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07-27-1983 Workshop Meeting - CITY OF CLERMONT . MINUTES Workshop Meeting July 27, 1983 The Workshop Meeting of the City Council of the City of Clennont was held July 27, 1983 in the City Hall Conference Room. The meeting was called to order at 7:10 p.m. by Mayor Beals with the following Council Members in attendance: Council Member Turville, Council Member Dupee, and Council Member Cole. Council Member Pool was absent. Other City Officials present were City Manager Forbes and Finance Director Saunders. CITY MANAGER'S REPORT The City Manager gave a report on the bowling alley at Westgate Plaza. He explained to the Council Members that they would be seeing a third hand- ball court constructed, as a court could be legally built on the north side of the building. It reminded the Council that a variance had been given for the construction of handball courts and a weight roam on the south side of the building, mainly to save parking spaces. He explained that the new handball court would take away four parking spaces, however, the four spaces would be added at the west side of the building, so no spaces would be lost. The City Manager spoke to the Council Members about Jenkins Auditorium and explained many of the City's problems with the various groups in the building. He stated that he would be talking with representatives from the Highland Squares and Hilltop Stampers about any potential prob- lems with scheduling and floor maintenance. The City Manager informed the Council that for many years the City has leased its bucket truck at a rate of $45/hr. to various organizations. He stated that the City does lease the truck, but that a City operator must be hired along with the vehicle. He explained that he would re- search the cost per hour to insure that it was covering all of the City's costs. The Council Members believed that there were no prob- lems with leasing the bucket truck since it had been done for many years, but they wished to be kept informed if there were any problems. The status of the problems with the weeds at Center Lake was discussed. The Council set a Workshop for next Thursday at 6:00 p.m. at the lake to decide what alternative the City should select to clean up the lake. The status of the City's new policy on boat docks on City property was considered. The City Manager stated that to his knowledge, there was only one dock on City property at this time, and that the leasee of this property was not complying with the lease agreement. Mr. Forbes stated that he would keep the Council informed on this matter, but that this dock may have to be torn down. Burx;Er mRKSHOP Finance Director Saunders informed the Council that we may have to change the date for our tentative budget hearing. He was informed today, that the School Board may select September 6, 1983 for their tentative budget hearing. He explained that the State Law requires that the City's budget hearings not conflict with the School Board's and County's as much as pos- sible. It was the consensus of the Council that should the City's hearing conflict with either of those mentioned above, the City would reschedule our tentative budget hearing for September 7, 1983, at 7:30 p.m. Finance Director Saunders reviewed questions raised at the last budget workshop with the Council Members. He explained that he had talked with Chief Tyndal about the monies budgeted for cameras for the Police Depart- ment, and stated that the Police Department had thoroughly researched the type of cameras they were purchasing and would be satisfied with the funds budgeted. . CITY OF CLERMONT . MINUTES Workshop Meeting July 27, 1983 Page 2 City Manager Forbes discussed the $4,480 budgeted for painting of fire hydrants. He explained that this money was not just for paint, but also for hiring a part-time worker to perform the work. There was much dis- cussion on the amount of funds budgeted by the Utility Department for the work, and it was the consensus of the Council to reduce this item to $4,000. There was much discussion regarding vehicle replacement and the City's Vehicle Replacement Plan. A worksheet with a list of all of the City's vehicles was handed out to all Council Members. Council Member Tur- ville discussed the fact that he believed that just because a car was old did not necessarily mean that it should be traded. He stated that any car traded should be backed up not just by the age and milage, but also the condition of the body and history of repairs. He stated that with the rising prices of autOIOObiles depreciation was the largest cost to be borne when purchasing a vehicle. As long as there were no main- tenance problems and the body was in good shape, it would probably be worth keeping a vehicle. City Manager Forbes stated that he had no problems with this philosophy as long as the Council understood that the City's fleet must be kept in good condition. If we are to keep any kind of maintenance program, and considering the large number of City owned vehicles, a certain amount must be replaced every year. He explained that the Police Department gets new cars every other year, since they have approximately 100,000 miles on them when they are traded, and have been subjected to extremely hard use. He stated that in the year the Police Department is not getting a car, it is important that the City consider the purchase of at least two vehicles to keep the fleet in decent shape. The Council should consider replacing those vehicles which are in the worst shape (highest mileage, maintenance costs, and poorest body condition). The Council Members reviewed each type of City vehicle - passenger cars, patrol cars, trucks, fire vehicles, heavy equipnent, garbage trucks, and tractors. The City Manager explained that in the past few years the City has reduced the size of its fleet by several vehicles. The Council discussed the replacement of a 1973 Ford Courier and the Cushman with a 1983 four cylinder pickup truck. After much discussion, it was the con- sensus of the Council that the funds for this vehicle be kept in the budget, however, it would not be replaced until specific authority to do so is given by the Council, and that the new vehicle not be purchased until the sprayfield is in operation. At that time, the needs of the Utility Department can be better assessed. The Council felt that be- cause the 1973 Ford Courier is fully depreciated and in good working order, that it might be well to keep the vehicle. The replacement of the Building Official's car was discussed in great detail. The car was previously used by the Police Department and has very high mileage. Replacement of the Public Works Director's car was also discussed. After much discussion, it was the consensus of the Council to replace the Building Official's car this fiscal year, and would most likely be a used 1982 model which will be bid out by the City. The 1981 Ford Fairmont with very high mileage used by the Police Department as a spare vehicle would be traded in next year's budget. This vehicle would be replaced by the car presently driven by Chief Tyndal, and he would receive a new police vehicle. The funds for the Building Official's car would be obtained by a budget amendment. The $7,000 dollars for handball courts would be eliminated, and the funds used for the Building Official's car. The Council believed that the handball courts were no longer needed because three courts were now being constructed next to City Hall at the bowling alley. The sanitation vehicles owned by the City were discussed in detail, and their maintenance records reviewed. The City Manager stated that $55,000 was presently in this year's budget for the purchase of a replacement garbage truck. He stated that the City has three garbage trucks, two are used for garbage collection and the third truck is used for trash collection and as a spare. He stated that .. CITY OF CLERMONT . MINUTES Workshop Meeting July 27, 1983 Page 3 what the City Staff had initially recammended was to trade in a 1974 Ford Packer with approximately 80,0000 miles. The City's 1978 garbage truck would be used for trash pick up. A new 1983 vehicle would then be purchased for garbage collection. He stated that the City had sane reservations in trading the Packer on the 1974 Ford truck since the hopper was very large and the collection person- nel did not wish to trade in the packer. A new trash collection vehicle can be divided into two parts, the chasis and the packer. The Ci ty Manager explained that they could get two vehicles in good shape for a price less than one new vehicle by following the Public Works Director's recammendations that the City would purchase a new chasis with cab and engine for the 1978 Ford (vehicle #4224). A diesel engine would be purchased for better fuel constnnption and engine life, and the existing packer would be placed on this chasis. The 1978 Ford chasis, would then be placed on vehicle #4217 and the chasis for the 1974 Ford trash truck would be traded. The existing twenty yard packer would then be placed on the 1978 Ford chasis for trash collection. In this manner the entire sanitation fleet would be kept in very good shape at cost less than the purchase price of a new vehicle. The estimated cost for this work including painting and sane maintenance was $47,000. It was the consensus of the Council to purchase a new chasis and accept the changes as recammended by the City Staff. Mayor Beals explained that there was a meeting of the Centennial Com- mittee tomorrow night and that they had been inquiring about the amount of funds they would receive fran the City. He then asked the Council if they would briefly consider the Committee's budget request for $10,000. After much discussion of the City's financial status, it was the con- sensus of the Council that about $6,000 be budgeted for the Centennial Ccmnittee. Council Member Dupee stated that $500 would be needed irranedi.ately for part of the Committee I s work. She requested that the City Manager put the request for the $500 on the next Council Agenda. The meeting adjourned at 9:10 p.m. fl..tJ J3J3.~L CHARLES B. BEALS, MAYOR A'ITEST: M~ WA~UNDERS' CITY CLERK