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09-15-1997 - Regular ~ ~ CITY COUNCIL OF EDGEWATER REGULAR MEETING SEPTEMBER 15, 1997 7:00 P.M. COMMUNITY CENTER MINUTES CALL TO ORDER vice Mayor Martin called the Regular Meeting to order at 7:00 p.m. in the Community Center. ROLL CALL Mayor Jack Hayman Councilman Danny Hatfield Vice Mayor Louise Martin Councilman Michael Hays Councilman David Mitchum City Attorney Krista storey City Manager George McMahon city Clerk Susan Wadsworth Police Chief Lawrence Schumaker Excused Present Present Present Present Excused Present Present Present INVOCATION. PLEDGE OF ALLEGIANCE The invocation was delivered by Bill McIlvain, Central Church of Christ. There was a pledge of allegiance to the Flag. PRESENTATION OF PLAQUE TO JO ANNE SIKES FOR OUTSTANDING SERVICE AS CITY'S HISTORIAN vice Mayor Martin presented a plaque to JoAnne Sikes and thanked her for the work she has done as the City's Historian. Ms. Sikes elaborated on her latest project being an activity and coloring book. Fire Chief Bill Vola presented Councilman Mitchum with a certificate of appreciation for his help with an accident. Councilman Mitchum thanked Chief Vola and commented on the work and professionalism of the Fire/Rescue and Police Departments. APPROVAL OF MINUTES There were no minutes to be approved. CITIZEN COMMENTS REGARDING AGENDA ITEMS ONLY (Other than public hearings) There were no citizen comments at this time. CITY COUNCIL REPORTS Councilman Mitchum had nothing at this time. Mayor Hayman was excused. Councilman Hatfield had nothing at this time. Vice Mayor Martin had nothing at this time. Councilman Hays commented on a letter he read in the newspaper by Myron Hammond and read a letter from City Attorney Storey dated September 12, 1997 addressing outside attorneys. He feels it was important to set the record straight. PUBLIC HEARINGS. ORDINANCES. AND RESOLUTIONS There were no public hearings, ordinances or resolutions to be discussed. ,.,. ...., CONSENT AGENDA A. Request to authorize allowable expenditures from renewal and replacement fund B. Request to purchase copier under state contract (this item was withdrawn from the agenda) C. Request to approve audit report of revenues and expenditures of Florida Dept. of Environmental Protection Loan No. 794030 councilman Hays made a motion to approve the Consent Agenda, second by Councilman Mitchum. vice Mayor Martin stated Item 7B has been pulled from the agenda. Councilman Hays amended his motion to exclude Item 7B. City Manager McMahon informed Council more information is being obtained pertaining to Item 7B. City Manager McMahon explained Item 7C was a successful audit. He complimented Finance Director Fred Munoz on the very detailed information he presented for that audit and for his efforts. The motion CARRIED 4-0. OTHER BUSINESS A. Final change order for Florida Shores Roadway Improvement Project Part A city Manager McMahon explained these are adjustments or Change Orders for Part A and Part B and final adjusted figures for payment to Halifax Paving. This is not the closeout. The final closeout of the project will be given to Council at the close of this fiscal year. city Manager McMahon spoke about the utilities Department being very involved with this entire project. City Engineer Kyle Fegley presented background information regarding closeout procedures. He further commented on the Change Orders to Part A and Part B and the final pay requests. City Engineer Fegley explained this is just Halifax Paving's contract. The overall construction amount will be itemized at a later date. City Manager McMahon asked City Engineer Fegley approximately what was the value added to these contracts in terms of 30th Street and, the other streets that were additionally paved. City Engineer Fegley informed him it was approximately $600,000. City Manager McMahon thanked City Engineer Fegley, utilities Director Terry Wadsworth, and Finance Director Fred Munoz for the work they have done. Councilman Hays made a motion to approve the final change order for Part A, second by Councilman Hatfield. The motion CARRIED 4- o. B. Issue final pay request to Halifax Paving, Inc. for Florida Shores Roadway Improvement Project Part A Councilman Hatfield made a motion to approve this pay request, second by Councilman Mitchum. The motion CARRIED 4-0. Page -2- Council Regular Meeting September 15, 1997 .. ..." C. Final change order for Florida Shores Roadway Improvement Project Part B Councilman Mitchum made a motion to approve the final change order for Part B, second by Councilman Hays. The motion CARRIED 4-0. D. Issue final pay request to Halifax Paving, Inc. for Florida Shores Roadway Improvement Project Part B Councilman Hatfield made a motion to approve the final pay request for Part B, second by Councilman Hays. Councilman Hays thanked staff for the wonderful job they did. Councilman Hatfield also thanked staff and everyone for the wonderful job that was done. The motion CARRIED 4-0. E. Donation of surplus computers to elementary schools within Edgewater City Manager McMahon made a staff presentation regarding donating computers to the elementary schools. Councilman Hays moved for approval, second by Councilman Mitchum. The motion CARRIED 4-0. F. Appointment to Land Development and Regulatory Agency due to resignation of Peter Moncure Councilman Hays made a motion to appoint Carl Zeese, second by Councilman Hatfield. The motion CARRIED 4-0. At Councilman Hays' request, Carl Zeese introduced himself. G. Self-Insurance Fund report and discussion city Manager McMahon presented background information and a staff report regarding,the Self-Insurance Internal Service Fund. City Manager McMahon informed Council what is being proposed is updating the ordinance to the current times. This will minimize the outside legal costs the city has to bear to suffer the cost of going to court. He commented on the legal costs to defend the interest of the residents of the City. To go to court today, if you didn't have insurance, you would bear a tremendous cost. That has to be avoided in the interest of the citizens financial responsibility so we do that through insurance. city Manager McMahon stated they are recommending Council look at this fund and essentially set it up at about $775,000. It would be set up to provide the original and future intent of the Council in having this as a separate fund, to set the amount of the desired fund balance if this fund continues, to determine if this is the best option for obtaining the desired fund balance and to set up the time frame for reaching the fund balance desired. Finance Director Fred Munoz presented options that need to be considered by the City. His recommendation is to make a contribution from all of the benefited funds at a total cost of $110,000. City Manager McMahon explained this is not a figure arrived at through an actuarial study. He spoke about claims reviewed by himself, Mr. Munoz, and City Attorney Storey. Page -3- Council Regular Meeting September 15, 1997 ~ ....", Councilman Mitchum spoke about natural disasters. City Manager McMahon spoke about the cost from the tornado in Edgewater last year being approximately $40,000 to have the solid waste hauled off to the dump. City Manager McMahon spoke about the tremendous cost if a hurricane were to come near the shoreline to clean up and have solid waste hauled off. GENERAL CITIZEN COMMENTS/CORRESPONDENCE There were no citizen comments at this time. OFFICER REPORTS City Manager McMahon commented on correspondence Council has received from 73 people bordering or on SR 442 which is the target area for the widening of SR 442. This correspondence needs to be acknowledged and discussed by this Council. Council has reviewed and tentatively approved plans for options offered by DOT. They are objecting to the widening and closing of as many collector streets that feed on to that main artery. He asked Council to discuss this tonight. Councilman Hays commented on the options that the City was given by DOT. He is not trying to trash DOT. They are working as hard as they can with what they have. They are trying to build a four lane road with bike paths and sidewalks, which are all the things we need, in a right-of-way that is just not big enough to build it. No matter which plan you pick, you are going to find something wrong with either of the plans. Councilman Hays feels any decision they make on the. plans is the perfect or ideal one because there is no ideal plan. He spoke about if you can't have it all then don't do anything being a response from some people and he feels this is not an option due to the City growing too fast. City Manager McMahon further commented on what the City will be losing if it leayes SR 442 as it is. Councilman Hays feels they need to make a decision and stick with it. He didn't totally like any of them. For the future of Edgewater, they have to do something with the road. vice Mayor Martin would like to know how everyone in the city feels about the widening of SR 442. She spoke about putting a straw vote ballot in the city newsletter. Councilman Hays asked if we have a deadline with DOT. city Manager McMahon stated normally the way it works is when DOT does everything that is done leading up to this point, they are at the point of oommitting design work that is serious money and serious engineering work. When that commences, I don't think DOT is going to stop anything. DOT, as a business agency of the State, is going to go ahead once that design is done and they are going to put the specs together. They are going to bid it and you won't be able to do anything after that time. He doesn't think DOT has committed a lot of money to this yet because that is going in next year's funding. City Manager McMahon stated there is a time constraint where lack of doing anything is going to result in them saying no project or they will do it their way. Page -4- Council Regular Meeting September 15, 1997 ~ ""'" City Manager McMahon spoke about being involved in the MPO when it was being formed as part of the federal government grant agency process. He stated Mayor Hayman fought long and hard for this and he finally got them to include it in this phase of the funding. The City has to make a very serious decision and understand that DOT is going to abide by that decision. City Manager McMahon stated if the Council wants to take more time to do a straw vote, he can urge City Clerk Wadsworth to get the next newsletter out right after October 1st. That would be the cheapest way of doing the straw ballot and you would have some conclusion from the people that responded. Councilman Mitchum is all for leaving all the roads open. He feels having a five lane road is the best option. If they derail this, there is no telling when they will have the option again. Councilman Hays spoke about phone calls he received regarding it being unsafe having a fifth lane and phone calls he received regarding keeping the medians. He feels the public have become more aware of the DOT plans. He spoke about comments made in the letters they received regarding people feeling the traffic flow is a bigger priority then the green space. Councilman Hays feels they don't have time for a straw ballot. He doesn't want DOT to come back while we are waiting for the straw ballots to come back and say the city blew it because they waited too long. City Manager McMahon explained DOT's mission is to move traffic. Their mission in Edgewater is to move traffic as quickly as possible from U.S.#l to 1-95. Our mission as a City is to be extremely sensitive to the residents and what they want and what they need to do. Councilman Mitchum went over to Orange City where the road is five lanes. Councilman Mitchum made a motion to go back to the option with five lanes, second by Councilman Hays. Councilman Hays spoke about having to give up something to get something. They will have to give up the medians to have bike paths and sidewalks. City Manager McMahon stated one of the things the City might be able to do to appease the aesthetic concerns is involve the residents using their property in some aesthetic plan that makes sense that is financially responsible and able to be done at Christmas time or even some of the permanent plantings that need to be done. Councilman Mitchum spoke about the portion they are talking about is from U~S. #1 to Air Park Road. From that portion on to 1-95, the plans are to have a 200 foot right of way with a huge median. The aesthetic needs of that as an entrance to Edgewater can be addressed at that point. The motion CARRIED 3-1. Councilman Hatfield voted NO. City Manager McMahon asked City Engineer Fegley if DOT will take this into consideration. city Engineer Fegley feels they will. Councilman Hatfield presented a pudding stone, which is a lucky stone, to each of the Councilmembers. He wished everyone well in their endeavors. Councilman Hatfield expressed his enjoyment serving on the Council. He explained he is leaving on good terms and leaving his position in good hands. He asked Mr. Gornto to figure out a way to pay for his road being paved. He feels Mr. Gornto is going to do a good job. He also wished Ms. Lichter good luck. Page -5- Council Regular Meeting September 15, 1997 ~ ~ Councilman Hatfield feels this City good shape. He spoke about dealing City and he has nothing but respect wished them well. is well represented and in with every department in the for each one of them and he Councilman Hays thanked Councilman Hatfield and informed him it has been a pleasure. He thanked Vice Mayor Martin for filling the Mayor's shoes since he quit. He wished everyone all the best. ADJOURNMENT There being no further business to discuss, Councilman Hatfield made a motion to adjourn. The meeting adjourned at 8:22 p.m. Minutes submitted by: Lisa Kruckmeyer Page -6- Council Regular Meeting September 15, 1997