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09-26-1978 Regular Meeting . e e e CITY OF CLERMONT MINUTES REGULAR MEETING A Regular Meeting of the City Council of the City of Clermont was held on Tuesday, September 26, 1978. The meeting was called to order at 7:30 P.M. by Mayor Claude E. Smoak, Jr., with the following members present: Councilmen Byrd, Honey, Cole, and Schroedel. Other officials present were: City Manager Tiffany, City Attorney Baird, City Clerk Carroll, Finance Director Sanchez, Building Official Nagel, and Chief of Police Tyndal. Others present were: Master Chris Honey, Mr. & Mrs. Ben Blackburn, and the Messrs. Ogden, Grose, Daw, Czech, Sargent, Duncan, Cook, Eaton, and Haines. Representatives of Jefferson National, Washington National, Metropolitan, and Blue Cross/Blue Shield Insurance Companies were also present. The Invocation was offered by Councilman Byrd, followed by repeating of the Pledge of Allegiance in unison by those present. The Minutes of the Regular Meeting held on September 13, 1978 were approved as written. SEMINOLE WELL STATUS City Manager Tiffany reported that the Seminole Well had been put on line on September 18th and had been operating successfully since that time. He further advised however, that since being put on line, the pressures in the water system were higher than had been anticipated which had resulted in a lower discharge from the well than had been designed; That it had been designed for a discharge of 1500 GPM, and is operating at 1100 GPM; That because of this problem and other areas which had been requested recently by the DER to have evaluated, he inquired of Council approval to contact the City Engineer with regards conducting a 5 year evaluation of the water system, and, a like evaluation of the sewer system. Motion was made by Mayor Smoak, seconded by Councilman Byrd and carried that City Manager Tiffany be authorized to contact City Engineer Springstead to obtain a draft agreement in writing for evaluating the Utility Department, including both water and sewer. Mayor Smoak requested that City Attorney Baird review the contractual agreement of the City with Dawkins & Associates, Inc. to determine if the contractual agreement stipulation of receiving a 1500 GPM capacity pump has been met, and, if not, what recourse the City might have to either adjust the contractual price of the project or get Dawkins & Associates, Inc. ideas on it. ELECTRO-PROTECTIVE ALARM SYSTEM City Attorney Baird reported he had reviewed the material and minutes of the meeting relating to the City's acceptance of the alarm system, and had concluded the proposal presented by Electro-Protective Alarm System had involved only the receiving equipment to be located at the Police Station, therefore the City incurred no liability to the individuals who were forced to modify their transmitting equipment in order to tie in with the receiving equipment. ENCUMBRANCES Finance Director Sanchez submitted a list of proposed encumbrances for current budget year expenditures that have not been received in the amount of $7488.79, and inquired of Council approval to expend such funds in fiscal year 78-79. Motion was made by Council- man Byrd, seconded by Councilman Honey and carried that the necessary approval be granted. COOPER MEMORIAL LIBRARY Councilman Schroedel, liaison representative to the Library Board, reported on his recent attendance at their regular meeting wherein it was reported that the Library had experienced a record book circulation of 3300 books per month for the past two months; That following a series of noon-time talks at the Senior Citizens Center by Mrs. Homan, Assistant Librarian, there had been a definite increase of use of the Library's facilities by the senior citizens; That $200 had been realized from the sale of excess books at the Library booth at Jaycee Beach.on Labor Day; That they had been the recipients of 1200 books during the year from individuals and estates in the area, many of which were very old and valuable, and it was now planned to establish an Antique Book Department at the Library. Councilman Schroedel further advised of the Board's inquiry as to the City's responsibility for the air conditioning maintenance and repairs. City Manager Tiffany advised the air conditioning system had always been considered a part of the Library owned equipment on which they assume all costs. e e e e C17'Y OF CLERMONT MINUTES EMPUOYEE HEALTH/LIFE INSURANCE City Manager Tiffany submitted a comparative sheet appraisal of the nine proposals received for city employees health and life insurance coverage for 78-79 fiscal year, and recommended that the low bid proposal as submitted by Jefferson National II be accepted. Mr. Tiffany further advised that the cost to the City figures had been calculated to include the City assuming total cost of employee life insurance inasmuch as the low bid proposal was within the 78-79 budgeted amount for employee group insurance. Motion was made by Councilman Byrd. seconded by Councilman Honey and carried that the City Manager's recommendation be accepted. VETERANS GRAVE MARKERS City Manager Tiffany advised of a request received from the South Lake Veterans Council that the City absorb the cost of installing the government furnished markers at Oak Hill Cemetery as an expression of thanks and appreciation to the veterans families for the veteran's service to our country. Mr. Tiffany further advised that the existing cost was $15.00, and there had been an average of about one veretans marker per month installed. Motion was made by Councilman Schroedel, seconded by Councilman Honey and unanimously carried that the request of the South Lake Veterans Council be granted. JENKINS AUDITORIUM RATES A proposed revision to the rules governing the use of Jenkins Auditorium, as prepared by City Manager Tiffany and Chamber of Commerce Director Searles, was presented for Council consideration. City Manager Tiffany advised the proposed rate revisions had been prepared to more nearly reflect the cost of operating the building, and to encourage the use of other City-owned facilities when possible; That other proposed changes would clarify the right of the Chamber Director to demclnd fees in advance, and incorporate the previously made change delegating authority to the City Manager to authorize dances. Motion was made by Councilman Byrd, seconded by Councilman Cole and carried that the revisions as presented be accepted. JOINT COUNTY-WIDE PURCHASING City Manager Tiffany submitted an Interlocal Agreement providing for cooperative purchasing among governmental agencies wherein it would enable the City to participate in a joint County-City-School Board purchasing arrangement for commonly used items[fit so desired, and recommended that it be accepted. Motion was made by Mayor Smoak, seconded by Council- men Schroedel and carried that the Managerls recommendation be accepted and the Agreement be executed by the proper City Officials. ORDINANCES Councilman Honey introduced AN ORDINANCE UNDER THE CODE OF ORDINANCES OF THE CITY OF CLERMONT, LAKE COUNTY, FLORIDA, AMENDING CHAPTER 20 OF THE CODE OF ORDINANCES PERTAINING TO SUBDIVISIONS; PROVIDING A CODE OF THE SUBDIVISION REGULATIONS FOR THE CITY OF CLERMONT, and the Ordinance was read for a first reading by CityClerk Carroll, by title only, Mr. Ben Blackburn, a member of the Subdivision Ordinance Review Committee, and who, in con- junction with City Engineer Springstead, was instrumental in preparing the proposed subdivision Ordinance after a year of study by the Committee, appeared before Council to apprise them of the major changes which were proposed, as follows: All preliminary plats would be reviewed for recommendations by a Committee consisting of the City Manager, City Engineer, City Attorney, and Public Works Director; The subdivision procedures would be simplified by the creation of two classes of subdivisions: Class I, usually a replat of already improved areas, which would be exempt from some procedures, and, Class II, a normal subdivision involving public improvements; and, A fee of 1% of subdivision improvement cost would be added to cover the City's cost of engineering review and inspection. e e e . CITY OF CLERMONT MINUTES QUESTION FOR GENERAL ELECTION BALLOT Mr. Roy Grose inquired of CounciL as to proper procedure for having a Question placed on the General Election Ballot inasmuch as he had been advised by the County Supervisor of Elections that no standard and/or proper form was available from her office, as he had been instructed at the last meeting. The inquiry was referred to City Attorney Baird who advised that previous provisions in State Statutes for referendums had been repealed when the Home Rule Statutes were passed, and the City of Clermont has not adopted necessary provisions for referendums since that time. It was the suggestion of Mayor Smoak, and he thereupon moved, that City Attorney Baird be instructed to prepare an Ordinance proposal for presentation at the next regular meeting, providing guidelines and procedures to allow interested citizens to place initiatives on City Election Ballots. The motion was seconded by Councilman Byrd, and thereupon moved by him that the motion be amended wherein the necessary provision;requirements be patterned after existing State Statutes requirements for state wide referendums and/or recalls. The amendment was seconded by Councilman Honey. Upon voice vote of both the initial motion and the amending motion, they carried unanimously. There being no further business to be brought before the Council at this time, the meeting was adjourned by Mayor Smoak at 8:30 P.M. Q,~~) t. ~f~- DOLORES W. CARROLL - City lerk CLAun(!! ~r • CITY COUNCIL APPROVED 9 -26 -78 Pf 0 POSecL APPENDIX li RENTAL FEES 1. No rental fee is charged to government groups, local hospital, blood banks or Red Cross or for youth activities which are free of admission, properly chaperoned by adults and open to the public or to service club activities that are intended to benefit the community and that are not fund- raising programs. 2. A fee of $3.00 per hour with a minimum of $10.00 fee and a maximum of $30.00 per day is charged for programs not included above which are educational, cultural or spiritual in nature, are non - political, and are open free of admission to the general public. 3. For all other purposes the fee is $3.00 per hour with no maximum. An additional charge of 10% of gross receipts will be levied for fund - raising events not included in paragraphs 1 or 2. For local, non- profit groups, the percentage fee is limited to $35.00 maximum. 4. Set -up, take -down and clean -up fees apply in all cases, as determined by the Chamber Director at the rate of $3.0U per hour ($3.00 minimum). 5. The conference room is available without charge (for non- commercial purposes) between 9:00 a.m. and 5:00 p.m. on regular business days by prior arrangement with the Chamber of Commerce Director. Regular rental fees will be charged at all other times as per sub -paras 2 and 3 above. 6. idhen a reservation is requested, the Chamber Director may demand fees and possible assessments in advance, at his discretion. • P to posed APPENDIX C RULES GOVERNING THE USE OF THE CLERMONT JENKINS AUDITORIUM 1. Advance reservations for the use of the building are required and must be made with the Chamber of Commerce Director during regular business hours. 2. No organization or individual (other than the proper City and Chamber of Commerce authorities) will be furnished a key. 3. Reservations will specify a starting time and expected ending time so that fees may be quoted. The fee will be computed on the time the building is occupied until vacated. 4. Persons reserving the building have the responsibility to leave it in as good order as they found it, or they will be assessed a "clean -up" fee at the discretion of the Chamber Director. The kitchen area must be thoroughly cleaned after use. All garbage must be must be removed from the building and placed in a garbage can outside the building. All unused food must be removed from the refrigerator and from any other part of the building. 5. No organization or individual may store or leave supplies, materials, equipment or other items in any part of the build- ing without written permission of the Chamber Director. 6. If reservations that are held over 30 days are cancelled within 10 days of the reserved date, a $10.00 fee may be charged. 7. Dances require the prior expressed approval of the City Manager. Applications for dances should be made to the City Manager at least two weeks prior to requested date. • 8. The City Council will consider requests for use of the building when permission is denied by the Chamber Director. Special request should be made to the City Council at least three weeks in advance of the requested date. The decision of the City Council shall be final. 9. The use of the building for formal religious services must be approved in advance by the Chamber Director and the City Manager. 10. The use of posters or other advertsing of a permanent or semi- permanent nature within or around the building is prohibited without the consent of the Chamber Director. Temporary notices may be placed on the bulletin board after permission of the Chamber Director. Signs, banners or other decorations which may damage the building are prohibited. 11. Bottled gas or any other highly flammable substance is not allowed in the building without proper supervision of competent, fire - trained personnel and prior approval of the Chamber Director , (0"•••• and Fire Chief. 12. Animals are not permittted in the building without prior per- mission from the Chamber Director. Wopo s64- APPENDIX C ('age two 13. All rental fees will be billed to the user by the Chamber - of Commerce. Such fees must be paid to the Chamber Director during regular business hours within three days. Any person or organization owing rental fees will be denied use of the building until all fees are settled in full. 14. Any rental -of the building which causes or results in damage to the building or its contents will be billed for full cost of repairs of such damage. 15.. Under no circumstances will alcoholic beverages be allowed on the premises either outside or inside. 16. All reserving parties agree to notify the Clermont Police Department for security check when the building is vacated after regular Hours. 17. The lobby shall not be used for meetings. 18. Reservations may be made for a regularly scheduled use of the auditorium but only with the understanding that special event programs may cause cancellation of the regularly scheduled use. • (am