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03-14-1977 - Regular o o CITY COUNCIL OF THE CITY OF EDGEWATER REGULAR MEETING HELD March 14, 1977 Mayor Armstrong called the regular meeting of the City Council of the City of Edgewater to order Monday, March 14, 1977 at 7:30 P.M. ROLL CALL: Mayor Dana T. Armstrong Councilwoman Ryta F. Webber Councilman Henry C. Riggs Councilman Walter B. Sikes Councilman Calvin R. Dietz Asst. City Attorney Judson Woods City Clerk Sue Blackwell Police Chief Earl Baugh Present Came late Present Present Present Present Present Present INVOCATION: SALUTE TO FLAG: APPROVAL OF.MINUTES: Councilman Sikes made a motion to approve the minutes of the meeting held February 28, 1977, being seconded by Councilman Dietz. Upon roll call vote said motion CARRIED, 4-0. BILLS AND ACCOUNTS: Mayor Armstrong read the total of the bills in the General Fund account. Councilwoman Webber entered the meeting during this discussion. Councilman Riggs made a motion to pay the bills, being seconded by Councilman Dietz. Upon roll call vote said motion CARRIED, 5-0. Mayor Armstrong read the total of the bills in the Water and Sewer account and the Federal Revenue account. Councilman Dietz made a motion to pay the bills, being seconded by Council- man Sikes. Councilman Dietz answered several questions about the B & H Sales bill. He explained the work that is being done on the water lines. There were questions about how much this is going to cost? Councilman Dietz stated that the total bid will not exceed $7,000, which includes all the rental of all equipment and all materials. He stated that they had the bids and they have a record of them. Upon roll call vote on the previous motion to pay these bills, said motion CARRIED, 4-1. Mayor Armstong voting no. o o COMMUNICATIONS: The City Clerk read a letter from Mr. Kellog from McMahan Construction, requesting the the builders risk insurance policy be returned to them. Councilman Dietz stated that this should be turned over the Briley, Wild for their recommendation and we should.not enter into this in any way without their approval. The job will not be completed until Briley, Wild and the State give us the final o.k. It was agreed that this should be sent to Briley, Wild. The City Clerk read the report from the Building Official, and his bill. Councilman Dietz made a motion to pay the bill, being seconded by Council- man Sikes. Upon roll call vote said motion CARRIED, 5-0. The City Clerk read a letter from Marvin B. Clayton, Assitant Director of the Municipal Police Officers Retirement Trust fund acknowledging our Ordinance establishing Chapter 185 of the Florida Statutes, stating that since the Ordinance was not passed prior to October 1, 1976 the City will not be eligible to receive State tax monies during this calendar year. There was no action necessary in regard to this correspondence. The .City Clerk read the General Fund Budget Report for the month of February. Mayor Armstrong stated that he would like the Council's attention to the 1400 account, hopefully we will have enough money to finish out the year. AUDIENCE MISCELLANEOUS: There was a question about the streetlights in the City that have been requested. Mayor Armstrong stated that we will go over these requests as soon as we get a chance and put in the lights in accordance to the need. AUDIT REPORT: Tape lB John Vodnicker from May, Zima & Company was given the floor. He went over the audit report with the Council, first reading the report, and then answering questions. There was quite a bit of discussion about monies that were transferred to the Construction Fund, from the Water and Sewer account. Councilman Sikes stated that an Ordinance set aside a particular amount of money for the expansion of the Water and Sewer system. This money belongs to the Water and Sewer fund. It was explained that when the Water and Sewer Construction Fund transfers back $73,000 into the Revenue Sharing Fund it will not change anything. There was some discussion about the purchasing system and that there should be a policy set up on a minimum dollar purchase required in order to get a purchase order. There was discussion about the problems that we have had with the payroll system. It was suggested that written procedures be established for the operation of the payroll system. Tape 3A There was discussion about the signatures required for access to the safe deposit box. -2- o o After Mr. Vodnicker finished reading the management letter, Councilman Dietz asked him if he feels that we have the staff to take care of all of these changes and recommendations, Mr. Vodnicker stated that he thinks you are, if the employees have the understanding it would take a considerable less amount of time. Possibly with some instructions as to what is going on and how to do~it, this will increase the amount of time that they have to do other things. Councilman Dietz stated that he just does not see how all of this work can get done. Discussion began on the subject of purchasing a computer. Councilman Dietz stated that we are ready to listen to a proposal whenever he can present one to us. Councilman Sikes questioned if we had quarterly audits would we save time and would it cost us much more? He asked if we could get a figure on what it would cost us for quarterly audits. Councilman Dietz stated if we had a computer is it correct that we would be constantly up to date? Mr. Vodnicker explained that once you have a computer system completely set up this would be more or less true. There was discussion about the Federal Revenue account and how funds can be distributed from this account. It was explained that you can appropriate out of Federal Revenue for capital improvements by Ordinance. At this time a five minute recess was called. OLD BUSINESS: Mayor Armstrong stated that we had a request from the Library Board to purchase new shelves for the addition to the Library. Mrs. Harmon explained that she got an estimate on the cost, which is $1,600. She explained that the Library Board has taken it upon themselves to pay for the carpeting, the cabinet work, the folding doors and the curtains, which will take care of about all of their money. There was some discussion about the air conditioner, and that they are not sure what kind of expense is going to be involved with this. Mayor Armstrong stated that we are going to have a new building we should have new equipment, and he recommends that the purchase be granted. Councilman Sikes made a motion that we authorize the Library to buy the shelves that are needed for the new building as long as the purchase does not exceed $2,000, being seconded by Councilman Dietz. Upon roll call vote said motion CARRIED, 5-0. Attorney Woods stated that we got the decision back from the Federal Administrative Judge on the Wilson case, and his recommendation was that the application of Mr. Wilson be denied. He added that a lot of the credit is due to the good testimony of Mr. Thomas; his testimony probably saved us at the hearing. Mayor Armstrong stated that the next item is the certification of bids received in regard to the pipe that we advertised for. The City Clerk certified that we received one bid from Maule Industries. The bid was opened and Mayor Armstrong read it to the Council. -3- o o There was discussion as to how much pipe we need to purchase. Councilman Dietz made a motion that we accept this bid and that we authorize Councilman Riggs and Mayor Armstrong to go out and purchase the amount of pipe that they feel necessary to do the jobs we need done, not to exceed what we have advertised, being seconded by Councilman Riggs. Upon roll call vote said motion CARRIED, 5-0. Councilman Dietz stated that a few weeks ago we discussed a letter from Briley, Wild about the skimmer chains on the primary and secondary tanks at the Sewer Plant. He explained that he spoke to Mr. Fernandez and he got the change order approved by F.H.A., and the proposed bid from McMahan and Company to install this is $28,500 and it will take 26 weeks to get it. Mayor Armstrong stated that he is closed of this closed bid business. There was more discussion on this. Councilman Dietz stated that this is something" that has to be done regardless of how we do it, and to repair what we have, we will have something that is still twelve years old and it will cost the same amount of money. Attorney Woods suggested that we get something in writing from F.H.A. approving the payment of this. Councilman Dietz stated that we have to have some decision on this tonight because Mr. Strang is coming next week to make the final on the equipment and when he finals this we are in trouble. Councilman Sikes made a motion that we accept the recommendation from our engineers to proceed with a change order on our Sewer Plant involving replacing of the skimmers at the cost of $28,500, subject to the approval of Fm. H.A. and their guaranteeing that we can make this part of our loan, being seconded by Councilman Dietz. Upon roll call vote said motion CARRIED, 4-1. Mayor Armstrong voting NO. Councilman Sikes questioned the Mayor as to what problems he sees? Mayor Armstrong stated that in the first place he has seen no recommendation from the engineers, and we have not authorized Briley, Wild to do the pre- liminary planning on this job. He added that nothing is on paper about this, it is just hearsay. NEW BUSINESS: Councilman Dietz stated that everyone got a letter from Mr. Kuyk. He explained that the Water Department and the Street Department are having quite a battle with the use of the backhoe. He stated that they have found a piece of equipment that will be more beneficial to the City, and the cost is about $16,000 or $18,000. He explained the operation of the equipment. He asked the City Clerk if there are funds available for this machine. The City Clerk stated that there are funds available if you appropriate them. The funds are in the Revenue Fund. Councilman Dietz went on to explain.that he either has to go out and hire someone to do the digging for them, or he has to rent a machine and pay $864 a month, or they have to buy one. Councilwoman Webber stated that she went over and watched this machine and it looks like it does a much better job than the backhoe. Councilwoman Webber made a motion that we appropriate the money for this machine, being seconded by Councilman Dietz. The money to come from the Revenue Fund. Upon roll call vote said motion CARRIED, 4-1. Mayor Armstrong voting NO. -4- o o Tape 4A Councilman Dietz made a motion that we instruct the City Clerk to put out the specifications for a ditch trenching machine, back hoe attachment, backfill blade and transporting trailer, specifications are spelled out in Mr. Kuyk's letter, bids to be back April 4, 1977 at 4:00 P.M., being seconded by Councilwoman Webber. Upon roll call vote said motion CARRIED, 4-1. Mayor Armstrong voting NO. Councilwoman Webber stated that the Chief has come up with a manual of rules and regulations for the Police Department. She stated that this is essential. She stated that she would like to have a Resolution drawn up stating that we will accept this manual as rules and regulations for the Police Department. She stated that this is a motion, being seconded by Councilman Sikes. Upon roll call vote said motion CARRIED, 4-1. Mayor Armstrong voting NO. Councilwoman Webber asked if we are suppose to ask for an Ordinance to have all of this money put in the General Fund? She was speaking of the Federal Revenue monies. Mayor Armstrong stated that you can not put Federal Revenue Sharing money in the General Fund. It has to be advertised in the paper and there has to be a Public Hearing. There was discussion as to what this money is going to be appropriated for. Mayor Armstrong explained that if we want to talk about spending Federal Revenue Sharing monies that are not appropriated you need to by Resolution declare a date for a Public Hearing for the purpose of establishing the priority for that money. Councilwoman Webber made a motion that the attorney draw up a Resolution for a Public Hearing for allocation of the unappropriated Federal Revenue Sharing funds, being seconded by Councilman Riggs. It was agreed that the Public Hearing will be held on April 11, 1977 at 7:00 P.M. Upon roll call vote said motion CARRIED, 5-0. MISCELLANEOUS: Mayor Armstrong stated that there is a special meeting scheduled for March 16, 1977, in regard to a board member's suspension. He explained that he has had several calls about this, and he had hoped that there would be some way of resolving this without the Council sitting in judgment. Attorney Woods stated that this is the only way to handle the problem unless the individual gracefully resigns. He answered several questions from the Council about the hearing. Councilman Dietz stated that we should not have all the comments from the audience. Attorney Woods stated that the Mayor will have to keep order as far as this goes. Mayor Armstrong stated that he feels that the members of the Board and Mrs. Murphy should be the ones speaking, unless Mrs. Murphy wants to call a witness. Councilman Dietz stated that Mr. Gillespie stated that we should sit in a judicial type of Council on an unbiased basis, which is kind of hard to do and he can not say that he is completely unbiased. He stated that he will listen to what she has to say and perhaps she could change his mind. Mayor Armstrong agreed with this. Attorney Woods stated that this is the outlook you have to take that you will listen and base a decision on what you hear. -5- Tape 4B o o Mayor Armstrong stated that he has to report about the garbage business that he has received many calls about this. He explained that the men are having problems and they are not getting all of the trash. Councilman Dietz stated that if we remember the man asked us to hold off on the contract until May because he had obligated his equipment someplace else. Once he gets his new equipment things will look better. Councilman Riggs stated that he spoke to him and told him about all of the complaints. There was discussion about the three days of spring clean up that the City is going to have. Councilman Riggs stated that it will cost somewhere between $16,000 and $17,000 to repair the dragline. Councilman Dietz stated that we have an Ordinance that states that any Council member who misses three meetings in a row is automatically dismissed. He asked if this could be researched and if he would recommend how this can be changed, since it was set up when the Council met once a month. Councilwoman Webber stated that New Smyrna Beach is now interested in having us go in with them on a plan for a Dial a Bus system. We would pay a pro-rata share of the costs. Mr. Maseda of the Florida Department of Transportation will be here on the 21st and he will brief us on the program. ADJOURNMENT: Councilman Riggs made a motion to adjourn, being seconded by Councilman Sikes. Said motion CARRIED. MINUTES TAKEN BY: Sue Bl ackwell Debbie Sigler ~T~)P7 V~ > Ma or ~ W ~r }- 9t)~ re.v council~man ~ r: i2~ ity Clerk ~ Approved this 6</ day of '- .... -6- ., .. ' 'to o GENERAL FUND: City of Edgewater WW & SS Florida Power & Light City of Edgewater Gen. Fund News & Observer Calvin R. Dietz Dana T. Armstrong Dennis Warren Stephen Kelley Larry Gibson A.D. Karditzas Williams Welding Oasis Car Wash Standard Oil Company R.E. Morris Dwight's Mac Smith Equipment Company Magnolia Motor Company Diversified Electronics Burns Janitor Service Jack Cocke & Company May, lima & Company WATER AND WASTEWATER: Florida Power & Light Flamingo Springs Water Company City of Edgewater Gen. Fund American Hardware Kent Meter Sales, Inc. B & H Sales, Inc. May, lima & Company REVENUE SHARING: May, lima & Company BILLS AND ACCOUNTS Ma rc h 14, 1 977 Fire Street Petty Cash City Council Mileage and meeting Mileage and meeting P.O. P.O. P.O. City Counci 1 Street P.O. Street Street City Cl erk Street Street P.O., and Misc. City Ha 11 Street Auditor Exp. Water and Wastewater Wastewater Water Water and Wastewater Water Water Water and Wastewater o 5.50 67.81 17.25 5.60 17.00 30.64 27.34 14.07 28.17 83.00 6.60 26.00 2,842.96 3.47 24.51 117.10 51.76 74.25 22.36 99.00 1.460.19 5,024.58 956.17 4.80 70.70 1 58 . 76 592.80 1,538.54 1 ,460. 18 4,7;81.95 980.00