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1997-02-18 Regular Meeting312 �/� pKEFC Of �O 41, = fCOR10*fro A. B. CITY OF OKEECHOBEE REGULAR CITY COUNCIL MEETING SUMMARY OF COUNCIL ACTION Call Meeting to order on February 18, 1997 Invocation offered by Reverend John Paul Ziegler; Pledge of Allegiance led by Mayor Kirk. C. Mayor and Council Attendance: Mayor James E. Kirk Council Member Noel A. Chandler Council Member Lowry Markham Council Member Robert Oliver Council Member Dowling R. Watford, Jr. Staff Attendance: City Attorney John R. Cook City Administrator John J. Drago City Clerk Bonnie S. Thomas Deputy Clerk S. Lane Gamiotea PAGE 1 OF 8 Mayor Kirk called the meeting to order on February 18, 1997 at 7:00 p.m. Reverend John Paul Ziegler offered the invocation; Mayor Kirk led the Pledge of Allegiance. Clerk Thomas called the roll: Present Present Present Present Present Present Present Present Present D. Motion to dispense with the reading and approve the Sum- Council Member Chandler moved to dispense with the reading and approve the mary of Council Action for the regular meeting of January Summary of Council Action for the regular meeting of January 21, 1997; seconded by 21, 1997. 1 Council Member Markham. There being no discussion on this item, vote is as follows: KIRK CHANDLER MARKHAM OLIVER WATFORD MOTION CARRIED. 313 E. Motion to approve Warrant Register for the month of January, 1997 in the amount of $100,569.02. REQUEST FOR THE ADDITION, DEFERRAL OR WITHDRAWAL OF ITEMS ON TODAY'S AGENDA. F. NEW BUSINESS Motion to approve a 90 day extension to Sergeant Larry Coonfare for Worker's Compensation Benefits - Police Chief. FEBRUARY 18, 1997 - REGULAR MEETING - PAGE 2 OF 8 Council Member Watford moved to approve Warrant Register for the month of January, 1997 in the amount of one hundred thousand, five hundred sixty-nine dollars, two cents ($100,569.02); seconded by Council Member Markham. There being no discussion on this item, vote is as follows: KIRK CHANDLER MARKHAM OLIVER WATFORD MOTION CARRIED. Mayor Kirk asked if there were any requests for the addition, deferral or withdrawal of items on today's agenda. Council Member Markham requested that items discussed at the last meeting concerning the fire department be added to the agenda for the next meeting since the Fire Chief was not in attendance tonight. Mayor Kirk instructed the Administrator to add an item for this subject for discussion on the next agenda. Council Member Oliver moved to approve a ninety (90) day extension to Sergeant Larry Coonfare for Worker's Compensation Benefits; seconded by Council Member Watford. There being no discussion on this item, vote is as follows: KIRK CHANDLER MARKHAM OLIVER WATFORD MOTION CARRIED. X X X X X X X X X X 314 FEBRUARY 18, 1997 - REGULAR MEETING - PAGE 3 OF 8 F. NEW BUSINESS 2. Motion to adopt Resolution 97-2 City Administrator Council Member Oliver moved to adopt proposed Resolution No. 97-2 issuing a two (Exhibit 1). hundred fifty thousand dollar ($250,000.00) Municipal Promissory Note to purchase one fire truck and allied equipment with Big Lake National Bank; seconded by Council Member Markham. Administrator Drago explained he asked for two hundred fifty thousand dollars, the shortest term possible, the rate had to be held until February 28th, it was up to each institution to come up with their own scenario's to give the City the best deal, the City was going to budget forty thousand dollars annually for principal and interest payments, the first payment is due October 1 st. He received bids from Big Lake National Bank, Bank One, Sun Trust, Gardnyr Michael, Barnett Bank and Municipal Service. Further discussion between Council and Staff explained that SunTrust has the lowest interest rate, however, they chose to base their bid on semi-annual payments and when you analyze it they took the bulk of the interest on the semi-annual payment up front which left less money toward the principal which would leave the unfunded balance higher. All the other bids are based on annual payments. Council Member Oliver asked if there was any advantage to rebidding. The Administrator advised that there was not because the interest rates are predicated on treasury notes and if the notes go upwards then the City is subjected to the higher interest rate. Vote on motion is as follows: KIRK CHANDLER MARKHAM OLIVER WATFORD MOTION CARRIED. X X X X X 315 F. FEBRUARY 18, 1997 - REGULAR MEETING - PAGE 4 OF 8 NEW BUSINESS 3. Motion to adopt Resolution 97-3 - City Administrator Council Member Watford moved to adopt proposed Resolution No. 97-3 concerning a (Exhibit 2). Highway Lighting Agreement with the Department of Transportation along State Road 15; seconded by Council Member Oliver. There was brief discussion on this item explaining this proposed Resolution is for the additional lighting DOT will be installing in the expansion on Highway 441 North from the Railroad Tracks to the City Limits. Attorney Cook read proposed Resolution No. 97-3 by title only as follows: "A RESOLUTION AUTHORIZING EXECUTION OF A HIGHWAY LIGHTING AGREEMENT FOR THE ADJUSTMENT, RELOCATION AND /OR INSTALLATION OF CERTAIN LIGHTING SYSTEMS WITHIN THE RIGHT-OF-WAY LIMITS HEREINAFTER DESCRIBED, AND PROVIDING WHEN THIS RESOLUTION SHALL TAKE EFFECT." Vote on motion is as follows: KIRK CHANDLER MARKHAM OLIVER WATFORD MOTION CARRIED. 4. Motion to award the purchase of a'/2 ton pick-up Council Member Oliver moved to award the purchase of a half ton pick-up truck to truck to Okeechobee Motors in the amount of Okeechobee Ford Motor Company in the amount of fourteen thousand, seven hundred $14,773.00 - Director of Public Works (Exhibit 3). seventy-three dollars ($14,773.00); seconded by Council Member Chandler. Council Member Markham asked the Administrator to explain the bid opening procedures since he was new and if elected officials attended them. X X X X X 316 FEBRUARY 18, 1997 - REGULAR MEETING - PAGE 5 OF 8 F. NEW BUSINESS 4. Motion to award the purchase of a'/2 ton pick-up Administrator Drago explained that elected officials can be present, it is not mandatory, truck to Okeechobee Motors in the amount of however, two cannot be in attendance. Bea Castorina of General Services and one other $14,773.00 continued. person opens the bids, they are read aloud, the names and amounts are written on a form and after ten days they become public record. Vote on motion is as follows: KIRK CHANDLER MARKHAM OLIVER WATFORD - Abstained MOTION CARRIED. 5. Motion to award the purchase of a 314 ton pick-up Council Member Chandler moved to award the purchase of a three-quarter ton pick-up truck to Blackman Ford in the amount of $16,820.00 truck to Jim Blackman Ford of Sebring in the amount of sixteen thousand, eight hundred - Director of Public Works (Exhibit 3). twenty dollars ($16,820.00); seconded by Council Member Oliver. There being no discussion on this item, vote is as follows: KIRK CHANDLER MARKHAM OLIVER WATFORD - Abstained MOTION CARRIED. 6. Discuss the Solid Waste Hauling Contract - City The Administrator requested direction from the Council concerning the L.P. Sanitation Administrator (Exhibit 4). Contract for solid waste hauling which expires in July. He needed to know if they wanted him to renegotiate with L.P. or put it out for bids. X X X X X X X X 317 F. NEW BUSINESS Q 7 Discuss the Solid Waste Hauling Contract continued. Discuss Gas Tax - City Attorney. FEBRUARY 18, 1997- REGULAR MEETING - PAGE 6 OF 8 Council and Staff discussed with County Commissioner John Abney the possibility of bidding out together for the whole County, City included, since the County's contract with L.P. also expires in July, to get a better rate for all the taxpayers of Okeechobee. Commissioner Abney explained the County is looking into adopting a mandatory garbage pick-up ordinance and billing all customers through their tax bill. There would be a lot of mechanisms to address such as franchise fees and host fees but Commissioner Abney felt they could all be worked out to suit everyone. Citizen Charlie Carpenter of 1404 Southwest 5th Street addressed the Council recommending they go in with the County on this. Administrator Draw advised he could go back and give thirty to sixty days to renegotiate a contract with L.P. Sanitation and at the same time the County can go forward and include the City in their bid process. If those two are not successful that would still give him time to send out a solo bid for the City giving the Council a three options in this situation. Council agreed. Mayor Kirk instructed the Administrator to look into all three options (City/County together, City bid out along or renegotiate with L.P. Sanitation. Attorney Cook addressed the Council concerning the gas tax revenue issue. In the 1995/96 year shared revenue for gas tax, the Department of Revenue (Department), through a series of contacts with the County amended significantly the City's shared percentage of gas tax revenue. Gas tax revenues are shared based upon transportation related expenses. A change of revenue to the City as small as one percent can have a significant monetary impact. 318 FEBRUARY 18, 1997 - REGULAR MEETING - PAGE 7 OF 8 F. NEW BUSINESS 7. Discuss Gas Tax continued. At the December 17, 1996 City Council meeting Council granted Attorney Cook permission to meet again with Attorney Bill Townsend who he had previously met with concerning this issue for the City. Attorney Townsend had submitted a letter estimating the cost to pursue this would be between twenty-five thousand to forty thousand dollars. Attorney Cook was not comfortable at that meeting to recommend the Council approve that amount of money. The Attorney and Administrator met with Attorney Townsend and his associate Mark Holcomb to outline what steps they would take and what position the City had. There are three taxes: a sixth cent, two cent and constitutional one cent. Attorney Townsend feels the City should just concentrate its efforts on the sixth cent gas tax because the two cent and constitutional one cent tax have other problems. We are not going to neglect those two taxes we are just putting those on the "back burner" for now. The fee quoted was the high end of Holland and Knight's estimate based upon an actual hearing before the Administration Commission. This Commission is made up of the governor and his cabinet to hear appeals of these types of issues, the Department does not have a means to hear disputes like this. Attorney Townsend also advised his first step is to contact the Department then there is another person between that level and the Administration Commission that we can go to. There is a mediation type process in the middle. This means that the high legal expenses he quoted may not necessarily happen because the Administration Commission Hearing is the last resort. Attorney Townsend felt there was a great likelihood that once our concerns were made known to the Department and the matter was taken up with the mediation we may be able to work through this matter and it could be settled without a Hearing which would keep our cost down somewhat. The bottom line is he feels the City has significant legal issues to take up with the Department because in his opinion the Department has made some serious errors in computing transportation related expenses. The City would be asking to recover this year's difference, last year's difference and an amendment to the formula for years to come that would benefit the City each year. 319 F. NEW BUSINESS 7. Discuss Gas Tax continued. 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 on file in the City Clerk's Office. 7�—Iames E. Kirk, Mayor ATTEST: G Bonnie S. Thomas, CMC City Clerk FEBRUARY 18, 1997 - REGULAR MEETING - PAGE 8 OF 8 Council asked the Administrator how much money was the City estimating to recover? He responded for the sixth cent approximately one hundred to one hundred twenty thousand dollars extra per year. Discussion ensued between Council and Staff. Mayor Kirk instructed Attorney Cook to get with the Administrator and write a letter to the County stating the City's position; what the City thinks the percentage of sixth cent shared gas tax should be; that if negotiations cannot be made the Citv will pursue further legal action; give them two to three weeks to respond and have an answer for the Council at the next meeting. There being no further items on the agenda, Mayor Kirk adjourned the meeting at 7:51 p.m. CITY OF OKEECHOBEE 2/19/97 REGULAR CITY COUNCIL MEETING HANDWRITTEN MINUTES A. Call meeting to order. ! 1 I B. Invocation: -�r . l-t- �C`L ; Pledge: C. Mayor & Council attendance: PRESENT ABSENT Mayor Kirk Councilman Chandler Councilman Markham Councilman Oliver �— Councilman Watford Attorney Cook Administrator Drago ;,/ Clerk Thomas P/ Deputy Clerk Gamiotea D. Council Member N�C moved to dispense with the reading and approve the Summary of Council Action for the Regular Council Meeting of January 21, 1997; seconded by Council Member LIB- . VOTE: YES NO ABSENT KIRK CHANDLER v MARKHAM -' OLIVER WATFORD MOTION: C RI /DENIED DISCUSSION: E. Council Member (;Jug; moved to approve the Warrant Register for(the month oft January, 1997 in the amount of one hundred thousand, five hundred sixty-nine dollars, two cents ($100,569.02); seconded by Council Member U)j VOTE: YES NO ABSENT KIRK CHANDLER +- MARKHAM OLIVER WATFORD v MOTION: (CARRIF /DENIED DISCUSSION: REQUEST FOR THE ADDITION, DEFERRAL OR WITHDRAWAL OF ITEMS ON TODAY'S AGENDA. j /ik - ��.} �t C ci C t c � w, C �� C , 'x C ,, /�f 1 F. NEW BUSINESS 1. Council Member_ moved to approve a ninety (90) day extension to Sgt. Larry Connfare for Worker's Compensation Benefits -Police Chief.: VOTE- DISCUSSION: YES NO ABSENT KIRK CHANDLER MARKHAM OLIVER WATFORD / MOTION: ARRI /DENIED 2. Council Member moved to adopt proposed Resolution No. 97-2(issuing a $250,000. Municipal Promissory Note to purchase 1 fire truck and allied equipment with Big Lake National Bank); seconded by Council Member. (NOTE: THIS RESOLUTION DOES NOT HAVE A TITLE TO READ). VOTE: YES NO ABSENT KIRK CHANDLER MARKHAM / OLIVER WATFORD —T MOTION: ARRIEIV/DENIED DISCUSSION: CZ b'A .lt A �.0 I (�A L.i Leo r, r } �t t Y . !` i %1.'t t-l�i.:��C cjF i _AA i.� ley 1� u G ii,i�(� '_' CC-'�j: � E 2 1 )C -_'1 1 �. �Lt t' r �. i_ .t_ti`{ 'F!�� m cm U 2 a— us Q&X-A uc� +,V-d f�-t 0- ru-w amfollalt efl k, la� rx,�,A4 QUO- eo� CuJ JoQtt � k-)OW V h pcTmol a Aiq lit u , nob fa td r-ar- a lk-) Oaf 21249- *400 on r-,2 eithz u-d GLd J Q"u j ; �4 cTL,-� sva 6� 4c4 4ow-nO PoPdf�& � e-Jd I c y Ou rx- L'p-f <� hQAi 1) V u Gl-W r #,Y- rx f V c lax apLALQ 9, a P oGolal� C&L2d ham( -1 �am �i) av,Y Wm 4T-� /Ju tobo �3/7t)v- a�t qw,> +r)N �A��u limj�l �LL(:,A (J li)an t..t-O in- WUm iD n _1f(1 n 1r, 1, l( U 1, o /1 rl n. n L' a n`M A l c-LN O A e , n i. N � � n t\ t, f\ 1 1-4 a n n J wk (-OC�o Q ODW j)&� k &t on m&vLo'-K. 3. Council Member (--') w moved to adopt proposed Resolution No. 97-3 concerning a Highway Lighting Agreement with DOT along State Road 15 (Highway 441); seconded by Council Member w Attorney Cook read proposed Resolution No. 97-3 by title only as follows: "A RESOLUTION AUTHORIZING EXECUTION OF A HIGHWAY LIGHTING AGREEMENT FOR THE ADJUSTMENT, RELOCATION AND/OR INSTALLATION OF CERTAIN LIGHTING SYSTEM WITHIN THE RIGHT-OF-WAY LIMITS HEREINAFTER DESCRIBED, AND PROVIDING WHEN THIS RESOLUTION SHALL TAKE EFFECT." VOTE: DISCUSSION: Q YES NO ABSENT Ow� ? . �;,YVL �tr KIRK Cj `use °y�.s3 Ea(yi co 'na� CHANDLER MARKHAMC��al.�il �� .�� OLIVER L(�Qc�A C t�7y C WATFORD U(, MOTION • CARRI /DENIED �� ujfnn � rha �s �? Gnu j ob, Q)�a,5yp ( (b fo UG M Id-4 0 q- y T� ctf 0� ,)ru '40hy, ,, �J U 4. Council Member P)( moved to award the purchase of a '/2 ton pick-up truck to Okeechobee Motors in the amount of $14,773.00 - Director of Public Works (Exhibit 3), seconded by Council Member t6 51 VOTE: DISCUSSION: YES NO ABSENT J�`�� ►�� `�o�. ��.�-erg a� I��,�,�l,v� U�I�, KIRK CHANDLER MARKHAM OLIVER ✓ �� WATFORD ]i�j -(,Z ilc(�i1571p(i __1 (nA1 (no pDc 4'�: �11_ 4 Igo MOTION: RI jDENIED C xN r c�c�ys: I I n i.A. A. I► I' i . , r i ` Aoi rl �� L9�t. F � � LGQI,i UUU 4L 61tQ)L wanodman Lw�u iwv- &L D-cw\ Lin CYIL eL�, Wool I)a �j Cbroof 6 nuMLcA v Aj , � J -fo,tL o�, VOTE: 5. Council Member k ,'! moved to award the purchase of a 3/4 ton pick-up truck to Blackman Ford in the amount of sixteen thousand, eight hundred twenty dollars ($16,820.00) - Director of Public Works (Exhibit 3); seconded by Council Member J> DISCUSSION: YES NO ABSENT KIRK CHANDLER MARKHAM OLIVER �- WATFORD A�$STPriIli MOTION: C IE DENIED 6. Discuss the Solid Waste Hauling Contrac(City Administrator - Exhibit 4). 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No,& q �� cid 4tt�) oQ4 " q a+ i�- 4', `--ham --p 14�na 5 I's y� tit, a� � � � k�% -, sit q.5 5 �Qw� 4 (&-)f) ��Y kLOP Wk- lr,�d L�bqt� T Ile, Ow'caoolo-�-' la6a akml a#v<-w Qpu_q fo (lu. bit CPP� 'k-, OV 6L er g T1 upIN- , On OL c) O-Lb Wm&4katuk t,r3f)-,u-Q4o-�L s "t 4 (—)&tuL cv- JC',JLCu � �� lt"ll � ► 0 (� D D �CQ a a. 1.�}�0.�- �. �� . � �_a �% .��LY1,�l�i %�, ? qba. v co� 'l • 5 L �(k v &e'� L,) c. q0 6&,CITY OF etc t O KEECHOBEE 2/16/97 REGULAR CITY COUNCIL MEETING HANDWRITTEN MINUTES 0 C Call meeting to order: %. o Invocation: 5,Qz�L ; Pledge:�Y� Mayor & Council attendance Mayor Kirk Councilman Chandler Councilman Markham Councilman Oliver Councilman Watford Attorney Cook Administrator Drago Clerk Thomas Deputy Clerk Gamiotea PRESENT ABSENT D. Council Member moved to dispense with the reading and approve the Summary of Council Action for the Regular Council Meeting of January 21, 1997; seconded by Counci I Member � m . VOTE: YES NO ABSENT KIRK CHANDLER MARKHAM OLIVER WATFORD MOTION: %RRIED/ ENIED DISCUSSION: E. Council Member .4W` moved to approve the Warrant Register for the month of January, 1997 in the amount of one hundred thousand, fiye hundred sixty-nine dollars, two cents ($100,569.02); seconded by Council Member7 VOTE: YES NO ABSENT KIRK 14 CHANDLER MARKHAM OLIVER WATFORD MOTION: CARRI /DENIED DISCUSSION: REQUEST FOR THE ADDITION, DEFERRAL OR WITHDRAWAL OF ITEMS ON TODAY'S AG E N DA.",77- �� al 1 F. NEW BUSINESS 1. Council Member moved to approve a ninety (90) day extension to Sgt. Larry Cor'nfar Worker's Compensation Benefits- Police Chief. C e VOTE: DISCUSSION: YES NO ABSENT KIRK CHANDLER MARKHAM OLIVER WATFORD MOTION: ARIE/DENIED 2. Council Member moved to adopt proposed Resolution No. 97-2(issuing a $250,000. Municipal Promissory Note to purchase 1 fire tr and allied equipment with Big Lake National Bank); seconded by Council Member/ . (NOTE: THIS RESOLUTION DOES NOT HAVE A TITLE TO READ). VOTE: YES NO ABSENT KIRK CHANDLER MARKHAM OLIVER WATFORD MOTION: CA D DENIED 2 DISCUSSION: 3. Council Member moved to adopt proposed Resolution No. 97-3 concerning a Highway Lighting Agr ement with DOT along State Road 15 (Highway 441); seconded by Council Member _. Attorney Cook read proposed Resolution No. 97-3 by title only as follows: "A RESOLUTION AUTHORIZING EXECUTION OF A HIGHWAY LIGHTING AGREEMENT FOR THE ADJUSTMENT, RELOCATION AND/OR INSTALLATION OF CERTAIN LIGHTING SYSTEM WITHIN THE RIGHT-OF-WAY LIMITS HEREINAFTER DESCRIBED, AND PROVIDING WHEN THIS RESOLUTION SHALL TAKE EFFECT." VOTE: VOTE: DISCUSSION: YES NO ABSENT KIRK CHANDLER MARKHAM OLIVER WATFORD MOTION: C RI D/DENIED 4. Council Member_ moved to award the purchase of a '/ ton pick-up truck to Okeechobee Motors in the amoun of $14,773.00 - Director of Public Works (Exhibit 3); seconded by Council Member YES NO ABSENT KIRK i CHANDLER i MARKHAM i OLIVER WATFORD MOTION: RI D/DENIED 3 DISCUSSION- hie=7�e�,� 5. Council Member V6 moved to award the purchase of a 3/4 ton pick-up truck to Blackman Ford in the amount of sixteen thousand, eight hundred twenty dollars ($1 20.00) - Director of Public Works (Exhibit 3); seconded by Council Member VOTE: DISCUSSION: YES NO ABSENT KIRK CHANDLER / MARKHAM / WAIVER WATFORD MOTION: C I /DENIED 6. Discuss the Solid Waste Hauling Contract City Administrator - Exhibit 4). Or- 7. Discuss Gas Tax - City Attorney. 7 kL Z ALA z i ask :b `YFr--p-w-47 ,It +V� A�MQ 'q ,� Q-rw� Ql-q 0 7t-r -D pu m o A m ' O a;. cep c) c) C')n C) C) C) v Z3 Oj CD j j�3 j om cD (D (D (D (D (D n Q (b clD c�D c�D c�D N3 o) fTI O T Z a (D O a' (D tll (D m Z3 Zr j co O:Z3 (— cD Q- c 3 (D � v o •O, cv �, Q I^\ n Q � z A Q w c) 0 e u CL o �u m (D Z °' (D b 0D�D :3,ru� =om ru v o m CD m (D (D �10 cD o Uri (D la) m Q a � w c� (D 4 O ♦ J � \ V 2 (D Q O (D rj- M (D (4 (D `C `C `C v m Ui 'J 1 71% O � o AT -r-1. co N � o 54 m N 5 W. rn Z N N r m �- v4se E - RESOLUTION 97-2 RESOLUTION TO FINANCE EQUIPMENT Certified Copy of Resolutions and Certificate Pursuant Thereto Name of City: City of Okeechobee Address: 55 S.E. Third Avenue Okeechobee FL 34974 Chartered Under the law of the State of Florida / k F I, the undersigned, hereby certify that I am the Clerk of the above named City (hereinafter called "this City"); that the following is a true copy of resolutions duly adopted by the City Council of this City at a meeting duly held on the 18th day of February, 1997, at which a quorum was present and acting throughout, that such resolutions have not been rescinded or modified and are now of full force and effect; and that the Clerk will serve as Registrar for the Note described herein. RESOLVED, that this City will issue its $250,000 Municipal Promissory Note, dated on or about February 24, 1997 (the "Notes") to purchase one (1) fire truck and allied equipment in February 1997 with Big Lake National Bank (hereinafter called "financier") and that this City pay the Financier pursuant to the terms of such note in substantially the form attached; and that James E. Kirk be and hereby is authorized and directed in the name and on behalf of this City to execute a Note with Financier in substantially the forms presented to this meeting with such changes therein and additions thereto as shall be approved by the officer who executes the same, with such execution to be conclusive evidence that each such document so executed has been authorized and approved by this vote. FURTHER RESOLVED, the City shall budget and appropriate in each year amounts due on the Note from all legally available non -Ad Valorem revenues, and the Note shall be secured solely by such covenant and appropriations; and FURTHER RESOLVED, the City finds the negotiated sale of the Note to the Financier is in the best interest of the City, as evidenced by the attached Negotiated Sale Disclosure & Truth in Bonding Statement; and FURTHER RESOLVED, that the Note be designated "Qualified Tax -Exempt Obligations" within the meaning of S 265 (b) of the Internal Revenue Code of 1986, and the City reasonably expects no more than $10,000,000 of tax-exempt obligations will be issued in 1997; and FURTHER RESOLVED, that the Mayor of this City be and each of them hereby is authorized to execute and deliver such other instruments and take such other actions as he shall deem necessary and desirable for the purpose of carrying out the foregoing votes; and FURTHER RESOLVED, that the foregoing resolutions shall remain in full force and effect until written notice of their amendment or rescission shall have been received by Financier and that receipt of such notice shall not affect any action taken by Financier prior thereto; and FURTHER RESOLVED, that the Clerk of this City be and (s)he hereby is authorized and directed to certify to said Financier the foregoing resolutions and that the provisions thereof are in conformity with the charter of this City. I further certify that there is no provision in the charter of this City limiting the power of the City Council to pass the foregoing resolutions and that the same are in conformity with the provisions of said charter. I further certify that the following are the names and official signatures of those persons authorized to act by the foregoing resolutions. N"w 1%w IN WITNESS WHEREOF, I have hereunto subscribed my name and affixed the seal of this City, this 18th day of February, 1997. James E. Kirk, Mayor ATTEST: Bonnie S. Thomas, CIVIC, City Clerk CITY OF OKEECHOBEE LL 114 LYLIEPI TO: Mayor and City Council FROM: John J. Drago, City Administrator DATE: February 13, 1997 SUBJECT: Fire Truck Financing Attached is a table showing the results of the proposals for the financing of the fire truck and fire equipment. Big Lake Bank had the lowest cost for the financing. Therefore, I am recommending that the City Council award the financing to Big Lake. JJD:nb Enclosure FIRE TRUCK FINANCING BIDS VENDOR TERM INTEREST TOTAL COST BIG LAKE 8 YRS 5.5275% $ 307,170.71 BANK ONE 8 YRS 5.60 308,303.07 SUN TRUST 7 1/2 YRS 5.376 310,581.35 GARDNYR MICHAEL 8 YRS 5.44 314,970.74 BARNETT BANK 7'/2 YRS 6.24 316,945.34 MUNICIPAL SERVICE 8 YRS 5.616 319,953.60 E-2 FORM 723-39 1-83 - PAGE 1 OF 1 _ .n State of Florida Department of Transportation Division of Preconstruction and Design CITY RESOLUTION HIGHWAY LIGHTING AGREEMENT COUNTY SECTION UTILITY JOB NO. STATE RD. NO. COUNTY NAME PARCEL & R/W JOB NO. 91 020 6506 15 Okeechobee 1 N/A A RESOLUTION AUTHORIZING EXECUTION OF A HIGHWAY LIGHTING AGREEMENT FOR THE ADJUSTMENT, RELOCATION AND/OR INSTALLATION OF A CERTAIN LIGHTING SYSTEM WITHIN THE RIGHT-OF-WAY LIMITS HEREINAFTER DESCRIBED, AND PROVIDING WHEN THIS RESOLUTION SHALL TAKE EFFECT. RESOLUTION NO. 97-3 ON MOTION OF Commissioner (Councilman) by Commissioner (Councilman) Resolution was adopted. , seconded the following WHEREAS, the State of Florida Department of Transportation has located and proposes to construct or reconstruct a part of the Highway Lighting System located on State Road 15 , AND WHEREAS, the State of Florida Department of Transportation having requested the City of Okeechobee , Florida, to execute and deliver to the State of Florida Department of Transportation a Joint Project Agreement for Highway Lighting, providing for joint responsibilities of the Department and the City, and said request having been duly considered, NOW THEREFORE, BE IT RESOLVED by the City Commission (Council) of the City of Okeechobee , Florida, that the Mayor and Clerk (City Manager) be and they are hereby authorized and directed to make, execute and deliver to the State of Florida Department of Transportation a Highway Lighting Agreement for the adjustment, relocation, and/or installation of a certain lighting system within the Right of Way limits of said State Road 15 , Section 91020 ; BE IT FURTHER RESOLVED that this Resolution be forwarded to the State of Florida Department of Transportation at Tallahassee, Florida. INTRODUCED AND PASSED by the City Commission (Council) of the City of Okeechobee , Florida, in regular session, this day of 19 Mayor -Commissioner ATTEST: City Auditor and Clerk ID TABULATION SHEET (1) .574 TON PICKUPS - LONG BED (1) 1- TON PICKUP - SHORT BED 3/4 T Pickup General GMC Truck Sales 17,276.00 West Palm Beach, Fla. Jim Blackman Ford, Inc. 16,820.00 Sebring, Fla. Okeechobee Motor Co. 17,136.00 Okeechobee, Fla. LOWEST PRICE COMBINATION: OKEECHOBEE MOTORS 1/2 TON PICKUP BLACKMAN FORD 3/4 TON PICKUP TOTAL T Pickup 15,652.00 14,834.30 14,773.00 14,773.00 16,320.00 31,593.00 E-3 TOTAL 32,928.00 31,654.30 31,909.00 C CITY OF OKEECHOBEE MEMORANDUM TO: Mayor Kirk and City Council DATE: February 14, 1997 SUBJECT: Solid Waste Hauling Contract FROM: John J. Drago, City Administrator The current hauling contract will expire in July of this year. I need direction from the Council on whether you want the current contract renegotiated or bid. facsimile TRANSMITTAL to: Peggy, Berger Insurance Company fax #: 763-4569 re: February 19, 1997 City Council Regular Meeting Agenda date: February 17, 1997 pages: 3, including this cover sheet. Should you require any additional information please contact my office. Thank You and Make It A Great Day!!!! From the desk of... City Clerk's Office Bonnie S. Thomas 55 S.E.3rd Avenue Okeechobee, FL 34974 941/763-3372 Fax: 941 /763-1686 facsimile TRANSMITTAL to: Tom Murphy, President, Okeechobee Contractors Association c/o Close Construction fax #: 763-6337 re: February 1g, 1997 City Council Regular Meeting Agenda date: February 17, 1997 pages: 3, including this cover sheet. Should you require any additional information please contact the City Clerk's Office. Thank You and Make It A Great Day!!! From the desk of... City Clerk's Office Bonnie S. Thomas 55 S.E.3rd Avenue Okeechobee, FL 34974 941/763-3372 Fax: 941/763-1686 facsimile TRANSMITTAL to: Helen, Okeechobee Economic Council fax #: 467-6266 re: February 18, 1997 City Council Regular Meeting Agenda date: February 17, 1997 pages: 3, including this cover sheet. Should you require any additional information please contact my office. Thank You and Make It A Great Day!!!! From the desk of... City Clerk's Office Bonnie S. Thomas 55 S.E.3rd Avenue Okeechobee, FL 34974 941/763-3372 Fax: 941 /763-1686 CITY OF OKEECHOBEE MEMORANDUM TO: Mayor Kirk and City Council FROM: John J. Drago, City Administrate DATE: February 3, 1997 SUBJECT: Letters Mayor Kirk asked me to forward to you the enclosed letters. When the City had public utilities, I spent a great amount of time dealing with issues associated with public utilities. Now, I am spending as much time dealing with Fire Department issues as I did with public utilities. It has become apparent that without the authority to discipline employees, I am somewhat powerless to address any Fire Department issue. It has also become apparent that the Chief does not believe in the chain of command or the administrative form of government. The Council has the right to establish the form of government they deem is in the best interest of the City. However, I cannot be held responsible for the action of employees without the proper authority, and I need to devote more time to citizen needs and other City projects. With that in mind, I am going to ask the Mayor to either have the Fire Chief answer directly to him or a City Council member. I am not sure that even with the proper controls, that the Mayor or a Council member can achieve a team attitude from the Chief. If the public and other City employees see that the Fire Chief can operate outside of the "chain of command" (rules and regulations, etc.) They will conclude that they can too, and their actions and that of the Fire Chief is acceptable to the City Council. JJD:nb Enclosures III OKELre - � f Okee �U City o e�iobee .. Fire Department February 3, 1997 Okeechobee County Chamber of Commerce c/o Billie Jean Reynolds 55 South Parrott Ave. Okeechobee, Fl. 34974 Re: Speckled Perch Parade Dear Ms. Reynolds: For several years here in Okeechobee the fire equipment was welcomed and expected to be in all parades. For some reason in the past four or five years we have not felt this is the case. I would like to say that the Okeechobee City Fire Department takes great pride in the City and everything that the Okeechobee County Chamber of Commerce tries to do for our community. I would like to respectfully request two spots in the up coming Speckled Perch Parade. I would like to put the oldest and newest equipment that the City Fire Department owns. The volunteers for the past several years have held fund raisers to acquire enough money to restore Old Engine No. I as close to the original status when it was delivered in 1948, as money and time would allow. I would like to have Old Engine No. 1 in front of Engine No. 6 so that the citizens of our community can see the difference of forty-nine years of fire service. Thank you, L. Keith Tomey Fire Chief Okeechobee City Fire Department 55 S.E. Third Avenue • Okeechobee, Florida 34974-2932 9 (941) 763-4423 • Fax: (941) 763-7804 55 South Parrott Avenue Okeechobee, Florida 34974 January 23, 1997 Mayor James Kirk Okeechobee City Council 55 SE 3rd Avenue Okeechobee, Florida 34974 Dear Mayor Kirk: 941-763-6464 Fax: 941-763-3531 800-871-4403 I rece ived a rather d i sturb irig phone ca I I today f rom one o f our previous board members regarding the chamber building. Iie stated he was present at the Rotary Club meeting today wherein Fire Chief Keith Tomey was the guest speaker. I was told Fire Chief Tomey made statements relative to the chamber building such as there were no permits pulled for the closing of the entrance way on 441 acid enclosing the entrance way on the parking lot side of the building, and that the fire department was not notified. Ile further stated in the event there was someone hurt here, in a lawsuit, they (the injured) would probably own the chamber building and it r.ouId possibly pose as a liability for board members and myself who approved the project. It is my knowledge that the chamber building meets the code and the waiver of the permit fee is not unusual and certainly within the city's rights to do so. I regret our name was blatantly used .`slid, por...:Irai opinions were expressed instead of facts during an open civic organization meeting. I feel I must point out that Chief Tomey has not been in the Chamber building to observe our changes nor has spoken to me about it. The Chamber has passed the fire inspections and feels we have implemented a no smoking policy which would assist in the safety of our building. We also have a fire alarm system and oversize windows to assist in the departure from the building in case of fire. I have been advised from the city administrator that the chamber building based on its square footage, usage, distance from the farthest point in the building to the exit, etc. meets the code requirements. There were other members of the Chamber of Commerce present at this meeting and I understand they were concerned as to any liability, etc. and the overall safety of this building. The Chamber of Commerce is proud of our beautiful building that we built and equally as proud of our lease with the City of Okeechobee. The city is an additional insured on our liability policy. We strive to promote commerce, good will, and a positive image in the community. Statements such as these could only :serve to damage our reputation in the community. I would appreciate a letter from the city stating we are in compliance with the code, so I can pass it cn to a:y me,;;bers, former board members, and relieve any concerns this may have caused. Respectfully, Brenda O'Connor Executive Vice President HLB H. L. BENNETT, INC. LAND SURVEYING & CML ENGINEERING P.O. DRAWER 2137 LA BELLE, FL 33975 (941)675-8882 February 3, 1997 Ocar Mayor Kirk: 241 YEOMANS AVE. LA BELLE, Ft 33935 FAX (941) 675-132.7 7 have reviewed the January 20vth letter from the Chamber of Commerce. z would like to offer the following set of ta(:tS . When the matter of closing one of the exits at-- the Chamber building was brought to my attention by Chief 'Tomey'",' i requested that the Chief give me the proper code section justifying that the exit would not be closed. The Chief did not respond to my request. 2. when I spoke to the City Administrator regarding this matter, Mr. Drago showed me the proper code section ail -owing the Chamber to close the one exit. 3. ne work done at the Chamber was cosmetic and not structural. a. Al! work was performed by licensed contractors. 5. zt has been the policy of the City to assist ncn-profit and other governmental agencies with wai•✓,..)g permit fees for non-structural building activities as Jong as licensed contractors are used. Since joining the City, I have helped the County, South Florida ,dater Management District, and the Contractor's Association with their building projects. 6. Just because a permit is not issued, does not mean that a thorough review was not done. in the case of the Chamber, if the project had been structural in nature, we would have required a permit and Anspecti.ors. In Inr opinion, all the work done at the Chamber was ,)erfor_med by licensed contractors, and meets all code requirements. it you require any additional information, please contact me. �n;;�r H.L. , P.E., P.L.S. prod.dent CITY OF OKEECHOBEE MEMORANDUM TO: Mayor and City Council FROM: John J. Drago, City Administrator CITY FINANCES DATE: February 13, 1997 SUBJECT: Status Report 1. The Finance Department informed me that the City's fund balance for its various checking accounts was kept in the Finance Director's computer on a spreadsheet. An accounts payable run of $50,097.73 for November 29, 1996 was not recorded on the spreadsheet. Luckily, the City transferred funds into the general operating account to purchase the 1996 police cars. If this was not done, the account would have been overdrawn. I want the Council to keep in mind that the ultimate responsibility for the accuracy of the City's financial records lies with the department head. 2. 1 talked to Dennis at the accounting firm because I wanted a clear understanding of what it would take to bring the accounting functions in house. Dennis estimates that a decent accounting program would cost $11,000 and a decent payroll program would cost $4,000. Taking into consideration that two employees would work and cooperate with one another, the City would still need to hire one additional person. The govemment accounting programs are proprietary in nature and, therefore, expensive. The Police Department has the same problem finding the right program for their needs and estimate a cost of approximately $20 - $25,000. 1 FIRE DEPARTMENT 1. Attached is a copy of the payroll sheet for the week ending February 7, 1997. The Police Department had 25 hours of overtime, the Public Works Department had 1 hour of overtime, and the Fire Department had 178 hours of overtime. That 178 hours equates to approximately $2,100. That puts the Fire Department's year-to-date overtime budget at approximately $11,900. The budget for the year is $12,000. The Finance Department informed that the chief turns in his payroll book weekly and approves the time recorded in the book. Therefore, he is aware of the overtime numbers. At the current rate of expenditure, the Fire Department should spend $35,700 in overtime. The Chief has indicated that if the City Council makes him work a shift then he'll accumulate enough time to take six months off. 2. 1 spoke with Councilman Chandler concerning some issues with the Fire Department. We discussed the new fire truck and Mr. Chandler indicated that on several occasions the Fire Chief stated that the pre -paint inspection was the most important inspection of the three typical meetings with the manufacturers. The Chief indicated that you get to see any and all mistakes, how the welds are done, etc., before the paint is applied so corrections can be made with no cost to the City. Some other important items to look for at the pre -paint inspection are: a. The location and accessibility of the basic fuel, oil and air filters which are going to be changed on a regular basis over the life of the vehicle. Are these items blocking quick access to there, or in the case of the liquid fillers, do they need to be lifted over the interior of the crew cab, causing the likelihood that oil will be spilled on the seats or cab floor? b. The location of the wiring harnesses running throughout the vehicle. Are they readily accessible if a short circuit should occur and rewiring a particular circuit becomes necessary? C. The grounding of electric devices should be performed via a common ground run through the main wiring harness. Grounding each light and other device to the body individually is a sure sign that you are in for some electrical nightmares during the life of the truck. d. Are main undercarriage items readily accessible without removal of numerous other devices first? For example, if a starter needs replacement, a fairly common repair, can it simply be unbolted, removed and replaced or must the mechanic first uncouple numerous air, electrical and hydraulic lines which have been run beneath the starter and perpendicular to it? If you have to take the truck to a repair shop, you can pay upwards of $75 per hour for repairs. f► There are any number of items, too numerous to mention in this report. The important thing to remember is that the quality of the inspection will reflect upon the degree of down time and maintenance costs ultimately incurred by the City. With that said, the Chief decided to forego the pre -paint inspection and conduct the final inspection. Therefore, any mistakes found could cost the City money to fix. Also, if the pre -paint inspection was performed, the final inspection could have been performed in the City. 3. 1 had the Finance Department look into the Fire Department budget to ascertain where there were excess funds. Two insurance accounts were identified. The total was approximately $12,000. The Fire Department will spend $5,200 from this sum to install a vehicle exhaust system. This is a useful piece of equipment and well worth the money. At the Budget meeting that was held with Mr. Watford, Chief Tomey and myself, the Chief indicated that he needed every bit of money in his Repair and Maintenance for vehicles account. However, he attempted to purchase a new copier which he later withdrew. He did purchase a new refrigerator and lockers from which the funds were transferred from the Repair and Maintenance for Vehicles account. If all the other operating accounts are spent as budgeted, the Fire Department budget will exceed the budgeted figure. Therefore, the Chief will have to request a budget amendment. Am not sure if this meets the intent of the Mayor who wanted each department head to manage and spend their own budget. 4. The City mailed nine bids for the allied fire equipment. Two bids were received late and refused; one vendor indicated that he did not have sufficient time to complete the bid; one vendor did not bid all items, and one vendor bid on all items for a cost of $19,581.50 with a 2% discount if awarded the entire bid. The Chief sent me a memo (attached) which indicated that he only wanted the 3" and 1 3/4" fire hose purchased. I contacted Mr. Chandler and informed him that I would not purchase the fire hose and wanted to know the Chief's intent on the remaining bid items. Mr. Chandler inquired as to the options available. I told him either recommend the purchase from the one vendor that bid all items or reject all bids and rebid. Mr. Chandler contacted the Chief and recommended rebidding after he returns frorn his trip to Wisconsin. One of the two vendors whose bids arrived late was the vendor who sold the new fire truck to the City. I informed Mr. Chandler that I was going to express my concerns over the technical sufficiency of the equipment bid to the City Council. As a side note, the Chief indicated to Nina and myself that he and his men looked through catalogues to identify equipment they needed. 5. Most of the City Council will remember that when the fire truck bids were open, the Chief attempted to exert his own rules into the process. The Mayor, Mr. Watford and Mr. Chandler had to intercede to bring things back to normal. Well, a similar event took place with the fire equipment bid. The purchase regulations (which every department head has a copy of and has been in operation since 1987) states that any addendum to any bid is prepared and mailed by the General Services Department. 3 The enclosed letter was prepared and mailed by the Chief without my knowledge or Bea's. Enclosed is a copy of the procedure for correcting a bid. The two key items are: review the bid for accuracy and report any errors to the General Services Department for corrective action (attached is a copy of the regulation). 6. When I reviewed the equipment specifications after they were mailed, I noticed three items that were in the specifications that did not exist. I then noticed that he was requesting large diameter hose and certain allied appliances. I remember a few meetings with the Chief and Mr. Chandler where the Chief indicated that he was not going to use LDH. The bids were not specific in other areas and left it open to the judgment of the dealer. Which means, the dealer dictates the model of equipment which could have an impact on the overall fire fighting operation. For example, the specs called for 1200 feet of 3" double jacketed hose with 2'/2" couplings. The vendor bid a double jacketed hose that weighs 42 Ibs without couplings and does not maximize flow because of its friction loss characteristics. The same manufacturer (PONN) makes a 3" double jacketed hose that weighs 27 Ibs without couplings and has a lower friction loss which equates to higher flows. The point here is that with a limited number of men and a water system that has various flow characteristics, it is important to have equipment that enables the men to improve their productivity without fatigue, and maximizes flow to the pump and to the fire. This goes to the bigger question of what is the fire protection philosophy of the department, and what fire fighting systems are going to be employed to gain maximum effectiveness. You can easily connect hose to the pump and attach a nozzle and squirt water. However, are you doing it effectively? I feel that the specs are technically flawed and certain items are not needed. Another concern is that the specs on the new truck calls for the truck to cant' 430 ft of 4" hose. If the normal distance between fire hydrants range between 500 to 750 feet, how can the 4" hose be used effectively. The Chief indicated at one meeting with Mr. Chandler and myself that he was not going to use reverse lays and that he had no experience with LDH. 7. After reviewing the allied fire equipment specifications, I revisited the fire truck specifications. I found an adapter that the Chief requested to fit on a 4" discharge. I looked at the discharge section of Pierce's specifications and found no 4" discharge. I called Pierce and questioned the sizes of all discharges. No 4" discharge was on their shop drawings. I pointed out the anomaly and I have not heard back from the company on how they will address this issue. Maybe it will be addressed at the final inspection meeting with the Chief. 8. 1 have enclosed two memos from the Chief concerning maintenance for two fire trucks. I surmise that he intends to keep all trucks and wants to meet the ISO grading schedule for pumping capacity. il OTHER ITEMS 1. The renewal for the Worker's Compensation Insurance for this year is $66,860. Last' year's premium was $73,219. 2. All the 1996 police cars are sold. Sheriff Miller purchased 9 and the City of Winter Springs purchased 2. 3. Enclosed is a copy of the County's RFQ for fire consultants. The purpose of this is to identify consultants that can perform the type of fire study that the county is looking for. 4. Calling all Irish people -- March 16, 1997 will be the time for Okeechobee's first St. Patrick's Day parade. 5. 1 have received official notification that I have been appointed to the Fire Accreditation International Commission. The Commission serves as the leadership for the FAI and acts as the decision making body regarding accreditation for fire services agencies and the continuing development of the self assessment and accreditation process. 6. Let me bring you up-to-date on Wal-Mart. Since December 17, 1996 the City's Fire Department has been the stumbling block for Wal-Mart. It appeared for awhile that certain issues were not going to be resolved. This week, Mr. Bennett and Councilman Markham had a meeting with the Fire Chief to attempt to resolve outstanding issues. That meeting appears to have accomplished its stated goal. 7. The Police Chief has submitted a grant for $6789 to purchase part of a software program for their laptop computer. The grant is part of the Local Law Enforcement Block Grant program from the Department Community Affairs. 8. Chuck is looking into the current street sweeping contract to ascertain if it is cost effective to re -bid the contract or re -negotiate the existing contract. JJD:nb Attachments 61 00 Q\ 00 V, 00 A 00 W 00 W 00 W 00 W 0o J J J J J' .% J Q\ J O) O O V, .p v, cA N O y ,rd o d�j0Ot7 tTj M y �''d NtTI r oM r o � P��1 0 rCy aZtrjy�� r M J 00 J J �� •- - 00 tN Do 00 �D �O 00 00 v, v, V, u, v, v, V, rn v, o0 w 00 00 w N ti N O O O O O O O O O O ON O\ O\ O� cn Q, N Q\ O O O O O O O N o m O -- O -- O -- O -- O -- O - O - O m (D - - - t-ri C) - -- -- - C) 00 O S �y o � 00 00 C k 2- - It I- 01� w N N N o 0 0 0 �O — �'n 00 00 \D - v v, v, t` tJ �D \10 N A w w w \IC 00 00 00 00 O\ 00 w 00 v-- - -�I - ®®®®o®m®i LIV'I�IV I�I--I�� I�I � J V, J V, W O 00 O .t 0 tIT m c� 0 CITY OF OKE E CHOBEE TO: I011ii Drago, City Administrator TH RU: TIIRU: FROM: Keith Tomey, Fire Chief �IC)IIJIA[ DATE: February 13, 1997 SUBJECT: Update on status report Just a reminder that Lt. Douglas and myself will be in Wisconsin next week and should return on Thursday February 20, 1997. The pump test on Engine No. 5 and Engine No. 4 has been postponed until Friday February 21, 1997 unless Engine No. 4 has not been repaired. If we cannot make the testing next Friday I will postpone it again Until Engine No. 6 is in service. CITY OF OKEECHOBEE I`A[ IC', EA (D) if` k I J ITS? IU I'A TO: John Drago, City Administrator DATE: February 13, 1997 SUBJECT: Bids on equipment THRU: THRU: FROM: Keith Tomey, Fire Chief,� 1 recommend at this time that the City only purchase the Pon❑ Supreme 3" double jacketed liose with 2'/2" coupling for $2,856.00, and the Ponn Supreme 1 3/4" hose with 1 ''/2" coupling fo►- $1,056.00. Tlie Ponn Supreme was quoted by Municipal Equipment Co., 1 124 S. Woods Avenue, Orlando, Florida 32805. SECTION V - CORRECTION PROCEDURES Correcting Invitation to Bid - Addendum This procedure is used by using department to correct an Invitation to Bid prior to bid opening date when it is discovered that the bid package does not agree with the requisition in respect to requirements, specifica- tions or additional change of specifications obtained from a Pre -Bid Con- ference. Prompt reporting of discrepancies is absolutely necessary to avoid a Re -Bid of the requested items or services. Procurement Management will take the appropriate action to notify all bidders of the corrective action in an Addendum to the original bid. Action By step Action Using Department 1. Review the copy of the Invitation to Bid package to ascertain it is accurate and agrees with requisition regarding requirements, specifica- tions, information required from a possible pre - bid scheduled conference. 2. Immediately contact Procurement Management to report any errors and corrective actions. 3. Promptly confirm the conversation with a memoran- dum. Procurement Management 4. Correct information on bid package. 5. Prepare Bid Addendum to all bidders, if applic- able. Correction to Purchase Order - Change Order 1. This procedure is to be used by all using departments when a Pur- chase Order needs to be corrected or modified. A Change to Purchase Order is used by Procurement Management to effect a correction to a Purchase Order only if the correction is in agreement with the bid proposal submit- ted by the vendor. 2. A Request for Change to Purchase Order may not be used to correct an error by a using department in the preparation of a Purchase Requisi- tion. This must be done by a memo, unless the error is of a monetary nature. - 36 - CITY OF OKEECHOBEE P4[IC,EA[()IRk1116>LUhY[ TO: Jolm Drago, City Administrator DATE: February 13, 1997 SUBJECT: Equipment THRU: T11RU: FROM: Keith Tomey, Fire Cbie!z? "' Mein No. 1 - On February 12, 1997 Engine No. 5 dropped the drive shall on IIWY. 441 South, and was towed to the City Barn where it was worked on there by the City Mechanic. He replaced the front universal joint with the total cost of $98.95. Item No. 2 - Truck No. 4 sup a number four rod bearing. Tlie crank shaft has been turned once before and we have been advised by Hewitt Trucking and our own City Mechanic that we should not turn the crank again unless it is a last resort. Hewitt has found a remanufactured crank shaft in Tennessee and it can be here by the first of the week. It will take them two to three days to have the truck up and running after they receive the crank shaft. They estimated the cost to be around $2,000.00. OKEECHOBEE COUNTY, FLORIDA REQUEST FOR QUALIFICATIONS TO PROVIDE FIREIEMS ANALYTICAL AND PLANNING SERVICES Notice is hereby given that Okeechobee County, Florida, will receive statements of interest from qualified firms to provide analytical and planning services for a Fire/EMS service delivery and funding project. The project for which professional services are required is anticipated to commence on or about April 1, 1997. Professional services shall include, but not be limited to, countywide delineation of appropriate service districts, identification and cost analysis of various level(s) of service and means of service delivery and identification of equitable funding mechanisms. Okeechobee County is located on the north shore of Lake Okeechobee in south central Florida and encompasses 774 square miles of land area of which approximately 93% is undeveloped or devoted to agricultural or conservation uses. The County's permanent resident population is 32,855 (1995) and is projected to increase at an average annual rate of more than 1.6% during the next 20 years. During the winter season, the population increases by approximately 50% to an estimated peak of 47,702 (1995) which includes tourists, winter residents and seasonal farmworkers. The City of Okeechobee is the only municipality in Okeechobee County and serves as the county seat. It encompasses approximately 4.5 square miles of which approximately 30% is undeveloped. The City's permanent resident population is 5,069 (1995). Presently, both the County and the City provide fire services within their respective jurisdictions. Okeechobee County provides EMS countywide. Interested firms shall submit an original and seven (7) copies of a letter of interest, an enumeration of completed studies of comparable scope and complexity undertaken during the past five (5) years, related references and the resume of each principal whose involvement in this project can be anticipated. Required materials shall be submitted in a sealed envelope bearing the name and address of the submitter and the words "FIRE/EMS STUDY to Okeechobee County Courthouse, Attn: County Administrator, 304 NW 2nd Street, Okeechobee, FL 34972 by 4:00 p.m. local time on February 24, 1997. Submittals received after the time and date specified will not be considered. Following review and ranking of submittals, top -ranked firms will be invited to attend a pre - proposal meeting to discuss this project in greater detail prior to preparation and submittal of formal proposals by a date and time to be announced. Inquiries and/or requests for additional information should be directed to the County Administrator at (941) 763-6441. F00RC! IF i 111 111 F`r C:H_ ,I F'�,' -iE 02 UI preparation oral Okeechobee County accepts no responsibility for any exper se related p p delivery of materials in response to this advertisement, reserves the right to reject any or all proposals, to waive technical errors and informalities and to accept the proposal which, in its judgement, best serves the public interest. Okeechobee County is an equal opportunity employer. Ciif Betts, Jr., Chairman Board of County Commissioners Okeechobee County, Florida Sharon Robertson, Clerk Board of County Commissioners Okeechobee County, Florida Publish: Palm Beach Post February 13, 1997 914 Oak Street _ Walterboro, SC 29488-3436 February 2, 1997 Mayor James E. Kirk and City Councilmen City of Okeechobee 55 S.E. 3rd Avenue Okeechobee, FL 34974 Dear :Mayor Kirk: I recently received a copy of the "Status Report" dated January 16, 1997 from the City Administrator to the Mayor and City Council. Item number 2 on the first page of that report contains information which is severely skewed to make it appear that there were problems in the Finance Department. This is nothing more than an attack on my character the job I did while Finance Director. The only way that I can describe what the Administrator did was to defame my character. It is truly unprofessional to make me look bad in order to make him look better in the eyes of the Council. I am going to provide a rebuttal to the Administrator's allegations in the following paragraphs. The Administrator stated that I "swept the payroll account causing the account to be overdrawn as well as Public Facilities". The only way that the payroll could be overdrawn is if the person preparing the transfer for funds from the General Fund to the Payroll Fund did NOT transfer a sufficient amount to cover the payroll for a particular week. I never did any kind of a sweep on the payroll account; there was no need to do so. I did transfer funds from the local Public Facilities Fund to the State Board of Administration when funds in the local bank account were in excess of needs. The State Board of Administration was providing a much higher return on funds than the local bank account did. Therefore it made sound economic sense to transfer the funds that were not needed. Whenever funds were needed in the local bank account, all I had to do was call the State Board of Administration and have the funds needed transferred. There was only a one day turnaround on this. The Administrator stated that "the Public Facilities checkbook, since 1994, only had checks recorded, no deposits or balances listed". What he failed to tell you was that I maintained a spreadsheet on the computer for all the cash accounts of the City, including the Public Facilities Fund. This spreadsheet contains the daily checks, deposits and transfers for these accounts. The Audit Firm never stated that they had a problem with this procedure. It was the ONLY way to accurately keep track of the cash available in each account, thereby insuring accounts did not become overdrawn or accumulate cash excess to current needs. The reconciliation of the cash accounts by the accounting firm is fine; but by the time the City receives the reconciliations it usually 30 or more days past the end of the period being reconciled. For example, a reconciliation for the period ending December 31, would normally be received around the end of January. The spreadsheet allowed me to track cash balances precisely and have up-to-date information available. If the accounting was being done in-house, this information would be available from the Accounting system and there would be no need to maintain separate ledgers. If there were any problems with the Payroll and Public Facilities Accounts, they occurred after I left. In fact, I ' can prove what the balances were in all the accounts when I left the City if there is any doubt. The Accounting Firm does not keep the City up-to-date with the cash balances as claimed by the Administrator. Employees were not retained on the City insurance after they left the employment of the City. I would be interested to know that reference was to. The policy followed for years was to pay the health insurance as billed and report the employee as terminated. The company then issued a credit on the following months' bill. This procedure ensured that correct credits allowed by the insurance company were taken. If terminated employees were not dropped from the City insurance after I left, those responsible should be held accountable, not try and place the blame on me. I do not know what the reference was to an employee not having enough deductions taken from his pay. There is only one employee that I am aware of being in this situation. That person did not have the proper deductions for health insurance due to an error on the part of the Accounting Firm and the Citv's Accounting Clerk not discovering it for several months. I take exception to the administrators' comment that there would have been a very large problem if the accounting was not contracted out. There would not be large problem as claimed. In fact, I believe that the opposite would be true. The City would have a better handle on the finances and have financial information much quicker. I request that you thoroughly check out information provided to you by the Administrator. As you reflect on my explanations provided above, I think that you can see the information provided was not correct or presented in such a way to have you believe that the finances of City were left in disarray. This was not the case. Please feel free to contact me in the future if there are any questions which reflect on my tenure with the City. Sincerely, I Robert M. Delorme