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01-22-1985 Regular Meeting e . CITY OF CLERMONT MINUTES REGULAR COUNCIL MEETING January 22, 1985 The Regular Meeting of the City Council of the City of Clermont was held January 22, 1985 in the Council Chambers. The meeting was called to order by Mayor Pool at 7:30 p.m. with the follow- ing Council Members in attendance: Council Member Turville, Council Member Cole, Council Member Henry, and Council Member Huff. Other City Officials present were City Manager Forbes, City Attorney Baird, Finance Director Saunders, and Deputy City Clerk Brandt. INVOCATION The Invocation was offered by Bob Hanford followed by the repeating of The Pledge of Allegiance to the Flag by all present. MINUTES The Minutes of the January 8, 1985 Regular Council Meeting were approved as presented. REPORTS CITY MANAGER'S REPORT As suggested in the January 11, 1985 Weekly Memo, it was reported that the Council should begin holding regular Workshops to discuss and finalize the City's proposed Comprehensive Plan. Wednesday, January 30, 1985 was suggested as a date for the first Workshop. Council Member Turville stated that Mondays would be better for him, and Council Member Huff concurred. After a brief discussion, it was the consensus of Council to hold the first Workshop on the proposed Comprehensive Plan on Monday, January 28, 1985 from 7:00-9:00 p.m. in the City Hall Conference Room. NON-RESIDENT FEES FOR BALL LEAGUES It was discussed that in the past the City has charged $5 per youth and $10 per adult non-resident fees for Leagues using Bishop Field. It was suggested that a flat fee of $25 per team per League be charged with the money going into the City's Parks and Recreation Fund. Using this method would facilitate collection of the fees. It was the consensus of Council to place this matter on the agenda for the next Council Meeting for further discussion. CHANGE ORDER # 8 FOR SPRAYFIELD It was reported that Change Order #8 for the Sprayfield would finalize work on the City's sprayfield with the following changes: 1. The completion date would be changed to June 8, 1984. 2. In Change Order #7 an item for $150 was picked up twice and needed to be subtracted out, and 3. $625 needed to be added to the Contract Price for Phase Protection These changes resulted in a net increase of $475 to the Contract Price. e e CITY OF CLERMONT MINUTES REGULAR COUNCIL MEETING January 22, 1985 Page -2- 2l-85After a brief discussion, A MOTION WAS MADE BY COUNCIL MEMBER COLE, SECONDED BY COUNCIL MEMBER HENRY AND UNANIMOUSLY CARRIED TO ACCEPT CHANGE ORDER NO. 8 CONSISTING OF THE THREE CHANGES LISTED ABOVE AND RESULTING IN A NET INCRESE OF $475 TO THE CONTRACT PRICE. SEABOARD SYSTEM RAILROAD It was reported that the City had received a letter from the rail- road suggesting that the City retain an MAl appraiser to determine the value of the land being offered for sale by them. The rail- road rejected the City's counter offer to purchase the land. City Manager Forbes suggested that the City retain Clayton Roper, MAl, to do the appraisal. The railroad is asking in excess of $28,000 per acre for the land, and the City had counter offered $1,500 per acre. It was discussed that the City should inform the railraod of the forthcoming appraisal. Upon completion of the appraisal, the City would then decide if it would make another offer on the property. 22-85A MOTION WAS MADE BY COUNCIL MEMBER TURVILLE, SECONDED BY COUNCIL MEMBER HUFF AND UNANIMOUSLY CARRIED TO RETAIN CLAYTON ROPER, MAl, TO APPRAISE THE ABANDONDED RAILROAD RIGHT-OF-WAY IN THE CITY OF CLERMONT, AND UPON COMPLETION OF THE APPRAISAL CONSIDER MAKING THE RAILROAD A SECOND OFFER TO PURCHASE THE LAND. City Manager Forbes was asked to inform the railroad of the City's intention in this matter. SOUTH LAKE FIRE DISTRICT It was reported that the South Lake Fire District had billed the City $60 for manpower costs when they answered a call within the City of Clermont, and if there were no objections, the City would pay the bill. It was the consensus of the Council to do so. It was also discussed that in the past the City of Clermont had not charged for mutual aid. However, in the future, it would bill the South Lake Fire District manpower costs. UNIVERSAL TANK It was reported that after two years of negotiations, Universal Tank had agreed to honor its warranty by repainting the 500,000 gallon water tank in accordance with the City's specifications. The City would pay the cost to draw down the tank, operate the system manually and to inspect the tank. City Manager Forbes stated that labor costs to operate the new system manually could be saved because the pumps for the Grand Highway well could be operated off the telemetering system. Mr. Forbes further stated that Council Member Huff had suggested the City obtain another one year performance bond for this work, and all concurred that this was a good idea. 23-85 After some further discussion, A MOTION WAS MADE BY COUNCIL MEMBER TURVILLE, SECONDED BY COUNCIL MEMBER COLE AND UNANIMOUSLY CARRIED TO APPROVE THE SETTLEMENT FOR WARRANTY WORK ON THE 500,000 GALLON WATER TANK WITH THE FOLLOWING CONDITIONS: ALL WORK MUST BE COM- PLETED ACCORDING TO CITY SPECIFICATIONS, A ONE YEAR PERFORMANCE BOND MUST BE GIVEN THE CITY FOR THE PAINT WORK, AND THE COST OF REPAINTING THE TANK WILL BE BORNE BY UNIVERSAL TANK. e e CITY OF CLERMONT MINUTES REGULAR COUNCIL MEETING January 22, 1985 Page -3- CAMPAIGN TREASURER'S REPORT City Manager Forbes reminded all Council Members who ran in the last election to file their final Campaign Treasurer's Report by February 6, 1985, if they already had not done so. COUNTY WORKSHOP It was reported that the County would be holding a Workshop on Wednesday, January 23, 1985 at 3:00 p.m. concerning its proposed County Road Impact Fee Ordinance. Council Member Huff will attend this meeting. LAKE COUNTY WATER AUTHORITY It was reported that the Lake County Water Authority would be conducting a tour of facilities at 8:30 a.m. on Friday, January 25, 1985. MAYOR POOL'S REPORT PROCLAMATION HONORING HENRY CZECH Mayor Pool read a Proclamation honoring Henry Czech for his fourteen years of dedicated service to the City's Planning and Zoning Commission. The Proclamation will be framed and presented to Mr. Czech. COUNCIL MEMBER COLE'S REPORT CHAMBER OF COMMERCE Council Member Cole reported that the Chamber had requested that he ask if the City would be interested in purchasing a $175 advertisement inside of the back cover of the souvenir program for the Red Stocking Revue to be held March 29th and 30th. This event will be the Chamber's major fund raising event featuring local talent, and directed and staged by a New York Theatrical Company. 24-85After a brief discussion, A MOTION WAS MADE BY COUNCIL MEMBER COLE, SECONDED BY COUNCIL MEMBER HUFF AND UNANIMOUSLY CARRIED FOR THE CITY TO PURCHASE THE ADVERTISEMENT IN THE RED STOCKING REVUE SOUVENIR PROGRAM AT A COST OF $175. THE ADVERTISEMENT WILL APPEAR INSIDE THE BACK COVER OF THE PROGRAM. EVERETT KELLY - LEGISLATIVE SESSION Representative Everett Kelly appeared before' Council to briefly highlight the upcoming legislative session. As in the past, he stated that his pledge was to keep government on the local level. Mr. Kelly began by stating that he supported the City's desire to limit truck traffic on Highway 50 to the left lane, and that he would have a representative from the Department of Transportation come to Clermont and view the situation. Mr. Kelly then spoke of mega-growth, and stated that the top priority for this session would be given to "Growth Management". e e CITY OF CLERMONT MINUTES REGULAR COUNCIL MEETING January 22, 1985 Page -4- Mr. Kelly also reported that the following topics would be discussed during the legislative session beginning April 2, 1985, and lasting sixty days: citrus sexual child abuse, medical malpractice, rising health care costs and the Department of Professional Regulation. Representative Kelly further stated that he would be in touch with the City to obtain input on how he should vote on these various issues, and that as soon as he moved to Tallahassee he would make his telephone number available to the City. JOHN HUGHES - LEASE AGREEMENT FOR LOWER LEVEL OF CITY HALL Mr. John Hughes appeared before Council to discuss the terms of the lease agreement he tentatively signed with the City. Mr. Hughes stated that he agreed with most terms of the lease but would like to have the following changed: 1. Instead of $424 per month, he would like to pay a $400 monthly rental fee. Mr. Hughes also stated that he did. not move into the office until January 15, 1985, and he felt he should not have to pay rent from January 1, 1985. 2. Instead of two guaranteed parking spaces, he would like three, and 3. He asked for Council permission to sub-lease part of his office space for office use. After some discussion, the Council concluded that the rent would stay $424, three parking spaces would be guaranteed, and Mr. Hughes would be allowed to sub-lease office space as long as it was for office use. . 25-85A MOTION WAS MADE BY COUNCIL MEMBER TURVILLE, SECONDED BY COUNCIL MEMBER HUFF AND CARRIED BY A FOUR TO ONE VOTE WITH COUNCIL MEMBER HENRY VOTING NAY TO LEASE PART OF THE LOWER LEVEL OF CITY HALL TO JOHN HUGHES WITH THE MONTHLY RENT REMAINING AT $424 AND PAYMENTS DUE BEGINNING JANUARY 15, 1985~ THREE GUARANTEED PARKING SPACES DESIGNATED #5,6, &7 IN THE LEASE AGREEMENT~ AND PERMISSION TO SUB- LEASE OFFICE SPACE AS LONG AS IT IS USED FOR OFFICES AND COUNCI~ APPROVAL IS OBTAINED. CHANGE ORDER #2 - COOPER MEMORIAL LIBRARY Mayor Pool reported that Change Order #2 was necessary in order to pay for a replacement urinal, removal of a sink, relocating a hallway light, and installing a telephone outlet and key switch for a projection screen in the new addition to Cooper Memorial Library. Approval of the request has been recommended by the Library Board. 26-85After a brief discussion, A MOTION WAS MADE BY COUNCIL MEMBER HUFF, SECONDED BY COUNCIL MEMBER HENRY AND UNANIMOUSLY CARRIED TO ADOPT CHANGE ORDER #2 IN THE AMOUNT OF $590 TO PAY FOR A REPLACEMENT URINAL, REMOVAL OF A SINK, RELOCATING A HALLWAY LIGHT, AND THE INSTALLATION OF A TELEPHONE OUTLET AND KEY SWITCH. JAYCEE BEACH CONCESSION AGREEMENT It was reported that Troy Jones had notified the City that he wished to exercise his option and continue to lease the Jaycee e . CITY OF CLERMONT MINUTES REGULAR COUNCIL MEETING January 22, 1985 Page -5- Beach Concession Building from March 1, 1985 to February 28, 1986 with a monthly fee of $110. 27-85After a brief discussion, A MOTION WAS MADE BY COUNCIL MEMBER COLE, SECONDED BY COUNCIL MEMBER HUFF AND UNANIMOUSLY CARRIED TO RENEW TROY JONES LEASE FOR THE JAYCEE BEACH CONCESSION BUILDING FOR A PERIOD OF ONE YEAR FROM MARCH 1, 1985 TO FEBRUARY 28, 1986 WITH. MONTHLY PAYMENTS OF $110. DEFINED CONTRIBUTION PENSION PLAN Finance Director Saunders and City Manager Forbes explained the Defined Contribution Pension Plan to the Council. Presently the City has a Defined Benefit Plan which provides for a monthly benefit at retirement. The amount an employee receives is based on years of service and amount of compensation. In a Defined Contri- bution Plan, the City would guarantee that a defined contribution, (a percentage of salary) would be placed in an individual's account for each plan participant. The retirement benefit is the value of the account balance at the time of retirement. It was further explained that the Defined Contribution Plan would benefit both the City and employees. The City would benefit because a defined contribution would eliminate budgeting fluctuations from year to year, and be less costly to operate because it eliminates expensive actuarial studies every two years. The employees would benefit because the funds are accumulated in his account, and when he retires he can withdraw all the funds at once or in any manner he wishes. If an employee leaves the City and is vested, he can withdraw the funds or leave them there to accumulate interest. The new plan would have, if approved, a 5/50 vesting schedule, whereas the old plan had 0% vested until 10 years of service at which time the employee was 100% vested. The Council then discussed several items concerning the Defined Contribution Plan, and it was decided the City would continue researching the Defined Contribution Plan by having the League of Cities perform calculations on the plan that would include the following features: 1. 7% of the employees salary would be placed in the plan. 2. General and Police Department Personnel would be included in the plan. 3. The Defined Contribution Plan would be a money purchase plan, thereby reducing the City's annual contribution to the plan, if someone dropped out before they were vested. 4. The vesting schedule would be 5/50 which means that 0% is vested up to five years of service, fifty per- cent after five years, and vesting is increased 10% per year until fully vested after 10 years of service. 5. The Pension Plan Administrators would be changed from Sun Bank to Florida Municipal Pension Trust. Finance Director Saunders stated that the City would be saving money because the League of Cities would perform this year's required actuarial study and work up the plan for the employees at a cost of $900. .. e e CITY OF CLERMONT MINUTES REGULAR COUNCIL MEETING January 22, 1985 Page -6- 28-85After some further discussion, A MOTION WAS MADE BY COUNCIL MEMBER HUFF, SECONDED BY COUNCIL MEMBER TURVILLE AND UNANIMOUSLY CARRIED TO PROCEED WITH THE FLORIDA LEAGUE OF CITIES DEFINED CONTRIBUTION PENSION MONEY PURCHASE PLAN WITH 7% OF SALARIES PLACED INTO THE' PLAN, A 5/50 VESTING SCHEDULE, AND FLORIDA MUNICIPAL PENSION TRUST BECOMING ADMINISTRATORS OF THE PLAN. The League of Cities will perform the City's 1983-1984 Actu~rial Study and work up the Defined Contribution Plan for the City. Once figures are available, this matter will be discussed with the City Employees before a final decision is made. NEW BUSINESS INTRODUCTION OF ORDINANCE l7l-M - COURT FEE FOR POLICE TRAINING It was explained that Ordinance l7l-M would allow the City to collect a fee of $2 per adjudication of guilt in the Lake County Court. This money would be used exclusively for police officer education and training. 29-85A MOTION WAS MADE BY COUNCIL MEMBER HUFF AND SECONDED BY COUNCIL MEMBER COLE TO INTRODUCE ORDINANCE l7l-M. THE ORDINANCE WAS INTRODUCED BY TITLE ONLY. PURCHASE OF A CREW CAB PICKUP TRUCK FOR THE PUBLIC WORKS DEPARTMENT It was reported that Public Works Director Smythe wished to purchase a crew cab truck for the Street Division of the Public Works Depart- ment, and the following bids were received: State Contract Bob Wade Ford Seidle Chevrolet $10,386 $10,551 $10,751.81 It was recommended that the bid from Bob Wade Ford for a Ford Truck be accepted since the State Contract vehicle is available only with an eight cylinder 360 CID engine, and the six cylinder 300 CID ~ngine provided by Ford would be cheaper over the life of the vehicle. The Public Works Deprtment has another six cylinder crew cab truck and is very happy with the performance. 30-85 After a brief discussion, A MOTION WAS MADE BY COUNCIL MEMBER COLE, SECONDED BY COUNCIL MEMBER HUFF AND UNANIMOUSLY CARRIED TO PURCHASE THE SIX CYLINDER CREW CAP PICKUP TRUCK FROM BOB WADE FORD FOR $10,551 WITH $10,000 PAYMENT COMING FROM THE PUBLIC WORKS DEPARTMENT BUDGET AND $551 COMING FROM GENERAL FUND CONTINGENCIES: POLICE PATROL VEHICLE A memo from Chief Tyndal recommending that the City purchase another replacement vehicle for the Police Department was discussed. It was explained that presently the Police Department has three patrol cars and one reserve vehicle. The third patrol car is used mor~ frequently, due to the addition of another police officer. This vehicle is a 1983 Dodge with 86,734 miles on it. Chief Tyndal recommended that the City purchase a 1985 Dodge Diplomat Patrol Car from the State Contract for $9,322.25 with an additional $600 added for painting, and equipment transfer and installation.