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12-20-1977 Supporting DocumentsMINUTES Nil 1461. REGULAR �4FETING A Regular Meeting of the City Council of the City of Clermont was held in the Council Chambers on Tuesday, December 20, 1977. The meeting was called to order at 7:30 P.M. by Mayor Claude E. Smoak, Jr., with the Following members present: Councilmen Byrd, Schroedel, Blackburn, and Honey. Other officials present were: City Manager Tiffany, City Clerk Carroll, Finance Director Sanchez, Public Works Director Smythe, Building official Nagel, and Chief of Police Tyndal. Others present were: Ms. Maureen Hurd, Ms. Doretha Range, Mr. & Mrs. Reg. Cook, Mr. & Mrs. Sidney Young, and the Messrs. Law,Sargent,Sar Matthews, Meginley, Jones, Borst, Cole, Marshall, Abel, Ritchie, and Ogden. The invocation was offered by Councilman Byrd, followed by repeating of the Pledge of Allegiance in unison by those present. The Minutes of the Regular Meeting and of the Special Meeting held on December 13, 1977, were approved as written. VARIANCE REQUEST With regards action taken by Council in their December 13th meeting on the request by Mr. H. A. Ross for a Variance to the Zoning Ordinance in order to construct a screened porch on his property described as Lot 11, Block B of Edgewood Place Subdivision, such action being their denial of the request, action was inadvertenly omitted as to the existing patio which he desired to enclose. Inasmuch as the patio in question would be allowable without benefit of variance in the proposed amendments to the Zoning Ordinance as Council had agreed upon, motion was made by Councilman^Bla+kb*�o nsecondedrAarClman �t ardsetbacks PUBLIC HEARING: RATE INCREASE Mayor Smoak announced the next order of business to be a Public Hearing to consider the request of Teleprompter Southeast, Inc. for rate increase approval on their cable TV services offered in the City, as provided in the existing franchise to operate and maintain a broadband communications system There was no one present who voiced objection to the request, whereupon moti M ae ti„ rnunrilman Rlackhurn. seconded by Councilman Honey and carried t PAYMENT OF BILLS Motion was made by Councilman Blackburn seconded by Councilman Honey and carried That the bills be paid. A copy is attached hereto. PERSONAL LIABILITY FOR ELECTED OFFICIALS Mayor Smoak advised of a previous request by him that information be obtained as to the alternatives available to the City for the inclusion of those city elected officials that might be brought for civil action for official action taken within the City, under the city's personal liability policy, and that City Manager Tiffany had made inquiries regarding the matter, which he would reduce to writing and submit for Council's consideration in the near future. FORMER EXCHANGE BANK BUILDING With regards the Offer of Purchase as submitted to the City for the former Exchange Bank Building, it was consensus of Council that an option be sought for the necessary length of time that would enable them to consider, in-depth, more concrete figures that needed to be obtained for the expansion of the existing City Hall as opposed to the purchase and accompanying costs of renovation of the former. bank building. Motion was thereupon made by Councilman_ MINun-'s Nn 1,162 Blackburn that the necessary documents be repared to includo the followin Submit to the Exchange National Bank in consideration of $1000, paid to the Exchange National Bank, an option exercised in favor of the City for a 60 day period on the existing property known as the former Citizens Bank Building including all the property contiguous with the building, but excluding the 69 foot section running from Minneola Avenue to Montrose Street, for a purchase price up to $100,000; That the option price be applicable to the purchase price, in the event that the City exercises the option; That the City have possession of the property upon execution of the option, possession being defined as the right to survey the building in-depth as far as construction and all those commensurate parts of construction; That the bank would furnish to the City, either an abstract or title insurance (whichever the City requires); That the closing costs be pro -rated in a normal manner including ad valorem taxes and any other pro -ratable portions; and, That the City not be held liable in any manner for any adverse action that might take place on that property while the option is in effect, and the bank continue to carry adequate insurance toward liability and hold the City harm- less for any action taking place during the option period. The motion was seconded by Councilman Honey and unanimously carried. Mayor Smoak requested that the completed document be considered by Council at their regular meeting to be held on January 10, 1978 for possible presentation to the Bank's Board of Directors meeting to be held on January 11, 1978. ACTUARIAL SERVICES Following request of Council that additional firms be contacted regarding proposals for actuarial services, City Manager Tiffany advised of interviews with personnel from three firms, and contacts with a municipal client of each, - and based on these and their proposals, which he had submitted to Council earlier for their review, he would recommend retaining the firm of Kruse, O'Conner, and Ling, Inc. of Gainesville at a fee quote of $850 for routine services. Motion was made by Councilman Byrd seconded by Councilman Schroedel and carried that the Citv Manaeer's recommendation be accepted. SPECIAL RECOGNITION A standing acclamation was afforded to Ben Blackburn, retiring Council member, upon the offer and move for adoption by Councilman Honey of A RESOLUTION OF THE CITY OF CLERMON1, LAKE COUNTY, FLORIDA, HONORING AND EXPRESSING APPRECIATION TO BENJAMIN P. BLACKBURN FOR OUTSTANDING SERVICE TO THE CITIZENS OF THE CITY OF CLERMONT and the motion was seconded by Councilman Byrd and unanimously carried_, with the number 307 beingassigned to it. The RESOLUTION was read to Councilman Blackburn in its entirety by Mayor Smoak, and a copy presented to him along with a presentation of his name plate. A gracious response was extended by Council- man Blackburn, following which, he vacated his Council seat. MINun's NQ 1463 OATH OF OFFICE The Oath of Office was administered by Mayor Smoak to Councilman -elect Lester Cole in Group No. 2, and to George J. Schroedel, the unopposed incumbent to Group No. h, and they took their places at the Council table. SEWER PLANS City Manager Tiffany advised of the City Engineer's recommendation that a permanent, reproducible set of plans for the city's sewer system be purchased due to the condition of the existing two sets of prints which the city has that are used extensively and are non -reproducible. He further advised of an estimated cost of such purchase @ $1,063. City Manager Tiffany concurred with the Engineer's recommendation. Motion was made by Councilman_Honey�_secon�ded�b Mayor Smoak and carried that the purchase be authorized as reconunended. COMMUNITY APPEARANCE STANDARDS Following a diligent study over the past several months by a special Committee of the Planning & Zoning Commission regarding community appearance standards, including landscaping, City Manager Tiffany and Mr. Jim Meginley, a member of that committee, advised it was the recommendation of the P&Z Commission that professional guidance be sought to assist in setting up an overall comprehensive landscape program from Mr. Joe Knight, a landscape architect who has done con- siderable work in Lake County, and whom was referred by the Lake County Planning Department, at a cost not to exceed $500.00. Motion was made by Mayor Smoak, seconded by Councilman Honey and carried that the recommendation be accepted. INSURANCE PROPOSAL City Manager Tiffany advised of the receipt of a proposed Subscription Agree- ment between the City and Whiting National Management Corporation whereinthe City would be allowed to participate in a new municipal reciprocal insurance company that is being set up, and he submitted copies of the agreement for Council's perusal. Due to the complexity of the proposal, and the need for in-depth study of the subject, it was the suggestion of Mayor Smoak, and Council was in agreement, that Council study the material thoroughly, reduce their thoughts to writing in order to discuss the matter in a work meeting the latter part of January to which representatives of the Company would be invited to further advise and answer any questions. SIDEWALK RECOMMENDATIONS City Manager Tiffany submitted the unanimous recommendations of the Planning & Zoning Commission on sidewalks, catagorized as to IMMEDIATE - MEDIATE - and LONG RANGE GOALS. It was the suggestion of Mayor Smoak, and Council was in agreement, that a single priority item in the Immediate Goals be instigated as soon as practicable, with complete cost totals being recorded for referral back to Council in order that they might project a solid program of needed sidewalk con- struction which the City could handle. Mayor Smoak thereupon moved that authorization be granted for construction of the first named priority, that being, a sidewalk on Desoto Street between East Avenue and School Street, an approximate length of 2600 feet to be constructed by city crews and financed with available city monies. The motion was seconded by Councilman Schroedel and carried. MINUTES N4 :1464 ORDINANCES Councilman Honey introduced AN ORDINANCE UNDER THE CODE OF ORDINANCES OF THE CITY OF CLERMONT, LAKE COUNTY, FLORIDA, NAMING AN UNNAMED STREET IN WINONA DAY SUBDIVISION, TO MINNEHAFIA CIRCLE, and the Ordinance was read for a first reading by City Clerk Carroll, by title only. There being no further business to be brought before the Council at this time, the meeting was adjourned by Mayor Smoak at 8:55 P.M. CLAUDE E. SMOAY., JR. - M YUR ATTEST: DOL�4l. CA�C� CLERK AN Exchange Bank December 20, 1977 Clermont City Council ClurmOnL, Florida Attention: Cordon Tiffany, City Manager Duar Gordon, Please find below an outline regarding our commitment to hell to the City of Clermont the old bank building located an Montrone Street in downtown Clermont. The sales price of the existing building and .land In its present condition together with thu property that adjoins the bank building to the West is offered to you for sale fit the price of $116,900. We would give you the option for 60 days to purchase the aforementioned properties for the consideration of $1,000.00. The option money will be deducted from the sales price of $116,900 if the city purchases the subject properties. If the city does not purchase the subject property, the option money would be forfeited by the city. Included in the option, we agree that any time during the 60 day period of time that the city informs the bank that it is going to exercise its option, then the city has an additional 120 days upon which to close the subject transaction. During the time that the city has an option and during the 120 day period to close, the city has the right of ingress and egress to the subject property. When the city exercises its option to purchase, our bank will finance the subject sale for the city based on a ten (10) year amortization at the sales price with an interest rate of 5%. 'There will be no prepayment penalty in the mortgage. At the time the option is exercised and the purchase is consummated, there will be a pro -rate of taxes on the subject properties. At this time I am not in a position to offer the old bank building and property for sale independent of the adjoining real estate. The bank's Board of Directors will have to approve any offer received that is different from that which is quoted above. If you have any questions regarding this commitment, please contact me. Sincerely yours, a Mr. J. E. Stephens, Jr. President JES/saj The EadSange Nalionzl Bank of lal,e Caunly Iliµµ_' 5U Y.O. II,n J, 0"'. 0l1, J."M I'J611 PA-1 . Memµer E.cµanOn a�nmlwrMlon TO: City Council FROM: City Manager and Finance Director SUBJECT: Actuary DATE: December 8, 1977 At your October 11 meeting, you discussed a proposal from David Norton of Milliman and Robertson for actuarial services. At your request, we contacted two additional actuarial firms who were invited to submit proposals. The three proposals are attached for your consideration. Comparing professional services is difficult and the lowest price is not necessarily the "best buy". We have interviewed personnel from the three firms and contacted a municipal client reference for each. Milliman & Robertson, Gainesville, is a national firm, although the Gainesville office is relatively new and does not have a track record. They have more or less taken Dr. Howard's practice and his staff. The municipal client con- tacted has only recently retained them. He is not totally satisfied but felt the problem might be temporary as the office is just getting started with Dr. Howard's former clients. Fee quote was $700 for routine services. Wyatt Company, Orlando, is a large national firm with an established office in Orlando and numerous municipal clients. They offer a wide range of consulting services. The client we contacted was very impressed, considered rates fair, and has had the firm draft pension ordinances for his city. A fixed fee was not quoted, but estimate range for initial routine services is $750.00 to $950.00 Kruse O'Connor and Ling, Gainesville, is an established Florida firm with numerous municipal clients offering a wide range of consulting services. The client we contacted was very impressed. This firm appears to be innovative. They provide recommendations that would reduce administrative and operational problems of our plans. They stressed that they strive to produce reports that would be more under- standable to the Council, Staff, employees, and auditors than a "string of numbers" reports that we have received in the past. Fee quote was $850 for routine services. Recommendation. We recommend retaining Kruse, O'Connor, and Ling, Inc. of Gainesville, despite a somewhat higher fee. They are the firm that appears most willing to provide consulting and reports understandable to us, not just to the technically experienced reader. Their consulting services will be increasingly important as pension laws become more complex and difficult to administer. cc: City Clerk w/attachments (12/20/77 Agenda) Gordon Tiffany , �n Tom Sanchez MII,I,INIAN Li RQl.i li lt'I'tii)N, iNO, ,ro w f'L)N!i 11 I: 1'INfI A["1'l1A Ifl1:h A�r�iu a nNrL r.n ii�uu�ninv r. �. AInI AI,Hr. 1�,NnN �nrr.r n.A �n I1 ,��nnniurH „.i Ilnu.,r Nl eo.oti.'uen NCI n, w. 1�p- urRcrr, Nuns a.l ,•. A. IIOK I:IPA UAI LBY.LLr, I1.O1110A :N:,1C: UNO Y'rl nICIHOrvHAR.l I.,Y P. A. 40A/O %:tTPOP A I, IC OO Ln,U N'rY Un I P.rP INR,r I. tl.A A � H[AnA,�lNnrl �`,YIII N r,, YYYerr, Y. 4AA�' NIHrvt YI r —A, P.A N. [V OYe^I. 4A PIIPRII ,'n A ARIR [, - 'e',rNr,, September 30, 1977 Aa CHUM, Y. Ir w 101 RI. 11 a MAN, L H A.111741 Mr. Thomas A. Sanchez Finance Director City of Clermont 1 Westgate plaza Clermont, Florida 32711 Dear Mr. Sanchez: I enjoyed the visit with you on Monday, and I appreciate your taking the time from your schedule to meet with me. As we discussed, this letter outlines the actuarial consulting services, and their cost, which we have proposed. Our services fallgenerally into two areas: periodic valuation and related services, and special studies or consulting regarding your plan. The first category includes an annual valuation of the pension plan (with the next valuation being as of October 1., 1977). As part of the valuation we will prepare a report giving the current actuarial statun of the plan and recommended contributions for the next year. We will also review the plan, and all of our actuarial assumptions in comparison with actual. plan experience. Asa supple— ment to the report, we will include any comments as to changes in the plan or its administration which we believe should be considered. We will also be available throughout the year to the plan trustees or the City staff to answer any questions regarding the administration of the plan. Thia includes verification of benefit calculations for terminating or retiring participants, and computing retirement benefits under alternate settlement options. Special services may include a periodic review of the plan and any proposed benefit changes, including an estimate of the cost of these changes. Changes in the plan may also be required to conform with changes in State or Federal pension laws. All of our cervices will be provided from our Gainesville office. Either myself or Elinor Bowman will be available to answer your questions. UVATTLE - PORTLANO OCNVER - LITTLE ROCK OAINCBVILLC, IL- eAN IRANCIBCO - LOU ANOCLCB - PNOCNIK CNIC A 00 . NOUB TON — ON— — NiLWAUN[C INOIANAPOLIB — PNILAOELPIIIA — NCW YORK — TORONTO Thomnu A. Sall liel, cumber 30, 1977 14ige 7. Our charges for consulting acrvlrvu me cunLumnrlly un the heals of tune expmaded on each project, plan direct expunNu,I ouch an computer laid trnvcl expensen. linch conuultant or other staff uwulbur Is aunigneJ all huurl,y rate cununensurnte with the ufe.snlunal. qualifientions of that person. Our toltal training, uxperlenru, nuJ pr charges will, of coarse, vary with the slxa and cumploxlty of the project being Performed. For those Items referred to an apeclal. sar.vicen, we wl.11 bill. on our normal titan and expense basin. We wll.l_ howavar, be plonnod to pr.ovidc an estirnnto of the cant of ally project before It in ncLlurlly begun. For I:he periodic services agree described abuve (valeatiou and routine adnllnlsLratio❑ of benefits), we will, to n filled fuc of $700 per year In Ilee of our normal time and expense billing. This lncluden the actuarial. val.unti.on fur general employees nn wul.l ns fire and police enp>loyeea. If you desire Lo continue with M1ll.iman 6 Robertson, Inc. as your consulting actuary, I will appreciate a written confirmation from you that the services and charges as outlined in this letter are acceptable to you. 'Thank you for your cmisiderutlon, and Ilook forward to worklni; with you in the future. Sincerely yours, David C. Norton, r.S.A. consulting Actuary DEN:sma MILLIMAN 6 RC BERTBCN, INC. CONSULTING ACTUARItB 0I110 nO0 II'A 1 C I.KVC LAIlO C)ALLAO OCn101T ,on VIOIITII HONOLULU IIOUnTOM L06 A14OKLCO M Ir111CAP0 LlO- OT. PAUL RECEIVED 0 CT?t7 1977 MIAMI CW TOOn OIILAII00 "'IL AOCL PIMA W COMPANY T1.1M Ja" ll AIKOO nnn rllnncoll wnnuuRnrml AGTUAIJIKS AND 1.0111ULTAl1TI4 IAOIITII Y.AI. OT TAWA vRR InRcr Ar(nubPpP.R LM MLpr(L r LAub 'rf uLllrb CO ur'(Irb •llnlr uR rrR xrtb vOMV Urr �f.A lrnllb rr,,rrA rlLw(Ir1 T O(IO MTO VAIIC OUVCII R 14Y WII O(1 P I,10 L(IOP ALTAM UIITF tl1 Ill tl A. YI.0 I,IUA JA101 I19 n1 nA0•Rn rin October 25, 1977 Mr. Tom Sanchez Controller City of Clermont City hall Clermont, Florida Dear Mr. Sanchez: The purpose of this letter is to set forth our proposal for providing actuarial and consulting services for the City of Clermont General Employees and Police and Fire Pension Programs. It is our understanding, from my discussion with Mr. Sanchez, that the City desires a valuation of the three plans covering all City employees. Based on past experience with similar assignments, it is suggested that the September 30, 1977 actuarial valuation be accomplished using the following procedure: 1. Preparation of the actuarial report covering the Cityls retirement plans as they exist. 2. Discussion of the report with City officials. 3. Preparation of individual employee statements setting forth the benefits payable to each employee based on the applicable plan provisions (see sample enclosed). it is estimated that our fee for the services as outlined above would range between $750.00 and $950.00, depending on the time required to success- fully complete the assignment. Our fee structure is simply to charge a client for the time we spend in completing requested assignments. 'thus, our fees are generated on the actual number of personnel hours required for an assignment and on the actual hourly rates of pay for the personnel performing the work, with a standard loading to cover the cost of our overhead expenses, such as office rent, telephone service, travel expenses, equipment, cost of employee benefits, etc. We always have two key people assigned to each client. For example, if the City of Clermont was a client, then the primary responsibility would be Pngo Two Mr.. Tom Sanchez October 25, 1977 assigned to James E. Shively, Consultant, and secondary responoibil.ity would be assigned to one of the two actunrico in the Orlando office. 'These people would be contacted at tl:e following address: The Wyatt Company 259 Whooping Loop Altamonte Springs, Florida 32701 Telephone: (305) 830-7660 In this way, we attempt• to maintain continuity as well as have personnel read- ily available to answer questions without delay. Listed below is a brief sum- mary of our personnel in the Orlando office: R. James Methven - Consultant and Manager, Miami and Orlando offices; 15 years with The Wyatt Company in Florida; affiliate American Academy of Actuaries. James G. Shively - Consultant, Orlando office; 17 years with The Wyatt Company in Florida. Ronald Hirsch - Associate Actuary, Orlando office; 3 years with The Wyatt Company in Florida; member Society of Actuaries. Roy Platt - Fellow, Society of Actuaries, Orlando office; 1 year with The Wyatt Company in Florida; member Society of Actuaries and American Academy of Actuaries. Cheryl Haun - Actuarial Assistant, Orlando office; 4 years with The Wyatt Company in Florida. Nancy Shively - Secretary, Orlando office; 3 years with The Wyatt Com- pany in Florida. Also, members of our staff are enrolled actuaries. At the present time, the Orlando office is responsible for the following confidential list of municipal clients: City of Clearwater - General, Police, and Fire City of Kissimmee - General, Police and Fire City of Deland - General, Police, and Fire City of Hallandale - Police and Fire City of Holmes Beach - Police City of Rockledge - General, Police, and Fire City of Quincy - General, Police, and Fire City of Leesburg - General and Fire Page Three Mr. Tom Sanchez October 25, L977 Each of the above are the primary responsibility of Janes E. Shively, with secondary responsibility assigned to one of the two actuaries. In addition to the above listed municipal clients, we also do actuarial and consulting work for the following: Barnett Banks of Florida, Inc. Ellis Banking Corporation Southeast Banking Corporation Ryder Systems, Inc. Florida Power and Light Our Miami office is responsible for the following municipal clients: City of Coral Gables - General, Police, and Fire City of Fort Lauderdale - Police and Fire City of North Miami Beach - General, Police, and Fire City of Key West - General, Police, and Fire Town of Surfside - General, Police, and Fire Village of Miami Shores - General City of Delray Beach - General We trust the above and the copy of our Company brochure left with you will give you the necessary information to consider The Wyatt Company for this important. assignment. tie appreciate the opportunity of submitting this proposal and look forward to meeting with you to discuss our proposal and answer any questions, at no obligation whatsoever. Sincerely, James E. Shively Consultant JES:ns Enclosure r i RETIREMENT PLAN FOR EMPLOYERS OF 'fill; CITY OF CLERMONT IMPI,OYE, BENEFIT STATEMENT AS OF VALUATION DATE OCTOBER 1, 1977 I �I NAME :JOHN DOE ANNUAL RATE of DATE OF DATE OF NORMAL COMPENSATION AS OF B'CRTH EJIPLOYMENT RETIREMENT DATE VALUATION DATE i O1-04-51 02-06-74 02-01-16 $ 10,080 ASSUMING YOU CONTINUE TO WORK UNTIL YOUR NORMAL RETIREMENT DATE, YOUR SALARY REMAINS AT THE AMOUNT SHOWN ABOVE, AND YOU ELECT THE NORMAL FORM OF PAYMENT, YOU CAN RETIRE ON YOUR NORMAL RETIREMENT DATE WITH AN ANNUAL RETIREMENT INCOME FROM THE PLAN OF $ 4,374 TO 14HICH YOUR SOCIAL SECURITY PRIMARY INSURANCE C, AMOUNT WILL ADD AN ESTIMATED ANNUAL INCOME OF $ 6,040 RESULTING IN A TOTAL ANNUAL RETIREMENT INCOME OF $ 10,414 i THE ACTUARIAL VALUE REQUIRED TO PROVIDE YOUR RETIREMENT INCOME FROM THE PLAN AT YOUR NORMAL l RETIREMENT DATE WILL AMOUNT TO $ 42,199 AS OF THE VALUATION DATE YOU HAVE ALSO ACCRUED THE FOLLOWING 1 ANNUAL RETIREMENT INCOME COMMENCING AT NORMAL RETIREMENT DATE RETIREMENT INCOME $837 ACTUARIAL VALUE $ 1,289 �j YOU ARE 0% VESTED IN THE ABOVE ACCRUED RETIREMENT INCOME ] 1'' ASSUMING YOU CONTINUE TO WORK AS A FULL—TIME EMPLOYEE, YOU WILL i BECOME 100% VESTED ON 03-01-84. I t•i I! `I �.a' NOTE —THE BENEFITS SHOWN ON THIS STATEMENT ARE APPROXIMATIONS BASED ON EMPLOYEE I, DATA USED FOR THE ACTUARIAL VALUATION OF THE PLAN. THE BENEFITS ACTUALLY PAY— ABLE UNDER ANY CIRCUMSTANCE SHALL BE BASED ON THE GOVERNING PROVISIONS OF THE C PLAN AND ON COMPLETE AND ACCURATE INFORMATION OBTAINED AT THE TIME OF DETER— III MINATION OF THE BENEFIT. 4l (NOTE: THIS IS A GOLD BORDERED STATEMENT PREPARED ON THE COMPUTER.) RECEIVED .7 1977 j 1 T(Rf1 il:, O C-QNNIOIt )irrn I,lir'('r IN/1, "7,IMOT tIPOw flDn0MEv NO,WU 300 I.IAIIIATION, rLODIDA .11]94 110CI A19•11100 �r,rtlu�/rn/.J rrrrr/ �'r�rniird N OIIT II/CCNTnAL I'LO nIDn OPr1GC Jain IIOI, I IIWt- loll- AVEIIOE p Al1,Ep V144 [, IL OIIIOA iap01 moral 3--.o Gainesville, Florida November 4, 1977 Mr. Thomas A. Sanchez Finance Director City of Clermont City Nall Clermont, Florida 32711 Dear Mr. Sanchez: The purpose of this letter is to outline the scope of the work we would anticipate doing for the City if employed, to describe the qualifications of our Firm, and to provide you with the cost figures involved in performing this work. The regular actuarial valuation determines 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. 8. Prepare either individual employee certificates or a list of projected benefits for all employees for communication to them, if desired. 9. Assist in the preparation of Reports for the State Treasurer's Office as required under Chapter 175 and 185 of the Florida Statutes. 10. Prepare IRS Form 5500 and any other required annual federal filings. r Mr. Thomas A. Snnchaz Page 2 November 4, i977 Other work which would be performed as needed would include such Items as benefit calculations for pending retirees or vested terminations, actuarial Studies regarding benefit Improvements, consulting services on special questions or problems, oral communication of retirement program to employees, and other similar non -regular Items. If we are employed, as part of the first actuarial valuation we would also, at no additional charge, review and make general recommendations where appropriate as to the following: I. Overall structure of the retirement program. 2. Types and levels of benefits provided. 3. Annual vs bi-annual or other periodic actuarial valuations (since this depends largely on the past experience and stability of the group, an answer cannot properly be given until after completion of the valuation). 4. Whether to merge any of the currently existing Plans. 5. Methods of reducing administrative costs, wherever applicable, or whether current level is appropriate. 6. How to best provide mechanics of City contributing on behalf of employees. The Firm is very heavily involved in work with Florida municipal retirement programs, on a continuing basis, and at the present time we perform services on behalf of such programs in approximately 25 Florida cities, ranging in size from small to that of St. Petersburg and Miami. We are a Florida corporation and have intentionally restricted our activities to client work in the State; as a result we feel that we are specialists in Florida municipal work. Our staff hold memberships, at the Associate, Fellow, and Member levels of the Society of Actuaries, Conference of Actuaries in Public Practice, and the American Academy of Actuaries, the three generally recognized national actuarial bodies, as well as the American Bar Association. We have our own very extensive computer facility, here in Florida. Although certainly not the largest actuarial Firm available, we are fully qualified in every way to perform this work. In fact, we have intentionally limited our growth and have emphasized instead the quality of service rendered. We do not mass produce numbers or submit incomprehensible volumnious Reports. We feel that the consulting aspect of our work is the most important and that mathematics is a tool to be used, but not to excess. Our goal is to produce Reports that are straight forward and non -technical. It is our opinion that bigness does not necessarily mean quality - and in fact, in many ways, bigness can result Mr. Thomas A. Sanchez Page 3 November 4, 1977 in lack of quality. We take great pride in what we have been able to accomplish for our clients through placing the emphasis on service and quality work, rather than on size. Our charges for Items 1 thru 7 of the actuarial valuation and review as described above would be $850. For Items 8 thru 10 and non -regular Items, hourly charges within the Firm vary from a low of $20 to a high of $75, depending upon the type of work being done and upon who does it. We always attempt to have work performed at the lowest qualified charge level. We are always prepared to commit to a pre -determined level or range of charges for any particular Job so long as the work to be done can be relatively well defined for us. The maximum charge for items 8 thru 10 would be $200. 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. 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, GeS� Ling; tmp M LA,( C- AVe M TO: City Council FROM: City Manager SUBJECT: Sewer Plans DATE: November 14, 1977 Attached is correspondence relating to our purchasing reproducible prints of our sewer system. The "as built" plans for these utilities consist of 535 small blue- print sheets. We have two non -reproducible copies, one at the sewage treatment plans one at to bey Hall. For replaced becauseeofears normalese wearlans have been heavily used and tear. It is desirable to have reproducible copies to avoid the high cost of replacing the prints from the originals each time we need a set. The originals are the property of Boyle Engineering, the successor firm of Michael-Stiggins. Our Engineer's recommendation is contained in the attached letter. I Join him in recommending that we purchase a permanent, reproducible set of plans for an estimated cost of $1,063. SPRiivGSTEAD AND ASSOCIATES, INC. 734 N. 3RD ST, ROOM 101 �q7 pp P, O. 0OX 303 670131111119 6191neeli ILLSDURG, TL, 3710 190417074616 _ WEST HWY 476 P. OBOX 303 November 11, 1977 WA&F OUSnNLu, TLA. 33513 19")793.3639 Mr. Gordon Tiffany, City Manager City of Clermont 1 West Gate Plaza Clermont, Florida 32711 Re: City of Clermont Water & Sewer Plan Sheet Prints E-113 Dear Gordon: Please find enclosed a copy of a letter dated November A, 1977, from Mr. H.W. Hawseker, P.E., Boyle Engineering Corporation. This letter concerns the cost of Boyle Engineering providing prints of Clermont sewer and water plan sheets. I suggest that we purchase the 11 x 17 ammonia mylars so that we can add to them as the City systems expand. The following is the cost breakdown for such purchase: _. (5535) 11 x 17 ammonia mylars $ 802.50 (Estimated cost) 160.50 100.00 Total $1063.00 Should you have any questions concerning this, please give me a call. Very truly yours, SPRINGSTEAD AND ASSOCIATES, INC. U (�o�n W. Springstead, P. E. JWS:mm —,' �n •�1�� Encl. vvv Soh= F OL410 Enc711-700Nnr.7 CC141-7011Obar7 Cr.11'1!:L71(rl'1L7 L'; 1'1L11!'11..'fAI LSD C:l1rV r!LI ❑!a 301b rd.f Snu Ih s0'W 00and1,, rr-dda 321I03 34n 5U la•s:!:rI Mr. Bruce H. Phillips November 4, 1977 SPRINGSTEAD & ASSOCIATES, INC. Post Office Box 283 Leesburg, Florida 32748 City of Clermont/Water & Sower Plan Sheet Prints Pursuant to your modified request, we have estimated the cost of providing prints of Clermont water and sewer plan sheets as follows: Unit Price 535 - 11 X 17's 535 - 24 X 361s (1.5 SF) (6.0 SF) Blueprints $ .08/SF $ 64.20 $ 256.80 Sepias $ .45/SF $361.13 $1,444.50 Ammonia Mylars $1.00/SF $802.50 $3,210.00 The printing costs above are estimates and will vary with the number of prints actually made. We estimate 535. In addition to the reproduction cost, we will have to add twenty percent of the printing cost, plus the cost of time we spend handling this project for you. The handling cost could amount to several hundred dollars. If you want us to do this for you, please provide the following: 1. A letter from the City Manager or Mayor of Clermont requesting that we release the requested prints to you. 2. Send us your check for the estimated cost of the printing options which you select, plus 20%,`plus $100. Mr. Bruce H. Phillips Springstood & Associates, Inc. Pago Two November 4, 1977 We will than Initiate the required effort and will ship everything to you, with the bal- ance C.O.D.. BOYLE ENGINEERING CORPORATION H. W. Haeseker, PE I Principe Engineer mes O- B99-197-00 TO: City Council FROM: City Manager SUBJECT: Community Appearance Standards DATE: December 5, 1977 For several months, at your request, a special Committee of the Planning and Zoning Commission has been discussing "Community Appearance Standards", Including landscaping. At the December 5 meeting, the full Commission heard the Committee recommend that a Landscape Architect be retained to assist the Committee in its work. The Commission unanimously voted to carry this recommendation to you. We have not been able to get the help that wP sought from the University of Florida in preparing City-wide landscaping guidelines. The Lake County Planning Department put us in touch with Joe Knight, a landscape architect who has done considerable work in Lake County, most notably for the City of Tavares. Mr. Knight will give the P&Z Committee the help that it needs to improve - our landscape ordinance, prepare landscaping guidelines, and assist the Staff in setting up a comprehensive landscape program including street tree planting. Cost of this assistance will be under $500. I join the P&Z Commission in recommending that you authorize me to hire Mr. Knight to provide the above -outlined technical assistance at a cost not to exceed $500. cc: City Clerk (12/ 0/77 Agenda) �D TO: City Council FRO14: City Manager SUBJECT: Sidewalk Recommendations DATE: December 16, 1977 Attached is a copy of the unanimous recommendations of the Planning and Zoning Commission on sidewalks prepared at your request. (I have added Pitt Street to the Long Range List). Any major sidewalk construction would likely be done by contract. - Recent price for sidewalk construction, including surveying and layout, is about $6 per lineal foot. City crews could do some of the recommended construction for less than $6, particularly in areas without grade problems such as the two top priority areas. There are two major policy questions to be answered: (1) How much, when, and where should sidewalks be built? and (2) How should the program be financed? Most of the sidewalk segments listed would provide substantial public benefit and could be financed wholy from general funds. Sidewalks would enhance the value of adjacent private property, though, so some of their cost (50/) could be financed from assessments. The assessment process is lengthy and would add both time and cost to the sidewalk program, however. 6,Id'01,1 C Gordon Tiffany cc: City Clerk w/attachments (12/20/77 Agenda) CITY OF CLERMONT Recommendations to the City Council from the Planning and Zoning Commission on Sidewalks November 16, 1977 I. IMMEDIATE GOALS Begin measures to implement the following construction in order of priority (showing approximate length in feet): DeSoto Street between East and School Street (2,600) Bloxam Avenue from Hwy 50 to Highland Ave. (900) 3. Bloxam Avenue from Hwy 50 to Nook St. (1,800) 4. Highland Avenue from Bloxam to East (3,000) AND East Avenue from Broome St. to Hwy 50 (300) S. Hook Street from The Crescent to Lake Shore (900) 6. Minnehaha Avenue from Cast to Drew (400) II. MEDIATE GOALS 1. Adopt ordinance (similar to existing subdivision ordinance) which requires as a condition of issuance of certificate of occupancy the construction of sidewalks along any of the below named streets and on any block where there are existing sidewalks. (This concept could also be extended into any requests for remodeling or substantial repair of existing property - in order to insure conformance to the sidewalk master plan".) 2. Consider the most effective, fair, and expediant method of financing the n necessary sidewalk construction program. 3. Recommend to the School Board of Lake County that it participate in a side- walk construction program which completes the installation of sidewalks along the roadways of all school properties within the City. III. LONG RANGE GOALS 1. Provide for the safety of pedestrians by removing them from roadway. 2. Provide safe vehicular visibility by removing pedestrians from roadway. 3. Provide for safety of wheelchair and handicapped pedestrians by providing ramps rather than step at curbside of intersections of heavy use by the persons. 4. Limited or restrictive parking along narrow streets of heavy traffic. 5. To insure the construction of sidewalks along every collector street within the city limits (sidewalk master plan): Grand Highway Lake Shore Drive Bloxam Avenue Minnehaha Avenue Disston Avenue Highway 50 East Avenue Highland Ave. from East to Bloxam Fifth Street Montrose St. -from 5th to 12th Eighth Street Osceola Street -from East to 8th Hest Avenue Grand Highway -from East to Hillside Twelfth Street Pitt Street GENERAL FUND Amsterdam Printing & Litho Corp. Battories By Pisher Bureau of Busineon Practice Clements' Fla. Telephone Corp. Fla, Power Corp. Jerry'n Lock & Key Kennedy Co. Leesburg Transfer & Storage Maddens Elect. Service Glivenbaum Insurance Agency Roy Lippe South Lake Press Sears Roebuck & Co. Springstead and Associates UTILITIES DEPARTMENT Curtin Matheson Scientific Conan Inc. Fla. Telephone Corp. Fla. Power Corp. Moreland Chenical Co., Inc. Mag-Low Motores, Inc. Oxford Chemicals Olivenbaum Insurance Agency Roy Lipps Southeastern Municipal Supply Springstead & Associates Robert J. Trudell ACCOUNTS PAYABLE DF.CEMBER 20, 1977 (office Supplies) 18.70 (Battery) 35.45 -' 5.0S (Safety Posters) (Pont Control) 10.0Q (Utilities) 401.93 (Utilities) 4113.27 (Keys) 3.00 (A/C Maint.) 96.00 (Voting Machinen) 50.00 (Repair Not Water Nester) 37.55 (Liability Insurance) 22424.00 (Brooma Street) 348.00 (office Supplies) 41.45 (Chain Saws) 242.00 (Engineering Service) 848.87 28675.27 (Lab. Supplies) 59.71 (Blades) 77.35 (Utilities) 135.13 (Utilities) 3757.53 -. (Chemicals) 685.70,_ (Auto Maint Parts) 7..89" (Lab. Soap) 66.73 (Liability Insurance) 5606.00 (Utility Relocation) 480.00 (Repair Clamps & Bands) 84.25--c (Engineering Service) 768.88-: (Borrow Pit Lease) 450.00 ' 12179.17