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10-14-1986 - Special . o u CITY COUNCIL OF EDGEWATER SPECIAL MEETING OCTOBER 14, 1986 MINUTES Mayor Baugh called the meeting to order at 6:30 P.M. in the Shuffleboard Building. He stated the items on the agenda. ROLL CALL Mayor Earl Baugh Councilman Louis Rotundo Councilman Russell Prater Councilman Neil Asting Present Arrived Later Present Arrived Later Councilman James Inman City Attorney Jose'Alvarez City Clerk Connie Martinez Chief Lawrence Schumaker Deputy City Clerk Susan Wadsworth Present Excused Excused Present Present Mayor Baugh recessed the meeting at 6:32 P.M. to await the arrival of the two Council members. He called the meeting back in session at 6:40 P.M. Councilman Asting and Councilman Rotundo arrived during the recess. Mayor Baugh suggested they move the last item up to this point on the agenda so that the gentleman in the audience who was there for that topic could leave if he wished to. There were no objections from Council. Higginbotham AMC-Jeep-Renault, Inc. request to hold car and truck sale at Florida Shores Shopping Plaza October 17, 18, and 19 - Deputy City Clerk Wadsworth read a letter dated October 10, 1986, from Kenneth E. Reagh. Mayor Baugh pointed out that Mr. Reagh didn't know he had to go through this procedure until he talked with the City Clerk and Deputy City Clerk. He suggested that later they might want to consider permitting this type of activity in the shopping plaza because they have to go with garage sale permits now. Councilman Prater asked about insurance and Deputy City Clerk Wadsworth replied that the City has the certificate. Councilman Asting asked if they are going to serve refreshments and Mr. Phil Williams, of Higgenbotham's, replied no. Mr. Williams noted that they're giving away travel bags and cameras, but there will be no drinks. Mayor Baugh asked where they will hold it and Mr. Williams replied it will be as far away from the stores as possible so they won't interfere with the shopping center. Councilman Prater asked Chief Schumaker if he has any problems with it and Chief Schumaker replied that he hopes it's better run than the carnival. Chief Schumaker referred to calls, fights, and disruptions. Mr. Williams said the cars will be locked at night, and on Sunday it will open at noon after church. Mayor Baugh asked if this is the first time they've been here and Mr. Williams replied yes. Mr. Williams pointed out they'll have trash cans and will clean up the mess. Councilman Prater moved to grant him his request. Councilman Rotundo seconded the motion. Motion CARRIED 5-0. Utilities Department - Recommendation for award of bid: Western wellfield & Park Avenue wellfield modifications - Deputy City Clerk Wadsworth read the October 8, 1986, memo from Mr. Terry A. Wadsworth, Utilities Superintendent, in which he recommended the bid be awarded to McMahan Construction Company, Inc. as the low bidder in the amount of $209,400. She then read the October 2, 1986, letter from Mr. Jack McCabe, of Dyer, Riddle, Mills & Precourt, Inc. Mayor Baugh pointed out that there's a bid tabulation sheet on the back. There was discussion about the items that were deducted, chain link fence and gates, and concrete encasement of electrical conduit. Councilman Asting asked if the chain link fence was to enclose the well and Mayor Baugh replied that he thinks so. There was discussion about what wells this is for. Councilman Asting pointed out that they're working with jack and bore under 1-95 and ran a line on the McCallister property and are working toward Taylor Road. Councilman Inman moved to accept this low bid from McMahan to award the contract of $209,400. Councilman Asting seconded the motion. Motion CARRIED 5-0. o o Utilities Department - Purchase order exceeding $2,000.00 - Deputy City Clerk Wadsworth read the October 7th memo from Mr. Terry A. Wadsworth, Utilities Superintendent, requesting authorization for a purchase order in the amount of $2,993.45 for parts for repair to the lime slaker. He noted in the memo that there was a mathematical error on the purchase requisition, and he suggested that a new column be added on the form for a total line item cost. Councilman Rotundo pointed out this was a case of an emergency. Mayor Baugh noted that they had a purchase order but it wasn't in excess of $2,000.00. Councilman Prater moved to grant Terry's request. Councilman Rotundo seconded the request. Motion CARRIED 5-0. Councilman Inman moved that they change this form and add this particular column so they don't run into a situation like this again. Mayor Baugh noted this isn't an agenda item and they could refer it to the City Clerk/ Administrator to administratively add it to that form. Councilman Inman withdrew his motion, and requested that it go to the City Clerk for action. There was discussion about the number of forms on hand currently. Councilman Rotundo suggested they check with the auditors in case they write it in. Deputy City Clerk Wadsworth pointed out that it's just an administrative form, and not the purchase order itself. Councilman Asting noted that if it's a local printer, they could just add it on. Public Works Department - Change Order for Halifax Paving Company, Inc. contract for soil cement and culverts - Deputy City Clerk Wadsworth read the October 7th change order which listed the reason for the change as four headwalls to be added to the proposed culvert work. There was discussion about the locations of the culverts and if it would be bags. Mayor Baugh noted this was something that had to be done. Councilman Asting moved to approve the change order. Councilman Inman seconded the motion. Motion CARRIED 5-0. Public Works Department - Request to purchase liquid asphalt from Mariani Asphalt under County bid prices for a total of $19,754.00 - Deputy City Clerk Wadsworth read the October 13th memo from Mr. Earl Copeland, Public Works Superintendent, in which he requested authorization for P.O. 5246 in the amount of $3,084.48 for 5,184 gallons of AE-90 asphalt at .595 per gallon be paid. He also requested the purchase of 28,000 gallons at approximately $16,660.00 under County Bid Contract #86-B-187. Councilman Asting pointed out they need the asphalt to complete the paving of Orange Tree and Queen Palm. There was discussion about how this is applied. Councilman Inman reviewed his interpretation of the memo. Councilman Asting moved to authorize Earl Copeland to make the purchase under 5246 of 5,184 gallons of AE-90 for the price of $3,084.48. Councilman Prater seconded the motion. Motion CARRIED 5-0. Councilman Prater moved to grant him the request for County Bid 86-B-187 for 28,000 gallons of liquid asphalt AE-90 for a total price of $16,660.00. Councilman Rotundo seconded the motion. Councilman Inman said he calculated it to be .595 per gallon for this order also. Motion CARRIED 5-0. Public Works Department - Adding Willow Oak from 442 south to 30th on resurfacing project - Deputy City Clerk Wadsworth read the October 13th memo from City Clerk/Administrator Connie Martinez which requested an amendment to the original requisition to include Willow Oak from 442 south to 30th Street at no additional cost. Mayor Baugh pointed out that attached to the memo is a sample of the purchase order they discussed earlier. Councilman Rotundo stated they stretched the tonnage out to get another street. There was a discussion with a newspaper reporter in the audience about how this was accomplished. Councilman Asting noted there's money in the budget, and he moved to amend the original requisition to include the free street, Willow Oak, for resurfacing. Councilman Inman seconded the motion. Motion CARRIED 5-0. -2- Council Special Meeting Minutes October 14, 1986 o o There was a lengthy discussion about the addition requested to the purchase order form. Mayor Baugh stated they've done a beautiful job on the paving. Councilman Asting advised the newspaper reporter that they can't send the asphalt back and they have to use it. Councilman Rotundo stated there's a bad dip on Mango Tree about 20 foot wide and 30 foot long in the second block before the Boulevard, going south. He said the City crews need to go out and fill the hole in. Mayor Baugh requested that the Public Works Superintendent be advised the next morning. Mayor Baugh requested a motion to adjourn. Councilman Prater so moved. Councilman Rotundo seconded the motion. Meeting was adjourned at 7:19 P.M. Minutes submitted by: Lura Sue Koser t6 -fe~ ~~ (/ ~ ATTEST: ~.A~ ~ ~/~~~ ~0UNCILMAN - ZONE FOUR ~? Approved this November ay of ,198~ MA~-J ~ -3- Council Special Meeting Minutes October 14, 1986