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1997-06-17 Regular MeetingCITY OF OKEECHOBEE REGULAR CITY COUNCIL MEETING SUMMARY OF COUNCIL ACTION A. Call Meeting to order on June 17, 1997. Mayor Kirk called the June 17, 1997 Regular Meeting to order at 7:00 p.m. B. Invocation offered by Reverend John Paul Ziegler; Council Member Dowling Watford offered the invocation; Pledge of Allegiance led by Mayor Kirk. Mayor Kirk led the Pledge of Allegiance. C. Mayor and Council Attendance: 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. Present Staff Attendance: City Attorney John R. Cook Present City Clerk Bonnie S. Thomas Present Deputy Clerk S. Lane Gamiotea Present D. Motion to dispense with the reading and approve the Sum- Council Member Chandler moved to dispense with the reading and approve the Summary of Council Action for the regular meeting of June 3, 1997; seconded by Council mary of Council Action for the Regular Council Meeting of June 3, 1997. Member Oliver. Council Member Watford requested a brief summary of his statement made during the discussion of new business item number one. KIRK CHANDLER MARKHAM OLIVER WATFORD MOTION CARRIED. PAGE 1 OF 10 X X X 369 JUNE 17, 1997 - REGULAR MEETING - PAGE 2 OF 10 E. Motion to approve the Warrant Registers for May, 1997: Council Member Watford moved to approve the Warrant Registers for May 1997 in the General Fund $291,580.42 amounts: General Fund, two hundred ninety-one thousand, five hundred eighty dollars, Public Facilities $66,943.33 forty-two cents ($291,580.42) and Public Facilities Fund, sixty-six thousand, nine hundred forty-three dollars, thirty-three cents ($66,943.33); seconded by Council Member Markham. KIRK CHANDLER MARKHAM OLIVER WATFORD MOTION CARRIED. REQUEST FOR ADDITION, DEFERRAL OR WITHDRAWAL OF III Mayor Kirk asked whether anyone had request's for addition's, deferral's or withdrawal's ITEMS ON TODAY'S AGENDA. of items on today's agenda, none were stated. F. NEW BUSINESS 1. Hear from LP Sanitation regarding solid waste Mr. Pat Yancy, a representative from L.P. Sanitation addressed the Council reviewing hauling rates - Pat Yancy (Exhibit 1). the letter in Exhibit One from Steve Leitman, Vice President and Senior Controller, submitting to the Council three options to renew the franchise agreement between the City and L.P. Sanitation that expires July 7, 1997. Option No. 1 provides for the same level of service (one time a week garbage and one time a week yard trash). Rate reductions for residential customers only ($1.30 per month), commercial rates would remain the same. Option No. 2 provides for same level of service (one time a week garbage and one time a week yard trash). Rate reductions for both residential ($1.00 per month) and commercial customers (various amounts depending on size). Option No. 3 provides from an increase in the level of service (twice a week garbage and one time a week yard trash). Residential rates would remain the same ($12.50 per month) and increase for Commercial. X X X X X 370 JUNE 17, 1997 - REGULAR MEETING - PAGE 3 OF 10 F. NEW BUSINESS 1. Hear from LP Sanitation regarding solid waste Staff recommendation to the Council as stated in Exhibit One is to accept Option No. 2. hauling rates continued. Extend the franchise agreement with L.P. Sanitation for one year. Adopt the enclosed proposed Resolution No. 97-4. When the County decides if they will enact a mandatory solid waste pick-up and request the City join them in receiving proposals for all of Okeechobee, the County could work around the expiration date of this contract. Council Member Watford moved that we accept Option No. 2 in the proposal and extend the franchise agreement for one year, seconded by Council Member Oliver. KIRK CHANDLER MARKHAM OLIVER WATFORD MOTION CARRIED. Attorney Cook read that proposed Resolution No. 97-4 amends as therein provided Section 8-36 of the Code of Ordinances of the City of Okeechobee, Charges and Rates for Garbage and Trash Collection. Council Member Watford moved to adopt proposed Resolution No. 97-4 reflecting the rate decrease in garbage and trash collection, effective date being July 1st; seconded by Council Member Markham. KIRK CHANDLER MARKHAM OLIVER WATFORD MOTION CARRIED. X X X X X X X X X X ._-J 71 F. JUNE 17, 1997 - REGULAR MEETING - PAGE 4 OF 10 NEW BUSINESS CONTINUED 2. Request to temporarily close S.W. 4th Avenue Mrs. Nadene Hemingway addressed the Council explaining the Class of 1978 Reunion between Park Street and 70 West on July 4, 1997 - Committee will be using Park 3 to hold a fund raiser and the Okee Bulls Senior Football Nadene Raulerson Hemingway (Exhibit 2). League will be using Park 4 for a barbecue fund raiser on Friday, July 4th, closing the 11 section of the avenue between the two parks will allow better access. Attorney Cook advised that the organization would need to provide proof of insurance coverage Council Member Oliver moved to approve the request to temporarily close Southwest 4th Avenue between (North Park Street and South Park Street) Park Street and 70 West on July 4, 1997, with the condition they net the insurance coverage and notify the police department of the time period for the street to be closed; seconded by Council Member Chandler. KIRK CHANDLER MARKHAM OLIVER WATFORD MOTION CARRIED. Mr. Gary Davis appeared before the Council requesting to receive approval to create a 3. Hear from G & M Construction regarding private drive along Southwest 8th Street to service Lots 4 to 6 of Block 240, First Addition improvement of City lots and street work -Gary to City of Okeechobee. The subdivision has a platted right of way for 8th Street but has Davis (Exhibit 3). never been officially opened and paved. According to City standards, as the developer for Lots 1, 2, 3, 4, the East half of 5, 10, 11 and 12 it is his responsibility to open the road and shell it according to standards. Mr. Davis stated Lots 1 and 2 will be a retention pond and the fill from those lots will be used to increase the elevation of Lots 4, East half of 5, 10, 11 and 12. Southwest 9th Street is an open and paved road therefore Lots 10 to 12 are fine. There will be only one house on Lots 4 and East half of 5. There is an old bam on Lot 6. The property has been vacant for some time and Mr. Davis wanted to keep the cost as low as possible for the development of the lots. He also noted that Southwest 8th Street from 4th Avenue to 3rd X X X X X Avenue is not open and paved. 372 F. NEW BUSINESS CONTINUED 3. 0 Hear from G & M Construction regarding improvement of City lots and street work continued Discuss proposed rate increase by Lawson, Noble, Webb & Associates - Director of Public Works (Exhibit 4). JUNE 1731997 - REGULAR MEETING - PAGE 5 OF 10 Attorney Cook advised the Council that City Standards do state the developer must put the roads in and Council has required other developers to abide by those regulations even for only one house. He also advised another alternative for Mr. Davis would be to meet with him and Public Works Director Elders and discuss if applying for closing the street might be a better solution. Mayor Kirk suggested Mr. Davis meet with Attorney Cook as he suggested. Mr. Davis thanked the Council and will meet with them to discuss the altemative solution. Per Exhibit Four, City Engineering firm, Lawson, Noble, Webb and Associates are requesting an increase in rates to their continuing services contract. Public Works Director Elders recommended approving the rate increase. Increases are from $2.50 to $5.00 per hour per category. The continuing services contract was entered into July 6, 1994, and this is their first request for an increase. Council Member Watford updated everyone on the history of City hiring engineering firms and why the continuing services contract has been a better situation for the City. Council Member Watford moved to approve the rate increase as presented in Exhibit A by Lawson, Noble, Webb and Associates, and based upon the Public Works Director's recommendation , seconded Council Member Markham. Council Member Oliver asked what kind of an annual effect this increase would have, and he would like to see those figures. KIRK CHANDLER MARKHAM OLIVER WATFORD MOTION CARRIED. X X X F X i, F. NEW BUSINESS CONTINUED 5. Discuss the feasibility of changing health insurance policy - Nina Borenstein (Exhibit 5). JUNE 17, 1997 - REGULAR MEETING - PAGE 6 OF 10 Executive Secretary Nina Borenstein addressed the Council concerning an opportunity to change health insurance carriers for lessor rates. Mrs. Borenstein explained the City has had health insurance with Principal for several years and rates have continuously increased, with another increase projected in a few months. The City is currently paying $15,056.60 in monthly premiums to Principal. Ten months ago she sent out seventeen requests for proposals for health insurance. Only one was received and they attached a clause excluding all pre-existing conditions for one year. Upon the recommendation of Mayor Kirk, Mr. Scott Harris of Group Insurance Solutions, Inc., met with City Staff and submitted a proposal from Blue Cross/Blue Shield. The rates submitted by Blue Cross/Blue Shield are approximately $4,224.50 less per month to the City, a cost savings of over $50,000.00 per year. The proposed plan allows each employee two alternatives when selecting health care providers. They may choose one of the providers that is a member of the plan, pay a co -payment of five dollars per office visit, $5.00 for generic prescriptions and $10.00 for name brand prescriptions with no deductible. If an employee chooses a provider who is not in the plan they pay a $300.00 deductible with a 80/20% split of the payment for services rendered. The window of opportunity for these rates ends August 1 st. The City would be going in along with the Okeechobee Utility Authority, School Board, some of the large dairy corporations and many other companies in Okeechobee County. This being the case, time is of the essence and will need Council action as soon as possible. Attorney Cook advised he had a couple of concerns he needed to check on and make sure this item would not have to no out for bid. Based on Attomey Cook's recommendation to wait Council instructed him to meet with Mrs. Borenstein tomorrow, June 18th and present this back for Council Action at the July 1st meeting. 375 JUNE 17, 1997 - REGULAR MEETING PAGE 8 OF 10 `<<'<:.,,,.;:;,.;;;,,.;;,. .........::::.:..............:. 31:.... ..... N1.:. i ll::.,::::...:.:::::.:...::.;:.:::....::.::.::.:::.;:.:::.: :.:..:..:...:..:.:. _.: _ ...... _ _ . :::.;;:.;:.:;:::.;:.::.:;.::.: ::::::::..:.:::::::::: F. NEW BUSINESS CONTINUED 6. Update on City Projects - Council Member Watford. The Property Appraiser's Office, as many of the Council Member's know, (since they ! visited the office to see the program first hand) has all the correct and necessary information in their program and is willing to train Mrs. Borenstein and share their information with the City after the program is purchased. She also explained that the Fire Department needs the same program and Chief Tomey has indicated he would split the cost of the program/software and there might be enough money in some of the line items to purchase it. She requested, Council incorporate the cost into the budget amendment being prepared for the July 1 st meeting Council agreed and instructed Mrs Borenstein to submit the request in the budget amendment to be split between the Administration and Fire Department's budget's. 7. Ask for direction in bringing the accounting functions Finance Coordinator Parker presented the Council with a request to bring the accounting back in-house which will require purchasing of functions back in-house. She explained that with the down sizing of the City that has software and possible a printer - Finance taken place the last few years she, her secretary and the City auditor's (J.D. Gilbert) Coordinator. have discussed whether it was cost feasible. They all agreed there was no reason why they should not, nor could not bring the accounting back in-house. The finance department prepares everything for the accounting firm before sending it to them. All the services that the City gets from them is data entry and reports. According to last year's figures they were paid ten thousand dollars for that service. All work that is completed by the accounting firm has to be doubled checked for errors and this seems to be a duplication of work. She has to rely heavily on the department heads to bring any discrepancies in their department's budgets to her attention to be corrected. The reports are out of date by the time they are received back into the city. The Department Heads have very clearly expressed their frustrations with this system and it is difficult to stay on top of their budgets as they are required to do when they do not have on -hand, up to date information. She also stated that she had worked in the past with this situation but did not wish to continue it anymore. Finance has the staff and equipment, and all that will be needed is to add the appropriate software program. Mrs. Parker further explained that she has contacted various companies concerning their software programs. IMS of Ormond Beach will be presenting their program tomorrow. The finance department has had an occupational licensing software program and maintenance contract for quite some time and they have been pleased with the services and assistance from this company. 376 JUNE 17, 1997 -REGULAR MEETING -PAGE 9 OF 10 :::::.::...:: :. :......:..:.:.:...:.:.:...:..::.:.,.:.:..:...:.,::.:..:::::::::.:::.:.:.:..::._..__....___.... .. .............._...I..__ ...._....::::::::.::.......... »: ... .::: .: . :. .._ : .. 3f ...... ......... .... .. .... F. NEW BUSINESS CONTINUED 7. Ask for direction in bringing the accounting functions Price quotes have been submitted from fifty thousand to fifteen thousand dollars. Most back in-house which will require purchasing of of the programs that are most compatible for the City's needs are running between fifteen it software and possible a printer continued. to twenty thousand dollars. In the 1996-97 budget for finance there will be approximately ten thousand dollars in the salary line item due to the difference between the past Finance Director's salary and the Finance Coordinator's salary. Mrs. Parker requested to use the difference and additional monies to be included in the budget amendment and presented for Council consideration July 1st. Mrs. Parker explained that the budget amendment the Council first heard about from Attorney Cook at the June 3rd meeting began mainly because monies sent from the State for the Police and Fire Pension Fund was incorporated in the Police and Fire budgets as expenditures. The revenue could not be shown in the expenditures therefore, it gives the appearance of their budget's going in the red, quite drastically in the Police Department. There is now a new standard to reflect this in the City's record's and the auditor's have suggested we do that. There is also the two hundred fifty thousand dollar I loan for the fire truck that must be incorporated. j The Council approved of bringing the accounting back in house and submitting the software request in the budget amendment as presented by the Finance Coordinator. Council Member Chandler moved to remove from the table: the motion to move the City 8. a) Motion to remove from the table: the motion to Clerk's Office back; and motion to amend to move the City Clerk's Office back; move move the City Clerk's Office back; and motion to General Services Department; reserve the small office for future use for Planning amend to move the City Clerk's Office back; move Director and that bids for remodeling be submitted in the 1997-98 budget; seconded by General Services Department, reserve the small Council Member Watford. office for future use for Planning Director and that bids for remodeling be submitted in the 1997-98 Council Member Chandler withdrew his second to the motion to amend. Council Member budget. Watford withdrew his motion to amend. I Council Member Markham withdrew his second to the motion. Council Member Chandler withdrew his motion from the floor. 377 F. NEW BUSINESS CONTINUED 8. b) Hear from City Clerk regarding plans and cost to relocate the City Clerk's Office and the General Services Department - City Clerk (Exhibit 6). Adjournment - Mayor Kirk. PLEASE TAKE NOTICE AND BE ADVISED that if a person decides to appeal any decision made by the City Council with respect to any matter considered at this meeting, he/she may need to insure that a verbatim record of the proceeding is made, which record includes the testimony and evidence upon which the appeal is to be based. A tape recording of this meeting is o e in the City Clerk's Office. ;5--- E. Kirk, Mayor JUNE 17, 1997 - REGULAR MEETING - PAGE 10 OF 10 Clerk Thomas began by explaining that at the June 3rd Meeting, Council instructed her to come up with a plan and get costs to relocate her department and the General Services Department. A very special thanks goes out to Fire Chief Tomey and Lieutenant Herb Smith for all their help. She thanked the Council for allowing her to move her office and the opportunity to present this information to them. She then turned the presentation over to Deputy Clerk Gamiotea who explained in detail to the Council using an overhead projector the floor plan of the departments and the best way to utilize the space to create a good working environment for the two departments. Council Member Watford moved to approve the plan with including the expenditure for only the carpet, repairs, air conditioner treatment, installation of the doors and shelves in the 1996/97 budget amendment. Motion died for lack of second after third call. Council Members Chandler, Markham and Oliver agreed that the entire plan and the entire $12,400 00 be submitted in the budget amendment for Council approval at the July 1st meeting. There being no further items on the agenda, Mayor Kirk adjourned the June 17, 1997 regular meeting at 9:30 p.m.