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06-15-1976 Supporting DocumentsMINurEs no 1.299 REGULAR MEETING A Regular Meeting of the city Council of the City of Clermont was held in the Council Chambers on Tuesday, June 15, 1976. The mooting was called to order at 7:30 P. M. by Mayor Claude E. Smoak, Jr. with the following members present: Councilmen Schroedel, Byrd, Blackburn, and Beals. Other officials present were: City Manager Tiffany, City Clerk Carroll, Director of Community Services Smythe, Building Official Nagel, and Chief of Police Tyndal. Others Konsler,wrepresentaiss itivelofOthesSentineand �l/Star,swaszalsoaprend sengent. Miss Karen invocation inson The given uniCouncilman those presentfollowed by repeating of the Pledge ofAllegiance The Minutes of the Meeting held June B, 1976 wore approved as written. MAYOR'S REPORT Mayor Smoak reported that he and City Manager Tiffany had appearerequest anfextensi nore the oofuthenvarriance regarding Control Board on the une l4th o the city's effluent disposal problem, and that a six month extension had been granted,based on the condition that Council immediate- ly pursue and determine alternative means for the city's effluent disposal, and that the marshland property owned by Inland Groves Corporation and the 80 acre parcel abutting it owned by Mr. Seckler, had been discussed. COMMENTS BY COUNCIL MEMBERS Councilman Schroedel, liaison representative to the Library Board, reported as follows: That the Board had placed $1250.00 in a separate account, a requirement to apply for a matching fund bicentennial grant, and it presently looked very promising their application would be approved; That the majority of these funds were earmarked for internal improvements at the Library, primarily in the child,rens:section; That there had been an excellent attendance at the first session of their sumner program held last Thursday; and, That upon finalization of their budget, they were requesting financial assistance from the city in the amount of $17,644.00. Councilman Beals reported that he, City Manager Tiffany, Council- man Schroedel, Community Services Director Smythe, and representa- tives of prospective buyers, Messrs. Grizzard and Beck, had made an inspection this date of the former Exchange Bank Building, and had taken the representatives on a tour of the city hall building, with regards a possible exchange, and would keep Council posted on this pursuit. It was the suggestion of Mayor Smoak that an estimate of capital outlay expense which would be necessary to revamp the bank building for city purposes, be kept in mind in their negotiations. COMMUNICATIONS Mayor Smoak advised of a communication received urging that Council take action with regards door-to-door solicitations, and he had advised this matter had been referred to the City Attorney for preparation of the necessary ordinance. ,7 MINLA I S ENGINEERING INVOICE 73 N9 J. 300 City Manager Tiffany advised that an adjusted engineering services invoice on the water extensions made along Grand High- way and U. S. 27 to the south city limits had been received, which reflected a downward adjustment of $1,658.53; That this adjustment had resulted from their revision of the estimated construction costs of this project originally, and was being based on current Dodge Guide price units; That he felt such basis was equitable in determining costs for such construction, and he would recommend that it be accepted; That an adjusted invoice had also been received on the balance of the waterworks and waste water facilities improvement projects, but he questioned the billing table used for a portion of the water distribution part; and, felt that further consultation with the engineers, and possibly with FmHA representatives, was in order. Council was in agreement that the City Manager should proceed as he had recommended. BOATING DOCK BUMPER SYSTEM City Manager Tiffany reported receipt of a proposal from Delta Marine Constructors for construction of a timber bumper and fender system to be secured to the proposed new boating dock at Jaycee Beach at a cost of $748.00, and recommended that it be accepted. Motion was made by Councilman Beals, seconded by Councilman Blackburn and unanimously carried that the proposal be accepted. COMPREHENSIVE PLANNING COMMITTEE APPOINTMENTS In order to aid the Lake County Planning Department in their preparation of a comprehensive plan for the city as to goals and objectives desired by the city to be included, Mayor Smoak requested that Council formulate recommendations for appointment to a committee for this purpose, and opined that the membership should consist of five or six members who presently represent the city council, the P & Z Commission, and the community -at -large. He further requested that these recommendations be presented at the next meeting. P & Z COMMISSION RECOMMENDATION FOR ZONING CHANGE It was the recommendation of the P & Z Commission that the southern one-half of City Block 75 be rezoned from its existing commercial status to that of R-3 residential in order that it be compatible with adjacent zoning, and consistent with the philosophy of using rear property lines for zoning boundaries instead of streets. Motion was made by Councilman Byrd seconded by Councilman Blackburn and unanimously carried that this recommendation be accepted and the City Attorney be instructed to prepare the necessary ordinance There being no further business to be brought before the Council, the meeting was adjourned by Mayor Smoak at 8:07 P. M. 2[.DcL Claude Smoak, Jr., Kay& Do ores W. Carroll, City Clerk TO: City council FROM: City Manager SUBJECT: Dawkins Engineering Bills DATE: June 15, 1976 'rho attached letter and two revised invoices from Dawkins and Associates were delivered today to City Hall. Invoice Number 6P-1710 is a Credit Memo for $1,090.71 adjustinq total fees earned to date to $21,091.19 from the previously billed $22,181,90. The credit results from billing all work from "Schedule I" of our FmHA form contract at 10.3% of construction costs, instead of billing water and sewer work separately at a higher rate. Our contract provides that Table I will be used to calculate engineering fees for "water supply, water treatement, and water storage facilities; and wastewater facilities." The contact specifically states that the City intends to construct "expansions to the water supply, treatment, storage, and distribution systems, and improvements to the municipal wastewater facilities." Since "water distribution" is referred as one purpose of the contract but is not included in the list of items to be paid using the higher Table I rates, it appears that fees for water distribution engineering work were intended to be calculated from the lower Table II rates. The adjusted billings received today use Table I to calculate fees for non-complex water distribution work at the same rate as for more complex kinds of engineering work and are properly billed from Table I. Invoice Number 6P-1709 is for engineering services relating to the water extensions along Grand Highway south of U. S. 27 to the City limits. This was the work that was performed by City crews and that lead to discussion of Dawkins' billing procedures. Mr. Rector has calculated a revised estimated construction cost of $23,691.16 for this work compared to the original billing based on an estimated cost of $35,920.25, and the City's actual cost of about $11,200. This new estimate from the firm is based on the current Dodge Guide unit prices. I feel that this procedure is an equitable and reasonable means of estimating construction costs for this project to determine proper engineering fees. Mr. Rector last week offered to meet with the City Council to discuss this matter further, and in letter heesuggests matterbthat, should referred there still be disagreement on this billing p re, FmHA for interpretation of the contract. I was not able to contact Mr. Rector today to ask about billing for water distribution engineering work from the lower Table II rates, and I do not know exactly what the money difference in the billing would be. I do feel, page 2 City council Dawkins Engineering Bills June 15, 1976 Citoil this th he however, that Mr. r. Rector and Ihas 0 ktthat ea final solutionto be candidicantbe reached that complicate thin will satisfy both parties, I recommaction end that, after discussion Pending thiscontacting Mrenda C111Rectorhto discuss the vattabled to butionthe uportioneofithepb1111ng,yand Perhaps to consult with (mHA representatives for their interpretation of the contract. ,1 66-rd'on Tiffany L.' 4ffo �, DAWKINS&ASSOCIATES, INC. CONSULTING CIVIL AND ENVIRONMENTAL ENGINEERS June 14, 1976 Mr. Gordon D. Tiffany City Manager City of Clermont O1 West Gate Plaza Clermont, Florida 32711 Invoices for Engineering Services -- U. S. Highway 27 Extension -- Project I -- Waterworks Improvements Project II -- Sewage Collection System C44-S05-E40 C44-505-E50 C44-S08-D50 Dear Mr. Tiffany: As requested in the meeting held in your office May 17 between City officials and representatives of our firm, and in compliance with the May 24 Memo from Claude Greene, State Director, FmHA, invoices for engineering services re- . _ _ garding the subject projects have been revised and are submitted herewith for your review. Contract construction prices for Projects I and II -- which were bid and awarded simultaneously -- have been lumped together for purposes of determin- ing the engineering fee, in compliance with Mr. Greene's interpretation of the agreement for engineering services. Using this method, the fee must be determined from only one of the two tables included in Attachment I of the agreement. It is our opinion that all work in the two projects determination, and sthis of smethod ewas nt cused eintpreparation ofy to warrant sthe fTable for attached invoices. Please note that the revised invoice for Projects I and II reflects a credit to the City of $1,090.71 for work performed to date. Subsequent invoices for construction phase services will be based on the revised billing procedures, resulting in further savings to the City. The revised invoice for the waterworks improvements along U. S. Highway 27 reflects a downward adjustment of $1,658.53 in work performed to date. For this project -- on which construction work was performed by City forces the City feels that the use of our pre -construction cost estimates for fee determination would be unfair due to their being based on the use of cast iron pipe. Similarly, we feel that use of the City's estimate of its costs for deter- mination of engineering fees would be unrealistic due to the apparent absence of cost accounting procedures to adequately document all costs. CORPORATE OFFICES • 520 NORTH SEMORAN BLVD. • P.O. DRAWER 14024 • ORLANDO, FLORIDA 32807 •. 305/275-3011 Mr. Gordon 0. Tiffany -2- June 14, 1976 City Manager City of Clermont, Florida The revised invoice for our services on this project is based on what we consider to be an equitable compromise -- the use of average unit construction costs for installation of PVC and asbestos cement pipe as presented in the 1976 Dodge Guide for Estinidting Public Works Construc- tion Costs. Under our agreement with the City, for work performed by City forces we would be entitled to 70 per cent of the fee through the design phase (as computed from Table 2 in this instance due to the non-complex nature of the work), with subsequent billings for additional services at hourly rates as set forth in the agreement. We would like to point out that under the agreement we would be eligible for a higher fee percentage on work with a construction cost of less than $100,000. The revised invoices are based on what we feel to be an equitable inter- pretation of our agreement for engineering services, certain ambiguities of the agreement notwithstanding. However, should the City still dis- agree with our invoicing procedures, we recommend that the matter be sub- mitted to the U. S. Farmers Home Administration office in Gainesville for determination of equity. Should you have any questions relative to the invoices, please advise. Sincerely, DAWKINS & ASSOCIATES, INC. R. C. Rector, P.E. Project Manager RCR/cwt Enclosures COMR(NED INS° AND 51... 4' ENT DAWKINS&il ASSOCll IATEll S. INC, Cp �0"..Cl14024, 011ando,ll, FW11141177U07 000/270.0011 TO. City ofAttention: INVOICE N0, 6P-1710 CREDIT MEMO Mr. Gordon D. Tiffany INVOICE DATE June 10, 1976 City Manager !il West Gate Plaza Drop PIIOJEC'r C44-SO5450 Clermont, Florida 32711 C44-SOB-D50 CLIENT'S PROJECT 11-11.r UPON MUCNTATIONI Pon PIIOPLn Cn[DIT PLCA51' IICI'CI'1 To AROVI: INVOICC NUMRL'll WHEN nLMITTINH FOn PROPCSSIONAL. GL'RVICL'5 111:NOL'II14OI WATERWORKS AND SANITARY SEWERAGE IMPROVEMENTS Partial Billing No. 3 -- Construction Phase Project I -- Waterworks Improvements Project 11 -- Sewage Collection System, Area 19 A Basis of Billing -- In accordance with our Contract dated June 28, 1973, FmHA document 442-19 and Attachment I thereto at 10.3 per cent of net construction cost. 1. Estimated Construction Cost: $1'L2,924 75 Project II _ Project 1 • • • • • g5,939.45 .$218,863.70 2. Estimated Engineering Fee: 22,542.96 Total Fee @10.3%(Table 1 of Contract) .b Through Award (80%) Phase $18,034.37 Construction (20'z) Phase _ 4,508.59 B_ Status of Work This billing based upon construction phase or 180 days. Now 122 calendar days into construction phase (February 9, 1976 through June 10, 1976). Completion to Date: 122/180 = 67.8%* C. Fees Earned to Date 80% x $22,542.96 . . .(through Award Phase). . .$ 18,034.37 67.8% x $4,508.59 . . (Construction Phase). . 3,056.82* Total Earned to Date . . . . . . . . . .$ 21,091.19 Less Previous Amount Billed 22,181.90 Credit to City . . . . . . . . . . . . . . . . .$ 1,090.71 *CREDIT AMOUNT THIS INVOICE . . . . . . . . $1,090.71 *Amount yet to be earned equals $4, /cwt508.59 less $3,056.82, or $1,451.77 vs. $1,090.71 credit above. Ae. A INV,_ rCE DAWKIN6&ASSOCIATES, INC. AND STATEMENT Conaullma Civil and Envi,omnonlol EnDlnoorn P.O. Draww 14024, ollanda, MOW 371107 305/27a3011 TO: City of Clermont INVOICE NO, 6P-1709 Attention: Mr. Gordon D. Tiffany City Manager INVOICE DATE June 10, 1976 B1 West Gate Plaza Clermont, Florida 32711 D w A PROJECT C44-SO5-E40 CLIENT'S PROJECT PAVAnLC UPON Pn ESCNTATIONI Pan Pnoprn CREDIT PLEASE nEFER TO ADOVL' INVOICE NUMOCn WHEN RCMITTINO Pan PROFCSSIONAL SERVICES nCNOCRCD. WATERWORKS IMPROVEMENTS Partial D�illing No. 1 -- For engineering services through June 10, 1976. water main extension along Grand Highway, Hook Street and U. S. Highway 27 to the City limits, City of Clermont, Florida. A. Basis of Billing -- As per our Contract (FmHA Document) for Engineering Services dated June 28, 1973. Estimated Construction Cost $23,691.16 B. Project Status -- Design 100% complete. City forces to do the work of construction. Conditional approval by Florida Department of Environmental Regulation effective March 26, 1976. Provisions include engineer's certification as to construction in conform- ance with plans and specifications together with satisfactory bacteriological analyses. C. Fees Earned to Date Fee Earned through Design Phase: (Table2) 70% x 8.5% x $23,691.16 . . . . . . $ 1,409.62 Fee Earned subsequent to Design Phase: Principal of Firm 6 hrs.@$30/hr. 180.00 Project Engineer 28 hrs.@$20/hr. 560.00 Design Engineer 9.5 hrs.@$15/hr. 142.50 Office Assistant 12.5 hrs.@$12/hr. 150.00 Sub -Total $ 2,442.12 Travel . (62 miles @$0.12/mile) . . . . 7.44 Reproduction . . . 7.13 Miscellaneous . . (telephone, postage, etc.) . 15.61 Total Due . . . . . . . . . . . . . . . . . . $ 2,472.30 AMOUNT DUE THIS INVOICE . . . . . . . . . $2,472.30 NOTE: This invoice supercedes Invoice No. 6P-1564 lcwt dated February 29, 1976. PROJECT COST GSTIMA'iG _.TYPe.of-Lt.iniatr__hrv:li,inln�ry,PlanninlJ._�__)._..Prc Dcs.J;II!.(�.).._Uesa,9n.1"final .(x._j... Engr's Project. Pro jvc t: _. M1t�Iw19J k5_. UiIPrpYcllli nts_ .:__ Take -Off by: .—REF Date ,6/3/76 _ Ci_V_Af_Clermont� El orida -' — Grand Highway, Hook Street, Estimated fly: _—REI' Date 6/3/76 Part: Item No, Description EstiulaLed !LuaitiLy Unitnt iaLed 1 6-inch ACP CL 200 8 00,00 2 5-inch PVC (CL 200) 1,280 L.E.32.003 6-inch GateValves 4 Ea.11.2046-inchTee 000 5 Ea.14.205 6-inch 45oEll 2 'i 6 6-inch Eire H Brant 3 Ea.311 7 6-inch C.I. Plus 2 Ea. 2E 8 6-inch PVC Plus 1 Ea. 4.L25 _.-_ A.2 9 Asphalt Pavement 25 Tons 161aO. 20 I 10 Valve Boxes 4 Ea. a I 11 Limerock 130 C,Y- 2140 --- 2-Il Sub -Total astc 1_� 30 Estimated Construction Cost: 423,691;1b.. *Obtained from 1976 Dodge Guide for Estimating Public works Construction Costs, Annual Edition No. B. **Design based on 4,000 L.E., a, aul.horized. Page __1_ of Da, 1"O11M NO. :IDl (10.7W 200 TO: City Council FROM: City Manager SUBJECT: Comprehonsive Planning DATE: June 11, 1976 It would be desirable for tho City Council to designate a committee or group to provide our City's input during the preparation of our Compre- honsive Plan. The designated group should meet at least monthly with representatives of the Lake County Planning Department. Optimum size would be five to seven members. Representation from City Council is desirable. The planning process will take eighteen to twenty-four months, so a majority of the designated group should be able to devote at least one evening each month for two years to this project. The,first meeting of the designated group should be help this month or early next month. Preparation of the City's goals and objectives is the first policy step for our plan. Among Council's options are (1) assuming responsibility for the Plan directly; (2) delegating the task to the Planning and Zoning Commission; (3) creating an entirely new body; or (h) appointing members from the City Council, P & Z Commission, and perhaps one other "public" member. Gordon Tiffany cc: City Clerk (6-15-76 Agenda) TO: City Council FROM: City Manager SUBJECT: P & Z Recommendation: Zoning Change DATE: June 10, 1976 At its June 1 meeting, the Planning and Zoning Commission recommended to the City Council that the southerly 1/2 of Block 75 (Lots 4 through 6 and 14 through 20) facing Juniata between Lake and 7th Streets be rezoned from the present C-2 to R-3. The Commission felt that leaving this half -block in Commercial Zoning was an oversight in their studies of Central Business District zoning. The attached map shows the location of the area in question in relation to adjacent zoning and to the proposed Central Business zoning district. Rezoning this area R-3 would put it in the same zoning district as exists across Juniata and 7th, and is consistent with the philosophy of using rear property lines for zoning boundaries instead of using streets as boundaries. Proposed R-3 zoning is also consistent with the present uses of this property. Gordon Tiffany cc: City Clerk (6/15/76) TO: City Council FROM: City Manager SUBJECT: Boating Dock Dumper System DATE: June 11, 1976 Holden Blackwell, President of Delta Marine Constructors, proposes to build a timber bumper and fender system for our new boating pier for $748. The system will consist of treated piles on 10 foot centers secured to the dock. The piles will be centered on the concrete piles and will come above the deck sufficiently to be used as tie-ups. I feel that this is a workable proposal at a reasonable cost, and recommend its approval. Gordon Tiffany cc: City Clerk (6-15-76 Agenda)