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03-30-1977 - Recessed/Regular (J o CITY COUNCIL OF THE CITY OF EDGEWATER RECESSED MEETING HELD March 30, 1977 Mayor Armstrong called the recessed meeting of the City Council of the City of Edgewater to order Wednesday, March 30, 1977 at 7:30 P.M. ROLL CALL: Mayor Dana T. Armstrong Councilwoman Ryta F. Webber Councilman Henry C. Riggs Councilman Walter B. Sikes Councilman Calvin R. Dietz City Attorney Judson Woods City Clerk Sue Blackwell Police Chief Earl Baugh Present Present Absent Present Present Excused Present Present Mayor Armstrong stated that he was not present at the regular Council meeting which was recessed presumably for miscellaneous City business. Councilwoman Webber stated that she has been forgetting to appoint Mr. Cliff Denton for the Entergovernmental Agency for the Planning Board. She explained that Mr. McCallister has asked that the Vice Chairman take it over and Mr. Denton agrees that he will. There was discussion as to whether a Resolution is necessary. Councilwoman Webber made a motion that the Resolution be drawn up, being seconded by Councilman Sikes. Upo~ roll call vote said motion CARRIED, 4-0. The City Clerk stated that Mr. Fernandez called her; Mr. 'McGough. will be at City Hall at 9:30 tomorrow morning for instructions on how we go about finaling out the Fr. H.A. loan. Councilman Dietz stated that at the meeting the other night the Council voted to instruct the Mayor to sign the papers on the change order on this, and he understands that the Mayor said he would not sign them. Mayor Armstrong stated that he did not say he wouldn't sign them, by instructions of the Council he will sign anything. He said that he has not seen any minutes nor has he got a memo from the Council on this. He went on to explain that he realizes that this equipment has to go in,his only question is that McMahan Construction Company has been awarded another contract for a change order for $2,850 after by correspondence they said that they are finished. Councilman Dietz explained that they are going to set these funds aside and go ahead and close out the whole deal. Fr.H.A. has agreed to this. Mayor Armstrong stated that if the Council so directs he will sign it. The City Clerk explained that a man came into her office about a variance. The Ordinance that was read the other night which came out of the Public Hearing, spoke to front and side setbacks, but no one discussed the rear setbacks. Mr. Taylor was asked about the recommendation. He explained that this does not mention the back setback, it was intended that this be subject to variance. o o The City Clerk explained that Don Sakorsky called her about the 701 application. He needs someone to contact about this. She stated that she feels it should be someone on the Council. Councilman Dietz stated that since Mrs. Webber has been getting letters on this, and she knows more about it than anyone here, he feels that she should carry through with it. Councilwoman Webber stated that she has discovered that she has two meetings to attend on the 13th, and unless one of them can be changed she does not know what to do. She stated that she will continue with it if the Council desires. The Council began discussion with Mr. Cunningham, about the audit, the management letter and the letter from the City in regard to the management letter. There was quite a bit of discussion about the two signatures being required for the safe deposit box. Mr. Cunningham stated that this is a policy decision that has to be made by the City. Some decision has to be made so that next year they can report that it has been done. Mayor Armstrong questioned the difference in the actual expenditures reported on the Clerk's Cash Statement and the Audit Report. Councilman Sikes stated that this is found in the Street Department for the paving. It shows an $11,000 defecit. There was discussion about this. Councilman Sikes asked Mr. Cunningham how we should take care of this? Mr. Cunningham explained that they picked it up as a payable and charged it against that department. Councilman Sikes stated that they did, but we didn't. He explained that the $11,000 went into the Accounts Payable. Mr. Cunningham asked the City Clerk if this is the $11,008 that was picked up in the Accounts Payable? The City Clerk stated that she is guessing that it was. Tape lB Mr. Cunningham stated that this should be adjusted out of the actual expenditures this year. He explained that .they have picked it up, so the City can take it off. Mayor Armstrong stated that his only other question is that we had some problems in payroll bookkeeping and it was his understanding that we had to go back and do a great deal of it over again in accounting on social security, withholding tax, workmen's comp and so on. He asked if we have assurance that this won't happen allover again? Mr. Cunningham stated that he can not give the City this assurance. He explained that this is a pretty important item to be kept right. Councilman Sikes questioned the idea of having to o.k. the overtime pay and hold the money up from the employees. He stated that he can not remember why we made this policy, and it seems like more posting. Mayor Armstrong explained that we have had problems over the years with this because we are operating under a 1951 Charter which requires that all expendi- tures in excess of their regular amount of pay, a voucher will be drawn and approved before payment can be made. Councilman Sikes stated that this is extra work, and it is not really giving them a true figure on their social security or withholding. Councilman Dietz asked why we wouldn't be smart to change this and make the Chief of Police responsible for all overtime. This could be reported to the Council. Mr. Cunningham stated that this is the only City that he knows of that approves overtime. -2- Q o The City Clerk spoke to the Council about the work that the City Hall employees have to do, and that they are working more hours to keep up with their work. Mr. Fredericks asked the Council about the computer that they have talked about. He asked what jobs the computer could do? Mr. Cunningham stated that the City could run the payroll on the computer and it would be programed to take out the social security and so forth. He explained that there is a lot more paperwork to do now than there use to be. Mayor Armstrong stated that he signs 40 times as much paperwork as he did 12 years ago. Mayor Armstrong stated that it would be his recommendation to the Council that we elliminate the overtime vouchers system, by Ordinance and after final adoption, send it to the Secretary of State for recording and enact it as a Charter change. This is a permissible change under House Bill 1020. Councilman Sikes made a motion that we instruct the Attorney to prepare an Ordinance, being seconded by Councilman Dietz. Upon roll call vote said motion CARRIED, 4-0. Councilman Sikes asked Mr. Cunningham a few questions about the management letter. Mr. Cunningham explained after some questions that there is $84,692 of Water and Sewer money that has not been spent. Councilman Sikes asked if we decide to get into the computer set up that a portion of the cost could come out of this $84,000? Mr. Cunningham explained that it will have to be reappropriated or it could come right out of there for Water and Sewer capital improvements. Mayor Armstrong stated that he has figured that we have $55,000 in 'Federal Revenue Sharing money that has not been appropriated. We have a draw coming on allocation number eight of $39,000 and we have a refund from the Farm Home of $47,000, which is $141,000. Councilman Dietz stated that some foreseen problems are coming up with his department, and he has to have some money in abeyance. If we go ahead and bought the computer, then when we reappropriate the new monies all he is interested in is that the Council appropriate enough to cover the expenses of an additional well. He explained that we can not operate the City on one well. Mayor Armstrong stated that we should put in another well, the people of Edgewater need water. TAPE 2 A There was more discussion about the City needing another well. Mayor Armstrong explained that we have already had 38 new water connections installed so far this year, and there is no reason why we are not going to have 100 new connections this year. We have to stay abreast of this, to accomodate the people. Mayor Armstrong went on to explain the danger now if one of our wells broke down, and he stated that he has been thinking about another well for some time now. Councilman Sikes stated that he has no more questions about the letter. Mr. Cunningham stated that the City presently has $55,131.29 in unappropriated Federal Revenue Sharing money. If you need $30,000 for the well you can appro- priate it. Mr. Cunningham began the discussion about the computer. He explained that it is not unusual for any computer organization to put a restriction on the system in regards to the City's use. He explained that the wording of the contract can be rearranged, as long as this restriction stays in. -3- ~ o o Mr. Cunningham explained that the information in the computer is as confidential as the City's audit report. He explained that the approximate amount of this complete system is $55,000, and the City will own it. Mr. Taylor asked who will program the computer? Mr. Cunningham stated that they will. It was explained that the computer is sized for the capacity of the City and the requirements that the City needs. As the City grows it can be expanded. The cost is based upon the number of transactions that they know have to take place here everyday to keep the books up to date. Councilman Sikes asked a question for the public's interest. In the event in the future the City decides that they no longer want May, Zima as their accountants, the program will continue on and we will still get the same information without any problem is this right? Mr. Cunningham stated that the computers come out of a separate division all together. Councilman Sikes asked if this will cut down on our auditing contract? Mr. Cunningham stated that based upon on what they had to charge the City last year, this will cut it in half. Tape 28 There was more discussion about the costs and the phases of the computer system. There was also discussion about the security of the system. Councilman Dietz stated that he feels that we won't be able to do the whole thing at once, but he does think that since we have had so much trouble with our payroll, he does think that we should incorporate the payroll in this at the same time with the first phase. Mayor Armstrong asked what this would change as far as costs is concerned? He also stated that if we are going to go computer, we should go for the entire bookkeeping department of the City of Edgewater. If you don't do this, it will be very confusing. There was discussion again about appropriating the money, and how this can be done. Mr. Cunningham explained that if the City decides to go the whole route, they will not worry about phases, and they can put payroll on along with Water and Sewer. It was agreed that Mr. Cunningham should draw up another contract and have it for the Council to look over for their next meeting. Mayor Armstrong stated that this will benefit everyone in Edgewater. There was much confusion and discussion at this time, Mayor Armstrong called order to the meeting, and explained that he has one other item of business. He stated that the County is going to get about $36,000 in refund on Marine Tax, when people buy gas for boats. We have one operation in Edgewater that makes us eligible for a portion of this money for the purpose of maintenance and improvements to boat facilities. He stated that he feels we should take advantage of this money if we can get it. Councilman Dietz stated that he went to the City garage today, and he asked if we are buying the pipe that has all of the holes in it? Mayor Armstrong stated that that pipe will work. Councilman Dietz stated that it will cost more to repair it than it would to buy other pipe. Mayor Armstrong stated that you are overlooking the fact that it has two slip joints in it. He said that they are not suppose to bring over any pipe that is not usable. He said that the boys did a lot of damage to the pipe themselves when they were moving it. -4- . . o o Councilman Dietz suggested that we take inventory of what we have gotten already and hold up on getting any more until we get a report on it next Monday night. Because this is not a good grade of pipe. Mayor Armstrong stated that this is a cheap drain pipe, it is nothing that would pass the State Road Department's requirements. Mr. Taylor asked a question about the shell that we are planning to purchase. Councilman Dietz stated that the trouble is that they are getting sand. Tape 3A ADJOURNMENT: Councilman Sikes made a motion to adjourn, being seconded by Councilwoman Webber. Said motion CARRIED MINUTES TAKEN BY: Sue Blackwell Debbie Sigler fl04~~n~ Mayo ~~ r 9uftw Counc oman ATTEST: ~Wj&7~ -dAJ Approved this Jf day of April, 1977. ii~7~~ Ma or -5- Ve:$ / T ~ ~ ~