04-30-81 v MINUTES OF THE SPECIAL CALLED MEETING OF THE ATLANTIC
BEACH CITY COMMISSION HELD AT THE CITY HALL ON APRIL
30, 1981 AT 6:00 PM
PRESENT: William S. Howell, Mayor-Commissioner
Alan C. Jensen
James E. Mhoon
L. W. Minton, Jr.
Catherine G. Van Ness, Commissioners
AND: Carl Stucki, Acting City Manager
Oliver C. Ball, City Attorney
Joan LaVake, Acting City Clerk
The meeting was called to order by Mayor Howell for the purpose of
discussing the matter of the City's computer operation and other
matters to be brought to the attention of the Commission by the
Acting City Manager.
Mr. Stucki referred to a letter from DATUM, INC. , a firm currently
involved in the installation of a new General Ledger System and
Accounts Payable System on the City's computer, stating that prior
to his taking over as the Acting City Manager, DATUM was permitted
to put some new elements into the computer system and these parti-
cular items are items that the City was critized for in the audit
report by our auditor that had not been done, either presently or
in the past. Mr. Stucki advised that he had had a meeting with Mr.
Tyson and it had been determined that the items he had requested
be in the computer system were the General Ledger System and the
Accounts Payable System. Referring again to the letter from DATUM,
Mr. Stucki pointed out that there are two other things they (DATUM)
need to do in order to program the computer. However, after the
meeting with Mr. Tyson, as well as a discussion with another inde-
pendent auditor who is familiar with the City's operation, Mr. Stucki
found they are both of the opinion that these two additional items
mentioned in the letter from DATUM are not necessary to increase
the efficiency of any of our systems; that, possibly, at some future
time, the Property Management System might be desirable, but that
the Bank Reconciliation System was felt to be totally unwarranted
and not needed. Mr. Stucki continued, stating that his primary
concern at the moment was that the City already had bills from DATUM
totalling in excess of $700 for services already extended; that the
programming is complete with the exception of figures that must be
compiled by Mr. Tyson and Mrs. Tucker and put into the computer,
at which time the new programming will be complete. Mr. Stucki then
addressed the problem of the vacancy in the position of Computer
Operator, explaining that the City was utilizing the services of a
computer operator from DATUM at the present time; that he had talked
with NCR regarding their training program versus that of the DATUM
firm; that NCR was of the opinion that since DATUM had programmed
the City's computer, it would be more economically feasible for
DATUM to train an operator. The letter from DATUM proposed a figure
of $15.00 per hour. Mr. Stucki explained to the Commission that this
proposal did not mean $15.00 per hour for 8 hours per day, 40 hours
per week; only that at each phase of training, only such time as needed
PAGE TWO
MINUTES - SPECIAL CALLED
APRIL 30, 1981
would be spent with the operator trainee. Mr. Stucki stated that he
proposed to have trained one of the City's existing employees, Miss
Carlene Sparks, who had the knowledge of the City's operation, was
familiar with some areas of the computer, and had a desire to be trained
in its operation. Keeping in mind the approximate $700 already billed
to the City by DATUM, the training process would bring the total owed
by the City over the $1,000 limit allowed to be approved by the office
of the City Manager, thereby requiring Commission approval.
Mayor Howell asked Mr. Ball if he had any comments. Mr. Ball asked Mr.
Stucki if he had discussed this matter with Mr. Tyson and Mr. Stucki
answered in the affirmative. Commissioner Mhoon asked Mr. Ball if this
was possibly a project that should be put out for bids and Mr. Ball
answered that if there was a unanimous vote, there would be no problem.
Commissioner Van Ness asked if the Check Reconciliation package would
or would not be put in, and Mr. Stucki answered that he had been advised
that it would not be beneficial in the audit process and, therefore, not
a necessity. Commissioner Minton asked what new materials did the City
propose to put into the computer that are not there now. Mr. Stucki
answered that it was not so much a matter of "new" materials, but a
matter of simplifying our existing programs, i.e. , among other things,
performing various functions simultaneously. Commissioner Minton stated
that he had no objections to what was being proposed by Mr. Stucki, adding,
however, that he would like to have a representative from DATUM address
the Commission at its next regular meeting. Mr. Stucki stated that he
would ask Mr. Bill Hibbard to be present at the next Commission meeting.
Motion: The Acting City Manager be allowed to M - Mhoon
proceed with this program. S - Minton
* * * * * * * * * * * * * * * , * * * * * * * * * * * * * * *
Mayor Howell asked for a roll call vote. The vote was unanimous, with
Commissioner Jensen, Commissioner Mhoon, Commissioner Minton, Commissioner
Van Ness, and Mayor Howell all voting aye.
Mr. Stucki then called the Commission's attention to a letter addressed
to the Florida Municipal Record, requesting that the advertisement for
a City Manager contained in the letter be placed in the next edition of
the Record. Mr. Stucki further advised that a similar letter was to
be placed in the International City Manager's Association magazine.
Mr. Stucki reminded the Commission of its action several months ago wherein
it accepted a $1,500 grant from the Northeast Florida Regional Planning
Council regarding energy saving on street lights. Mr. Stucki advised the
Commission that he had been advised on April 29 that there was a May 15
deadline on an absolute completion date for the entire project, that
nothing had been done on the project, and he felt that it would be impossible
to initiate and complete the project by May 15. He added that the entire
project would cost $3,000, indicating a $1,500 expenditure from the City.
The Commission agreed to let it pass.
i
PAGE THREE
MINUTES - SPECIAL CALLED
APRIL 30, 1981
Mr. Stucki introduced an instrument prepared by Mr. Ball for the purpose of
removing Mr. Davis' name from any check-signing duties. Mr. Ball was asked
to explain the instrument and he stated that it was a resolution from the
Commission that all banks require from any corporate structure, the City
being a municipal corporation, on who has authority to sign the checks,
the purpose being to eliminate Bill Davis from any check-signing authority,
and to add Carl Stucki. Mr. Ball added that the resolution is directed to
the Ocean State Bank where the City has several accounts, authorizing
Adelaide R. Tucker, City Clerk, William S. Howell, Mayor, and Carl Stucki,
Acting City Manager, to sign the City's checks. Mr. Ball stated that this
resolution, a copy of the minutes of this meeting, and new signature cards
should accomplish this matter. Mr. Ball stated that he should have included
the phrase "This resolution revokes any previous resolutions existing at the
bank". Commissioner Minton asked the question, if the City has funds in
other banks, would this resolution cover them all. Mr. Ball stated it was
his understanding that this was the only bank the City has funds in, touchable
by anyone; however, if it is found that other banks are involved, further
resolutions will be forthcoming.
Motion: Pass the resolution. M - Van Ness
The vote was unanimous S - Jensen
* * * * * * * * * * * * * * * * * * * * * * * * * * * * * *
There being no further business to come before the Commission, Mayor Howell
declared the meeting adjourned.
William S. Howell, . or-Commissioner
(SEAL)
ATTEST:
Joan LaVake, Acting City Clerk
RESOLUTION 81-6
CITY OF ATLANTIC BEACH, FLORIDA, a Municipal Corporation
I HEREBY CERTIFY TO The Ocean State Bank
Bank
301 - Third Street, Neptune Beach, Florida
d Address
that at a meeting of the City Commission of the City of Atlantic Beach,
Florida, a municipal corporation organized under the laws of the State of
Florida duly called (a quorum being present) and held at the City Hall of
said municipality in the City of Atlantic Beach, State of Florida, on the
30th day of April, 1981, the following resolutions were duly adopted and
are now in full force and effect:
RESOLVED, that the above Firm be designated as a depository of this
municipal corporation and that funds of this municipality deposited in said
Firm be subject to withdrawal upon checks, notes, drafts, bills of exchange,
acceptances, undertakings of other orders for the payment of money when
signed on behalf of this municipality by .any one of its following officers,
to wit:
1. Adelaide R. Tucker, City Clerk
2. William S. Howell, Mayor
3. Carl Stucki, Acting City Manager
RESOLVED, that the above Firm is hereby authorized to pay any such orders
and also to receive the same for credit of or in payment from the payee or any
other holder without inquiry as to the circumstances of issue or the disposition
of the proceeds even if drawn to the individual order of any signing officer
or tendered in payment of his individual obligation.
RESOLVED, that Adelaide R. Tucker, City Clerk, William S. Howell, Mayor,
and Carl Stucki, Acting City Manager, be and they hereby are authorized to
borrow from time to time on behalf of this municipality from the above Firm sums
of money for such period or periods of time, and upon such terms, rates of
interest and amounts as may to them in their discretion seem advisable, and to
execute notes or agreements in the forms required by said Firm in the name of
the municipality for the payment of any sums so borrowed, based upon proper
resolutions of the City Commission.
That said officers are hereby authorized to pledge or mortgage any of the
bonds, stocks or other securities, bills receivable, warehouse receipts or other
page two
• 7, i , City Clerk
i
ed,ef
;t` , Mayor
` , Acting City Manager
IN WITNESS WHEREOF, I have hereunto set my hand as City Clerk of said
municipal corporation and affixed the municipal seal this 30th day of
April , 19 81
Adelaide R. Tucker, City Clerk
(SEAL)
7111 CITY OF
atifsitiC Bock Rigida
7t6 OCEAN BOULEVARD—DRAWER 2S
ATLANTIC BEACH. FLORIDA 32233
April 28, 1981
SPECIAL CALLED MEETING
CITY COMMISSION OF ATLANTIC BEACH, FLORIDA
This is to advise that there will be a special meeting of the City
Commission on Thursday, April 30, 1981, at 6:00 PM, for the purpose
of discussing matters pertaining to the City's computer operation,
and any other business that might come before the Commission at that
time.
1
eir___,
Carl Stucki, Acting City Manager
CS:jl
WILLIAM S. HOWELL JAMES E. MHOON ALAN C. JENSEN L. W. MINTON, JR. CATHERINE G. VAN NESS
Mayor-Commissioner Commissioner Commissioner Commissioner Commissioner
BILL M. DAVIS OLIVER C BALL MRS. ADELAIDE R. TUCKER CARL STUCKI
City Manager City Attorney City Clerk-Treasurer-Comptroller Chief of Police Director of Public Works
and Fire Department GLENN A EDWARDS