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04-03-1984 - Special/Workshop ~ -- Q ~ u CITY COUNCIL OF EDGEWATER SPECIAL MEETING & WORKSHOP APRIL 3, 1984 MINUTES Mayor David Ledbetter called the Special Meeting & Workshop to order at 7:00PM in the Council Chambers of City Hall. ROLL CALL Mayor David Ledbetter Councilman Melbourne Wargo Councilwoman Gigi Bennington Councilman Neil Asting Present Present Excused Present Councilman Jack Spencer City Attorney Josel Alvarez City Clerk Connie Kinsey Police Chief Ed Overman Present Excused Present Present Also present were Mrs. Frances Olds, President of EVER, and Mr. George Kennedy, Fire Chief. Mayor Ledbetter stated the two items on the agenda were 1) Merging of the EVER and Fire organizations, and 2) Review of details of proposed facilities expansion for City Hall, Police Department, and Fire Station #1 (EVER). Councilman Asting moved to recess the special meeting and go into a workshop. Councilman Spencer seconded the motion. Motion CARRIED 4-0. Councilman Asting stated that held met with the members of Fire and Rescue on February 24th and the purpose of the meeting was to determine the feelings of both organizations on merging and being known as the Edgewater Volunteer Fire and Rescue Department. He said both departments favored the merger, and they also discussed facilities for EVER and a possible location, plus laying down some qround rules regarding the use of the facilities. He noted that the'agreement between Fire and the County expires this year and there's a possibility of the County withdrawing its equpment and the fire protection for the City would be controlled by a central County location. He added that the City would have to rely on units coming from outside the City to fight the fires. He said held recommended the Council meet with the County to see what they're going to do concerning the fire equipment. Mayor Ledbetter said he doesn't like the idea of a civic organization building the facility but the idea of consolidating the two units needs to be considered. Councilman Asting said there'll be additional funds available from the County in the amount of about $5,000.00 and not the $32,000.00 mentioned earlier. Mr. Kennedy said he met with the County's financial manager and therelll be some problems with the quadrant system. Mr. Kennedy reviewed the way the New Smyrna Beach department is contracted out to areas. He said Edgewater gets $45,000.00 for fighting fires but they'd received up front money of $80,000.00 for a tanker and it's in need of repair now at a cost of about $10,000.00. He added that Oak Hill is in worse shape than any system in the County and there's no Rescue for people in the County unless EVAC is called out. He noted that if they combine the two organizations, they'll be cut between $10,000.00 and $12,000.00. He said he offered to do contract service in the County for about $45,000.00 for the year, and noted that Rescue needs a new vehicle and the Fire Department feels they need a fast attack truck with a basic life support system on it. Councilman Spencer asked when the agreement with the County expires and Mr. Kennedy said it's October 1st. Councilman Wargo asked what equipment could be pulled out and Mr. Kennedy said the big tanker and the Class A pumper, but noted that the equip- ment on the trucks belongs to the City. Councilman Spencer stated there are some problems and prior to expiration of the contract, they City needs to meet with the County and determine what the advantages are for the County and the City. Councilman Asting asked the representatives of the two organizations to give their views on merging. Mrs. Olds said they feel the merging will be beneficial to both organizations and there will be some things of a minor nature that have to be worked out. Mr. Kennedy said they have six members now in the advanced first aid class and two EMTls and five first responders which is above the advanced first aid. ~ u u Mrs. Olds pointed out that those people who are taking advanced first aid already have their CPR cards. Mr. Kennedy noted that Rescue is primarily women and his firemen don1t want to be called out in the early morning to assist someone falling out of a bed. Councilman Wargo noted that New Smyrna Beach is having problems in their Fire Department. Mr. Kennedy said that's union-based. Councilman Asting said one advantage is if the Fire Department is called out, a first aid person from Rescue will got as support. Mr. Kennedy said the small truck is used as basic life support also they're getting it equipped. Mr. Olds pointed out that the porta-power is on it. Mr. Kennedy said some of the firefighters don't want to have anything to do with Rescue because they don1t feel they can handle traumatic situations, but he didn't think they'd have any problem with that. Councilman Spencer said in joining the organizations there should be no restriction based on sex. Councilman Asting said he recommended that facilities by provided separately for Rescue adjacent to the Fire Station and each organization uses its own facilities with interchange only by invitation. Councilman Spencer asked the organizational structure if it's merged. Mr. Kennedy said the chain of command hasn't been worked out yet. Councilman Asting said it would be two subdivisions with each subdivision electing a head. Chief Overman said they need one head for an organizational structure. Councilman Spencer said he'd like to know the organizational structure. Mrs. Olds said they had no qualms with working under the head of the Fire Department with a person in command of the Rescue unit. Councilman Spencer said both organizations are part of the City's staff and the Fire Department has a corporation for fund raising. Mrs. Olds said they have a corporation also so they can accept donations and raise funds. Councilman Spencer noted that there are separate budgets in the City. Mr. Kennedy said when they make up the budget, it will be one budget but there will be two figures because it doesn1t require as much for Rescue as Fire due to the number of vehicles. He noted that the County maintains the two vehicles. Mr. Kennedy added that they'd like the $45,000.00 from the County and the $10,000.00 for a new fire truck and $5,000.00 toward a Rescue vehicle from the City. He said there1s a possibility of purchasing by lease-purchase on a truck. Councilman Asting asked about ~urplus equipment. Mr. Kennedy said there's a retired fireman who works at the Cape and they're in the process of getting new fire trucks and this gentleman is responsible for maintaining the fire trucks and he said there - are three pieces of equipment there in mint condition and they'll be shipped to Starke. He was told that Edgewater could get three good vehicles for about $10,000.00 and the man would go up and put in a bid on it when it went to Starke. Mr. Kennedy said the quadrant system is being pushed and there will be problems with it, as there are in Orlando. Mayor Ledbetter said for what it's costing in manpower, he'll look closely at the renewal in October if they're going to take the money and expect Edgewater's Fire Department to fight fires with the Edgewater taxpayers I money being used. Mr. Kennedy said Oak Hill is the #1 priority on the list and they're getting a $60,000.00 piece of equipment their first year. Mayor Ledbetter asked if the insurance rates are higher by going with the County. Mr. Kennedy said they were supposed to be insured by the County and they weren't covered and if theyl re hurt, it wi 11 go back on the City of Edgewater. He asked if the City is contemplating annexation. Councilman Asting said they aren't and he asked if the fire protection would be hurt without the two pieces of equipment. Mr. Kennedy said they would not. There was a discussion about the kind of pumper they have and its capabilities. Councilman Wargo asked what equipment is rusting out and Mr. Kennedy said it's the County truck and they1ve had it repaired once before. Mayor Ledbetter said the City will go in the hole by the end of the year with the insurance and wear and tear on equipment and the men. Mr. Gary Lamb, of the Fire Department, said they1re supposed to give the County 150 days' notice of cancellation. Mayor Ledbetter asked the number of calls a week they make into the County and Mrs. Olds said they're not averaging as many now because station #16 is responding to its own Rescue calls but sometimes they both end up there. Councilman Asting pointed out that they don't get one cent from the County for all the Rescue calls. Mrs. Olds said a lot of times a private car goes out there also. -2- Council Special Meeting & Workshop Minutes April 3, 1984 \ . . u o Councilman Asting suggested that Mrs. Olds condense her report of calls for Rescue for quick reading when they have the meeting with the County. Councilman Wargo said the City should tell the County what they want, and Mrs. Olds pointed out that the City is offering the service. Mayor Ledbetter agreed that the City went to the County and not the County coming to the City. Councilman Spencer said if it can be a beneficial agreement with the County, they want to continue, and if not, they don't want to. Mr. Kennedy said it's been beneficial to the people to a certain extent. facilities ex ansion for Cit Hall, Police De artment, City Clerk Kinsey said the architectural expenditure she wanted to be sure of Council's wishes on these plans. Councilman Spencer said he agreed with adding onto the Fire Station for EVER. Councilman Asting noted that a member of the Fire Department had some plans being prepared for this. Councilman Wargo said he doesn't want to do anything with Fire Station #1 or a facility for EVER as there's a possibility of reducing two trucks from the Fire station so there'll be two bays open, so this could be used for EVER as it will be some time before there's enough money for another fire engine. Councilman Wargo said he felt the first priority should be the Police station and if they build a new Police station, they'll have some rooms there that will be vacant. . Councilman Asting said if they take advantage of the offering of a C1V1C organi- zation for a building for EVER it wouldn't be attached to Fire Station #1 but would be on land adjacent to it and it would be mostly contributions. Mr. Kennedy said that the Rotary is meeting that night and the members are voting on whether to donate it or not, and they have certified plumbers, electricians, etc. and they can put up a nice building for Rescue for about $8,000.00 to $10,000.00. Mayor Ledbetter asked what strings are attached. Councilman Asting said they could get a proposed agreement that upon completion they could have it deeded tot he City for use by Rescue. Mr. Kennedy said if EVER would disband, it would go back to the City. Councilman Wargo suggested using the $20,000.00 fora building for Parks and Recreation next to the school and let the civic organization take care of that and added that they can't enter into an agreement with any private corporation because it's against Florida Statutes. Councilman Spencer said it's some non-profit organizations if they use the profits for general public benefit. Councilman Wargo pointed out that the City would be liable if someone gets hurt. Councilman Asting said the Fire Stations were built by volunteer help and Mayor Ledbetter noted that Fire Station #2 on Mango Tree Drive ended up with a lot of charges for the building. Councilman Spencer said he thought it would better add to the present structure. Mrs. Olds said it would cost less to get a new structure then to tie into it. Councilman Asting said he's in favor of it and feels it's a good gesture of Rotary. He said they're considering a 20 by 45 size with hip roof, asphalt shingles, and made of concrete block. Councilman Asting said the building could have other uses besides EVER also. Mayor Ledbetter said they.need to get proposals to the City and then talk about accepting or rejecting it. Councilman Asting said they should have the plans by the next time they talk about it. Councilman Spencer said he agreed that the Police Department is necessary. Mayor Ledbetter said they have room on the North side of City Hall for the expansions. Councilman Asting pointed out they don't have the funds for building another building. Councilman Asting asked for a comparison of the present Police facilities and what is proposed. Chief Overman said he doesn't have the measurements on the plans but it's about 840 square foot but it's limited as to its use, and would be a remodeling nightmare. Councilman Asting suggested expanding the facilities on the east end of the building. Chief Overman said they need a holding facility and the expansion would provide that by using the alleyway but the cost is great. There was a discussion about the required size of holding cells. Councilman Spencer asked Chief Overman if they would get them some facts and figures for this size Police force they have as to what is needed for a Police facility. Chief Overman reviewed the various areas that would be needed and said it would be about 6,000 square feet, and this should last about ten years. -3- Council Special Meeting & Workshop Minutes April 3, 1984 o ~ Chief Overman said before they spend the money for an architect, since it will not be functional for any period of time, he could move the records section to the Rescue room and make other moves and they'll get by with it. Councilman Spencer said 6,000 square feet is very large and there will be very little parking space available. Chief Overman said to spend that amount of money will not serve a purpose that wouldn't be served by using the Rescue room if they get a building. Councilman Spencer said they need to look at a long range plan for a Police station. Councilman Asting said he wants the Police station next to City Hall and Chief Overman agreed. Councilman Spencer suggested considering a second story to City Hall. Councilman Asting agreed that's a good idea. Mayor Ledbetter said they have to determine if the existing building would carry the weight of another story. Chief Overman said they'd have to have an engineer study the building for stress. Councilman Spencer said instead of spending money on an architect, they should get a structural engineer to look at the building to see if it's feasible to expand in this building. Chief Overman said he might be able to just look at the plans. Councilman Wargo noted that architects and engineers will have to get in on this. Mayor Ledbetter said the footers may not,support this. Councilman Asting moved to go back into the Special Meeting. Councilman Spencer seconded the motion. Motion CARRIED 4-0. Councilman Asting moved to direct the City Attorney to prepare a draft of an ordinance merging the Fire Department and the Rescue Department for Council IS purusal and any comments, and approval of the ordinance. Councilman Spencer seconded the motion. Mr. Kennedy asked if Rescue would still be able to take the vehicle home as they were concerned about this for fast response. Councilman Spencer said the City Attorney could look at this. Mrs. Olds said the insurance carrier covers them as it is. Motion CARRIED 4-0. Councilman Asting moved that the City Clerk/Administrator be directed to set up a meeting with the Council, the Fire Department, Rescue, and the County officials for the purpose of discussing the Fire Department and the present agreement. Councilman Spencer seconded the motion. Motion CARRIED 4-0. Councilman Asting noted that regarding facilities for Rescue, this is pending the results of a meeting and the remarks of Rotary. Mrs. Olds said Rotary only stipu- lated it's for Rescue and they don't want Rescue to be pushed out. Councilman Wargo stated that he doesn't want any strings attached, and they didn't plan to do anything about moving Rescue without telling Rescue about it. Councilman Spencer moved that the City Clerk/Administrator be instructed to engage a structural engineer to determine the feasibility of adding a second story to City Hall. Councilman Asting seconded the motion. City Clerk Kinsey pointed out that if it's over $2,000.00, they'll have to go out for bids, and itls hard to get a quote from a professional without saying they have the job. Mayor Ledbetter said he wants to know the cost and Councilman Wargo said they need to investigate a lot of possibilities before they do it. Motion CARRIED 3-1. Councilman Wargo voted NO. the Lura Sue Koser 1.-( - . - ,q<;"- 7--- V ATTEST: c::::~,;/~/ CITY CLERK - .' 1.( Approve3 this/h~ay of c:IJ"^i2- -, 1984. - ~~ E_,t7!0:~ MAYOR - ~ " UNCI~ MAN - ZONE TWO -Iv-('~~k COUNCILMA~;IZ0NE THREE ~ Ji /A}~t aX-- COUlj LMAN . - "ZO~. FOUR T A "t{b) t/~ J -4- Council Special Meeting & Workshop Minutes Apri 1 3, 1 984 r