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1975.05.30_TC_Minutes_SpecialTOWN OF HIGHLAND BEACH, FLORIDA • Minutes of Meeting of Town Commission May 30,:.1975 Special Meeting 9:30 A. M. Meeting called to order by Morton E. Gilday, Mayor, at 9:40 A..M. PRESENT: Morton E. Gilday, Mayor Leslie W. Joy, Vice Mayor Commissioner Ruth E. Mumford Commissioner Harry Bauer Commissioner Robert D. Clark Also Present: Town Manager, Elaine W. Roberts Finance Director, Anton Drasal Building Official, John O'Grady Town Clerk, Kathryn M. Borgemenke POST OFFICE - APPROVAL OF BID FOR CONTINUATION Mayor Gilday stated that the Town of Highland Beach had received the • forms from the Post Office on which to submit a formal bie~• of $4,000. The Mayor requested approval of the Commission to sign these forms to be submitted to the Post Office for a caritinuation of the one year contract. MOTION by Commissioner Bauer/Vice Mayor Joy: "I'll move that we go ahead with that." ROLL CALL on the Motion Carried Unanimously. Vice Mayor Joy suggested that a very good ularly at Christmas time; and indicate to should pay the Town, at least, what it is that all packages should come to the rear Gilday noted that the contract should be hours a week". record be kept, and partic- the Post Office that they costing. He also suggested of the building. Mayor :orrected to read: "37~ • Minutes Highland Beach • Town Commission Special Meeting May 30, 1975 Page 2 of 5 POLICE FORCE - APPROVAL OF INCREMENT FOR MEMBER - RECOMMENDATION CHIEF OF POLICE Mayor Gilday stated that this item on the agenc~+.is for the approval and/or denial of an increment for Officer Cecere. He noted that the recommendation was approved by the Chief of Police and that this was a formality in following the schedule. It was brought to the attention of the Commission that Officer Cecere's immediate superior, Sgt. Ryan, had also approved this. This increment is to be a 5/ increase to be effective with this weeks payroll, period ending on May 27, 1975. MOTION by Commissioner Bauer/Vice Mayor Joy move that we accept this increase. ROLL CALL on the Motion Carried Unanimously. • DIRECTIVE - RECEIVE, DISCUSS AND: ACT UPON REQUEST - TOWN MANAGER Mayor Gilday noted that each member of the Commission had received a copy of a memo dated May 23, 1975, from the Town Manager. She requested instructions from the Commission on a number of issues. 1. Whether to have a coffee and candy fund which would be made up of employee contra~.butions or continue to pay for this out of Town Petty Casl't fund. Discussion pertaining to this matter followed. It was the unanimous consensus of the Commission that the Town should furnish the coffee, cremora, sugar and relative supplies. MOTION by Commissioner Clark/Commissioner Bauer move that the Town continue to pay for the coffee and its attendant expense. It was noted that candy, cleaning expenses and paper plates be excluded from the purchase. ROLL CALL on the Motion Carried Unanimously. • Minutes Highland Beach • Town Commission Special Meeting May 30, 1975 Page 3 of 5 2. Whether to discuss pertinent issues at Workshop meeting in order to cut down the number of Special meetings; to schedule an additional Regular meeting in order to accommodate the increasing number of major actions. Mayor. Gilday called on Mrs. Roberts to explain this request. She noted that there are a greater number of issues to come before the Commission than in previous times. Discussion followed among the Commission relative to Special Meetings, two` Regular Meetings each month, etc. It was suggested that a survey be made to determine the number of Special Meetings that had been called each month and a report to the Commission be submitted to enable them to determine if a Second Regular Meeting is necessary.. • 3. Whether to keep the police car, that is to be traded in for the new vehicle in 1976, for use at Town Hall or budget for hiring a handy man with a pick up truck. Mayor Gilday asked the Town Manager to be more explicit in this matter. It was noted that at this time it is not necessary to have an extra car for Town Hall use. Mrs. Roberts noted that the Chief of Police did not feel it necessary to trade-in the car ,until next year. Mrs. Roberts took tl~ s time to ex- plain how necessary a handy man was to the Town. It was decided that the most efficient plan would be to hire an independent contractor and give him so many hours work a:month. He should be paid a monthly fee for his services. Mayor Gilday stated that the Town Manager should be instructed to procure figures, costs, and availablity. 4. Whether to plan for a Town Hall addition or rearrange the present offices to keep the departments together. • r. Minutes Highland Beach • Town Commission Special Meeting May 30, 1975 Page 4 of 5 Mrs. Roberts explained that ,the Finance Director has been working in the Conference Room and away from the Finance Department. She felt that this has presented a problem. She proposed alternative methods to resolve this. After discussion among the Commission it was suggested that the Finance Department move into the conference room and the Finance Department room is large enough to be used for the conference room. 5. Whether the Town Commission wishes Mrs. Roberts to discontinue attending meetings held during regular working hours. Mayor Gilday stated that he felt these meetings took Mrs. Roberts away from the office for much more time than she could expend. Mayor Gilday suggested that Mrs. Roberts call on him or the other Commissioners to cover these meetings to assist her in keeping abreast of changes and information. The Mayor stated that he felt the subject of the meeting forthcoming should be • investigated to see if attendance would be beneficial to the Town. It was suggested that not only Commissioners attend some of these meeting; but also members of the Board~of the Town of Highland Beach. 6. Whether to meet with each Commissioner one afternoon a week. It was suggested to keep each Commissioner informed and should Mrs. Roberts need input and/or advice she would be able to call upon trat particular Commissioner. It was the unanimous consensus of opinion that a meeting with each Commissioner one afternoon a week would be too confining. Commissioner Clark took this time to request an item to cover the procedure of the Town's various Board Meetings. This item will be added to the agenda of the Regularly scheduled meeting of the Town Commission to be held on Tuesday, June 3, 1975 at 7:30 P.M. • Minutes Highland Beach Town Commission Special Meeting May 30, 1975 Page 5 of 5 Commissioner Mumford gave a report on the questions she was expected to answer as a result of an invitation to the C.A.B. Regular Meeting, held on Thursday, May 29, 1975, at 7:00 P.M. It was noted that one of the Members of this Board has a term that would expire in June. BILLS FOR APPROVAL The Finance Director submitted two bills for approval. Each of the Commissioners initialed the. bills for approval of payment. Being no further business to come before the Commission the meeting adjourned at 11:40 A.M. r APPROVED: :7 ATTEST: (~L~i~ yam. ~I - 2~~~~rYU-~~ Town Cl rk, J Date : .. _~. ~-~. ~ `1 Recorded on Sony Two Tapes - Special Meeting Sides la&2a and lb 75.3a & 75.3b C7 J ,~