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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