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1977.01.25_TC_Minutes_WorkshopTOWN OF HIGHLAND BEACH, FLORIDA • Minutes of Meeting of Town Commission Workshop Meeting January 25, 1977 9.30 A M. Mayor Gilday called the meeting to order at 9:35 A.M. Present were: Also present: Mayor Morton E. Gilday Vice Mayor William S. Hults Commissioner Ruth E. Mumford Commissioner Leslie W. Joy Commissioner Robert D. Clark Elaine W. Roberts, Town Manager Thomas E. Sliney, Town Attorney Anton Drasal, Finance Director Wally Schott, Building Official Kathryn M. Borgemenke, Town Clerk Receive and Act Upon Auditor's Report Mayor Gilday recognized Mr. V. C. Stewart and Mr. William C. Kisker, of the firm of Nowlen, Lynch and Stewart. Mr. Stewart gave a very concise report on the 1975-76 audit for the Town of Highland Beach. Mr. Stewart brought to the attention of the Commission the fact that he, Mr. Kisker, Mr. Drasal, Mrs. Roberts and Vice Mayor Hults had previously met and discussed the audit report. Mr. Stewart did elaborate on the depreciation not being recorded on the utility plant. Mr. Stewart explained the "Utility Fund" for the benefit of the Commission. Mr. Stewart recommended that in the future to avoid/prevent an overexpenditure in the budget that there must be budget authorization before an expenditure is made. The Commission was in complete accord with this recommendation. Discussion in connection with written recommendations by the auditors were: bond for Town Treasurer aid adequate coverage of same; prenumbered building permits; separation of duties • of the cash receipting function; prenumbered multi-copy receipt to be issued at time monies are collected; all journal entries should be approved by the Town Manager, etc. • Minutes Highland Beach Town Commission Workshop Meeting January 25, 1977 Page 2 of 5 Mr. Stewart noted that the Town engaged the firm of Nowlen, Lynch & Stewart to audit the Town's accounts for a fee of $6,100.00 and the statement of billing is in the amount of $6,100.00; however, the time charges for this job were approximately $8,400.00. Vice Mayor spoke on the subject of a contingency. The Commission expressed their pleasure with the auditing firm, the report and the presentation to Mr. Stewart and Mr. Kisker. 77.1 Water Treatment Plant Expansion Mrs. Roberts asked for permission to have this item tabled. The Commission agreed. ., 77.2 Proposed Ordinance Amending Ordinance No 303 - Buildinq Moratorium Mr. Sliney spoke relative to the intent and effect of this Ordinance. He noted that the exception for the moratorium is extended from Single Family to include RA-1 and RA-2. Mr. Sliney stated that this ordinance should be treated as an emergency and it would go into effect immediately upon passage. Discussion followed regarding the Planning Commission and their wishes. Mayor Gilday recognized Mr. Gibson who spoke about the probable loss of his financing. The Ordinance will be read at the Special Meeting to be held this date. • 77.3 Correspondence - Holiday Inn The Commission had received copies of a letter from Mr. Thomas T. Walsh, President, Ocean Properties, Ltd., requesting that the Commission amend the liquor requirements from 1:00 A.M. to 2:00 A.M. closing time. The Town Attorney stated this this request would be in line Minutes Highland Beach Town Commission • Workshop Meeting January 25, 1977 with other Municipalities in the area. Page 3 of 5 The Town Attorney was directed to prepare an Ordinance to amend the existing Ordinance and present it to the Commission at their regular meeting. 77.4 Merit Increase - Buildin Official Mrs. Roberts had given the Commission a memo with the evaluation performance. rating sheet attached with her recommendation. This item will be placed on the Special Meeting agenda. OLD BUSINESS 76.10 Lauderdale Webb Matter Mrs. Roberts reported that she and the Town Attorney had met to discuss this item. As a result, she has prepared a recap • of the status of this matter. She referred to a memo dated January 20, 1977. She then reported that she had received a status report from Russell and Axon and a letter from Underground Supply. Mrs. Roberts read her memo for the benefit of all. After a lengthy discussion among the Commission, Town Attorney and Town Manager, it was decided a letter should be submitted to any contractors to whom money is owed on the Lauderdale job, making the position of the Town quite clear to wit; that such money should be paid by Lauderdale or the Bonding Company and disclaiming any liability on the part of the Town. Mr. Sliney stated that the Town can make a demand to initiate the suit if there will be a law suit, or the Town can wait for Underground to sue Reliance or wait for Webb to sue Reliance. Commissioner Clark noted that litigation would have to be preceded by a formal demand. It was the consensus: of the Commission that this formal demand be made now. • Minutes Highland Beach • Town Commission Workshop Meeting January 25, 1977 Page 4 of 5 Mayor Gilday asked the Finance Director about a letter from Municipal Insurance of Florida, enclosing an agent of record letter which they wanted the Town to execute. The Finance Director stated that he saw no reason to execute the document. Mayor Gilday directed the Finance Director to answer this letter and state that the Town Commission is not disposed to release them and take on somebody else, unless they can come forward and give the Town a very good reason for this release. 77.55 Town Manager, Reports, Correspondence and Continuing Reports Commissioner Clark asked to be recognized at this time. He stated that at a public meeting of his condominium on January 24, 1977, one of the Directors, Bob Myers, made some remarks that were highly critical of the Town Commission • and the Town Administration. Commissioner Clark asked if perhaps Mr. Myers had been refused some service that he had a right to expect. Mrs. Roberts stated that she has had several conversations with Mr. Myers during the past few weeks. Commissioner Clark suggested that Mr. Myers be invited to appear before the Commission and tell them what his complaint is. Commissioner Clark asked, for the record, that Mr. Myers be invited to appear before the Town Commission and air his complaints. Mrs. Roberts quoted from an article in the Delray News Journal relative to the problems on AIA and the proposed bridge. She replied to the article with a letter to the editor. The reply is on the clipboard for all to view. A Public Notice was received from the Department of the Army requesting comments prior to February 6, 1977. This is in relation to lots 76, 77, 79 and 80 on the west side of AIA for a seawall. Drexel Management has made the application. Mrs. Roberts received one bid for work at the water treatment • plant and after additional invitations to bid were requested, only one other bid was received. Minutes Highland Beach Town Commission • Workshop Meeting January 25, 1977 Page 5 of 5 Mrs. Roberts stated that she had done a survey on the vacant properties in Bel Lido and the Town's three other streets to determine how water service could be extended. Since only the streets in Bel Lido will be resurfaced she stated that water line extensions done by the Town would cost in the area of approximately $3,000.00. The Building Official and Maintenance man are willing to do this work. The cost will be charged in the cost of the water meter installation. The Community Appearance Board, at a Special Meeting, had reviewed their criteria and Ordinance and are now ready to meet with the Town Commission. Commissioner Clark asked if the C.A.B. would prepare a list of suggested changes that could be studied by the Town Commission prior to the Workshop Meeting. Mrs. Roberts stated that she would check with the C.A.B. A citizen of the Town has asked if it would be in order to have a special fund set up for the Police Department in case of • illness and emergencies. After a very brief discussion it was the consensus of the Commission that no special fund be set up. A Legislative Delegation meeting will be held on January 27th in Boca Raton from 2:00 to 4:00 P.M. and in Boynton Beach from 7:00 to 9:00 P.M. The Town Manager concluded her report. Being no further business to come before the'"Commission the Workshop ADJOURNED at 11:30 A.M. __ ~` ,~ APPROVED : t' ~ L - ' \ f, ... .~~`"`~ Mortozf~-F,~ r' , ' day, Mayo ~ ~i~~ ` 1 ~1~c~c~~J William S. Hults, Vice Mayor -~ ATTEST=`~` ~1 "~ ~ ~r ~,~,~Ruth E. Mumford, Commi sinner Town Cl k -' .- `` _ ~,- ~ -~ ~, • Dated: February 3, 1977 Leslie W. Joy, m issioner ~~ Recorded on 77.3 1 & 2A & 1B Robert D. Clark, Commissioner