Loading...
12-04-1986 - Special/Workshop u o CITY COUNCIL OF EDGEWATER SPECIAL MEETING AND WORKSHOP DECEMBER 4, 1986 MINUTES Mayor Baugh called the meeting to order at 3:00 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 David Mitchum City Attorney Jose'Alvarez City Clerk Connie Martinez Chief Lawrence Schumaker Present Excused Present Excused Also present were: Mr. Terry A. Wadsworth, Utilities Superintendent, and from Dyer, Riddle, Mills & Precourt/Marshall, Engineers, Inc.: Frank Marshall, Gerry Hartman and Chuck Drake; and David Garrett, Recreation Director/Buildings & Grounds Maintenance Superintendent. Mayor Baugh suggested they stay in the Special Meeting and there was no objection. Recreation Director/Buildings & Grounds Maintenance Superintendent's request to purchase utility tractor on State bid - City Clerk Martinez read the November 26th memo from Mr. David Garrett, in which he requested authorization to purchase a 1710 Ford utility tractor with front end loader, at a cost of $7,440,with options making a total cost of $10,902. Mayor Baugh asked what was budgeted for this and Mr. Garrett replied $12,870. Mayor Baugh asked the size and Mr. Garrett replied it's a 22 horsepower. Councilman Asting noted that it's below what was budgeted. Mr. Garrett pointed out they can get into the smaller parks with this and keep these mowed. Councilman Prater asked how much this mower will be used and Mr. Garrett replied that during some times it will be used six days a week. Councilman Prater pointed out that the City has thousands of dollars of equipment in the barn sitting idle and running about 10% of the year, and there's a tractor working one half day at the incinerator. Mr. Garrett said they can't use it for mowing parks, and it will be used to grade roads in and out of the parks, to put in water lines, and to haul sand and clay on the ballfields. He noted that they could have used it when they were working on the parking lot. Councilman Prater asked about the light land clearing and Mr. Garrett replied they'd clear picnic areas and they're buying quite a bit of land and can pull stumps. Councilman Prater asked if he'd got bids for clearing Roberts Road and Mr. Garrett replied no. Councilman Prater pointed out that was asked eight months ago. Mr. Garrett noted that they want to see what's to be saved there. Mayor Baugh pointed out that this subject was not on the agenda. Councilman Rotundo moved to go out and buy this tractor 1710 under State bid. He asked if it's a Ford utility tractor and Mr. Garrett replied yes. Councilman Asting seconded the motion. Councilman Asting asked if funds are available and City Clerk Martinez replied yes. Councilman Asting asked if it was budgeted and City Clerk Martinez replied yes. Motion CARRIED 5-0. Utilities Superintendent re: engineering matters Elevated water storage tank rehabilitation and painting - Mr. Terry A. Wadsworth, Utilities Superintendent, stated that this is a budgeted item and and in some places they're down to the primer. He pointed out they need to be emptied to make a structural evaluation and scrape the inside and recoat it. Mayor Baugh asked how long it will be out of service and Mr. Wadsworth replied about two weeks, if there's no major damage. He added that it will also depend on weather conditions, but the new tank is in operation so they can do it now. Councilman Asting asked how many tanks will be out of operation and Mr. Wadsworth replied one at a time. Mr. Marshall pointed out the interconnection will be in operation before they start, in case of emergency. Councilman Asting stated he doesn't want to buy anything unless they have to. Mr. Wadsworth noted that the Crom is more capacity than they ever had. Mayor Baugh asked the stated of the water lines and Mr. Wadsworth replied the lines are almost to Mission and Taylor. There was a discussion about renumbering the wells and Mr. Wadsworth noted they'll be numbers 1 through 9 eventually. o o Utilities Superintendent re: engineering matters (Continued) - Elevated water storage tank rehabilitation and painting (Continued) - Mr. Wadsworth stated they need Council's authorization to put the items out for bid and Mr. Marshall has to draw the specifications. Mr. Marshall noted they'd have to take the tank down once and do an inspection and the spec's and contract documents, and it will take about l~ months. He added that a lot of the people from the north want to come down here and do the work at this time of year. Mayor Baugh requested a motion to allow the engineers to draw up the specifications and go out for bids. Councilman Asting so moved. Councilman Mitchum seconded the motion. Motion CARRIED 5-0. Sewer collection system repair - Mr. Wadsworth stated they discussed this at budget time and there were two problem areas, which they had TV'd and video taped, Flagler and South Riverside, which had severe infiltration. He pointed out they many need to go to two methods of repair to accomplish this goal. Councilman Asting asked Mr. Wadsworth to explain to Councilman Mitchum the procedure used. Mr. Wadsworth did so, and noted the problem on Flagler from Park to Joyce. He added that later they'll look at the north part of Flagler also. Councilman Rotundo asked if it's intended for the Block Grant on that part of Flagler and City Clerk Martinez replied they're holding it up. Mr. Wadsworth noted that he and Gerry Ferrara met with Reggie Williams about this and there are no funds available to separately allocate for sewer and roads and they felt it's in the best interest to go ahead with the City's money. Councilman Asting pointed out that Riverside Drive has some pretty high manholes and they might be liable if they claim it causes damage to a vehicle or an accident. He suggested they could build it up like they did in Wildwood to prevent that sudden drop. Mayor Baugh noted that quite a few have been built up. There was a brief discussion about coordinating the work with the paving to avoid duplicating the work. Mayor Baugh stated they can go ahead and pursue it. Mr. Marshall stated they'll take a part of the collection system each year and TV it to see what has to be done and the spec's they do now will cover three types of repairs. He reviewed the three types. Mayor Baugh asked what type of pipe they use and Mr. Marshall replied it's fiberglass, and he explained the process used. Mr. Marshall said they'll go out for bids to evalute the cost to do Riverside and Flagler for all three methods, and combinations. He reviewed the different spec's they'll prepare. He said this first report will be all encompassing and the next time they can use these same spec's and just change the conditions to bid, which will be cheaper. Mr. Wadsworth noted that this is budgeted and allocated and they're ready to proceed as soon as they get Council's authorization. Councilman Asting moved that they go ahead with it. Councilman Rotundo seconded the motion. Councilman Mitchum asked how bad the street is now and Mr. Wadsworth replied that Flagler is severe and in some places the road is caving in, but the force main from Wildwood helps keep the lines flushed out there. Councilman Mitchum asked the age of the Flagler line and Mr. Wadsworth replied it was in 1964. Mr. Marshall pointed out that every time they remove infiltration, they get more capacity at the plant. Councilman Mitchum expressed his concern for the sections in town that don't have any sewer, and Councilman Rotundo pointed out they have to fix what they have. Mr. Wadsworth noted they'll save money on electrical costs due to pumping at the lift station. Councilman Asting asked if it's tile pipe on Flagler and Mr. Wadsworth replied it's clay pipe. There was a discussion about possible replacement of the pipe, the warranty period, and life expectancy. Mr. Hartman noted that they can ask for a longer warranty in the bids. Motion to go ahead with it CARRIED 5-0. -2- Council Special Meeting & Workshop Minutes December 4, 1986 Q Q Utilities Superintendent re: engineering matters (Continued) - Major user policy - Mr. Wadsworth pointed out that this proposal will give the City the financial commitment from major developers and protects other people from being robbed of that service. He said they need to define what a major user is. He added that the report was based on 100 units, but Council may want to go to a lesser number for Edgewater. There was a discussion about how the usage is determined. Mr. Hartman stated that this program allows for up front collection of fees, which is legal and has been tested in court, and currently they collect the money when they get the c/o. He added that some major users may not build a development for 2 or 3 years after paying the fees. He reviewed the flow sheet in their report. City Clerk Martinez asked if this is connection fees only, and Mr. Wadsworth replied it's impact fees, and they'll get connection fees when actually connected. Councilman Rotundo asked about a new subdivision where the builder is responsible for water and sewer lines and the City gets the money when he connects, and Mr. Wadsworth replied it's as he buil~each unit one by one. Mr. Hartman said the developer still has to pay the infrastructure, but this is different because now they reserve that capacity for a lift station and get no revenue, and the new proposal will be for the money first before the capacity is reserved. City Clerk Martinez pointed out that the City has the use of the money the entire time. Mr. Hartman stated this is a new source of revenue and it's called interest earnings income. Mr. Wadsworth referred to the 400 units reserved for the FEC Industrial Park that were never used and other people were told it was committed. He added that this won't impact the smaller builders, but just the major developers. There was a discussion of the number to use to be considered a major user. Councilman Rotundo suggested it be anything over 10 or 15 units and Councilman Mitchum agreed with him. Mayor Baugh suggested it be 20. Mr. Hartman pointed out the policy or ordinance can be amended. It was agreed to go with 15 units. Councilman Rotundo pointed out that City Attorney Alvarez needs to look into this. Councilman Asting noted that the ordinance has to be amended. Mayor Baugh requested a motion to allow them to go ahead, and the Attorney to prepare the necessary papers. Councilman Asting so moved. Councilman Mitchum seconded the motion. Motion CARRIED 5-0. Raw water capital charge study - Mr. Hartman stated that due to the hydro- geology of the area, the better wells have to be developed to the west near the interstate. He said they have a long raw water main coming in and the City's been approached to see if someone can buy some of the raw water. He said it's a cost recovery system for allowing the sale of the raw water, and it's not a lot of water involved. He recommended they use the charges listed on Table 1 of their report. Councilman Rotundo questioned the liability of the City if a person gets sick and Mr. Hartman replied that the City is not providing potable water, just raw water. Councilman Rotundo suggested they get an agreement from the person. Mr. Wadsworth clarified that the people have to show us why they want the water, and how they'll use it. City Clerk Martinez said he's looking for a hold harmless agreement. Mr. Hartman pointed out that a lot of cities supply raw water to entities, but they just can't represent it as potable water. Councilman Asting asked if the raw water would be tested and Mr. Wadsworth replied yes, from the wells. Councilman Rotundo asked if they'd install meters and Mr. Hartman replied yes, and there's a consumptory charge also. Mr. Wadsworth pointed out it wouldn't be practical for a single family home. There was a discussion about who might use that water and for what purpose. Councilman Rotundo asked if this would be an advantage to the City and Mr. Marshall replied it's a mech- anism they don't have now. Mr. Wadsworth noted it will be a finished water line eventually and they could hook it up then, and it's something they need. Mayor Baugh recommended they go ahead and authorize the Attorney to draw up the necessary papers to implement this raw water system charge. Councilman Asting so moved. Councilman Rotundo seconded the motion. Motion CARRIED 5-0. -3- Council Special Meeting & Workshop Minutes December 4, 1986 " o o Utilities Superintendent re: engineering matters (Continued) Revised water connection fee charges - Mr. Hartman stated that connection fees are installation charges for the facility and the guideline for setting this rate is the cost recovery mechanism. He recommended the proposed charges on Table 1, which lists the meter sizes. He reviewed the previous charges with the proposed amounts. He referred to Section 3, noting it reflects the cost of installing the meter. Mr. Wadsworth pointed out they did this now because figuring the meter setting charges with the raw water study was easier and more economical to do at the same time. City Clerk Martinez noted they need an ordinance amendment on these also. Councilman Rotundo moved to go ahead with this and the Attorney to draw up the necessary paper work. Councilman Asting seconded the motion. Motion CARRIED 5-0. Wellfield expansion study - Mr. Hartman stated that due to the requirements of the Water Management District, they have computer models and would like to show them. Mayor Baugh called a 5-minute recess at 4:12 P.M. He called the meeting back in session at 4:19 P.M. Chuck Drake stated that this study is to determine how much quality water is available. He said they draw. four wells and get the results and use the information in a computer model to see the pumping effects on the aquifer. He added that's to satisfy demands of the St. Johns Water Management District. He showed a sketch of four wells and explained the different layers. He referred to the failures of two of the previous wells. He reviewed how a new rig can dig a 300 foot hole at a cost of about $1,000, and will take about 4 hours. He said it's based out of South Carolina and he went to watch it work. He showed pictures of a conventional rig. Councilman Prater asked if they use water pressure or air and water and Mr. Drake replied both, and mud is done to a certain depth and then the air rotoring method to bring it back up. Mr. Drake then showed some slides of drilling sites and equipment. Councilman Asting asked if the test bores will cost about $1,000. and Mr. Drake replied yes, and all four will take about a week. Councilman Asting asked how deep they'll go and Mr. Hartman replied that it depends on the formations they hit. Councilman Rotundo asked if the test well can be used as a well later and Mr. Drake replied it can be. Councilman Asting asked if the test well will be capped over for future use and Mr. Drake replied yes. There was discussion about using the test well later and Mr. Drake noted that the Water Management District can be told they're using it for a monitor well and they'll approve it. Councilman Asting asked the cost for the wells west of 95 and Mr. Wadsworth replied the total cost with drilling was about $65,000. to $70,000. per well, ready to go into the transmission line. Councilman Asting pointed out they'd save money if they're ready to sink a casing when the boring is done and Mr. Drake agreed. Mr. Wadsworth noted that they probably wouldn't own the property when they do the test boring. There was discussion about the capacity of the current wells. Councilman Rotundo questioned if the City can afford to drill more wells and Mr. Wadsworth replied they need to work on getting the wellfields and see where they'll be. Councilman Rotundo noted these wells are good until 1990. Mr. Marshall pointed out they'll experience increasing chlorides in the two easternmost wells and they'll have to be replaced eventually. Mayor Baugh asked the size of the new wells and Mr. Hartman replied 10". Councilman Asting suggested they might want to sink a pipe and cap it off. Mr. Drake pointed out the Water Management District needs to know what it's for. Mayor Baugh said they can use it for a monitoring well. Mr. Drake pointed out they'd welcome the hydrogeological information for this area. -4- Council Special Meeting & Workshop Minutes December 4, 1986 ~ l Q o Utilities Superintendent re: engineering matters (Continued) - Wellfield expansion study (Continued) - Mr. Wadsworth said they could bid out some options and might want to do a couple extra wells and go with six wells, but they'll be limited on the availability of the boring unit and will have to coordinate the timing when it's in our state. Mr. Drake said he thinks they're going to be using it in Deland. Mayor Baugh asked if there are funds for this and Mr. Wadsworth replied yes, for engineering materials, and it will come from the $100,000. allocated. Mayor Baugh said he thinks it's necessary and Councilman Asting agreed. Councilman Rotundo asked if they'll have to buy the property if they make the test and find the site is good. Mr. Wadsworth replied they'll look at having the land around the test borings. Mayor Baugh said the engineers and Mr. Wadsworth will have to work that out. Mr. Drake pointed out there will not be a mess when they leave the area. Mayor Baugh said they need to authorize him to get the rig when available. Councilman Asting said they need to get the sites. Mayor Baugh noted they need to coordinate it with the rig. Mr. Hartman said they need to authorize the program because there will be a lot of little things. Councilman Asting moved to go ahead with the program with the west wellfield. Councilman Mitchum seconded the motion. Motion CARRIED 5-0. Western water treatment plant - Mr. Wadsworth stated this goes with the wellfield study, and once they determine where the wellfield will be located, that's the area where they'll want to locate the treatment plant. He added they want to look at process, size of unit, etc. Mr. Hartman said they want to design the facilities so it can be used for a water pumping station in the future. He added that they can blend the treatment process to save money, and they have to look at construction time, permitting, designing, planning, and financial time. He noted this is the first step, which would be the preliminary engineering, to get the most cost effective approach. He reviewed how the study will be beneficial, and noted it's a preliminary design phase only and they need to tie up the land before costs go up. He reviewed the time elements for the different steps and phases, and stated that preliminary engineering is usually done about five years ahead to get the land and financing arranged. Councilman Asting asked the size of property they're looking at and Mr. Wadsworth replied it's 10 to 15 acres, which will take six wells and on site sludge disposal. Councilman Asting asked if the location will be east or west of 95 and Mr. Wadsworth replied the immediate area of 442 and 95, but they'll do an evaluation on elevation and availability of land there. Mr. Wadsworth stated this is a budgeted item. Councilman Rotundo asked the fund balance and Mr. Wadsworth replied it's budgeted out of the normal operational items and not the capital improvement budget. He added they can make the loan repayments to Sun Bank and they don't have an excess of funds but they have an adequate income to meet the obligations. Councilman Rotundo asked if this will effect the sewer problem if they take the funds and Mr. Wadsworth replied no, the amount of money to have these done is insignificant to the sewers in Florida Shores, which will be so large it will take external financing. Councilman Mitchum asked if this is a budgeted item for specifically this study and Mr. Wadsworth replied yes, under professional services in the water budget. Councilman Rotundo moved to go ahead with this. Councilman Asting seconded the motion. Motion CARRIED 5-0. -5- Council Special Meeting & Workshop Minutes December 4, 1986 1 " o o Utilities Superintendent re: engineering matters (Continued) - Miscellaneous engineering matters - Mr. Marshall stated they need a topographic study and winter time is best without the leaves in the way. He said it's the basic information to start the project, and the only one they have is what Gerry Ferrara had. He said that one isn't just for sewers, but for drainage and paving, etc. He added they also want to start constructing the capital improvements program for the Florida Shores project. He said he and Terry Wadsworth, Gerry Ferrara, and City Attorney Alvarez agreed they need to get the program described and bring it back to Council and the cost to develop a financing plan of what they want to do. Councilman Asting asked the cost for the topo and Mr. Marshall replied $15,000., approximately. Mr. Marshall said they'll solicit proposals and take the lowest bid. City Clerk Martinez asked if the County has topos and Mr. Marshall replied they're just aerials, and what is needed is topos for elevation. Councilman Asting asked if this was budgeted and Mr. Wadsworth replied no, and since it's for others, it should be cost shared for the rest of the City. Mayor Baugh stated they need authorization to allow the engineers to go out for bids for this topo. Councilman Asting made that a motion. Councilman Rotundo seconded the motion. Motion CARRIED 5-0. Mr. Marshall stated they want to begin developing the capital improvement program. Mr. Wadsworth noted they just talked about sewer before and there was discussion about incorporating drainage and paving also, Mr. Marshall stated that it's not a lot of money. Mr. Wadsworth pointed out the motion before was just for wastewater and they wanted to be sure. Mayor Baugh requested a motion to include the others in there. Councilman Asting so moved. Councilman Mitchum seconded the motion. Motion CARRIED 5-0. Mayor Baugh requested a motion to adjourn. Councilman Rotundo so moved, Councilman Asting seconded the motion. Meeting was adjourned at 5:10 P.M. Minutes submitted by: Lura Sue Koser ~ CITY CLERK/ADMINISTRAT Approved this 15th day of December ,198~ EXCUSED COUN~ - ZONE~ .A~~ COUNCILMAN - ZONE FOUR ~ ~ i ATTEST: f/'CS ?;;-:>;fik MAYOR -6- Council Special Meeting & Workshop Minutes December 4, 1986