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HomeMy WebLinkAbout04-02-1996 Regular Meeting1 1 1 CITY COUNCIL REGULAR MEETING CITY HALL ANNEX 111 Polk Avenue, Cape Canaveral, Florida TUESDAY April 2, 1996 7:00 P.M. CALL TO ORDER: PLEDGE OF ALLEGIANCE: ROLL CALL: Others Present: PRESENTATION: MINUTES Burt Bruns Present Leo Nicholas Present Buzz Petsos Present Mayor John Porter Present Mayor Pro Tem Rocky Randels Present Bennett Boucher, City Manager Kohn Bennett, City Attorney Sandra Sims, City Clerk Deborah Haggerty Barker, City Treasurer Michael Gluskin, Public Works Director CITY SCRAP BOOK Mrs. Ann Thurm, City Historian, presented the city's scrap book which she maintains for the city. The scrap book contains news clippings, photographs and other items. This book contains memorabilia for the years 1994 and 1995. LIBRARY EXPANSION FUNDING Mr. Joe Vislay, Brevard County was present, explaining the $12,870 project shortfall. He related that the initial program budget, plus projected interest provides for $758,950. The design, permits, survey, geotech, etc. cost $87,450; and construction contingency, $57,370; leaving a balance of $614,130 available for construction. The low bid of $810,000, plus additional work to the existing HVAC system will cost $28,000; demonstrating an initial 1 1 City Council Regular Meeting Minutes April 2, 1996 Page 2 shortfall of $223,870. Library Services will contribute $55,000 from the furniture budget and $45,000 from fines and fees, which leaves the $123,870 shortfall. Bill Starmer stated that there are three options: • raise the funds for the library as designed • reduce footage and amenities • combination of raising funds and reducing footage and amenities Mr. Vislay related that, what the city can do to raise funds will dictate which direction the county heads as far as the library project is concerned. Mayor Pro Tem Rocky Randels asserted that there is an over run because the construction should have been done two years ago. He stated that there is no alternative but to raise the required funds. Mr. Petsos queried: What was the City of Titusville's contribution to their recently constructed library? Mr. Vislay replied that their bid was under budget, there were tax funds and friends contributed furnishings, desks and chairs. He related that he did not know the exact figure, but it was not as much as $123,000. There are a couple other library projects in progress or have already been bid out, are the results back yet? Mr. Vislay replied that the other projects have not yet been bid. Merritt Island will go to bid within the next two to three weeks, the final comments are being incorporated. The Cocoa Beach project is in the design development stage with some site issues still needing to be resolved, however, it is still moving forward. Merritt Island and Cocoa Beach libraries are the projects immediately following Cape Canaveral. Mr. Petsos commented that with Merritt Island and Cocoa Beach libraries being designed recently, possibly the contractors will project costs more in line and come in under budget. If that were the case, would it be possible to use any of that money which is unused? Mr. Vislay replied that it would not be possible because Friends has contributed $150,000 for square footage and $50,000 to cover overruns that may occur to those libraries. The budgetary problems are not unique to Cape Canaveral. All the libraries are having them. The Merritt Island group has also contributed $209,000 to their library. They had similar problems, causing them to cut square footage and contributed money. They received 4,500 square feet rather than the 6,000 they had planned for. Mr. Petsos queried if the $57,370 contingency would be rolled back into 1 1 1 City Council Regular Meeting Minutes April 2, 1996 Page 3 the $123,000 that the city will have to provide. Mr. Vislay replied that they are hoping there will not be many problems, but historically, 8 -10% is used on renovation projects, particularly on mechanical and electrical items. However, certainly, any funds not spent would be contributed to the project to lessen the burden. Mr. Petsos queried if there will be an on -site facility representative? Mr. Vislay stated that Ms. Joan Van Sikle is the project manager and there is a project inspector. They visit the site, as well as engineers, Stottler, Starmer & Associates. Weekly meetings will be held on the job site, so minimally there will be someone on -site weekly, but likely twice per week. During roofing stages, someone will be present throughout. Mr. Petsos queried if the additional mechanical work should not be picked up in the general operating and maintenance, instead of this phase? Why is it being lumped in? Mr. Vislay stated that generally, you get a better buy putting it in with the construction rather than later. The equipment could be relocated and reused, but it is anticipated that within one to one and one half years, something would have to be done with it. He is not aware of funds being set aside for such a project, and would prefer to have it done as part of the construction. Mr. Petsos stated that it the $28,000 required for the mechanical work would be more appropriate from the county budget. A member of the audience requested clarification, is this price based on the library remaining open during construction? Mr. Vislay stated that this price is established on the library closing for 120 days. She queried if closing the library for the duration of the project would affect the price? Mr. Vislay stated that if options must be considered other than raising the needed funds, closing the library would be considered. However, it may not impact the cost at all. The anticipated construction time for the entire project is 8 months. Mr. Nicholas commented: The budgeted funds for all the county libraries is $9.9 million. He queried, how far behind schedule is the Cape Canaveral project? He stated that the County Commission was balking at the library expansions /renovations in May of 1995. Then when the county agreed to proceed, the construction specifications were re- written. Mr. Vislay stated that the construction documents encompassed the entire county, not just Cape Canaveral requiring time. Mr. Nicholas opined that the scheduling of the project is the cause for the budgeting shortfall because the bid should have gone out at least one year or more ago. Hence, all costs involved have escalated. He reiterated that no one has been more supportive of the library project than he. The purpose of discussion in this 1 1 City Council Regular Meeting Minutes April 2, 1996 Page 4 Mr. Bruns queried: manner is to reveal an understanding of how the shortfall developed, not just cover the cost without discerning the reason. Mr. Nicholas illustrated that Titusville came in at budget because they were not encumbered with delays in their library's construction. He commented that if the other library projects have the same shortfall project budget as Cape Canaveral, there will be a shortage of about $3 million. He queried if a plan has been formulated to prevent it from happening. Mr. Vislay replied that the same alternatives will be applied to other projects if they indeed have budget shortfalls. Mr. Nicholas explained that his concern is that the city may supply the funding now and later in the county's project, funds become available and other entities will not be required to contribute. He queried if the tax referendum setting the library tax can be increased back up to the .5 mills or just by 10% of the current millage? Obviously, we have no time to go back to referendum. Mr. Nicholas stated that the city owes it to the people to get the library expansion completed and should determine a way to provide the necessary funding. He suggested $71,000 from tax funds $5,700 in impact fees, totalling $76,700 be allocated to the project funding. He queried if the remainder could be financed? Mr. Petsos reinforced Mr. Nicholas' suggestion of allocating funds and the rest provided by the $28,000 operating and maintenance costs the county should have been providing and the contingency of $57,000, plus the additional projected interest. Why will it take over eight months to construct a 6,000 sq. ft. addition and why is the budget 30% off? He stated that it equates to $140 per sq. ft. for the addition. Mr. Vislay explained that the renovative work inflates the square footage calculation. The new construction is approximately $75 per sq. ft. He stated that the required ADA renovations, mechanical and electrical renovations, compounded by the way the site is situated forces a lot of utility (water, sewer and electrical) relocations. Mr. Hans Saurenmann, a resident, commented from the audience that if it will speed the construction and save costs, it would be beneficial to close the library during the construction. He also concurred that the city should invest available funds to meet the shortfall for the library project, otherwise, other city's will construct their libraries while we wait. Mayor Porter queried: If the library is closed during construction, will the time frame be shortened? Mr. Vislay commented that, you can specify shorter time frames, but it depends on who the contractors are. You can drive the costs up by dictating a shorter time frame. Mayor Porter related that it is apparent there is a consensus to allocate ad 1 1 1 City Council Regular Meeting Minutes April 2, 1996 Page 5 valorem tax funds and the library impact fees. He suggested that the Cape Canaveral Friends of the Library raise the remaining $47,120 over the next three years, with the city guaranteeing the money to the county. Mr. Harry Ernst, a resident, responded that our community does not have the potential for that level of fund raising. Mr. Nicholas suggested that the library ad valorem tax over time which will cover the needed funds should be allocated (3 or 4 years). Council concurred. Should funds be remain in contingency, other interest income from the bond issue and any other funding to the county (cost savings) for these projects, should be reimbursed accordingly to the city. Funds would come from reserves and would be paid back through the ad valorem pledge. Mr. Vislay stated that the same arrangements have been made with Cocoa Beach and Merritt Island, that they will be reimbursed appropriately in the event that the county receives additional funding or cost savings through the individual projects. Mr. Nicholas clarified that his point is, if the county obtains funds above the cost of all the projects in the future, that the city should receive its proportionate share. Council consensus was to prepare an interlocal agreement stating that the city desires to proceed with the original proposal of adding 6,000 sq. ft. and remodeling the existing library. The city will supply the $123,870 maximum from reserves, with the understanding that if in the future, additional funds are secured from county bond issue sources, the city shall be reimbursed proportionately. Mr. Petsos stated that closing the library for the duration of construction should be considered seriously during the next week in view of Mr. Vislay's comments there could be a possible savings of $20,000-$70,000. Council requested City Attorney, Kohn Bennett, to research the procedure for increasing the library millage, in the event the city may want to during the budget process. Mr. Bennett stated that the millage can be increased through the budget process if the increase is for operations. However, he could not respond to the ability to increase it for construction. The meeting recessed at 8:00 p.m. and reconvened at 8:10 p.m. PROCLAMATIONS: INTERNATIONAL BUILDING SAFETY WEEK The proclamation was forwarded to the Building Department. CONSIDERATIONS: 1 1 City Council Regular Meeting Minutes April 2, 1996 Page 6 1. MINUTES Upon a motion by Mr. Nicholas and seconded by Mr. Bruns, the City Council Regular Meeting Minutes of February 20, 1996 were approved 5 -0, with voting as follows: Mr. Bruns, For; Mr. Nicholas, For; Mr. Petsos, For; Mayor Porter, For; and Mayor Pro Tem Randels, For. Upon a motion by Mr. Petsos and seconded by Mr. Bruns, the City Council Regular Meeting Minutes of March 5, 1996 were approved 5 -0, with voting as follows: Mr. Bruns, For; Mr. Nicholas, For; Mr. Petsos, For; Mayor Porter, For; and Mayor Pro Tem Randels, For. 2. Upon a motion by Mayor Pro Tem Randels and seconded by Mr. Petsos, the Revised County Lifeguard Agreement was approved 5 -0, with voting as follows: Mr. Bruns, For; Mr. Nicholas, For; Mr. Petsos, For; Mayor Porter, For; and Mayor Pro Tem Randels, For. 3. A motion was made by Mayor Pro Tem Randels and seconded by Mayor Porter to approve membership to the Economic Development Commission, in the amount of $2,500. Extensive discussion ensued regarding the funding source and benefits. Mr. Randels stated that Linda Weatherman, of the Economic Development Commission, requested that all cities join to have representation on the board. Previously, the organization was for private businesses, however, it has changed to include government in an effort for all to work toward economic development throughout the county. Mr. Hans Saurenmann, a resident, commented that $2,500 is not a lot of money for the city to invest in the joint effort of economic development. He stated that if the City of Cape Canaveral is not visible in the joint economic efforts, we will also not be considered when they are marketing and advertising for people and businesses in Brevard County. Mr. Petsos queried where the funds would be derived within the current budget. Mr. Randels suggested that funds from the Commercial Development Board could be used. Mr. Bruns recommended that the city consider this membership in the budget process for next year and in the meantime, evaluate more closely the potential benefits it has for the city. Mayor Porter requested that the Council vote with full consensus to dismiss any appearance of dissention. The motion to approve membership to the Economic Development Commission failed 4- 1, with voting as follows: Mr. Bruns, Against; Mr. Nicholas, Against; Mr. Petsos, Against; Mayor Porter, Against; and Mayor Pro Tem Randels, For. 4. A motion was made by Mayor Pro Tem Randels and seconded by Mr. Nicholas to 1 1 City Council Regular Meeting Minutes April 2, 1996 Page 7 approve the Sole Source Purchase of an NT Server, one workstation, NT server software with 10 user license and Internet access, external modem, Microsoft Office Professional software, power backup, warranties, design and installation; from Management, Computers & Control Centers, Inc., in the amount of $8,167. City Clerk, Sandra Sims, explained the primary benefits of this configuration and that the equipment could be purchased separately from other vendors. However, the integration of the current network, the proposed network and imaging applications, as well as the local service provisions are unique to Management, Computers & Control Centers, Inc. Mr. Hans Saurenmann, a resident, opined that the system is advanced and appropriate for interfacing with the communications profile proposed by the county. He further agreed that the parity configuration provides for a "never down" system. Mr. Nicholas queried if this system would solve staffs old problems on the computers. City Treasurer, Deborah Haggerty Barker, interjected that other departments will be purchasing workstations and software applications at other times in the near future. Ms. Sims assured that the system will support those acquisitions. She reminded Council that the imaging system will also be forthcoming and this configuration is recommended specifically to facilitate that project. The motion to approve the NT server and peripheral purchases was approved 5 -0 as follows: Mr. Bruns, For; Mr. Nicholas, For; Mr. Petsos, For; Mayor Porter, For; and Mayor Pro Tem Randels, For. 5. A motion was made by Mayor Pro Tem Randels and seconded by Mr. Bruns to approve the P2000 Grant Writing Proposal from Clark, Roumelis & Associates, Inc. in the amount of $2, 836 to acquire the 7.3 acres additional river front property north of Angel's Isle Subdivision. Mr. Robert Johnson, of Clark, Roumelis & Associates, Inc., stated that as a matter of policy, his firm does not start formulating grant applications until the grant funding has been confirmed. The motion to award the grant writing proposal to Clark, Roumelis & Associates, Inc. was approved 5 -0 as follows: Mr. Bruns, For; Mr. Nicholas, For; Mr. Petsos, For; Mayor Porter, For; and Mayor Pro Tem Randels, For. 6. A motion was made by Mr. Nicholas and seconded by Mr. Bruns to award the Florida Recreation Development Assistance Program Grant Writing Proposal to Clark, Roumelis & Associates, Inc. in the amount of $2,216 to purchase property on Longpoint Road for a Neighborhood Park. During discussion, it was determined that the city has one or two months to determine precise sites to pursue. The motion was approved 5 -0 as follows: Mr. Bruns, For; Mr. Nicholas, For; Mr. Petsos, For; Mayor Porter, For; and Mayor Pro Tem Randels, For. 1 1 1 City Council Regular Meeting Minutes April 2, 1996 Page 8 DISCUSSION: 7. Mayor Pro Tem Randels stated that the city should notify Brevard County of the city's support of the Local Option Gas Tax extension. A motion was made by Mayor Porter and seconded by Mr. Petsos to forward a letter supporting the local option gas tax extension to the Brevard County Commission. The motion was approved 5 -0 as follows: Mr. Bruns, For; Mr. Nicholas, For; Mr. Petsos, For; Mayor Porter and Mayor Pro Tem Randels. 8. Due to the evening time constraints, Mr. Nicholas made a motion to allocate the $112,956.General Fund Reserves to contingency, then next meeting designate the funds. The motion was approved 5 -0 as follows: Mr. Bruns, For; Mr. Nicholas, For; Mr. Petsos, For; Mayor Porter, For; and Mayor Pro Tem Randels, For. 9. Mr. Randels requested that Council consider requiring all new developments to install street lights. Council consensus was to forward the recommendation to the Planning and Zoning Board to develop an ordinance. Mayor Porter recommended that staff contact FPL to install 50 -100 street lights by December 31, 1996 using the survey already prepared by the Public Works Department. Council concurred. Michael Gluskin, Public Works Director, commented that a lot of people will not allow lights near their home, nor expect it. He also related that it would take a part time employee to accomplish the necessary preparatory work to accomplish the task. Consensus was to place funding for the person needed on the next agenda. 10. Public Works Director Michael Gluskin presented a City Sidewalk Plan to Council. Mr. Gluskin concluded that Cape Canaveral is already a walkable community, which does not necessarily mean one covered in sidewalks. He demonstrated that it means a community that encourages pedestrian traffic and offers the walker safe routes that conveniently connect often visited locations. Mr. Gluskin recommended that Council adopt the proposed Prime Path Plan as follows: North -South Prime Paths A prime north -south path would be established along SR A1A, on both sides of the roadway. The west side is addressed within the effluent reuse project and the east side will be addressed through the "Streetscape" project and /or if Cocoa Beach installs sewer lines along SR A 1 A to the port. A second prime path would be established along SR 401. This will also be addressed during the effluent reuse project. The third and fourth prime paths will be established by providing continuous sidewalks along the east side of Orange Avenue, the west side of Rosalind. Both paths would travel the entire length of the roadways within Cape Canaveral. 1 City Council Regular Meeting Minutes April 2, 1996 Page 9 The fifth north -south prime path (except for the leg from Ocean Woods to the port) exists along the east side of Ridgewood. Fast -West Prime Paths A prime path would be established along Central Boulevard from Ridgewood to SR A1A. The second east -west path would be established along the north side of Washington for its entire length. The third, fourth and fifth paths would be established along the south sides of Monroe, Polk and Buchanan for their entire lengths. This would effectively connect all of the previously mentioned regularly visited areas and also provide continuous sidewalk access to the beach. The construction cost of the Prime Path Plan as illustrated is $21,092.50. Public Education Mr. Gluskin explained that in conjunction with establishing prime paths, a public education program should be initiated since pedestrians will use roadsides for travel in many instances. The program should provide signage along most roadways warning motorists of pedestrian use. A pamphlet detailing safe pedestrian practices would also be available to pedestrians, as well as verbal presentations to interested citizen groups. Mr. Hans Saurenmann, a resident, queried about the placement of sidewalks along A1A. He misunderstood the presentation, that the sidewalks were already constructed which obviously are not. He also requested to review the supporting documents provided by the Brevard County Sheriff's Department regarding citations and safety records. Mayor Porter suggested that Mr. Saurenmann be provided with a copy of the A1A Beautification Plan . Council consensus was to place funding of the Prime Path Plan, including public education in the amount of $30,000 on the next agenda for approval. REPORTS 12. City Manager's Report • Mr. Boucher reminded Council that the joint Council/Commission meeting with Cocoa Beach is being held on May 14, 1996 at 6:30 p.m. Council Member Burt Bruns • Mr. Bruns requested that a discussion item be placed on the next Council agenda regarding the powers of the Planning and Zoning Board and the Board of Adjustment. He explained that currently variances and special exceptions may be City Council Regular Meeting Minutes April 2, 1996 Page 10 approved without Council knowledge or input and possibly against Council position. Council Member Buzz Petsos • Mr. Petsos reported that the youth center building should be in place by next week. The meeting adjourned at 10:20 p.m. Sandra O. Sims, CITY CLERK 1 1 John K. Porter, MAYOR