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1988.04.12_FAB_Minutes_RegularTOWN OF HIGHLAND BEACH, FLORIDA • FINANCIAL ADVISORY BOARD REGULAR MEETING - MINUTES Tuesday, April 12, 1988 9.30 A.M. A Regular Meeting of the Financial Advisory Board was held at 9:30 a.m. on Tuesday, April 12, 1988, at Town Hall. Members present included: George Harbin (Chairman), Richard Brunton, Benjamin Cohen, Grover Ensley, and Fred Firstenburg. Also present throughout the meeting were Mayor Betty Jean Stewart, Town Manager Mary Ann Mariano, and Deputy Town Clerk/Recording Secretary Elizabeth L. Kolek. Chief Accounting Officer Stanley Novak was present for part of the meeting. Upon MOTION by Dr. Ensley/Mr.Harbin, the Minutes of the March 8, 1988 Regular Meeting of the Financial Advisory Board were approved as corrected. All voted AYE. There was no Correspondence to discuss. OLD BUSINESS: • - PROPOSED PERSONNEL POLICIES (STATUS REPORT) Fred Firstenburg reported on the status of the Proposed Personnel policies and stated that this was ready for review by the other FAB members. Town Manager Mrs. Mariano stated that the policy was reorganized and the pages were reduced from 36 to 30, with six Articles and sub -sections. Mrs. Mariano felt that it was necessary to hold a meeting of the FAB to go over and discuss the complete Proposed Personnel Policies, before it can be forwarded to the Town Commission for approval. Mr. Firstenburg stated that the benefits were basically the same as the prior Personnel Policy, with no additional monies involved. After some discussion, it was decided to hold a Workshop Meeting on Monday, April 18, 1988, at 1:00 p.m. Copies of the revised Proposed Personnel Policies were distributed to the members. NEW BUSINESS: FEBRUARY 1988 - MONTHLY FINANCIAL REPORT Stanley Novak, Chief ACcounting Officer, was present and went over the February 1988 Monthly Financial Report. Mr. Novak noted that a transfer of $12,000 will be made from the Town Clerk Department to the Town Manager Department (as discussed at the • prior FAB meeting). Several shortfalls were noted, but Mr. Novak noted there was nothing out of line in any of the Departments. Mr. Harbin felt that areas of concern should be pointed out to the FAB by the Chief Accounting Officer or the Town Manager and that it should not be necessary for the FAB to study this report in FINANCIAL ADVISORY BOARD REGULAR MEETING - MINUTES April 12, 1988 • Page 2 of 3 detail in the future. He felt a staff report should be submitted with the Financial Reports in order that the FAB members will have the information prior to their meeting. Mayor Stewart noted that several measures are planned to be taken to reduce the amount of the Town Attorney's monthly bill, including Board Members and others will need to go through the Town Manager before contacting the Town Attorney, for any reason. There was nothing budgeted for Capital Outlay in the present year's budget and the FAB felt that this should not be overlooked in the upcoming budget preparation. Mayor Stewart asked Mr. Novak if the Lotus Program was in use in the Finance Department, which could show projections, but Mr. Novak stated that he did not yet have a chance to learn it, whereby the needed projections will be done by hand, line by line, with percentages. Mr. Novak stated that Revenues will be up a bit from last year. Mr. Novak went over the Balance Sheet, which reflects the status of the pooled cash system, with $535,000.00 in the General Fund as of today. • The duties of the FAB were discussed and each member was given a copy of Resolution No. 477 (8/6/85). The Water Enterprise Fund should be self supporting and it was suggested by Mayor Stewart that one member of the FAB follow water operations with Mr. Novak, in the event a surcharge is needed. Mr. Novak noted that the Sewer System Revenue Bonds were paid off in January 1988 and that excess monies in the Sewer System go to emergencies or repairs needed for the sewer system. Mr. Harbin asked Mr. Novak to prepare a summary document for the General Fund, Water System, and Sewer System, whereby Mr. Novak and the Town Manager will point out the areas of concern to the FAB. REVIEW OF TENTATIVE 88/89 F/Y BUDGET CALENDAR: Town Manager Mrs. Mariano provided the FAB with a calendar for the upcoming budget process, which will be similar year after year. The FAB should be finished with their portion of the budget with the June 14 meeting and there will be cursory review of the budget at the July 12 meeting. The May 10 meeting will include meeting with some department heads regarding budget requests. Mrs. Mariano stated that she will have the department head budget • requests, with her recommendations, in the FAB folders by noon on Friday, May 6. Due to several absences on May 10, the FAB rescheduled that meeting for May 12, 1988. FINANCIAL ADVISORY BOARD REGULAR MEETING - MINUTES April 12, 1988 • Page 3 of 3 REVIEW OF PROPOSED ORGANIZATIONAL CHART: Mrs. Mariano provided the FAB members with a copy of the proposed Organizational Chart (which will be a part of the Personnel Policies), which the members felt was a job well done. The chart was similar in concept to the former chart except that some positions have changed. The chart was discussed and some small changes were made. Mrs. Mariano explained that the inspectors were not employees of the Town, but were paid on an individual per inspection basis, with set fees. There are presently 34 employees of the Town. The custodian is under contract and receives no other fringe benefits. The auditors and engineers are under contract and answer to the Town Commission, as well as the Town Attorney and land planners, who are hired by the Town Commission, who all basically work through the Town Manager. Mrs. Mariano felt the hiring of the Town Attorney should be included in the Town Code. MOTION was made by Mr. Firstenburg/Dr. Ensley to accept the Proposed Organizational Chart, with the changes made. Mayor Stewart felt that the Town Manager as a liaison could be discussed further on the FAB agenda in September or October. The next FAB meeting was scheduled for Thursday, April 25, 1988, at • 9:30 a.m. to complete the review of the Personnel Policies. MOTION was made by Mr. Cohen/Mr. Firstenburg to adjourn this Regular Meeting at 11:45 a.m. All voted AYE. APPROVED: George Harbin, Chairman A ATTEST: Date: , /9 ELK cc: FAB Members, Town Commission, Town Manager