Fort Walton Beach Council agenda — 08-25-2009 regular — reading text

MANAGER TO SETTLE CERTAIN TYPES OF CLAIMS, FOR AND AGAINST THE CITY OF FORT WALTON BEACH; SETTING MONETARY LIMITS ON SUCH AUTHORITY; AND SETTING AN EFFECTIVE DATE. The City Manager explained that small, routine claims below the $ 25,000 limit have been paid by the City if Staff deemed it was a valid claim, and although this practice has been ongoing, there has been no delegation by the Council to the City Manager to settle these routine claims. He advised this ordinance will give him the authority to settle claims against the City up to 20,000, and to report all such settlements to Council on a monthly basis. 19- 260 Regular Council Meeting 08 -11 -09 ORD. 1805 ( CONT) Clarification was given that the City Manager has the authority to make purchases of up to 20,000 without Council action in the Purchasing Policies and Procedures for such events as emergency repairs, etc. The Mayor opened the public hearing. There was none. Mr. Garvie moved to adopt Ord. 1805 on first reading. Mr. Holmes seconded motion. Council stated that the monthly reports are a good idea and will include the amount of fines that have been paid. The Mayor called for the vote on the motion and it carried unanimously with Holmes, Miller, Reeves, Garvie„ Nabors, Patterson, and Rynearson in favor. The Mayor cautioned that Council needs to be careful and not dictate to Staff how to do their job. ORD. 1802, UTILITY SYSTEM REVENUE BONDS The City Attorney read -the ordinance by title. AN ORDINANCE AMENDING ORDINANCE 1633 OF THE CITY IN CONNECTION WITH ITS UTILITY SYSTEM REVENUE BONDS, SERIES 2005; APPROVING THE TREATMENT OF SEWAGE BY OKALOOSA COUNTY; MAKING CERTAIN FINDINGS; MAKING CERTAIN OTHER COVENANTS AND AGREEMENTS IN CONNECTION WITH THE 2005 BONDS; AND PROVIDING AN EFFECTIVE DATE. John Hofstad, Utility Services Director, advised that the completion of the Wastewater Interlocal Agreement required siignificant work by the City's Bond Counsel and Bond Insurer, and that both entities have given their concurrence and the document has been deemed legally sufficient. The Mayor opened the public hearing. There was none. Mr. Patterson moved to adopt Ord. 1802 on second reading. Mr. Garvie seconded motion and it carried unanimously with Holmes, Miller, Reeves, Garvie', Nabors, Patterson, and Rynearson in favor. Mr. Nabors left the meeting at 7: 34 pm. BOARD OF ADJUSTMENT APPOINTMENT Consideration of appointment to the Board of Adjustment. Mr. Reeves nominated Robert Hudgens, 256 Ventura Circle NW, Fort Walton Beach, to - ear term from August 11, 2009 until August serve on the Board of Adjustment for a four y 11, 2013. As there were no further nominations, the Mayor called for the vote on the nomination and it carried unanimously with Holmes, Miller, Reeves, Garvie, Patterson, and Rynearson in favor (Nabors absent). CODE ENFORCEMENT BOARD APPOINTMENT Consideration of appointment to the Code Enforcement Board. 20-  2;611 Regular Council Meeting 08 -11 -09 CODE ENFORCEMENT BOARD APPOINTMENT (CONT) Mr. Reeves. nominated Jeffrey Pendleton; 11 Higdon Court, Fort Walton Beach, to serve on the Code Enforcement Board for a three -year term from August 11, 2009 until August 11, 2012.-- As' there were: no further nomib'Atio-ns " the Mayor called for the vote on- the nomination and it carried unanimously with Holmes, Miller, Reeves, Garvie, Patterson, and Rynearson in favor (Nabors absent). Mr. Nabors returned to the meeting at 7:36 pm. ACCEPTANCE OF CDBG -R PROJECT RECOMMENDATIONS Tim Bolduc, Building Official, advised that through the American Recovery and Reinvestment Act ( ARRA) of 2009, the City is eligible to receive $ 38;366. 00 additional dollars for the CDBG program to fund appropriate projects. During the Citizens Advisory Committee ( CAC) meeting on June 29, 2009- the CAC recommended using the ARRA funds to construct a multi -use path from Hollywood Blvd. to First Street SW. Mr. Bolduc explained that because the City will receive the ARRA funding, the FY 2008 -09 Annual Action Plan must be revised to include carryover money from previous years. Upon receipt of the ARRA funding, a budget amendment would be required to include additional funding, which would be placed in the appropriate revenue accounts in the CDBG fund and the expenditure accounts for the administration and construction of the Robinwood Drive Multi -Use Path would be set up. Mr. Bolduc advised the CAC recommended acceptance of the amended 2008 -2009 Annual Action Plan which included the reallocation of the carryover funds and the use of funds through the ARRA to construct a multi -use path from Hollywood Blvd. to First Street. Discussion included that two different administrative fees are used for the CDBG -R Program and the typical CDBG program, and both will be administered by the City. Mr. Miller moved to approve the Revised FY 2008 -09 CDBG Annual Action Plan as recommended by the CAC at their August 3, 2009 meeting, to include the reallocation of carry over funds and the use of funds through the American Recovery and Reinvestment Act (ARRA) of 2009 to construct the Robinwood Drive Multi -Use Path between Hollywood Blvd. and First Street SW. Mr. Garvie seconded motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Nabors, Patterson, and Rynearson in favor. Council stated their pleasure on the emphasis of the CAC's involvement and that it gives credibility to the process. ACCEPTANCE OF CDBG FY 2009 -10 ACTION PLAN Mr. Bolduc discussed the 2009 -10 CDBG Annual Action Plan and explained that the City advertised for applications to request CDBG funding. He advised the CAC has recommended 35,000 for World Changers; $ 20, 000 for the Chester Pruitt Center Youth Enrichment Program; 15,000 for the Greg Chapel Daycare for playground fencing; and $ 6, 000 for S4P Synergy for an emergency disaster distribution location natural gas generator. Mr. Bolduc stated this leaves $ 37,776. 80 available for capital improvements, and that 28,444. 20 was included for program administration, bringing the total fiscal year 2009 -10 CDBG funding to $ 142,221. 00. 21- 262 Regular Council Meeting 08 -11 -09 CDBG ACTION PLAN ( CONT) Discussion included project funding allocations and any monies that cannot be used to fund their projects will be remain with the CDBG and the action plan will be revised later in the year, and that the CDC has always provided $ 15, 000 additional funding for World Changers but will not be able to this year, leaving funding for World Changers at $ 35, 000. Further discussion included the $ 6,000 being funded to S4P Synergy for their emergency generator, and whether the CAC was aware of the importance of this project. Mr. Bolduc responded the CAC is a recommending committee and if Council wanted to move funds from one project to another that was certainly in their purview. The Mayor opened the public hearing. There was none. Mr. Garvie moved to accept the FY 2009 -10 Annual Action Plan to include the removal of 6, 500 from the Infrastructure Improvements to the emergency generator requested by S4P Synergy, Inc. Motion died for lack of a second. Mr. Nabors moved to accept the FY 2009 -10 CDBG Annual Action Plan as presented. Mr. Reeves seconded motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Nabors, Patterson,. and Rynearson in favor. RFP 09 -119, PLAYGROUND EQUIPIMENT FOR CHESTER PRUITT PARK Jeff Peters, Recreation Director, advised Staff is recommending approval for the design and installation of playground equipment at Chester Pruitt Park to Playmore Recreational Products and Services. The Mayor opened the public hearing. There was none. Mr. Holmes moved to award RFP 09 -119, Design and Installation of Playground Equipment for Chester Pruitt Park, to Playmore Recreational Products and Services, for a total cost of $49,528. 61. Mr. Reeves seconded motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Nabors, Patterson, and Rynearson in favor. APPOINTMENT OF BOGDAHN CONSULTING SERVICES -THIRD PARTY ADMINISTRATOR Brandy Wunker, Finance Director, advised that on May 5, 2009, the City Council directed Staff to proceed with the issuance of a Request for Proposal ( RFP) in an effort to secure the services of a third -party administrator for the proposed defined contribution plan. Following the receipt of five responses to the RFP, discussion was held with Joe Bogdahn of the Bogdahn Group, the City's retained financial advisor for the General Employees' Pension Plan, who advised he could be of some assistance to the City in reviewing the proposals for third -party administration services. Ms. Wunker continued that for $ 5, 000 Mr. Bogdahn would review and analyze the proposals submitted to the City in response to the City's RFP solicitation for a third -party administrator; solicit proposals from other interested firms; and provide the City with a recommendation which would provide the City with the most efficient and cost effective services based on fees, references, and the ability to meet the City's requirements in administering the proposed defined contribution plan. Ms. Wunker explained that because of this recommendation, it is doubtful Staff will be able to implement the defined contribution plan for new hires by October 1, 2009, and Staff is proposing the delay of the implementation of the program for an effective date of January 1, 2010. 22_  9 V Regular Council Meeting 08 -11 -09 BOGDAHN CONSULTING SERVICES (CONT) The Mayor opened the public hearing. There was none. Mr. Reeves moved to secure the services of Bogdahn Consulting Services, LLC for a fee of $ 5,000to review proposals and recommend a third -party administrator for the proposed defined contribution plan, and to revise the implementation date for the defined contribution plan for all new hires to January 1, 2010. Mr. Rynearson seconded motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Nabors, Patterson, and Rynearson in favor. RECESS The meeting recessed at 8: 00 pm. RECONVENE The meeting reconvened at 8: 15 pm. WATER SEWER/ RATE STUDY AWARD John Hofstad, Utility Services Director, reported the City's utility rate schedule is set to expire and that a new rate schedule must be established to account for the impact of transferring wastewater treatment to Okaloosa County. Mr. Hofstad continued the City opened RFP' s submitted from nine different consulting firms in June of 2009, three firms were interviewed, and the selection committee comprised of the Utilities Director, Engineering