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HomeMy WebLinkAboutMinutes 11-08-2007 Special (2)CITY COUNCIL SPECIAL MEETING CITY HALL ANNEX I I I Polk Avenue, Cape Canaveral, Florida Thursda November 8, 2007 (or Immediately Following the 5:30 P. M. Special Meeting to Certify the General Election Results) MINUTES CALL TO ORDER: The Chair called the meeting to order at 5:35 P.M. ROLL CALL: Council Members Present: Mayor Pro Tem Council Member Council Member Mayor Council Member Others Present: City Manager City Attorney City Clerk Building Official Public Works Director Assistant Public Works Director CONSIDERATIONS: Bob Hoog Leo Nicholas Buzz Petsos (Arrived 6:75 P.M.) Rocky Randels Shannon Roberts Bennett Boucher Anthony Garganese Susan Stills Todd Morley Walter Bandish Jeff" Ratliff 1. Motion to Approve: Public Works Maintenance Building Change orders. Mr. Boucher introduced Mr. Stuart Oppenheim, P. E., Vice President of Brown and Caldwell, Florida operations. Mr. Oppenheim explained this project as a design - -build and stated that the contractor was actually the engineer of record. He also made note of how there were staffing changes on the firm's part as well as the City's during the project's course. Mr. Oppenheim stated that there were three change order issues: 1) the permit and delay, 2] the base slab, and 3) the electrical work- Mr. Oppenheim informed that Mr. Steve Davies was influential in a 26 percent reduction in the permitting process from $66,919 to $49,318 and the rework was negotiated from $33,572 to $22,289 with a proposed cost-sharing. 11 Cape - main\d tyclerkl CRYClk \Minut.es\SPECIAL12007\City Council Special Meefing follaMng Certi'ficaton.doc City of Cape Canaveral, Florida City Council Special Meeting November 8, 2007 Page 2of6 Secondly, a Design/Build Delivery was used to transfer risk from the owner to the contractor. The design of the base slab was the responsibility of the Design/Build contractor. Brown and Caldwell directed the contractor to assume a six -inch thick base slab and they have unit responsibility for the slab and building design. Ms. Roberts asked if the firm assisted the City with the proposals. Mr. Oppenheim stated that one way to approach the contract was to submit the geotechnical work to the contractor; however, the contractor might not desire to assume the risk_ Mr. Oppenheirn affirmed that Brown and Caldwell did not perform a geo-technical study. Mr. Oppenheim explained how the City ty assumed some of the risk without a geo technical study; however, that the City did receive a fair price. Mr. Oppenheim stated that the firm could have performed some of the geo- technical work prior to the project as well as had discussion prior to the project. Ms. Roberts pointed out that the question of the difference between the six -inch and eight -inch slabs could have been asked prior to the commencing the project and the contractors would have then submitted pricing accordingly. Mr. Oppenheim cautioned that contractor pricing would have then varied widely. Mayor Pro Tem Hoog stated that most of the change orders were self- imposed. Ms. Roberts questioned why the City misunderstood the need for a geo-technical study. Mr. Davies explained how inclusion of the geo- technical study would have raised the engineering cost. Mayor Randels informed that he would turn the remainder of the meeting over to Mayor Pro Tem Hoog at this time due to a prior commitment. (He left at 5:50 P. M.) Lastly, Mr. Oppenheim stated that the firm's documents did not identify the electrical feed location. Mr. Oppenheim informed that Brown and Caldwell was willing to offer $500 toward the cost of this work. Ms. Roberts questioned if the City's contract documents lacked specificity. Mr. Oppenheim explained that the contractor assumed to use the nearest electrical feed line. Walter Bandish, Public Works Director, explained that heavy wiring was required and the City was performing the work from location A to B. Ms. Roberts asked if any of the bids included the electrical work. Mr. Davies explained that the bid was all inclusive and once a bid was accepted, then abreak -down of the cost was submitted. Ms. Roberts clarified that $7,000 was an estimate of the Cites cost for the electrical work. Mr. Bandish affirmed. Mr. John Butler, Butler Construction, replied that the question regarding the electrical work was asked in the Request for Information; however, no answer was given. Mayor Pro Tem Hoog stated that he could not see the benefit of a $5W rebate on a $7,000 ' J ob. He stated that as an Electrical Contractor, viewing the job was a practical point in the bidding. g Mr. Oppenheim stated that the firm was working with the City to resolve these issues. He informed that their consulting fee had expired; however, the firm was willing to continue to support the project. He concluded that Brown and Caldwell valued their relationship with the City. Mayor Pro Tem Hoog stated how even with the cost overruns and change orders the City was still within its budget on the project. Ms. Roberts questioned the City's City of Cape Canaveral, Florida City Council Special Meeting November 8, 2007 Page 3 of 6 lessons learned. Mr. Boucher stated that one lesson learned was to ut everything l� � 9 in writing in order to ascertain clear Instructions for approval and for review during the projects course. Mr. Boucher stated that he made this clear to Mr. Bandish and to Jeff Ratliff, Assistant Public Works Director. Mayor Pro Tem Hoog stated that due to the size of the job, discussion would have benefited the project. Mr. Butler added that replies to uestions would have also benefited enefited the project. Mr. Davies replied to Ms. Roberts that he had no documentation on Mr. Butler's question. Ms. Roberts then agreed with Mr. Boucher's int of placing everything po p g in writing. Mr. Boucher reiterated that going forward Brawn and Caldwell would submit a check to the City in the amount of $11,649 for the re -work and there would be no additional billing from the firm on this project. Ms. Roberts asked when the J roject would p be completed. Mr. Butler replied four months from the start time. Mr. Bandish informed that the project was awaiting Council's approval and mobilization was . standin -b g Y A motion was made by Ms. Roberts and seconded b Mr. Nicholas to rove Y App the Change order in the Amount of $49,318.51. The vote on the motion carried 3-0 wit voting as follows: Mayor Pro Tem Moog, For Mr. Nicholas, For, and Ms. Roberts For. ' 2. Motion to Approve: Renewal of Group Medical, Dental and Life Insurance. Mr. Boucher explained that there was an anticipated increase of $10 000 on the renewal rate for medical insurance. He noted a savings of $1 8,090 per Y ear for the alternative plan; however, there was an increased out-of- pocket for the alternative ee lan. An employee p p Y quid "buy -up" to the existing plan at a rate of $41.19 per month. Mr. Boucher stated that in light of the revenue forecasts, cutting costs would provide a saving Ms. Roberts stated that she reviewed the comparative research as rovided b Ms. Stills p Y . Ms. Roberts expressed her support of the City employees and she also expressed concern that the City did not provide similar coverage for families. Mayor Pro Tem Hoc Y g questioned the cost for family rates. Mr. Boucher referred to the specification sheet for group rates. Mr. Nicholas questioned what the City would then do to compensate those employees who did not need family coverage. Mr. Nicholas stated haw if there were a proposed benefits change then the City ty would need to approach the Union. Kenny Veenstra Union Steward, was available for response from the Union. Mr. Nicholas pointed out that a person without family cover could g ain Y g g an additional $500 per month. Mr. Boucher clarified that a new base la lan would still provide 100 percent coverage for all employees; however, if an emp loyee chose to retain the existing plan then it would cost them $41 per month. Mr. Boucher clarified that the co -pays were slightly higher with the alternative plan. Ms. Roberts expressed that the City should remain with the existing Health First Health Plan 24 and develop family plan in p Yp the future to enable the City to keep a competitive rate. City of Cape Canaveral, Florida Ci council Special Meeting November 8, 2007 Page 4 of 6 Mayor Pro Tern Hoog brought out that further discussion was needed however prior to considering family coverage in light of persons who are single and without a family. Mr 9 Y . Petsos stated the single person was obtaining the same a of basic coverage. t]rp g Mr. Nicholas clarified that the City was in essence au gmentin g the married persons' � ng pe salary by picki up their coverage. Ms. Roberts recom mended retaining Plan 24 and seeking g g research for the City to obtain family coverage in the future. Mr. Petsos expressed his thought that in the business world employees were rtici atin in a cost - share f l� la g or their benefits coverage and the city was considered a business. Mr. Boucher responded that while he was not against remaining with Plan 24 cities wer experiencing declining revenues due to the Property Tax issue. Mr. Boucher informed that the City experienced a good year in its Worker's compensation and Prop Liabili it p� y y ue d to the appraisal Mr. Boucher replied to Mr. Petsos that the Ci ty Treasurer had set aside 20 percent for an anticipated increase. Mr. Petsos addressed Mr. veenstra and clarified that his intention toward random drug testing of City employees which was presented during the union Negotiations was for all City employees and not for Union members only. A motion was made by Ms. Roberts and seconded b Mr. Nicholas to y App the Renewal of Health First — Health Plan 24 at a rate of $2'13,262.04. The vote on the motion carried 4-0 with voting as follows: Mayor Pro Tem Hoog, For; Mr. Nicholas For, Mr. Petsos, For, and Ms. Roberts, For. 3. Moflon to Approve: city Manager's Evaluation. Mr. Boucher expressed his appreciation to the council for their feedback durin g his evaluation. Mr. Petsos pointed out that he would like to have daily reports from the Ci Manager and suggested a broadcast memo to all Council Members on important issues such as Robert Lefever's promotion to Recreation Director. Mr. Boucher ap ologized for that oversight and replied that he would amend his method of distribution in the future. Mr. Boucher formally announced that Walter Bandish was promoted to Public Works Director and Jeff Ratliff was promoted to Assistant Public Works Director. A motion was made by and seconded by to Approve the C` Mans �]► ees Evaluation. g The vote on the motion carried 4 - 0 with voting as follows: Mayor Pro Tem Hoo Y g, For; Mr. Nicholas, For, Mr. Petsos, For, and Ms. Roberts, For. * Todd Morley, Building official, thanked the Council for their support on the new building. He also thanked the Council for their vote on the health insurance renewal. * Walter Bandish, congratulated the successful candidates and also thanked the Council for vote on the health insurance renewal. City of Cape Canaveral, Florida City council Special Meeting November 8, 2007 Page 5of6 City Manager • Mrs Boucher informed that he met with Chuck Bilias, cocoa Beach Cit Manager on t + � � he beach - cleaning machine. Cape Canaveral and cocoa Beach would work on an Interlocal Agreement for its joint --use. Mr. Petsos also req uested a letter to the Tourist development council for their assistance with the beach-cleaning machine. • Mr. Ratliff informed that the beach re- nourishment crew would work 24 -hours and stated that there would be disruption to residents. A notice was on the C ity's web site about the project. Mr. Boucher clarified that the project would begin in the Royal Mansions area and continues to Polk Avenue. Mr. Boucher thanked the Council for their continued support. • Mr. Boucher related from Mr. Bandish that Florida Power and Light desires for the 9 removal of City's banners from the concrete poles. Council Member Robe • Ms. Roberts commended the city Manager and staff for their work in light of the challenging year due to the workload. • Ms. Roberts questioned the status of a Community Planner. Mr. Boucher replied that the position was in the budget; however, the job duties were undeveloped. Council Member Nicholas • No report. Council Member Petsos • Mr. Petsos expressed to not see the Ridgewood Avenue ro'ect exp ire. Ms. P 1 xp Roberts pointed out hove a pilaster Schedule of Initiatives would hel p to focus Council important discussion items. Mr. Boucher resp onded that a scheduled discussion with the Council in December or January would help to prioritize projects. Nis. Roberts brought out the need to identify alternative sources of funding. Mavor Pro Tem Hooq • Mayor Pro Tern Hoog requested better maintenance on the sea Grap at the dune crossovers predominately at Fillmore Avenue. Mr. Petsos included coconut Palm trimming. • Mayor Pro Tenn Hoog also questioned the transfer of the palm trees on Washington Avenue. Mr. Bandish replied that the intent was to relocate the trees to Manatee Sanctuary Park. City of Cape Canaveral, Florida City Council Special Meeting November 8, 2007 Page 6 of 6 AQJOURNMENT: A motion was made by Mr. Petsos and seconded b Ms. Roberts to Adjourn t y � he Meeting. The motion carried unanimously. Robert E. Hoog, MAYOR PRO TEM -- g u - sin Stills, Mc, CITY CLERK