1985.05.20_FAB_Minutes_RegularTOWN OF HIGHLAND BEACH, FLORIDA
FINANCIAL ADVISORY BOARD
MAY 20, 1985 10.00 A.M.
A meeting of the Financial Advisory Board was held at Town Hall on Monday,
May 20, 1985, at 10:00 A.M.
Those attending included Ben Cohen and Reese James. Also present through-
out the meeting were Commissioner Grier and Town Manager Hugh D. Williams.
Absent were member Joe Murania and alternate member Walter Peklenk.
Discussion was held and action taken as noted on the following agenda
items:
1. The minutes of the April 22, 1985, meeting were approved
as written.
2. A telephone poll of Financial Advisory Board Members was
ratified recommending to the Town Manager that a COLA of
3.5% be used for 1985/86 salary budgeting purposes.
3. With Mr. Murania's absence, the matter of charges for
trash pick-up was deferred.
4. The matter of charges for water/meter service was deferred
pending additional data from the Town Manager.
The Financial Advisory Board did discuss the recent action
of the Town Commission at its May 7, 1985, meeting regard-
ing the expenditure of an approximate $5,000. additional
expense for the preparation of bidding documents for the
"Test Well" required by the District Water Management
Board. It was noted that the well cost was only approxi-
mately $5,000. with new engineering costs to be approxi-
mately $11,000. This appears to be an unwarranted
expenditure of approximately $5,000.
5. The auditor's letter of February 7, 1985, was reviewed
and the following recommendations made:
The auditor be appointed at an early date
but not later than the date of acceptance
of the annual budget.
That a survey be made of "Like Towns" re-
garding their auditors for comparative
purposes as well as to assist in the se-
lection process.
FINANCIAL ADVISORY BOARD
May 20, 1985 Pa e 2 of 4
6. The Town Manager advised that the first draft of the 1985/86
budget expenses would be available Wednesday, May 22nd, ex-
cepting that the Fire District Costs and TRIM data would not
be available at this time.
7. The Town Manager's Memo dated April 23, 1985, re. Investment
Policies was discussed. It is the recommendation that this
matter is of such importance that a written investment
policy should be established by formal action of the Town
Commission and, further, that a representative of the Town
Commission be appointed to meet with those responsible for
implementing such a policy.
8. Commissioner Grier's Memo of May 6, 1985, regarding "Fire
Control Costs" was noted. The scope and nature of this
subject is such that it warrants a special study Committee.
9. Commissioner Grier's Memo of May 6, 1985, regarding "Beach
Safety" was noted. The Financial Advisory Board did concur
on the suggestions of signs and life preservers being lo-
cated at selected areas along the beach but felt that no
action was required of this Board.
10. The Town Manager's Memo of April 29, 1985, was noted with
the following comments:
Electronic Data Processing
This matter should be studied in consultation
with the Town's auditors as well as with a
special committee of Town residents having
experience/expertise in this subject. Town
Manager advises that the 1985/86 budget will
carry an item of $20,000. for this equipment
and programing.
Purchasing
This Board agreed with the Town Manager's pro-
posal that a formal purchasing policy be
established by the Town Commission to include
a Purchase Order system and that the present
$500. limit authorization for the Town Manager
is out -dated and unrealistically low. It re-
commends that this figure be increased to a
$2,500. maximum.
FINANCIAL ADVISORY BOARD
May 20, 1985 Page 3 of 4
Employee Record Keeping
The Financial Advisory Board agrees with the
concept of time clocks for employee record
keeping and recommends the development of a
written policy on this matter.
The subject of Treasurer vs. Finance Director was
discussed. Although this is a matter for the
Town Commission, this Board does recommend that
a written policy and procedure be developed for
the processing of approving and paying of Town's
operating expenses.
Depreciation
It was noted that although the Town's Financial
Records reflect an item of Depreciation (item 49D)
the Town does not fund this item even though it
has been so recommended by our auditing firm. We
strongly recommend that "Funding" be included in
the 1985/86 budget.
Water service charges
This item will be on a future agenda.
Water reading
Town Manager advises that this is now done by
in-house staff at no additional expense.
Clothing allowance
Town Manager advises that this practice has
been discontinued.
Pay scale
Following a discussion of this subject, the
Financial Advisory Board concurs with the Town
Manager's proposal to eliminate grade 18 from
the present wage scale and to establish grade
14 for the position of Utilities Director. The
Town Manager also agreed to develop a Utilities
Department organizational chart for the next
meeting of this Board.
FINANCIAL ADVISORY BOARD
May 20, 1985 Paqe 4 of 4
Flex Time
This matter was reviewed and it is the recom-
mendation of the Financial Advisory Board that
the Town establish fixed hours of operation as
a better method of management.
Fire Rescue
It is this Board's view that this matter is of
such complexity and magnitude that a special
study committee should be established to review
the present method of providing service.
Employee salary increases
The Financial Advisory Board concurs with the
recommendation of the Town Manager that all
future COLA wage adjustments be given at the
employee's anniversary date.
The Financial Advisory Board also concurs with
the Town Manager's recommendation to increase
the employee life insurance coverage from $5,000.
to $10,000. at an annual cost of approximately
$1, 000 .
There being no further business before the Board at this time, the meet-
ing adjourned with the next meeting being set for 10:00 A.M. on Tuesday,
May 28, 1985, for the single agenda item of the 1985/86 budget.
Respectfully submitted,
Reese E. James, Chairman
cc: F.A.B. Members
Town Commission
Town Manager
5/21/85 amk