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HomeMy WebLinkAbout12/15/1987Wednesday, December 15, 1987 The Board of County Commissioners of Indian River County, Florida, met in Regular Session at the County Commission Chambers, 1840 25th Street, Vero Beach, Florida, on Tuesday, December 15, 1987, at 9:00 o'clock A.M. Present were Don C. Scurlock, Jr., Chairman; Margaret C. Bowman, Vice Chairman; Richard N. Bird; Carolyn K. Eggert; and Gary C. Wheeler. Also present were Charles P. Balczun, County Administrator; Charles P. Vitunac, Attorney to the Board of County Commissioners; Joseph Baird, OMB Director; and Barbara Bonnah, Deputy Clerk. The Chairman called the meeting to order. Reverend Bob Dickinson of Asbury Methodist Church gave the invocation, and Commissioner Bowman led the Pledge of Allegiance to the Flag. ADDITIONS TO THE AGENDA/EMERGENCY ITEMS Chairman Scurlock requested the addition to today's Agenda of a termination of a lease between Indian River County and the School Board for space for the Sheriff's Detective Division. Commissioner Eggert requested the additions of a discussion regarding funding for alcohol drug abuse programs with the Mental Health Center, Inc. and a short report on the new library projects. Commissioner Bird requested the addition of a Parks 8 Recreation Committee report. Attorney Vitunac requested the deletion of Item 13 - Agreement, Utility Services at Ryanwood. SEC 151987 BOOK Q F'.c.�,6 DEC 15 1981 BOOR 70 P,IUuW Administrator Balczun requested the postponement until December 22 of Item M on today's Consent Agenda - Budget Transfer for Assistant Administrator's Car Allowance - and requested the addition of a discussion regarding office space for himself and the Assistant Administrator. ON MOTION by Commissioner Bowman, SECONDED by Commissioner Eggert, the Board unanimously added, postponed, and deleted the above items. APPROVAL OF MINUTES The Chairman asked if there were any corrections or additions to the Minutes of the Regular Meeting of November 11, 1987. There were none. ON MOTION by Commissioner Eggert, SECONDED by Commissioner Wheeler, the Board unanimously approved the Minutes of the Regular Meeting of 11/17/87, as written. CONSENT AGENDA Commissioner Eggert requested that Items B, F and N be removed from the Consent Agenda for discussion, and Commissioner Wheeler requested that Items D and E be removed also. A. Report Received and placed on file in the Office of the Clerk to the Board: Traffic Violation Bureau, Special Trust Fund Month of November, 1987 - $41,605.40 B. Repair of Lindsey Road (tabled from 12/8/87 meeting) The Board reviewed the following memo dated 11/25/87: P? TO: The Honorable Members of the Board of County Commissioners THROUGH: Charles P. Balczun, County Administrator FROM: ' James W. Davis, Public Works Director DESCRIPTION AMID CONDITIONS DATE: December 14, 1987 FILE: SUBJECT: Repair of Lindsey Road REFERENCES: J.W. Davis to Wellington Stevens dated 11-6-87 Pavement testing along Lindsey Road between US 1 and Kings Highway revealed that some areas of the base were constructed less than the 8" as designed. After discussions with Pan American Engineering (the Contractor that constructed the base) and Dennis L. Smith, Inc. (the contractor that repaired the road) , it has been offered by Pan American Engineering that $7,000 be rebated to the County, and that this amount be paid to Dennis L. Smith, Inc., to mitigate the cost of repair. Pan American Engineering is requesting that this $7,000 payment relieve them of any future liability for repairs to Lindsey Road. In addition, the County Public Works Department is of the opinion that the cost of asphalt, approx. $7,000, that was removed to repair the base material, should also be reimbursed to Dennis Smith, Inc. The total repair cost by Dennis Smith, Inc. was approximately $27,000. After lengthy negotiation, the total $14,000 compensation.is agreeable to both parties. ALTERNATIVES AND ANALYSIS The County staff has considered' this offer and is of the opinion that acceptance is in the best interest of the County. The County retained a soils testing lab during road construction to monitor the soil cement base thickness. All testing confirmed that the base" was constructed at 8" thick. It appears that the heavy truck usage has fatigued the asphalt in some sections. When the asphalt surface is ruptured, the base is exposed and .the truck impact damages the base material. Since heavy truck usage on the road has already exposed any weak base that may have been constructed., staff does not anticipated any new sections of weak teased beina discovered. RECOMMENDATIONS It is recommended that the County accept the $7,000 rebate from Pan American Engineering and relieve them from further liability concerning repairs to the road. The $7,000 will be sent to Dennis L. Smith, Inc. to compensate for the base repairs. In addition, $7,000 from the Road and Bridge Department Fund -111-214-541 is recommended to be paid to Dennis L. Smith, Inc for asphalt restoration. DEC 15 1987 3 BOOK 70 Pn 338 DEC 15 1987 Bou 70 FFA1, 3 39 Commissioner Eggert understood that Mr. Smith was not willing to accept the $7000 amount and wants something different, and Public Works Director Jim Davis explained that Mr. Smith was not really in agreement with the first proposal, as he felt he also should be compensated for the asphalt materials that were on top of the base that he had to remove and replace. After consideration, staff feels that would be fair and is recommending that $7000 be paid from the Road S Bridge maintenance account to mitigate the cost of the asphalt material. Basically, the total compensation amounts to $14,000. Mr. Smith has indicated that it cost him approximately $27,000 overall to fix the road, and this would compensate him for the cost of the materials. Commissioner Eggert asked Director Davis why he changed his mind after he originally felt that the $7,000 figure was fair, and Director Davis stated that basically it was after further discussion and pointed out that timing was an issue. Chairman Scurlock felt that we need to give Director Davis some direction in finding a vehicle to fund the impact of trucking and land operations on our roads without creating some special situations for certain haulers that do not apply to others. Commissioner Eggert pointed out that at a recent workshop, Planning Director Robert Keating and Director Davis came to the conclusion that a separate ordinance is needed to cover all heavy haulers rather than just the sand haulers. Chairman Scurlock believed that the only equitable way to handle a shortfall is to go to the other cent (9th cent) that we have not utilized, because that directly relates to people using the highways. He did not think it was fair to single out one particular entity. Commissioner Eggert felt there should be some way or some formula that could be set at site time for fill being delivered to such extensive projects as Grand Harbor. 4 Chairman Scurlock still felt that we should go to the 9th cent gas tax, but Commissioner Bowman did not feel that would be fair because the average person is not responsible for breaking up our roads. Commissioner Bird asked if this particular experience with Lindsey Road has caused us to rethink our specifications on county roads, especially main collectors. Director Davis advised that is the reason staff recommended that we beef up the construction of 74th Avenue. We are not going to use any soil/cement base on collector roads, and we are going to beef up the base on all the collector roads. ON MOTION by Commissioner Eggert, SECONDED by Commissioner Bowman, the Board unanimously approved the modified recommendation submitted by staff. C. Installation of Single Street Light - Shadow Brook Subdivision The Board reviewed the following memo dated 12/9/87: TO: Members of the Board of County Commissioners DATE: December 9, 1987 SUBJECT: INSTALLATION OF SINGLE LIGHT - SHADOW BROOK FROM: Joseph A*Baird C OMB Director The Shadow Brook Property Owners Association, Inc. has requested that a street light be installed at the entrance to 34th Street and Kings Highway. They have also been advised that the City of Vero Beach will be responsible for the actual installation of the street light and that they will have to pay costs. If the Board of County Commissioners so desires, an agreement can be entered into between the Shadow Brook Property Owners Association, Inc. and Indian River County for the installation, maintenance and electrical costs of a single street light at the entrance to Shadow Brook. 5 BOOK 70 F'Aul' 340®E C 15 1'97 EC 15 1987Boor 70P-w,GF341 ON MOTION by Commissioner Wheeler, SECONDED by Commissioner Eggert, the Board unanimously approved the request from Shadow Brook Property Owners Association for a street light to be installed at the entrance to 34th Street from Kings Highway, and authorized an agreement between the County and the Association for the Association to pay installation, maintenance and electrical costs. D, Indian River Boulevard South Extension - Change Order #11 and Request for Time Extension The Board reviewed the following memo dated 12/9/87: TO: The Honorable Members of the DATE. December 9, 1987 FILE: Board of County Ccamissioners THROUGI: Charles Balczun, County Administrator FROM: James W. Davis, P.E.,, Public Works Director DESCRIPTION AND CONDITIONS SUBJECT: Indian giver Boulevard South Extension - Change Order #11 and Request for 26 Calendar Day Time Extension REFERENCES: Jim Boterf, Dickerson Florida, Inc, to Jim ^---- - �_L...a 1 � A ff^1 Change Order #11 has been prepared to add the following work to the 12th Street widening project 1) Construction of 200 IF of perforated pipe underdrain along 12th Street to improve the subsurface drainage in the area. This work is necessary to lower the ground water table in this area. 2) Install a stonrwater inlet structure in the vicinity of the Vero Mall to collect stonrwater runoff from the mall site that, prior to construction of the road widening, was collected in a grass area south of J. Byron's Dept. Store. This grass area was donated by the mall owner to the County for additional road right -of -my. In a separate letter, Dickerson Florida, Inc. is requesting a 26 calendar day contract time extension due to a delay caused by the FEC Railroad Company and Southern Bell. The existing contract dated July 2, 1986, has a 529 day Time of Completion which expires Jan. 11, 1988. If a 26 day extension is approved, the new time of completion will be Feb. 7, 1987. 6 � _ r 7j,T1TE1OMTIVES AND ANALYSIS Change order #11 increases the contract by $4,070 which results in a new contract amount of $4,072,356.57. The work is necessary and staff has no objection. Dickerson Florida, Inc., has experienced numerous delays due to utility relocations. The 26 day time extension is justified due to circumstances beyond the control of the contractor. prMMMETIDATION AND FUNDING It is recatawnded that Change order #11 be approved and that a 26 day time extension be granted to extend the contract time of ccopletion date to February 7, 1987. Funding to be from Fund 304, Indian River Boulevard South Construction Account. Chairman Scurlock questioned a change order to add drainage that.should have been anticipated in the original engineering of the road, and asked if there would be an additional cost. Public Works Director Jim Davis felt the engineer probably did not recognize a localized section of poor soil under the roadway. He did not feel that a perforated pipe underdrain is something that the engineer would have anticipated during design. However, the inlet at the Vero Beach Mail probably should have been caught at the time of design. Chairman Scurlock pointed out that we have had some significant problems on this particular project and that the project has not gone very smoothly. Commissioner Bird was concerned about the drainage and the elevation of the Boulevard because we experienced some significant drainage problems after a small hurricane that barely came close to us. He wondered what drainage problems we would encounter if a hurricane passed directly over us, especially in the area of Fairiane Harbor. Director Davis believed that drainage problem along that area of the Boulevard really goes back to when the County allowed 'Vista Gardens to be built without carrying stormwater through that large development. It really isn't the fault of the design 7 BOOK 70 F'',GE •:�42 C E C 151997 DEC 15 1997t<oolc 70 rA U :343 engineer; it is really due to having no outfall to the river. However, there is some high water level there that is holding water in the swales, and that could have been a design miscalculation. Chairman Scurlock asked what the 26 -day time extension would do to us, and Director Davis advised that it is going to change the completion date from January 11th to February 7th, and this includes the F.E.C. and Southern Bell problems. Commissioner Wheeler felt they should have anticipated the problems with the F.E.C. Commissioner Bird felt that people will be upset about allowing a 26 -day extension for work amounting to only $4,070, but Director Davis advised that another change order would be coming through for the railroad work that was necessary due to the F.E.C. raising the rails 4" in that area. The engineer agrees with the time extension due to the F.E.C. and Southern Bell problems. With regard to the time extension for the contractor, Director Davis didn't believe the contractor was going to be able to meet the extended completion date of January 7th, because he still has to put all the final asphalt on the road by that time. He anticipated him filing for another time extension or that we would be falling into liquidated damages. ON MOTION by Commissioner Eggert, SECONDED by Commissioner Bowman, the Board unanimously approved Change Order #11 for the 12th Street Traffic 6 Pedestrian Improvements and extended the the completion date in the contract for 26 days to February 7, 1988. 8 No. . �i...... CHANCE ORDER Dated , November, ]?t ,1987 OViNER's Projeet No.. 8409 ................. ENCINEER's Project No. , 4395; 03, , . , , , , , , ... , , Project . 1?th.Street Traffic.&.Pedestrian Improvements with Indian River Boulevard, southerly extension CONTRACTOR..Dickerson Florida, Inc. road construction July 2, 1986 Contract For ............................... Contract Date .............................. Dickerson Florida, Inc. P.O. Box 719 Stuart: Florida 32495 To: .................................. ...................................... CONTRACTOR You are directed to make the changes noted below in the subject Contract: The completion date, contract price and Indian River County _ _ _ all other terms, covenants and conditions ................ O%VNER of the above referenced contract, except as duly modified by this and previous Change Orders, if any, remain in full By ....... ... . ........ force and effect. V �- Dated .......�a l ........ , 19 Nature of the Changes 1. Install 200 LF of Type II underdrain, 12th Street Sta. 14+00 to Sta. 16+00 and connect to storm sewer. 2. Provide Type "C" inlet and 20 LF of 15" CMP at Sta. 21+30 (LT). Enclosures: These changes result in the following adjustment of Contract Price and Contract Time: Original Contract Price S 3:973.809.36 . Change Order 1 thru 10 94,4Subtotal S 7'7'.20_ ,..,,..... :068.2$6.5� This Change Order No. 11 ;1,070;00 _,,,,,,,, Adjusted Contract Price s -�t072.3,kii.M . e Contract Time Prior to This Change Order ...529 days, st► . .........August.1:. 1985 ...... . .. ..... . (Dara or Date) —0— Net (Increase) (Decrease) Resulting from This Change Order ....................... ... ............. . (Days) ?29............ Current Contract Time Including This Change Order . days starting August 1, .. 1986.... .. .......... . (Days or Date) Kimtey—Horn and Associates, Inc. The Above Changes Are Approved: . ' ' . ' . ' ' ' . ' ' ' ' ' ' ' ....... .... _........ . ENGBy ........... Da7.)& ....44 ........... l9aq . . The Above Changes Are Accepted: ..Dickerson Florida, Inc. ............ .• •CONTRACTOR By... .................... Date 1A2 ......... ..... .19 9 R©Gx 70 Ft,�E 344 ON 151887 K mley Hor � ATMcHME dr To CHANGE OREM No. 11 IE•• /• • • • ••. % Bou 70 PA, -.345.: 1• During construction, due to e)messive rainfall and a high water table, the subgrade for the loth Street roadway (south side) between Station 14+00 and 16+00, became saturated. This condition resulted in the contractor not being able to construct the base material. It was determined that Type II under drains needed to be installed to drain down the water intrusion in the base material. Items required are as follows: 200 IF of Type II urxlerdrain per F.D.O.T. Index No. 286 and 500 including connection to S-10 lump Sum $1,980.00 2• During construction it was determined that the west parking lot of J. Byron drained to the area adjacent to S-15 on 12th Street. The runoff Previously had been contained in a retention area. The construction of 12th Street has reduced the area used for retention and an inlet is necessary to alleviate storm water runoff standing in the parking lot Of J. Byron. Iters required are as follows: 20 LF 15" corrugated metal pipe, type "C" inlet connection to existing drainage structure S-15, regraded area Net Increase this QMnge Order: lump Stns $2,090.00 $4,070.00 E. Purchase or Lease Credit Card Terminal - Sandridge Golf Club The Board reviewed the following memo dated 12/7/87: TO: Members of the Board of County Commissioners � A THROUGH: Joseph A. Baird VV :`�y ' OMB Director /t i jai` Bob Komarinetz �. Leisure Services,Director DATE: December 7, 1987 SUBJECT: PURCHASE OR LEASE CREDIT CARD TERMINAL FROM: Leila Miller Budget Analyst IJW DESCRIPTION OF CONDITIONS With the tourist season now under way, golf course personnel have been giving special thought to ways of streamlining the entire 10 operation in an effort to encourage increased business. One area of concern is the golf course's current policy of accepting only cash or checks for payment. As it stands now, this policy forces players to carry large sums of money in order to gain access to the course. In the converse, a forgotten checkbook or a cash shortage would prohibit an individual from playing that day, resulting in an implied loss of revenue to the county. One-way of recovering some of this 'implied' revenue is to introduce a third method of payment, convenient to both golf course staff and the player, which would allow the customer to defer his debt to a later date. This is the purpose of a credit card. The'Credit Card Process By way of explanation, it should be understood that credit card companies receive their income from two major sources, the finance charge that the customer pays each month on his bill, and from the vendor - in the form of a discount charge on each invoice submitted to them. In this manner, credit card companies always ensure their own payment. For example, if the golf course submitted a bill for $100 to MasterCard for payment, MasterCard might charge two or three percent as their fee, and remit only $97.00 back to the golf course. From this example it would appear that the golf course would be losing money by having to pay $3.00 to have a $100.00 transaction processed, but this is not actually the case. Most people would not be pleased at the prospect of being forced to carry $100.00 cash to the golf course in order to play or make a purchase, and may choose not to deal with Sandridge because of it. Thus in this case cited above, the golf course actually made an extra $97.00 because credit card processing was available, it did not lose $3.00 because of the discount charge. Electronic Credit Processing Versus Manual Method When a vendor processes a credit card receipt for payment, he would traditionally take the card from the customer, check the "fraud" book (a book listing stolen and discontinued numbers), run the card through an imprinter and, at the end of the day, deposit his receipts with his bank, where it would be conditionally credited to the vendor's account, much like a check. (And, like a check, the vendor might have to wait for up to two weeks for the funds to clear, tying them up in the meantime, and preventing him from moving his money into a more profitable venture). Electronic Credit Processing Versus Manual Method -*continued A new method of processing credit cards for payment virtually eliminates the cumbersome problems found in the manual methods. With a credit card terminalsuch as Zon Jr. Plus, the entire transaction is moved electronically over the telephone lines. The operator takes the credit card from the customer and 'swipes' the credit card through a slot in the machine. The machine - which is on-line to the credit card company - automatically tells the operator whether the card is valid or not, and it also records the dollar amount of the transaction. At the end of the day, the machine totals all credit card transactions and will not 'close down' until balances are confirmed by.sales personnel. When balances are verified, the machine accepts the day's work and comes back with a confirmation number. A 'check' is written out by sales personnel - making reference to the confirmation number provided by the credit card company. The 'check' then becomes part of the deposit for the night. The bank treats the transaction like cash and credits the account with no hold on the funds - allowing instant use of the money. DEC 15 1987 11 BOOK 70 r,„cc. 346 DEC i51987 BooK 70. Fa E347 RECOMMENDATIONS Staff has two recommendations: 1. That the Board of County Commissioners consider the use of credit cards as a third method of payment for players*at the golf course for its ability to generate additional funds that might not otherwise be available. 2. That the Board of County Commissioners consider renting the Zon Jr. Plus electronic credit card terminal for processing credit card transactions because: a. The machine can shorten the time it takes to process a credit card payment for the customer through its ability to instantly determine the legitimacy of a card. b. The machine automatically forces sales personnel to balance the credit card transactions at the end of each day before it 'signs off'. C. The machine's ability to transmit totals over the telephone line allows the bank to grant instant credit to the golf course the next day. With no hold on the funds, the county can reinvest the money at a better rate almost immediately. d. The credit card company is offering a discount fee of 24% to 3%, (depending on the size of the transaction) if the Zon Plus Jr. is used. Banks often offer close to 30 - regardless of the size of the transaction - a savings of .75o to the county. e. There is a one time set-up charge of $150.00, which includes imprinter and credit card slips. Monthly rental is only $18.00 per month. At those prices the county should easily recoup these costs within the first few days of each month. Commissioner Wheeler wished to see either a 3% surcharge added when a credit card is used or the County give a 3% cash discount, but Chairman Scurlock said he didn't know of any places that give cash discounts other than filling stations. OMB Director Joe Baird advised that by federal law we would have to word it as a cash discount, and we would have to increase all the rates at the golf course by 3% and then offer a cash discount. He felt the Board may want to come back at a later date with such an increase, but the Board indicated that would be too complicated. Commissioner Bird wanted to give the credit cards a try, because he felt it would substantially increase the play, miscellaneous sales, etc. 12 ON MOTION by Commissioner Bird, SECONDED by Commissioner Eggert, the Board unanimously approved staff recommendations #1 and #2, as set out in the above memo. F. Appointment to Alcohol, Drug _Abuse _& Mental Health Board The Board reviewed the following memo dated 1218187: TO: Board of County CommissioneiQATE: December 8, 1987 FILE: SUBJECT: Appointment to Alcohol, Drug Abuse and Mental Health Board FROM: Carolyn K. Eggert REFERENCES: Commissioner On December 7, 1987 the Board of District 9B Alcohol, Drug Abuse and Mental Health voted unanimously to recommend to the County Commission that Sheriff Tim Dobeck be appointed to the Alcohol, Drug Abuse and Mental Health Board to replace Warren Winchester effective January 1, 1988. Commissioner Eggert explained that there were several other candidates from the provider category, but we were told that either a lay person or a law enforcement person was needed. After talking with Sheriff Dobeck about the matter, he volunteered to serve on the Board. ON MOTION by Commissioner Eggert, SECONDED by Commissioner Bowman, the Board unanimously appointed Sheriff Tim Dobeck to the Alcohol, Drug Abuse and Mental Health Board to replace Warren Winchester, effective January 1, 1988. 13 Boa 70 PAGE:348 r G. Authorization for Out -of -County Travel FOOK 70 u -C34 The Board reviewed the following letter dated 10/30/87: UNIVERSITY OF FLORIDA INSTITUTE OF FOOD AND AGRICULTURAL SCIENCES t` UNIVERSITY OF FLORIDA II nn���' . 'V .41 41 OFFICE OF THE VICE PRESIDENT w 1rlU1/1 9,97 FOR AGRICULTURAL AFFAIRS o R,, 1008 McCARTY HALL TELEPHONE= 904-392-11071HT1 "Wq�fO �I 0 C 0M41,SS/pN October 30, 1987pl Don C. Scurlock, Jr. Indian River County Commission 1840 25th St. Vero Beach, FL 32960 Dear Commissioner Scurlock: GAINESVILL.E. FL-ORIDA 32611 DISTRIBUTION LIST Comrnissioners Administrator _— Attorney ---- Personnel ---- Public %^Jorks Comrnuaity ue11. Utilitties Finance Other This is an invitation for you Tomorattenrow'soNeedsncet000besheldoin "Managing Florida's Water Qualityby Gainesville on January 21-22, 1988'conference Universityrof Florida, Institute of Food and Agricultural Sciences in cooperation with various water-related agnies andand organizatitopics ons. A flier is enclosed that describes the objectives discussed at the conference. Water quality is a major issue facing all Floridians and a major program of IFAS. We believe a statewide conference on water quality issues is timely and will be beneficial to leaders of Florida. This is to alert and invite you to this conference. We look forward to your attendance and participation. Sincerely, K.R. Tef . tiller Vice President for Agricultural Affairs ON MOTION by Commissioner Wheeler, SECONDED by Commissioner Eggert, the Board unanimously authorized out -of -county travel for Commissioners and appropriate staff to attend a conference focusing on "Managing Florida's Water Quality for Tomorrow's Needs", to be held in Gainesville on January 21-22, 1988. 14 H. Report The Board reviewed the following memo dated 12/4/87: u ro.n.. w un...• 10EEINN, E UI TE1E TAX CC1)LLECT 101 GENE E. MORRIS, C.F.C. TAX COLLECTOR TO: Board of County Commissioners FROM: Gene E. Morris, Tax Collector DATE: December 4, 1987 SUBJECT: Occupational Licenses P. O. Box 1509 VERO BEACH. FLORIDA • 32961 TELEPHONE? (808) 887-8180 Pursuant to Indian River County Ordinance No. 86-59, please be informed that $5,197.89 was collected in occupational license taxes during the month of November 1987, representing the issuance of 195 licenses. Gene E. Morris, Tax Collector ON MOTION by Commissioner Wheeler, SECONDED by Commissioner Eggert, the Board unanimously accepted the above Occupational Licenses Report for the month of November, 1987. 1. Architectural Services for Modifications_ to Existing Health Department_ Building The Board reviewed the following memo dated 12/3/87: 15 Boor; 70 F,a,E 350 r BOOK 70 PAIDE 351 TO: The Honorable Members of the DATE: December 3, 1987 FILE: Board of County Commissioners THROUGH: Charles Balczun, County Administrator FROM: James W. Davis, P.E. Public Works Director SUBJECT: Architectural Services for Modifications to Existing Health Department Building REFERENCES: James I Merritt, Schermer Associates, to Jim Davis Dr. Berman, Health Department Director, has requested that the porch be enclosed at the existing Health Department Building. The Building and Grounds staff and the Administration Building Renovation Architect, Schemmer Assoc., Inc., has inspected the site and has determined that the cost estimate for this work is approximately $15,000. The Architectural services have been estimated at $1,300 for construction documents. ALTERNATIVES AND ANALYSIS Since a public building is proposed for alterations, a Florida Registered Architect is required. Funding for the project was budgeted by the State Department of Health and Rehabilitative Services in the amount of $12,000. Dr. Berman is requesting the County to act in his behalf to have the work performed. Since the State Department of HRS has budgeted this work, staff recommends approval of the Architect's proposal for design services at a not -to -exceed cost of $1,300. ON MOTION by Commissioner Wheeler, SECONDED by Commissioner Eggert, the Board unanimously approved the proposal by the architectural firm of Schemmer Associates, Inc. for design services for modifications to the existing Health Department Building at a not -to - exceed cost of $1,300, as recommended by staff. J. Construction of Wall Along Fairlane Harbor N Indian River Boulevard South Extension bile Home Park_Z The Board reviewed the following memo dated 1213/87: 16 TO: The Honorable Members of the DATE: Decenber 3, 1987 FILE: Board of County Ccariissioners THROUGH: Charles Balczun, County Administrator SUBJECT: Construction of Wall Along Fairlane Harbor MHP - Indian River Blvd. South Extension FROM: REFERENCES: James W. Davis, P.L. Public Works Director DESCRIPTION AND CONDITIONS In July, 1986, staff proposed construction of a wood fence along Fairlane Harbor Mobile Home Park to mitigate the impact that the Indian River Boulevard South Extension would have on residents fronting the road. The fence was estimated to cost $6,000. Mr. Stawara, owner of the park, requested a concrete wall at a cost of $54,000. After lengthy discussion, Mr. Stawara agreed to accept $6,000 from the County towards construction of the concrete wall and he would contract for the construction. Staff concurred and Mr. Stawara proceeded, reimbursement contingent on Board of County Ccaimission's approval. ALTERQJ VEiS AMID ANALYSIS The wall is ccUnplete.and paid invoices have been received. At this time, Mr. Stawara is requesting the $6,000 County contribution to build the wall. RECOMNFMDATION AMID FUNDING It is reccmmended that the County contribute $6,000 towards the con- struction of the wall. Funding to be fram the Boulevard South account. ON MOTION by Commissioner Wheeler, SECONDED by Commissioner Eggert, the Board approved a $6,000 contribution towards the construction of the wall at Fairlane Harbor, funding to be from the Boulevard South account, as recommended by staff. K. Request for Waiver_ of Floodplain Displacement Requirement Ordinance - Sand Pointe Subdivision The Board reviewed the following memo dated 1214187: DEC 1987 17 BOOK f O F'��UE 352 15 DEC 151987 BOOK tl 0 F-nur.35 TO: THE HONORABLE MEMBERS OF DATE: December 4, 1987 FILE: THE BOARD OF COUNTY COMMISSIONERS THROUGH: Charles P. Balczun County Administrator James W. Davis, P.E., Public Works Director FROM: Dave B. Cox, Drainage Engineer DESCRIPTION AND CONDITIONS SUBJECT: Request for waiver Flood Plain Displacment Requirement Ordinance 87-12 — Sand Pointe S/D Letter from Dean Luethje, P.E., Carter REFERENCES: & Associates, dated 12/2/87 Carter & Associates on behalf of the developer of Sand Pointe Subdivision is requesting a waiver of the "cut and fill" balance requirement of the Stormwater Management and Flood Protection Ordinance. Sand Pointe Subdivision received preliminary plat approval October 8, 1987 and is located on both sides of SR AlA abutting the north property line of St. Edward's School and the south property lines of the Seagrove and Seagrove West Subdivisions. The engineer for the project states 15,500 cubic yards of fill would -be placed below elevation 4.0 ft. within the 100 year flood plain of the Indian River. ALTERNATIVES AND ANALYSIS Since the Indian River in this location is an estuarine environment, and the project engineer has stated that all other design requirements of Ordinance 87-12 will be met and that the resulting rise of the water level in the river will be minute, staff has no objection. RECOMMENDATION Staff recommends that a waiver to the flood displacement requirement be granted to Sand Pointe Subdivision. ON MOTION by Commissioner Wheeler, SECONDED by Commissioner Eggert, the Board unanimously granted a waiver to the flood displacement requirements to Sand Pointe Subdivision, as recommended by staff. L. (Deleted) M. Budget Transfer for Assistant County Administrator's Car Allnwnnre Postponed 18 N. Extension of Lease, 2001 Building The Board reviewed the following memo dated 12/11/87: TO: Members of the Board of County Commissioners DATE: December 11, 1987 1 SUBJECT: RENEWAL OF LEASE - 2001 BUILDING FROM: Joseph A. Baird OMB Director DESCIPTION AND CONDITIONS The County currently leases office space at the 2001 Office and Shopping Complex for the following departments: Suite 109 - Veteran Services Suite 205A & 205C - Soil and Water Conservation Suite 302 - Housing Authority/Rental Assistance Suite 303 - Agriculture Extension Suite 305 - Youth Guidance Suite 306 - Sheriff - Special Services The lease for these facilities is due for renewal on December 31, 1987. arTnr.veT(Z Staff has analyzed the situation as follows: 1. The county presently does not have any facilities to move any of the departments with the exception of the Sheriff - Special Services division Suite 306) which will be moving to the new Administration Building. 2. The remaining departments still housed at the 2001 Building are service oriented. Shopping for new space, at a cheaper cost, could be very disruptive to the general population at large, many of whom are elderly or indigent. 3. The present lease at the 2001 Building is $38,925 annually. The renewal rate would be $39,360, a $434.64 yearly increase. Therefore, our new annual lease, excluding Suite 306, would be: $39,360 - 5,700 Suite 306 (1,000 feet x $5.70) $33,660 RECOMMENDATION Staff recommends that the Board of Coonty Commissiners renew the lease with Ed Schlitt Realtors for Suites 109, 205A, 205C, 302, 3047 and 305. We further recommend that Suit 306 be eliminated, since it will no longer be needed. 19 DEC 151987 BOOK 70 FACE •354 DEC 151997 BOOK 70 F,, , :355 Administrator Balczun advised that sometime ago he and OMB Director Joe Baird discussed the space situation extensively, and reported that Director Baird is in the process of preparing a lease matrix which will show every parcel and office that is leased, the purpose for which it is leased, from whom we lease it, the square footage, the termination or renewal date, etc.. Director Baird felt he could do it in 30 days. Chairman Scurlock felt that there is a lot of under utilized space in this building, and he would like to make sure that we are not renting space in other buildings when there is space available in this building. Commissioner Eggert noted that people have trouble finding some of the offices located in the 2001 Building, and suggested that we talk to Mr. Schlitt about a separate sign listing the County offices in that building. There is a directory by the elevator, but all the offices are lumped together, and people don't seem to read it. ON MOTION by Commissioner Bird, SECONDED by Commissioner.Eggert, the Board unanimously approved the renewal of a 1 -year lease with Ed Schlitt Realtors at a cost of $33,660 for rental of Suites 109, 205A, 205C, 302, 303 and 305, with the elimination of Suite 306, which is no longer needed. (Lease on file in the office of Clerk to the Board) PUBLIC DISCUSSION ITEM - REQUEST FOR CHANGE IN UTILITY BILLING CYCLE The Board reviewed the following memo dated 11/23/87: 20 TO: Board of County Commissioners DATE:November 23, 1987 FILE: FROM: Charles P. Bal czun County Administrator SUBJECT: REFERENCES: REQUEST TO AMEND UTILITIES BILLING CYCLE Ms. Catherine A. Ceglady of 26 1st Court, S.W. has requested that the Board of County Commissioners amend Ordinance 84-18 (Sec. 20) "to reflect a 21-25 day billing cycle." Specifically, Ms. Ceglady states that she has "a problem with the 14 day billing cycle from the date of the bill itself to the deadline date when a customer's bill is considered delinquent and is served with a notice that water is being cut off." Mr. Pinto has reviewed Ms. Ceglady's complaint and feels that our current billing cycle should not be altered. He cites requirements by the Farmers Home Administration with respect to FmHA loans to Indian River County as well as bond covenants as requirements for our current billing cycle. Mr. Pinto has also prepared a chart of Indian River County, City of Vero Beach, Florida Power and Light Co. and General Development Utilities billing cycles for purposes of comparison. I am placing this matter on your December 15, 1987 agenda and am notifying Ms. Ceglady that she should be in attendance to further make her views known. Administrator Balczun noted that Catherine Ceglady is not in attendance this morning, and explained that she is extremely concerned that the time period is too short between when the utility bills are sent out and when the bills are considered delinquent and the customer is served with a cut-off notice. However, staff does not feel this to be the case, and Utilities Director Terry Pinto's recommendation is that the County not alter the collection cycle. ON.MOTION by Commissioner Eggert, SECONDED by Commissioner Wheeler, the Board unanimously denied Ms. Ceglady's request to change the monthly billing cycle for utilities. C 1 .1901 21 eooK I6 PnF 356 r - DEC 15 BOOL( 70 PA,�,7 -35 CONDEMNATION OF UNSAFE STRUCTURES - LOTS 211 AND 212, BLOCK 15, GEOFFREY SUBDIVISION The Board reviewed the following memo dated 12/7/87: TO: The Honorable Members DATE: December 7, 1987 FILE: of the Board of County Commissioners Thru: Charles Balczun SUBJECT: Condemnation of Unsafe County Administrator Structures. Lots 211 and 212, Block 15, W.E. Geoffrey's Subdivision FROM: Ester L. RymerREFERENCES: Building Direct r O�) It is requested that the data herein presented be given formal consideration by the Board of County Commissioners at their regular meeting of December 15, 1987. DESCRIPTIONS AND CONDITIONS Subject structures have been condemned and ordered repaired or removed. The property is recorded under the ownership of Arthur J. and Margaret Harris. Building Permit Number 19389 was issued --ori October 5, '1981,' to repair structure located on Lot 212. That permit was issued with the understanding that upon completion of all improvements, Mrs. Harris would vacate the dilapidated structure located on Lot 211 and move into the renovated structure. However, an inspection on June 25, 1982 indicated no progress whatsoever. The building permit has expired. I have met with Mr. Harris numerous times to discuss the dilapidated condition of these structures. I have granted several extensions to allow Mr.. Harris additional time to overcome financial hardships as well as personnel problems; however, it is my feeling that he has no intentions of complying with my request. Said structures are in a deplorable condition and, in my opinion, beyond repair. RECOMMENDATION: I request the Board of County Commissioners declare said unsafe structures a nuisance and order the buildings demolished by the County Road and Bridge Department if men and equipment are available. After removal, in accordance with Section 4-21, Code of Ordinances, Indian River County, the Board will cause a lien to be filed of record for the costs of removal against the owner or person in charge. 22 Building Director Ester Rymer advised that although Mr. Harris was in the office earlier this morning and is in the process of applying for a permit to demolish these structures, she would like authorization from the Board to demolish these structures just in case this matter bogs down again because she has been working on this for several years. ON MOTION by Commissioner Eggert, SECONDED by Commissioner Bowman, the Board unanimously declared the buildings located on Lots 211 and 212 of Block 15 in Geoffrey Subdivision as unsafe structures and a nuisance, and order the buildings demolished by the County Road and Bridge Department, as recommended by Building Director Rymer in the above memo. AWARD OF CONTRACT__ COURTHOUSE_ SPACE NEEDS STUDY The Board reviewed the following memo dated 1217187: TO: Board of County Commissioners DATE: December 7, 1987 FILE: SUBJECT: AWARD OF CONTRACT - COURTHOUSE SPACE NEEDS ANALYSIS FROM: Charles P. Bal czun REFERENCES: County Administrator On Wednesday, December 2, 1987 the Courthouse Advisory Committee met and interviewed the three firms short-listed to perform the above referenced study. Those firms and their cost proposals are as follows: 1. Lawrence Siegel, Columbia, Maryland $33,800 2. Architect's Design Group, Winter Park, Florida $38,980 3. Carter Goble Associates, West Palm Beach, FL $86,820 23 BOOK 7® DGUE:358 L�D E C 15 1987 DEG 15 1287 eooF 70 FF. Please note that the above cost proposals include consulting fees and projected out-of-pocket expenses. The Courthouse Advisory Committee recommends that the Board of County Commissioners authorize the Chairman to execute a contract with Architects Design Group of Winter Park, Florida for performance of the above referenced work for a total fixed fee of $38,980. Please note that this amount includes travel expenses of 1,000. This matter is scheduled for your consideration at the December 15, 1987 Board of County Commissioners meeting. Administrator Balczun advised that Architect's Design Group has agreed to include within its proposed structure an analysis of our 5th courtroom space needs. Commissioner Bird asked if there is some way we can expedite that part of it, and Administrator Balczun advised that condition could be made part of the contract award; however, the firm is amenable to that. Commissioner Wheeler wondered if they could do that without having all the information. He felt, however, it is going to be important to know where we are going with the whole complex. He understood the architect will incorporate into the study the type of courtroom need; the location, whether we need a grand jury hearing room, a non -jury trial room, a 6 -member jury room, a 12 -member jury room, one courtroom, two courtrooms; and whatever is needed in the interim. In addition, they will be looking at space alternatives other than the Public Defender's Office, and Commissioner Wheeler advised that he suggested that they look at the Pocahontas Building across the alley and other buildings in the area that are available. Chairman Scurlock absolutely concurred that we should have a long range plan instead of just reacting to immediate needs. Commissioner Wheeler hoped to have something back to the Board in 3 months so that we can move on this thing and get the judges their other courtroom. 24 M M ON MOTION by Commissioner Eggert, SECONDED by Commissioner Wheeler, the Board unanimously authorized the Chairman to execute a contract with Architects Design Group of Winter Park, Florida, for performance of the above referenced work for a total fixed fee of $38,980, as recommended by the Courthouse Advisory Committee. EXHIBITS "A", "B", AND "C" ARE ON FILE IN THE OFFICE OF THE CLERK TO THE BOARD 1 25 BOOK 70 PnUF. 360 DEC 15 1987 J F� 12/30/87.1(Legal)Agree2(Bk)CPB D E Q 1 Boon 70 F10.361 A G R E E M E N T THIS AGREEMENT, made this /.5— day of 1987, by and between INDIAN RIVER--Z-OUNTY, a o itical subdivision of the State of Florida, 1840 25th Street, Vero Beach, FL 32960 (COUNTY), and ARCHITECTS DESIGN GROUP, INC., whose address is 333 North Knowles Avenue, Winter Park, FL* 32789 (CONSULTANT), W I T N E S S E T H: THAT FOR AND IN CONSIDERATION of the mutual covenants and other premises contained in this agreement, the COUNTY and CONSULTANT agree as follows: 1. SCOPE OF WORK CONSULTANT shall perform a space needs study as requested by the COUNTY in its Request for Proposals, dated May, 1987, which is attached as Exhibit "A," and pursuant to the submittal by CONSULTANT entitled "Indian River County - Proposal for Consultant Services - Criminal Justice Space Needs," dated September 22, 1987, which is attached as Exhibit "B" and shall engage in certain work incidental to a fifth courtroom as set forth 1n correspondence dated December 28, 1987, from CONSULTANT to the County Administrator, which is attached hereto as Exhibit "C." Said fifth courtoom work is to be at;no cost to COUNTY. 2. PRICE OF WORK For the successful completion of the Scope of Work, the COUNTY shall pay the CONSULTANT a fee not to exceed $38,980. IN WITNESS WHEREOF, the parties hereto have set ' their hands and seals on the date set forth next to their signatures. Date ,:IEG I) 198-1 Approved as to form and Ll ficiency: . Bron ennan Asst. County Attorney A proved for Administrative M ergs: f r XiJA 41, �o►.,c.P1'. es P. zun County Administrator Dat e j"&t Q���j BOARD OF COUNTY COMMISSIONERS INDIAN \\RIVER COUNTY, FLORIDA By Scurlock, I ock o , . Chairman Approved for Budget matters: jA J seph Baird B dget Director ARCHITECTS DESIGN GROUP, INC. By .-V7 Attachments: Exhibits "A," "B," and "C" 26 OFFICE SPACE - ADMINISTRATION BUILDING The Board reviewed the following memo dated 12/15/87: TO: The Honorable Members of DATE: December 15, 1987 FILE: the Board of County Commissioners - SUBJECT: ADMINISTRATOR'S OFFICE SPACE FROM: Charles P. Balczun REFERENCES: bcc County Administrator,__"_, MISC For some time we have recognized that the County Administrator's office should be located on the first floor. In fact, the Board of County Commissioners authorized, through the budget process, office relocation to an area currently occupied by Utilities. However, an actual move into that area is still some time away. The architects plans must be finalized and it will take some time for Utilities to relocate to its new area, the construction of which is yet to be completed. My current office space is insufficient and inappropriate for meetings. Its current location inhibits me from being as accessi- ble as I should be. I plan to relocate immediately to space currently occupied by Management & Budget and to relocate that operation with the Finance Department on the third floor. I hope you are in agreement with this and you concur. Administrator Balczun advised that since he does not have sufficient office space for his needs and since his present office is inconvenient to meeting with people, he wished to make this move until the Utilities' renovation is completed within 3 or 4 months. Commissioner Eggert wondered why the renovation of the Utilities Department is not finished, because she felt they have had ample time. She felt that this disruption was not necessary, just for the sake of only two months. OMB Director Joe Baird was concerned about where he would be moving, and did not feel comfortable with moving on such short notice. C 15 '1987 27 Boor 70 PnUF 362 ®EC 15 1997 BOOK 70 Pn F, 3 Public Works Director Jim Davis advised that the demolition part of the Utilitie's project is underway, and. Chairman Scurlock suggested that we take the architect's design plan and bid it out to some local subcontractor and get that project done, rather than trying to do it inhouse. Director Davis advised that we are subbing out the work, but did not know the revised completion date for the project. He pointed out that Building & Grounds is no longer his department and now falls under the Assistant County Administrator. Chairman Scurlock understood that the billing offices of the Utilities Department will be moving down the hall so that the entire department will be located in the back of the building, which includes the space vacated by the Drivers License Bureau, and that the Administrator and the Assistant Administrator will occupy the billing offices vacated by Utilities once they have been renovated. Commissioner Eggert felt we should put the pressure on to complete this work so that Administrator Balczun can move into ` the renovated space as soon as possible. Director Davis explained that the original estimated time for construction was 45 days, but that estimate was made before the architect became involved. Administrator Balczun asked Utilities Director Terry Pinto when he expected the renovation to be completed, but Director Pinto didn't feel we have been realistic about the construction time. He pointed out that we were required to have an architect on the project because the renovation involved a load bearing wall. This involved some necessary changes that will take even more time than what was anticipated. Director Pinto emphasized that they just received the final architectural plans today. Chairman Scurlock just felt it was hard to believe that it is taking this long to renovate these offices when an entire house can be built in 6 weeks. M 28 M M Director Baird repeated his concerns about having adequate space for his needs and computer access. Commissioner Eggert wondered why, after a year of getting along, this move has to take place when we should be within 2 months of completing the Utilities' renovation. Further, she assumed that after the Administrator moves into the renovated billing offices, the Budget Office would be moving back down to their present offices on the first floor. Administrator Balczun pointed out that Director Baird didn't have to move back down to the first floor - that would be his option, but Commissioner Eggert stated that she had understood that it would be a temporary move. Chairman Scurlock asked who would be occupying that space if the Budget Office did not move back there, and Administrator Balczun explained that they need a place for the risk manager and also more meeting space; however, a decision has not been made on that as yet. Commissioner Bird asked why the present Budget Office location wouldn't work for the Administrator permanently, and Administrator Balczun explained that the Utilities' space has been designed for an administrator, assistant administrator, a records library, etc. Commissioner Bird felt that if we are talking about 6 months, we should make only one move and expedite that move. Commissioner Wheeler moved approval of the Administrator's request for the move, but Chairman Scurlock did not feel a Motion was necessary in this case since the assignment of office space is an administrative responsibility. Director Baird felt that his present office is perfect for his need.s: Commissioner Eggert's biggest concern was to speed up the renovation of the Utilities' office space. 29 BOOK 70 FAuE-3fi4 DEC 151997 ttoa 70 PA, F 365 TERMINATION OF LEASE WITH SCHOOL BOARD FOR SHERIFF'S DETECTIVE DIVISION The Board reviewed the following memo dated 12/11/87: TO: Members of the Board of County. Commissioners DATE: December 11, 1987 SUBJECT: TERMINATE LEASE WITH SCHOOL BOARD FOR SHERIFF'S DETECTIVE DIVISION FROM: Joseph A. Baird' OMB Director DESCIPTION AND CONDITIONS On December 10, 1987, the Sheriff's department moved their detective division into the new sheriff complex. The building they occupied was leased from the Indian River County School Board at a cost of $1,458.33 per month and is now vacant. Staff would like permission to terminate the lease immediately. Commissioner Bird asked if there was any possibility that we would need that space for something else in the future, and Administrator Balczun advised that the School Board wants it back. ON MOTION by Commissioner Eggert, SECONDED by Commissioner Wheeler, the Board unanimously authorized the termination of lease with the School Board for the Sheriff's Detective Division dated May 5, 1982, as recommended by OMB Director Baird. ICMA RETIREMENT CORP./NACo/PEBSCo RETIREMENT The Board reviewed the following memo dated 12/9187: TO : THE HONORABLE MEMBERS OF THE BOARD OF COUNTY COMMISSIONERS SUBJECT : GOVERNMENT EMPLOYEE DEFERRED COMPENSATION DATE : DECEMBER 9, 1987 The Board is requested to give consideration to the formal adoption of the attached resolution which would allow employees to participate in a deferred compensation plan designed solely for government employees. A description of the plan follows: 30 ICMA RETIREMENT CORPORATION The ICMA Retirement Corporation has offered a nationally available public employee deferred compensation plan since 1972. They are a nonprofit organization, originated and governed by local public officials. RC currently administers the largest single pool of local government deferred assets, with a trust fund balance in excess of one-half billion dollars. Over 2,700 local governments offer this deferred compensation plan to their employees. RC currently offers four investment options to all participants. These options allow an employee to participate in the major investment categories considered prudent for retirement planning. They are: INVESTMENTS THE GUARANTEED FUND: This fund offers protection of principal and a guaranteed rate of return for a specified period -of time. Current contributions (received through November 30, = 1987) wily earn 8.10 percent compounded annually. This rate is guaranteed through November 30, 1991. THE STOCK FUND: This fund offers a varied portfolio of equities and has the potential for the highest long-term returns of any of RC's funds, at a significantly higher level '-of risk. Its' objective is to provide a return, over any five year period, at an average rate exceeding inflation by 6 percent per year. THE BALANCED FUND: This fund is oriented toward equities. However, due to the high volatility of return in equity investment, the fund is balanced with corporate bonds and government securities. Its long-term objective is to provide a return, over five years, in an average amount to exceed inflation by 4 percent per year. THE BOND FUND: This fund is restricted to investments in corporate and government -backed debt securities. Over five years this fund is designed to return an average yearly rate of 2 percent above inflation. In any year this fund should not have a negative return. Participants may change the investment allocation for future contributions at any time and as often as they wish by filing an amended joinder agreement. Past aaumulations may be transferred among the variable funds at any time, as long as three or more months have elapsed since the last transfer. FEES RC charges only two fees: a $L00 per month account maintenance fee and an administrative fee of 1 percent of the total fund balance for the Balanced, Bond, and Stock Funds. Both fees are prorated monthly. Returns for the variable funds are always quoted net of the 1 percent administrative fee. The return on the Guaranteed Fund is quoted to participants after deduction of necessary operating expenses. In July, 1982 RC removed the $1.00 monthly charge for all participants contributing less than $800 annualized. That fee elimination was designed to encourage employees to begin retirement planning. EMPLOYEE EDUCATION RC will work with the County to schedule a series of meetings to introduce this service. Trained RC representatives will conduct the employee meetings to explain the options and how to fill out the enrollment forms. RC provides all forms, brochures, and pamphlets. STATUS REPORTS RC automati+r y provides participants with quarterly account statements which detail all account activity. In addition, participants receive an annual summary which lists the same type of infor++ati cn that appears on the quarterly statement, and projects fund balances and retirement payout options. 31 boor 70 F° r 300 WITHDRAWALS BOOK 70 oux %` There is no penalty or fee for any withdrawal from the ICMA Retirement Corporation. During the payout period the funds remaining in the account continue to accrue earnings- Some types of withdrawals which are permitted in accordance with Section 457 of the Internal Revenue Code are termination of employment; unforeseeable emergency; retirement; and death. RECOMMENDATION The Board is respectfully requested to adapt the attached resolution to allow its employees to participate in retirement planning. _i4Blank 0 m. A.nship, ., EP Directersonnel Administrator Balczun advised that Don Hylton, Manager of Data Processing, has said that our computer system can handle this deduction as the System 38 is very versatile. He advised, however, that Mr. Hylton would need a little lead time on the program. Personnel Director Bill Blankenship believed there are 75 spaces free on the computer for deductions. Chairman Scurlock was concerned about using these two companies without hearing presentations from other companies, but Administrator Balczun emphasized that these two organizations deal solely with government employees. He suggested that we inform everyone who has ever contacted us on this matter and notify them that beginning on a particular day we can set up time blocks for them to make their proposals to groups of employees. Chairman Scurlock felt that we have to have some limitations on this, because he did not want to see our employees hustled on County time. He believed that some rules need to be set on how and when the employees are contacted, because we may end up with 8 or so firms desirous of doing business with the County. 32 Administrator Balczun agreed that essentially we have to make the ground rules fair for everyone, but Commissioner Eggert didn't feel that was what was happening here. Administration Balczun pointed out that everyone would get the same crack at it; however, he stressed that these Z firms require the adoption of a resolution to allow employees to participate in a deferred compensation plan, while, to his knowledge, the other firms do not. Chairman Scurlock understood then that the only action needed today is fo'r the Board to authorize Data Processing to provide space for the deduction, and Director Blankenship indicated that to be the case. Director Blankenship noted that this is before the Board primarily because of a request from Perry Mattes, the new Assistant Administrator, who had this program in his former governmental position in Wisconsin. Director Blankenship explained that they are asking the Board to approve ICMA because it is generally accepted throughout the state and local governmental community as the provider for government employees. It is portable. Public administration employment is a portable occupation and people can carry this from jurisdiction to jurisdiction. It certainly is not meant to exclude any provider of deferred compensation plans. Director Blankenship noted that part of his work program for the coming year is to look into and provide the Board with recommendations for flexible benefits, at which time options would be offered to all of the employees for deferred compensation and for the selection of different types of benefits within a pre -determined package of dollars. He stated that he certainly was not counting on the ICMA plan, but would be very surprised if another provider came in with a better rate. Commissioner Eggert asked if an employee can withdraw from this plan without penalty and change to a plan offered by a different organization. 33 �oao< 70 F,��r368 DEC 151997 DEC 15 1997 sooK 70 . PIKH 309 . Director Blankenship confirmed that there would be no penalty for withdrawal in that case. Continuing, he apologized for having the PEPSCo retirement plan on the Agenda for the last 2 meeting and not being able to discuss it because the material was not received in time. When the material was received from ICMA, it took so long to digest, it was the only plan he felt prepared to bring to the Board. He had not wanted to bring the PEBSCo plan to the Board without fully understanding it. Chairman Scurlock understood then_ that the ICMA is all that is being recommended today, and Director Blankenship confirmed that ICMA is the only plan being presented at this time. He reported that he has had a request from one of the constitutional officers for this program. He wanted it made clear that he had not meant to exclude the constitutional officers from participating in this program. Chairman Scurlock was concerned about the 8 or so firms that have approached the County in the past years wanting to provide a plan of this type and were told that they would be called to make presentations when the County was ready to provide such a program. He felt that they would be upset when they heard we approved somebody else without calling them first. MOTION WAS MADE by Commissioner Eggert, SECONDED by Commissioner Wheeler, that the Board adopt Resolution 87-148, authorizing the participation of County employees in the ICMA Retirement Corporation's Deferred Compensation Plan. Under discussion, Commissioner Bird understood that we are not granting an exclusive situation to this company, but that based on this recommendation, we are going to make it available to our employees and are not closing the doors to the other companies in doing so. 34 � s � a � � Commissioner Eggert felt it should be made very clear to the employees that other options will be forthcoming. Chairman Scurlock still wanted the other companies to be notified that the County is ready to listen to presentations from providers of deferred compensation plans, but Administrator Balczun interjected that the problem with that is that we would be putting ourselves in the position of saying that a certain number of companies are worthy of consideration, and we could end up in a difficult situation. Chairman Scurlock pointed out that was the reason why we had staff, but Commissioner Bird, on the other hand, did not want to see our employees bombarded by 20 different companies and getting extremely confused. Administrator Balczun advised that staff will proceed to develop something by way of eliminating it and will bring it back to the Board. Commissioner Eggert just didn't know how we could bypass local business people who have asked to present their programs in the past. Chairman Scurlock felt that was why he preferred that we contact them by sending them a letter saying that we are open for business, and that we didn't exclude them. Director Blankenship stated that they would be sending out a letter telling them why we did it. THE CHAIRMAN CALLED FOR THE QUESTION. The Motion was voted on and carried unanimously. 0 E 0 15.1997 35L� ryry BOOK 7O NVUE • 70 RESOLUTION NO. 87- 148 A RESOLUTION OF INDIAN RIVER COMM, FLORIDA AUTHORIZING ITS EMPT-DYEES TO PARTICIPATE IN THE ICMA RETIREMENT CORPORATIONI'S DEFERRED COMPENSATION PLAN; ADOPIION OF THE DEFERRED COMPENSATION PLAN; ADOPTION OF THE DECLARATION OF TRUST; EXECUTION OF THE TKLT AGREII=,* AND THE AFOINLT ENE OF THE DIRECIOR OF PERSONNEL AS THE PLAN COORDINATOR. WHEREAS, the County has employees rendering valuable services; and WHEREAS, the establishment of a deferred compensation plan for such employees will serve the interests of the County by enabling it to provide reasonable retirement security for its employees by providing increased flexibility in its personnel management system, and by assisting in the attraction and retention of competent personnel; and WHEREAS, the County has determined that the establishment of a deferred compensation plan to be administered by the ICMA Retirement Corporation will serve the above objectives; and WHEREAS, the County desires that the investment of funds held under its deferred compensation plan be administered by the ICMA Retirement Corporation, as Trustee, with the understanding that such funds will be held by the ICMA Retirement Trust, a trust established by public employers for the purpose of representing the interests of such employers with respect to the collective investment of funds held under their deferred compensation plans; NOW THEREFORE BE IT RESOLVED that the County adopts the deferred compensation plan, attached hereto as Appendix A, and appoints the ICMA Retirement Corporation to serve as Administrator thereunder; and BE IT FURTHER RESOLVED that the County hereby executes the ICMA Retirement Trust, attached hereto as Appendix B; and BE IT FURTHER RESOLVED that the County hereby adopts the trust agreement, attached hereto as Appendix C, and appoints the ICMA Retirement Corporation as Trustee thereunder, and directs the ICMA Retirement Corporation, as Trustee, to invest all funds held under the deferred compensation plan through the ICMA Retirement Trust as soon as is practicable; and BE IT FURTHER RESOLVED that the Director of Personnel shall be the coordinator for this program and shall receive necessary reports, notices, etc. from the CMA Retirement Corporation as Administrator, and shall cast, on behalf�of} a Employer, any required votes under the program. Administrative dutles to carry out the Plan may �igned to the appropriate departments. 36 The foregoing resolution was offered by Commissioner Bowman who moved its adoption. The motion was seconded by Commissioner Wheeler and upon being put to a vote, the vote was as follows: Chairman Don C. Scurlock, Jr. Vice -Chairman Margaret C. Bowman Commissioner Richard N. Bird Commissioner Carolyn K. Eggert Commissioner Gary Wheeler Aye Aye Aye Aye Aye The Chairman thereupon declared Resolution No. 87-1_U adopted and duly passed this 15th day of December , 1987. BOARD OF COUNTY COMMISSIONERS OF INDIAN RIVER COUNTY BY: I �- DON C. S CURLO CK,, JR., OHAIRMAN _ ATTEST: A�ie_�n FREDA W IGH CLERK '{�0� e APPENDIX "A". "B", AND "C" ARE ON FILE IN THE OFFICE OF THE CLERK TO THE BOARD TRANSPORTATION PLANNING COMMITTEE REPORT The Board reviewed the following Sumary of Actions dated 12/9/87: TRANSPORTATION PLANNING COMMITTEE SUMMARY OF ACTIONS December 9, 1987 MEETING 1. Intersection study - 45th Street at Old Dixie Highway The Committee unanimously recommends four-way stop control at this intersection due to a significant accident history; and the higher volume approaches (45th Street) stopping for the lower volume approaches.(Old Dixie.) 37 800K 70 f��;F •,72 DEC 15 i��� F'QEQ 1.5i Bou 70 F,0 X73 2. CR -510 Turn Study The Committee unanimously supports the staff recommendation to install hazard identification (flashing) beacons with the advance turn warning signs to reduce the high accident rate at this turn. The $2000 cost can be absorbed in the Traffic Engineering Division budget. 3. Functional Classification of Roads in IRC by the FDOT FDOT has classified major County roads and proposes to transfer 27th Avenue to the County. This item was tabled until staff can meet with the FDOT to resolve questions and determine what improvements will be made to 27th Avenue by the FDOT prior to maintenance transfer. The Committee recommends that preliminary improvements include resurfacing and construction of left -turn lanes at Oslo Road. ON MOTION by Commissioner Bowman, SECONDED by Commissioner Eggert, the Board unanimously accepted the above report. Commissioner Bird was concerned about the entrance into Vero Highlands, because there have been some serious accidents there recently, and asked Public Works Director Jim Davis if we are doing everything we can to make that turn as safe as possible. Director Davis reported that most of the people there seem to be happy with what we have done to abate that problem. We have resurfaced the road with an open -grade asphalt mix, which is a coarser mix, because we found that when it rained, it was fairly slick coming down that little hill and around the curve. We also removed some vegetation to improve the sight distance and improved some pavement markings. He was not aware of the recent accidents there, but advised that he would have the Traffic Engineer look at the situation again. Commissioner Bird just wanted them to take another look at it because he would like those people to know that we are doing whatever we can to abate the problem. 38 Commissioner Eggert reported people living on Oslo Road have been notified by the Post Office, apparently, that Oslo Road will be changed to 9th Street, S.W., and she thought the Board had backed off from that name change. Chairman Scurlock recalled that the Board's motion was that if a road had a name (as opposed to a number), it would keep its name. Administrator Balczun advised that the Planning staff will check into it this afternoon. APPOINTMENTS TO TREASURE COAST REGIONAL PLANNING COUNCIL The Board reviewed the following letter dated 11118187: incoan neer • November 18, 1987 AA��%CZPJ R QFC "9 8 i:s N C°,%%eofj�}��,4 v The Honorable Don C. Scurlock, Jr., Cha n °lle#• Indian River County Board of Commissioner 2F��,Z(ZO�6�q,��' Post Office Box 1687 Vero Beach, FL 32961-1L%S; Subject: Annual Appointment of Council Members Dear Chairman Scurlock: In accordance with Council's Rules of Organization, the December meeting is designated as the Annual Meeting, at which time the appoint- ment of all members and alternates is to occur. It is therefore requested that the Board of County Commissioners take the necessary action to appoint members and alternates for the upcoming year. In the case of Indian River County, three members and three alternates need to be appointed (two county,. one municipal). It should be noted that all alternates must be elected officials. Additionally, the bylaws do not specifically indicate that municipal appointments must be either appointed or approved by the County. Each county is assigned the number of appointments and the method for making the appointments is left to the discretion and cooperation of the local governments in each area. 39 BOOK 70 'F;,,E•�74 I I I, Bou 70, F1,U,,--375 Finally, it would be appreciated if the County would notify the Council of the appointments, including mailing addresses and telephone numbers, a oon possible, so that the agenda packet for the December meeting 2/can be profvided in a timely fashion. Sincerely, Daniel M. Cary Executive Directo ON MOTION by Commissioner Bird, SECONDED by Commissioner Bowman, the Board unanimously reappointed Commissioners Bowman and Eggert to the TCRPC with Commissioners Bird and Wheeler as alternates. PARKS & RECREATION COMMITTEE REPORT The Board reviewed the following Summary of Actions dated 12/10/87: SUMMARY OF ACTIONS PARKS AND RECREATION COMMITTEE' DECEMBER 10, 1987 Request from Stren Longcasting Tournament Series to use County Fairgrounds for Casting Tournament The Committee unanimously recommended that the Stren Longcasting Tournament Series be allowed to use the County Fairgrounds for the casting tournament on March 5, 1988 for a charge of $100/day. Policy on Concessions in County Parks The Committee unanimously recommended that Orchid Isle Sports be allowed to rent their equipment from Wabasso Beach for a trial of one year, and if a new concessions policy is adopted by the County, Orchid Isle Sports will be subject to its conditions. The Committee unanimously approved staff's recommendations regarding concessions policy in County parks. The Committee unanimously recommended that Jim Davis prepare specifications for soft drink vendors to supply drinks and score board in Kiwanis Hobart Park, and go out to bid. 40 Capital Improvements to County Parks The Committee made the following recommendations prioritized in the following order: 1. Complete restrooms at Dale Wimbrow Park $ 6,000 2. Provide power to Tennis Ct. area and Lighting at Tennis Court at Gifford Park 17,000 3. Ball field improvements, West Wabasso Park 5,000 4. Restroom improvements, Blue Cypress Lake Park 10,000 5. Press box/concession building, Gifford Park 10,000 6. Fill for Joe Earman Park 5,000 7. Parking lot paving, Wabasso Beach Park 6,000 TOTAL $59,000 CONSTRUCTION OF DOCK NORTH OF FELLSMERE ON FARM 13 Committee agreed with the doncept of using Boating Improvement Funds to construct a dock on Farm 13, the property that -is being flooded for water containment by St. Johns River Water Mgt. Dist. After a brief discussion regarding the policy of having concessions within the County parks, Commissioner Bird suggested that the Board approve the Orchid Isle Sports request today, and wait until further study is done before setting policy on allowing concessions in other County parks. ON MOTION by Commissioner Bird, SECONDED by Commissioner Bowman, the Board, by a vote of 4-1 (Commissioner Wheeler dissenting), approved a one-year, exclusive lease with Orchid Isle Sports for a concession at Wabasso Beach Park, and agreed to wait until the policy study is complete before considering any other requests for concessions. (Agreement on file in office of Clerk to to the Board) Chairman Scurlock wanted to see the Parks & Recreation Committee consider the possibility of building a jogging trail at the old landfill site on Old Dixie Highway at 1st Street S.W. and cut the weeds down in there before some biker gets killed. Commissioner Bowman wished to replace #1 in the priori- tization. fist, Dale Wimbrow Park, with Blue Cypress Lake Park, 'but Commissioner Bird stated that we have enough money in the account to do both. DEC 15 1987 41 BOOK 70 uu 376 DEC 15 1987 BOOK 70 Pv;F :377 ON MOTION by Commissioner Bird, SECONDED by Commissioner Bowman, the Board unanimously approved the recommendations of the Parks & Recreation Committee in their meeting of December 12, 1987. Commissioner Bird wished to report on the status of what is happening in the Fellsmere Grade with regard to the recreational project being done by the St. Johns River Water Management District. He believed this will result in tremendous recreational opportunities, and reported that the Committee is working with County staff and the District staff to put up a boat ramp north of Fellsmere on Farm 13, which is the property adjacent to Fellsmere Farms. He noted that it is the Water District's responsibility to maintain that road. ALCOHOL AND DRUG ABUSE - MENTAL HEALTH CENTER, INC. The Board reviewed the following letter dated 12/10/87: INDIAN RIVER COMMUNITY MENTAL ME HEALTH � H CENTER, Inc. RICHARD L MILLS EXECUTIVE DIRECTOR ST. LUCIE COUNTY 800 Avenue H Ft. Pierce, FL 33450 (305) 464-8111 INDIAN RIVER COUNTY 2300 3rd Court Vero Beach, FL 32960 (305) 569-2906 MARTIN COUNTY 200 S. Albany Ave. Stuart, FL 33494 (305) 283-7070 OKEECHOBEE COUNTY 1008 N. Parrott Ave. Okeechobee, FL 33472 (813) 763-1191 December 10, 1987 ,11213 DISTRIBUTION LIST p Commissioners DF 6' & Administrator g� �. Attorney Rea o Personnel Public Works Community Dev, tib Utilities Finance Other Commissioner Carolyn K. Eggert Indian River Board of County Commissioners 1840 25th -Street. Vero Beach, Florida .32960 Dear Commissioner: Per our conversation on December 7, I'm writing to ask that the Indian River County Commission approve that the allocation of their matching funds be made on a quarterly basis, beginning January 1, 1988. 42 a' un e(,,,aeg II An Equal opportunity Employer (The allocation is currently done on a monthly basis.) We continue to experience cash .flow difficulties primarily due to delays in receiving our allocation from the State Comptroller. We certainly don't intend to expend a quarterly allocation in less than three months; however, it will be helpful to have an oppor- tunity to be prudently flexible; if necessary. Your assistance, as always, is appreciated. Sincerely, r . Richard L. Mills Executive Director Commissioner Eggert advised that at the end of the last budget year, District IX had $75,000 remaining that was supposed to go for drug rehabilitation and $73,000 in cash, which they carried forward. However, Health & Rehabilitative Services lost it, and so far they have recovered all but $35,000 and they have until the end of December to go. In order to help their cash flow, she has been asked if the Commission would be in favor of a 1 -time quarterly advance payment instead of a monthly payment. Chairman Scurlock did not want to make a habit of it, but felt it would be appropriate this time if they had a cash flow crunch. ON MOTION by Commissioner Eggert, SECONDED by Commissioner Wheeler, the Board unanimously approved a one-time quarterly payment of matching funds to the Indian River Community Mental Health Center, Inc., as requested in the above letter. LIBRARY REPORT Commissioner Eggert reported that the library consultant took our recommendations of 35,000 sq. ft. for the Vero Beach library and 15,000 sq. ft. for the Sebastian library, and after listening to the public and the Public Library Advisory Board, DEC 15 1 43 Boos 70 F'�;r-378 r DEC 1987 BOOK 10 1 P,aH 379 came up with space recommendations for both libraries. For the Vero Beach library, they are recommending gross space of 39,415 square feet for a 2 -story structure. The first floor will have a footprint of 24,360 sq. ft. and the second floor will have 15,055 sq. ft., which includes some space for expansion. The consultant came up with 17,225 sq. ft. for the Sebastian library. The Public Library Advisory Board looked at those figures and kind of backed down the funding available, etc, and felt that we can build the shell for the Vero Beach library knowing that we will not be completely furnishing the inside because we won't be ready for it. Unless the Board has a real objection, Commissioner Eggert advised that the consultant will proceed with his final draft. Commissioner Wheeler still wanted us to explore a facility with first floor parking and wished to see the costs for that compared to land acquisition costs for additional parking. Commissioner Eggert noted that first floor parking had been discussed and rejected during the last public hearing. It is a matter of being able to afford it, because funds would have to come from elsewhere. Chairman Scurlock wondered if we could use any transportation funds for parking. Commissioner Eggert asked if the Board had any conceptual problems with a reinforced, 2 -story building and the Commissioners indicated that they had none. SOUTH COUNTY FIRE DISTRICT The Chairman announced that immediately upon adjournment, there would be a meeting of the South County Fire District. Those Minutes are being prepared separately. 44 There being no further business, on Motion duly made, seconded and carried, the Board unanimously adjourned at 10:50 o'clock A.M. ATTEST: Clerk LG444/� Loll Chairman 45 45 DEC 15 1987 Bov, 70 PACE380