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1,- VILLAGE OF TEQUESTA
Post Office Box 3273 • 357 Tcqucsta Drive
G j;' Tcqucsta,Florida 33469-0273 • (407)575-6200 ,
r'�\ w 4 Fax:(407)575-6203
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FINANCE AND ADMINISTRATION
COMMITTEE MEETING MINUTES
MARCH 2 9, 1 9 9 3
I. CALL TO ORDER AND ROLL CALL
The Finance & Administration Committee of the Village Council
held a Committee Meeting on Monday, March 29, 1993 in the
Village Hall, 357 Tequesta Drive, Tequesta, Florida. The
meeting was called to order at 9:00 a.m. by Chairman Earl L.
Collings. Finance & Administration Committee Co-Chairman
William E. Burckart was not in attendance. Staff members
present were: Village Manager, Thomas G. Bradford; Joann
Manganiello, Village Clerk, Bill Kascavelis, Finance Director,
and Tom Hall, Water System Manager.
II. APPROVAL OF AGENDA.
The Agenda was approved as submitted.
III. CONSIDERATION OF INCREASING PERSONNEL COMPLEMENT IN THE WATER
DEPARTMENT.
Village Manager Bradford explained that Council approval is
sought to increase the personnel complement by one in the
Water Department, with funds ($13,700) for that position
coming from the Water Department. The net effect of this
addition would cause one person to become demoted from an
administrative secretarial position to a clerk-secretary
position. .
Bill Kascavelis explained that from 1982 to 1992 there have
been two employees working as customer service representatives
in the Water Department. The number of accounts in the Water
Department have increased 67% during that length of time. A
reorganization of the department took place, a manager was
hired, and expansion of the system has taken place, and refuse
and recycling have been added, which all requires more
activity from customer service representatives. It was Mr.
Kascavelis' recommendation that it would be appropriate, and
in the best interests of the Village for maintaining
accountability and the on-going operation of the Water
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Finance and Administration
Committee Meeting Minutes
March 29, 1993
Page 2
Department, to add one clerk-secretary position and leaving
the accounting/customer service duties entirely in the hands
of the two customer service representatives. This would be
beneficial to the Village as far as increased and more
professional service to the customer and would allow for more
accurate and detailed work by the employees.
The Committee recommended an increase by one in the personnel
complement of the Water Department.
IV. ANY OTHER MATTERS.
o Village Manager Bradford stated that another Finance &
Administration Committee meeting will need to be held as
soon as possible to review the western well projects.
o Bill Kascavelis stated that included in the Budget
revisions there should be an allowance for accrued
liabilities for accrued employee compensated absences.
A portion of the Fund Balance must be designated for that
purpose.
o Chairman Collings recommended that the Financial
Officers' Opinion on Designated Fund Balance be
distributed to all Councilmembers as an information
document.
Finance and Administration
Committee Meeting Minutes
March 29, 1993
Page 3
V. ADJOURNMENT
There being no other matters before the Committee, the meeting
was adjourned at 9:25 A.M.
Respectfully submitted,
Fran Bitters
Recording Secretary
Date Approved:
ATTEST: r
Joann Manganiello
Village Clerk
4' VILLAGE OF TEQUESTA
Post Office Box 3273 • 357 Tequesta Drive
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Tequesta,Florida 33469-0273 • (407)575-6200.
;'f.`' . e Fax: (407)575-6203
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MEMORANDUM
•
TO : Thomas G. Bradford, Village Manager
FROM: Bill Kascavelis, Director of F' ance
DATE: March 31, 1993
SUBJECT : Water Department Office Historical Data;
In Support of Requested Clerk/Secretary Position
Following are some of the comments reported at the Finance and
Administration Committee Meeting held on Monday, March 29, 1993.
1) Growth Experienced past 10 years, 67%.
YEAR NO. OF ACCOUNTS
1992 4,510
1990 4,330
1988 4,159
1986 3,885
1984 3,654
1982 2,700
(4,510 + 2, 700 = 67%)
2) October 1, 1990, the Water Department began billing for
refuse and recycling in addition to water service which
requires additional work for account maintenance.
3) Prior to mid 1986, Water Department secretary functions
were handled by the Village Manager and his secretary.
Beginning in 1986, such secretarial duties were
reassigned to the Water Department Customer Service
Representatives, thus increasing the work load for
such activities and also reducing the number of man-
hours available for utility billing functions.
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To: Thomas G. Bradford, Village Manager
RE: Water Department Office Historical Data
March 31, 1993 .
Page 2 -
If I can be of any further assistance, please notify me
accordingly.
Respectfully submitted.
P.S. - I called Councilmember Liz Schauer yesterday regarding the
survey and clarified her questions about the report. She supports
our request. Also, the survey has been revised with a corrected
copy noting, only employees performing customer service activities
were used in the computation of customers per , employee. Copy
attached.
BCK/mk
Attachments
SURVEY OF MUNICIPAL UTILITIES
MARCH 16 , 1993
The following survey of municipal utility departments is
presented to show the staffing levels and employee positions
utilized by each utility. The computation of the average number of
accounts maintained per employee was calculated utilizing only the
employees working in the customer service and utility billing
operations: Secretaries are omitted from this calculation since
they do not perform Customer Service Representative duties.
TOWN OF JUPITER
Utility Billing Office Staffing
1 - Supervisor
5 - Customer Service Reps.
1 - Secretary
TOTAL: 7 Employees
Number of Accounts: 16,400
Avg. # of Accounts per employee: 2,733
(16, 400 6.0
SEACOAST UTILITIES, PALM BEACH GARDENS
Utility Billing Office Staffing
1 - Office Manager
4 - Customer Service Reps.
3 - Customer Service/Field Tech.
TOTAL: 8 Employees
Number of Accounts: 23,000
Avg. # of Accounts per Employee: 2,875
(23, 000 = 8)
CITY OF WILTON MANORS, BROWARD COUNTY
COMPUTER SYSTEM NCR 10,000 (Same as Tequesta)
Utility Billing Office Staffing
3 - Customer Service Reps.
TOTAL: 3 Employees
Number of Accounts: 4,500
Avg. # of Accounts per Employee: 1,500
(4, 500 _ 3 )
r '
SURVEY
Page 2 -
CITY OF OAKLAND PARK, BROWARD COUNTY
COMPUTER SYSTEM NCR 10,000 (Same as Tequesta)
Utility Billing Office Staffing
1 - Supervisor
2 - Customer Service Reps.
1 - Cashier
.5 - Data Processing Operator
TOTAL: 4.5 Employees
•
Number of Accounts: 11,000
Avg. # of Accounts per Employee: 2,444
( 11,000 _ 4.5) •
CITY OF MIAMI SPRINGS, DADE COUNTY
Computer system. NCR 10, 000 (Same as Tequesta)
Utility Billing Office Staffing
2 - Customer Service Reps.
TOTAL: 2 Employees
Number of Accounts: 4,000
Avg. # of Accounts per Employee: 2,000
(4,000 + 2)
CITY OF MIRAMAR, BROWARD COUNTY
Computer System NCR 10,000 (same as Tequesta)
Utility Billing Office Staffing
1 - Supervisor
4 - Customer Service Reps.
TOTAL: 5 Employees
Number of Accounts: 11,000
Avg. # of Accounts per Employee: 2,200
( 11,000 _ 5)
VILLAGE OF TEQUESTA
Computer System NCR 10,000
Utility Billing Office Staffing (Proposed)
2 - Customer Service Reps.
1 - Clerk/Secretary
TOTAL: 3 Employees
Number of Accounts: 4,510
Avg. # of Accounts per Employee: 2,255
(4, 510 4- 2)
Per: BCK 2/22/93
REVISED: 3/31/93