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03-27-1986 - Special/Workshop Q Q CITY COUNCIL OF EDGEWATER SPECIAL MEETING AND WORKSHOP MARCH 27, 1986 MINUTES Vice Mayor Neil Asting called the meeting to order at 3:00 PM in the Community Center. ROLL CALL Mayor Earl Councilman Councilman Vice Mayor Baugh Louis Rotundo Russell Prater Neil Asting Arrived Later Present Present Present Councilman James Inman City Attorney Jose'Alvarez City Clerk Connie Martinez Chief Lawrence Schumaker Present Excused Present Present Also present were Mr. Jerry Volkmann and Mr. Frank Marshall of the City's consulting firm of Dyer, Riddle, Mills & Precourt, Inc./ Marshall, Engineers, and Mr. Terry Wadsworth, Utilities Superintendent. Vice Mayor Asting stated the items on the agenda. He suggested that the first two items be held during the Special Meeting section and then go into a Workshop for the engineers' proposals of a wastewater master plan for Florida Shores. No Council member expressed an objection. Res. 86-R-17 Authorizing City officials to execute agreements with Florida Department of Transportation re: traffic signal maintenance - City Clerk Martinez read the Resolution. RES. 86-R-17 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EDGEWATER, FLORIDA, AUTHORIZING THE APPROPRIATE CITY OFFICIALS TO EXECUTE A TRAFFIC SIGNAL MAINTENANCE AGREEMENT WITH THE FLORIDA DEPARTMENT OF TRANSPORTATION, INCLUDING TRAFFIC SIGNAL MAINTENANCE AND OPERATION REQUEST ORDER NO.1; DESIGNATING THE CITY ENGINEER OR POLICE CHIEF TO APPROVE LISTS OF SIGNAL- IZED INTERSECTIONS AND EQUIPMENT WHICH WOULD BE CONTAINED IN REQUEST ORDERS FROM THE FLORIDA DEPARTMENT OF TRANSPORTATION; REPEALING ALL RESOLUTIONS IN CONFLICT HEREWITH, AND PROVIDING FOR AN EFFECTIVE DATE. Councilman Prater moved to adopt Resolution 86-R-17. Councilman Rotundo seconded the motion. Councilman Inman asked Chief Schumaker if he'd read this and Chief Schumaker replied yes and he'd discussed it with City Clerk Martinez and it's the same contract they had prior to this and there's no problem with it, even though he doesn't agree with all of it. Motion CARRIED 4-0. Mayor Baugh arrived at the meeting at this time, 3:02 PM. Vice Mayor Asting turned the gavel over to Mayor Baugh. Southern Bell - authorization to sign agreement and issue check for work related to City Hall addition - City Clerk Martinez stated this is standard Southern Bell language to replace 50 pair buried cable to allow for the building addition and it states the items they will do and what the City's portion is. She said they need authorization to proceed and for the check for $1,380. Councilman Asting moved to authorize the payment of the money requested by Southern Bell and that any agreements that extend from this letter be signed by the Mayor. Councilman Prater seconded the motion. Motion CARRIED 5-0. Engineers' proposal of a wastewater master plan for Florida Shores - Councilman Asting moved to go into a Workshop for this item. Councilman Inman seconded the motion. Motion CARRIED 5-0. Councilman Asting stated for the audience that the City had received two letters, one from the legislative representative and one from the County Health Depart- ment, regarding the wastewater problem in Florida Shores, especially during heavy rains. He said they asked the engineers to present to Council an outline for a study regarding this problem to see what can be done. ~ o o Engineers' proposal of a wastewater master plan for Florida Shores (Continued) Mr. Marshall said Exhibit A is scope of service and it's what has to be done to get a firm cost. He stated that there's a lack of information on Florida Shores on topos and surveys but it would be quite costly to get that infor- mation. He noted that an aerial survey of Florida Shores will be about $15,000. Mayor Baugh asked about the aerial survey done previously and Mr. Marshall said it was done to points and when they construct the system and have the final design, they'll need that information. He said they'll use USGS maps with 5 foot contours. He pointed out the water table is high and there will be some dewatering involved in the construction cost. He reviewed some of the items in Exhibit A, such as data collection, aerial coordination, topography, soils, planning and zoning and land use, flow projections, etc. Councilman Asting pointed out it's going to be an expensive proposition and Mr. Marshall agreed. Councilman Asting asked about State grant money available and if the City has a good chance to get some of it. Mr. Volkmann said he'd gone to a meeting in Orlando but it wasn't very definitive as to what's established in 1986 because they already have 6 big projects in the State that are commmitted. He noted that some others were passed over because the documentation wasn't completed or wasn't going to be completed by the April 15th deadline. Mayor Baugh asked when the next funding would come through and Mr. Volkmann replied it would be about October of this year for fiscal year 1987. Mr. Volkmann explained the procedure for submitting the grant applications, and said he'll be contacting DER the next day. Councilman Asting asked who would be responsible for applying for a grant and Mr. Volkmann said they'll do it for the City, by preparing the documentation, the City will execute it, the engineers will execute it, and they'll take it to Tallahassee and meet with DER and discuss it with them. Mr. Volkmann pointed out there is a lot of documentation involved, and he added that it's worth it. Mayor Baugh asked the chances of the City getting the grant and Mr. Volkmann said they have a good chance because of the letters from HRS with the impending health problem in the area. He added they can get on a priority list and DER will go through and prioritize those that have the most benefit to State levels or health hazards. Mr. Marshall stated that when they applied previously they had a problem with no documentation of health problems and no master plan, so the priority number was low. Mr. Wadsworth noted they were number 63 and about 34 received funding. Mr. Marshall pointed out that this master plan report will take care of part of the problem, and the letter from HRS will help. Councilman Asting asked how many phases would be involved with the installation of the sewer system. Mr. Volkmann said they want to see how many homes need immediate sewer service and that it didn't immediately impact the wastewater plant now. He said they'd like to do these first two phases. Mayor Baugh asked how many phases there will be and Mr. Volkmann replied it would be a maximum of 5. Councilman Asting said he has maps showing the flood plain for Florida Shores and asked if that would be taken into consideration and Mr. Volkmann replied yes. Mayor Baugh asked how many could be added to the sewer plant now and Mr. Wadsworth said they'd have to review it because of the inflow-infiltration problem, and if they go to a 5-phase plan, they may do 2 without going to an expansion, or 40%. Councilman Asting stated the sewer plan can be expanded and Mr. Wadsworth agreed some expansion can be done there. Mayor Baugh asked about the time from construction for the first two phases and Mr. Wadsworth replied it would be determined by what method is used, dewatering, and how deep the line will be. Mr. Volkmann said a good range of construction time is 6 to 8 months for each phase from start to operational. -2- Council Special Meeting & Workshop Minutes March 27, 1986 o Q Engineers' Proposal of a wastewater master plan for Florida Shores(Continued)- There was a brief discussion about the connection fees to hook up to the sewer, with Mr. Wadsworth pointing out the type of system and installation will determine that. Mr. Wadsworth noted that prior engineers had set a cost of 5 to 6 million for the entire thing but it will be more for the entire project now, however, they may get grant money and it will depend on what method of repayment the Council wants to establish. Councilman Asting asked the engineers to advise the City of any available grant money and Mr. Wadsworth pointed out that's in their contract. Mr. Marshall said this project has been contingent on getting grant money and the City needs that help. Councilman Rotundo asked if they'll utilize the present plant for the entire project or build another plant and Mr. Marshall replied they'll have to expand. Mr. Wadsworth stated it should be good for two phases. Councilman Asting noted they can add to the present plant and increase capacity. Mr. Wadsworth agreed they can probably double it where it is. Mr. Volkmann said they'll come in with this report and will make a decision as to whether it can be totally expandable at the present plant. Mr. Marshall pointed out they have to look at inflow-infiltration to the areas besides Florida Shores. He added that they TV'd the system at Riverside Drive and as a result, got more capacity. Councilman Rotundo said he's concerned if they have to build a new plant at Florida Shores and Mr. Marshall said he thinks not. Mr. Volkmann said they hope to pump back to the main treatment plant. Mr. Volkmann then reviewed the preliminary table of contents on page 1 to show what they'll have in the report. Councilman Asting suggested the phases be graphically portrayed on a map showing the details and Mr. Volkmann agreed they'd set the phases up showing high points and ridges, with maps and exhibits graphically depicted, and tables done. Councilman Asting said he wants them to be thoroughly understood. Mr. Volkmann said they'd probably be on 11 by 17 foldouts that show the different phases and locations. He added the report is a guideline and they'll do aerials when it's finalized. He continued with the table of contents review, pointing out the conclusions will be their recommendations. He noted they'll have to do a reuse study, and asked for recommendations. Councilman Asting said he'd learned that Florida Shores is about one-third built out. There was a discussion about the rapid past growth and probability of future growth. Councilman Rotundo asked if the grant money will be for all phases or just one and Mr. Volkmann said it depends on what DER wants, and they might as well fight it for all five phases, but then DER will want all built now. He added they can take the populated areas for immediate funds because they don't know what the future will be. He noted DER is saying no more grants after a certain date, but Florida State loans will be at a low interest rate. He reviewed the grant policy of 55-45 matching funds. Councilman Rotundo asked about going out for a bond and Councilman Asting said he's opposed to it due to the cost of floating the bond. Councilman Rotundo expressed his concern for monies after the first two phases are done and they want to continue on to phase three. Mr. Marshall said they'll do an evaluation and it might be good to do it all, as interest rates may still be low when they determine the costs. He noted that growth management legislation is to be a big issue and the State is aware they're behind on infrastructure funding, so they might have some funding or programs developed or federally insured loans. Councilman Rotundo asked if there will be total project cost and the phases and Mr. Volkmann replied yes. -3- Council Special Meeting & Workshop Minutes March 27, 1986 ~.' o o Engineers' Proposal of a wastewater master plan for Florida Shores(Continued)- Councilman Asting stated that the engineers' estimated cost for the report is $27,995 but he thinks some of the items in the table of contents and master plan can be accomplished by in-house which would reduce the costs. Mr. Volkmann said aerials and contour maps will be USGS. Mr. Wadsworth agreed that some of the general data collection could be done by the City staff, including the usage data and exsisting accounts, and that they'll contribute to the program to keep overall costs down as much as possible. Mr. Volkmann pointed out this is not a lump sum, but is not to exceed, and they'll bill by what they spent. He agreed that Terry Wadsworth's department could assist to help keep the cost down. Mr. Marshall noted that they'd figured in the cost that Terry Wadsworth would be doing some of the work. Mr. Volkmann said the spread sheet shows the current costs. Mr. Marshall pointed out there's not very much data collection involved and there's some verification of USGS maps. Mr. Volkmann further reviewed some of the items on the spread sheet, pointing out that direct costs would be mileage on cars and those items outside the normal course of work. Mayor Baugh asked for further questions from Council, and there being none, he requested a motion to recess the Workshop and go back into the regular meeting. Councilman Inman so moved. Councilman Asting seconded the motion. Motion CARRIED 5-0. Councilman Asting moved they authorize the engineers to go ahead with the study of the master plan as presented to Council this afternoon. Mayor Baugh asked where the funds will come from and Councilman Asting replied from Terry Wadsworth's funds. Councilman Rotundo seconded the motion. Councilman Inman stated they'll have to have the survey if they go ahead with the project, and he's concerned about the health problems. Motion CARRIED 5-0. Mayor Baugh asked how long it will take to get the information and Mr. Volkmann replied it will be about 75 days for the DRMP/ME report. Mayor Baugh asked for a motion that he be authorized to sign the amendments on behalf of the Council. Councilman Asting so moved. Councilman Inman seconded the motion. Motion CARRIED 5-0. There was a discussion as to who had been the designated representative for the engineers. It was determined a resolution would be necessary to adopt the amendment, and that it would be on the agenda for the next regular meeting. Mayor Baugh requested a motion to adjourn. Councilman Asting so moved. Council- man Prater seconded the motion. Meeting was adjourned at 4:02 P.M. Minutes submitted by: Lura Sue Koser p ~ t , z:::.. ~ CITY CLERK Approved this 7th da NCILMAN - ZO E WO ./?,u~~ COUNCILMAN ONE TH EE ~ ~J~/~ ~COUNCILMAN - ZONE FOUR L ~ ATTEST: A~? Iff- MAYOR -4- Council Special Meeting & Workshop Minutes March 27, 1986