Minutes for September 6, 2007
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DRAFT
The Barefoot Bay Recreation District held a special meeting with a workshop following on September 6, 2007 in Building A, Barefoot Bay, FL. Chairperson Wilma Weglein called the meeting to order at 5:00 p.m.
Ms. Weglein requested a silent prayer for all our servicemen and veterans around the world.
Ms. Weglein led the Pledge.
Ms. Crouse called the roll. Mr. Repperger was present as counsel.
Mr. Allan read the advertisement for Community Manager that will be placed in the newspapers. The ad will also initially suffice to attract management company candidates. (Attached for reference.) Ms. Crouse asked that “department directors” be changed to “department managers”, and “subordinates” to “residents and employees”. Mr. Allan suggested the ad be sent to Ken Small’s newsletter at the Florida League of Cities; the Florida Association of Special Districts; Florida Special District Information Program; Florida City and County Management Association, and a newspaper of general circulation. Ms. Weglein requested the ad be sent specifically to the four management companies that interviewed with the District.
Mr. Bleau made a motion to distribute the advertisement as amended. Second Ms. Donahue. Motion carried unanimously.
The most recent Community Manager job description, including Ms. Weglein’s request for the communications requirement, is attached for reference. Ms. Crouse made a motion to use the revised job description for Community Manager in response to those people responding to our advertising. Second Mr. Klosky. Mr. Allan asked to include “according to the Policy and Procedure Manual” after the word “decisions” in the hiring and firing requirement of the job description. Motion carried as amended.
Mr. Allan referred to a Florida City and County list of a Code Enforcement of Ethics for Managers. Mr. Allan asked that such a Code Enforcement of Ethics be adopted for the Community Manager and/or Management Company. (Attached for reference.)
Ms. Crouse referred to the rfp sample provided by Special District Services. Ms. Crouse commented the Bay needs a manager with all the skills mentioned in the rfp but tailored toward an individual and not “multiple people”. Mr. Allan commented the management companies generally hire a manager then provide their management staff in other skill areas on an “on call” basis. Ms. Crouse agreed to incorporate new language into the rfp sample and return to the Board on September 14th with it.
Ms. Weglein read her report on Conditions in Barefoot Bay (attached for reference). Mr. Bleau made a motion to allow the Trustees to exercise their power in Article IV of the Charter to operate and maintain the District until such time that there is a Community Manager or a Management Company in place. Second Mr. Ferris.
Ms. Donahue asked Mr. Repperger his opinion. Mr. Repperger commented this is a significant action that is in conflict with the Board’s rules. It will set parameters regarding delegation of authority that are inconsistent with past history and a drastic remedy. Ms. Crouse commented a management company would perform all the functions mentioned in Ms. Weglein’s report; she feels “trial and error” is not the way to run the District. Ms. Weglein countered that the problem is more immediate: there are individuals who refuse to work; the receivables are not being posted in a timely fashion. Ms. Crouse responded individuals who don’t want to work should be given the opportunity to correct that issue or they may move on. Mr. Bleau said he respected Mr. Repperger’s opinion; then he read from Article V of the Trustees general powers and duties. Mr. Bleau asked if that didn’t mean the Trustees have the authority to exercise the power of Article IV of the Charter until the District hires a Community Manager or a management company? He said the Board is not looking to be the boss, but it is the responsibility of the Board to make sure the District functions properly. Mr. Repperger said he does not disagree with Mr. Bleau’s sense of the Charter. The District’s governing Board has the power to manage the District in any form or fashion it chooses. Mr. Repperger reiterated the historical perspective, i.e., the District gave authority for operations to the Community Manager. Mr. Repperger is concerned with problems the Board could get into administratively. He stressed that if the Board is going to take back authority, parameters addressing every aspect of the meaning must be considered. Mr. Bleau said his motion was intended to provide continuity in the interim, then to “hand back” control to a Community Manager or management company. Ms. Weglein said she doesn’t believe the Board should take back authority, but there should be some guidelines given to Trustees to be able to tell an employee to “shape up or ship out”. Important work stops when an employee can get up and go to the 19th Hole for two hours. Mr. Alford is upset because he can’t get information integral to the financials the Board wants. The receivables are not posted in a timely fashion. Vendors are complaining because checks are late. There was further discussion; Mr. Bleau moved the question. Ms. Crouse polled the Board.
Mr. Klosky Yes Mr. Allan No Ms. Crouse No
Mr. Bleau Yes Ms. Weglein No
Mr. Ferris Yes Ms. Donahue No Motion failed
Mr. Ferris thanked Ms. Weglein for all the work she has done in Building F for the District.
Ms. Weglein entertained for a motion to please try to get someone in the Community Manager’s position by October 1st. Ms. Donahue made a motion to hire a Community Manager or a management company by October 1, 2007. Second Mr. Klosky. Motion carried unanimously.
Mr. Repperger advised the Board to establish a deadline for the advertisement. Ms. Donahue amended the motion to establish the deadline as September 24th, the day before the last Board of Trustees meeting of September (9/25/07). Second Ms. Crouse. Motion carried unanimously.
John Lochmandy commented since most of the District’s problems are coming from the accounting software, “dump it in the lake” and get some that works.
Tom Guinther concurred the problems are largely financial and said the District should hire a financial officer because the Bay’s money is a prime concern.
Dale Page commended the Board for carefully reviewing all information before hiring anyone. Mr. Page commented that liaisons should work their own assignments. Ms. Crouse responded to specific questions from Mr. Page, and Mr. Bleau reminded everybody the Board is not supposed to converse with the audience.
Mr. Allan made a motion to adjourn the special meeting portion of the proceedings. Second Ms. Donahue. The special meeting was adjourned.
Mr. Klosky began on page 5 with Food and Beverage. Ms. Weglein inquired about the $2000 maintained as petty cash. It has never been audited and should be. Mr. Raponi said he did not need that much money in petty cash. Ms. Crouse asked if the total amount was under question or if the individual drawers, which total $1,100, were being discussed. Ms. Weglein suggested the total $2000 amount be lowered and stipulated to audit by the financial department once a month. Mr. Klosky suggested all petty cash drawers should be audited once a month. Mr. Klosky commented Food and Beverage should have a designated safe, not a petty cash drawer. Ms. Crouse asked if that replaced the three cash drawer responses to designated or location safe. “Yes.” Also the Food & Beverage $2,000 and the Food & Beverage $150? Mr. Klosky replied the $150 petty cash does not exist any more. Mr. Bleau referred to “as needed”. Mr. Klosky replied the “as needed” was changed to “the 19th Hole has $300; Lounge daytime is $250, night is $250; and band night is $300”. Mr. Allan suggested $1500 instead of $2000 as the Food & Beverage bank. Ms. Crouse read page 17 and concluded the petty cash audit is covered adequately. The Building F petty cash needs to stay at $1,000 because Maintenance is using it for gasoline for the fleet trucks. The Board gave consensus regarding the foregoing.
Sandy LoBello, Pro Shop, referred to Page 7 saying the $744.99 should be placed in the 3rd paragraph on Page 6. Blanket purchase orders have already been approved by the Community Manager for the Pro Shop to draw against. Ms. LoBello asked to eliminate the last two sentences under “blanket purchase orders”. Ms. Crouse did not want to move the sentence about blanket purchase orders out of the blanket purchase order category and put it in general purchasing. Ms. LoBello cited vendors who do not wish to deal with small amounts of money, especially in merchandise like golf clubs where the Pro Shop has to maintain a full range of available stock. Ms. Crouse asked if ordering a large quantity of golf clubs in multiple sizes and shapes at a trade show from one vendor falls under “sole source” or competitive bid category. Ms. LoBello said that might be true, but if she can’t get the amount of money changed, she may not be able to get “full range” and discounts which are a savings to the District. Ms. LoBello distinguished “blanket purchase orders” from “sole source” as a category requested by the District’s previous auditors; she said the system has been working well for many years. It did exactly what the auditors wanted it to do. Ms. Crouse agreed on the $2500 but wants to keep the sentence regarding use of blankets to bypass competitive pricing or bid procedures. Consensus.
Ms. Crouse: Blanket purchase orders may be used for small repetitive specified goods or services from the same vendor that requires numerous order/shipments over specified periods of time. Ms. LoBello said her blanket purchase orders are used over the whole year; some of the purchases may be small, some may be large. Scorecards alone may cost $2500. Mr. Allan suggested making the amount $2500; Ms. LoBello asked to strike out “small”; Ms. Crouse changed “numerous orders” to “multiple orders” and “specified periods of time” should reflect “orders/shipments during the budget year”. Consensus.
Page 11: Mr. Allan began at #7 Accounts Payable. Ms. Weglein changed IMS to SAGE. Ms. LoBello suggested “bills” should be “invoices.” Ms. LoBello: all invoices, packing slips, any blanket purchase order showing draw against purchase order, and any applicable paper work must be turned in to Accounts Payable on a daily basis. All invoices must be signed by the department manager. Unsigned invoices will be returned to the department and payment will be delayed.
Ms. Weglein said invoices should be put into the system immediately. Ms. Crouse eliminated having to put invoices in “alpha order”; the computer does that automatically. Ms. Weglein asked that last names be used in the system for efficient tracking. The designated accounting manager initials invoices for payment and returns approved invoices to accounts payable for payment. Consensus.
Mr. Allan: “After checks are signed .. . . . .check number.” The last sentence is eliminated. Mr. Allan wants the invoices along with the check paying it are filed in order in individual vendor files. Consensus.
Mr. Allan: “Accounts payable enters quantities . . . . . . .tax collection.” Change “Lotus” or “Sage” to “accounting software”. Ms. Weglein suggested looking into the liquor surtax requirement as the law may have changed by now (Alcohol and Tobacco agency).
Mr. Allan: “Sales tax is transmitted monthly . . . . . ..sales tax.” No changes.
Mr. Allan: #8 Accounts Receivable . . . . . . . . .bank deposit”. Ms. LoBello said at the Pro Shop receipts are locked in the safe overnight along with any documents for Administration in the morning by the Food and Beverage Manager. The Pro Shop balances the cash drawer each evening. Ms. Crouse asked to eliminate the paragraph beginning “Pro Shop receipts are picked up” and substitute Ms. LoBello’s description of the process. Consensus.
Ms. Donahue suggested a system called “Lockbox”. The bank processes the incoming checks, makes a list, and transmits the list including account numbers to the District. When the information is entered at Administration, corrections to individual accounts can be made.
Mr. Allan: “Lounge receipts . . . . . . . bank deposit.” The Board reached consensus to leave the Food and Beverage paragraph as is.
Mr. Allan: “19th Hole receipts . . . . . . . .bank deposit.” Mr. Klosky: The way it is done currently is, “The 19th Hole receipts are picked up at the end of the shift and dropped into the safe. Each morning the Food & Beverage Manager or assistant picks up the receipts for counting. Food and Beverage Manager or assistant reconciles the cash to register tapes and forwards the cash to A/R for preparation of bank deposits.” Consensus to use this language.
Front desk receipts, guest passes, and miscellaneous revenue are forwarded to A/R. Monies are reconciled to receipts and the bank deposits are prepared. (“Front desk” refers to Building B reception staff i.e. Betty Bailey). Consensus to leave as is.
“When the bank deposits are ready, the deposits are taken to the bank by Administration staff. The bank receipts are verified against a control sheet at the bank, and returned to Accounts Receivable.” Consensus to leave as is.
Food and Beverage report: Accounts Receivable staff prepares daily cash report listing various revenues received. Accounts Receivable will prepare daily report listing Food and Beverage revenue as Lounge, 19th Hole, or party bars.” Mr. Bleau suggested changing “party bars” to “portable bars”. Mr. Allan requested break out’s; he wants a report that runs end numbers before an event starts and at the end, and separate reports for the Lounge, the 19th Hole, and the entertainment. Ms. LoBello said don’t forget the portable bars clubs use at their events. Ms. Crouse agreed with tracking revenues from certain locations to reflect revenue generated by certain activities.
RV Storage billing: IMS changed to “accounting software”. Betty Bailey said the District does not currently send out monthly bills on RV storage and hasn’t for a year or two. Ms. Bailey said she did not know if the District would return in the future to the practice of sending monthly bills. When the accounts and funds were merged, the RV revenues were put into the Operating Account. Ms. Weglein explained when the assessment fees come in, if there is a storage fee staff is supposed to cross through the $56.00, add in the storage fee on the face of the coupon, and pass it along to A/R. Fran Avery provided a memorandum explaining the RV billing procedures but was not able to attend the evening meeting. Mr. Klosky suggested having Ms. Avery attend a daytime meeting to detail RV procedures in person. Mr. Allan suggested the RV billings should be sent out (when resumed) before the first of the month not on the first of the month to be effective.
Mr. Allan requested the next workshop be right before or right after a regularly scheduled Board of Trustees meeting. Mr. Klosky said he would schedule the next work shop with the calendar coordinator. Ms. Jenkins will notice Mr. Repperger and coordinate with the legal office. Ms. Weglein said the two sections dealing with the Pro Shop and the liquor requisitioning could be done at the Board of Trustees regular meeting. Consensus.
Ms. Crouse suggested eliminating the “click on” instructions and leave in general accounting procedures. The Trustees policies and procedures shouldn’t teach people how to run computers. Ms. Weglein suggested each employee write up the procedures of their position and put the information in a binder. Copies should be given to the Community Manager, each Trustee and every new Trustee coming in.
Ms. Weglein entertained a motion to adjourn. Mr. Bleau made the motion to adjourn. Second Ms. Donahue and Mr. Allan. The meeting was adjourned at 8:02 p.m.
Louise Crouse, Secretary 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