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10-03-1984 - Special/Workshop ~- v Q CITY COUNCIL OF EDGEWATER SPECIAL MEETING AND WORKSHOP OCTOBER 3, 1984 MINUTES Mayor Ledbetter called the Special Meeting and Workshop to order at 7:00 PM in the Council Chambers in City Hall. ROLL CALL Mayor David Ledbetter Councilman Melbourne Wargo Councilwoman Gigi Bennington Councilman Neil Asting Present Present Present Present Councilman Jack Spencer City Attorney Jose'Alvarez City Clerk Connie Kinsey Pol ice Chief Douglas Betts Present Excused Present Arrived Later Also present were Terry Wadsworth, Util ities Superintendent and Earl Copeland, Publ ic Works Superintendent. Chief Betts arrived shortly after the roll call was completed. Sign machine - location and other equipment needed - Councilman Spencer asked Mr. Copeland's recommendation on a building for the sign machine. Mr. Copeland said there's 16 feet of concrete where the existing shed is and it's 26 feet long and they could extend to the garage door and make it 30 feet. Councilman Asting noted that would use one wall of the City garage. Mr. Copeland said he had trouble trying to contact several contractors but he got an approximate figure of $12.00 to $13.00 a square foot and a 30 x 40 building with drop ceil ing and insulating would be about $11,800., the concrete slab for it would be about $2,400. and $600. for putting it up brings the total to about $14,800.for a building not attached to the garage. Mayor Ledbetter said held suggested getting a cost on an aluminum cabana room because they come in 32 gauge aluminum and can be put on the side of the existing building. Councilman Asting suggested that Mr. Copeland submit a proposal and a sketch showing the size and what he wants and then they can authorize him to go for bid. Councilman Wargo said he thought an insulated building would be about $10,000. to $12,000. Councilwoman Bennington suggested they try to match the color and slope of the existing building. Councilman Wargo agreed the aluminum is a good idea. Councilman Asting asked about heat and air conditioning and Mr. Copeland said theylll have to add that. There was a discussion about the requirements for the building and Mr. Copeland agreed they don't need windows but a 3 or 4 foot door would be convenient, and he added that New Smyrna Beach has a building 24 x 30 for this use. Councilwoman Bennington said they should draw up speci- fications and go out for bids and Councilman Wargo agreed. Mr. Copeland stated that electrical was not included for the air conditioning, 1 ights, and plugs for the machines. City Clerk Kinsey asked if any plumbing would be needed and Mr. Copeland repl ied no, just a large fire extinguisher. Councilman Spencer pointed out that this wasn't budgeted for and asked if they could go out for bids and determine what it will cost and then put it on the amendment budget. City Clerk Kinsey repl ied that you can't award a bid until money's in the budget but you can go out for bids. Mayor Ledbetter suggested that it not be a special meeting called to reappropriate money in the budget. There was a discussion as to where the money could be obtained. Councilman Spencer said this Council may have to advertise and depend on the next Council to follow through since they can1t meet the time guide- 1 ines before the elections. City Clerk Kinsey asked Chief Betts what else is needed to make it workable and Chief Betts repl ied that all that1s needed is in the crate. City Clerk Kinsey asked about materials and Chief Betts said there's a starter price on materials from 3M, and he asked Earl Copeland if 3M had given him the price. Mr. Copeland repl ied no but they did tell him to call 3M before the building is started. Chief Betts said they're talking about $1,000. for materials to get started and it depends on how much they want to spend on materials. Mr. Copeland asked about the lettering and numbering machine and Chief Betts said the machine is $4,000. and the letters are 15c to 20C each. Chief Betts added that the faces are already made up but when they replace the street signs, the machine will pay for itself, and they're looking at about $12,000. total. Councilman Asting stated that all they want to do right away is get the stop sign problem corrected. -~~ Q o Sign machine - location and other equipment needed (Continued)- There was a discussion about the posts and Mr. Copeland noted that they save the old posts. Chief Betts suggested they keep the figure of about $10,000. in mind. Mr. Copeland suggested they also figure the building at about $10,000. Councilwoman Bennington asked if there would be room in the cage area to use it on a temporary basis. Mr. Copeland said it IS about 20 by 25 feet and they'd need a temporary 220 1 ine run from the south to the north end of the building. Mayor Ledbetter pointed out they may have a dust problem involved there. Mr. Copeland suggested they keep a cover over it. Councilwoman Bennington suggested cheap panell ing on the cage to protect the machine temporarily. Chief Betts stated that he thought it would be all right on a temporary basis and he suggested visqueen to cover it also. Councilman Spencer agreed with the idea of the temporary arrangement and advertise for bids and the next Council could make the budget adjustments. Councilman Asting asked if there'san employee to operate the machine and Mr. Copeland said they've selected Mary Hine to do it. Owner-Tenant Meter Deposits - Mayor Ledbetter pointed out that the new law went into effect as of June 19th and the City can no longer hold the property owner responsible for the tenantls bill. He suggested using some tax money to fortify it because nobody can be furnished free service per Ordinance 400. Councilman Asting suggested as a solution that they lower the number of cut off days and increase the deposit. Mayor Ledbetter said they'll have to figure to get enough of a deposit to break even with some water bills of $40 to $50, plus garbage. Councilman Spencer noted that on the 18 accounts that had left amounts due, the average was $74. City Clerk Kinsey said that tenantls bills tend to be higher than property owners. Councilman Wargo suggested cutting the 20 days to 15 days and the 45 days to 30 days. Councilman Asting suggested 25 days instead of 30. Councilman Wargo suggested a $5.00 fee to turn water off and another $5.00 to turn it back on. Mr. Wadsworth noted that they had 96 on the last cutoff 1 ist and it involves a lot of manpower. Councilman Spencer noted the recommendation is to go from $5.00 to $10.00. Councilman Wargo asked if 15 days is too short and Council members agreed it is. City Clerk Kinsey said the penalty date and cutoff could be the same. Councilwoman Bennington said they have a problem with two deposits on one address and she doesn't think they should have it. Councilman Wargo asked how they'd know there are two deposits. City Clerk Kinsey stated that the ordinance requires the property owner to put down a deposit and the property owner doesn't want the bill to come to him so he has his tenant put up a deposit and the property owner isn't refunded until the time of sale of the property. Councilman Wargo said they can't attach the property owner for the tenantls bill. Councilwoman Bennington said they can change the ordinance. City Clerk Kinsey suggested leaving it as it is and not collecting from the tenant. Mr. Wadsworth pointed out that most renters pay security deposits and the City has to bear the responsibil ity of trying to collect the utility bill and if they canlt locate the tenants, the property owner is responsible for the bill. There was a discussion as to the number of days needed to pay and Mr. Wadsworth said he thinks 30 days is reasonable and asked about reprogramming. City Clerk Kinsey said it will be a demand 1 ist. Councilwoman Bennington asked about increasing the deposits and Mr. Wadsworth said that would penal ize the good as well as the bad. Councilman Wargo pointed out that they're short of money because the people aren't paying and not because of the deposit. Councilwoman Bennington suggested leaving it up to the owner to collect more security deposit since held be responsible for the bill. City Clerk Kinsey agreed that the burden is on the property owner and trying to find the tenants is more time consuming than it IS worth. Councilman Spencer pointed out that by changing it to make the property owner responsible, they'll get rid of the second deposit by the tenant but it puts a burden on the property owner. Councilwoman Bennington said she gets complaints from property owners that they aren't getting interest on their money when their tenants have also paid a deposit. Councilman Spencer asked if those she'd talked with agreed to be the collector of the bill and Councilwoman Bennington said they told her they didn't care but they want interest on the $30. City Clerk Kinsey pointed out that they don't pay interest. -2- Council Special Meeting & Workshop Minutes October 3, 1984 . -. Q u Owner-tenant meter deposits (Continued)- City Clerk Kinsey pointed out that the property owner can get the final bill ing when the tenant moves. Councilman Spencer asked about meters on each ELU and Mr. Wadsworth said it appl ies to all but trailers, and he added that they can be provided with an average monthly bill and collect it with their rents. Mayor Ledbetter stated that the State law won1t allow that. Councilwoman Bennington suggested sending the bill to the tenant with the property owners name on it and City Clerk Kinsey said they tried that and it doesn't work out as the bills are forwarded on to the property owner. Councilman Spencer noted that this would be more incentive to get a larger security deposit from the tenants. Councilman Asting said it may be a way of saving water if he sees the tenant is using a lot. Mr. Wadsworth said they'd be more apt to correct leaks. City Clerk Kinsey noted that the ordinance doesn1t ] imit the amount of the bill for ~shutoff and it can now be shutoff for a 79c penalty and they've recommended a $5.00 ] imit for shutoff. She added that they also have to write small refunds but they can use petty cash and make a journal entry. Corbitt Smith zoning for consideration - City Clerk Kinsey described the property that Mr. Smith owns and said when Ordinance 880 was passed the legal description said al] of lot ]3, al] of lot ]0, and a]] of lot 9 and Mr. Smith's property I ine goes past the ends of those three lots,and is a pie-shaped piece of property that's now zoned B-3 and the other part is 1-2. She said she doesn1t know how this happened because usually rezoning goes to the property line. Councilwoman Bennington asked if Mr. Smith was the owner of record then and City Clerk Kinsey rep] ied yes and he was operating the Truss Plant there. Mayor Ledbetter noted that they were using the entire property then also as they dumped their shavings in the back of the property. Mayor Ledbetter suggested they send it to Planning and Zoning for their consideration as the City must have made a mistake when Ordinance 880 was put through. Councilman Spencer agreed and suggested they also consider waiving the fee involved. Councilman Wargo agreed. Mr. Thompson, representing Mr. Smith, asked the procedure involved to get this corrected. There was a discussion about the need for an app] ication and Councilwoman Bennington said she feels they need an app] ication but they can waive the fee. Councilman Asting moved to go back into the regular meeting. Councilman Wargo seconded the motion. Motion CARRIED 5-0. Councilman Asting moved to implement the temporary solution discussed during the Workshop meeting of putting up plywood or plastic or whatever necessary to get the sign machine in operation. Councilwoman Bennington seconded the motion. Motion CARRIED 5-0. Councilman Spencer moved that Council authorize Ear] Copeland to advertise for a building as was discussed, an aluminum building on a pad complete with necessary heating, air conditioning and electrical service. Councilman Asting noted that it's to be an attach- ment to the existing building and Councilman Spencer agreed. Councilwoman Bennington seconded the motion. Mr. Copeland stated that he'll go with the 16 by 30 if he can. Motion CARRIED 5-0. Councilman Asting moved that Earl Copeland be authorized to purchase over $] ,000. for necessary materials to get the stop signs needed made. Councilman Wargo seconded the motion. Motion CARRIED 5-0. Mayor Ledbetter suggested they instruct the City Attorney to draw up an ordinance holding the property owner responsible for the deposits on the water bills. Councilman Spencer so moved,and asked to incorporate paragraph I and the last paragraph of page 1 which includes an increase from $5.00 to $10.00 and no disconnect less than $5.00 and no refunds less than $].00, and reducing the cut off from 45 days to 30 days. Councilman Wargo seconded the motion. Motion CARRIED 5-0. -3- Council Special Meeting & Workshop Minutes October 3, ]984 .~ 9 Q Councilman Spencer moved that the request to change the zoning on the piece of Smith property be referred to Planning and Zoning Commission for their consider- ation and waive the fee. Councilman Asting moved that Mr. Smith needs to fill out an appl ication for a zoning change on property on Marion Avenue and the Planning and Zoning Commission should be told to waive the fee. Councilman Spencer withdrew his motion. City Clerk Kinsey suggested when they receive the appl ication she will advise them there's no fee. Councilwoman Bennington ~id they'll have to waive some of the requirements for a rezoning appl ication, and she read excerpts from the Code regarding rezoning. Councilman Wargo seconded the motion and amended it to read this is to correct an error made in previous zoning. Councilman Spencer seconded the amendment. Amended motion CARRIED 5-0. Councilwoman Bennington stated that the City Attorney should be at the Planning and Zoning Board meeting when this is dis- cussed. Original motion CARRIED 5-0. Councilman Spencer distributed copies of the October and November calendars and said he's anxious that Council act on two items before the end of their term and that's job descriptions and reclassifications and also the management pay and benefit plan. He added that these items could require a budget amendment and there would have to be two readings on the amending ordinance. There was a discussion about dates and times when Council members could be available for a special meeting. Councilman Spencer pointed out that Council removed the management personnel from the Merit ordinance and a plan has to be adopted for them. Councilwoman Bennington said they need to sit down and talk with them about it. Councilman Spencer suggested 3:00 PM on Friday afternoon, October 5th. Councilwoman Bennington moved to adjourn. Councilman Wargo seconded the motion. Meeting was adjourned at 8:24 P.M. Lura Sue Koser ~ Minutes submitted by: (/~ ATTEST: ~ -4- Council Special Meeting & Workshop Minutes October 3, 1984