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HomeMy WebLinkAboutMinutes_Regular_09/25/1984MINUTES OF THE VILLAGE COUNCIL MEETING • OF THE VILLAGE OF TEQUESTA, FLORIDA SEPTEMBER 25, 1984 A meeting was held by the Village Council of the Village of Tequesta, at 7:30 P.M., Tuesday, September 25, 1984 in the Village Hall, 357 Tequesta Drive, Tequesta, Florida. Councilmembers present were: Brown, Mapes, Murphy, Stoddard and Wagar. Also present were: Robert Harp, Village Manager, Cyrese Colbert, Village Clerk and Attorney Ann Marie Rizanaco, Johnston, Sasser, Randolph and Weaver. Murphy. The Prayer and Pledge of Allegiance to the Flag by Vice-Mayor Changes made to the Agenda were: add: ld. Consolidation of Water Department Accounts Mayor Stoddard made the following announcements: 1. Palm Beach County has unanimously agreed to Petition to Annex • Coral Cove Park into Tequesta. 2. There will be a ribbon cutting ceremony for the new Post Office on Friday, September 28, 1984 at 11:00 A.M. til 1:00 P.M. la. The next item on the agenda was the Water Department Up-Date by William D. Reese, P.E., Gee & Jenson. Mr. Reese told Council the tying-in of the distribution line for the Water System Improvement should be done tonight and that there had been a pre-construction meeting last week. The Contractor had received the "Notice to Proceed" on September 10, 1984. The Contractor will demolish the existing Plant in late November. Mr. Reese told Council that they have gone over the unaccounted water situation and have checked out several possibilities. He reviewed them with Council. Mr. Reese told Council that they do not feel the recalibration of meter is the problem and the unmetered use at this time is undetected. They do not feel a bookkeepers error is the problem. Mr. Reese said that leaves the possibility of illegal taps and leaks. Council was told that Wellington did testing on their lost'-°~nd found nothing. They impose3and enacted fines for illegal taps in the range of $300 to $400 and that cleared the problem. Council agreed with the hiring of someone to locate any illegal • taking of water. Mr. Reese told Council he will get with the Village Manager as soon as possible to give names of people who might be able to help. The Village Manager and Gee & Jenson will expedite this matter. Minutes of the Council Meeting September 25, 1984 • Page 2 - --------------------------------- Mr. Reese also told Council that Rolling Hill will probably come on line in late November. The next item on the agenda was the Site Plan Review for Community Federal Savings & Loan Safe Deposit Facility and Training Bank. Mr. Joe Legan and Cory Cross showed the floor plan and artist rendering for the Safe Deposit Facility and Training Bank, The Council asked about the parking spaces available for the proposed building. The Building Official advised Council that at the Zoning Board of Adjustment meeting, the Village Attorney advised that the owner obtain a letter from the owners of Prides Plaza allowing acess to the parking spaces just north of the existing building. Mapes moved, "that the Site Plan Review be approved." Brown seconded and vote on the motion was: Brown for Mapes for Murphy for Stoddard for • Wagar for and therefore the motion was passed and adopted. lc. The next item on the agenda was the increase in Garbage Disposal Fees. Mr. Ron Arrowood, Nichols Sanitation was present representing Nichols Sanitation. Mr. Arrowood sent a letter to the Village on September 17, 1984 informing the Village that the Palm Beach County Solid Waste Authority plans to increase the disposal fees October 1, 1984. This would raise the disposal rate from $14.00 per ton to $16.00 per ton for household garbage. Nichols Sanitation, Inc. is requesting a $.33 per month increase in the re- sidential portion of the business and a $.20 per yard increase in the commer- cial portion of the business. Mr. Arrowood reassured Council that this increase is strictly to cover the higher disposal cost charged by the Solid Waste Authority. The Village Manager told Council the budget had been reviewed and he believes the increase will not adversely affect the budget because we do not budget for credit given for houses that are put on a closed house list for 30 days or more. Murphy moved, "to approve this increase". Wagar seconded and vote on the motion was: • Brown for Mapes for Minutes of the Council Meeting . September 25, 1984 Page 3 - Murphy for Stoddard for Wagar for and therefore the motion was passed and adopted. ld. The next item on the agenda was the Consolidation of Water Department Accounts. The Village Manager reviewed briefly with Council his Memorandum to Council dated September 24, 1984 and the Memorandum from the Finance Director dated that same date. The consolidation of Water Department Accounts require the closing of certain Water Department Accounts in the Barnett Bank as soon as the September 1984 Statements are reconciled. The Water Refunding Revenue Bond Sinking Fund Account in the First American Bank will also have to be closed as soon as the September 1984 statements are reconciled. (copies of both Memorandum are attached). Mapes told Council he approves of this consolidation because he has seen the time required in controlling these accounts and also the more money we have in one account the more interest could be earned. Mayor Stoddard commended Meta O'Connell, Finance Clerk, Bill I;as- cavelis, Finance Director and Village Manager on doing a fine job with the conversion to computer. Mapes moved, "to establish an account known as Village of Tequesta, Water Department, Enterprise Fund in the Barnett Bank and authorize the closing of the other accounts as named in the Memorandum and closing of the Water Refunding Revenue Bond Sinking Fund Account in the First American Bark." Brown seconded and vote on the motion was: Brown for Mapes for Murphy for Stoddard for Wagar for and therefore the motion was passed and adopted. 2a. The Village Manager told Council that we had gone out to bids for the Painting of the Village Hall, Garage and Signs, but received only one (1) bid from Sun Art Painting Corporation in the amount of $3,389.00. Brown moved, "for approval of bid received from Sun Art Painting Corporation in the amount of $3,389.00 for painting of Village Hall, Garage and Signs." Murphy seconded and vote on the motion was: • Brown Mapes for for Murphy for Stoddard for Wagar for Minutes of the Council Meeting • September 25, 1984 Page 4 - ---------------------------------- and therefore the motion was passed and adopted. 2b. Council agreed to have a Workshop Meeting for revisions of Proposed Zoning Ordinance Revisons either Wednesday, October 3, 1984 at 7:00 P.M. or Thursday, October 4, 1984 at 7:00 P.M. whichever is convenient for the Village Planner, Gene Caputo. Wagar moved, "that the Minutes of the Budget Public Hearing for September 6, 1984 be approved." Murphy seconded and vote on the motion was: Brown for Mapes for Murphy for Stoddard for Wagar for and therefore the motion was passed and adopted. Brown moved, "that the Village Managers' Report for. September 16, 1984 through September 27, 1984 be approved." Murphy seconded and vote on the motion • was: Brown for Mapes for Murphy for Stoddard for Wagar for and therefore the motion was passed and adopted. Mapes moved, "the Village and Water Department Financial Statement for August 1984 be approved." Brown seconded and vote on the motion was: Brown for Mapes for Murphy for Stoddard for Wagar for and therefore the motion was passed and adopted. Mayor Stoddard announced that on September 14, 1984 Martin County Transportation Committee accepted P.R.C. Harris' Report for the Martin County Connector Road. • The meeting was adjourned at 9:57 P.M. CY ESE COLBERT Village Clerk CC:mk • I~+~inutes of the Council Meeting September 25, 1984 Page 5 __C~f.~~z. ~;1 ~g~ Date Approved -.% j~~- i ~~~ LEE P1. BROWN W. H. MAPLES, J . / ~ ~ ~ ~ 1 L. ~ -~o., ~ C~~ ~~~~ ~~ ~ ~ • ARTHUR R. MURPHY CARLTON D. STODDARD -~ G~ ~> WILLIAM Er' AGAR .+ • MEMORANDUM FROM: VILLAGE MANAGER T0: COUNCILMEMBERS, VILLAGE ATTORNEY, VILLAGE. CLERK, FINANCE DIRECTOR SUBJECT: CONSOLIDATION OF WATER DEPARTMENT ACCOUNTS DATE: SEPTEMBER 24, 1984 Enclosed for your information is a copy of the September 24, 1984 Memorandum from the Finance Director pertaining to the referenced subject. The Finance Director will be at the September 25, 1984 Council Meeting to answer any questions you might have in regard to this change. This change will require the closing of the following Water Department Accounts in the Barnett Bank: 1. • 2. 3. 4. 5. 6. 7. 8. Revenue Fund Operation and Maintenance Fund Meter Deposits Fund Renewal and Replacement Fund Retained Earnings Account Capital Improvement Fund Reserve Account Bond Amortization Fund as soon as the September 1984 Statements are reconciled. (*We will use the same account number but change the title of this account) The Water Refunding Revenue Bond Sinking Fund Account in the First American Bank will also have to be closed as soon as the September 1984 statements are reconciled. The new system will be commenced October, 1984. We recommend your approval of this new account and the cancellation of the Sinking Fund Account in the First American and we will have new Signature Cards, etc. for s~.gning at the September 25, 1984 Council Meeting. The Agenda of the September 25, 1984 Council meeting should be amended to include this item. • ~ %~~l/ ROBERT HARP RH:mk Encl. • MT+M(1R ~TTTITTM T0: ROBERT HARP VILLAGE MANAGER FROM: BILL C. KASCAVELIS, FINANCE DIRECTOR RE: CONSOLIDATION OF WATER DEPARTMENT - DEPOSITORY ACCOUNTS DATE: SEPTEMBER 24, 1984 The General Fund and Water Department Operation and Maintenance Fund Expenditures have been processed both manually and on the computer, during the current fiscal year. During this period, Meta O'Connell has gained experience in the operator procedures required to maintain the 8150 IBCS System and has sho~~m exceptional ability in her performance. I have also- become more familiar with the administrative requirements of the system. • At this point in the IBCS conversion, the processing of revenue and expenditure transactions appears to be satisfactorily completed. i The only notable problem requiring attention is the check numbering sequence, which-can be remedied by an operational procedure change. The second and final phase of completing the IBCS conversion is inclusion of the General Ledger Accounts for each fund. The General Ledger Accounts have been created and added to the system. In the process of maintaining the General Ledger Accounts, for the past two months, numerous difficulties were encountered. Most of the prob- lems were the result of attempting to process transactions on the computer utilizing manual processing rationale. After consultation with NCR System Analyst, Steve Wood, and the review of specified sections of the 8150, IBCS administrators and operators manual, transaction processing procedures required to enable general ledger postings were established. The revised processing procedures should enable completion of the IBCS conversion. However, maximum system utilization cannot be achieved without the elimination of individual dispository accounts within the Water Department Enterprise Fund. /; ~ .. 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