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01-11-05 Minutes Special Mtg. SPECIAL MEETING JANUARY 11, 2005 A Special Meeting of the City Commission of the City of Delray Beach, Florida, was called to order by Mayor Jeff Perlman in the First Floor Conference Room at City Hall at 6:00 p.m., on Tuesday, January 11,2005. Roll call showed: Present - Commissioner Patricia Archer Commissioner Bob Costin Commissioner Alberta McCarthy Mayor Jeff Perlman Absent - Commissioner Jon Levinson Also present were - City Manager David T. Harden City Attorney Susan A. Ruby and City Clerk Chevelle D. Nubin Mayor Perlman called the meeting to order and announced that it had been called for the purpose of considering the following item: - 1. AUTHORIZATION FOR SUPERVISOR OF ELECTIONS TO HANDLE/ CANVASS ABSENTEE AND PROVISIONAL BALLOTS AND REPRESENT THE CITY AT LOGIC AND ACCURACY TESTS FOR THE FIRST NON- PARTISAN ELECTION: Authorize the Palm Beach County Supervisor of Elections to handle and canvass the City's absentee and provisional ballots for the March 8, 2005 First Non-Partisan Election, and represent the City at the requisite Logic and Accuracy tests. Mr. Costin moved to authorize the Supervisor of Elections to handle/canvass the City's absentee and provisional ballots and represent the City at the Logic and Accuracy tests for the First Non-Partisan Election for the March 8, 2005 election, seconded by Ms. McCarthy. Upon roll call, the Commission voted as follows: Mr. Costin - Yes; Mrs. Archer - Yes; Ms. McCarthy - Yes; Mayor Perlman - Yes. Said motion passed 4-0. 2. JOINT VENTURE/SPECIAL EVENT CHARGES: Consider a request from the Joint Venture to adjust charges for City services and overtime for Special Events. Mr. Barcinski introduced the item and stated Bill Wood and Marjorie Ferrer were present to make their request formally. The Commission is being requested to consider a different rate charge from a non-profit rate for the Joint Venture for events they sponsor which are the Art & Jazz on the Avenue, Summer Nights and the Balloon Glow. Currently and in the past, we have had policies and procedures in which the Joint Venture was treated as a non- profit. With the January changes and charges to the policies and procedures, their rate goes up considerably. He stated he presented the Commission with options to consider as listed in the agenda backup. Mr. Barcinski stated he recommends entering into a separate agreement as we have for the Christmas Tree, Fourth of July and First Night. Bill Wood gave a brief history and overview regarding the J oint Venture and their partnership with the City to bring people to the downtown area. He stated now under the new schedule the J oint Venture has to pay twice as much. Mr. Wood stated if they have to pay these costs, then they would have to look at the numbers of the activities sponsored by the J oint Venture which will affect the downtown activity . Mr. Costin moved to approve Option No.4, seconded by Ms. McCarthy. Upon roll call, the Commission voted as follows: Mrs. Archer - Yes; Ms. McCarthy - Yes; Mayor Perlman - Yes; Mr. Costin - Yes. Said motion passed 4-0. 3. CONTRACT CANCELLATION/DAYTECH MANUFACTURING, INC.: Consider authorizing the cancellation of the contract with Day tech Manufacturing, Inc. for the construction and installation of bus shelters and authorize staff to re-bid the project. Brian Shutt stated this was a contract that the City entered into for bus shelters in February 2004 and Day tech proceeded along slowly. Before the Holidays, we received word from Day tech that they were having difficulty obtaining a subcontractor in this area to do concrete work. We had further negotiations with them and based upon the fact that their parent company is in bankruptcy in Canada now. Mr. Shutt stated he spoke with the president of the company and their bankruptcy attorney who do not have a problem with canceling the contract. However, they would like to do the bus shelter portion. Staff feels it would be better to re-bid the contract for everything and start over. Mayor Perlman stated this is disappointing since we have lost a year on bus shelters. He asked when the re-bidding would begin. Dick Hasko, Environmental Services Director, stated the biggest hold up was the bid documents themselves specifically regarding the concrete work. Mr. Costin asked if we were in jeopardy with the County regarding our contract with them. Scott Aronson stated he sent a request to obtain a written approval for an extension of the grant funding beyond the 180 days to the siß11Ïng of the Interlocal agreement. He stated he asked for a one year extension to November 15,2005. Mrs. Archer asked if it would be possible to set the bid to ask for an April 1 st start. Ms. McCarthy asked about the results of bidding this out as two separate contracts. Mr. Costin moved to authorize the cancellation of the contract with Day tech Manufacturing, Inc. and authorize staff to re-bid the project, seconded by Ms. McCarthy. Upon roll call, the Commission voted as follows: Ms. McCarthy - Yes; Mayor Perlman - Yes; Mr. Costin - Yes; Mrs. Archer - Yes. Said motion passed 4-0. 2 January 11, 2005 r r- I ¡ i Mayor Perlman declared the Special Meeting adjourned at 6: 15 p.m. ~~.~ City Clerk A TIEST: ~l~ The undersigned is the City Clerk of the City of Delray Beach, Florida, and the information provided herein is the Minutes of the Special Meeting of the City Commission held on Tuesday, January 11, 2005, which Minutes were formally approved and adopted by the City Commission on January 18,2005. ~~.~ City Clerk NOTE TO READER: If the Minutes you have received are not completed as indicated above, this means they are not the official Minutes of the City Commission. They will become the official Minutes only after review and approval, which may involve amendments, additions or deletions to the Minutes as set forth above. 3 January 11,2005