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HomeMy WebLinkAboutMinutes_Workshop_11/10/2011 MINUTES VILLAGE OF TEQUESTA VILLAGE COUNCIL WORKSHOP THURSDAY, NOVEMBER 10, 2011 CALL TO ORDER AND ROLL CALL The meeting was called to order by Mayor Tom Paterno at 5:15 p.m. A roll call was taken by Village Clerk Lori McWilliams. Present were: Mayor Tom Paterno, Vice Mayor Vince Arena, Council Member Abby Brennan, and Council Member Jim Humpage. Council Member Calvin Turnquest was absent from the meeting. Also in attendance were: Village Manager Michael R. Couzzo, Jr., Village Attorney Keith Davis, Village Clerk Lori McWilliams, and Department Heads. 1. Discussion and Strategy Session on Alternatives to Providing Services to the Community in a more Efficient Manner Mayor Paterno announced he had asked for this workshop to optimize Village services. He noted Council had issues with late agenda items being distributed to Council, and advised this issue had been resolved. He expressed concern over a problem getting petty cash type funds, citing a recent incident where four employees had spent an hour trying to figure out how they could overnight an envelope because they had no way to pay for it. He commented that he would like everyone's ideas, to formulate policies that could help the Village Manager, and cautioned against getting caught up in bureaucracy. The Mayor expressed his opinion that purchase orders should be sent through immediately after approval, since all the paperwork was already completed. Attorney Davis expressed a desire to see a closer working relationship between Code Enforcement, the Police Department, and the Building Department, explaining it was sometimes difficult to get the Building Official or police officers to attend hearings to offer their testimony. Village Manager Couzzo discussed staff shortages and commented the key was to find balance. It was noted the Building Official had already been notified, and his attendance would not be an issue in the future. Mayor Paterno commented Joe Petrick could get the notices out to those who were needed in attendance. Chief Weinand advised he was looking for software to track schedules. Mayor Paterno commented on purchase orders, and expressed his opinion they should be sent through on Friday or Monday immediately following approval by the Council at their meeting. Finance Director Forsythe advised the Finance Department had no authority to go outside the purchasing policy procedures which had been adopted by Council, and Council could loosen those policies. She indicated a purchase requisition was needed to go along with the purchase order request, and all paperwork including the purchase requisition could be approved prior to sending it to Council. Village Manager Couzzo expressed his opinion that when the budget was approved for an item it should not have to come back before Council. Finance Director Forsythe noted the Village Council Workshop Meeting Minutes November 10, 2011 Page 2 Village Manager could only approve an item up to $25,000, and that if desired, Council could increase that so that items would not have to come back before them. Council Member Brennan discussed the money that would be coming back from the State on the bridge project, and asked for a housekeeping item to be on the consent agenda so the Finance Department could move forward with an estimate. Mayor Paterno discussed assisting businesses with the permitting process and how to help them along. Council Member Humpage suggested a checklist for each type of permit which told the applicant not to come back until they had obtained all the documents on the checklist. He also recommended more part time help if Community Development Department staff continued to be covered up for another month or so. Chief Weinand commented checklists would help. Council Member Humpage suggested bringing everyone together to settle issues, and also to give out a sample generic form for special exceptions that stated requirements and how to answer questions. Council Member Brennan pointed out other towns had more staff to assist. Chief Weinand suggested deciding what types of businesses were desired and adding those uses so there would not need to be so many special exceptions. Mayor Paterno asked that everyone work together and to give a little once in awhile. Council Member Brennan asked for a list from the departments of things they believed were the biggest problems. Manager Couzzo discussed problems getting repairs done because of purchase order requirements. Forsythe Director Forsythe suggested loosening up the purchasing policy. Council indicated they wanted to make things easier for staff. ANY OTHER MATTERS None ADJOURNMENT MOTION Council Member Humpage moved to adjourn the meeting; seconded by Vice Mayor Arena, and unanimously carried 4 -0. Therefore the meeting was adjourned at 6:03 p.m. Respectfully submitted, Lori McWilliams, MMC Village Clerk Note These summary minutes are prepared in compliance with 286.011 F.S. and are not verbatim transcripts of the meeting. A verbatim audio record is available from the Office of the Village Clerk. All referenced attachments are on file in the Village Clerk's office.