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04-18-1985 - Special/Workshop , o ~ CITY COUNCIL OF EDGEWATER SPECIAL MEETING AND WORKSHOP APRIL 18, 1985 MINUTES Mayor Baugh called the meeting to order at 2:32 P.M. in the Community Center. He stated the items on the agenda. ROLL CALL Mayor Earl Baugh Councilman Louis Rotundo Councilman Russell Prater Councilman Neil Asting Present Present Present Present Councilman James Inman City Attorney Jose' Alvarez City Clerk Connie Martinez Sergeant William Lenz Present Excused Present Excused Also present were Mr. Alex Kish of Brent Millikan & Co., Mr. Gerry Ferrara, Mrs. Karen Rickelman, Mr. Earl Copeland, Public Works Superintendent, and representatives of Mason Equipment Co. Mayor Baugh asked for a motion to adjourn the Special Meeting and go into the Workshop. Councilman Asting so moved. Councilman Inman seconded the motion. Motion CARRIED 5-0. Recommendationonbids from Public Works Department - farm tractor and sweepster - City Clerk Martinez read the letter from Mr. Earl Copeland, Public Works Super- intendent, in which he recommended that the tractor and sweepster be purchased from Volusia Ford Tractor. Councilman Inman asked which tractor from Volusia Ford he's referring to and Mr. Copeland replied it's the one at $11,400.00. Recommendation on bids from Public Works Department - paving equipment - City Clerk Martinez read the April 18th memo from Mr. Gerard Ferrara in which he recommended that the bid for the paving equipment be accepted from Mason Equipment. Councilman Asting asked if the $134,888.00 figure includes the $2,500.00 discount if all three pieces are purchased and Mr. Ferrara agreed it does. Councilman Asting asked to discuss the methods of payment for the equip- ment, such as paying cash or lease purchase. Mr. Kish noted that the last time the City went out for lease purchase they came up with a very competitive rate and the City should be able to get something even better now because interest rates are down lower than the last couple of years and this is tax exempt for the leasing companies. He added that if it's less than earnings on interest they can effectively take advantage of it and can float the money. Councilman Asting asked if he sugested going out for bids or a loan and Mr. Kish said they can investigate and solicit bids and find vendors who want to go this route. City Clerk Martinez noted that she'd contacted 9 or 10 before and 4 or 5 couldn't work in Florida but they give you a better rate if they have the entire amount. Mayor Baugh asked if they solicit for bids and City Clerk Martinez replied that they solicit proposals. Mr. Kish said they worked closely the last time and solicited proposals and computed the net present value and the APR on them and suggested they do it similar to before. Councilman Asting asked how much is still owed on the road grader and Mrs. Rickelman replied it's $15,270. City Clerk Martinez asked Mr. Kish if they should advertise for bids and Mr. Kish said when they go over $100,000.00 there will be a lot of interested people involved and the City can push for a good fee and competitive interest rate. Councilman Rotundo questioned the amount of interest to be paid if they go with lease purchase and Mayor Baugh pointed out that they'll get more with the money that's invested. Councilman Rotundo asked how long they'd have to pay for this and Mayor Baugh pointed out that even if it's two years they'll still make money on the money in the bank. Councilman Rotundo said he'd go along with it if they can get assurances that they'll come and fix it. City Clerk Martinez noted that the warranty applies and the lending institution just supplies the money. Q o Recommendation on bids from Public Works Department - paving equipment - (Continued) - Mr. Copeland asked if it's a fixed rate and Councilman Asting agreed it is and interest on money in the bank will probably go up. Mr. Kish suggested they also contact the local institutions to see if they'll finance it. Councilman Inman stated that he'd like to see a clause in the contract regarding penalties in case they're able to pay it off early. Councilman Asting suggested they could put down one-third or $44,711. and finance $90,000. City Clerk Martinez pointed out that they'll get a better interest rate if they stay over the $100,000. mark. Mayor Baugh suggested they could finance the entire amount. Mr. Kish agreed that $100,000. would be a better deal than with $90,000. with some firms. Councilman Asting asked if they should finance the entire amount and Mr. Kish replied it should be at least the $100,000. Mayor Baugh suggested the City Clerk research this and work with Mr. Kish and come back to Council. Councilman Asting asked if it's proposals or bids and City Clerk Martinez said she used proposals before and cleared it with Mr. Kish and City Attorney Alvarez. Councilman Rotundo pointed out that they'll need a tank as a holding tank for the oil to get it at bulk rate. Mr. Copeland said he talked to a man in Tampa whose business is moving to new quarters and they'll have some tanks for sale and they're 5,000 to 20,000 gallon sizes. He added that they're estimating a figure of $5,000. to $6,000. for a 10,000 gallon tank. Mayor Baugh noted that Doug Cole has two and Mr. Copeland said he'd check that. Councilman Asting asked about the delivery date and Mr. John Eason of Mason Equipment said 40 to 45 days for all three pieces. Mayor Baugh asked the difference in cost with putting this type of road down compared to the conventional way with asphalt. There was a discussion of the two methods and Mr. Ferrara stated they'll come out ahead with cost but it's noisy and children get scraped up if they fall down on it. Councilman Asting said the condition doesn't last that long as it starts to pack down. Mr. Copeland pointed out that Roberts Road was down the same way as Cory Estates. Councilman Asting stated that it was used in Florida Shores back in the 1950's by Magnuson but then they used shell instead of gravel. Mr. Ferrara pointed out asphalt oxidizes and breaks down if it's not used a lot and this type of road stands up better. Mayor Baugh asked Mr. Copeland if he has the people to do that work and Mr. Copeland replied he has 2 or 3 but they'll have to hire somebody. Councilman Inman reviewed the costs for new construction and using the soil cement with a comparative figure of $178,000. for blacktop and $55,648. with soil cement for each mile. He stated that the County paved the road where his daughter lives and it's holding up real well but it's noisy and at first they had to post signs warning of loose rocks. Councilman Prater noted that they have to watch the final grade since the black top will level. Councilman Inman stated that Travelers Palm rolls and doesn't lay flat. Councilman Asting said they'd have to have a paving contractor put down the soil cement base with a tack coat and then our equipment would finish it. Mr. Copeland agreed and added that they don't have to make so many arrangements like when using hot asphalt. Mr. Ferrara was excused from the meeting at this time. Review items for budget amendment ordinance - City Clerk Martinez reviewed the items on the proposed General Fund budget amendments and noted that there would be a change in these amounts if they lease purchase the paving equipment. Councilman Asting stated that the question came up about trained employees to operate the equipment and the County has offered to train our personnel if we can't hire someone who's familiar with the equipment. Councilman Inman asked how many additional employees will be needed and Mr. Copeland replied five. -2- Council Special Meeting & Workshop Minutes April 18, 1985 o o Review items for budget amendment ordinance - (Continued) - City Clerk Martinez stated that Council is familiar with the sign machine building and air conditioner items. Mayor Baugh stated that he's tried to get the signs for five years but couldn't get them. City Clerk Martinez noted that they've spent $15,777. for sign supplies to date and based on what they still need to complete the program this should put them in compliance with State Statutes. City Clerk Martinez stated that the figure for the incinerator is an estimate because they didn't get the bids back yet. Mr. Copeland said he talked with Ron Austin of Tarmac and they make a special block weighing about 70 pounds and they could have a footer 24" wide and have a three sided retainer wall and flare it at one end so it won't wash out. He added that this figure includes the labor to lay the block also. Councilman Prater reviewed the need to cap the blocks with a structural angle. Councilman Rotundo suggested they add the figure of $6,000. for the tank. City Clerk Martinez stated that Legal Counsel needs $17,000. to make it balance at the end of the year. Councilman Rotundo noted that's due to the lawsuits. City Clerk Martinez stated that the insurance amount of $17,500. overexpended will be broken down by departments and this was over due to the change of insurance carriers and an update of all equipment to put the valuations at replacement cost,plus the additional equipment that was purchased this year that had to be insured. She noted that there was a rate increase of about 25% also. City Clerk Martinez stated that the Fire Department had a theft and they were reimbursed $3,262. and it went to the General Fund and Council approved that the budget be amended to incorporate this amount. City Clerk Martinez stated that the Port Authority combined Phases II and III of the grant project and they' will reimburse the City $33,740. this fiscal year but the City only budgeted $12,000. She noted that Menard Park had an additional amount of $11,000. because it was based on figures of two or three years ago and was carried over at the same figures and inflation hit. She added that this figure was approved by Council and is not reimbursable. She pointed out that they negotiated the bid and got $5,000. off the bid. She stated that the school bus shelter is similar to the Fire Department and it went to the General Fund and has to go to Parks and Recreation. City Clerk Martinez stated that they're going out on bids for the bike path and it will be from the recreation impact fees. Councilman Inman asked about the expansion of water lines on Park Avenue and City Clerk Martinez replied that one is on the south side and one on the north and will run parallel. There was a dis- cussion about what side of the street the water lines would be located. Councilman Inman pointed out that the bike path has to have a curb and City Clerk Martinez said the figure includes that plus it's concrete, but this is strictly an estimate. City Clerk Martinez stated that the Police Department items not budgeted were clothing allowance which the union contract incorporated and the unemployment compensation, which has some claims being paid now~ City Clerk Martinez stated that for the new construction they need to adopt a Special Assessment budget as it doesn't come under the General Fund and it's reimbursable at two-thirds and is 2.3 miles. -3- Council Special Meeting & Workshop Minutes April 18, 1985 ~ Q Proposed ordinance for satellite dish antennas (Continued from 4/15/85 regular Council meeting)- Councilman Asting stated that his recommendations were incorporated in the new draft ordinance and he feels that including some of the other items would infringe on the rights of the people and would be over-governing. Councilman Inman said he'd like to see item 3 deleted in its entirety as there will be arguments between neighbors and property owners. Councilman Asting noted that elsewhere in the ordinance it specifies how far the units should be from the set back line but somebody might put one up that would obstruct the view of an adjoining resident. City Clerk Martinez questioned who would determine if it's an obstruction and Councilman Asting replied it would be the Code Enforcement Officer, who would investigate it and if it's valid, they'd have to move it. Councilman Inman said it's expensive but if a neighbor objects to where he puts it and it's within the guidelines, he'd have to get a ruling against him. Mayor Baugh agreed it would be a determin- ation from the Code Enforcement Officer and may need a judgement call. Councilman Inman suggested that read "licensed TV technician". Inman stated he agreed with the in item 4 the word "licensed" be inserted to Mayor Baugh agreed with him. Councilman rest of it. Councilman Prater asked about the existing dishes and Mayor Baugh said it would have to be effective as of the date it's accepted. Councilman Inman stated that he researched about the 120 MPH winds and no dish antenna will withstand that and he was told to take the antenna down to ground level in high winds. Councilman Asting pointed out that the dishes are getting smaller all the time. Councilman Prater questioned if the dish could be energized under heavy weather conditions and both Councilmen Inman and Asting replied no. Councilman Asting stated that some cities regulate the people but he feels the people should have the right to determine what they want to do on their own property. Mayor Baugh asked for a motion to adjourn the Workshop and go back to the Special Meeting. Councilman Rotundo so moved. Councilman Inman seconded the motion. Motion CARRIED 5-0. Mayor Baugh called the Special Meeting back in session. Recommendation on bids from Public Works Department - farm tractor and sweepster - Councilman Asting moved to authorize the purchase of the tractor and sweepster from Volusia Ford Tractor for the price of $11,400. Councilman Prater seconded the motion. Mayor Baugh asked about the warranty and Mr. Copeland said he thinks it's for 12 months. Motion CARRIED 5-0. Recommendation on bids from Public Works Department - paving equipment City Clerk Martinez pointed out that any decision should be subject to financing. Councilman Asting moved to purchase the chip spreader, the distributor, and rubber tired roller from Mason Equipment in the amount of $134,888. subject to agreeable financial lease purchase arrangements. Councilman Rotundo seconded the motion. Councilman Prater questioned if the motion should state that there's a $2,500. discount and Mayor Baugh replied that it's in the price. Councilman Asting stated that his motion was based on the recommendations of City Engineer Gerry Ferrara. Mayor Baugh asked about the warranty and Mr. Stinson said he's involved in two of the three pieces and it's a one year warranty for the distributor and the spreader. Mr. John Eason said it's one year warranty on the roller also. Motion CARRIED 5-0. Councilman Asting moved that the City Clerk/Administrator go out for pro- posals on the financing of this equipment, in conjunction with the auditors. Councilman Prater seconded the motion. Mr. Eason stated that it will be simple to get the financing with this quality of equipment. Motion CARRIED 5-0. -4- Council Special Meeting & Workshop Minutes April 18, 1985 \ 0. (J Review items for budget amendment ordinance - City Clerk Martinez stated that this will be broken down, some from restricted funds and some from others but this is an overall summary and the City Attorney needs to draft an ordinance. Councilman Asting pointed out that this would be minus the money to be returned to them. Mr. Kish said they have to amend the budget to balance it and deter- mine what's taken from unappropriated but for the special assessments they can set it up as a special fund which would reflect the one-third transfer from the General Fund. City Clerk Martinez asked if they can incorporate the special fund in the general fund ordinance and noted that they didn't do a resolution of intent yet. Mr. Kish said they can run it through separate or together but when they make the expenditures the disbursements have to be made from the special assessment fund at 100% and two-thirds will come from a special assessment levy. He added that they can incorporate it in one ordinance, but they need the expenditures coming from the special assessment fund. Mrs. Rickelman suggested they amend the original budget ordinance and adopt an ordinance in one. City Clerk Martinez noted that would be more than one subject. Mr. Kish stated that he's seen municipalities adopt it on one fund. City Clerk Martinez noted that they'd be adopting and amending which is two subjects. Mr. Kish said he didn't see a problem with that. Mayor Baugh suggested they include in the motion pending the Attorney's recommendation as to whether they need one or two ordinances to make it legal. Mayor Baugh suggested a motion to accept the proposed changes in the budget amendment with the City Attorney to draw up the ordinance and if necessary, draw up another ordinance for the special assessment budget. City Clerk Martinez pointed out that they still have to vote on the ordinance and then to agree on the dollar figure. Councilman Rotundo so moved. Councilman Asting stated the ordinance should be coordinated with the auditors and Councilman Rotundo agreed as the maker of the motion. Councilman Asting seconded the motion. Motion CARRIED 5-0. Proposed ordinance for satellite dish antennas (continued from 4/15/85 regular Council meeting - Councilman Inman moved to accept this ordinance on satellite dish antennas, deleting section 3 of the ordinance and adding to section 4 to read "Stations may be ground or roof mounted and shall be installed by a licensed TV technician". Councilman Asting seconded the motion. Motion CARRIED 5-0. Mayor Baugh asked for a motion to adjourn. Councilman Asting so moved. Councilman Inman seconded the motion. Meeting was adjourned at 3:52 P.M, Minutes submitted by: Lura Sue Koser ~~ ~ r <;1 ---l 0 ATTEST: ~~ CITY CLERK Approved thi .~~"""? ~ ~-':r~//..,..pL (39UNCILMAN - ZONE FOUR ~ ,198 S . -5- Council Special Meeting & Workshop Minutes April 18, 1985