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02-28-1985 - Special/Workshop . \ . Q Q CITY OF EDGEWATER SPECIAL MEETING AND WORKSHOP FEBRUARY 28, 1985 MINUTES Mayor Baugh called the Special Meeting and Workshop to order at 2:00 P.M. in the Community Center. He stated the purposes for the meeting were to discuss and possibly take action on the water treatment and supply for the City and the condition of the Wildwood streets. 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 Kinsey Sergeant William Lenz Present Excused Present Excused Also present were Mr. Earl Copeland, Public Works Superintendent; Mr. Terry Wadsworth, Utilities Superintendent; Mr. Robert DeLoach, Water Plant Super- visor; Mr. Paul Porter, Vice President and Mr. Terry Zaudtke, Project Engineer from Conklin, Porter and Holmes Engineering; and later in the meeting, Mr. Frank Hall and the attorney representing Mr. Hall, Mr. Tom Wright. and Mr. Gerry Ferrara. Mayor Baugh asked for a motion to adjourn the Workshop and go into the Special Meeting. Councilman Asting so moved. Councilman Inman seconded the motion. Motion CARRIED 5-0. Mr. Porter and Mr. Zaudtke arrived at the meeting at this time, 2:02 P.M. Mr. Porter stated that they looked at what they could do on a temporary short term to alleviate the water demands until something major can be put on the line. He presented a handout of information that was titled "Table 4-2 Projected Design Capacities"with "Chapter 5 - Proposed Alternatives for Treat- ment Plant". Councilman Asting asked if the proposals were in line with wells 4 and 5 and Mr. Zaudtke replied that it would be wells 3, 4, and 5 and they'll have larger pipe than the 8" now and will run a parallel line. Councilman Asting asked if the plant can handle that increase and Mr. Porter replied no. Mr. Porter noted that the second alternative is to augment the line coming from the plant into the City and it's a problem with an 8" line going for about 4400 feet along Park Avenue and he recommended they use a 12" line across the street. He pointed out that the third item is to get more water into the plant by blending treated water with a small percentage of untreated water. He added that these improvements would be about 10% to 15% improvements. Council- man Rotundo asked if this would be without any construction and Mr. Porter replied that they'd need a blending tank. Mr. Porter stated that they've talked with D.E.R. and they have to have evidence that the blended water will meet the requirements and it has to be a very small portion and has to be bacteriologically clear. Mr. Wadsworth noted that they hadn't had a well failure in the last year. Mr. Zaudtke stated that they usually don't have a bacteriological problem in the Florida aquifer unless it's in the casing. He added that it would be about 1100 gallons per minute increased without adding wells. Councilman Asting asked if wells 4 and 5 could stand the draw- down without a problem, and Mr. Porter said he didn't think it would be that much of a problem but they'd watch it. Mr. Wadsworth pointed out that they were designed and approved for 300 GPM and they're getting 200 GPM because of the pipe size. He added that wells 4 and 5 are on a 10" line and 113 to the plant would be a larger pipe. Mr. Zaudtke noted that it would be about 1100 feet. Mr. Porter agreed they're trying to get too much water through the small lines. Councilman Asting stated that it will put that much more water into the plant for treatment and Mr. Porter said they're talking about augmenting that line also and they have from the plant to well III for 12" line and from the plant it goes to 8". He added that there are provisions to run 10" into town and they can cross the street and run a 12" line on the other side. o o Councilman Asting asked if they'd have to run the 12" clear to the Florida Shores storage tank and Mr. Zaudtke replied that it would be 12" from Park Avenue and down Mango Tree to Florida Shores. Mr. Porter stated that the fourth alternative is additional carbonation detention and there seems to be a belief that there isn't enough detention time for the C02 to react and the line is clogging up the filters. He stated that the fifth item is a new well and it could be a spare, and the sixth item is an additional high service pump to get more water through. He stated that the first three alternatives could be done right away and the other three are possibilities, but not emergencies. Councilman Asting said in the near future they should acquire wellsites and have them in reserve. Mayor Baugh asked the length of time for these items and Mr. Zaudtke stated that the City could do the work on the well lines but the other job is too big with day to day work and they need to know that D.E.R. .will let them do it before they get into the design. Mr. Porter pointed out that they'd both talked to a man at D.E.R. and he'd told them he didn't think there would be a problem, but they need to see a report about water quality from the well and how the two will blend. He suggested they pull samples and turn them in to see if they'll approve it, but he added that they'd been given a positive indication. Mr. Wadsworth pointed out that there will be a time delay because of the authorization from Council and the drawings to go to D.E.R.and bids for materials. He added that they'll have to bid the labor on the Park Avenue project because the City doesn't have the equipment or manpower for it. Mayor Baugh asked if they have time to do the 10" line and Mr. Wadsworth replied that they can do that in about three days when they get through the bid process and get D.E.R. approval. Councilman Asting asked where the blending tank would be located and Mr. Porter replied that it will be on the treatment plant site and close to the existing equipment. Councilman Asting asked if that would have to be built by contractors and Mr. Zaudtke noted that it would have to be a different contract then that for working on the street main. City Clerk Kinsey asked if the 10" line might be available on State bid and Mr. Wadsworth said he didn't see any and he thinks it's because municipalities use so many different sizes. City Clerk Kinsey noted that they could save the bidding time if it were available. Mr. Porter pointed out that they have to get the D.E.R. permit and they can be reviewing it while they're buying the materials. Mayor Baugh asked where they do the testing and Mr. Zaudtke replied that it's any lab licensed by the State. Councilman Asting asked if they have to contact D.E.R. for approval of the blend and Mr. Wadsworth noted that the two lines will also need approval. Councilman Asting reviewed that the 10" line from #3 well to the plant would be installed .bythe City and the blending tank would be at the present site east of the dry well. Mr. Wadsworth agreed that would be the logical place. Councilman Asting asked if it would be 100,000 gallons and Mr. Porter said it probably will be but they haven't established that yet. Mr. Wadsworth noted that the 12" line goes to 12th Street and then it goes to 6" lines to the tower to maintain pressure to the Shores. Mayor Baugh pointed out they might have a problem with the bike path being put there and they'd have to put this in first. City Clerk Kinsey suggested they be coordinated. -2- Council Special Meeting & Workshop Minutes February 28, 1985 . I o o Councilman Asting asked if the engineers could handle getting D.E.R. 's approval and Mr. Porter said they'd handle it. Mr. Wadsworth pointed out that it has to be sealed by the engineers and the two lines won't take time but the tank will. Mr. Porter said they should be able to get it in 2~ to 3 weeks. Mr. Zaudtke suggested they get the sample to know what they want to blend and write to Mr. Huttner at D.E.R. and start on the design, and he'll work up the percentage of the raw water and treated water. Councilman Asting asked if D.E.R. could expedite it and Mr. Zaudtke said it depends on their work load but with permits they automatically have 30 days to review them. He added that they can submit a short form on the distribution line and if they don't approve it in 30 days, it's automatically approved, but the City would have to take bacteriological tests. Mr. Porter pointed out that Mr. Huttner is very cooperative. Councilman Asting asked if this will be compatible to expansion if they decide to expand in the future and Mr. Porter and Mr. Zaudtke both agreed it would be, and they could set up the blending tank and the clear well and they would have interconnections. Councilman Asting asked if they'd done any research on the type of units they might add to the plant and Mr. Zaudtke passed around brochures and reviewed the equipment. Mr. Zaudtke stated that they need to figure out how to dewater the lime sludge and they might look at going with a belt process and have a truck there to take the sludge to the sewer plant. Councilman Asting asked if the units in the brochure will work well in our plant and Mr. Zaudtke repied yes, and there are about 100 units in Florida now. Mr. Wadsworth pointed out that Port Orange has this type of filter and softening equipment and it works very well there, and he added that Port Orange gets 96 hours on their filters and Edgewater"gets 24, and Infilco sells more than any other manufacturer. Councilman Asting pointed out that this procedure would increase production by 10 to 15% and to further purify the water they can add these units later on. Mr. Porter suggested it not be much later. Councilman Asting said they can put in new blending tanks and lines and the new units and asked where the unit would be located. Mr. Wadsworth replied that it will be west of the fence on City property. Councilman Asting asked if there would be sufficient room there and Mr. Wadsworth replied yes. Councilman Rotundo pointed out that they still have to expand the plant and Mr. Zaudtke said they'll meet the emergency situation with the 10 to 15% increase. Councilman Rotundo noted that they need land to add to the plant they have now. Mr. Porter briefly reviewed another handout entitled "Table 4-2,Projected Design Capacities" which detailed the five alternatives with estimated costs. Mr. Zaudtke said with the level of service and they way they're operating some of the components, if something breaks they're in trouble and they need to maintain the same level of service to the community. Mr. Zaudtke read the five alternatives as being: Alternative 1 - Expansion of existing facilities; Alternative 2 - Construction of a new facility to replace existing plant; Alternative 3 - Construction of a new facility to augment the existing facility; Alternative 4 - Two phase construction of a new facility; and Alternative 5 - Expansion and modification of existing facilities. Mr. Porter reviewed the costs for each alternative as follows: Alternative 1 - $3,957,123.; Alternative 2 - $4,718,709.; Alternative 3 - $3,997,746.; Alternative 4, phase 1 - $3,947,324.; Alternative 4, phase 2 - $1,604,349.; and Alternative 5 - $4,255,162. Mr. Porter stated that these costs include land acquisition for well sites and they've estimated about $10,000. an acre for land. He pointed out that when they buy well sites they have to be sure of having a 200 foot radius around it. -3- Council Special Meeting & Workshop Minutes February 28, 1985 . \ o o Mr. Porter stated that the costs include a bigger line to run from the plant to the City because with a larger plant, even the 12" line won't do the job. He said he thinks it's 8" on the north and 12" on the south and later on when the City is at capacity they'll pick up the 8" line and replace it with 12" or 16". He added that it's the cost from a new wellfield to the present plant site, and they're including a cost from a plant site on 442 into the City. Mayor Baugh asked the size of the pipe in New Smyrna Beach and Mr. Wadsworth said he thinks it's 16". Mr. Zaudtke noted that theirs is about five miles long. There was a discussion about elevated and ground level storage tanks and Mr. Porter said the ground storage is cheaper. Councilman Asting asked if New Smyrna Beach has had any problems with ground storage and Mr. Wadsworth said they pay for electric and pumping costs but with elevated there is maintenance of the tanks. Mr. Zaudtke noted that a manufacturer has a concrete elevated tank which is precast and isn't much more than the regular elevated cost and would be less maintenance. Councilman Asting said they'd probably have to go with ground storage due to cost and Mr. Porter noted it doesn't all have to be done right away and storage can be deferred. Mr. Zaudtke said they want to get the building set up so they can add equipment later without renovating the entire plant. Mr. Porter pointed out that the building is cramped and they'll have to work it out. Mr. Porter requested Council's input on the alternatives so they can research further and review revenue bonds to get the cash to do it. Councilman Rotundo asked if they go with the easiest way now if it will cause an effect when they expand the plant. Mr. Porter replied that it shouldn't be harmful to the long range plan and putting the 12" line on Park Avenue will do a lot of good. Councilman Rotundo asked the costs of what they want to do now and Mr. Zaudtke replied that the 10" line would be done by the City at approximately $6,200. and the blending of the water will be about $100,000. and the 12" line will be about $61,000. Mayor Baugh pointed out that all the materials would be used with the expansion and Mr. Zaudtke agreed. Mr. Porter noted that if they pick the one alternative on a long range, it will require a different site that wouldn't fit so well. Councilman Rotundo asked if a new plant and the existing plant would interconnect and Mr. Porter replied that Alternative #2 would be going to another site and Alternative #3 is going to another site and building a supplemental capacity. Mayor Baugh suggested they study the long range service. Councilman Rotundo asked the engineers' advice on the alternative based on what they think is best with limited money. Mr. Porter stated that Alterna- tive #5 is the most attractive, in his opinion, which would be on the site and replacing the Gyrazurs. Mayor Baugh asked the amount of water with Alternative #5 and Mr. Porter replied it would be about 4.8 MGD. Councilman Inman pointed out that they don't want a plant outdated before it's completed. Mayor Baugh requested a motion to close the workshop and go into the regular meeting on item 1 only. Councilman Asting so moved. Councilman Inman seconded the motion. Motion CARRIED 5-0. Councilman Asting said they have to first get D.E.R. permission and send samples in and he moved that the samples be sent in to D.E.R. for approval and that they go out on bids for the materials for the installation of the 10" line from well #3 to the plant and go out for bids on the installation of a 12" line from the plant to Mango Tree. Mayor Baugh asked if the motion is to go along with what the engineers suggested and Councilman Rotundo said all three items, and he seconded the motion. Motion CARRIED 5-0. -4- Council Special Meeting & Workshop Minutes February 28, 1985 o o Mr. Wadsworth questioned if Council approval is necessary to coordinate the bike path project with Mr. Ferrara and City Clerk Kinsey noted that Mr. Ferrara has already been authorized to handle the bike path project. Mr. Wadsworth asked if they want the engineers to go ahead on the preliminary study and look at the best alternative. said they were authorized by Council to complete the study Prater agreed. Mr. Porter said he wanted to get Council's preference of the alternatives. with the report Councilman Asting and Councilman input as to their Councilman Rotundo questioned if they'd need a referendum if they select an alternative and City Clerk Kinsey said it's just a study at this point. Councilman Asting pointed out that the engineers recommended Alternative #5 and they shouldn't go against their expertise. Councilman Prater said this was with the updated equipment and Mr. Porter agreed. Mayor Baugh stated that he doesn't want to go with another facility after the amount that was put into the present facility. Mr. Zaudtke said they should utilize the present plant if they can and Alternative #5 uses most of it for a number of years and then deletes the troublesome components. Mr. Wadsworth said they'd do up the specifications and go out for bid. Mayor Baugh asked for a motion to recess the meeting. Councilman Prater so moved. Councilman Asting seconded the motion. Meeting was recessed at 3:10 P.M. Mayor Baugh called the Special Meeting back to order at approximately 3:20 P.M. and asked for a .motion to go into the workshop session regarding item 2 on the agenda regarding Wildwood streets. Councilman Inman so moved. Councilman Prater seconded the motion. Motion CARRIED 5-0. Mr. Ferrara stated that he'd written a memo regarding the streets in Wildwood and the section of concrete is being broken up or has been broken up and it looks like a combination of heavy equipment and normal vehicles used during the time of construction. He added that the question is who is going to fix the roads and there's a bond on part of the road sections there but some don't have any bond on them. Mayor Baugh asked if the bond is on the section in question and Mr. Hall replied that it's on Phase II and they're talking about Phase III. Councilman Prater asked if Phase III is concrete and Mr. Ferrrara replied yes, and Phase II is black top. Mr. Ferrara pointed out that there's a problem with the entrance road and the settling in relation to the manholes. Councilman Prater said the blacktop will lay to the contour of the ground and concrete won't. Mr. Ferrara noted that the concrete section where the heavy equipment runs over the edges should have held up. Mr. Hall stated that they had compaction tests. Mr. Ferrara said there's a question on the tests of the strength. Mr. Hall stated that they did a test on concrete, the 28 days and 3600 PSI and he did the best job he could. Mayor Baugh asked if it was on Phase I that it was left that when the entire area was completed they'd come back and recap it. Mr. Hall said the problem was on the second phase that Ward Towers did and then the engineers didn't approve it. He added that the City kept the $12,000. for paving and he then went to concrete so he wouldn't have so many problems. Mr. Copeland asked Mr. Hall if there was lime rock in the phase that Ward Towers did and soil cement in the second one and Mr. Hall replied yes. Mr. Ferrara noted that Phase II is the best and Mr. Hall said the City Engineers wouldn't accept it and the City kept the money. Councilman Rotundo asked if the streets are dedicated to the City and Mr. Hall said they were dedicated in 1981. Mr. Ferrara pointed out that they were dedicated by plat but the acceptance is different and normally after a waiting period of one year there's an inspection made and a decision made by the City to accept or not accept the roads for maintenance. Mr. Hall said he understood it was one year and the City took it. City Clerk Kinsey stated that the City didn't take it formally. Mr. Ferrara pointed out that it should be a standard procedure that it be on a one year maintenance and if it holds up then the City would take it over for maintenance. City Clerk Kinsey noted that there is that procedure now but it wasn't in effect before. -5- Council Special Meeting & Workshop Minutes February 28, 1985 o o Attorney Tom Wright, representing Frank Hall, said at one time Frank Hall prepared restrictive covenants and these were put on there and were recorded November 12, 1981, so anyone who purchased a lot since then from Mr. Hall would purchase subject to the covenants and there's a provision that reads if during the course of and due to construction the concrete road is damaged the owner of the lot and not th~ developer shall be responsible for all costs and expenses of restoration and repair to a like new condition and this repair or restoration shall be completed within three months of the date of the damage. He noted that all the owners have the right to enforce these covenants, but it would require them to go back against the builder or the heavy equipment company. Councilman Rotundo asked the amount of money involved in the damage Mr. Ferrara stated that 50 to 60% of the road is in bad condition. said he didn't agree that it was that much. and Mr. Hall Councilman Prater asked if it's 4" and Mr. Hall replied yes and that's what Briley, Wild Engineering asked for. Mr. Copeland asked if they're talking about just the east side or the west side and Mr. Ferrara said they're referring to the main portion. Councilman Prater pointed out that the one turn is real bad. Councilman Rotundo asked how much repair they're talking about and Mr. Hall said he doesn't know. Mr. Ferrara pointed out that they can take just the section that's busted up and crack it into smaller pieces and asphalt it to bind it together which will act as a base or they can replace it with concrete and cut out the pieces in question. Mr. Copeland said he'd agree they could bust it up and tack coat it and put on a levelling coat and asphalt. Mr. Ferrara pointed out that it's the same as 3" for stabilization. Mr. Hall noted that any concrete road has cracks in it. Mr. Ferrara stated that they try to control that with controlled cuts. Councilman Prater said they use mesh to reinforce it and Mr. Ferrara noted that they're getting away from that. There was a discussion about the PSI of the concrete. Councilman Rotundo asked if some of the contractors are still in there who did the damage and Mr. Hall questioned how they could blame it on someone. Mr. Ferrara agreed they'd have to be able to prove the man did the damage. There was a discussion about the various people that work on the construction of the homes. Councilman Asting pointed out that some of the streets in Florida Shores broke off on the edges also. Councilman Rotundo said when they put the roads in, there's a resolution or ordinance that states they'll fix that road. Councilman Asting stated that it's the responsibility of the Building Official when he makes the inspections. City Clerk Kinsey pointed out that he wouldn't know who caused the damage. Mayor Baugh suggested they could come back on the contractors rather than the individual. Councilman Rotundo asked the amount of money involved and what is most feasible to rectify the problem. Mr. Ferrara said probably the resurfacing concept to make the pieces smaller and top it or they can take out sections and repour it. Mr. Hall suggested they do a study of the cost. Mr. Ferrara stated that he can come up with a cost both ways and measure the length. Mr. Hall stated that he isn't agreeing to anything but if he feels he can bear some of the cost, he'll do it. Mr. Ferrara pointed out that this problem is occurring allover. Councilman Asting asked how they can prevent it in the future. Mr. Ferrara replied the developer gets the blame and in the County they're to the point that before the power is turned on, everything has to be right and the street has to be corrected then. There was a discussion about drainage swales being torn up. Mr. Hall suggested the City require a bond and hold it until they get 75% of the houses built. Councilman Asting stated that it was suggested to him that all contractors put up a bond. Mr. Copeland asked if it's required that a developer post a bond and Mr. Hall replied that they have to put in roads or the bond. Mr. Copeland said he thought they could put the base in and after the heavy equipment is done, they could put in the street. Mr. Hall noted that the time element is involved there. Mr. Ferrara stated that it takes 6 or 7 years to put in a subdivision. Councilman Prater asked how many contractors were in Phase III and Mr. Hall said 6 to 12 with Sherlock Homes building about 90%. -6- Council Special Meeting & Workshop Minutes February 28, 1985 o o Mr. Vic Rosa, 317 Wildwood Drive, said he didn't know the price of streets but if the contractors put up a bond for $50,000.00 to the City and then the repairs come to $150,000.00, the contractor would be ahead to forfeit the bond. Mr. Ferrara explained that they put up 110% of the cost as a bond and as he needs money, he draws it and the 10% is the maintenance bond that stays for one year. Mr. Rosa stated that if the roads don't hold up in this short a period of time, it must be inferior. Mr. Ferrara said the only control the City has is that the house doesn't get the C.O. Councilman Asti~g pointed out that they issued instructions to the Building Official that it's part of his job to check the sides of the roads and the contractor is responsible for it. City Clerk Kinsey suggested the final C.O. and power be held up. Mr. Ferrara stated that the builder has to be aware that it will,be held up. City Clerk Kinsey noted that there's a memo that goes out with the building permit appli- cation package that clearly states the final C.O. will be held up if road conditions are not as previously stated. Mr. Ferrara stated that if it wasn't enforced before, they need to know that from now on if something like that happens they have to pay the price, and if they know it will be enforced they'll pay attention to it. Mayor Baugh asked how many more houses have to be built yet and Mr. Hall replied it would be 6 to 8 more houses on that one road. Councilman Asting stated that the Building Official is responsible for inspecting the roads in front of the building sites and before the C.O. is issued, the contractor should be made to repair any damages to swales and to the roads and edges of the roads. Mr. Ferrara pointed out that the PSI that was used in 1981 isn't strong enough to build roads and they recommend 5,000 at 4~" with sides of 6". Mr. Hall stated that he bought concrete from Lone Star who'd met with Briley, Wild to come up with it. Mr. Ferrara asked if they stabilized it and Mr. Hall said it was compaction. Mr. Ferrara said if they stabilize it, they can go thinner on the concrete but he'll look at it with Earl Copeland and come up with a cost. He suggested Mr. Hall go along with them on the inspection. Mayor Baugh asked Mr. Hall if he has an objection to mixing the concrete and the blacktop and Mr. Hall said he won't be driving there when he moves from Park Avenue. Councilman Asting noted that they use both up north. Mr. Hall suggested they not repair the roads until all the houses are finished which will be in about two or three more months. Mayor Baugh agreed. Mayor Baugh said the Building Official has to be sure the contractors are aware they're responsible for any breaking up of the roads. Attorney Wright pointed out that's how it is contractually now and the homeowners can sue on the covenants but will have to police the trucks. Mayor Baugh asked Mr. Hall if he'll come back to a future meeting and Mr. Hall replied that he's always willing to talk. Mr. M. L. South, 313 Wildwood, said that he had a house built by telephone and mail and he doesn't want to get to the point where the homeowner is responsible for it, and he thought the cost of the lot included the cost of the roads. Councilman Asting moved to go back into the Special Meeting. Councilman Inman seconded the motion. Motion CARRIED 5-0. Councilman Asting moved to authorize the City Engineer to make a study and prepare costs and report to Council. Councilman Prater seconded the motion. Motion CARRIED 5-0. Councilman Asting moved to adjourn. Councilman Inman seconded the motion. Meeting was adjourned at 4:00 P.M. -7- Council Special Meeting & Workshop Minutes February 28, 1985 '"' .. ...... '. ~ Minutes submitted by: Lura Sue Koser " ATTEST: ~~ CITY CLERK -"< ./" i1- Approved this~day of ~.A , 198$. ~--c 0 A MAYOR \--~ \J TWO . ~ /- . /24/, C:(,6 it . COUNCILMAN ~ . ONE TH:d l..-7'-'__~ -:'~~ ____-."~ ~OUNCILMAN - ZONE FOUR ~ ~ ~ ~ -8- Council Special Meeting & Workshop Minutes February 28, 1985