09-16-1991 - Regular
,/
..,.
...,
CITY COUNCIL OF EDGEWATER
REGULAR MEETING
SEPTEMBER 16, 1991
MINUTES
CALL TO ORDER
Mayor Wessler called the meeting to order at 7:00 p.m. in the Community Center.
ROLL CALL
Mayor Tanya Wessler
Councilman Kirk Jones
Councilperson Louise Martin
Councilperson NoraJane Gillespie
Councilman Michael Hays
City Attorney Krista Storey
Acting City Manager Fred Munoz
City Clerk Susan Wadsworth
Police Chief Lawrence Schumaker
Present
Present
Present
Present
Present
Present
Present
Present
Present
INVOCATION, PLEDGE OF ALLEGIANCE
Reverend Miracle, Friendship Baptist Church, delivered the invocation. There
was a pledge of allegiance to the Flag.
PROCLAMATION FOR SEPTEMBER 29, 1991, AS ARBOR DAY OBSERVANCE
Mayor Wessler read the proclamation which was a requirement as part of the
application for the City to become recognized as a Tree City USA.
APPROVAL OF MINUTES
Public Information and Discussion Meetina on CIP held Julv 29, 1991 - Councilman
Hays moved to approve the minutes. Councilperson Martin seconded the motion.
Motion CARRIED 5-0.
Public Information and Discussion Meetina on CIP held Auaust 3, 1991 - Councilman
Hays moved for approval. Councilman Jones seconded the motion. Motion CARRIED
5-0.
Special Meetina held Auaust 3, 1991 - Councilperson Martin moved to approve.
Councilman Hays seconded the motion. Motion CARRIED 5-0.
Reaular Meetina held Auaust 5, 1991 - Councilman Hays moved for approval.
Councilman Jones seconded the motion. Motion CARRIED 5-0.
Special Meetina/Workshop held Auaust 13, 1991 - Councilman Jones moved they
accept the special meeting of August 13. Council person Martin seconded the
motion. Motion CARRIED 5-0.
CITIZEN COMMENTS
Mayor Wessler asked for comments on things other than on agenda items because
they'll be able to speak at that time.
Bill Smith, 2629 Victory Palm, stated they1re going to vote on the golf course
again next month and he understands the people have agreed to have the land sold
to the people. He said he called Tallahassee to find out about the law that was
passed and not signed by the Governor and if he vetoes the law, they'll have
exactly what it is now. He suggested Council consider holding off for 60 days
until the first of the year to see if the law passes, and if so, then no one will
have any complaints about the incorporation, but if it does not, they will.
Planning & Zoning Director Mark Karet explained the draft agreement provided to
the City and reviewed by LDRA has language that takes care of this if the
Governor doesn't sign the bill and it requires the recording of deeds of covenant
that any owner that purchases land in that area will record that theylll be
registered as real property. Mr. Munoz stated he called Governor Chiles' office
and was told if the Governor had not vetoed it by now, it was not a veto he could
exercise and he asked Representative Ascherl the same question and Mr. Ascherl
was of the same opinion that it's past the time to veto the bill. He added helll
call again tomorrow since this is a conflicting story. Councilman Hays pointed
out if it1s in the annexation agreement it doesn1t matter since it's addressed.
Mr. Smith stated he talked with the tax office and his question is whether a
'-'
'..",
CITIZEN COMMENTS (Continued)
Bill Smith (Continued) covenant is legal if the law states certain things, and
if a covenant overrides the law. Ms. Storey replied the individuals involved
can agree to exercise some of their options, she's not familiar with the law he
refers to, but an agreement between two consenting parties is valid and legal
and they could agree to do as Mr. Karet indicated. Mr. Smith asked if a covenant
supersedes State 1 aw. Ms. Storey rep 1 i ed not just any 1 aw. Counc il person
Gillespie stated Mr. Smith is referring to HB 1158 effective January 1st.
Al Keaton, 3029 Kumquat Drive, stated there will be an addendum to the sales
contract that the land owner will sign that transfers to the individual that they
have to file a homestead.
CONSENT AGENDA
Extending Employee Assistance Program contract with Act. Inc. for one year from
10/1/91 through 9/30/92 - Councilman Jones moved they accept the consent agenda.
Councilperson Martin seconded the motion. Motion CARRIED 5-0.
NEW BUSINESS
Joe Martin. Chairman of Industrial Development Board. re: FEC property in Planned
Industrial Development District - Mr. Martin apologized to Council that he hadn1t
given them a document on this earlier and he reviewed chronologically the various
prior requests. He said the Interim City Attorney opposed language in the Gran
Central Corporation agreement and he doesn't understand why as it's the same
language used by the City of Jacksonvi lle. He stated on September 13th he
received proposals for appraisals from $1,800 to $4,500. He asked that the
agreement be reviewed with a response by September 23rd because when it IS
finalized the field work can be performed and after the environmental assessment
report two appra i sa 1 s of the Gran Centra 1 property shou 1 d be obta i ned. He
recommended Council set aside $9,000 to appraise this. He pointed out the first
issue would be the release and indemnification agreement and second is the money.
Mayor Wessler questioned the difference of $1,800 to $4,500 and Mr. Martin
explained that's the range and he took the high one times two as they need two
independent appra i sa 1 s for a governmenta 1 body to buy 1 and. Counc il person
Gillespie pointed out they've budgeted $3,000 for the brochures. Mr. Martin
explained they don't need the brochures if they don't go with the park.
Councilman Hays stated it I S important to proceed for the community and Mr.
Martinis worked with this a long time and he doesn't have a problem and hopes
it's the lower end of the appraisals at $1,800 instead of $4,500. Councilman
Jones stated he feels very strongly we have to get industrial development on the
aggressive mode and doesn't have a problem with it but hopes this site is the
one we're really serious about after spending that money, and he thinks it is.
Mr. Martin stated he wanted to get this to Council for inclusion in the budget.
Councilperson Martin explained we're cutting the budget every year and want to
be sure this is the property we can use before spending money. Mr. Martin
pointed out theylll have to do something like this to find out if it is and
they'll evaluate the property to see how it can be used. Councilperson Martin
asked if it's necessary to pay for an appraisal or can real estate people do it.
Mr. Martin replied professional appraisals are required by State Statutes and
he doesn't know of anyone who will do it free. Councilman Hays pointed out welre
looking at ways to cut the budget but need to look at ways to generate revenue
and this is the first step to make jobs available. He added sometimes you have
to spend money to make money and he feels we need to proceed in this direction.
Ms. Clayton stated other jurisdictions have objected to the release and indemni-
fication agreement and she's had ongoing discussions. She said the City has the
benefit of the County's being able to do some of this work which would have been
an additional expense on top of the appraisals. She explained the railroad's
management is waiting to release this alternative agreement so they can have
access and can get to the point they're looking for at a much more reasonable
cost then having to do it on your own and hiring consultants. She added when
the attorney determines its acceptable, then they can access the property, and
if not, they may want to look at other properties.
Councilperson Gillespie asked if they should set money aside for appraisals to
meet Federal requirements or wait until the new form comes in and Ms. Storey
says itls suitable to sign. Mr. Martin replied funds are not the first priority
but held like it budgeted and held like contact be made with Gran Central Corpor-
ation as soon as possible to be sure welre not holding them up. Councilperson
Gillespie noted that can be handled with the new and overlapping City Attorney.
2 Council Regular Meeting Minutes
September 16, 1991
'-'
wi
NEW BUSINESS
Joe Martin, Chairman of Industrial Development Board, re: FEC property in Planned
Industrial Development District (Continued) Mayor Wessler suggested a motion to
put the other $6,000 he's requesting in the budget and not to be spent if not
needed. There was discussion about the appraisal figures Mr. Martin received
and Mr. Martin said he'll talk with some of the higher ones and ask them to
reduce it. Councilman Jones moved to put aside the $9,000 waiting on the outcome
of what Ms. Clayton said with the agreement that's supposed to be coming forth
and going from there. Councilman Hays seconded for discussion. Ms. Clayton said
she doesn't know if they have to do anything now until they determine if the
property can be utilized and they may want to have a contingency allocated in
the general funds to be used by the Industrial Development Board. She added they
could arrange for the land to be evaluated for use for the purpose they intend.
She asked if the appraisals are for obtaining grant funds to acquire the
property. Councilman Hays replied it's for assessing property and if they find
it's suitable after appraisals, then they can get bids, but we as a municipality
are required to have two before we can purchase. He added monies would be
budgeted if they decide to do it and they wouldn't have to look at unallocated
funds. Ms. Clayton stated if the end is to purchase property, you determine if
there are revenue sources to buy it and if they discover they cannot find
revenues to buy the property, there's not a lot of purpose to expend revenues.
She suggested they not try to budget today for something they may not be able
to purchase. Councilman Jones noted they're just getting geared up to go. Ms.
Clayton explained the development committee could do evaluation of the property
but Council should control expenditures of funds. Mayor Wessler noted Council
will spend it and it will be in the budget. Councilperson Martin asked when
assessed value will be on the tax rolls. Mr. Martin replied they need two
appra i sa 1 s and the assessed va 1 ue wou 1 d be nice to work with. Counc il person
Martin asked why they can't use it. Councilman Hays asked the number on the tax
rolls. Mr. Martin replied $4,400 per acre for unimproved land and no access.
Motion CARRIED 3-2. Councilperson Martin and Councilperson Gillespie voted NO.
Act ing City Manager's request to move balance from street light account to
general fund operating account - Councilman Hays moved to TABLE this pending
completion of the budget for this fiscal year. Councilperson Gillespie seconded
the motion. Council person Martin asked if this will increase the amount
necessary to reduce the budget if they do this. Mr. Munoz replied this amount
was not included at all in the budget and they don't plan to have the money
available. He explained last year they stopped collecting street light fees and
any expenditures on it. He added $329,000 had been collected and $66,000 is left
because of the amount last year plus interest and there's no statutory
requirement that it stay there. He stated all expenditures were in compliance
with the City's enabling ordinance and last year there was an assertion that the
street light fee was a street light impact fee which has different expenditure
regulations, such as capital being spent on capital items, but no one has
asserted that in a court of law so there's no good reason to restrict it. He
suggested they continue spending it for what it's intended and unrestricted.
Mayor Wessler asked if Ms. Storey has looked at it. Ms. Storey replied no, and
she'd like the opportunity. Councilman Hays stated after resolving this year's
budget and Ms. Storey's review of it, held like her comments and what direction
the monies can go. Mr. Munoz explained according to the previous ordinance it
can be operating costs and each year they've requested Council move funds from
the street light account to the general funds. Motion CARRIED 5-0.
City Engineer and Utilities Director's recommendation to adopt amendment 1991-
01 to Dyer, Riddle, Mills & Precourt, Inc. contract to provide engineering and
hydrogeological services associated with resident services during construction
of Alan R. Thomas wellfield at a cost of $27,750 - Councilperson Martin asked
if this was taken care of in the original contract. Dan Allen of Dyer, Riddle,
Mills & Precourt, Inc., explained the contract includes construction adminis-
tration which is shop drawing review and review of pay requests and this is daily
inspection of the work being conducted in the field. He explained the way the
contract's worded DRMP will be doing the critical part during construction of
the wells, drilling, setting cases, and regulatory requirements and the City will
have someone there when needed. Councilperson Gillespie asked that amendments
have the firms' name on every sheet in the future to avoid confusion and problems
when it comes apart. Counc i 1 person Mart i n moved to accept the amendment.
Cou nc il man Jones seconded the mot i on. Mot i on CARR I ED 4-1. Counc il person
Gillespie voted NO. Councilman Jones explained $10,000 of that is for independent
laboratory tests. Mr. Allen said they'll get quotes and it may be lower.
3 Council Regular Meeting Minutes
September 16, 1991
'w'
'ftttIf
NEW BUSINESS (Continued)
City Ennineer's recommendation to adopt amendment 1991-02 to Dyer. Riddle. Mills
& Precourt. Inc. contract to provide ennineerinn services associated with Federal
stormwater permittinn requirements for wastewater treatment plant phase 1
expansion - Councilperson Gillespie noted they went to the workshop on this NPDES
permitting and she wants the firm's name to appear on every page on this document
also. Mr. Allen said he'll send back corrected sheets. Councilperson Gillespie
stated we have to have this and moved to approve. Councilman Jones seconded the
motion. Councilman Hays requested an explanation of page 2 where it says the
work isn't being conducted in house because of technical and time constraints.
City Engineer Gates Castle explained NPDES permitting is a new field and recent
legislation has made it a requirement under certain activities. He said he's
never filled in a NPDES permit but Dyer, Riddle has done several for other
projects and he didn't feel it would be time effective to bring himself up to
speed on permitting requirements. Councilman Hays asked if Ron Ferland or some-
one could teach him the process considering all the contracts. Mr. Castle
explained this is probably the only occasion he'll have to use it and it's not
time effective as it would take about 4 hours to teach him for the one time on
the wastewater treatment plant. He added if down the road the legislation
changes and cities of our size have to do general NPDES for stormwater then it
may become cost effective for him to learn the process but for this one shot
permit, he didn't feel it's cost effective. Motion CARRIED 5-0.
Ut 11 it ies Director's request to channe water conservat ion ordinance to correspond
with the Volusia City-County Water Supply Cooperative - Councilperson Gillespie
stated she spoke with Mr. Wadsworth and any time we want to we can make a motion
to withdraw from membership and she wants to be sure we get control back into
the City's hands in the event we withdraw from membership. Utilities Director
Terry Wadsworth explained that can be inserted and it's one that gives us more
power to declare levels for our own City aside from the Cooperative but what she
discussed this morning could be added by the City Attorney. Mayor Wessler asked
Ms. Storey to insert the appropriate language. Councilperson Gillespie moved
to accept as amended by our new City Attorney. Councilman Hays seconded the
motion. Motion CARRIED 5-0.
Parks & Recreation Director's recommendation to increase fees for Community
Center and Shuffleboard faci lities - Councilperson Gi llespie moved to accept Jack
Corder's recommendation so we become cost effective on our rates. Councilman
Hays seconded the motion. Motion CARRIED 5-0.
Annual evaluation of City Clerk - Councilperson Martin asked to defer the
evaluation to allow Council as a group or individually to review with Mrs.
Wadsworth the personnel audit because she thinks it's only fair to have a person
review with the Council, and she so moved. Councilperson Gillespie seconded the
motion. Councilman Hays stated the City Clerk serves at the pleasure of Council
and reports to Council but has a close relationship with the City Manager and
City Attorney. He said it's inappropriate that the Clerk be evaluated by the
City Manager but it's appropriate they receive input from all quarters and vice
versa. He said since the City Clerk has a contract with the City he doesn't feel
they should use the evaluation and either she's doing the job or not, and if not,
then that would be handled by Council. He suggested yearly Council sit down and
negotiate the contract with the City Clerk but not as an employee evaluation.
Councilperson Martin stated she wants to go over the personnel audit.
Councilperson Gillespie stated she didn't have a chance to give her the time to
do that. Councilman Jones agreed they should handle it as Councilman Hays
stated. Councilman Hays stated Mr. Munoz did the evaluation but those are very
subjective and he doesn't think it's the way to do it. Mayor Wessler asked if
they want to do away with Mr. Munoz's evaluation and do it individually.
Councilman Hays replied on a yearly basis the City Clerk's contract should be
evaluated and at that time they should decide if it's satisfactory and if not,
then they make changes they have to make. Mayor Wessler said it's for the
money. Councilperson Gillespie stated it's a contract negotiation and not an
evaluation. Councilman Hays noted that talking with her individually would be
all right. Motion CARRIED 5-0.
4 Council Regular Meeting Minutes
September 16, 1991
--
...,
ORDINANCES. PUBLIC HEARINGS. AND RESOLUTIONS
FIRST READING:
Res. 91-R-52 Appointing one member to Citizen Code Enforcement Board due to
expiration of term of Jeffrey Lange (Tabled 8/28/91 for legal clarification re:
appointment of Don Bennington due to Gigi Bennington's serving on sign ad hoc
committee) - Councilperson Gillespie moved to remove it from the table. Council-
person Martin seconded the motion. Motion CARRIED 5-0. Mayor Wessler explained
this was tabled because of Don Bennington and Gigi Bennington. Ms. Storey stated
her review of Resolution 81-R-5 did not establish the prerequisite for serving
and this was specific involving advisory committees and boards and code enforce-
ment board is not advisory and this would not be applicable to the situation that
was presented. Councilperson Gillespie stated then Don Bennington's nomination
stands. Councilman Jones agreed that1s still his nomination. Mayor Wessler read
the Resolution, inserting the name of Don Bennington for a three-year term to
end August 2, 1994. RES. 91-R-52 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF EDGEWATER, FLORIDA, APPOINTING ONE MEMBER TO THE CITIZEN CODE ENFORCEMENT
BOARD OF THE CITY OF EDGEWATER, FLORIDA; PROVIDING FOR A TERM OF OFFICE;
PROVIDING FOR RIGHTS, PRIVILEGES AND RESPONSIBILITIES; REPEALING ALL RESOLUTIONS
IN CONFLICT HEREWITH AND PROVIDING FOR AN EFFECTIVE DATE. Councilman Jones moved
to adopt. Councilperson Martin seconded the motion. Motion CARRIED 5-0.
Res. 91-R-55 Appointing one member to Citizens Council Advisorv Committee due
to resignation of Edward R. Janus - Councilman Hays nominated David Horvath, 2513
Needle Palm Drive. Mayor Wessler read the Resolution, inserting the name of
David Horvath for a term to end November, 1992. RES. 91-R-55 - A RESOLUTION OF
THE CITY COUNCIL OF THE CITY OF EDGEWATER, FLORIDA, APPOINTING ONE MEMBER TO THE
CITIZENS COUNCIL ADVISORY COMMITTEE; PROVIDING FOR A TERM OF OFFICE; PROVIDING
FOR RIGHTS, PRIVILEGES, AND RESPONSIBILITIES; REPEALING ALL RESOLUTIONS IN
CONFLICT HEREWITH AND PROVIDING FOR AN EFFECTIVE DATE. Councilperson Gillespie
moved to accept. Councilman Hays and Councilperson Martin seconded
simultaneously. Motion CARRIED 5-0.
Res. 91-R-56 Recognizing October 7-11. 1991. as Local Government Week -
Councilperson Gillespie moved to accept. Councilman Hays seconded the motion.
Councilperson Gillespie stated it was her pleasure to represent the City at both
local PTA meetings and to speak to them about this on behalf of Florida League
of Cities;. Motion CARRIED 5-0.
SECOND READING:(PUBLIC HEARING)
Ord. 91-0-9 Amending Ord. 90-0-35. the final budget ordinance - Councilperson
Martin so moved to open public hearing. Councilman Hays seconded the motion.
Motion CARRIED 5-0. Mayor Wessler requested audience comments on last year's
budget and there were none. Counc il person Gill esp i e moved to close pub 1 i c
hearing. Councilperson Martin seconded the motion. Motion CARRIED 5-0. Mayor
Wessler read the Ordinance. ORD. 91-0-9 - AN ORDINANCE AMENDING ORDINANCE NO.
90-0-35, THE FINAL BUDGET ORDINANCE OF THE CITY OF EDGEWATER, VOLUSIA COUNTY,
FLORIDA, FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 1990, AND ENDING SEPTEMBER 30,
1991, BY AMENDING CERTAIN REVENUE AND EXPENDITURE ITEMS OF THE GENERAL FUND AND
CERTAIN REVENUE AND EXPENDITURE ITEMS OF THE SELF-INSURANCE FUND; SHOWING A MORE
DETAILED BREAKDOWN BY "EXHIBIT A"; CONTAINING A REPEALER PROVISION; CONTAINING
A SEVERABILITY CLAUSE, PROVIDING FOR PUBLICATION OF THIS ORDINANCE, AND PROVIDING
FOR AN EFFECTIVE DATE. Mr. Munoz explained there were changes to be made to
recognize the long term debt proceeds from the School Board property of $264,006
and corresponding expenses of purchasing the property. Mayor Wessler asked if
it1s the 26 acres. Councilperson Gillespie moved to accept as corrected.
Councilman Hays seconded the motion. Motion CARRIED 5-0.
Mayor Wessler called a recess at 7:58 p.m. and called the meeting back to order
at 8:07 p.m.
UNFINISHED BUSINESS
David M. Griffith & Associates re: Comprehensive Operations Review - John House
represented David M. Griffith and he went over the Comprehensive Operations
Review page by page as displayed on a large screen. He explained they conducted
a Quality of Work Life Survey and rated stress levels with a score of above 37
as a sign of danger and a score over 31 is a high level of stress. Mayor Wessler
suggested since they didn't get department head rebuttals they could ask Mr.
House questions and have the department heads puts theirs on the next regularly
scheduled meeting agenda.
5 Council Regular Meeting Minutes
September 16, 1991
~
~
UNFINISHED BUSINESS (Continued)
David M. Griffith & Associates re: Comprehensive Operations Review (Continued)
Councilman Hays stated they spent a lot of time and he thinks it's a useful tool
and there was a lot of fear, especially from department heads, but that wasn't
the intent and he feels the group did a good job and were able to take these
things and put it together in a package. He added the positives are there and
in time they'll approach the negatives and he thinks Mr. House did a good job.
Councilperson Gillespie stated a gentleman asked how they determined the stress
levels. Mr. House replied this survey was devised by Dr. Archer and it's been
administered to the private sector and they took the averages from thousands of
responses. John Wilkinson asked to borrow more information because it was his
business. Mr. Munoz stated staff didn't think they should present their points
and counterpoints at this time but he wants the citizens to understand this is
not gospel. He said they don't agree with all the recommendations and some are
from faulty and erroneous conclusions and lack of a full understanding of the
City's operations. He added staff is not dissatisfied with the report, he's
mentioned some to the Council, and there will be a formal report. Councilperson
Gillespie stated it was an excellent presentation tonight. Councilperson Martin
thanked him for the good report.
Utility billing for winter residents/vacant property owners - minimum bill relief
(Tabled May 6. 1991) - Councilperson Gillespie moved to remove it from the table.
Councilman Jones seconded the motion. Motion CARRIED 5-0.
Dominick Fazzone, 302 Paradise Lane, asked what the minimum bill relief means
and how much will the City have to give back and who will have to make up that
money. Mayor Wessler explained she'd been asked that the City look into relief
for people who are only here half a year and they've discussed it at a couple
of meetings and Mr. Wadsworth is suggesting Council do nothing and leave it as
is. She added the City will have to make the money up somewhere else if they
grant this. Mr. Munoz noted it's $24,000 from refuse. Mr. Fazzone asked who
will make it up. Mr. Munoz replied with the tight budget we have, weill have
to recover it somewhere else. Mr. Fazzone stated it will be the taxpayers. Mr.
Munoz noted it's utility users. Mr. Fazzone stated he's totally against this
relief and this City works on a 12-month basis and doesn1t stop Police protection
when people go North, and actually has to have more Police protection, plus the
trucks go by just the same for refuse and they have to pay for the trucks and
people manning them, so he doesn't understand the logic of it. He said some
people that go up North have homes there and in Florida and stay here 6 months
and are well off and they enjoy the nice cool summers. He added they're faced
with problems on the budget and trying to squeeze it, and those people that can
most afford to pay are going North and those staying back have to pay for it and
he feels it's an injustice.
John Wilkinson, 126 East Ocean Avenue, stated not every snow bird is rich and
he asked the equity of when these people are away as when it's an empty house
paying $28.60 it seem inequitable with no water or sewer used and no refuse
picked up and no recycling. He pointed out he pays for his property and also
for the vacant house and receives nothing for it. He said garbage trucks are
going around and that has to be paid for but they're not being fully utilized
and Mr. Munoz suggested there may be a half way mark with reduced costs to assist
the snow birds and vacant property owners. He said another possibility of making
up these deficits are such as John House suggested or 10 cents per gallon of
water. He suggested they add equity to Edgewater's financial responsibility to
the people.
Ross Allen, 316 S. Ridgewood Avenue, stated he lives in an older mobile home park
and they're being billed for 60 units and they have about 85% snow birds that
spend 1-6 months here and are charged each month. He added some people are on
fixed income and try to keep the rental rates down and he thinks if they work
together they can come up with not doing away with the 2,000 gallons but decrease
it. He said they shouldn't do away with the snow birds' responsibility here but
lessen that responsibility. He submitted copies of figures to the City Clerk.
Councilperson Gillespie moved to accept the staff recommendations to leave it
alone at this time. She added she talked with Mr. Wadsworth and since they're
just going into the CIP, they need to look at what they have. Councilman Hays
seconded the motion. Councilman Jones stated the gentleman from Edgewater Mobile
Home Park is on a master meter system and it's different circumstances and they
need to look at this again. He suggested they bring it back in 3 or 6 months.
6 Council Regular Meeting Minutes
September 16, 1991
'r
.....
UNFINISHED BUSINESS (Continued)
Uti lity bi lling for winter residents/vacant property owners - minimum bi 11 relief
(Tabled May 6. 1991) (Continued) Councilman Hays stated there's an issue of part
time residents and vacant homes and mobile homes with one meter and more than
one user. He said needs and problems are different and maybe should be addressed
as different issues. Councilman Jones stated the master meter should be a
separate issue and $28.60 for a vacant house but the snow birds know when they
come back the water's there. Councilperson Gillespie stated the banks get stuck
for the minimum bill every month until it closes on vacant property, and she
amended her motion to TABLE for further and recurring study for 3 months.
Councilman Hays stated he didn't want any changes to it right now and it's more
than one issue and he seconded the amendment. Mayor Wessler asked Mr. Wadsworth
to review these separately. Councilperson Gillespie said she'd like it for
public consumption. Councilman Jones suggested they look at what other municip-
alities are doing. Motion CARRIED 5-0.
Acting City Manager's request to negotiate with Wakely and Associates. Inc. to
perform actuarial evaluation of incurred but not reported liabilities for year
ending 9/30/91 - Councilperson Gillespie stated she spoke with Ms. Lindsey at
Ernst and Young about a paragraph in our audit and discussed it at length and
Ms. Lindsey suggested we put a provision that Mr. Munoz check the license of the
company before he enters into anything because of the wide bid spread and she
recommended we throw out the top and bottom and take one of the middle because
there's too much spread. Mr. Munoz explained these people came well recommended
from Waters Risk Management, the firm in Tampa that did the study. Councilman
Hays said he wonders if they bid on the same thing with that difference in
spread. Mr. Munoz exp 1 a i ned they were a 11 sent the same th i ng and he can
coordinate it with Waters. Councilperson Martin stated they should get the rest
of the information. Councilman Jones moved to TABLE to the next regular Council
meeting. Councilperson Martin seconded the motion. Motion CARRIED 5-0.
Proposed evidence/public records building - Councilperson Gillespie asked what
they'd use the garage port i on of th i s for. Po 1 ice Ch i ef Lawrence Schumaker
replied for a confiscated vehicle used in a felony such as a homicide and that
would be adjoining the department and be securing in a place that's not conducive
to rain. There was brief discussion about a prior vehicle that was confiscated.
Mr. Munoz stated they're discussing putting a second story on the building for
a detectives office and possibly making their vacated office space available for
other City functions such as the Building Department. Chief Schumaker stated
the most ideal situation would be to keep the detective bureau and evidence in
one building and Mr. House said tonight that the City has to find more office
space for Finance or Planning or whatever and if the detectives vacated their
present offices, 4 offices plus a reception area, that space would be available
for other uses. He noted the majority of the cost would be footings and original
block to put the walls up and to pick up 1,700 square feet or whatever it would
be would merely require another 7 or 8 feet of block and a roof and it would be
a tremendous help for the Police Department to keep that building nearby and the
cost would more than offset itself by allowing those detective offices to be
freed up for other office space that's needed and if we're going to build, it
would be a financial advantage to have 2 floors. Mayor Wessler asked if they
could go out for bid for one floor or two. Councilperson Gillespie stated she
talked with 4 local contractors who reviewed this and they all agree the concrete
block portion of a single floor building would be roughly $12,000 as a fair
estimate if we complete it in house, minus air conditioning and those things we
cannot do, and they're talking a maximum $30,000.
Mayor Wessler asked Mr. Ferland if they could get funds for the evidence building
near the wastewater treatment plant that will have to be demolished for the new
plant. Mr. Ferland replied he'd have to check with the State but he doubts if
that's identified as a project cost for State money but impact fees possibly
could be used because it's part of the project and you could say it provides for
additional growth related capacity because if you don't move it, you couldn't
build that part of the plant. Mayor Wessler asked him to find out. Mr. Ferland
agreed he'll ask Mr. Berryhill, adding that they'll pay for tearing it down.
Councilman Hays asked if they'll pay to move it. Mayor Wessler asked if Council
wants to allow them to go out for bids for one level or two levels and asked Mr.
Munoz to draw up the specifications. Mr. Munoz noted he has to find out
additional information for 2 stories. Councilperson Gillespie so moved.
Councilman Hays seconded the motion. Motion CARRIED 5-0.
7 Council Regular Meeting Minutes
September 16, 1991
"-'
.,
COUNCIL/OFFICERS REPORTS
City Attorney - Ms. Storey had no report at this time.
Actinq City Manaqer
Mr. Munoz stated the applications for Council's credit cards are easiest through
American Express because we have an established account but one of the problems
is unlimited charging and they're better off with a $500 limit with VISA which
does have a business limit. Mayor Wessler stated she discussed this with Mr.
Munoz and doing it in the form of a resolution. Councilperson Gillespie asked
if they put a resolution cap. Mr. Munoz replied the cap is the bank's cap.
There was discussion about a cap and Mayor Wessler asked if it's Council
consensus to go with VISA and a resolution. No Council member objected.
City Council
Councilperson Gillespie suggested for Shadow Day if each zone would elect, that
child from the school could spend time with them and have lunch. She said it
could also be the Manager and Police and Fire Chief and they could have the
children half a day or all day and they could attend the Council meeting. Mayor
Wessler asked Councilperson Gillespie to handle all the arrangements since she's
an active participant in the school PTA and put a memo in their boxes.
Councilman Jones suggested they all meet at City Hall.
Councilperson Gillespie stated she and Mr. Wadsworth talked about items 6.C. and
6.D. they voted on tonight and she1d like a regularly scheduled department head
and consulting engineering progress report as they got from Briley, Wild and
Burkett and to have it every 4 or 6 weeks. She added it could be Carl
Overstreet, Ron Ferland, and Gates Castle, and whoever is City Manager. No
Council member objected.
QUESTIONS FROM PRESS
There were no questions from the press at this time.
CITIZEN COMMENTS
There were no citizen comments at this time.
ADJOURN
Councilman Hays so moved. Councilperson Martin seconded the motion. Meeting
was adjourned at 9:22 p.m.
Minutes submitted by:
Lura Sue Koser
~.
C. I LMAJ? - ~ONE ONE r
~(t..dk~
COUNCILPERSON - ZONE TWO ~
~,
"'CO N PERSON - ZONE THREE ~
COUNCILMAN - ZO~~~~R( ~
ATTEST:
~ I ~~l,~
CITY CLERK I
APRr~h i s 7 _yay of
~_. 19::0
MA R ~
8 Council Regular Meeting Minutes
September 16, 1991
.
'-'
."""
dmq
Comprehensive
Operations
Review
PRESENTATION
CI1Y OF EDGEWATER
FLORIDA
August 1991
DAVID M. GRIFFTIlI &: ASSOCIATES, LID.
Professional Services to the Public Sector
1621 Metropolitan Boulevard, Suite 201
Tallahassee, Florida 32308
(904) 386-1101 FAX: (904) 386-3599
€> 1991, David M. Griffith &: Associates, Ltd.
'W'
PURPOSE
.."
THE PURPOSE OF THIS ENGAGEMENT WAS TO
CONDUCT A COMPREHENSIVE OPERATIONS REVIEW OF
THE ORGANIZATION, STAFFING lEVELS AND AlL ASPEcrs
OF MANAGEMENT AND OPERATIONS OF THE CITY OF
EnGl:tW A TR'R
SCOPE
TInS SIUDY ENCOMPASSED AIL DEPARTMENTS AND
OPERATIONS OF CITY GOVERNMENT. THE SCOPE OF THE
STUDY INQUDED AN ANALYSIS OF:
. TIlE hJ:41iECITVENESS OF TIlE ORGANIZATION
STRUCIURE, MANAGEMENT PROCEDURES,
ADMlNISTRATIVE SYSIEMS, AND WORK FLOW /
USAGE P ATIERNS;
. WORK PERFORMED TO IN~UDE TASKS RE-
QUIRED, PRODUCI1VITY MEASURES, AND STAFF /
WORKlOAD RATIOS;
. RESPONSIVENESS OF TIlE CITY'S SERVICE DE-
LIVERY SYSIEMS TO THE COMMUNITY;
. THE LEVEL AND EFFECTIVENESS OF MIS SUPPORT;
. J:il4l'hCITVENESS OF WORK FlOW IN EACH,PRO-
GRAM/ADMINISTRATIVE UNIT;
. JOBS PERFORMED AND JOB DESCRIPI10NS;
. THE N.ElID FOR SPECIFIC TRAINING AND EDUCA-
TIONAL PROGRAMS, BOTH EX1ERNALAND IN-
lERNAL; AND
. ALlERNATIVE SERVICE DEliVERY MECHANISMS,
IF APPROPRIAlE.
,./"..,...
'W
..",
OBJECTIVES
SPECIFIC SlUDY OBJECTIVES INCLUDED:
. IDENTIFICATION OF DUPLICATION OF SERVICES;
. IDENTIFICATION OF INCONSISTENCIES REGARD-
ING RESPONSIVENESS OF PROGRAMS DESIRED BY
1HE COMMUNITY;
. IDENTIFICATION OF SERVICES NOT RECEIVING
MAXIMUM UTILIZATION;
. IDENTIFICATION OF ADDmONAL SERVICES
DEEMED MORE RESPONSIVE TO 1HE COMMUNITY
FROM A COST/B~hJ:4rl' STANDPOINf; AND
. DETERMINING TIlE MOST EF.FlCIENT SERVICE
DELIVERY MECHANISMS AND REQUISITE STAFF-
ING REQUIREMENTS.
dmq
....."
.."",
SlUDY METHODOLOGY
The study was conducted as indicated in this section.
Preliminary Meetin~
On the first day of the study, the study group:
. Met with department heads to discuss the study plan and specific
concerns they might have; and
. Conducted meetings with Council members to explain the purpose,
schedule, and methodology of the study and to solicit their specific
concerns.
Operations Review
The study group examined organizational structure and established baseline
performance data.
. On the first day of the on-site study, the study group conducted the
Quality of Work Life Survey for all City employees to measure:
The level of morale among City employees;
The attitudinal propensity of City employees;
The degree and intensity of job satisfaction among
City employees;
The degree and intensity of job dissatisfaction
among City employees;
Employee stress levels; and
The productive and cooperative propensity among
City employees.
dmq
...
..",
. Over a two week period, the study group interviewed personnel
throughout the divisions to determine:
Long and short-range goals and objectives;
Management techniques and procedures;
Work actually performed;
Work flow (peak load vs. off-season);
Lines of communication;
Administrative systems and techniques; and
Employees' recommendations for improvements.
. The study group also inspected facilities and work stations and ob-
served work in process during the two week period. In doing so, it
examined:
Span of control;
Utilization of time;
Availability of space;
Lines of communication and relationships within and
between functional areas;
Functions and tasks and time to perform tasks;
Performance criteria and measures;
Workload factors and work units;
dmq
,..
..,
Levels of service required and provided;
Backlog of work;
Potential for streamlining jobs;
Potential for enhancing productivity;
Use of cross-training;
Potential for privatization; and
Effectiveness of departmental communications programs
regarding services provided to the community.
. After the on-site review, the study group reviewed the fmdings of the
Quality of Work Life Survey and performed a detailed analysis of
functional areas and positions to:
Assess the extent of duplication or overlapping functions, serv-
ices, and activities; and the need to eliminate, combine, and/or
establish functional areas;
Establish organizational alternatives with pros and cons of each
alternative;
Determine whether or not employee performance is in line
with the job description;
Develop effective communications programs which encourage
and facilitate community participation in service level deci-
sions.
dmq
..
.."
GENERAL ANDING & RECOMMENDATIONS
a. POllCY DEVElDPMENT AND IMPLEMENTATION
b. CAPITAL IMPROVEMENr PROGRAM
c. ORGANIZATION
d SfAFFING
e. PAY AND COMPENSATION
f. EMPlDYEE EV AWATION
g. RECOGNmON AND PROMOTION
h. TRAINING
i GRIEVANCEPOllCY
j. SOCIALEVENTS
k. COMMUNICATIONS
L DATA AUTOMATION
m. SPACEU1llJZATION
dmq
lIIW'
"""""
POUCY DEVELOPMENT & IMPLEMENTATION
. I.EADERSlDP - QWLS DISSATISFACIlON lEVEL
OF 50
. LIMTIED EXPERIENCE wrm COUNCIL - MANAGER
FORM OF GOVERNMENT
. SHOUlD RUN MORE LIKE BUSINESS:
COUNCIL/BOARD OF DIRECfORS
MANAGER/CEO
. COUNCIL - POllCY DEVELOPMENT
. MANAGER - POllCY IMPlEMENTATION
. NEW MANAGER N.I:ililJS TO BE A PEOPlE
ORIEN'IED PERSON
dmq
'w
...,
CAPITAL IMPROVEMENTS PROGRAM
. NECESSARY
. TREMENDOUS CHAllENGE:
lARGFSf CAPITAL EXPENDITURE EVER
FACED
DISRUPTIONS AND INlERRUPTIONS FOR
MANY MONTHS
. PROGRAM IMPl.EMENTATION:
CITY ENG~JiliK TO SUPERVISE AND COOR-
DINATE (pROGRAM MANAGEMENf OFFICE)
IllRE FUlL-TIME FJF:I n INSPECfOR
COST ACCOUNTING
WEEKLY PROJECf Mhh"llNG
INFORMATION AND EDUCATION
dmq
'W
'fJII
City of Edgewater, Florida
Organization Chart
Mayor/City Council
I I
Advisory City City City
Boards Manager Attorney Clerk
I I I
Finance Planning/ Law Enf. Engineering
Zoning/Code (Police)
I I
Public Fire/Rescue Parks and
Works Building Insp. Utilities Recreation
I-- Refuse - Water
- Street - Wastewater
Stonnwater Field
- - Operations
- Maintenance
dmq
'-""
.,.",
ORGANIZATION
. BUll.DING INSPECTIONS REMAIN UNDER FIRE &
RESCUE:
MONTHLY J.lliHIING Wl1H CONIRACfORS
MORE OFFICE SPACE
NOT WEAR FIRE DEPARTMENT CLOTIDNG
UNDERSTAND:
UPHOlD CODE
SERVE PUBUC
· ELlMINAlE ASSISTANT DIRECfOR AND CODE EN-
FORCEMENT/SAFETY POSmONS
. TRANSFER PAYROll../pERSONNEL MANAGEMENT
. SlDFT GARBAGE COILECIlON RESOURCES TO
ROAD REPAIR AND DRAINAGE WORK
. ADD:
DISPATCHER FOR POUCE
PART-TIME ANIMAL CONTROL OFFICER
lWO PART-TIME P & R WORKERS
CONSlRUCTION INSPEcrOR
dmq
...
"'W(
PAY & COMPENSATION
Level of Stress
Ouestion Dissari~ction l&El
Way pay raises are determined 62 5
Health/medical insurance plan 61 5
Comparison of pay with pay of
other companies/cities 53 4
Life insurance plan 52 4
Retirement benefits 50 4
Salary/wages 49 4
Comparison of pay with coworkers 46 4
RECOMMEND:
. REEXAMINE PAY STRUCfURE AND PAY PlAN
. REEXAMINE B~~Il'PACKAGE
. EDUCA1EEMPLOYEESWHEREB~~Il~ARE
GOOD
dmq
...
..,
EMPLOYEE EVAlUATION
. WIDESPREAD DISSATISFACIlON AMONG SUPER-
VISORS AND OTHER EMPWYEES.
. CURRENT SYS1EM:
ENTIRELY GENERIC
IDGHLY SUBJEcrIVE
lACKS PERFORMANCE GOALS AND CLEAR-
LY DEFINED PERFORMANCE OBJECTIVES
. NEI:ID TO:
ESTABliSH GOALS AND OBJECI1VES
INFORM EMPWYEES OF CRITERIA TO BE
USED TO DETERMINE WHETIIER PER-
FORMANCE:
Mhn"l ~ OBJECI1VES
F AII.S TO Mhn"r OBJECI1VES
EX(:HHI1S OBJECI1VES
HA VB MID- YEAR REVIEW
HA VB YEAR-END EVALUATOR SESSION
dmq
,..,
..,
RECOGNmON AND PROMOTION
Level of Stress
Ouestion Di!t~timction Factor
Promotion and advancement S9 4
Recognition for work
accomplishmen~ SS 3
Manner in which performance
is appraised 46 3
Suggestions provided to
improve performance 44 2
Consideration given to
employee ideas 43 2
RECOMMEND:
. DEVELOP CAREER PAlH FOR EACHPosmON
. MAKE EMPLOYEES AWARE OF PROMOTION
OPPORTIJNrrIES
. REWARD GOOD PERFORMANCE
. ENCOURAGE SUGGES110NS
dmq
.. TRAINING""
. REVAMP TRAINING PROGRAM
· INCREASEAWARENESSOFEXISI1NGPROGRAMS
GRIEVANCE POUCY
. LEVEL OF DISSATISFACITON VARIED CONSIDER-
ABLY WTIH DEPARTMENTS
. RECOMMEND:
AlLOW EXPRESSION OF GRIEVANCES
WTIHOur FEAR OF RETALIATION AND
WTIHOur lOSS OF PRIVACY AND CONFI-
DENTIAllTY
SUPERVISORS MElirFREQUENILY AND
REGUlARLY WITH STAFF
soucrr STAFF CONCERNS
REPORT PROGRESS MADE IN RESOLVING
PROBlEMS
RECORD MINUIES OF MlilillNGS
/
dmq
...... SOCIAl EVENTS.....
. BHIT~K ORGMlzHIl
. ATBHITERLOCATIONS
. USE AS FORUM FOR RECOGNIZING GOOD PER-
FORMANCE, IMPROVING COMMUNICATIONS AND
ENHANCING MORAlE
COMMUNICATION
· QUARlERLYNEWSLtil"l"ER
· CITY-WIDE EMPLOYEE SUGGESTION PROGRAM
· SOUaT IDEAS AND SUGGESTIONS
DATA AUTOMATION
· SEVERALDEPARTMENfS N.IiI:ID ENHANCED
CAP ABll.n1ES
. MONITOR PURCHASES
. SET STANDARDS
· CONSIDER IDDDEN COSTS
· CONSIDER INSTAl J .ING A LOCAL AREA NEtWORK
· ESTABUSH DATA AuroMATION REVIEW
COMMITIEE
w
.""
SPACE UTlUZAllON
. MORE FOR FINANCE, PARKS & REC, AND
BUllDING INSPECIlONS
. REARRANGE AND UPGRADE FRONfPART OF
CITY HAIL
. MOVE MAYOR'S OFFICE FORWARD AND BunnING
INSPECITONS AWAY FROM FRONf
. CONSOLIDAlE FINANCE
. lDNG RANGE - INCREASE OFFICE SPACE
CITY MANAGER
ADD PERSONNEL/RISK MANAGEMENT POSmON FOR:
. INSURANCE
. SAFETY
. RECRUITMENI'
. TESTING
. 1RAINING
. NEW EMPlDYEE ORIENTATION
. BENhJ:tlT PROGRAM ADMINISTRATION
. UNION CONfRAcr MONITORING
~
.....
ANANCE
. EXTREMELY WW MARKS FOR LEADERSIllP
WITH mGH STRESS IN QWLS
. RECOMMEND:
MAKE FINANCE OFFICER THE CIDEF
ACCOUNI'ANT WITH FINANCIAL RESPONSI-
BILITY FOR CIP
FINANCE DIREcrOR BECOME SOlE SUPER-
VISOR WITH RESPONSmILITY FOR OPENING
LINE OF COMMUNICATIONS WITH EM-
PWYEES AND RESOLVING CONFLIcrs
MOVE ACCOUNTS PAYABlE PERSONNEL TO
CLOSER PROXlMlTY WITH RESf OF UNIT
INCREASE CROSS-TRAINING
MOVE PAYROll RESPONSmll.ITIES BACK
INfO UNIT
REDUCE PAYROll REVIEWS
IMPROVE RESfROOMS AND PROVIDE
B.Hl"lhK DRINKING WAlER
dmq
.....
"""""
PLANNING, ZONING AND CODE ENFORCEMENT
. ELlMINAm SAFEIY lCODE ENFORCEMENT
OFFICER POSffiON
. HOlD REGULARLY SCHEDULED MhHIlNGS WITH
DEVELOPERS AND CONfRAcroRS
. WORK ONPUBUC IMAGE
. UPGRADE DATAAUTOMAnON CAPABH.lTY
. IMPROVE RESlROOMS
dmq
.....
....,
PUBUC WORKS
. ESTABLISH TASK SYsrEM FOR GARBAGE
COLLECIlON
. REDUCE ROUlES/GO HOME WHEN FINISHED
. PROVIDEADDmONALMANPOWER FOR SIREET/
DRAINAGE WORK
. COMP ACfOR TRUCK FOR TRASH COLLECIlON
. PICK UP EXTRA TRASH WITHOUT CHARGE
. ELIMlNAlEASSISTANrPWPOSmON
. SlhPS TO IMPROVE COMMUNICATIONS
. ASSIGNMENTBOARD
. SUPERVISORS RIDE ROUlES
. IMPROVE BREAK ROOM CONDmONS
. IMPROVE EXTERIOR APPEARANCE
. OBTAIN USED TIRE RACK FOR STORAGE
. DISPOSE OF UNNECESSARY EQUIPMENT
dmq
~
..""""
PUBUC WORKS (CONTO)
. TRANSf4'E1{ DRIVEWAY PERMIT RESPONSmll..ITY
TO CITY ENGThlliEK AlDNG WITH SERVICE
WORKER WITH SURVEY EXPERIENCE
. PHASE OUT CONCRETE STREET SIGNS AND
Sf ART USING T FSS EXPENSIVE METAL SIGNS mAT
ARE MORE EASll..Y SREN AT NIGIIT
. REASSIGN TRUCK TO MECHANICS
. PURCHASE BACKHOE FOR CANAL MAIN1ENANCE
. SHIFf RECYa..ING BIN RESPONSmll..ITY TO
FINANCE
. IMPlEMENT A WORKABLE PREVENTIVE MAIN-
TENANCE PROGRAM
dmq
. '-'
.""",
PUBUC UllUTIES
. ELlMINAlE ASSISfANf DIRECrOR POSmON
· FSfABUSH A WORKABlE DISASIER PLAN FOR
CITY
. TAKE ACTIONS TO MlTIGAlE INCONVENIENCES
ASSOCIAlED Wl1H CIP
· Sf AGGER SliJlt-l~ OF OPERATORS SO TIIAT W.I:lliK.-
END OVERTIME IS ELlMINAlED FOR CHECKING
LIFf SfATIONS.
POUCE
· PROVIDE CPR TRAINING FOR AIL EMPLOYEES
. ADD DISPATCHER
· MINOR MODIFICATIONS IN lElECOMMUNI-
CATIONS AREA
. PART-TIMEACO
. BOTILED WAlER
. '-"
..",
RRE AN.D RESCUE
. TAKE SlEPS TO IMPROVE PUBI1C IMAGE
. MONTHLY MJ:ft~TINGWTIH CONIRACfORS
. SHIFTRESPONSmILlTYFOROCCUPATIONAL
LICENSES TO BunnING INSPECTIONS TO
INCLUDE CANVASSING CITY FOR ISSUANCE OF
LICENSES
PARKS AND RECREAnON
. IllREPART-TIME GRASS MOWERS
. USER FEE SlUDY
. MORE USE OF SHUFFlEBOARD BunnING FOR
EVENING CLASSES
. INCREASE MARKETING EFFORT
. ANOTIIER PHONE LINE
. PERSONALCOMPlJlliK
. RRRI.MOWER
. DEOSION ON lEAGUE SPORTS/OTIIER REC
ACTIVITlES
...
..."
CnY ENGINEER
. PICK UP FUNCI10NS FROM 01HER DEPARTMENTS
INCLUDING:
DRIVEWAY PERMITS
DRAINAGE MAlNIENANCE ACITVITIES
WHEN EI..EV ATIONS AND DIRECI10NS OF
FLOW ARE INVOLVED
. MAJOR RESPONSmILlTY FOR CIP PROGRAM
. ADD FTRT n INSPECrOR AND SURVEYOR
dmq