Minutes for August 14, 2007
Back to Home Page
DRAFT
Board of Trustees
Emergency Meeting
Tuesday, August 14, 2007
7:00 p.m. – Building D&E
The Barefoot Bay Recreation District held an emergency meeting on August 14, 2007 in Building A, Barefoot Bay, Florida. Chairperson Wilma Weglein called the meeting to order at 7:00 p.m.
Ms. Weglein requested a moment of silent prayer.
Ms. Weglein led the Pledge; those present sang “God Bless America”.
The Recording Secretary called roll. Mr. Bleau was excused. Mr. Repperger was present as counsel.
Ms. Weglein announced the purpose of the meeting is to find an Interim Community Manager. Mr. Repperger advised the Board it must allow public input into this meeting.
Chris Mattfeld hoped the Board would concentrate on doing the best for the Bay and its residents.
Charlie Wittford said if Barefoot Bay doesn’t deal with its issues now, “we’ll be a toxic community.” The time for recriminations is over; it’s time to “fish and cut bait”, to move on with purpose. Mr. Wittford applauded the Trustees for their willingness to do that.
Ms. Crouse met with the management company New Community Strategies and provided them with financial data and the DOR. The company charges below what the Bay paid the Community Manager while offering all the services. They are willing to make a presentation to the Board on August 23rd.
Ms. Weglein spoke with Vicky Hay and Diane Sauls. Ms. Weglein commented she didn’t feel there is anyone in Building F at this time who can step up into the Interim Manager position. One has given notice that he does not want to continue employment with the District. Mr. Repperger said the issue seems to be how to carry out management functions until an RFP (request for proposals) is issued and the applications can be considered.
Ms. Crouse feels it would be wisest at this time to install a management group on a temporary, interim basis with an eye to stability. Ms. Donahue concurred with Ms. Crouse; a management company on an interim basis would allow the Bay to find out what they actually cost in operation. Ms. Crouse said New Community Management could install a manager within a week, and the target salary is $8,100 per month. Mr. Ferris said the company he interviewed presented much the same thing with emphasis on efficiency.
Mr. Allan asked Ms. Weglein how the Bay has been running since she has been in the office. Ms. Weglein responded the department managers are “doing fine” with the exception of the one who resigned. Financial problems still exist which must be addressed very soon. Mr. Allan asked if Vicky Hay and Diane Sauls had given reasons they might not want the Interim position for even a short period of time. Ms. Weglein said she had not approached them from that angle because of what needs to be done in the financial end.
Vicky Hay said she didn’t feel qualified to be a Community Manager, but she performed the accounts receivable functions as a former employee and is familiar with the system. Ms. Hay said she felt she could give the Interim position “an honest effort”. Ms. Sauls said she was in the accounts payable, collections and liens, and customer service. Mr. Allan said he had in mind someone familiar with the office who could facilitate cleaning up the financial problems, and be on-site so Ms. Weglein would not have to be in the office every day. Mr. Allan suggested Ms. Hay and Ms. Sauls be hired as co-managers to work as a team.
Mr. Allan made a motion to hire “the two of them” as a team as co-managers. Second Ms. Donahue.
Mr. Repperger said it is more technically correct to say “appoint” rather than “hire.” Legally, the Board must memorialize this appointment, assuming the Board finds favor with it. Ms. Donahue asked what will happen when their time is up. Ms. Sauls said that while they might like permanent work, they realized that was up to the management company or the new Community Manager. Mr. Ferris suggested one should take the lead; however, only one position is open. Mr. Repperger corrected his own impression: because Ms. Hay and Ms. Sauls are not currently employed, the District would be hiring them rather than appointing them. Mr. Allan reiterated that appointing both of them would bring immediate expertise to bear on ongoing problems. Appointing two people tends to eliminate the “my way or the highway” mentality. Ms. Crouse reiterated her position that a professional is needed to “get working” in all the areas that need attention and that a professional would be a better “start point”. Discussion continued along these lines until Mr. Allan moved the question. Ms. Weglein felt the necessity to get someone “in there tomorrow” who we know will begin to get things done. Mr. Repperger suggested the Board get a clarification from Ms. Sauls and Ms. Hay regarding how readily they will abdicate the position when the time period is up.
Mr. Allan made clear to Ms. Hay and Ms. Sauls the District made no promises as to employment after the temporary time is up. Ms. Sauls said she understood the arrangement, and did not wish to be precluded from applying for a position with new management. Ms. Crouse said if there were positions open, Ms. Sauls and Ms. Hay were welcome to apply. Ms. Weglein commented the only way to hold assessment fees where they are is to get the financial problems fixed. Ms. Weglein called for a vote on the motion.
Mr. Ferris Yes Ms. Crouse No
Mr. Klosky Yes Mr. Allan Yes
Ms. Donahue Yes
Ms. Weglein Yes Motion carried.
Ms. Crouse made a motion to hire Ms. Sauls and Ms. Hay on an independent contract basis, to be paid bi-weekly, no benefits and no tax liability to Barefoot Bay. Second Mr. Klosky. Motion carried unanimously.
Mr. Allan made a motion to pay Ms. Sauls and Ms. Hay $800 each per week, pro-rated per day based on a 5 day work week. Second Ms. Donahue. Motion carried unanimously.
Mr. Repperger commented the Board needs to define the scope of the duties it expects Ms. Sauls and Ms. Hay to perform. He said the Board could limit these duties in any way it chooses. As co-Community Managers, they would be performing the duties as described under Ms. Daddario’s contract. Ms. Weglein expressed her belief that Ms. Sauls and Ms. Hay would bring stability into the Administration structure as well as being able to untangle the accounts mess. Ms. Donahue added that customer service, being able to give residents correct information, is vitally important.
Mr. Repperger asked what the duration of the agreement will be, terminable at any time for any reason, on both sides. Mr. Allan suggested 90 days. Ms. Donahue made a motion the initial duration of the contract should be 90 days, terminable at will by either side. Second Mr. Klosky. Motion carried unanimously.
Mr. Repperger clarified that [they] are serving the function that Ms. Daddario served individually. He asked if either one of them were any more answerable to the Board than the other. Mr. Allan said they should both be at the meetings. Ms. Donahue suggested that as interim they would not be signing checks. Mr. Repperger commented the current arrangement with Ms. Weglein and Ms. Donahue as signatories had been approved in the minutes and should stand as is. Ms. Sauls and Ms. Hay, as independent contractors, are not agents of the Districts with respect to binding the District into financial or contractual obligations.
Ms. Crouse made a motion that all contracts must be brought before the Board of Trustees before entering into. Second Ms. Donahue. Motion carried unanimously.
Mr. Repperger suggested the Board look into what the insurance company will say about this arrangement before the agreement is signed.
Ms. Crouse made a motion that Mr. Repperger prepare the independent contracts for Ms. Sauls and Ms. Hay. Second Ms. Donahue. Motion carried unanimously.
Ms. Donahue made a motion to call a special meeting to convene at 12 noon preceding the workshop on August 23rd. Second Ms. Crouse. Motion carried unanimously.
Ms. Crouse requested that Ms. Sauls and Ms. Hay be present at that meeting.
Ms. Weglein entertained a motion to adjourn. Ms. Donahue made the motion to adjourn. Second Mr. Klosky. The meeting was adjourned at 8:35 p.m.
Wilma Weglein, Chairperson Barrie Jenkins, Recording Secretary
THIS DRAFT OF MINUTES HAS NOT BEEN APPROVED BY THE BAREFOOT BAY RECREATION DISTRICT BOARD. IT IS SCHEDULED FOR APPROVAL DURING THE NEXT MEETING.
PHONE: (772) 664-3141
FAX: (772) 664-1928