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06-03-85 v pa9' . J0 0"' yo Fos.%VO�SS�IAOP i ^SN\ 0,0" �` A A' AGENDA 2QCITY OF ATLANTIC BEACH SPECIAL MEETING June 3, 1985 Call to Order Invocation and Pledge to Flag 1 . Audit presentation: A. 7:16 - Coopers $ Lybrand B. 7:22 - Deloitte Haskins & Sells C. 7:28 - Garrard $ Carter D. 7:34 - Peat, Marwick F, Mitchell E. 7:40 - Touche Ross F. 7:46 - Tyson, Swindell & Durden 2. Action by the City Commission to authorize the Mayor and Clerk to execute the State Loan Agreement on 1 .5 million dollars worth of State Water Polution Control Bonds. 3. Further discussions by the City Commission relative to the manner of handling sewer reservations during the period of construction activity. 4. City Manager's Report relative to a proposed manner for finan- cing extension of water and sewer lines for individual developers. 5. Authorization for the City Manager to seek proposals from an out- side firm to develop job classification and pay plan. 6. Action by the City Commission relative to further procedures for prioritizing and undertaking negotiations with audit firms. 7. Miscellaneous Business. ADJOURN r MINUTES OF THE SPECIAL CALLED MEETING OF THE ATLANTIC BEACH CITY COMMISSION HELD AT THE CITY HALL ON JUNE 3, 1985 AT 7:30 P. M. PRESENT: William S. Howell, Mayor-Commissioner Robert B. Cook, Sr. William I. Gulliford, Jr. John W. Morris, Jr. Catherine G. Van Ness, Commissioners AND: Richard C. Fellows, City Manager Claude L. Mullis, City Attorney Adelaide R. Tucker, City Clerk The meeting was called to order by Mayor Howell. The invocation, offered by Commissioner Cook was followed by the pledge to the flag. Mayor Howell announced for the benefit of the public the Commission was in the process of soliciting proposals from auditing firms, and had invited six firms to make five minute presentations. Each Commissioner had received copies of the six proposals for their perusal. The firms invited were: Coopers & Lybrand, Deloitte Haskins & Sells, Garrard & Carter, Peat, Marwick & Mitchell, Touche Ross, and Tyson, Swindell & Durden. Each firm introduced their Staff, listed their government experience, both local and national, and their audit approach. The Mayor thanked the six firms for their interest. The method of ranking was considered. It was the consensus of the Commission the vote would be by point system: No. 1 - three points, No. 2 - two points, and No. 3 - 1 point. The vote was by paper ballot as follows: Commissioner Cook: 1. Tyson, Swindell, Durden & Bruce 2. Deloitte Haskins & Sells 3. Touche Ross Com.Gullifford: 1. Coopers & Lybrand 2. Touche Ross 3. Garrard & Carter Com. Morris: 1. Coopers & Lybrand 2. Deloitte Haskins & Sells 3. Peat, Marwick & Mitchell Comm. Van Ness: 1. Deloitte Haskins & Sells 2. Coopers & Lybrand 3. Peat, Marwick & Mitchell Mayor Howell: 1. Tyson, Swindell, Durden & Bruce 2. Touche Ross 3. Garrard & Carter Mayor Howell announced the total points: 1. Coopers & Lybrand 2. Deloitte Haskins & Sells 3. Tyson, Swindell, Durden & Bruce PAGE TWO SPECIAL CALL JUNE 3, 1985 The City Attorney was instructed to research the appropriate method for negotiating with the top three firms and report back at the next meeting. The firms will be notified as to the time and place for negotiations. 2. Further discussions by the City Commission relative to the manner of handling sewer reservations during the period of construction activity. The City Manager reported he and staff had made a survey of what other cities do and recommended to the Commission that any person during the construction area which would involve about the next 8 - 12 months be required to place a deposit with the city, either in cash or an irrevocable letter of credit based upon the amount of sewer capacity they wish to receive and the number of days they wish to reserve it. The deciding criteria relative to the number of days would be the award of a construction contract for development of the underground facilities. The amount of deposit required would be 25% for a re- servation up to 90 days, 50% - up to 180 days, 75% for a reservation up to 270 days, and 100% - up to 360 days. An Ordinance covering same would be prepared. Another point to be enclosed in the Ordinance was they should issue a notice to proceed within a reasonable time (30 days) . Mr. Dowling asked at what point was the letter of credit executed? He asked if "at the time the contract is let, the letter of credit is called on, and the fees are paid as a result of that, or what point are the acutal impact fees paid under the proposal". He was told the value of the letter would revert to the city should the developer default and not award a construction contract within the time specified. It was suggested to structure the Ordinance so the developer would have both options (deposit or letter of credit) but have some inducement to give some form of deposit to the City of Atlantic Beach in lieu of a letter of credit. Mr. Fellows commented that all the cities he had talked to required all the charges at the time a building permit was issued. The Public Service Commission on the other hand, provides that private utilities will receive those charges in advance and at the time of presenting their water and sewer plans for approval. It was the consensus of the Commission the Ordinance should probably contain the following: collect impact fee when developer applys for the building permit; either a cash deposit or an irrevocable letter of credit for a reser- vation of capacity, not transferable, 100% of all connections no later than one year;deposit goes to end of development, otherwise deposit is forfeited, any fees paid will be refunded if deposit is forfeited. The proposed Ordinance hopefully will be presented on Monday, June 10th. Commissioner Gulliford commented they had to formally lift the moratorium on sewer hook-ups on outside city customers. The City Attorney stated the city was waiting on the contract of consent order to be terminated. Mr. Dowling asked for a vote of commitment on his request for 65 units (he changed the number to 66) . PAGE THREE SPECIAL CALLED JUNE 3, 1985 Commissioner Gulliford moved to approve Mr. Dowling's request for hook- ups for 66 units outside the city, subject to the ironing out of details, plus the lifting of the moratorium outside of the city The motion was seconded by Commissioner Cook. During discussion before the vote, Mr. Louis McDonell pointed out the city should consider inside the city requests first. Commissioner Gulliford sug- gested they allocate a percentage of available capacity that could be used outside the city, and as that available capacity dwindled, then that per- centage available to outside the city dwindled also. Mr. McDonell asked the Commission not to create a "Frankenstein Monster" Ordinance on water and sewer reservations that the city would be sorry later on as it did not cover other situations. The City Attorney stated they were also going to have to look at the Growth Management Bill recently passed by the Legislature. The question was called and the motion carried unanimously. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * 3. City Manager's Report relative to a proposed manner for financing extension of Water and Sewer lines for individual developers. The City Manager recommended the Commission consider when a person requests an extension of a sewer line, and they only needed a two inch line and the city's long range plan called for a 6 inch line, the developer be required to pay the entire cost of the 6 inch line, and as other developers connect to that line in the future, his prorata share will be reimbursed to him within 60 days of the city receiving the payment. If no developer connects within five years, the city would not be liable for any reimbursement to the developer. The Commission agreed and directed the City Attorney to include the above in the proposed Ordinance. 4. Authorization for the City Manager to seek proposals from an outside firm to develop job classification and pay plan. The City Manager reported they had researched job classifications and ex- pressed the opinion the city did not have any that were up to date. The only ones available to him were modified from Frank Brown's report done fifteen (15) years ago. The two step pay plan the city had did not give enough flex- ibility. Six to ten step pay plan was needed. He requested the Commission consider hiring an outside firm that specialized in that field in order to implement their findings in the upcoming budget. The cost was estimated to be approximately $3,000 - $4,000. Commissioner Cook moved the City Manager be authorized to seek proposals. The motion was seconded by Commissioner Gulliford and carried unanimously. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * A gentlemen in the audience said he understood building permits for Section H were being held in pending files and asked if he bought a lot within the week and came in for a building permit to build a single family house, how long PAGE FOUR SPECIAL CALLED JUNE 3, 1985 would he have to wait to get his permit. He was told they were not holding up any permits. The city had asked those persons thinking of going into the area to voluntarily restrain their acitivity for a short period until a professional review of the whole area had been received. The gentleman asked if he could expect an answer within two weeks to thirty days. Mayor Howell explained some areas of Section H were going to require the building of lift stations, and the city did not have the money at the present time to go and build lift stations, all necessary gravity mains, and water mains. The gentle- man offered to put in all necessary lines. The City Attorney advised nothing could be done within 30 days, as it would take longer than that to draft and adopt an Ordinance under the Statutes. A lengthy discussion followed. Commissioner Gulliford moved to instruct the City Attorney and City Manager to draft some suggested policy direction for the development of Section H that might offer some satisfaction to persons wanting to build in that area, and report back two meetings later. The motion was seconded by Commissioner Cook. Following discussion, the question was called and the motion carried unanimously. 5. Action by the City Commission relative to further procedures for prioritizing and undertaking negotiations with audit firms. See above under 1. 6. Action by the City Commission to approve the Budgets for Buccaneer Water & Sewer district through September 30, 1985. Commissioner Gulliford moved to approve the budget for Buccaneer Water & Sewer District as submitted for the remainder of fiscal year 1985. Commissioner Cook seconded the motion. Commissioner Morris asked where he arrived at the figures. Mr. Fellows explained the salary figures were taken out of their operating report and in interviews with the employees. The other services were either taken out of their last year's audit and simply projected for the city's purposes, or they utilized the actual figures for the city's system and they utilized common sense as to what they thought it would amount to. Commissioner Morris asked if he used any of the spread sheets that had been presented during dis- cussion of the purchase. Mr. Fellows said it would be very close to the Jax Utilities report. Commissioner Morris asked if there would be revenues supplied to cover the expenses. Mr. Fellows replied the system will develop sufficient revenues to cover the expenses, but the city would have to advance the first couple of months until collections were received. He estimated $25,000 - $50,000 would have to be advanced to cover Buccaneer's expenses as a loan to be paid back with interest. Billings will go out July 1, 1985. Commissioner Gulliford moved to amend his motion to include the loan to be paid back by August 1, 1985 at the highest legal rate of interest allowed. Commissioner Cook seconded the amended motion. The question was called and the motion carried unanimously. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * PAGE FIVE SPECIAL CALLED JUNE 3, 1985 Mayor Howell advised he had talked with officials of Jacksonville Beach re the CATV Board. They were going to discuss the matter that night and advise the City of Atlantic Beach on their decision to abolish the Board. Mr. Fellows reported he had just received a letter that evening from Kinder Care that they were ready to order septic tanks. He requested a sewer reser- vation of 3,000 gallons to save them from having to put in septic tanks. Commissioner Morris moved to approve sewer reservation of 3,000 gallons for Kinder Care. The motion was seconded by Commissioner Gulliford and carried unanimously. Commissioner Cook suggested a uniform time be set for all meetings, regular and special called. The Commission agreed the meetings will all be held at 7:15 p.m. There being no other business to come before the Commission, the Mayor declared the meeting adjourned at 9:45 p.m. Wil ' am S. Howell Mayor/Presiding Officer (SEAL) ATTEST: Adelaide R. Tucker City Clerk