TOWN OF MELBOURNE BEACH
MINUTES
TOWN COMMISSION - WORKSHOP
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THURSDAY
April 3, 2003
7:00 p.m.
TOWN HALL
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A workshop of the Town Commission of the Town of Melbourne Beach, Florida was called to order by
Mayor Crispen at 8:05 p.m. on Thursday, April 3 in the Town Hall.
Present:
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Mayor Crispen
Commissioner Price
Commissioner Walters
Commissioner Wilson
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Vice Mayor Smith
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Others Present:
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Town Manager Hoskovec
Donnie Price, Jr, Parks Board Chairman
Deputy Town Clerk Wiley
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I. DISCUSSION OF ADMINISTRATIVE POLICIES
Commissioner Price expressed his ideas of what he felt the Town wanted the Town Commissioners to do in
regard to the purchasing of items and the fact that they were ultimately responsible for the Town's finances and
not the Town Manager. It was decided to take up agenda item II.
II. DISCUSSION OF PROPOSED ORDINANCE 2003-01 RELATING TO THE TOWN'S PURCHASING POLICIES
AND PROCEDURES
The Town Commission then began to compare the proposed Ordinance 2003-01 with the current Ordinance 92-09
relating to the Town's purchasing policies and procedures. Commissioner Walters felt that in the Ordinance 2003-01
there should be mention of the fact that the Town Commission was the policy making body and it would make sure
that the Town's money would be spend wisely and well. This statement did not appear in the Ordinance 92-09.
Commissioner Price felt that when a person gets the ordinance what they want to know is what are the rules,
who enacted the rules, when were the rules enacted and what were their reasons for enacting these rules. He
proceeded to state that the reasons were to have competitive bidding, maintain fiscal integrity of the Town in the
expenditure of taxpayers’ money.
Commissioner Price responded to the questions about the many "whereas" by suggesting that the next time the
Town Commission had an opportunity to meet with the Town Attorney, they could then ask him what was his
thinking for inserting these statements. Mayor Crispen then suggested that they start on page five of Ordinance
2003-01 so the Town Commission proceeded to compare and discuss each page and section of the two documents
agreeing or disagreeing with what was written, requesting changes be made, rewording of some items and questions
to ask the Town Attorney.
During the discussion of Section 15-22 (3) Commissioner Price read how the Town Commission would like the
section to read, "The Town Manager is authorized to purchase supplies, services, or professional services when
the purchase amount equals or does not exceed $4,000.00. The Town Manager may negotiate, enter into, and
execute appropriate purchase orders or contracts for the purchase of said supplies, services, or professional
services equal to or not exceeding $4,000 without additional Town Commission approval, provided the funds
for the expenditure is per an approved budget." Commissioner Price proceeded to say that if it was not
budgeted there was no authority at all but budgets are the approval of the Town Commission so the limit
on the Town Manager was what was budgeted. Town Manager Hoskovec suggested what Commissioner
Price said about the budget should be included in the whereas section of the ordinance. Commission Walters
agreed that if "previously budgeted" and "additional" were added then the Town Manager wouldn't have to come
back to the Town Commission for approval.
Town Manager Hoskovec asked for clarification as to whether or not the Town Manager can move funds
intradepartmentally. It was determined that in the present Ordinance the Town Manager could. However, the
Town Commission felt that it should not be allowed. Mayor Crispen asked that the following be noted in the
minutes to be researched: "To find out if the Town Manager has the authority to at his own discretion make
intradepartmental transfers from one line item to another line item in the same department”.
Section 4 (Ordinance 2003-01) was read and approved. The Town Manager asked the Town Commission to clarify
that when Doug Wilson Contractor requests a draw on the amount approved by the Town Commission on the
municipal complex that the request does not need to go before the Town Commission again. This was confirmed
upon the Town Commission.
Section 5 (Ordinance 2003-01) was read, discussed and agreed with.
Mayor Crispen requested another note in the minutes to ask the Town Attorney why sections 15-23, 24, 25, 26,
30, 32 and 33 were omitted in the new ordinance.
The Town Commission completed their discussion of the comparison of the ordinances. The changes will be given
to the Town Attorney to do another draft as well as the Town Manager will discuss the preamble with him.
There being no further business, the workshop adjourned at 9:15 p.m.
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MARK J. CRISPEN, MAYOR
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JANE WILEY, DEPUTY TOWN CLERK
Note: a mechanical recording has been made of the foregoing procedures of which these minutes are a
part and is on file in the office of the Town Clerk.
PURSUANT TO SECTION 286.0105, FLORIDA STATUTES, THE TOWN HEREBY
ADVISES THE PUBLIC THAT: If a person decides to appeal any decision made by the
Town Commission with respect to any matter considered at its meeting, he will need a
record of the proceedings and that for such purpose, affected persons may need to insure
that a verbatim record of the proceedings is made, which record includes the testimony
and evidence upon which the appeal is to be based. This notice does not constitute
consent by the Town for the introduction or admission into evidence of otherwise
inadmissible or irrelevant evidence, nor does it authorize challenges or appeals not
otherwise allowed by law.
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