08-04-86 v AGENDA
CITY OF ATLANTIC BEACH
SPECIAL CALLED MEETING AUGUST 4, 1986
Call to order
1. Financial considerations of Master Plan for Section H
2. Any other business
Adjournment
MINUTES OF THE SPECIAL CALLED MEETING OF THE ATLANTIC BEACH CITY
COMMISSION HELD AT CITY HALL ON AUGUST 4, 1986 AT 7:15 P. M.
The meeting was called to order by Mayor Howell for the purpose of discussion on
financial considerations of the Master Plan for Section H.
Before discussion on the Master Plan for Sec.H, the Mayor announced an emergency
existed with the main air conditioning unit in City Hall. Mr. Fellows said he
had received three sealed proposals on replacing the unit.
Commissioner Gulliford moved to waive the formal bid requirements and receive
sealed proposals for an air Conditioning unit in City Hall on an emergency basis
since it was damaging city property. The motion was seconded by Commissioner
Edwards and carried unanimously.
The following proposals were received and opened:
1. Huxham Air Conditioning, Jax Beach.
Carrier high efficiency 5 ton $ 5, 189.00
Also included new duct work
Also offered: Janitrol High Efficiency $ 4,280.00
Heat pump 5 ton, new duct work
2. N & L Air Conditioning, Atlantic Beach
Ruud Super high efficiency air to air, 5 ton $ 8,359.93
new duct work
Also offered: 2 Ruud super high efficiency air to
air heat pumps 32 tons ea. new duct work $10,517. 12
3. Ocean State Heating & Air, Neptune Beach
Carrier high efficiency 5 ton air to air $ 7,256.00
heat pump, new duct work
Tabulation attached hereto and made a part hereof.
Commissioner Morris moved to contract with Huxham Heating & Air Conditioning
for a 5 ton high efficiency unit in the amount of $5,189.00. The motion was
seconded by Commissioner Cook.
Following discussion on Commissioner Gulliford's suggestion to empower a
committee to study the proposals, he made the following motion:
Commissioner Gulliford moved a substitute motion to empower a Committee made
up of the Mayor and the City Manager. If the Committee was satisfied with the
Carrier unit at $5,189.00, award the contract to Huxham. If not, come back
to the Commission at the next meeting. The substitute motion was seconded by
Commissioner Morris and carried unanimously.
* * * * * * * * * * * * * * * * * * * * * * *
Mr. Bob Hill, engineer for Bessent, Hammack, and Ruckman was present to further
discuss public improvements in Section H. He offered a cost recap for roads,
drainage, water and sewer for the three areas proposed, and a cost assessment
re-cap for 3 assessment propositions on road and drainage improvements.
PAGE TWO
MINUTES
SPECIAL CALL AUGUST 4, 1986
Mr. Hill explained, in his original letter to the Commission, he had shown a
15% contingency on all construction, and had gone back and broken the 15% con-
tingency out line by line on the road construction, drainage, water and sewer.
In addtion, he went back to the total engineering fees and proportioned out
all design costs back into the roads, etc. based on their share of the design.
Mr. Hill estimated there were 89,412 lineal feet of lot front footage to be
considered for improvements. The original purpose of the plan was take care
of existing problems, but also plan for the future, and part of that plan dealt
with collector roads versus local roads versus residential roads.
Total value of all improvements shown on cost assessment was $3,723,973.
Mr. Hill felt water and sewer should be paid by everyone. Only the main col-
lector streets should be shared by the city on some basis, along with the
drainage associated with those roads. They would be curb and gutter roads and
the thoroughfares for Section H. He looked at the side streets as being typical
subdivision streets in Section H and would be left up to the property owners to
participate with the developers for improvements. He listed Area I as: Mayport
on the east, Levy on the north, Main on the west, and Atlantic Blvd. on the
south. Area II was: north of Levy, south of Church, and between Mayport and
Atlantic Blvd. Area III was west of Main Street. Curb and gutter Streets were
Main st.looping through at West 2nd, West 6th, Orchid, and Begonia to tie in at
West 1st to make a loop system.
Proposition 1 - city 50% share of $1,465,627 (total cost of streets using
curbs and gutters and drainage)- one 50' lot paid $1,673.00
Proposition 2 - city 1/3 share of $1,465,627 - one 50' lot paid $1,810.00
Proposition 3 - city did not participate - one 50' lot paid $2,082.00
Mayor Howell commented in the past the city had shared on a 1/3 basis. A lengthy
discussion followed on how property owners in the three areas would be assessed
and when areas II and III would be improved. Following discussion, Mr. Hill was
asked to come back with cost per lineal foot by area.
Mr. William Weathers of Southeast Municipal Bonds, Inc. offered several types of
financing the city could consider for Section H improvements:
1. Option of the Gasoline tax that could be used for any transportation
purpose, roads, paving, drainage, curbs and gutters. (10 years)
2. 10 yr. paper privately placed with Commercial banks,in state or out of
state- interest rate reasonable. issuance cost low (financial advisor's
fee, legal fees with opinion from bond counsel) . Mr. Weathers said this was
a very viable source of financing for ten years or less.
3. Mr. Hill said if they hired him, he would investigate in depth, the Florida
League of Cities loan program which had nine years left. interest rate
4-41/2% variable. that could be a disadvantage in trying to sell assessments
when you don't know what the interest rate might be. Monthly interest
payments required and quarterly principal payments required.
4. Bonds (fees to $2,000 on each issue, all of which are included in issue.
Disadvantage - legal fees would cost more if assessments done in 3 phases.
Mr.Weathers concluded if the city decided to hire him, he would receive no pay
until the city received their financing. All costs would be in the bond issue.
PAGE THREE
MINUTES
AUGUST 4, 1986
Some discussion was held on two possible sources of revenue, 1/2 cent sales tax
or guaranteed entitlement.
Commissioner Gulliford moved that it was the Commission's intention to enter
into an agreement for a financial consultant for the Section H project with Mr.
William Weathers, of Southeastern Municipal Bonds,Inc. The motion was seconded
by Commissioner Cook and carried unanimously.
Mayor Howell advised the Commission he and Mr. Fellows had met that morning with
Mr. Armentrout and other representatives from Smith & Gillespie in connection
with the rehabilitation of the sewer lines that had been discussed earlier.
There was a possibility the grant hoped for might not be available, and the
Commission might not want to go into any of the business except the televising
of the sewer lines. No determination on the grant could be made until after
they did the analysis of the televising of the sewer lines. This was a budgeted
item for $30,000. Smith & Gillespie estimated the cost to be approximately
$4,000 and televising of the lines would run approximately $20,000.
Commissioner Gulliford moved to authorize the preparation of specifications by
Smith & Gillespie and the subsequent calling for bids and awarding, not to
exceed the budgeted amount. The motion was seconded by Commissioner Edwards and
carried unanimously.
* * * >'c * * * * * * :: :: .°. * * * * .°. * * * * * * * * * * * 'c
The City Attorney advised the Commission the attorneys representing Mr. Lewis in
the case of Lewis vs the City of Atlantic beach had expressed some interest in
settling the case out of court and he asked for guidance from the Commission.
The Commission authorized the City Attorney to settle for a nominal amount he
felt would be in the best interest of the city in view of the expense of
litigation.
There being no other business to come before the Commission, the Mayor declared
the Special Called meeting adjourned at 9:58 p.m.
/ /
464
i " i:m . Howe-1
Mayor/Presiding Officer
ATTEST:
ade
Adelaide R. Tucker
City Clerk
UNOFFICIAL MINUTES OF THE BUDGET WORKSHOP MEETING OF THE ATLANTIC
BEACH COMMISSION HELD AT CITY HALL ON AUGUST 4, 1986 AT 10:00 P.M.
After adjournment of the Special Called meeting, the Mayor asked the Commission
to review operating expenses for the proposed budget for FY 86-87. Those present
were Mayor William S. Howell, Commissioners Cook, Edwards, Gulliford, and
Morris, Mr. Fellows, Mr. Harry Royal, Chief Thompson, and the City Clerk.
Mr. Royal provided to each Commissioner page 11c of the proposed budget which
was a re-cap of personnel, operating expenses, and capital outlay. Mr. Fellows
reported the budgeted amount for operating expenses was down 4% this year from
what it was last year, mainly because of contingency funds for the pay plan were
not included in this year's budget.
He explained the following accounts:
510 - General Government covered insurance, telephone, postage, accounting and
auditing, actuarial services, misc. engineering services, annual audit, city
hall custodial work, electricity for city hall, printing & publishing, etc.
511 - City Commission - no questions
512 - City Manager - no questions
513 - City Finance/Administration Dept.- cost to operate the departments
514 - Legal - no questions
515 - Planning & Zoning - no questions
516 - Code Enforcement - $5,000 additional for legal expenses due to litigation
and additional $2500 for the Code Enforcement Officer's possible extra hrs.
Chief Royal was the Code Enforcement Officer last year and was not paid
extra. We now have a part-time paid Code Enforcement Officer.
517 - City Clerk - Printing and publishing of supplements to the Code were added
to the Clerk's budget for FY86-87. Also Occupational licenses and
preparation for '87 election, and travel expenses, including travel to FACC
Board meetings as the Clerk is the Director for the North Region and
attendance is required for the four meetings to be held.
521 = Police- the biggest part of their operating expenses was gasoline
($24,000) , tires, uniforms, radios, maintenance, contracts on equipment,
printed materials, training consultants, tolls, telephone, electricity,
supplies, etc. to operate the dept. The reason for drop was $12,000 was
contingency money put in last year for salaries. Not in proposed budget.
522 -Fire- Same expenses as Police other than $15,000. That was for radio beeper
rentals and turn-out gear for volunteers. Several Commissioners felt those
items should be in Capital account, not operating expenses. Discussion
held on turn-out gear for $750 for 20 volunteers, also on the beepers.
Also included in operating expenses were other volunteer activities (cook
-outs occasionally,etc.) Commissioner Gulliford requested a break-down of
the proposed items be given him at next Monday night's meeting.
Page Two
Budget Workshop
August 4, 1986
Acct. 524 - Building Dept.- drop due to the Building Inspector is now an
full-time employee and not contractual.
Acct. 541 - Public Works - streets and drainage. Most of the increase was
due to taking seasonal laborers out of personnel and putting them into
contractual services. (no FICA or other benefits to pay) It was pointed out
salaries were not reduced in Public Works. Mr. Fellows noted Mr. Braid had
proposed to hire two additional people, but he had convinced Mr. Braid to keep
the contractual employees longer than the seasonal period rather than hire new
employees. The difference between 85-86 budgeted and estimated expenses was the
vacancy of Dolores Griffin that had never been filled.
Acct. 572 - Parks & Recreation - no action
Acct. 590 - Motor pool maintenance. - Mechanic. $1,000 for training,
conferences, travel- $500. , and $750 for operating supplies. Mr. Fellows re-
ported he and Mr. Braid had discussed the matter of the maintenance dept.
and it was their opinion if the City Commission deemed it in the best interest
of the city to hire an assistant mechanic, that would be the way to go, rather
than to contract any more of the equipment out. The main problem with
contracting out the equipment was the travel time and the down time.
The Commission agreed to adjorn and meet again on Tuesday night, August 5, 1986
at 7:00 p.m. The Mayor declared the meeting adjourned at 10:59 p.m.
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