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1997.05.06_TC_Minutes_Regular'' ~` ~ TOWN OF HIGHLAND BEACH MINUTES OF TOWN COMMISSION MEETING REGULAR MEETING Tuesday, Mav 06, 1997 1.30 A M Mayor Arlin G. Voress called the Regular Meeting to order in Commission Chambers at 1:30 P.M. Town Clerk Doris Trinley called the roll. The Mayor, Vice Mayor John F. 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. Following roll call, the Pledge Allegiance was given. ADOPTION OF AGENDA Hearing no objection, Mayor Voress declared the Agenda accepted as written. Also with no objection, it was agreed to move the • presentations of the Haas, Diaz & Co. (auditors) and D.M. Griffith Associates (systems analysis for Building Department) as the first agenda items to be heard. HAAS, DIAZ & CO. -J In conjunction with the Financial Advisory Board's recommendation that the Commission accept the FY 1995/1996 Financial Statement (attached to and made part of these Minutes), representatives from the auditing firm of Haas, Diaz & Co. were in attendance to address the Commission. Auditor Wendy Wells presented the Financial Highlights brochure (attached to and made part of these Minutes). Questions were answered to the Commission's satisfaction, with the auditors agreeing that some corrections needed to be made (i.e., update letterhead, note Boards report to Commission). Concluding discussion, and upon MOTION upon COMMISSIONER REID/VICE MAYOR RAND, the Commission voted unanimously to accept the FY 1995/1996 Financial Statement. Because during the audit discussion the updated computer program in the Finance Department was referenced, Vice Mayor Rand ascertained from Finance Director Stan Novak that monthly budgetary reports and reports regarding status of funds in the State Pool Investment Fund, as well as pertinent information regarding the Investment Policy will be available to the Commission on a timely basis in the future. ., • Town Commission Regular Meeting - Minutes May 06, 1997 Page 2 of 5 D.M. GRIFFITH & ASSOCIATES, LTD. Don Long, Manager of D.M. Griffith & Associates, Inc., was present to answer questions raised by the Commission regarding a systems analysis proposal for the Building. Department submitted by his company. Commissioner Reid led discussion by reading his statement into the record (attached to and made part of these Minutes). During substantial discussion, it was noted that the Financial Advisory Board, rather than an ad hoc committee, would have the opportunity to review the systems analysis and costs related thereto. In conclusion, MOTION was made by COMMISSIONER REID/VICE MAYOR RAND to approve the following Resolution: A RESOLUTION OF THE TOWN OF HIGHLAND BEACH, FLORIDA, AUTHORIZING ENTERING INTO AN AGREEMENT TO PROVIDE PROFESSIONAL CONSULTING SERVICES BETWEEN THE TOWN OF HIGHLAND BEACH AND DAVID M. GRIFFITH & ASSOCIATES, LTD. FOR A SYSTEMS ANALYSIS OF THE BUILDING DEPARTMENT. Motion met with unanimous favorable vote. • PUBLIC COMMENTS AND REQUESTS None. APPROVAL OF MINUTES Upon MOTION by VICE MAYOR RAND/COMMISSIONER REID, the following sets of Minutes were unanimously approved: March 25, 1997 - Workshop Meeting March 25, 1997 - Special Meeting April Ol, 1997 - Regular Meeting REPORTS - TOWN COMMISSION Vice Mayor John F. Rand reiterated his request that staff contact BellSouth to determine if all Highland Beach residents, regardless of where they lived in Town, might receive the benefit of a flat twenty-five cent charge per call, rather than a toll call charge, when dialing certain areas. Currently, some areas of Town enjoy this benefit, while other areas do not. The Town Manager will contact the phone company in this regard. Regarding a letter received from the Library Foundation, Vice Mayor Rand questioned whether or not outstanding pledges would be tax exempt if made payable to the Town rather than the Foundation; Attorney Sliney will research this matter and, at the Town 1 • Town Commission • Regular Meeting - Minutes Mav 06, 1997 Page 3 of S Manager's request, report his findings in writing. (Foundation letter attached hereto and made part of these Minutes.) In reply to the Vice Mayor's inquiry as to progress on the "Hidden Harbor property," Ms. Mariano replied she will be meeting with the developer, Town Attorney and Building Official in the near future to determine if proposed plans are ready to present to the Commission at the June Workshop Meeting. Commissioner David Augenstein presented final landscaping plans relating to the Town's renovation/expansion project, which received unanimous favorable approval upon MOTION by VICE MAYOR RAND/COMMISSIONER REID. It was noted that this project will be funded through the Open Space and Recreation Fund and not through The Highland Beach Municipal Building Authority, Inc. Commissioner Thomas J. Reid reported on successful results of a meeting he had with Peter Ince and others, wherein improvement to the lighting in Commission Chambers had been addressed, as well as the possibility of installing smaller microphones, both of which would improve TV viewing. The Commissioner said it was determined that by re-arranging some existing lights and adding several • others, the lighting problem will be solved. However, the existing microphones were advised to be best for audio clarity; therefore, these will be re-connected from the existing gooseneck stands to stationary stands approximately 4" long. Commissioner Reid also referred to job descriptions for specific positions (Town Manager, Town Clerk, etc.) being noted in several areas of the Town Code; it was therefore requested of the Town Attorney that he review the Code and abstract from it all references, by position, of responsibility and ,authority, with a view toward the development of a job description manual. Mr. Sliney agreed to have this material ready for discussion at tYie May Workshop Meeting. (Copy of Commissioner Reid's remarks attached to and made part of these Minutes.) Commissioner Michael W. Hill referred to a previous discussion regarding properties at the north end of Town (See Leonard D. Bell's Public Comments at April 29 Workshop) and inquired if the Town Code could be modified in a way to prevent any property from being a continuing aesthetic or other kind of safety/nuisance problem caused by construction or other projects not being brought to a timely conclusion. The Town Attorney and Town Manager will review this matter to determine if indeed there are available options to existing Town Code, and will report to the Commission at the May Workshop. • Mayor Arlin G. Voress addressed recent activities of the Palm Beach County Municipal League, of which the Town is a member. Mayor Voress advised that he was in favor of a 25% assessment in dues because funds had been depleted, primarily in the League's efforts ' Town Commission • Regular Meeting - Minutes May 06L 1997 Page 4 of 5 to come into agreement with the School Board regarding concurrency and a proposed 1-cent sales tax, both relating to the building of new schools. However, the Mayor further advised that he was not in favor of the League's proposed budget, which called for a part-time assistant to the current Director, who the Mayor referred to as also part-time and with whose efforts on the part of the member municipalities the Mayor was not duly impressed. The Commission unanimously concurred with the Mayor's explanation of League events by formal Motion (VICE MAYOR RAND/COMMISSIONER AUGENSTEIN) and requested that he inform the League of this action. REPORTS - TOWN ATTORNEY Town Attorney Thomas E. Sliney had no report. REPORTS - TOWN MANAGER Town Manager Mary Ann Mariano reported on a proposed resolution by the Florida League of Cities, which would petition the legislature' • to excuse municipalities under 10,000 from some of the more rigid requirements of the Evaluation and Appraisal Report regarding their comprehensive plans. Ms. Mariano said that although the Town's EAR has already been transmitted to the Department of Community Affairs and will not need to be addressed again for several years, such action might benefit other small municipalities, which are scheduled to address this expensive process in upcoming years. The Town Manager advised she had sent a copy of the proposed resolution to Jim Park, Senior Land Planner for Gee & Jenson, who prepared the Town's EAR, and would report his comments to the Commission when received. BOARDS AND COMMITTEES The Board Action Report for April was accepted as information. Monthly Board Meetings for May read into the record. To fill the vacancy on the Code Enforcement Board, Horace Leng was nominated by Commissioner Hill and Dr. David Goldberg was nominated by Vice Mayor Rand. Dr. David Goldberg was appointed by majority vote as follows: Commissioner Hill...........Horace Leng • Commissioner Augenstein.....Dr. David Goldberg Commissioner Reid...........Dr. David Goldgerg Vice Mayor Rand .............Dr.David Goldberg Mayor Voress ................Dr. David Goldberg ' Town Commission Regular Meeting - Minutes May 06, 1997 Page 5 of 5 To fill the vacancy on the Financial Advisory Board, Marianne Salibello was nominated by Vice Mayor Rand; Charles D. Cohn was nominated by Commissioner Hill. Charles D. Cohn was appointed by majority vote as follows: Commissioner Hi11............Charles D. Cohn Commissioner Augenstein......Marianne Salibello Commissioner Reid............Charles D. Cohn Vice Mayor Rand ..............Marianne Salibello Mayor Voress .................Charles D. Cohn PROPOSED ORDINANCES AND RESOLUTIONS None. CONSENT AGENDA An updated Mutual Aid Agreement with the City of Boca Raton for ,Law Enforcement was unanimously approved upon MOTION by VICE MAYOR RAND/COMMISSIONER REID. • ADJOURNMENT There being no further business to come before the Commission at this time, Mayor Voress adjourned the Regular Meeting at 3:35 P.M. upon MOTION by COMMISSIONER AUGENSTEIN/COMMISSIONER REID. dmt APPROVE: i' Arlin G. Voress, Mayor ~U ~ ~ ~\~ David Augenst i Commissioner ATT_ ~~..`"' DATE ; rCL--L,~ .~ / ~ `l /"-' . Rand, Vice Mayor c~ ~~ Thomas J eid, Commissioner / / \ •" F ichael~l. Hill, Commissioner 1 DATE: April 30, 1997 TO: Town Commission FROM: Victor P. Hadeed, Chairman Financial Advisory Board SUBJ: Comprehensive Annual Financial Report for Year-End September 30, 1996. At its April 30, 1997 Financial Advisory Board Meeting, the Board reviewed and recommends approval by .the Town Commission on the Comprehensive Annual Financial Report for Year-End September 30, 1996. ~.~~ /" Victor P. Hadeed Chairman /jd cc: Town Manager FAB Members L'