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HomeMy WebLinkAbout1980-04-04 - City Commission Special Meeting Minutes5811 NORTHWEST 88TH AVENUE 0 TAMARAC, FLORIDA 33321 TELEPHONE (305) 722-5900 April 3, 1980 CITY OF TAMARAC CITY COUNCIL You are hereby notified that the City Council will hold a SPECIAL MEETING on Friday, April 4th, 1980, at 9:30 A.M., in Council Chambers. The following matters will be discussed. 1. Connections with Broward County Utilities -- Discussion and Possible Action. 2. Business Automobile Liability Insurance - Discussion and Possible Action. Council may consider such other business as may come be- fore them. All interested citizens are invited to attend. MARILYN BERTHOLF City Clerk )4� mb/tz CITY OF TAMARAC, FLORIDA SPECIAL CITY COUNCIL MEETING April 4, 1980 CALL TO ORDER: Mayor Falck called the Special Meeting to order on Friday, April 4, 1980, at 9:30 A.M. ROLL CALL: PRESENT: Mayor Walter W. Falck Councilman Irving NI. Disraelly Councilwoman Marjorie Kelch Councilman Irving Zemel ABSENT & EXCUSED: Vice -Mayor Helen Massaro ALSO PRESENT: City Manager, Edward A. Gross City Attorney, Arthur M. Birken Ass't. City Clerk, Carol Evans 1. Connections withroward Count „B . Utilities - Discussion and possible � action. SYNOPSIS OF ACTION: Authorization granted to contract with the County for hook-up at cost not to exceed $6,225.00, with funds from Contribution in Aid of Construction Account. Mr. Gross advised that he distributed copies of a letter he received from Williams, Hatfield & Stoner. He stated that there were considerable problems at the Utility Plant, with the flow of sewerage into this plant. The meters, he said, did indicate a decrease in the flow to 4.2 million gallons per day, and was below the 4.8 or 4.9 maximum capacity of the plant. Thereafter, he indicated, at the direction of the City Engineer, the gauges were checked, and it was determined that they were not correct, and reading substantially below the actual level of sewerage coming into the plant. He said there was an overflow for the third time because of the extreme rains, and a meeting was called with the City Engineer and the Consulting Engineer, with a decision to immediately hook into the County system. The City Manager read a letter from Williams, Hatfield & Stoner, dated 4/3/80, re: Sunshine Plaza Force Main, which advised that Continental Consolidated,the Contractor,will charge $6,223.00 to test yard piping at LNS 14 - out of sequence. The charge, he said, would be paid by the City to the County, with supervision by the County. The price, he said, was an upset fixed price,and authorized tomorrow,the work could be completed by Wednesday of the following week. Mr. Gross said that because of existing flow conditions in the City's Uti1- ity plant, he would recommend that the extra work be authorized, and connection be made to the County system as soon as possible, at the cost of $6,223.00. Mr. Birken advised that the monies would come out of the Contribution in Aid of Construction funds, and felt that the motion should spell -out the emergency. Mr. Gross responded to a question by C/M Disraelly, as to exceeding the 500,000 gallons per day, once the rainy season is in effect, by stating that work was still being done for the elimination of infiltration, and would involve some increased flow during the rainy season. Mr. Keating indicated that Shenandoah Construction is still working in Westwood 5, and sealing up substantial leaks. He said that Mr. Woelke informed him this day that almost all the equipment was received for the operation of their own vehicles; with the material supplier coming in on April 14, for the purpose of certifying personnel. He also noted there was an advertisement for a lead --man, and in the near future will be able to use their own crews for this work. Mr. Gross anticipated that once the visitors leave, after the Easter season is over, the flow will be reduced.. C/M Disraelly inquired as to the installation of the City's meter, for --1- 4/4/80 mr/ L recording of the flow going into the County, to which Mr. Keating replied that it has not yet been done, but would be coordinated by Mr. Nolan, which would monitor the flow. Mr. Gross said there will be other work done in Sections 1 through 5, in order to be certain of the correct flow, to which Mr. Keating added that a determination will be made as to minor changes, due to different head conditions going east to the County's lift station, rather than pumping west to University Drive. C/M Disraelly confirmed the fact that switching can be accomplished, and the inter -connects are available, by shutting off one valve, and turning on another, without the necessity of tearing up streets, and putting in new piping. He inquired whether the inter -connects were in, to be used for a change in another area, in order to get the 500,000 gallons; to which Mr. Keating said that valving operations could be done to avert additional flow west of the turnpike. Mr. Keating said the billing rate is 586, per 1,000 gallons, and is cumulative, and if 400,000 gallons are sent, then it would be paid on a monthly basis, rather than a daily one, but would be at an average flow of 500,000. C/M Disraelly said that based cn the input from Williams, Hatfield & Stoner, and an emergency has arisen, whereby the present plant facilities cannot handle all the sewage inflow, it is encumbent upon the City to hook-up with the County, for the handling of at least 500,000 gallons a day, in order to keep the plant in a healthy condition. He then MOVED that the City contract with the County to have hook-up made between the Utility and the County, at a cost not to exceed $6,225.00, and the funds would come from Contribution in Aid of Construction, because this is additional and new work, for the expansion of the Utility. C/W Kelch SECONDED. VOTE: ALL VOTED AYE. Mr. Gross announced that the City of Ft. Lauderdale is going to have May 4th through 9th, as Clean -Water -Week, with advertisements and public announcements, whereby everyone is invited to inspect their sewer and water plants on a tour basis. He inquired whether Council would be willing to establish a program of this type, and would sug- gest that the City Engineer and Assistant City Manager have a combined advertisement for Clean -Water -Week. C/W Kelch was not in favor of such a program, but C/M Zemel felt that it would be interesting for public viewing. Mayor Falck felt that additional publicity would be directed to Ft. Lauderdale,and divert from the Utility plant program, to which Mr. Gross stated that such a program could be delayed to the first week in June for the City. Mr. Birken said that he sent Council a memo two days previous, which concerned a Notice of Violation from the Environmental Quality Control Board, and felt it would be appropriate at this time to agendize autho- rization for the City Manager to execute a settlement, and resolve this matter. 3. Notice of Violation from Environmental Quality Control Board - Discus- sion and possible action. SYNOPSIS OF ACTION: City Manager authorized to execute settlement, for Notice of Violation issued by EQCB in March of 1980. AGENDIZED BY CONSENT C/M Disraelly MOVED to AGENDIZE BY CONSENT the item of the Notice of Violation from Environmental Qua My Control Board for discussion and possible action, and C/W Kelch SECONDED. VOTE: ALL VOTED AYE. Mr. Birken said such violation is not unusual for plants, and felt that arbitration should be made quickly, and authorization would be helpful. -2- 4/4/80 mr/ ►. J F I Mayor Falck said that he would support a motion to pay the total of $144.00. Mr. Birken indicated the following verbiage for the motion; a motion to authorize the City Manager to execute the settlement of the Notice of Violation issued by the Environmental Quality Control Board in March of 1980, and C/M Zemel SO MOVED, and C/M Disraelly SECONDED. Mayor Falck suggested that the payment of the monies, plus any legalities involved, be accomplished this day, in order to eliminate any possible problems. VOTE: ALL VOTED AYE. 2. Comprehensive Business Automobile Insurance - Discussion and possible action - Temp. Reso. #1568. SYNOPSIS OF ACTION: Approved to RESOLUTION NO.R-- /Zj O- & PASSED - Admiral Insurance, subject to cancellation on 10-day written notice, without penalty. Judy Deutsch, the Insurance Technician, presented the item, and advised that she contacted Admiral Insurance as to the extension of the City's policy. She said they could not extend the policy, but Peninsula Fire said that based on past performance, they would be willing to write the policy, and not penalize the City if cancellation occurs before the expiration date. She said there is usually a 10% penalty on the unearned premium, and felt that Mr. Price would confirm this in writing. Mayor Falck said that it was his recommendation to accept this, and advised that he sent a memo to Council as to the analysis of collision insurance. He also sent Judy some additional information on preliminary work that he has done. In response to C/M Disraelly's question as to a minimum amount of days for cancellation, Mrs.Deutsch indicated 90 days, to which the City Attorney stated that the discussion involved 90 days from the extension, but not the cancellation. Mrs. Deutsch said the City was renewing the policy for one year, with an option to permit cancellation upon a 10-day written notice, with no penalty. Mayor Falck said that the fund would be established on a fiscal year basis, and the deductions will be from planned figures, rather than the April 8th date that is presently in effect. This, he said, would require modification, with the premium being approximately $33,000, and felt that the recommendation would be for the $50,000, and addi- tional monies would be necessary. He further noted that the collision figures would be better, and the chargeable -deductible of $250 per claim, was not made. It was originally determined that the department would be charged for the first $250.00 in connection with the claim. C/M Dis-raelly said that Mayor Falck has indicated that the interest genexat&d by the fund, has paid all the expenses for the past two years,_ with a net gain involved. Mayor Falck stated that a charge was made against the self-insurance fund, for a maintenance item, in the amount of $115.80, and should not have been on the ledger sheet. He said that $5,000.00 was being held for handling potential claims for self-insurance, which figures were determined to be incorrect. The Mayor further advised that Mrs. Deutsch was notified of four claims, with reimbursement having been made. The Mayor said that on the new self-insurance plan, it was his intent that everything would be charged against the fund that should be. He further felt that the legal work could be done in-house, and could be charged against the City Attorney's account. Also, he said, the salary and expenses of Mrs. Deutsch would be charged, but investigative re- porting would be an outside item, and required determination as to an approved firm. - 3-- 4/4/80 mr/ I L�] C/M Disraelly inquired whether the funding could be handled similar to Tamarac Utilities, whereby it could be paid, with monies going into a high -interest account. Thereafter, he said, it could be paid out of the General Fund, and upon the six-month expiration date, it will be journalized back into the General Fund, which would build up the reserves. Mayor Falck said that he would send copies to Council advising them as to all the information gathered by him. He also said that a study was made to operate with an agreement by the Council, to put five payments of $30,000.00 each, into the fund, and build-up to a maximum of $35,000 over the next five or six years. Reimbursement, he said, would be in effect, as noted in the self-insurance fund, for the difference between reserve and the actual balance at the end of the year. C/M Disraelly inquired as to the self-insurance fund reaching a higher figure than the normal projected basis, and whether the excess will go into the General Fund, as unappropriated surplus. To which, Mayor Falck responded that when it goes above $35,000.00, it would be returned to the City's General Fund. Mr. Birken advised that the Purchasing Ordinance has a provision which requires that when an award is not given to the lowest bidder, a full and complete statement, with reasons for placing the order elsewhere, shall be prepared by the City Manager or an employee designated by him, and filed with the other papers relating to the transaction. The City Attorney further added that an oral report was given as to the recom- mendations being made, and should be prepared, in writing, and placed in the records of this meeting, with copies to be given to Council. He then read Temp. Reso. #1568, also noting that the second Whereas clause should provide that the award is to the lowest, fully responsive and responsible bidder, rather than the lowest and best bidder. C/M Disraelly inquired whether the second section should include cancel- lation, without a penalty, to which Mr. Birken concurred that Section 2. should read; "that the award is subject to the policy being cancellable on 10-days written notice, with no penalty". C/M Disraelly said that Section 1 would read,an award to Admiral Insurance with a total figure of $35,682.00, and MOVED to approve Temp. Reso. #1568. C/M Zemel inquired whether Mayor and Council's vehicles were co-insured by the City, to which Mayor Falck responded that the City is covered for Council, Boards and non -owner automobiles being used for City business. Mrs. Deutsch said that her interpretation was that the City is protected in the event they are named in a suit, due to liability of employees driving their own vehicles, on City business. C/W Kelch SECONDED the motion, approving Temp. Reso. #1568. VOTE: ALL VOTED AYE. MEETING WAS ADJOURNED -AT 10.30 A.M. ATTEST: ,CITY CLERK This public document was promulgated at a cost of $ �e. �Y , or $/ 49f per copy, to inform the general public and public officers and employees about recent opinions and considerations by the City Council of the City of Tamarac. -4 - APPROVED BY CITY COUNCIL ON VJO# 0 4/4/80 mr/