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HomeMy WebLinkAboutMinutes_Regular_03/18/1980. MINUTES OF THE MEETING OF THE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA MARCH ]:8, 1980 A meeting of the Council of the Village of Tequesta, Florida was held at 7;30 P.M., Tuesday, March 18, 1980 in the Village Hall, 357 Tequesta Drive, Tequesta, Florida. Councilmembers present were: Brown, Cook, Mapes, Ryan and Yoder. Also present were Robert Harp, Village Manager, Cyrese Colbert, Village Clerk and John C. Randolph, Village Attorney. The opening Prayer and Pledge of Allegiance to the Flag was given by Councilmember Ryan. Mayor Brown announced a public hearing of the proposed I-95 at Jupiter High School, 601 Toney Penna Drive, on April 23, 1980 at 7:30 P.M. The minutes of the Council Meeting February 12, 1980, Council Meeting February 26, 1980 and the Special Council Meeting March 10, 1980 were received. The Village Manager's Report for February 24 - March 15, . 1980 was received. The next item on the agenda was le, Receive Audit Report for fiscal year ended September 30, 1979. Several questions on the Audit were asked by Councilmember Yoder. The audit listed four (4) items which the Auditor believes to be weaknesses. Mapes moved, "that we accept the Auditor's Report and instruct the Village Manager to correct items ~~1, 2, 3 and 4 as discussed in their letter" (see attached). Ryan seconded and vote on the motion was: Brown For Cook For Mapes For Ryan For Yoder For and therefore the motion was passed and adopted. The Village Clerk read the "Certificate of Election" that stated Carlton D. Stoddard received 725 votes in the March 11, 1980 Election and Leslie A. Cook and Thomas J. Little ran unopposed in the election, therefore all of the above were elected to Village Council. Mapes moved, "that we accept the Certificate of Election". Yoder seconded and vote on the motion was: Brown For Cook For Mapes For Ryan For Yoder For 3-18-80 - 2 • and therefore the motion was passed and adopted. Vice-Mayor Mapes announced, "the citizens of this Village owe both Howard Brown and Joe Yoder a vote of thanks for their dedication as Councilmembers during the past five years. Both have performed far beyond what was expected of them. I thank you both in behalf of all the residents of Tequesta". Councilmember Yoder told newly elected Carlton D. Stoddard that he was leaving for him the Code of Ordinances, Comprehensive Land Use Plan, a Prayer Sheet, reports for the water system, Environmental Impact Study (I-95), Administrative Study (Gib a) and unadopted ordinance for signs and billboards. Mayor Brown told newly elected Tom Little that he has a closet full of papers at home Little was welcome to have. Mayor Brown told the audience that he has made many friends while he was on Council and listed several of them. He told Council he has enjoyed his work on Council. Mayor Brown then ran through the items still pending. Ryan moved, "Bob Harp (Village Manager) be in charge of the meeting (until a Mayor is selected)". Cook seconded the motion and therefore the motion was passed and adopted. • Newly elected Councilmembers Cook, Little and Stoddard took the "Oath of Office" administered by Harp. The Village Manager then opened the floor for nominations for Mayor of the Village of Tequesta. Stoddard nominated W. Harvey Mapes as Mayor. Nominations do not require a second. There being no other nominations, the Chairman declared the nominee, W. Harvey Mapes, Mayor. Mapes nominated James H. Ryan as Vice-Mayor. Councilmember Ryan declined the offer. Councilmember Ryan nominated Carlton D. Stoddard as Vice-Mayor. Being no other nominations the Chairman declared the nominee, Carlton D. Stoddard, Vice-Mayor. Mapes nominated Thomas J. Little as Treasurer of the Village of Tequesta. Being no other nominations, the Chairman declared the nominee, Thomas J. Little as Treasurer. Mapes nominated Leslie A. Cook as Tax Assessor of the Village of Tequesta. Being no other nominations the Chairman declared Leslie A. Cook as Tax Assessor. Mapes nominated James H. Ryan as Tax Collector. Being no other nominations the Chairman declared James H. Ryan as Tax Collector. • The Village Manager gave the "Oath of Office" to Mayor Mapes, Vice-Mayor Stoddard, Treasurer Thomas J. Little, Tax Assessor Leslie A. Cook and Tax Collector James H. Ryan. I 3-18-80 - 3 • Little moved "we a pp rove the depositories and required signatures for various Village funds (see attached)". Ryan seconded and vote on the motion was: Cook For Little For Mapes For Ryan For Stoddard For and therefore the motion was passed and adopted. Stoddard moved, "to reappoint the present Village Personnel (see attached)". Ryan seconded and vote on the motion was: Cook For Little For Mapes For Ryan For Stoddard For and therefore the motion was passed and adopted. Little moved, "to reappoint the Village Manager's recommend- . ations of Department Heads (see attached)". Vote on the motion was: Cook For Little For Mapes For Ryan For Stoddard For and therefore the motion was passed and adopted. Mayor Mapes presented ex-Councilmember Yoder with a Certificate of Appreciation from the Village of Tequesta. Mayor Mapes presented ex-Mayor Brown with a Certificate of Appreciation and his gavel used throughout the time he was Mayor. The Village Attorney administered the "Oath of Office" to the Village Manager and Village Clerk. The Village Manager administered the "Oath of Office" to the Police Chief. The Village Manager explained that the Council needed to appoint a representative to the Loxahatchee Council of Governments and in the past it has generally been the Mayor. • 3-18-80 - 4 • Stoddard moved, "that our to represent us with the Loxahatchee seconded and vote on the motion was: Cook Little Mapes Ryan Stoddard newly elected Mayor be duly delegated Council of Governments". Cook For Fo r For For For and therefore the motion was passed and adopted. Changes made to the agenda were the additions of 8b - Represent- ative to Technical Steering Committee and 8c - Next Council Meeting. Mr. John Wise, Gee & Jenson, informed Council there were three bids received for the Street Resurfacing Program. Gee & Jenson had reviewed the proposals and bidders qualifications. The low bidder was Rubin Construction Company in the amount of $264,020. The Engineer`s estimate was $250,034. The substantial completion date would be 30 calendar days with final payment being within 75 days. Gee & Jenson recommended that Rubin Construction Company be awarded the contract. Ryan told Mr. Wise that he had no problem with awarding the contract to Rubin Construction, but he wanted to make sure that Rubin • did not subcontract the job out. The Village Attorney advised that this could be written up in the contract. Stoddard moved, "that we accept the bid of Rubin Construction Company in the amount of $264,020., subject to Rubin Construction Company doing the actual work". Cook seconded and vote on the motion was: Cook For Little For Mapes For Ryan For Stoddard For and therefore the motion was passed and adopted. Mr. A. L. Hutchison, President of the Beach Road Condominium Association, asked if there would be an adequate supply of water to the condominiums on Beach Road if new development of condominiums were to come into the area. Council assured Mr. Hutchison there would be adequate water supply for new development but not for fire protection. Mr. Robert Moore, Country Club Drive, told Council he is concerned about the excessive amount of through truck traffic on Country Club Drive. Council told Mr. Moore that the area was being watched closely by the Police Department, but it would be check into. • 3-18-80 - 5 Mr. Robert Sattley told Council that North Dover Road needs repairing. Council told Mr. Sattley that it would be repaired when the resurfacing program was started. The Village Attorney gave second reading "by title only" of: AN ORDINANCE OF THE VILLAGE OF TEQUESTA, FLORIDA, AMENDING THE ADOPTED COMPREHENSIVE PLAN OF THE VILLAGE OF TEQUESTA BY AMENDING THE LAND USE ELEMENT FOR PARCELS OF LAND OWNED BY ERNEST A. DORNER AND FIRST MARINE BANK & TRUST COMPANY OF RIVIERA BEACH, TRUSTEE (DORNER) He explained that this was the area near the railroad track that was land used Medium Density but zoned Low Density and it was the wish of the Council for that area to remain Low Density. Therefore the land use had to be changed to reflect the low density. Little moved, "that we approve the second reading". Cook seconded and vote on the motion was: Cook For Little For Mapes For Ryan For • Stoddard For and therefore Ordinance No. 281 was passed and adopted. The Village Attorney read the ordinance entitled: AN ORDINANCE OF THE VILLAGE OF TEQUESTA, FLORIDA, AMENDING ORDINANCE N0. 134 OF THE VILLAGE, WHICH ORDINANCE ESTABLISHED A SCHEDULE OF WATER RATES FOR THE OPERATION OF THE WATER DISTRIBUTION SYSTEM OF THE VILLAGE, BY PROVIDING THEREFORE AN AMENDMENT TO INCLUDE AN ADDITIONAL CAPITAL IMPROVEMENT CHARGE IN THE AMOUNT OF $855.00 FOR EACH NEW CONNECTION TO THE VILLAGE OF TEQUESTA WATER SYSTEM ON THE AREA WITHIN SAID SYSTEM KNOWN AS JUPITER ISLAND. Ryan moved, "that we adopt on second reading, as read". Stoddard seconded and vote on the motion was: Cook For Little For Mapes For Ryan For Stoddard For and therefore Ordinance No. 279 was passed and adopted. • 3-18-80 - 6 • The Village Attorney read a resolution entitled: A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, REQUESTING AND URGING THE FLORIDA DEPARTMENT OF TRANSPORTATION TO ESTABLISH SCHEDULES FOR DRAWBRIDGE OPENINGS FOR THOSE DRAWBRIDGES WITHIN THE TEQUESTA-JUPITER AREA. The Village Manager told Council that copies of this proposed Resolution had been sent to COG and the Beach Road Association. Stoddard moved, "that we adopt this resolution". Little seconded and vote on the motion was: Cook For Little For Mapes For Ryan For Stoddard For and therefore Resolution No. 11-79/80 was passed and adopted. Stoddard moved, "the appointment of Raymond G. Pierson, Jr. to the Community Appearance Board". Cook seconded and vote on the motion was: • Cook For Little For Mapes For Ryan For Stoddard For and therefore the motion was passed and adopted. Stoddard moved, "that Joe D. Yoder, Jr. be appointed to the Technical Steering Committee, representing the Village". Little seconded and vote on the motion was: Cook For Little For Mapes For Ryan For Stoddard For and therefore the motion was passed and adopted. Council was in agreement that the March 25, 1980 Council Meeting be cancelled because of the two March meetings being so close and all of the pending business was being taken care of in this meeting. • 3-18-80 - 7 C~ Council also agreed that the Mayor has the authority to call a Special Council Meeting if the need arises. The meeting was adjourned at 9:14,~.M. Cyre Colbert ~~~~ ~>~a Date ~,{5prove ~~ ~~~__- Leslie A. ok Thomas J. Little cti_ •%/ _ • W. Harvey Mapes, r. / 1 es H. Ryan ~'/ ~~ + , Carlton D. Stoddard • NOWLEN. LYNCH ,9c STEWART CERTIFIED PUBLIC ACCOUNTAN78 220 FLAGLER COURT BUILDING PORT OFFICE BOX 747 - WE8T PALM BEACH, FLORIDA 33402 TELEPHONE (306 66¢7060 BVERETT B. NOWyIN, CPA W, r. LYNCH, CPA Ilsf>rJ-1fi6.y y. C. BTEWART, GPA - February 2 9 , 198 0 - ALAN L. TEDAMON60N, CPA EDWARD T. MOLT, CPA WILLIAM C. KISICER, JR., GPA WILLIAM B. MWER, CPA JANET R. BARICEVICM CPA B. E. WEEKi, GPA _ JACLYN J. TEDAMONSON, CPA R. aREQORY 6MITH, CPA _ - _ ROBERT W. h1ENORIX, JR., CPA DAVID B. BLACK. GPA Honorable Mayor and Village Council Village of Tequesta, Florida MEMBERS AMERICAN INSTITUTE OF' CERTIFIED PUBLIC ACCOUNTANTS FLORIQA INSTITUTE OF CERTIFICD -UBL[C ACCOUNTANTS BELLE GLADE, FLORIQA OFFICE 733 6. E. 2ND 6TREET POST OFFICE BOX 73S BELLE OLAOE, FLORIDA 374if7 TELEPHONE 17061 6fa666/i We have examined the financial statements of the various funds and account group of the Village of Tequesta, Florida, for the year ended September 30, 1979, and have issued our report thereon dated February 6, 1980. As a part of our examination, we reviewed and tested the Village's system of internal accounting control to the extent we considered necessary to evaluate the system as required by generally accepted auditing standards. Under these standards the gurpose of such evaluation is to establish a basis for reliance thereon in determining the nature, timing, and extent of other auditing procedures that are necessary for expressing an opinion on the financial statements. The objective of internal. accounting control is to provide reasonable, but not absolute, assurance as to the safegcarding of assets against loss from unauthorized use or disposition, and the reliability for financial records-for preparing financial statements and maintaining accountability for assets. The concept of reasonable assurance recognizes that the cost of a system of internal accounting control should not exceed the benefits derived 'and also recognizes that the evaluation of these factors necessarily requires estimates and judgments by management. There are inherent limitations that should be recognized in considering the potential effectiveness of any system of internal accounting control. In the performance of most control procedures, errors can result from misunderstanding of instructions, mistakes of judgment, carelessness, or other personal factors. Control pro- cedures whose effectiveness depends upon segregation of duties can be circumvented by collusion. Similarly, control procedures can be circumvented intentionally by management with respect either to the execution and recording of transactions or with respect to the estimates and judgments required in the preparation of financial • Honorable Mayor and Village Council Page 2 February 29, 1980 statements. Further, projection of any evaluation of internal accounting control to future periods is subject to the risk that the procedures may become inadequate because of changes in condi- tions,-and that the degree of compliance with the procedures may deteriorate. Our study and evaluation of the Village's system of internal accounting control for the year ended September 30, 1979, which was made for the purpose set forth in the first paragraph above, was not designed for the purpose of expressing an opinion on internal accounting control and it-would not necessarily disclose. all weak- nesses in .the system. However, such study and evaluation disclosed the following conditions that we believe to be weaknesses.. 1. A written plan of organization which specifies the- .-- division of duties and areas of responsibilities concerned with accounting and. administrative controls relating to safeguarding of assets, custody of financial records and the reliability of financial statements has not been prepared. A written plan should be adopted which complies with Rules of Auditor General Cha ter 10.500. The Village ad commence wor on a written plan during the fiscal year ended September 30, 1979. 2. An adequate system of accounting far fixed assets from acquisition to disposition has not been established. Procedures should be .established to properly account for all fixed assets which complies with Rules of Auditor General Chapter 10.300. The Village's current .system does not, meet all the:requirements of Chapter 10.300.- 3. The Village budget contained aline item account entitled contingent and-the books indicated expenditures charged to this account. The. Florida Uniform Accounting System does not provide for such category.- This account should be used for budgetary purposes only and all expenditures charged should be adjusted to a properly chargeable account and if necessary budget revisions should be adopted. 4. Invoices-and supporting documentation-should be cancelled upon payment. We noted that in a number of instances, only the first invoice of several paid on one check was being cancelled and petty cash vouchers. were not being r • Honorable Mayor and Village Council Page 3 February 29, 1980 cancelled. All invoices and supporting documentation should be cancelled so that they cannot be resubmitted -for payment. -Items 1 and 2 described above were weaknesses existing in the previous year. We appreciate the cooperation and courtesy shown us by your officials and employees. Sincerely, ~. ,~,~~, cn~ Nowlen, Lynch & Stewart f ~~ ~• . _ MEMORANDUM From:. Village Manager To: Councilmembers, Village Attorney, Village Clerk Subject: Village. Checking Accounts,-Savings Accounts.. and Depositories Date: March 14, 1980 _. ~ , >r_ ~ -. ~ ~ _. ~. ".The following are the various-accounts which the Village has at this time.' The present signature requirements .are the Treasurer and/ or Village Manager and one (1) Councilmember. Two (2) signatures are required: w .~, First Marine Bank and Trust Company of the Palm Beaches Checking Accounts General Fund Operating Account ' Savings Account Federal Revenue Sharing Account First Marine Bank and Trust Company of the Palm Beaches Water Department Checking Accounts Water Revenue Fund Water System Operation and Maintenance Fund Water Department Meter Deposits Fund Water System Retained Earnings Account . Water Department Certificate Redemption Fund Water Refunding Revenue Bonds Reserve Account Water Refunding.Revenue Bonds Bond Amortization Fund - 2007 Term Bonds Water, System Renewal and Replacement Fund Water Department Capital Improvement Fund ' Water Main Relocation Construction Account First American Bank of Palm Beach-.County _ Checking Account Water Refunding P.evenue Bonds - Sinking Fund Community Federal Sav1nQS and Loan Association Account No. S- 9774 Account No. S- 15871 Account No. S- 15872 Account No. S- 15874 Fidelity Federal Savings and Loan Association Account No. P-25038 -2- 1. Depository for P1edQed Securities Federal Reserve Bank of Atlanta The following checking accounts are also required to be established for the $910,000 Improvement Revenue Bond Issue: Improvement Bond Revenue Fund Improvement Bond Sinking Fund Improvement Bond Sinking Fund Reserve Account Improvement Bond Amortization Account Improvement Bond Construction Fund These accounts could be established in either the First Marine Bank or First American Bank. In view of the fact that all of the Water Department accounts are in the First Marine Bank, we would suggest the above five (5) accounts be established in the First American. Bank. The approval of the depositories and signature requirements will be on the agenda of the March 18, 1980 Council Meeting. 1• i t• From: Village Manager To: Councilmembers, Village Attorney, Village Clerk Subject: Village Officers and Staff. Date: .March 14, 1980 The new Council will be made up of the following members: Seat No. 1 Thomas J. Little Seat No. 2 James H. Ryan Seat No. 3 Leslie A. Cook Seat No. 4 W. Harvey Mapes, Jr: Seat No. 5 Carlton D. Stoddard -The present Village officers are: Mayor Vice-Mayor W. Harvey Mapes, Jr. Treasurer Tax Assessor Leslie A. Cook Tax Collector James H. Ryan . The present Village Council appointed personnel are: Village Manager Robert Harp Village Clerk Cyrese Colbert Asst.Village Clerk Jean Frank Village Attorney Firm: Johnston, Sasser & Randolph (John C. Randolph) Village Prosecuting -- Attorney Firm: Johnston, Sasser & Randolph (John C. Randolph) Civil Preparedness Director Franklin E. Flannery COG Leisure Time Committee Leslie A. Cook The Villager's recommendations for appointment as Department Heads are: Police Chief Franklin E. Flannery Building Official Alvin W. Butterfield Water Department Superintendent James W.. Worth Transportation (Maintenance) Curtis S. Sapp Recreation & Parks Gary Preston These matters will be on the agenda of the March 18, 1980 Council Meeting. ~~~ - Robert Harp • ~ RESOLUTION I hereby resolve that ~~ f •r~ shall be appointed as and to be of the Village. of Tequesta pursuant to Article II, Section 2.06, Mayor and Successors, of the Charter of the Village of Tequesta. ~~~ /~° Date ~~ Signature 4 fi RESOLUTION I hereby resolve that ~; i Q ~-°' be appointed as and to be ~~ ~~"~ ~ ~of the Village of Tequesta pursuant to Article II, Section 2.06, Mayor and Successors, of the Charter of the Village of Tequesta. Date ~~ ~ ~- - i ature • . *ti. - RESOLUTION I hereby resolve that /~ G?il~l shall be appointed as and to be ~~LG[°~ QL~ of the Village of Tequesta pursuant to Article II, Section 2.06, Mayor and Successors, of the Charter of the Village of Tequesta. Date ~~i /~. ~ Si nature g r~ t~