TOWN OF MELBOURNE BEACH
AGENDA
TOWN COMMISSION - SPECIAL MEETING
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MINUTES
TOWN COMMISSION
WORKSHOP
APRIL 24, 2003
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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 8:10 p.m. on Thursday, April 24 in the Town Hall. Mayor Crispen also led
the Pledge of Allegiance to the Flag.
Present:
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Mayor Crispen
Vice Mayor Smith
Commissioner Price
Commissioner Walters
Commissioner Wilson
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Others Present:
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Town Manager Hoskovec
Town Clerk Masny
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CONTINUED DISCUSSION OF ADMINISTRATIVE POLICIES
Mayor Crispen stated that at the last workshop, the Town Commission discussed the purchasing ordinance
and the suggestions were sent to the Town Attorney. Town Manager Hoskovec advised that the Town Attorney
is still working on the revisions to the ordinance.
Commissioner Wilson requested to hold a discussion on encumbered money and commented that he talked
to someone with knowledge and they discussed interdepartmental transfers of money and the Town Commission
had agreed that anything dedicated on a line item was encumbered money and according to what he has been
able to find, the description he has for encumbered money is if you entered into an agreement for a gas company
to fill gas tanks and set $12,000 per year for the gas, that would be encumbered money and if you were to make
an interdepartmental transfer, you could not move the money that was encumbered.
The Town Commission discussed what it believes the definition of encumbered funds are discussed that if staff
wants to move the money from the line-items, they come back to the Town Commission for approval to spend
the funds in another line-item. The Town Commission held a discussion regarding budgeting funds and
transferring funds within the line-items in the same department and the need to set a limit on the line-item
transfer amount.
It is discussed that the Town Manager not have the authority to move departmental line-items funds in order
to purchase non budgeted items without Town Commission approval.
It is recommended that Section 15-7 be deleted from the code by amending Ordinance 92-08 to exclude
Section 15-7. The Town Manager requested that the Town Attorney be requested to amend the ordinance
and create a definition of a capital outlay.
Vice Mayor Smith asked to discuss the action item list and recommended that as the Town Clerk does
the minutes, she pulls out items that are directed to be done by an employee and that the list include the
item, the date, what action was requested and a place to check the item off as completed. The Town
Commission members agree that this is a good format.
The Town Commission discussed the adopted step program and the idea of going back to the cost-of-living
and a merit increase. Town Manager Hoskovec suggested that the merit increase be with an evaluation
at the employee’s anniversary date. Town Manager Hoskovec also suggested that the Town conduct a
salary survey annually.
The Town Commission reviewed Chapter 9 of the policy manual and it was discussed that the policy
manual on Page 24 discusses salary ranges and they should be put into resolution form and adopted by
the Town Commission at budget time. It is discussed that there is a need for a salary survey and that the
employee’s anniversary be the evaluation date rather than a set date.
The Town Commission discussed that administrative employees receive overtime rather than compensatory
time for hours earned of 40 per week. The Town Commission advised that overtime be included in the budget
this coming fiscal year.
The Town Commission discussed the need for further discussion regarding compensatory time and the need
for language in the policy that employees are to use earned compensatory time within 30 days of earning.
The next administrative workshop is scheduled to be held on Tuesday, May 6, 2003 at 6:30 p.m. in the
Town Hall.
There being no further business the workshop adjourned at 9:58 p.m.
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MARK J. CRISPEN, MAYOR
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CYNTHIA E. MASNY, CMC
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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