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1997.04.01_TC_Minutes_Regular,7 i 2~ TOWN OF HIGHLAND BEACH MINUTES OF TOWN COMMISSION MEETING REGULAR MEETING Tuesdav, April Ol, 1997 1:30 P 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, Town Manager Mary Ann Mariano were also present, as were members of the general public. After roll call, the Pledge of Allegiance was given. ADOPTION OF AGENDA Hearing no objection, Mayor Voress declared the Agenda accepted as written. PUBLIC COMMENTS AND REQUESTS None. APPROVAL OF MINUTES Upon MOTION by VICE MAYOR RAND/COMMISSIONER REID, the following sets of Meeting Minutes were unanimously approved: February 25, 1997 - March 04, 1997 - March 12, 1997 - REPORTS - TOWN COMMISSION Workshop Regular Special (Municipal Elections) Vice Mayor John F. Rand had no report. Commissioner David Augenstein reported of meetings with the landscape architect and Town Project Manager Peter Ince regarding plans for the front of the new building; he advised that a rendering had been submitted for a final adjustment and said he hoped to have a recommendation for the Commission's review at the April Workshop Meeting. Regarding property at the rear of the Town complex, Commissioner Augenstein advised three (3) proposals were received for the removal of australian pines and other exotics; low bidder was Commun:_t.y Tree & Landscape Service in the amount of $12,500. .~ • Town Commission Regular Meeting - Minutes April O1, 1997 Paae 2 of 5 It was explained that this would be designated an Open Space and Recreation project and the funds derived therefrom. Concluding discussion, MOTION by COMMISSIONER AUGENSTEIN/VICE MAYOR RAND was as follows and met with unanimous approval: THE TOWN COMMISSION APPROVES EXPENDITURE OF FUNDS IN THE AMOUNT OF $12, 500 FOR THE REMOVAL OF AUSTRALIAN PINES AND OTHER EXOTIC TREES FROM THE REAR OF TOWN HALL PROPERTY AS AN OPEN SPACE AND RECREATION PROJECT. Commissioner Thomas J. Reid advised he had attended a meeting of the Financial Advisory Board held. March 31 to review the Comprehensive Annual Financial Report prepared by auditors, Haas, Diaz & Co. The Commissioner reported that minor revisions had been agreed upon and the auditors will have a final revised copy for the FAB's review on April 30. Commissioner Reid also reported on activities in the Finance Department; posting is completed through February and the conversion to a new software program is now complete. Discussion regarding funds for the Town Hall renovation/expansion included information that they have been placed in a segregated account and, • because financing was ultimately handled as simple bank loan, there was no question of an arbitrage issue regarding interest earned on the funds. Substantial discussion took place regarding the final revised copy of the annual financial statement, with the Commission being in agreement that although it is the result of an external audit, the auditors should ensure its correctness by proofreading before it is transmitted to the Town Commission, via the Financial Advisory Board, for acceptance; it should be what Commissioner Reid referred to as a "clean" report. Victor P. Hadeed, Chairman of the Financial Advisory Board, joined in this discussion, noting that the statement was not received until the Friday (March 28) before the Monday (March 31) FAB meeting. With such short notice, and it being a holiday (Easter) weekend, some of the members, himself included, did not have time to thoroughly review it and, therefore, he did not call for a Motion to recommend it to the Commission. Mr. Hadeed agreed with the Commission that although it is indeed an outside audit, it is still the Commission's statement and should be presented for review and acceptance in a timely and correct state. Concluding this discussion, it was noted the revised copy will be available to the Financial Advisory Board by mid-April. Upon MOTION by COMMISSIONER REID/VICE MAYOR RAND, it was agreed the FAB will meet for review of the revision on April 30 and then transmit its recommendation to the Town Commission. The Commission will consider the FAB's recommendation at the May 06 Regular Meeting. ~.` '~ Town Commission Regular Meeting - Minutes April Ol, 1997 Page 3 of 5 Commissioner Michael W. Hill had no report. Mayor Arlin G. Voress asked newly elected Commissioner Hill if he would serve as a Director of The Highland Beach Municipal Building Authority, Inc. Commissioner Hill agreed, and it was noted that he would be appointed at the HBMBA meeting to be held immediately following this meeting. This was done in accordance with the by- laws of HBMA which states that all members of the Commission shall be Directors of the Authority unless a Commission member asks to be excused. Mayor Voress also advised he had requested monthly status reports from Adelphia Cable regarding their permitting applications to lay fiber optic cable under the Intracoastal Waterway. The Mayor reiterated that the Town will assist where it can in expediting such permitting. REPORTS - TOWN ATTORNEY Town Attorney Thomas E. Sliney had no report. REPORTS - TOWN MANAGER Town Manager Mary Ann Mariano advised that the Town's permit for the laying of a second pipe under the Intracoastal was valid until July 1998; this subject will be an agenda item for the June 1997 Workshop. Ms. Mariano reported having met with representatives of CH2MHILL, recently appointed water/wastewater consultants, and advised their contract will be available at the end of April for the Commission's review; she suggested that a Special Meeting for this review be scheduled immediately after the April Workshop Meeting. Ms. Mariano also noted the March issue of Florida League of Cities' magazine, Quality Cities, wherein the Town is featured as regards its contract with Delray Fire/Rescue, with its interlocal agreement being printed in full. REPORTS - BOARDS AND COMMITTEES The Board Action Report for March was accepted as information; the vacancy on the Code Enforcement Board was deferred, and Victor P. Hadeed was unanimously appointed to the fill the vacancy on the Planning Board. Board Meetings scheduled for April were read into the record by Mayor Voress. PROPOSED ORDINI~,NCES AND RESOLUTIONS (1) A RESOLUTION BY THE TOWN OF HIGHLAND BEACH, FLORIDA, AUTHORISING EXECUTION OF INTERLOCAL BULK WATER AGREEMENT AND ADDE*1DUM BETWEEN THE CITY OF DELRAY BEACH AND THE TOWN OF HIGHLAND BEACH .y ' Town Commission Regular Meeting - Minutes April Ol, 1997 Page 4 of 5 • Discussion took place regarding the requirements of the Town's Consumptive Use Permit which necessitated such agreement with Delray Beach, and which agreement Delray had already executed. Attorney Sliney explained that the addendum he had prepared was a clarification of several areas on the Town's behalf. If Delray agreed to the addendum, then the Town would execute both it and the agreement; however the resolution itself could be approved at this time. Concluding discussion, the Resolution was unanimously approved upon MOTION by VICE MAYOR RAND/COMMISSIONER AUGENSTEIN. (2) A RESOLUTION OF THE TOWN OF HIGHLAND BEACH, FLORIDA, AUTHORIZIING THE ENTERING INTO OF AN AGREEMENT TO PROVIDE PROFESSIONAL SERVICES BETWEN THE TOWN OF HIGHLAND BEACH AND DAVID M. GRIFFITH AND ASSOCIATES, LTD., FOR A SYSTEMS ANALYSIS OF THE BUILDING DEPARTMENT. Led by Commissioner Reid, lengthy discussion took place regarding this proposed agreement. The Commissioner contended that the expenditure of funds (approximately $8,000) would result in no more than a "boilerplate" recommendation, which in all probability would encourage further substantial spending, specifically regarding computer software programs, and suggested the particular needs of the Town's Building Department should be first determined in-house • by Staff . Town Manager Mariano contended that the Building Department continues to be extremely busy, operating with staff who have been in the Town's employ for less than a year. Ms. Mariano said that while staff is doing a good job in_keeping up with day-to-day demands, they are stretched to the limit and have no time to assess what might best serve the Department's future needs, which prompted her recommendation to have a professional company assist the Town. She noted that it would be more beneficial to the Town to have an outside consultant assess the Town's needs rather than utilize the personal preferences of any particular department head. Ms. Mariano further noted ever-changing property rights laws and spoke to the need of having the various Town Board procedures reviewed to assure Board members are provided all documentation necessary to fulfull their obligations within the confines of the current laws. Still further, Ms. Mariano interrupted an exchange between Commissioner Reid and Mr. Duvall to note, "Commissioner Reid, it is my responsibility to handle the Building Department not Mr Duvall, with all due respect to him." During discussion, Commissioner Hill noted it was his opinion that the Town Manager was in the best position to assess the needs for a study and would support the proposal. • In conclusion, MOTION was made by COMMISSIONER REID/VICE MAYOR RAND to defer until the next meeting consideration of the resolution until more in-house information as to particular needs of the Building Department was forthcoming. '_~` r I Town Commission Regular Meeting - Minutes Vote on the aforesaid Motion resulted as follows: COMMISSIONER AUGENSTEIN........AYE COMMISSIONER REID ..............AYE COMMISSIONER HILL ..............NAY VICE MAYOR RAND ................AYE MAYOR VORESS ...................AYE REGULAR BUSINESS Items Left Over None. Consent Agenda None. ADJOURNMENT There being no further business to come before the Commission at this time, Mayor Voress adjourned the Regular Meeting at 3:00 P.M. upon MOTION by COMMISSIONER REID/VICE MAYOR RAND. dmt APPROVE: ~-.__-~- -- Arlin G. Voress, Mayor ~.`.~ Jo n Rand, Vice Mayor ~, (, David Augenstei,4,~Commissioner ~~ Thomas J. Reid, Commissioner chael W. Hill, Commissioner ATTEST: DATE: :7