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08-05-1996 Voting Order Councilman Mitchum Mayor Hayman Councilman Hatfield Councilwoman Martin Councilman Hays AGENDA CITY COUNCIL OF EDGEWATER AUGUST 5, 1996 7:00 p.m. COMMUNITY CENTER 1. CALL TO ORDER, ROLL CALL, INVOCATION, PLEDGE OF ALLEGIANCE 2. APPROVAL OF MINUTES A. Regular meeting of July 1,1996 B. Regular meeting of July 15, 1996 3. CITIZEN COMMENTS REGARDING AGENDA ITEMS ONLY (Other than public hearings) 4. CITY COUNCIL REPORTS 5. PUBLIC HEARINGS, ORDINANCES AND RESOLUTIONS A. Res. 96 -R -21 Endorsing candidacy of Mayor David Rigsby for position of Second Vice President of Florida League of Cities, Inc. 6. CONSENT AGENDA A. Florida Shores Roadway and Drainage Improve- ment Project - Part A, Change Order No. 5 which adds alternate 4.06 Modified cross section for bike path construction B. Third amendment to agreement for janitorial services 7. OTHER BUSINESS A. Request of Economic Development Board to develop and produce marketing material; acceptance of Jiloty Communications, Incorporated proposal; and grant of necessary funding B. Payment of $6,500 for work related to maintaining, posting and updating assessment rolls of sewer and road data base for 10/1/96 to 9/30/97 C. Cancelling or rescheduling regular meeting of Monday, September 2, 1996, due to Labor Day holiday 8. GENERAL CITIZEN COMMENTS /CORRESPONDENCE 9. OFFICER REPORTS 10. ADJOURN. NOTE: All items for inclusion on the August 19, 1996, agenda must be received by the City Manager's office no later than 4:30 p.m. Monday, August 12, 1996. 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. AGENDA REQUEST Date: 7/26/96 OTHER PUBLIC CONSENT 08/05/96 BUSINESS HEARING RESOLUTION ORDINANCE ITEM DESCRIPTION /SUBJECT: Florida Shores Roadway and Drainage Improvement Project - Part A Change Order No. 5 which adds Alternate 4.06 Modified Cross Section for Bike Path Construction. BACKGROUND: Part A was awarded in July 1995 with the understanding the Bike path could be added as a change order item at a later date. RECOMMENDATION: Approve Change Order No. 5 with an increase of $42,840. 'tor FUNDS AVAILABLE: ACCOUNT NUMBER: 30541 and 48538 (SPECIFY IF BUDGET AMENDMENT IS REQUIRED) N //A PRESENTED BY: Kyle Fegley, City Engineer PREVIOUS AGENDA ITEM: YES NO XX DATE: AGENDA ITEM NO. Respectfully submitted: Concurrence: *low Kyle W Feg George McMahon City E gineer O City Manager KWF /rsm /, 1 SECTION 00300 BID FORM 4 1r.r SUBMITTED: J0NE 2 � 19 Date PROJECT IDENTIFICATION: CITY OF EDGEWATER FLORIDA SHORES ROADWAY IMPROVEMENTS NAME OF BIDDER: Ros BUSINESS ADDRESS: DLO O1 S EA (J4 Phone No. `lO (.^1 b - O ZO O CONTRACTOR'S FLORIDA LICENSE NO. (J lA THIS BID IS SUBMITTED TO: City of Edgewater, Florida (hereinafter called Owner) acting through its City Council. 1. The undersigned Bidder offers and agrees to enter into an Agreement with Owner in the form included in the Bidding Documents, to complete all work for the Contract Price and within the Contract Time, all in accordance with the Contract Documents. 2. Bidder accepts all of the terms and conditions of the Bidding Documents, including without limitation those dealing with the Owner's time for accepting for Bid and the disposition of Bid Bond. 3. In submitting this Bid, Bidder makes all representations required by the Instructions to Bidders and further warrants and represents that: (a)•Bidder has examined copies of all the Bidding Documents and of the following addenda: No. 1 Dated' (0-95 ; No. Dated No. Z. Dated (0-2.t-5; No. Dated No. .3 Dated . - 55 ; No. Dated No. Dated ; No. Dated (Receipt of all which is hereby acknowledged) and also copies of the Advertisement for Bids and the Instructions to Bidders. (b)Bidder has examined the site and locality where the Work is to be performed and the legal requirements (federal, state and local laws, ordinances, rules and regulations) and conditions affecting cost, degree of difficulty, progress or performance of the Work and has made such independent investigations as Bidder deems necessary. 94- 0030.000 00300 -1 • (c)This Bid is genuine and not made in the interest or on behalf of any undisclosed person, firm or corporation and is not submitted in conformity with any agreement or rules of any group, association, organization or corporation; Bidder has not N,,,,, directly or indirectly induced or solicited any other Bidder to submit a false or sham Bid; Bidder has not,solicited or induced any person, firm or a corporation to refrain from bidding; and Bidder has not sought by collusion to obtain for himself any - advantage over any other Bidder or over Owner. (d)Bidder hereby agrees if this Bid is accepted, to commence work under this contract on or before a date to be specified in the Notice to Proceed and to fully complete all work of the Project within the Contract Time stipulated in the Agreement (Section 00500). Bidder further agrees to pay as liquidated damages the substantial amount stated in the Agreement for each consecutive calendar day completion of the work is delayed. 4. Bidder submits the following lump sum and unit prices to perform all the Work as required by the Drawings and Specifications. All Bid items shall include all materials, equipment, labor, permit fees, taxes, tests, miscellaneous costs of all types, overhead, and profit for the item to be complete, in place, and ready for operation in the manner contemplated by the Contract Documents. olor N 94- 0030.000 00300 -2 • SCHEDULE OF UNIT PRICES • FLORIDA SHORES ROADWAY IMPROVEMENTS SOUTH OF S.R. 442 PART A !'FE1C)1`.NtY * :AP.- goESCF IRT[ON `r `a`a Wg `�';Y . e`f f C1Nt ' %'UNIT PRIc vrpT `PE C ;� • 4.04 6" Soil Cement Base (350 psi) 550,000 SY 3 .4-M ;19 -I b s 00 , 4.05 6" Soil Cement Base (Plant Mix, 350 PSI) 550,000 SY /\jO (3IJ /l1O 4.06 _Modified Cross Section for Bikepath Construction 12,600 LF _ 3 ,t40 1 -/2 / 8r/9,Op SUBMITTED BY: JAMES t . 7A J =s CONTRACTOR: HAts.r;A# tPAJ =ro` y,J . ADDRESS: 1'4,o How- 2 b O24.npNp 3 L �` 3 7 Lf TELEPHONE: -'7(. - ©2oQ FAX: G7G - cS'O3 State of Florida Certified Underground Utility Contractor (Required Information) Licensee: Vcx..sszA. License Number: CAD - cc> 9. b o • • Contractor: gALrfAX IHJtA , 00300(A)QLH - 5 BIDA.XLS REVISED ADDENDUM NO. 2 6/21/95 ' X // AGENDA REQUEST C.A. NO.: 96 -105 Date: July 29, 1996 'Saw PUBLIC HEARING RESOLUTION ORDINANCE OTHER CONSENT 08/05/96 BUSINESS CORRESPONDENCE ITEM DESCRIPTION /SUBJECT: Third Amendment to Agreement for Janitorial Services BACKGROUND: Attached is a copy of a proposed Third Amendment to Agreement for Janitorial Services in reference to the Police Department and Investigations Department. Pursuant to this Agreement, Kathleen DeRosier would provide janitorial services to these facilities for a monthly fee of $1075.00. This represents an increase of approximately $75.00 per month over the existing service, however that service has been unsatisfactory in recent months. Ms. DeRosier's services in City Hall, the Community Development Department, and Building Department have been exemplary. * tow RECOMMENDATION /CONCLUSION: Staff recommends that the Council consider approval of the Third Amendment to Agreement for Janitorial Services. FUNDS AVAILABLE: (ACCOUNT NUMBER) (SPECIFY IF BUDGET AMENDMENT IS REQUIRED) PREVIOUS AGENDA ITEM: YES NO DATE: AGENDA ITEM NO. Respectfully submitted, Concurrence: t A � e L Kri to A. Storey Georg E. McMahon City Attorney City anager 4.022(iiieTTCA j/Wri.i.00 Lawrence F. Sc umaker Police Chief KAS Attachment THIRD AMENDMENT TO AGREEMENT FOR JANITORIAL SERVICES ' THIS AMENDMENT TO AGREEMENT made this day of August, 1996, by and between the CITY OF EDGEWATER, FLORIDA, a municipal corporation (hereinafter "City ") and KATHLEEN DEROSIER, (hereinafter "DeRosier "). WITNESSETH, that the parties hereto have agreed to amend that certain Agreement between the parties dated November 7, 1994, that certain First Amendment to Agreement for Janitorial Services dated March 6, 1995, and that certain Second Amendment to Agreement for Janitorial Services dated September 18, 1995 such that: A. Section 1. Scope of Services is hereby amended as follows: Now In addition, effective August 18, 1996, DeRosier shall provide the City with janitorial services for the Police Department and Investigation Department as set forth in Exhibit A which is attached hereto and incorporated by reference. B. Section 2. Compensation is hereby amended as follows: DeRosier shall provide janitorial services for the Police Department and Investigation Department for a fee of one thousand seventy -five 00 /100 dollars ($1,075.00) per month. This fee shall be in addition to the fee for providing janitorial services to City Hall, the Community Development area, the Building Department, and the Community Center restrooms. DeRosier shall be compensated on a monthly basis upon the submittal of an invoice sufficient for audit purposes. Wow C. In all other respects, the terms and conditions of that certain Agreement dated November 7, 1994, that certain First Amendment to Agreement for Janitorial Services dated March 6, 1995, and that certain Second Amendment to Agreement for Janitorial Services dated September 18, 1995, shall remain in full force and effect. IN WITNESS WHEREOF, the parties have caused this Agreement to be made and entered into the day and year first written above. low 1 ATTEST: CITY COUNCIL OF THE CITY OF EDGEWATER, FLORIDA By: `ow Susan J. Wadsworth Jack H. Hayman, Sr. City Clerk Mayor APPROVED FOR FORM & CORRECTNESS: Krista A. Storey City Attorney WITNESSES: By: Kathleen DeRosier In° r Nay 2 (f: \rp51 \agreeant \deroaier.3rd) AGENDA REQUEST Date: July 29, 1996 Nosy PUBLIC HEARINGS, ORDINANCES, AND RESOLUTIONS CONSENT AGENDA OTHER BUSINESS X ITEM DESCRIPTION /SUBJECT: The Economic Development Board is seeking the City Council's approval for the development and production of marketing material for Edgewater. The EDB also requests the City Council accept the proposal submitted by Jiloty Communications, Incorporated and to grant the necessary funding. • BACKGROUND: The Economic Development Board has been seeking contributions from local businesses for the ; development and production of a marketing brochure and a flyer for the City. The attached Project Funding and Authorization Request will provide additional background. Also attached is the Jiloty Communications Incorporate proposal. RECOMMENDATION /CONCLUSION: The EDB recommends the City Council approve the Jiloty Communications, Inc. proposal and grant funding in supplement and /or in advance to the contribution pledged by private organizations. FINANCIAL IMPACT: FUNDS AVAILABLE: ACCOUNT NUMBER: (SPECIFY IF BUDGET AMEND 1 NT IS RESUMED): * lor PRESENTED BY :'"�. Philip Fong, Chairman, Economic Development Board :ejm Attachments c:\edb\agendarejiloty.req PROJECT FUNDING and AUTHORIZATION REQUEST Histor In past y ears, the prospect of a marketing fl of brochure was put on hold because of the lack of infrastructure such as utilities and paved roads, as well as the absence of a centralized industrial park. Presently, the Cit has clone will in resolving the infrastructure problem under its CIP. Also, with the ' anticipated activit of the PID relative to FIND's current involvement, the development of a substantial industrial park in the near future is optimistic. In addition, the recent application to amend the Comprehensive Plan for the Guava and Hibiscus corridors from commercial to industrial also contribute to the Cit readiness to facilitate industry. From a timing stand point, today the City is in a much better position to market itself to outside business and industr In recent y ears, in its efforts to solicit new businesses under the supplier linkage application, the EDB recognized the importance and need of being able to furnish communit information in a marketing brochure and flyer. Around November of 1995, the EDB began investigating the various aspects related to a marketing brochure and fl The EDB had studies sample products from various marketing firms. Their contents, format, theme, qualit and costs were reviewed. As a result, the Board had determined and implemented the following: 1) The development and production of a marketing brochure and a fl for the City is essential to the continuing effort to solicit and prospect new business and industry. fir► 2) The final product is to be similar in qualit and format to the Cit of DeLand sample provided by Jiloty Communications, Inc. 3) Initiate a fund raising program directed to local, nation or international companies to contribute specificall for the development and production of the marketing material. 4) Recommend to City Council to adopt the development and production of a marketing brochure and fl for Edgewater, and to approve and fund this project under the proposal submitted by Jilot Communications, Inc. Fund Raisin Program Results Efforts are still continuing with other organizations to contribute to this cause. The table below summarizes the progress as of Jul 24, 1996: Amount Amount Organization Pledged Received Remarks Coronado Paint $ 1000 $ 0 Remittal of funds pending Florida Power & Light 500 0 Remittal of funds pending ''''"r Wal -Mart Corp. 6,000 3,000 Pledge is over a 2 year period Total: $7,500 $3,000 Request The EDB recommends that the Cit Council authorize the development and production of marketing material for Edgewater. The Board further requests the City Council to accept the proposal submitted by Jilot Communications, Inc. and to grant funding in supplement and/or in advance to contribution pledged by private organizations. ft A z �, y +-, d b4 • y d S ` y .z + = W O r w eSr eL y H 7'. a bQ 1) . = O N 'C a Ca a o V >.. c M cu 0 4 l 4. .j Y � i 5 E .--1 O ' - 0 4. •' ,1 ; I cTs �1 v Q v a O " a v o A L. O t i t > 0 Q E ,� i. .„ O as ,. a i. 3. V) ) ° O o . 0 0 V. C on 5 a 0 t v a, 3 o o czt ,..s o g a '- > - c C G O U , kz -. 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UQ `G G C1 C 'C c Z CD E ` ' o et, t � rn v CED 5' ro r - 9 0 tO Jiloty Communications Incorporated To: Philip Fong City of Edgewater From: Mike Jiloty, Sean Sullivan Jiloty Communications Incorporated Date: July 29,199G Re: Economic Development marketing materials Jiloty Communications Incorporated (JCI) is pleased to offer the following proposal in connection with the production of essential marketing materials for the City of Edgewater. We believe economic development activity at the city level is of critical importance. This is where the actual deals can be struck and actual administrative support can be offered. JCI's economic development marketing experience is extensive. As you know, JCI serves the Volusia County Business Development Corporation as the organization's marketing firm. JCI has also produced economic development material for the cities of Lakeland, Daytona Beach, Port Orange, DeLand, Ormond Beach and Polk County as well as several private sector organizations. It is our understanding that you are interested in the creation of two publications. These include a full color, master brochure that presents Edgewater in a positive light and as an appropriate host for business and industrial expansion and relocation. Also included is a less formal piece, an executive summary, that presents a brief overview of Edgewater including statistical highlights and basic quality of life tenets. While it is difficult to provide a precise price quotation for these pieces before they are designed, we project prices will not exceed the following. Perhaps this will give the Commission a benchmark against which it may evaluate the appropriateness of this kind of investment in the City's economic development effort. Sun Bank Building 1510 Ridgewood Avenue Holly Hill, Florida 32117 FAX 904 - 677 - 0704 904 - 677 -0673 Master brochure Create and produce a four color brochure presenting an economic profile of the City of Edgewater. Price estimates are as follows: Concept Development, rough layout & art direction $540 Materials $320 Copywriting & editing $360 Photography: -stock photo usage $450 - location photography $450 Pre -press preparation, scans for color separations $1,888 Printing (QTY 2500) $4,472 Total $8,480 plus tax Executive summary Create an executive summary that presents the statistical highlights of the City of Edgewater, including demographic profile as well as land, construction, labor and tax information. Prepare as two color flier in brochure or reference card format. It will feature photography. Price estimates are as follows: Concept development, rough layout, & art direction $360 Materials $270 Copywriting & editing $270 Photography N A Pre -press preparation, scans for color separations $440 Printing (OTY 5000) $1,531 Total $2,871 plus tax We are pleased to have been consulted on this assignment and we pledge to produce first quality materials that will support your economic development efforts and be a source of pride for the City of Edgewater. Please advise as to your timetable and we will adjust our production schedule to accommodate your needs. As of right now, we feel that a feasible date for completion and delivery is approximately 60 -90 days from date of authorization. Thank you again for your interest in Jiloty Communications. AGENDA REQUEST Date: JULY 29. 1996 OTHER CONSENT BUSINESS 08/05/96 PUBLIC HEARINGS, ORD., RESOLUTION ITEM DESCRIPTION /SUBJECT: Approve payment of $6,500.00 (10/1/96 to 9/30/97) for work related to maintaining, posting and updating the assessment rolls of the Sewer and Road data base. BACKGROUND:_ CET continues to supported City operations by receiving and posting the detail payments, of both the Sewer and Road Assessments, provided by Volusia County on sixty -four 9 -Track Magnetic Tapes. Total collections through the County were $1,224,927 (Sewer assessment 68.79 %) and $555,729 (Road assessment 31.21 %). The City is about start this process once again to enable the non -ad valorem collection of these assessments through the Volusia County Tax Bill. RECOMMENDATION /CONCLUSION: Staff recommends City Council's consideration of this request to pay $6,500.00 for services for the coming year through 9/30/97. d FUNDS AVAILABLE: ACCOUNT NUMBER: 42000. 30000. & 48000 (SPECIFY IF BUDGET AMENDMENT IS REQUIRED) F.D. NO.: 07 - 01 PRESENTED BY: Ferdinand Munoz, Finance Director PREVIOUS AGENDA ITEM: YES NO XX DATE: AGENDA ITEM NO. Nor Resfpctfl#1y su it Ferdinand Munoz, CPA el.), CGFM Finance Director Concurrence: p -een c /' . 771-c: `7� �i.� -- Georgq%E. McMahon City Manager Copy to: File FMAGENCET96 ' C .7.-q COMMUNICATIONS ENGINEERING TECHNOLOGY INC. T July 24, 1996 City of Edgewater r Fred Munoz 100 Riverside Dr. Edgewater, FL 32132 tr . Dear Fred, ', '`� Thank you for the opportunity to once again offer our services to the City of ,c.,: Edgewater for the on -going maintenance of the Sewer and Road i ,, s i' x ` databases. Assessment tabases. We are pleased to offer this service to the City at a price of t4h.� $6,500.00 for the term beginning October 1, 1996 and ending September 30, .� " c 1997. I Respectfully, re ,x k% ,,/, / „ 1 .,./ / a I William K. Davis } f, - _ President \'''.., S yy ri 1 q i 3 1001 South Ridgewood Avenue Edgewater, FL 32132 -2332 Phone (904) 426 -0014 FAX (904) 426 -0099 CITY OF EGDEWATER SEWER /PAVING ASSESSMENTS CET SUPPORT Task FY -97 Pick up 9 -Track Tapes and Starts November 1996 post payments - two tapes per payment (P &I) 64 Tapes Note: Disbursement are made every week by County Provide payment posting 32 Tapes report to City for Sewer and Paving Assessments Post City provided data on Monthly - As Needed assessments paid off Obtain 9 -Track tape for July and September 1997 prebilling comparison `r Update data base for split or As Needed combined lots Provide County with Test Tape September 1997 for billing assessments Provide County with final tape September 1997 for billing FMCETSUPPORT 7.C AGENDA REQUEST DATE: July 29, 1996 OTHER CONSENT BUSINESS August 5, 1996 PUBLIC HEARING, ORD., RESOLUTION ITEM DESCRIPTION /SUBJECT: Cancelling or rescheduling regular meeting of Monday, September 2, 1996, due to Labor Day holiday. BACKGROUND: City policy provides for cancelling or rescheduling regular meetings that fall on national holidays. RECOMMENDATION /CONCLUSION: Council's decision. If Council wishes to cancel the September 2, 1996, meeting, items of an urgent nature could be added to the agendas for the special meetings /budget hearings on September 4th or September 9th. FUNDS AVAILABLE: ACCOUNT NUMBER: N/A (SPECIFY IF BUDGET AMENDMENT IS REQUIRED): Previous Agenda Item: YES NO X Date: Agenda Item No. Respectfully submitted, eorge i. McMahon City Manager *tar lsk