Fort Walton Beach Council agenda — 06-12-2007 regular agenda — reading text

informed that the Finance Director has the power and authority as a fiduciary duty to the Council, and if she feels there is an issue or something to review or to study or to commit an inquiry to, she has the power to do that vested in the Charter. The City Attorney continued that Council can direct her to do it in a certain amount of time, but she already has the power and duties to investigate and to carry out and even more so since she is a member of at least one of the boards.  9 Special Council 5- 29- 07 PENSION FUNDS ( CONT) Mr. Miller asked the Finance Director how long it would take her to complete the analysis. She advised the analysis has already been done and the City Manager has had it for at least a month. Mr. Miller rephrased his motion to direct the Finance Director to present a report on the status ofthe General Employees and Police and Fire Pension Funds atthe June 12, 2007 Council meeting. Mr. Minich seconded motion. J Mr. Holmes advised this is the first he has heard of concerns regarding the pension funds, and questioned if any of the other members of Council besides Mr. Hartwell were aware of this situation. - The Finance Director clarified for Mr. Holmes that in a conversation with Mr. Hartwell she had expressed concern that her discovery in this situation was possibly the reason she felt she was being treated unfairly by the City Manager and Human Resources Director, though she stated she did not go into details with Mr. Hartwell. Mr. Garvie questioned how the Finance Director will make Council aware of any financial concerns that may arise from this point on. The Finance Director replied that in the past she has taken any concerns she has had to the City Manager, and advised in the future any concerns she has she will notify Council herself. i;" The Mayor called for the vote on the motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Pullen, Hartwell, and Minich in favor. REPORT FROM FINANCE DIRECTOR Mr. Miller requested the Finance Director schedule a time in the near future to give Council a report outlining her first six months on the job. Mr. Minich stated this is a Special meeting and Special meetings are called only for agenda' d items. The Mayor offered that Mr. Miller could bring it up at the next Council meeting. CITY CLERK/FINANCE DIRECTOR CONTRACTS Dr. Pullen wished to know when Council can expect the contracts for the Finance Director and City Clerk to come back to Council. The City Attorney confirmed she will pass on all the information Council has seen and the input from the City Manager to Mr. Mattamore and inform him that Council would like to see the contracts by the next meeting on June 12th. STATUS OF CITY MANAGER Mr. Hartwell stated that at a May 23 meeting, the City Manager stated that if the employment of the Finance Director was not terminated, she would tender her resignation. Mr. Hartwell questioned what her status was with the City since the Finance Director was not terminated. Mr. Minich stated that is not an agenda' d item, this is a Special Council meeting, it is out of order, and requested the Mayor to rule on it. The Mayor stated it is inappropriate at this time and could J be brought up at a regular Council meeting. ADJOURNMENT Being no further business, the meeting adjoumed at 7: 30 p. m. APPROVED: ATTEST: MAYOR: CITY CLERK Ive  CITY COUNCIL MEETING June 12, 2007 Consent Agenda Consideration of a request to award Bid 07- 121, Hydrated Lime Annual Bid, to the lowest responsive, responsible bidder, Cheney Lime and Cement, for a period of one year with three option years Utilities Director) Council Action 1st 2nd Vote: Agenda Item Number: 8  CITY OF FORT WALTON BEACH MEMORANDUM DATE: May 30, 2007 TO: Joyce Shanahan, City Manager FROM: John Hofstad, Utilities Director SUBJECT: Request to Award Bid No. 07- 121, Hydrated Lime ( Annual Bid) SUMMARY Pursuant to City of Fort Walton Beach Code of Ordinances, Volume II, Chapter 4, Section 4. 01, Paragraph 4. 01. 025 and the Purchasing Policies and Procedures, request authorization to award Bid No. 07- 121, Hydrated Lime Annual Bid), to responsive, responsible bidder, Cheney Lime & Cement the low Company, Allgood, Alabama, for a period of one ( 1) year and to allow the City Manager to approve the extension of the bid with three ( 3) option years, if it is determined to be in the best interest of the City. If approved, funds are available in Account No. 401- 1320- 535- 5200, Utilities Enterprise Fund, Sewer Plant Operations, Operating Supplies. Recommend City Council approve the bid received from Cheney Lime & Cement the Company, Allgood, Alabama, and the City Manager be authorized to extend the bid, if mutually agreed upon by both parties, for three ( 3) additional one 1) year periods. FIN A N C I A L OAT A 1. DEPARTMENT: Utilities 2. DIVISION: Sewer Operations 3. FUND: Sewer Enterprise Fund 4. ACCOUNT # 401- 1320- 535- 5200 5. ACCT. DESCRIPTION: Operating Supplies 6. FY BUDGET: 2006/ 07- 2007/ 08 7. AMOUNT BUDGETED: N/ A 8. GRANT FUNDS: YES ~ AMOUNT 9. FUND TRANSFER: YES ~ AMOUNT 10. FROM ACCT: N/ A 11. TO ACCT: N/ A 12. REASON FUNDS AVAILABLE FOR TRANSFER: N/ A 13. PRICE ANALYSIS: ATTACHED ADD' L MAT FOR INONEI BID I T E M OAT A 14. DESCRIPTION OF BID ITEM: This bid is to obtain a unit price for the year for the purchase of Hydrated Lime. 15. SUPPLEMENTAL MATERIAL: ATTACHED ADD' L MAT FOR ~ ONEI 16. # BID INVITATIONS SENT: 11 17. # BIDS RECEIVED: 5 18. # RESPONSIVE BIDS: 5 19. RECOMMENDED VENDOR: Cheney Lime & Cement Company 20. BID AWARD AMOUNT: $ 167. 85/ ton ( total cost will depend upon usage during the bid period) 21. COMMENTS: 22. ESTIMATED QUANTITY TO BE PURCHASED ( BULK ITEMS): Unknown OAV\ { A 1J-.l2. 23. ESTIMATED PURCHASE AMOUNT: Unknown 24. BID TABULATION ATTACHED: IYESI NO ADD' L MAT FDR 25. TERM OF CONTRACT: 1 year 26. BID VALID TO: 60 Days 27. BID PRICE VALID FOR TERM OF CONTRACT: IYESI NO 28. WARRANTY PERIOD: N/ A 29. DELIVERY TIME: 3 days 30. STATE CONTRACT: YES ~ 31. CONTRACT #: N/ A 32. CO- OP PURCHASE: YES ~ 33. AGENCY: N/ A 34. EXPECTED LIFE OF ITEM: N/ A 35. ITEM DEMO' D: YES ~ 36. REFERENCES CHECKED: YES NO ~ 37. CONTRACT: ATTACHED ADD' l MAT FDR ~ 38. CONTRACT APPROVED FOR LEGAL SUFFICIENCY: YES NO ~ 39. CURRENT VENDOR: Cheney Lime & Cement Company 40. CURRENT PRICE: $ 151. 72/ ton SUBMITTED BY: 30- 07 Date REVIEWED AND CONCUR: 5"- 0-$01 Michael Tatum Date Purchasing Director REVIEWED AND CONCUR: bsl ( l:./ J ':/- r Date Finance Director REVIEWED AND CONCUR: 10 I Or.r Date COMMENTS:  City of Fort Walton Beach MEMORANDUM DATE: May 22, 2007 TO: John Hofstad Utilities Department Director FROM: Michael C. Tatum ~ Purchasing DirectorV SUBJECT: Hydrated Lime (Annual Bid) Bid # 07- 121 The