Monthly Report August 2024  General Updates  h have had the opportunity to meet several residents throughout the week both formally and informally. As a reminder, my doori is "always open", and I am available  to all residents.  Met with staff to review roles and duties.  Meeting with accountant Rick Hartley to review the current budget status, proposed Created the Fiscal Year 2025 Budget Book. The first budget hearing will be held at Drafted an updated financial and purchasing policy to reflect the new form of government. Reviewed draft with Town. Attorney. This policy will be presented to the Meeting with Town Manager of Tequesta to review the fire rescue services. Meeting with Dr. Whiteford to review the building and zoning reviewf function. Meeting with Working Gears to create workplace sensitivity training and employee Ap previous effort to secure the Town Hall is underway. Chief Kerr will be working to change the Town Hall to an electronic swipe system in the near future. The Ag grant application was submitted to the Florida Department of Environmental  Fiscal Year 2025 budget, and general accounting procedures.  5:01PM on September 11, 2024.  Commission at an upcoming meeting.  policies and procedures.  Commission will have access.  Protection for a Vulnerabiuty Assessment and Adaptation Plan. Meeting with the Town Attorney to discuss the Town.  The Town served as a voting precinct for the election on Tuesday August 20, 2024. Meeting with the Town's planning consultant to review procedures, history, on-going  applications.  Coordination with the auditors to finalize the September 30, 2023 audit.  Gold Certified LEED for Cities and 2023    nlet Floride  Town of Jupiter Inlet Colony Town Manager Monthly Report August 2024  Attended the monthly Palm Beach League of Cities meeting, north Palm Beach County monthly Manager's lunch, and Palm Beach City County Manager Association Continuous coordination regarding the impact of future development at Jonathon Town Manager Siegel, MayorHocevar, Commissioner Rosner, Commissioner Seagren, and Assistant to the Town Manager Lucas attended the Florida League of Cities conference in Hollywood. Educational session topics included cybersecurity, Al in local government, grant opportunities, disaster planning, and commssion-manager  meetings.  Dickinson Park.  relationships. Building Permits: Building Permits Approved: 6 Code Enforcement: Closing of previous case:2 Upcoming Tasks and Events:  Inquiries into work without a permit: 3 (all had permits)  Continued review of various services including banking, investing, and accounting. September 3, 2024-1 Tequesta Village Council Workshop. Town Manager and Police Chief to attend to observe discussion regarding Fire Services. September 19, 2024 -- Loxahatchee River District September 30 -- Loxahatchee River Management Coordinating Council Meeting October 4, 2024-JTHS Miami Realtors Mayor's Town Hall Forum October 8, 2024-Garden Club Meeting October 15, 2024-1 Town Commission Collaboration Workshop October 15, 2024- - Town Commission Meeting October 16, 2024- Chief Kerr Citizen Advisory Committee  Employee workplace culture training  Gold Certified LEED for Cities and Communities 2023    Town of Jupiter Inlet Colony  Floride  50 Colony Road (561)746-3787  Jupiter Inlet Colony, Florida 33469  AGENDA ITEM COVERSHEET  MEETING DATE: AGENDA ITEMTITLE:  September 9, 2024 ORDINANCE NO. 04-2024  AN ORDINANCE OF THE TOWN COMMISSION OF THE TOWN OF JUPITER INLET COLONY, FLORIDA, AMENDING CHAPTER 2 ADMINISTRATION, SECTION 2-2. TOWN ADMINISTRATION OF THE CODEOFORDINANCES OF THE TOWNOFJUPITERINLETCOLONY IN ORDER TO DESIGNATE ADMINISTRATIVE AUTHORITY IN ACCORDANCE WITH A RECENT CHARTER AMENDMENT CONVERTING THE TOWNTOA A COMMISSION-MANAGER FORM OF GOVERNMENI; PROVIDING FOR AUTHORITY AND RESTRICTIONS ONAUTHORITY OF THE TOWN MANAGER; PROVIDING AUTHORITY TO CODIFY; PROVIDING A CONFLICTS CLAUSE, A SEVERABILITY CLAUSE. AND. AN EFFECTIVE DATE; AND FOR OTHER PURPOSES William P. Doney, Esq., Town Attorney/Heidi Siegel, AICP, Town  AGENDAITEM SPONSOR: AGENDAITEM SUMMARY:  Manager  Ordinance 04-2024 amends Chapter 2, Section 2-2. of the Code of Ordinances to reflect the recent charter change and authorizes the Town Manager to make purchases consistent with the Town's Procurement Policies and Procedures. The ordinance is being Contained within the agenda back-up is the draft Procurement Policies and Procedures. The final Procurement Policies and Procedures will be presented to the Commission at the October Commission meeting in the form of a resolution to be considered This ordinance has a positive fiscal impact due to the creation of  reviewed/approved on first reading.  with the ordinance on second reading.  FISCAL IMPACT: REVIEW: Town Attorney Town Manager Town Clerk  clear policy and roles.  Gold Certified 2023  LEED for Cities and Communities    ORDINANCENO. 04-2024  AN ORDINANCE OF THE TOWN COMMISSION OF THE TOWN OFJUPTERINLETCOLONL,FLORIDA, AMENDING CHAPTER 2 ADMINISTRATION, SECTION 2-2. TOWN ADMINISTRATION OF THE CODE OF ORDINANCES OF THE TOWN OF JUPITER INLET COLONYI IN ORDER TO DESIGNATE ADMINISTRATIVE AUTHORITY IN ACCORDANCE WITH A RECENT CHARTER AMENDMENT CONVERTING THE TOWN TO A COMMISSION- MANAGER FORM OF GOVERNMENT; PROVIDING FOR AUTHORITY AND RESTRICTIONS ON AUTHORITY OF THE TOWN MANAGER; PROVIDING AUTHORITY TO CODIFY; PROVIDING A CONFLICTS CLAUSE, A SEVERABILITY CLAUSE AND AN EFFECTIVE DATE; AND FOR OTHER  PURPOSES  WHEREAS, since its inception, the Town has been governed with its Mayor being WHEREAS, on or about March 19, 2024, the voters of the Town approved a Charter amendment that has the effect of converting the Town government to a Commission-Manager  designated as the chief executive officer oft the Town; and  form ofgovernment; and with the Town; and  WHEREAS, on or about August 12, 2024, a new Town Manager assumed her position WHEREAS, the Town Commission is adopting this Ordinance in order to be in conformance with the amended Charter provisions and to provide for the authority and restrictions  on the authority ofi its Town Manager.  NOW, THEREFORE, BE IT ENACTED BY THE TOWN COMMISSION OF THE SECTION 1. Chapter 2 ADMINISTRATION, Section 2-2. Town Administration of the Code of Ordinances of the Town of Jupiter Inlet Colony, Florida is hereby amended to read as  TOWN OF. JUPITER NLETCOLONI,FLOADA, AS FOLLOWS:  follows:  Sec. 2-2. Town administration.  (a) Ina accordance with rticlelVymunepalofhee,seetenZymayetyehet Epehee-ermarshal, Section 1.07(c)ofthe' Town Charter, the mayor Town) Manager is designated as the chiefe executive administrative officer (b) Subject to the overall supervision of the tTown eCommission, the mayor Town Manager may delegate to tTown employees or other officers such  oft the tTown.    administrative functions or duties as the mayor Town Manager may deem (c) The Town Manager may make purchases as provided for and set forth in the Procurement Policies and Procedures ofthe Town as approved and  appropriate.  adopted by the Town Commission.  SECTION2. Specific authority is hereby granted to codify and incorporate this Ordinance into the SECTION3. Ifany clause, section or other part of this Ordinance shall be held by any court of competent jurisdiction to be unconstitutional or invalid, such unconstitutional or invalid part shall be considered as eliminated and in no way affecting the validity of the other provisions  existing Code ofOrdinances oft the Town of. Jupiter Inlet Colony, Florida.  oft this Ordinance.  SECTION4. That all ordinances or parts or ordinances, resolutions or parts ofresolutions SECTION5. This Ordinance shall become effective immediately upon passage and shall  in conflict hereby, be and the same are hereby repealed to the extent ofs such conflict.  apply to all building permits issued after said effective date.  FIRST READING this  day of  2024.  SECOND! READING and FINAL: PASSAGE this  day of  2024.  TOWN OF JUPITER INLET COLONY, FLORIDA  Mayor Ed Hocevar  Vice Mayor Mark Ciarfella  ATTEST:  Commissioner William "Bill" Muir Commissioner Marie Rosner Commissioner Sharon Seagren  Town Clerk    TOWN OFJUPITER INLET COLONY  per Inlet  % Erabbkaligsg  Florida  BUDGET AND FINANCE  POLICIES AND PROCEDURES    Table of Contents  Budgetary Procedures. Finance Policies and Procedures. Procurement Policies and Procedures. Travel Policies and Procedures.  12 14  Towno OtJ Jupiterl Inleto Colony BudgetAndFinance PoliciesAndProcedures Draft09032024  Page 2of1 16    TOWN OF JUPITER INLET COLONY  Budgetary Procedures  The Budget is ai financial plan, which attempts to articulate the path towards attaining goals and objectives within the framework set forth by the Town Commission. Budgeting is an essential element of the financial planning, control, and evaluation processes of governments. The Town prepares an annual comprehensive budget for each fiscal year, beginning October 1 and ending September: 30, utilizing the budgetary policy and procedures. The following provides an The Town's budget includes the expenditures budget and the means of financing them through the revenue budget. The expenditures budget is comprised of operating and capital expenditures. The revenue budget consists of ad valorem assessment and other revenue or  overview of the budget process.  financial resources. Budget Officials  The Town Manager serves as the chief administrative officer and is responsible for the finance and budget function of the Town. The Town Manager shall prepare and submit the annual fiscal budget to the Town Commission in written form. The Town Manager is required to keep the Town Commission fully advised as to thet financial condition and future needs of the Town.  Budget Process  Through the budget process, the Town makes decisions on the allocation of human and financial resources to achieve long and short-term goals and objectives as set forth by the Town Commission. These resource decisions address desired quality of service, staffing levels, technology needs, equipment, capital improvements, and projects considered to be  priorities byt the Town Commission. Policy & Strategy Phase  The Town Commission's goals and directives set the tone for the development of the budget. During the fiscal year, the Town Commission shall identify priorities, issues and projects that will provide the direction and framework of the budget. These overall Town goals and objectives, or key policy issues, are discussed and evaluated at various Commission meetings as are budgeting guidelines for the operating and capital budgets timelines and an overview fiscal constraints and resources available for allocation. Within this general framework, Town Commission and staff identify and formulate the more specific budgetary issues. The highlights of the budget process are  outlined in the calendar and described below.  Assessment Phase  As part of the budget process, Town Commission and Town Manager shall evaluate performance towards meeting current and past goals and objectives and assess current conditions, projects and needs. Various financial and productivity analyses may be performed. Projects and services are also reviewed thoroughly to assess their  Town Ofjupiterir InletColony BudgetA AndFinance PoliciesAndPlocedures Draft09032024  Page 3 of 16    value and priorityf fort the residents of the Town. These internal analyses are necessaryto determine service needs and delivery improvements, cost savings and opportunities,  and required staffing levels. Development and Review Phase  The Town Manager shall prepare a draft budget that reflects the desired level of service. Factors to be considered include the existing level of service and an enhanced level of service. The proposedTown budget document is compiled for presentationt tot the Town Commission and residents. The Town Commission shall perform an overall review of the budget, evaluate selected departments/issues/operations and makes The existing level ofs service represents the continuation of on-going, recurring activities and onlyi includes activities that presently exist, that are required by statute or mandate and that are fixed in nature or require no discretion in determining when and how the Town carries out its responsibilties. The enhanced level of service represents the Dudgetassociatedwithrecommended increases to expand existing services or projects or to implement new services or projects. The Town Commission and Town Manager shall work together to assign priority to all enhanced service level considerations, determine all related costs associated with a specific priority and justify the need for On or before August 1, the Town Manager shall submit to the Town Commission a proposed Town budget, which includes all proposed expenditures and the means of financing them, fort the upcoming fiscal year commencing October1. Through publicly noticed budget workshop(s), the Town Commission reviews the draft budget and provides direction to the Town Manager regarding the selected level of service and the The Town's budget shall also include anticipated capital improvement projects. The Town Manager shall identify, prioritize, and submit capital improvement needs for the fiscal next year. Projects in progress or otherwise previously approved shall be updated based on current information. Justification for each new project proposal, which includes the estimated source of funding and operating budget impact, net of costsawangsandpotental new revenues, shall be presented tot the Town Commission. Following the publicly noticed budget workshop(s), the Town Manager shall perform an administrative review of the budget for consistency, reasonableness, formatting, and  recommendations oni funding levels to the Town Manager.  additional funding by describing the impact to the Town.  corresponding! budget.  compliance with budget policies. Adoption Phase  The budget shall be adopted in compliance with requirements found in the Town's Charter as well as with statutonyrequirements, which include strict requirements anda timetable guidet forr noticing budget hearings ande ensuring residents have and opportunity Under the Truth in Millage (TRIM) Act, the Florida Department of Revenue sets a schedule for local governments regarding the distribution of tax roll information from  tol bel heard before final action takes place.  Townot) Jupiterl Inleto Colony BudgetA AndFinance PoliciesAndProcedures Draft09032024  Page 40 of16    the county property appraiser office. There are also strict requirements and at timetable guide for establishing millage rates, calculating, and noticing tax increases and ensuring the taxpayers have an opportunity to be heard before final action takes place. Accordingly, there are two public hearings conducted to obtain residents comments. Revisions are made, as appropriate, and the final budget is adopted by a resolution of the Commission. Once the process is complete, a copy of the final adopted budget shall bei furnished to the Office of the Clerk of the Board of County Commissioners and to1 the State of Floridai to certify compliance with all statutory requirements. The Town Manager shall post the draft budget and final budget on the Town's website in  an accessible format. Monitoring Phase  Budget controls are established at the line-item level. However, the Town Manager shall also monitor revenues and expenditures at various other levels to achieve effective control over all Town functions budgets. The Town Manager shall provide the Town Commission with monthly budget reports that include any variances from the adopted budget. AlL transfers, including those from the overall Town contingency funds, as well as amendments to increase the total budget or to use reserves must be  approved byt the Town Commission. GENERIC BUDGET CALENDAR  Task  Target May/June June July July1 July July July/August July  Town Manager reviews current and proposed budget documents alongwith estimated revenues and expenditures fort the currentf fiscaly yearf for consistency: andr reasonableness. The Town Manager meets with all division heads, includingpolice chief, to discuss division! budgetary  projections.  Town Manager prepares draft budget. Preliminary Budget Document provided to Commission Property appraiser provides certification oft taxable values TRIM approved Public Town Budget) Workshop(s) Maximum TRIMrates duet to Palm Beach County First Public! Hearingo onp proposed budget Adopt tentativel budget Amendments, ifa any  Publicr meeting tor reviewt the preliminary budget and approve the millage rate. Announce percent byy which computed millage exceed roll backr rate  September  Re-compute proposed millage, ifa amended  Announce percent byv which computedi millage exceedr roll backr rate Advertise/first class mail notice of tax increase or public hearing and Second public hearing on proposed budget and approval of resolutions for final adoption of adv valorem millage rates and budget Certification of "TRIM" compliance submitted" tol Tax  proposed operating budget  September September October1  Assessor  Note: Thatt the above timetables meet the requirements oft the State of Florida and Palm Beach County.  Town OfJupiterl Inleto Colony BudgetA AndFinance PoliclesAndPlocedures Draft09032024  Page 5 of 16    Budgetary Control  The annual budget adopted by the Town establishes limitations on expenditures by line item. The Town Manger Manager shall provide the Town Commission with monthly budget reports that include any variances from the adopted budget. The Town Manager shall continuously monitor expenditure authorizations by comparing the statement of actual revenues and expenditures to the approved budget. Unusual variances or fluctuations shall be investigated, Ifn necessary, following the first two quarters of the fiscal year, the Town Manager shall submit a budget amendment, via resolution, to the Town Commission for review and approval. The total sum allocated to each line item for operating expenses may not be increased or decreased without Commission approval. Furthermore, the Commission must approve changes that affect the total budgeted expenditures of the Town. Upon approval of the resolution, the Town Manager shall make appropriate budget amendments in  and corrective action shall bet taken.  accordance with the approved resolution.  Net Surplus Funds  Unused appropriations for annually budgeted funds shall be re-allocated to the Town's reserves. This surplus, if any, may be allocated for budgeting purposes in the subsequent year. The Town's reserves may be invested in accordance with Florida Statute Chapter 218.415 (17). Additionally, the Town's surplus may be used for emergency and natural disaster costs. The Town Manager shall present a report and seek after-the-fact approval from the Town Commission at the next regular meeting of the Town Commission for all unbudgeted expenses directly related to an  emergency or natural disaster. Unanticipated Revenues  Any funds to be received during the year, which were not, anticipated when the original budget was prepared. These occurrences shall be documented and considered in the drafting of the  subsequent) year'sbudget. Miscellaneous fiscal year.  Any other final amendments to the budget shall be completed within the first quarter of the following  Towno Of) Jupiteri Inleto Colony. BudgetAndFinance PoliciesAndProcedures Draft09032024  Page 6 of16    TOWN OF. JUPITER COLONY Finance Policies and Procedures  Ethical Conduct  Ethical business standards shall govern all procurement transactions. Infractions of this policy shall be reported to the Town Manager or appropriate external agency. Disciplinary action for personnel violating these standards shall be taken in accordance with applicable policy, upt to andi aotmundtepnee Town personnel shall not solicit any gift or accept any significant gift from any supplier orp prospective supplier. A "significant gift" is defined as any item, service, favor, monies, credits, or discounts not available to others and/or which could influence purchasing decisions. Town personnel may accept trivial items as a matter of courtesy but may not solicit them. Questions about the value of a gift ort the appropriateness of an invitation should be referred to the Town Manager to ensure compliance with this The Town values its vendors and assumes they, in turn, value the Town's business. No The Town's reputation for impartiality, objectivity, and sound business practice requires that personnel not make decisions for the Town if their personnel economic Itis a violation of this Policy to "split" or otherwise manipulate a contract for the purpose of avoiding dollar limitations of the Town's bidding requirements. AlL Town Officials and employees shall adhere to the Palm Beach County Code of  Policy.  token or display oft this appreciation is necessary or encouraged.  interests are directly affected by the outcome.  Ethics. Accounts Payable  No contract shall be let unless funds are properly encumbered to pay the obligation. The Town's standard for payment of invoices is within 30-days of the invoice receipt. The Town shall follow the below procedures when goods or services are procured. Invoices shall be submitted byt the vendor and reviewed and approved byt the Townt to assure valid payments of vendor invoices. The Town Manager shall designate a Town employee and/or contractual firmi to manage accounts payable.  Thei following is a general task list for accounts payables:  Receive invoices  Collaborate supporting documents Review invoices and verifythe availability offunds  TownOr) Jupiterl Inleto Colony BudgetA AndFinance PoliclesAndPlocedures: Draft09032024  Page 7of16    Compile ar register for review and approval by Town Manager before payments are generated Printed vendor checks: Town Manager (or designee) and one elected official shall review  Post approved invoices to accounts payable  Printy vendor checks or provide payment through electronic resources  and sign printed checks.  The Town Manager or designee will verify the eligibility of payment and ensure payment was not made from other programs or insurance. Designated employees will be trained in this policy to recognize and report any potential cases of duplication to ensure compliance with regulations and prevent fraud. The Town's certified public accounting firm shall conduct regular audits, at least quarterly, or after the close of al large project, to identify any duplicate payments. Staff will maintain accurate records of all payments paid to each company made by the Town. By adhering to these internal controls and procedures, the Town can effectively prevent duplication of benefits and ensure that resources are controlled fairly and efficiently. Administrative costs shall be documented by posting all administrative costs in separate general  ledger accounts for each contract in the Town's financial software. Emergency Financial Plani for Major Natural Disasters  The Town may experience natural weather disasters or other emergencies to public welfare and safety. The Town shall conduct a risk assessment to identify potential impact of natural disasters and other emergencies and theiri impact to the physical environment under jurisdiction of the Town, The Town maintains a fund balance (reserve funds) that may be used for certain natural disasters and emergencies. These funds may covert the costs ofrecoveyandrestonation efforts ini the event of a major natural disaster or other emergency. The Town Manager shall maintain accurate and up-to-date records of financial transactions related to emergency response and recovery efforts. The Town Manager shall present a report and seek after-the-fact approval from the Town Commission at the next regular meeting of the Town Commission for all unbudgeted The Town shall maintain adequate insurance coverage to protect against financial losses resulting from major natural disasters and emergencies. The insurance coverage shall be reviewed annually to ensure it is sufficient to cover potential damage and loss. Int the aftermath of a natural disaster or emergency, the Town shall prioritize financial recovery efforts to minimize disruptions to operations and services. The Town shall work with government agencies, non-profit organizations, and other stakeholders to access financial  toi the Town's built resources, and to the Town'si finances.  expenses directtyrelatedtoa anatural disaster or emergency.  assistance and resources for recovery efforts.  Leasing Versus Purchasing Analysis for Equipment Costs  Townor) Jupiterl Inleto Colony BudgetA AndFinance PoliciesAndPlocedures Draft09032024  Page 8 of 16    The Town Manager, or designee, shall conduct an analysis of leasing versus purchasing for equipment and vehicles before purchases are approved by the Town Manager and/or the Town Commission. A comparison of costs and other factors will be considered that include the  following:  Thee estimated length of thet time the equipment will be needed. The cumulative rental payments fort the estimated period of use, Ther net purchase price and budget constraints, Transportation andi installation costs, Maintenance costs, depreciation, and ownership liability.  The financial and operating advantages of alternative types and makes of  equipment,  Capital. Asset and Depreciation Guideline  The basis for accounting for property and equipment is cost. AlL normal expenditures of readying an asset fori its intended use are capitalized. Donated property or equipment is valued at its fair market value andi is also capitalized." The Capital Asset and Depreciation Guideline for  each asset class are as follows:  Tracking and Inventory $1.00 $1.00 $1.00 $1.00 $1.00 $750.00 $750.00 $25,000.00  Capitalize and Depreciation Capitalize Only $5,000.00 $5,000.00 $5,000.00 Capitalize Only $2,500.00 $2,500.00 $25,000.00  Land Land Improvements Building Building Improvements Construction in Progress Machinery & Equipment Vehicles Infrastructure  Advancing Personal Funds  Individuals, as a rule, should not advance their own funds to purchase goods or services on behalf of the Town. The Town should deal directly with vendors to arrange for the receipt of  Towno O1) Jupiterl Inleto Colony BudgetAndFinance PoliclesAndPocedures Draft09032024  Page 9of16    goods and services and the payment of obligations. In limited instances, most often related to business travel, an individual may pay for the goods or service and then reimbursed by the Town. The reimbursement request must be supported by a written statement, signed by the purchaser, verifying the business purpose of the purchase, proof of payment and receipt of the goods or service by the Town. This is a basic financial control pursuant to Generally Accepted Accounting Principles. The Town is exempt from paying sales tax. Sales and use taxes are generally not reimbursable, except for approved business travel and entertainment services.  Fiscal Year-End Procedures  The Town shall close its fiscal year and prepare its financial statements in a timely manner in accordance with Generally Accepted Accounting Principles promulgated by the Governmental  Accounting Standards Board. Cash Management Procedures  The Town's deposits are held in qualified public depositories pursuant to State of Florida Statutes, Chapter 280, "Florida Security for Public Deposits Acts." Under the Act all qualified public depositories are required to pledge eligible collateral having a market value equal to or greater than the average daily or monthly balance of all public deposits, multiplied by the depository's collateral pledging level. The pledging level may range from 50% to 125% depending upon the depository's financial condition and establishment period. AlL collateral must be deposited with an approved financial institution. Any losses to public depositors are covered by applicable deposit insurance, sale of securities pledged as collateral and, if necessary, assessments against other qualified public depositories of the same type as the  depository in default. Accounts Receivable  Payments received through the mail and/or electronically (franchise fee, assessments, reimbursements, etc.) or at the Town's offices (building permit fees, registration fees, etc.) shall be processed daily by the Town Manager or designee. AlL payments shall have support documentation are. The Town Manager or designee shall ensure no discrepancies exist between the deposit summary report and the deposit slip. AlL deposits The billing and collection of all tax assessments is performed by the Office of the County Tax Collector. These assessments are collected in annual installments together with interest and collection costs in an amount sufficient to meet the annual operating budget and debt service requirement of each taxing entity (unit of development). Tax assessments funds are electronically deposited into the Town's operating account and supporting transmittal All wire transfers are documented, reviewed and approved by the Town Manager.  shall be posted. Assessment Receipt Forms  information is sent to the Town from the County's' Tax Collector.  Townot) Jupiterl InletColony BudgetAndFinance PolclesAndPlocedures: Draft09032024  Page 10of16    Bank Account Reconciliation Procedures  The Town Manager shall designate a Town employee or consulting firm to reconcile bank statements and payroll distributions. The bank reconciliation report is reviewed for  completeness and accuracy byt the Town Manager. Authorized Investments- No Written Investment Policy  As provided for in Florida Statute Chapter 218.415 (17), the Town of Jupiter Inlet Colony has elected not to adopt a written investment policy in accordance with investment policies developed as provided in Florida Statute Chapter 218.415(1) - (15). Therefore, per Florida Statute Chapter 218.415 (17), the Town is authorized to invest or reinvest any surplus in their a) The Local Government Surplus Funds Trust Fund (State Board of Administration), or any intergovernmental investment pool authorized pursuant to the Florida Interlocal b) Securities and Exchange Commission registered money market funds with the highest credit quality rating from a nationally recognized rating agency. c) Interest-bearingi time deposits or savings accounts in qualified public depositories, as  control or possession in:  Cooperation Act, as provided in S. 163.01.  defined in S. 280.02.  d) Direct obligations oft the U.S. Treasury.  The securities listed in paragraphs (c) and (d) shall bei invested to provide sufficient liquidity to  pay obligations as they come due.  Towno OfJupiterl Inleto Colony BudgetA AndFinance PoliciesAndPlocedures Draft09032024  Page 11 of16    TOWN OF. JUPITER COLONY Procurement Policies and Procedures  The Town Manager shall ensure that all goods and services are purchased by the Town in an efficient, effective and economical manner and at the best price available consistent with the quality of materials, workmanship, or level of service required. The Town Manager shall only authorize purchases and procurement of services that have beeni fundedi throughi the annual budget. Should a grant funding requirement conflict with this manual, the grant requirement shall take precedence over the Town policy. Written notice of this variance shall be providedto  the Commission byt the Town Manager.  QuotationA And Bidding Requirements  1. Purchases of $5,000.00 or less. The Town Manager shall have the discretion to purchase goods and services that do not exceed $5,000.00 in the manner he or 2. Purchases over $5,000.00, and which do not exceed $15,000.00 proposed in the approved budget shall be authorized by the Town Manager provided that price quotations from no less than three individual businesses are obtained. An award shall be made to the business offering the most responsive and responsible quotation. The names of the businesses submitting quotations, and the date and amount of each quotation, shall be recorded and maintained as a public record. The Town Manager shall report monthly to the village council on all expenditures 3. Competitive bidding: Purchases costing more than $15,000 shall require the use of competitive bids such as Invitation to Bid, Request for Proposals, Request for Qualifications, or similar methods. Following the competitive bidding process, all purchases over $15,000 shall be approved byt the Town Commission. 4. "Piggyback": In lieu of the foregoing bidding procedures, the Town may "piggyback" at then existing contract of the state, county or other governmental entity consistent  she deems most appropriate.  between $5,000.00and $15,000.00.  with Florida Statutes.  Exceptions  The following purchases shall be exempt from the Town's bidding requirements; each  one shall be fully documented and approved by the Commission:  1. Purchases of continuing services, the professional services of accountants, attorneys, architects, engineers, planning professionals, building plan review and inspection services, physicians or other persons possessing a high degree of professional skill shall be exempt from the requirements of advertising and  Town OfJ Jupiterl Inlet Colony BudgetA AndFinance PoliciesAndPlocedures Draft09032024  Page 12of16    competitive bidding and/or shall be as specified in Florida's Statute 287.055 2. The Town Manager may administratively approve change orders to contracts previously approved by the Commission provided that the total cost of the project budget is not exceeded and the change order does not exceed 10% of 3. The purchase of goods or services that for all practical purposes can only be obtained from a single vendor, usually because of limiting technology, technological compatibility with existing systems or goods or services already in use by the Town or other unique qualities of the goods or services that preclude 4. An emergency circumstance in which damage to Town facilities, personnel or programs will result if prompt action is not taken. An emergency purchase might be required by a sudden and unexpected turn of events (acts of God or uncontrollable circumstances) which involves, or could involve, a threat to the health, safety and welfare of citizens, and which can be rectified in whole or in part by the immediate. purchase of items. Failure to anticipate or plan for a need shall not constitute an emergency. An emergency purchase shall be considered on its individual merits and will be processed as an emergency only when the Town Manager determines that it is necessary, based on the requesting party's written explanation. The Town Manager shall endeavor to meet publicly with the Town Commission to seek permission from the Town Commission whenever practical. The Town Manager shall present a report and seek after-the-fact approval from the Town Commission at the next regular meeting of the Town Commission for all unbudgeted expenses directly related to an emergency or  (Consultants Competitive Negotiation Act), if applicable.  the approved contract.  acompetitor's price comparison.  natural disaster.  Towno Of) Jupiterl Inleto Colony BudgetA AndF Finance PoliciesAndPlocedures: Draft09032024  Page 130f16    TOWN OF. JUPITER COLONY Travel Policies and Procedures  Funds for Town-related travel, professional conferences, seminars, meetings, and training may be included in the annual Town budget. The Town Manager shall approve all travel, professional conferences, seminars, meetings, and training prior to registration. AlL approvals shall be based on available funding and workload needs. Budgets for travel and related business expenses are intended to reimburse all necessary and reasonable expenses. Iti is the responsibility of each employee to select the most economical method of travel for each trip. Questions of time-efficiency and cost effectiveness must be answered in the best interest of the Town of Jupiter Inlet Colony and not for the convenience of the employee. Every  effort must be made to obtain the lowest economical hotel rate.  Eligible Expenditures  Eligible travel expenditures include only those costs described below that are incurred inc connection with and during the period of travel, and that the expenses were actually incurred by the employee as necessary travel expenses in the performance of their official duties. The period of travel shall begin no more than one day before the start of the event necessitating the travel and shall end no more than one day after the Under no circumstances shall the Town pay any travel expenses when an authorized person travels on behalf of another business entity agency or professional association. The Town shall not pay any travel expenses for companions, including spouses, children, and other relations. When any eligible Town travel expenses are paid for or reimbursed directly to the employee by another entity or agency, the employee is prohibited from seekingreimbursement for those same expenses from the Town. AlL travel requests andi final travel expense reports are also subject to audit by the Town Manager or designee before final processing. The Town Manager may, for any violation of these travel policies and procedures, regardless of prior approvals obtained, reject a travel request or final travel expense report. If rejected, no prepayments or reimbursement will be made until the travel request form, is corrected to comply with Failure to obtain the required approvals described above prior to traveling will render all expenses incurred ineligible for reimbursement. Exceptionst tot this provision shall be made only for situations requiring emergency travel. AlL processed and paid travel expenditures shall be presented as part of the Consent Agenda to Town the Commission at every regular commission meeting.  completion of such event.  these policies and procedures.  Town OfJ Jupiterl Inlet Colony Budget AndFinance PoliciesAndPocedures Draft09032024  Page 14of16    Tultion/Registration Fees  Tuition for classes, registration fees for seminars or conferences and other fees that relate to attending the event for the stated purpose are considered registration fees. Registration fees must be substantiated by a complete brochure or agenda for the conference, seminar, class or convention being attended. Employees should attempt, when possible, to maximize any early registration discounts that may apply. The Town will pay for/reimburse for the cost of any conference sponsored social event for the employee only. Employees who choose to take spouses, families or guest to conference or educational events will be responsible for any costs relating to registration, social events, etc. for them. The Town will not provide funds for courses  part of program of higher education.  Transportation  The employee should generally take the most direct and commonly traveled routes. Other routes may be approved when official business requires their use. If the Employee takes an indirect route or stops along the way for personal reasons, he/she will not be reimbursed for related expenses, and travel time related thereto will not be considered time worked. The Town will pay for/reimburse an efficient and cost- effective means of transportation. For longer distances this may include airplane or train. If that is the case, the employee should consult a travel agent or travel service  (i.e. legitimate internettravel. sites, etc.).  Town Vehicles - When possible and feasible, employees should attempt to use Town vehicles for travel if the Town has a vehicle available. This should be at the discretion of the Town Manager, after consultation with the employee. The employee will only be reimbursed for actual expense incurred fori fuel, parking and tolls upon presentation Private Vehicles = If travel is by personal vehicle, the Town will reimburse the employee at the latest allowable IRS per mile rate for mileage traveled either during regular travel outside Palm Beach County and Martin County. This should be documented on the travel reimbursement request form with the beginning and ending odometer reading from the employees' personal vehicle. Mileage will not be reimbursed to employees receiving car allowances. Tolls and parking  ofareceipt.  will be reimbursed upon presentation of areceipt.  Meals  The Town shall reimburse for all meal costs incurred exclusively for Town employees for all travel, professional conferences, seminars, meetings, and training. Reimbursement shall not be issued for any meal or lodging included in professional conferences, seminars, meetings, or training registration fee paid by the Town. For purposes of reimbursement rates and methods of calculation, per diem and meals & incidental allowances are based on the U.S. General Services Administration (GSA)  posted rates:  ntps,/woww.Sa.Sovravelpan.poosper-diem-rates. Under no  Townor) Jupiterl Inleto Colony BudgetA AndFinance PoliclesAndPlocedures Draft09032024  Page 15of16    circumstances will the Town reimburse for alcoholic beverages. This expense should be broken outi froma anysubmitted receipts. Travel beginning after 10:00 a.m. will not be eligible for breakfast reimbursement and travel concluding before 5:00 p.m. will not be  eligible for dinner. Lodging  Ifa attending a conference, seminar or convention that has hotels recommended, the convention rate will be paid for a recommended hotel. The employee should make every effort to register early to obtain the most economical lodging rates offered. Whenever possible, the lodging rate provided by the U.S. General Services Administration (GSA) shall apply: nttps:/wwW.gsa.gov/travelplan-Dook/per- diem-rates. Hotel and motel charges shall be based on single occupancy rates. The Town will not pay or reimburse employees for lodging expenses incurred by family members or guests accompanying the employee and/or occupying the same room. Lodging, in general, should be selected on the basis of the most reasonably priced accommodations available consistent with the purpose and goals of the trip and Reservations for lodging should be made whenever possible. Rooms may bel held using the Town credit card or employee's personal credit card. If1 the employee does not have access to a Town credit card, the employee may use personal funds to pay lodging costs and request reimbursement by attaching the proper receipt to the reimbursement request form. However, lodging costs paid directly by the Employee will not be eligible for exemption for Florida Sales Tax. Accordingly, any sales tax paid directly byt the employee to al Florida hotel will not be subjecttor reimbursement. Under no circumstances will the Town. reimburse or pay for in-room amenities including concierge service, in room movies or games, host bar, etc. These amounts Valet parking at hotels will be reimbursed if no reasonable or efficient alternative exists. Customary tipping including bell hops and valet parking will be reimbursed, if itemized  budgetary limitations.  arethe employeesresponsbiuly,  byt the employee and viewed as reasonable by the department head.  Other Costs  Reimbursement for any other travel related expense not specified above will be  handled on a case-by-case basis byt the Town Manager.  TownorJ Jupiterl Inleto Colony BudgetAndFinance PoliciesAndPlocedures Draft09032024  Page 16 of16    Town of. Jupiter Inlet Colony  50 Colony Road (561)746-3787  Jupiter Inlet Colony, Florida 33469  pride  AGENDAITEM COVER SHEET  MEETING DATE: AGENDAITEMTITLE:  September 9, 2024 RESOLUTION NO. 2024-07  A RESOLUTION OF THE TOWN OF JUPITER INLET COLONY, PALM BEACH COUNTY, FLORIDA, DECLARING IT'S DEDICATION TO THE PRESERVATIONAND PROTECTION OF THE WATER QUALITY AND PRISTINE HABITATS OF THE LOXAHATCHEE RIVER AND ITS WATERSHED INCLUDING JOHNATHAN DICKSON STATE PARKAND OPPOSING THE DEVELOPMENT OF A GOLF COURSE(S) WITHIN  ONATHANDICKINSONSTATEPARK. Commissioner Sharon Seagren  AGENDA ITEM SPONSOR: AGENDA ITEM SUMMARY:  Resolution 2024-07 expresses the Town Commission's opposition tot the development of a golf course in Jonathan Dickinson Park and supports all efforts to preserve and protect Jonathan Dickinson State Park, the Loxahatchee River and the suroundingwaterahed.  FISCAL IMPACT: REVIEW: Town Attorney Town Manager Town Clerk  This resolution has no fiscal impact to the Town.  Gold Certified 2023  LEED for Cities and Communities    RESOLUTION NO. 2024-07  Al RESOLUTION OF THE TOWN COMMISSION OF THE TOWN OF JUPITER INLET COLONY,PALM BEACH COUNTY,FLORIDA, DECLARING ITS DEDICATIONTO THE PRESERVATION AND PROTECTION OF THE WATER QUALITY AND PRISTINE HABITATS OF' THE. LOXAHATCHEE RIVER. AND ITS WATERSHED INCLUDING JONATHAN DICKINSON STATEI PARK AND OPPOSING THE DEVELOPMENT OF A GOLF COURSE(S) WITHIN. JONATHAN DICKINSON STATE PARK; PROVIDING AN EFFECTIVE, DATE; AND FOROTHER PURPOSES  WHEREAS, the Loxahatchee River and its tributaries drain over 270 square miles of WHEREAS, the Loxahatchee River has been recognized federally as one of only two WHEREAS, Jonathan Dickinson State Park is located within the Loxahatchee River WHEREAS, Jonathan Dickinson State Parki is a complicated mosaic of approximately 11,500 acres of pristine scrub, pine flatwoods, transitional areas and wetlands whose environmental integrity and biodiversity are crucial components of the protection of  both Palm Beach and Martin Counties and  "Wild and Scenic Rivers" in the State of Florida and  watershed; and  the watershed, and  WHEREAS, the Park also connects greenways and blueways which link the. Atlantic Ridge Ecosystem to the north through the Park and helps provide essential groundwater recharge and surface water: flows to the Northwest Fork oft the Loxahatchee River and WHEREAS, a proposal that allows a Golf Course to be developed in Jonathan Dickinson State Parkl has been submitted to the Florida legislature for consideration; NOW THEREFORE BE IT RESOLVED THAT, the Town Commission of the Town of Jupiter Inlet Colony opposes the development of a golf course in Jonathan Dickinson State Park and supports all efforts to preserve and protect Jonathan Dickinson State Park, the Loxahatchee River and the surrounding watershed. THIS RESOLUTION shall be effective immediately upon passage.  Passed and adopted this  day of September,2024.    TOWN OF JUPITER INLET COLONY,  FLORIDA  Mayor, Ed Hocevar  Vice Mayor, Mark Ciarfella  Commissioner William "Bill" Muir Commissioner Marie Rosner Commissioner Sharon Seagren  ATTEST:  Town Clerk Ivelisse Chico Randazzo