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01-07-83SpMtg JANUARY 7, 1983 A Special Meeting of the City Council of the City of Delray Beach, Florida, was called to order by Mayor Willard V. Young in the Council Chambers at City Hall at 4:08 P.M., Friday, January 7, 1983. 1. Roll call showed: Present - Council Member Malcolm T. Bird Council Member Leo A. Blair Council Member Arthur Jackel Council Member Edward L. Perry Mayor Willard V. Young Absent - None Also present were - City Manager Gordon D. Tiffany, and City Attorney Herbert W.A. Thiele. Mayor Young announced that this meeting has been called for the purpose of (1) considering approval of rental agreement for Finance offices during construction, and (2) considering garbage service levels to be provided under the contract and the garbage service areas. 1. The City Manager reported that this involves the relocation of the Finance Department and City Clerk's offices due to a problem with leaks. The Administration strongly recommends vacating the building entirely during construction, with the exception of the Switchboard Operator. The plan is to locate the City Clerk's offices in the double- wide trailer which is now occupied by some of the Finance Department, and to move all of the Finance Department to rental space. Mr. David Huddleston, Finance Director, reported the Execu- tive Mall has 5600 sq. ft. of office space available and negotiated a square footage price of $8.50 per sq. ft. The occupancy is available immediately and the customer service area would be on the first floor along with the computer. There is adequate parking ~ehind the building and they have talked with the manager of the building and are agreeable to taking a strip of parking along the back of the building and limiting that to half hour parking and handicapped parking. Other locations they looked at were the Epic Building which space on the second floor did not give good access for handicapped people, the Old Harbor Mall which would not be available for 30 to 40 days and the Florida Coast Bank which had nothing currently available. They also reviewed ' ' ~ existing City locations and did not find anything adequate. Other individuals they contacted had nothing adequate as far as square footage. They decided against additional trailers due to the excessive set up cost and the fact that they would only be there about six months. Upon question by Council, Mr. Huddleston advised that there is no vault at the Executive Mall but they have the option to lease one. The vault they have at City Hall would still be available to house additional backup and computer records. One of their prime concerns was to have an isolated, secure area for the cashiers and good public access to the facility. The City Manager pointed out that the staff considers this expense to be a self-insured type of loss and feels that legiti- mately it could be charged against their self insurance funds. They can also look toward some kind of segregation of these costs toward the con- tractor. The recommendation is for Council approval to rent space in the Executive Mall, contingent on successful conclusion of negotiation and the City Attorney's review of the contract. Mr. Bird moved to authorize the Administration to lease adequate space at the Executive Mall at a rate of $8.50 per sq. ft. and to take occupancy as soon as possible, funding to come from self-in- surance funds, subject to the City Attorney's review, seconded by Mr. Blair. Said motion passed unanimously. 2. The City Manager advised that Council has been provided with a draft of four of the five types of service that would be provided under the contract. Mayor Young suggested that the 10 feet, regarding placement of the rollcarts, be lessened. The City Manager suggested eliminating the measurement entirely and saying "place at curbside". Council con- curred. Discussion was had as to trash pick-up. It was Council's consensus to eliminate separate trash pickup; to have only two pickups a week to pick up garbage and whatever trash is out; with any additional trash to be done on call by special arrangement. Discussion was had regarding whether to place a limit on the amount of trash; Council decided against it. Upon comment by Mayor Young, Mr. Bob Gance sug- gested that the five feet for trash stipulated in the draft be changed to four feet; Council agreed. Discussion was had as to the size of a bundle. It was the consensus of Council that there would be no limita- tion. The City Manager reported, regarding rear door service, the same kind of trash regulations would apply. Trash would not be located with the garbage; it would have to be put out on the street. Council concurred. Discussion was had whether to limit the number of garbage containers. The question arose as to who would be responsible for picking up trash on call for large items such as furniture and appli- ances. Mr. Bird suggested that if it's on call at cost that a private enterprise do it; the contractor should be prepared to handle that type of situation. Mrs. Kathi Sumrall, CCS, stated that Mrs. Matthews and her staff suggested that anything a homeowner did not want to bundle, bag or tie and wanted to leave loose would be picked up on call at an additional charge; if the homeowner cut it into 4 foot lengths and bundled or bagged it, it would be picked up at no charge. Council concurred with that suggestion. Discussion was had regarding on call situations and who the homeowner would call for that service. The City Manager suggested that the contractor be required to provide that service but the homeowner can call whoever he wants. Discussion was had regarding garbage and trash left in vacant lots. The City Manager stated that, since they will no longer be picking up in those lots, the public will need to be educated; a lot of people are in the habit of leaving their trash there. The City Manager advised that the one type of service not described in the draft is dumpster service because they do not foresee any big changes to it. Council discussion was had as to the size of the rollout carts. Mr. Gance stated that he feels they would be defeating the purpose of the service if they used a rollout cart less than 90 gallons because the lifting device must be compatible with the container. Mr. Bird stated that the question is whether or not they want rollout carts at all. Council discussion was had regarding the size and cost of containers. Mr. Blair suggested that the contractors be required to provide alternate bids for different service levels. Mr. Jackel felt that the rollout cart service would be costly and suggested that they provide the homeowners with ordinary containers. Mr. Bird felt that if they must have containers at curbside, the carts would be preferable because almost everybody gets all of their trash inside the cart and so the City will look better. Discussion was had as to who would be responsible for dam- aged or missing rollcarts. The City Manager advised that he discussed this issue with two of the contractors and they had no problem with it. Based on his personal experience, this was done in Daytona Beach, with the contractor owning and being responsible for the carts, and it worked out beautifully. Mr. Bird suggested that they go ahead and identify the service areas and types of services. The City Manager stated that he feels it would simplify people's understanding at the public hearing if they prepared a map showing the entire area of City because there are some isolated instances they do not want to overlook. Mr. Jackel noted that on page 3 of the draft, first paragraph, seventh line down from the top, he would like to change the word "would" to "will". Further dis- cussion was had regarding levels of service for Country Manors and High Point. - 2 - 01/07/83 The City Manager suggested since he has to do some redraft- ing that they refer this item to next Tuesday night's meeting. Mr. Bird stated that it is his understanding that the purpose of this document is to put together the text which will accompany the map so that they can receive public input, as to whether these levels of service satisfy the public. He added that he feels, with the changes they have made, that they are ready to go to print and su'ggested that Council ask the City Manager to redraft it with the changes. Mr. Bird moved to instruct the Administration to revise the document as indicated tonight for consideration at next Tuesday's regu- lar meeting, seconded by Mr. Blair. Upon roll call Council voted as follows: Mr. Bird - Yes; Mr. Blair - Yes; Mr. Jackel - No; Mr. Perry - Yes; Mayor Young - Yes. Said motion passed with a 4 to 1 vote. Discussion was had regarding service levels according to the map prepared by Mr. Bird. Mr. Perry moved to accept Mr. Bird's map for public hearing with the additional cross hatchings indicated by the City Manager, seconded by Mr. Jackel. Said motion passed unanimously. Mayor Young declared the meeting adjourned at 5:35 P.M. Clerk ATTEST: MAYOR 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 Council of January 7, 1983, whichAminutes were for- mally approved and adopted by the City Council on~,~-. ~//~F_~ · NOTE TO READER: If the minutes that you have received are not completed as indicated above, then this means that these are not the official minutes of City Council. 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. - 3 - 01/07/83