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08-09-94SpMtg AUGUST 9, 1994 A Special Meeting of the City Commission of the City of Delray Beach, Florida, was called to order by Mayor Thomas E. Lynch in the First Floor Conference Room at City Hall at 6:05 P.M., Tuesday, August 9, 1994. Roll call showed: Present - Commissioner Ken Ellingsworth Commissioner David Randolph Commissioner Barbara Smith Mayor Thomas E. Lynch Absent - Commissioner Alperin Also present were - City Manager David T. Harden and City Attorney Susan A. Ruby Mayor Lynch called the meeting to order and announced that the meeting had been called for the purpose of considering the following: 1. INTERLOCAL AGREEMENT WITH SOLID WASTE AUTHORITY FOR GRANT MANAGEMENT/RECYCLING PROGRAM: Approve an Interlocal Agree- ment between the City and the Solid Waste Authority authorizing the submission of a grant application to Florida Department of Environmental Protection for funds designated for the City's Recycling Program. The City Attorney stated that the City anticipates receiving a grant award in the approximate amount between $50,000 to $56,000 from the Solid Waste Authority. The City Manager explained that the funding is avail- able for the next fiscal year to fund its Recycling Program and to also provide funding for the continuation of the position of Recycling Coordinator. Mr. Ellingsworth moved approval of the Interlocal Agreement for Grant Management/Recycling Program between the City and the Solid Waste Authority, seconded by Mr. Randolph. Upon roll call the Commission voted as follows: Mrs. Smith - Yes; Mr. Ellingsworth - Yes; Mr. Randolph - Yes; Mayor Lynch - Yes. Said motion passed with a 4 to 0 vote. Prior to roll call Mrs. Smith asked for clarification of Item (5) on page 3 of the draft agreement which references that grant funds received during a two year period will be matched to construct a second Recycling Transfer Station in the southern portion of the County. Lula Butler, Community Improvement Director, explained that the County had informed the City that the grant's match dollars in the year 1996 will be used to construct the second Recycling Transfer Station; however, it would not affect next year's grant. She further explained that the consideration tonight is just for this year. Mr. Randolph asked if the City had any input regarding the distribution of the funds and if we could submit the grant application without the Solid Waste Authority? Mrs. Butler responded that the City has no input re- garding the distribution of grant funds and Solid Waste is re- sponsible for submitting the grant application. 2. THIS ITEM HAS BEEN REMOVED FROM THE AGENDA. 3. RATIFICATION OF POLICE LIEUTENANTS' LABOR AGREEMENT: Approve labor agreement covering the Lieutenants in the Police Department. The City Attorney stated that the contract essentially provides approximately the same salary range as the P.B.A.'s contract for patrol officers and that the contract extends through April 30, 1995. Mrs. Smith moved for approval of the Police Lieuten- ants' Labor Agreement, seconded by Mr. Ellingsworth. Upon roll call the Commission voted as follows: Mr. Ellingsworth - Yes; Mr. Randolph - Yes; Mayor Lynch - Yes; Mrs. Smith - Yes. Said motion passed with a 4 to 0 vote. 4. SERVICE AUTHORIZATION NO. 2 TO DIGBY BRIDGES MARSH & ASSOCIATES/GOLF COURSE CLUBHOUSE: Approve Service Authorization No. 2 in the amount of $29,500.00 to Digby Bridges, Marsh & Asso- ciates for additional services reflecting design changes, with funding from Golf Course Engineering/Architecture (Account No. 445-4763-572-31.30). Jose Aguila, Construction Manager, pointed out that the original requested amount was $55,000.00, however after negotia- tions, the charges for additional design changes were reduced to $29,500.00. Mayor Lynch inquired as to why this request was consid- ered as a Service Authorization as opposed to a Change Order. Mr. Aguila explained that the Service Authorization No. 1 was for a fixed amount and was for a fixed project. The ser- vice authorization is now requested because the scope of the project has changed after the initial assessment was conducted. Further, through various meetings, staff directed that changes be made in order to keep the costs in accordance with the amount which was budgeted for the project; therefore, costs were above and beyond the service authorization in regard to compensation for services rendered. 2 8/09/94 Mr. Aquila complimented Digby Bridges, Marsh & Associ- ates on their work on various projects in which the firm was involved. He emphasized that the firm has a very good relation- ship with the City and with staff. Mayor Lynch announced that he did not support Service Authorization No. 1 and would not vote in support of Service Authorization No. 2. Mr. Ellingsworth moved for approval of Service Author- ization No. 2 to Digby Bridges, Marsh & Associates for the Golf Course Clubhouse in the amount of $29,500.00, seconded by Mrs. Smith. Upon roll call the Commission voted as follows: Mr. Randolph - Yes; Mayor Lynch - No; Mrs. Smith - Yes; Mr. Ellingsworth - Yes. Said motion passed with a 3 to 1 vote. 5. AWARDS OF BIDS AND CONTRACTS: 5.a. Bid Award - Maintenance of two areas (Homewood, Linton, and medians on Military Trail; and South Federal, Congress and Water Retention Area) - to Luis Cintron's Lawn Maintenance - at an estimated annual cost of $73,155; with funding from Beautifi- cation Trust Fund - Repair and Maintenance (Account No. 119-4144-572-46.40). Mayor Lynch suggested that staff prepare a cost esti- mate to have the work performed by City staff as opposed to outside vendors. He preferred the work to be done in-house and noted that staff does good work and will see to it that the work is done properly. Joe Weldon, Director of Parks and Recreation, stated he has opted not to renew the current contract since he has been very dissatisfied with the service provided and has opted to the fourth bidder due to past experience. Mr. Weldon emphasized that he has more control over work when it is performed by staff as opposed to services performed by contractors. Mr. Randolph asked Mr. Weldon if his department has sufficient equipment in order to perform the work in-house. In response, Mr. Weldon stated that the Parks and Recreation Department has the necessary equipment however he might need additional equipment and that he preferred that the work be performed by his staff. He noted that seventeen addi- tional new areas have been added during the past year without the additional manpower to perform the necessary maintenance work. Mr. Weldon pointed out that the beautification areas are per- formed on an overtime basis, which is the basis for Parks and Recreation Department's budget request for FY 94/95 for six additional employees for maintenance services. -3- 8/09/94 After discussion, the Commission directed staff to pre- pare a cost estimate for potential equipment as well as labor costs in regard to services performed by City staff versus out- side contractors. This data is to be presented at the City Commission Regular Meeting of August 16, 1994. Mr. Ellingsworth moved to table the request for Bid Award for the maintenance of two areas (Homewood, Linton, and medians on Military Trail; and South Federal, Congress and Water Retention Area, seconded by Mrs. Smith. Upon roll call the Commission voted as follows: Mayor Lynch - Yes; Mrs. Smith - Yes; Mr. Ellingsworth - Yes; Mr. Randolph - Yes. Said motion passed with a 4 to 0 vote. 5.b. Bid Award - Back Hoe Attachment, Concrete Breaker and wheel assembly for Gehl Tractor from Tri-County Equipment Sales - in the amount of $13,423.40 and Flotation tires from Boca Tire Company via Florida State Contract No. 863-000-92-1, in the amount of $455.40. The total cost of this purchase is $13,878.80, with funding from Stormwater System Maintenance/Heavy Equipment (Account No. 448-5416-538-64.25). Mrs. Smith moved approval of the Bid Award for the Back Hoe Attachment, Concrete Breaker and wheel assembly for Gehl Tractor from Tri-County Equipment Sales in the amount of $13,423.40, and Flotation Tires from Boca Tire Company in the amount of $455.40, seconded by Mr. Randolph. Upon roll call the Commission voted as follows: Mrs. Smith - Yes; Mr. Ellingsworth - Yes; Mr. Randolph - Yes; Mayor Lynch - Yes. Said motion passed with a 4 to 0 vote. At this point Mayor Lynch noted that Commissioner Alperin asked that in his absence, his comments be read into the record in regard to Item 4 (Service Authorization No. 2 to Digby Bridges, Marsh & Associates for the Golf Course Clubhouse). Mr. Alperin commented that "Service Authorization No. 2 should be called a Change Order. The last change." Mayor Lynch declared the meeting adjourned at 6:20 P.M. ~ity' Ci~ Y ATTEST: -4- 8/09/94 The undersigned is the City Clerk of the City of Delray Beach and that the information provided herein is the minutes of the meeting of said City Commission of August 9, 1994 which minutes were formally approved and adopted by the City Commission on /3 ~ity -~le~k NOTE TO READER: If the minutes that you have received are not completed as indi- cated above, then this means that these are not the official minutes of the City Commission. They will become the official minutes only after they have been reviewed and approved which may involve some amendments, additions or deletions to the minutes as set forth above. -5- 8/09/94