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03-22-1984 - Special/Workshop , . .. ~, o CITY COUNCIL OF EDGEWATER SPECIAL MEETING AND WORKSHOP MARCH 22, 1984 MINUTES Vice Mayor Gigi Bennington called the Special Meeting and Workshop to order at 10:02AM in the Community Center. Vice Mayor Bennington read the items on the agenda. ROLL CALL Mayor David Ledbetter Councilman Melbourne Wargo Councilwoman Gigi Bennington Councilman Neil Asting Arrived Later Present Present Excused Councilman Jack Spencer City Attorney Josel Alvarez City Clerk Connie Kinsey Police Chief Ed Overman Present Arrived Later Present Excused Also present were Mr. Terry Wadsworth, Utilities Superintendent, and Mr. John Wilkinson, a citizen volunteer, who along with Councilman Spencer, comprised the review committee. Mr. Earl Copeland, Superintendent of Public Works, was also present. Report and recommendations from City Engineer Proposals Review Committee - Councilman Spencer noted that only 21 of the 22 proposals were rated because one firm failed to present the proposal. He said in the rating process they considered the location of the firms and offices where they1d be served and figured 75 miles for the distance. He reviewed the items that were rated on the rating sheet and Council was presented with copies. He said there were three individual sheets and each reviewer prepared a sheet and they were in general agreement. He added that they didn1t check the references listed or possible areas of conflict, and noted that there are sufficient copies of the proposals if Council wants to review them. He said the committee can do additional work if the Council wants them to do it. Mr. Wadsworth noted that the two forms submitted by all firms gives the size of the firms, where the offices are located, support personnel, and the people they would have dedicated to providing service to Edgewater. He said it also gives an idea of how many years they've been in business and what the firms are comprised of. Councilman Spencer pointed out that Camp, Dresser & McKee is based in Massachusetts but they have an office in Orlando. Vice Mayor Bennington thanked the committee and said it was a big job they undertook. Councilman Spencer thanked Mr. Wilkinson for his help with the project. Councilman Wa rgo noted tha t it wa s a good job. Councilman Wargo suggested calling in the top five to interview them. Councilman Spencer pointed out that these firms have submitted written documents but they need to check references and those for whom these people have worked. Vice Mayor Bennington asked if the committee felt all eleven need checked for references and Councilman Spencer said yes, done either by the committee or the Council as a whole. Vice Mayor Bennington said the committee has done an excellent job and they could complete this and then come back to Council with the top five. Councilman Wargo so moved. Councilman Spencer seconded the motion. Motion CARRIED 3-0. Mr. Wadsworth pointed out that there are individual reports and blueprints in the vault also. Vice Mayor Bennington asked if they should contact those other eleven that weren't chosen. Mr. Wadsworth noted that some will want the materials returned and others will want it destroyed. Councilman Spencer said he felt it's appropriate to notify the firms that they've been eliminated and see what they want us to do with the materials. Bike Path from Wildwood to Flagler - Vice Mayor Bennington pointed out that she'd gone to the County Council and they gave authorization to build a bike path or sidewalk a minimum of four foot wide from Wildwood Avenue to Flagler Avenue but the City has to fill out a usage permit. She noted that specifications are needed for that. She said they have 20 foot on either side'of Park Avenue and the only stipulation is to have it four foot wide. She noted that David Garrett had received specifications from New Smyrna Beach for a bike path made of concrete and the cost last year from Parks and Recreation was estimated at $7,500.00 for four foot wide for approximately seven- tenths of a mile. She added that there's approximately $5,000.00 in the recreational impact fund and the City Attorney could advise if they could use that. She said the County has to approve what material is used and what side of the road it will be on. , o o Bike Path from Wildwood to Flagler (Continued)- Councilman Spencer asked why they're looking just at this area when bike paths are needed in several areas and Vice Mayor Bennington said there are a lot of children that walk from that area to the elementary school. Councilman Wargo pointed out that they had a little girl hurt there and it's impossible to walk safely on Park Avenue, and the terrain on the sides is poor for walking and the County doesn't maintain the sides. He added that the school can't bus these children because it's within the two-mile limit. Councilman Spencer pointed out that Indian River Boulevard has a problem with bike traffic also but they do have school buses there. Mrs. Poland, from the audience, said Park Avenue doesn't have anything parallel to it and the road goes off at the edge and there'd been talk before about a bike path from the school to Florida Shores. Councilman Spencer pointed out that a lot of people have requested a bike path on Riverside Drive also and they should provide these as soon as possible. Vice Mayor Bennington said they've been working on this for over a year and she feels it's a.very dangerous situation. Councilman Spencer said held like the Parks and Recreation Board to make recommendations as to how they think the money should be utilized since there are other things besides bike paths, and he pointed out that this wasn't one of the priority items during the budget sessions last year. Mr. Frank Opal, from the audience, said they had a federal grant for side walks but it was rescinded because the Council was fighting about it, but there should be a grant for this. Vice Mayor Bennington said they could look into this. Mr. Walter Gross, from the audience, said he feels they need the bike paths but they also need bicycle education in the City or the schools so the children will know the safe and proper way to ride. Councilman Wargo asked Mr. Wadsworth what side the water is going in and Mr. Wadsworth said it's the south side and approximately six foot off due to the existing utilities. Mr. Wadsworth noted that there's a telephone cable and force main and other underground utilities but there are some on the north side also. Mr. John Wilkinson said New Smyrna Beach had a problem because they tried to label it a walkway and it had to be a bike path. Councilman Spencer suggested the City staff, under David Garrett, prepare specifications in conjunction with Terry Wadsworth's project to determine where the bike path should be and when it would be appropriate to build it. Councilman Wargo pointed out that Public Works needs to be involved also. Councilman Spencer moved that the City staff prepare specifications for plans for Council approval for a bike path in Wildwood. Councilman Wargo seconded the motion. Motion CARRIED 3-0. Councilman Wargo moved that they investigate the possibility of a grant. Councilman Spencer seconded the motion. Motion CARRIED 3-0. Mayor Ledbetter arrived at this time, 10:35 A.M. Selection of Streets to be Re-surfaced - Council had a list of streets determined to need sealing or re-surfacing which was submitted by Mr. Earl Copeland, Superintendent of Public Works. Mr. Copeland pointed out that the first streets on the list were for sealing and filling cracks and added this. should make them usable for a few more years. Vice Mayor Bennington asked why these weren't prioritized and Mr. Co~eland said all the first ones need to be re-surfaced. Vice Mayor Bennington asked just what is meant by re-surfacing and Mr. Copeland said they run over the streets and put on a tack coat and then a levelling coat and then a 111 or 211 cap on top of that. He said he put 111 on before but he wants one inch plus, if possible. Councilman Spencer asked the cost per foot and Mr. Copeland said the price he got was from $5.00 to $8.00 a lineal foot for re-surfacing, depending on the number of holes, and that price was from Halifax Paving. Councilman Spencer pointed out that if it's $5.00 for 20 foot and there's $32,000.00 in the City budget, they could do about 5,000 feet. He noted that Willow Oak is 1.6 miles. Mr. Copeland said most streets on the east side of u.S. 1 will be 800 to 1,000 feet. City Attorney Alvarez arrived at the meeting at this time, 10:40 A.M. -2- Council Special Meeting & Workshop Minutes March 22, 1984 [ ~ o o Selection of Streets to be Re-surfaced (Continued) - Councilman Spencer asked if there's a list of streets that will be done by Community Develop Block Grant funds. City Clerk Kinsey said they1d talked to Reggie Williams, and if these are excluded from our list, they may not get done at all. Mayor Ledbetter pointed out that some streets are only 18 foot wide instead of 20 and some can be saved by patching holes and putting a 1" coat of asphalt on it. He asked Mr. Copeland if they have a foun- dation compactor and Mr. Copeland said yes, and they've been doing some streets. Councilwoman Bennington said a lot of the short streets need paved but they need to look at the streets that have the heaviest traffic and pave them first. She noted that there's $11,000.00 in road materials and repairing roads. Mrs. Poland, from the audience, said they have a business on Mango Tree Drive and it's in sad shape and is very heavily used, and is a main thoroughfare from Florida Shores to town. She said they proposed to Council that they should assess the property owners for the $17,000.00 they need and they'11 be glad to pay their share. City Attorney Alvarez left the meeting at this time, 10:45 A.M. Mayor Ledbetter stated that he got a call from someone regarding Mango Tree and was asked that if it's going to be denied, he wanted to talk to Council to see how much could be raised toward resurfacing it. Councilwoman Bennington said the County agreed to pay $17,000.00 of the $34,000.00 to level and re-surface from 12th to Park Avenue and she didn1t know how long the offer will be good, but they have to notify the County if they're going to consider the offer or reject it. Mayor Ledbetter asked when Mango Tree was last re-surfaced and Mr. Copeland said it hadn't been within the past eight years since he's been with the City. Mr. Copeland asked why it was stopped at 12th Street and Councilwoman Bennington said it's because they didn't use that section. Mr. Copeland pointed out that they need to do it up to 16th Street. Mr. Frank Opal, from the audience, asked if Mango Tree Drive is owned by the County and Councilwoman Bennington said no, it's a municipal City street. Councilman Wargo suggested using some of the money that's coming back from the Florida Shores paving assessments. There was a discussion about who owns the sides of the roads on Mango Tree Drive. Councilman Wargo suggested investigating the possibility of using the paving assessments funds. Councilman Spencer suggested taking action on spending the $32,000.00 and then ask the City staff to prepare for Council the lengths of these streets to get estimates to do them or a portion of them. Councilwoman Bennington said she didn't feel they could decide on how to spend the $32,000.00, based on the information that was supplied them. Mayor Ledbetter said they needed a priority list and Councilman Wargo agreed. Councilman Spencer said there are more heavily travelled streets that should be consid- ered first and there are 57 City blocks using Willow Oak plus the traffic- due to the construction going on in that area. Councilwoman Bennington suggested they notify the County that they are very interested and to keep it open and then figure out if they want to assess the people or take it from the $32,000.00. Mayor Ledbetter said he didn1t think they could assess to re-surface streets. Councilwoman Bennington pointed out that they cou1dn't assess the County or they1d withdraw their $17,000.00. Councilman Spencer said he didn't think they could assess. Councilwoman Bennington said she didn't think it's fair of the people on Mango Tree to pay for it when the entire City uses it. Mr. Howard Yelvington, from the audience, said there are only five private owners from 12th to Mango Tree. Mr. Walter Gross, from the audience, asked if it's the City1s responsibility to main- tain and re-surface it s own streets, and said it's a good deal to get the $17,000.00 from the County. -3- Council Special Meeting & Workshop Minutes March 22, 1984 . . o o l Selection of Streets to be Re-surfaced (Continued - Councilman Spencer said he agreed that they shouldn't miss the $17,000.00 but he felt they should do the entire amount to 16th Street. Councilman Spencer moved that the City, in cooperation with the County, re-pave Mango Tree Drive from 12th to Park Avenue, and that the City then pave the balance from 12th to 16th Street and when they know the project's cost, they can again consider how they'll spend the balance of the City's money. Councilwoman Bennington seconded the motion for discussion. Mr. Copeland pointed out that Halifax Paving is the low bidder for the County. Council- woman Bennington said from 16th to Park was 6,100 feet or 1.10 miles, and if the County is going to pave it we could ask them to do to 16th and the City would then pay the amount to them. Councilman Spencer asked the distance from 16th to 12th Street and Councilwoman Bennington said it's approximately 1,790 feet. Councilman Wargo pointed out that the people in old Edgewater are going to be upset if all the money is used for this project. Councilwoman Bennington said they can check with the City Attorney to see if the money from the paving in Florida Shores can be used. Mr. Copeland noted that the City's equipment runs over it every day and they could eliminate a few repairs if it's paved. Mrs. Poland suggested a bond issue to get it all done. Councilman Wargo said he doesn't think it's needed. There was a discussion between Mr. Walter Gross and Councilman Wargo about the legality of using that money from paving assessments. Councilman Spencer asked that the word in his motion be changed from re-paving to re-surfacing. Councilman Wargo pointed out that it's two motions in one the way it's stated. There was a discussion as to whether the re-surfacing should be done in its entirety or the section from 12th to 16th after costs are determined. Councilwoman Bennington amended the motion that before they pave Mango Tree from 16th to 12th they find out the cost and negotiate with the paving company, and work in con- junction with the County. Councilman Spencer seconded the amendment. Councilman Wargo called a point of order and said it's two motions in one. Councilman Spencer said he didn't agree and moved to pave from 16th to Mango Tree, utilizing maximum funds available from the County. Councilman Spencer withdrew his original motion. Councilwoman Bennington withdrew her second to the original motion. Councilwoman Bennington then seconded this motion. Motion on amendment CARRIED 3-1. Councilman Wargo voted NO. Original motion CARRIED 4-0. Offer of lot on Ocean Avenue next to City's Wastewater Plant - City Clerk Kinsey said she'd talked to Terry Wadsworth and he said there's a possibility they could use funds from development fees for this and he'll know soon if there are any funds left after the expenditures on the rehabilitation of the lift station. Councilwoman Bennington said the price of $12,000.00 is high for that area and asked the going price for land in that area. Mr. Howard Yelvington, of Volusia Realty, said 50 foot lots are going for $6,000.00 in that area and there is water and sewer available. He said it's a lot 125 foot by 185 foot and is well worth the money and is cleared and level. He added that it's under the market, and if the City wants the property, they could buy it on terms. Councilman Spencer said it's a good lot and they'll need some expansion and land is limited but he felt the $12,000.00 is high compared to prices in Florida Shores. Councilwoman Bennington said if they're interested but don't know how much money is available yet, she'd move that they are interested pending the outcome of the financial situation with the sewer department. Councilman Spencer seconded but noted that they need to negotiate. Motion CARRIED 4-0. -4- Council Special Meeting & Workshop Minutes March 22, 1984 . . o o Civil Defense Director1s Re uest to Attend 1984 National Hurricane Conference - City Clerk Kinsey stated the total cost requested is 108.00 for room for two nights~ $100.00 for registration fee, and $100. for miscellaneous expenses which would be meals and mileage for a total of $308.00. Councilman Wargo asked what they gain by going year to year. Mayor Ledbetter pointed out that Volusia County Civil Defense would supply information and that would be more sensible as these conferences pertain more to the south of Florida and the West coast. Councilman Spencer said in view of the fact that he did attend last year, he moved that they deny it this year. Councilman Wargo seconded the motion. Motion CARRIED 4-0. Recommendation from Utilities Superintendent on PVC Pressure Pipe & ApDurtenances Bid - Mr. Wadsworth said that Hughes is the overall low bid and they comply with the requirements but noted that Southeast had low bids on two items but he recommended Hughes to stay with one bidder. Councilman Spencer asked if it was advertised that way and Mr. Wads- worth said the City had that option. Councilman Spencer moved that they accept Mr. Wadsworth's recommendation and purchase from Hughes Supply as they were the total low bidder. Councilman Wargo seconded the motion. Motion CARRIED 4-0. Councilman Spencer moved to adjourn. Councilwoman Bennington seconded the motion. Meeting was adjourned at 11:30 A.M. Minutes submitted by: Lura Sue Koser ( 04:Lot;( MAYOR j;t4c ~ 7~ / 'COUNC~ MAN - ZONE TWO -- ;'U('J/1~~ COUNC ILMAN "(!9NE THREE / COUN~-~N~ (j~ ATTEST: ~/~ CITY CLERK Approved thi s cJ-.,-..R' day of ~ ' 1984. . ~,./L~i)L t/~MAYOR . -5- Council Special Meeting & Workshop Minutes March 22, 1984