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08-28-1979 Supporting DocumentsCITY OF CLPRAIONT MINUTES R1;C,ULAR MGL�TIMG A Regular Meeting of the CI.Ly Council of the City of Cl.armont was held in the Council Chambors on '1'uonday, August• 28, 1.979. The nwoLi.ng was called to order at 7:30 P.M. by Mayor. Claude E- Smoak, Jr., with the following members present: Councilmen Cole, Schroodel., and Byrd. Others officials present were: City Manager Forbes, City Attorney Baird, City Clark Carroll., and Finance Director Sanchez. Others present were: Mesdames Smoak and Rathwick, and the Messrs. Wertz, Megi.n.ley, Carroll., and Evans. The invocation was offered by Councilman Byrd, followed by ropoeting of the Pledge of Allog.iance in unison by those present. It was the request of Mayor. Smoak that the proposed Minutes of the Regular Meeting held on August 14, 1979 be amended to reflect that the Oklawaha Basin Board had committed $2500 toward the Water Quality study, and that the Lake County Pollution Control, Board had set the study as their first priority instead of the Lake County Soil and Conservation District as written. Motion was made by Councilman Byrd, seconded by Councilman Schroedel and no '2 -.l 4M �,. AREAS OF INTEREST OUTSIDE THE CITY LIMITS City Manager Forbes advised of a study by the P&Z Commission with regards possible areas of interest outside the corporate city limits I' which can be expected to influence the City's future growth, and a { designation had been made by them to be used as a coordination device with the County Planning Staff in their projections for development of the areas, which they recommended be accepted, and, That the areas of interest as proposed include properties between Highway 27 and the Chain of Lakes, and east of Highway 27 between the city limits and Orange County. Motion was made by Councilman Byrd, seconded by Council- man Cole and carried that the recommendation of the P&Z Commission be accepted, and the City Manager be authorized to communicate with the proper County officials regarding the matter. 1 8' WATER QUALITY STUDY Mayor Smoak advised of a communication this date from County Commission g' Chairman, Tom Windram, wherein he advised the City of Clermont had been granted the request made to the County Commission for partici- t pation in the Comprehensive Water Study, and had budgeted $10,000 toward M" funding. Mayor Smoak further reported that the Lake County Pollution' Control Board and the Lake County Water Ways Authority had set this ;> project as first priority items in their budgets for the upcoming year, and opined that without the actively involved help, leadership, and k'r' guidance of these two agencies, and the time, energy, efforts, and talents as freely given by Mr. William Dailey, private consultant to the City of Clermont, instigation of the proposed study would never have been realized. He further opined that this could be the most important, long term study that could ever be conducted, which will directly affect"` the City of Clermont. With still further regards the matter, Mayor Smoak advised of agreement by Council in work meetings to support the study, and had provided funding in the 79-80 proposed budget toward the project, but he could find no record of official action taken by Council in the matter, which he felt was necessary. Motion was made by Councilman Schroedel, seconded by Councilman Byrd and -unanimously ciarecwocarrie that s Ienearted support in CITY OF CUIR.1IONT MINUTES GREEN SWAMP Mayor Smoak advised of a communication from Mr.. 'red L'olrogren of the Department of State Planning advising that the Cabinet mooting data concerning the land which has bocn proposed to be excluded from the Green Swamp area of critical. state concern had been sot for September 18th, and he inquired of Council's desire to continue to solicit the removal of this area south of the City. Motion was made by Councilma nvrrl. annonded by Councilman Schroedel and carried that the City purs, COUNCIL SEAT VACANCY Mayor Smoak advised of an existing vacancy on the City Council following the resignation of Councilman Nancy, and encouraged that any interested citizen in the City of Clermont who would be inLerested in being considered for appointment to fill the vacancy, as mandated by City Charter, to submit their name to any member of Council for consideration at the meeting to be held on September 11, 1979. Following inquiry from the Chair as to anyone present who desired to address the matter, Mr. Jim Meginley advised of his membership on the P&Z Commission for the past two years, and he desired to be considered for appointment to fill the vacancy. Following a discussion as to a procedure to be followed in making the necessary appointment, it was the consensus of Council that the following process be followed: 1. Only those interested in filling the vacancy and are present -:-= at the September llth meeting to publicly state their interest will be considered for nomination; 2. Each Councilman shall have unlimited nominations; 3. Each Councilman will have two votes oil each ballot; and, 4. The person to obtain 5 votes or a majority will be selected to serve on the Council until the December 4th Election. It was the suggestion of Mayor Smoak that nominations by Council be restricted to those people each Councilman feels would add the most constructive support to the Council, and reflect best, the views of the people of Clermont. STREET RESURFACING City Manager Forbes advised of bids received for the City's street resurfacing project as follows: Macasphalt $ 30.50 per ton Orlando Paving $ 31.70 per ton Basic Asphalt $ 32.87 and recommended that the low bid of Macasphalt be accepted. City Manager Forbes further advised that the favorable low bid price had been obtained as the result of successful negotiation by Public Works Director Smythe in proposing for both this year and next years projects be performed by one contractor. Motion was made by Councilman Cole seconded by Councilman Schroedel and unanimously carried that the City Manager s recommendation be accepted and the bid be awarded to Macasphalt. Mayor Smoak requested that City Manager Forbes convey the appreciation of Council to Mr. Smythe in securing such an excellent price by combining the two projects to be done at one time. CITY OP CLERAIONT MINUTES APPOINTMENT OF ACTUARY City Manager Forbes advised of a requirement that an actuary be employed at least once every two years to perform a valuation of: the Ci.ty's pension plan, and inasmuch as excellent cooperation and help has been extended to the City Staff by the firm of Kruso,O'Connor and Ling, Inc., the actuarial firm that performed such services in 1977, lie recommended that they be appointed as per their proposal submitted at an estimated cost of $900 - $1000. Motion was made by Councilman Byrd, seconded by Councilman Cole and unanimously carried that the City Manager's recommendation be accepted subject to receipt of a written firm commitment that the fee for the necessary actuarial services will not exceed $1000. CLEAN COMMUNITY SYSTEM Mayor Smoak announced the appointment of a committee of three to attend a seimnar in Atlanta on September 18th and 19th as sponsored by the "Keep America Beautiful, Inc. -Clean Community System" in order to obtain necessary information for instigating the development of such a program in Clermont; That Mr. Bob Wertz from the local Civic Club community had been appointed to Chair the Committee, and Mr. Ray Jackson of the local business community and Public Works Director Smythe of the City of Clermont had been appointed to serve with him. Mayor Smoak further advised that he desired to recognize the efforts of Mr. Smythe, who was already familiar with such a program, in presenting it to the City of Clermont at the Town Hall Meeting, which had been very favorably received. RESOLUTIONS/ORDINANCES Councilman Bvrd offered and moved the adoption of A RESOLUTION OF THE 197 AND 291 REGARDING PENSION BENEFITS, and the motion was seconde by Concilman Cole and unanimously carried. So the Resolution was adopteud, it was read by City Clerk Carroll, and the Number 333 assigned to it. Councilman Schroedel offered and moved the adoption of AN ORDINANCE e. only, and upon roll call vote on passage ot_the motion, the result was: Ayes: Cole Schroedel, Byrd, and Smoak. Total Ayes: Four. Nayes: None. So the Ordinance was adopted and the Number 198-C assigned to it. Prior to final consideration of a proposed Ordinance establishing a schedule for utility rates, it was the recommendation of City Manager Forbes that the following amendments be made to clarify the administration of sewer rates as contained in the proposed document: 1. The words "General Business and Office" be clarified to include general businesses, offices, clubs, and churches; 2. Food establishments seating 20 or less persons, $15.00; Extra for each seat over 20, $.45 3. General Businesses and offices with public restrooms, $13.50. ion was made by Councilman Byrd, seconded by Councilman Cole and nimously carried that the City Manager's recommendation be accepted. ncilman Byrd thereupon offered and moved the adoption of AN INANCE UNDER THE CODE OF ORDINANCES OF THE CITY OF CLERMONT, ® 0 00 CITY OF CLEMIONT MINUTES ESTABLISHING A RATE SCHEDULE FOR WATER SERVICE, SEWER SERVICE; AND SANITATION SERVICE, AS AMENDED anc the motion was gecondec7by councilman Colo. The Or .nance was re -ad for a second and YTnal reading by city Clerk Carroll, by title only, and upon roll call vote on passage of the motion, the result was: Ayes: Cole, Byrd, Schroedel, and Smoak. Total Ayes: Four. Nayes: None. So the Ordinance was adopted and the Number 119-M assigned to it. There being no further business to be brought before the Council at this time, the meeting was adjourned by Mayor Smoak at 8:45 P.M. CLAUDE E. FSMOAK, JR., Mayor DOLORES W. CARROLL - city Clerk BILLS 0 0 PAID AUGUST 197 90 Aladdin Dust Control, Inc. (Janitorial Supplies) 18.51 63.50 ABC Fire Equip., Inc. (Equip. Maint.) 50.00 American Planning Anoeciation (Membership Dues) B & 11 Salon (Gnsketa, Couplings, & Motors) 552.50 Drown Transport Corp. (Pontngo) 16.53 Burroughs Corp. (Office Supplies) 28.80 Bowan Supply Company, LTD (Office Supplies) 118.11 Brad Ragan Inc. (Front End Spring) 120.63 Bon Blnckburn & Annocintan, Inc. (Survey) 755.00 Clements' root Control (Pont Control) 11.00 Clermont Builders Supply (Building Materials) 403.48 Cal Hegstrom Co. Of Fla. (Office Supplies & Equip Maint) 359.75 Carlwood Safety Inc. (Uniformo) 50.71 Clermont Hardware & Supply Co. (hardware Supplion) 27.20 Clermont Auto Parts, Inc. (Auto Repair Parts) 126.00 Clermont Travel Service (Air Fare) 120.00 Curtin Matheson Scientific Inc. (Lab. Supplies) 193.00 Davie Chemicals (Chemicals) 1512.64 Eckerd Drugs (office Supplies) 71.16 Ellman Battery Co., Inc. (Batteries) 155.20 Ekiort Tire Center, Inc. (Alignment) 15.88 Electra-Tronic©, Inc. (Equip Maint) 624.88 Fla. Telephone Corp. (Utilities) 785.83 Flanagan -Metcalf, Inc. (Electronic Timer) 64.35 Fla. Power Corp. (Utilities) 12317.85 Cater Froighways, Inc. (Postage) 11.87 Gem Chemical Co. (Janitorial Supplies) 77.10 Gaylord Bros., Inc. (Office Supplies) 51.45 Hovis & Baird (Legal Services) 298.00 Hanks Electric Co. (Equip Supplies) 3.00 Hilltop Stationery (Office Supplies & Towels) 588.88 Hughes Supply, Inc. (Plumbing Supplies) 35.08 Hunts Garden Center (Dog Food) 6.68 Harrison Uniforms (Uniforms) 136.61 Heintzelman's Truck Center, Inc. (Auto Repair Parts) 10.06 - Hach Chemical Co. (Lab Supplies) 698.39 Inland Equip Co. (Mower Repair Parts) 352.40 - Jim Willis Hardware & Supply (Hardware Supplies) 60.40, J H Matthews (Memorials) 342.66 Johns Radiator & Auto Else. Service (Auto Repair Parts) 55.50 Jerry's Lock & Key (Keys) 5.10 Jack Cooke & Co., Inc. (Equip Maint) 275.00 Lake Co. Board of Co. Commissioners (Landfill Charges) 685.50 Lanier Business Products, Inc. (Maint Agreement) 51.00 Lake Apopka Nat'l Gas District (Utilities) 7.96 Leesburg Armature Works (Motor) 16.00 Leesburg/Commercial (Publications) 33.66 Buddy Liles (Electrical Maint) 49.50 McNeals Landscaping Service (Lot Mowing) 202.50 Monroe (Office Supplies) 19.95 Moreland McKesson Chemical Co. (Chemicals) 422.00 Modern Welding Co. (Welding Material) 144.26 Mobile Electric Supply (Electrical Supplies) 24.82 Orlando Laboratories, Inc. (Bacteriological Determinations) 25.00' Oxford Chemicals, Inc. (Chemicals) 73.40 Pro -Chem, Inc. (Lab. Supplies) 83.43 Public Gas (Petroleum Products) 26.18 Publix Super Market (Films & Prints) 12.75 Rusty Fox (Luncheon) 22.45 Ask Sawing Bookot (Uniforms) 48,00 47.18 South Lako Prose Shelfer Ford Tractor Co. (Publications) (Auto Repair Porto) 73.30 Springatosd & Assoc., Inc. (Engineering Foes) 5330.01 698.17 Standard Auto Parts (Auto Repair Parts) 11.48 Superior CMC Trucks, Inc. Southorn Building Coda Congresn (Battery Tray) (office Supplies) 67.00 W. M. Teal (Petroleum Products) 3609.43 2200.24 University of Fla. (Mnrnhland Study) 3.18 Western Auto Associate Store Williams Steel Industries, Inc. (Edger Bladuo) (Welding Rods & Equip Rental) 82.00 Zoe Medical Service Co. (First Aid Supplies) 12.65 $ 35653.69 TO: City Council FROM: City Manager SUBJECT: Street Resurfacing DATE: August 24, 1979 Attached is a memo from Mr.. Smythe regarding the street resurfacing bids. As we discussed at a July Council meeting, the City has boon able to negotiate a very favorable bid price of $30.50 per ton. This favorable price was obtained by contracting for both this year and next years projects to be performed by one contractor. I recommend the low bid by Macasphalt of $30.50 per ton be awarded. This is below both the State and County bid prices for similar jobs of this size. Macasphalt estimates that they can begin work in about 60 days, and will resurface both this years and next years projects at one time. We will encumber monies in this years budget to pay for the work, even if it is performed after October 1. The attached memo lists all of the streets to be resurfaced. Respectfully, George D. Forbes City Manager GDF:js Attachment i t I i TO: City Council FROM: City Manager and Finance Director SUBJECT: Appointment of Actuary DATE: August 22, 1979 Chapter 16 of the Code requires that the Council employ •an actuary at least• once every two years to perform a valuation of our pension plans. The last such review was done in 1977. We recommend that the firm of Kruse, O'Connor and Ling, Inc., of Gainesville, be appointed. A copy of their proposal is attached. This firm performed the last valuation, and has assisted us in making necessary changes in our pension plans. Additionally, they have kept us advised of the rapidly changing regulations affecting our plans. fees are estimated at $900 - $1000. George D. Forbes - City Manager Tom Sanchez - Finance Director TAS:GDF:js Attachment i J R RUSE, O'CONNOR AN1) IJ.N(r rN0. FORT LAUDCRDALC OrrICC 6701 WCOT nnOWAno 11OULCVA ❑D, nUITC 000 runTATIDn, rLOUIDA 32124 u051 AF0--.0 NORTH/CENTRAL FLORIDA OFFICC 121E IIOnTHWCOT 121n AYE-C OAIII—ILLC, FLORIDA 22001 IOOA) OTo-3000 Gainesville, Florida July 23, 1979 Mr. Thomas A. Sanchez Finance Director City of Clermont #1 West Gate Plaza Clermont FL 32711 Dear Mr. Sanchez: This letter represents our formal proposal to perform the actuarial services required of the City's Pension Plan as of October 1, 1979. These services would include an actuarial valuation of the Plan on the basis -- - ------ of the provision of the Plan as they exist on October 1. This actuarial valuation would determine the level of contributions required for sound funding, the size of long range Plan liabilities, and also serves as a detailed audit of the operation of the Plans since the last valuation. Also in connection with the valuation we would: 1. Compare actual experience with actuarial assumptions to determine if a revision to the assumptions were in order. 2. Measure the ongoing adequacy of funding on a year in year out basis. 3. If a pattern of costs develops, either as an increasing or decreasing percentage of payroll, determine the reasons for this and make the appropriate recommendations wherever indicated. 4. Provide cost breakdown between General Employees and Police and Fire. 5• Measure the performance, or yield, of the Funds investments. 6. Verify that no former employees entitled to benefit payments are inadvertently omitted or dropped from the record, and that liabilities are properly established for them. 7. Generally review all pertinent data and records for completeness. Our charges for the actuarial valuation and review as described above would be $900 to $1,000. The actuarial valuation and Report would be completed within 45 days from receipt of the necessary employee and financial data, which would be requested immediately upon confirmation of our employment. Thomas A. Sanchez City of Clermont Page 2 We would be pleased to meet with you or other City officials at your convenience In order to discuss our proposal further, or to provide additional Information. Sincerely, Ward V. Foster WVF:cs AW CITY OF CILERMO1\ T P.O. BOX 219 CLERMONT, FLORIDA 32711 • PHONE DOA/394•4001 MEMO TO: City Council FROM: Finance Director SUBJECT: Police Pension Plan DATE: August 23, 1979 The City's Police Pension Plan Is funded In part by a casualty Insurance premium tax. The tax is technically a city tax, but it is collected and administered by the State, which has the authority to control its use. Some time ago, the State advised us that our dispatchers could not be Included in the Police Plan, and for actuarial purposes are now considered members of the General Employees Plan. Two dispatchers were granted benefits from the Police Plan before we were made aware that they were ineligible. The attached Resolution will correct the problem. It would not change their benefittAsn or create additional expense to the City. Thomas A. Sanchez . l ) APRk 161%h CBTY OF CLERMOlibT P.0. BOX 210 • CLERMONT, FLOnIDA 32711 • PHONE 9O4/394-4O81 TO: MEMBERS OF 191E CLERMONT CLEAN COMMUN[TY SYSTEM Mr. Robert W. Wertz, Chairman; representing Civic Clubs Mr. Raymond A. Jackson; repreuanting the businaus community Mr. Robert E. Smythe; Dfrector of Public Works, City of Clermont FROM: MAYOR DATE: AUGUST 27, 1979 ------------------------------------------------------------------------------ The official appointments to the Clean Community System will be made Tuesday, August 28th at the regular City Council meeting. Attached is the available information we have to daLe concerning this program. The City is currently completing the necessary application papers so that each - of you gentlemen can be accepted for the Southeast Regional Workshop. The Workshop will be held in Atlanta, Georgia on September 18 and 19, 1979. Additional information will be forwarded to you by Mr. George Forbes, Clermont City Manager. Your participation on this committee is sincerely appreciated. It will take motivated, involved and talented people to achieve the ultimate goal of community involvement in the reduction of waste and litter. I am confident that each of you can and will lead this community in a positive commitment toward litter reduction. You will be kept fully informed of any additional information which is generated prior to your attendance at the conference in Atlanta. Sincerely, Q� Claude E. Smoak, Jr. Mayor CESJr:js Attachments xc: City Manager City Council cjTV OF CLER MONT P.O. BOX 219 • CLERMONT, FLORIDA 32711 • PHONE 904/394 1081 August 27, 1979 Mr. Stephen Blanket National CCS Coordinator KELP AMCRICA BEAUTIFUL, INC. 99 Park Avenue New York, New York 10016 Dear Mr. Blanket: The City of Clermont, Florida is enthusiastic in that a commitment has been made to participate in the CLEAN COMMUNITY SUSTEM of Keep America Beautiful, Inc. The following committee members have been appointed and anticipate attendance at your workshop to be held in Atlanta, Georgia on September 18th and 19th: Mr. Robert W. Wertz, chairman; representing Civic Clubs Mr. Raymond A. Jackson; representing the business community Mr. Robert C. Smythe, Director of Public Works, City of Clermont, Florida At a Town Hall Meeting held in May of this year, a film presentation of your program was presented to the citizens of this community. Over 30 volunteers responded to parti- cipate in such a program. Under separate cover follows the application to participate in your program. We would appreciate notification of pre - certification as quickly as possible. Sincerely Claude Smoak, Jr. Mayor CESJr:js xc: City Manager City Council TO: City Council PROM: City Manager SUBJECT: Utility Raten DATE: August 23, 1979 The final reading of the proposed utility rate ordinance is ready for adoption at Tuesday's meeting. As you may recall, these increases are necessary to offset part of the operating loss in the Utility Fund, and the proposed budget is based on these increases. I would recommend that the Utility Ordinance be adopted with the following revisions to clarify the administration of the sewer rates: f i A. The words "General Business and Office" be clarified to include general businesses, offices, clubs, and churches. B. Food establishments seating 20 or less persons $ 15.00 Extra for each seat over 20 .45 l C. General Businesses and offices with public restrooms $ 13.50 These revisions have been included in the proposed ordinance for your review. I Respectfully, George D. Forbes City Manager GDP: js To: City Manager Prom: Director .Public Worko Subject: 0trcot Resu:r.Cacing 1 Date: 8/24/79 j i Bids were received as follows: Macasphalt 30.95 per ton Orlando Paving 31.70 per ton Basic 32.87 per ton ,j I would recommend that the job be awarded to the low bidder. 44 'i Pursuant to your request I contacted Macasphalt in regards to combining this year and next .for a more favorable price and renegotiated the price to 030.50 per ton for approximately 2044 tons. There will be 063,500 available for this project. The state contract price for 0-10 miles is Ib31.00 per ton. A job — bid 60 days ago for the county was bid at $29.75.to the prime — contractor for a "Design & Construct" job. The county Public Works Coordinator is paying i631.LE7 per ton for jobs of this size.' I feel that we have received an excellent price and we will never buy it any cheaper. Following are the streets that I recommend be resurfaced; Sq. Yards Street Location t. 1500 Chestnut Street loth Street to West Ave. } 2933 Linden Street 12th Street to 10th St. 1493 Magnolia Street 12th Street to llth St. 800 Magnolia Street loth Street to West Ave. 4267 Seminole Street 12th Street to West Ave. 1667 Tenth Street Seminole St. to Minnehaha Ave. 3133 Twelfth Street Minnehaha Ave. to Lakeshore Dr. (partial) 3 2000 West Avenue Chestnut Street to Linden St. 3143 Eleventh Street Chestnut Street to Minnehaha Ave.' 269 Hinneola Avenue Past Avenue to Prince Edward 809 Osceola Street Shady Nook to Disston 811 Shady Nook Pitt Street to Osceola 885 Sheldon Place 3592 Disston Street Highland Avenue to Montrose 2800 Bloxam Avenue Desoto Street to Highland 8432 Desoto 5th Street to 12th Street (partial)