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HomeMy WebLinkAbout07-16-1981 WorkshopCITY COUNCIL MINUTES OF WORKSHOP MEETING JULY 16, 1981 OFFICIALS PRESENT: MAYOR MURPHY,JR. T, V. BOYD, J. P. LEE W. RUTHERFORD, J. SCOTT, CITY ATTORNEY P. WITSCHEN, CITY MGR. P.J.BEAULIEU, CITY CL AGENDA CHARLES HINTON RE:SENIOR NUTRITIONAL AID PROGRAM �p0.w.a�83� 441) MR. HINTdN HAD PROVIDEDCOUNCILWITH AN INFORMATION BROCHURE AND SPOKE REGARDING THE SENIOR NUTRITIONAL AID PROGRAM. HE EXPLAINED THAT HE MIGHT BE .ABLE TO PUT ADINING SITE IN TWO ADDITIONAL PLACES IN THE COUNTY STARTING IN JANUARY, 1982.- CAPE CANAVERAL AND PALM BAY. .FUNDING FOR PROGRAM IS 108 LOCAL. AND 90% FEDERAL. HE INFORMED COUNCIL THAT HE WOULD BE IN TOUCH WITH THEM IN ORDER TO SEE IF THE CITY CAN COMMIT MONIES IN THE UPCOMING FISCAL YEAR BUDGET. COUNCIL INFORMED MR. HINTON THAT THEY WOULD CONSIDER ASSISTANCE FOR THE PROGRAM IN THEIR BUDGET. , NEW BUSINESS ITEM 1. PHASE II DUAL TAXATION STUDY MR. RUTHERFORD EXPLAINED THAT THE CONSULTANTS CARRYING OUT THE STUDY WOULD HAVE TO DROP THE CITY OF CAPE CANAVERAL IF WE DON'T PROCEED WITH PHASE II.. THE PRELIMINARY RESULTS FROM THE STUDY AMOUNTS TO APPROXIMATELY 2 MILLS ON PROPERTY TAX. THIRTEEN CITIES IN THE COUNTY ARE IN THIS STUDY.' PHASE II WOULD BE APPROXIMATELY $810. THIS ITEM TO BE PLACED ON 7-21 AGENDA. ITEM 2. RESOLUTION RE: REQUESTING GOVERNOR GRAHAM CALL SPECIAL LEGISLATIVE SESSION MR. RUTHERFORD EXPLAINED THAT ITEMS 2 AND ITEM 3 WOULD BE ONE RESOLUTION. THESE ITEMS PLACED ON 7-21 AGENDA., ITEM 3. RESOLUTION—RE- —LOCAL OPTION SALES TAX TO BE ON WITH ITEM 2 ON 7-21 AGENDA. ITEM 4. CONTRACT RE: FINANCIAL ADVISORY SERVICES CITY MANAGER WITSCHEN REQUESTED THAT. THIS ITEM BE CONTINUED TO NEXT COUNCIL WORKSHOP. ITEM 5. CONTRACT RE: POLICE SERVICES CITY MANAGER WITSCHEN PASSED OUT TWO REPORTS ON POLICE SERVICES TO COUNCIL. THIS ITEM TO BE PLACED ON 7-21 AGENDA. REPORTS ARE ATTACHED TO THESE WORKSHOP MINUTES. ADDENDUMS WERE NOT PASSED (I)UNCIL WORKSHOP MINUTE 7-16-81 PAGE 1 0 • • OUT TO COUNCIL AT THIS TIME. 'ALIS ITF24 PLACED ON 7-21 AGENDA. ITEM 6. BUDGET TRANSFERS COUNCIL HAD BEFORE THEM A LIST OF BUDGET TRANSFERS WHICH HAD BEEN PREPARED BY CITY MANAGER WITSCHEN. THIS ITEM ON 7-21 AGENDA. ITEM 7. ADMINISTRATIVE REPORT CITY MANAGER WITSCHEN INFORMED COUNCIL THAT THE UPCOMING FISCAL YEAR'S BUDGET WOULD BE READY FOR THEM IN THE NEXT FEW DAYS. MR. WITSCHEN THEN PROCEEDED TO ANSWER THE QUESTIONS ASKED AT A PREVIOUS MEETING BY OCEAN WOODS HOME OWNERS: 1. CONCERNING ACTIVITY OF BOAT STORAGE - WHETHER OR NOT IT WAS LEGAL AND STATUS OF BUILDING PERMIT FOR SAME. 2. STAGING OF THE RECREATIONAL FACILITIES. BOAT STORAGE: MR. WITSCHEN REPORTED THAT A BUILDING PERMIT WAS ISSUED ON APRIL 3, 1979 FOR 22 SINGLE GARAGES, 2 DOUBLE GARAGES AND BOAT STORAGE WITH FENCE - VALUE OF THE WORK AT THAT TIME WAS $68,172. THE CITY MANAGER ANSWERED THE QUESTION PERTAINING TO THE FACT THAT THIS COMMERCIAL ACTIVITY WAS BEING ALLOWED TO ENTER INTO A PRIVATE ROAD. HE INFORMED THOSE IN ATTENDANCE THAT FIRST INTERSTATE HAD GRANTED AN ACCESS EASEMENT TO OCEAN WOODS, THEREFORE, FIRST INTER- STATE WAS ON THEIR OWN PROPERTY. ALSO, THE AREA IS ZONED C-1 AND THIS USE IS ALLOWED. A MEMBER IN THE AUDIENCE QUESTIONED THE FACT THAT THE BUILDING PERMIT WAS TWO YEARS OLD AND SHE THOUGHT IT SHOULD BE OBSOLETE. ATTORNEY SCOTT WAS REQUESTED TO CHECK ON THE BUILDING PERMIT THE FOLLOWING DAY. COMPLAINT WAS VOICED BY A MEMBER OF THE AUDIENCE REGARDING THE LIMITED ROAD ACCESS TO THE PROJECT. CITY MANAGER WITSCHEN POINTED OUT THAT THE DEVELOPER SAID HE HAD PUT IN ONE-HALF WIDTH PRIVATE ROAD ON THE EAST END OF THE DEVELOPMENT IN THE PROXIMITY OF THE PROPOSED RIDGEWOOD AVENUE AS AN EMERGENCY EXIT. MR. GEORGE WOLEVER WAS IN THE AUDIENCE AND INFORMED THOSE PRESENT THAT THE DEVELOPER HAD AGREED TO PUT ANOTHER ROADWAY IN THE EAST TO CONNECT WITH RIDGEWOOD AVENUE. THEY WERE GIVEN THE APPROVAL TO DEVELOP THE AREA WITH THE CONSIDERATION THAT THE ROAD WOULD GO IN. IT WAS NOT CONSIDERED AS AN EMERGENCY EXIT, IT WAS CONSIDERED AS ANOTHER ROAD AS AN ENTRANCE TO THE DEVELOPMENT. AN AUDIENCE MEMBER QUESTIONED THE STORM DRAINAGE PROBLEM WHICH MIGHT EXIST WHEN THIS NEW CONSTRUCTION FORCES THE RUN-OFF BACK COUNCIL WORKSHOP MINUTES 7-16-81 PAGE 2 TOWARDS THE DEVELOPMENT. CITY MANAGER TO HAVE ENGINEER LOOK AT THIS PROBLEM. STAGING OF RECREATIONAL FACILITIES THE CITY MANAGER INFORMED COUNCIL THAT IN LOOKING OVER THE HISTORY OF THE RECREATIONAL IMPROVEMENTS THEY APPEARED TO BE AS FOLLOWS: 1 OR 2 POOLS,RECREATION FACILITY, TENNIS COUNT, PICNIC AREA, RACQUETBALL COURT, NATURE TRAIL AND BEACH ACCESS EASEMENT. TOTAL VALUE OF THE IMPROVEMENTS WAS $315,000 IN RECREATIONAL FACILITIES, IF THEY WERE TOTALLY BUILT, AND AT THIS POINT IT SEEMED THAT THE RECREATION FACILITY AND 1 POOL HAD NOT BEEN BUILT. HE FURTHER REPORTED THAT 218 CERTIFICATES OF OCCUPANCY HAVE BEEN ISSUED AND TOTAL PROJECT WILL BE 304. PROJECT IS PRESENTLY AT 71.78 C.O.'d. MR. WITSCHEN OFFERED FIGURES FOR THE RECREATION IMPROVEMENTS AS SUPPLIED BY THE DEVELOPER AS FOLLOWS: POOL $40,000, TENNIS $30,000, RACQUETBALL $20,000, PICNIC AREA $10,000, NATURE TRAIL $50,000 AND 35 -FOOT BEACH ACCESS EASEMENT $100,000 - WHICH PLACES THE RECREATION IMPROVEMENTS AT 78.58. IF BEACH ACCESS EASEMENT IS NOT INCLUDED, THEN DEVELOPER HAS COMPLETED 72.18 OF THE RECREATION IMPROVEMENTS. DISCUSSION FOLLOWED AS TO THE LOCATION OF THE NATURE TRAIL AND BEACH ACCESS EASEMENT AND WHETHER OR NOT THEY WERE LOCATED IN THE BUFFER ZONE. MEMBERS OF THE AUDIENCE AND COUNCIL ALSO DISCUSSED THE FIGURES FOR THE RECREATION IMPROVEMENTS.AN OCEAN WOODS OWNER IN THE AUDIENCE QUESTIONED THE ESTIMATED FIGURES AS TO THEIR ACTUAL COST AND ACTUAL VALUE. RECREATION IT WAS SUGGESTED THAT AN EVALUATION OF THEAFACILITIES BE MADE PRIOR TO ISSUANCE OF ADDITIONAL CERTIFICATES OF OCCUPANCY AND THAT SOME TYPE OF APPRAISAL. OF THE BEACH ACCESS EASEMENT AND NATURE TRAIL BE MADE TO DETERMINE THE VALUE OF THE LAND. IT WAS SUGGESTED. THAT THE OCEAN WOODS RESIDENTS QUESTIONS BE DISCUSSED AT THE NEXT COUNCIL WORKSHOP. COUNCIL WORKSHOP MINUTES 7-16-81 PAGE 3 July 16, 1981 i Addendum to my letter of July 14, 1981 WORKSHOP ATTACHMENT MINUTES 1 OF 7-16-81 To: Mayor and Council From: City Manager Some very significant events have taken place since yesterday that totally changed the recommendation made to you. J They are: 1. At 4:55 yesterday I received a call from the Sheriff's Dept. advising me of the fact that another proposal would be received by the City 7-14-81. This proposal would be similar in the numbers of persons to be servicing the City under service level X12. However, two significant revisions were made. A.The persons assigned to the Cape Canaveral Division would be officers with little seniority. Thus, salary costs would be reduced. B. The contract price would be a flat fee price for services rendered. The new figure is $305 437'. Equipment priced by the Sheriff's Dept. under this contract will remain the property of the City. 2. Aa per research of Joe Scott, a significant complication has been noted late in the day on the 14th. Attorney General's opinion was uncovered uncovered as part of the finalization of legal research prior to -- releasing a final report draft. Basically, although one municipal government can contract for a transfer of powers (Police Services) with another City, it must be done 1y Referendum on the part of the transferee-and,transferer. Revised Conclusion Five weeks' tice would have to be given before a special election would be held. Additionally, the success of such an election could nA be reasonably foreseen prior to its holding. This time 'delay would not allow sufficient lead ,time to have an orderly start up of a new service. I still am fully committed to integration of Police and Municipal offices. This is not affected in any way by who will service the City. To: Mayor & Council I From: City Manage Subject: Police Services ATTACHMENT TO MINUTES OF COUNCIL WORKSHOP 7-16-81 As a result of your request in early May, I have undertaken a II comprehensive review of our present police service contract and 1 evaluated possible alternatives with respect to providing our residents with designed ito giveiCouncil benefit of all the ces for October 1. 1981 dinformationhthat report Ihave uncovered and show in detail the logic that I have employed to evaluate each alternative. I must preface the contents of this report with the fact that this is an objective review of varying levels of service based solely on evaluation of services offered, costs to be incurred, budgetary contracts and time contracts. No allowance has been made for subjective evaluations of quality of service. No objective criteria could be developed in time to be submitted in this report. History The City of Cape Canaveral incorporated in May of 1963. Shortly after this date until December 31, 1977, the City 'had a police dept. As of servicesrunderlan8interegovernmentalnserviceicontract�agreement. police contract has been renewed yearly and presently expires September 30, 1981. A- review of the yearly audit reports for police safety (including crossing grounds) shows the following. Actual Expenses Original Budget $253,1en 1975 $250,586 246,445 87 1976 257,016 240,112 1978 27328 250,798 1979 303,223 289,042 1980 299,439 311,992 386,045* 1981 379,806 *Projected expenditures The present contract (see attached) basically provides for 2 vehicles two law enforcement officers to be on duty in the City of Cape Canaveral .at all times. Additionallyy; deputies are to be available as he (the Sheriff) determines them -4 be needed to investigate and process comolaii reports. The Police Headquarters by contract is required to be staffed 24 hours a day.(7) days a week. A deputy is also required to attend all regularly scheduled meetings of the City Countil. Present Staffing The present table of organization for the Canaveral Division is: 1 Captain 2 RoadSergeants 1 Investigative Sgt. detective 1 Agent 8 Deputies 1 Secretary 3 Clerks 1 Deputy in training - Call Response ® ® Presently, all 911 calls Cerminate in the City of Cocoa Beach Police Dept. All calls are then forwarded to Titusville where in the case of Eactivity, they are dippatched. In the case of fire, the Cape Canaveral Dept. is contacted via lease line and the dispatch is sent out from the Cape Canaveral Headquarters. If an emergency call comes in on the 783-7800 number, fire can be dispatched at Cape Canaveral Headquarters. If if concerns police activity, all dispatching is to be done out of Titusville. Alarm systems, both Fire & Burglar presently terminate in Cape Canaveral Headquarters. of the 14 (see attached list), 7 are located out of the City's corporate limits. The City receives no fee for monitoring these alarms. The same routing as I have stated above is generally used to answer alarm conditions. It• should be noted however, the Cape Canaveral cars are equipped with multi- freyuency radio (which included are firs bad). This is occasionally used to dispatch a car although it is in violation of Sheriff's Dept. procedure. Equipment Attached is an inventory of Cape Canaveral owned equipment as of December 31, 1980. Additionally attached is a copy of Exhibit A from the first contract showing those items temporary on loan to the Sheriff. All equipment not showing on Exhibit A but showing on the inventory could be the property of the Sheriff, if he so wishes. (See section 110 of present contract) Sheriff Miller stated 7-14-81 that he would not enforce this E and that all equipment inventoried as Cape Canaveral purchased, be 'returned to the City. Alternative Levels of Service The following alternatives were examined in levels of service that could be offered. 1.Maintain present level of service whereby 2 road deputies are maintained, 24 desk is maintained, ratio of Supervisors to Deputies is maintained. 2:- Reduce the ratib.of Supervisors to deputies - maintain 24 hour'desk. 3. Reduce hours of operation of Cape Canaveral Headquarters. Alternatives reviewed as to who could offer services. 1. Sheriff's Dept. by contract. 2. Sheriff'a Dept. by M.S.T:U. 3. Cocoa Beach 4. City operated Police Dept. S. Private sector contracted Police Dept. Background of Inves't'ieatibn Since the time of authorization to study the police services agreement May 12th 1981, contracts were made in writing to: 1. Sheriff Miller 2. E. Johnson, City Manager, Cocoa Beach 3. International Chief of Police (for the purpose of costing out their review of our present contract). Additional(. un icitcd response was received from lackenhut orp. and one �e of ate Police Chief who proles co*ltant services• Interviews Scheduled Sheriff De t. Account ng Dept. May 21st 2, Fred Nutt June 16th June 25th Fred Nutt Sheriff Miller 23rd July 13th Cocoa Beach B• Jo nson June 11th, July 9th Wackenhut June2-4tTi July 13th A great number of telephone conversations were also hold during this period with all parties. Sheriff's DD tt.- At the 16th meeting as per my letter to you of June 16, [ile S eriff's Dept. first came to the City with a proposal that would continue the same level of service as we presently have and at the same level of supervision (see attached). At this meeting the Sheriff's Dept. was told that the cost of this alternative was prohibitive and that as a minimum the City wishes ato main /i0hti a�aeek recordsin 2 road pdeptls I say thiseie a2minimum beca4 hours a usenitmwas tain thought that we could always buy back additional services if our budget allowed. Under this operation, 16 hours a day, police dispatching would be done totally out of Titusville and fire dispatching would have to be arranged for at a then unknown location. All patrol shifts were to originate and end at the Cape Canaveral Headquarters. No patrol- .+xcepting extreme! pmergency-mdtual.aid request would cause C. C. car to bee coporatelim�dt}Se city of Cape Canaveral. At the.meeting of June 23rd, attachments ¢ 2 was returned by the Sheriff's Dept. Thdteruntaf stated that service level II would still offer the same crime e supervisiontand eliminating3the024•22. This hour desk assIareferredhed by to above.ucing level I. at a cost of On June 25 the City received attachment #3. This was in response to my request to see if the cost of service Level II could be reduced. The final proposal, Attachemtn ('3 -with is accompanying letter is wherewe are today with the Dept. Cocoa Beach On June 11th, I met with Elly Johnson and Chief Wicker,of Cocoa Beach. With Cocoa.Beach Police D7t:Headquarters being' as•:close as they to Cape Canaveral, it would seem feasible to have the existing Cape. . Canaveral headquarters staffed 24 hours u day. Theretoerequestra�quoteun othessameicited level ofrthis servicelasrnative. I service leveldIIhowever, e, no of the Sheriff's Dept. approximately $292,085.22, additional The cost of this alternative is app Y fire dispatching would be handled at Cocoa Beach Police Dept, Note that for thismst they wlllallow 13 officers for the City of. Cape Canaveral. These 13 positions would be full time Cape Canaveral division employees. K ,k= nhut A private security service alsosubmitted a quotetoprovidett.c oluniformedeOfficers 24thoursaday. 7hdays aTweek, hpr.owever, nors lowance is made for dispatching. ty Powept•For my estimates i have used the following salaries as of 10-1-81; atrolman $12,000 etective 12.500 15,000 gt. 21,000 Chief Dispatchers 9,360 Calculations Dura x days x 52 weeks 8736 hours in each pntrol year. x 2 patrols - 17,472 hours. Each man yields: 2080 hours less vacation - average 80 hours first year. sick time 40 ours Court & His. 56 -so -Urs Trnining & Schools lours t,-04 ays i,i ours lThBsi, a bare minimum Often menk. areThirequire could have tto et a wobpatrol shift 24 hours a day -7�Y B upwardly dependent on exactly what method of scheduling was employed. Required min supervision Chief 1 Sgts. 3 One for each shift:* * Vote. this does not allow for any back-up in case of illness, vacation or other leave excepting where the Chief could act as back-up. Salary costs Chief $21,000 sgts.-3 45,000 Patrolmen -8 96,000 500 deputy allowance' Detective 12,500 P Y $174_� Police benefits overhead 25% - 218,125 person 8550 :•5J5 hospital 696 - 9,821 �.s• ,c chin - lJith our own police force,dispainvest tching would have to be P. Canaveral Headquarters. I have investigated regional ztcherah@v$9 360 fo$nd it 37,k40available at this time for fire. s1lisp. plus FIC $2,509 }lospital $2,785 $42,734 First year I• Salary & wages * $218125 9,821 42 734 * nota: Additonally - Police training incentives must be paid in accordance with statutes. Other expenses. The other expense costs of going with our own police force should not differ greatly from going with either Cocoa Beach or the Sheriff's contract. Both other alternatives require that the City provide the basics. The inventory that will be transferred from the Sheriff to the City would cover the basics. The radio communication equipment, office equipment is presently owned vehicles under all options as well as updating the communication equipment is factored into both the Sheriff's and Cocoa Beach's proposal. My stat£ticsofexpenditures for other expense items for the first year are: Office supplies $2,000 500 Photo 5,000 \ Uniforms each @ 400 400 Lab supplies $3,000 Weapons TrufficSafety (Flares, etc,) 500 f 2,000 t Med. Exams 1,000 1 Balkting Maintenance 1, 000 Travel 400 Su0scriptions `400 - 10,000 'telephone Gasoline 12,000' 24,000 Vehicles.Purchase _- Vehicle Maintenance 5,000, Radio Maintenance 2,000 5% Contingency 17,000 $86,200 TOTAL $356,880 ® ®alutation of Alternative ® I Sheriff's level I - $490,000 would maintain the coverage that wedesire. This option holds a high amount of persons with longevthus salary costs are high. Recommendation - Too costly - cannot be afforded. 2. Sheriff's level II $351,658 would maintain minimum of 2 road patrProblem arises as to fire dispatching. This can be contracted for vioutside agency, however, this cost must then be factored into the proposal. Recommendation - Same or less level of service as Cocoa Beach, but mcostT3. Sheriff Dept.M.ST.U. In the event.,the City wished to be treated as Merritt Island and other uncorporated areas of the County, we couYoquest 'having a 6 or 5 tenth mil tax placed on for Sheriff's serviThis, however, would yield only $70,000. A 3.1 mil tax would be req to raise the amount of the level II proposal. Recommendation - Not feasible. 4. Cocoa Beach - $292,085 Close proximity would allow for easy access of dispatching and supervision. Must add the cost of 911 service to the proposal as well as 7800 - this will cost $5,000, Recommendation - Authorize contract language negotiation, 5. City Police Dept. $356,880 This provides the City with a 13 men police force with minimal supervision. This proposal is only as good as the selection of the Chief - I do not view this option as being one that the City can under- take by October 1. If we are still serious about this option in Jan:,of 1982, then we could stmum.art the Chief selection process which should take sibl dept. starting p Octg 1, 1982, ifhwe thoughtlitmonthmint Tis would wwas rstillsadvisabl.ice Additional information leading to discussion to go to Cocoa Beach. ' Independently of.the evaluation of police service agreement, I have been finalizing the 1981-82 budget. The bottom line in the general fund appears to be that the City a appropriated a significant percent of the available fund balance as of Sept. 30, 1980 to fund the 1980-81 general budget. This is easily shown by examining anticipated revenues for 1980-81 and comparing them to expenses. As of today without substantial reductions to other areas of the general fund budget, a police service contract above $310,000 =..:$315;000 is not advisable. Conclusions & Additional Requests As a result of the previously stated information, I rcauest authorization for the Attorney and City Manager to draft a contract with the City of Cocoa Beach for police services for the year 1981-82. Insuring that the problems experiencelfor the year 1980-61, be eliminated by virtue of better language. X_I�ellllxamination, lso asapartfthestudy to reduce expenditure, I have also vestigated the feasibilityof reducing overhead cost by locating th the police and municipal functions under one roof. After careful I am recommending closing down the present City hall Building October 1, 1981 and integrating the offices into the existing police building. The benfits are: 1. Bth shalloreduceldings are the overhead, utilized. Electricity saving•dlond should be.$6.000 a year. 2. The police building is better equipped to handle an emergency condition which may require prolonW-d municipal staffing as it has auxiliary power. 3. The integration of both municipal and minimum police personnel can he, a very positive influence on each other as better communication should lead to better coordination of enforcement efforts and better understandi. of the City's problems. 4. The present City Hall could be leased. The projected monthly lease revenues are: The conversion costs for the move are estimated at less than $10,000, and will be realized via cost savings and lease revenue in less than one fiscal year. If you have any questions on this proposal or any additional questions on the police contract, please contact me.