04-29-1991 - Special/Workshop
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CITY COUNCIL OF EDGEWATER
SPECIAL MEETING/WORKSHOP
APRIL 29, 1991
MINUTES
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
Interim City Attorney Nikki Clayton
Acting City Manager Fred Munoz
City Clerk Susan Wadsworth
Police Chief Lawrence Schumaker
Present
Present
Present
Present
Present
Present
Present
Arrived Later
Present
Res. 91-R-18 Reducing Quorum of Industrial Development Board from 4 to 3 -
Council person Gi llespie moved they accept 91-R-18 reducing the Industrial
Development Board quorum from 4 to 3. Councilman Jones seconded the motion.
Joe Martin, Industrial Development Board Chairman, reviewed a gl itch in the
paragraph regarding the requirement of a majority of the entire membership to
adopt or implement any course or action. After discussion, Ms. Clayton suggested
wording changes in the second sentence to be lilt shall take at least a majority
of the quorum or a majority of members present if more than the minimum number
of members are in attendance, to adopt or implement any course of action. II
Councilperson Gillespie asked if there's a pattern to the absences and if Council
can assist by replacing anyone. Mr. Martin suggested at the interview they ask
if they're willing to work and have the time to put on this board, but mostly
it's just circumstances now. Councilperson Gillespie asked if held polled the
members to see if another night would be better. Mr. Martin noted there'd never
been a problem with Thursday nights before. He referred to his interview by a
screening committee that had a punch list of questions. Councilman Hays stated
if they decrease the number of people in the decision process you decrease input
to that process which might not always be a good thing and he has reservations
about that and would rather see people who would participate. Mr. Martin agreed,
referring to prior membership of 10 being reduced to 7.
Mayor Wessler read the Resolution, inserting the new language. RES. 91-R-18 -
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EDGEWATER, FLORIDA, AMENDING
RESOLUTION NO. 86-R-20 BY REDUCING THE NUMBER OF MEMBERS FOR A QUORUM FROM 4 TO
3 OF THE INDUSTRIAL DEVELOPMENT BOARD OF THE CITY OF EDGEWATER, FLORIDA;
REPEALING ALL RESOLUTIONS IN CONFLICT HEREWITH AND PROVIDING FOR AN EFFECTIVE
DATE. Councilman Jones moved they pass the amended Resolution 91-R-18.
Council person Gi llespie seconded the amendment. Amended motion CARRIED 4-1.
Councilman Hays voted NO. Original motion CARRIED 3-2. Councilperson Gillespie
and Councilman Hays voted NO.
Ms. Clayton asked if Council will take citizen comments. No Council member
objected. Ms. Clayton asked if it's other than on the agenda. Mayor Wessler
and Councilperson Gillespie stated itls restricted to that. Mayor Wessler asked
for any audience comments. There were none.
Presentation by Mr. Robert Sheets of David M. Griffith & Associates regarding
management audit - Mr. Sheets reviewed the history and expertise of his firm.
He pointed out they represent local government only and have over 1,400 clients
and they can assist in developing alternate ways to finance local government
other than taxes and deliver the same level of services in a more efficient and
cost effective method and to meet ever increasing demands of government without
increasing costs. He stated they were selected by Volusia Council of Governments
for the County, and to the cities upon request. He stated they continue to work
with their clients year after year. He encouraged they contact any clients on
their list for verification. He noted they started a project for Daytona Beach
and DeLand and will work for Volusia County itself.
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Presentation by Mr. Robert Sheets of David M. Griffith & Associates regarding
management audit (Continued) Mr. Sheets stated they'll meet with external or
internal advisory groups at the request of the City. He said this will tell them
where they have problems brewing and where they have employee problems and
they'll interview people throughout the organization. He stated they feel the
new Manager will save about 1 year learning time with this study and their
recommendations will come back prioritized. He stated the fee to review all
departments is $30,400.
Councilman Hays reviewed his prior experience with this type study and noted they
save money in any organization if this is done right and then employees benefit.
There was discussion regarding focussing on one department. Councilman Hays
asked if they have to go through bidding. Mayor Wessler replied VCOG selected
this firm and they're working from a joint contract. Councilperson Martin asked
if $30,400 is the figure. Mr. Sheets replied the maximum fee. Councilman Hays
asked where they could get funds for this. Mr. Munoz replied unappropriated
funds would be the source, and added his recommendation was to focus on the
Building and Fire Departments and their present status and if they're happy with
the results, to expand the study. There was discussion regarding cost for
individual department studies and it was agreed to place the matter on the May
6th agenda with departmental cost breakdowns to be submitted by Mr. Sheets.
Six months. budget review
Utilities budget was reviewed with discussions related to vehicle repairs, office
supplies, overtime, gas, rentals and leases, and per diem. Mr. Munoz pointed
out construct ion in progress wi 11 be pu lled at the end of the year and
capitalized. Councilperson Gillespie questioned the need for the truck for the
water plant since it won't be completed until October, 1992, and the best time
to buy vehicles is October when models change. She added she sees no reason
to accept the bids. Mr. Wadsworth noted it was under State bid and it's needed.
There was discussion regarding the split between water and sewer and field
operations. Councilperson Gillespie stated when they moved fire hydrants for
the Old County Road bike path it should have been charged to water department
instead of unappropriated funds. She said they need to upgrade the lift station
at Merrimac which will have to come from user fees and she'd like to see it as
soon as possible to relieve some problems. She added she'd like the lift
stations corrected on Riverside at about $35,000 each. Mr. Wadsworth said they
could delay some other projects and rebudget them next year and make these a
priority. Mayor Wessler asked if that's a priority over other projects. Mr.
Wadsworth replied they're listed in the CIP and there are some problems regarding
growth impact and cost for improving those stations could be passed along to
developers to bear the impact instead of the City absorbing them. Mayor Wessler
asked that he look into it and get a report back to Counc i 1. Counc i 1 person
Gillespie asked about a portion of the bike path. Mr. Wadsworth replied the
department did it free gratis, adding the final engineering report may alter some
of the things to reflect that.
Councilperson Gillespie said she'd given them a bulletin from Tallahassee on the
effluent program and they can purchase more with money for letters to the public.
Refuse budget was reviewed with discussions regarding gas, oil, and diesel,
printing and binding, other current charges, and workers compensation. Council-
person Gillespie stated this is the last year of the City's share of recycling
grants. Public Works Director Carl Overstreet stated from the condition of the
State, he's pretty sure they'll not get money but they've bought the bins and
recycling trailer from this and he should be all right except possibly needing
a few bins. Councilperson Gillespie asked his recommendation on the cost of
bins. Mr. Overstreet replied $5.00 would be a reasonable replacement cost.
Councilperson Gillespie suggested painting of all vehicles be through PRIDE.
There was discussion about whether the price was better. Mr. Overstreet pointed
out only one booth in town is large enough to paint a garbage truck. Mayor
Wessler suggested they check with PRIDE about a contract deal for normal sized
vehicles.
There was further discussion regarding the two used trailers from Ormond Beach,
the scanner, spreading costs among the departments for the tire machine, and the
air conditioning recovery unit.
2 Council Special Meeting/Workshop
April 29, 1991
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Six months' budaet review (Continued)
Mayor Wessler called a 5-minute recess at 8:18 p.m. and called the meeting back
to order at 8:28 p.m. City Clerk Susan Wadsworth arrived during the recess.
Mr. Overstreet asked if he could order the tire machine. Mayor Wessler replied
yes. Mayor Wessler stated sheld excused Ms. Clayton from the remainder of the
meeting. Councilperson Gillespie agreed.
Stormwater - Mayor Wessler asked about road materials. Mr. Overstreet replied
they went from $1.75 to $2.25 a yard for shell and he1s having problems finding
it because of legal matters among shell pits. He reviewed the need for a 3611
pipe beneath the railroad spur off Park Avenue. He pointed out helll start at
the North end and work South. Councilperson Gillespie asked the cost and Mr.
Overstreet replied about $25,000. Councilperson Gillespie requested he get it
in writing. She noted that Gates Castle will take over with the Turgot retention
pond on the 26 acres when they close on it as he doesn1t want to step in in the
middle and Dyer, Riddle did the redesign.
BuildinQ Maintenance - Councilperson Gillespie requested $1,000 for the Building
Department to have duct work done by Servair who does air conditioning work for
the City. Mr. Overstreet suggested it be a project next fiscal year and helll
get a cost estimate. Councilperson Gillespie asked Council to consider taking
it out of their budget because it1s needed now during the summer. Mr. Munoz
suggested Bill Vola review it to see if he can get it from his budget.
Councilman Hays pointed out they may want to look at serious remodeling of City
Hall. Mayor Wessler suggested Council write down their goals and objectives for
next year and Mr. Munoz can separate them and give them to the department heads.
Council person Martin suggested estimates for the air conditioning. Mayor Wessler
agreed with getting an estimate, but it1s Chief Vola's department.
Public Works - Councilperson Gillespie referred to the amounts for roads and
asked why he isn't working on the most needed streets. Mr. Overstreet explained
they try to keep big holes filled in Florida Shores but otherwise theylll wait
for the CIP. There was brief discussion regarding the savings by resurfacing
all of Riverside Drive now.
Parks & Recreation and Soecial Recreation Facilities - Mayor Wessler asked if
a foreman will lower the overtime. Mr. Corder replied yes. There was discussion
regarding fi 11 ing any position in house prior to going out into the City.
Councilperson Gillespie moved to hire the assistant to Jack Corder for a balanced
cost of $10,330 for 5 months with recurring expenses in the FY-92 budget. Mr.
Corder stated the money's in his budget. Councilman Jones seconded the motion.
Motion CARRIED 5-0.
Mr. Munoz stated Councilperson Gillespie talked with him about cutting grass at
the Fire Department and he talked with New Smyrna Beach whose is self service.
Mr. Corder said he has a Snapper that can be used.
Councilperson Gillespie requested Jack Corder adjust rental charges to make them
cost effective. Mr. Corder said helll do that at another meeting.
Councilperson Gillespie suggested they look at playgrounds at Mary and Lake and
Alice. Mayor Wessler asked about repairs and maintenance. Mr. Corder explained
it1s the fence Council requested and a boat ramp repair and painting at Kennedy.
He noted he has money for the 26 acre site to cover expenses not budgeted because
of the time frame with the closing. Mayor Wessler asked the status of the
shuffleboard resurfacing. Mr. Corder replied the sand blasters had a major
breakdown and should be back on it soon.
There was discussion regarding other current charges, books, publications, and
subscriptions, vehicles, and permits for Rotary Park.
Fire - Council discussed postage, repair and maintenance, and promotional
activities. Chief Vola pointed out promotional is the Learn Not to Burn for the
schools which will start in August. Mayor Wessler noted next year1s budget
won't be so high since he has the books. Ch i ef Vo 1 a agreed. Counc il person
Gillespie questioned why he purchased Apple computers. Chief Vola explained it's
superior for people not normally associated with computers. There was discussion
regarding software. Mayor Wessler asked about machinery and equipment. Chief
Vola replied $20,000 is air packs from last year1s budget carried over.
3 Council Special Meeting/Workshop
April 29, 1991
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S;x months' budaet rev;ew (Continued)
Buildinq - Councilperson Gillespie asked for $1,000 for Servair to do duct work.
Mayor Wessler suggested they have Mr. Munoz find where to get it. Councilperson
Gillespie moved to do so. Mr. Munoz stated initially they'll absorb it in the
budget. Councilperson Martin seconded the motion. Motion CARRIED 5-0.
There was discussion regarding a certified instructor with time to teach to get
the required training. Councilperson Gillespie asked about the County Hazmat
program. Chief Vola replied we have participated the last 4 months.
There was discussion regarding office supplies and drying racks. Councilperson
Gillespie asked Council to consider some type of alert system to have notice to
the general public for tornadoes or water spouts and other emergencies.
Plannina - Mayor Wessler asked about repair and maintenance. Planning and
Zoning Director Mark Karet replied they intended to purchase the copier but then
leased it and it was a greater maintenance expense. Councilperson Gillespie
requested they pull the GIS software and put it in the 1992 budget. Mr. Karet
explained he could wait until next year or arrange for a presentation or County
staff had said they'd be happy to hold demonstrations at their site. Mayor
Wessler said they should let him have a chance to justify it. Councilperson
Gillespie stated only the County has it. Mr. Karet noted New Smyrna Beach has
it also.
Finance - Mayor Wessler stated Ms. Rickelman should be on salary while she1s
doing this because of overtime and they should give her a temporary title. There
was discussion regarding union status. Mr. Munoz stated he requested realignment
of the grade to bring her in line with grade 19. Mayor Wessler suggested they
not consider it as the increase would be more in overtime. Finance Officer Karen
Rickelman said it's no pay increase. Mr. Munoz stated the Merit Board is
looking at it. Mayor Wessler suggested they wait until they see what is done
with Mr. Munoz and they'll have to decide if they'll hire someone else. Council
members agreed.
Councilperson Gillespie asked if they paid the balance of Larue from Planning.
Ms. Rickelman stated Larue was not paid this year. Mr. Karet said it was a small
amount and there will be additional billings which are all covered by a grant.
Mayor Wessler asked who they paid so much overtime to. Ms. Rickelman indicated
it was her. Mr. Munoz explained it's monthly closing out of reports and while
he isn1t there she's handling more things. Mayor Wessler pointed out they
intended him to wear two hats and that was why there was a pay increase. Mr.
Munoz noted he does sit there sometimes.
There was discussion regarding travel and per diem and it was agreed to have one
of the old vehicles fixed up for errands and trips. Mayor Wessler questioned
why they have so many categories. Ms. Rickelman explained the State wants them
to segregate expenses. Councilperson Gillespie suggested a master oversheet.
Citv Clerk - Councilperson Gillespie stated they need to adjust the Clerk's
budget for Mrs. Sigler due to the overtime. City Clerk Susan Wadsworth noted
the regular salaries also because Mrs. Sigler came in at a higher rate than the
former payroll clerk. Councilperson Gillespie said they need to look at the Cody
report. Mr. Munoz explained the need for a budget amendment.
There was discussion regarding microfiche and remodeling the lobby in City Hall.
Police - Councilperson Gillespie requested a PVC pipe bib to wash cars at the
rear of the building. She added St. Johns says you don't maintain them on hard
surface. Mayor Wessler said she doesn't think it1s needed but the Chief can
look into it if he feels it's needed. Chief Schumaker commented on advantages
of a clean vehicle. Utilities Director Terry Wadsworth stated emergency vehicles
are exempt under St. Johns and they deleted the pervious surface requirement.
Mayor Wessler asked about overtime. Chief Schumaker explained the budget was
cut by $5,000 and he reviewed circumstances such as leaves of absence and three
major crimes, each occurring on a Friday. He noted we're still one of the lower
ones throughout the County.
4 Coun~il Special Meeting/Workshop
April 29, 1991
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Six months' budaet review (Continued)
Police (Continued)
Mayor Wessler asked about professional services. Mr. Munoz replied it's the PBA
negotiator.
There was discussion regarding the evidence shed. Councilman Jones noted with
holiday pay it doesn't look like a true figure for overtime. Ms. Rickelman
explained they used to split it out and had another line item and it's a matter
of a journal entry every month. Mayor Wessler suggested they do it that way.
Mr. Munoz pointed out there's a limit on how many line items you want in a budget
to make it workable.
Counci 1person Gi 11espie commented on the money for roof repairs they were assured
was in the budget.
City Manaoer - Mr. Munoz stated 63.9% of the budget was spent and his only
expense charged is the difference of Acting City Manager and what he was paid
before. Counci1person Gillespie asked if the settlement cost made it go over.
Mr. Munoz replied yes, it was the payoff. Mayor Wessler asked if travel and per
diem is charged to this or Finance. Mr. Munoz explained if he goes for Finance,
it will be charged there, and if it's for City Manager, it will be charged to
City Manager. Councilperson Gillespie stated they need to increase the budget
because of Sue Koser's overtime due to the number of Council meetings. Mr.
Munoz explained they may be able to absorb it by moving it within the department.
Leoa1 - Mayor Wessler stated Ms. Clayton's bill for February was $9,580.19 and
that included negotiations for Mr. Johnson and Mr. Alvarez. She asked Mr. Munoz
to get bills for everything through March by Mondayls meeting. Councilman Hays
asked if itls an itemized statement. Mayor Wessler replied yes, including
telephone calls and invitations were charged. She suggested since there's a
meeting every Monday night that they save things until Monday and limit calls
unless extremely urgent. Mr. Munoz explained the half time charge for evenings.
Mayor Wessler stated the application deadline is May 10th and on the meeting on
the 13th they can short list and bring 4 or 5 and put them all together and
hopefully get someone in around June 1st.
Counci1person Gillespie asked why the Miami representative was here today. Mr.
Munoz replied they're working for A. G. Edwards as underwriter counsel and it's
part of the closing. Counci1person Gillespie stated she wants to terminate the
contract with Greenburg but the Attorney said to wait.
Councilman Jones asked if they accepted Ms. Clayton with a fee of $6,700 a month.
Mayor Wessler suggested Mr. Munoz check the minutes and advise her. She reminded
Council they still have 4 months to be billed and it might be under.
Council - There was brief discussion regarding promotional activities and the
$9,315 savings on group health insurance.
Councilperson Gillespie requested they place a suggestion box in the lobby for
employees and they don't have to sign it. No Council member objected.
There was discussion regarding the platform for Council and the reduced floor
space. Councilman Hays stressed his concern for dances for kids. Records
storage under the stage was explained and various locations for records were
discussed. Mrs. Wadsworth pointed out the accessibility of the current location.
There was discussion on combining the evidence building and records storage with
comments made about climate control and confidentiality of the evidence.
Dominick Fazzone suggested the put the records on top and put Council equipment
on the bottom. Counci1person Martin suggested they could have the old fashioned
block party type of dances until they get this arranged. Mr. Corder stated hels
looking at an open dance at Menard-May. Council members agreed. Mayor Wessler
asked what budget this could come from. Mr. Munoz replied special recreation
facilities. Mayor Wessler asked if the Chief can go out for bids for the larger
building. Counci1person Gillespie agreed. Mayor Wessler said they can get a
price for the shed and if it's too much then they'll look at sliding it under
and putting records on top.
5 Council Special Meeting/Workshop
April 29, 1991
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Councilperson Gillespie moved they go ahead and redo the back of City Hall where
the previous garage was. Councilman Hays seconded the motion. Motion CARRIED
5-0.
Councilman Hays moved to adjourn. Councilperson Gillespie seconded the motion.
Meeting was adjourned at 10:10 p.m.
Minutes submitted by:
Lura Sue Koser
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ATTEST:
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CITY CLERK
~d this C day of
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6 Council Special Meeting/Workshop
Apri 1 29, 1991