06-17-1996 - Regular Voting Order
Councilwoman Martin
Councilman Hays
Councilman Mitchum
Mayor Hayman
Councilman Hatfield
AGENDA
CITY COUNCIL OF EDGEWATER
JUNE 17 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 June 3, 1996
B. Special meeting of June 10, 1996
3. CITIZEN COMMENTS REGARDING AGENDA ITEMS ONLY
(Other than public hearings)
4. CITY COUNCIL REPORTS
5. PUBLIC HEARINGS, ORDINANCES AND RESOLUTIONS
A. First reading Ord. 96 -0 -04 Amending Article I
(General) of Chapter 2 (Administration) of the
Code of Ordinances
6. CONSENT AGENDA
A. Request that annual arbitrage rebate
calculations be performed by Ernst & Young,
Jacksonville, for four bond issues
B. Proposal to provide 100% participation in
City's 457 deferred compensation plan as of
10/1/96
C. Calculations of incurred but not reported
claims by Wakely and Associates
D. Rewrite of general liability /EMT /Police
insurance for FY -95/96 from July 1, 1996 to
September 30, 1996
E. Transfer of $1,000 from Special Law Enforce-
ment Trust Fund into General Fund to cover
emergency travel expenses for protracted
investigation
7. OTHER BUSINESS
A. Discussion of Volusia County utilities with
Volusia County Council members
B. Request to purchase Touchread Meter Reading
Equipment to modernize and streamline meter
reading /utility billing functions
8. GENERAL CITIZEN COMMENTS /CORRESPONDENCE
9. OFFICER REPORTS
10. ADJOURN.
NOTE: All items for inclusion on the July 1, 1996, agenda must
be received by the City Manager's office no later than 4:30 p.m.
Monday, June 24, 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.
ADDENDUM TO
AGENDA
CITY COUNCIL OF EDGEWATER
JUNE 17 1996
7:00 p.m.
COMMUNITY CENTER
7. OTHER BUSINESS
C. Request to purchase two Gravely ATM 72 mowers
from Alden Equipment of Orlando; authorize
City Manager to negotiate with Halifax Paving
for contract to provide mowing of retention
areas during construction project; and
authorize expenditure from Stormwater Retained
Earnings
S.
AGENDA REQUEST
C.A. NO.: 96 -81
Date: June 10, 1996
PUBLIC
HEARING RESOLUTION ORDINANCE 06/17/96
OTHER
CONSENT BUSINESS CORRESPONDENCE
ri e a r' >
ITEM DESCRIPTION /SUBJECT: -
First Reading Ordinance No. 96 -0 -04 Amending Article I (General) of
Chapter 2 (Administration) of the Code of Ordinances
BACKGROUND:
Section 4.02(11) of the City Charter authorizes the City Manager to sign
contracts, agreements, and leases to the extent authorized by ordinance.
In order to increase the efficiency of city operations in regards to the
procurement of items and services which are routine in nature and within
iwr the budget approved by the City Council, Staff is recommending that the
City Council consider the establishment of guidelines for execution of
contracts, agreements, and leases by the City Manager. These guidelines
are set forth in Section 2 -5 of attached Ordinance No. 96 -0 -04. The
intent of the proposal is not to delegate any of the policymaking
authority of the City Council, but to facilitate the necessary day to
day business operations of the City.
Staff is suggesting that these guidelines be placed in the Code of
Ordinances within Ar ' - -- (General) of Chapter 2 (Administration).
Upon reviewing Articl •iscovered that certain sections are
redundant and /or in . - - - - =.. it • - " and other
ordinances recently enacted by the City ounc . erefore, in
addition, to establishing guidelines for the signing of contracts,
agreements and leases by the City Manager, Staff recommends that the
remainder of Article I be updated.
RECOMMENDATION /CONCLUSION:
Staff recommends that the Council consider approval of Ordinance No. 96-
0-04 on first reading.
FUNDS AVAILABLE: (ACCOUNT NUMBER)
(SPECIFY IF BUDGET AMENDMENT IS REQUIRED)
r "
PREVIOUS AGENDA ITEM: YES NO XX
DATE: AGENDA ITEM NO.
i F
%lr
Respectfully submitted,
■i■
Kri to A. Storey
City Attorney
Concurrence:
1 Q,0., p g°- 77-L e
e orgiE . McMahon
City anager
KAS
Attachment
Now
•
ORDINANCE NO. 96 -0-04
AN ORDINANCE OF THE CITY COUNCIL OF EDGEWATER, FLORIDA,
AMENDING ARTICLE I (IN GENERAL) OF CHAPTER 2
(ADMINISTRATION) OF THE CODE OF ORDINANCES, CITY OF
EDGEWATER, FLORIDA; DELETING SECTION 2 -1 (CITY MANAGER -
CREATION OF OFFICE), SECTION 2 -4 (SAME - POWERS AND
DUTIES), SECTION 2 -5 (COUNCIL NOT TO INTERFERE WITH
APPOINTMENT OR REMOVALS), SECTION 2-6 (EMERGENCIES) AND
SECTION 2 -8 (CITY MANAGER; COMPENSATION); RENUMBERING AND
AMENDING SECTION 2 -2 (SAME- APPOINTMENT) TO ADDRESS ONLY
PROHIBITIONS REGARDING THE APPOINTMENT OF A COUNCILMEMBER
AS CITY MANAGER; RENUMBERING AND RENAMING SECTION 2 -3
(SAME - REMOVAL); RENUMBERING SECTION 2 -7 (CITY MANAGER;
BOND), SECTION 2-9 (OFFICE OF CITY MANAGER; VACANCY), AND
SECTION 2 -10 (DISHONORED CHECK POLICY); ADDING A NEW
SECTION 2 -5 TO PROVIDE FOR THE SIGNING OF CERTAIN
CONTRACTS, AGREEMENTS AND LEASES BY THE CITY MANAGER;
PROVIDING FOR CONFLICTING PROVISIONS, SEVERABILITY AND
APPLICABILITY; PROVIDING FOR CODIFICATION, AN EFFECTIVE
DATE AND FOR ADOPTION.
WHEREAS, the City Council of the City of Edgewater, Florida,
Nor has made the following determinations:
1. Section 4.02(11) of the City Charter authorizes the City
Manager to sign contracts, agreements, and leases to the extent
authorized by ordinance.
2. In order to increase the efficiency of city operations in
regards to the procurement of items and services which are routine
in nature, necessary for the day to day business operations of the
City and within the budget approved by the City Council, it is
appropriate that the City Council establish guidelines for
execution of contracts, agreements, and leases by the City Manager.
3. Placement of these guidelines in the Code of Ordinances
Nor
within Article I (General) of Chapter 2 (Administration) is
appropriate.
4. Certain sections of Article I are redundant and /or in
conflict with the current City Charter and other ordinances
recently enacted by the City Council.
5. In addition, to establishing guidelines for the signing of
contracts, agreements and leases by the City Manager, it is
appropriate that the remainder of Article I be updated.
NOW, THEREFORE, BE IT ENACTED by the People of the City of
Edgewater, Florida:
Now
Struck through passages are deleted.
Underlined passages are added.
96 -0 -04 1
PART A. AMENDMENT OF ARTICLE I (IN GENERAL) OF CHAPTER 2
(ADMINISTRATION) OF THE CODE OF ORDINANCES, CITY OF EDGEWATER,
FLORIDA.
Article I is amended to read as follows:
Thc officc of thc city manager is hereby created.
Sec. 2 -13. Same- Appointment of councilmember as city manager
prohibited.
The city managcr shall bc appointed by majority vote of the city
council for an indefinite term. Thc manager shall be choccn by the
with opccial rcfcrcncc to actual experience in or knowledge of
accepted practice in rcepcct to the dutico of thc office
hereinafter act forth. At the time of thin appointment, the
appointee nccd not bc a rcoident of thc city or statc, but within
rcoidency within thc corporate limits of thc city. No
councilmember shall be appointed city manager receive ouch
appointment during the term for which the councilmember manager
shall have been elected nor within one year after the expiration of
the councilmember's term.
Sec. 2 - 23. Samo.Removal of city manager
The city council may remov= the city manager at any time by a
majority vote of its memb= s. If requested by the manager, a
Now public hearing shall be • anted by the council within thirty (30)
days following notice .f removal. D ring the interim the council
may suspend the mana ; er from duty, but -hall continue the manager's
salary and, if th- removal becomes final, shall pay said salary for
three (3) cale •.r months following the 'nal removal date. The
benefits described in this section would be - , ' gible to the manager
upon completion of his initial six - months probationary period.
Thc city manager ohall bc thc chicf adminiotrativc officer of the
city, may head one or morc dcpartmcnto, and chall bc rccponciblc to
4 4rr►
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96 -0 -04 2
thc city. To that cnd, thc managcr shall have power and shall be
rcquircd tot
suspend or rcmovc all officers and cmployccc of thc city
cx.... .s otherwise providcd by thc city chartcr or law
to appoint, ouopcnd, or rcmovc oubordinatc3 in ouch
dcpartmcnt.
(2) Prcparc the budget annually and submit it to thc council
togcthcr with a mcooagc dcocribing thc important features
and bc rcaponsiblc for ito administration aftcr adoption.
(3) Prcparc and submit to ch council as of the cnd of the
fiscal ycar a complctc rcport on thc finances and
1 fir
administrative activities of thc city for thc preceding
ycar.
(4) Kccp council adviocd of thc financial condition and
futurc nccdo of thc city, and makc ouch rccommcndationo
ac may bc deemed dcoirablc.
(5) Recommend to thc govcrning body a standard ochcdulc of
pay for each appointive office and position in thc city
ocrvicc, including minimum, intermediate and maximum
rates.
(6) Recommend to thc govcrning body (from timc to time),
cxpcdicnt for thc health, safety or welfare of the
community or for thc improvement of administrative
services.
head of one or morc dcpartmcnto.
(8) Attend all meetings of thc city council unlc o excused
thcrcfrom and takc part in thc discussion of all matters
coming bcforc thc council. The manager shall bc *our
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Underlined passages are added.
96 -0 -04 3
to noticc of all rcgular and spccial mccting oo the
council.
cquipmcnt for which funds are providcd in thc budgct, lct
services for amount° up to an including tow thousand
tie et
- - - - - - - - - - - - - t e et
and prcocnt thcm to council for approval, and advice the
and bid proposal°. No purchaoc ohall bc made, contract
let or obligation incurred for any item or ocrvicc which
exceeds thc current budgct appropriation without a
Now
oupplcmcntal appropriation by thc council. No contract
- - - - - - - - - - - -- _ 1 1 1 e e
council. Thc manager may ioouc rulco governing purchasing
council shall approvc.
(10) Sce that all lawo and ordinances arc duly enforced.
(11) Invcotigatc thc affairs of thc city or any dcpartmcnt or
division thcrco-f. Invcotigatc all complaints in relation
to matter° concerting thc administration of thc
maintained by thc public utilities in thc city, and see
that all franchioeo, permits, and privilegcc grantcd by
(12) Dcvotc hi° /her entire timc to thc discharge of all
official duties.
(13) Thc city manager, or in hio abocncc, thc clerk or acting
abocncc or disability, and keep, OT cause to bc kept, a
Ifty
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Underlined passages are added.
96 -0 -04 4
truc and accuratc account of oamc.
-- ccs iscucd by thc city, and icsuc rccciptc
in thc proper depositories on thc first banking day aftcr
rcccipt. Thc city managcr may dcicgatc the
rcoponoibilitico of this subparagraph to an appropriate
city cmploycc.
(15) Bc rccponsible for thc performance and supervision of all
dutico of a finance dircctor. Thc city manager may
delegate the reapenoibilitics et thi
city cmploycc.
authorised by ordinancc.
Now
ordinances.
inquiry, thc council and ito members shall deal with the
'�► administrative ocrvicc solely through the city managcr and ncithcr
thc council nor any member thcrcof shall givc orders to any
purchaoco for thc purpooco of meeting said emergency; but the
itemised account of all expenditures.
err►
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Underlined passages are added.
96 -0 -04 5
Sec. 2 -3T. City manager; bond.
The city manager shall furnish a surety bond to be approved by
the council, said bond to be conditioned on the faithful
Now
performance of all the manager's duties. The premium of the bond
shall be paid by the city.
•
The city manager ohall rcccivc ouch compcnaation ao the council
Sec. 2 -44. Office of the city manager; vacancy.
Any vacancy in the office of city manager shall be temporarily
filled within a reasonable time after the effective date of such
vacancy, but no longer than ninety (90) days after the effective
date of such vacancy.
Now
Sec. 2 -5. City manager authorized to sign certain contracts,
agreements and leases.
(a) Intent. The intent of this section is to increase the
efficiency of city operations in regards to the procurement of
items and services which are routine in nature and within the
budget approved by the city council. This section shall not be
interpreted to delegate any of the policymaking authority of the
city council, but is intended to facilitate the day to day business
operations of the city.
(b) Criteria. Pursuant to Section 4.02(11) of the city charter,
the city manager is authorized to sign contracts, agreements, and
`fir.►
leases which meet the following criteria:
(1) The annual cost of the item or service is five thousand
dollars ($5000.00) or less.
(2) The term of the contract, agreement or lease is five (5)
years or less.
(3) Any required expenditure has been included within the
approved budget of the department requesting
authorization for the item or service.
.41 The contract, agreement or lease has been approved as to
legal form and correctness by the city attorney.
Struck through passages are deleted.
Underlined passages are added.
96 -0 -04 6
(c) Procedure. The requested contract, agreement or lease shall
be submitted to the city attorney for review. Upon approval by the
city attorney for legal form and correctness, the city attorney
shall submit the document to the city manager for review. Upon
approval by the city manager, the document shall be returned to the
city attorney for appropriate processing. In the discretion of the
city manager, any contract, agreement or lease may be submitted to
the city council for consideration.
Sec. 2 -610. Dishonored check policy.
(a) Pursuant to Section 166.251, Florida Statutes, there
shall be collected as a service fee for the collection of
any dishonored check, draft or other order, for the
payment of money to an official or agency of the City of
Nr
Edgewater, the sum of twenty dollars ($20.00) or five (5)
percent per cent of the face amount of the check, draft
or order, whichever is greater. This service fee shall
be in addition to all other penalties imposed by law.
(b) All customers consumers opening up new accounts shall be
advised of the foregoing service fee. All existing
customers conoumcro will be advised of any the increased
fee with their next water bill.
PART C. CONFLICTING PROVISIONS.
All conflicting ordinances and resolutions, or parts thereof
Nur in conflict with this ordinance, are hereby superseded by this
ordinance to the extent of such conflict.
PART D. SEVERABILITY AND APPLICABILITY.
If any portion of this ordinance is for any reason held or
declared to be unconstitutional, inoperative, or void, such holding
shall not affect the remaining portions of this ordinance. If this
ordinance or any provisions thereof shall be held to be
inapplicable to any person, property, or circumstances, such
holding shall not affect its applicability to any other person,
property, or circumstance.
q.r
Struck through passages are deleted.
Underlined passages are added.
96 -0 -04 7
PART E. CODIFICATION.
Provisions of this ordinance shall be incorporated in the Code
of Ordinances of the City of Edgewater, Florida, and the word
"ordinance ", may be changed to "section ", "article ", or other
appropriate word, and the sections of this ordinance may be
renumbered or relettered to accomplish such intention; provided,
however, that Parts C through G shall not be codified.
PART F. EFFECTIVE DATE.
This Ordinance shall take effect upon adoption.
PART G. ADOPTION.
After Motion by and Second by
the vote on the first reading of this ordinance held on
1996, was as follows:
Nur Mayor Jack H. Hayman, Sr. XXX
Councilman Danny K. Hatfield XXX
Councilwoman Louise A. Martin XXX
Councilman Mike Hays XXX
Councilman David L. Mitchum XXX
After Motion by and second by
the vote on the second reading of this ordinance was as follows:
Mayor Jack H. Hayman, Sr. XXX
Councilman Danny K. Hatfield XXX
Councilwoman Louise A. Martin XXX
'tow Councilman Mike .Hays XXX
Councilman David L. Mitchum XXX
PASSED AND DULY ADOPTED this XXX day of XXXXX, 1996.
ATTEST: CITY COUNCIL OF THE
CITY OF EDGEWATER, FLORIDA
By:
Susan J. Wadsworth Jack H. Hayman, Sr.
City Clerk Mayor
APPROVED FOR FORM
AND CORRECTNESS:
Krista A. Storey
City Attorney
Struck through passages are deleted.
Underlined passages are added.
96 -0 -04 8
AGENDA REQUEST
Now
Date: Mai, 29. 1995
OTHER
CONSENT 6/17/96 BUSINESS
PUBLIC HEARINGS,
ORD., RESOLUTION
ITEM DESCRIPTION /SUBJECT:
Annual Arbitrage Rebate Calculations.
BACKGROUND:
The Federal Tax Reform Act of 1986, and amendments, requires
that tax exempt issuers calculate and refund any arbitrage
earnings at each 5 -year interval.
The City has both the $13,580,000 (partially refunded),
Now Series 1991, and the $12,460,000, Series 1993, Water and Sewer
Revenue bonds which require these calculations. Additionally, the
City has borrowed $9,234,660, Series 1995A, and $3,964,740,
Series 1995B, Capital Improvement Bonds, for the road and
drainage improvements. In order to determine these liabilities,
and report same on the City's financial statements, there is an
annual requirement that the calculations be performed.
On a quarterly basis the finance department submits
financial activity information related to these outstanding bond
issues to Ernst & Young.
RECOMMENDATION /CONCLUSION:
Staff recommends City Council's consideration of the
proposed services from the Jacksonville office of Ernst & Young
LLP at a cost of $2,750 per bond issue - a total of $11,000 -
plus out -of- pocket expenses not anticipated to exceed $100.
FUNDS AVAILABLE: ACCOUNT NUMBER: 40533/40535/20541 /48538 -52320
Now (SPECIFY IF BUDGET AMENDMENT IS REQUIRED)
F.D. NO.: 5 - 01
PRESENTED BY: Ferdinand Munoz, Finance Director
PREVIOUS AGENDA ITEM: YES NO XX
DATE: AGENDA ITEM NO.
Res ect lly s bmi d,
Ferdinand Munoz, CPA (De, CGFM
Finance Director
Concurrence:
George E.✓McMahon
City Manager
Now Copy to: File
FMAGENDARBITRAGE
4.OpE 4Tt4
THE CITY OF »ID GE WATER
t i
* !��� * POST OFFICE BOX 100 -EDGE WA TER, FLORIDA 32132 -0100
4 f A 7+= ' �s'*i'
T4 L1TT
May 13, 1996
''fin'
Ms. Margaret H. Purcell
Ernst & Young LLP
Suite 1800
1 Independent Drive
Jacksonville, Florida 32202
Re: Arbitrage Rebate Services for the City of Edgewater,
Florida, $13,580,000 Water and Sewer Revenue Bonds, Series
1991 and the $12,460,000 Water and Sewer Revenue Refunding
Bonds, Series 1993. And as required, City of Edgewater,
Capital Improvement Bonds, Series 1995A ($9,234,660) and
Series 1995B ($3,964,740).
Dear Ms. Purcell:
The City is once again interested in a quote for Arbitrage Rebate
calculations for the year ending September 30, 1995.
lor
Please call me if you have any questions on this matter.
Si erely,
2/ LVA___,-
l/
Ferdinand Munoz, CPA (De .)
Finance Director
cc: George E. McMahon, City Manager
Karen A. Rickelman, CGFO, Assistant Finance Director
FMARBITRAGE96
El ERNST & YOUNG LLP ■ Certified Public Accountants ■ Phone: 904 358 2000
Suite 1800
May 20, 1996 1 Independent Drive
y Jacksonville, Florida 32202
Mr. Ferdinand Munoz, CPA
Finance Director
IOW
City of Edgewater
P.O. Box 100
Edgewater, Florida 32132 -0100
Re: $13,580,000 $9,234,660
City of Edgewater City of Edgewater
Water and Sewer Revenue Bonds, Capital Improvement Bonds, Series 1995A
Series 1991 and
$3,964,740
$12,460,000 City of Edgewater
City of Edgewater Capital Improvement Bonds, Series 1995B
Water and Sewer Revenue Refunding
Bonds,
Series 1993
Dear Mr. Munoz:
Now
Enclosed please find two copies of our engagement letter to perform arbitrage rebate
calculations for the above captioned bond issues. Please note that the Series 1995A and
Series 1995B Bonds can be contained in one report if they were delivered on the same
date. We have been asked to attach a standard fee schedule now, but you should realize
that it means that your fees will be $2,750 per issue, with the 1995A and 1995B together
if possible, plus out of pocket expenses not anticipated to exceed $100. Please sign one
copy of the letter and return to me. The other copy is for your files.
Please feel free to call should you have any questions.
We appreciate the opportunity to be of service to the City.
Sincerely,
/ 1 14 &/ o fit/Ce9(
r.r Margaret H. Purcell
MHP /sgb
enclosures
•
Ernst &Young LLP is a member of Ernst &Young International, Ltd.
ERNST & YOUNG LLP Certified Public Accountants it Phone: 904 358 2000
Suite 1800
1 Independent Drive
Jacksonville, Florida 32202
May 17, 1996
Now
Mr. Ferdinand Munoz, CPA
Finance Director
City of Edgewater
P.O. Box 100
Edgewater, Florida 32132 -0100
Dear Mr. Munoz:
The purpose of this letter is to outline the services that we will provide and to confirm the
terms of our engagement for the bond issues shown on the attached Schedule A.
We will prepare the computations to determine the rebate amount as described in Section
148(f)(2) of the Internal Revenue Code of 1986, as amended. The rebate amount is equal
to the excess of the amount earned on all nonpurpose investments over the amount which
would have been earned if such nonpurpose investments were invested at the bond yield.
v im"" We will provide a report upon the completion of our work which contains detailed
supporting schedules and a signed firm opinion citing compliance with the applicable
sections of the Internal Revenue Code and Regulations.
If a remittance is due, we will also provide a completed Internal Revenue Service Form
8038 -T, including filing instructions.
Our fees will be in accordance with the attached Schedule A. Out -of- pocket expenses, not
to exceed $100 per calculation, will also be charged and will apply to all engagements
completed through September 30, 1996. Our fee assumes appropriate information and
assistance will be provided by you, including sufficient investment records, and that all
requested information will be provided on a timely basis. If unanticipated problems are
encountered, we will discuss them with you before proceeding with the engagement. An
invoice will be issued upon delivery of our report and is payable upon receipt.
Please sign one copy of this letter acknowledging our agreement and return it in the
enclosed envelope.
*ow
•
Ernst &Young LLP is a member of Ernst &Young International, Ltd.
J ERNST &YOUNG LLP
Mr. Ferdinand Munoz
May 17, 1996
page 2
'oraw The engagement will be performed under the supervision of William Baridon, Engagement
Partner and Margaret Purcell, Senior Manager.
We very much appreciate the opportunity to serve you and look forward to helping you
meet your arbitrage rebate requirements. If you have any questions, please do not hesitate
to contact Margaret Purcell at (904) 358 -4576.
Accepted:
The City of Edgewater
By Ferdinand Munoz, CPA, Finance Director Date
*fir
J ERNST &YOUNG LLP
Schedule A
Bond Issues and Professional Fees
1060- Issue
13,580,000
City of Edgewater
Water and Sewer Revenue Bonds,
Series 1991
$12,460,000
City of Edgewater
Water and Sewer Revenue Refunding Bonds,
Series 1993
$9,234,660
City of Edgewater
Capital Improvement Bonds,
Series 1995A
law
and
$3,964,740
City of Edgewater
Capital Improvement Bonds,
Series 1995B
low
No Standard Professional Fees
Multi -Year Rebate
$2,750 for the first bond year and $1,000 for each subsequent year containing
investment activity during the period when annual calculations have not
been performed. Includes a multi -year Rebate Report.
Annual Rebate Calculations
$2,750 for the first annual computation and $2,500 for each subsequent
annual calculation. Includes annual Rebate Reports.
Penalty (Spenddown) Calculations
$2,000 for each spending period.
Each rebate calculation includes a review of certain bond documents, computation of bond
yield, preparation of detailed investment schedules including yield, and computation of
rebate liability. Our comprehensive Rebate Report contains a signed firm opinion citing
compliance with the applicable sections of the Internal Revenue Code and Regulations.
Out -of- Pocket expenses, not to exceed $100 per calculation, will also be charged.
If a rebate or penalty remittance is due, we also provide a completed Internal Revenue
Service Form 8038 -T, including filing instructions, at no additional charge.
Additional Services
The structure and complexity of certain bond issues may require or benefit from additional
services for which additional fees may occasionally be charged, generally at a rate of $500
per additional service per year. Examples of these services include allocations required for
bond proceeds invested in commingled funds or required by the universal cap rules, and
transferred proceeds calculations due to advance refunding transactions.
We do not bill for minor routine consultation and advice. To the extent requests for
special services may entail more, we will provide you with an estimate of such costs in
advance and only proceed with your approval.
JERNST &YOUNG LLP
AGENDA REQUEST
'rrr►
Date: June 10. 1996
OTHER
CONSENT 6/17/96 BUSINESS
PTJBLIC HEARINGS
ORD., RESOLUTIONS
ITEM DESCRIPTION /SUBJECT:
Provide for 100°: (presently 20.0 %) participation in the
City's 457 Deferred Compensation plan as of 10/1/96.
BACKGROUND:
The threat to the Social Security benefits remaining
unchanged in the future is dubious. While the pre- Boomers may get
to enjoy such benefits (already some adjustments have been made
based on date of birth), Boomers and Generation Xers are expected
to be progressively at risk.
Now
The traditional three- legged stool supporting retirement consist
of 1) Social Security (a short leg ?), 2) Employer provided
retirement plans (Edgewater's defined benefit plan), and 3)
Personal savings. This proposal is expected to motivate increased
personal savings with the public policy intend of mitigating the
potential future shortfalls of social security.
The program would be funded at an estimated fix annual cost of
$30,720 ($16 /month X 12 months X 160 employees), which would be
subtracted from the amount budgeted for Pay For - Performance. This
fixed amount is less than 0.70% (0.6531%) of the currently
budgeted wages. Since the $192 per year per employee will not
change in the future, the total allocation will only grow as the
total number of employees grow. The new policy should require no
changes in the funding source.
RECOMMENDATION/CONCLUSION:
Staff recommends City Council's favorable consideration of
this proposal.
.r
FUNDS AVAILABLE: ACCOUNT NUMBER: Dept # -51120 As Budgeted
(SPECIFY IF BUDGET AMENDMENT IS REQUIRED) For FY -97
F.D. NO.: 6 - 03
PRESENTED BY: Ferdinand Munoz, CPA(Del.), CGFM, Finance Director
PREVIOUS AGENDA ITEM: YES NO XX
DATE: AGENDA ITEM NO.
• Rerect lly ' b teed,
Ferdinand Munoz, CPA (Del.)
Finance Director
Concurrence:
e
. `7v2' --
George E. McMahon
Copy To: File City Manager
FMAGEND457
ANEW ,
r°
*r. CITY OF EDGEWATER
OPTION 5
A recent headline in a business column stated "Wake up boomers
and Xers: Social Security is not likely in your future ". Such
discussions have gained increased popularity in recent years
because of the long term consequences of an increasing population
of retirees and a decrease in the number of workers supporting
each retiree. Some have called it the longest - running chain
letter in modern history - a Porizi scheme going bust (2030).
Because of these threats to social security, legislation may work
its way for the establishment of Personal Savings Accounts (PSA).
An important aspect discussed in these scenarios is the
importance of personal savings. The traditional three legged
stool of Social Security (a short leg), employer provided pension
plans and personal savings (a longer leg) is being turned upside
down. The personal savings leg has to take up what the social
security is giving up or will not support in the future.
*sir As a public policy matter, the City should encourage increases in
the personal savings component of retirement. The City can do
this by contributing $16 per month per employee into the City's
457 Deferred Compensation plan. Such a cost would total $30,720
($16 x 12 months x 160 employees) and can be deducted from the
dollars budgeted for the Pay- For - Performance Plan. If the City
budgets $200,000 for pay- for - performance, $30,720 would go
towards the 457 Deferred Compensation plan contributions and the
remaining $169,280 would be distributed in accordance with the
pay- for - performance formula.
Such a contribution should result in increased employee
contributions into the 457 plan with the beneficial impact for
future retirement security - the retirement crisis can be
mitigated in this manner. Additionally, such contributions would
result in 100% participation which may be important in future
years if nondiscrimination rules are extended to 457 plans.
FMOPTIONS
. c.
AGENDA REQUEST
Date: June 5. 19961
NEW UNFINISHED
CONSENT 6/17/96 BUSINESS BUSINESS
PUBLIC
HEARING RESOLUTION ORDINANCE
ITEM DESCRIPTION /SUBJECT:
Calculations of Incurred But Not Report (IBNR) claims.
BACKGROUND•
The City is in need of an actuarial study to update and
determine an estimated reserve for the City's liabilities of the
Self - Insurance program.
RECOMMENDATION /CONCLUSION:
Nay
Staff recommends City Council's consideration of the
proposed services from Wakely and Associates, Inc. - at a cost
not to exceed $1,000.
FUNDS AVAILABLE: ACCOUNT NUMBER: 50590 - 52310
(SPECIFY IF BUDGET AMENDMENT IS REQUIRED)
F.D. NO.: 6 -01
PRESENTED BY: Ferdinand Munoz, Finance Director
PREVIOUS AGENDA ITEM: YES NO XX
DATE: AGENDA ITEM NO.
Re pectfully submitted,
//
Ferdinand Munoz, 9 (Del.)
Finance Director
Concurrence:
George : ' . McMahon
City Manager
Copy to: File
FMAGENDIBNR
`� THE CITY OF ii;D
i
!IF POST OFFICE BOX 100 EDGEWATER, FLORIDA 32132 -0100
4
E TA I.t
MayorJack‘H.,Haymaer City Manager George E. McMahon •
District 1 Councilman Danny KHateld City Attorney Krista A. Storey -
District 2 May 31, 1996 Qty Clerk Susan J. Wadsworth
ncilwoman Louise A. Martin e y
)istrict 3 Councilman Michael D. Hays . -
District 4 Councilman David L. Mitchum
Mr, Mark Crawshaw, Ph.D., FCAS, MAAA FAX (770) 498 -0908
Wakely and Associates, Inc.
2046 West Park Place, Suite H
Stone Mountain, Georgia 30087
Re: Actuarial Analysis of the City of Edgewater Self - Insured
Liability Program as of September 30, 1996.
Dear Mr. Crawshaw:
The City would like to once again receive an estimate for the
cost of performing the above referenced services.
As in the previous years the following data is provided for the
1995/1996 fiscal year.
* the City's population is 17,568 - may be adjusted.
* the City's budget is $14,065,476. ,
Q
* the number of the City's vehicles is 92: + I = �� �
* copies of the City's commercial insurance and excess
insurance contracts have been previously provided.
* , a summary of all open and closed claims (insured and
self- insured) at a recent valuation date will be
provided
* details of any changes to the program made since last
years analysis and any potentially large or otherwise
unusual open or close claims will be provided.
Please let me know if you have any questions or if there are
additional data needs
Sirnerel , .. /- . '
Ferdi and unoz,. CP Del:), CGFM.
Finance Director
cc:. George E. McMahon, City Manager
Krista A. Storey, City Attorney'
FMWAKELY96
104 NORTH RIVERSIDE DRIVE
FAX- (904)424 -2409. SUNCOM 383 -2400
CITY CLERK- (904)424- 2407 - PERSONNEL- (904)424 -2408
JUN 4 '96 11:19 FROM WAKELY - ATLANTA PAGE.002
W&A c WAKELY AND ASSOCIATES, INC.
ACTUARIES • CONSULTANTS • ACMINISTRATORS
June 4, 1996
Mr. Ferdinand Munoz, CPA
Finance Director
The City of Edgewater
P.O. Box 100
Edgewater, Florida 32132 - 0100
Dear Mr. Munoz:
Thank you for again considering Wakely and Associates, Inc. to provide consulting
services to the City of Edgewater. As requested, this letter provides a summary of the required
services,. data required and fee estimate.
Scope of ServiGCI
%r
It is our understanding that the City of Edgewater requires our earlier actuarial
study "Actuarial Analysis of the City of Edgewater Self - Insured Liability Program as of
September 30, 1995" be updated to be as of September 30, 1996 based on data at a recent
valuation date.
D. ata.Request
To complete the study we request the following items:
• . copies of the City's commercial insurance and excess insurance contracts;
(previously provided)
• the City's population for the 1995 -1996 fiscal year;
(already provided)
• the City's,budget for the 1995 -1996 fiscal year;
(already provided)
• the number of the City's vehicles for the 1995 -1996 fiscal year;
(already provided)
2045 WEST PAF"1K PLACE, SUITE H • STONE MOUNTAIN; GEORGIA 30087
( //u) 4S9 -6702
JUN 4 '96 11:20 FROM WAKELY - ATLANTA FAGE.003
Mr. Ferdinand Munoz, CPA
June.4, 1996
Page 2
• a summary of all open and closed liability claims (insured and self- insured) at a
` recent valuation date; and
• • details of any changes to the program made since last years analysis. Also,
•
provide details of any potentially large or otherwise unusual open or closed claims.
Fees
Wakely and Associates is compensated on a fee for services basis and client
charges reflect actual time spent on a project plus direct expenses (e.g., travel, lodging, telephone,
Federal Express, etc.). Based on our experience with similar projects, we guarantee a maximum
of $1,000 in professional fees.
The cost estimate above is based on the assumption that all contact between
Wakely and Associates and the City can be completed by mail and telephone without the
necessity of an on -site visit. We will, however, be available on a time and expense basis to make
further presentations or attend meetings as required by the City.
�rrr
Please let me know if you have any questions. We look forward to the possibility
of again working with the City of Edgewater.
Sincerely,
Mark Crawshaw, Ph.D., FCAS, MAAA
MC/vwr
WF. f
WAKMLM' ANC A•.CG.ATMA, r.C.
AGENDA REQUEST
Date: June 7. 1996
OTHER
CONSENT 06/17/96 BUSINESS
PUBLIC HEARINGS,
ORD., RESOLUTION
ITEM DESCRIPTION /SUBJECT:
Approve rewrite of General Liability /EMT /Police Insurance
for FY- 95/96, from July 1 to September 30, 1996.
BACKGROUND:
The City purchases various insurance coverages under its
self- insurance program. Recent experience indicates that the City
should rewrite its current General Liability /EMT /Police coverage
from the present $100,000 Self Ins • (S.I.R.), with
annual premiums of $8,523, to d uc i per claim
policy, with an annual premium incre . he prorate
cost for the remaining three months (July- September) would be
Now under $7,000 (@ $6,706).
RECOMMENDATION/CONCLUSION:
Staff recommends City Council's consideration of this
request.
FUNDS AVAILABLE: ACCOUNT NUMBER: 50590 - 53450
(SPECIFY IF BUDGET AMENDMENT IS REQUIRED) YES
F.D. NO.: 06 - 02
PRESENTED BY: Ferdinand Munoz, CPA(Del.), CGFM, Finance Director
PREVIOUS AGENDA ITEM: YES NO XX
DATE: AGENDA ITEM NO.
R ecl sub ''tted, _
Ferdinand Munoz, CPA (el.)
Finance Director
Con urrence:
George /E. McMahon
Copy To: File City Manager
FMAGENDREWRITE
I WATERS RISKLM•MT TEL No .813-397 Jun 5,96 10 :32 No.002 P.01
WATERS RISK MANAGEMENT
7300 PARK STREET NORTH • SEMINOLE, FL 34547 -4601 • TELEPHONE (813) 397 -8666 • FACSIMILE (813) 397 -3585
Nifty Allan Paul Waters, CPCU,CLU,ARM,AIC J. Hayden Knowlton, CPCU,ARM,AIC
Member, Society of Risk Management Consultants Member, Society of Risk Management C:onsultauts
June 5, 1996
To: Mr. Fred Munoz, Finance Director, City of Edgewater
From: Al Waters, CPCU,CLU,ARM,AIC
Re: Liability Insurance - Deductible Alternatives
The City is interested in reducing its current self- insured retention for liability insurance from
$100,000 to a lesser amount, and asked Risk Management Associates, Inc., its insurance agent, to
request Coregis Insurance Company (the City's insurer) to offer options to lower the City's front -
end share of liability claims. Also, the Florida League of Cities (FLC) was asked to quote.
Although the City has successfully self - insured its liability risks in past years, it is unusual for a
City the size of Edgewater to have a $100,000 self- insured retention. Even much larger public
entities typically do not opt for a $100,000 self - insured retention until their annual liability pre -
miums are $200,000 to $300,000 or greater.
The following is a comparison of the deductible alternatives and cost for $1,000,000 of general
liability, public officials liability, police professional liability and EMS liability coverages:
Retention/Deductible (Added to Premium) Coregis Premium FLC Premium
$100,000 Self Insured Retention (Current) $8,523
$ 5,000 per occurrence deductible $35,344
$ 1 0,000 per occurrence deductible $32,582
$ 25,000 per occurrence deductible $49,050 Minimum + Claims
$76,331 Maximum Incl. Claims
Since Coregis does not offer a maximum cost for its deductible options the $5,000 deductible
appears to be the best buy. It would take more than eight claims in excess of $5,000 for Coregis'
cost to exceed FLC's maximum premium for a $25,000 deductible.
• Given the premium credit for increasing Coregis' deductible from $5,000 to $10,000, a single
claim of $7,763 or greater would appear to make the $5,000 deductible more cost effective.
*r
The only missing factor from our evaluation is that the City did not provide us any recent claims
experience. However, we understand that there have been several claims during recent years.
Although $26,$21 more must be paid to lower the $100,000 self-insured retention to a $5,000
deductible, we concur with the City's desire to reduce its front - end share of liability claims.
vw
` i4 (5 .ba.5 . .
05/23./T996!. :23' 9047955825 RISK MANAGEMENT PAGE 01
: • R M A .
' ' • Risk IVZanage Associates, Inc. •
May 22, 1996
•Mr. Fred Munoz •
' . Finance Director
•City of Edgewater •
• • •. • FAX (904) 424 -2409
. Dear Fred: .
• • • • Al Waters of Waters Risk Management requested we provide the City of Edgewater with
... . •an irisi t'ance quotation for Auto Liability and General Liability utilizing a $10,000 and a
..•$20,000 per currence deductible. In. addition be inquired about the possibility of •
.. aggregating the $20,000 deducible option at $40,000 and $60,000. •
• and General Liability options we propose i�
• Please review attached Auto Liability Y o
p p p - y •
• consider.. We•have quoted a $5,000 and $10,000 per occurrence deducible. By lowering
. • • • the.per.occurrence deductible, you remove the necessity for an aggregate and substantially
. • reduce the expected claims cost to the city.
. '• •After •you review our proposed program structure, please call me with any questions you
• . . . have or to arrange an appointrzient for me to come over and meet with you •
•
- ' • .Si»cerely, . • . • .
• Shane Caldwell • •
•
• • ' • • t✓c: Al Waters •
.. • • Waters Risk Management .
Z
• ••.Commercial Insuraince • Bonds • Risk Management Services • Program Design and Adniiinistration •
1 582, N. Meadowerest Bird., . • • " 380 S. State Road 434, Suite 1004 -268 8220. State Road 84, Suite 210 •
Rivet; FL 34429' • Altamonte Spiings, Florida 32714 Ft. Lauderdale. FL 33324
• Crystal R{ A3,,.,-• ((CA) ill_/1QZQ. PI.' x4541723 -094:
05/23/1y96 11:23 ,u4 -b5825 U2
iz.„
CITY OF EDGEWATER
1
1, Current p'rernium with $100,000 S.I.R.:
a) General Liability/EMT/Police $ 8,523 Annual
b) Automobile Liability $10,277 Annual `
2. Premium with $5,000 Per Claim deductible: i.
a) General Liability/EMT/.Police $35,344 Annual
Pro Rated Additional. Premium
to amend coverage. effective 6/1/96 $ 8,925 A/P •
•
b) Automobile Liability $36,522 Anntral.
Pro Rated Additional Premium
to amend coverage effective 6/1/96 $ 8,766 A/P
3. Premium with $10,000 Per Claim deductible:
•
''err a) General Liability/EMT/Police $ 32,582 Annual
Pro Rated Additional Premium
•
to mend coverage effective 6/1/96 $ 8,003 .A/P
• b) Automobile Liability $ 34,517 Annual
Pro Rated Additional Premium
to amend coverage effective 6/1/96 $ 8,096 A/P
•
•
•
Allow
•
• •
•
•
•
is
•
•
.
/ —
Name of Member: CITY OF EDGEWAR
.7 Fund Year: 1995/199
Renewal Credit: $3,096
NIIII
ormal FLOC
Premium
General Liability Limit: $1,000,000 $25,000 Stoploss deductible $ 27,948 $ 27 , 948
G
$ 11,952 11,952
Errors & Omissions include Pension Boards - 11, 5 7 3
$ 11,573
Police $ 673 673
Medical/Attendants Malpractice
NA
Medical Payments Limit: NA
Included Included
Broad Form
Automobile Liability Limit: $1,000,000 $25,000 Stoploss deductible $ 22,778
low
$ 328
Personal Injury Protection Limit: $10,000
• NA
Medical Payments Limit: NA
NA
Uninsured Motorist Limit: NA
$ 2,248
Comprehensive Deductible: $3,000
(only on vehicles cost new over $50,000)
$ 4,878
Collision Deductible: $3,000
(only on vehicles cost new over $50,000)
$ 82,378
TOTAL NORMAL PREMIUM 3 , 0 9 6
Less Participation Credit $ 3,096 $49 , 050
$ 79,282
TOTAL NET PREMIUM
law 3 3 1 76, 331 / 76 /los$ bout kju o C *o 7
4
1
AGENDA REQUEST
DATE: June 11,1996
OTHER
CONSENT XXX BUSINESS
PUBLIC HEARING,
ORD., RESOLUTION
ITEM DESCRIPTION /SUBJECT;
Respectfully request that $1000.00 of Law Enforcement Trust Funds be transferred to the General Fund to cover emergency expenses of
Detective Floyd traveling to Maryland to cause the service of a warrant, with reference to the death of Dennis Dillon , 25 months that
occurred in this city in May of 1994.
BACKGROUND:
On Tuesday, June 11,1996 the Grand Jury indicted Martin Cecil of Cumberland ,Maryland of homicide as a result of Detective Floyd's
investigation. It is of extreme importance she be allowed to interview Mr.Cecil when arrested.
RECOMMENDATION /CONCLUSION:
Fund be transferred from the Law Enforcement Trust Fund account in the amount of $1000.00 to cover the advancement of $1000.00
° iNs► from the General Fund to cover this protracted investigation. As of March 31,1996 the Trust Fund had a balance of $20,546.83.
FUNDS AVAILABLE: ACCOUNT NUMBER: Trust Fund Account
(SPECIFY IF BUDGET AMENDMENT IS REQUIRED):
Previous Agenda Item: YES NO X
Date: Agenda Item No.
Respectfully submitted,
Lawrence F. Schumaker
Chief of Police
Concurrence: i
._ee,,cD. A c ,,iri,, George cMahon
City Manager ;
I
7,
THE CITY OF EDGEWATER
POST OFFICE BOX 100, EDGEWATER, FLORIDA 32132 -0100
Mayor Jack H. Hayman
District 1 Councilman Danny K. Hatfield City Manager George E. McMahon
District 2 Councilwoman Louise A. Martin City Attorney Krista A. Storey
District 3 Councilman Michael D. Hays June 11, 1996 City Clerk Susan J.Wadsworth
'strict 4 Councilman David L. Mitchunr
Nice
VIA FAX TRANSMITTAL & MAIL
Chairman and Members
Volusia County Council
123 West Indiana Avenue
DeLand, FL 32720 -4612
Dear Chairman and Members:
Recently there has been correspondence between the City of
Edgewater and Volusia County regarding the County's proposal to
construct a new wastewater treatment facility for Southeast Volusia
County. Subsequently, Councilmember Lynne Plaskett has
corresponded with the City Council of Edgewater (enclosed) and
invited further discussion on this or any issues at their request.
The City Council has directed me to invite the Volusia County
Council to a discussion for this purpose at our next City Council
meeting, June 17, 1996, at 7:00 p.m. in the Edgewater Community
Center, 102 North Riverside Drive, Edgewater.
You are encouraged to participate in this discussion at our Council
meeting. We believe this discussion will be meaningful and will
have a very positive effect on the economics for both the citizens
of Edgewater and Southeast Volusia County.
Sincerely,
Int
Georg. McMahon
City Manager
GEM:lsk
Enclosure
cc: County Manager Larry Arrington
Mayor and City Council of Edgewater
Edgewater Utilities Director Terry A. Wadsworth
Volusia County Utilities Director Terry Henry
News Journal
The Observer
CITY MANAGER'S OFFICE
104 NORTH RIVERSIDE DRIVE
(904)424 -2404 FAX- (904)424 -2409 SUNCOM- 383.2404
JUN r
June 6, 1996
To: Edgewater Mayor and City Council members
This letter is in response to certain comments made at your June 3, 1996
council meeting.
At the beginning of this year, the County staff made a general
presentation to the County Council regarding the possibility of
constructing a waste water treatment plant for South East Volusia, to
address concerns of the State in conjunction with the Indian River
Lagoon Act Namely, the future elimination of failing package treatment
plants and septic tank systems.
"' Councilman Mitchum comments:
He is correct The development of the County's 201 plan took
numerous years. Early on in this process, (then) County Manager Dr.
Tom Kelly, approached the City of Edgewater to discuss a possible joint
venture in providing the capitol improvement system necessary to
accomplish this goal. The City of Edgewater was not interested, and the
County proceeded on its own. This can be verified by Terry Wadsworth,
Utilities Director.
After hearing the proposal by the County utility department to serve
South East Volusia, I approached the City Manager and stated that I had
some concerns regarding the cost associated with the new facility and the
recovery rates. I asked him if Edgewater could handle the capacity of
`'"' extended lines south to Oak Hill, as it seemed to me that expansion of the
city plant (if necessary) had to be more economically feasible than new
construction.
Mr. McMahon showed a strong interest in this idea and asked me
to speak with Terry Wadsworth. Terry agreed to contact Edgewaters'
consultant to get a preliminary determination. The response from them
was positive but more research would have to be undertaken. I spoke to
Mr. McMahon and Mr. Wadsworth several times, and was told that the
City would be willing to pursue an in depth analysis and provide me with
the information so I could present it to the County staff and then to
Council. I believed this could be a win/win situation for the City, the
County and especially, the rate payers.
Subsequently, the agreement between the City and the County on
the water sales was (in my opinion) reaching an unnecessary stale mate
and therefore I focused my energies on resolving this matter. I spoke with
Mayor Hayman late in February and informed him that I would be in
Washington D.C. the first week in March to discuss several issues with
our Congressional and Senate representatives and that I would
personally resolve the water sale issue with County Manager, Larry
Arrington, when I returned
Following finalization of this item, an agenda request was
submitted for a 201 Facility Plan Amendment. The 201 Plan is part of the
process to request a low interest loan to construct the South East
Wastewa • • s ent Facility.
Councilman Hayes comments:
I Just prior to that meeting, I met with County utility staff and expressed
my beliefs that the County should not be in the utilities business (except in\
rural areas). My position, was and is, that municipal service area
boundaries should be extended to all municipalities that could provide
hose services as long as capacity and other needs could be met.
I had not received any solid information on Edgewaters' ability and
costs to proceed with this project I voted to send the "Facility Plan only"
to the State after expressing that I had some reservations, but would
Now support the request with the understanding that this was not a "done
deal" as other options may materialize in the future.
I then read in the news paper, Mayor Hayman had gone to Oak
Hills' City Commission meeting and stated that Edgewater was willing to
serve them with sanitary sewer. This offer, which was later retracted by
Edgewater, lead to Oak Hills' withdrawal of support for the inter -local
agreement with the County. The consequence of that withdrawal is that
Oak Hill lost it's status as a fundable jurisdiction under the State
Revolving Loan Fund The State Fund was Oak Hills' best opportunity to
secure the resources necessary for it's economic development.
Regarding the letter sent to County Manager, Larry Arrington by
Now Mr. McMahon on discussions for providing wastewater to South East
Volusia, please note that I was not copied on that letter. I was unaware of
any correspondence until County Utility Director, Terry Henry phoned to
see if I would like to discuss Mr. Arringtons response.
Considering the somewhat strained relationship between the City
and the County over utility issues, and the fact that I was the author of the
idea for Edgewater to provide waste water to South East Volusia, I would
have expected a little more common courtesy than given and would have
been more than delighted to scheduled a meeting between the parties.
Mayor Hayman comments:
I can assure you that the County staff will be the first to publicly state
Now that I scrutinize every issue that effects my district To say that I have not
represented South East Volusia, leads me to believe that I should not
have assumed that you have been kept informed of the multitude of
requests that have been made of me, and the immediate attention given to
those matters. In the future, I will do so.
If you would like to discuss this, or any other issues, please do not
hesitate to contact me, as I am always available to you.
NNW
Sincerely,
z
Lynne Plaskett
County Council member
*"' xc: County Council members
County Manager, Larry Arrington
City Manager, George McMahon, Edgewater
Terry Wadsworth, Director of Utilities, Edgewater
Terry Henry, Director of Utilities, Volusia County
Press
w
Q THE CITY OF hDGEWATER
POST OFFICE BOX 100- EDGEWATER, FLORIDA 32132 -0100
t *Y
Mayor a . Hayman City Manager George E. McMahon
District 1 Councilman Danny R. Hatfield. City Attorney Krista A. Storey
District 2 Councilwoman Louise A. Martin City Clerk Susan. J. Wadsworth
District 3 Councilman Michael D. Hays
:strict 4 Councilman David L. Mitchum
June 5, 1996
Lawrence W. Arrington
County Manager
County of Volusia
123 West Indiana Avenue
DeLand, Florida 32720 -4612
Re: Proposed Discussion /Sewage
Response to May 20, 1996 letter
Dear Larry:
In response to the above- reference matter, be advised that I
believe much of the information expressed in your letter regarding
concerns of the City of Edgewater's 201 Plan and Wastewater
Treatment Facility is based on error or mistaken information.
You indicated that if the County were to participate in the current
lim" treatment facility you believe the City would eventually need to
expand treatment capacity through new construction or more
logically with additional capacity through an arrangement with the
Southeast Regional Wastewater Treatment Facility.
You also indicated that the City's wastewater treatment plant
discharges into the Indian River Lagoon and that such discharge may
occur in excess of the operating limitations if the County were to
use a portion of our capacity. Finally, you indicated that your
planned reclaimed water disposal facilities will meet objectives
for maximizing use of water resources and limiting pollutants in
the valuable and sensitive Indian Lagoon environment.
Let me clearly advise you that County participation in the City
wastewater treatment facility currently utilized will in no way
adversely influence the waters of the Indian River Lagoon or the
Halifax River. The City has not and will not permit a violation or
compromise of our operating permit and it is ludicrous of you to
even suggest something of this nature. - If you have been advised of
this, the source of your information is either without appropriate
knowledge or has deliberately misled your County staff on the
operations of the Edgewater Wastewater Treatment facility. The
City has never violated or compromised any environmental standards..
or its operating permit since -it has implemented the operation of
our newly constructed wastewater treatment plant in 1992.
GEORGE E. McMAHON
CITY MANAGER
(904)424 -2404
104 NORTH °RIVERSIDE DRIVE
FAX (904)424-L2409 SUNCOM 383 -2404
Lawrence W. Arrington
County Manager
County of Volusia
123 West Indiana Avenue
'. DeLand, Florida 32720-4612
June 5, 1996
Page 2
In fact we are currently operating at only fifty percent (50%) of
the design and approved capacity of our plant on a daily and peak
basis.
The Edgewater plant has been designed and approved to provide
advanced wastewater treatment and accommodate the tertiary
requirements of treating wastewater at our facility. It is one of
the most advanced wastewater treatment plants in this entire area
and utilizes new technology which will allow it to be re -rated to
provide between 2.85 and 3 million gallons per day of treatment
capacity. The additional capacity will not cost any additional
money to either the. City of Edgewater nor the County. of Volusia
because neither new construction or expansion of the plant will be
involved.
'+11r
Stress testing is currently underway for the re- rating through a
process approved by the State Department of Environmental
Protection and the Environmental Protection Agency. This will be
completed within the next 45 days, and according to the City's
engineers, the re- rating should be easily approved. Obviously the
City will still be operating in compliance with all permit
requirements.
Furthermore, the City has been using its treated wastewater as
reuse water within the city limits. We expect to be able to sell
reuse water beyond our boundaries within the near future and would
certainly like to discuss with the County the possibility of
selling reuse water in Southeast Volusia County.
Because of development and projected development within the City,
the City's market for reuse water is substantially greater than the
County's market. Therefore, it would appear that logically the
City has both a current operating plan as well as a substantial
future market for reuse water to maximize its water resources and
yr..► limit any discharge to the inland coastal waterways. Comparing
this to the anticipated:. County plan for using reuse water, we
believe that the City of Edgewater currently has online and will
have a much broader opportunity for the use of reclaimed water.
•
Additionally, _ the City's expected costs per ,:gallon for' treating
wastewater would be at least forty percent_ (40 %);less than the .
Lawrence W. Arrington
County Manager
County of Volusia
123 West Indiana Avenue
Deland, Florida 32720 -4612
June 5, 1996
Page 3
projected cost from the County's 201 Facility Plan to construct and
operate a wastewater treatment facility in Southeast Volusia
County. The information I have provided you in this letter is
accurate and can easily be documented through our engineering
reports and studies. This information is available for you or any
members of your staff to review in comparing the County's plans.
I strongly urge you to take a second look at the County's - direction
and plans for building the wastewater treatment facility that you
indicated. Our City Council has directed me to advise you of this
information and again request your cooperation in working with the
City of Edgewater in bringing this to an economic and beneficial
closure which will benefit all residents of Volusia County.
The City Council of Edgewater has also directed me to study the
issues of double taxation and the application of funds in
conjunction with this and other services provided by the County.
I will be meeting with other City Managers of Volusia County to
follow through with this action in the near future and will be
corresponding with you and County Staff to provide the necessary
information for a responsible study and analysis of the double
taxation issues that may apply.
Respectfully submitted,
rAe-o-zik e 6
George A . McMahon
City Manager
GEM /rmw
Copy to:
Now
County Council Members
Oak Hill Council Members
Ray Pennebaker, Chief Operating Officer
Terence M. Henry,. Public Works Service Center Director
Mary Anne Connors,; Water & Utilities .Service .Group Director
Daytona News - Journal
Observer
Fred Munoz, Finance Director
Terry Wadsworth, Director of Utilities
Mark Karet, Community Development Director.
Department of Environmental Protection.; Permitting Department
.... ' CO u ' . •
( CoUn of VOCUSKI -.,, -,,_
of c
p ' O .
' * ; MAY "L 4 i ti
°F voLUS`P COUNTY MANAGER ' , :s'cr-1r1t
*to "' THOMAS C. KELLY ADMINISTRATION CENTER
123 WEST INDIANA AVENUE • DeLAND, FLORIDA 32720 -4612
TELEPHONE: (904) 736 -5920 • (904) 257 -6011 • (904) 423 -3860
May 20, 1996
PATRICIA NORTHEY
CHAIRMAN
DISTRICT 5
PAT PATTERSON
VICE- CHAIRMAN
DISTRICT 1
Mr. George McMahon
LYNNE PLASKETT
DISTRICT 2 City Manager
City of Edgewater
FREDDYE C. MOORE P. O. Box 100
DISTRICT 3 Edgewater, FL 32132 -0100
R. STANLEY ROSEVEAR
DISTRICT 4
PHIL GIORNO Re: Proposed Discussion /Sewerage
AT LARGE
ROBERT E. TUTTLE
AT LARGE Dear George:
Li dCE W. ARRINGTON
Cd1rr'' MANAGER Thank you for your letter of May 5, 1996, regarding Edgewater providing wastewater treatment
in our Southeast Volusia Service District. As you know, for years the County has planned a
regional wastewater treatment plant, collection system and distribution facilities for reclaimed
water. To this end, we successfully pursued and obtained funding through the State Revolving
Fund (SRF) to support the system with minimal debt service costs -a savings we will be able to
pass on to our customers. Construction will proceed through a series of phases, ultimately
providing treatment capacity to serve existing customers throughout our service area plus any
new residential and commercial development.
After carefully considering your suggestion, we continue to have serious concerns with
Edgewater's ability to duplicate this service, either in capacity, cost or consistency with
environmental protections. Based on our understanding of the City's own 201 Plan, treatment
facilities, even with upgrades and permit modifications, are only adequate to meet Edgewater's
own growth needs. Any excess available capacity would be of limited duration. Eventually, the
City will need additional treatment capacity. It will have to provide such capacity through costly
new construction or more logically through an arrangement with the Southeast Regional
Wastewater Treatment Facility; a concept we have discussed with you in the past.
In addition, the City's wastewater treatment plant discharges into the Indian River Lagoon. While
such discharge may technically occur within certain permit limitations, the County, and we
believe the City, would not want to contribute to the expanded or prolonged use of this disposal
�✓ method. Our planned reclaimed water disposal facilities will meet objectives for maximizing use
,
of water resources and limiting pollutants in the valuable and sensitive Indian Lagoon
environment.
Page 1 of 2 Pages
#8
•'fir'
Printed On ..
Recycled Piper
•
Mr. George McMahon Page 2 of 2 Pages
May 20, 1996
.
Given the foregoing, we will pursue our plans for the Southeast Regional Wastewater Treatment Plant and
facilities. We believe these plans offer the best, most cost effective and environmentally sensitive approach
to providing wastewater utilities in our Southeast Service Area. Moreover, time may be right for the City of
Edgewater, while considering its own short or long term needs, to explore a service agreement with the
County.
We look forward to working with both Edgewater and Oak Hill in meeting utility service needs in Southeast
Volusia.
Si pelt',
Lawr' ce W. Arrington
County Manager
LWA/TH /jl /ef
ra•• cc: County Council Members
Oak Hill City Commissioners
Ray Pennebaker, Chief Operating Officer
Terence M. Henry, Public Works Service Center Director
Mary Anne Connors, Water and Utilities Service Group Director
liare
g: ad min /eileen /letters /ewtr596.1wa
7.
AGENDA REQUEST
Date: June 7, 1996
PUBLIC HEARINGS, ORDINANCES AND RESOLUTIONS
CONSENT AGENDA OTHER BUSINESS X
ITEM DESCRIPTION /SUBJECT: Request to purchase Touchread Meter Reading
Equipment to modernize and streamline the meter reading /utility billing functions of the
City.
BACKGROUND: Over the past several years, the City's water department has purchased
thousands of Sensus (formerly Rockwell) water meters. These meters can be adapted for
remote reading by telephone lines, radio signal, or hand held wand. The software and
equipment contemplated for purchase qualifies as a sole source for purchase as outlined in
Resolution 96 -R -08, Section 8, H. SMI has worked with this system extensively.
RECOMMENDATION /CONCLUSION:
Request Council authorization to purchase new meter reading system from Sensus
Technologies at a cost of $12,795.00.
Nifty
FINANCIAL IMPACT: $12,795.00
FUNDS AVAILABLE: ACCOUNT NUMBER: Renewal Replacement Fund
(SPECIFY IF BUDGET AMENDMENT IS REQUIRED) N/A
PRESENTED BY: Terry A. Wadsworth, Director of Utilities
PREVIOUS AGENDA ITEM: YES NO X
Date: Agenda Item No.
Respectfully submitted: Concurrence:
1 1,4„..„ 1.4.c ��--
Terry A. i' adsworth George re McMahon
Director of Utilities City Manager
TAW:mcd
;$!:90
TECHNOLOGIES INC
d • A member of the BTR Group
•
6621 Bay Circle
Suite 160
Norcross, GA 30071
(770) 447-4750
FAX (770) 447 -1391
Naar
May 31, 1996
Mr. Terry A. Wadsworth, Director of Utilities
City of Edgewater
P.O. Box 100
Edgewater, FL 32132 -0100
Dear Terry,
Thank you for setting up the meeting with all the staff this
past week. As requested, I will review TouchRead and have
enclosed prices for your consideration.
To summarize, Sensus Technologies, Inc. has developed a
flexible open -ended meter reading system. The Read family
will allow Edgewater to increase efficiencies by doubling or
tripling the speed of meter reading today while positioning
your utility for the future.
The Solid State Interrogator (the hand held data -cap) or SSI
for short can be used to manually enter readings, a probe
added for TouchRead, or up- graded for RadioRead. It is a
muti - functional device that will allow you to mix and match
or migrate from one reading system to another. When the
readings are done it takes minutes to down load a thousand
(1,000) plus readings and start your reports and bills. The
SSI is designed to meet your needs as your operations grow
and change and eliminate the timely process of "keying in"
each reading.
Noe
As you are planning, many utilities phase -in TouchRead by
starting with all new installations. Then you can develop
change -out programs for older or hard to read problem areas.
.
The Read system will increase efficiencies in the field.
With TouchRead, meters can be read two (2) to three (3)
times faster, even if they are under dirt or water. This
method of reading will also reduce errors and re- reads.
Daytona, South Daytona and Port Orange have been using
TouchRead and are all pleased with the increases in reading
and billing efficiencies.
I have enclosed a re -print of an article that was published
in "AMERICAN CITY AND COUNTY" that gives a good description
of the TouchRead process. It also stresses the importance of
the "encoded" register which is the foundation of all three
of our Automatic Meter Reading (AMR) systems (Touch, Phone
and RadioRead). You will also find a "Users List ". I have
highlighted ( *) the Utilities that are using the same billing
software as you. We have worked with SMI, you should have no
problems inter - facing your present billing software and
TouchRead.
In closing, I look forward to working with you as you move
forward and improve efficiencies in Edgewater. If you have
any questions please give me a call.
'�rrr
Sincerely,
Robert S. Lutz
cc; George E. McMahon, City Manager
PRICING FOR TOUCHREAD METER READING EQUIPMENT
Solid State Interrogator (SSI) 3001 $3,700.00 each
(with belt)
Master Communications \Charging Stand 3005 $ 575.00 each
(used for the first SSI)
Auxiliary Communications \Charging Stand 3006 $ 550.00 each
(used for each other SSI)
STARS Software $3,500.00
(a one time purchase that includes up to
two (2) days in house start -up and training)
Annual Software Maintenance Agreement $ 450.00
(billed ninety (90) days after start -up,
includes software upgrades and unlimited
1 -800 phone support).
Pit Probe Reading Gun (model 3084) $ 320.00
CONDITIONS
GOVERNING TERMS: The customer may accept Sensus Technologies, Inc.'s proposal only by consenting to the terms and conditions
herein provided. Said terms and conditions shall govern, and no understanding, term, condition, or trade custom at variance therewith shall
be binding on the parties.
PRICES AND TAXES: An order accepting the prices quoted must be issued within thirty (30) calendar days from date of quotation. The re
prices quoted are firm on shipments scheduled by mutual agreement within ninety (90) calendar days of order date. On items scheduled for
shipment beyond ninety (90) calendar days, the effective price for each shipment will be the price printed in Sensus Technologies. Inc.'s
published price lists in effect on the first day of the calendar quarter in which the shipment is scheduled. On. annual blanket orders or
contracts for certain definite time periods. the last release for shipment must be made at least thirty (30) calendar days before expiration of
said order or contract. On annual blanket orders or contracts, the unit quantity ordered may be increased or decreased a maximum of ten
(10) percent. For variations in excess of ten (10) percent. Sensus Technologies, Inc. reserves the right to a pricing review. When a new pricing
request for a subsequent time period is received. the last release on existing blanket order or contract must be made prior to the new pricing
due date, unless extended in writing by mutual agreement. Prices do not include Federal, State, Local, Sales, Use, Occupation, or Privilege
Taxes, which tax or taxes will be added where applicable.
SHIPMENT: All statements of prospective date of shipments are estimated and will be made firm upon acknowledgement of the customer's
purchase order by Sensus Technologies, Inc.
TITLE AND RISK OF LOSS: Title and risk of loss for damage to the goods pass to the customer upon delivery to the carrier regardless of who
pays the shipping costs. vele
WARRANTY: Sensus Technologies. Inc. warrants its products against defects in materials and workmanship for a period on one (1) year
from date of shipment. Sensus Technologies, Inc.'s liability and customer's exclusive remedy under this warranty is expressly limited to
repayment of the purchase price. repair or replacement, at Sensus Technologies. Inc"s option, during said period, upon proof satisfactory to
Sensus Technologies. Inc. and upon customer's returning such products to the destination designated by Sensus Technologies, Inc. and
prepaying all charges. In no event shall Sensus Technologies, Inc. be liable for special. incidental. indirect or consequential damages of any
kind. THESE WARRANTIES ARE MADE EXPRESSLY IN LIEU OF ALL OTHER WARRANTIES, EXPRESS, IMPLIED, OR STATUTORY, WITH
RESPECT TO QUALITY, MERCHANTABILITY, OR FITNESS FOR A PARTICULAR PURPOSE.
FORCE MAJEURE: The consequences, direct or indirect, of labor troubles, fires, accidents, floods hostilities, shortage of transportation,
failure, suspension. or curtailment of production due to shortage of supply of raw materials, or other economic factors, government
acts or requirements and any and all like or different causes beyond the control of the parties hereto shall excuse performance by either
party to the extent by which performance is prevented thereby. Sensus Technologies. Inc. may, during any period of shortage due to any of
said causes. prorate its supply of such goods among all its buyers in such manner as may be deemed equitable in the sole judgement of
Sensus Technologies. Inc.
Nolte
RIGHTS RESERVED: Sensus Technologies Inc. reserves the right to furnish substitutes for materials which cannot be reasonably obtained
because of any restrictions. voluntary or compulsory. established by or in connection with any government authority.
RESTRICTIONS: United States' laws prohibit disposition of these commodities and technical data to certain countries unless otherwise
authorized by the United States Government. These commodities and technical data are licensed by the United States Government for the
stated ultimate destination. Diversion of these products or technical data outside the U. S. Territories contrary to the U.S. law is prohibited.
11,89
•
TOUCHREAD USERS IN NORTH AND CENTRAL FLORIDA
* Inter -faced SMI Billing software with TouchRead
City of Winter Park (407) 623 -3335
Mr. James L. Robards, Sr. Manager - Utility Division
Mr. John Driggers (407) 623 -3232
(Winter Park is using the SSI for manual input, Touch &
RadioRead)
City of Apopka (407) 889 -1728
Ms. Cheryl A. Martin Utility Billing Supervisor
Mr. R. John Dufresne (407) 889 -1732
(Apopka is using a IMS reading device inter -faced with the
Smartgun Pitprobe for TouchRead)
*
City of Inverness (904) 726 -5016
Mr. Daniel W. Sawyer Director of Pubic Works
Mr. Joseph R. Levesque Finance Director
Ms. Amy L. Zaengle Assistant Finance Director
Now
City of Atlantic Beach (904) 247 -5807
Ms. Ann B. Meuse, CPA Finance Director
Mr. Robert S. Kosoy, P.E. Director of Public Services
Mr. Harry McNally Utility \Division Supervisor
Pace Water System (904) 994 -5129
Mr. Ted Dotson General Manager
East Milton Water System (904) 623 -8750
Mrs. Joyce Scott Office Manager
City of Daytona Beach (904) 258 -3000
Ms. Katherine S. McNall Manager of Utility Billing
and Customer Service
City of Port Orange (904) 761 -8000
Now Mr. John Shelly Finance Director
Ms. Betty Barnhart Data Processing Manager
*
City of South Daytona (904) 788 -5000
Mr. Mark T. Juliano Pubic Works Director
Ms. Madeline Martin Data Processing Manager
City of Maitland (407) 539 -6200
Mr. Tony Leffin Director of Public Works
Ms. Cheryl Peters Water Superintendent
e
City of Belleview (904) 245 -7021
Mr. Dennis W. Monroe Director of Public Works
City of Lake City (904) 752 -2031
Ms. Betty M. Giebeig Treasurer
*
City of Crystal River (904) 795 -6096
Mr. Steve Lambert Billing Manager
Mr. Keith Mullins, Project Manager (904) 795 -3199
Destin Water Users, Inc. (904) 837 -6146
Mr. Erik T. Smith General Manager
Ms. Wanda Job Office Manager
South Walton Utility, Inc. (904) 837 -2988
Mr. Peter DeBogory, P.E. General Manager
Mr. Bruce Morrison Superintendent
Okaloosa County Water and Sewer (904) 651 -7185
Ms. Amy Allen Data Processing Manager
Mr. Dale Brazel Superintendent of Meter Readers
City of Panama City (904) 872 -3000
Mr. David E. Banka Director of Utilities
Mr. Glenn Carpenter Manager of Data Processing
St. Johns County Utilities (904) 471 -2161
Mr. Bobby Jones Director of Utilities
Ms. Tammy H. Cameron Office Manager
City of Port Richey (813) 849 -7544
Ms. Evelyn Barcelo Utility Billing Manager
Nome
City of Neptune Beach (904) 241 -3191
Mr. James Barrington City Manager
Bay County Utility (904) 872 -4785
Mr. Steve McLellan Water System Manager
City of Live Oak (904) 362 -2276
low
Mr. Myron Holmes City Administrator
Mrs. Joanne Luther Computer Operator
City of Brooksville (904) 796 -3391
Mr. William "Smitty" Smith Superintendent of Util.
City of Oviedo (407) 366 -7000
Mr. Wes Hamil Finance Director
City of St. Augustine (904) 825 -1017
Mr. Woody Domingoes Data Processing Manager
*
City of Panama City Beach (904) 233 -5100
Mr. Mark Schnitker City Clerk
Mr. Dennis Pickle Superintendent of Water
Now *
City of Falgler Beach (904) 439 -2377
Mr. Gregory Mashank City Manager
Ms. Kathy Bunner Finance Director
Pensacola Energy Services (Gas) (904) 435 -1825
Mr. Norry Hersey MIS \Computer Services
*
City of Port St. Joe (904) 229 -8261
Mr. James R. "Jim" Maloy City Auditor -Clerk
The cities listed on this page are using the Solid State
Interrogators for manual entries only.
Now
B. Professional services: For the purposes of this section
professional services are those obtained in support of
City operations from an independent contractor in one of
the following professional fields:
(1) Medical /Health
(2) Legal
(3) Financial
(4) Architect /Engineering /Surveying
(5) Appraisal
(6) Audit /Accounting
(7) Planning
(8) Scientific
(9) Management
C. Books, Periodicals, software
printed materials, artwork,
photographs, film, film strips, video tapes, or similar
materials which are purchased directly from the producer
or publisher, the owner of the copyright, an exclusive
agent of the State, a governmental agency or a recognized
education institute.
D. Commodities from State of Florida, PRIDE, or Federal
Government contracts.
E. Purchase, lease, or rental of real property.
F. Sole source items or services upon certification from the
Department Head that the item or service is the only one
which will produce the desired /necessary results.
G. Public utility services.
H. Supplies or equipment and related services where
compatibility of equipment, accessories or replacement
parts and /or maintenance agreements permit only one
reasonable source of supply.
I• Advertisements.
J. When bids /quotations have been solicited and no
responsive bid has received from a responsible bidder.
K. Services in connection with the assembly, installation or
servicing of specialized equipment.
L. Piggybacking on contracts of other governmental entities.
M. Purchase of equipment, supplies and / services which are
Adopted
96 -R -08
4/15/96
6
` 7,C %
AGENDA REQUEST
Date: June 12, 1996
OTHER
CONSENT ' BUSINESS
PUBLIC HEARING,
ORD., RESOLUTION
ITEM DESCRIPTION /SUBJECT: Two (2) Gravely ATM 72 Mowers from
Alden Equipment of Orlando in the amount of $42,000.00 for both
mowers. These mowers have the potential of producing $30,000.00
income over the next fifteen (15) months.
BACKGROUND: Please see attached packet.
RECOMMENDATION /CONCLUSION: Staff request that Council consider
purchasing the two (2) Gravely ATM 72 mowers, along with
authorizing the City Manager to have formal talks with Halifax
Paving for a contract to provide mowing in conformity with the
Contract at a price of $30.00 per acre, and $30.00 per 111 area. Authorize expenditure from the Stormwater Retained Earnings.
i
FUNDS AVAILABLE: ACCOUNT NUMBER: Stormwater Retained Earn' r �/
(SPECIFY IF BUDGET AMENDMENT IS REQUIRED)
PREVIOUS AGENDA ITEM: YES NO XX
DATE: AGENDA ITEM NO.
Respectfully submitted,
C.0 4: cwt
Hugh D. Williams
Director of Public Works
Concurrence:
N
2 771
George E. McMahon
City Manager
gravly06.96
June 12, 1996
To: George McMahon
New City Manage
y,
Fm: Hugh D Wi _lams
Director Public Works
Re: Roadside Swale Mowing
[please see HDW memo 5/14/96 Retention Pond Mowing Program - attached]
CRITERIA FOR MOWING - Mow to a height of 4 inches, when the grass /weeds reach a
height of 12 inches.
ASSUME 250 ACRES OF MOWING [66 MILES OF ROADWAY, 15 FEET MOWING
EACH SIDE OF ROADWAY]
The mowing program will have two distinct segments:
• Ponds
• Swales
Altho the ponds will not be a factor until the later part of the 1997 Fiscal Year, the Contractor is
releasing the swales as the various phases are "substantially complete" The City presently has
mowing/maintaince responsibility for the Phase 1 of the project. [Hibiscus Drive and 26th.
street] It is anticipated that within the next two months Phase two, [south of Roberts Road from
India Palm to Sable Palm] will also become the responsibility of the City. The first two quarters
of FY 97 should see all areas south of Roberts Road, and we can anticipate some areas north of
Roberts Road.
In the past the Department h as not placed a high priority on the swale mowing, and swales have
been mowed only once or twice a year.
The Road Improvement Project will have the effect of raising the priority of mowing to a much
higher level, mowing will have to be done on a much more regular basis. With the increase of
swale mowing in the project areas, the areas of the City not included in the project will have to
be included as a higher priority for mowing. The net effect of this is that we will not only have
to mow the construction areas, but the entire City. We have estimated that there will be 66 miles
of swale mowing for which we will be responsible.
IN HOUSE / OUTSIDE CONTRACTOR MOWING
[As it relates to Phase 1 mowing]
Utilizing the Gravely ATM 72 mowers in conjunction with the existing Finish Brush Hog
mowers, the Depai hnents estimates a cost $100.00 per mowing.
/
' I
June 1 ,19
Hali . x Pavi . n outside contract for mowing of $40.00 per acre for swale
mo i ng. The cost per mowing would be $445.00.
The occupationa license list was obtained from the City Clerks office, and three vendors were
asked to submit bids.
One declined to submit
One will call back some time in the future to see scope of project
One submitted a cost of $1,500.00 per month for Hibiscus Drive only for mowing every 10 days.
CONCLUSION
Halifax contractor at $445.00 per mowing, local outside contractor at $500.00 per mowing or the
City at $100.00 per mowing, would seem to indicate that the City would be the most cost
effective, least expensive mowing program.
However, it must be borne in mind that the City proposal utilizes extensively the proposed
Gravely ATM 72 mower. [With out the utilization of the Gravely\ mower the Cities cost would
be reduced by $1.40 per hour, and increase the mowing time by 20 %.
Estimating that the Gravely mowers would be used 2080 hours per year, be fully depreciated
over a 7 year period, as well as being a minimum of 20% more efficient and time saving, it is
vior felt that the Gravely mower would have a 5 year "payback ".
The Gravely ATM 72 is the only mower I have seen that will be able to actually get down in the
swale, and mow both sides of the swale at once. The self leveling feature also allows the mower
to be utilized on the steaper banks of the ponds.
ADDITIONAL PROGRAMS
• Preliminary conversations with representatives of Halifax Paving has indicated an
interest in contracting with the City for $30.00 per acre for their mowing of swales, and
$30.00 per pond.. Based on the contract requirement of mowing 4 times per month, the
City could realize a minimum of $30,000 income between now and the end of FY 97 for
outside mowing.
• Because we will be in the area, utilizing larger, more efficient mowers, the Department
could do the mowing presently done by Recreation on Indian River Blvd. eliminating that
area of mowing from Recreation. [perhaps helping out with overtime mowing ?]
PUBLIC WORKS DIRECTOR RECOMMENDATION
The Gravely ATM 72 mower is on a GSA contract price list, eliminating the necessity of
bidding.
By utilizing the "Retained Earnings" in the Stormwater Utility Budget, funds are currently
available.
June 12, 1996
It would be my recommendation, that taking into consideration all of the above, and the
potential of utilizing these mowers to produce a $30,000.00 income over the next 15 months that
Council:
• Authorize the purchase of two Gravely ATM 72 Mowers from Alden Equipment of
Orlando.
• Authorize the expenditure of $42,000.00 from the Retained Earnings of the Stormwater
Utility funds.
• Authorize the City Manager to have formal talks with Halifax Paving for a contract to
provide mowing in conformity with the Contract at a price of #30.00 per Acre, and
$30.00 per pond.
leasv
err
June 12, 1996
HOURLY OPERATIONS COST FOR GRAVELY A.T.M 72 MOWER
Original cost of Mower $20,500.00
Yearly depreciation costs per hour
7 year life span for mower $ 1.40
Hourly salary of operator $ 8.00
Hourly benefits costs for operator $ 3.04
Hourly costs for operation/Maintaince $ .50
HOURLY COSTS FOR MOWING $ 13.00
Based on the experience gained from a one time mowing of Phase 1 of the Road Improvement
* ow Project swales, utilizing the tractor with a finish Bush Hog Mower, the following was developed
for cost estimating:
Actual mowing time per hour day 5 hours
Actual distance mowed for Hibiscus 9664 feet [ 1.83 miles]
swales both sides of road [x2] 19,328 feet [3.66 miles]
Actual distance mowed for 26th. Street 6,500 feet [1.22 miles]
swales both sides of road [x2] 13,000 feet [2.45 miles]
Total miles mowed utilizing Bush Hog Mower per working day 7_5
(It is estimated that the Gravely ATM 72 would be 20% more time efficient, mowing a minimum
of 20% more area per man hour that the existing Bush Hog mowers. i.e. the 7.5 miles mowed in
one working day would be increased to 9 miles per working day)
Estimated Total Miles of Swale Mowing along all the City street rights -of -ways = 66 Miles
Estimated working days to mow all [ 100 %] of the Cities rights -of -ways = 7.3 days
' Cost of Mowing per working day = $104.00
Cost for mowing all [100 %] of Cities rights -of -ways [one time] = $762.00
May 14, 1996
To: George McMahon
,,`, City Manager
Fm: Hugh Williams
Director Public Works
Re: Retention Pond Mowing Program
ASSUME 300 + PONDS
ASSUME 20 MINUTES MOWING TIME PER POND
CRITERIA FOR MOWING - AT LEAST EVERY 10 DAYS, MOW TO A 4 INCH
HEIGHT
EQUIPMENT
• Exists
• New
err
• 2 Tractors equipped with "finish" mower heads. [we have one new finish mower head,
will need to acquire additional "finish" mower head] (anticipate $1,500)
• 1 Side Mount Tractor mower. [will have to be equipped with "finish" mower head]
(anticipate $8,000.00)
• 1 "Slope" Mower [anticipate $20,000.00]
• Push mowers, weed eaters [anticipate $1,0001
PERSONNEL
• 2 SW2 employees [will utilize existing tractor operators presently assigned to
Road Scraping operations]
• 1 SW2 employee alternate between slope mower and side mower
• Up to 3 part time employees [no benefits] for weed eating and hand mowing [summer
program]
The following cost estimates do not anticipate any type of landscaping or recreational features
located either in or adjacent to any of the ponds. In the event these features would be added, the
low amount of "hand" trimming and mowing would be increased requiring more extensive hand
trimming and mowing, increasing labor costs.
This proposed program utilizes the existing road scraping tractors as the basis for the mowing
program. These modified farm tractors will be more cost effective units to operate.
COSTS FOR FIRST YEAR
Start up costs for equipment:
Additional finish mower $ 1,500
New Slope Mower $20,000
*taw Finish side mower deck $ 8,000
Small equipment $ 1,000
Spare parts, [belts, blades, etc.] $ 8,000
Total first year capital start up costs $32,500
Anticipated Yearly personnel operation costs first year:
3 Existing SW2 employees @ [mid point of salary range] $19,025 [ea.]
38% benefit over ride $ 7,229 [ea.]
Total costs $26,254 [ea.]
multiply by 3 $78,762
Temporary part time employees $23,625
[estimate 3 part time employees @ $5.25 per hour
for 1500 each per year]
r1r
Total first year personnel operational costs $102,387
First year program costs:
capital acquisition costs $ 32,500
personnel costs $102,387
* * ** *$134,887 * * * **
Some questions to be addressed:
► Funding Storm Water or General Fund
Department Public Works, Storm Water, or Parks and Recreation
My basic thinking would to have Stormwater fund the capital equipment and labor costs, [will
replace $134,887 of General Fund monies], and assign the mowing tasks to Public Works.
. •
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Fin
_ 26 City of Edgewater
P.O. Box 100
27
E.dgewatff, F1,3.2132,0100
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City of Edgewater, Florida it
Combining Statement of Revenues, Expenses and
Changes in Retained Earnings
All Enterprise Funds III
..
Water and Refuse Stormwater Year ended September 30
Sewer Collection Management 1995 1994
Fund Fund Fund Total Total
Operating revenues:
Charges for services:
Water sales $ 1,857,948 - - $1,857,948 $1,547,821
Sewer sales 1,698,901 - - 1,698,901 1,301,896
Hydrant rental - - - 19,300
Refuse collection charges - $1,099,110 - 1,099,110 1,034,848
Stormwater utility fees - - $700,749 700,749 343,400
Penalties 97,008 - - 97,008 69,927
Miscellaneous 41,773 150 - 41,923 53,752
Total operating revenues $3,695,630 1,099,260 700,749 - 2 5,495,639 4,370,944
Illi
6/ 3so137'7 .5O -12 2 91,C190
Operating expenses: `LO0 0 D Ili
Personal services 1,400,462 586,042 287,326 2,273,830 2,150,290
Contractual services 96,616 321,428 15,280 433,324 382,132 C J � 90
Materials and supplies 563,969 75,459 31,068 670,496 585,631
Repairs and maintenance 130,394 35,588 21,610 187,592 142,873
Total operating expenses 2,191,441 1.018,517 355,284 3,565,242 3,260,926
Operating income before depreciation 1,504,189 80,743 345,465 1,930,397 1,110,018
Less depreciation expense 1.233,660 64,541 15,690 1,313,891 1,230,528
Operating income (loss) 270,529 16,202 329,775 616,506 (120,510)
Nonoperating revenues (expenses):
Interest revenue 1,260,601 13,599 11,167 1,285,367 1,235,588
State Recycling Grant - 14,452 - 14,452 22,584
Loss on disposal of fixed assets (380) (19,552) - (19,932) (138,000)
Gain on sale of investments 5,299 - - 5,299
Interest/amortization expense (1,764,832) - - (1,764,832) (1,738,631)
Total nonoperating revenues
(expenses) (499,312) 8,499 11,167 (479,646) (618,459) . oi l
Income (loss)before operating transfers
and extraordinary item (228,783) 24,701 340,942 136,860 (738,969) j
Operating transfers out (150,247) (96,903) (18,791) (265,941) (252,190)
Net income (loss) - - (379,030) - (72,202) 322,151 (129,081) (991,159)
Add back depreciation expense related
to contributed assets 713,407 7.585 4,763 725,755 663,105
Net increase (decrease) in retained III
earnings 334,377 (64,617) 326,914 596,674 (328,054)
Retained earnings at beginning of year 2,376,896 574,677 278,082 3,229,655 1,650,749
oft" Cumulative effect of change in
accounting principle - - - - 1,906,960 III
Retained earnings at end of year $2,711,273 $ 510,06 $604.996 $3,826,329 $3,229,655
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Quality Mowing for All Terrains
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ALL TERR4U4 £ - t 1 ,1 r : I1J i
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t he automatic self - leveling system on the ATM 1 ` ''' * , 7 ,
• 72 keeps the operator, engine and controls `'. -,
in a vertical position. In valleys. ditches quid over r e . ~ ° .-` •
• crowns, both decks simultaneously tilt for even e ' r n.. ' ; . � `
mowing. r� 3 ��'' . ` ` `
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• M ows
with ease and has
r� ti „,a,.;. , y ,, , ;; rear discharge for safety.
Spreads mowed matter
evenly in either direction and allows mowing in
either direction for continuous mowing.
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14 •'1 he ATM 72 offers diesel operation, that has
'vier — fo und a home in the state, governmental
_ - f __ e in s , and municipal markets. All controls are mount-
r te - x , 40 —� , • _,.... �... _. ed for easy operator access -from ignition key
":•-.-4,.:"-A.•,, r r' s • electric starting, to blade engagement. The ATM
�` - - - 1 '. 72 offers e operator visibility when
'. -e mowing roadways or overgrown areas. Easy
0 -V �. 0 r` - _ a'F stee with hydraulic assist, ROPS, and excel
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a .. ,, "4”! ,�; ' �f lent lighting make the ATM 72 a popular choice.
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turdy, dependable all steel r r
q construction -right down to the
lift hood to allow easy engine access.
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- •-� i ndependent hydraulic motors provide direct
drive to the mower blades. The ATM 72 is
,. - equipped with two 36" swinging blades
E ase of service assures +► , " '
• - \ - attached to a stump- jumper. Cutting height is
proper maintenance. : • -r A. - ; J adjustable from 2" to 6 ".
Hydraulic power raises : 4 " �'
each deck 60 degrees for , ' y
inspection. , ' , 1
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Specifications L 4 7OC Aiiij4 72 rnia1 411m= hi 144
Engine 20HP Kohler, Air Cooled, 27 HP ■ 3600 RPM Lister Petter, Air 76HP @ 2250 RPM Cummins, Naturally
Gas Cooled, Naturally Aspirated Diesel Aspirated Water Cooled Diesel
Dytinder Twin Three Four
Engine 38 C.I.D. cm a
Displacement ( 624 cm ) 66 C.I.D. (1089 cm) 27 HP @ 3600 RPM 239 C.I.D. (3.9L) 76 HP CO 2250 RPM
Electrical System 12 Volt, 15 Amp Altemator 12 Volt, 45 Amp Altemator 12 Volt, 105 Amp Altemator
Gauges Oil Pressure, Heat, and Fuel Gauge, Oil Pressure, Water Temp., Fuel Gauge,
Amp, Hour Meter Hour Meter, and Volt Meter Volt Meter, Tachometer
Mowy eck Center Pivoting, Counter Rotating, Center Pivoting, Counter Rotating, with Center Pivoting, Counter Rotating, with
with Rear Discharge Rear Discharge Rear Discharge
Mower Blades Straight Blades with Shear Bolt, Swinging Blades, Optional Straight
Optional Swinging Blades Blades with Shear Bolt /z Inch Flat Steel Swing Blades
Blade Drive Positive PTO Drive Shaft and Direct Hydraulic Drive with Positive
Timed Belt Drive Direct Hydraulic Drive Timed 90 Degree 110 HP Gear Box
Ground Drive Sundstrand Variable Displacement Sundstrand Variable Displacement Sundstrand Hydraulic Independent Wheel
Hydrostatic Transmission, Ross Wheel Hydrostatic Transmission, Ross Wheel Motors with Differential Lock and
Drive Motors Drive Motors Planetary Final Drive
Speed Control Forward and Reverse Foot Operated Forward and Reverse Foot Operated with Infinite Forward and Reverse, Hand
with Self- Centering Neutral Position Self- Centering Neutral Position Operated
Steering Steering Wheel with Power Steering Steering Wheel with Power Steering Steering Wheel with Power Steering
Brakes Hand Adjusted, Manual Hand Adjusted, Manual Automatically Activated with Engine OFF,
or Manually Set
Leveling Automatic Self- Leveling to Keep Automatic Self- Leveling to Keep Automatic Self- Leveling to Keep
Operator, Engine, and Controls Operator, Engine, and Controls Vertical Operator, Engine, and Controls Vertical
Vertical Up to 30 Degrees, Manual Up to 30 Degrees, Manual Over -Ride Up to 30 Degrees, Manual Over -Ride
Over -Ride Switch Switch Switch
Seat Adjustable Seat with High Back, Adjustable Seat with High Back, Lumbar Adjustable Seat with High Back, Lumbar
Lumbar Support, and Cushioned Support, and Cushioned Folding Arm Support, and Cushioned Folding Ami
Folding Arm Rests; Seat Belt Rests; Seat Belt Rests; Seat Belt
Frame Welded One Piece Frame Rigid Tubular Steel Frame Rigid Tubular Steel Frame
Curl _m ight 1,125 Ibs. 1,750 Ibs. 7,200 Ibs.
Fuel L'apacity US gallon 9 US gallon 13 US gallon 38
Hydraulic Oil US gallon 3.5 Plus System US gallon 5.6 Plus System US gallon 25 Plus System
Reservoir 9 y
Deck Caster Tire 3.50 x 9, 4 Ply 11 x 4.00 - 5 400 x 8 (6ea.) and 400 x 6WB (2ea.)
Drive Tire 8.50 x 23 -12 NHS, 4 Ply 25 x 12.50 - 12 All Terrain Tread 14L x 16.1, 6 Ply
Stabilizer Tire 4.80 x 8, 2 Ply 16.5 x 6.5 -8, 2 Ply, Foam Filled 27 x 8.5 -15 NHS
Ground Speed 0 -11 mph 0 -11 mph 0 -14 mph
Cutting Width 70" 72" 12' (144 ")
Cutting Height Adjustable from 2" to 5" Adjustable from 2" to 6" Adjustable from 3" to 10"
Overall 86" Length, 74" Wide, 93" High with 104" Length, 74" Wide, 92" High with 12'6" Length, 12'4" Wide (Mowing
Dimensions ROPS ROPS Ready), 8'6" Wide (Transport), 8'8" with
ROPS and Sunshade
Electric Winch N/A N/A Standard
Warranty Unlimited Hours for 1 Year from Purchase Unlimited Hours for 1 Year from Purchase Unlimited Hours for 1 Year from Purchase j
Optional Wheel Weight and Canopy Canopy N/A
Gravely reserves the right to make changes in specifications shown herein or add improvements at any time without notice or obligation.
0 U RAVE I_.\,r DISTRIBUTED BY:
Coercial Grounds Maintenance Equipment
150 S. Stratford Road, Suite 530
Winston - Salem, NC 27104
(910) 777-1122 • FAX (910) 777 -1594