HomeMy Public PortalAbout01/11/1979r
WORKSHOP MEETING
JANUARY 11, 1979
PRESENT: WILLIAM F. KOCH, JR. MAYOR
JOAN S. LAPORTE VICE MAYOR
LINDLEY S. BETTISON COMMISSIONER
EVANS M. CLEMENTS COMMISSIONER
JOEL HUNTER COMMISSIONER
Also attending: Attorney, John Randolph; Manager, William E. Gwynn;
Deputy Town Clerk, Barbara Gwynn.
Mayor Koch called the metting to order at 9 :00 A.M.
Mayor Koch announced that this meeting was called in order for the
Commission to review and up date the Town's present Charter and
Town Ordinances.
Tentative approval of the new Charter and portions of the proposed
Ordinances were discussed. It was agreed to reconvene this workshop
meeting February 8, 1979 at 9:00 A.M. to continue work on the
codification.
Meeting adjourned 10:35 A.M.
Deputy Town Clerk
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JANUARY 12, 1979
PRESENT: WILLIAM F. KOCH, JR, MAYOR
JOAN S. LAPORTE VICE MAYOR
LINDLEY S. BETTISON COMMISSIONER
EVANS M. CLEMENTS COMMISSIONER
JOEL HUNTER COMMISSIONER
Also attending: Attorney, John Randolph, Manager William E. Gwynn,
Deputy Town Clerk, Barbara Gwynn, Police Chief William
McQuade, Planning Board Chairman Brian Pfeifler, Dan Ward, C,P,A,
The Meeting was called to order by Mayor Koch at 9 A.M.
Upon motion by Vice Mayor LaPorte, seconded by Commissioner Bettison
the Minutes of the December 8, 1978 Commission Meeting was unamimously
accepted by the Commission.
Upon motion by Commissioner Clements, seconded by Vice Mayor LaPorte the
December Financial Report was unanimously accepted by the Commission.
The following summarization of the Police Report fbr the month of December,
1978 was submitted to the Commission,
MILEAGE DAYS HOURS CALLS WARNINGS
Chief McQuade
1221
20
160
14
0
Sgt, Reardon
1043
18
128
16
0
Sgt, Burgess
1331
21
168
34
0
David Tinkham
1194
21
168
24
0
John Everett
1540
23
184
16
0
C. M. Bunner
1340
23
184
16
0
W. E. Howse
856
18
144
30
0
Leonard Tremitiedi
1022
20
160
19
0
Total
9547
164
1296
169
0
After a general discussion Commissioner Clements moved that the Annual
Audit report be accepted, Commissioner Bettison seconded the motion.
Motion was unanimously passed by the Commission.
A letter and sketch from Earl Harvel was presented to the Commission, this matter
is in regard to drainage on Oleander Way. After further discussion Commissioner
Clements moved that the Town pay half the cost of this drainage project if the
residents in the area would agreed to pay their half, Commissioner Hunter seconded
the motion, motion was unanimously passed by the Commission. The Town Clerk was
then instructed to contact the residents to determine if they would support this
arrangement,
2.
COMMISSION MEETING. January 12. 1979
Mayor Koch discussed the Regional Sewage Treatment System explaining areas for tie -ins
and approximate cost. He stated he will be attending a meeting on this subject January
15th and will report to the Commission of any new developments.
Mayor Koch informed Brian Pfeifler, Chairman of Planning and Zoning that the Town
Commission is presently reviewing and updating the Town's Charter and Ordinances.
He suggested that Mr. Pfeifler contact members of his committee to review present
building ordinance and suggest any changes they may have at a workshop meeting to
be held February 8th at 9 A.M.
Meeting adjourned 10:46 A.M.
Town Clerk
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F
O
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TOWN OF GULF STREAM
PALM BEACH COUNTY, FLORIDA
COMMISSIONERS
William F. Koch, Jr., Mayor
Joan S. LaPorte, Vice Mayor
Lindley S. Bettlson
Evans M. Clements
Joel Hunter
January 12, 1979
Mayor and Town Commission
Town of Gulf Stream
246 Sea Road
Gulf Stream, Fl. 33444
Dear Mayor and Town Commission:
In reply to the Auditor's comments letter from Dan Ward,
Certified Public Accountant date December 29, 1978:
I concur fully with all the comments as stated and agree
with the audit report and letter.
Regarding recommendations included in the Audit Comments,
I have implemented a policy to endorse all checks as they
are received and be kept in a 2 hour fire rated four drawer
safe -file. Large cash receipts are to be deposited in the
bank the same day.
Your's truly,
William E. Gwynn
Town Manager
WEG /gb
MAIL ADDR EBB
246 SEA ROAD
DELRAY BEACH, FLORIDA
33444
TEL.'. DELRAYBEACH
2765116
Town Manager
WILLIAM E. GWYNN
Deputy Town Clerk
BARBARA GWYNN
C.
TOWN OF GULF STREAM, FLORIDA
AUDIT COMMENTS
SEPTEMBER 30, 1978
c
M
C?
Member of
The Florida Institute of
Certified Public Accountants
W WiAWE MR
CERTIFIED PUBLIC ACCOUNTANT
SUITE 400, FIRST BANK BUILDING
POST OFFICE DRAWER 1240
DELRAY BEACH, FLORIDA 33444
Mayor and Town Commission
Town of Gulf Stream
Gulf Stream, Florida
Gentlemen:
TELEPHONE 130512783214
December 29, 1978
Member of
The American Institute of
Certified Public Accountants
It is my policy and in accordance with an Act of the Legislature of the
State of Florida to submit my comments on the operation of the Town for
the year ended September 30, 1978 to the Governing Body of the Munici-
pality upon the completion of an audit of their books and records.
My comments are submitted for information purposes and reflect certain
C comparisons which are not contained in the Audit Report.
My examination of the books and records revealed that no material defic-
iencies were uncovered this year.
In accordance with Chapter 10.500 of the Rules of the State Auditor
General, the Town Manager is required to file with the Governing Body
of the Municipality and with the State Auditor General, within twenty
days of the receipt of this report, a written statement of explanation
or rebuttal concerning the auditor's comments, including corrective ac-
tion to be taken, if necessary.
If I can be of further service, please contact me at my office.
Very truly yours,
,0 "74.
Dan W. Ward
COMMENTS
The Town's accounting records for General Government operations are maintained
on a modified accrual basis with the most important revenues being recorded when
earned and expenditures being recorded when incurred. Accounting records for
the Water Distribution Fund are maintained on an accrual basis.
GENERAL FUND
Revenues for General Government functions totaled $ 254,788 for the fiscal year
ended September 30, 1978, an increase of 14.85% over the previous year. Actual
collections for General Government exceeded the estimated revenues by $ 8,338.
General property taxes produced 63.05% of General Government revenues compared
to 64.59% for the previous year. The amount of revenue from the various sources
and the increase (decrease) over the previous year are shown in the following
tabulation:
Allocations of the property tax levy were as follows:
1977/78 1976/77
General Fund 4.26 Mills 4.29 Mills
INCREASE
(DECREASE)
PERCENT
OVER
SOURCE OF REVENUE
AMOUNT
TO TOTAL
1976/1977
General Property Taxes
$ 160,652
63.05
$ 17,367
Fines
145
.06
( 1,256)
Building Permits
2,937
1.15
886
Occupational Licenses
5,109
2.00
250
Trash Collection
27,092
10.63
5,239
Franchise Tax
26,678
10.47
5,208
State Cigarette Tax Refund
2,020
.79
15
Palm Beach County - Roads and Bridges
12,447
4.89
757
State of Florida - Gasoline Tax Refund
652
.26
( 13)
State Revenue Sharing
9,429
3.70
197
Other Revenue
313
.12
233
Interest
2,436
.96
14
State of Florida - Homestead Exemption
1,198
.47
372
Lots Cleaned
380
.15
380
Transfer from Federal Revenue Sharing
Fund
500
.20
500
Transfer from Antirecession Fiscal
Assistance Fund
2,800
1.10
2,800
$ 254,788
100.00%
$ 32,949
Allocations of the property tax levy were as follows:
1977/78 1976/77
General Fund 4.26 Mills 4.29 Mills
^ Available cash monies were invested during the year at rates from 5% to 5.58.
The investments were for various periods of time depending on the requirements
of the available cash. The interest earned from these investments amounted to
$ 2,099.
The expenditures for the General Fund operations amounted to $ 266,485 for the
fiscal year, an increase of 24.818 over the preceding year. The expenditures
for the major functions of the Town are shown in the following tabulation:
Public Safety, which includes the Police Department and Fire Protection,
accounted for 49.448 of the General Fund expenditures as compared to 55.338
for the preceding fiscal year.
Expenditures for Street and Easements represented 6.508 of the General Fund
expenditures, an increase of 171.888 from the previous year.
Sanitation Department accounted for 20.358 of the expenditures as compared to
23.448 for the prior year.
FEDERAL REVENUE SHARING FUND
During the year, the Town received total revenue of $ 4,371 which represented
revenue sharing proceeds of $ 3,837 and interest of $ 524. Total expenditures
for the year were $ 4,000 which were spent for Financial Administration and
Public Safety. At year end, the Town had $ 550 of appropriated fund balance
for approved projects and $ 8,177 of unappropriated fund balance to be budgeted
in subsequent periods.
INCREASE
(DECREASE)
PERCENT
OVER
FUNCTION
AMOUNT
TO TOTAL
1976/1977
General and Administrative
$ 63,193
23.71
$ 24,236
Police Department
116,031
43.54
10,923
Fire Protection
15,718
5.90
2,704
Street and Easements
17,319
6.50
10,949
Sanitation Department
54,224
20.35
4,166
$ 266,485
100.008
$ 52,978
General and Administrative functions
accounted for
23:718 of the
General Fund
Oexpenditures, an increase of 62.218
over the previous year.
Public Safety, which includes the Police Department and Fire Protection,
accounted for 49.448 of the General Fund expenditures as compared to 55.338
for the preceding fiscal year.
Expenditures for Street and Easements represented 6.508 of the General Fund
expenditures, an increase of 171.888 from the previous year.
Sanitation Department accounted for 20.358 of the expenditures as compared to
23.448 for the prior year.
FEDERAL REVENUE SHARING FUND
During the year, the Town received total revenue of $ 4,371 which represented
revenue sharing proceeds of $ 3,837 and interest of $ 524. Total expenditures
for the year were $ 4,000 which were spent for Financial Administration and
Public Safety. At year end, the Town had $ 550 of appropriated fund balance
for approved projects and $ 8,177 of unappropriated fund balance to be budgeted
in subsequent periods.
ANTIRECESSION FISCAL ASSISTANCE (ARFA) FUND
The Town has unappropriated funds from the Antirecession Fiscal Assistance Fund,
from the fiscal year of 1977, of $ 809. During the year, the Town received total
revenue of $ 2,353 from the Antirecession Fiscal Assistance Program bringing the
total available to $ 3,162. Total expenditures for the year were $ 3,100, which
were spent for Public Safety - Policemen's Salaries - and for financial adminis-
tration. At year end, the Town had $ 62 of unappropriated fund balance to be
budgeted in subsequent periods.
WATER DISTRIBUTION FUND
The Town's Water Distribution Fund continues to show gains in gross revenues.
The gross revenue and the increase (decrease) over the previous year are shown
in the following tabulation:
INCREASE
(DECREASE)
PERCENT OVER
SOURCE AMOUNT TO TOTAL 1976/1977
Water Sales $ 90,039 88.64 $42,285
Interest 2,538 2.50 (1,451)
Sale of Water Meters 9,000 8.86 9,000
$101,577 100.00% $49,834
The expenses for the Water Distribution Fund are reflected in the following
tabulation:
RXPRNSRS -
Cost of Water
Testing and Chlorination
Meters and Lines Repairs
Electricity
Postage and Printing
Meter Reading
Engineering Services
Prorata Share of General Fund Operating Expenses
Depreciation
Rent of Water Lines
Billing and Collections
Interest
Miscellaneous Supplies
Removal of Water Tower
PERCENT
AMOUNT TO TOTAL
$ 48,091
51.56
431
.46
8,155
8.74
148
.16
37
.04
1,200
1.29
872
.93
9,750
10.45
4,661
5.00
6,250
6.70
695
.75
5,575
5.98
66
.07
7,337
7.87
$ 93,268 100.00%
C�
GENERAL FIXED ASSETS GROUP OF ACCOUNTS
This group of accounts represents the fixed assets of the General Government
operations of the Town. These assets have been recorded on the books at cost
or estimated fair market value at date of donation, if donated assets, and bear
no relation to the current value of the assets. Depreciation is not recognized
in General Government accounting procedures.
AAT.ARTF.R
During the year, the Town expended $ 135,399 as compared to $ 124,906 in the
preceding year representing an increase of 8.40 %. A comparison of salaries
for the fiscal years ended September 30, 1978 and 1977 is reflected below:
During the current examination it was observed that sums of money were not
deposited in the bank on the day received, but at times were kept in the office
several days before a deposit would be made. Inasmuch as the Town does not have
a safe in which to place money overnight, it is my recommendation that all re-
ceipts be deposited in the bank at the end of each business day.
1976/77
PERCENT
1977/78
(RESTATED)
TO TOTAL
General and Administrative $ 18,644
$ 16,375
13.77
Police Department 97,157
90,115
71.76
Sanitation Department 19,598
18,416
14.47
$135,399
$124,906
100.00%
During the current examination it was observed that sums of money were not
deposited in the bank on the day received, but at times were kept in the office
several days before a deposit would be made. Inasmuch as the Town does not have
a safe in which to place money overnight, it is my recommendation that all re-
ceipts be deposited in the bank at the end of each business day.
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Proof of Publication
Va.
........................................... . .................. . .. . . ..............
Filed in the Office of Clerk of Circuit Court
.. ...... 19
..... . . . ............... ..... ...... Clerk
By D. C.
Complainant'a Solicitor.