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1988.03.08_FAB_Minutes_Regular• TOWN OF HIGHLAND BEACH, FLORIDA FINANCIAL ADVISORY BOARD REGULAR MEETING - MINUTES Tuesday, March 8, 1988 9 30 A.M. A meeting of the Financial Advisory Board was held at 9:30 A.M. on Tuesday, March 8, 1988, at Town Hall. Members present included Richard Brunton, Ben Cohen, Grover Ensley, Fred Firstenburg and George Harbin. Also present throughout the meeting were Mayor Betty Jean Stewart and Town Manager Mary Ann Mariano. Chief Accounting Officer Stan Novak was also present throughout most of the meeting. By unanimous consent, George Harbin was named Chairman of this Board. Member Richard Brunton had to leave the meeting at this time. Upon MOTION by Mr. Ensley/Mr. Cohen, the Minutes of the February 22, 1988, Meeting of the Financial Advisory Board were approved as written. Under items of "Correspondence", a memorandum from the Town Manager, • dated March 2, 1988, was noted. The memorandum advised the F.A.B. that the Town Commission had approved the retention of expert witnesses as recommended by the Town Attorney, in the Boca Hi vs. Town of Highland Beach litigation. The memo further indicated that a maximum amount of $21,000. had been approved. The funding will be drawn from the Legal Department account with additional monies transferred later in the budget year, if necessary. Budget transfers were then reviewed by the Financial Advisory Board. Intradepartmental transfers were reviewed with the F.A.B. for informa- tional purposes only. Although these transfers require only administra- tive approval, recommendations with regard to the processing of such transfers were welcomed. With regard to these transfers, Mr. Novak will further clarify such budget changes under the "Explanation" section of the budget transfer form. Two Interdepartmental budget transfers were then taken up by the F.A.B., the first being a transfer necessitated by the promotion of the Town Clerk into the Town Manager position. It was noted that this transfer was required due to a short -fall which would occur in the Town Manager's budget caused by severance pay disbursed to the former Town Manager. Inasmuch as these transfers involved a transfer between departments as well as salary considerations, this transfer requires that there be approval. The second budget transfer reviewed by the F.A.B. involved Other General Government. Additional monies were transferred to fund • the completion of the Xeriscape Project at Town Hall, as well as $1,000. to the Machinery and Equipment account which had not been funded at all. These funds are taken from the salary budget inasmuch as the formerly 1• Financial Advisory Board • Regular Meeting - Minutes March 8, 1988 Page 2 of 3 anticipated second employee in that department will not be hired. Although the transfer is within the department, due to the increase in machinery and equipment and due to the fact that the salaries line items are being effected, this transfer also requires F.A.B. approval. Upon MOTION by Mr. Firstenburg/Mr. Cohen, the budget transfers were approved and will now be forwarded to the Town Commission. Discussion then took place regarding the staffing of the Town Clerk Department. It was noted that due to the promotion of the Town Clerk to the Town Manager position, a vacancy occurs in that department. It was further noted that the Deputy Town Clerk, due to health reasons, may re- quire an extended leave of absence. The Town Manager noted her intent to down grade the present Town Clerk position to a second Deputy Town Clerk position at this time, which down grading may be evaluated at a later date. This change would then staff that department with two Deputy Town Clerks and one secretarial position. It was the consensus of the F.A.B. that such staffing change would be an administrative • matter and best handled by the Town Manager using her discretion. The January Budget Report was then reviewed with Mr. Novak. Inasmuch as • the budget transfers reviewed earlier in this meeting have not yet been incorporated into the Budget Report, it was noted that the February Monthly Financial Report would be more accurate and give a better over- view of the budget and where it stands at this point. With regard to reviewing the Monthly Report, Mayor Stewart noted that an informative memorandum had been issued on December 29, 1986, by the former Town Manager which explained the various computerized reports being issued and clarified some of the items included therein. Some discussion took place regarding an unbudgeted fund balance and the feasibility of adopting an amended budget to show some of the unappro- priated funds. It was noted that there were items i.e. the Bel Lido Bridge Project at a cost of $77,300., which had not been appropriated in the current budget. The amount now appearing in Interfund transfers ($230,046.) will also be reviewed to see if funds can be drawn to cover those unappropriated items. Under Old Business, the F.A.B. reviewed revised pages 6 thru 13 of the Proposed Personnel Policy. Several additional amendments were made which will be incorporated into these pages and distributed to the F.A.B. Under the discussion regarding Personnel Policies, it was noted that an organizational chart should be attached to the policy upon its adoption. A proposed organizational chart will be submitted to the F.A.B. by the Town Manager prior to the next F.A.B. meeting. With re- gard to continuing the review of the Proposed Personnel Policy, it was the consensus of the Financial Advisory Board that Member Fred . Firstenburg, work with the Town Manager and the Mayor, in reviewing the 0 Financial Advisory Board Regular Meeting Minutes March 8, 1988 Page 3 of 3 remainder of the report. The proposed remainder of the report as compiled by Mr. Firstenburg, the Town Manager and the Mayor will then be submitted to the F.A.B., in completed increments, for their review and recommendations. Discussion then took place regarding the up -coming budget schedule. The Town Manager noted that this new budget year would bring changes in the procedures followed in implementing the 1988/89 fiscal year budget. Part of the process will include meetings with individual department heads to formulate departmental budgets. The Town Manager will have a tentative schedule available at the next meeting. The next F.A.B. meeting was scheduled for Tuesday, April 12, 1988, at 9: 30 A.M. There being no further business to come fore the Financial Advisory Board at this time, the meeting adjourn t 11:35 A.M. APPROVED: , George Harbin, Chairman ATTEST: - DATE: MAM/amk cc: F.A.B. Members Town Commission Town Manager Ben ' min,oCohen RUchar -Brunton Grover sley Fred Firstenburg