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12-06-1993 ./... ...... . o o Votinq Order Councilwoman Martin Councilman Hays Councilman Mitchum Mayor HaYman COllnC"j 1 mtln :ronl!~: AGENDA CITY COUNCIL OF EDGEWATER DECEMBER 6, 1993 7:00 p.m. COMMUNITY CENTER 1. Call to Order, Roll Call, Allegiance Pledge of Invocation, 2. Approval of Minutes A. Regular Meeting of November 1, 1993 B. Regular Meeting of November 15, 1993 3. Citizen Comments 4. Consent Agenda Items on the consent agenda are defined as routine nature that do not warrant detailed discussion or individual action by the Council; therefore, all items remaining on the consent agenda shall be approved and adopted by a sing Ie motion, second and vote by the City Co u n c i 1 . Items on the consent agenda are not subject to discussion. One of the most basic rules of a consent agenda is that any member of the City Council may remove any item from the consent agenda simply by verbal request at the City Council meeting. Removing an item from the consent agenda does not require a motion, second or a vote; it would simply be a unilateral request of an individual Councilmember. (None) 5 . New A. Business Police Department Computer Software Agreement with Communications Engineering Technology, Inc. Police Chief's request to purchase One Stalker Radar Unit Package for $2,495 B. 6. Ordinances, Public Hearings, and Resolutions First Reading: (None) Second Reading: (Public Hearing) (None) 7. Unfinished Business A. Extension of Employee Assistance Program with ACT Corporation from 10/1/93 to 9/30/94 (Tabled November 1, 1993) B. Ruth A. Plummer's request for financial assistance for Family Crisis Help Center (From AprilS, 1993) ""'- l f...) (.) .... City Council of Edgewater Agenda - December 6, 1993 Page Two 8. Council/Officers Reports A. City Attorney B. City Manager C. City Council 9. Questions from Press 10. Citizen Comments 11. Adjourn. All items for inclusion on the December 20, 1993, City Council agenda must be received by the City Manager's office no later than 4:30 p.m. on Monday, December 13, 1993. Pursuant to Chapter 286, F.S., if an individual decides to appeal any decision made with respect to any matter considered at a meeting or hearing, that individual will need a record of the proceedings and will need to insure that a verbatim record of the proceedings is made. AGENDA REQUEST C.A. NO.: 93 -120 Date: November 23, 1993 NEW UNFINISHED CONSENT BUSINESS 12/6/93 BUSINESS PUBLIC HEARING RESOLUTION ORDINANCE ITEM DESCRIPTION /SUBJECT: Police Department Computer Software Agreement with Communications Engineering Technology, Inc. BACKGROUND: Attached is a proposed Agreement with Communications Engineering Technology, Inc. (CET) to provide a pilot computer software program to the Police Department for their recordkeeping operations. '' Appendix A describes the components of the program as initially contemplated. Since the project is a pilot program, the Agreement provides for modifications to the program as agreed to by the parties. The initial term of the Agreement is 36 months beginning on January 1, 1994. The monthly fee for the first 12 months is $3300.00. For the second 12 months the monthly fee would increase 5% to $3465.00 and for the remaining 12 months of the term, the fee would increase another 5% to $3630.00 per month. RECOMMENDATION /CONCLUSION: The Agreement is approved as to legal form and correctness. The Council should consider whether to approve the Police Department Computer Software Agreement as drafted. FUNDS AVAILABLE: ACCOUNT NUMBER: 56640 (SPECIFY IF BUDGET AMENDMENT IS REQUIRED) `err PREVIOUS AGENDA ITEM: YES NO XX DATE: AGENDA ITEM NO. Respectfully submitted, Concurrence: Noir ALLiik - �✓ Krista A. Storey Ferdinan Munoz City Attorney Acting City Manager awrence F. Schumaker Police Chief KAS Attachment `N1rr r POLICE DEPARTMENT COMPUTER SOFTWARE AGREEMENT This Agreement, made this day of December, 1993, by and N "'" between COMMUNICATIONS ENGINEERING TECHNOLOGY, INC., (hereinafter referred to as "CET "), of 1001 South Ridgewood Avenue, Edgewater, Florida 32132 and the CITY OF EDGEWATER, FLORIDA, a municipal corporation, (hereinafter referred to as "CITY "), of 104 North Riverside Drive, Edgewater, Florida 32132. WITNESSETH WHEREAS, the CITY desires to engage CET to render certain technical and professional services in the development of a pilot computer software program for the CITY Police Department recordkeeping operations; and WHEREAS, CET has agreed to render the aforesaid technical and professional services. NOW, THEREFORE, in consideration of the foregoing and the mutual promises hereinafter expressed, the parties mutually agree as follows: ARTICLE 1 - EMPLOYMENT OF CET The CITY hereby agrees to engage CET to perform the technical and professional services as hereinafter set forth. ARTICLE 2 - SCOPE OF SERVICES CET shall perform and carry out in a satisfactory manner, as determined by the CITY, the technical and professional services Nor necessary to develop a pilot computer software program for the CITY Police Department recordkeeping operations. Attached hereto and incorporated by reference is Appendix A which sets forth the components of the program as initially contemplated by the parties. The program is subject to modification during the term of the Agreement as mutually agreed to and defined by the parties. ARTICLE 3 - TERM OF AGREEMENT This Agreement shall run for an initial period of thirty -six (36) months, commencing January 1, 1994. This Agreement may be renewed under the terms and conditions acceptable to the parties at Nor, the time of renegotiation. 1 / 1,4 ` G4 . 3C der ARTICLE 4 - LICENSE TO SOFTWARE i CET grants to the CITY, and the CITY aC epts, a non - exclusive license to use all the computer software programs described in Now Appendix A and all other programs made available by CET during the term of this Agreement.. Copyright in the programs shall be owned by CET. Upon expiration of the Agreement, the CITY shall have the right to purchase the computer software programs described above at a price to be negotiated between the parties at that time. ARTICLE 5 - SECURITY /OWNERSHIP OF DATA The CITY shall have throughout the term of this Agreement and surviving the termination of this Agreement, sole right, title and interest to the data entered and maintained by the CITY. CET agrees to limit access to and use of the data to users authorized by the CITY. ARTICLE 6 - TERMINATION A. In the event of the following, this Agreement may be terminated by either party without penalty by giving thirty (30) days written notice to the other party: 1. CET repeatedly fails to provide satisfactory services as determined by the CITY, provided however that CET shall be given written notice of the deficiencies with thirty (30) days to make corrections; or 2. Either party becomes insolvent; or 3. The CITY's repeated failure to make payments of fees on �► a timely basis provided however that the CITY shall be given written notice of such failure with thirty (30) days to correct the problem. B. The CITY may terminate this Agreement in the absence of any of the conditions specified in Article 4(A) upon the payment of: 1. All unpaid fees for the prior months of service; and 2. A termination fee in an amount equal to twenty -five percent (25 %) of the monthly fees for all remaining months in the initial term, up to a maximum of twelve 01r (12) months. 2 ARTICLE 7 - METHOD AND PAYMENT OF FEES A. For the first twelve (12) months of the term, the CITY shall pay to CET .a monthly fee of three thousand three hundred and "'s' 00 /100 dollars ($3,300.00), due and payable on the first day of each month, without invoice, for services received the preceding month. For the second twelve (12) months of the term, the CITY shall pay to CET a monthly fee of three thousand four hundred sixty -five and 00 /100 dollars ($3,465.00), due and payable on the first day of each month, without invoice, for services received the preceding month. For the remaining twelve (12) months of the term, the CITY shall pay to CET a monthly fee of three thousand six hundred thirty and 00 /100 dollars ($3,630.00), due and payable on the first day of each month, without invoice, for services received the preceding month. B. Payment for services provided by CET beyond the scope of this Agreement shall be separately invoiced to the CITY by CET and are due and payable within ten (10) days of receipt by the CITY. ARTICLE 8 - ASSIGNMENT This Agreement is not assignable by either party without the written permission of the other party. ARTICLE 9 - MODIFICATIONS This Agreement may only be amended by a written document signed by both parties. ARTICLE 10 - SEVERABILITY tills► If any provision of this Agreement is held to be invalid, illegal, or unenforceable, that shall not affect or impair the validity, legality, or enforceability of the remainder of this Agreement. ARTICLE 11 - INTERPRETATION Subject headings in this Agreement are for convenience only and do not limit or construe the contents of this Agreement. ARTICLE 12 - ENTIRE AGREEMENT This Agreement embodies the whole understanding of the parties. There are no promises, terms, conditions, or obligations other than those contained herein, and this Agreement shall 3 supersede all previous telecommunication, representations, or agreements, either verbal or written, between the parties hereto. ARTICLE 13 - GOVERNING LAW s ob. This Agreement shall be governed by the laws of the State of Florida. ARTICLE 14 - NOTICES All notices or other communications hereunder shall be in writing and shall be deemed duly given if delivered in person or sent by certified mail return receipt requested and addressed as follows: If to City: With a Copy to: City Manager Police Chief P. 0. Box 100 P. 0. Box 100 Edgewater, Florida 32132 -0100 Edgewater, Florida 32132 -0100 No s ,, City Attorney P. 0. Box 100 Edgewater, Florida 32132 -0100 If to CET: William K. Davis, President Communications Engineering Technology, Inc. 1001 South Ridgewood Avenue Edgewater, Florida 32132 IN WITNESS WHEREOF, the parties have caused this Agreement to be made and entered into the day and year first written above. ATTEST: CITY COUNCIL OF THE CITY OF EDGEWATER, FLORIDA limr By: Susan J. Wadsworth Jack H. Hayman, Sr. City Clerk Mayor APPROVED FOR FORM & CORRECTNESS: Krista A. Storey City Attorney ATTEST: COMMUNICATIONS ENGINEERING TECHNOLOGY, INC. By: Secretary William K. Davis President w 4 • • • • • APPENDIX A Brief Overview of Police Department Programs I. Establish and determine data fields required for databases: A. Location - This database would store all locations in the city where the PD had any activity, ranging from a Parking violation to a Homicide. NOTE: This same database, or a related database specifically for businesses, could be expanded to cover all city departments, with security levels for various users /departments. 1. Location Type a. Specific address 1. Residence or Business 2. Business Name 3. Alarm (Y /N) 4. Phone b. Street location (hundred block of ? street) c. Intersection of (N /S street and E/W street) 2. Location (address /street) 3. Apartment / Unit # 4. Hazard Classification a. Police 1. Assault on Officer 2. Resistance 3. Surveillance 4. Suspected Drug location 5. Notify Investigators b. Fire 1. Hazardous /Toxic Materials a. Flamable b. Fumes c. Evacuation distance (feet) d. Notify Hazmat Team c. Medical 1. Life Support 2. Invalid 3. Elderly 5. Incident # (CR,/, Log //, Ticket #, etc..) 6. Comments - length of field varies. Now • • B. Incidents - This database would store information for all incidents occurring in the city where the Police Department was involved. 1. Date Reported 2. Time Reported (24 hour or am /pm ?) 3. Location 4. Occurred (date: ? time: ? to date: ? time: ? Now 5. Incident Type (from menu choices) a. Use UCR codes ? b. Create new code system ? 6. Incident # (CR #, Log #, Ticket #, etc..) 7. Disposition 8. Disposition Date 9. Primary Officer Assigned 10. Assisting Officer(s) 11. Related Incident # (s) 12. Brief Summary of Incident Now Now • • • C. Contacts - This database would store information for all persons contacted by the Police Department, including victim, witness, suspect, arrested, Business owner or emergency contact, etc.. 1. Contact Code a. Arrested 1. Arrest Number 2. Charge(s) 3. Officer s. Suspect %we f. Field Interagation c. Reporting party /Complainant w. Witness v. Victim b. Business owner e. Emergency Contact for Residence /Business m. Missing person r. Runaway o. Other (non - emergency) 2. Last Name 3. First Name 4. Middle Name 5. Junior, II, III, etc.. 6. Other Names used (AKA) 7. DOB 8. Juvenile (Y /N) • 9. Height 10. Weight 11. Eyes 12. Hair color 13. Hair length 14. Scars, Marks, Tatoos 15. Street Address 16. Previous Address /date 17. City low 18. State 19. Zip Code 20. Phone Nov • 21. Date 22. Time 23. Incident 1 (CR#, Log 1, Ticket 1, etc..) D. Inventory /property - This database would be used to track all impounded /confiscated property and evidence in the custody of the Police Department. NOTE: This database could be expanded to cover all city owned property, using security levels to control access. 1. Date obtained 2. Incident 1 (CR #, Log #, etc..) 3. Description ( make general classifications) 4. Type a. City owned b. Found e. Safe keeping f. Evidence g. Contraband 5. Condition a. New b. Used c. Fair *iv d. Poor e. Not Applicable 6. Value 7. Location of storage 8. Incident # (CR#, Log #, etc..) 9. Check out a. Date Out b. Officer c. Reason 1. Court 2. Analysis 3. Inspection d. Date In 10. Disposal Date 11. Disposal *110., a. Returned to owner b. Auctioned c. Destroyed d. Turned over to other agency • • • II. Prepare various reports for daily, monthly, and yearly analysis. The following are brief examples on what could be made available: A. Monthly Activity - This report would be available the first of each month providing statistical data for incidents occurring during the report month. 1. Report would show total numbers for each item for the month, plus statistical information for comparison to previous months. a. Same month last year b. Percent Change ( + / -) c. This Year to Date (Fiscal or Calendar Year) d. Year to Date last year e. Percent Change ( + / -) 2. Activities can be divided into different subsections by category: a. Crimes Against Person 1. Child Abuse b. Crimes Against Property c. Traffic d. Animal e. Community Relations f. Arrests 1. Felony 2. Misdemeanor 3. Infractions g. Assist other Agency h. Other Nue i. Assistance received from other agency(s) B. Daily Activity Report - This report would be available daily which would provide counts for the various activities which occurred the previous day. C. Flexible Activity Report - The user would be able to get a report of the specific activity they are interested in based on: 1. During a specific time period by entering starting and ending dates and times. 2. Specific incident or for any of the various categories: a. Crimes Against Person 1. Child Abuse b. Crimes Against Property c. Traffic d. Animal e. Community Relations f. Arrests 1. Felony 2. Misdemeanor 3. Infractions g. Other 3. Limit the report to specific Officer(s) involved a. Primary (reporting, arresting, etc.) b. Assisting i • • • III. Search functions - Various search functions would be built into the program to allow users quick access to data. A. Query Location - This function would allow the user to enter a location and display brief information about the location and incidents at that location. 1. If user enters a portion of the address, such as the street numbers without the street name, the screen will display all the possibilities found on the screen. The user can then scan low these possibilities and select the correct one. 2. Information displayed on the screen will include all entries available for the location, with the most recent entry listed first. 3. Any noted hazards for the location will remain displayed at the top of the screen, along with the location. 4. User may access additional information for the location such as Business Owner, emergency contacts, etc.. B. Query Name - This function would allow the user to search for information on a person. Search would be performed bas on input provided. 1. If a partial name is entered, the screen will display brief information on possibilities. The user can then scan these and select correct person. 2. Allow search for an unknown subject by entering known information, low such as the subjects description in the following areas: a. Partial Name b. AKA c. Sex (M /F) d. Age range ( ? to ? years of Age) e. Height ( ? to ? ) f. Weight ( ? to ? ) g. Hair Color g. Hair Length h. Scars, Marks, Tatoos j. Type Incident (Burglary, Theft, Assault, Drugs, etc..) C. Query Incident - This function would allow the user to search for specific incident(s) based on brief information. 1. Time Frame (from date: ? time: ? to date: ? time: ? ) 2. Location (from ?? to ?? on ?? street ) 3. Officer Involved (Primary or Assisting) D. Query Inventory - This function would allow the user to search for the location of specific items in Police Department custody by: Case Number, Name of person associated with, location recovered, etc.. Nifty IV. Sample Menus and entry screens - All CET programs are menu driven for easy user operation. The following are examples of how the programs could be accessed. A. Main Menu - This would be the first menu when logging into the system. Access to all programs would be accessed from this menu. ******************************** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** CITY OF EDGEWATER P O L I C E / F I R E Now 1) Enter Incident 4) Query Name 2) Query Specific Location 5) Query Incident 3) Query Area 6) Query Inventory R= Report Menu ********************************* * * * * * * * * * * * * * *1? * * * * * * * * * * * * * ** 1. Example: Query Specific Location would prompt: the user at the bottom of the screen to enter the location. Enter location [1001 S Ridgewood J Sample screen display: k******* ********************* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** *Or k 1001 S Ridgewood Hazard: * * C.E.T. Inc. 426 -0014 Type: B Alarm:A * ***************************** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** IR # Date Time Incident --> 9302341 051093 03:45 Auto Theft 9248954 110692 23:04 Alarm 9212873 101392 01:23 Alarm R = Review Incident N = Contact Information C = Comments ***************************** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** 2. From the location display, the user obtain information for Incidents at the location, contact names and numbers, and any specific comments for that specific location. a. Example typical Contact Information screen: ***************************** * * * * * * * * * * * * * * ** * * * * * * * * * * * * * ** * 1301 S Ridgewood Hazard: F B 1000 Feet * Now * ABC Chemical 426 -0014 Type: B Alarm:A * : t********* ******************* * * * * * * * * * * * * * * *A * * * * * * * * * * * * * ** Last First Phone Contact JOHNSON ROBERT 724 -4141 1 Owner STEVENS FRANK 123 -4567 2 WILHEIMSTON JACK 342 -9909 3 err► b. Example of typical Comments screen: ***************************** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** * 1301 S Ridgewood Hazard: F B 1000 Feet * * ABC Chemical 426 -0014 Type: B Alarm:A * ***************************** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** High volume storage of chemicals and electronic equipment. Fumes TOXIC!! Ni`r► INTER - OFFICE MEMORANDUM EDGEWATER, FLORIDA • TO: City Council FROM: Krista A. Storey, City Attorney C.A. NO.: 93 -122 DATE: December 6, 1993 SUBJECT: Item 5A - Police Department Computer Software Agreement Attached is a revised draft of the Police Department Computer Software Agreement. Additional language has been added to Article 2 - Scope of Services to clarify that CET will also supply at no additional charge to the City the use of its computer and tape backup equipment. See the underlined language in Article 2 on page 1 of the proposed Agreement. In all other respects the Agreement remains the same. KAS Attachment Copy to: City Manager Olt? :::C -ie Police Chief Lt. Bill Britain William Davis Press POLICE DEPARTMENT COMPUTER SOFTWARE AGREEMENT This Agreement, made this day of December, 1993, by and between COMMUNICATIONS ENGINEERING TECHNOLOGY, INC., (hereinafter referred to as "CET "), of 1001 South Ridgewood Avenue, Edgewater, Florida 32132 and the CITY OF EDGEWATER, FLORIDA, a municipal corporation, (hereinafter referred to as "CITY "), of 104 North Riverside Drive, Edgewater, Florida 32132. WITNESSETH WHEREAS, the CITY desires to engage CET to render certain technical and professional services in the development of a pilot computer software program for the CITY Police Department recordkeeping operations; and WHEREAS, CET has agreed to render the aforesaid technical and professional services. NOW, THEREFORE, in consideration of the foregoing and the mutual promises hereinafter expressed, the parties mutually agree as follows: ARTICLE 1 - EMPLOYMENT OF CET The CITY hereby agrees to engage CET to perform the technical and professional services as hereinafter set forth. ARTICLE 2 - SCOPE OF SERVICES CET shall perform and carry out in a satisfactory manner, as determined by the CITY, the technical and professional services necessary to develop a pilot computer software program for the CITY Police Department recordkeeping operations. Attached hereto and incorporated by reference is Appendix A which sets forth the components of the program as initially contemplated by the parties. The program is subject to modification during the term of the Agreement as mutually agreed to and defined by the parties. CET will also supply at no additional charge to the CITY the use of its computer and tape backup equipment. CET will backup CITY data two (2) times a day during CET's normal backup operations. ARTICLE 3 - TERM OF AGREEMENT This Agreement shall run for an initial period of thirty -six December 6, 1993 1 (36) months, commencing January 1, 1994. This Agreement may be renewed under the terms and conditions acceptable to the parties at the time of renegotiation. ARTICLE 4 - LICENSE TO SOFTWARE CET grants to the CITY, and the CITY accepts, a non - exclusive license to use all the computer software programs described in Appendix A and all other programs made available by CET during the term of this Agreement. Copyright in the programs shall be owned by CET. Upon expiration of the Agreement, the CITY shall have the right to purchase the computer software programs described above at a price to be negotiated between the parties at that time. ARTICLE 5 - SECURITY /OWNERSHIP OF DATA The CITY shall have throughout the term of this Agreement and surviving the termination of this Agreement, sole right, title and interest to the data entered and maintained by the CITY. CET agrees to limit access to and use of the data to users authorized by the CITY. ARTICLE 6 - TERMINATION A. In the event of the following, this Agreement may be terminated by either party without penalty by giving thirty (30) days written notice to the other party: 1. CET repeatedly fails to provide satisfactory services as determined by the CITY, provided however that CET shall be given written notice of the deficiencies with thirty (30) days to make corrections; or 2. Either party becomes insolvent; or 3. The CITY's repeated failure to make payments of fees on a timely basis provided however that the CITY shall be given written notice of such failure with thirty (30) days to correct the problem. B. The CITY may terminate this Agreement in the absence of any of the conditions specified in Article 4(A) upon the payment of: 1. All unpaid fees for the prior months of service; and 2. A termination fee in an amount equal to twenty -five December 6, 1993 2 percent (25 %) of the monthly fees for all remaining months in the initial term, up to a maximum of twelve (12) months. ARTICLE 7 - METHOD AND PAYMENT OF FEES A. For the first twelve (12) months of the term, the CITY shall pay to CET a monthly fee of three thousand three hundred and 00 /100 dollars ($3,300.00), due and payable on the first day of each month, without invoice, for services received the preceding month. For the second twelve (12) months of the term, the CITY shall pay to CET a monthly fee of three thousand four hundred sixty -five and 00 /100 dollars ($3,465.00), due and payable on the first day of each month, without invoice, for services received the preceding month. For the remaining twelve (12) months of the term, the CITY shall pay to CET a monthly fee of three thousand six hundred thirty and 00 /100 dollars ($3,630.00), due and payable on the first day of each month, without invoice, for services received the preceding month. B. Payment for services provided by CET beyond the scope of this Agreement shall be separately invoiced to the CITY by CET and are due and payable within ten (10) days of receipt by the CITY. ARTICLE 8 - ASSIGNMENT This Agreement is not assignable by either party without the written permission of the other party. ARTICLE 9 - MODIFICATIONS This Agreement may only be amended by a written document signed by both parties. ARTICLE 10 - SEVERABILITY If any provision of this Agreement is held to be invalid, illegal, or unenforceable, that shall not affect or impair the validity, legality, or enforceability of the remainder of this Agreement. ARTICLE 11 - INTERPRETATION Subject headings in this Agreement are for convenience only and do not limit or construe the contents of this Agreement. December 6, 1993 3 ARTICLE 12 - ENTIRE AGREEMENT This Agreement embodies the whole understanding of the parties. There are no promises, terms, conditions, or obligations other than those contained herein, and this Agreement shall supersede all previous telecommunication, representations, or agreements, either verbal or written, between the parties hereto. ARTICLE 13 - GOVERNING LAW This Agreement shall be governed by the laws of the State of Florida. ARTICLE 14 - NOTICES All notices or other communications hereunder shall be in writing and shall be deemed duly given if delivered in person or sent by certified mail return receipt requested and addressed as follows: If to City: With a Copy to: City Manager Police Chief P. 0. Box 100 P. 0. Box 100 Edgewater, Florida 32132 -0100 Edgewater, Florida 32132 -0100 City Attorney P. 0. Box 100 Edgewater, Florida 32132 -0100 If to CET: William K. Davis, President Communications Engineering Technology, Inc. 1001 South Ridgewood Avenue Edgewater, Florida 32132 IN WITNESS WHEREOF, the parties have caused this Agreement to be made and entered into the day and year first written above. ATTEST: CITY COUNCIL OF THE CITY OF EDGEWATER, FLORIDA By: Susan J. Wadsworth Jack H. Hayman, Sr. City Clerk Mayor APPROVED FOR FORM & CORRECTNESS: Krista A. Storey City Attorney ATTEST: COMMUNICATIONS ENGINEERING TECHNOLOGY, INC. By: Secretary William K. Davis President December 6, 1993 4 /c Akt- Councilman Hays stated if there are no complaints leave them asL? is, but if this becomes a problem then do something about it./1 Mrs. Wells thanked Council. Ray Vath, 2703 Kumquat Drive, commented on the paving of Juniper Drive. He stated up until the CIP Juniper was one of the better paved streets in the City. He stated now there are ten pot holes. He stated the City should get the contractor to repave the street because fixing pot holes just leads to them getting bigger. Mayor Hayman informed Mr. Vath this would be coming up under New business Item 5C. Donna Smith, 123 Thomas Street, spoke about the Thomas Street access to the river. She read a letter from her neighbors on Thomas Street. City Manager McMahon stated this has already been abandoned for access to the Riverwalk. Ms. Smith asked why the bench on Thomas Street was taken away. City Manager McMahon informed her there was an issue with the property owner in regards to the bench and we are still working to resolve this. City Attorney Storey elaborated on this. She informed Ms. Smith all of the papers have been signed and the bench will be put back within the next few days. 'r Pete Hellsten, 1717 B S. Riverside Drive, stated he was disappointed by the action of Council with the way they treated items he was involved with. Mr. Hellsten explained his reasons for saying what he said. He feels it was taken out of content. He commented on the ethics workshop he attended. He feels he was not given a chance to defend himself. He doesn't feel there is a case. He is extremely disappointed on the way this matter was handled. Mr. Hellsten thanked the LDRA and everyone that spoke in his defense. CONSENT AGENDA Mayor Hayman read the consent agenda. A. > Xterisiofi' p'f`° 'Assistance Program witl "ACT'"Cor itr tion' from 10/1/93 to 9/30/94 Mayor Hayman asked about the periodic reports regarding Now assistance rendered to the City for the services of $11.50 per employee. He doesn't recall ever seeing a report. City Manager McMahon informed him they have been remiss in providing these reports but the ACT Corporation has assured they will take care of this. Mayor Hayman asked this be placed under New Business. City Manager McMahon stated this has been used heavily by our employees and they have the right to cancel this contract within 30 days. Mayor Hayman asked what the utilization rate of this is at $11.50 per employee. He questioned if there is any redundancy in benefits with the new medical package that we have. Councilman Hays suggested a presentation from a representative of ACT at the next meeting. Page -2- Council Regular Meeting November 1, 1993 Councilman Jones made a motion to'"taTilethis until the next meeting, seconded by Councilman Hays. The motion CARRIED 5 -0. NEW BUSINESS A. Road Paving Project Presentation and Authorization to Initiate the Project City Manager McMahon gave a presentation. He explained this is one of his most difficult challenges because this comes on top of assessments making infrastructure improvements in the City. He stated this problem goes back to the history of the City. He stated the citizens who benefit from this are the people who are asked to pay for it. City Manager McMahon stated they have gone over a number of ways to pay for this. He explained these ways. He stated if this project is completed, the property values in the City will increase 10% - 15 %. He stated if we do this program, when it is completed we can eliminate approximately $280,000 for maintenance from the Public Works budget. City Manager McMahon explained they have looked at the most painless way of dealing with this and the method they came up with is the longevity spread over 10 or 15 years. City Manager McMahon explained the benefits in doing this program at this time are; by completing the paving program at one time we will significantly effect the resale value of all property, the economy scale will reduce the paving costs; the current bond market for municipal bonds is excellent and this will have a further positive effect on funding; the entire concern for dust and health problems will be overcome; and, the City maintenance of the unpaved streets will decrease immediately preceding the paving program. City Manager McMahon stated any money the City paid came out of the general revenue money. He stated there are subdivisions in the City that have already paid for paving which was paid for when they bought their property. He then spoke about some of the streets in Edgewater being resurfaced. City Manager McMahon explained the project he is proposing would envision a 100% assessment to be shared on a 50% cost basis by each property owner abutting the street. He stated the entire cost of this would be financed and it is estimated to be $10,000,000 for the Florida Shores area only. City Manager McMahon explained a payment of $215 on an annual basis would be required to repay the bond issue over 15 years. If this is paid over 10 years, the payment would be $297. City Manager McMahon explained also proposed in this are the east -west streets to provide a reasonable circulation pattern in the Shores. He spoke about the east -west streets having retention areas and he explained no one will lose their driveway access. He spoke about beautifying these retention areas. City Manager McMahon spoke about the rejection of the 41% tax increase with paving included in the original budget. Community Development Director Mark Karet spoke about three handouts made available. First is a basic summary from the City Manager, second is a schedule of the major events in the approval phase to the capital improvement program and third is a list of the streets which are proposed for paving. Mr. Karet asked Council for authorization. He went on to explain a step -by -step overview of the project. low Page -3- Council Regular Meeting November 1, 1993 • AGENDA REQUEST Date: October 25, 1993 Now NEW UNFINISHED CONSENT 11/1/93 BUSINESS BUSINESS PUBLIC HEARING RESOLUTION ORDINANCE ITEM DESCRIPTION /SUBJECT: Extension of Employee Assistance Program with ACT Corporation BACKGROUND: The City of Edgewater has had a contract for the Employee Assistance Program with ACT Corporation since June, 1991. The attached contract will be an extension of the program from October 1, 1993, through September 30, 1994. Cost to the City is $11.50 per employee and this amount was included in the current fiscal year budget. RECOMMENDATION /CONCLUSION: Approve extension of the Employee Assistance Program contract with the ACT Corporation for one year and authorize its execution. FUNDS AVAILABLE: ACCOUNT NUMBER: Under each dept.- health insurance (SPECIFY IF BUDGET AMENDMENT IS REQUIRED) PREVIOUS AGENDA ITEM: YES NO X DATE: AGENDA ITEM NO. Respectfully submitted, `err - •t i -; t`'_ George /E. McMahon City Manager lsk a human se rvlc e s corpora October 11, 1993 ECciVED OCT 1 3 1993 !VA - R Mr. George E. McMahon City Manager City of Edgewater P. 0. Box 100 Edgewater, FL 32132 Dear Mr. McMahon: I have enclosed two copies of the Agreement Renewal for the Act Corporation Employee Assistance Program. They have been reviewed by our corporate attorney and have been signed by our Board President and executive management staff. Please have them executed by your representatives and return a fully executed copy to me as soon as possible. Please call if you have questions or need more information. ` Thank you. Sincerely, MO A t Mary Reekie Contract Manager MR:pd Enclosures 1220 WILLIS r I : rA "FONA BEACH, FLORIDA 32114 e (904) 255 -6538. (904) 7341 t EMPLOYEE ASSISTANCE PROGRAM CONTRACT THIS CONTRACT is entered into on this 1st day of October, A.D. 1993, between Act, Inc., hereinafter referred to as "Act" and the City of Edgewater, to provide an Employee Assistance Program (hereinafter referred to as EAP); ~" WITNESSETH: For and in consideration of the agreements to be performed by the other, the parties agree as follows: 1. SCOPE OF SERVICES Act agrees to provide the following services to the City of Edgewater, employees of the City of Edgewater and their immediate families at no cost to the Employees: A. A 24 -hour phone service and face -to -face response for crisis counseling and assessment, information, and referral. B. Short term counseling, assessment (average 6 sessions, but not limited to) for mental health, substance abuse, family dysfunction, or financial problems. C. Referral, when appropriate, for specialized care or residential/medical treatment. (Cost not covered by this Contract.) Noy D. Presentation of comprehensive EAP orientation for all City of Edgewater supervisory personnel. E. Presentation of four workshops annually for employees on topics determined by EAP and City of Edgewater. F. Presentation of two training programs annually for supervisors on topics determined by EAP and City of Edgewater. 0. Management consultation for all supervisors who may require assistance with a personnel problem, including on -site consultation when appropriate. H. Assist in developing promotional materials which will inform employees how to recognize a problem, what the EAP can do to assist in solving the problem, and how to make contact with EAP services. (Materials are to be printed at City of Edgewater expense.) err I. Preparation of quarterly statistical reports for the City of Edgewater which include utilization of services, disposition of referrals, breakdown of data by type of presenting problem and any other information required by the City of Edgewater to determine the success of the EAP without compromising client confidentiality. 2. DEFINITION OF EMPLOYEE Employee for the purposes of this contract is defined as any City of Edgewater employee who is eligible to participate in the City of Edgewater health insurance benefit program. 3. LOCATION OF SERVICES %"' Act will maintain at least two offices (one on each side of the County) with 24 -hour phone coverage for all EAP participants. 4. CONFIDENTIALITY All services and records of EAP participants will be strictly confidential. No information will be released without a proper release of information which conforms with Act's confidentiality policies and procedures. Additionally, no information will be released by Act or any subcontractor which could be used to identify any EAP client or family. 5. REFERRALS Initial telephone contact with the EAP will result in a referral for a clinical assessment. If the existence of a problem is confirmed, the clinician will determine which of two courses of action is most appropriate for the client: A. The problem is judged to be resolvable on a short-term basis (averaging 6 sessions, but with no limit); or B. The problem will require either long term care or the services of specialist or facility to whom a referral will be made. The parties hereto expect that at least 70% of the cases which enter EAP will be handled on a short term basis within the structure of the EAP. 6. COST The cost of the EAP contract will be calculated in the following manner: The City of Edgewater will pay Act $11.50 per employee per year. Reimbursement for the EAP contract will be accomplished in the following manner: On the first day of each three month period, beginning on the effective date hereunder, the personnel office of the City of Edgewater will determine the total number of EAP eligible employees and inform a designated EAP representative at Act. Act will send an invoice to the designated City of Edgewater office for that number of eligible employees multiplied by $2.875. 7. TERM OF CONTRACT The term of this contract shall be from October 1, 1993, through September 30, 1994, with one year renewal at City of Edgewater option upon the same terms and conditions. 8. INDEMNIFICATION Act will indemnify and protect and save harmless the City of Edgewater from any loss, cost or claim of damages whatsoever sustained hereunder, if such loss is occasioned by the negligence of Act, through its agents or representatives. 9. LITIGATION Now In connection with any litigation arising out of the terms of this agreement, including Appellate proceedings, the prevailing party shall be entitled to reasonable attorney's fees and costs. 10. CANCELLATION This contract may be cancelled without cause by a thirty (30) days written notice by either party hereto each to the other. IN WITNESS WHEREOF, the parties hereto have set their corporate names and seals by their duly authorized officers, the day and year first above written. Act, Inc. 1 i ow '�� V By o w President President /7' ' / ATTEST: Witnesses as to Act Secretary (CORPORATE SEAL) CITY OF EDGEWATER, FLORIDA BY Now ATTEST: Witnesses as to City of Edgewater (CITY OF EDGEWATER SEAL)