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HomeMy WebLinkAboutMinutes_Special Meeting_07/01/1998• F rf ~P ~ GPfA ` ° ~ VILLAGE OF TEQUESTA Post Office liox 3z~3 3?? 'l'eduesta Ihi~c ~~ o` Tequesti~, Florida 33409-02?3 (>6ll ~7~-62(x) ~ 4° Fax:(~61) >?~-6203 ~ y CN CO t VILLAGE OF TEQUESTA SPECIAL VILLAGE COUNCIL MEETING MINUTES JULY 1, 1998 n LJ I. CALL TO ORDER AND ROLL CALL The Tequesta Village Council held a special meeting at the Village Hall, 357 Tequesta Drive, Tequesta, Florida, on Wednesday, July 1, 1998. The meeting was called to order at 7:08 P.M. by Mayor Elizabeth A. Schauer. A roll call was taken by Betty Laur, Recording Secretary. Councilmembers present were: Mayor Elizabeth A. Schauer, Alexander W. Cameron, Joseph N. Capretta and Ron T. Mackail. Also in attendance were: Village Manager Thomas G. Bradford, and Village Clerk Joann Manganiello. Vice Mayor Carl C. Hansen was absent from the meeting. I2. APPROVAL OF AGEI~IDA Councilmember Cameron made a motioa to approve the Agenda as submitted. Councilmember Mackail seconded the motion. The vote on the motioa was: Elizabeth A. Schauer - for Alexaader ~. Cameron - for Joseph N. Capretta - for Ron T. Mackail - for • The motion was therefore passed and adopted and the Agenda was approved as submitted. Xec~~ded Paper • SPECIAL VILLAGE COUNCIL MEETING MINUTES July 1, 1998 PAGE 2 ------------------------------------------ III. COM~iJNICATIONS FROM CITIZENS (NON-AGENDA ITEMS) There were no communications from citizens. IV. CONSIDERATION OF APPROVAL OF VILLAGE MANAGER PROPOSED APPOINTMENT OF CONNIE 8OLLOMAN AS TEQUESTA FINANCE DIRECTOR PURSUANT TO SECTION 3.02 (7) OF T8E VILLAGE CHARTER. village Manager Bradford explained that Tequesta's long-time Finance Director, Bill Kascavelis, had retired effective June 30, 1998, and that in anticipation of his departure staff had commenced the search for his replacement. Advertisements announcing the opening and soliciting submittal of resumes for the position had been placed in the International City/County • Management Association Newsletter, Quality Cities Magazine, and The Palm Beach Post with closing date for receipt of resumes of May 15, 1998. The Village had received 40 resumes in response to its advertisements, out of which approximately 10 people met the Village's qualifications but only about 5 of which were currently or had been municipal Finance Directors. It was decided that these 5 persons would be interviewed. The interview team consisted of: Daniella Russell, CPA, Nowlen, Holt & Miner Joann Manganiello, Assistant Village Manager/village Clerk Kim Bodinizzo, Personnel Specialist Thomas G. Bradford, Village Manager Upon conclusion of the interview process it was the unanimous consensus of the interview team that Connie Holloman represented the best fit for the village of Tequesta as Finance Director. Ms. Holloman~s qualifications included a degree in accounting from the University of South Florida, her current position as Accounting Supervisor for the Martin County School District, and prior experience as an Accountant • with the Palm Beach County School District, Director of Accounting with the Clerk of the Circuit Court for Martin • SPECIAL VILLAGE COUNCIL MEETING MINUTES July 1, 1998 PAGE 3 ------------------------------------------ County, and Finance Director for the City of St. Cloud, in addition to other positions with other organizations. Ms. Holloman~s references were checked, each of which held her in high regard. Village Manager Bradford recommended appointment of Connie Holloman as Tequesta`s Finance Director with a starting annual salary of $58, 000 to be effective August 3, 1998, since Ms. Holloman needed to give her current employer 30 days notice. The Village Manager explained that the Village Charter, at Section 3.02 (7) when enumerating the functions and powers of the village Manager stated: To appoint all department heads of the Village, subject to the approval of the Village Council, basing such recommendations upon merit and fitness alone. Councilmember Capretta explained to Ms. Holloman that the • Village had had financial problems in that the former Finance Director had allowed the Finance Department to fall behind in keeping the books and that timely closings, etc., had not been done. Councilmember Capretta stressed that the Village was responsible for a recent bond issue to finance a reverse osmosis plant, that it was very important those interest payments be made, and in order to do that the Village must make sure the Water Department collections were made properly and at the right price to make a profit, and that the only person watching those numbers would be the Finance Director. Councilmember Capretta stressed that he wanted to make clear the responsibility of the Finance Director to alert the Finance Committee of any problems. Councilmember Capretta explained that all Department Heads reported to the Village Manager, who was to bring problems to the attention of the Village Council; however, a special relationship existed between the Finance Director and the Finance and Administration Committee, and the previous Finance Director should have brought problems to the Committee's attention. Councilmember Capretta stated he wanted to make sure that Ms. Holloman understood her responsibility to come directly to the • Finance and Administration Committee and the Audit Committee to alert them to any problems with the books, staffing levels, • SPECIAL VILLAGE COUNCIL NEETING MINUTES July 1, 1998 PAGE 4 ------------------------------------------ etc., and that responsibility was in addition to her responsibility to report to the Village Manager. Councilmember Capretta gave a hypothetical example in which Ms. Holloman as Finance Director found that the Water Department was not generating a profit, in which case she would report to Village Manager Bradford and he would report to the Village Council, but was also responsible to report to the Finance Committee. Councilmember Capretta stated it had been his desire to hold this discussion of the Finance Director's responsibilities in an open meeting with both Ms. Holloman and the Village Manager present to assure that both of them understood. Councilmember Mackail commented that items such as year end functions and cash reconciliations had not been done by the previous Finance Director, who should have been on top of many • issues. Councilmember Mackail commented that Ms. Holloman's strength seemed to be in fund accounting, which was a plus for the Village; and requested that if she found the present accounting system antiquated that proper computer software and/or hardware tools be obtained, and additional staff hired if necessary. Councilmember Mackail requested that interim financial statements be provided by the Finance Department so that he would know account balances had been reconciled. Councilmember Mackail commented that proper internal controls must be established and duties segregated; and that the outside auditors had been cleaning up the account balances and setting up procedures. Mayor Schauer commented on problems associated with the year 2000 and the responsibility of the Finance Director and Assistant Finance Director to anticipate those problems and take steps to prevent them. Mayor Schauer advised Ms. Holloman that if she needed anything she should first advise the Village Manager and then the Finance Committee. Councilmember Capretta reported he had discussed the Village's strategy with the Assistant Finance Director and staff accountant so that they would understand what the Village was SPECIAL VILLAGE COUNCIL b~ETING MINUTES July 1, 1998 PAGE 5 trying to achieve, and explained that the Village had been broke for several years but that recent new construction had increased the assessed value of the Village to the point that capital improvements could be made. Councilmember Capretta commented that income and expenses should be very predictable, so that a five-year plan relating income to capital improvements could be developed, making the budget process each year very simple. Mayor Schauer commented that Ms. Holloman had worked with school boards and that they had 5- year plans. Ms. Holloman thanked the village Council and expressed confidence that she could communicate with the Finance Committee and work with the Village Manager, and commented that she was open to any suggestions from the Village Council. • Couacilmember Mackail made a motion to appoint Conaie Hollomaa as Tequesta's Finance Director with a starting annual salary of $58,000, to be effective August 3, 1998. Couacilmember Cameron seconded the motion. The vote on the motion was: Elizabeth A. Schauer - for Alexaader 6v. Cameron - for Joseph N. Capretta - for Ron T. Mackail - for The motion was therefore passed and adopted. V. ANY OTHER MATTERS There were no other matters to come before the Village Council. VI. ADJOIIRN~NT • Councilmember Mackail moved that the meeting be adjourned. SPECIAL VILLAGE COUNCIL DU~ETING MINUTES July 1, 1998 PAGE 6 ------------------------------------------ Couacilmember Cameron seconded the motioa. The vote on the motioa was: Elizabeth A. Schauer - for Alexander 9~. Cameron - for Joseph N. Capretta - for Ron T. Mackail - for The motioa was therefore passed and adopted and the meeting was adjourned at 7:27 P.M. Respectfully submitted, n U r-~" Betty Laur Recording Secretary ATTEST: Joann Manganie o Village Clerk DATE APPROVED: ~..~..,, e13 i 9 5'~ - •