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1984-06-18 Regular Meeting3492 84 -1 84 -26 84 -23 REGULAR MEETING MONDAY, JUNE 18, 1984 The City Council of the City of Okeechobee met in regular session in Council Chambers 55 Southeast Third Avenue, Okeechobee, Florida at 7:00 P.M. Chairman Douglas called the meeting to order with the following Councilmen presert: Edward W. Douglas, Chairman James Knight, Vice Chairman Dowling Watford, Councilman Oscar Thomas, Councilman Oakland Chapman, Councilman Others present: Bonnie S. Thomas, City Clerk Richard C. Fellows, City Administrator David M. Conlon, City Attorney Sylvia Firestine, Executive Secretary AGENDA ITEMS #II & III - INVOCATION AND PLEDGE OF ALLEGIANCE The Invocation was offered by Chairman Douglas, followed by the Pledge of Allegiance. AGENDA ITEM # #IV - APPROVAL OF THE MINUTES OF JUNE 4, 1984 There being no additions of deletions the minutes were approved as presented. AGENDA ITEM //V - ACTION BY THE COUNCIL TO APPROVE THE METHOD OF INTERIM FINANCING FOR CONSTRUCTION OF THE CITY'S NEW AREA WIDE SEWER SYSTEM Chairman Douglas called on the Administrator to discuss the feasibility of interim financing for construction of the new sewer system. The Administrator called attention tot he memorandum showing the two most feasible methods of interim financing. Local banks quotation shown on the memo with a cost of $222,016, and Southeastern Bonds quotation of $180,465. Southeastern Bonds have been acting as our underwriters throughout the entire process. The Administrator recommended that the City continue with Southeastern. LOCAL: 11 months interest on $2,212,900 at 8.75% = 177,493 Financial Advisor 20,000 Bond Counsel (Livermore) 2,500 Local Attorney .95 (i %) 21,023 Contingency 1,000 222,016 SOUTHEASTERN: 11 months interest on $2,212,900 at,6.25% = 126,781 Southeastern Bonds Discount 1.25% 27,661 Bond Counsel (Livermore) 2,500 Local Attorney .95 (1 %) 21,023 Contingency 2,500 180,465 Motion was made by Councilman Knight to proceed with Southeastern Bonds as our agent for interim financing for construction of the new sewer system, seconded by Council- man Chapman. No further discussion motion carried. AGENDA ITEM #VI - 1ST READING - ORDINANCE PROVIDING FOR THE CREATION OF THE SANITARY SEWER SYSTEM TRUST FUND; SETTING A PUBLIC HEARING 7 -2 -84 Chairman Douglas read the ordinance by title only as follows: AN ORDINANCE AMENDING THE ORDINANCE CODE OF THE CITY OF OKEECHOBEE; AMENDING CHAPTER 18, ARTICLE III, SECTION 18 -48, SUBPARAGRAPH (a) TO PROVIDE FOR THE ESTABLISHMENT OF FEES AND CREATION OF A SANITARY SEWER SYSTEM TRUST FUND: AMENDING SUBPARAGRAPH (c) (1) TO PROVIDE CONNECTION AND TAPPAGE FEES WHERE NO STUB -OUTS ARE PROVIDED IN THE SEWER COLLECTION SYSTEM; PROVIDING AN EFFECTIVE DATE. Chairman Douglas called for discussion. Motion to set the ordinance for public hearing on July 2, 1984, was made by Counci man Watford, seconded by Councilman Chapman. No discussion, motion carried. AGENDA ITEM #VII - DISCUSSION BY THE COUNCIL RELATIVE TO THE DESIRABILITY OF INCREASING THE RESIDENTIAL UTILITY DEPOSIT ABOVE THE PRESENT $50.00 Chairman Douglas introduced the agenda item. Discussion followed regarding returning the deposit to the customer, in good standing, after a two year period. Administrator Fellows noted that is the procedure of Florida Power and Light Company after good two year credit is established. Councilman Chapman requested Mr. Fellows read for the record the percentage figures stating the City losses. 3493 84 -40 Administrator Fellows replied, "Mrs. Thomas' office calculated all of these sta- tistics; and they show that presently we have about 3% of our accounts that are delin- quent 60 days. If we were to allow these accounts to go until they were un- collectible, that would be Twenty Five Thousand Dollars ($25,000) a year that we could possibly lose ". He further commented that we have a very reasonable deposit. Councilman Chapman then asked what the deposits were for cities of comparable size to ours. Administrator Fellows answer was, "Most of them are $60.00 to $100.00." After further discussion, Council decided to set a first hearing for an ordinance to increase the deposit, for July 2, 1984. AGENDA ITEM #VIII - RECEIPT OF PREAPPLICATION MATERIAL ON AN APPARENT RE -PLAT OF A PORTION OF THE OAK GROVE SUBDIVISION, AND DISCUSSION BY THE COUNCIL ON THE NE- CESSITY FOR FILING A PRELIMINARY PLAT Chairman Douglas introduced the item and called for discussion. Discussion ensued regarding access, roads, drainage and size of lots. Councilman Thomas moved to grant the variance, seconded by Councilman Chapman. Motion carried. AGENDA ITEM #IX - ACTION BY THE COUNCIL TO APPROVE THE RULES OF PROCEDURE FOR THE CITY OF OKEECHOBEE GRIEVANCE COMMITTEE Chairman Douglas introduced the item by calling attention to the copy of the proce- dures in the status report. Motion to approve the rules was made by Councilman Knight, seconded by Councilman Thomas, motion was approved. AGENDA ITEM #X - ANDY RUBIN TO REPORT ON THE ACTIVITIES OF THE OKEECHOBEE CITY TAXPAYER'S ASSOCIATION Mr. Rubin addressed Council as follows: "First of all, the last taxpayer's meeting was called in behalf of the residents of Okeechobee Estates, but I want to bring up from the last meeting that we had in Dean's Court, we listed seven items (of things needing attention) clear at the meeting, and unless it has been 'done since Thursday of last week, then none - not a thing - has been done." After suggesting that those he was addressing should join the taxpayers association, he listed the following items that were of concern to them: 1. A. 8th Avenue Bridge in Okeechobee Estates B. Drainage in Okeechobee Estates C. Paving in Okeechobee EStates 2. Second, Third & Fourth Avenues "big dips" Behind U -Save. One was fixed. 3. Paint Striping specifications A. State safety may be involved because corner safety stripings have been omitted in downtown areas, for visibility in turning corners. Councilman Chapman asked about lights in Dean's Court. Administrator Fellows said he had talked to Planning Board Member, Mrs. Worthen, and asked for a report on what lights were out, and he has not heard back from her. Councilman Chapman then stated, "We're on the bridge (repair) about as much as we can be, isn't that so ?" Director Fortner said, "We're waiting on a report from the D.O.T. and their recommen- dations and hopefully they'll have some funds to help us repair it. We've had it inspected by engineers who say it's not in too good a shape and needs some repairs." There was further discussion by Councilman Knight, about widening the bridge and putting in sidewalks when the bridge is repaired, Council agreed. Administrator Fellows advised that a letter to be sent to the Okeechobee Estates area residents will be ready to go shortly, advising residents why the streets are not being paved and giving background information on the sewer program. *" 1 I 11F t 3494 84 -3 84 -31 AGENDA ITEM #XI - DISCUSSION BY THE COUNCIL ON APPROVING PLANS AND SPECIFICATIONS FOR THE PAVING AND DRAINAGE OF NORTHWEST 7TH STREET FROM 10TH AVENUE TO 12TH AVENUE Chairman Douglas called on Director Fortner for further information. Director Fortner explained that a lot of water moves in both directions in that area. It was stated that this subject was being presented at this time because a lot of planning was needed prior to the approval of the sewer system. There was further discussion regarding a special assessment program, charging residents a portion of the cost. Councilman Chapman asked if there are any specifications regarding ditch depths. Director Fortner stated he was not aware of any. Water standing in the ditch, plus the problem of mowing it was discussed. Director Fortner was requested to study the situation further and present Council with any possible solutions to correct the problem at the next meeting. AGENDA ITEM #XII - MAYOR TO CALL ON CITY CLERK, CITY ATTORNEY, CITY ADMINISTRATOR AND THE COUNCILMEN FOR REPORTS AND /OR REQUESTS Clerk Thomas presented the warrant registers for approval. Clerk Thomas also informed the Council of plans for the building of a payment chute into the Clerk's office and removing the existing box from the hallway that has been serving this purpose. Clerk Thomas had a request for Council for the following inter - departmental budget changes: AMOUNT FROM TO AMOUNT $8,500 521 -6200 511 -4000 1,200 511 -9900 1,000 522 -6200 1,500 541 -6300 4,800 8,50b Presently there is a $9,000 balance in the Police Department 521 -6200 line item for building construction, etc. We estimate $500 should remain there to cover anticipated e,- penses. The balance should be transferred as set out above. Administrator Fellows addressed Council as follows: "Mr. Mayor, in connection with the grievance procedure which the Council adopted tonight, I thought it might be wise for us to implement an exit interview system wherein anybody who leaves the City for whatever reason, whether it be discharge or resignation, would have an exit interview with the City Administrator or Mayor. I think it would be a good step in creating better public relations, it would open up lines of communication and if we have any kind of misunderstanding, or the employee feels he has been misunderstood, perhaps through the exit interview this could be addressed and a situation corrected. If the Council has no objections, I would like to request permission to send a memo to that effect to the Department Heads." After discussion, including discussion of the right to appeal by the employee to the grievance committee, a motion was made by Councilman Knight that copies of all letters con- cerning employees should be sent to the Clerk to be placed in the master personnel file, with a copy to the Administrator Also employees leaving City's employement are to have an exit interview with the City Administrator. Councilman Chapman seconded the motion. Chairman Douglas asked for discussion. Councilman Thomas stated, "I don't understand the situation, reasoning ". Councilman Watford stated that he was going to suggest prior to the motion that the matter be tabled at this time. "I think it's a good idea ", he said, "But apparently, this whole situation is somewhat controversial according to the discussions that have gone on. 3495 84 -14 I didn't think it would be, but apparently it is, so I am not in favor of the motion at this time ". Councilman Chapman called "Question ". Councilman Chapman asked Councilman Thomas if he understood the situation. Councilman Thomas said, "No, I don't really ". Councilman Chapman asked the administrator to explain the matter to Councilman Thomas. Administrator Fellows then proceeded to explain, ... The Department Heads, when they send a letter of reprimand to an employee, or a letter making some comment about a problem with work, or anything having to do with employee's relations, they would send a copy to the City Clerk and the City Administrator ". Councilman Thomas asked, "Why is this, are the department heads not agreeing to this, is that right ?" Councilman Chapman stated, "I withdraw my Question ". Councilman Thomas said, "I'd like to listen to it more, and see what the problem is, and study it before I vote. I want to hear what there is to be heard about it and then make up my mind what action should be taken. I think we should have the information right and then make a decision. If I wanted some information that the department head had, I would go to the depart- ment head and say, 'Look, I want to see this record', or "I want to see a certain file', and I don't believe, Attorney Conlon correct me if I'm wrong, that there is anything that they could do to keep me from it. Isn't that right ?" Chairman Douglas called for Council vote, and received the following: Councilman Knight - yes, Councilman Chapman - then Chairman Douglas voted Administrator Fellows a contest by American Water city of New Orleans won the the dirtiest in the nation. Administrator Fellows nation, I would like to ask their water. Would that be yes, Councilman Watford - no, Councilman Thomas - no, - yes. Motion carried. then told Council about an article in the paper which reported Works to determine the best tasting water in the nation. The contest, which treats water from the Mississippi River, one of went on to say, "If they can make their water number one in the Mr. Fortner to fly to New Orleans and find out alright ?" No decision was made. how they treat Councilman Chapman moved to approve the warrant registers as follows: General Fund $15,909.10, $14,2828.54, the Water & Sewer Fund $5,622.60, $38,621.41. Councilman Knight seconded the motion. Motion carried. Councilman Watford reported on the Regional Planning Council meeting. Councilman Watford further stated that no action was taken on the proposal regarding the school board request for sewer service. He feels that there may be a misconception on the part of the school board, and perhaps some other action should be taken. He would like to make it clear that Council did not turn down the proposal, just tabled it until further progress was made by the City. Administrator Fellows, as a point of clarification, said the matter had been pre- sented to Council when financing was being considered,but no proposal had been made to the schoold board. Chief Tomey requested that in the future, if a motion was to be presented such as the move to have letters placed in personnel files and exit interviews, he would appreciate being informed prior to Council meetings. Administrator Fellows stated in this case, because of activities that had taken place that afternoon, he decided to bring it up that evening. Citizen Andy Rubin called attention to the Civil Right Acts, passed in the 1960's, that specifies, "Departmental and Administrative eharing ", and praised the Council on passing the motion. 3496 Mr. Rubin further suggested exceptions should be made for Senior citizens and others on fixed incomes for the water deposit, which is being considered for an increase if and when it occurs. AGENDA ITEM #XIV - ADJOURNMENT There being no further business to discuss, the meeting was adjourned at 8:45 P.M. ATTEST: Bonnie S. omas, CM City Clerk City of Okeechobee ward W. Doug as, D.C� Chairman City of Okeechobee 1 ' T T t AGENDA REGULAR MEETING June 18, 1984 7:00 P.M. I. Call to Order II• Invocation - Mayor Edward Douglas III- Pledge of Allegiance - Mayor Edward Douglas IV. Approval of the minutes of the regular meeting of June 4, 1984 V. Action by the Council to approve the method of interim financ- ing for construction of the City's new, area -wide sewer system. VI. First reading of an ordinance amending the ordinance code of the City of Okeechobee; providing for the creation of the sanitary sewer system trust fund; setting a public hearing for Monday July 2, 1984. VII. Discussion by the Council relative to the desirability of increasing the residential utility deposit above the present $50. VIII. Receipt of preapplication material on an apparent re -plat of a portion of the Oak Grove Subdivision, and discussion by the Council on the necessity for filing a preliminary plat. IX. Action by the Council to approve the rules of procedure for the City of Okeechobee Grievance Committee. X Andy Rubin to report on the activities of the Okeechobee City Taxpayers Association. Discussion by the Council on approving plans and specifications for the paving and drainage of Northwest 7th Street from 10th Avenue to 12th Avenue. Mayor to call on City Clerk, City Attorney, City Administrator and the Councilmen for reports and /or request. Mayor to call on anyone in the audience wishing to address the Council Adjournment.