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03-06-1975 - Workshop ~ ....., WORKSHOP SPECIAL MEETING HELD MARCH 6, 1975 Tape 1 The Special Meeting of the Workshop was called to order Thursday, March 6, 1975 at 7:30 P.m. by Mayor David C. Severance. 5 Min. Mayor Severance explained that this Special Workshop Meeting was designed to ask any questions of Mr. Cunningham pertaining to the budget and also to go over letter by letter the management letter and recommendation that Mr. Bryant might have. Councilman Dietz suggested that Mr. Cunningham go back and go through this budget briefly to bring us back on what we talked about, then we can go back and question this. Mr. Cunningham started going over the budget on page five(5). He stated that we have over expended the budget by about $24,000.00. You appropriated $439,000.00 and actually only spent $410,270.00. There were several items that you didn't expend anything for. Mayor Severance stated that some areas were appropriated higher than necessary and some were appropriated lower than necessary, but in the end result they budget out where we had actually $28,000.00 excess. Mr. Cairnie asked if it would be a good idea, that once every three (3) months the Council would review the budget to see what direction we are going and put a stop to some of these over expenditures, making adjustments as we go along. 10 Min. Councilman Dietz questioned liquid assets. Mr. Cunningham stated that in September 30, there was $126,963.00 in liquid assets. Councilman Dietz stated that we have taken money out of this $126,000.00 for the tennis court and the seawall, then we want to build a garage. This is $92,000.00 that is going to come out of this. So this leaves us $34,000.00. 15 Min. Councilman Lodico stated that he doesn't care if we spend the money for the barn today or tomorrow. This building is going to save us in the future on the equipment that it is going to cost by leaving them outside. Councilman Dietz stated that we need it eventually, but it is silly to build a $40,000.00 building which we are going to spend more than $40,000.00 if you will read the fine print, because we are going to supply labor that is not accounted for in this. Councilman Dietz questioned Mr. Cunninghams suggestion for hiring a purchasing agent for the City. 25 Min. Mr. Cunningham stated that this person should be someone that understands what equipment is, but does not have to be an accountant. He should have sufficient knowledge to determine the cost of equipment. Should make around $6,500.00 a year. 1 Tape 2 Side A 20 Min. Tape 2 Side B LO Min. LS MIn. "-' ...., The City Clerk asked Mr. Cunningham how the Ceta 2 and Ceta 6 programs are going to effect our budget. Mr. Cunningham stated that he would like to see it put into a special trust fund and then transfer it to your general fund. The City Clerk asked Mr. Cunningham about Federal Revenue Funds. We had appropriated all of the Federal Revenue Funds that we had plus what we were getting this year with the exception of $10,000.00 for water and sewer improvements, If this loan goes through would the City not be better off to reestablish another budget on this and make it for Capital Expenditures, such as the bard. Mr. Cunningham stated that he would rather see it go out some other way and not get involved with the Davis Bacon Act. You you will have to reappropriate it and amend your appropriation and you will have to do it by Council action. Advising the public by publishing it. The Council then discussed the water expanions plant, and the budget in general with Mr. Cunningham. Mr. Sikes suggested that the Council have the auditors corne in for a semi-annual review, to check out our books. Mr. Cunningham stated that many cities have a semi-annual review, to corne in and see that all of the money is there and accounted for and go over their budget with them. If they are out of line or are they are going to get out of line council on this. Mayor Severance suggested that the Council go on to the Management letter from the auditors, May, Zima & Assoc. Mayor Severance then read the management letter to the Council and the public. Recommendations to the letter from City Manager Bryant was then read. Mayor Severance stated that what the City Manager is recommending is of most importance to the Council, that this job will be assigned to and administered by a certain position. (Job of purchaser). Mayor Severance stated that through recommendations of May, Zima & Assoc and through information from the City Manager, there is really no alternative but to implement the system in some manner. The most economical manner is by having an individual assigned to that task. This will be placed on the agend for the next regular meeting. We will also need approval and acceptanct of the letter that the City Manager has prepared, and authorize him to send it off, that in fact these are the steps that the Council intends to take. Councilman Cairnie asked if there was anyone that employed by the City now that could fill into this job. City Manager Bryant stated that he had one man, but he was needed in the present department that he is presently ~~ployed in. !O Min. Mr. Bryant stated that we might be opened for another 12 slots corning the first part of April. Which amounts to about $18,000.00 worth of labor. Councilman Dietz suggested that we hire someon that is qualified and knows what he is doing and does it right. 2 ,./~ - ... ~ "wi Councilman Sikes asked if this is going to be a 40 hour a week job that we are talking about. Mr. Cunningham stated that for the first year it should be. Councilman Sikes stated that there are a lot of semi-retired people in Edgewater that are capable of doing this job. 25 Min. Mayor Severance suggested that we move on to the second phase of the management letter. He then read this out loud. Mayor Severance then read Mr. Bryants remarks to this phase. Mr. Bryant stated that 'he has talked with Alan Thomas, who is the supervisor in the Water Department, and stated that before any future work is done he would like a total cost break down of the work and the work that is to be accomplished. Tape 3 SiEle A Mayor Severance read from the letter again. The Council discussed the master charge with Mr. Cunningham as far as money. 10 Min. Mr. Cunningham stated that a check writer should be obtained and a plate made and be put in charge of the City Manager. Then no check should be issued unless he turns the plate over for them. Mayor Severance stated that this entire letter will be placed on the agenda for action at the next regular meeting. The Council then discussed overtime for the employees. 17 MIn. Councilman Cairnie stated that he felt that the City Manager should give the Council a report of all of the overtime that the employees claim, for the Council's review. 25 Min. Mayor Severance stated that they would move onto the last item on the auditors report, which is bonds for the City Clerk and the City Manager. Tape 3 Mayor Severance stated again that this letter will be on the Side B agenda for approval. The approval should include that fact that we are implementing all of these proceedures and not just approving the letter. Mayor Severance stated that he is going to instruct City Attorney Weaver to prepare an ordinance in regards to the amending of the budget and have a work copy of the ordinance for our review at the next workshop with proper notification and meetings to be set at the regular meeting if in fact it requires public hearing. Councilman Lodico stated that the letter that the City Manager wrote regarding the management letter was a very good letter. Mayor Severance adjourned this meeting.