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11-20-1986 - Special/Workshop o o CITY COUNCIL OF EDGEWATER SPECIAL MEETING AND WORKSHOP NOVEMBER 20, 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 James Inman City Attorney Jose'Alvarez City Clerk Connie Martinez Chief Lawrence Schumaker Excused Present Present Present Also present were the City's Department Heads: Dennis Fischer, Earl Copeland, Terry A. Wadsworth, and David Garrett; and Mr. Donald O'Lone of the O'Lone Associates fund raising company, Librarian Gayle Harmon, and other persons interested in the Library building project. Mayor Baugh stated he'd leave it in the Special Meeting so they can act on it. Fund raising program for new Library building City Clerk Martinez stated she was visited that morning by another gentleman who also does what Mr. O'Lone does and it brought to her mind a possible problem with the bidding procedure due to the fact that the study is one figure and the campaign is another figure and she feels this should be put to proposals and possibly advertise to give others, as well as Mr. O'Lone, the fair and equal opportunity to submit sealed proposals for this same project. She said there may be 20 others and they can all come back at a later date, and they want to hurry as quickly as possible with the ad in the paper and get proposals back, since time is of the essence. She recommended they go public for the proposals because of the cost factor involved. Mayor Baugh asked if this would be the same as professional services, such as for engineers and attorneys. City Attorney Alvarez replied that the Code pro- vision is so inclusive that even some of the so-called professional types of services need to be advertised, such as the engineers under the Competitve Negotiations Act, and the concept is in telling when any amount of money is in excess of $3,000., which is the limit in the Code. Mayor Baugh asked if that's the entire project and City Attorney Alvarez replied that he didn't know the cost of the total project, but $3,000. is the figure in the ordinance, and the question becomes one of if it is the best possible deal for the City. City Attorney Alvarez suggested that even though they don't go through the bid pro- cedures, they should at least comb the market and invite proposals from other companies. Donald O'Lone stated that his study doesn't bind them or obligate them to do the campaign, and if any firm comes in and says they're obligated to go with them after the study, they need to watch out. He added that the study is to determine the possibility of a successful campaign. Councilman Asting said they must comply with the purchasing procedures as the Attorney indicated since they're buying services if they're hiring a fund raiser. He suggested they advertise so they get more than one and give every- one an opportunity to apply if it's in their line of work. Councilman Rotundo said the money is coming out of the Library fund and it's not appropriated. City Clerk Martinez noted there's money in the construction section for the building and they'll have to reduce the figure by whatever the cost factor would be, and reappropriate it before that September to bring the figure up to $150,000. (.) o Fund raising program for new Library building (Continued) - Councilman Rotundo asked Librarian Gayle Harmon if they're throwing a "monkey wrench" in this and Mrs. Harmon replied that the factor is time and it will back them up a little bit, but she confirmed they can go for proposals with other fund raisers that would do their own feasibility studies. Mr. O'Lone said there's a firm in New Jersey that says they can do it without the study, but he won't do the campaign without a study because it's not fair to him and to the client. He pointed out they'll now be deluged with offers. Mrs. Harmon questioned how long the campaign will be in place and Mr. O'Lone replied that based on the amounts suggested to him, they're looking at a 10 to 12 week campaign, but he won't know that until he does the study, which will take 3 weeks. He added that the figure he submitted is travel, expenses, and clerical included as a package deal, and he doesn't want to get into an overkill with references. Councilman Asting suggested Council consider if they go out for bids that they set a time limit to be back and City Clerk Martinez agreed that would be done. Councilman Asting then suggested the applications be turned over to the Library Building Board and let them select. Mayor Baugh stated that was going to be his suggestion, and they could make their recommendation back to Council. JoAnne Sikes, Library Construction Committee Co-Chairman, asked if they're to do it like they did the architects and submit their top three and Mayor Baugh replied yes. Mrs. Sikes said they'll ask for references. City Clerk Martinez said she'd like the Board to review the ads before they go out. Mrs. Sikes pointed out they've no experience with this type of thing and have never done anything like it before. Mayor Baugh said the Council is not familiar with it either, and they'll take the recommendation of the Board. Mr. O'Lone suggested that he leave the meeting at this time and Mayor Baugh agreed. He was thanked for coming to the meeting, and left at 3:12 P.M. There was a discussion about the time requirements for the ads. Councilman Asting pointed out they could be subject to a lawsuit if they don't proceed with this. Mayor Baugh asked if the Board would handle this and Mrs. Sikes and Mrs. Harmon agreed. Councilman Asting and Mayor Baugh complimented the Board on the excellent job with the architect selection. Mrs. Harmon noted that they don't have the experience or expertise for this. City Attorney Alvarez noted that there's not a compulsion to have an ad in the papers if there are three firms in the area that do this, and they could be contacted by telephone and advised what the project is, which would save some time. City Clerk Martinez said this will be sealed proposals and she'd rather advertise so someone doesn't come back later about it. There was a discussion about the time frame for placing ads in the newspaper. Mrs. Sikes pointed out that people don't have to make contributions when the study is done, but the study needs to be done in the community. Mayor Baugh suggested the study be included in the ad. City Clerk Martinez suggested that in the specifications they list the study as one item and the campaign as a separate item. She pointed out that they already have the figure for a study from Mr. O'Lone. Councilman Asting said it looks like it will cost about $15,000. for the program, which includes the study. Mrs. Harmon stated that when'she talked with Mr. O'Lone, she pointed out that he should set his goals so as to provide for seed money for his campaign. Councilman Asting asked if the $15,000. would include advertising and Mrs. Harmon replied that she doesn't know what it includes. There was a discussion about whether the clerical help he referred to was only for the feasibility study or if it also included the campaign. Mrs. Harmon asked if they should require they raise their own seed money for the campaign. City Clerk Martinez asked if he's collecting monies for the City. City Attorney Alvarez replied this is the first time they've attempted something like this. Mayor Baugh asked the City Attorney to help them draw up the ad. -2- Council Special Meeting & Workshop Minutes November 20, 1986 o o Fund raising program for new Library building (Continued) - Mayor Baugh requested a motion to allow the City Clerk, the City Attorney, an the Library Board to meet to draw up the specifications to go in the paper and that they allow the Library Board to make their recommendation back to Council like they did with the architects, ranking 1, 2, and 3, and from that the Council will make a decision as to who. Councilman Asting pointed out that if they hire someone to do the study and then the campaign falls short, they'll have lost the $15,000. and the building is estimated to cost around $400,000. He said if they try to come up with the difference of $350,000. to $400,000. they would save that $15,000. City Clerk Martinez suggested he talk with Mrs. Harmon about this because the $400,000. isn't firm and could be shy. Councilman Asting said he thinks it's close. City Clerk Martinez asked if they're referring to the Library Building Committee to do these reviews and Mayor Baugh replied yes, the Committee which selected the architect. Councilman Asting so moved, based on the Mayor's recommendation. Councilman Rotundo seconded the motion. Motion CARRIED 4-0. Mrs. Shirley Garthwaite, President of Friends of the Library, asked about the tax law changing regarding contributions. She said Mr. O'Lone told her now is the time to do this project. Mr. Ted Carter, News Observer reporter, said he talked with Mr. O'Lone about the tax law and he said it will serve as an incentive now instead of in the next four years. Mayor Baugh noted that it's a reduced amount for the next few years. Councilman Rotundo asked if they pledge in 1986, would it still be good in 1987, and Mayor Baugh replied there may be an amount knocked off it. Mrs. Harmon said they may be losing their optimum time to do this because some people want to do it before the December 30th deadline. Mayor Baugh suggested they find out the reductions in 1987. Mrs. Mary Rice, Library Board Chairman, said they'll have to declare all of it when they itemize, but this year they don't. Evaluation of Department Heads Councilman Asting stated that in view of the fine work the Department Heads have done during the past fiscal year, he moved to grant a pay increase as given to other City employees to them, and grant an amendment to allow merit increases to Ordinance 85-0-5. Mayor Baugh asked what increase he means and Councilman Asting replied it's the 4% cost of living the same as other employees received, and the merit increase. Councilman Rotundo asked if they're under merit and City Clerk Martinez replied no, it's up to the Council to grant the merit. Councilman Rotundo seconded the motion. Motion CARRIED 4-0. City Clerk Martinez clarified that the sick leave maximum in the two Association contracts was changed from 30 days to 40 days, and asked if Council's intent is to do likewise for Department Heads. Councilman Prater so moved. Councilman Asting seconded the motion. Motion CARRIED 4-0. Councilman Rotundo suggested they evaluate David Garrett's salary as he's the lowest paid. Mayor Baugh pointed out that he was just granted what the rest of the Department Heads got. Councilman Asting commented on the fine job he'd done on the addition to City Hall. After discussion, it was agreed that the new figures for all Department Heads would be submitted and they'd review the suggestion of raising his salary at a future meeting. Councilman Rotundo agreed. Mayor Baugh asked if any Department Heads had a comment and they thanked the Council. There was a discussion about the effective date and Mayor Baugh replied October 1st. Councilman Asting so moved. Councilman Prater seconded the motion. Motion CARRIED 4-0. Mayor Baugh requested a motion to adjourn. Councilman Rotundo so moved. Councilman Prater seconded the motion. Meeting was adjourned at 3:35 P.M. -3- Council Special Meeting & Workshop Minutes November 20, 1986 NOTE: Signature page only is -4-. o o Signature page only for Minutes of City Council Special Meeting and Workshop held November 20, 1986. Minutes submitted by: Lura Sue Koser ATTEST: ~ . CITY CLERK/ADMINISTRATOR Approved this24th day of November , 198 ~ ~~&- COUNCI~~~REE Excused COUNCILMAN - ZONE FOUR -1p r ~ 7...eA -4- Council Special Meeting & Workshop Minutes November 20, 1986