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11-02-1998 .. -; o o Votina Order Councilman Gomto Councilman Hammond Councilman Roberts Councilwoman Lichter Mayor Allman AGENDA CITY COUNCIL OF EDGEWATER REGULAR MEETING November 2,1998 7:00 p.m. COMMUNITY CENTER 1. CALL TO ORDER, ROLL CALL, INVOCATION, PLEDGE OF ALLEGIANCE 2. PRESENTATION OF PLAQUES/PROCLAMATIONS/CERTIFICATES A. Proclamination of Excellence Award to Scott Porta for his commitment to economic development in the City of Edgewater. 3. APPROVAL OF MINUTES A. Regular meeting of October 5, 1998 B. Regular meeting of October 19, 1998 4. CITIZEN COMMENTS REGARDING AGENDA ITEMS ONLY (This is the time for the public to come forward with any comments they may have on any agenda items other than public hearings. Please state your name and address, and please limit your comments to five minutes or less.) 5. CITY COUNCIL REPORTS 6 PUBLIC HEARINGS, ORDINANCES AND RESOLUTIONS 7. CONSENT AGENDA Items on the consent agenda are defined as routine in 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 single motion, second and vote by the City Council. 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. A. Board Appointment - Mayor's appointment to the Library Board due to the resignation of Fran Byrne. B. Board Appointment - Councilman Hammond's appointment to the Parks and Recreation Board due to the expired term of Erwin Brown. 8. OTHER BUSINESS A. Special Event - Veterans Day Parade - Edgewater American Legion Post #285 requesting to change the November 11, 1998, parade route from Riverside Drive to the northbound side of US1 from Park Avenue to Indian River Boulevard. Continued on page 2 .. o o City Council of Edgewater Agenda - November 2, 1998 Page -2- 9. OFFICER REPORTS A. City Clerk B. City Attorney C. City Manager 1) Employee Education/Training Programs 2) Review Purchasing Policy and Procedures 10. GENERAL CITIZEN COMMENTS/CORRESPONDENCE 11. ADJOURN. NOTE: All items for inclusion on the November 16, 1998, agenda must be received by the City Manager's office no later than 4:30 p.m. Monday, November 9, 1998. 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. In accordance with the Americans with Disabilities Act, persons needing assistance to participate in any of these proceedings should contact City Clerk Susan Wadsworth, 904-424-2407, prior to the meeting. c:\agenda\ 11 0298.reg AGENDA REQUEST Date: October 19, 1998 "%ow PUBLIC HEARING RESOLUTION ORDINANCES OTHER CONSENT BUSINESS November 2, 1998 CORRESPONDENCE ITEM DESCRIPTION /SUBJECT: Proclamation of Excellence Award for Scott Porta. BACKGROUND: Scott Porta was appointed to the then named Industrial Development Board on April 6, 1992, and served until October 1995. Mr. Porta purchased the old American Truss Company with the concept of creating a "mini- marine industrial park." Since then, Mr. Porta has developed this ten acre parcel that includes offices, boat manufacturing and repair. In his efforts to expand services, space was accommodated to house boat seat manufacturing. Now The EDB recognizes Scott Porta for his commitment to the marine industry and the tremendous amount of work he has done for the economic development in the City of Edgewater. RECOMMENDATION /CONCLUSION: The EDB recommends to Council that Mr. Porta's accomplishments be formally recognized with a Proclamation of Excellence Award. FUNDS AVAILABLE: ACCOUNT NUMBER: N/A (SPECIFY IF BUDGET AMENDMENT IS REQUIRED): N/A PREVIOUS AGENDA ITEM: YES NO X DATE: AGENDA ITEM NO. N"' Respectfully submitted, El'zabeth McBrid , Boa s .ordinator Econ evelopment Board c:\edb\agendare \porta110.298 0 0 0 -- ••*• 1 - - IVO r- fiff . "'■-....,v .4 :::-:: - 4, w p 4 e,-„ -..%77 -,,.... ,. , 1 ' ■ ' - - ' : d-- \‘,/ y , :k..-._ ,.).; '11 1" ,, I v, ,f,- ..\, ,, ao- ;... . 2 ,... „ , 0 , ,.,0 : ...1- t q011 ii141 ` 1%, • , -. ivIRDRiu, -.1, \ .... -- --. ii 1 - , .:..., ,.„-• --7 kl 4 A/ - -..-N\ .........m, ----s - ---.';`/.." \,............_, \\‘‘...., y mow- qt. a, ---..... - - , • . h. 7 .. . • -,- . 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Raj ko f i .' ..... • .. .., • • //-* N. t ° i- - . 7--• • •. ' I (• K-. 4' N' -'--.' ' -j1, •-:,,429 I T , •• -- ..f , j ittA . I ''A•.,..\ N...... , \''''. ,' 7 Tj11111 Ir t RI I : I 411111 liii-lrHill;;-11 :•1517:1 )) 1 1 / '.•-°11:...4: 1 7 al t T lala 1 t..I,/ I a / NA , I 1. • , 4. 4 ...."•;•• i ai a I I ■ h - / •2 ''''4 III 40 j il ...., —, „.....,...1.4 "p . A......._ , ..,„,,,---- --... „... . 1 N''........:N* -•••''..- - -.— 0 0 r 7 .A- AGENDA REQUEST Date: October 15, 1998 PUBLIC __ HEARING RESOLUTION ORDINANCES OTHER CONSENT November 2, 1998 BUSINESS CORRESPONDENCE ITEM DESCRIPTION /SUBJECT: Request for appointment to the Library Board due to vacated office. BACKGROUND: Fran Byrne has resigned from the Library Board as indicated in the attached letter. Ms. Byrne's term was to expire March 21, 2000. The Chairwoman telephoned the attached applicants to invite them to the October 13, 1998, Library Board meeting and to inquire if they were still interested in serving on the Board. Catherine Andrews and Joyce Bevel did not return messages left by the Chairman; Kathy Clausnitzer and Elizabeth Donahue indicated they were interested and would try to make the meeting; and Steve issor Glassman was not sure if this was the Board he wanted to serve on. RECOMMENDATION /CONCLUSION: The Board members are recommending the Council appoint Kathy Clausnitzer to the Library Board to fill the remaining term of Ms. Byrne. FUNDS AVAILABLE: ACCOUNT NUMBER: N/A (SPECIFY IF BUDGET AMENDMENT IS REQUIRED): N/A PREVIOUS AGENDA ITEM: YES NO X DATE: AGENDA ITEM NO. Respectfully submitted, low LQ: „ \C E • abeth McBr s e Recor•ing Secretary Library Board a:\agendareklausnitagr June 16, 1998 Dear Jean Due to the needs of so many physical problems, I must ask that you consider this as my resignation From the Library Board. I assure you it is not something I want to do but rather, something I very much need to do, at the present time. My best wishes for your, and the Board's success, in all of your endeavors. K ind regar Fran Byrne 1009 Egret Court Edgewater, FL 32141 -1- 9iA10:05 APPLICATION FOR APPOINTMENT TO CITY +ow BOARDS, AGENCIES OR COMMITTEES NAME e L] v • Ke�' c r'i /!P l 1�_� � 3 ADDRESS /c 9 01 't i7!j ' / - 7c r_' HOME PHONE 6 /213 - 6 % 3 7 BUSINESS PHONE -- OCCUPATION /l ( � Are you a resident of Edgewater How long Is your principal place of employment in Edgewater? 4 ,/,t-,r tf='/c� ed if yes how long? Briefly state your interest in serving on a City board, agency or committee: )1/ C /Lc ('<�'� -L.� r ✓. � C `,_. ��c sz c < c�. law ? 7 C . C : ( 7 TZ c (77 ' ) A L,c ( Are you a registered voter? Do you hold public office? r70 Are you employed by the City? /rcv At the present time, do you serve on any other Boards, Agencies, or committees? /lc) If so, list each: Have you ever served on any boards, agencies, or committees? If so, list each: ire (BOARD, AGENCY AND COMMITTEE MEMBERS MAY BE REQUIRED TO FILE WITH THE STATE, FINANCIAL DISCLOSURE FORMS EACH YEAR) PLEASE INDICATE BOARDS, AGENCIES OR COMMITTEES YOU WOULD LIKE TO SERVE ON AND RANK THEM ACCORDING TO CHOICE BY NUMBER BEAUTIFICATION & TREE COMM. CONSTRUCTION REGULATION BOARD CITIZENS CODE ENFORCEMENT FIRE PENSION BOARD GENERAL EMPLOYEES PENSION / ECONOMIC DEVELOPMENT LAND DEVELOPMENT & REG. AGENCY LIBRARY BOARD POLICE PENSION BOARD PARKS AND RECREATION BOARD VETERANS PARK ADV. COMMITTEE SENIOR AD HOC COMMITTEE SI GNATURE ("4, Vic t /3 i - c_ ,( t c.c. DATE: / /r/ ** SEE REVERSE SIDE FOR LISTING OF BOARDS, AGENCIES AND COMMITTEES ** 12 -17- 96410:04 RCVD THE, CITY OF EDGEWATER POST OFFICE BOX 100- EDGEWATER, FLORIDA 32132 -0100 APPLICATION FOR APPOINTMENT TO CITY BOARDS, AGENCIES OR COMMITTEES NAME Joyce R. Bevel ADDRESS 2401 Lime Tree Drive Edgewater, FL 32141 --3)‘ S C 4 28 -2507 HOME PHONE BUSINESS PHONE 426 -7350 OCCUPATION elementary school teacher Are you a resident of Edgewater Yes How long 28 years Is your principal place of employment in Edgewater? yes if yes how long? 28 years Briefly state your interest in serving on a City board, agency or committee • Having been an educator in the Edgewater schools for nearly thirty years, I have a keen interest in the viability of ,,,. our local library. As we continue to move further into the information age, our citizens requre the most up -to -date source of information. Are you a registered voter? yes Do you hold public office? no Are you employed by the City? no At the present time, do you serve on any other Boards, Agencies, or committees? no If so list each: Have you ever served on any boards, agencies, or committees? no If so, list each: • (BOARD, AGENCY AND COMMITTEE MEMBERS MAY BE REQUIRED TO FILE WITH THE STATE, FINANCIAL DISCLOSURE FORMS EACH YEAR) PLEASE INDICATE BOARDS, AGENCIES OR COMMITTEES YOU WOULD LIKE TO SERVE ON AND RANK THEM ACCORDING TO CHOICE BY NUMBER BEAUTIFICATION & TREE COMM. CONSTRUCTION REGULATION BOARD CITIZENS CODE ENFORCEMENT FIRE PENSION BOARD GENERAL EMPLOYEES PENSION ECONOMIC DEVELOPMENT LAND DEVELOPMENT & REG. AGENCY 1 LIBRARY BOARD POLICE PENSION BOARD PARKS AND RECREATION BOARD VETERANS PARK ADV. COMMITTEE SENIOR AD41 - 0C OMMITTEE rte, SIGNATURE December 10, 1996 ** SEE REVERSE SIDE FOR LISTING OF BOARDS, AGENCIES AND COMMITTEES ** 09- 11- 98A11 :03 RCVD THE, CITY OFEDGEW4TER \°\,1� . POST OFFICE BOX 100 - EDGEWATER, FLORIDA 32132 -0100 APPLICATION FOR APPOINTMENT TO CITY ,,, , // BOARDS, AGENCIES OR COMMITTEES NAME �Z /'if _, ( / ! G ADDRESS /O -'t.G District G!�� (Staff will supply district number) HOME PHONE z,.,71--s j%/C BUSINESS PHONE '� 2 /A G c OCCUPATION -e -c - -6 Are you a resident of Edgewater / How long /fJ�.-! Is your principal place of employment in Edgewater? if yes how long? f / ----e. i Briefly state your interest in serving on a City board, agen/ or committee: ,- J-, h.0 �Z� //t ct 7 - 0 AIr_.-A__ , ..( )/ - L-e...0 -....:., -?-e-L__:- / ,./ / / State your experience /qualifications 04,o 74,23 • d ..7 V Are you a registered vot .�44.-J 1 f� C ��..�,yc, Are you employed by the City ? /1/j Do you hold public office? c / At the present fine, do you serve on any other Boards, Agencies, or committees? /Vc2 If so, list each: Have you ever served on any boards, agencies, pr committees? If so, list each: - - C . h.. 'L- ��..._ _ a ' -'.2.2 C.-c-7 1 >: e. i (i-' 7 /i �c -� 4--a-.�' - -4 & /�,t - „6 ed < L , , . ../ (C1:- ) (BOARD, AGENCY AND COMMITTEE MEMBERS MAY i REQUIRED TO FILE WITH THE STATE, FINANCIAL DISCLOSURE FORMS EACH YEAR) PLEASE INDICATE BOARDS, AGENCIES OR COMMITTEES YOU WOULD LIKE TO SERVE ON AND RANK THEM ACCORDING TO CHOICE BY NUMBER ANIMAL CONTROL BOARD GENERAL EMPLOYEES PENSION BOARD t/ BEAUTIFICATION & TREE COMMITTEE V LIBRARY BOARD CITIZEN CODE ENFORCEMENT BOARD PARKS & RECREATION BOARD CONSTRUCTION REGULATION BOARD PLANNING & ZONING BOARD ECONOMIC DEVELOPMENT BOARD POLICE PENSION BOARD FIREFIGHTERS PENSION BOARD VETERANS PARK ADV. COMMITTEE 'taw S I GNATURE� • v _, , _. = = DATE : y///57, ** •� AGEN ' S AND COMMITTEES ** (REV 10 -30 -97 SEE REVERSE SIDE FO LISTING OF BOARDS, ( ) w #fi 10 17 00822- 63 -LEDL Z . i , ,,I 1 ,i;, i i 1 4 ° THE CITY OF EDGEWATER r k Y i. , POST OFFICE BOX 100 - EDGEWATER, FLORIDA 32132 -0100 � , ' ' ','' APPLICATION FOR APPOINTMENT TO CITY BOARDS, AGENCIES OR COMMITTEES < �,� ��1'/1 1 • „,,,,,, • F . { � ' r vo 7;,,,,, 05 p ,....„4„...„...., A.4.4„, d.) 9./1--- D ' (S - C4� �� ADDRE ,, . ° HOME x7 PHONE a � / 'Y ' /, 5O BUSINESS PHONE (�� '; OCCUPATION f-e...4 .Are • you a resident of Edgewater .m How long Is your principal place of employment in Edgewater? ,VA ,: if yes how long? Briefly state your interest in serving on a City board, agency or committee : P, ✓ i,-w O-/ , ,;.7 --1?er..-2-1 lam`- /Yu( ! ' /26 ./ 1 Ce4., ' u Areyo a registered voter? ` ' Do yot A hold public office? 21 , Are ayou' .employed b)/ y the City? } 1 At th time, do you serve on any other Boards, Agencies, or :,4 ' comm ? ° i p/ ..y.,.,.... — x �� 72 If so, list each: e' q a' 4 t , c � a i� 3 iq fi If °, , e - Hav yoUS ever�, served i on any T boards, agencies, or committees? T so, list A. A e '. : :',i:' -': ' '' . .:i, ' ,H;:,'44 'i' iW .4 4*.,, '`: ' — ■ ('. (BOARD, AGENCY AND COMMITTEE,,. MEMBERS MAY BE REQUIRED TO FILE WITH THE STATE, FINANCIAL DISCLOSURE FORMS EACH YEAR) PLEASE INDICATE BOARDS, AGENCIES OR COMMITTEES YOU ; ( „p 4;.:'.-,-, WOULD LIKE TO SERVE ON AND RANK THEM ACCORDING TO CHOICE BY NUMBER ANIMAL CONTROL BOARD 5 CONSTRUCTION REGULATION , f, , ' BOARD / CITIZENS CODE ENFORCEMENT u,, ; FIRE PENSION BOARD /p GENERAL EMPLOYEES PENSION l F y� ,. ECONOMIC DEVELOPMENT 3 LAND DEVELOPMENT & REG. AGENCY 7 : 7 LIBRARY BOARD 7 ^^ POLICE PENSION BOARD t' ,' � U PARKS AND RECREATION BOARD / VETERANS PARK ADV. COMMITTEE / �' , k ,� • / f SENIOR AD HOC COMMITTEE A' SIGNATURE ,, vC�l � DATE: 6 / ? 7 � * ** SEE REVERSE SIDE FOR LISTING OF BOARDS, AGENCIES AND COMMITTEES ** 1N7k;'; THE CITY OF EDGEWATER 09 -12 - 94 P12.36 IN POST OFFICE BOX 100- EDGEWATER, FLORIDA 32132 -0100 Ailct(6 v APPLICATION FOR APPOINTMENT TO CITY BOARDS, AGENCIES OR COMMITTEES 1 / f NAME C (C Sj A'LG--� 1 /;?.(. t ADDRESS P © 11 ( 0 t HOME PHONE ° wJ 7 BUSINESS PHONE ; a ((- --(6 ' 7 OCCUPATION (20 4/14 :te S S'r) Are you a resident of Edgewater y How long y r5. Is your principal place of employment in Edgewater? /`` if yes how long? Briefly state your interest in serving on a City board, agency or committee• ctk j--`1 c5-1, (/y( i eGv ) RW1 Llq f �l NINO' vV■ letT V 1 1 VA la S + C602 V4 Ili Are you a registered voter? l Do you hold public office? k`15 Are you employed by the City? At the present time do you serve on any other Boards, Agencies, or committees ? If so, list each: Have you ever served on any boards, agencies, or committees? If so, list each: iketh7 $40 C-0 +f--ti5 E 4 Q\»2LQ et" jja ,s n ' /S. (BOARD, AGENCY AND COMMITTEE MEMBERS MAY BE REQUIRED TO FILE WITH THE STATE, FINANCIAL DISCLOSURE FORMS EACH YEAR) PLEASE INDICATE BOARDS, AGENCIES OR COMMITTEES YOU WOULD LIKE TO SERVE ON AND RANK THEM ACCORDING TO CHOICE BY NUMBER BEAUTIFICATION & TREE COMM. BUILDING TRADES REGULATORY & APPEALS BOARD CITIZENS CODE ENFORCEMENT FIRE PENSION BOARD GENERAL EMPLOYEES PENSION ECONOMIC DEVELOPMENT LAND DEVELOPMENT & REG. AGENCY LIBRARY BOARD POLICE PENSION BOARD 11 PARKS AND RECREAT`S :.•-• VETERANS PARK ADV. COMMITTEE SENIOR AD 7 „ 00 04 TTEE SIGNATURE DATE: ? ** SEE REVERSE SIDE FOR LISTING OF BOARDS, AGENCIES AND COMMITTEES ** 04, ato Data sheet of Steve Glassman fur Humanities Department Embry - Riddle Aeronautical University Daytona Beach FL 32114 904 226 -6657 (pm) 427 -2803 (am) Work: 1984 -- Associate Professor of Humanities (w/ tenure), graduate faculty 1983 -4 Lecturer in English, U of Texas /Austin 1981 -3 Lecturer in English, U of Miami (FL) 1978 -81 Graduate Assistant in English at U of Southwestern Louisiana 1971 -78 Labor Contractor for Pioneer Corn 1969 Project Themis /Micronesia (KU Researcher) 1966 -68 Peace Corps in Micronesia Education: 1983 M.F.A. in Creative Writing, Vermont College 1981 M.A. in English, U of Southwestern LA 1971 B. A. in Philosophy, Kansas University Miscellaneous: 1994 President, Florida Association of Departments of English 1992 (Spring) Fulbright Lecturer in Creative Writing to the University College of Belize 1991 President, Florida College English Assoc. 1988 Founded and Edited Dialectic, the Florida AAUP Bulletin 1980 Editor of Southwestern Review Books: 1991 Zora in Florida, ed. by Glassman and K. L. Seidel. Orlando: University of Presses of FL /University of Central FL Press. 1990 Blood on the Moon, a Novel of Old Florida, Brooklyn (Cleveland) OH: Quality Publications. *r.. ,Published in: Midwest Quarterly, Explicator, English Language Arts Bulletin, South Florida History Magazine, Florida English Journal, Notes on Mississippi Writers, Countryside, Living Off the Land, New Mexico Humanities Review among others. 1. . AGENDA REQUEST Date: October 26, 1998 ►' PUBLIC HEARING RESOLUTION ORDINANCE OTHER CONSENT BUSINESS CORRESPONDENCE ITEM DESCRIPTION /SUBJECT: Term expiration of Parks and Recreation Board Member, Erwin Brown. BACKGROUND: Mr. Brown's term of the Parks and Recreation Board has expired. He would like to be re- appointed. He does require transportation to and from meetings. RECOMMENDATION /CONCLUSION: 'tow Please fill this vacancy as soon as possible. FUNDS AVAILABLE: ACCOUNT NUMBER: SPECIFY IF BUDGET AMENDMENT IS REQUIRED) PREVIOUS AGENDA ITEM: YES NO X DATE: AGENDA ITEM NO. Respectfully submitted, .i.ja ' Barb Kowall Secretary/Parks & Recreation Board 4 •r.►. Concurre • e: ,/I�../ •26 `isr = n H e oper Interim City Manager 1 0 17 00R22-63-CEDL 4 4J ' . .''''.'-j'' lgi. t146 4'; THE CITY OF EDGEWATER ..;ty Pig I ; .1m , • ,. • , :i • .„:., -'.:,.':. W. '% ,:.:-' • ..c.i • .': '..-: q''.'t' 1%7: : ' ,"'' ' '?,*,..,.•1 '-.,'(..., , ': - 'V.`,,:. ...",i*„.\-0 ' T'• ''''''' 'V 'I'l ',.' POST OFFICE BOX 100-EDGEWATER, FLORIDA 32132-0100 - '-i'i:. ;fii ,„ f'',1' ''''',u1;t ,.?4•A:::-4.11 4.: :- dt.i,;. P -, .'•.,.; : .. ...- ;•;::::ti:;i1:::.; .,v; . .. •,,- . ' APPLICATION FOR APPOINTMENT TO CITY • „,_. „•-:.1..,..,,•::„,../..-:,:,)„...,,,f - - . BOARDS, AGENCIES OR COMMITTEES ,-;, , r, '',,. 'f':.+4: ' ' ':'•:': '''''.''''s' -- ',3 GI, YrLe144,n 11, ADDRESS. g- - D ( s' r 1 6.-4 L ,,...:;114 , • •J '-1' ,:',,.. Az , ,,, 1 ' ---' '4' HOPHONE 7 0 7 7 of., - " Z) O 1.) BUSI SS PHONE 4 41 ., A ..:::',: i ,.' '‘, t . ' . .i At:i■ .' ".!, ...; :' ' 4: 1' : . ' v '',. :,H":,.:0;i• OCCUPAT ION • •i'....f:; you a resident of Edgewater .1.. How long r ... ... q .„.„..1„J .:... • :•::;.: ,..,,,ilo• • Is your principal place of employment in Edgewater? 4)// ,' '-.'' ,''',.. ' ', if yes how long? • .'- k - '' • ' `' •;,..1:94i,;Braefly state your intetestin serving on a City board, agency or :4, ',, '=,,'',.,;,,,.' ,. ''.;.: l' ii!:. f: - . )3 „ ,„ , - ' '`. - .!•`-M 41- CO MMi t e e : ,: , -;'.. 7 o-p..., c ai -- 2 __,.. ,' .• -,-,, • ;• • A ' . . .„,te - v.,:p c ..,....i #.,..-1--- 4 Al,te /. a.. ,2,te,v,...e...9-) ..,t....1„, , . ,,, ... . .'4,;,::; 1.,.., , d or •.,, , ' " ,,.. • • - .. A i.. , : , „.•; -,„: ,•,,:,,,i . f,,. ... .., ' I( .;',,, ,,, ,„4 • 1 ''' ,j'i l r '• :. 'f'. : : , A; t ,1„.pl 4 .:.,,i..:.0.,:„1,,,,,t,:,:,.,,,,,, ''',! . It ''''' ' '''.' lin::; gi • ,'' . , 4 p 44 0 's:'01^ ' rgistered voterZ t , . : /:ii i1 ,0( 1 51 - &;,8hOld.YI'lolic offiCe? ilt,.:::, ,:: ;1••••• 0 ';, , wr,:q , . iw ;. ,;:pr, , fp.,. { :.,,, ; ,, '.'j':''',I. 4.•,' 4 :",':,,r,,,,,,, ' . ,,iiiti; ,....,, „, ,..„ , Ai'ei ' At . :t1ie, pregent time, do you serve on any other Boards, Agencies, or commit ees ?------,,,,,,,,,------,,, , If so, list each — ,', - .; 6, ,.:;;;•;' H ' 4 , ed''.' -; Ii 10 • : :::! a v ep,; yo ever sery ,,on a y, oards, agencies, or committees? :, • • 1. , P, A ..4 ,. ,,-,,,, ,. If . lis t each .-,',,,,.: ' . T.!•,,i , .,„,.,., :,;,, ..,,,:yr_,,ikt-. , ., ..,. '•,, - ,i,fi„ , ', ',',$. tkch , 4. 1 - - A . : 1 . i:‘ ::‘,:f, - 0, .;•* - ::0, . ....7 • . ,,,;': , .• ' .0, , ;44, ,,, ' , :i . .. , '' • ''''; ' '''!'''' ':.:',. 'i - 0,, , , 0 ' ,' ' ::':'• :'y. ',,....; .,, . (BOARD AGENCY AND COMMI TTEE....MEMBE RS MAY BE REQUIRED TO FILE WITH 1 .. : ,1.,:,,,,4, THE STATE FINANCIAL DISCLOSURE FORMS EACH YEAR) . .,•••••#1, ,.,: ..: ,,,,,.. , PLEASE INDICATE BOARDS, AGENCIES OR COMMITTEES YOU 1 ' " 't+ : ' :A : :.`',.,-,: ::-.'&. ' i'1, ' • . WOULD LIKE TO SERVE ON AND RANK THEM ACCORDING TO CHOICE BY NUMBER .(; ,4.,.V-71 , 1 , '.::: ,, ,,i',''1! .. y , ANIMAL CONTROL;BOARD • ,... CONSTRUCTION REGULATION BOARD ',..., • , '." • , " I •x CITIZENS CODE ENFORCEMENT i: .t : -I? 1 ''' FIRE ;PENSION BOARD 4 GENERAL EMPLOYEES PENS ION '-: • .',''. ,n ii ..44.0;t:., _.. • '7 'I ECONOMIC DEVELOPMENT 3 LAND DEVELOPMENT & REG. AGENCY • ,/, .., • • ' 7 ' BOARD 7 POLICE PENS ION BOARD ' ' '':‘ • '''; A;'C: , • 1 • t v FARKS .., AND RECREATION ON BOARD t ra VETERANS PARK ADV . COMMITTEE : 't, ,:,' :::.,,.' f: ' 41':,;,' ,' / i;i5 '' • '. ■•,,, , ..' .... , .... ' ■ .44,4. . '-. SENIOR AD HOC COMMITTEE S ''''‘Ntr - - — • . 111 IGNATURE ,t-e/t‘ s 0-31,1..1„_.- DATE : ___(9__di___ ** SEE REVERSE SIDE FOR LISTING OF BOARDS, AGENCIES AND COMMITTEES** 2 .3 y 2 Nifty APPLICATION FOR APPOINTMENT TO CITY BOARDS, AGENCIES OR COMMITTEES NAME Z \et1 N L 1----- _ l ADDRESS t 1 • ,�_J f f .ti' t � , j G( �' � S l CT 1 HOME PHONE SINESS PHONE .�r✓ / /'- % G ?_ OCCUPATION LI , ,, , Y -� /� Are you a resident of Edgewater L /C, How long Is your principal place of employ in Edgewater? (' if yes how long? _) ' ,j Briefly state your interest in serving on a City board, agency or committee: rC , I L - -t.: v )4�. zet: 2�' C Z yl �. - - %. ' ^ter! J � f/ / r - ,, 1 �_� !� /f . /,L L.- E "L� -- .a .,s.0i :- %- 4"'AtJ Are you a registered voter? • i Do you hold public office? 14; Are you employed by the City? Al(_„) At the present tim, do you serve on any other Boards, Agencies, or commttees? AI i_._.� _If so, list each: ,. /1 �� C • :n 4 _ ,v r . r Have you ever serve on any boards, ag ncies, or committees? If so, list each: `,_X'• ,- t,- J r -, :! . i r e G A J. ■ -,:, n , 1.7 z - t , r_ _ L • (BOARD, AGENCY AND COMMITTEE MEMBERS MAY BE REQUIRED TO FILE WITH THE STATE, FINANCIAL DISCLOSURE FORMS EACH YEAR) PLEASE INDICATE BOARDS, AGENCIES OR COMMITTEES YOU WOULD LIKE TO SERVE ON AND RANK THEM ACCORDING TO CHOICE BY NUMBER BEAUTIFICATION & TREE COMM. CONSTRUCTION REGULATION BOARD CITIZENS CODE ENFORCEMENT FIRE PENSION BOARD GENERAL EMPLOYEES PENSION ECONOMIC DEVELOPMENT LAND DEVELOPMENT & REG. AGENCY LIBRARY BOARD POLICE PENSION BOARD PARKS AND RECREATION BOARD VETERANS PARK ADV. COMMITTEE • SENIOR AD OC COMMITTEE law SIGNATURE L c :, F , ,-- i_ ' , �i 1 DATE: j 9 c`7 J ** SEE REVERSE SIDE FO LISTING OF BOARDS, AGENCIES AND COMMITTEES ** THE CITY OF EDGEWATER POST OFFICE BOX 100 - EDGEWATER, FLORIDA 32132 -0100 APPLICATION FOR APPOINTMENT TO CITY 't BOARDS, AGENCIES OR COMMITTEES NAME (.i `� f . <` rl cLD,s c1 ADDRESS ` /,- ( C 71 t/r dg) 6 (;;141 `rc ? District (Staff will supply district number) HOME PHONE YC' C/ - S '7 6 ( -1 BUSINESS PHONE OCCUPATION S o A T .1 Kle10 7 0.5re - Cc I /-7 Are you a resident of Edgewater Lfv > How long Is your principal place of employment in Edgewater? C) 7c if yes how long? ,6 lry r; v r l Briefly state your interest in serving on a City board, agency or committee: Now State your experience /qualifications C,} $ cx -r b -' 61e i m O r g q c /4 c �� i y� c4 F u,� Are you a registered voter? ( Are you employed by the City ?dv'L~ Do you hold public office? / At the present time, do you serve on any other Boards, Agencies, or committees? If so, list each: Cc)fli Uti l (' kri Uv1 f -t 1< 5iG IU' Lc! / f _ Have you ever served on any boards, agencies, or committees? If so, list each: (BOARD, AGENCY AND COMMITTEE MEMBERS MAY BE REQUIRED TO FILE WITH THE STATE, FINANCIAL DISCLOSURE FORMS EACH YEAR) PLEASE INDICATE BOARDS, AGENCIES OR COMMITTEES YOU WOULD LIKE TO SERVE ON AND RANK THEM ACCORDING TO CHOICE BY NUMBER ANIMAL CONTROL BOARD GENERAL EMPLOYEES PENSION BOARD � V BEAUTIFICATION & TREE COMMITTEE LIBRARY BOARD CITIZEN CODE ENFORCEMENT BOARD /, PARKS & RECREATION BOARD CONSTRUCTION REGULATION BOARD PLANNING & ZONING BOARD ECONOMIC DEVELOPMENT BOARD POLICE PENSION BOARD FIREFIGHTERS PE ION BOARD VETERANS PARK ADV. COMMITTEE r SIGNATURE ( �(. c % ; � �� _ZT� DATE: yFA, ** SEE REVERSE SIDE FOR LISTING'OF BOARDS, AGENCIES AND COM IITTEE (REV 10- 30 -97) THE CITY OF EDGEWATER POST OFFICE BOX 100 - EDGEWATER, FLORIDA 32132 -0100 APPLICATION FOR APPOINTMENT TO CITY BOARDS, AGENCIES OR COMMITTEES NAME L.C a/r►J/V1S !/ � f S" 1 Y i ( _ L I ADDRESS Y3D� ��(!P % f'F OK' l U� HOME PHONE 477-6 L -S�f/ BUSINESS PHONE c25� .0 .0 3 / OCCUPATION / `4v 7 S - 9 f /r¢ / go,oairi Are you a resident of Edgewater yeS How long %69 r��c Is your principal place of employment in Edgewater? Alr7 if yes how long? Briefly state your interest in serving on a City board, agency or committee : ✓ . �C PAArG - E r1 .f v. Re.0 , 6A-11-.J2 1 c� /lase ge■i2 Ze A c* 11, .1; Now Ari you a registered voter? E=_S Do you hold public office? Nf� Are you employed by the City? NO At the present time, do you serve on any other Boards, Agencies, or committees? No If so, list each: Have you ever served on any boards, agencies, or committees? If so, list each: � , : Seel 8 did) d 7 e n'l J ss r Now r( t ' a. /I .Ii , - . . 4 . i Ltt .. . . • Ii Iia. I� IE.i�l �MLr� e (BOARD, AGENCY AND COMMITTEE MEMBERS MAY BE REQUIRED TO FILE WITH THE STATE, FINANCIAL DISCLOSURE FORMS EACH YEAR) PLEASE INDICATE BOARDS, AGENCIES OR COMMITTEES YOU WOULD LIKE TO SERVE ON AND RANK THEM ACCORDING TO CHOICE BY NUMBER BEAUTIFICATION & TREE COMM. CONSTRUCTION REGULATION BOARD CITIZENS CODE ENFORCEMENT FIRE PENSION BOARD GENERAL EMPLOYEES PENSION ECONOMIC DEVELOPMENT LAND DEVELOPMENT & REG. AGENCY LIBRARY BOARD POLICE PENSION BOARD )(PARKS AND RECREATION BOARD VETERANS PARK ADV. COMMITTEE SENIOR AD HOC COMMITTEE 'fir SIGNATURE r SIGNATUR 0 e 2' DATE: � ** SEE RE RSE SIDE FOR LISTING OF BOARDS, AGENCIES AND COMMITTEES ** 903s+1 i5 RECEIVED OCT 3 1 1990 CITY OF EDGEWATER O S 1 APPLICATION FOR APPOINTMENT TO CITY BOARD OR AGENCY ( c�� p j - Name Bill Mosseller I � � +o we Address 2624 Royal Palm Drive - Edgewater, FL. c Home phone # 428 -6801 Occupation Charter Captain (U.S.C.G. Licensed) Business Indian River Guides Are you a resident of the City of Edgewater? Yes How long have you lived in Edgewater? 3 years Is your principal place of employment in Edgewater? no If so, how long? Briefly state your interest in serving on a City Board and list previous experience: I have been active outdoors for 50 years in almost all sports & recreational activetys. I have the time & interest to help the City of Edgewater on the Parks & Recreation areas board. Nair Are you a registered voter? Yes Do you hold a public office? No Are you employed by the City? No At the present time, do you serve on any other Boards or Agencies? No If so, list each: PLEASE INDICATE BOARDS OR AGENCIES YOU WOULD LIKE TO SERVE ON All Board Members MUST file financial disclosure each year Building Trades Regulatory & Appeals Board Library Board Now Citizen Code Enforcement Board Merit Board General Employees Pension Board Parks & Recreation Board (1) Industrial Development Board Police Pension Board Land Development 6 Regulatory Agency (PLEASE INDICATE ALL BOARDS INTERESTED IN, AND RANK THEM ACCORDING TO CHOICE BY NUMBER) Signature: e t Date: Oct. 30, 1990 * *See reverse side for listing of Boards and Agencies OEW'OT THE CITY OF EDGEWATER POST OFFICE BOX 100 - EDGEWATER, FLORIDA 32132 -0100 y, i ' O 4 O E TA L1T� Mayor Jack H. Hayman City Manager George E. McMahon District 1 Councilman Danny K. Hatfield City Attorney Krista A. Storey District 2 Councilwoman Louise A. Martin City Clerk Susan J. Wadsworth 44111.° District 3 Councilman Michael D. Hays District 4 Councilman David L. Mitchum January 8, 1997 Bill Mosseller � C9 33Z? G3ueeti 9/ Edgewater, Florida 32141 Dear Mosseller, We currently have your application on file to be considered to serve on one of our City boards or committees. We are updating our files and need to know if you are still interested. Please check one of the following and return this letter to us in the enclosed self- addressed stamped envelope. // Yes, please keep my application on file to be consideration ' for appointment. No, I wish my application be withdrawn. Sincerely, _ALt--/eita: Susan J. Wadsworth, CMC City Clerk SJW enclosure 104 NORTH RIVERSIDE DRIVE FAX- (904)424 -2409 SUNCOM 383 -2407 CITY CLERK - (904)424 -2407 THE CITY OF EDGEWATER POST OFFICE BOX 100 - EDGEWATER, FLORIDA 32132 -0100 APPLICATION FOR APPOINTMENT TO CITY `oor BOARDS, AGENCIES OR COMMITTEES NAME 7 au 1d Cj ■eerl fYlUrp \)ei 1 '5c. ADDRESS Aka t-e rr\ P(3kf\ D(• District p (Staff will supply district number) H O M E PHONE (gab' L i a 3 - 0 Q 8 BUSINESS PHONE ( 4 '4'D T 39 " C5ecuri4 -+j i5 rurnved ot..1 1- 4acfax cent') OCCUPAT ION Sl9 ery 1.SFX Cr SPC17 o: " ` T 6 V1 rn GD ICP.L- Ceei Are you a resident of Edgewater U2S How long a5 ul�►'S LA es your principal place of employment in Edgewater? WO if yes how long? Briefly state your interest in serving on a City board, agency or committee: AS G-- 4 Of AMC _ unDola 1_21,14.12 see- -I-ha+ rn .j Children ldren and c-4-hers hfive Break pc✓-o► es Noe 41y 6-4 -6neiis rs as = d,d 9izjh 9 ri b -41s ( State your experience /qualifications woe-,r 4.i' 44e5;',6e 4Dc ,U6i . .T'Ve been fiance/0 s leke- s L. //e tvawiik as ,b / e 1e/7 ,;c/ Gh' d 5 c, -1-i arm"' unt y Are you a registered voter? e5 , m -loc ' o a. Are you employed by the City?/U0 Do you hold public office? NO At the present time, do you serve on any other Boards, Agencies, or committees? PO If so, list each: Have you ever served o� a#1 y boarc� s, agencies, or comma tees? If so, list each: (je YW- 510W 5€XV Ce TtreC- -Or O a cos 4ead cr- oFFIcAPIL5 - (BOARD, AGENCY AND COMMITTEE MEMBERS MAY BE REQUIRED TO FILE WITH THE STATE, FINANCIAL DISCLOSURE FORMS EACH YEAR) PLEASE INDICATE BOARDS, AGENCIES OR COMMITTEES YOU WOULD LIRE TO SERVE ON AND RANK THEM ACCORDING TO CHOICE BY NUMBER ANIMAL CONTROL BOARD GENERAL EMPLOYEES PENSION BOARD BEAUTIFICATION & TREE COMMITTEE LAND DEVELOPMENT & REG. AGENCY CITIZEN CODE ENFORCEMENT BOARD LIBRARY BOARD ✓ CONSTRUCTION REGULATION BOARD PARKS & RECREATION BOARD ECONOMIC DEVELOPMENT BOARD POLICE PENSION BOARD FIREFIGHTERS PENSION BOARD VETERANS PARK ADV. COMMITTEE SIGNATURE DATE: ** SEE REVERSE SIDE FOR LISTING OF BOARDS, AGENCIES AND COMMITTEES ** (REV 10-30 -97) THE CITY OF EDGEWATER POST OFFICE BOX 100 - EDGEWATER, FLORIDA 32132 -0100 Noir APPLICATION FOR APPOINTMENT TO CITY BOARDS, AGENCIES OR OR COMMITTEES NAME Co NN, e, S-. W Il h I ) l LO U�• .--1)\S ADDRESS 3 24, S.4a g/1 L ,A L' r l �L�LJt W AT(� 4 FL - 2_ / a 2_ �1 - / / ! J 1 (! / - HOME PHONE 7 �- / J 7 / - 7 7 BUSINESS PHONE a I - 0 ` Y� OCCUPATION VoL ,,i VOL CoU(vT j VFFE Ns S6 iv) L6S Are you a resident of Edgewater How long Is your principal place of employment in Edgewater? ✓U 0 _ s if yes how long? , (�.Zl3._ 0 '1 J. V/.-r Gty cam s - Brie state youD interest in serving on a City board, agency or committee: `V TEILeS1 7) U) 44 66 /vG- e6d f CE .__toL) ivt y Cop) murvi 1(vn L0 66.K i rv9 Lv171 � f/lk DETER 01)x. Qua Ln o Li E6 ALSo As A 23 V- 'Yl/> r ( r bA Pi IY) Ei Ek lilt G a-ki r1)6) e9-r �)-J VA . -1,d o u L� b L_ 7v Are you a r / V egistered voter? b �i / ovik vE-7\c w21b..._- -• Do - yotr hal - public- -office? _ / 116) Are you employed by the City? 006. ,J At the present time, do you serve on any other Boards, Agencies, or committees? A/O If so, list each: Have you ever served on any boards, agencies, or committees? If so, list each: /AA AJ (EC.LE,7i orviAL Grn 1 Pees IN - ')-) ) OA at , N , (BOARD, AGENCY AND COMMITTEE MEMBERS MAY BE REQUIRED TO FILE WITH THE STATE, FINANCIAL DISCLOSURE FORMS EACH YEAR) PLEASE INDICATE BOARDS, AGENCIES OR COMMITTEES YOU WOULD LIKE TO SERVE ON AND RANK THEM ACCORDING TO CHOICE BY NUMBER BEAUTIFICATION & TREE COMM. CONSTRUCTION REGULATION BOARD CITIZENS CODE ENFORCEMENT FIRE PENSION BOARD GENERAL EMPLOYEES PENSION ECONOMIC DEVELOPMENT LAND DEVELOPMENT & REG. AGENCY LIBRARY BOARD POLICE PENSION BOARD 4110 PARKS AND RECREATION BOARD !7 PARK ADV. COMMITTEE SENIOR AD HOC •MMI' EE . . SIGNATURE / , DATE: 5 //2/ 9 ** SEE REVERS' SIDE FOR LISTING WBOARDS, AGENCIES AND COMMITTEES ** Nfir APPLICATION FOR APPOINTMENT TO CITY BOARDS, AGENCIES OR COMMITTEES NAME t K i� r1 1.0 i � ��'�' ADDRESS )/ l.tC � ��1CC ?)6-<_Z k _SIT C 4 HOME PHONE I 'c' (1 ,? / 7 BUSINESS PHONE ; . OCCUPATION cif = ..4�_� Are you a resident of Edgewater How long =:)\ Is your principal place of employment in Edgewater? if yes how long? Briefly state your interest in serving on a City board, agency or committee: .1 f l � 1. ( r C %m Yi? LC rt I / - t: / NOW • 0t1 / � / �; ' / Are you a registered voter? /L! 7/ ( Do you hold public office? ,'�` ) Are you employed by the City? 20(_ At the present time, do you serve on any other Boards, Agencies, or coumittees? t / -r j If so, list each: Have you ever served on any boards, agencies, or committees? If so, list each: ek : C V'\ r ' - ` r _ — re l iv) (BOARD, AGENCY AND COMMITTEE MEMBERS MAY BE REQUIRED TO FILE WITH THE STATE, FINANCIAL DISCLOSURE FORMS EACH YEAR) PLEASE INDICATE BOARDS, AGENCIES OR COMMITTEES YOU WOULD LIKE TO SERVE ON AND RANK THEM ACCORDING TO CHOICE BY NUMBER BEAUTIFICATION & TREE COMM. CONSTRUCTION REGULATION BOARD CITIZENS CODE ENFORCEMENT FIRE PENSION BOARD GENERAL EMPLOYEES PENSION ECONOMIC DEVELOPMENT LAND DEVELOPMENT & REG. AGENCY LIBRARY BOARD i POLICE PENSION BOARD PARKS AND RECREATION BOARD VETERANS PARK ADV. COMMITTEE SENIOR AD HOC COMMITTEE 'err SIGNATURE( - DATE: ** SEE REVERSE SIDE FOR LISTING OF BOARDS, AGENCIES AND COMMITTEES ** 1. 10/21/98 10:59 $ 904 428 8092 BPLDWIN *HUGHEY P.01 R eC et) cc 21"98 fir.• CITY ta tdsaell I =r 4 21,1998 Mr. Ken Hooper On November 11, 1998, the Edgewater American Legion Post 285 will celebrate Veterans Day with a parade and ceremony beginning at 9:00 am to honor all the men and women who served and fought for the freedoms of this great nation. I respectfully request that the following route be blocked off from 9 :00- 1 1:00 am that day: Northbound side ( US I, from ,Park Avenue to Indian River Blvd I pray that you will honor this request. Yours in good faith Michael R Blickenstaff Post Commander 428 - 2424 a� / tin � \U J ''u Ql N /� SY )\(: r 07/14/98 12:58 a 904 428 8092 BPLDWIN *HUGHEY J P.01 AGENDA FOR VETERANS DAY PARADE TO: Now RANDY ALMAN, MAYOR EDGEWATER CITY COUNCIL MEETING OF 2P, 9t)8 EDGEWATER, FLORIDA FROM: EDGEWATER AMERICAN LEGION POST # 285 MICHAEL R. BLICKENSTAFF, COMMANDER EDGEWATER, FLORIDA As Commander of the Edgewater American Legion Post # 285, it is my pleasure to request your permission to hold a Veterans Day Parade on November 11 at 9:00 AM. All entries will be checked in between 8:00 and 9:00 AM on the morning of Nov. 11 at the Menard May Park. At.9200 AM the parade will commence south on Riverside Drive ending at Veteran's Park_ We will try to have a reviewing stand around New Hampshire Avenue. Will disembark and assemble in the Veterans Park for a program and ceremony. Following the ceremony we plan to have a catered Bar B Q and entertainment for everyone present. Now Bahia Shrine Temple has agreed to participate calling on their parade units to come out and help us celebrate Veteran's Day. It is the policy of Bahia Shrine Temple to receive the request in writing, on City letterhead and submit it to the Divan for approval. It will be necessary for the City to assist us in this matter. In the next few months we plan to post flyers inviting all local business to participate in this festive celebration. We would also like to invite the schools to participate. Knowing that this is a school day, we hope it can somehow be worked out These are our preliminary plans which hinge on your approval. It is our hope that you will want to get on the band wagon and make your float a 1 prize winner. It our sincere hope that Veteran's Day, 1998 will be a day to remember for everyone of all ages in Edgewater_ Send all letters to: Lewis Cotterill, 1a1. Potentate 1320 Cove Place Tavares, Florida 32778 Now Michael R. Blickenstaff Commander AGENDA REQUEST Date: November 2, 1998 Nave PUBLIC HEARING RESOLUTIONS ORDINANCE OTHER CONSENT BUSINESS CORRESPONDENCE ITEM DESCRIPTION /SUBJECT: Employee Education/Training Programs BACKGROUND: New procedures adopted to bring consistency to the handling and financing of education and training for all City employees. (See attached) RECOMMENDATION /CONCLUSION: - For Council information only. Itaw FUNDS AVAILABLE (ACCOUNT NUMBER) N/A (SPECIFY IF BUDGET AMENDMENT IS REQUIRED) PREVIOUS AGENDA ITEM: YES NO X DATE: AGENDA ITEM NO. Respectfully submitted, Concurrence: Deborah Sigler Kennet R. Hooper Personnel Administrator Interim City Manager • Nfte ,`,/y Of/6 ZD ol A h?Vt PROPOSED SECTION X - EDUCATION /TRAINING ... 10.00 EMPLOYEE EDUCATION /TRAINING PROGRAMS The City agrees to make a good faith effort to promote on-the-job training for the purpose of improving the performance of employees, improving the quality of service rendered to the public, aiding employees to equip themselves for greater responsibilities and advancement to higher positions when available. Some of this training must, by its nature, be subject to available funds. The City will not expect any employee to attend required training to improve job performance and/or required training in specialized techniques outside his normal working hours, if possible. TRAINING It is the responsibility of the City Manager in conjunction with Department Heads and the Personnel Administrator to foster and promote in- service training of employees. Standards for training programs will be established to assure that training is carried out as approved by the City Manager and prepared certificates or other forms of recognition to persons who satisfactorily complete approved courses and programs will be awarded. These certificates, etc. will be logged in the individuals official personnel file as training/education accomplishments. For training required by the City as a condition of continued employment, the City shall assume financial responsibility for tuition, books, and travel, if approved in advance by the City. The time and location of all required training must be approved in advance by the City. The City will provide on duty training and /or time off with pay, including travel time as required by law, for all training required by the City for the purpose of job retention. If the employee does not satisfactorily complete the course, he may re- enroll at his expense, and take such course on his own time. Then if the employee does not satisfactorily complete the course, he may be terminated from the position. LICENSE RENEWALS/EXAMS An employee may be given leave for the purpose of taking exams to renew required licenses or obtain a new license directly related to their work. Expenses will be paid as required by law, however, no over -time will be paid to an individual taking exams; compensatory time will be given for the exam time only. The employee will be reimbursed for license renewals such as commercial drivers licenses which are required by job description. EDUCATION In order to increase the efficiency and productivity of City staff, it may become necessary to enroll in a formal program or course provided by an accredited educational institution or organization. These courses shall be categorized as Required, or Enrichment. Required: This is a course needed as a condition of continued employment with the City. Upon prior approval by the Department Head and the City Manager for enrollment, the City shall assume financial responsibility for tuition, books and transportation. If the employee does not satisfactorily complete the course, he may re- enroll at his expense, and take such course on his own time. Then if the employee does not satisfactorily complete the course, he may be terminated from the position. Enrichment: These are courses not considered a condition of employment but those which may contribute to improved efficiency and /or work quality. (a) If an employee requests to take an enrichment course, upon prior approval by the Department Head and the City Manager for enrollment, the employee will receive reimbursement for 50% of the tuition. (b) If it is recommended that an employee take an enrichment course, upon prior approval by the Department Head and the City Manager for enrollment, the employee will receive reimbursement for 75% of the tuition. All reimbursements will be subject to satisfactory completion of courses and if the employee remains in the City's employment for six (6) months beyond the completion of the course. If the six -month requirement is not met, the reimbursement may be deducted from the employee's last pay check In the event an employee is required to take an enrichment course, upon prior approval by the Department Head and the City Manager for enrollment, the City shall assume financial responsibility for tuition and books. If the employee does not satisfactorily complete the enrichment course, the employee's related performance shall be addressed through his annual ,. appraisal. SEMINARS /CONFERENCES: These are programs not considered a condition of employment but as a contribution to improved efficiency, work quality, and/or job knowledge. Upon prior approval of the Department Head and the City Manager for enrollment, the City will assume all financial responsibility by paying directly or reimbursing the employee for travel, lodging, meals, registration, books, materials, tolls, parking and other such expenses as are reasonable and justifiable for an employee to attend a seminar or conference. These expenses shall be subject to the following. 1. The employee must be a member of the professional organization providing the seminar /courses (if applicable). 2. The employee's position and/or function would be enhanced and thereby directly benefit the City. • AGENDA REQUEST Date: October 26, 1998 OTHER UNFINISHED err,. CONSENT BUSINESS BUSINESS PUBLIC HEARING RESOLUTION ORDINANCE ITEM DESCRIPTION /SUBJECT: Review revised Purchasing Policy and Procedures. BACKGROUND: On April 15, 1996 the City Council adopted Resolution No. 96 -R -08 which updated the Purchasing Regulations. The major change in that Resolution was the amount which triggered the requirement for Council approval. The purchase of items over $2,000 but not more than $5,000 only needed the approval of the Finance Director and purchases over $5,000 required formal sealed bids approved by the City Council. The purchase of capital items was increased to $500 and required the approval of the City Manager. On July 1, 1996 the City Council approved Ordinance No. 96 -0 -04 which included a provision authorizing the City Manager to sign certain contracts, agreements and leases which had an annual cost of $5,000 or less, a term of five (5) years or less, the expenditure was included within the approved budget of the department requesting the expenditure and the contract, agreement or lease had been approved as to legal form by the City Attorney. RECOMMENDATION /CONCLUSION: Staff met and reviewed the current purchasing policy and recommends City Council's consideration of the attached revised policy and procedures. It increases the capital outlay threshold to $1,000. It increases the purchasing authority for purchases under $2,000 to one verbal quote by the Department Head. Purchases from $2,001 to $5,000 requires three (3) written quotes with approval of the Finance Director. Purchases from $5,001 to $15,000 requires three (3) written quotes with approval of the City Manager. Purchases over $15,000 require formal invitation to bid or request for proposal with approval of the City Council. The revised policy also gives authority for the City Manager to sign contracts or agreements awarded or approved by the City Council. There are other enhancements in the revised policy and procedures which provide the City with a more efficient manner in which to operate. FUNDS AVAILABLE: ACCOUNT NUMBER: N/A (SPECIFY IF BUDGET AMENDMENT IS REQUIRED) NO PREVIOUS AGENDA ITEM: YES NO XX DATE: AGENDA ITEM NO. Respectfully submitted, Concurr -nce: ■64.14 0 20 ' Algae Karen A. Rickelman, CGFO en eth R. Hooper Finance Director Interim City Manager N Nikki Clayton agpurpol City Attorney CITY OF EDGEWATER POLICY SUBJECT: PURCHASING POLICY AND PROCEDURES POLICY DATE: APRIL 15, 1996 REVISION DATE: NOVEMBER 1998 Whereas, the City Council of the City of Edgewater, Florida has determined that fair and open competition is a basic tenet of public procurement; that such competition reduces the appearance and opportunity for favoritism and inspires public confidence that the contracts are awarded equitably and economically; that documentation of the acts taken and effective monitoring mechanisms are important means of curbing any improprieties and establishing public confidence in the process by which commodities and contractual services are procured; that it is essential to the effective and the ethical procurement of commodities and contractual services that there be a system of uniform procedures to be utilized by the City in managing and procuring commodities and contractual services; that detailed justification of decisions in the procurement of commodities and contractual services be maintained; and that adherence by the `fir City and the contractor to specific ethical considerations be required, and, Whereas, the City Council has previously adopted purchasing regulations to meet the basic tenet of fair and open competition, and, Whereas, the City Council has determined it to be in the best interest to revise its current Purchasing Regulations, Now, therefore, be it resolved, that the City's existing Purchasing Regulations are hereby rescinded in its entirety and that there is hereby established a new Purchasing Policy as follows: 1. DEFINITIONS -The following definitions shall apply. a. "Commodity" means any of the various supplies, materials, goods, merchandise, equipment, and other personal property. • NOW b. "Competitive Sealed Bids" or "Competitive Sealed Proposals" refers to the receipt of one or more sealed bids or proposals submitted by responsive and qualified bidders or offerers. 1 CITY OF EDGEWATER PURCHASING POLICIES AND PROCEDURES c. "Contractor" means a person who contracts to sell commodities or contractual ,, services to the City. d. "Contractual Services" means the rendering by a contractor of its time and effort rather than the furnishing of specific commodities. e. "Purchasing Policy" means the policy governing purchasing as adopted by the City Council. f. "Purchasing Procedures and Practices" means the procedures, practices, rules, regulations, or other administrative functions which may be changed from time to time by the City Manager to implement and adhere to the Purchasing Policy. 2. APPLICABILITY This purchasing policy shall be binding on the City Council and all agencies, boards, committees, departments, and employees responsible to the City Council as established herein. This policy shall be deemed supplemental to any applicable requirements of State law. ``► 3. IMPLEMENTATION AND ENFORCEMENT The City Manager shall be responsible, through and in conjunction with the Finance Director, for implementing and enforcing the Purchasing Policy on a Citywide basis. Each Department Head shall be responsible for implementing and enforcing these Purchasing Policies within his department. Violation of the Purchasing Policy may be grounds for disciplinary action, up to and including discharge. 4. GENERAL PURCHASING POLICY Normally, purchases of materials, supplies, equipment and services from outside vendors will be acquired through competitive quotations or bidding. The City Manager can approve cooperative purchasing agreements which include, but is not limited to, GSA, SICOP Bids, State of Florida Bids or SNAPS contracts, Florida Sheriff's Association Bids, or any other entity's bid provided that the entity has such language written in their bid documents, and the awarded vendor agrees to the purchase. 2 CITY OF EDGEWATER PURCHASING POLICIES AND PROCEDURES 5. MINIMUM STANDARDS litow The following minimum standards are hereby established: Value of Purchase Pricing Mechanism Authority to Approve Under $2,000 One Verbal Quote Department Head $2,001 to $5,000 Three Written Quotes Finance Director $5,001 to $15,000 Three Written Quotes City Manager Over $15,000 Formal Invitation to City Council Bid or Request for Proposal All contracts or agreements awarded or approved by the City Council shall be signed by the City Manager. %or 6. EXCEPTIONS TO MINIMUM STANDARDS When it is determined to be in the best interest of the City, the minimum standards contained in (5) above may be waived on a case -by -case basis. Authority to waive the minimum standards are as follows: a. The City Manager may waive the minimum standards for any commodity or contracted service which does not exceed $15,000 in value. b. The City Council may waive the minimum standards for any commodity or contracted services over $15,000. c. Purchases made from State Contracts, Snaps Contracts, Sicop Bids, GSA Bids, other Entities Bids or RFPs and Sheriff's Bids are exempt from the pricing mechanism, but still need the approval of the City Council. 7. EMERGENCY PURCHASES • `aar Emergency purchases valued at not more than $2,000 may be made without quotes, upon Department Head approval. Emergency purchases valued at more than $2,000 which affect the health, welfare or safety of the public may be made with the approval of the City Manager who shall be notified as soon as the Department Head is aware of the emergency situation. The City 3 CITY OF EDGEWATER PURCHASING POLICIES AND PROCEDURES Manager shall notify the City Council of the purchase and the circumstances involved as soon as possible after the occurrence of the event when the purchase is over $15,000. 8. MASTER BIDDERS FILE The Finance Department shall maintain a Master Bidder File comprised of vendors that have requested the opportunity to bid on City purchases. The Master Bidders File shall be used for formal written quotations and sealed bids. The City is not limited to the use of vendors in the Master Bidder Files, but may solicit bids or quotations from other vendors if it is deemed in the best interest of the City to do so. The Master Bidder Files will be purged annually at the beginning of the fiscal year. 9. PROCEDURES AND PRACTICES The City Manager is hereby given authority to establish a system, or amend the existing system, of uniform procurement procedures and practices to implement this policy. Additions, deletions or amendments to these procedures and practices shall be at the sole discretion of the City Manager. 10. EFFECTIVE DATE The Purchasing Policy shall become effective immediately upon its adoption. 4 CITY OF EDGEWATER PURCHASING POLICIES AND PROCEDURES '4411••• I. PURCHASING PROCESS 1. Purchases under $2,000. Departments should get at least one verbal quote. 2. Purchase Orders from $2,001 to $5,000. Departments must get three written quotes and submit them along with the Purchase requisition to the Finance Director. 3. Purchase Orders from $5,001 to $15,000. Departments must get three written quotes and submit them along with the Purchase requisition to the Finance Director. 4. Purchases over $15,000. All requests for goods or services that exceed $15,000 will require a formal Bid or Request For Proposal. The City Manager is authorized to advertise for Formal Bids or RFPs. *The requirement for quotes, bids or RFPs will be waived if the goods or services are available on State Contracts, State of Florida SNAPS agreements, Florida Sheriff's Bids, GSA contracts, Sicop Bids, or through other governmental entities bids or RFPs that specify that other entities r,,,,,. may purchase from their bids or RFPs. Departments must submit a detailed description of the commodity or services they wish to purchase. Bids and RFPs can have a long lead time, so requests should be submitted at least 90 days prior to any expected delivery or start dates. 5. Bids or RFPs a. Notice of bids or RFPs shall be published at least once in a newspaper of general circulation, and at least seven (7) days prior to the receiving deadline. b. Notice shall state commodity (ies) or service (s) in the Bid or RFP invitation. c. Bid or RFP notice may be sent to qualified bidders from the Master Bidders File located in the Finance Department. d. A copy of the Bid or RFP, or a copy of the legal notice will be made available to all interested bidders. There may be a cost associated with the distribution of Bids or RFP documents. • `tar 6. Single /Sole Source Purchase. Single or sole source purchase requests must be accompanied by a Single /Sole source memo signed by the Department Head. The memo must state why the purchase can only be made through one particular vendor, or why a department is requesting a 5 CITY OF EDGEWATER PURCHASING POLICIES AND PROCEDURES certain make or model. These forms are available in the Finance Department. If it is in the % City's best interest to standardize on certain makes or models, Finance Director approval will be required. If single or sole source purchases from a single vendor will exceed $15,000 on an annual basis, City Council approval will be required. See Attachment C: Single /Sole Source Memo. 7. Blanket Purchase Order - At the request of a Department Head or several Department Heads the Finance Department issues the Blanket Purchase Order to a vendor and is used to process multiple releases of the same general Purchase Order each fiscal year. The same Purchase order number is used throughout the fiscal year but each payment is distinguished by a Release Number (2 -digit suffix to the PO number). 8. Emergency Purchase Orders. All Department Heads can make an after hours Emergency Purchase up to $2,000. A justification memo and supporting documentation is due within five calendar days to the Finance Department for Purchase Order Processing. The City Manager may authorize emergency purchases for any amount when the health, safety, or welfare of the citizens or employees may be affected. The City Manager shall file with the City Council a memo detailing the emergency and a detailed expenditure report in the event the purchase exceeds $15,000. 9. Unauthorized Purchases. Employees purchasing items without appropriate authorization shall be solely and personally responsible for the payment of said items, and may face disciplinary action up to and including termination. 6 CITY OF EDGEWATER PURCHASING POLICIES AND PROCEDURES II. PURCHASING OBJECTIVES Purchasing objectives are essential to the implementation and administration of a meaningful, viable and successful purchasing program. Purchasing objectives spell out what is expected of the program and of the individuals who administer and participate in it. Purchasing objectives also serve as a set of guidelines to be used by management, operating personnel and the Finance Department in reaching responsible and intelligent decisions relative to the day to day administration of the purchasing program. Over the long run, purchasing objectives provide management with a set of general standards against which to gauge the effectiveness and success of the purchasing program. These objectives are as follows: 1. Establish an on -going Purchasing Program capable of providing daily service and support on an organization wide basis. 2. Introduce a greater measure of responsibility and accountability. 3. Assist management at all levels in reaching responsible, cost effective decisions in the `wr procurement of quality supplies and services for the City's use. 4. Assure realization of the principles of competitive procurement. 5. Formulate policy and procedures designed to enhance the efficiency of the City's procurement process and assure procurement in a timely and proper manner. 6. Promote good will and clear communication in City- Vendor relationships and inter - organization relationships relative to the Finance Department. 7. Promote the realization of equal opportunity policies through procurement relations with vendors. wrr 7 • CITY OF EDGEWATER PURCHASING POLICIES AND PROCEDURES III. POLICIES Nome 1. Purchasing. It is the policy of the City of Edgewater to authorize Department Heads to carry out the purchasing policies and procedures set forth in the Purchasing Policy. The Finance Director or his/her designee is responsible for the oversight of all purchases and shall report to the City Manager any matters which deviate from the Purchasing Policy. 2. Source of Supply. The Department Heads shall select source of supply. This shall be accomplished with a view toward creating good vendor relations and promoting the best interest of the City. As a general policy, purchases shall be awarded on the basis of (1) availability, (2) best price, (3) delivery, (4) capability, integrity and reliability of the vendor, (5) quality, (6) safety factors, (7) repair and warranty work (if applicable), (8) and any other special factors deemed important by the Department Head. 3. Commitments. The Department Heads shall conduct and conclude all negotiations affecting vendor selection, prices, terms, delivery, etc. Commitments and orders, to be valid, shall be authorized by the completion of a purchase requisition with valid purchase order number, followed by a purchase order appropriately signed by the Finance Director (or his/her designee) Nosy and the City Manager, if applicable. In some commitments, a letter of intent, agreement or contract shall be signed by the City Manager. 4. Interdepartment Relations. The purchasing system cannot function properly without the cooperation and assistance of all City Departments. It shall be the policy of the City to promote an intelligent and harmonious relationship between the Finance Department and other Departments relative to procurement. The Finance Director has the authority to request reconsideration of specifications and quantity or material if in his/her opinion the interest of the City is better served. However, the final determination of quality and quantity will remain the prerogative of the requisitioning department as long as the cost is within that departments budget. 5. Purchasing Ethics. The City strives to maintain strong and enduring relationships with vendors of proven ability and those who desire to meet its needs. To accomplish this, purchasing activities will be conducted so that vendors will place a high value on City Business and make every effort to meet these requirements on the basis of quality, service and price. The avoidance of actual or apparent conflict of interest is a prime requisite to the efficient and sound operation of the City and the maintenance of the public trust. Nome Conduct and business relations with vendors will be as follows: a. During interviews with vendors, no employee may commit on preference for any 8 • CITY OF EDGEWATER PURCHASING POLICIES AND PROCEDURES product or service or provide information regarding performance or price which might in %or any way give one vendor an advantage over another vendor or embarrass the City. b. All vendors will be given a full, fair, prompt, and courteous hearing. c. An open and competitive environment will be maintained. d. Consistent buying policies and principles will be maintained. e. The confidence of the vendor and his company as to proprietary information will be respected where applicable. f. The City will not obligate itself to any vendor. g. Purchasing must provide vendors an equal opportunity to submit quotes on a competitive basis. Care shall always be taken to avoid imposing on a supplier's time when it is known that bids will be requested and open to all. 6. Preference to Vendors. Preference may be given to bidders only when tie bids are involved Now and all other options are equal. In that case, the bidder that has provided a drug free workplace certification may be awarded the business. If a tie still exists, the City may award the bid to the bidder whose business is located the closest to the City. 7. Gifts and Gratuities. Employees are required to comply with Section XI of the City of Edgewater's Personnel Policies and Procedures Manual and Florida Statutes Chapter 112, Part III, Code of Ethics for Public Officers and Employees. 8. Bid Deposits. Bid deposits or surety may be prescribed in the public notices inviting bids. Unsuccessful bidders, shall be entitled to the return of that deposit or surety. A successful bidder, upon failure on his/her part to enter into a contract within the specified time after written notification of the bid award, shall forfeit any surety deposit with the City of Edgewater. 9. Performance and Labor & Material Bonds. The City may require a performance, material and labor bond before entering a bid -based contract, and in such amounts as shall be found necessary to protect the best interests of the City of Edgewater. 10. Bid Protest Bond. The City requires a protest bond when a formal bid protest is registered in %" "' reference to a City bid or request for proposal. 9 • CITY OF EDGEWATER PURCHASING POLICIES AND PROCEDURES N. CITY OF EDGEWATER DEFINITIONS 1. Definitions. The following is a list of definitions of purchasing terms. These terms are defined herein so as to provide a common understanding by all. Agreement A written statement accepting certain conditions and approved by the City Manager or City Council. Agreements are usually reviewed in advance by the City Attorney. Bid A quotation of price for commodity or service in response to an invitation to offer a price for commodity or service. These quotations may be formal or informal as defined herein, or by telephone. City Is the City of Edgewater, Florida. it City Department Is any Department of the City. Confirming Purchase Order A purchase order issued after a purchase requisition has been completed and signed by a designated buyer and signed by the Finance Director or his/her designee. Commodity Any of the various supplies, materials, goods, merchandise, equipment and other personal property. Contract An agreement between two or more parties, and approved by the City Manager or City Council. Contracts are usually reviewed in advance by the City Attorney. Designated Buyer An employee of the City authorized to make purchases. Emergency Purchase A purchase made prior to the issuance of a purchase order outside the normal purchasing procedures because of circumstances that were unforseen and 10 CITY OF EDGEWATER PURCHASING POLICIES AND PROCEDURES could not have been anticipated. Fixed Assets Typically referred to as land, buildings, equipment, and improvements other than buildings acquired by a government for use in the provision of goods or services to citizens. These items should have a useful life of at least two years following the date of acquisition and a cost of over $1,000 per individual item. Formal bid A written quotation of price for commodity or service submitted in response to a written invitation or legal advertisement to offer a price for said commodity or service. Such quotations are submitted in a sealed envelope and opened at a specified time and place. GSA Stands for General Services Administration (Federal). Informal Bid A written quotation of price for commodity or service in response to a written or verbal "Request for Quotation" to offer a price for said commodity or service for purchases under $15,000. Invoice An itemized list submitted by a vendor showing goods and/or services rendered, date of delivery of said goods and/or services and specifying price for same. Lease A contract or agreement for rental of a commodity for a specified time and price. Lease/Purchase AKA Capital lease. A contract or agreement for purchase of a commodity for a specified time. The ownership of the commodity is usually transferred to the City at the end of the term. • Piggy Back The ability of one governmental entity to take advantage of another governmental entity's bid, RFP or RFQ or legally ascertained cost or 11 CITY OF EDGEWATER PURCHASING POLICIES AND PROCEDURES professional acquisition with the consent of the vendor receiving the award. Purchase order A formal written agreement between the City and the seller to acquire goods and/or services specifying the price for same. Purchase Requisition A form completed by a designated buyer to have commodities or services purchased. Request for Proposals A written request for proposals or qualifications from interested vendors that may or may not ask for pricing information. Request for Quotation A verbal request or letter sent by a City Department to prospective vendor on contemplated purchases under $15,000 asking for price quotations. SICOP Stands for Six County Cooperative Purchasing 'v. (Lake, Volusia, Osceola, Seminole, Orange and Brevard. SNAPS Stands for State Negotiated Agreement Purchasing Schedule (State). Specifications A clear, complete and accurate statement of the technical requirements descriptive of an item and if applicable, the procedure to be followed to determine if the requirements have been met. State of Florida bid Means a bid procured and awarded by the State of Florida for various commodities which Cities and Counties can purchase off of. Surplus Property Item(s) which are obsolete, junk or in excess which will be disposed of periodically by auction, salvage, trade -in, or destruction sow 12 CITY OF EDGEWATER PURCHASING POLICIES AND PROCEDURES V. PROCUREMENT PROCEDURE ''fir►. This section of the manual outlines the City's purchasing procedure and the forms designed to complete it. This procedure is designed to make the procurement procedure as efficient as possible. In this regard the City Manager, Finance Director and Department Directors play important and key roles. 1. Blanket Purchase Order. Used by one department or several departments to make purchases. A Blanket Purchase Order Number is issued at the beginning or during the fiscal year for those vendors used every month for the commodities that the vendor provides. Blankets are usually issued to vendors who are sole source, convenient, contract or lease and used every month. Blankets normally should not exceed $3,000 per month. Blankets exceeding $3,000 per month will require justification. 2. Purchase Requisition. The requisition initiates the procurement cycle. The ordering department completes the requisition with all necessary information and designated buyer, Department Head, Finance Director, and/or City Manager authorization as required. If the minimum standards for the purchase have been followed and funds are available within the ordering department's budget, the designated buyer or Department Head can call the Finance Department for a purchase order number. After receiving the purchase order number from Finance, the buyer can place the order. Within two (2) days of receiving the Purchase Order Number the requisition should be turned into the Finance Department. See Attachment A: Purchase Requisition Sample and Distribution list. 3. Purchase order. The receipt of a requisition with the necessary information and required approvals gives the authority for each specific purchase and the generation of the Confirming Purchase Order. The Confirming Purchase Order will include all the information from the purchase requisition. A confirming purchase order will not be processed unless the requisition has the proper authorizations. The confirming purchase order must have the signature of the Finance Director or his/her designee. See attachment B: Purchase Order Sample and Distribution list. The Confirming Purchase Order is a legal contract. It represents an "agreement of terms" between buyer and seller. No Purchase Order will be issued without a properly assigned Purchase Order number. All purchases whether for single or multiple items will require a purchase order number. It shall be prohibited for any City Department Head or employee to order the purchase of any supplies or services, or make any contract without an authorized *ow purchase order number. Any purchases or contracts made contrary to the provisions herein shall not be binding on the City. (Exception: Emergency Purchases.) Contracts or agreements specifically approved by the City Council take precedence where conflicts exist. 13 CITY OF EDGEWATER PURCHASING POLICIES AND PROCEDURES All material returned or exchanged by a department, either for defects or for non performance, shall be directed to the Finance Department in the form of a change order with the proper paper work attached. 4. Purchases under $2,000 require one verbal quote and authority to approve rests with the Department Head. 5. Request for Quotation. All purchases from $2,001 to $5,000 will require three written quotes obtained by the requesting department from qualified vendors offering the supplies, equipment, materials or services to the City. If three quotes cannot be obtained, the reason for less than three shall be documented as part of the requisition. If only one quote can be obtained, a Single /Sole Source memo must accompany the requisition. Authority for approval rests with the Finance Director. 6. Request for Quotation. All purchases from $5,001 to $15,000 requires three written quotes from at least three qualified vendors for the supplies, equipment, materials or services requested. Written request for quotation is exempt from publication of legal advertising and preparation of detailed specifications unless required by the City Manager. If less than three quotes can be obtained, the reason for less than three quotes shall be documented as part of the "Now requisition. If only one quote can be obtained, a Single /Sole source memo must accompany the requisition. Authority for approval rests with the City Manager. 7. Competitive Sealed Bidding. A. Invitation for Bids. Where competitive sealed bidding is utilized, an Invitation for Bids shall be issued which shall include a purchase description and all contractual terms and conditions applicable to the procurement. All bids shall be submitted to the City Clerk no later than the date and time designated in the bid documents. The envelope containing the bid shall be sealed and marked according to the instructions. The City Clerk will date and time stamp each bid as it is received and file the bid unopened in a secure place until the time designated for the opening. Bids received after the designated time shall be returned unopened to the sender by the City Clerk. B. Public Notice 1. Adequate Public Notice of the Invitation for Bids shall be given a minimum of seven (7) calendar days prior to the date set forth therein for the opening of bids. Such notice will include publication in a newspaper of general circulation. 14 CITY OF EDGEWATER PURCHASING POLICIES AND PROCEDURES 2. Where it can be demonstrated that an urgent requirement for supplies or services exists, the requirement for public notice may be waived by the City manager. C. Bid Opening Bids shall be opened publicly by the City Clerk and recorded in the presence of two or more witnesses at the time and place designated in the Invitation for Bid. The amount of each bid, and such other relevant information as may be specified in the Invitation for Bid, together with the name of each bidder, shall be recorded. Bids and bid file shall be available for public inspection after ten days, or notice of award, whichever is sooner. The purpose of the bid opening is to record the bids received, not to analyze them. D. Bid Acceptance Bids shall be unconditionally accepted, except as authorized in paragraph 7E, or as outlined specifically in the bidding documents. E. Correction or withdrawal of bids Correction or withdrawal of inadvertently erroneous bids shall be permitted up to the time of bid opening. After bid opening, no changes in bid prices or other provisions shall be permitted; provided, however, the City reserves the right to reject any and all Bids, to waive technicalities, and to accept any Bid that it may deem to be in the best interest of the City. F. Bid evaluation and award 1. Bids shall be evaluated based on the requirements set forth in the invitation for bids, which may include criteria to determine acceptability, such as inspection, testing, quality, workmanship, delivery and suitability for a particular purpose. Those criteria that will affect the bid price and be considered in evaluation for award shall be objectively measurable, such as discounts, transportation costs and total or life cycle costs, etc. The Invitation for Bids shall set forth the evaluation criteria to-be used. No criteria may be used in bid evaluations that are not set forth in the Invitation for Bids. 2. The contract shall be awarded to the lowest responsible and responsive 15 CITY OF EDGEWATER PURCHASING POLICIES AND PROCEDURES Bidder whose bid meets the requirements and criteria set forth in the Invitation for Bids. In determining "lowest responsible bidder', in addition to the bid evaluation criteria above, the following may be considered. a. The ability and skill of the bidder to perform the contract. b. Whether the bidder can perform the contract or provide the supplies /services promptly, without delay or within the time specified. c. The quality of performance of previous contracts or services. G. Multi -step bidding. When it is considered impractical (due to insufficient data, uncertain requirements, etc.) to initially prepare a purchase description to support an award based on price, an invitation for proposals may be issued requesting the submission of unpriced offers to be followed by an Invitation for Bids limited to those bidders whose proposals have been qualified under the criteria set forth in .. the invitation for bids. H. Contract Change Orders. The City Manager is authorized to issue a change order to any contract not to exceed the lesser of ten percent of the original contract amount or $15,000. Changes made to the contract that exceed ten percent of the original contract will require City Council approval. 8. Competitive Sealed Proposals. a. Determination of use. When the Department Head determines that the use of competitive sealed bidding is either not practical or not advantageous to the City, due to existing market conditions or the type of service /supply required, a contract may be entered into through receipt of competitive sealed proposals. Competitive sealed proposals may also be used for the procurement of professional services. N "' b. Request for proposals. Competitive sealed proposals shall be solicited through a request for proposal. c. Public Notice. Public notice of the request for proposals shall be given in 16 CITY OF EDGEWATER PURCHASING POLICIES AND PROCEDURES the same manner as provided for competitive sealed bids. d. Receipt of proposals. Proposals shall be opened as provided in section 7C. e. Evaluation factors. The request for proposals shall state relative importance of price and other evaluation factors. f. Discussion with responsible bidders and revisions to proposals. As provided in the request for proposals, discussions may be conducted with responsible bidders who submit proposals determined to be reasonably acceptable for the purpose of clarification and to assure full understanding of, and responsiveness to, the solicitation requirements. Bidders shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals and such revisions may be permitted after submission prior to award for the purpose of obtaining best and final offers. In conducting discussions, there shall be no disclosure of any information derived from proposals submitted by competing bidders, except as may be required by the Florida Public Records Law, Chapter 119, Florida Statutes. g. Award. Award shall be made to the most responsive and responsible offerer whose proposal is determined to be the most advantageous to the City, taking into consideration the evaluation factors set forth in the request for proposals. No other factors or criteria shall be used in the evaluation. The contract file shall contain the basis on which the award was made. 9. Open Market Purchases Where it is determined, by policy established by the City Manager, that it is either not practical or not advantageous to the City to conduct competitive sealed bidding or competitive sealed proposals procedures, purchases may be made in the open market without newspaper or other advertisement and without strictly observing the procedures as prescribed in Section 7, Competitive Sealed Bids. a. Minimum number of bids -all open market purchases shall, whenever feasible, be based on at least three (3) competitive bids. b. Notice inviting bids. Bids shall be solicited by: 1. Direct mail request to prospective vendors; 17 CITY OF EDGEWATER PURCHASING POLICIES AND PROCEDURES 2. Telephone; or v411.,, 3. Public notice posted in the City Clerk's office of City Hall. c. Recording. The City Clerk shall keep a record of all open market orders and the bids submitted in competition thereon and such records shall be available for public inspection after opening. d. Purchase from Federal, State, County and other Government Entity Contracts. The Department Head with the authorization of the Finance Director, City Manager or City Council as applicable, shall have the authority to purchase directly from Federal, State Bid or SNAPS contracts, County contracts, Florida Sheriff's Association contracts, Sicop Bids, or from other governmental entities contracts for cooperative purchasing. 10. Appeal of Award Decision (Protest) a. Any actual or prospective bidder, proposer, offerer or contractor who is aggrieved in connection with a solicitation or award of bid or contract may protest to the City Manager within seven (7) calendar days after such viro" aggrieved person knows or should have known of the facts giving rise thereto. Said protest shall be in writing and shall state with specificity the grounds therefore and also the action requested of the City Manager. The protest shall be accompanied by a certified check or cash protest bond equal to five percent (5 %) of the aggrieved vendor's bid made payable to the City of Edgewater. If the protest is rescinded, the protest bond is returned. b. The City Manager shall attempt to settle or resolve protests, with or without a hearing at the option of the City Manager. The City Manager shall render a decision, in writing, within seven (7) calendar days following receipt of the protest. No bid award will be made during this time. The decision of the City Manager shall be final and shall represent the position of the City. c. Timely filing of the protest and/or appeals is jurisdictional. If the appeal is taken to court and the City's decision is reversed, the protest bond will be returned. If the appeal is taken to court and the City's decision is upheld, the protest bond is forfeited to the City as damages. d. In the event of a timely protest and/or appeal, the City shall not proceed further with the solicitation or with the award of the bid/contract unless the 18 CITY OF EDGEWATER PURCHASING POLICIES AND PROCEDURES City Manager, after consultation with the head of the using Department, forwards to the City Manager a written request to award the contract without delay in order to protect the public health, welfare or safety. 11. Convicted Vendor All Invitations to Bid as defined by Section 287.012 (11), Florida Statutes, Request for Proposals, as defined by Section 287.012 (16), Florida Statutes, and any contract document described by Section 287.058, Florida Statutes (or any of these referenced Statutes as they may be amended from time to time) shall contain a statement informing persons of the provision of paragraph (2)(a) of Section 287.133, Florida Statutes, which reads as follows: "A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity, may not submit a bid or a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a 'err contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO (currently $15,000) for a period of 36 months from the date of being placed on the convicted vendor list ". All Vendors who submit a Bid or Request for Proposal to the City of Edgewater, are guaranteeing that they have read the previous statement, and by signing the bid documents, are qualified to submit a bid under Section 287.133, (2) (a) Florida Statutes. 12. Authority to Debar or Suspend a. Authority. After reasonable notice to the person involved and reasonable opportunity for that person to be heard, the City Manager, after consultation with the City Attorney or his/her designee, shall have authority to suspend/debar a person/company from consideration for award of bids /contracts if there is sufficeint cause. The suspension shall not exceed a maximum period of three (3) * w e years. b. Causes for deparment or suspension. The causes for debarment or suspension include, but are not limited to the following: 19 CITY OF EDGEWATER PURCHASING POLICIES AND PROCEDURES 1. Conviction or commission of a criminal offense incident to obtaining or attempting to obtain a public or private contract or subcontract or incident to performance of such contract or subcontract. 2. Conviction under state or federal statutes of embezzlement, theft, forgery, bribery, falsification or destruction of records, receiving of stolen property or any other offense indicating a lack of business integrity or business honesty which currently, seriously and directly affects responsibility as a City contractor or potential City contractor. 3. Conviction under state or federal antitrust statutes arising out of the submission of bids or proposals. 4. Violation of bid/contract provisions, as set forth below, of a character which is regarded by the City Manager to be so serious as to justify suspension or debarment. a. Deliberate failure without good cause to perform in accordance with the specification or within the time limit provided S,,., in the bid/contract, or b. A recent record of failure to perfrom or of unsatisfactory performance in accordance with the terms of one or more bids /contracts, provided that failure to perform or unsatisfactory performance caused by acts beyond the control of the person or company shall not be considered to be a basis for suspension/debarment. 5. Any other cause /material factor which adversely affects the responsibility of a person as a City contractor or potential City contractor, including suspension/debarment by another governmental entitiy for any of the causes listed in this section. 6. Refutation of a bid/contract by failure to provide bonds, insurance, or other required certificates within a reasonable time period. 7. Refusal to accept an addendum, agreement or contract, or to perform thereon, provided such adendum, agreement or contract was issued timely and in conformance with the bid received. 8. Overall performance of a construction contract which has been 20 CITY OF EDGEWATER PURCHASING POLICIES AND PROCEDURES evaluated in writing as "poor" or "unsatisfactory ". *or 9. Presence of principals or corporate officers in the business or concern, who were principals or corporate officers within another business at the time when the other business was suspended or debarred within the last five (5) years under the provisions of this section. 10. Violation of the ethical standards set forth in the City, State and Federal law. c. Decision. A decision to suspend or debar shall be in writing and shall: 1. State the period of suspension/debarment. 2. State the reasons for the action taken. 3. Inform the suspended or debarred person involved of his/her right to administrative or judicial review as provided in this section. N..r d. Notice of Decision. A copy of the decision under this section shall be mailed or otherwise furnished immediately to the suspended or debarred person and any other affected party e. Maintenance of List of Debarred and Suspended Persons. The Finance Department shall maintain and update a list of debarred and suspended persons. All political subdivisions of the State may be supplied with this list and the Finance Department may send updates of this list to all political subdivisions of the State as necessary. Such list shall be available to the public upon request. 13. Hearing procedure for debarment and suspension of person. A. Right of Appeal. A decision of the City Manager to debar /suspend a contractor may be appealed to the City Council. Within seven (7) calendar days from the receipt of the decision by the City Manager, a written request may be submitted to the City Clerk requesting a hearing before the City Council. B. Hearing Date. Within thirty (30) calendar days from the receipt of the notice of appeal, the City shall schedule a hearing before the City Council, at which time the person shall be given the opportunity to demonstrate why the decision of the City Manager should be overturned. 21 CITY OF EDGEWATER PURCHASING POLICIES AND PROCEDURES C. Hearing Procedure. The procedure for any hearing required by this article shall be as follows: 1. The City shall cause to be served upon the person a notice of hearing stating the time and place of the hearing. The notice of hearing shall be sent by certified mail, return receipt requested, to the mailing address of the person. 2. The person shall have the right to be represented by counsel, to call and examine witnesses, to introduce exhibits and to cross - examine opposing witnesses. 3. In any hearing before the City Council, irrelevant, immaterial or unduly repetitious evidence shall be excluded. All other evidence of a type commonly relied upon by reasonable prudent persons in the conduct of their affairs shall be admissible whether or not such evidence would be admissible in a trial in the courts of Florida. D. Notice of Decision. A copy of the City Council's decision under this `.. section shall be mailed or otherwise furnished immediately to the person and any other affected party. E. Finality of Decision. Any decision under this section shall be final and conclusive upon the person. F. Authority to resolve contract and breach of contract controversies. 1. Applicability. This section applies to controversies between the City and a Contractor which arise under or by virtue of a contract between them. This includes, without limitation, controversy based upon breach of contract, mistake, misrepresentation or other cause for contract modification or recision. 2. Authority. a. The City Manager shall settle or resolve controversies arising under this section. Now b. Nothing in this policy shall be construed to restrict the City Manager from simultaneously resolving controversies arising under this section and suspending /debarring a contractor. 22 CITY OF EDGEWATER PURCHASING POLICIES AND PROCEDURES 3. Right to Appeal -The procedure for appeal of decisions of the City Manager under this section shall be the same as that set forth in section 13. %.r G. Other Remedies. Nothing in this section shall limit the City from pursuing other legal or contractual rights or remedies against the person. 14. Florida Statutes References (Current and as may be amended from time to time. Amended Statutes will take precedence over the following descriptions.) A. Section 286.011, Florida Statutes - Florida government in the Sunshine Law requires meetings be open to the public. Selection committee for award of bids or proposals established by City Council are governed by this law. B. Section 218.80, Florida Statutes -The Public Bid Disclosure Act states that any City or County permits or fees which are not disclosed in the bid or proposal or contract document shall not be accessed or collected after the contract is let. The City or County cannot halt or delay construction in order to collect any permits or fees which were not provided for or specified in the bidding proposal or contract documents %o,,. C. Section 287.055, Florida Statutes. "Consultants Competitive Negotiation Act ". D. Public Entity Crimes: Sections 287, 132 -133, Florida Statutes. Required the Florida Department of Management to maintain and make available to other political entities a "convicted vendor" list consisting of persons and affiliates who are disqualified from public contracting and purchasing process because they have been found guilty of a public entity crime, with or without adjudication of guilt, in any federal or state trial court of record relating to, but not limited to any bid or contract for goods or services provided to any public entity or with an agency or political subdivision and involved antitrust, fraud, theft, bribery, collusion, racketerring, conspiracy, or material misrepresentation. By law no public entity shall accept any bid from, award any contract to, or transact any business in excess of the threshold amount provided in Section 287.017, Florida Statutes, for category two (currently $15,000) with any person affiliate on the convicted vendor list for a period of 36 months from the date that person or affiliate has been removed from the list pursuant to section 287.133, Florida Statute. Therefore, before submitting a bid, a request for proposal or request for qualifications, each bidder acknowledges reading the Public Entity Crimes Statute, andverifies that their 4 00aw company is eligible to submit a bid or request for proposal or qualifications. A copy of this statute shall accompany each bid request for proposal or qualification. 23