Fort Walton Beach Council minutes — 07-08-08 special minutes — reading text

199 MINUTES OF THE SPECIAL COUNCIL MEETING OF THE CITY OF FORT WALTON BEACH, FLORIDA JULY 8, 2008 INTRODUCTION A special meeting of the City Council of Fort Walton Beach, Florida, was held on Tuesday, July 8 ~ 2008 at 5: 30 p. m. in the Council Chambers at City Hall, with the following members present: Mayor Mike Anderson Councilmen: Mike Holmes, Dennis Reeves, Bill Garvie, Jim Hartwell, and Mike Minich. Absent: Virgil Miller and Dr. Wayne Pullen Also Present: Joyce Shanahan, City Manager; Helen Spencer, City Clerk; Brandy Wunker, Finance Director; Toni Craig, City Attorney; Department Directors. PURPOSE The purpose of this meeting is consideration of request to award Bid # 08- 118 for 48" Storm Drain Replacement - Eglin Parkway Easement; and consideration of setting the tentative Ad Valorem millage rate for FY 2008-09. CALL TO ORDER The Mayor called the meeting to order and welcomed everyone. He requested anyone who wished to address Council to approach the podium after being recognized, and then state his or her name and address for the record. PLEDGE The Mayor led in the Pledge of Allegiance. APPROVAL OF AGENDA The Mayor noted that consideration of setting the tentative millage rate has been withdrawn but the City Manager would like to discuss the issue. Mr. Minich moved to approve the agenda as the business of the day, with setting the tentative ad valorem millage rate as discussion only. Mr. Hartwell seconded motion and it carried unanimously with Holmes, Reeves, Garvie, Hartwell, and Minich in favor (Miller and Pullen absent). EGLIN PARKWAY STORMWATER IMPROVEMENT PROJECT John Hofstad, Utilities Director reported this is a continuation of an item that has been brought to Council for a few months in trying to replace an aging stormwater infrastructure in the vicinity of Uptown Station along Eglin Parkway. He said the City sought and received a Community Budget Issue Request ( CBIR) through the State Legislature this year. He mentioned the City has been unsuccessful in receiving this grant since 2001 and credited the Advocacy Group working on behalf of the City for the successful securing of the funding this year. Staff requests authorization to award the Bid contingent upon the successful execution of the grant from the Department of Environmental Protection then staff will bring the grant award for approval by Council in August. The matching funds requirement was questioned. Mr. Hofstad explained that in- kind services, the value of the land, and the cost of the engineering will be used for the match. It was noted the request includes authorization for the City Manager to authorize change orders not to exceed the balance of the grant amount. Mr. Hofstad explained change orders are typical with underground work because they do not know what obstacles they may find and it is his thought that should the amount exceed the grant award that the developer will pay the difference. He also verified that the grant award is site specific. 200 Special Council 7 -8- 08 EGLIN PARKWAY STORMWATER IMPROVEMENT PROJECT The Mayor opened the floor for public input. As there was none public input was closed. Mr. Minich moved to award Bid Number 08- 118, 48" Stormdrain Replacement - Eglin Parkway Ea~ ement, for the City of Fort Walton Beach to Young' s Contracting of Niceville, Florida for $ 190, 276. 57; contingent upon the approval of a Funding Agreement with the Florida Department of Environmental Protection and the accompanying Funding Agreement Resolution which will be brought back before Council for consideration during the August 12th regular Council Meeting; and further authorize the City Manager to authorize change orders in the amount not to exceed $9, 724. 00, or the balance of the grant award. Mr. Hartwell seconded motion and it carried unanimously with Holmes, Reeves, Garvie, Hartwell, and Minich in favor (Miller and Pullen absent). TENTATIVE AD VALOREM MILLAGE RATE FOR FY 08- 09 Discussion on setting the tentative ad valorem millage rate for FY 2008- 09. The City Manager reported because of Amendment I the Property Assessor had to make software changes and they have been unable to balance the tax role to give it to the Department of Revenue before it is distributed. She said the Department of Revenue has granted the Property Assessor an th extension until July 11 to provide the Certification of Taxable Value and the City will have 35 days from the date it is received to set the tentative millage rate. She said staff will continue to develop a budget with a tentative date of July 25th to give it to Council to review before the budget meetings in August. She said the tentative millage rate will have to be set by August 14th and Council can set the tentative millage rate at the regular Council meeting on August 1 ih. She said the budget meetings are scheduled for August 11 and 12 and again, if needed, August 18- 20th. Mr. Minich expressed the preference to start the budget meetings and go straight through in one week. Mr. Hartwell and Mr. Reeves advised they would be out of town during the week of August 11 - 15. There was consensus that the budget meetings be held August 18th - 22nd. The City Manager confirmed she will place on the August 1ih agenda consideration of setting the tentative millage and the budget meetings will be scheduled for the week of August 18- 22, 2008. ADJOURNMENT Being no further business, the meeting adjourned at 5: 50 p. m. APPROVED~~ j MAYOR: 1? t/ ~ C TV CLERK ~ ddm