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06-15-1984 - Special/Workshop . . . ~ o ~ CITY COUNCIL OF EDGEWATER SPECIAL MEETING & WORKSHOP JUNE 15,1984 MINUTES Mayor David Ledbetter called the Special Meeting and Workshop to order at 1:00 P.M. in the Community Center. ROLL CALL Mayor David Ledbetter Present Councilman Jack Spencer Present Councilman Melbourne Wargo Present City Attorney Jose' Alvarez Excused Councilwoman Gigi Bennington Present City Clerk Connie Kinsey Present Councilman Neil Asting Present Police Chief Ed Overman Arrived later Also present were Mrs. Karen Rickelman, Data Processing Coordinator for the City, and Mr. Tom Sheridan, the citizen volunteer who assisted in the preparation of the proposed safety policy. Mayor Ledbetter stated the purpose of the meeting and workshop was to reappropriate the $17,107. of unappropriated Federal Revenue Sharing funds and review the proposed safety policy. Councilwoman Bennington moved to go into a workshop. Councilman Spencer seconded the motion. Motion CARRIED 5-0. Mrs. Rickelman stated that they're recelvlng a little over $93,000. and the amount that was budgeted was $87,000. so there's an additional $6,000. to be appropriated also. Councilman Asting called Council IS attention to the situation in the Public Works Depart- ment with garbage and trash and suggested they consider buying a used tractor as a backup and since the trailer will not fit just any tractor theylll need special equipment. Councilman Spencer noted that there's about $56,000. in the garbage equipment reserve account. Councilman Asting stated 'that he thought it could just be used for a garbage truck and he asked the cost for a new truck. Mrs. Rickelman said that the last one was $47,000. Councilman Wargo said he agreed with the need but since they're not allowed to burn, the City will have to start hauling trash and and will need two on the road and one in reserve. He noted that the trash truck is picking up garbage and the trash is not being picked up on a regular basis. He suggested they get another trailer also. Councilman Asting said he didn't know where they could get $90,000. City Clerk Kinsey said she didn't feel one tractor and one trailer would be sufficient to haul all the trash. Councilman Asting said the prime mover, or tractor, would be most critical. City Clerk Kinsey noted that the man from Triangle Refuse is getting together some pro- posals of the types of situations they could offer. Councilman Asting pointed out that the independent trash haulers donlt have trailers. City Clerk Kinsey suggested the possibility of contracting the entire trash and letting them transport it from a central point. Councilman Spencer asked if City Engineer Ferrara had any suggestions and City Clerk Kinsey said she'd been unable to contact him. Mayor Ledbetter suggested they find a piece of property outside of town and lease it for dumping and said he saw nothing to prohibit dumping of trash at the old dump site as long as itls not burned. Councilman Asting suggested someone check into whether used tractors are available. Councilwoman Bennington added that theyld need to know what amount of money is available and check into leasing the land for the trash. Councilman Asting said held heard about land on Cow Creek Road. Mayor Ledbetter stated that a friend of his owns some land in that area and may negotiate with the City to dump there. Councilman Asting agreed that the City Clerk can make some inquiries on this and advise Council, and suggested that Earl Copeland make some inquiries about the availability of a used tractor and let the City Clerk know. Mayor Ledbetter said he thought some of the independent contractors may have something to sell. City Clerk Kinsey pointed out that they'd have to go out for bid. Mayor Ledbetter said they have a sole source provision that can be used again if they want to use it. , ~ o o Councilwoman Bennington pointed out that there was money. left from the backhoe. City Clerk Kinsey noted that they're still talking about the It or 2 ton trash truck also. Councilman Wargo said he saw a stake bed truck like the trash truck pulling a trailer behind and he wondered if that could be done with trash to double the capabilities. Mrs. Rickelman said they have $6,000. for a used roller and a tractor of $9,000. Councilwoman Bennington noted that they'd have $24,131. left after those two expendi- tures and they need to decide what is most critical, getting the garbage picked up or getting it out of town. Councilman Wargo said a transfer trailer and new tractor would put them in good shape. Councilman Asting said he agreed if they can afford it. Councilman Wargo said they could haul trailers with a pickup truck. Mayor Ledbetter pointed out that the trailer would need the hydraulic system to dump it. Councilman Spencer said he felt they need more information and recommendations from the City staff and department head and he suggested they consider other requests such as the additional paging equipment for Rescue. Councilman Wargo said he doesn't get complaints about Rescue's communications but he does about trash and garbage, and he feels they're more critical than the communication equipment. Councilman Spencer noted that the sound system in the Community Center was also discussed. City Clerk Kinsey said she has recommended that this be incorporated in the Parks and Recreation budget because they need a new console. Councilwoman Bennington suggested using the $24,000. in the Street Department toward the tractor. City Clerk Kinsey pointed out that it was in the wrong department. Councilman Asting said if they get the tractor they could use it for different pieces of equipment. City Clerk Kinsey noted that this was specified for the Garbage Department. Mayor Ledbetter pointed out that they have $6,000. for a used roller and there's paving equipment at the barn that hasn't been used since they paved the fire station's parking lot and they don't have the personnel to operate the paving equipment. Mrs. Rickelman noted that there's $4,000. for roof repairs. City Clerk Kinsey said they don't want to use Federal Revenue Sharing funds because of compliance with the bids and they'd like to reappropriate it for street signs and take the roofing of the barn out of the General Fund budget. She added that the entire roof has to be seal coated because of the small holes, plus they need the $9,000. for the tractor. Councilman Wargo suggested the City get out of the culvert business and Councilwoman Bennington agreed. Councilman Wargo suggested they designate someone in the City to set the grades for the culverts and let the contractors do the culverts themselves. Mayor Ledbetter stated that he didn't like to see the City in competition with private enterprise. Councilman Spencer asked how they could control the contractor's work. Councilman Wargo said two people would set the grade and then would inspect them after- wards. There was a discussion about the personnel used and equipment used currently for the culvert installation. Mrs. Rickelman pointed out that there were a lot more than was anticipated so more manpower was also involved. Councilwoman Bennington said they'd be ahead just to hire two people to set the grades. Councilman Spencer reviewed the amount collected for culverts already. Councilman Asting noted that there's been a building boom and asked what they'd do on slack days. Councilman Wargo suggested they set grades on certain days and other days they'd be assigned to something else. Mayor Ledbetter suggested they control the culverts like the County does and have the inspector check it. Councilman Asting noted that they'd have to specify the quality of the culverts also. Councilwoman Bennington stated that this could be approached at budget time. Councilman Wargo asked if there's a specific number of cans per pickup and if there's a charge if it's more than that. Mrs. Rickelman said they charge an extra $1.00 per can per month and they only know if it's on a regular basis and there aren't many. City Clerk Kinsey noted that three cans are permitted. Mayor Ledbetter reviewed how quickly the City was cleaned up after the hurricane of a few years ago. -2- Council Special Meeting & Workshop Minutes June 15, 1984 ~ o o Police Chief Ed Overman distributied copies of correspondence regarding the condition of the animal control van and showed copies of pictures taken of the rust on the floors and body and around the engine cowlings of the present van. He reviewed the items he has in the budget and said he had a study done of the base station and because of antenna restrictions and inability to put a booster on it, he felt it would be inade- quate for the Police Department and they could convert the base station for Public Works and Fire Department inside the vehicles and he can handle that through budget if it can be done. He suggested they purchase another animal control vehicle and suggested it be a small pickup such as a Datsun or something with a shell. He estimated the cost to be about $6,000. or $7,000. He added that if they went over the amount in Federal Revenue Sharing, he is 61% spent in the budget and they're 66% into the year. Councilman Asting asked if it would need some modification. Chief Overman said the top would be needed for a large dog. Mayor Ledbetter noted that the top should cost about $450. Councilman Spencer pointed out that they need air conditioning and Chief Overman agreed. Councilwoman Bennington noted that she's heard no complaints about dogs since the animal control officer was employed. Chief Overman asked that the money be reappropriated and he'll handle some of the other items in next year's budget, or in this year's if he maintains the present level of spending. Mr. Tom Sheridan suggested that when they buy a new truck they have it rustproofed when it's purchased. Councilman Asting agreed that it be undercoated if it's an import because they have a tendency to rust. Chief Overman stated that he's having specifications drawn up on this. City Clerk Kinsey said they'll have to address it again for an ordinance for reappropriation. Mayor Ledbetter asked if support members of the Fire Department still carry pagers and suggested those pagers be turned over to Rescue since they're now a part of the Fire Department. Councilman Wargo suggested they look into that. Mayor Ledbetter asked if Rescue's walkie talkie was replaced by insurance and City Clerk Kinsey said it wasn't turned in on insurance. Mayor Ledbetter noted that this happened about a year ago. Mayor Ledbetter said he had no problem with the animal control van and Councilmen Wargo and Spencer agreed. Councilwoman Bennington noted that he has the money there. Mayor Ledbetter said held like to see some of the $17,107. put into a special emergency fund in case of hurricanes. He referred to the expense of a few years ago to the Street Department when the streets caved in. He suggested they designate it for this purpose and if it's not used, it could be reappropriated in next year's budget. Councilman Spencer agreed the City needs a fund for this but it doesn't have to come out of Federal Revenue Sharing due to the cash flow. Mayor Ledbetter noted that it's unappropriated funds and Councilman Spencer stated that it could be appropriated. Mrs. Rickelman stated there's an amount in the General Fund that's not committed and if there's a catastrophe, they can draw up an emergency ordinance to appropriate some of that money. Councilman Spencer compared the cash flow amounts of April 1983 to April of 1984. Mayor Ledbetter pointed out that the millage was raised in the City. Council- man Spencer noted that a lot of the money is in restricted funds and compared General Funds of last year to this year. Councilman Spencer stated that held like to defer action on this reappropriation until they can get some information on the tractor and trailer. Councilman Wargo said held like figures on new or used tractors and trailers. Council- woman Bennington asked if they could use the money to lease land for dumping and Mrs. Rickelman said it cannot be committed for future revenue sharing monies. Councilwoman Bennington asked if it could be appropriated for just one year and Mrs. Rickelman said yes, but they just can't commit money they don't have yet. Councilwoman Bennington said the land lease shouldn't be more than a year or two. City Clerk Kinsey pointed out that there are severe restrictions on burying trash. Mayor Ledbetter suggested someone call DER or EPA to get the restrictions. Councilwoman Bennington agreed they should defer action for more facts and suggested they hold off on the animal control van until they get it. Councilman Asting noted that the vehicle is unsafe and Councilman Wargo agreed. City Clerk Kinsey said she'd get information as soon as possible and then recommend a special meeting. Councilwoman Bennington moved to go back into the Special Meeting. Councilman Asting seconded the motion. Motion CARRIED 5-0. Councilman Spencer moved that the appropriation of the Federal Revenue Sharing unappropri- ated amount be TABLED until the City staff can obtain information requested in the workshop. Councilwoman Bennington seconded the motion. Motion CARRIED 5-0. -3- Council Special Meeting & Workshop Minutes June 15, 1984 . " o (J Review of proposed Safety Policy - Mayor Ledbetter asked to be excused from the meeting at this time. Councilman Asting commended Tom Sheridan for the excellent job he did in preparing the proposed safety policy and said he felt it was a real professional job. Mayor Ledbetter agreed that held done an excellent job and he left the meeting at this time, 2:17 P.M. Vice Mayor Bennington assumed the presiding position. Councilman Asting asked if the intent is to have an employee in each department trained in first aid and Mr. Sheridan said every man should have some training. Councilman Asting noted the section that states two employees for lift station inspections. M~ Sheridan said they need constant communications. Councilman Asting asked if posters and literature would be available. Mr. Sheridan noted that City Clerk Kinsey contacted the National Safety Council about membership and each month they'll send current safety bulletins. Councilman Asting noted that each department should renew it's safety bulletins. Mr. Sheridan suggested they use the charts to show how many days without an accident. Councilman Asting noted that general safety instructions should be given to each employee. Mr. Sheridan suggested they make a small booklet for each employee. Councilman Asting suggested that the employee sign for the booklets to show that he's received it. Vice Mayor Bennington asked if there'sa provision for violations of the safety requirements and City Clerk Kinsey said it could be covered under the personnel rules. Mr. Sheridan pointed out the one section that states "may mean up to discharge" and Vice Mayor Bennington suggested it read "shall mean up to discharge" because she wants to make sure they follow this. Mr. Sheridan said they should document any repri- mand or caution. Councilman Asting asked if there's a safety director and City Clerk Kinsey said it's unnamed now. Councilman Asting pointed out that there1s money for a Civil Defense Director and they could use for a Safety Director and Councilman Wargo agreed. Council- man Wargo suggested combining the two positions. Vice Mayor Bennington said she questioned an item on page 8 regarding safety shoes, , gloves and work clothes required. City Clerk Kinsey said this is a condition of employ- ment for new employees only. Vice Mayor Bennington said she questioned how they can do it once theylre here. Mr. Sheridan suggested the City could subsidize the purchase of the first pair of safety shoes, and then deduct from the employee's payroll. There was a discussion as to which employees would need safety shoes. Mr. Sheridan pointed out that anyone around mowers should have shoes and glasses. City Clerk Kinsey noted that safety goggles and helmets are ordered. Councilman Wargo stated the tractor driver should have a complete shield and hard hat. Vice Mayor Bennington said she1d like to see each department work up what kind of safety equipment they need and estimate the cost if the City purchases it versus a portion of it and have it for budget time. City Clerk Kinsey questioned if the City has to replace safety shoes when they wear out after they've once supplied them. Mr. Sheridan said no, they just subsidize the first pair and then use payroll deductions for the balance. City Clerk Kinsey asked how they'd avoid the initial grievance and Mr. Sheridan said the union can accept or reject it with a grievance, and then let it go to arbitration if it's a grievance. He added that there's nothing detrimental to the worker and it will benefit the City and taxpayers. Vice Mayor Bennington pointed out that the experience rate will go down also. Councilman Asting asked if there are funds to print this and City Clerk Kinsey said she hadn1t researched it. Mr. Sheridan said he has to review it again and suggested they have the booklets done up of general safety rules and do the balance as a folder. Councilman Asting noted that they have to provide for a safety director in the next budget. Councilman Spencer thanked Mr. Sheridan for the tremendous work he'd done. He asked about "program director and supervision" on page 3. Mr. Sheridan said he's the one making the decision. Councilman Spencer said the City Clerk should be the program director and Vice Mayor Bennington and Councilman Asting disagreed. Councilman Wargo suggested a consultant. Councilman Spencer said it should be someone very active in the City and very knowledgeable. Councilman Asting stated that it wouldn't have to be a full time employee. City Clerk Kinsey pointed out that it may entail more time initially. Mr. Sheridan noted that on the last page regarding the program director, it lists the responsibilities of the director and supervision and the director wouldn1t be out in the field. He added that there would be daily reports coming in and theylll reflect if he's doing his job and if the director's needed, he'll go out and meet with the supervision and work it out. Councilman Spencer said he felt these reports were a lot of work imposed on the supervisors. Mr. Sheridan said it wouldn1t be a request, it would be a requirement. -4- Council Special Meeting & Workshop Minutes June 15, 1984 --- ,..'" . I I. Q o Councilman Spencer said he's been involved in safety programs in large companies before and supervisors have a lot of things to accomplish and these requirements will be an added burden. He suggested the general safety rules are fine and there should be some follow up but there shouldn't be a mandatory daily report, but perhaps a monthly report or if there's an accident. He agreed that safety meetings should be held and the super- visor should determine by employee and job if safety shoes or hats are needed. He added that the doesn't think they need a part-time Safety Director but he could be a consultant to the City Clerk. Vice Mayor Bennington said the Safety Director wouldn't go out and demand things from the employees but he'd go to the supervisor and ask why they weren't doing it and if there's a problem he could go to the City Clerk or Council. Councilman Wargo said he felt the dual position with the Civil Defense Director is a good idea. Vice Mayor Bennington questioned the personal safety contacts and Mr. Sheridan said it's when a supervisor communicates directly with an employee regarding safety and this should be done daily. Councilman Spencer said the daily reports have him concerned. Mr. Sheridan said the people have an obligation to do this and it will take about 15 to 20 minutes a day, and he felt every supervisor could find the time to do the report. Mr. Sheridan pointed out that in 1983 there were 33 accidents and 12% of the people were involved in 56% of the accidents. Councilman Spencer agreed that a program is needed. Vice Mayor Bennington stated that there are a lot of bugs to be worked out but she wanted to see something stringent and make adjustments rather than have something lackadaisical. Mr. Sheridan stated that this was written for the City and he put a lot of ti~e on it. Councilman Spencer questioned if the City is providing medical treatment now as listed on page 4 and City Clerk Kinsey said yes. Councilman Spencer asked the emergency procedure and City Clerk Kinsey said they call the ambulance if needed, or get the man in the truck and transport him to the doctor. Councilman Spencer suggested that they insert 911 as the call number and Mr. Sheridan said it could be in the booklet. Councilman Spencer questioned item 1.16 on page 8 regarding dangling jewelry and 1.18 regarding suitable clothing. Mr. Sheridan said that is warning people that if they decide to wear the clothing they may have an injury in case of fire. Councilman Spencer said some of the items are informative and some are rules and asked what equipment the City is now providing. City Clerk Kinsey said it would be fire extinguishers, air packs, and other items. Councilman Spencer questioned designated walkways on page 10, item 2.02 and City Clerk Kinsey said it would be aisleways. Mr. Sheridan said he'd done a Ilot of research and a lot of this is referrals back to accidents that had happened. There was a discussion about the blue flags and tags on page 11, and Councilman Spencer said he did not feel this section pertains to our City employees. Mr. Sheridan disagreed. Vice Mayor Bennington asked if they want this section taken out and the Council members agreed. Councilman Spencer suggested 911 be put in on sections 4.22 and 4.31 on page 12. He added that the pre-operation checks are being done. Mr. Sheridan suggested a check list on a clipboard with an initial and then the mechanic can check to see if there's a problem. Councilman Spencer asked if safety belts are used as per item 9.15 on page 21. City Clerk Kinsey said they are used for climbing the tower. Councilman Spencer asked if Terry Wadsworth has a written procedure regarding item 9.41 on page 23 and City Clerk Kinsey said yes. Mr. Sheridan noted that there will be a job safety analysis and it will be followed with a written procedure. Councilman Spencer asked if the City has eye wash fountains and City Clerk Kinsey said yes there are two and a third one just recently ordered. Councilman Spencer asked about seat belts and Mr. Sheridan said he understands that seat belts aren't used on most vehicles in case they have a topple or slide so he wouldn't be trapped in a cab and couldn't get out. Mr. Sheridan said it could be added in the job safety analysis for Police cars or others they want and the seat belts should be handled by the supervisor. Councilman Wargo noted that the City has a tire cage for tire inflation and said on burning and welding equipment he suggested the addition of the work "trained". He added that in section 9.32 on page 22 they should have non-skid feet on the ladders on hard surfaces and points on them for grass or ground areas. -5- Council Special Meeting & Workshop Minutes June 15, 1984 .' . t t o o , . Councilman Astingmoved to adopt the proposed safety policy as the City of Edgewaterls safety policy as prepared by Mr. Sheridan. Councilman Wargo seconded the motion. Vice Mayor Bennington suggested they include the few changes and Councilmen Asting and Wargo agreed. Motion CARRIED 4-0. Councilman Asting asked Mr. Sheridan if he would be willing to be the Safety Director on a part-time basis. Mr. Sheridan said he just took on another job recently and can't be employed by the City. City Clerk Kinsey suggested a contract basis could be acceptable. Vice Mayor Bennington said she thought it might be a conflict. Councilman Wargo suggested the City Attorney research it. Vice Mayor Bennington thanked Mr. Sheridan for the job held done. Councilman Asting moved to adjourn. Councilman Wargo seconded the motion. Meeting was adjourned at 3:26 P.M. Minutes submitted by: Lura Sue Koser '"~{A~ t;;z;;;;" COUNCILMAN ~ONE THREE ~ ? 7;~ ~J cau CILMAN - ZONE FOUR ATTEST: , CITY CLERK ~ Approved this ~day 0 ,1 984. ~~~L -e R v Jc....~ mA:{" e.. -6- Council Special Meeting & Workshop Minutes June 15,1984 J ..