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1999-02-16
CITY OF OKEECHOBEE REGULAR CITY COUNCIL MEETING SUMMARY OF COUNCIL ACTION PAGE 1 OF 10 I. CALL TO ORDER: - Mayor: February 16, 1999, City Council Regular Meeting, 6:00 p.m. Mayor Kirk called the February 16, 1999 Regular City Council Meeting to order at 6:00 p.m. II. OPENING CEREMONIES: Invocation offered by Reverend Dick Gillen; Reverend Dick Gillen offered the invocation; Pledge of Allegiance led by Mayor Kirk. III Mayor Kirk led the pledge of allegiance. III. MAYOR, COUNCIL AND STAFF ATTENDANCE - City Clerk. III Clerk Thomas called the roll: Mayor James E. Kirk Present Council Member Noel A, Chandler Present Council Member Lowry Markham Present Council Member Robert Oliver Present Council Member Dowling R. Watford, Jr, Absent City Attorney John R. Cook Present City Administrator Robert J. Bradshaw Present City Clerk Bonnie S. Thomas Present Deputy Clerk S. Lane Gamiotea Present IV. PROCLAMATIONS - Mayor. A. Proclaim February 20 through 27,1999 as FFA Week. III Mayor Kirk read the following proclamation and presented it to Mark Clark. "WHEREAS, The FFA and Agricultural Education provide a strong foundation for the Youth of America and the future of the food, fiber and natural resources system; and WHEREAS, The FFA promotes premier leadership, personal growth and career success among its members; and WHEREAS, Agricultural education and the FFA ensure a steady supply of young professionals to meet the growing demands in the science, business and technology of agriculture; and WHEREAS, The FFA motto- Learning to do, doing to learn, earning to live, living to serve" -gives direction of purpose to these students who take an active role in making the connection to agricultural education; and WHEREAS, The FFA promotes citizenship, volunteerism, patriotism and cooperation. NOW, THEREFORE, I James E. Kirk, by the virtue of the authority vested in me as Mayor of the City of Okeechobee Florida, do hereby proclaim the week of February 20 through 27, 1999, as FFA WEEK." WOZ FEBRUARY 16,1999 - REGULAR MEETING - PAGE 2 OF 10 IV. PROCLAMATIONS CONTINUED. B. Proclaim February 21 through 27, 1999 as Engineers Week. III Mayor Kirk read the following proclamation and presented itto John Thomas of the florida Engineering Society Treasure Coast Chapter. WHEREAS, engineers help to design, construct, and maintain the infrastructure and facilities that contribute to a high quality of life for all residents of Florida; and WHEREAS, Florida's future growth depends on engineers executing innovative, creative, high -quality solutions to technical problems; and WHEREAS, the stated purposes of the Florida Engineering Society shall be to advance the public welfare and to promote the professional, social, and economic interests of the engineering profession, and to stimulate and develop professional concepts among all engineers through education and in practice; and WHEREAS, current members of the Florida Engineering Society and the Florida institute of Consulting Engineers are making strides to interact with the engineering education sector to prepare future engineers to maintain our economic leadership and quality of life; and WHEREAS, it is fitting that we recognize and honor the continuing contributions of American's engineers by observing Engineers Week with the motto: "Engineering the Future"; NOW THEREFORE, I, James E. Kirk, by the virtue of the authority vested in me as Mayor of the City of Okeechobee, Florida, do hereby proclaim February 21 through 27, 1999, as ENGINEERS WEEK in Okeechobee and urge all residents to join me in paying tribute to the contributions of engineers to our society. C. Proclaim February 26 and 27, 1999 as Relay for Life Days. III Mayor Kirk read the following proclamation and presented it to the representatives from the American Cancer Society. WHEREAS, on February 26"' and 2r,1999, the American Cancer Society will hold the Relay For Life at Okeechobee High School as a money -raising team effort to help prevent cancer and to support those battling this life -threatening disease; and WHEREAS, dollars from the Relay For Life provide patients with transportation, durable medical equipment, and much more; and WHEREAS, participants form teams, taking turns on the track and participating in various activities through the night and WHEREAS, the Relay For Life opens as cancer survivors walk or run the first lap, which is an emotional time and sets the stage for the importance of this event; and WHEREAS, during Relay For Life, a luminary service is held to honor survivors and to remember those who have lost the battle against cancer, and that luminaries are left burning throughout the night to remind participants of the importance of this contribution; and WHEREAS, the City of Okeechobee has extended a challenge to our community to join the Relay For Life Activities. NOW THEREFORE, I, James E. Kirk by virtue of the authority vested in me as Mayor of the City of Okeechobee, Florida, do hereby proclaim February 26 and 27,1999 as "Relay for Life Days" in the City of Okeechobee, and urges all citizens to become familiar with this very worthwhile event. FEBRUARY 16,1999 - REGULAR MEETING - PAGE 3 of 10 V. MINUTES -City Clerk. A. Motion to dispense with the reading and approve the Summary of Council Member Chandler moved to dispense with the reading and approve the Summary of Council Action for the Council Action for the Recessed Meeting of January 26,1999 and Recessed Meeting of January 26, 1999 and the Regular Meeting of February 2, 1999; seconded by Council Member the Regular Meeting of February 2, 1999. 1 Markham. There being no discussion on this item, the vote was as follows: KIRK - YES CHANDLER - YES MARKHAM - YES OLIVER - YES WATFORD - ABSENT MOTION CARRIED. V. AGENDA - Mayor. A. Requests for the addition, deferral or withdrawal of items on Mayor Kirk asked whether there were any requests for additions, deferrals or withdrawals of items on today's agenda. today's agenda. III There were none. VII. OPEN PUBLIC HEARING - Mayor. II) Mayor Kirk opened the Public Hearing at 6:10 p.m. A. Motion to adopt Resolution No. 99-01 adopting the City Evaluation Council Member Oliver moved to adopt Resolution No. 99-01 adopting the City Evaluation and Appraisal Report and Appraisal Report regarding the Comprehensive Plan - City regarding the Comprehensive Plan; seconded by Council Member Markham. Planner (Exhibit 1). Attorney Cook read proposed Resolution No. 99-01 by title only as follows: "A Resolution of the City Council of the City 1. Read Resolution by title only. of Okeechobee, Florida, adopting its Evaluation and Appraisal Report in accordance with Section 163.3191, F.S., 11 Providing for Transmittal to the Department of Community Affairs, Providing an Effective Date, and For Other Purposes." 2. Public comments. III Mayor Kirk asked whether there were any comments or question from the public. There were none. City Planning Consultant Judith Thomas of LaRue Planning and Management Services addressed the Council explaining this has been a year long process to complete the Evaluation and Appraisal Report of the City's Comprehensive Plan. She recalled that in October of 1998 her company submitted a transmittal draft report. The Department of Community Affairs (DCA) returned the draft with comments. Those comments are addressed in the final report. This is an extensive process and she cautioned that DCA would probably have additional comments to be addressed after this adopted report is submitted. This is not unusual since DCA does things in parts. There were a lot of comments in the original data, much of which was not available. She thanked the Clerk's Office and Administration for the extensive help she received in obtaining the information needed. FEBRUARY 16,1999 -REGULAR MEETING -PAGE 4 OF 10 VII. PUBLIC HEARING CONTINUED. A. Motion to adopt Resolution No. 99-01 adopting the City Evaluation The time frame is that we have ten days to submit the copies to DCA and all regulatory agencies. We should receive and Appraisal Report regarding the Comprehensive Plan comments from DCA thirty to sixty days later. If they do have additional comments we will only have to address those continued. specific items, not the entire report. The EAR base plan amendment will be next. That is the process were we take all the information obtained in the EAR and amend the Comprehensive Plan in one large amendment, including any errors to the Future Land Use Map. KIRK - YES CHANDLER - YES MARKHAM - YES OLIVER - YES WATFORD - ABSENT MOTION CARRIED. B. Consider applying for Community Development Block Grant Administrator Bradshaw asked whether anyone was present specifically for the Grant Public Hearing. No one (CDBG) funds in one of the following categories - City responded. He continued, the purpose of the public hearing is to advise concerned citizens that the City of Okeechobee Administrator (Exhibit 2). is considering applying for Community Development Block Grant (CDBG) funds in two of the following categories: Housing, Neighborhood Revitalization, Commercial Revitalization and Economic Development Specially Economic 1. Housing Development and Housing. 2. Neighborhood Revitalization 3. Commercial Revitalization The Florida Department of Community Affairs awards grants yearly on a competitive basis. Approximately thirty-four 4. Economic Development million dollars will be available for the Federal Fiscal Year 1999 funding cycle. The Legislation that governs the CDBG program states that the funds are distributed as follows: 20% Housing; 40% Neighborhood Revitalization; 10% Commercial Revitalization and 30% Economic Development. Awards are made based on the low and moderate income population of eligible communities throughout the State of Florida. The City's low and moderate income population is one thousand, seven hundred sixty-two residents, based on 1990 Census data. The City is eligible to make application up to six hundred thousand dollars with the deadlines being Economic Development March 31,1999 and all others June 39,1999. Council Member Markham asked if the Council had to specifically go with one program area. Administrator Bradshaw responded that the City will apply for two areas, atthis time those are economic development and housing but the lump sum of the two combined will not exceed six hundred thousand dollars. Responding further he stated the percentage for the funds for each area depends on how much the economic development impacts the funds, whatever is left will be used for housing. FEBRUARY 16,1999 - REGULAR MEETING - PAGE 5 OF 10 bk5 CLOSE PUBLIC HEARING - Mayor. III No official action was taken on this item. Mayor Kirk closed the public hearing at 6:25 p.m. VIII. UNFINISHED BUSINESS. A. Discuss appointments to the City Code Enforcement Board - City Following a brief discussion, Council Member Oliver moved to appoint Rennae Sweda and Mack "Hoot' Worley, Administrator (Exhibit 3) Jr. as the alternate members to the City Code Enforcement Board for a three year term; seconded by Council Member Markham. KIRK - YES CHANDLER - YES MARKHAM - YES OLIVER - YES WATFORD - ABSENT MOTION CARRIED. B. Discuss funding the Okeechobee Main Street Program Managers position - Attorney Cook addressed the Council advising that he had researched the issue of a city employee being employed City Attorney. to be the main street manager. He could not find any potential problems. A contractual agreement could outline the duties, who they report to, compensation issues, etc. Pension Attorney Christiansen also addressed the Council stating that as long as the employee remains a city employee they can participate in the plan. Once they are no longer an employee they can choose to leave their contribution in the plan or withdraw it. Council also discussed if the current deputy clerk who has been acting as the interim program manager took the job, could the city hold her prior position for her should main street fail? Attorney Cook responded that would have to be addressed but that for as long as she remained a city employee with main street reimbursing her salary everything would be fine. However, should main street fail, the City would then have to look and see if there was a job for her at that time. The Council indicated they would fund a salary comparable to the administrative salary for six months and half the salary for the next six months. Deputy Clerk Gamiotea asked what would happen to the position should she not choose it and would the City consider assisting with advertising costs? Mayor Kirk stated if anyone else takes the position, they would not be a city employee and that he felt the city would assist in the advertising costs either way. FEBRUARY 16,1999 - REGULAR MEETING - PAGE 6 OF 10 IX. NEW BUSINESS. A.1. a) Motion to read by title only and set March 2, 1999 as a public Council Member Markham moved to read by title only and set March 2, 1999 as a public hearing date for proposed hearing date for proposed Ordinance No. 725 amending the City Ordinance No. 725 amending the City Firefighters' Pension Plan; seconded by Council Member Oliver. Firefighters' Pension Plan - Pension Attorney Scott Christiansen (Exhibit 4). b) Vote on motion to read by title only and set public hearing date. KIRK - YES CHANDLER -YES MARKHAM - YES OLIVER - YES WATFORD - ABSENT MOTION CARRIED. c) City Attorney to read proposed Ordinance by title only. Attorney Cook read proposed Ordinance by title only as follows: "An ordinance of the City of Okeechobee amending the City of Okeechobee Municipal Firefighters' Pension Trust Fund, as adopted by Ordinance 656 of the City of Okeechobee; amending Section 1, Definitions, to amend the definitions of "Actuarial Equivalent", "Credited Service" and "Salary" and to add the definition of "Plan Year"; amending Section 4, Finances and Fund Management; Amending Section 6, Benefit Amounts and Eligibility; Amending Section 8, Disability; amending Section 9, Vesting; Amending Section 16, Maximum Pension; providing for Severability of Provisions; Repealing all Ordinances in Conflict herewith and Providing an Effective Date." 2. a) Motion to approve the first reading of proposed Ordinance No. 725. Council Member Markham moved to approve the first reading of proposed Ordinance No. 725; seconded by Councit' Member Chandler. b) Discussion. Pension Attorney Scott Christiansen addressed the Council stating the proposed amendments to the Firefighters Pension Plan lowers the normal retirement date to twenty-five and out; increases the benefit rate to 3 percent; lowers early retirement date to age fifty with ten years; and lowers the early retirement reduction factor to 3 percent per year. Investment issues changed in legislature, changes in real estate percentage; disability statute changes "in line of duty." These benefit improvements are at no cost to the City. The attorney also advised the Council that they may have to begin contributing to the Firefighters' and Police Officers' Pension Plans. Currently the city does not contribute to their plans, only to the general employees plan. The state has enacted a new policy that the monies contributed to municipal pension funds for firefighters' and police officers' is to add benefits over and above those of the general employees. FEBRUARY 16,1999 - REGULAR MEETING - PAGE 7 OF 10 IWIF7 IX. NEW BUSINESS CONTINUED. A. 2. c) Vote on motion. KIRK - YES CHANDLER - YES MARKHAM - YES OLIVER - YES WATFORD - ABSENT MOTION CARRIED. B.1. a) Motion to read by title only and set March 2,1999 as a public Council Member Oliver moved to read by title only and set March 2, 1999 as a public hearing date for proposed hearing date for proposed Ordinance No. 726 amending the City Ordinance No. 726 amending the City Police Officers' Pension Plan; seconded by Council Member Markham. Police Officers' Pension Plan - Pension Attorney Scott Christiansen (Exhibit 5). b) Vote on motion to read by title only and set public hearing date. KIRK - YES CHANDLER - YES MARKHAM - YES OLIVER - YES WATFORD - ABSENT MOTION CARRIED. c) City Attorney to read proposed Ordinance by title only. Attorney Cook read proposed Ordinance by title only as follows: "An Ordinance of the City of Okeechobee amending the restated City of Okeechobee Municipal Police Officers' Pension Trust Fund as adopted by Ordinance No. 657. As subsequently amended; amending the definitions of "Actuarial Equivalent", "Credited Services" and "Salary" and to add the definition of "Plan Year"; amending Section 4, Finances and Fund Management; amending Section 6, Benefit Amounts and Eligibility; amending Section 8, Disability; amending Section 9, Vesting; amending Section 16, Maximum Pension; Providing for Severability of Provisions; Repealing all Ordinances in conflict herewith and Providing an Effective Date." 2. a) Motion to approve the first reading of proposed Ordinance No. 726. III Council Member Markham moved to approve the first reading of proposed Ordinance No. 726; seconded by Council Member Chandler. b) Discussion. III Pension Attorney Scott Christiansen addressed the Council stating this amendment lowers early retirement to age fifty with ten years and lowers the early retirement reduction factor to 3 percent per year. Again, these benefit improvements c) Vote on motion. ICI are at no cost to the city. FEBRUARY 16,1999 - REGULAR MEETING - PAGE 8 OF 10 IX. NEW BUSINESS CONTINUED. B. 2. c) Vote on motion. KIRK - YES CHANDLER - YES MARKHAM - YES OLIVER - YES WATFORD - ABSENT MOTION CARRIED. C. Consideration and approval of Request for Proposal's (RFP's) Administrator Bradshaw explained in Exhibit Six the City received four proposals regarding the Grant Consultant request regarding the services of a Community Development Block Grant for proposals. The ranking committee took into consideration local experience with grant applications and administration, Consultant - City Administrator (Exhibit 6). maintain a local office, local references, direct interaction with the Department of Community Affairs Grant office, overall experience and competitive fee schedule. Council Member Oliver moved to retain Craig A. Smith and Associates for the City's Grant Consultant; seconded by Council Member Markham. KIRK - YES CHANDLER - YES MARKHAM - YES OLIVER - YES WATFORD - ABSENT MOTION CARRIED. D. Motion to appoint Lola Parker as a regular member and Robert Council discussed whether or notto appointthe board members at this time. It was decided that they would not appoint Bradshaw as the alternate member to serve on the Insurance the members until the City Attorney had reviewed the contracts for legal sufficiency. Board for Public Risk Management Insurance - City Administrator (Exhibit 7). E. Motion to appoint one regular member for a four year term and one Council Member Oliver moved to appoint Steve Nelson as the regular member for a four year term and Johnny Mack alternate member for a two year term to the Okeechobee Utility Kinsaul as the alternate member for a two year term to the Okeechobee Utility Authority Board; seconded by Council Authority Board - City Clerk (Exhibit 8). 11 Member Markham. FEBRUARY 16,1999 - REGULAR MEETING - PAGE 9 OF 10 b1Q9 IX. NEW BUSINESS CONTINUED. E. Motion to appoint one regular member for a four year term and one alternate member for a two year term to the Okeechobee Utility Authority Board continued. F. Motion to approve a request by the Chamber of Commerce to temporarily close Southwest 2nd, Td 4►h and 5th Avenues between North and South Park Streets on March 13-14,1999 and on September 4-6,1999 from 6:00 a.m. - 6:00 p.m. and Southwest 3`d Avenue between North and South Park Streets on December 11, 1999 from 6:00 a.m. - 6:00 p.m. - City Administrator (Exhibit 9). G. Consideration and approval of a City Hall Personnel Reorganization Plan - City Administrator/City Clerk (Exhibit 10). KIRK - YES CHANDLER - YES MARKHAM - YES OLIVER - YES WATFORD - ABSENT MOTION CARRIED. Council Member Oliver moved to approve a request by the Chamber of Commerce to temporarily close Southwest 2nd, 3`d, a and 6' Avenues between North and South Park Streets on Saturday, March 13 through Sunday, March 14, 1999 and on Saturday, September 4 through Monday, September 6,1999 from 6:00 a.m. to 6:00 p.m. and Southwest V Avenue between North and South Park Streets on Saturday, December 11,1999 from 7:00 a.m. to 9:00 p.m; seconded by Council Member Markham. KIRK - YES CHANDLER - YES MARKHAM - YES OLIVER - YES WATFORD - ABSENT MOTION CARRIED. Administrator Bradshaw gave the Council five options to choose from to allow for additional staff in City Hall. This recommendation stemmed from discussions at the previous workshop. The Administrator highlighted that continued growth in the City has resulted in a dramatic increase for city services. City Staff has struggled to accommodate this rapid demand for services without any additional personnel. However, the City has reached the crossroads of either aggressively addressing this growth or simply maintaining the status quo. Council Member Markham moved to approve option two for the addition of two new secretaries and making the part- time position in administration full-time; seconded by Council Member Chandler. Following discussion motion and second was withdrawn. Council instructed the Administrator to bring option two back with figures and a proposed budget amendment at a Special Meeting to be held on Wednesday, February 24, 1999 at 12 o'clock noon. FEBRUARY 16,1999 - REGULAR MEETING - PAGE 10 OF 10 40 1 • CITY OF OKEECHOBEE REGULAR CITY COUNCIL MEETING HANDWRITTEN MINUTES I. CALL TO ORDER: 4)-044�L called the Feb 16, 1999 CiN Council Reqular Meetinq, to order at II. OPENING CEREMONIES: Invocation offered by T_Ac .r(-17 r , Pledge of Allegiance led by fl/) j?c/u , 'w- III. MAYOR, COUNCIL AND STAFF ATTENDANCE RW/ C. 600gc2 PRESENT ABSENT Mayor James E. Kirk Council Member Noel A. Chandler Council Member Lowry Markham t� Council Member Robert Oliver v Council Member Dowling R. Watford, Jr. i City Attorney John R. Cook City Administrator Robert J. Bradshaw ✓ City Clerk Bonnie S. Thomas Deputy Clerk S. Lane Gamiotea IV. PROCLAMATIONS - Mayor. A. Proclaim February 20 through 27, 1999 as FFA Week. Mayor Kirk read the following proclamation and presented it to ' tY1lu _K LY( HEREASyt!oto perity and we -being of this community are dependent upon understanding and cooperation bettwo great a ments of our society; farmers and non -farm people, and WHEREASplexities f their individual endeavors and the divergence of their activities with decreasing oppor inte ction could lead to areas of misunderstanding, and HEREASn rstanding must be avoided, and each group must understand its interdependency one with f our American way of life is to endure, and WHEREAS,ity Week provides an unparalleled opportunity for farm and city people to establish comon o become acquainted, NOW, THER Nov ORE, I, J mes E. Kirk, Mayor of the City of Okeechobee, do hereby proclaim the period of Nov mber 20 thr gh November 26, 1998 to be Farm -City Week; and I do further call upon all citizens of th' community to articipate in joint visits, seminars, pageants, fairs, civic and social events conducted ring Farm -City ek. B. Proclaim February 21 through 27, 1999 as Engineers Week. Pk, EN�t*44 Mayor Kirk read the following proclamation and presented it to I-_ WHEREAS, engineers help to design, construct, and maintain the infrastructure and facilities that contribute to a high quality of life for all residents of Florida; and WHEREAS, Florida's future growth depends on engineers executing innovative, creative, high -quality solutions to technical problems; and WHEREAS, the stated purposes of the Florida Engineering Society shall be to advance the public welfare and to promote the professional, social, and economic interests of the engineering profession, and to stimulate and develop professional concepts among all engineers through education and in practice; and WHEREAS, current members of the Florida Engineering Society and the Florida institute of Consulting Engineers are making strides to interact with the engineering education sector to prepare future engineers to maintain our economic leadership and quality of life; and WHEREAS, it is fitting that we recognize and honor the continuing contributions of American's engineers by A`\P observing Engineers Week with the motto: "Engineering the Future'; NOW THEREFORE, I, James E. Kirk, by the virtue of the authority vested in me as Mayor of the City of Okeechobee, Florida, do hereby proclaim February 21 through 27, 1999, as ENGINEERS WEEK in Okeechobee and urge all residents to join me in paying tribute to the contributions of engineers to our society. C. Proclaim February 26 and 27, 1999 as Relay for Life Days. Mayor Kirk read the following proclamation and presented it to c%A0_h 0A WHEREAS, on February 26" and 27", 1999, the American Cancer Society will hold the Relay For Life at Okeechobee High School as a money -raising team effort to help prevent cancer and to support those battling this life -threatening disease; and WHEREAS, dollars from the Relay For Life provide patients with transportation, durable medical equipment, and much more; and WHEREAS, participants form teams, taking turns on the track and participating in various activities through the night; and WHEREAS, the Relay For Life opens as cancer survivors walk or run the first lap, which is an emotional time and sets the stage for the importance of this event; and WHEREAS, during Relay For Life, a luminary service is held to honor survivors and to remember those who have lost the battle against cancer, and that luminaries are left burning throughout the night to remind participants of the importance of this contribution; and WHEREAS, the City of Okeechobee has extended a challenge to our community to join the Relay For Life Activities. NOW THEREFORE, I, James E. Kirk by virtue of the authority vested in me as Mayor of the City of Okeechobee, Florida, do hereby proclaim February 26 and 27, 1999 as "Relay for Life Days" in the City of Okeechobee, and urges all citizens to become familiar with this very worthwhile event. V. MINUTES - City Clerk. A. Council Member L ' moved to dispense with the reading and approve the Summary of Council Action for the Recessed Meeting of January 26, 1999 and the Regular Meeting of February 2, 1999; seconded by Council Member L IV\ . DISCUSSION: VI. AGENDA -Mayor. A. Requests for the addition, deferral or withdrawal of items on today's agenda. N b.; k1 • • VII. OPEN PUBLIC HEARING - Mayor � I C Pry\ A. Council Member —FDL moved to adopt Resolution No. 99-01 adopting the City Evaluation and Appraisal Report regarding the Comprehensive Plan - City Planner (Exhibit 1); seconded by Council Member l_ -V1 1. 2. (W % o w-V Axe +AU Read Resolution by title only Public comments. I1�V-AU- • 0 B. Consider applying for Community Development Block Grant (CDBG) funds in one of the following categories - City Administrator (Exhibit 2). 1. Housing 2. Neighborhood Revitalization 3. Commercial Revitalization 4. Economic Development (p 4 h'S per^ Fes. h Gc C �sz o S CLOSE PUBLIC HEARING - Mayor — C01 �Z 15ptr UNFINISHED BUSINESS. A. Discuss appointments to the City Code Enforcement Board - City Administrator (Exhibit 3) Lol - ncrF uQo vv" AID b- A,L (�-PPC, U�VA i C�1CR l C� n Glk U)A kQh, ft 0-VSJ 4 R-03 M , 1� C ep off - C�-�- �1v I fbo - ua Z Qar thl 2 , U0Out c B. Discuss funding the Okeechobee Main Street Program Managers position - City Attorney. Gv-4 p `lz /(Dt 6 fV", '( O Clef t �n c�,e 9 L�-, CLO • IX. NEW BUSINESS. A. 1. a) Council Member LFP moved to read by title only and set March 2, 1999 as a public hearing date for proposed Ordinance No. 725 amending the City Firefighters' Pension Plan - Pension Attorney Scott Christiansen (Exhibit 4); seconded by Council Member b) Vote on motion to read by title only and set public hearing date. c) 2. a) Council Member moved to approve the first reading of proposed Ordinance No. 725; seconded by Council Member V- b) Discussion. <1 4z r) C2w)cu A-Lf of eau J�ta cl o z�, Q e,�roiL �3 c ry V� ofix a 'ILA c.cw r (G z eit� fJ� L01 . %¢ � /l, Le c U C( /t. e-�Zq a-te `01 � I P� J�Lai Uw')tW uVad 1hu athu , Cke I1t.l Ef Yl le c geLk4e , k—) (fit e�`( L0fXP0C 0-X Oat pto-A,, Mo-q huj2t LcAz mote cal RArLc-IJ P(aAA- aD C�15L( Cyo XCIt V-iU pfC�'U, c) Vote on motion. u \J 2 B. 1. a) Council Member ; - moved to read by title only and set March 2, 1999 as a public hearing date for proposed Ordinance No. 726 amending the City Police Officers' Pension Plan - Pension Attorney Scott Christiansen (Exhibit 5); seconded by Council Member Z IT' b) Vote on motion to read by title only and set public hearing date. c) 2. a) Council Member L I i moved to approve the first reading of proposed Ordinance No. 726; seconded by Council Member " 1. b) Discussion. �,$L4 ��u� ova - l J" /Lee nt e,�� 02Y c) Vote on motion. • • C. Consideration and approval of Request for Proposal's (RFP's) regarding the services of a Community Development Block Grant Consultant - City Administrator (Exhibit 6). maw FOf- Ck/aL et -Lc MtyYL , do, ed/Lacrt, CSC% �e0nor\A- Q- �����r�e�-� Sn �SSQ C. C Lll,)Ljj Ln� UY) , 2hs D. Council Member moved to appoint Lola Parker as a regular member and Robert Bradshaw as the alternate member to serve on the Insurance Board for Public Risk Management Insurance - City Administrator (Exhibit 7); seconded by Council Member DISCUSSION- , __ JcQbwl �� L�ICx ibW C-pp,&JoQ h�, u Ong LL 1k v-- Qv� Ctj E. Council Member l ` ` moved to appoint one regular member for a four year term and one alternate member for a two year term to the Okeechobee Utility Authority Board - City Clerk (Exhibit 8); seconded by Council Member L DISCUSSION: F. Council Member _ moved to approve a request by the Chamber of Commerce to temporarily close Southwest 2"d, 3`d 4'h and 5'h Avenues between North and South Park Streets on March 13-14, 1999Q and on September 4-6, 1999 from 6:00 a.m. - 6:00 p.m. and Southwest 3`d Avenue between North and South Park Streets on December 11, 1999 from-6-01�m. -�:00 p.m. - City Administrator (Exhibit 9); seconded by Council Member L0) ? A� DISCUSSION: 0 0 1.3� coo . L C - tA*a-f do-P ' � • E G. Consideration and approval of a City Hall Personnel Reorganization Plan - City Administrator/City Clerk (Exhibit 10). bRrn- +-�, 4fu/Lto aqLea-�D p-let WaQi Cam, h%100 CkCed u4wj bOZ44 am lr C� C�� CT1L %�a.Ce. �. CC�� /1'� �x.�l i-� , � (� � cP� � a✓� 4,- C' &a E k uo c 6c ca mco de�encpfiE)N`- C Cato -ef0, avuuvl 12 occ r-) , X. ADJOURN REGULAR MEETING - Mayor_ r I CITY OF OKEECHOBEE REGULAR CITY COUNCIL MEETING HANDWRITTEN MINUTES CALL TO ORDER: G �-- called the Feb 16, 1999 City Council Reaular Meetina, to order at II. OPENING CEREMONIES: Invocation offered by Pledge of Allegiance led by 0 III. MAYOR, COUNCIL AND STAFF ATTENDANCE C� PRESENT ABSENT Mayor James E. Kirk Council Member Noel A. Chandler Council Member Lowry Markham Council Member Robert Oliver Council Member Dowling R. Watford, Jr. City Attorney John R. Cook City Administrator Robert J. Bradshaw City Clerk Bonnie S. Thomas Deputy Clerk S. Lane Gamiotea IV. PROCLAMATIONS - Mayor. A. Proclaim February 20 through 27, 1999 as FFA_Week. Mayor Kirk read the following proclamation and presented it to6 WHEREAS, the prosperity and well-being of this community are dependent upon understanding and cooperation / between the two great elements of our society; farmers and non -farm people, and i'. WHEREAS, the complexities of their individual endeavors and the divergence of their activities with decreasing v opportunity for interaction could lead to areas of misunderstanding, and WHEREAS, this misunderstanding must be avoided, and each group must understand its interdependency one with the other if our American way of life is to endure, and WHEREAS, Farm -City Week provides an unparalleled opportunity for farm and city people to establish communication to become acquainted, NOW, THEREFORE, I, James E. Kirk, Mayor of the City of Okeechobee, do hereby proclaim the period of November 20 through November 26, 1998 to be Farm -City Week; and I do further call upon all citizens of this community to participate in joint visits, seminars, pageants, fairs, civic and social events conducted during Farm -City Week. B. Proclaim February 21 through 27, 1999 as Engineers Week. Mayor Kirk read the following proclamation and resented it to Y 9p p WHEREAS, engineers help to design, construct, and maintain the infrastructure and facilities that contribute to a high quality of life for all residents of Florida; and WHEREAS, Florida's future growth depends on engineers executing innovative, creative, high -quality solutions to technical problems; and WHEREAS, the stated purposes of the Florida Engineering Society shall be to advance the public welfare and to promote the professional, social, and economic interests of the engineering profession, and to stimulate and develop professional concepts among all engineers through education and in practice; and WHEREAS, current members of the Florida Engineering Society and the Florida institute of Consulting Engineers are making strides to interact with the engineering education sector to prepare future engineers to maintaii our economic leadership and quality of life; and • • WHEREAS, it is fitting that we recognize and honor the continuing contributions of American's engineers by observing Engineers Week with the motto: "Engineering the Future'; NOW THEREFORE, I, James E. Kirk, by the virtue of the authority vested in me as Mayor of the City of Okeechobee, Florida, do hereby proclaim February 21 through 27, 1999, as ENGINEERS WEEK in Okeechobee and urge all residents to join me in paying tribute to the contributions of engineers to our society. C. Proclaim February 26 and 27, 1999 as Relay for Life Days. Mayor Kirk read the following proclamation and presented it to WHEREAS, on February 26" and 271h, 1999, the American Cancer Society will hold the Relay For Life at Okeechobee High School as a money -raising team effort to help prevent cancer and to support those battling this life -threatening disease; and WHEREAS, dollars from the Relay For Life provide patients with transportation, durable medical equipment, and much more; and WHEREAS, participants form teams, taking turns on the track and participating in various activities through the night; and WHEREAS, the Relay For Life opens as cancer survivors walk or run the first lap, which is an emotional time and sets the stage for the importance of this event; and WHEREAS, during Relay For Life, a luminary service is held to honor survivors and to remember those who have lost the battle against cancer, and that luminaries are left burning throughout the night to remind participants of the importance of this contribution; and WHEREAS, the City of Okeechobee has extended a challenge to our community to join the Relay For Life Activities. NOW THEREFORE, I, James E. Kirk by virtue of the authority vested in me as Mayor of the City of Okeechobee, Florida, do hereby proclaim February 26 and 27, 1999 as "Relay for Life Days" in the City of Okeechobee, and urges all citizens to become familiar with this very worthwhile event. V. MINUTES - City Clerk., A. Council Members moved to dispense with the reading and approve the Summary of Council Action for the Recessed Meeting of January 26, 1999 and the Regular Meeting of February 2, 1999; seconded by Council Member DISCUSSION: VI. AGENDA -Mayor. A. Requests for the addition, deferral or withdrawal of items on today's agenda. CX 17 J VIII. UNFINISHED BUSINESS. A. Discuss appointments to the City Code Enforcement Board - City Administrator (Exhibit 3) B. Discuss funding the Okeechobee Main Street Program Managers position - City Attorney. L ��� • • IX. NEW BUSINESS. A. 1. a) Council Member - 0 moved to read by title only and set March 2, 1999 as a public hearing g date for proposed Ordinance No. 725 amending the City Firefigh(ers' Pension Plan - Pension Attorney Scott Christiansen (Exhibit 4); seconded by Council Member b) Vote on motion to read by title only and set public hearing date. c) Attorney Cook read proposed Ordinance by title only as follows: "An ordinance of the City of Okeechobee amending the City of Okeechobee Municipal Firefighters' Pension Trust Fund, as 0 �J B. 1. a) Council Member moved to read by title only and set March 2, 1999 as a public hearing date for proposed Ordinance No. 726 amending the City Police Officers' Pension Plan - Pension Attorney Scott Christiansen (Exhibit 5); seconded by Council Member /-, b) Vote on motion to read by title only and set public hearing date. c Attorney Cook re ad ad p r 0 pos ed Ordinance b title only as fo llows: ow s. Y "A N Y ORD INANCE N A NC E OF TH E CI TY Y OF O KE E C H OB E E AM ENDING EN DI N G TH E E RESTATED CITY OF OKEE C H OB E E MU NICIPAL P A L POLICE OFFICERS' PENSION TRUST FUND AS ADOPTED BY ORDINANCE NO. 657. AS SUBSEQUENTLY AMENDED; AMENDING THE DEFINITIONS OF "ACTUARIAL EQUIVALENT", "CREDITED SERVICES" AND "SALARY" AND TO ADD THE DEFINITION OF "PLAN YEAR"; AMENDING SECTION 4, FINANCES AND FUND MANAGEMENT; AMENDING SECTION 6, BENEFIT AMOUNTS AND ELIGIBILITY; AMENDING SECTION 8, DISABILITY; AMENDING SECTION 9, VESTING; AMENDING SECTION 16, MAXIMUM PENSION; PROVIDING FOR SEVERABILITY OF PROVISIONS; REPEALING ALL ORDINANCES IN CONFLICT HEREWITH AND PROVIDING AN EFFECTIVE DATE." 2, a) Council Member ; moved to approve the first reading of proposed Ordinance No. 726; seconded by Coun it Member L, b) Discussion. S) 17 Zt ,--5 c) Vote on motion. • • C. Consideration and approval of Request for Proposal's (RFP's) regarding the services of a Community Development Block Grant Consultant - City Administrator (Exhibit 6). e / ✓� rvt�olulnlcil Member moved to appoint Lola Parker as a regular member and Robert Bradshaw as the alternate member to serve on the Insurance Board for Public Risk Management Insurance -City Administrator (Exhibit 7); seconded by Council Member DISCUSSION: ::;:.:::::::::::::.::.. :.::::::::::.::::::::........., ...................... ,f E. Council Member , moved to appoint one regular member for a four year term and one alternate member for a two year term to the Okeechobee Utility Authority Board - City Clerk (Exhibit 8); seconded by Council Member DISCUSSION: F. Council Member moved to approve a request by the Chamber of Commerce to temporarily close Southwest 2nd 3`d, 41h and 51h Avenues between North and South Park Streets on March 13-14, 1999 and on September 4-6, 1999 from 6:00 a.m. - 6:00 p.m. and Southwest 3`d Avenue between North and South Park Streets on December 1 1999 from 6 $6�.m. -& Q8 p.m. - City Administrator (Exhibit 9); seconded by Council Member:�'7,��ur� DISCUSSION: • oval of a City Hall Personnel Reorganization Plan - City Administrator/City Clerk - X. ADJOURN REGULAR MEETING - Mayor %� 'I0 OKlE;y = 01616 ' CITY OF OKEECHOBEE �, REGULAR CITY COUNCIL MEETING �10V--.:: C tOA10 �ti OFFICIAL AGENDA PAGE 1 OF 4 I. CALL TO ORDER: - Mayor: February 16, 1999, City Council Regular Meeting, 6:00 p.m. • II. OPENING CEREMONIES: Invocation offered by Reverend Richard Gillen; Pledge of Allegiance led by Mayor. III. MAYOR, COUNCIL AND STAFF ATTENDANCE - City Clerk. Mayor James E. Kirk Council Member Noel A. Chandler Council Member Lowry Markham Council Member Robert Oliver Council Member Dowling R. Watford, Jr. City Attorney John R. Cook City Administrator Robert J. Bradshaw City Clerk Bonnie S. Thomas • Deputy Clerk S. Lane Gamiotea 0 IV. PROCLAMATIONS - Mayor. A. Proclaim February 20 through 27, 1999 as FFA Week. B. Proclaim February 21 through 27, 1999 as Engineers Week. C. Proclaim February 26 and 27, 1999 as Relay for Life Days. FEBRUARY 16, 1999 - CITY COUNCIL AGENDA - PAGE 2 OF 4 V. MINUTES - City Clerk. A. Motion to dispense with the reading and approve the Summary of Council Action for the Recessed Meeting of January 26,1999 and the Regular Meting of February 2, 1999. VI. AGENDA - Mayor. A. Requests for the addition, deferral or withdrawal of items on today's agenda. VII. OPEN PUBLIC HEARING - Mayor. A. Motion to adopt Resolution No. 99-01 adopting the City Evaluation and Appraisal Report regarding the Comprehensive Plan - City Planner (Exhibit 1). I. Read Resolution by title only. 2. Public comments. B. Consider applying for Community Development Block Grant (CDBG) funds in one of the following categories - City Administrator (Exhibit 2). 1. Housing 2. Neighborhood Revitalization 3. Commercial Revitalization 4. Economic Development CLOSE PUBLIC HEARING - Mayor. VIII. UNFINISHED BUSINESS. A. Discuss appointments to the City Code Enforcement Board - City Administrator (Exhibit 3) B. Discuss funding the Okeechobee Main Street Program Managers position - City Attorney. FEBRUARY 16, 1999 - CITY COUNCIL AGENDA - PAGE 3 OF 4 IX. NEW BUSINESS. A. 1. a) Motion to read by title only and set March 2, 1999 as a public hearing date for proposed Ordinance No. 725 amending the City Firefighters' Pension Plan - Pension Attorney Scott Christiansen (Exhibit 4) b) Vote on motion to read by title only and set public hearing date. • c) City Attorney reads proposed Ordinance by title only. 2. a) Motion to approve the first reading of proposed Ordinance No. 725. b) Discussion. c) Vote on motion. B. 1. a) Motion to read by title only and set March 2, 1999 as a public hearing date for proposed Ordinance No. 726 amending the City Police Officers' Pension Plan - Pension Attorney Scott Christiansen (Exhibit 5) b) Vote on motion to read by title only and set public hearing date. c) City Attorney reads proposed Ordinance by title only. 2. a) Motion to approve the first reading of proposed Ordinance No. 726. b) Discussion. c) Vote on motion. C. Consideration and approval of Request for Proposal's (RFP's) regarding the services of a Community Development Block Grant Consultant - City Administrator (Exhibit 6). D. Motion to appoint Lola Parker as a regular member and Robert Bradshaw as the alternate member to serve on the Insurance Board for Public Risk Management Insurance - City Administrator (Exhibit 7). FEBRUARY 16, 1999 - CITY COUNCIL AGENDA - PAGE 4 OF 4 IX. NEW BUSINESS CONTINUED. E. Motion to appoint one regular member for a four year term and one alternate member for a two year term to the Okeechobee Utility Authority Board - City Clerk (Exhibit 8). F. Motion to approve a request by the Chamber of Commerce to temporarily close Southwest 2n, 3rd 41h and 5t' Avenues between North and South Park Streets on March 13-14, 1999 and on September 4-6, 1999 from 6:00 a.m. - 6:00 p.m. and Southwest 3' Avenue between North and South Park Streets on December 11, 1999 from 6:00 a.m. • - 6:00 p.m. - City Administrator (Exhibit 9). G. Consideration and approval of a City Hall Personnel Reorganization Plan - City Administrator/ City Clerk (Exhibit 10). X. ADJOURN REGULAR MEETING - Mayor. PLEASE TAKE NOTICE AND BE ADVISED that if any person desires to appeal any decision made by the City Council with respect to any matter considered at this proceeding, such interested person will need a record of the proceedings, and for such purpose may need to ensure a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. City Clerk tapes are for the sole purpose of backup for official records of the Clerk. 0 AK Ali- oItl- ///ayor ®heecbobee, ,froriba Prortamatt"On WHEREAS, The FFA and Agricultural Education provide a strong foundation for the Youth of America and the future of the food, fiber and natural resources system; and WHEREAS, The FFA promotes premier leadership, personal growth and career success among its members; and WHEREAS, Agricultural education and the FFA ensure a steady supply of young professionals to meet the growing demands in the science, business and technology of agriculture; and WHEREAS, The FFA motto -"Learning to do, doing to learn, earning to live, living to serve" -gives direction of purpose to these students who take an active role in making the connection to agricultural education; and WF�FI�FAS, The FFA promotes citizenship, volunteerism, patriotism and cooperation. NOW, THEREFORE, I James E. Kirk, by the virtue of the authority vested in me as Mayor of the City of Okeechobee Florida, do hereby proclaim the week of February 20 through 27, 1999, as FFA WEEK Attaet: wlu,.0 4.1. L—I. �.t ,,,y '). C. _Xirh, mayor 12.ie S. e///lJ, City (fu 2at&: _}eGruary 16. 1999 CITY OF OKEECHOBEE 941)763-3372 * Fax 941)763-1686 AGENDA ITEM REQUEST FORM Please mail or bring completed form to: City of Okeechobee City Clerk's Office 55 S.E. 3rd Avenue Okeechobee, Florida 34974 NAME: Qq lafx u. Firy ma-n ADDRESS: TELEPHONE: (HOME) (BUSINESS) MEETING: REGULAR A SPECIAL ❑ WORKSHOP ❑ DATE: Se K PLEASE STATE THE ITEM YOU WISH TO HAVE PLACED ON THE CITY COUNCIL AGENDA. I t 6-A i.. .k' PLEASE STATE WHAT DEPARTMENT(S) YOU HAVE WORKED WITH THUS FAR. PLEASE STATE DESIRED ACTION BY THE CITY COUNCIL. llo, IqQq Pro�lo.�no�-�� PLEASE SUMMARIZED PERTINENT INFORMATION CONCERNING YOUR REQUEST AND ATTACH APPLICABLE DOCUMENTS. PRESENTATION IS TO BE MADE, HOW MUCH TIME WILL BE REQUESTED? SIGNED BY: r75 DATE: Tj r! • I a. ♦t.►'i W♦ WHEREAS, THE FFA AND AGRICULTURAL EDUCATION PROVIDE A STRONG FOUNDATION FOR THE YOUTH OF AMERICA AND THE FUTURE OF THE FOOD, FIBER AND NATURAL RESOURCES SYSTEMS; AND WHEREAS, THE FFA PROMOTES PREMIER LEADERSHIP, PERSONAL GROWTH AND CAREER SUCCESS AMONG ITS MEMBERS; AND WHEREAS, AGRICULTURAL EDUCATION AND THE FFA ENSURE A STEADY SUPPLY OF YOUNG PROFESSIONALS TO MEET THE GROWING DEMANDS IN THE SCIENCE, BUSINESS AND TECHNOLOGY OF AGRICULTURE; AND WHEREAS, THE FFA MOTTO —"LEARNING TO DO, DOING TO LEARN, EARNING TO LIVE, LIVING TO SERVE" — GIVES DIRECTION OF PURPOSE TO THESE STUDENTS WHO TAKE AN ACTIVE ROLE IN MAKING THE CONNECTION TO AGRICULTURAL EDUCATION; AND WHEREAS, THE FFA PROMOTES CITIZENSHIP, VOLUNTEERISM, PATRIOTISM AND COOPERATION. CCV1 THEREFORE, IkDO HEREBY DESIGNATE THE WEEK OF FEBRUARY 20 THROUGH 27, 1999, AS FFA WEEK. �h e� OX_e�ch� � F(On� d, 1999 THE FFA MISSION FFA MAKES A POSITIVE DIFFERENCE IN THE LIVES OF STUDENTS BY DEVELOPING THEIR POTENTIAL FOR PREMIER LEADERSHIP, PERSONAL GROWTH AND CAREER SUCCESS THROUGH AGRICULTURAL EDUCATION. J 011L o111,.e ®�eec�jo�ee, ,�YoriD►� 'Proc[ttmation VITWIZEAS, engineers help to design, construct, and maintain the infrastructure and facilities that contribute to a high quality of life for all residents of Florida; and WHEREAS, Florida's future growth depends on engineers executing innovative, creative, high -quality solutions to technical problems; and WHEREAS, the stated purposes of the Florida Engineering Society shall be to advance the public welfare and to promote the professional, social, and economic interests of the engineering profession, and to stimulate and develop professional concepts among all engineers through education and in practice; and WHEREAS, current members of the Florida Engineering Society and the Florida institute of Consulting Engineers are making strides to interact with the engineering education sector to prepare future engineers to maintain our economic leadership and quality of life; and WHEREAS, it is fitting that we recognize and honor the continuing contributions of American's engineers by observing Engineers Week with the motto: "Engineering the Future"; NOW THEREFORE, I, James E. Kirk, by the virtue of the authority vested in me as Mayor of the City of Okeechobee, Florida, do hereby proclaim February 21 through 27, 1999, as ENGINEERS WEEK in Okeechobee and urge all residents to join me in paying tribute to the contributions of engineers to our society. l ,l and ca-1 tau �.al to 6. a//aod. Atteat: A.ia S. cmc, city C&, gala: 3aZPuarIi 16. / 999 FOUNDED - 1916 \7E January 28, 1999 City of Okeechobee City Council 55 S.E. 3rd Avenue Okeechobee, FL 34974 Dear City Council: ii,-�►. TREASURE COAST CHAPTER 1 Chartered 1987 FLORIDA ENGINEERING SOCIETY affiliated with NATIONAL SOCIETY OF PROFESSIONAL ENGINEERS P.O. BOX 7876 • PORT ST. LUCIE, FLORIDA 34985 The Treasure Coast Chapter of the Florida Engineering Society is pleased to announce that the State of Florida has proclaimed February 21-27, 1999 to be Engineers Week. During this week, the Treasure Coast Chapter has many activities planned, including hosting an award banquet which will recognize the local students receiving FES scholarships and awarding two local engineers with the Engineer of the Year and Young Engineer of the Year designation. The Chapter will also be hosting MathCounts, a statewide math contest for middle school students. The Treasure Coast Chapter serves Martin, St. Lucie, Okeechobee and Highlands Counties. The Chapter will appreciate your consideration in recognizing Engineers Week. A copy of the Governor's proclamation is attached for your information and use. Additionally, a copy of President Clinton's remarks about Engineers Week is also attached. If a proclamation is issued, a representative of our Chapter would like to attend the meeting. Please contact me at (561)871-5432 if you have any questions. Sincerel , John K Thomas, P.E. President -Elect Florida Engineering Society Treasure Coast Chapter �tor� 3�fa-O�F'J9 �-1L Serving: Martin, St. Lucie, Okeechobee and Highlands Counties Prot ation Statop!Executent WHEEREAS, -. j - — : a MOO design, construct, and maintain the iufrasincture and facilities that contribute to a high quality of life for all residents of Florida; and WAS, Florida's future pow th depends on engineers executing innovative, creative, high -quality solutions to technical pr+obleaas; and WHEREAS, the stated purposes of the Florida L�,���,.—',.,j, Society shall be to advance the public welfare and to promote the profesdonai, social, and economic intaapsts of the engineering profession, and to stimulate and develop professional concepts among an engineers through education and in practice; and WHEREAS, current members of the Florida Engineering Society and the Florida Institute of Consulting h. , 10 ; are making strides to interact with the engineering education sector to Prepare thtm engineers to maintain air economic leadership and quality of We; and WHEREAS, It is fitting that we . � � ,j ,'„ and hover the —.: J i ; , /L g contribu- tions of America's engineers by observing Engineers Weds with the motto: "Engineering the Future"; ,0.n.ed E. JC.trK. NOW, Y.�..-...+:a,�a r,, I, ,-, by virtue of the authority vested in me as 6evoraw of the-staa.arg Florida, do hereby proclaim February 21-27, 1999, as cif Engineers Week bXe.es�,Dta9.� in Fla" and urge all residents to join me in paying tribute to the contributions of engineers to our society. IN F, I have ber4mto setAy hand and caused the Seal of the state of NoWto be affixed at T the Capital, this 9" day of 54MMMber in the year of our hundred and -eight. i ce.. M�rrr 10. THE WHITE HOUSE WASHINGTON Warm greetings to everyone observing National Engineers Week, 1999. Recently, a fascinated world watched as American astronauts Jerry Ross and James Newman worked in space to complete the first steps in the orbital construction of the International Space Station. Their mission -- and our ability to experience it on the Internet and on television -- was made possible by engineers. While most of our nation's engineers do not work on missions in space, their everyday successes are vital to human progress and the quality of our lives. American engineers have made numerous contributions to our society -- from devising tools for safer and more efficient surgery to inventing ways to deliver energy and clean water to our homes and businesses. Yet, for all of its influence on our modern world, the engineering profession remains a mystery to many Americans. Since 1951, National Engineers week has helped to increase public awareness and appreciation of the engineering profession and to celebrate the positive contributions engineers make to all aspects of our lives. As we celebrate this year's theme, "Engineers: Turning Ideas into Reality," I encourage all Americans to learn more about the field of engineering and the important role that engineers play in our society. I commend the organizers, volunteers, and supporters of National Engineers Week for promoting the engineering profession and for encouraging young Americans to pursue studies in science, math, and technology. Your dedicated efforts are helping to ensure our nation's continued leadership of the global economy. Best wishes for a successful week. YI( ova 11/9- Mr, ®keerbobee, fflorfba ,Vroc[arnation WHEREAS, on February 26' and 27', 1999, the American Cancer Society will hold the Relay For rife at Okeechobee High School as a money -raising team effort to help prevent cancer and to support those battling this life -threatening disease; and VVEMRAS, dollars from the Relay For Life provide patients with transportation, durable medical equipment, and much more; and WHEREAS, participants form teams, taking turns on the track and participating in various activities through the night; and WHEREAS, the Relay For Life opens as cancer survivors walk or run the first lap, which is an emotional time and sets the stage for the importance of this event; and WHEREAS, during Relay For Life, a luminary service is held to honor survivors and to remember those who have lost the battle against cancer, and that luminaries are left burning throughout the night to remind participants of the importance of this contribution; and WHEREAS, the City of Okeechobee has extended a challenge to our community to join the Relay For Life Activities. NOW 1y1FRFFORE,1, James E. Kirk by virtue of the authority vested in me as Mayor of the City of Okeechobee, Florida, do hereby proclaim February 26 and 27, 1999 as "Relay for Life Days" in the City of Okeechobee, and urges all citizens to become familiar with this very worthwhile event. - A d.- 3a Wd"" m%u~/j %wog iunanto "t way �iand awd caae.d t� e.a�to 6. a�u.� &. S -7.., CW, Cdy IfU 2,d-: .1a6ruaa 16, 1999 19417636692 LBF&H CKEECHOEEE 533 P01%01 FED II 03 '99 10:37 1 \ vL.4 (\0 \o WHEREAS, on February 26" and 27 h, 1999, the American Cancer Society will hold the Relay For Life at Okeechobee High School as a money -raising team effbrt to help prevent cancer and to support those battling this life -threatening disease; and WHEREAS, dollars from the Relay For Life provide patients with transportation, durable medical equipment, and much more; and WHEREAS, participants form teams, taking turns on the track and participating in various activities through the night; and WT]EREAS, the Relay For Life opens as cancer survivors walk or run the first lap, which is an emotional time and sets the stage for the importance of this event; and WTUREAS, during Relay For Life, a luminary service is held to honor survivors and to remember those who have lost the battle against cancer, and the luminaries are left burning throughout the night to remind participants of the importance of this contribution; and W1EREAS, the City of Okeechobee has extended a challenge to our community to. -join the Relay For Life activities. NOW, THEREFORE, ` hereby declare and proclaim February 26t' and 27t', 1999 as: "RELAY FOR LIFE DAYS" in the City of Okeechobee, and urges all citizens to become familiar with this very worthwhile event. Gig % • , .� < t Ci � .. i � �aragra.ph as �b 01�tw 041- • RESOLUTION NO. W ©1 • A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF OKEECHOBEE, FLORIDA, ADOPTING ITS EVALUATION AND APPRAISAL REPORT IN ACCORDANCE WITH SECTION 163.3191, F.S., PROVIDING FOR TRANSMITTAL TO THE DEPARTMENT OF COMMUNITY AFFAIRS, PROVIDING AN EFFECTIVE DATE, AND FOR OTHER PURPOSES. WHEREAS, in accordance with the Comprehensive Planning and Land Development Regulation Act found at Section 163.3161, et. seq., F.S., and specifically in accordance with Section 163.3191, F.S., the City of Okeechobee has prepared its Evaluation and Appraisal Report, and; WHEREAS, the Local Planning Agency of the City of Okeechobee has held a series of Public Hearings and Workshops to discuss and solicit input with regard to possible revisions to its Comprehensive Plan, which proposed revisions constitute its Evaluation and Appraisal Report, and; WHEREAS, four (4) of these Hearings and Workshops have been held from approximately November 4, 1997 until the final Public Hearing which was held on November 17, 1998, at which time the Local Planning Agency transmitted the Evaluation and Appraisal Report to the City of Okeechobee City Council for review, and; WHEREAS, the City Council of the City of Okeechobee has reviewed the Evaluation and Appraisal Report and has held a Public Hearing with regard to same on February 16, 1999, and; WHEREAS, the City Council of the City of Okeechobee has found the Evaluation and Appraisal report to be in conformance with the State Statutes and finds that all public participation procedures and public notice requirements have been met and therefore desires to adopt this Report and to transmit it to the State Land Planning Agency. Now, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF OKEECHOBEE, FLORIDA, THAT Section 1. The City Council of the City of Okeechobee hereby adopts the Evaluation and Appraisal Report as transmitted to it from the Local Planning Agency with amendments and revisions as deemed to be in the best interests of the public. The Evaluation and Appraisal Report as adopted by the City Council is attached hereto as Exhibit A. Section 2. The City Council hereby directs the City Clerk to submit three (3) copies of the adopted Report to the Department of Community Affairs within ten (10) working days of the adoption of this Report. Section 3. This Resolution shall take effect immediately upon adoption by the City Council. Tins RESOLUTION was duly made, seconded, called and carried by the City Council, City of Okeechobee, Florida, after a public hearing at their regular meeting held on February 16, 1999. ATTEST Bonnie Thomas, City Clerk OKEECHOBEE CITY COUNCIL James E. Kirk, Mayor Page 1 of 1 Response: The City has corrected a typo and has included in the Housing Element definitions for low, very low, and moderate income households and has provided a table indicating the surplus and deficit of housing units in each of these categories. 32. The proposed EAR does not provide data or discuss current vacancy rates or the impacts of seasonal population such as tourists and migrant laborers. Response: The City has addressed the vacancy rate in the Housing Element. 33. The proposed EAR does not provide an analysis of whether housing supply has kept pace with the growth in population during the planning period. The data presented appears to show a problem in that respect. The data presented at the time of Plan Adoptions showed that there were 1,780 housing units in 1980 and, based on the assumption of a 13% increase in population, 2,039 housing units would be needed by 1990. The population data presented for the time of the EAR indicates that growth during that same period of time was actually 17%, yet the data only shows 1,912 housing units existing in 1995. This data appears to indicate a current shortfall of housing stock, which is supported by the Shimberg data indicating that the majority of housing categorized as sub -standard is due to overcrowding (i.e., more than 1 person/room). Response: The City has projected the housing needs out to 2010 based on projected population and estimated household size. As well, the City has included a Demand and Supply of Housing Units Table projected to 2010 using data prepared by the Shimberg Center for Affordable Housing. 34. Housing Element Objectives #1 through #7, were not evaluated based on specific measurable targets. Response: The City has revised the Housing Element Objectives Matrix to include measurable targets. Discussion on substandard housing units and redevelopment of these types of units is included. "Infrastructure" Element: 35. The proposed EAR does not provide up -dated maps showing the service areas for potable water and sewer service areas for potable water and sewer service in the Okeechobee area. The element also contains a map entitled "Okeechobee County Urban Residential Area" (Map IV-3), but the text does not make reference to this map so that it is not clear what this map is intending to illustrate. Response: The City has revised the Potable Water and Sanitary Sewer Service Area Maps. City of Okeechobee, Florida Page 9 Evaluation and Appraisal Report Adopted: February 16, 1999 • 36. The proposed EAR indicates that the Eckerds Youth Development Center wastewater treatment plant has a capacity of 100,000 GPD, however, the average daily flow is 98,000 GPD with a maximum flow of 204,000 GPD. Does this indicate the need for system expansion in the near future? Response: The City has addressed the Eckerd Youth Development Center in the Infrastructure Element. The discussion states that the Eckerd Youth Development Center was never a part of the City's overall wastewater treatment plant. The Center is located in the County, therefore data and analysis related to the Center should be included in the County's Comprehensive Plan. According to the OUA, the Center is a self-sustaining wastewater treatment plant. OUA only treats the water, it does not maintain or operate the wastewater treatment plant. 37. The proposed EAR does not provide information about reserve capacity allocated for wastewater and potable water. There is no discussion of potential facility needs. Response: The City has provided, in the Infrastructure Element, a table indicating available capacity and concurrency requirements. 38. The proposed EAR notes that seven water wells were installed in 1995, but the locations are not mapped nor are the wellhead protection areas. Although the proposed EAR states that there is an ordinance designating appropriate uses within the wellfield protection areas, the requirement is to have a policy in the Comprehensive Plan. Response: This has been addressed in the response to Items 21, 22, and 36. 39. Infrastructure Objectives #1 through #7, and #9, were not evaluated based on specific measurable targets. Objective 8 has a measurable target but was not evaluated. Response: The City has revised the Infrastructure Objectives 1 through 9, and has provided measurable targets including updates in the data and analysis. Conservation Element 40. The proposed EAR indicates that the Conservation Element will be updated using data from the Everglades Restoration Program. It is not clear that this information will be available to be included in the adopted EAR, or whether it will be included in the EAR - based amendments. City of Okeechobee, Florida Page 10 Evaluation and Appraisal Report Adopted: February 16, 1999 Response: The City has discussed the Everglades Restoration Program and water conservation areas. The City is not a water conservation area, but the County is. The City will include policies that the Army Corps of Engineers (COE) are proposing for the Everglades Restoration Program. 41. The Conditions at the Time of Plan Adoption indicate significant pollution problems from the City into Taylor Creek, and impacting the water quality of Lake Okeechobee. There is no discussion of the current status of Taylor Creek, and whether any objectives or policies in the Plan have been effective or not in dealing with the situation. Response: The quality of Taylor Creek has been addressed in the response to Items 13, and 15. 42. The proposed EAR includes maps from the Florida Game and Fresh Water Fish Commission; Land Cover, Biodiversity Hot Spots, Strategic Habitat Conservation areas, and Priority Wetlands. The proposed EAR, however does not provide any updated analysis, does not compare this new information with what was originally presented in the Comprehensive Plan. It is difficult to imagine that these maps in an 8.5"x I I" format are at a useful scale, and the maps do not show the City boundaries. Response: The maps provided by the Florida Game and Fresh Water Fish Commission (FGFWFC) cannot be compared to the existing data because maps at time of adoption do not capture the same information. 43. The existing FLUM does not show "Conservation" as a land use. The proposed EAR does not discuss how effective the land development regulations have been in protecting sensitive natural areas. Other mechanisms for protection in the original plan, including land acquisition, development incentive programs and landscape and tree preservation ordinances, were not discussed in the proposed EAR. Considering updated natural resource information, the proposed EAR does not discuss the potential for conservation or preservation areas. Response: The City is proposing to amend its Future Land Use Element to include conservation areas. This is included in the proposed Plan Amendments list. 44. The proposed EAR does not provide updated water use data from the South Florida Water Management District (SFWMD). Is the City of Okeechobee within a "Water Use Caution Area"? Has the SFWMD made recommendations for potable water LOS? The original plan discussed a policies for water conservation in order to reduce per capita water use by 10% by the year 2000. The proposed EAR does not discuss the results of this effort. City of Okeechobee, Florida Page 11 Evaluation and Appraisal Report Adopted: February 16, 1999 Response: This has been partially addressed in the response to Item 41. Water consumption has been reduced by fifteen percent (15%), from 2.14 MGD to 1.82 MGD. This is being done through water conservation measures incorporated by the OUA. 45. Conservation Objectives #1 through #5, were not evaluated based on specific measurable targets. Response: The Conservation Objectives have been revised to include measurable targets. Intergovernmental Coordination Element 46. The proposed EAR, in providing an inventory of entities with which the City coordinates, does not list the South Florida Water Management District, the Department of State, the Department of Agriculture or the Federal Emergency Management Agency. The proposed EAR provides very brief descriptions of the mechanisms through which coordination occurs, and does not do an analysis of the effectiveness of these mechanisms. Response: The City has included discussion on coordination issues with the School Board as well as with other regional agencies. In 1996, the City amended its Comprehensive Plan to include sites for schools. 47. ICE Objectives #1 through #4, were not evaluated based on specific measurable targets. Response: The City has revised the Intergovernmental Coordination Element Objectives Matrix to provide some measurability to the Objectives. Capital Improvements Element 48. The proposed EAR does not update the list and map of the location of educational and public health services and service areas nor does it update the inventory of existing revenue sources and funding mechanisms. The proposed EAR does not do an analysis of how the local government guides the timing and location of public facilities. Although the proposes EAR provides tables of Projected Revenues and Projected Expenditures including a line for "Public Facilities Improvements" there is no analysis showing from where these figures were derived, how the deficiencies in the facilities were identified and the source(s) of funding to cover the costs. Response: The City has provided a map indicating public educational facilities within the City. There are no hospitals within the City limits. Also, all revisions have been made to the Capital Improvements Element data and analysis addressing projected revenues and expenditures. Projected revenues from the public facilities are primarily from the local option gas tax, the eight cent motor tax, and the fuel reimbursement tax. These funds are used to make improvements on local roadways. City of Okeechobee, Florida Page 12 Evaluation and Appraisal Report Adopted: February 16, 1999 • 49. CIE Objectives #1 through #4, were not evaluated based on specific measurable targets. Response: The City has revised the Capital Improvements Element, Objectives 1 through 4, to provide measurable targets. City of Okeechobee, Florida Page 13 Evaluation and Appraisal Report Adopted: February 16, 1999 . • • LaRUE PLANNING & MANAGEMENT SERVI, r Tidewater Building • 1375 Jackson Street • Suite 206 Fort Myers, Florida 33901 (941) 334-3366 • (941) 334-6444 • FAX (941) 334-6384 e-mail: jlarue1105®aol.com February 10, 1999 James E. Kirk, Mayor and Members of City Council City of Okeechobee 55 SE Yd Avenue Okeechobee, FL 34974 Reference: City of Okeechobee Evaluation and Appraisal Report Dear Honorable Mayor and Members of the City Council: EXHIBIT 1 - FEB 16 AGENDA Attached please fmd our Response to DCA's review comments on the Draft Evaluation and Appraisal Report. At the Council meeting on Tuesday, February 16, 1999, I will present the revised Evaluation and Appraisal Report for adoption. Following adoption, by Resolution, we will submit the Evaluation and Appraisal Report to the Department of Community Affairs and the other regulatory agencies. It has been our pleasure to work with you throughout the Evaluation and Appraisal Report process. We look forward to continuing to provide the City planning services. Please call me if you have any questions. Sincerely, James G. LaRue JGL/bc cc: Robert Bradshaw, City Manager Bonnie Thomas, City Clerk Attachments Response to Department of Community Affairs Review Comments City of Okeechobee Proposed Evaluation and Appraisal Report January 8,1999 The City of Okeechobee proposed Evaluation and Appraisal Report (EAR) was received on December 9, 1998. The Department has reviewed the proposed report and provides the following comments. Please note that a sufficiency determination was not conducted in this review since this is a proposed EAR. Some of the enclosed review comments may be raised as sufficiency issues in the review of the adopted EAR if they are not adequately addressed. The Department in its review of the adopted EAR may raise new issues from the revisions made to the Report to address the Department's comments. General Comments: 1. Conditions at the Time of the EAR: For the most part, the EAR does not present much updated data for each element, and does not do any analyses. Although the conditions at the time of the EAR is in a columnar format next to the conditions at the time of adoption, the EAR does not take advantage of this easy to read format to present updated and comparable information where it is obviously necessary. Response: The City has revised the EAR extensively, paying particular attention to comments and recommendations raised in the review comments for all of the elements in the proposed EAR. 2. The proposed EAR provides a chart identifying all the objectives of the Comprehensive Plan and evaluating whether the objective has been achieved. Many of the objectives do not contain a "measurable" target for objective evaluation, and the conclusions as to whether they were achieved or not are not based on data and analysis from the previous sections "Conditions at the time of plan adoption and the time of the EAR." In addition, the achievement of many of the objectives is based on the adoption of land development regulations or specific ordinances and does not identify means to determine whether the local regulations are effective in achieving the objectives. Response: The City provided data and analysis for each of the elements that raised objections in the proposed EAR. In regard to providing measurable targets for objectives within the EAR, the City has reviewed each element, and to the best of its ability has provided measurable targets. In some instances the objectives and coordinating policies were too vague to provide a measurable target. In these cases, the City included, the objective as a proposed EAR -based Amendment. 3. One of the requirements of the EAR is to identify through the data and analysis the major problems of development, physical deterioration, and the location of land uses and the City of Okeechobee, Florida Page 1 Evaluation and Appraisal Report Adopted: February 16, 1999 • social and economic effects of such uses in the area (Section 163.3191(2)(a), F.S. and Rule 9J-5.0053(6)(a)4, F.A.C.). The proposed EAR did not do these analyses. Response: The City has identified in some of the Elements some major problems of development as they relate to existing uses and the Future Land Use Map. 4. Based on the data and analysis comparing the conditions at the time of plan adoption to the time of the EAR, the EAR should identify the extent to which unanticipated and unforseen problems and opportunities occurred between date of adoption and date of report (Section 163.3191(2)(d), F.S. and Rule 9J-5.0053(6)(a)5, F.A.C.) The proposed EAR did not do these analyses or identify problems and/or opportunities. Response: The City has identified in the Future Land Use Element, and other Elements, some unanticipated and unforseen opportunities that have occurred since Plan adoption. 5. The EAR data and analysis should result in the identification of actions that are needed to be taken to address the planning issues identified in the report (Section 163.3191(2)(f), F.S. and Rule 9J-5.0053(6)(a)7, F.A.C.) and include proposed or anticipated plan amendments necessary to address or implement the identified changes (Section 163.3191(2)(g), F.S. and Rule 9J-5.0053(6)(a)8, F.A.C.). The proposed EAR includes no specific list, but actions and proposed amendments are identified within the text of the Report. It is also anticipated that revising the data and analysis should result in the identification of additional actions and proposed amendments. Response: The City has prepared a list of proposed Plan Amendments including actions that are needed to implement changes. 6. Several issues were identified by the Department as "Issues of Statewide Concern" and the analyses presented in the EAR should identify how the community addressed (or failed to address) the issues. The proposed EAR for the City of Okeechobee did not do analyses for the following issues: Concurrency Management, Levels of Service Standards (LOSS), Capital Improvements Planning and Financial Feasibility, Affordable Housing (provided Shimberg data, but didn't do analysis), Urban Sprawl, Water Resources Protection, Natural Resource Protection, and Intergovernmental Coordination. Response: The City has revised its data and analysis including the thirteen (13) indicators of urban sprawl. An analysis for its Concurrency Management System and these indicators are discussed in the Future Land Use Element. Other areas of discussion include the water conservation areas that are located within the County, intergovernmental coordination issues, as well as analysis on housing affordability within the City. City of Okeechobee, Florida Page 2 Evaluation and Appraisal Report Adopted: February 16, 1999 7. In noting changes to Rule 9J-5.003, F.A.C. — Definitions, the proposed EAR states that, "The data and analysis of the EAR shall incorporate these terms, and amend the existing terms accordingly." The proposed EAR does not revise the definitions and use them in the analyses. Response: The City has incorporated, throughout the data and analysis of each element, definitions that are consistent with 9J-5.003. In instances where the definitions were not used, the City has included these exceptions as part of its proposed Plan Amendment to be addressed at that time. 8. Maps reproduced as part of Conditions at the Time of Plan Adoption (presumably) are not legible and do not have legible legends, scales, or dates. Response: The maps produced in the EAR represent the best available data at this time. However, better copies have been provided. The City does not have graphic capabilities. Even so, in situations where no changes have occurred, the maps have illustrated a status quo position. 9. The proposed EAR does not contain a schedule for transmittal and adoption of the identified plan amendments. Response: The Public Participation section now includes an adoption and transmittal date schedule. Specific Comments by Element: Future Land Use Element: 10. The proposed EAR did not analyze changes in land area, including annexation, since plan adoption. It appears that the area of the City increased by 344 acres, although this was not discussed. The EAR lists eighty-two (82) map amendments, all but one of which were small-scale amendments. It cannot be determined from the listing which were in association with annexations. Response: The City has revised the data and analysis and has clarified the amendments that have occurred during this planning period. As indicated in the EAR, only one (1) Plan Amendment was the result of an annexation, which was the Wal-Mart Shopping Center. The other remaining Plan amendments were due to inconsistent land uses that needed to be addressed along with general land use amendments. 11. The proposed EAR does not include an "existing land use map" corresponding to the time of the EAR, and does not include an updated "existing land use table." The table included appears to correspond to the land uses as shown on the FLUM, not the uses as currently exist on the properties. The EAR does not include a vacant land analysis. It City of Okeechobee, Florida Page 3 Evaluation and Appraisal Report Adopted: February 16, 1999 only mentions that approximately 17% of the City is vacant land and does not indicate the number of acres in each land use which is vacant. The EAR does not include a map showing the existing land uses adjacent to the City. Response: The City has provided an Existing Land Use Map which indicates the vacant areas within the City. Also, the City has provided a Vacant Lands Map and Land Use Table indicating the acreages that are developed under each category. 12. The EAR does not include an Urban Sprawl Analysis. Response: The City has provided an urban sprawl analysis that addresses all thirteen (13) indicators. 13. The proposed EAR states (page I-7) that Taylor Creek is the only area of flooding concern, and that no major flooding has occurred during the planning period. The statement is also made that homes are not permitted in the 100-year flood plain. At the time of Plan Adoption (page I-19) the City stated that there was not a FEMA map showing the 100-year flood areas for the City, and therefore the 100-year flood plain was not part of the FLUM series. Response: The issue of Taylor Creek has been addressed in the Future Land Use and Conservation Elements. Discussion has been made on the water quality of Taylor Creek and the City's exemption from FEMA because it is not within the 100-year floodplain. 14. The proposed EAR (page I-8) does not indicate a need to update the historic resources map, however, statements in the Housing Element (pages III-11 & 12) seem to indicate that additional historic structures have been identified since the time of Plan adoption. The Future Land Use Element does not include a policy addressing the protection of historic resources so it is not clear whether the LDRs afford protection to historic resources other than "homes", such as significant public building or archaeological sites. Response: The City is currently coordinating with the Department of State, Division of Historic Preservation to conduct a survey identifying historical sites within the City. On the City's Future Land Use Map, there are only two (2) sites because they are designated on the Historic Register. Other sites were overlooked until a comprehensive historical survey could be conducted. When the inventory of historic sites is complete, the City intends to propose a Historic Overlay District. 15. The proposed EAR (page I-11), at the Time of Plan Adoption, discusses a proposed SFWMD study to determine whether feed businesses located within the City were contributing to the water quality degradation of Taylor Creek. Depending upon the results, the current Plan indicates that remedial actions on the part of the City may be necessary. What was the results of the study, and are remedial actions necessary? City of Okeechobee, Florida Page 4 Evaluation and Appraisal Report Adopted: February 16, 1999 • • Response: The City has updated, as mentioned in item 13, the water quality of Taylor Creek and has included in the proposed Plan Amendments actions necessary to protect the Creek. 16. The proposed EAR (page I-12) describes the Development Review Process as it was envisioned at the Time of Plan Adoption. According to the summary, it was envisioned that the City would be able to formulate appropriate and "tailor-made" conditions for approval. In addition, it was thought that the process would provide more accurate information about the location and degree of sensitivity of the City's natural resources. The Conditions at the Time of the EAR do not describe how well that process has worked over time, whether it has been effective in directing incompatible uses away identified sensitive natural areas, and whether it has provided better data about the natural resources than the readily available published information. Response: The City has discussed, in the Future Land Use Element, the status of the Development Review process and how it is implemented through the Land Development Code. 17. The proposed EAR does not provide data or analyze redevelopment needs for the City. It has not described the accomplishments of previous plans for redevelopment for housing, and does not discuss the potential for redevelopment of commercial properties. The City has been active in finding funding for a "Main Street" program, but this has not been described or used in an analysis. Response: The City has included discussion on the Main Street program and funding sources that are being proposed to address both commercial and residential redevelopment areas. To date, the City has received approximately $500,000 in CDBG matching funds from the Department of Community Affairs for redeveloping the commercial areas along SR 70. The City is proposing a $600,000 grant to redevelop a few residential areas. Additionally, a Redevelopment Map is included in the Future Land Use Element. Discussion of funding sources are addressed in the Capital Improvements Element. 18. FLUE Objectives #1 through #8, were not evaluated based on specific measurable targets. Response: The City has revised the Future Land Use Objectives Matrix to include measurable targets where applicable. Where data was not available, the City includes this as part of its proposed Plan Amendments. 19. Rule 9J-5.0055, F.A.C. — The proposed EAR does not include an analysis of the effectiveness of the City's Concurrency Management System (CMS) or address changes to this section of the rule. City of Okeechobee, Florida Page 5 Evaluation and Appraisal Report Adopted: February 16, 1999 Response: The City has discussed extensively the concurrency management system and available capacity and existing level of service of its public facilities. 20. Rule 9J-5.006(1)(b)(1), F.A.C. — The proposed EAR states that there is an updated map showing the wells and protection areas, but it was apparently not included. Response: The City has included in the Infrastructure Element, on the Water Lines Map, areas identified as the wellfields. However, the City no longer owns or operates the water and wastewater plants. In 1995, the City sold the public utilities to the Okeechobee Utility Authority (OUA). 21. Rule 9J-5.006(2)(g) and 9J-5.006(3)(b), F.A.C. — The City states that they will comply with requirements to analyze development and redevelopment based on hazard mitigation reports. However, there was no discussion that the County has only been declared (at this point) under two disasters: FEMA#851 a Freeze in Dec/Jan 1990, and one of the recent "El Nino" disasters. Neither of these disasters have an associated hazard mitigation report. There was also no discussion of whether the City was participating in the statewide "Local Mitigation Strategy" effort coordinated by the Department. Therefore, it is not clear how the City intends to "comply" with this rule requirement. Response: The City is participating jointly with the County in the development of the State Local Mitigation Strategy Program. The effects of El Nino were not directly felt by the City. In -Kind assistance was provided to northern counties that were experiencing catastrophes resulting from El Nino; particularly, manpower and equipment. In regards to the freeze of 1990, the City was not affected; however, a few areas of the county were. 22. Rule 9J-5.006(3)(c)6, F.A.C. — The rule requires a "policy" designating appropriate uses within wellhead protection areas. The proposed EAR states that the City has an ordinance addressing this issue. Response: The City has included, within the Future Land Use Element, areas or uses that are appropriate within the wellfield protection areas and uses that have been discouraged. Implementation of the allowable uses are included in the Land Development Regulations, which guide the day -to -day -planning activities of the City. 23. Rule 9J-5.006(3)(c)8, F.A.C. - The rule requires a "policy" to designate and protect historically significant properties. The Future Land Use Element does not currently contain a policy, but the proposed EAR states that the City has policies within the LDRs addressing this issue. Response: As discussed in Item 14, the City is currently participating in a Historic Survey with the Department of State, Division of Historic Preservation, in identifying areas that are of historic significance. While there are policies in the Comprehensive Plan that address the protection of natural resources, very few include the protection of City of Okeechobee, Florida Page 6 Evaluation and Appraisal Report Adopted: February 16, 1999 historically significant properties. After the completion of the survey, the City hopes to incorporate policies that specifically address historic resources. Traffic Circulation Element: 24. The proposed EAR does not provide a new Existing Traffic Circulation Map as of the date of the EAR. In addition, the data describing the principal arterials in the City provides conflicting information about the current number of lanes for the arterials and improvements which may have occurred since Plan Adoption. Response: The City has provided, in the Traffic Circulation Element, roadway improvements that have occurred since Plan adoption. Other roadway improvements have been identified in the FDOT Workplan and were identified in the Comprehensive Plan. Improvements include the expansion of SR 70 from northwest 8th Avenue west to the County line and US Highway 441 from the CSX Railroad north to the County line. These areas have not been improved, but they are identified in FDOT's 2010 Workplan. 25. Traffic Circulation Objectives #1 through #8, were not evaluated based on specific measurable targets. Response: The Traffic Circulation Objective Matrix was revised to include measurable targets based on available data. In cases where objectives were vague and data outcomes unmeasurable, the City included them as proposed Plan amendments. Housing Element: 26. The proposed EAR presents the Shimberg data available for the City and County but does not do any analysis. Response: The City has provided analysis on the Shimberg data. 27. The proposed EAR shows in the housing survey data that at the time of Plan Adoption there were 28 homes in "Poor Condition," and for comparison presents the Shimberg data on sub -standard housing for the conditions at the time of the EAR showing 174 substandard units in 1990. Although it is clear that the criteria defining "sub -standard" were different in the two time periods, there is no discussion or analysis, particularly with regard to what programs exist in the City to address sub -standard conditions. The proposed EAR notes that because the majority of the housing stock within the City is close to being 30-years old "the City will need to conduct a housing survey in the future to determine whether conditions have changed." Response: Substandard housing conditions have been discussed both in the Housing Element data and analysis and the Goal and Objective Matrix. City of Okeechobee, Florida Page 7 Evaluation and Appraisal Report Adopted: February 16, 1999 • • 28. The proposed EAR does not provide an inventory of group homes for the time of the EAR analysis. Response: The City has revised the EAR and updated the inventory of group homes. 29. The proposed EAR does not provide an inventory of historically significant housing. Comments (page III-12) indicate that many historic structures have been identified since the time of Plan Adoption that need to be included on the FLUM or FLUM map series. It is also not clear whether the historic sites survey, coordinated with the County, has been completed or is currently on going. Response: The passage which states, "that many historic structures have been identified in the City" was not found on the page indicated. In fact, the City has tried to provide an inventory on historically significant structures in conjunction with the County, this did not come to fruition. There were a few that were mentioned at Plan adoption but were not included because these structures were not listed on the Historic Register. As such, the City has gone back and is currently conducting a Survey in conjunction with the Department of State to provide a comprehensive inventory of historically significant structures. The City is also proposing a Historic Overlay District that will be incorporated as part of the Future Land Use Map. 30. The data for owner occupied housing, presented in Table III-12, excludes mobile homes. Considering that mobile homes comprise 12% of the housing stock within the City, even accounting for some being renter -occupied, this exclusion may create a significant flaw in the analysis, particularly for the numbers of units in the lower range of values. The table shows only 11 units valued below $20,000 with mobile homes excluded. Response: The data provided was based on the 1990 Census data which specifically states that mobile homes were not included in its evaluation. However, as part of the Shimberg analysis, the Center mitigated against this flaw in the analysis by distributing the valuation of housing across all income levels. This is reflected in the Cost Burden Table which shows households paying more than 30% of income toward housing. 31. The proposed EAR does not provide the current income data for the County and does not indicate the median income. Therefore, even though there is an analysis of housing costs related to income level, the analysis cannot show the availability and affordability of housing for the defined income categories; "low", "very low" and "moderate." It appears that there is typographical error in Table III-15, in the "$20,000-34,999" income category (it reads "$0,000-34,999.") The City should note, that when it does the affordable housing analysis, the housing costs should also include the cost of insurance and utilities in addition to the base rent or mortgage. City of Okeechobee, Florida Page 8 Evaluation and Appraisal Report Adopted: February 16, 1999 61/29/1999 12:52 5617919818 CRAIG A SMITH RPE EXHIBIT 2 - FEB 16 AGENDA PUBLIC HEARING FORMAT FIRST PUBLIC HEARING CITY OF OKEECHOBEE FEBRUARY 16, 1999 I. PURPOSE OF PUBLIC HEARING A. Advise concerned citizens that the CITY OF OKEECHOBEE is considering applying for Community Development Block Brant (CDBG) funds in one of the following categories: 1. Housing 2. Neighborhood Revitalization 3. Commercial Revitalization 4. Economic Development B. The Florida Department of Community Affairs awards grants yearly on a competitive basis. Approximately $34,000,000 will be available fin FFY 1999 funding cycle. The Legislation that govems the CDBG program urea that the funds are distributed as follows: 20% Housing 40'/i Neighborhood Revitalization 100/9 Commercial Revitalization 300/9 Economic Development C. Awards are made based on the low and moderate income population of eHSM comnwnities throughout the State of Florida. The CITY OF OKEECHOBEE's low and moderate income population Is 1,762 residents, based on 1990 Coons data. D. CITY OF OK,EECHOBEE is eligible to make application up to $600,000. E. Deadlines: Economic Development - March 31, 1999 Other Categories - June 30, 1999 II. PROGRAM AREAS A. Homing - The primary objective of this category is to improve housing conditions or expand housing opportunities for low and moderate income peraans. Activities that could achieve these objectives, include, but we not limited to: 01/29/1999 12:53 5617919818 CRAIG A SMITH RFE PAGE 05 1. The rehabilitation of houses or publicly owned or acquired properties; 2. Demolition of dilapidated housing and relocation of residents; 3. Weatherization and energy -efficiency improvements; 4. Code enforcement; 5. Installation of wells or septic tanks where water or sewer service is Unavailable; and 6. Mitigation of future natural disaster hazards. The primary goal of the Housing program category is to seek a solution to substandard housing conditions in targeted low and moderate income housing areas. The primary housing goal is to provide a long-term solution by upgrading housing stock to a condition that shall last for at least 15 years. A secondary goal is to provide a short-term solution by upgrading the units to a liveable condtion which mades the units saf % decent and sanitary. B. Neighborhood Revitalisation - The primary objective of this category is to oonserve and revitalize low and moderate inoome service area neighborhoods by addressing the major problems that contribute to the declines Activities include, not are not limited to: 1. Improvements to deteriorating iWhutructure; 2. Provision of basic services such as water and sewer facilities where the CITY OF OKEECHOBEE can demonstrate sufiident plant capacity and operation of such facilities; 3. Construction or rehabilitation of neighborhood facilities that provide eomrlamity services for service area residents with the exception that CDBG funds may not be spent to improve government buildings except for activities to remove architeettual barriers to handicapped persons; 4. The construction or rehabilitation of facilities for the elderly and the handicapped; Land assembly or site preparation for new housing construction; 6. Provision of roads and drainage facilities; and 7. Mitigation of future natural disaster hazards. 01/29/1999 12:53 5617919818 CRAIG A SMITH RPB PAGE 06 C. Commercial Revitalization - All activities must be in accordance with an adopted community redevelopment plan. All activities must be geographically and physically located within the boundaries of the community redevelopment area and be contiguous to or located on properly which is utilized for non-residential use. Examples of eligible activities might include: l . To acquire substandard or blighted area when the acquisition is necessary or incidental to the proper clearance, development or redevelopment of such community redevelopment area; 2. To clear any area by demolition or removal of existing buildings, structures, streets, utilities, or other improvements and to instal], construct or reconstruct streets, utilities, parks, playgrounds, public spaces, public parking facilities, sidewalks, lighting, benches, pedestrian and vehicle overpasses and underpasses and any other necessary public improvements essential to the preparation of sites for use in accordance with the community redevelopment plan. Installation of sewer and water utilities must demonstrate that sufficient plant capacity presently exists to serve such water and sewer facilities; 3. To make available land to be utilized for public parking or other public facilities in accordance with the community redevelopment plan; 4. Repair and rehabilitation of privately owned building facades or other exterior improvements, demolition of privately owned buildings, correction of code violations, and the removal of architectural barriers to handicap access; S. Correction of architectural barriers to handicap access in public buildings located in the community redevelopment area. �[ D. Economic Development - The primary objective of this category is to create and/or retain jobs for low and moderate income persons. Activities that could achieve these objectives, include: 1. Lg to a Private For -Profit Business tbr: A. Acquisition of real property; B. Acquisition, construction or rehabilitation of commercial and industrial buildings and strut kres; C. Purchase of capital machinery and equipment with a useful life of at least S years; and D. Energy conservation improvements designed to encourage the efficient use of energy resources. 01/29/1999 12:53 5617919818 CRAIG A SMITH RPB PAGE 07 2. Cam fbr public, commercial or industrial real property improvements, including railroad spurs or similar extensions, tied to a specific project; and I Q= for activities to remove barriers which restrict access for the elderly or handicapped to publicly owned and privately owned buildings, f waities, and improvements. IQ. DISCUSSION OF POTENTIAL PROJECT FOR CITY OF OKEECHOBEE (It would be my suggestion that you only discuss the potential Economic Development project at this time. Once you have hired a consultant, another discussion could be held at a fixture Council meeting.) CITY OF OKEECHOBEE MEMORANDUM To: Mayor, Council Members, and City Clerk From: Robert J. Bradshaw Date: February 8, 1999 Re: Florida Small Cities CDBG Grant Program for 1999 As you may know, the CDBG Program is divided into four areas: (1) Economic Development (ED), (2) Commercial Redevelopment (CR), (3) Housing Rehabilitation (HSG), (4) Neighborhood Revitalization (NR). Anticipated deadline for Economic Development Grants is March 31, 1999. For the other three categories, the deadline is June 30, 1999. ECONOMIC DEVELOPMENT (ED) The City is discussing the development of an industrial park on property owned by Mr. Ed Walpole. This property is a primarily undeveloped 42 acre tract that currently has no infrastructure in the area with the exception of water service to the old Madray building. (Please see enclosed map.) Mr. Walpole has been contacted by Ocean Spray regarding the opening of a packing house (in the old Madray building) with an estimated creation of 25 new jobs. The City is eligible for CDBG dollars for the installation of water, waste water, and streets up to a maximum of $600,000. This amount is based on the City receiving $35,000 per new job created in the proposed industrial park/grant area. This ED grant requires no matching dollars from the City and has a two year time period for the project to be completed. • COMMERCIAL REDEVELOPMENT GRANT (CR) Due to the completion of our 1998 Commercial Redevelopment Grant (CDBG), DCA standard procedure dictates an automatic 25 point deduction on any grant applications submitted within the following year. As such, the City in all likelihood will not be funded for any CR grants submitted in the 1999 grant year. HOUSING REHABILITATION (HSG)/NEIGHBORHOOD REVITALIZATION (NR) Prior discussion has indicated a need to concentrate housing efforts in the Dean's Court area. The City is eligible for CDBG dollars to subsidize a project in this area. GRANT CONSULTANT RFP Due to the anticipated Economic Development grant deadline of March 31 st, the following time table has been established by City staff: • Publish RFP February 2, 1999 • Open, evaluate, and rank RFP's February 15, 1999 • Final rankings forwarded to Council Members February 16, 1999 • Consideration and approval February 16, 1999 (Council Meeting) • Conduct required first public hearing February 16, 1999 (Council Meeting) SUMMARY Final rankings will be forwarded to you no later than Tuesday morning, February 16th. In addition, please be reminded, that even though a Grant Consultant proposal will be awarded, the City will incur no obligation or cost unless the grants are funded. • 0 EX HIBIT 3 - CITY OF OKEECHOBEE FEB 16 AGENDA MEMORANDUM TO: Mrs. Bonnie Thomas, City Clerk DATE: February 16, 1999 THRU: Mr. Bradshaw SUBJECT: Code Board Members THRU: FROM: Bea Castorina 44—f As of April 30, 1999, Members James C. Palmore, Shirley Johnson and Harrison O'Connor terms are up on the code board. I talked to Jim and Harrison and they would like to be re -appointed for another term. The new term will be May 1, 1999 until April 30, 2002. 1 talked to Shirley and she does not want to be reappointed, so we will need to fill her seat. This is in addition to the two (2) alternates we need. Please note we are recommending the appointment of Rennae Sweed and Hoot Worley as the alternate members to the code board. • 0 City of Okeechobee Bea Castorina 55 S.E. 3ra Avenue Okeechobee, Florida Dear Bea: February 9, 1999 I have enjoyed time serving on the City's Code Enforcement Board. I would welcome the opportunity and consider it a privilege to continue to serve for another three year term. Sincerely, Jun Pa ore February 9, 1999 City of Okeechobee Bea Castorina 55 S.E. 3`d Avenue Okeechobee, Florida Dear Bea: I have enjoyed time serving on the City's Code Enforcement Board. I would welcome the opportunity and consider it a privilege to continue to serve for another three year term. Sincerely, Harrison O'Conner City of Okeechobee Office of the City Clerk & Personnel Administrator Application for Citizen Board The City of Okeechobee does not engage in any form of unlawful discrimination. If you feel you have been discriminated against for any reason, please call this to the attention of the Personnel Administrator so that we may address your concern. Citizen Board Applying For: ❑ Planning Board/Board of Adjustment/Design Review Board Member ❑ Alternate Member of the Above Stated Board 0 Code Enforcement Board Member ❑ Alternate Member of the Above State Board Please Print. Applicant's Full Name: Rennae Sweda Street Address: 497 S.W. 21st Street Mailing Address: a-a-v— al,n.rea Telephone Numbers: 467-1994 763-1107 447- home work beeper mobile Education: Please include Name and Address of school, years attended, date graduated and degree obtained, if any. If more space is needed please attach an additional page. Grammar School: McG1 ure E1 ementa ry Sr-hnnl or,; i a _ v� Cook .Tuni2r Hig,., Plii 1 a . r Ua _ High School: Gluey u{ n,, � 1.h,1,.l Nh__a _ , ^a . c?t 8 lnstsi tutysL--e-ff r i 1: . rourt_ Reporters Tnc. 2 yea University: �,�a ..,,u t <y Gemmunit�e-11 e g e '- �-k� tom, n a. 2 yea .evrrv—vv assry — Temple Universitv Phila.. Pa,. 1y975 2 yea Other: Describe any skills and background information about yourself that would be helpful to the board wish to serve on. If more space is needed please attach an additional page. in pr9paring tl;e—poiiry and pro-odurc man„n1 for opening the Tropicana Hotel and Casino. This is reauired and is a very Code regul oions - I am hvncst and <.sry faix- nurinq my • • • • at the Tropicana Hotel& Casino I wasthe _ . • Rplations Manaapr prnvidina •ary ani-jons, fraining and • • -- Relation skills, T was the liason betyppn mzmasjamealt—and .bacc 14n aoQ_ Appreciation of natural a7nd man -.made beauty combined in the environmental aesthetics of urban/suburb-an dave4epment areEaet-e-rs Which motivate_ mP to ;;rlii cP%rP rociil+c _ i A 0 s-, - / Applicant's ignature Fahr»a ry t n_,_1999 Date City of Okeechobee Office of the City Clerk & Personnel Administrator Application for Citizen Board The City of Okeechobee does not engage in any form of unlawful discrimination. If you feel you have been discriminated against for any reason, please call this to the attention of the Personnel Administrator so that we may address your concern. Citizen Board Applying For: a/ Planning Board/Board of Adjustment/Design Review Board Member ❑ Alternate Member of the Above Stated Board Code Enforcement Board Member ❑ Alternate Member of the Above State Board Please Print.• Applicant's Full Name: Co 2 D o4 A<*— W o Q,bI5� . J e. . Street Address: �*qS S. ICU. 1674 -T0ZIZAc.-[-,- Mailing Address: 1(0 J(` . pi. 519 S-f Telephone Numbers: 743 .4330 4(o- n41 .447-6110 home work beeper mobile IEducation: Please include Name and Address of school, years attended, date graduated and degree obtained, if any. If more space is needed please attach an additional page. Grammar School: P# E-Ce CF,7 J-7/w, High School: OtEe . 4irfA 56i oB L. University: t454Ir— (Z- Y251 4 lZP LAA 1L (tAIl J. D F N . (0 %'Z) Other: Describe any skills and background information about yourself that would be helpful to the board wish to serve on. If more space is needed please attach an additional page. 51�,C 117�1"Ttl�t, C�6147J�7o2 -)),aCI- Applicant's Signatur z/2 99 Date w SCarr R. CHMSUMSE I H. I.Hs DEMM Law OFFICes CHMnANSEN & Dom, P.A. 63 SARASMA CEMW BLVD. Surre 107 SARMMA, FWPMA 34240 January 8, 1999 Mr. Robert Bradshaw, City Administrator City of Okeechobee 55 Southeast Yd Avenue Okeechobee, Florida 34974 PHONE (941) 377-2200 FAX: (941) 377-4M Re: City of Okeechobee Police Officers' and Firefighters' Pension Trust Funds Dear Mr. Bradshaw: We represent the Boards of Trustees of the City of Okeechobee Police Officers' and Firefighters' Pension Trust Funds. As I mentioned to you in our recent telephone conversation, I am enclosing a proposed ordinance which, if adopted, would amend each plan. Many of the changes set forth in these ordinances are simply updates in order to accomplish a consistency with federal and state law. Both plans have proposed an amendment to Section 4, Finances and Fund Management, to take advantage of recent changes to the investment criteria permitted by Chapters 175 and 185, Florid ROO & The ordinance amending the police officers' plan provides for a benefit improvement reducing the early retirement age fim age 55 to age 50 and changing the reduction factor from an actuarial reduction to a reduction of 3 % per year. This change will bring the plan into compliance with the minimum benefit set forth in Chapter 185 and, in the event that the legislation amending Chapter 185 is adopted by the State, the plan will then contain all of the minimum benefits provided for in Chapter 185. The ordinance amending the firefighters' plan provides for a similar change to the early retlremern benefit. The change is proposed for the same reasons set forth above regarding the police officers' plan. The proposed ordinance also proposes a change in benefits changing the normal retirement date from 30 years of service to 25 years of service and increasing the benefit accrual rate from 2.7 % to 3 %. The police officers' plan already contains these benefits. I am enclosing actuarial studies ,.. ;,r �:: „ 1 by the 'Boards' actuarial firm, Gabriel, Roeder, Smith and Company, indicating the costs associated with the adoption of these proposed ordinances. As you can see, with regard to both plans, the plans are sufficiently funded such that the additional benefit increases will still result in no required contribution from the City. • • Mr. Robert Bradshaw, City Administrator January 8, 1999 Page Two We would appreciate the City's consideration of these proposals as soon as possible. Should you feel it necessary for me to attend any meeting of the City Council to explain the provisions of these ordinances, I would be happy to do so. In addition, if you or any member of your staff would wish to discuss the ordinances with me, please feel free to give me a call. I thank you in advance for your cooperation. Y e truly, Scott R. Christiansen SRC/bm enclosures cc: Jim Paul, with enclosures J. P. Zeigler, with enclosure Bill Douglas, with enclosure Ms. Theota Brachialarghe, with enclosures 01/07 99 T'Ht" 14: 22 FAX 954-5250083_ _ ._ ExHIBZT 4 - FEB 16 ArGENDA GARRIEI, R )EDER, SMITH & COMPANY Consultants A Actuaries 301 East Las Olas Blvd. • Suke 200 • Ft. L.aulerdale. FL 33301 •954-527-1615 a FAX 954-525.0093 December 21, 1998 Ms. Patricia Shoemaker Bureau of Municipal Police Officer's and Flrefighter's Retirement Fund State Treasurers Office Larson Building, Room 214 Tallahassee, FL 32399-0300 Re: Actuarial Impact Statement for Ordinance No. W5 amending the City of Okeechobee Pension Plan for Firefighters Dear Ms. Shoemaker: Enclosed is a copy of the Ordinance amending the above -captioned retirement plan. This letter, with enclosures, constitutes the Statement of Actuarial Impact as issued by the plan administrator. The Ordinance (i) lowers the normal retirement date to 25 and out (ii) increases the benefit rate to 3% (iii) lowers the early retirement date to age 50 with 10 years, and (iv) lowers the early retirement reduction factor to 3% per year. This cost determination was prepared and completed by me or under my direct supervision, and I acknowledge responsibility for the results. To the best of my knowledge, the results are complete and accurate, and in my opinion, the techniques and assumptions used are reasonable and meet the requirements and intent of Part VII, Chapter 112, Florida Statues. There is no benefit or expense to be provided by the plan and/or paid from the plan's assets for which liabilities or current cost have not been established or otherwise taken into account in the cost determination. All known events or trends which may require a material increase in plan costs or required contribution rates have been taken into account in the cost determination. Theora P. Braccialarghe, FSA, MAAA, FCA Date Senior Consultant and Actuary Enrolled Actuary #96-2826 For the Pension Board as Date Plan Administrator 01/07/99 -THti 14:23 F.0 9545250083 ,.__ t,.•�iKihL,!(UhUGx. Ja111ntY�.u. - • '' .. r Iw .1 .• J Jld 1 I..r.rr rr. r,.,..,, :'CbMrPARATIVI :VAT.10N. IM. ,I ... ERAI f •, "V;_ . ..r awn rl i Ir. rr r �. � .rr.l•II � i. ' i". •:.Ilir,ltlr"; r.r r I?• .ra Nl.,Nx�'n.,.. r r �. r.r �. .r.. r � • yr,blr. r, , . rrn rr..• .. r. n.• rr ����iF N�r.r 'I.'�I Ir.11 .l. f.. rI ..rr.rlr. rr. r, 1 ..n Vrr � .. , r.. r.. l;.•;.r., rr. r. rn 199$ Impact Mg Val �i<"b •"'"..r :"'• ■■//����..��''��jj�� ',�IpLL�u r.�r rr�Ilt.M�rxYlll•I �1--"r•ar. r, r i ... ... .. ...{,'VI.'1.1'1, xl ";.l yrn.l" �; •F V x.lMrµl.i.' y;M,I.II.+,IInM,W.: ' A. Number of Participants Actives 10 10 Retirees, Disabilities, Beneficiaries and Vested Terminations 1 1 Total Annual Covered Payroll S 280,009 $ 290,009 "�II����'r. ' , rrr .r „ ... IL..I .r r,�;l;,,.:;�1,;i, ::: � r rr . • r.. r rr rr � r L.. r .... ' °',::rr_ , .rr . ..Ir» n B. Actuarial Present Value of Projected Benefits C. Valuation Assets D. Actuarial Present Value of Prospective Contributions (B)-(C) 1,160,847 1,000,779 169,564 1,041,570 1,000,779 40,791 E_ Employer Normal Cost (for current year) 9,496 (915) As % of Payroll 3.39% (0.33)% F. Fiscal Year to which Contributions Apply 10/l/98 to 10/1/98 to 9/30/99 9/30199 ; G. Total Required City and State Contributions if paid quarterly during the fiscal year shown in (F) 9,957 (959) As % of Payroll 3.56% (0.34)A H. Estimated State Premium Tax Refund 35,973 35,973 As % of Payroll 12.85% 12.85% i Balance Required from City 0 0 As % of Payroll -- — J. Estimate of Required City and State Contribution for the fiscal year beginning one year after the valuation date, as % of payroll 3.56% 0.08A U1/ul/aa 1tiL 14:Z3 YAA U545Z5UU-53 OP tiAlixr>uL. xunytn�ai iaacw. • ;,;Dal'�'IR �Vl7f� "i I^ ,�;� :�M.i �. "L�. "r: .�.a��h^ ,•INN I`" NON 11''% bb'6'4�' �'��,•,=���ti, "I14 �. � � � •a , I. Xti..� m 6t 1999 Impact 1M Val A Actuarial Present Value of Projected Benefits Active Members Service Retirement Benefits $981,880 $957,622 Vesting Benefits 116,374 118,377 Disability Benefits 20,582 16,507 Pnxetiremsnt Death Benefits 19,446 22,853 Return of Contributions 10»777 14.423 Total 1,149,059 11029,782 Service Retirees 0 0 Disability Retirees 0 0 Beneficiaries Receiving Benefits 0 0 Terminated Vested Members 11.788 11.788 Total 1,160,847 1,041,570 B. Valuation Assets 1,000,779 1,000,779 C. Actuarial Present Value of Projected Member Contributions 166,061 185,081 D. Actuarial Present Value of Projected Employer Normal Costs: (A)-(B){C) (5,993) (144,290) E. Actuarial Present Value of Projected Covered Payroll 3,321,100 3,701,600 F. Normal Cost Rate: (D) / (E) (0.180)% (3.898)% G. Annual Payroll of Active Members under Assumed Retirement Age 280,009 280,009 H. Normal Cost for Benefits: (F) x (G) (504) (10,915) I. Normal Cost for Administrative Expense 10,000 10,000 J. Total Normal Cost: (H) + (1) 9,496 (915) • ORDINANCE No. ` 5 AN ORDINANCE OF THE CITY OF OKEECHOBEE AMENDING THE CITY OF OKEECHOBEE MUNICIPAL r uu A4 iGHTERS' PENSION TRUST FUND, AS ADur x jw BY ORDINANCE 656 OF THE CITY OF OKEECHOBEE; AMENDING SECTION 1, DEFIN TIONS, TO AMEND THE DEFINITIONS OF "ACTUARIAL EQUIVALENT", "CREDITED SERVICE" AND "SALARY" AND TO ADD THE DEFINITION OF "PLAN YEAR"; AMENDING SECTION 4, FINANCES AND FUND MANAGEMENT; AMENDING SECTION 6 r„&i"rY AMOUNTS AND ELIGIBILITY; AMENDING SECTION S, DISABILITY; AMENDING SECTION 9, VESTING; AMENDING SECTION 16, MAXIMUM PENSION; PROVIDING FOR ILI SEVERABTY OF PROVISIONS; REPEALING ALL ORDINANCES IN CONFLICT me, a v v i i n AND PROVIDING AN EFFECTIVE DATE. BE 1T ORDAINED BY THE CITY COUNCIL OF THE CITY OF OKEECHOBEE, FLORIDA: SECTION 1: That the City of Okeechobee Municipal Firefighters' Pension Trust Fund, as adopted by Ordinance 656 of the City of Okeechobee, as subsequently amended, is further amended by amending Section 1, DEFINITIONS, by amending the definitions of "Actuarial Equivalent", "Credited Service" and adding the definition of "Plan Year", to read as follows: Actuarial Equivalent means that any benefit payable under the terms of this System in a form other than the normal form of benefit shall have the same actuarial present value on the date payment commences as the normal form of benefit. For purposes of establishing the actuarial present value of any form of payment other than a lump sum distribution, all future payments shall be discounted for interest and mortality by using 3* $A interest and the +'+ JM Group Annuity Mortality Table for Mal`,,, Wall Kek'J JkA "1.6'...1 Ja * U j .,"LLP "A 1%, .,...,., „f disabiEtJ aVt+L VVJ• Credited Service means the total number of years and fractional parts of years of service as a Firefighter with Member contributions when required, omitting intervening years or fractional parts of years when such Member was not employed by the City as a Firefighter. A Member may voluntarily leave his Accumulated Contributions in the Fund for a period of five (5) years after leaving the employ of the Fire Department pending the possibility of being reemployed as a Firefighter, ....1.',,...a.:..:..6 i,...rlUj %16: 1. k r.,.:.,d „f a...i L. th w three-(3) years-, without losing credit for the time that he was a Member of the System. If the Member doesi a'V...(.... .....rl„jV - s. l.r.--d J U.a VV (3) Ni..J 4y ul..NN..ar1uJ..aNaa years leaves the employ of the Fire Department, 111,,..1,; hia Accumulated Contributions will be rem upon his written request. U= return of his Accumulated Contributions, all of his rights and benefits under the System are forfeited and terminated, II„.. , —, U= aw reem= lovmr ent_ a Firefighter will W receive credit for the years and fractional parts of years of service for which he has withdrawn his Accumulated Contributions to from the Fund for tlau.►., .u"u r".L 'ui unless the Firefighter repays into the Fund the contributions he has withdrawn, with interest, within 90 days after his reemployment. Sala tx means the basic compensation paid by the City to a Member, plus all tax deferred,, tax shd=d and tax exempt items of income derived from elective employee W=11 deductions or Sala1'V reductions.;-bttt-excl l...� ,..va�a.aaV, lrvaau.y...� tuaal x1.9,.!W Compensation in excess of the limitations set forth in Section 401(a)(17) of the Code shall be disregarded. The limitation on compensation for an "eligible employee" shall not be less than the amount which was allowed to be taken into account hereunder as in effect on July 1, 1993. "Eligible employee" is an individual who was a Member before the first plan year beginning after December 31, 1995. SECTION 2: That the City of Okeechobee Municipal Firefighters' Pension Trust Fund, as adopted by Ordinance 656 of the City of Okeechobee, as subsequently amended, is further amended by amending Section 4, FINANCES AND FUND MANAGEMENT, to read as follows: 2 0 • 1. As part of the System, there is L ,. Ly - st at fist - I zxim the Fund, into which shall be deposited all of the contributions and assets whatsoever attributable to the System, :..,,1..1:.16 th� fth„ I'LIJ41.L..,' 2. The actual custody and supervision of the Fund (and assets thereof) shall be vested in the Board. Payment of benefits and disbursements from the Fund shall be made by the disbursing agent but only upon written authorization from the Board. 3. All funds and .....,...a:, ., of the Municipal Firefighters' Pension Fund may be deposited by the Board with the Finance Director of the .......:,,:r�1:1,� City, acting in a ministerial capacity only, who shall be liable in the same manner and to the same extent as he is liable for the safekeeping of funds for the City. However, any funds and so deposited with the Finance Director of the City shall be kept in a fund by the Finance Director or clearly identified as such funds ....1of the Municipal Firefighters' Pension Fund. In lieu thereof, the Board shall deposit the funds and s.......:l:.,s of the Municipal Firefighters' Pension Fund in a qualified public depository as defined in §280.02, Florida Statutes, which depository with regard to such funds ....1.#-.-- .*1: J shall conform to and be bound by all of the provisions of Chapter 280, Florida Statutes. In order to fulfill its investment responsibilities as set forth herein, the Board may retain the services of a custodian bank, an investment advisor registered under the Investment Advisors Act of 1940 or otherwise exempt from such required registration, an insurance company, or a combination of these, for the purposes of investment decisions and management. Such investment manager shall have discretion, subject to any guidelines as prescribed by the Board, in the investment of all Fund assets. 4. All funds and securities of the System may be commingled in the Fund, provided that accurate records are maintained at all times reflecting the financial composition of the Fund, including accurate current accounts and entries as regards the following: 3 A. Current amounts of Accumulated Contributions of Members on both an individual and aggregate account basis, and B. Receipts and disbursements, and C . Benefit payments, and D. Current amounts clearly reflecting all monies, funds and assets whatsoever attributable to contributions and deposits from the City, and E. All interest, dividends and gains (or losses) whatsoever, and F. Such other entries as may be properly required so as to reflect a clear and complete financial report of the Fund. 5. An d.r-.-.,'ent audit shall be performed annually by a certified public accountant for the most recent fiscal year of the City showing a detailed listing of assets and a statement of all income and disbursements during the year. Such income and disbursements must be reconciled with the assets at the beginning and end of the year. Such report shall reflect a complete evaluation of assets on both a cost and market basis, as well as other items normally included in a certified audit. 6. The Board shall have the following investment powers and authority: A. The Board shall be vested with full legal title to said Fund, subject, however, and in any event to the authority and power of the Okeechobee City Council to amend or terminate this Fund, provided that no amendment or Fund termination shall ever result in the use of any assets of this Fund except for the payment of regular expenses and benefits under this System,.gxce as otherwise provided herein. All contribu- tions from time to time paid into the Fund, and the income thereof, without distinction between principal and income, shall be held and administered by the Board or its agent in the Fund and the Board shall not be required to segregate or invest separately any portion of the Fund. 4 • B. All monies paid into or held in the Fund shall be invested and reinvested by the Board and the investment of all or any part of such funds shall be limited to: (1) Annuity and life insurance contracts of mdth life insurance companies in amounts sufficient to provide, in whole or in part, the benefits to which all of the Members in the Fund shall be entitled under the provisions of this System and pay the initial and subsequent premium thereon. (2) Time or savings accounts of a national bank, a state bank insured ;ram,Insurance• . association insured by the Savings Association Insurance u which is administered by the Federal Deposit *Cooration or r - or e• r.l chartered credit union • . 0 1111:Imul a�nhf-'I' P'. N-PMUTITI IM. IM71 (3) Obligations of the United States or obligations guaranteed as to principal and interest by the government of the United States Q1 (4) Bonds issued by the State of Israel. (5) Il�,..1�, - LW%1..,, Vwauaauael.,1 rj..a1J .1a.Laa.aJ�aV. V .dLA. Y. Lj _ H, JW.4.16.i ur;..�vU ✓.r..vJJ .J.J..✓r bi 11� w:11c✓err •., K 'Wail Vaaa�Vaa W&a'"".L.V1 Yaa1VL daV �I,J Vr �aV UaaaiV��i'.K•w�J, K.a, a,....,V1 L.'1. j .Ir uw U..;Ld �`ftfts; ord. D;.�4:,AJ 1lLw-- .a., i/a\/,a1.,.1 d aa.a.YL'11.Wa�` JV.al., ".1,.V1VtahaJw /r"J V.. K.."LWAMM4 ".A LVl1 a{�.KL�.v�.T• LVt LK4i6 VLV..V Vr Yv 3—*OW lY9lLVJ` VLKJ"Y ,LVV, ".ad * NYVlL L.it VJ�.aV.l{v iiaV L.�V L.. LL Lbank, dwir 5 41V}l""b Ml 14a4W16 %i Vi1N111J.V"%W�yA& C.V VVaaul - .a Lj R-a4 Shan 11..1e. a iKLA16 VI lul11.1/16 991YW1 YIV t.Jk1/ d"vw (3) A's"E, �L'�V.A- $ 1111. a1111,V . •ii�.aa8 .l.,a. ♦a.O.W "a A. rCs'..at,aY alaai V.►� nierrts-sha.:l L., 'F ^.::i�,1: JL th„ Y,.a.....:.��,1„3 fund, orbtl.,.,,.. Stocks, , commingled funds administered by national or state banks, mutual end nd bonds or other evidences of indebted- ' ded that: Excen ate" provided in paragranh (b), all individually held securities, • all securities1 a cgMmingled or 11 �. fund must be issued or r. l ee by = • C• 1 . 1 armnized under the laws of the United State organized terdt= of the United States, or the District • li • W 1 to ten 1 la% ofthe assets of 1 Fund may •,. invested in foreiLyn securities, W The Board shall not invest more dm five percent (5 %) its assets in the common stock, capital stock, or convertible securities of any one issuing company, nor shall the aggregate investment in any one issuing company exceed five percent (5 %) of the outstanding capital stock of that company; nor shall the aggregate of its investments in common stock, capital stock and convertible securities at cost exceed sixty percent (60 %) of the assets of the Fund. (6) Real estate nrovided the Board shall not invest more than ten percent (10%) at cost in real p•=M or real estate. • D.C. The Board may retain in cash and keep unproductive of income such amount of the Fund as it may deem advisable, having regard for the cash requirements of the System. $ I2. IT. r,�.j.,.. ,,..,..ri4f Neither the Board nor any Trustee shall be liable for the making, retention or sale of any investment or reinvestment made as herein provided, nor for any loss or diminishment of the Fund, except that due to his or its own negligence, willful misconduct or lack of good faith. F E. The Board may cause any investment in securities held by it to be registered in or transferred into its name as Trustee or into the name of such nominee as it may direct, or it may retain them unregistered and in form permitting transferability, but the books and records shall at all times show that all investments are part of the Fund. G E. The Board is empowered, but is not required, to vote upon any stocks, bonds, or securities of any corporation, association, or trust and to give general or specific proxies or powers of attorney with or without power of substitution; to participate in mergers, reorganizations, recapitaliza- tions, consolidations, and similar transactions with respect to such securities; to deposit such stock or other securities in any voting trust or any protective or like committee with the Trustees or with depositories designated thereby; to amortize or fail to amortize any part or all of the premium or discount resulting from the acquisition or disposition of assets; and generally to exercise any of the powers of an owner with respect to stocks, bonds, or other investments comprising the Fund which it may deem to be to the best interest of the Fund to exercise. H.G. The Board shall not be required to make any inventory or appraisal or report to any court, nor to secure any order of court for the exercise of any power contained herein. 7 I $. Where any action which the Board is required to take or any duty or function which it is required to perform either under the terms herein or under the general law applicable to it as Trustee under this ordinance, can reasonably be taken or performed only after receipt by it from a Member, the City, or any other entity, of specific information, certifica- tion, direction or instructions, the Board shall be free of liability in failing to take such action or perform such duty or function until such information, certification, direction or instruction has been received by it. J I. Any overpayments or underpayments from the Fund to a Member. Rdree or Beneficiary caused by errors of computation shall be adjusted with interest at a rate per annum approved by the Board in such a mann r that the A Lariat Fo jival_ent of the benefit to which the Member, R 'reP or Beneficiary was correctly entitled, shall be paid. Overpayments shall be charged against payments next succeeding the correction or collected in another manner if imident. Underpayments shall be made up from the Fund in a prudent manner. if I. The Board shall sustain no liability whatsoever for the sufficiency of the Fund to meet the payments and benefits fierein provided for herein. L K. In any application to or proceeding or action in the courts, only the Board shall be a necessary party, and no Member or other person having an interest in the Fund shall be entitled to any notice or service of process. Any judgment entered in such a proceeding or action shall be conclusive upon all persons. M L. Any of the foregoing powers and functions reposed in the Board may be performed or carried out by the Board through duly authorized agents, provided that the Board at all times maintains continuous supervision 8 • 0 over the acts of any such agent; provided further, that legal title to said Fund shall always remain in the Board. N. 11%-. Board -shall 11.«.. tL.. r.,,,,V.t. ) al ..A of its 1 1 t' asset. :...V...k/.V�/Va`j V..V..l VJ'.a�......a LIaV.'V dhalFbV i-w .i.i SECTION I That the City of Okeechobee Municipal Firefighters' Pension Trust Fund, as adopted by Ordinance 656 of the City of Okeechobee, as subsequently amended, is further amended by amending Section 6, BENEFIT AMOUNTS AND ELIGIBH=, to read as follows: i M,v ;-. M7.ro0r A Member's normal retirement date shall be the first day of the month coincident with, or the next following the earlier of the attainment of age sixty (60) and the completion of ten (10) years of Credited Service or upon the completion of d&ty-(30) twenty-five [251 years of Credited Service regardless of age. A Member may retire on his normal retirement date or on the first day of any month thereafter, and each Member shall become 100 % vested in his accrued benefit on the Member's normal retirement date. Normal retirement under the System is Retirement from employment with the City on or after the normal retirement date. A Member retiring hereunder on or after his normal retirement date shall receive a monthly benefit which shall commence on the first day of the month next following his Retirement and be continued thereafter during 2z Member's lifetime, ceasing upon death, but with one hundred twenty (120) monthly payments guaranteed in any event. The monthly retirement benefit shall equal L., . .....1 ..V I .,.. 6Vi414 r........f. (2.7 *) three V=nt 3 %) of Average Final Compensation, for each year of Credited Service. A Member may retire on his early retirement date which shall be the first day of any month coincident with or next following the attainment of age = and the completion of ten (10) years of Credited Service. Early retirement under the System is 0 retirement from employment with the City on or after the early retirement date and prior to the normal retirement date. 4. Early Retirement Benefit. A Member retiring hereunder on his early retirement date may receive either a deferred or an immediate monthly retirement benefit payable in the same form as for normal retirement as follows: A. A deferred monthly retirement benefit which shall commence on what would have been his normal retirement date had he continued employ- ment as a Firefighter and shall be continued on the first day of each month thereafter. The amount of each such deferred monthly retirement benefit shall be determined in the same manner as for retirement on his normal retirement date except that Credited Service and Average Final Compensation shall be determined as of his early retirement date; or B. An immediate monthly retirement benefit which shall commence on his early retirement date and shall be continued on the first day of each month thereafter. The benefit payable shall be as determined in paragraph A above, which is reduced by one-fft.,.,y.tl. a-hM.)16. ,....,h five--r) y.,K.. three Vcrcent (3%) for each y= Ly the commencement of benefits precedes the date which would have been the Member's normal retirement date had he continued employment as a Firefighter. SECTION 4: That the City of Okeechobee Municipal Firefighters' Pension Trust Fund, as adopted by Ordinance 656 of the City of Okeechobee, as subsequently amended, is further amended by amending Section 8, DISABILITY, subsections 1, 2, 3 and 7, to read as follows: 1. Disa_blity Benefits In -Line of DLty. 10 • render useful and efficient service as a Firefighter, which disability was directly caused by the performance of his duty as a Firefighter, shall, upon establishing the same to the satisfaction of the Board, be entitled to a monthly pension determined in the same manner as for.early retirement as set forth in Section 6, subsection 4B, providing for an actuarial reduction. Terminated Mrsm. either vested or non -vested, are not eligible for disability benefits, ex= that those terminated by the City for medical reasons may apWy for a disability within thkty (3Q)days after termination_ i 7 OMMwry 14m, i(1711 A. Pre�tion. Any condition or impairment of health of a Member caused by hypertension or heart disease shall be presumed to have been suffered in line of duty unless the contrary is shown by a, ,—t evidence, provided that such Firefighter shall have successfully passed a physical examination upon entering into such service, including cardiogram, which examination failed to reveal any evidence of such condition; and provided further, that such presumption shall not apply to benefits payable or granted in a policy of life insurance or disability insurance. B. Additional PfeswmWon. The presumption provided for in this subpara- graph B. shall apply only to those conditions described in this subparagraph B. that are diagnosed on or after January 1, 1996. (1) Definition . As used in this subsection 2.B., the following definitions apply: (a) "Body fluids" means blood and body fluids containing visible blood and other body fluids to which universal precautions for prevention of occupational transmission of blood -borne pathogens, as established by the Centers for Disease Control, apply. For purposes of potential transmission of meningococcal meningitis or tuberculosis, 11 the term "body fluids" includes respiratory, salivary, and sinus fluids, including droplets, sputum, and saliva, mucous, and other fluids through which infectious airborne organisms can be transmitted between persons. (b) "Emergency rescue or public safety Member" means any Member employed full time by the City as a firefighter, paramedic, emergency medical technician, law enforce- ment officer, or correctional officer who, in the course of employment, runs a high risk of occupational exposure to hepatitis, meningococcal meningitis, or tuberculosis and who is not employed elsewhere in a similar capacity. However, the term "emergency rescue or public safety Member" does not include any person employed by a public hospital licensed under Chapter 395, Florida Statutes, or any person employed by a subsidiary thereof. (c) "Hepatitis" means hepatitis A, hepatitis B, hepatitis non -A, hepatitis non B, hepatitis C, or any other strain of hepatitis generally recognized by the medical community. (d) "High risk of occupational exposure" means that risk that is incurred because a person subject to the provisions of this subsection, in performing the basic duties associated with his employment: i. Provides emergency medical treatment in a non - health -care setting where there is a potential for transfer of body fluids between persons; I At the site of an accident, fire, or other rescue or public safety operation, or in an emergency rescue or public safety vehicle, handles body fluids in or 12 out of containers or works with or otherwise handles needles or other sharp instruments exposed to body fluids; iii. Engages in the pursuit, apprehension, and arrest of law violators or suspected law violators and, in performing such duties, may be exposed to body fluids; or iv. Is responsible for the custody, and physical restraint when necessary, of prisoners or inmates within a prison, jail, or other criminal detention facility, while on work detail outside the facility, or while being transported and, in performing such duties, may be exposed to body fluids. (e) "Occupational exposure," in the case of hepatitis, meningococcal meningitis, or tuberculosis, means an exposure that occurs during the performance of job duties that may place a worker at risk of infection. (2) Presumption. Any emergency rescue or public safety Member who suffers a condition or impairment of health that is caused by hepatitis, meningococcal meningitis, or tuberculosis, that requires medical treatment, and that results in total or partial disability or death shall be presumed to have a disability suffered in the line of duty, unless the contrary is shown by competent evidence; however, in order to be entitled to the presumption, the Member must, by written affidavit as provided in Section 92.50, Florida Statutes, verify by written declaration that, to the best of his knowledge and belief 13 I 1' 6P MR • 11 " 1 tr. 96 11 1 1• 1 w.. ,-.1 1 • 1- r ►,1 1• 11 1' IY• 1 1 1' 1 I I Nis kc i 10i 01 III III " LI)Ik1ffI(;1)$k11;,-4§It*)11 1 I : 1 1 • t 1 • .. I 1 - 111 I 11" 1 • ._ 1 . 1 Y 1 l I I • all IM, • 1 •.•,1 • 11 1.• I- 1' 1 11=ra' - I Y• 1 l • 1 r r • • 1 t- y 1l •1 I! 1• IJ1: 1 1 1 • 1 1 y1 UI / 1 1 1 l 1 is' 1 1 4s!1W#',P,havior, a-, identified by the Centers for Disease Control or 1' Surgeon General of 1" United States or bad sexual relations with a pWon .•1 • ./1 to him to have engaged in suchunsafe sexual =ctices or other high -risk behavior; or jy, Used intravenous drugs not pimscribed by a aysician- In the case Imeningococcalmeningitis,1 1 days immediately preceding diagnosis he was not exposed, outside the scope of his employment, to any person known to have meningococcal meningitis or known to be an asymptomatic carrier of the disease. (b g) In the case of tuberculosis, in the period of time since the Member's last negative tuberculosis skin test, he has not 14 been exposed, outside the scope of his employment, to any person known by him to have tuberculosis. (3) Immunization. Whenever any standard, medically recognized vaccine or other form of immunization or prophylaxis exists for the prevention of a communicable disease for which a presump- tion is granted under this section, if medically indicated in the given circumstances pursuant to immunization policies established by the Advisory Committee on Immunization Practices of the U.S. Public Health Service, an emergency rescue or public safety Member may be required by the City to undergo the immunization or prophylaxis unless the Member's physician determines in writing that the immunization or other prophylaxis would pose a significant risk to the Member's health. Absent such written declaration, failure or refusal by an emergency rescue or public safety Member to undergo such immunization or prophylaxis disqualifies the Member from the benefits of the presumption. (4) Record of Ex cures. The City shall maintain a record of any known or reasonably suspected exposure of an emergency rescue or public safety Member in its employ to the disease described in this section and shall immediately notify the Member of such exposure. An emergency rescue or public safety Member shall file an incident or accident report with the City of each instance of known or suspected occupational exposure to hepatitis infection, meningococcal meningitis, or tuberculosis. C� ♦ �J lid 11 .• W,. • •�. 11 1 • /11 I •1 W,. • • . 1' entitled to the presumption provided by this section: 15 ION An emergency rescue or public safety Member must, prior to diagnosis, have undergone standard, medically accept- able tests for evidence of the communicable disease for which the presumption is sought, or evidence of medical conditions derived therefrom, which tests fail to indicate the presence of infection., „i , ::. Q.., .. c- „i L. k,.; i" Iv. f.L__ t j.:.{s: A.L..., L..L L! `, YV.,.d .,.:1,,..,,., %.T This paragraph does not apply in the case of meningococcal meningitis. (b) On or after June 15, 1995, an emergency rescue or public safety Member may be required to undergo a preemployment physical examination that tests for and fails to reveal any evidence of hepatitis or tuberculosis. 3. Disability Benefits Not -in -Line of Duty. Any Member with five (5) or more years of Credited Service who shall become totally and permanently disabled to the extent that he is unable, by reason of a medically deter- minable physical or mental impairment, to render useful and efficient service as a Firefighter, which disability is not directly caused by the performance of his duties as a Firefighter shall, upon establishing the same to the satisfaction of the Board, be entitled to a monthly pension determined in the same manner as for early retirement as set forth in Section 6, subsection 4B, providing for an actuarial reduction. Terminated rsons, either vested or non -vested, are no eligible for dcabIfty benefits,_excent that those terminated by the C�yy for medical_ reasons may, ap& for a disability within thirty (Q)ldys after termination _ 7. �LLYWY.�' C,,...r,...."Ljn Benefit Offsets. When a M.,.J ... Retiree is receiving a disability pension and workers' compensation benefits pursuant to Florida Statute Chapter 440, for the same disability, and the total monthly benefits received from both exceed 100 % of the Member's average monthly 16 wage, as defined in Chapter 440, Florida Statutes, ,,,. „ ► yi L;.,,W, the disability pension benefit shall be reduced so that the total monthly amount received by the i1,I „_ Retiree does not exceed 100 % of such average mmlbly wage. The amount of any lump sum workers' compensation payment shall be converted to an equivalent monthly benefit payable for ten (10) Years Certain by dividing the lump sum amount by 83.9692. This subsection 7 shall only be applicable to the extent it does not violate the minimum renuirements of Cha= 175 Florida_ to=s, as amended from time to 'me_ SECTION 5: That the City of Okeechobee Municipal Firefighters' Pension Trust Fund, as adopted by Ordinance 656 of the City of Okeechobee, as subsequently amended, is further amended by amending Section 9, VESTING, subsection 2, to read as follows: 2. If the Member has ten (10) or more years of Credited Service upon termination, the Member shall be entitled to a monthly retirement benefit,. determined in the same manner as for normal or early retirement and based upon the Member's Credited Service, Average Final Compensation and the benefit accrual rate as of the date of termination, payable to him commencing at Member's otherwise normal or early retirement date, determined based Mn his astral y . of Credited Se rvi �, provided he does not elect to withdraw his Accumulated Contnbutions and provided tm Member survives to his normal or early retirement date. Ifthe Member does not withdraw his Accumulated d ontrib ttions and does not survive to his otherwise normal or cady retirement date, his designated Beneficianr shall be entitled to a benefit as ridded herein for a deceased Member, vested or eligible for Retirement tinder Pre Retirement Death. SECTION 6: That the City of Okeechobee Municipal Firefighters' Pension Trust Fund, as adopted by Ordinance 656 of the City of Okeechobee, as subsequently amended, is further amended by amending Section 16, MAXIMUM PENSION, to read as follows: 17 i 11 Y. 1 • 1 Subject to the adjustments hereinafter set forth, the maximum amount of annual retirement income payable with respect to a Member under this System shall not exceed the niwU thoumd dollars .($90,000)-,-or D. la u Y "e a ,6.t., V V.!!r Vl.Jf.4V 1. I& th„ 9-- - - , (3) ��V (Vii 7V. N4Y�'V��]�erICL" JVCaa.f �laaaa� "his ! 4i. 111 V1 �lYWa YY LaJ iYa {rV�Y'�r M.U. ia►i1.i71fT�K1 L.J L'61.'YJldmu /Kf,6Y V�4� VVill1,7VllJLL�VII• ~C'VY!!�/VlIJ�;�Nli~ aa�VliYa a— Y is Vii�la.L,.- II"Ji Lei f{.kaaraia�V��a Y1vaaYWaV1(}�'iV/a y"J Vi kVVY MV� 1�Yt r va.P ►.Ar'lJ Ja. 0.-W.J ava[►�i�V�a�.1! L. dre vY�� J.;-% J.1 11. 'VKa �sJ YVr VaYv� on dhc-Fnrefi�l�wY �J For purposes of applying the above limitation, benefits payable in any form other than a straight life annuity with no ancillary benefits shall be adjusted, as provided by Treasury Regulations, so that such benefits are the Actuarial Equivalent of a straight life annuity. For purposes of this Section, the following benefits shall not be taken into account: (1) Any ancillary benefit which is not directly related to retirement income benefits; (2) Any other benefit not required under §415(b)(2) of the inter, RL i - Code and Regulations thereunder to be taken into account for purposes of the limitation of §415(b)(1) of the I 1 w rrna1 F.,, Code. The limitation of this Section with respect to any Member who at any time has been a member in any other defined benefit Plan (as defined in §4146) of the internal L.., Code) maintained by the City shall apply as if the total benefits payable under all defined benefit plans in which the Member has been a member were payable from one Plan. 18 • • 3. Adjustments in Limitations. & In the event the Member's retirement benefits become payable before age 162), the nicoy thcRiSWId dollsi 4$90,000) limitation prescribed by this Section shall be reduced in accordance with Regulations issued by the Secretary of the Treasury pursuant to the provisions of §415(b) of the L.L....1 Revenue Code, but not less than seventy-five thousand dollars 075,0001 if the benefit begins at or ARr age fifty-five (555). In the event the Member's retirement benefit becomes payable before age fifty-five (55), the seventy-five thousand dollar ($75,000) limitation shall be reduced from age fifty-five (55) in accordance with Regulations issued by the Secretary of the Treasury pursuant to the provisions of §415(b) of the L/.„..J R-�, W-.---. Code. �4-IVI,,...L.,...:Q, ..l 1,,...,4 fifbee:r-(�5) �.,...,, ..f C-TediteJ .,.,.y &&%A ....., tln L--fit below $50,WO.W. apply ,- .. . . ... .. . .. .. , • .. ..J, M., . D. if In the event the Member's retirement benefit becomes payable after age sixty-five (65), for purposes of determining whether this benefit meets the limitation set forth in subsection 1 herein, such benefit shall be adjusted so that it is actuarially equivalent to the benefit beginning at age sixty-five 465). This adjustment shall be made using an assumed interest rate of five percent (5 %) and shall be made in accordance with regulations promulgated by the Secretary of the Treasury or his delegate. 19 4. Less than Ten (10) Years of Service. The ...u.r:....im retirement benefits payable under this Section to any Member who has completed less than ten (10) years of Credited Service with the City shall be the amount determined under subsection 1 of this Section multiplied by a fraction, the numerator of which is the number of the Member's years of Credited Service and the denominator of which is ten (10). The reduction provided for in t1his subsection Shall not be ann icable to disability benefits 5. Ten Thousand Dollar (S 10,000,E Limit. Notwithstanding the foregoing, the retirement benefit payable with respect to a Member shall be deemed not to exceed the limitations set forth in this Section if the benefits payable, with respect to such Member under this System and under all .other qualified defined benefit pension plans to which the City contributes, do not exceed ten thousand dollars 4$10,000) for the applicable plan Year and for any prior plan year and the City has not at any time maintained a qualified defined contribution plan in which the Member participated. 6. Member in Defined Contribution System. In any case where a Member under this System is also a member in a "Defined Contribution Plan" as defined in §414(i) of the U.....1 R....,...... Code, maintained by the City, the sum of the "Defined Benefit Plan Fraction" and the "Defined Contribution Plan Fraction" (both as defined in §415(e) of the hibornal-R,. ,,..,,.,, Code) shall not, subject to the restrictions and exceptions contained in §2004 of the Act, exceed 1.0. Ibis limitation is repealed effective January 1. 2000, 7. Reduction of benefits. Reduction of benefits and/or contributions to all plans, where required, shall be accomplished by first reducing the Member's benefit under any defined benefit plans in which Member participated, such reduction to be made first with respect to the plan in which Member most recently accrued benefits and thereafter in such priority as shall be determined by the Board and the plan administrator of such other plans, and next, by reducing or allocating excess forfeitures for defined contribution plans in which the Member participated, such 20 reduction to be made first with respect to the plan. in which Member most recently accrued benefits and thereafter in such priority as shall be established by the Board and the plan administrator for such other plans provided, however, that necessary reductions may be made in a different manner and priority pursuant to the agreement of the T-rrstees Board and the plan administrator of all other plans covering such Member. The limitations as stated in Subsections 1, 2, 3, and 6 herein shall be adjusted to the time payment of a benefit begins in accordance with any cost -of -living adjustments prescribed by the Secretary of the Treasury pursuant to §415(d) of the L4 ...,.1 R✓, ✓...IY Code. Notwithstanding anything herein to the contrary: A. The normal retirement benefit or pension payable to a Retiree who becomes a Member of the System and who has not previously participated in such System, on or after January 1, 1980, shall not exceed i(9 one hundred percent (100%) of his Average Final Compensation. However, nothing contained in this Section shall apply to supplemental retirement benefits or to pension increases attributable to cost -of -living increases or adjustments. B. No Member of the System shall be allowed to receive a retirement benefit or pension which is in part or in whole based upon any service with respect to which the Member is already receiving, or will receive in the future, a retirement benefit or pension from another retirement system or plan. This restriction does not apply to social security benefits or federal benefits under Chapter 67, Title 10, U.S. Code. SECTION 7: All Ordinances or parts of Ordinances in conflict herewith be and the same are hereby repealed. 21 SECTIONS: If any section, subsection, sentence, clause, phrase of this ordinance, or the particular application thereof shall be held invalid by any court, administrative agency, or other body with . jurisdiction, the remaining section, subsection, sentences, clauses, or phrases under application shall not be affected thereby. SECTION 9: That this Ordinance shall become effective upon adoption. Introduced on first reading and set for public hearing this day of , 1999. ATTEST: James B. Kirk, Mayor Bonnie S. 'Thomas, C:MC:, City Clerk Passed on second reading after public hearing this day of , 1999. ATTEST: Bonnie N. 'Thomas, CMC, City Clerk bmbkA=\01-07A9.wd James B. Kirk, Mayor 22 EXHIBIT 5 - FEB 16 AGENDA GABRIEI— ROEDER, SMITH & COMPANY Consultants & Actuaries 301 East Las Olas Blvd. • Suite 200 • Ft. Lauderdale, FL 33301 •954-527-1616 • FAX 954-525-0083 December 21, 1998 Ms. Patricia Shoemaker Bureau of Municipal Police Officer's and Flrefighter's Retirement Fund State Treasurers Office Larson Building, Room 214 Tallahassee, FL 32399-0300 Re: Actuarial Impact Statement for Ordinance No. r7;21P amending the City of Okeechobee Pension Plan for Police Officers Dear Ms. Shoemaker: Enclosed is a copy of the Ordinance amending the above -captioned retirement plan. This letter, with enclosures, constitutes the Statement of Actuarial Impact as issued by the plan administrator. The Ordinance (i) lowers the early retirement date to age 50 with 10 years and (ii) lowers the early retirement reduction factor to 3% per year. This cost determination was prepared and completed by me or under my direct supervision, and I acknowledge responsibility for the results. To the best of my knowledge, the results are complete and accurate, and in my opinion, the techniques and assumptions used are reasonable and meet the requirements and intent of Part VII, Chapter 112, Florida Statues. There is no benefit or expense to be provided by the plan and/or paid from the plan's assets for which liabilities or current cost have not been established or otherwise taken into account in the cost determination. All known events or trends which may require a material increase in plan costs or required contribution rates have been taken into account in the cost determination. Theora P. Braccialarghe, FSA, MAAA, FCA Date Senior Consultant and Actuary Enrolled Actuary #96-2826 For the Pension Board as Date Plan Administrator • POLICE OFFICERS COMPARATIVE SUMMARY OF VALUATION RESULTS AS OF OCTOBER 1 Covered Group A. Number of Participants Actives Retirees, Disabilities, Beneficiaries and Vested Terminations Total Annual Covered Payroll Long Range Cost B. Actuarial Present Value of Projected Benefits C. Valuation Assets D. Actuarial Present Value of Prospective Contributions: (B)-(C) Current Cost E. Employer Normal Cost (for current year) As % of Payroll F. Fiscal Year to which Contributions Apply G. Total Required City and State Contributions if paid quarterly during the fiscal year shown in (F) As % of Payroll H. Estimated State Premium Tax Refund As % of Payroll I. Balance Required from City As % of Payroll J. Estimate of Required City and State Contribution for the fiscal year beginning one year after the valuation date, as % of payroll 1998 Val 19 5 $ 631,620 3,542,819 2,745,519 797,300 57,053 9.03% 10/1/98 to 9/30/99 59,823 9.47% 88,219 13.97% 9.47% 1998 Impact 19 5 $ 631,620 3,573,617 2,745,519 828,0981 60,009 9.50% 10/1/98 to 9/30/99 62,922 9.96% 88,219 13.97% 9.96% 1 POLICE OFFICERS DERIVATION OF NORMAL COST AS OF OCTOBER 1 1998 Val 1998 Impact A. Actuarial Present Value of Projected Benefits Active Members Service Retirement Benefits $2,364,683 $2,364,683 Vesting Benefits 150,737 215,947 Disability Benefits 137,814 101,839 Preretirement Death Benefits 35,405 36,968 Return of Contributions 16.307 16.307 Total 2,704,946 2,735,744 Service Retirees 535,137 535,137 Disability Retirees 126,343 126,343 Beneficiaries Receiving Benefits 59,892 59,892 Terminated Vested Members 116.501 116.501 Total 3,542,819 3,573,617 B. Valuation Assets 2,745,519 2,745,519 C. Actuarial Present Value of Projected Member Contributions 328,584 328,584 D. Actuarial Present Value of Projected Employer Normal Costs: (A)-(B)-(C) 468,716 499,514 E. Actuarial Present Value of Projected Covered Payroll 6,571,500 6,571,500 F. Normal Cost Rate: (D) / (E) 7.133% 7.601% G. Annual Payroll of Active Members under Assumed Retirement Age 631,620 631,620 H. Normal Cost for Benefits: (F) x (G) 45,053 48,009 I. Normal Cost for Administrative Expense 12,000 12,000 J. Total Normal Cost: (H) + (1) 57,053 60,009 • ORDINANCE NO.'72 & AN ORDINANCE OF THE CITY OF OKEECHOBEE AMENDING THE RESTATED CITY OF OKEECHOBEE MUNICIPAL POLICE OFFICERS' PENSION TRUST FUND AS ADOPTED BY ORDINANCE NO. 657 AS SUBSEQUENTLY AMENDED; AMENDING THE DINMONS OF "ACTUARIAL EQUIVALENT", zLxLDi i AjU SERVICE" AND "SALARY" AND TO ADD THE DEFINITION OF "PLAN YEAR"; AMENDING SECTION 4, FINANCES AND FUND MANAGEMENT; AMENDING SECTION 6, BENEFIT AMOUNTS AND ELIGIBILITY; AMENDING SECTION 8, DISABILITY; AMENDING SECTION 9, VESTING; AMENDING SECTION 16 MAXIMUM PENSION; PROVIDING FOR SEVERABILI;TTY OF PROVISIONS; REPEALING ALL ORDINANCES IN CONFLICT nVxr,* v i i a AND PROVIDING AN EFFECTIVE DATE. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF OKEECHOBEE, FLORIDA: SECTION i. That the City of Okeechobee Municipal Police Officers' Pension Trust Fund, as adopted by Ordinance No. 657 of the City of Okeechobee, as subsequently amended, is further amended by amending Section 1, DEFINITIONS by amending the definitions of "Actuarial Equivalent", "Credited Service" and "Salary", and adding the definition of "Plan Year", to read as follows: Actuarial Eg liv t n means that any benefit payable under the terms of this System in a form other than the normal form of benefit shall have the same actuarial present value on the date payment commences as the normal form of benefit. For purposes of establishing the actuarial present value of any form of payment other than a lump sum distribution, all future payments shall be discounted for interest and mortality by using 7* /EX interest and the f9ff IM Group Annuity Mortality Table for Males, .v ad. cte ,.. ,,head Yl V i %, ..f ....L.v ViL.7V U� ��' ly"Yl VN!• Credited Service means the total number of years and fractional parts of years of service as a Police Officer with Member contributions when required, omitting intervening years or fractional parts of years when such Member was not employed by the City as a Police Officer. A Member may voluntarily leave his Accumulated Contributions in the Fund for a period of five (5) years after leaving the employ of the Police Department pending the possibility of being reemployed as a Police Officer, without losing credit for the time that he TwAas tea./ Member of the System. If the Member who le leaves the employ of the the Department. N not V'V 1VV11&j/Lu j 1 cw u I VLW Wi,.%/, YY1dWl free-(5) �v4a V, (I... GI G Accumulated Contributions will be returned upon his written request. 11pan return of his Accumulated Contributions all of his rights and benefi s under the System are forfeited and terminated, The years or fractional parts of years that a Police Officer serves in the military service of the Armed Forces of the United States or the United States Merchant Marine, volun- tarily or involuntarily, after separation from employment as a Police Officer with the City for the purpose of going on active duty, shall be added to his years of Credited Service, for all purposes, including vesting, pursuant to conditions that are required or permitted under state and federal law, as amended from time to time, provided that the Police Officer must return to his employment as a Police Officer within one (1) year from the date of his military discharge or release from active service under honorable conditions. Salmeans the total compensation for services rendered to the City as a Police Officer reported on the Member's W-2 form plus all tax deferred tax sheltered and tax exempt items of income derived from elective employ=pyroll deductions or salary reductions. Compensation in excess of the limitations set forth in Section 401(a)(17) of the Code shall be disregarded. The limitation on compensation for an "eligible employee" shall not be less than the amount which was allowed to be taken into account hereunder as in effect on July 1, 1993. 2 r� "Eligible employee" is an individual who was a Member before the first plan year beginning after December 31, 1995. SECTION 2. That the City of Okeechobee Municipal Police Officers' Pension Trust Fund, as adopted by Ordinance No. 657 of the City of Okeechobee, as subsequently amended, is further amended by amending Section 4, FINANCES AND FUND MANAGEMENT, to read as follows: 1. As part of the System, there is her j ,,.,Lb fished rxista the Fund, into which shall be deposited all of the contributions and assets whatsoever attributable to the System.; P,,...:.... T1a.a1 Tlaa.1. 2. The actual custody and supervision of the Fund (and assets thereof) shall be vested in the Board. Payment of benefits and disbursements from the Fund shall be made by the disbursing agent but only upon written authorization from the Board. 3. All funds and-s,,.--XL.,s of the Municipal Police Officers' Pension Trust Fund may be deposited by the Board with the Finance Director of the City, acting in a ministerial capacity only, who shall be liable in the same manner and to the same extent as he is liable for the safekeeping of funds for the a..a.aa.�.rZlJ City. However, any funds and .,...,,..a:.,.: so deposited with the Finance Director of the aaaaa.a.b.rh City shall be kept in a separate fund by the Finance Director or clearly identified as such funds of the Municipal Police Officers' Pension Trust Fund. In lieu thereof, the Board shall deposit the funds of the Municipal Police Officers' Pension Trust Fund in a qualified public depository as defined in §280.02, Florida Statates, which depository with regard to such funds a...1...,,,...1a:. shall conform to and be bound by all of the provisions of Chapter 280, Florida Slabites. In order to fulfill its investment responsibilities as set forth herein, the Board may retain the services of a custodian bank, an investment advisor registered under the Investment 3 Advisors Act of 1940 or otherwise exempt from such required registration, an insurance company, or a combination of these, for the purposes of investment decisions and management. Such investment manager shall have discretion, subject to any guidelines as prescribed by the Board, in the investment of all Fund assets. 4. All funds and securities of the System may be commingled in the Fund, provided that accurate records are maintained at all times reflecting the financial composition of the Fund, including accurate current accounts and entries as regards the following: A. Current amounts of Accumulated Contributions of Members on both an individual and aggregate account basis, and B. Receipts and disbursements, and C . Benefit payments, and D. Current amounts clearly reflecting all monies, funds and assets whatsoever attributable to contributions and deposits from the City, and E. All interest, dividends and gains (or losses) whatsoever, and F. Such other entries as may be properly required so as to reflect a clear and complete financial report of the Fund. 5. An independent audit shall be performed annually by a certified public accountant for the most recent fiscal year of the City showing a detailed listing of assets and a statement of all income and disbursements during the year. Such income and disbursements must be reconciled with the assets at the beginning and end of the year. Such report shall reflect a complete evaluation of assets on both a cost and market basis, as well as other items normally included in a certified audit. 6. The Board shall have the following investment powers and authority: A. The Board shall be vested with full legal title to said Fund, subject, however, and in any event to the authority and power of the Okeechobee City Council to amend or terminate this Fund, provided that no 4 amendment or Fund termination shall ever result in the use of any assets of this Fund except for the payment of regular expenses and benefits under this System, except as otherwise provided herein. All contribu- tions from time to time paid into the Fund, and the income thereof, without distinction between principal and income, shall be held and administered by the Board or its agent in the Fund and the Board shall not be required to segregate or invest separately any portion of the Fund. B. All monies paid into or held in the Fund shall be invested and reinvested by the Board and the investment of all or any part of such funds shall be limited to: (1) Annuity and life insurance contracts of mdth life insurance companies in amounts sufficient to provide, in whole or in part, the benefits to which all of the Members in the Fund shall be entitled under the provisions of this System and pay the initial and subsequent premium thereon. (2) Time or savings accounts of a national bank, a state bank insured by the Bank Insurance Fund or a savings/building and loan association insured by the Savings gs Association Insurance F and which is administered by the Federal Deposit Insurance Corporation or a state or federal_ chartered credit union whose share accounts are insured by the NatignW Credit Union Share Insurance Fund. (3) Obligations of the United States or obligations guaranteed as to principal and interest by the government of the United States Qt (4) Bonds issued by the State of Israel. 5 (5) Bonds, stocl.�, vw:au.u.�, r.,,,„s� ..�.a.:a.a.fwa r� L j N.:l:.....d va ►Z Lei 17'lY 1 'Va. V r' YaaVw11Y Vr a1aa4 VJ�V1�aYJJ aJJY V'�Va 1,%""d"4wVJ L, k v/Nal,I Va Via Va �.'tt(4alalrVY Maa4 Vi daVafa�TrrJ Vr lla'V T T1V.4Lj States, , JI[iW Vl1 Vl�(.aWMi11 LVaii�i� 'Vr �1V ViLL�� ►���J, Va �1V LJJ�aV� V� CLl.aa.al,a�., yiVriYVY YaY� YaV �11VV\iii�' V1 aV VViyV1w�U.l1J L11.Ied Val w law4Vaar�� iVWE,aaa� V/►Vll(4.G. V��4aa.l I.V�J w iLLLLi.t,. Vl 1w1LLWa� u. VUV Vr �aaVv laaSlavJ� V�Ja1lY4�ViaJ Ly K aaa6aJva ap�a� Va l.aa a�, JVi •aVV, /YaY ar O{. V}}al 4a�VJYaaVaa� //KiV aaa(iYV il. w .rua.aaaaua�IY IualauJ�Ya'V ri Ly a ol(alr.. Va aa4.aVaawl bank, the tth%,� si�ab V wa iCUA%;"& Vi vadl 1JJLLLr ill �th%o Yaa Va.aaaaaeU rlaaai Jhaff liViCi w iwllaaab Va awaaluaaE, w.�laaa Qlv I q, a.:vv ..:1::: arrd limp 14R L., r.,ia..:LLJ :la a.....V...a.::::b1VZ ft. J, V[lava rr aJY. Stocks, commingled funds administered by national or state banks, mutual funds and bonds or other evidences of indebted- ness, provided that: (a) Except as provided in pamgmph (b), all individually held 0 The Board shall not invest more than five percent (5 %) of its assets in the common stock, capital stock or convertible securities of any one issuing company, nor shall the aggregate investment in any one issuing company exceed five percent (5 %) of the outstanding capital stock of that company; nor shall the aggregate of its investments in common stock, capital stock and convertible securities at cost exceed sixty percent (60 %) of the assets of the Fund. • D.C. The Board may retain in cash and keep unproductive of income such amount of the Fund as it may deem advisable, having regard for the cash requirements of the System. Y.,..�.....,...&&LLi Neither the Board nor any Trustee shall be liable for the making, retention or sale of any investment or reinvestment made as herein provided, nor for any loss or diminishment of the Fund, except that due to his or its own negligence, willful misconduct or lack of good faith. The Board may cause any investment in securities held by it to be registered in or transferred into its name as Trustee or into the name of such nominee as it may direct, or it may retain them unregistered and in form permitting transferability, but the books and records shall at all times show that all investments are part of the Fund. 6 E. The Board is empowered, but is not required, to vote upon any stocks, bonds, or securities of any corporation, association, or trust and to give general or specific proxies or powers of attorney with or without power 7 of substitution; to participate in mergers, reorganizations, recapitaliza- tions, consolidations, and similar transactions with respect to such securities; to deposit such stock or other securities in any voting trust or any protective or like committee with the Trustees or with depositories designated thereby; to amortize orfail to amortize any part or all of the premium or discount resulting from the acquisition or disposition of assets; and generally to exercise any of the powers of an owner with respect to stocks, bonds, or other investments comprising the Fund which it may deem to be to the- best interest of the Fund to exercise. H fl. The Board shall not be required to make any inventory or appraisal or report to any court, nor to secure any order of court for the exercise of any power contained herein. I $. Where any action which the Board is required to take or any duty or function which it is required to perform either under the terms herein or under the general law applicable to it as Trustee under this ordinance, can reasonably be taken or performed only after receipt by it from a Member, the City, or any other entity, of specific information, certifica- tion, direction or instructions, the Board shall be free of liability in failing to take such action or perform such duty or function until such information, certification, direction or instruction has been received by it. J I. Any overpayments or underpayments from the Fund to a Member, or Beneficiary caused by errors of computation shall be adjusted with interest at a rate per annum approved by the Board in such a ma-nne that the Actuarial EWIj al_ent of the benefit towhich the Member. 'rPp or BeneficLry was correctly entitled. shall be paid. Overpaymenta shall 8 be charged against payments next succeeding the correction or collected in another manner if Fradent. Underpayments shall be made up from the Fund in a prudent manner. K 1. The Board shall sustain no liability whatsoever for the sufficiency of the Fund to meet the payments and benefits herein provided for herein. L K. In any application to or proceeding or action in the courts, only the Board shall be a necessary party, and no Member or other person having an interest in the Fund shall be entitled to any notice or service of process. Any judgment entered in such a proceeding or action shall be conclusive upon all persons. iMf L. Any of the foregoing powers and functions reposed in the Board may be performed or carried out by the Board through duly authorized agents, provided that the Board at all times maintains continuous supervision over the acts of any such agent; provided further, that legal title to said Fund shall always remain in the Board. 14. Th. D-t-J tha.. t......i t . —tiW) f :L laa a'VJ Va'VyVatj Va a'V"i '%O WL "Lai there ,7h6ll. Lv ai'V iai,'V•1`fiavu� ul M aaa j/Ma LavaWur VY ti M.ia• SECTION 3. That the City of Okeechobee Municipal Police Officers' Pension Trust Fund, as adopted by Ordinance No. 657 of the City of Okeechobee, as subsequently amended, is further amended by amending Section 6, BENEFIT AMOUNTS AND ELIGIBILITY, subsections 3 and 4, to read as follows: A Member may retire on his early retirement date which shall be the first day of any month coincident with or next following the attainment of age fifty-five (55) = and the completion of ten (10) years of Credited Service. Early retirement under the System is 9 retirement from employment with the City on or after the early retirement date and prior to the normal retirement date. C-mi-77-i :=� A Member retiring hereunder on his early retirement date may receive either a deferred or an immediate monthly retirement benefit payable in the same form as for normal retirement as follows: A. A deferred monthly retirement benefit which shall commence on what would have been his normal retirement date had he continued employment as a Police Officer and shall be continued on the first day of each month thereafter. The amount of each such deferred monthly retirement benefit shall be determined in the same manner as for retirement on his normal retirement date except that Credited Service and Average Final Compensation shall be determined as of his early retirement date; or B. An immediate monthly retirement benefit which shall commence on his early retirement date and shall be continued on the first day of each month thereafter. The benefit payable shall be as determined in p_a�raLgraph A above, which isreducedby one-frft, ...d. �l,'�5t1.) I..,�.J. V. the �) Vr(a►�Y [al1Y ✓�.�✓ • 1J L. .Ji of the .lei fine threes r en Q %) for each year L., ., I.;.,h the commencement of benefits precedes the date which would have been the Member's normal retirement date had he continued employment as a Police Officer. SECTION 4. That the City of Okeechobee Municipal Police Officers' Pension Trust Fund, as adopted by Ordinance No. 657 of the City of Okeechobee, as subsequently amended, 10 Any Member who shall become totally and permanently disabled to the extent that he is unable, by reason of a medically determinable physical or mental impairment, to render useful and efficient service as a Police Officer, which disability was directly caused by the performance of his duty as a Police Officer, shall, upon establishing the same to the satisfaction of the Board, be entitled to a monthly pension determined in the same manner as for early retirement as set forth in Section 6, subsection 4B, but in any event, the minimum amount paid to the Member shall be forty-two percent (42%) of the Average Final Compensation of the Member. Terminated persons, either vested or non -vested, are no eligible for disability benefits, exceet that those terminated b, the C4 for medical reasons may apply for a disability within thirty QQ)&ys after termination- �� ro 5 V MM - A Pi 7 A. Presumption. Any condition or impairment of health of a Member caused by; hypertension or heart disease shall be presumed to have been suffered in line of duty unless the contrary is shown by competent evidence, provided that such Police Officer shall have successfully passed a physical examination upon entering into such service, including cardiogram, which examination failed to reveal any evidence of such condition; and provided further, that such presumption shall not apply to benefits payable or granted in a policy of life insurance or disability insurance. B, Additional . The presumption provided for in this subpara- graph B. shall apply only to those conditions described in this subpara- graph B. that are diagnosed on or after January 1, 1996. (1) Definitions. As used in this subsection 2.B., the following definitions apply: 11 (a) "Body fluids" means blood and body fluids containing visible blood and other body fluids to which universal precautions for prevention of occupational transmission of blood -borne pathogens, as established by the Centers for Disease Control, apply. For purposes of potential transmission of meningococcal meningitis or tuberculosis, the germ "body fluids" includes respiratory, salivary, and sinus fluids, including droplets, sputum, and saliva, mucous, and other fluids through which infectious airborne organisms can be transmitted between persons. (b) "Emergency rescue or public safety Member" means any Member employed full time by the City as a firefighter, paramedic, emergency medical technician, law enforce- ment officer, or correctional officer who, in the course of employment, runs a high risk of occupational exposure to hepatitis, meningococcal meningitis, or tuberculosis and who is not employed elsewhere in a similar capacity. However, the term "emergency rescue or public safety Member" does not include any person employed by a public hospital licensed under Chapter 395, Florida Statutes, or any person employed by a subsidiary thereof. (c) "Hepatitis" means hepatitis A, hepatitis B, hepatitis non -A, hepatitis non-B, hepatitis C, or any other strain of hepatitis generally recognized by the medical community. (d) "High risk of occupational exposure" means that risk that is incurred because a person subject to the provisions of 12 this subsection, in performing the basic duties associated with his employment: i. Provides emergency medical treatment in a non - health -care setting where there is a potential for transfer of body fluids between persons; ii. At the site of an accident, fire, or other rescue or public safety operation, or in an emergency rescue or public safety vehicle, handles body fluids in or out of containers or works with or otherwise handles needles or other sharp instruments exposed to body fluids; iii. Engages in the pursuit, apprehension, and arrest of law violators or suspected law violators and, in performing such duties, may be exposed to body fluids; or iv. Is responsible for the custody, and physical restraint when necessary, of prisoners or inmates within a prison, jail, or other criminal detention facility, while on work detail outside the facility, or while being transported and, in performing such duties, may be exposed to body fluids. (e) "Occupational exposure," in the case of hepatitis, meningococcal meningitis, or tuberculosis, means an exposure that occurs during the performance of job duties that may place a worker at risk of infection. 13 (2) Presumption. Any emergency rescue or public safety Member who suffers a condition or impairment of health that is caused by hepatitis, meningococcal meningitis, or tuberculosis, that requires medical treatment, and that results in total or partial disability or death shall be presumed to have a disability suffered in the line of duty, unless the contrary is shown by competent evidence; however, in order to be entitled to the presumption, the Member must, by written affidavit as provided in Section 92.50, Florida Statutes, verify by written declaration that, to the best of his knowledge and belief. W In the case of a medical condition caused by or derived :: � •.•�.:.� If � ii ii •51T•a ilf l r. i M—ano a174I.InFAM5125qI •J • 1 •1 �: ! • 1 • 1 r.I V il 1 I l"-I 11 • • I11 - 6 r • M • •.•J • •.• • Y • • MUM • . • 1 M4IJ-. W�' roi - RIC717M 14 United States, or had sexual relations with a known to him to have enonved 1 such 1 sexual =ctices or other high -risk behavior; • 1 iv, Used intravenous druLys not Vnscribed l rl 1 (a)W In the case of meningococcal meningitis, in the 10 immediately preceding diagnosis he was not exposed, outside the scope of his employment, to any person known to have meningococcal meningitis or known to be an asymptomatic carrier of the disease. In the case of tuberculosis, in the period of time since the Member's last negative tuberculosis skin test, he has not been exposed, outside the scope of his employment, to any person known by him to have tuberculosis. (3) Immunization. Whenever any standard, medically recognized vaccine or other form of immunization or prophylaxis exists for the prevention of a communicable disease for which a presump- tion is granted under this section, if medically indicated in the given circumstances pursuant to immunization policies established by the Advisory Committee on Immunization Practices of the U.S. Public Health Service, an emergency rescue or public safety Member may be required by the City to undergo the immunization or prophylaxis unless the Member's physician determines in writing that the immunization or other prophylaxis would pose a significant risk to the Member's health. Absent such written declaration, failure or refusal by an emergency 15 rescue or public safety Member to undergo such immunization or prophylaxis disqualifies the Member from the benefits of the presumption. (4) Record of Ex= surer. The City shall maintain a record of any known or reasonably suspected exposure of an emergency rescue or public safety Member in its employ to the disease described in this section and shall immediately notify the Member of such exposure. An emergency rescue or public safety Member shall file an incident or accident report with the City of each instance of known or suspected occupational exposure to hepatitis infection, meningococcal meningitis, or tuberculosis. (5) R=ired medical Icsts; preemWa=ent physical. In order to be entitled to the presumption provided by this section: (a) An emergency rescue or public safety Member must, prior to diagnosis, have undergone standard, medically accept- able tests for evidence of the communicable disease for which the presumption is sought, or evidence of medical conditions derived therefrom, which tests fail to indicate the presence of infection. vi, �;i lil.... a 11,yKLLl�.i inf"l.Wl, ah"ll l.ta..+ LK 1%4 Y. j u... &A fu".. ��tv.iau rl.S, --'J.- f* fut. L4L 10 L'v avv� 'VYYW1VaYVv 'V� aaal'.r'vLu.r. This paragraph does not apply in the case of meningococcal meningitis. (b) On or after June 1S, 1995, an emergency rescue or public safety Member may be required to_ undergo a W preemployment physical examination that tests for and fails to reveal any evidence of hepatitis or tuberculosis. Any Member with five (5) years or more Credited Service who shall become totally and permanently disabled to the extent that he is unable, by reason of a medically deter- minable physical or mental impairment, to render useful and efficient service as a Police Officer, which disability is not directly caused by the performance of his duties as a Police Officer shall, upon establishing the same to the satisfaction of the Board, be entitled to a monthly pension determined in the same manner as for early retirement as set forth in Section 6, subsection 4B, but in any event, the minimum amount paid to the Member shall be twenty- five (25 %) of his Average Final Compensation. Terminated persons, either vested or non -vested, are not eligbcfor disability benefits, exopt that those terminated by the C4for medical reasons may apWy for a disability within thirt- (3Q) days after termination_ 7. Ww.L1.,,.,," Benefit Offset. When a M,..,, „_ $ is receiving a disability pension and workers' compen- sation benefits pursuant to Florida Statute Chapter 440, for the same disability, and the total monthly benefits received from both exceed 100 % of the Member's average monthly wage, as defined in Chapter 440, Florida Statutes, exz1..1:.., .,.1:....,, the disability pension benefit shall be reduced so that the total monthly amount received by the Member Retiree does not exceed 100 % of such average monk wage. The amount of any lump sum workers' compensation payment shall be converted to an equivalent monthly benefit payable for ten (10) Years Certain by dividing the lump sum amount by 83.9692. This subsection 7 shall only be agli=ble to the extent it does not violate the minimum requirements of CbaDkr 185, Florida SMWJC3, as amended from time to time. 17 SECTION 5. That the City of Okeechobee Municipal Police Officers' Pension Trust Fund, as adopted by Ordinance No. 657 of the City of Okeechobee, as subsequently amended, is further amended by amending Section 9, VESTING, subsection 2., to read as follows: 2. If the Member has ten (10) or more years of Credited Service upon termination, the Member shall be entitled to a monthly retirement benefit, determined in the same manner as for normal or early retirement and based upon the Member's Credited Service, Average Final Compensation and the benefit accrual rate as of the date of termination, payable to him commencing at ft Member's otherwise normal or early retirement date, determined b sed upon his ac gal years of Credited Service; provided he does not elect to withdraw his Accumulated Contributions and provided the Member survives to his normal or early retire- ment date. If the Member does not withdraw his Accumulated Contributions and does not survive to his otherwise normal or early retirement date, his designated Beneficiary shall be entitled to a benefit as provided herein for a deceased Member, vested or eligible for Retirement under Pre -Retirement Death. SECTION 6. That the City of Okeechobee Municipal Police Officers' Pension Trust Fund, as adopted by Ordinance No. 657 of the City of Okeechobee, as subsequently amended, is further amended by amending Section 16, MAXIMUM PENSION, to read as follows: SECTION 16, MAXil H M PENSION. I. Basic Limitation. Subject to the adjustments hereinafter set forth, the maximum amount of annual retirement income payable with respect to a Member under this System shall not exceed the lesser -of: nincly thousand dollars ($90,000�; or 11 1 D. la�iVYY.V Va' V 1'Vaca�V c gS,V r�(.{R. V VYYY�/V11.�G►4Vli rVl �YV d—. (3) # VVYYJVVYYYV y�.tYa �.4111�., .• die a �4W Orr V*Il **".$ Yil "Clive INL—L— L-Ii 1.d 11/.314611V.44 aS�LV�K� VV111�J V1►VL��VII• ��ViII�J VII.)c.�1V ll� 18 r.�W.. d.V Blow DfVV.u.. bilo ..Y... 1'V.LY..V1aat.Vu p.u.l V Iv. rV&'J%JA 'd ..Vl WiVVd 16I&&d6 L6 -tOD.V C11' 1""* A6 tLW k L.. J.'". {W For purposes of applying the above limitation, benefits payable in any form other than a straight life annuity with no ancillary benefits shall be adjusted, as provided by Treasury Regulations, so that such benefits are the Actuarial Equivalent of a straight life annuity. For purposes of this Section, the following benefits shall not be taken into account: (1) Any ancillary benefit which is not directly related to retirement income benefits; (2) Any other benefit not required under §415(b)(2) of the La�.....1 Revenue Code and Regulations thereunder to be taken into account for purposes of the limitation of §415(b)(1) of the f i m i I L., , Code. The limitation of this Section with respect to any Member who at any time has been a member in any other defined benefit plan (as defined in §4140) of the LA.....1 IL....,.,, Code) maintained by the City shall apply as if the total benefits payable under all defined benefit plans in which the Member has been a member were payable from one plan. & In the event the Member's retirement benefits become payable before age sixQ 462), the ntnM thousand do tar 4$90,000) limitation prescribed by this Section shall be reduced in accordance with Regulations issued by the Secretary of the Treasury pursuant to the provisions of §415(b) of the L.t,,.....1 R„ , .,....'„ Code, but not less than seven -five thousand dollars 4$75,000�, if the benefit begins at or after any-fiy five (55). In the event the Member's retirement benefit becomes payable before age fifty- 19 five (55), the seventy-five thousand dollar 4$75,000) limitation shall be reduced from age fifty-five (55) in accordance with Regulations issued by the Secretary of the Treasury pursuant to the provisions of §415(b) of the Code. *-W...L.,..o:d. a& lu4LA fifteen-fis) y.,.. o wl i...1:L...1 .,..:..., ......Y tl.,, L.,. 511, 4wJ"ww%l L :,, +o o0,WO.9O B, In the event the Member's benefit is based on at least fifleen (1_5) y rc of Credited Service, the adjustments pmvided for in A. above shall not apply- C, The reductions provide for in A. above shall not be app icabl to disability benefits paid pursuant to Section S or pre -retirement death benefits paid rnursuant to Section 7. DZ If In the event the Member's retirement benefit becomes payable after age sixty-five (65), for purposes of determining whether this benefit meets the limitation set forth in subsection 1 herein, such benefit shall be adjusted so that it is actuarially equivalent to the benefit beginning at age sixf3 -fig ( 65). This adjustment shall be made using an assumed interest rate of five percent (5 %) and shall be made in accordance with regulations promulgated by the Secretary of the Treasury or his delegate. 4. Iess than Ten (10) Years of Service. The maximum retirement benefits payable under this Section to any Member who has completed less than ten (10) years of Credited Service with the City shall be the amount determined under Subsection 1 of this Section multiplied by a fraction, the numerator of which is the number of the Member's years of Credited Service and the denominator of which is ten (10). Tbe reduction provided for in this subsection shaM not be aMAicable to disability benefi c paid pursuant to Section S. or pre -retirement death_ benefits p W pursuant to Section 7. 20 • r fir• r• p• M763text.1.1 r, Notwithstanding the foregoing, the retirement benefit payable with respect to a Member shall be deemed not to exceed the limitations set forth in this Section if the benefits payable, with respect to such Member under this System and under all other qualified defined benefit pension plans to which the City contributes, do not exceed ten thousand dollars 4$10,000) for the applicable Elan Year and for any prior plan Year and the City has not at any time maintained a qualified defined contribution plan in which the Member participated. In any case where a Member under this System is also a member in a "Defined Contribution Plan" as defined in §414(1) of the LA,.,.... L. ,,..— Code, maintained by the City, the sum of the "Defined Benefit Plan Fraction" and the "Defined Contribution Plan Fraction" (both as defined in §415(e) of the R,,,. V..YV Code) shall not, subject to the restrictions and exceptions contained in §2004 of the Act, exceed 1.0. Thig limitation is ==Jed effective Lmu= 1, 2000_ Reduction of benefits and/or contributions to all plans, where required, shall be accomplished by first reducing the Member's benefit under any defined benefit plans in which Member participated, such reduction to be made first with respect to the plan in which Member most recently accrued benefits and thereafter in such priority as shall be determined by the Board and the plan administrator of such other plans, and next, by reducing or allocating excess forfeitures for defined contribution plans in which the Member participated, such reduction to be made first with respect to the plan in which Member most recently accrued benefits and thereafter in such priority as shall be established by the Board and the plan administrator for such other plans provided, however, that necessary reductions may be made in a different matcher and priority pursuant to the agreement of the Board and the plan adminis- trator of all other plans covering such Member. 21 8. rns of- Living Adjustments. The limitations as stated in Subsections 1, 2, 3, and 6 herein shall be adjusted to the time payment of a benefit begins in accordance with any cost -of -living adjustments prescribed by the Secretary of the Treasury pursuant to §415(d) of the LtII-A „r .,.1 ., Code. 9. Additional Limitation on Pension Benefits. Notwithstanding anything herein to the contrary: A. The normal retirement benefit or pension payable to a Retiree who becomes a Member of the System and who has not previously participated in such System, on or after January 1, 1980, shall not exceed one hundred percent (100.1) percent of his Average Final Compensation. However, nothing contained in this Section shall apply to supplemental retirement benefits or to pension increases attributable to cost -of -living increases or adjustments. B. No Member of the System shall be allowed to receive a retirement benefit or pension which is in part or in whole based upon any service with respect to which the Member is already receiving, or will receive in the future, a retirement benefit or pension from another System or plan. This restriction does not apply to social security benefits or federal benefits under Chapter 67, Title 10, U.S. Code. SECTION 7: That all Ordinances or parts of Ordinances in conflict herewith be and the same are hereby repealed. SECTION-1: That if any section, subsection, sentence, clause, phrase of this ordinance, or the particular application thereof shall be held invalid by any court, administrative agency, or other body with a,,,..,.:ate jurisdiction, the remaining section, subsection, sentences, clauses, or phrases under application shall not be affected thereby. SECTIONI: That this Ordinance shall become effective upon adoption. 22 Introduced on first reading and set for public hearing this day of .1999. James B. Kirk, Mayor ATTEST: Bonnie S. 'Thomas, CMC, City Clerk Passed on second reading after public hearing this day of , 1999. ATTEST: Bonne S. 'Thomas, CMC, City Clerk bmbk* W1-07-99.ord James B. Kirk, Mayor 23 FIRM NAME CRA Consulting, Inc. Lindahl, Browning Ferrari & Hellstrom, Inc. Berryman & Henigar Craig A. Smith & Associates GRANT CONSULTANT RFP RANKING HOUSING COMMERCIAL ECONOMIC NEIGHBORHOOD REHABILITATION REVITALIZATION DEVELOPMENT REVITALIZATION 257 221 228 258 0 232 0 215 211 281 * 1200 Points maximum 0 278 205 282 234 281 TOTALS* 964 447 650 1122 EXHIBIT 6 - FEB 16 AGENDA CITY OF OKEECHOBEE MEMORANDUM To: Mayor, Council Members, and City Clerk From: Robert J. Bradshaw Date: February 16, 1999 Re: Grant Consultant RFP Ranking The City received four proposals regarding our Grant Consultant RFP. In addition to the numerical ranking criteria, the ranking committee also considered the following points: • Local experience with grant applications and administration • Maintaining of a local office • Local references • Direct interaction with Department of Community Affairs CDBG office • Overall experience • Competitive fee schedule Final numerical ratings with the above points considered are as follows: 1. Craig A. Smith & Associates 2. CRA Consulting 3. Berryman & Henigar 4. Lindahl, Browning, Ferrari, 8s Hellstrom, Inc. 0 EXHIBIT 6 FEB 16 AGENDA CITY OF OKEECHOBEE MEMORANDUM To: Mayor, Council Members, and City Clerk From: Robert J. Bradshaw Date: February 16, 1999 Re: Grant Consultant RFP Ranking The City received four proposals regarding our Grant Consultant RFP. In addition to the numerical ranking criteria, the ranking committee also considered the following points: • Local experience with grant applications and administration • Maintaining of a local office • Local references • Direct interaction with Department of Community Affairs CDBG office • Overall experience • Competitive fee schedule Final numerical ratings with the above points considered are as follows: 1. Craig A. Smith & Associates 2. CRA Consulting 3. Berryman & Henigar 4. Lindahl, Browning, Ferrari, & Hellstrom, Inc. r GRANT CONSULTANT RFP RANKING FIRM NAME CRA Consulting, Inc. Lindahl, Browning Ferrari & Hellstrom, Inc. Berryman & Henigar Craig A. Smith & Associates HOUSING REHABILITATION 257 0 211 281 * 1200 Points maximum COMMERCIAL REVITALIZATION 221 232 0 278 ECONOMIC DEVELOPMENT 228 0 205 282 NEIGHBORHOOD REVITALIZATION 258 215 234 281 TOTALS* 964 447 650 1122 • • EXHIBIT 7 CITY OF OKEE FEB 16 AGENDA 941)763-3372 * Fax 941)763-1686 CITY DEPARTMENT AGENDA ITEM REQUEST FORM Submitting Deparment: �i/U #-NC `E MEETING: REGULAR a SPECIAL ❑ WORKSHOP ❑ DATE: PLEASE STATE THE ITEM YOU WISH TO HAVE PLACED ON THE CITY COUNCIL AGENDA. -�=�'' e !'!l �tai .O i- D%ve_ Ae m 64 r ➢ 6 6JV T;VSL,r-n-"Cc A�OAr,A- - OY Pub)'(- Risk IAJ S . l PR A4 ) . PLEASE STATE RECOMMENDED ACTION BY THE CITY COUNCIL. ��- of P S ��e- � YY12 r-h Rr-e— �.�I►� P�rk��-- �N� f�obpr+rr��Sl�>¢�� PLEASE SUMMARIZED EXPLANATION/BACKGROUND INFORMATION AND ATTACH APPLICABLE DOCUMENTS. IF PRESENTATION IS TO BE MADE, HOW MUCH TIME WILL BE REQUESTED? I r� e THE INTERGOVERNMENTAL COOPERATIVE AGREEMENT (A CONTRACT AND BY-LAWS FOR PUBLIC RISK MANAGEMENT OF FLORIDA) (PRM) AS AMENDED AND RESTATED THROUGH DECEMBER 11, 1998 6.1. The Board. There is hereby established a Board of Directors (sometimes hereinafter referred to as the "Board") of the Pool. Each Member shall appoint one (1) person to represent that body (the "Representative") on the Board of Directors for a term of one (1) year along with another person to serve as an alternate representative (the "Alternate&*) when the Representative is unable to carry out that Representative's duties. The Representative and Alternate shall be appointed in writing by the governing body of the Member and copy of written appointment shall be provided to the Pool. Once such appointments are made known to the Pool, the persons appointed shall remain in office until the Pool receives evidence in writing of the appointment of other persons by the Member's governing body. The Representative and Alternate selected must be an employee, independent contractor or elected official of the entity. ow 6.2. The Chairman and Vice Chairman. The Board of Directors shall bi-annually select a Chairman and Vice Chairman during the final quarter of each two-year term to serve during the subsequent two-year term. No person may serve as Chairman of the Board of Directors for more than two (2) consecutive full two-year terms. The Chairman shall preside at all meetings of the Board. The Chairman shall vote on all matters that come before the Board. The Chairman shall have such other powers as he may be given from time to time by action of the Board. The Vice -Chairman shall carry out all duties of the Chairman of the Board during the absence or inability of the Chairman to perform such duties and shall carry out such other functions as are assigned from time to time by the Chairman or the Board of Directors. The Board of Directors may from time to time appoint other officers of the Board. 6.3. Board Responsibilities. The Board of Directors shall have the responsibility for: (1) hiring of Pool officers, agents, non -clerical employees and independent contractors; (2) setting of compensation for all persons, firms and corporations employed by the Pool; (3) approval of amendments to the Intergovernmental Agreement; (4) approval of the acceptance of new Members and expulsion of Members, except that the approval may be delegated to the Executive Committee under Article 4 above, or by such procedures as are contained in the motion making delegation; (5) approval and amendment of the annual budget of the Pool; (6) approval of the operational procedures developed by the Executive Director; (7) approval of educational and other programs relating to risk reduction; (8) approval of reasonable and necessary loss reduction and prevention procedures which shall be followed by all Members; (9) approval of Annual Payments to the Risk Management Pool for each Member; and (10) termination of the Pool in accordance with this Intergovernmental Agreement. 6.4. Votina. Each Member shall be entitled to one (1) vote on the Board of Directors. Such vote may be cast only by the Representative of the Member or in the Representative's absence by the Alternate. No proxy votes- or absentee votes shall be WE • • EXHIBIT 8 - FEB 16 AGENDA City of Okeechobee. ova eCity Ckrk & Per mwl - MEMORANDUM TO: Mayor and Council Members FROM: Bonnie S. Thomas, City Cler DATE: January 27, 1999 SUBJECT: OUA Board Appointments Attached is a letter requesting the reappointment of Members to the OUA Board from L.C. Fortner, OUA Executive Director. A copy of the advertisement that was published in the Okeechobee News on January 22"d. The only response was from the current Board Members and their letters of Interest to serve a second term are also attached. Should you have any questions please do not hesitate to contact me. Thank You! CAWORKWEMOSMayor & Council 41.wpd 01/14/1999 13:06 941-76,Jg9036 CKEE UTILITY AUTH. PAGE 01 OKEECHOSEE UTILITY AUTHORITY P.O. Box 835 Okeechobee, Florida 34973-0836 January 5, 1999 Mr. Robert Bradshaw City of Okeechobee Administrator 55 S.E. Td Avenue Okeechobee, Florida 34974 Re: Appointment of OUA Board Members Dear Mr. Bradshaw: (941) 763-9460 FAX: (941) 763-9036 According to the Interlocal Agreement and its amendments, it is time to reappoint the following Board Members which have done a good job for OUA or appoint new members to fill the following seats: 1. Steve Nelson 4 year term 2. Johnny Mack Kinsaul (alternate) 2 year term The term of the Board Member and Alternate will begin March 1, 1999. Thank you for your attention to this matter and please let me know if you need any additional information. Since ly, Landon, C. Fortner, Jr. Executive Director Post -It' Fax Note 7671 LZ � .W . CQ'D- Co. Phone N prWe i Fars 963 /40 p!p Fax 0 OKEECHOBE EI SC DRUGS E- - - -- ID=18g17637550 f�11G PAGE I "I 203 S.W. pqRK Sr_ • (941)763.5100 • FAX (941 )763-7560 . OKL6CHOB EE. FL 34972 January 25,19" W- Robert B imw CltY Wstrator City Of Okeechobee SS SE 3M Avenue Okeechobee, IR 34972 Dear Mr. Bradshaw.. Y W0Tdd fte to have the bOard as the aty s reprften�ta u ob re -appointed to the. OUA neat Pour yeam Steven A. Nehon H nOrable le i C keechebee S. Th e 3r� Avenue�tY Cler� Qzi Florida Dear Bonnie. aIter� f�av�, enleYet� m y two �c�t 'have represent�tt�r Year terms as to the Okeechobee �it�°� �e t�tslity� I Would weleo Privilege to serve in �� the ��p'Or���� the `�' ar�e capacity p�j�%c'� �� ��'d'�''`�in+S![7e1�'° it iy '� for a SOLO d ter Jphn M. Kinsaul Ewxexm 9 - FEe 16 Acexu+. CITY OF OKEECHOL.. MEMORANDUM TO: Mayor and City Council DATE: February 10,1999 FROM: Lydia Jean Williams, Administrative Secretary SUBJECT: Street Closings I have received the following applications for temporary street closings: Date & Time March 13 & 14,1999 6:00 a.m. — 6:00 p.m. September 4,5 & 6,1999 6:00 a.m. — 6:00 p.m. December 11,1999 6:00 p.m. — 9:00 p.m. Oar anization Chamber of Commerce Speckled Perch Festival Chamber of Commerce Labor Day Festival Chamber of Commerce Christmas Festival Reauested streets to be closed The portion of SW 2nd, 3rd, 4th & 5th Avenues between North & South Park Street The portion of SW 2nd, 3rd, 4th & 5th Avenues between North & South Park Street The portion of SW Yd Avenue between North & South Park Street These applications have been processed and approved through the following departments: Police, Fire, Public Works and Finance. I M . APPLICATION FOR CHARITABLE FUNCTION PERMIT 1. Organization: OKEECHOBEE COUNTY CHAMBER OF COMMERCE. INC. 2. Address: 55 S. Parrott Avenue, Okeechobee, Florida 34974 3. Phone No.: 941-763-6464 Tax No.: 941-763-3531 4., Supervisor of Organization: Kathy Scott, President ..�.��, L�=%,tA �� Li���tor 5. Person/Prone in charge of event: Brenda O'Connor 6. a. Please give the location of the property your organization is requesting: Flaaler Park west half of Park 2 and all of Par b. If your organization is requesting the use of Flagler Park, please look at Lite map on page 2 and circle the section of the park you wish -to reserve. 7. Summary of activities, for this event, for which use of this property is being requested: Christmas -Festival 8. 100% of all proceeds derived from this event will go to the above applying organization x Yes No 9. All proceeds will be used for: __Q, ration of the r•hamber a=lice which provides a welcome center for those visitina as well as moving to Okeechobee 10. List date(s) and time(s) your organization is requesting the use of this property including clean-up: 12-8-99 thru 12-14-99 7:00 a.m. thru 9:00 p.m. Date(s) Time(s) NOTE: The applying organization must meet any insurance coverage or code compliance requirements of the city, and any other regulations of other governmental regulatory agencies. The applying organization will be responsible for costs associated with the event, including damage to property. By receipt of a permit, applying organization agrees and shall hold the city harmless for any accident, injury, claim or demand whatever arising out of applying organization's use of the location for such event, and shall indemnify and defend the city for such incident, including attorney fees. The applicant shall be subject to demand for, and payment of, all of the actual cost incurred by the city pertaining to the event, including but not limited to police, fire, maintenance -or other departmental expenses. The city reserves the right to require from applying organization a cash or cashier's check advance deposit in a sum approximating the sum estimated by the city to be incurred in providing such city services. Any such sum not incurred shall be refunded to applying organization. PUBLIC WORKS HOURS ARE MON. - FRI. 7:00-4:00 EXCEPT HOLIDAYS THE PROCESSING OF TE(IS APPLICATION WILL BE COMPLETED WITHIN THIRTY (30) WORKING DAYS OF BEING RECEIVED BY THE FINANCE DEPARTMENT. OKE EE CO. CHAMBER OF COMMERCE, INC. moo- �____ 2-5-99 Signature of Applicant Date Brenda O'Connor, Executive Director r ,r Applicat-icm for Charitable I'tnictiou penult Page 1.tav #6 Sixth Avenue #5 ram, Avenue Avetnue #3 1liixtl Amme #2 Second Avetwe NNee NUI'C: Sectim #1 is note a �fe�harial Park and is• f�l not available for use. Parrott Av nee WE IUL-UWING INFO MATION IS EM CITY USE UNLY < 6vec� AtAwNGDisapproved Uate: If disapproved, please list Treasons: PUR- T NU. ISS'UW, APPLICATION FUR _CHARITABLE FUNCTION PERMIT 1. organization: OKEECHOBEE'COUNTY CHAMBER OF COMMERCE, INC. 2. Address! 55 S_ Parrnff 3. Phone No.: 941-763-6464 Tax No.: 941-763-3531 Kathy Scott, President 9. Supervisor of Orgai�izati.on: g� a. O'Connor, nnor,ive Direc-tor 5. Person/Phone in charge of event: Brenda O'Connor 6. a. Please give the location of Lite property your organization is requesting: Flagler Park 2-6 b. If your organization is requi.sting the use of Flagler Park, please look at Lite map on page 2 and circle Lite section of the park you wish -to reserve. 7. Summary of activities, for this event, for whicli use of this property is being requested: Labor Dav Festival and Classic Car Show 6. 100% of all proceeds derived from this event will go to Lite above applying organization X Yes No 9. All proceeds will be used for: Operation of the Chamber office and to provide a welcome center for visitors and those moving to this rea 10. List c ate(s) and time(s) your organization is requesting Lite use of this property including clean-up: 9-1-99 to 9-8-99 7:00 a..- to 7;,00_p--im_ Date(s) TIlite(s) NOTE: The applying organization must meet any insurance coverage or code compliance requirements of the city, and any other regulations of oilier governmental regulatory agencies. The applying organization will be responsible for costs associated wiL-h the event-, including damage to property. By receipt- of a permit, applying organization agrees and shall hold Lite city Harmless for any accident-, injury, claim or demand whatever arising out of applying organization's use of Lite location'for such event, and shall indemnify and defend the city for such incident, including attorney fees. The applicant shall be subject to demand for, and payment of, all of the actual cost incurred by the city pertaining to Lite event, including but not .limited to police, fire, maintenance or other.departmental expenses. The city reserves the right to require from applying organization a cash or cashier's check advance deposit in a sum approximating the sum estimated by the city to be incurred in providing such city services. Any such sum not incurred shall be refunded to applying organization. PUBLIC WORKS HOURS ARE MON. - FRI. 7:00-4:00 EXCEPT HOLIDAYS T11E PROCESSING OF TIjIS APPLICATION WILL BE COMPLETED WITHIN THIRTY (30) _. WORKING DAYS OF ACING RECEIVED VED BY T1117. FINANCE DEPARTMENT. - 9q Signature of Applicant- Date Brenda O'Connor, Executive Director Applicatim, for Utarilable Puts tlmi Pen►dt I'aEe ltao sixut Fifth 11 LLrd mtnue Avetuie Secut)d �r !� Avetnae See Wi1;: Sectim #i is note a Meiburtal Park and is• txtt available for use. - rarratt Avmwe 111E IUL IN1TIZMATI0N Is mt CITY USE MLY! /lppruved Disapproved If disapproved, please list-'reasotibi '-' Geer 'et );tc e t-j VCpArnent. ic ��nett_ E'1�iZPti'T NU. Z5SU1:.11 .. _ ff I APPLICATION FOR CHARITABLE FUNCTION PERMIT 1. Organization: OKEECHOBEE COUNTY CHAMBER OF COMMERCE, INC. 2. Address: 55 S. Parrott Avenue, Okeechobee, Florida 34974 3. Phone No.: 941-763-6464 Tax No.: 941-763-3531 4.. Supervisor of Organization: Brenda O'Connor, Ex. Director Kathy Scott, President 5. Person/Phone in charge of event: _ Brenda O'C'_nnnnr 6. a. Please give the location of Lite property your organization is requesting: Flaqler Park #2-6 b. If your organization is requ#2stlrrg the use of Flagler Park, please look at Lite map on page 2 and circle the section of the park you wish•to reserve. 7. Summary of activities, for this event, for which use of this property is being requested:_ Arts and crafts festival, live entertainment and Bob Teanev _Memorial Car Show 8. 100% of all proceeds derived from this event will go to Lite above applying organization X Yes No 9. All proceeds will be used for: Operation of Chamber,Thi-:1 promote - Okeechobee and provides a welcome center for thse visiting or moving 10. Loist dater(s) and time(s) your 'organization is requesting the use of this property including clean-up: March 8-17 7:00 A.M. to 7:00 P.M. Date(s) Time NOTE: The applying organization must meet any insurance coverage or code compliance requirements of the city, and any other regulations of other governmental regulatory agencies. The applying organization will be responsible for costs associated with the event, including damage to property. By receipt of a permit, applying organization agrees and shall hold the city harmless for any accident, injury, claim or demand whatever arising out of applying organization's use of Lite location' for such event, and shall indemnify and defend the city for such incident, including attorney fees. The applicant shall be subject to demand for, and. payment of, all of the actual cost incurred by the city pertaining to the event, including but not limited to police, fire, maintenance -or other departmental expenses. The city reserves the right to require from applying organization a cash or cashier's check advance deposit in a sum approximating Lite sum estimated by the city to be incurred in providing such city services. Any such sum not incurred shall be -refunded to applying organization. PUBLIC WORKS HOURS ARE MON. - FRI. 7:00-4:00 r EPT HOLIDAYS THE PROCESSING OF TE(IS APPLICATION WILL BE COMPLETED WITIIIN THIRTY (30) WORKING DAYS OF BEING RECEIVUD VY THE FINANCE DEPARTMENT. Signature of Applicant a-s- 99 Date Application for Charitable Fw-iction Penid.t Page Tw FLAGM PARK #6 Sixth Avenue #5 FtW- - Avenue tt4 Fo�rh Avenue #3 ltutxtl I Avenue Y #2 Secaud Avenue See NUIE: Section #1 is note a Meiurtal Park and is• #I not available for use. Parrott Avenue WE FUUJDWIM INiYJ[i WIM IS Fm CITY USE ONLY! �% q �prvved Disapproved Uate: If disapproved, please list reasons: j c tk t i epa/m 1t PMUT tW . ISSUED • • EXHIBIT 10 - FEB 16 AGENDA ORGANIZATIONAL EVALUATION Continued growth in the City of Okeechobee has resulted in a dramatic increase for city services. City staff has struggled to accommodate this rapid demand for services without any additional personnel. However, the City has reached the crossroads of either aggressively addressing this growth or simply maintaining the status quo. In the belief that the City intends to adopt a proactive posture towards positive growth, City Staff presents the following options regarding organizational development and human resource development. OPTION ONE Option One recommends the hiring of one full-time administrative secretary and the upgrade of a current part-time administrative secretary to full-time. Option One assumes Deputy Clerk position will not change. Specifically, City Clerk/ General Services could utilize a full-time position to realize maximum efficiency in the following areas: EAR compliance, Comp Plan 8a FLUM updates, regulatory boards support, building administration support, Public Works support, etc. Administration could justify an upgrade to a full-time position to provide support for special projects, i.e. CDBG applications, Historical District issues, Economic Development projects (industrial park, business recruitment and retention), Holiday Decorations Committee, etc. The upgrade of a full-time administrative position would allow the administrative secretary in finance to devote her energies to finance issues. OPTION TWO Option Two recommends the hiring of two -full time administrative secretaries and the upgrade of a current part-time administrative secretary to full-time. Option two assumes the Deputy Clerk position will not change. Specifically, City Clerk/ General Services could utilize a full-time position to realize maximum efficiency in the following areas: EAR compliance, Comp Plan & FLUM updates, regulatory boards support, building administration support, Public works support, etc. An additional full-time administrative secretary would be utilized in the finance department, performing A/R and A/P functions as well as assisting the finance coordinator. The current administrative secretary to finance would continue to do occupational licenses, be over City Hall upkeep, and assist with special projects i.e. grants. Administration could justify an upgrade to a full-time position to 0 • provide additional support to the Administrator and work on special projects, i.e. CDBG applications, Historical District issues, Economic Development projects (industrial park, business recruitment and retention). OPTION THREE Option Three recommends the hiring of one full-time administrative secretary, the upgrade of a current part-time administrative secretary to full-time, and the hiring of one additional part-time employee. Option three assumes the Deputy Clerk position will remain unchanged. Specifically, City Clerk/General Services could utilize a full-time position to realize maximum efficiency in the following areas: EAR compliance, Comp Plan & FLUM updates, regulatory boards support, building Administration support, Public Works support, etc. Administration could justify an upgrade to a full-time position to provide additional support to the Administrator as well as support for special projects, i.e. CDBG applications, Historical District issues, economic Development projects (industrial park, business recruitment and retention), Holiday Decorations Committee, etc. For finance, an additional part-time employee would be hired to assist the finance coordinator while the current administrative secretary to finance would continue to do occupational licenses as well as assist with special projects. OPTION FOUR Option four recommends the immediate upgrade of the part-time administrative secretary to full-time. This full-time position would assume full responsibility for special projects, i.e. CDBG applications, Historical District issues, Economic Development projects (industrial park, business recruitment and retention) as well as Administration business. This option would allow the administrative secretary in finance to concentrate solely on delegated financial responsibilities. In regard to City Clerk /General Services, option four assumes the Deputy City Clerk remains in that position and Okeechobee Main Street hires a Program Manager. This action would allow the Deputy Clerk to focus completely on City Clerk business and allow Main Street to progress with a manager of their choice. The hiring of an additional administrative secretary for City Clerk/ General Services could be reevaluated and justified during 1999-2000 budget considerations. OPTION FIVE Option five recommends the hiring of one full-time administrative secretary for finance and the upgrade of the part-time administrative secretary in administration to full-time. Option five assumes the Deputy Clerk position remains unchanged. The new hire will allow the current administrative secretary in finance to transfer to special projects coordinator position while still doing occupational licenses. The hiring of an additional administrative secretary for City Clerk/General Services could be reevaluated and justified during 1999-2000 budget considerations. POSITION SUMMARY Option One 1 Full-time hire - City Clerk/ General Services 1 Upgrade part-time to full-time - Administration Option Two 2 Full-time hires - City Clerk/ General Services and Finance 1 Upgrade part-time to full-time - Administration Option Three 1 Full-time hire - City Clerk/General Services 1 Upgrade part-time to full-time - Administration 1 Part-time - Finance Option Four 1 Upgrade part-time to full-time - Administration Option Five 1 Full-time hire - Finance 1 Upgrade part-time to full-time - Administration FINANCE COORDINATOR PAYROLL Weekly pay checks Weekly tax deposit Weekly transfer figures from General Fund to Payroll Account Quarterly 941 & UCT reports Keep employee records up to date in computer Balancing of W-2 forms and printing once a year Monthly checking payroll posting to verify to budgets • Weekly payroll reports separated and filed • Enroll new employees and add to insurance accordingly BUDGETARY Print monthly reports and verify for balancing Supply Council and Department Heads with monthly reports Prepare warrant registers and forward for Council's approval Closing accounts payable and printing posting monthly Process payables for AT&T, LP Sanitation, Insurance (City and employees insurance, liabilities and City paid insurance for employees) Payable for Debt Service Fund twice yearly Monthly gas inventory and state fuel refund report Re -purchasing CD's Prepare report for Jim Paul to balance Pension deductions and annual salaries Monthly and quarterly pension deduction vouchers Working with auditors annually verifying accounts and balances Transfer and update vehicle list with new vehicles when lease begins - prepare documents for tags & for vehicles that are sold • Confiscated property semi-annual report • Firefighters Supplement Quarterly Report • Enter receivables to equal deposits monthly • DOT maintenance contract billing monthly • Mechanic monthly labor invoices to OUA • Bank reconciliation (6 accounts) • File reports after separating INSURANCE • Complete forms for renewal of city's insurance, with property list and questionnaire forms. • Keeping vehicle list updated. • Workers compensation BUDGET Print department budget sheets for budget preparation calculations and date entry for all sections of budget. Print Budget MILLAGE TRIM COMPLIANCE Complete forms preparing calendar & meeting state reporting deadlines. Response letter to Auditor General on the Auditor's Management letter. Backup for Lydia when she is out. Already behind from October 97 to April 98, I did all data entry and budgetary, not having time for thorough verification of accounts of which has now caught up with me. Then in July and August I had to put budgetary aside to concentrate and prepare new budget. I did all calculations and data entry for compiling new budget. Already being behind, as stated above, with entering data into new software for in-house accounting and learning new process with the software, budgetary was being done along with payable, but with Lydia doing other things I didn't have time to verify and be sure everything was as it should be. Then something happened that couldn't be helped, my brother passed away in August. I was away a few days for that. Not being caught up at this point, my mother passed away in November and I was away 3 days for her funeral. Then comes the holidays, for which I am thankful, but already being behind, this only extended it further. In December I was asked to handle the City insurance bid process, which took time in gathering information for proposals and for bid packets. Also, Lydia was out on a 4-week vacation at this time and I had to cover her office also. It was my understanding that Julie would cover her office while she was out, but it didn't work out that way. I didn't ask her to, it was my understanding that Lydia had worked that out with Julie. I just keep getting further and further behind and it is now to the point of embarrassment. I do believe that two full time employees working together in Finance can get the job done. Work that can be delegated to another employee in the Finance office as time permits PROPOSED RESTRUCTURING OF CITY CLERKS OFFICE & GENERAL SERVICES DEPARTMENT POSITION CLASSIFICATION AND JOB DESCRIPTIONS Deputy Clerk. Responsible secretarial duties of varied nature, in the operation of the office of the City Clerk requiring initiative, discretion and independent judgement. Deals with general routing matters regarding established policy. Relives the Clerk of operational and administrative details and public contact, screening controversial topics for the Clerk's attention. Takes and transcribes dictation; composes routing correspondence and memos for Clerk's approval; assists in the performance of detailed administrative work; maintains appointment schedule and makes travel arrangements. Receives, screens and routes calls, mail and visitors; receives inquires and complaints from the public, resolves issues if possible or refers it to the appropriate official. Maintains files of records, correspondence and reports including confidential material. Researches and compiles reports. Process time sheets. Arranges and records meetings, prepares agenda, attend City Council Meetings and Workshops; keeps abreast and maintains ordinances, resolutions and minutes; keeps abreast of policies and procedures. Perform related work as required. UNDERSTANDING OF WHAT THE DAY-TO-DAY DUTIES ARE FOR DEPUTY CLERK: Deputy Clerk is to make sure the City Clerk's Office is opened to the public Monday daily through Friday, 8:00 a.m. to 4:30 p.m with lunch being 11:30 to 12:00, coordinate with office manager and secretary to make sure all other doors are open, lights on, copiers on and TV on an appropriate station. Mail (incoming) stamped with date and time received in office and any other daily documents received. Clean all my dirty dishes and see that they are put away and any other daily miscellaneous cleaning that is needed (ie keep copy room neat and tidy). Keep Clerk up to date on all information at all times. daily When leaving for the day coordinate with the office manager and secretary to make daily sure all lights, copiers and TV off, and doors all locked in the hallway. Time book to Finance by 9 am every Wednesday after BST initials it. weekly Stay on top of Filing and File Clean up. weekly Attend City Council Regular Meetings. Prepare chambers & make sure they are twice a clean, put out notepads, pencils, high lighters & mints, set up tape recorder, fans on month & air vents open. Chambers opened to public prior to meeting beginning and city all locked up after meeting. Accounts Payables to Finance on the 10th & 25th for payment. twice a month Minutes typed and copies out to all departments. Record, file and index them. at least twice a month Record, file, index and make sure all appropriate parties have signed copies: Agreements, Contracts and Leases Ordinances Resolutions as needed Annexations & Boundary Map updated with Census Bureau Petitions (Clerk verifies signatures to voters registration) Deeds and update working map Easements and update working map New Subdivisions and update City Mylar Code Book Updates. Send to the Municipal Code Corp for supplement, when it is yearly received, review it and update all City Code Books (36 code books currently). Process Street and Alley Closing Applications. When accepting application make sure all documents are attached and completed, fee paid. Process for City Departments to sign off on it. Forward to Clerk for final approval to submit to City Council. Type draft of ordinance closing street/alley, make sure Attorney approves it as needed & forward to City Council. Make sure final fee is paid. Research property owners within 600 feet of street/alley if hearing is set & advertise it. Copy of signed ordinance in file. Make sure applicant gets complete copy of application. Update city Mylar. Records Research and find documentation of any item dealing with the City. as needed Attend any other City Council Special Meetings, Workshops, etc. and meetings as needed when they appoint committees, excluding code board meetings and do their minutes. Public relations and assistance to employees. as needed Advertisements for all city departments. And notices posted to bulletin board. as needed Purchases for the Clerk's Office. as needed Type memos, letters, correspondence for Clerk. as needed Make sure we receive proof of insurance on all appropriate use of alley/street files. yearly From time to time we come across items that need attention or updated. These as time items are put on a list and taken care of when there are "slack times". permits Prepare a Trail Balance Comparison. Clerk's Office against Finance Dept figures monthly Learn new Cadd System and keep city mylars up to date on all city maps. as needed Elections Supervisor Assistant. Prepare election packets, understanding of election once every laws, process paperwork and help work during elections. two years 2 POSITION CLASSIFICATION AND JOB DESCRIPTIONS General Services Administrative Secretary. Responsible secretarial duties of varied nature, in the operation of the office of the Building Official requiring initiative, discretion and independent judgement. Deals with general routing matters regarding established policy. Relives the Building Official of operational and administrative details and public contact, screening controversial topics for the Building Official's attention. Takes and transcribes dictation; composes routing correspondence and memos for the Building Official's approval; assists in the performance of detailed administrative work; maintains appointment schedule and makes travel arrangements. Receives, screens and routes calls, mail and visitors; receives inquires and complaints from the public, resolves issues if possible or refers it to the appropriate official. Maintains files of records, correspondence and reports including confidential material. Researches and compiles reports. Process time sheets. Arranges and records meetings, prepares agenda, attend Code Enforcement Board Meetings; keeps abreast of ordinances, resolutions, policies and procedures. Perform related work as required. UNDERSTANDING OF WHAT THE DAY-TO-DAY DUTIES ARE FOR ADMINISTRATIVE SECRETARY: General Services Office Manager is to make sure the Office is opened to the public Monday through Friday, 8:00 a.m. to 4:30 p.m with lunch being 12:00 to 12:30, coordinate with the deputy clerk and secretary to make sure all other doors are open, lights on, copiers on and TV on an appropriate station. Research and find documentation of any item dealing with the General Services. Attend Code Enforcement Board Meetings, preparing agendas, advertisements, notices, type and record minutes, prepare all paperwork, type and record liens and release of liens, process payment for members attending meeting, board member renewals. Receive Code Complaints, process complaints, follow ups with letters, phone calls, etc. Purchases for the General Services office. Type memos, letters, correspondences for Building Official and Code Officer Purge files and turn appropriate files over for records retention From time to time we come across items that need attention or updated. These items are put on a list and taken care of when there are "slack times". Stay on top of General Services Budget Sort incoming mail for all of city. Clean all my dirty dishes and see that they are put away and any other miscellaneous cleaning that is needed (ie keep copy room neat and tidy). Keep Building Official and Code Officer updated on all information daily as needed once a month as needed as needed as needed once a year as time permits. monthly daily daily daily • When leaving for the day, coordinate with the deputy clerk and secretary to make daily sure all lights are out in the hall way of city hall and outside doors are locked. Time book to finance. Keep up with custodians time weekly Accounts payables to finance and bill for any account receivables twice a month Keep stamp machine up to date and full of stamps daily Route faxes received for all city departments daily Issue addresses for new development and learn new Cadd system as needed Accept building permits, process them after approval from Building Official, typing, daily filing, collecting fees, schedule inspections as they are called in and file after completed, follow up calls and correspondences as they relate to permits. POSITION CLASSIFICATION AND JOB DESCRIPTIONS Secretary,. Responsible secretarial duties of varied nature, in the operation of the office of a Director requiring initiative, discretion and independent judgement. Deals with general routing matters regarding established policy. Composes routing correspondence and memos for the Public Works Director approval; assists in the performance of detailed administrative work; maintains appointment schedule and makes travel arrangements. Receives, screens and routes calls, mail and visitors; receives inquires and complaints from the public, resolves issues if possible or refers it to the appropriate official. Maintains files of records, correspondence and reports including confidential material. Researches and compiles reports. Process time sheets. Arranges and records meetings, prepares agenda, attend Planning Board/Board of Adjustment/Design Review Board Meetings; keeps abreast of ordinances, resolutions, policies and procedures. Perform related work as required. UNDERSTANDING OF WHAT THE DAY-TO-DAY DUTIES ARE FOR SECRETARY: Administrative Secretary is to make sure the Office is opened to the public Monday through Friday, 8:00 a.m. to 4:30 p.m with lunch being 12:30 to 1:00, coordinate with deputy clerk and office manager to make sure all other doors are open, lights on, copiers on and TV on an appropriate station. Process Rezonings. Send application to City Planners, notify property owners of public hearing and coordinate, meetings and ads with clerk's office Process Comp Plan Amendments. Send application to City Planners and coordinate meetings and advertising with clerk's office. Process Special Exception Applications. Send application to City Planners and coordinate advertising with clerk's office. daily as needed as needed as needed 4 Process Variance Applications. Send application to City Planners and coordinate as needed advertising with clerk's office. Attend Planning Board/Board of Adjustment/Design Review Board Meetings. once a Prepare agendas, meeting room, send notices, type minutes and record them, month process payment for members attendance. Stay on top of member renewal Purchases for the Public Works Department as needed Type memos, letters, correspondences for the Public Works Director and Zoning as needed Administrator. Process accounts payables and receivables for the public works department and twice a city planner consultant. month Sort mail for public works and zoning administrator. daily Clean all my dirty dishes and see that they are put away and any other daily miscellaneous cleaning that is needed (ie keep copy room neat and tidy). Keep Public Works Director and Zoning Administrator Consultant up to day. daily When leaving, coordinate with deputy clerk and office manager to make sure all daily lights, copiers and TV are off and doors to city hall are locked. Time book for public works to finance and keep up with their leave forms. weekly Accounts Payables and Receivables for Public Works to Finance. twice a month Records Retention and Management. Records out that have met their retention monthly period and state has approved for destruction. New records from all city department on retention schedules. Coordinate efforts with deputy clerk on records retention and new indexing system , as needed Record, file and index all master employee records. Make sure they stay up to date 6 as needed and insurance company is notified of new hires, and that they get their drug/physical screening. Make sure salary sheet is updated. Update Labor Law Posters and see that each Department is also updated. as needed New Grievance Committee approved. yearly List of all employees names, driver's license number, date of birth and social yearly security number to insurance company. Done as individuals are hired and a master list for the year. Employee Birthday Cards weekly Purchasing. Assist departments when submitting bid packets. Vendors list kept as needed updated. Stationary kept on hand for city departments and business cards. Copy paper purchased for city copiers. Process Purchase Orders for city departments 5 It is our conclusion that three employees can operate these two departments efficiently. The idea is to split the office space in the front office, with the new employee having the "blue counter" area as their desk and one entire filing cabinet in that office. A new computer would need to be purchased. An extra printer is already in the office at this time. The major duties are basically split as follows: Citv Clerk - Department Head Deoutv Clerk Secretary to Clerk Attend City Council Meetings City Council Agenda's City Council Minutes Official Records Management Elections Assistant All City Maps/Cadd System Administrative Secretary Secretary to Building Official Attend Code Board Meetings Code Board Complaints Code Board Agenda's Code Board Minutes Process Permits Addresses/Cadd System Secretary Secretary to Public Works Director Attend Planning Bd etc Meetings Planning Bd etc Agendas Planning Bd etc Minutes Records Retention/Scheduling Personnel Records Purchasing/Bids 0 1 w • CITY OF OKEECHOBEE MEMORANDUM To: Administrator and Adm. Personnel Date: February 3, 1999 From: Lydia Jean Williams, Finance Dept. Subject: New employees relocation plan After considering the current positions in the City Hall building, the current employees, job requirements/duties, and ongoing additional workload, I am suggesting the following changes be considered with the Council's approval of hiring two full time employees and making a part-time employee full time: FINANCE DEPARTMENT - 2 full time emplovees Finance Coordinator & Assistant ADMINISTRATION - 3 full time emplovees Administrator, Administrative Secretary, Special Projects Coordinator �• Julie will be made a full time secretary upstairs. • We will hire a new employee to replace me in the finance department to assist Lola. (Lola said she needs only one full time emplovee in the Finance Department to assist her.) • I will be moved upstairs (in the waiting room area) to continue working on the special projects for the City. This position will be responsible for assistance in grant research and other income resources for the City, coordination with schools for tours of City Hall, Government Wiek, working with employees and the public for the Holiday Decorating Committee, Relay for Life events, etc. The above changes will take one full time employee and the part time to full time. The other full time employee would go to the Clerk's office as an additional employee to assist with her office and the building and zoning department. 0 LI Page 2 If the Council agrees to support the Main Street Program, I suggest the following plan for the Clerk's office: • Lane will go with the Main Street Program. • Bonnie will hire the new employee for her secretary. • Julie will continue to assist Bea is the Building b13 Works Department Zoning Department. Lydia will assume the secretary duties for theP when Cleveland takes over in April to relieve Beats workload. These pleas will allow for backups allow thoffices City to use the e�mployeeschanges wherewill help all employees involved and they will work the best for the City. For cost efficiency the relocation will require these changes at the lowest possible price for the City: • purchase of one filing cabinet for the Finance Department • purchase of one computer, one printer, phone jack for modem for upstairs • connection to the file server upstairs • relocation of the file server to the front office is the Finance Department (this will have the front office occupied for easier customer service) • the Finance Department assistant will use brown furniture in front office • the gray furniture is the middle office will be relocated upstairs It is our conclusion that three employees can operate these two departments efficiently. The idea is to split the office space in the front office, with the new employee having the "blue counter" area as their desk and one entire filing cabinet in that office. A new computer would need to be purchased. An extra printer is already in the office at this time. The major duties are basically split as follows: Deoutv Clerk Secretary to Clerk Attend City Council Meetings City Council Agenda's City Council Minutes Official Records Management Elections Assistant All City Maps/Cadd System Citv Clerk - Department Head Office Manaaer Secretary to Building Official Attend Code Board Meetings Code Board Complaints Code Board Agenda's Code Board Minutes Process Permits Addresses/Cadd System Administrative Secretary Secretary to Public Works Director Attend Planning Bd etc Meetings Planning Bd etc Agendas Planning Bd etc Minutes Records Retention/Scheduling Personnel Records Purchasing G It is our conclusion that three employees can operate these two departments efficiently. The idea is to split the office space in the front office, with the new employee having the "blue counter" area as their desk and one entire filing cabinet in that office. A new computer would need to be purchased. An extra printer is already in the office at this time. The major duties are basically split as follows: Deputy Clerk Secretary to Clerk Attend City Council Meetings City Council Agenda's City Council Minutes Official Records Management Elections Assistant All City Maps/Cadd System Citv Clerk - Department Head Office Manaaer Secretary to Building Official Attend Code Board Meetings Code Board Complaints Code Board Agenda's Code Board Minutes Process Permits Addresses/Cadd System Administrative Secretary Secretary to Public Works Director Attend Planning Bd etc Meetings Planning Bd etc Agendas Planning Bd etc Minutes Records Retention/Scheduling Personnel Records Purchasing 1.1