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07-24-78 v AGENDA CITY OF ATLANTIC BEACH, FLORIDA July 24, 1978 Call to Order Invocation and Pledge to Flag 1. Approval of the Minutes of July 10, 1978 2. Recognition of Visitors 3. Correspondence 4. Advisory Planning Board 5. City Manager's Report 6. New Business A. Richard G. Hathaway in re Certificate of Indebtedness - Ocean Village One 7. Unfinished Business A. Bid Opening - Vault Record Storage System 8. Report of Committees A. Bids on Traffic Regulatory Signs - Commissioners Van Ness and Jensen 9. Action on Resolutions 10. Action on Ordinances A. Ordinance #70-78-8 - Fuel Oil Utility Tax 11. Miscellaneous Business 12. Adjourn MINUTES OF THE REGULAR COMMISSION MEETING OF THE ATLANTIC BEACH CITY COMMISSION HELD AT THE CITY HALL ON JULY 24, 1978 AT 8:00 P.M. V V 0 0 PRESENT: William S. Howell, Mayor-Commissioner T T Alan C. Jensen E E James E. Mhoon D D L. W. Minton, Jr. Catherine G. Van Ness, Commissioners M S AND: Bill M. Davis, City Manager O E Oliver C. Ball, City Attorney T C Adelaide R. Tucker, City Clerk I O Y NAME OF ONEN COMMRS . N D S 0 The meeting was called to order by Mayor Howell. The invocation, offered by Commissioner Minton, was followed by the pledge to the flag. Approval of the Minutes of July 10, 1978 Jensen x Mhoon x x Motion: The Minutes of the Regular Commission Minton x Meeting of July 10, 1978 be approved Van Ness x x as submitted. Howell x * * * * * * * * * * * * * * * * * * * * * * * New Business A. Richard G. Hathaway - Ocean Village One The chair recognized Mr. Richard G. Hathaway, an attorney, who stated that on behalf of Ocean Village One, he was requesting the Commission issue a Certificate of Indebtedness covering water and sewer lines installed north of the City in 1972. During discussion, Mr. Hathaway presented exhibit copies, including Atlantic Beach Commission Meeting minutes of April 22, 1974, in which a certificate of indebtedness was discussed and tabled. The counselor noted that the matter is under litigation at this time, and expressed the hope the Commission would consider the petition and approve the issuance of a certificate. At this time, Mayor Howell recommended that since the matter is in court, the exhibits and corresponding letters should be received for information purposes. Jensen x Mhoon x Motion: The exhibits and corresponding letters Minton x x provided by Mr. Richard G. Hathaway be Van Ness x x received for information purposes. Howell x * * * * * * * * * * * * * * * * * * * * * * * * The chair then put the question up for discussion. Mr. Ball, the City Attorney, reminded Mr. Hathaway that the Ocean Village One case had been to court and dismissed once before, and inquired why Mr. Hathaway had decided to appear in a public forum rather than in court. The latter replied that he was only offering the Commission a chance Page Two V V Minutes Names of July 24, 1978 Commrs . M S Y N New Business - Cont'd to voluntarily decide to issue a certificate of indebtedness. After a short discussion, the motion was put to vote and carried unanimous y. (For recapitulation of vote, see previous page. ) Unfinished Business A. Bid Opening - Vault Record Storage System One bid was received and opened: Acme Visible Records, Inc. Crozet, Virginia $4, 987.00 Delivery date on or before October 20, 1978. The City Manager recommended that the Commission accept the bid, noting that the specifications had been furnished to more than one bidder. Jensen x Motion: Accept the bid of Acme Visible Records, Mhoon x x Inc. , for a vault record storage system, Minton x x in the amount of $4, 987.00 to be Van Ness x expended from Account 999. Howell x * * * * * * * * * * x * * * * * * * * * * * * * * Report of Committees A. Bids on Traffic Regulatory Signs - Commissioners Van Ness and Jensen Commissioner Van Ness suggested that the City Manager give the repor on the traffic regulatory signs and Mr. Davis complied stating that all three bids received met the new DOT specifications as establishes by the State of Florida and the Federal Government. The committee's recommendations are as follows: Traffic sign posts - Dave Smith & Co. , Inc. Ft. Lauderdale, Fla. Low bidder Traffic sign blanks - McCain Sales of Fla. , Inc. Ft. Pierce, Fla. Low bidder Reflective Sheeting - 3M Company (Minn. Mining Co ) St. Paul, Minn. Jensen x Low bidder Mhoon x x Vacuum Applicator Machine - 3M Co. (Only bidder) Minton x x Motion: The bids recommended by the Committee Van Ness x be accepted. Howell x * * * * * x # * * * * * * * * * * * x * * * * * Page Three V V Minutes Names of July 24, 1978 Commrs. M S Y N Report of Committees - Cont 'd The Mayor noted that the City had received a grant to pay for the traffic regulatory signs. Action on Ordinances A. Ordinance #70-78-8 - Fuel Oil Utility Tax AN ORDINANCE TO AMEND SECTION 8-14 OF ARTICLE IV ENTITLED, "UTILITY TAX" OF THE ATLANTIC BEACH CITY CODE, BY ADDING AN ADDITION THERETO, PROVIDING AN EFFECTIVE DATE: Ordinance No. 70-78-8 was presented in full, in writing, and read by Jensen x x title only on first reading. Mhoon x Minton x Motion: Said Ordinance No. 70-78-12 be passed Van Ness x x on first reading by title only. Howell x * * * * * * * * * * * * * * * * * * * * * * * * Miscellaneous Business The chair recognized Mr. R. A. Goll, of Coll and Associates, who presented copies of the preliminary final on the Capital improvements program to the Commission. Mr. Coll suggested the information be reviewed and a workshop meeting be held as soon as possible to discuss any capital improvements to be included in the 1978-79 budget. The decision was made to call the meeting as a Committee of the Whole on Thursday night, August 3, 1978 at 7:30 P.M. at the City Hall. Mr. Goll also submitted a new agreement for Professional Services covering a master plan for Russell Park. He explained that the agreement approved by the Commission on June 26, 1978 was for a grant application for matching Federal Funds, but he had been advised that Federal Funds were not available at this time. The new agreemert 's only change is a deduction of $800 covering grant application. Commissioner Van Ness recommended that the Commission authorize Mr. Coll to proceed with a master plan for recreational facilities at Russell Park. Jensen x Motion: The contract with Mr. Coll be approved in Mhoon x the amount of $3,800. The Mayor will be Minton x x authorized to sign the contract on behalf Van Ness x x of the City. Howell x * * * * * * * * * * * * * * * * * * * * * * * * * * City Manager 's Report Mr. Davis presented and read in full his report to the Commission. A copy is attached hereto and made a part hereof. The City Manager Page Four V V Minutes Names of July 24, 1978 Commrs. M S Y N City Manager's Report - Cont 'd requested authority to allow the Fire Chief and the City Manager to establish bid specifications for a unit to serve the citizens of Atlantic Beach and known as a "quick response unit". Jensen x x Motion: Approve the City Manager's request to Mhoon x establish bid specifications for a Minton x x "quick response fire unit" and advertise Van Ness x for bids. Howell x * * * * * * * * * * * * * * * * * * * * * * * * * Mr. Davis stated that on April 24, 1978, he had received Commission approval to investigate new mini-computers on the market due to in- house accounting problems. Of the three companies visited, two furnished the following quotations: Burroughs Net price $31,020 including trade-in of the present equipment on hand NCR Net price $31,466 not including trade-in (sale of present equipment would reduce the above price. The City Manager noted that both items of equipment were substantial4y the same, and both suppliers have furnished state contract numbers which allows the City to purchase the piece of equipment without going the bid process. Mr. Davis recommended that since the Commission had approved adopting the new Uniform Accounting System, the City go to the new hardware system of the National Cash Register Corporation. He suggested a lease purchase agreement with an initial outlay of $7, 867.00 (25%) and $483. 78 per month for five years. Motion: Approve a lease purchase agreement with Jensen National Cash Register Corporation for a Mhoon x x mini-computer in the amount of $7,867.00 Minton x down and $483. 78 per month for five years. Van Ness x x The monies to be expended from the Federal Howell x Revenue Sharing Account. * * * * * * * * * * * * * * * * * * * * * * * * * * At this time, a new motion was made concerning the vault record storage system. Jensen x Motion: In lieu of expending the funds for the filing Mhoon x x system from the unbudgeted surplus Acct. 999, Minton x the monies will be expended from the Federal Van Ness x x Howell Revenue Sharing Account. x * * * * * * * * * * * * * * * * * * * * * * * * * * * Page Five V V Minutes Names of July 24, 1978 Commrs . MS Y N There being no further business, the Mayor declared the meeting adjourned. / am/ . H'well, Mayor-Cssioner (SEAL) ATTEST: Adelaide R. Tucker, City Clerk CERTIFICATE OF INDEBTEDNESS NO. CITY OF ATLANTIC BEACH, FLORIDA $50, 650. 19 , 19 KNOW ALL MEN BY THESE PRESENTS that the City of Atlantic Beach, Florida, for value received hereby promises to pay to the order of HERTZ ROTENSTEIN, Trustee of Ocean Village One, Inc. , a dissolved Florida corporation, in c/o Milam & Wilbur, Post Office Box 58, Jacksonville, Florida, 32201 , from the special fund hereinafter described, the sum of $50, 650 . 19 , without interest, at the times and in the manner hereinafter set forth. This obligation is issued to finance the cost of the construction of a 1, 600 foot extension of the City of Atlantic Beach' s water main and sewage line along Seminole Beach Road and under authority of and in compliance with the Constitution and Statutes of the State of Florida, and the resolution duly adopted by the City Commission of the City on , and known as Resolution # and the ordinance duly adopted by the City Couuuission of the City on and known as Ordinance No. and is subject to all the terms and conditions of the said ordinance. This obligation is payable solely from and is secured by a lien on and pledge of certain tap-in fees as hereinafter specified to be levied and collected by the City from certain users of the water and sewer system of the City and does not constitute an indebtedness of the City within the meaning of any Constitutional, Statutory or Charter provision or limitation, and it is epressly agreed by the holder of this obligation that such- hnlder shall never have the right to require or compel the exercise of the ad valorem taxing power of the City for the payment of this obligation or any part thereof. It is further agreed by the City and the holder of this obligation that this obligation shall not constitute a lien upon the water or sewer facilities or any of the property of the City, but shall constitute a lien and claim only on the tap-in fees as hereinafter described. • PAGE TWO As the special fund to pay this indebtedness the City of Atlantic Beach covenants and agrees that for so long as any part of this obligation remains unpaid, but for no longer period than thirty years from date hereof, to levy and collect an additional water and sewer service tap-in charge (hereinafter the "tap-in fee") at the rate of: Meter Size of Tap-in Amount to be Paid to Hertz Rotenstein, Trustee 5/8 - 3/4" $ 20 . 00 1 - 1 1/4" $ 50. 00 1 1/2" $ 100 . 00 2" $ 160. 00 3" $ 300. 00 4" $ 500 . 00 6" $1,000 .00 The tap-in fee shall be levied and collected upon all persons whose property is served by the City' s water and sewer facilities when such property is hooked-up or connected , directly or indirectly to that certain 1600 foot extension line which is specified above. The sums payable Lzreunder shall be paid monthly to Hertz Rotenstein, Trustee, in c/o Milam & Wilbur, Post Office Box 58 , Jacksonville, Florida, 32201; PROVIDED, HOWEVER, that if the funds collected and received by the City after the elapse of thirty years hereafter be insufficient to fully pay and discharge this obligation, then this obligation shall then and there become null and void and shall stand discharged to the same extent and with like effect as if the same had been paid in full. IN WITNESS WHEREOF the City of Atlantic Beach has executed this obligation and has caused the same to be signed by its Mayor-Commissioner and the Corporate Seal of the City to be affixed hereto. Attested by its City Clerk 19 CITY OF ATLANTIC BEACH BY: Its Mayor-Commissioner ATTEST: Its City Clerk [CORPORATE SEAL]