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10-02-1984 Workshop Meeting e e CITY OF CLERMONT MINUTES WORKSHOP MEETING October 2, 1984 A Workshop Meeting of the City Council of the City of Clermont was held Tuesday, October 2, 1984 in the City Hall Conference Room. The Meeting was called to order by Mayor Beals at 7:40 p.m. with the following Council Members in attendance: Council Members Henry, Pool, Turville, and Cole. Other City Officials present were City Manager Forbes and Public Works Director/Fire Chief Smythe. FIRE CHIEF SMYTHE - FIRE TRUCK BIDS Fire Chief Smythe appeared before Council to discuss the bids received for a new 1,000 gallon per minute (GPM) commercial pumper with a 50' telesquirt. He explained that there two options with the new fire truck: Option A included a truck with a diesel engine, and Option B included 12" handrails on the telesquirt. Mr. Smythe explained that some of the bids did not include a gasoline engine with this type of truck due to, in part, the weight of the truck, but most importantly because new emission control standards would take effect next year when the truck was being built. Due to the new emis- sion control standards, many companies believe that a gasoline engine would run too hot when the engine is idling during pumping. The 12" handrail was requested on the telesquirt for rescue operations and people climbing up and down the ladder. The price of retrofitting the City's 1962 Ford Fire Truck with a tele- squirt was discussed. For $91,682 the truck would be fitted with a 50' telesquirt, and a new 250 gallon tank, the pump and valves would be overhauled, and the truck would be repainted. Mr. Smythe explained that he did not recommend this alternative due to the age of the vehicle and that some structural modifications would have to be made to the truck in order to carry the telesquirt. The Council Members believed it would be best to purchase the American La France vehicle with a base price of $139,907. There was much discussion on the benefits and disadvantages of including Option A, the diesel engine, which would cost an additional $7,340. The financing was also explained. American La France was willing to finance the purchase over a five year period of time at a 6.5% interest rate. The City Manager explained that if the Council wished to purchase this vehicle, the City should take the required down payment of 20% from this year's Cash Reserves and place it in the City's Capital Replacement Fund. In this manner, the down payment would ready when the vehicle was delivered. The estimated delivery date is one year with no down payment required until delivery. It was the consensus of the Council to place this matter on the agenda for, the October 9, 1984 City Council Meeting. FIRE PROTECTION OUTSIDE OF THE CITY LIMITS The City Manager discussed that all Council Members should have received a letter from the Lake County Board of Commissioners concerning the pro- vision of fire service outside of the City Limits. He suggested that before a final decision could be made on this matter, Fire Chief Smythe should meet with the Minneola and Groveland Fire Departments to determine what areas would be covered and what revenues would be collected. Once this information is obtained, a final decision could be made. There were no Council objections to the Fire Chief and City Manager looking into this matter and reporting back to Council. e e CITY OF CLERMONT MINUTES WORKSHOP MEETING October 2, 1984 Page -2- K & L CONTRACTORS The City Manager explained that K & L Contractors had donated to the City 651' of 6" asbestos cement pipe and 819' of 8" pipe. This is much more pipe than the City would need, but K & L Contractors wanted to get the pipe off their inventory, and donated it to the City Utility Department. CITY HALL LEASE The City Manager explained that the lower level of City Hall (approximately 1,800 square feet) was available for lease. If there were no Council objections, the City would ask $600 per month for the office space. Council Member Pool stated that this would be approximately $3 per square foot, and he knew some buildings on Highway 50 were being leased for over $4 per square foot. The City Manager stated that this might be true, but there were some limitations on the City's lease. For instance, the City was allowing only a four year lease with no renewals, was stipulating for office use only, and the City could cancel this lease on 365 days advance notice. The Council had no objections to asking $600 per month for lease of the space, and most felt this was the minimum that the City should receive. CITY GARAGE The City Manager asked the Council if they would have any problems with obtaining an appraisal of the City Garage property. The City had some offers to purchase this 1 acre parcel of land on Lake Minneola which is now barely adequate to meet the City's needs. Mr. Forbes also explained that the best option would be for the City to shut down the present facilities and move them to the land the City owns at the Utility Department. The City also should try to buy additional property at this location. The Council Members had no objections to obtaining the appraisal on the City Garage property. EXPANSION OF WASTE TREATMENT PLANT OPERATING PERMIT The City Manager explained that the City has applied for a new operating permit to rerate the treatment plant to 700,000 gpd. Presently the plant is rated at 600,000 gpd. Many weeks ago the City submitted all required documents to the DER for this rerating. However, it takes a great deal of time for the application to be processed. Several developers were beginning to ask questions, because the DER was rejecting their permits until the plant was rerated. All indications from the DER are that there would be no problems with rerating the plant to the higher capacity, but the process takes several months. SLUDGE The City Manager explained that the City sludge was now rated as a Class II Sludge by the new DER regulations. This means that the City must have a general permit to dispose of the sludge on property . e CITY OF CLERMONT MINUTES WORKSHOP MEETING October 2, 1984 Page -3- other than city owned, and that there were many guidelines concerning Class II Sludge disposal. He also explained that the only reason our sludge was classified II was we exceed the parameters for Copper. The amount of Copper in the City's sludge was 940 mg per kg, whereas, the regulations state that the sludge cannot exceed 900 mg/kg to be rated as Class I. There was much discussion as to why the Copper reading was so high, and if some industry in the City was dumping high amounts of Copper into the system. The City Manager explained that manholes in various parts of the City had been tested, and that while some rated slightly higher than others, there could not be any amount of Copper attributed to anyone Commercial or Industrial activity. Paul Bradley from the City Engineer's office explained that this was not unusual in that the only reason for high readings of Copper in the sludge was due to concentration. Buck Evans, a resident of Clermont, also had checked the calculations. He obtained the same result, in that the reason for the high amount of Copper was due to concentration. Clermont is not the only city in this predicament, Leesburg and other cities are having the same problem. The City has many options for the disposal of Class II Sludge and one of the options is composting our sludge, whereby it could then be used by any of our citizens. This method would be looked into by Mr. Bradley with the expansion of the treatment plant. Mr. Forbes stated that he thought composting would be very expensive compared to the other alternatives. The City also was checking the possibility of using the sludge on our own landspreading site, and the County may have a landfill site for Class II sludge available within the next two years. The Council directed the City Manager to check with the DER and other cities to find out what solutions they were using for this problem, and to keep them informed on this matter. RATE SCHEDULE The City Manager explained that the DER was asking numerous questions about our proposed rate schedule and some minor modifications would have to be made to the rate schedule. The changes primarily dealt with the cost of gallons per thousand and for car washes. It also was explained that DER regulations state that the rates must be equal for each of the various classifications, unless it can be shown that the treatability of wastes are different. He explained that the City had gotten around this problem by making the rates all equal, except for charging a disproportionate amount on the basic service in order have the rates work out in the manner approved by Council. He stated that although it was not certain at this point, it appeared that the rates would be accepted by the DER. SCHEDULE The City Manager explained the schedule for the expansion of the waste treatment plant. The present schedule states that plans and specifications must be complete for the sprayfield and improvements to the treatment plant by April of 1985. Should the City miss this deadline, all Federal funds may be revoked. He explained some prob- lems in that the City has not yet been able to reach an agreement with the property owner on the purchase of the sixty acres of land adjacent to the our existing sprayfield. Despite this matter, the City should go ahead with planning and aerials for this property so a topographical map could be obtained and proper engineering performed. e e CITY OF CLERMONT MINUTES WORKSHOP MEETING October 2, 1984 P.age -4- He also explained his concern that if the City did purchase the prop- erty, there still was .a remote'possibility that the City could not use it if a CUP could 'not be obtained from the County. The Council discussed that the County Commissioners could be made aware of the City's problems so there would be no delays in obtaining the CUP approval. Since there were no real alternatives at this point other than the possible purchase of a more expensive site, Council Members stated that they had no problems with going ahead with the planning required for the site under negotiation, even though it has not been purchased. CONTRACTS It was explained that the City still does not have a contract with the City Engineer for engineering services for the expansion of the waste treatment plant. During a Workshop Meeting held several months ago, an engineering agreement was approved, but it was subsequently rejected by the Farmers Home Administration. The City is now required to sign an engineering agreement which has been jointly approved by the FmHA and the EPA. The preliminary contract was reviewed in great detail by the Council with Paul Bradley from the City Engineer's office. Each page of the contract and the costs were discussed. A final cost breakdown is as follows: Total Engineering Costs $109,000 Additional Services 75,700 , TOTAL COST ENGINEERING & ADDITIONAL SERVICES $184,700 There was much discussion as to how these costs were determined, and whether they were fair to the City. After much discussion with the City Engineer, it was the consensus of the Council that these rates were very close the FmHA percentage costs and were fair and equitable for the City. Mr. Forbes stated that he would put the contract on the next meeting's agenda for Council approval. There being no further business, meeting adjourned at 9:00 p.m. ATTEST: w1!tsA~~~ CLERK