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02-21-1985 - Special/Workshop ~. .. o o ~.~ CITY COUNCIL OF EDGEWATER SPECIAL MEETING AND WORKSHOP FEBRUARY 21, 1985 MINUTES Mayor Baugh called the Special Meeting and Workshop to order at 3:00 P.M. in the Community Center. He stated the purposes were to discuss: 1) road paving and resurfacing and the method used by the County, 2) recommendation on bids for Menard-May Park project, and 3) designation of officer in charge in the Police Department. 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 Present Also present was Mr. David Garrett, Recreational Director/Building and Maintenance Superintendent. Mayor Baugh requested 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. Road paving and resurfacing and the method used by the County - Councilman Asting stated that he'd just received information from Mr. Earl Copeland, who had talked with Mr. Flack in the Public Works Department of the County, and he told him that their equipment is scheduled for the next two years. He suggested a meeting with Mr. Tom McClelland, Public Works Director for the County, and perhaps the City could get inserted in tpe schedule at an earlier date. Mayor Baugh asked if they indicated they'd be interested and Councilman Asting replied that he didn't think they committed themselves. Councilman Asting pointed out that they'd done this for Pierson and in Deland and perhaps they could be persuaded to do some of our streets before they do those in the rural areas that aren't travelled much. He then suggested the City Clerk prepare a letter to the Public Works Director for the County and ask for a meeting of Council with him. He noted that he spoke with Mr. Jack Ascherl concerning this and he agreed it would be beneficial to Edgewater. He added that he'd like Mr. Ferrara, the City's engineer, to be present also. Mayor Baugh suggested they request the County Manager be there also and Councilman Asting agreed they could ask him. City Clerk Kinsey pointed out that a contract would have to be entered into with the County. Councilman Asting stated that they probably would charge cost plus wear and tear on the equipment, but it would still be a big savings for Edgewater. Mayor Baugh asked if all Council members had looked at the method and all agreed they had. Councilman Inman said he was familiar with its use in the Daytona Beach area and they have to warn motorists about loose rocks but eventually it will pack down. He added that it seems to be holding up in that area better than on his street, Travelers Palm. He also commented on the tremendous cost factor and the additional amount that could be done. Councilman Asting suggested the possibility of the City's buying the equip- ment due to amount of roads to be done, and he stated that the older streets in Florida Shores were done by this method in the 1950's and they've required very little maintenance and have held up well. Councilman Prater pointed out that if they get the streets done before they get too bad, they won't have as much filling to do. Councilman Asting stated that for new construction the County contracts with one of the paving companies who will lay the soil cement base and a tack coat and cover it with dirt and after it sets, they go over it with this method which would be cheaper also. It . o o ~. Road paving and resurfacing and the method used by the County (Continued) Councilman Rotundo suggested they get the names of the equipment used. Councilman Asting said if they meet with the County and they can't do it, perhaps they can tell them where to get the equipment. Councilman Rotundo suggested they might rent the equipment. Councilman Asting reviewed some of the streets that need to be done. Councilman Prater pointed out that the biggest procedure in the new construction would be tilling in the soil cement. Councilman Rotundo stated that he talked with Ron Austin at Lone Star who told him they have all the rock there and it's what the County uses. Councilman Asting said he asked Mr. Copeland to check to see if any other contractor does this kind of surfacing but he said no, the only one he knew of is in Georgia. Mayor Baugh noted that they use this same type of construction out west where the temperatures are so low. There was a discussion of the equipment that would be needed if they decide to purchase the equipment. Councilman Prater suggested the possibility of getting it at a liquidation sale. Councilman Rotundo said they could do all the roads in five years if they get into it. Recommendation on bids for Menard-May Park project - City Clerk Kinsey said she contacted the City Engineer at the Council's request to get engineering figures but he was unable to provide them on such short notice, but he suggested the bid be awarded subject to a possible negotiation. She noted that she wasn't familiar with negotiating on bids but the City Engineer said it's done all the time and if the bid is over budget, you negotiate with the lowest bidder to try to go back to budget or grant price. She stated that she tried to contact the City Attorney after she received the infurmation from the City Engineer to see if it's in violation of the purchasing procedure. Councilman Asting pointed out that they'd want to negotiate the $125,000. bid down to the $117,000. grant amount. City Clerk Kinsey stated that they wouldn't be negotiating a change in what he'd be doing but in the materials he'd be using to do it, and they may have to make it smaller in volume. Mayor Baugh and Councilman Asting pointed out that they have to stay in the guidelines of the grant. Councilman Rotundo commented on the difference between the two bidders from $125,000. to $140,000. Councilman Asting asked if they can negotiate with the contractor to get it down to the grant amount. City Clerk Kinsey said they could award the bid subject to the possibility that it be negotiated down, and if not, then it could be the way that David Garrett stated in his memorandum. Councilman Rotundo suggested the City could buy the materials and save on the sales tax. City Clerk Kinsey pointed out they have a May 31st completion deadline. Mr. Garrett stated that construction time is 90 days. Councilman Asting asked if they can request an extension and City Clerk Kinsey replied no. Mr. Garrett read from a letter regarding the failure to complete by June 30, 1985, will be cause for termination of the contract and they can demand repayment, and he said they recommend it be 30 days prior to deadline to refund the money. Designation of officer in charge in the Police Department - Councilman Asting stated that he understood from the last meeting that Sergeant Lenz was to take six weeks as officer in charge but because of discussions with the other Sergeants he thought this past Monday that Sergeant Lenz would go back to his shift and Sergeant Westfall would take over for a month and no evaluations would be made while they're acting in charge. He said he thought at the end of the 30 days then Sergeant Britain would be given the opportunity to be in charge of the department. He noted that Sergeant Lenz has laid down the guidelines for the department and it's running well and he intends to have the Council prepare a commendation for Sergeant Lenz for the fine work he's,done in the department, to be placed in his file. -2- Council Special Meeting & Workshop Minutes February 21, 1985 .. . , o o Designation of officer in charge in the Police Department (Continued) - Mayor Baugh said they were going to change it on March 18th, and Sergeant Lenz would be in charge until then. Councilman Prater said he thinks there will be a lot of confusion with three top men in the positions at different times and if they want to rotate the duties he thinks they should have one man for everyone to answer to and for any decisions to be made. Councilman Rotundo asked Sergeant Lenz if he agrees. Sergeant Lenz said it's difficult with three people trying to run a department and they need one person to lead the work and to delegate the different tasks, and if they do it they will establish some organization. Councilman Prater agreed they need a top leader. Councilman Inman said he's in agreement with Councilman Prater and the department was in such a mess, but with Sergeant Lenz's efforts the purchasing procedures are in hand. He added they need to establish somebody in charge on a temporary basis and he suggested one of the Sergeants not interested in the promotion to Lieutenant be placed in charge, namely Sergeant Lenz,since he's in the position now and in charge. He pointed out that there are several priorities such as testing, oral boards, and whatever they need to do to promote someone from Sergeant to Lieutenant, and to establish a hiring procedure for personnel. Mayor Baugh stated that they're doing that now. Councilman Inman noted that they also have to check on the 12 hour shifts, and it would be to their advantage to appoint somone now to make decisions and lead the department the way it should be lead. He stated that when a Chief comes in he'll want to make some changes, but if the department is running smoothly and efficiently, there shouldn't be many changes to be made. Councilman Inman referred to a memo from Rescue to the Police Telecommunicators regarding their operations. Mayor Baugh agreed one person should be in charge. Councilman Asting noted that they've already reinstated the Lieutenant's position and will be appointing one within the next two months. Mayor Baugh suggested they appoint someone to handle the department until that time, and said he agreed with Councilman Prater to have one individual in charge and leave the other Sergeants on the other shifts. Councilman Asting pointed out that when a Chief comes in, it would be up to the Lieutenant and other members of the deparmtent to comply with his instructions. Mayor Baugh agreed one of the first things the Chief would want to do is to determine the status of the department and its workings. Councilman Asting asked Sergeant Lenz if he's willing to continue until March 18th when Sergeant Westfall will come on days. Sergeant Lenz stated they need one person to run the department until they establish testing procedures and promote someone to Lieutenant and he'd be willing to do this but is not inter- ested in the Lieutenant's or Chief's position. He added that two other Sergeants have expressed an interest and he can establish a fair procedure since he's not going to take the test and would be willing to do it as long as the job needs to be done. Councilman Inman asked Sergeant Lenz if he assumes the position of temporary Lieutenant if he'll help set up the testing procedures, oral boards, and write out procedures as to how to do the various things. Sergeant Lenz agreed these could be established. Mayor Baugh pointed out they already have the procedures manual. Councilman Inman stated that he wants a book that a person can turn to and find out 'what to do. Sergeant Lenz said there should be no trouble in showing him what to do. There was a discussion as to the status of the Lieutenant's position and it was clarified that the Merit Board would be reviewing it at their meeting scheduled for February 27th and would make a recommendation to Council. Mayor Baugh pointed out that when the pay is established, it will be retro- active. Councilman Rotundo asked about when the shifts change and Sergeant Lenz said the shifts will rotate and they'll utilize him and take a seasoned officer and put him in the position of acting supervisor to cover the one shift with- out a supervisor and they can rotate the three shifts. Mayor Baugh asked for a motion to adjourn the workshop. Councilman Asting so moved. Councilman Prater seconded the motion. Motion CARRIED 5-0. Mayor Baugh asked for a motion to go into the Special Meeting. Councilman Inman so moved. Councilman Prater seconded the motion. Motion CARRIED 5-0. -3- Council Special Meeting & Workshop Minutes February 21, 1985 . .... u o ~ . Road paving and resurfacing and the method used by the County - Councilman Asting moved that the City Clerk prepare a letter to the Director of Public Works for Volusia County requesting a meeting between the Council and his department concerning street resurfacing in the City of Edgewater and that in addition to the Council, he'd like Gerry Ferrara, the City Engineer, present. Councilman Prater seconded the motion. Motion CARRIED 5-0. Recommendation on bids for Menard-May Park project - City Clerk Kinsey suggested they include in their motion that it be subject to possible negotiation. Councilman Prater moved that they go ahead with it, subject to negotiation of the $125,000. if possible, and if not, go ahead with it as presented to them, to Sheban Enterprises, Inc. for $125,000., the low bid. Councilman Rotundo seconded for discussion. Councilman Asting questioned the stipulation regarding the negotiations because he felt the man would not lower his price if it would be accepted either way. City Clerk Kinsey stated that the man will not have to use the higher grade of material but could go to a lower grade. Mayor Baugh suggested they leave it up to the City Engineer to negotiate it. City Clerk Kinsey stated that Mr. Ferrara offered to meet with Sheban Enterprises and David Garrett on Monday. Councilman Asting said he wants to accept the bid subject to negotiation and Councilman Prater pointed out that if they don't finalize it, the time will be gone. Motion CARRIED 5-0. Designation of officer in charge in the Police Department - Mayor Baugh recommended they leave Sergeant Lenz in charge of the Police Department until such time as the Lieutenant's position comes into being. Councilman Inman so moved. Councilman Asting seconded the motion. Councilman Rotundo asked about his pay and Mayor Baugh pointed out that the recommendation will come from the Merit Board, and it will be retroactive to when he started. Councilman Rotundo asked Sergeant Lenz if that is agreeable to him and Sergeant Lenz said yes. Motion CARRIED 5-0. Councilman Asting moved to adjourn. Councilman Prater seconded the motion. Meeting was adjourned at 3:45 P.M. Minutes submitted by: Lura Sue Koser ~ -, r3..L MAYOR · ~~-d~ ~H/.-f.j. ~ o NCILMAN - ZONE' TWO h$h0,~ COUNCIL~ ZONE HREE 1fs fp F b ATTEST: /~! ~~ -:74J~~+-c- ~OUNCILMAN - ZONE FOUR ~ C~~ d'~ 'Th. Approved this~day of ;:~ . 198$ -4- Council Special Meeting & Workshop Minutes February 21, 1985