1998.01.02_TC_Minutes_Special
TOWN OF HIGHLAND BEACH
MINUTES OF TOWN COMMISSION MEETING
SPECIAL WORKSHOP MEETING
January 02, 1998 2:30 P.M.
Mayor Arlin G. Voress called the Special Workshop Meeting to order
in Commission Chambers at 2:30 P.M.
Town Clerk Doris Trinley called the roll. The Mayor, Vice Mayor
John Rand, and Commissioners David Augenstein, Thomas J. Reid, and
Michael W. Hill were present.
Town Attorney Thomas E. Sliney and Town Manager Mary Ann Mariano
were also present, as were members of the general public.
Mayor Voress advised the meeting was being held to have
Commissioner Reid review proposals he had received regarding a
management audit of the Town.
Commissioner Reid gave some background information, and advised
that he had contacted a number of firms, many of which expressed no
interest in light of the $25,000 budget; others noted time
constraints most likely due to tax season. Noting that all had
. received the same Scope of Services (attached to and made part of
these Minutes), which he had reviewed with them, the Commissioner
said he had interviewed four (4) firms and three (3) had responded
with proposals:
David M. Griffith & Associates
Cody Associates
Daniel Stump, Esq.
Commissioner Reid noted that proposals from both Griffith and Stump
included the full $25,000 budget, while Cody proposed the work
could be accomplished for $4,900.. The Commissioner further
reported that he had checked references where given.
Stating she was supportive of a properly conducted management
audit, Ms. Mariano read into the record her objections to the
current process (attached to and made part of these Minutes).
Also for the record, Mayor Voress noted that he took exception to
Ms. Mariano's remarks. Vice Mayor Rand and Commissioner Reid also
took exception.
Substantial discussion took place regarding whether Commissioner
Reid's interviews would be sufficient to bring the issue to a vote
at the January 06, 1998 Regular Meeting. However, on advice of the
Town Attorney, it was the consensus that a Special Meeting should
Minutes of Town Commission Meeting
Januarv 02, 1998 Special Workshop Page 2 of 2
be scheduled, sometime in mid-January, wherein representatives of
the three firms would be invited to review their already submitted
proposals with the Commission and answer any questions the members
might have.
There being no further business to come before the Commission at
this time, Mayor Voress adjourned the Special Workshop Meeting at
3:35 P.M. upon MOTION by VICE MAYOR RAND/COMMISSIONER HILL.
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APPROVE:
Arlin G. Voress, Mayor
Jo Rand, Vice Mayor
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David Augenste'~ Commissioner
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Thomas e ~ Commissioner
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Michael W. Hill, Commissioner
DATE:
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"SCOPE OF SERVICES"
per Commissioner Thomas J. Reid
The Town is approximately 50 years old. The Town was originally
organized as a political unit in order to have the authority to
supply itself with water. At the time, the surrounding towns would
not assist the families that lived on the beach, with their water
problem. Initially 26 families created the town and by the time of
the first election, 126 people could vote.
What with relatively few people in the Town, most of whom worked
because there were no citizens trained in town management, it was
more expedient to employ a strong operations manager.
Now. 50 years later...
. We have a town of more than 3,000 households with another 1,000
due in town.
. Five elected Commissioners
. Approximately 55 employees
. 40 +/- advisors sitting on five town boards
. A Town attorney
. A Town CPA
. Various advisors who have been called in to do work that should
be done in-house.
The Commission has been challenged on a number of fronts including
• final authority and responsibility to the public and with being
uninformed as to what constitutes a strong manager type of
government.
In this light, we are presently seeking to engage a consultant not
presently associated with the town operation or administration, to
conduct a survey with the following parameters.
ACTION/PURPOSE:
To examine and review the Town codes, ordinances, and policies and
procedures.
To determine the common and several separate duties, authority, and
responsibility of:
1. The Town Commission
2. Town Manager
3. Town Advisory Boards
4. Non-employee contract individual(s) or companies engaged to
perform services for the town.
Report, in writing to the Commission, the review findings; make
recommendations as to the need to amend, repeal existing code,
ordinances, policies and procedures, or change the present form of
government.
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Should you be interested in submitting a proposal, you may make
your proposal as elaborate or as brief as you wish. However,
included in it a summary of your and/or your company's:
a. Qualifications to perform the work
b. Related experience
c. List of clients you have worked for
d. Your fee schedule
This writing is in no manner a circumstance to be considered a
contract, engagement letter or employment offer. This writing is
to be considered a general outline of the work we would want to be
done. This writing is further subject to change, modification and
withdrawal at our will, choice and discretion. Further, this is
not to be construed as a binding contract between the parties, as
contracts can only be approved by the Commission as a whole
If you are interested in submitting a proposal, do so by December
29, 1997. Address same to:
Commissioner Thomas J. Reid
Town of Highland Beach
3614 South Ocean Blvd.
Highland Beach, FL 33487
In the meantime, should you have a question, call me at 561-278-
4548 any morning between 9 and 10 A.M.
1/2/98
ALTHOUGH I AM EXTREMELY SUPPORTIVE OF A PROPERLY
CONDUCTED MANAGEMENT AUDIT, I MUST AT THIS TIlVIE EXPRESS MY
OBJECTION TO THE CURRENT PROCESS FOR THE FOLLOWING
REASONS:
1. I TAKE EXCEPTION TO SEVERAL OF THE CONCLUSIONS
EXPRESSED IN THE SUMMARY UTILIZED WHICH WAS NOT
ETTHER REVIEWED OR APPROVED BY THE TOWN
COMMISSION FOR USE AS A BASIS FOR THE RECEIPT OF
FORMAL PROPOSALS.
2. NO ONE WAS PRIVY TO THE INDIVIDUAL CONVERSATIONS
BETWEEN COMMISSIONER REID AND EACH OF THE
CONSULTANTS INTERVIEWED AND SOLICITED SO THERE IS
NO WAY TO KNOW WHETHER EACH CONSULTANT WAS GIVEN
THE SAME FACTS AND TREATED EQUALLY. A QUICK REVIEW
OF THE PROPOSALS SHOWS A RANGE BETWEEN $4,900 AND
$25,000 WHICH CLEARLY SHOWS THAT THERE HAD TO BE
SOME MISCOMMUNICATION OR MISUNDERSTANDING AMONG
• THE CONSULTANTS.
3. I BELIEVE THAT THE TOWN COMMISSION AS A WHOLE NEEDS
TO BE INVOLVED IN THE SETTING OF THE SCOPE OF
SERVICES REQUESTED AS WELL AS THE INTERVIEWING OF
QUALIFIED CONSULTANTS.
4. I BELIEVE THAT WE SHOULD USE THE INFORMATION FOR
WHICH THE TOWN PAID $1,730.00 TO THE TOWN ATTORNEY
WHO SET OUT THE APPROPRIATE CODE SECTIONS
REGARDING THE VARIOUS OFFICIAL AND STAFF FUNCTIONS
TO OFFSET A PORTION OF THE COST ASSOCIATED WITH
SOME OF THE REQUESTED REVIEW; AND
5. THE TOWN MANAGER HAS THE AUTHORITY AND
RESPONSIBILITY OF NOT ONLY TAI~TG PART IN THE
DISCUSSIONS OF ALL MUNICIPAL MATTERS, BUT TO
RECOMMEND TO THE COMMISSION THE ADOPTION OR
PASSAGE OF VARIOUS MEASURES.
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_ ,~ 1N TSE ABOVE, AS WELL AS THE FACT THAT NEITgER I NOR
TOWN ATTORNEY RECEIVE ANYTHING ON THIS ISSUE
V TO NOONTIME TODAY, I FORMALLY REQUEST THAT UNTII.
COMNIISSION DEFER ANY ACTION ON THIS MATTER THE TOWN
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AS AN APPROPRIATE PROCEDURE IS FOLLOWED. UNTII, SUCg TAE