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07-13-1989 Workshop Meeting e e CITY OF CLERMONT MINUTES WORKSHOP MEETING JULY 13, 1989 A Workshop Meeting of the City Council of the City of Clermont was held Thursday, July 13, 1989 in the City Hall Conference Room. The meeting was called to order at 5:30 p.m. by Mayor Pool with the following Council Members present: Mayor Pro Tern Turville and Council Member Norquist. Excused absences: Council Member Cole and Council Member Dupee. Other City Officials present were City Manager Saunders and Finance Director Van Zile. Prior to budget discussions, the Council briefly discussed the Elks Club parking lot. City Manager Saunders explained that Public Works Director Smythe had looked at the site and had recommended that the City not attempt to patch the parking lot due to the deterioration of the major part of the lot. An estimated overlay, which is not recommended, would be about $7,500. Mr. Smythe has recommended that the parking lot be totally rebuilt at a cost of approximately $22,000. Mayor Pool stated that he would talk to a representative of the Elks Club concerning this matter. Council Member Turville suggested the Elks Club deed the parking lot over to the City so the City could refurbish and maintain the lot, and they would still have use of it. This was to be discussed with the Elks Club representative. Mayor Pool then brought to the City Manager's attention the fact that two storm drains which recently had been enlarged needed barriers or grates to prevent any accidents from happening due to the large openings. City Manager Saunders stated that he would talk to Public Works Director Smythe concerning this matter. FY 1989-90 BUDGET DISCUSSION CAPITAL OUTLAY REQUESTS POLICE DEPARTMENT The Council continued their discussion of the Capital Outlay requests while viewing the handouts distributed during the last Workshop Meeting. Discussion began with the Police Department's Capital Outlay requests. The approved list in the proposed budget was carefully examined wi th considerable discussion of the request for two computer terminals. City Manager Saunders stated that he would get a breakdown of the submitted figure to show exactly what was being estimated for the terminals and for the upgrade of the mainframe to accept the terminals. There was a question as to whether or not PC's were actually needed or simply another station which would be much less expensive. Mr. Saunders stated that he would have the additional information available for the next Workshop. FIRE DEPARTMENT The next items discussed were the Capital Outlay requests for the e e CITY OF CLERMONT MINUTES WORKSHOP MEETING JULY 13, 1989 PAGE -2- Fire Department. Under discussion of the hose testing pump the possibility of using the County's equipment was considered. City Manager Saunders explained that given the configuration of the County's Department, it would be unlikely that the City would be able to use their equipment. It was suggested that other cities in South Lake County might want to purchase the equipment jointly. City Manager Saunders then explained that the Minneola Department was part of the county system, but that possibly Groveland or Mascotte might share the costs for the test pump. Under Other General Government - Public Works Department - Capi tal Outlay requests, City Manager Saunders noted that the pickup truck had been deleted from the list during the last workshop and that it was proposed to use one of the out-of-service pOlice cars for the position. City Manager Saunders then stated that the price of the software requested could be reduced from $3,000 to $1,500, based upon what was needed for the department. Considerable discussion ensued concerning what type of software was needed for the Public Works Department. The purchase of a copy machine for the department was also discussed. The City Manager stated that he would provide addi tional informa tion at the next workshop meeting regarding the number of copies they make per month. The next schedule discussed was Parks and Recreation. Under this schedule there was much' discussion concerning the flatbed dump truck. City Manager Saunders suggested that each Council Member stop by the Public Works Department and look at the present dump truck in order to ascertain the need for a new cab and chassis. There was discussion as to whether a used truck could be purchased for the replacement. City Manager Saunders stated that he would investigate the purchase of a used vehicle, and if the City could save money, it would certainly be an acceptable alternative. The Transportation Capital Outlay requests were considered next. Discussion ensued concerning completion of Disston Street. It was explained that Mr. Wolfe was i~ agreement to pay his share of the costs as previously agreed to. It was the consensus of Council that the DOT was cooperating with the project and at this point in time the City should continue with it. Sidewalk projects were also discussed with Council Member Norquist requesting consideration of sidewalk on Bloxam Avenue at the Junior High School. Ci ty Manager Saunders stated he would get more information and see if same of that project could be included in the current year. Discussion continued concerning the Public Works Parks and Recreation Capital Outlay requests. Discussion then changed to that of the Utility Fund. City Manager Saunders displayed a map showing Phase II of the Water Department's water main replacement proj ect. Mayor Pool asked if a map was available showing what had been replaced since the proj ect was begun in 1980. The City Manager stated that he would develope one for future reference. "e e- CITY OF CLERMONT MINUTES WORKSHOP MEETING JULY 13, 1989 Page -3- The request for the light duty pickup truck for the meter reader position was then discussed. It was asked if possibly one of the newer used pOlice cars could be used for this. City Manager Saunders stated that he would speak with utility Director Davis concerning the specific need for the truck and the request would be considered again at the next workshop. The construction of the force main and flow equalization tank was also discussed. Of major concern is the timing of this project, which is meant to serve future development to the east. It was suggested that the City bid the project out with the stipulation of a guaranteed bid price for at least six months, which would eliminate the time period needed for bidding if the City saw the immediate need to begin construction. Sewer Outlay expenditures were discussed with no further changes to the proposed schedules at this time. JENKINS AUDITORIUM ROOM DIVIDER City Manager Saunders explained to the Council that in addition to the schedules, one project suggested by Mayor Pool was a moveable petition/divider for Jenkins Auditorium. The estimated cost for this project would be approximately $10,000. In talking with the Chamber of Commerce who books use of the auditorium, it was found that there has been very little need for a smaller room, and usually groups who use the building want more space than can be provided. It was the consensus of Council that this would not be the time to take on this project. KEHLOR PARK IMPROVEMENTS The request from the Recreation Club for improvements to Kehlor Park was considered next. After extensive discussion of the group's request, the Council agreed that possibly the amount of $5,000 should be included in the budget for the projects, with the Recreation Club choosing which areas they would like addressed first. CHRISTMAS DISPLAY MEETING City Manager Saunders stated that a meeting with a vendor of Christmas Displays had been set and if the Council was interested in improving the City's decorations, the City would continue to pursue this matter. The Council agreed that the City's Christmas display should be improved and continue to obtain information regarding costs and availability. OTHER REQUESTS FOR FUNDING City Manager Saunders reported that the City had received two other requests for funding. One from the Sunrise Workshop and one from the Lake Community Action Agency. """- - . -.. 'e e CITY OF CLERMONT MINUTES WORKsaop MEETING JULY 13, 1989 Page -4- The Council asked that the City check with other cities regarding their contributions to the Lake Community Action Agency It was decided by Council that these requests would be discussed further at the next workshop. CONSULTANT FEES City Manager Saunders stated that the City should place money in the budget to hire a consultant to look at types of impact fees for the City. It was the consensus of Council that money should be budgeted for this. The fee will most likely be in the range of $3,000 to $5,000. EMPLOYEE PICNIC AND AWARDS PROGRAM It was also explained to Council that an additional $1,000 has been included in the budget as a line item for an employee picnic and awards program for next year. Finance Director Van Zile gave each Council Member a Summary Statement of Revenues and Expenditures and Changes in Reserves for all funds. In looking at the General Fund, it was pointed out that the proposed budget indicates a $134,221 deficit. City Manager Saunders and Finance Director Van Zile pressed for the need to raise additional revenues, and the following options were offered: increasing ad valorem taxes or increasing utility service taxes. City Manager Saunders impressed upon the Council the need to raise enough revenue to cover the deficit so as not to be in even more trouble at budget time next year of facing a larger deficit and a decline in the increase in revenues from the State and other sources. After deliberation on this matter, the Council directed Finance Director Van Zile to investigate what other cities are now charging for utility service taxes and their proposed ad valorem millage increases so they may be discussed and compared at the next workshop meeting. The deficit in the utility Fund Statement was explained as being caused by the large Capital Outlay items proposed for next year's budget, but the City has sufficient Utility Fund reserves to fund the deficit. The $70,000 deficit in the Sanitation Fund was discussed and it was explained that the deficit was caused by the increase in tipping fees being paid to the County. Mr. Van Zile explained that a little over $2 per customer per month would be need in order to balance the fund, and this would be the thing to do in order not to deplete all of the reserves in the fund. City Manager Saunders stated that the City needed to maintain the $100,000 in reserves in this fund, due to the fact that the City will have to purchase new equipment in the near future if the City stays in the sanitation business. - 'e 'e CITY OF CLERMONT MINUTES WORKSHOP MEETING JULY 13, 1989 Page -5- Capital funds are also needed for recycling and a possible composting project. It was the consensus of Council that the monthly garbage fee should be increased by $3.00 to cover the deficit and keep the reserves intact for capital outlay within the department. SAND FOR WEST BEACH Mayor Pool explained that Mr. Jahna, owner of the sand mine west of town, had agreed to donate enough sand to the City to complete the renourishing of Jaycee Beach, but Mr. Holt had contacted him regarding the City Manager's conversation with him concerning the fact that we would probably want to wait until after Labor Day because of the crowds at the beach. Mr. Holt was concerned that by waiting, we may miss the opportunity to receive the sand. It was the consensus of Council that Ci ty Manager Saunders contact Mr. Jahna to let him know the City's plans and see if there would be any problem wi th wai ting until after Labor Day to complete the proj ect. OAKHILL CEMETERY STORAGE BUILDING City Manager Saunders explained that the City was ready to make final plans for the construction of the storage building at the cemetery. A map indicating the location of the building was shown the Council, and no one had any problems wi th the proposed location. There being no further discussion, the meeting adjourned at 9:40 p.m. Attest: ~Fv~ E. Van i e, City Clerk . .. FORM 8B ME"RANDU'M' OF VOT'. 'CONFLICT FOR : '.COUNTY, MUNICIPAL, AND: OtHER LOCAL PUBLIC OFFICERS LAST NAME-FIRST NAME-MI\)DLE NAME NAME'OF BOARD. COUNCIL. COMMISSION, AUTHORITY. OR COMMITTEE Pool, Robert A. MAILING ADDRESS 1464 East Avenue CITY Clermont COUNTY Lake Clermont City Council , THE BOARD. COUNCIL., COMMISSION. AUTHORITY. OR COMMITTEE ON WHICH I SERVE IS A UNIT OF: ~ CITY ,..: COUNTY i ! OTHER LOCAL AGENCY NAME OF POLItiCAL SUBDIVISION: DATE ON WHICH VOTE OCCURRED Citv of Clermont MY POSITION IS: .T" , v " , Cl R Cl : l ELECTIVE] :.: APPOINTIVE WHO MUST FILE FORM 81 This form is for use by any person serving at the county, city, or other local level of government on an appointed or elected board, council, commission, authority, or committee. It applies equally to members of advisory and non-advisory bodies who are presented with a voting conflict of interest under Section 112.3143, Florida Statutes. The requirements of this law are mandatory; although the use of this particular form is not required by law, you are encouraged to use it in making the disclosure required by law. Your responsibilities under the law when faced with a measure in which you have a conflict of interest will vary greatly depending on whether you hold an elective or appointive position. For this reason, please pay close attention to the instructions on this form before completing the reverse side and filing the form. INSTRUCTIONS FOR COMPLIANCE WITH SECTION 112.3143, FLORIDA STATUTES ELECTED OFFICERS: A person holding elective county, municipal, or other local public office MUST ABSTAIN from voting on a measure which inures to his special private gain. Each local officer also is prohibited from knowingly voting on a measure which inures to the special gain of a principal (other than a government agency) by whom he is retained. In either case, you should disclose the conflict: PRIOR TO THE VOTE BEING TAKEN by publicly stating to the assembly the nature of your interest in the measure on which you are abstaining from voting; and WITHIN 15 DAYS AFTER THE VOTE OCCURS by completing and filing this form with the person responsible for recording the minutes of the meeting, who should incorporate the form in the minutes. APPOINTED OFFICERS: A person holding appointive county, municipal, or other local public office MUST ABSTAIN from voting on a measure which inures to his special private gain. Each local officer also is prohibited from knowingly voting on a measure which inures to the special gain of a principal (other than a government agency) by whom he is retained. A person holding an appointive local office otherwise may participate in a matter in which he has a conflict of interest, but must disclose the nature of the conflict before making any attempt to influence the decision by oral or written communication, whether made by the officer or at his direction. IF YOU INTEND TO MAKE ANY ATTEMPT TO INFLUENCE THE DECISION PRIOR TO THE MEETING AT WHICH THE VOTE WILL BE TAKEN: · You should complete and file this form (before making, any attempt to influence the decision) with the person responsible for recording the minutes of the meeting, who will incorporate the 'form in the minutes. · A copy of the form should be provided immediately to the other members of the agency. · The form should be read publicly at the meeting prior to consideration of the matter in which you have a conflict of interest. (I IIIH" >I" III.M" PAGE I ... ,~ \..J c) \..... " I IF ,you MAKE NO A 1TE~PT TO INFLU~NC'E THE DECIS'ION EXCEPT BY DISCUSSION OR VOTE AT THE MEETING: . .. . ~'''". . : ; .".. : . . . . . You"should disclose orally the nature of your contlict in the measure before participating. . You should complete the form and file it within IS days after the vote occurs with the person responsible for recording the minutes of the meeting, who should incorporate the form in the minutes. DISCLOSURE OF STATE OFFICER'S INTEREST I, Robert A. Pool , hereby disclose that on ' July 11 ,19~: . (a) A measure came or will come before my agency which (check one) ~ inured to my special private gain; or _ inured to the special gain of 0' , by whom I am retained. (b) The measure before my agency and the nature of my interest in the measure is as follows: I abstained from voting on the property acquisition for the Twelfth Street Park (additional five acres) because my family owns the property being pur- chased. July 14, 1989 Date Filed dtJ~ Signature NOTICE: UNDER PROVISIONS OF FLORIDA STATUTES ~1I2.317 (1985), A FAILURE TO MAKE ANY REQUIRED DISCLOSURE CONSTITUTES GROUNDS FOR AND MAYBE PUNISHED BY ONE OR MORE OF THE FOLLOWING: IMPEACHMENT, REMOVAL OR SUSPENSION FROM OFFICE OR EMPLOYMENT, DEMOTION, REDUCTION IN SALARY, REPRIMAND, OR A CIVIL PENALTY NOT TO EXCEED S5,ooo. PAGE 2 CE FORM 88 - 10.86 FORM 8B ME RANDU'M' OF VOTIIIi 'CONFLICT FOR COUNTY, MUNICIPAL, AND' OtHER LOCAL PUBLIC OFFICERS l.AST NAME-FIRST NAME-MIDDLE NAME . " NAME OF BOARD. COUNCIL. COMMISSION. AUTHORITY. OR COMMITTEE Pool, Robert A. MAILING ADDRESS 1464 East Avenue Clermont'Cit Council THE BOARD. COUNCil,. COMMISSION. AUTHORITY. OR COMMllTEE ON WHICH I SERVE IS A UNIT OF: x; CITY ;',: COUNTY i ! OTHER lOCAL AGENCY CITY, COUNTY Clermont DATE ON WHICH VOTE OCCURRED July 11, 1989 Lake NAME OF POLITICAL SUBDIVISION: C~ty of Clermont , MY POSITION IS: :: [ELECTIVE J APPOINTIVE WHO MUST FILE FORM 81 This form is for use by any person serving at the county, city, or other local level of government on an appointed or elected board, council, commission, authority, or committee. It applies equally to members of advisory and non-advisory bodies who are presented with a voting conflict of interest under Section 112.3143, Florida Statutes. The requirements of this law are mandatory; although the use of this particular form is not required by law, you are encouraged to use it in making the disclosure required by law. Your responsibilities under the law when faced with a measure in which you have a conflict of interest will vary greatly depending on whether you hold an elective or appointive position. For this reason, please pay close attention to the instructions on this form before completing the reverse side and filing the form. INSTRUCTIONS FOR COMPLIANCE WITH SECTION 112.3143, FLORIDA STATUTES ELECTED OFFICERS: A person holding elective county, municipal, or other local public office MUST ABSTAIN from voting on a measure which inures to his special private gain. Each local officer also is prohibited from knowingly voting on a measure which inures to the special gain of a principal (other than a government agency) by whom he is retained. In either case, you should disclose the conflict: PRIOR TO THE VOTE BEING TAKEN by publicly stating to the assembly the nature of your interest in the measure on which you are abstaining from voting; and WITHIN 15 DAYS AFTER THE VOTE OCCURS by completing and filing this form with the person responsible for recording the minutes of the meeting, who should incorporate the form in the minutes. APPOINTED OFFICERS: A person holding appointive county, municipal, or other local public office MUST ABSTAIN from voting on a measure which inures to his special private gain. Each local officer also is prohibited from knowingly voting on a measure which inures to the special gain of a principal (other than a govern,ment agency) by whom he is retained. A person holding an appointive local office otherwise may participate in a matter in which he has a connict of interest, but must disclose the nature of the conflict before making any attempt to influence the decision by oral or written communication, whether made by the officer or at his direction. IF YOU INTEND TO MAKE ANY ATTEMPT TO INFLUENCE THE DECISION PRIOR TO THE MEETING AT WHICH THE VOTE WILL BE TAKEN: · You should complete and file this form (before making any attempt to influence the decision) with the person responsible for recording the minutes of the meeting, who will incorporate the 'form in the minutes. · A copy of the form should be provided immediately to the other members of the agency. · The form should be read publicly at the meeting prior to consideration of. the matter in which you have a conflict of interest. (11(Jfl'I~H HI,JI(, PAGE I o C) IF you ~AKE NO A 1TE~PT TO IN,FL~~NC.E TtlE PECIS"ION EXCEPT BY DISCUSSION OR VOTE AT THE MEETING: .. . ....,.. . . : . .. .. '. . . . ~ . . . You. should disclose orally the nature "of your conflict in the measure before participating. . You should complete the form and file it within 15 days after the vote occurs with the person responsible for recording the minutes of the meeting, who should incorporate the form in the minutes. DISCLOSURE OF STATE OFFICER'S INTEREST I, Robert A. Pool , hereby disclose that on July 11 ,19~: . (a) A measure came or will come before my agency which (check one) --X..- inured to my special private gain; or _ inured to the special gain of ,. , by whom I am retained. (b) The measure before my agency and the nature of my interest in the measure is as follows: I abstained from voting on the request by Alan Pool and Dwight Meeker for a conditional use permit to expand a convenience store/gas station because Alan Pool is my brother. July 14, 1989 Date Filed #-4r~ Signature NOTICE: UNDER PROVISIONS OF FLORIDA STATUTES ~1I2.317 (1985), A FAILURE TO MAKE ANY REQUIRED DISCLOSURE CONSTITUTES GROUNDS FOR AND MAYBE PUNISHED BY ONE OR MORE OF THE FOLLOWING: IMPEACHMENT REMOVAL OR SUSPENSION FROM OFFICE OR EMPLOYMENT, DEMOTION, REDUCTION IN , , SALARY, REPRIMAND, OR A CIVIL PENALTY NOT TO EXCEED $5,000. PAGE 2 CE FORM 88 . 10-86