HomeMy WebLinkAbout3/1/1988Tuesday, March 1, 1988
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,
March 1, 1988, at 9:00 o'clock A.M. Present were Don C.
Scurlock, Jr., Chairman; Gary C. Wheeler, Vice Chairman; Richard
N. Bird; Margaret C. Bowman; and Carolyn K. Eggert. Also present
were Charles P. Balczun, County Administrator; Charles P.
Vitunac, Attorney to the Board of County Commissioners; Joseph
Baird, OMB Director; and Virginia Hargreaves, Deputy Clerk.
The Chairman called the meeting to order, and Administrator
Balczun led the Pledge of Allegiance to the Flag.
ADDITIONS TO AGENDA/EMERGENCY ITEMS
There were none.
APPROVAL OF MINUTES
The Chairman asked if there were any additions or correc-
tions to the Minutes of the Regular Meeting of January 26, 1988.
Commissioner Eggert noted that several of the numbers on
Page 64, beginning with Line 2, are a zero short, and should be
corrected to read "$325,000 - $375,000 - $325,000." Also, on
Page 64, Line 11, she believed the phrase "the County would not
take possession until January, 1991" was a bit misleading and
should be clarified to read "the County would not be free of the
leases until January 1991."
BOOK e 1 Ft'a 99
LIAR 1988
ON MOTION by Commissioner Eggert, SECONDED by Com-
missioner Bowman, the Board unanimously approved the
Minutes of the Regular Meeting of January 26, 1988,
as corrected.
The Chairman asked if there were any additions or correc-
tions to the Minutes of the Regular Meeting of February 2, 1988.
There were none.
ON MOTION by Commissioner Eggert, SECONDED by Com-
missioner Bowman, the Board unanimously approved the
Minutes of the Regular Meeting of February 2, 1988,
as written.
CONSENT AGENDA
The Chairman wished to remove Items 8, 11 and 19 from the
Consent Agenda for discussion. Commissioner Bowman asked that
Item 17 be removed. Commissioner Eggert asked that Items 10, 14
and 18, be removed, and Commissioner Bird wished to have Item 2
taken off for discussion.
(1.) Appt. of Com. Bird to the Technical Advisory Committee for
the Upper St. John's River Basin Project
The Board reviewed letter from the St. Johns River Water
Management District:
2
MAR 1 1988
BOOK G 1 PAUL lQO
BT. JOHNS RIVER
WATER
`� MANAGEMENT
kliotalikaiDISTRICT
February 9, 1988
Henry Dean, Executive Director
Mildred G. Horton, Assirent Executive Director
POST OFFICE BOX 1429 • PALATKA, FLORIDA 32078-1429
904/328-8321
Mr. Don S. Scurlock, Chairman
Indian River County Board of County Commissioners
1425 20th Street
Vero Beach, FL 32960
Re: District Resolution No. 88-02; Upper St. Johns
Project
Dear Mr. Scurlock:
'ill-••c.!s
Enclosed is a copy of District Resolution No. 88-02 relating to
the creation of a technical advisory committee concerning the
operation, maintenance and control of the Upper St. Johns River
Basin Project.
The representatives who serve on this advisory committee will
share an important role in the development of regulation schedules
for water management and conservation areas throughout the Upper
St. Johns River Basin. Your input in this process will help
ensure schedules that provide optimum compatibility between flood
control, water supply, water quality and fish and wildlife.
Thank you for your interest in the project.
Mildred G. Horton
Assistant Executive Director
HD/MS/pyh
Enclosure:
ON MOTION by Commissioner Eggert, SECONDED by Com-
missioner Bird, the Board unanimously appointed
Commissioner Bird as the county's representative
on the Technical Advisory Committee for the Upper
St. John's River Basin Project.
(2.) Application to FDOT for LoCaI Gov. Assistance Program Funds
for Indian River Boulevard Extension Phase III
The Board reviewed memo of Public Works Director Davis:
3 BOOK 71 PAGE 101
MAR 1 1988
TO: Charles P. Balczun,
County Administrator
FROM:
James W. Davis, P.E. 0
Public Works Director
DATE: February 19, 1988
FILE:
SUBJECT:
Application for Local
Government Assistance Program
Funds
REFERENCES:
DESCRIPTION OF CONDITIONS
The Florida Department of Transportation (FOOT) has announced the avail-
ability of matching funds to local governments for roadway projects which
will directly aid the state highway system.
Indian River Boulevard qualifies as a project which aids State Road 5 (US
1) and matching funds have previously been received for Phase II con-
struction. Matching funds for Phase III (Royal Palm Blvd. to 37th Street)
are available through.a competitive selection process by the FDOT.
ALTERNATIVES AND ANALYSIS
1. Authorize the County Administrator and County Budget Officer to sign
the attached application for matching funds. Local matching funds are
programmed in the 5 -year Transportation Capital Improvement Plan.
2. Deny the application for matching funds.
RECOMMENDATION
It is recommended that the attached application be approved and the County
Administrator and Director of Management & Budget be authorized to sign.
Commissioner Bird believed there is a mistake in some of the
addition on Page 5 of the backup material, and Public Works
Director Davis noted there is also a correction that will have to
be made on Page 11 of the backup; some of the Phase IV numbers,
i.e., the costs for the Sanctuary Park !VW acquisition and some
other miscellaneous costs, were inadvertently included, and he
will have those deleted from the Phase 111 project cost as Phase
III is standing alone for the purpose of the grant.
Commissioner Bowman asked why we advertised in the Tampa
Tribune, and Attorney Vitunac explained that ad was not placed to
satisfy legal requirements; he felt it probably was involved in
the process of finding consultants.
MAR 1 1988
4 BOOK 71 FADE 102
Commissioner Eggert believed none of the number changes will
affect the request, and that was confirmed.
ON MOTION by Commissioner Eggert, SECONDED by Com-
missioner Wheeler, the Board unanimously approved the
application to the FDOT Local Government Assistance
Program for matching funds for Indian River Boulevard
Extension Phase III and authorized the signature of
the County Administrator and the OMB Director.
(3.) Consultant Selection Committee Recommendations - I.R.BIvd.
Phase IV Engineering -Design
The Board reviewed memo of Public Works Director Davis:
TO: Charles P. Balczun,
County Administrator
FROM: James W. Davis, P.E.
Public Works Director
SUBJECT: Consultant Selection Committee
Recommendations - Indian River Boulevard Phase IV
Engineering Design
DESCRIPTION AND CONDITIONS
Staff has formally advertised and received letters of interest
from Consulting Engineering firms for design services - Phase IV,
Indian River Boulevard Extension between 37th Street (Barber
Avenue) and 53rd Street (Kingsberry Road). Eight firms submitted
letters of interest. A list of the firms is attached. The
Selection Committee, appointed by the County Administrator, met
on February 19, 1988, to interview and rank the short listed
firms as follows
Ranking Firm
1 Glace and Radcliffe, Inc. - Maitland, F1.
2 Kimley-Horn and Associates, Inc. - Vero Beach, F1..
4 McQueen & Associates, Inc. - Vero Beach, F1.
3 Post, Buckley, Schuh and Jernigan, Inc. - West Palm
Beach, F1.
The procedure in selecting the above firms complies with the
Florida Statutes and the County Attorney's recent memo regarding
Consultant Selection..
RECOMMENDATION AND FUNDING
Based upon the Selection Committee's recommendation, staff
requests authorization to begin contract negotiations with the
number 1 ranked firm. Funding to be considered when an agreement
is sent to the Board for approval.
r4AR 11988
5
NOOK 71 PAGE 103
ON MOTION by Commissioner Eggert, SECONDED by Com-
missioner Bird, the Board unanimously approved staff
recommendation and authorized them to begin contract
negotiations with the firm ranked number 1, as listed
above.
(4.) Surplus Items - Utilities
The Board reviewed memo of Budget Analyst Leila Miller:
TO: Members of the Board
of County Commissioners
THROUGH: Joseph A. Bair
OMB Director
FROM: Leila Miller
Budget Analyst
DATE: February 19, 1988
SUBJECT: SURPLUS ITEMS -
UTILITIES
DESCIPTION AND CONDITIONS
The Utilities Department requests that two vehicles, a 1970 GMC
vacuum truck (Asset # 191); and a 1980 Chevrolet Chevette (Asset # 56)
be removed from the Utilities Services inventory. Staff recommends
that these vehicles be sold as surplus items. Both these vehicles are
in need of major repair and have become maintenance problems.
ON MOTION by Commissioner Eggert, SECONDED by Com-
missioner Bird, the Board unanimously declared the
Utilities vehicles listed above surplus and instructed
that they be removed from the Utilities Services
Inventory and sold as surplus items.
(5,) Budget Amendment #023 - Unemployment Compensation
The Board reviewed memo of Budget Analyst Leila Miller:
6
d1AR 1 `988
BOOK 71 PAGE 104
TO: Members of the Board
of County Commissioners
THROUGH: Joseph A. Baird
OMB Director
FROM: Leila Miller /1\
'
Budget Analyst
DATE: February 19, 1988
SUBJECT: UNEMPLOYMENT
COMPENSATION -
BUDGET AMENDMENT 023
DESCRIPTION AND CONDITIONS
The attached budget amendment reflects an unemployment
compensation payment which must be made by the County to the State of
Florida.
RECOMMENDATION
It is recommended that the Board of County Commissioners approve
the aforementioned budget amendment.
TO: Members of the Board
Director of Finance
THROUGH: Joseph A. Baird
OMB Director
FROM: Leila Miller
Budget Analyst
SUBJECT: BUDGET ANENDN`
NUMBER: 023
DATE: February 19, 1988
Entry Number
Fund/Department/Account Name
Account Number
Increase
Decrease
1.
Building
GF/& Grounds/Unemploy. Comp.
001-220-519-012.15
0
47.00
GF/Parks/Unemployment Comp.
001-210-572-012.15
582.00
0
Reserve for Contingencies
001-199-581-099.91
0
535.00
2.
MSTU/Planning/Unemploy. Com.
004-204-515-012.15
626.00
0
Reserve for Contingencies
004-199-581-099.91
0
626.00
3.
Unemploy.
R & B/Road & Bridge/Comp.
111-214-541-012.15
2,461.00
0
Reserve for Contingencies
111-199-581-099.91
0
2,461.00
4.
Unemployment
Utilities/Sewer/Comp.
471-218-536-012.15
319.00
' 0
391.00
MAR 1X988
ON MOTION by Commissioner Eggert, SECONDED by Com-
missioner Bird, the Board unanimously approved
Budget Amendment #023, which covers the following
claimants:
7
BOOK 71 PACE 105 •
S FORM UCT29
V. 9/83)
STATE OF FLORIDA
DEPARTMENT OF LABOR & EMPLOYMENT SECURITY
DIVISION OF UNEMPLOYMENT COMPENSATION
BUREAU OF TAX
TALLAHASSEE. FLORIDA 32301
REIMBURSEMENT INVOICE
THIS IS A STATEMENT OF CHARGES TO YOUR ACCOUNT BECAUSE OF UNEMPLOYMENT
COMPENSATION PAYMENTS TO YOUR FORMER EMPLOYEES.
INDIAN RIVER COUNTY BOARD OF
COUNTY COMMISSIONERS
• C/O FINANCE OFFICER
PO BOX 1028
VERO BEACH FL
32 960
ACCOUNT NO.
9976037 0
DATE
QUARTER ENDING
DEC 31, 1987
FEB 01s 1988
THE TOTAL AMOUNT DUE MUST BE PAID
WITHIN 30 DAYS OF THE ABOVE DATE.
R FURTHER INFORMATION ON CLAIMANTS SHOWN BELOW, PLEASE CALL (904)488-0490
LOCATION CODE AS SHOWN ON DETERMINATION NOTICE TO BASE PERIOD EMPLOYER OF VALID CLAIM FILED.
r LES FORM UCB-12R
CLAIMANT'S NAME
SOC. SEC. NO.
EXPIRATION
GATE
OF CLAIM
NO. WEEKS
OF BENEFITS
P0. IN QTR.
CHARGES TO YOUR
ACCOUNT
A
ERNEST L RIDER
FRANKLIN M HUNT
TERRESA KIMSROUGH
JANIS I MORGAN
TOMMIE L LEWIS JR
JAMES J BROWN
BONNIE F MCGOWAN
WESLEY P MUNDY JR
DAVID V STREET
186-26-2986
246-56 1175
262 063
264-76-7459
265-61-5000
266-74-7580
267-62-2862
317-46-1430
320-50-0726
10/03/88
09/19/88
10/10/88
12/27/87
04/19/67
09/30/87
06/09/88
10/17/88
02/07/88
11
10
4
5
CANWR
1
1
9
4
1,507.00
318.80
576.00
400.90
46.84-
62.42
5.68
891.00
225.08
AKE CHECK PAYABLE TO:
.OR1DA UNEMPLOYMENT COMPENSATION FUND
:TURN ONE COPY WITH YOUR REMITTANCE
TOTAL AMOUNT DUE
1
3,940.04
(6.) Budget Amendment #024 - FEMA Grant (Welfare)
The Board reviewed memo of Budget Analyst Leila Miller:
TO:
DATE:
Members of the Board
of County Commissioners
February 19, 1988
SUBJECT: FEMA GRANT -
BUDGET AMENDMENT 024
THROUGH: Joseph A. Baird
OMB Director
FROM: Leila Miller
Budget Analyst
DESCRIPTION OF CONDITIONS
Joyce Johnston, Director of Welfare, has successfully obtained a
$54,952 grant from FEMA for the purpose of giving welfare applicants
certain living expenses, such as prescription drugs, temporary rent
and food. This represents a $7,729 increase over the prior year. In
addition, Ms. Johnston was able to obtain $1,099 for administrative
costs associated with the FEMA program - funding that will be used to
defray certain operating expenditures in the welfare department. The
chart below compares last year's funding with this year's:
8 BOOK
VAR 11988
71 ,rE 1 $
FEMA Funds
Granted
Administrative
Funds Granted
TOTAL
RECOMMENDATION
FEMA GRANT
1986/87 1987/88* Increase
$47,223 $54,952 $7,729
0 $ 1,099 $1,099
$47,223 $56,051 $8,828
A Budget Amendment is needed in order to allocate these funds to
their proper account. PleaseconsiderBudget Amendment 024, which
follows this page.
ON MOTION by Commissioner Eggert, SECONDED by Com-
missioner Bird, the Board unanimously approved
Budget Amendment #024 allocating the FEMA grant
received by the Welfare Department, as follows:
TO: Members of the Board
Director of Finance
THR9UGH: Joseph A. Baird
OMB Director
FROM: Leila Miller
Budget Analyst
SUBJECT: BUDGET AMENDMENT
NUMBER: 024
DATE: February 19, 1988
Entry Number
Fund/Department/Account Name
Account Number
Increase
Decrease
REVENUE
1.
GF/Welfare/FEMA Grant
001-000-331-066.00
56,051
0
EXPENSE
2.
GF/Welfare/Overtime
001-211-564-011.13
496
0
GF/Welfare/FICA
001-211-564-012.11
37
0
GF/Welfare/Retirement
001-211-564-012.12
66
0
FEMA Grant
GF/Welfare/Disbursement
001-211-564-037.09
54,952
0
FEMA Grant
GF/Welfare/Travel
001-211-564-037.02
200
0
GF/Welfare/Postage .
001-211-564-037.03
100
'0
GF/Welfare/Supplies
001-211-564-037.04
200
0
MAR 1 1988
BOOK 71„ PAGE 107
(7.) Budget Amendment #025 - Special Assessment Agreement with
Property Appraiser
The Board reviewed the following memos:
TO: Members of the Board
of County Commissioners
DATE: February 22, 1988
SUBJECT: SPECIAL ASSESSMENT
BUDGET AMENDMENT 025
FROM: Joseph A. Baird
OMB Director
DESCRIPTION OF CONDITIONS
The Board of County Commissioners authorized an increase in the
Property Appraiser's budget on January 26, 1988. The attached budget
amendment appropriates the funds.
TO:
Charles P. Balczun, County Administrator
and
Joseph A. Baird, Budget Director
FROM: Charles P. Vitunac, County Attorney
DATE: January 19, 1988
RE: SPECIAL ASSESSMENTS
am attaching two completed originals of an agreement
between the County and the Property Appraiser for ad valorem
collection of special assessments for Rockridge and the
North County Sewer System.
_In addition the Property Appraiser has suggested that his
office add a new position to handle all the special district
assessments which will be on the tax roll in the coming
year. Our agreement with the Solid Waste Disposal District
and the aforementioned two new agreements obligate the
County to pay for administrative costs.
If you two concur, you need to put a Budget Amendment on a
Board of County Commissioners' meeting for action by the
Board in modifying the Property Appraiser's budget.
Thank you for your assistance.
MAR 11988
10 BOOK 71 PACE 108
ON MOTION by Commissioner Eggert, SECONDED by Com-
missioner Bird, the Board unanimously approved
Budget Amendment #025 appropriating funds to
increase the Property Appraiser's budget, as
follows:
TO: Members of the Board
of County Commissioners
FROM: Joseph A. Baird
OMB Director
SUBJECT: BUDGET AMENDMENT
NUMBER: 025
DATE: February 22, 1988
Entry Number
Fund/Department/Account Name
Account Number
Increase
Decrease
REVENUE
1.
General Fund/Transfer In
001-000-381-020.00
1,447
0
EXPENSES
2.
Beach Bonds 1983/Transfer Out
203-117-581-099.21
346
0
Beach Bonds 1983/Contingency
203-117-581-099.91
0
346
N. Cty. Fire/Transfer Out
115-104-581-099.21
55
0
N. Cty. Fire/Contingency
115-104-581-099.91
0
55
S. Cty. Fire/Transfer Out
114-104-581-099.21
1,030
0
S. Cty. Fire/Contingency
114-104-581-099.91
0
1,030
West Cty Fire/Transfer Out
116-104-581-099.21
16
0
West Cty. Fire/Contingency
116-104-581-099.91
•
0
16
General Fund/Property Appraiser
001-500-521-099.06
14,102
0
General Fund/Contingency
001-199-581-099.91
0
12,655
11 BM 71 FACE 109
MAR 11988
(8.) Sole Source Certification for Purchase of Earman Park
Bathroom System
The Board reviewed memo from Purchasing Manager Ambler:
TO: Charles Balczun
County Administrator
THRU: P. J. Mattes
fto
Asst. County Administrator
DATE: February 18, 1988
FILE:
SUBJECT: SOLE SOURCE CERTIFICATION FOR
EARMAN PARK BATHROOM FACILITY
FROMEFERENCES:
Gus Ambler, C.P. .
Purchasing Manager
1. DESCRIPTION AND CONDITIONS
The Engineering Division has requested that Purchasing buy a
Clivus Multrum Bathroom System for Earman Park.
2. ALTERNATIVES AND ANALYSIS
Engineering has determined that, from an engineering standpoint,
the unit produced by Clivus Multrum, Inc. is best suited for Earman
Park. The unit is the only one known to operate without electrical
power.
Purchasing has determined that this exact unit is available from
only one source. That source is Dominica Recreation Products.
They are the exclusive representative in Florida.
3. RECOMMENDATIONS AND FUNDING
Staff recommends we purchase the Clivus Multrum unit without bidding,
as a sole source, directly from Dominica Recreation Products for
the price of $5,228.00.
Budgetary funding has been confirmed for expenditure from Earman Park
Account Number 001 210 572 066.39.
Staff requests authorization to order.
Chairman Scurlock questioned the $5,000 price for the Clivus
Multrum system as he believed these systems are more expensive to
install than that.
Public Works Director Davis advised that staff has been
working with the vendor pretty closely. That is the delivered
price, and staff has found in communicating with other people who
have installed these that we can have the system installed and
WAR 11988
12
Etoaf 71 PKE 110
buy it directly and not pay a surcharge to the contractor who is
going to install it and save a substantial amount of money.
The Chairman just wanted to make sure we don't endoup build-
ing a $50,000 restroom facility out on an island.
Commissioner Bowman believed the delivery is only to the
shore, and we will have to move it out to the island. She
personally felt it is a mistake not to buy the photovoltaic solar
unit to go with this as she believed you need heat and aerobic
action in the pit.
Questions ensued in regard to the manner of installation and
whether it is necessary to dig a pit or add fill and install it
above ground, whether the solar unit is needed, etc., and
Commissioner Eggert felt perhaps this should be tabled until we
have more detailed information.
ON MOTION by Commissioner Eggert, SECONDED by Com-
missioner Wheeler, the Board unanimously tabled
decision on the above matter. until staff can supply
more information.
(9.) Revision of E911 Base Maps
The Board reviewed memo from the Emergency Management
Director:
13
MAR 1 1988
BOOK 71 F,,,E 111
TO: Chares P. Balczun DATE: February 22, 1988 FILE:
County Administrator
SUBJECT:
Agenda Item
Revision of E911
Base Maps
FROM: Doug Wright, Director REFERENCES:
Emergency Management Services
DESCRIPTION AND CONDITIONS
The existing E-911 base maps consist of two large maps (each
4' X 5') that cover only the eastern one-third of the County
and west to the general area of 130th Avenue. This leaves
a large geographic area (two-thirds) of the County not reflected
on the base maps and has on occassion been a problem for the
emergency providers to locate streets and routes in responding
to calls for assistance.
A proposal has been submitted by Boyle Engineering Corporation
to reformat the maps into four small maps to cover the entire
county.
ALTERNATIVES AND ANALYSIS
The current E-911 base maps are large and cumbersome along
with the fact that only the eastern part of the County is
covered by the maps. In order to produce accurate and adequate
maps, discussion with the above referenced vendor in 1987
determined that to accomplish the stated objectives, it would
be necessary to manually draft the existing roads, geographic
features, and 911 boundaries in the western two-thirds of
the County on Mylar combining this information with the exist-
ing 911 base maps which cover the eastern one-third of the
County. The 911 base maps will then be reformated so that
the entire county is covered by four (4) sheets which measure
approximately 36" X 48". Some photographic work will be re-
quired to produce the final Mylars of the four maps.
The corporate limits of some of the municipalities have changed
and need to be changed on the maps during this process.
Boyle Engineering has proposed to accomplish the above scope
of work. In addition a small key -map to show the area covered
by each quadrant map and perform other minor drafting as required.
The budget estimate for the E-911 base maps is estimated to
be between $1,500 - $2,000 and would take approximately two
weeks to complete after all the required data is provided.
RECOMMENDATION
Staff recommends approval of the scope of work in reformating
the E-911 base maps. The memorandum attached was submitted
during budget hearings for FY 87-88 and approved by the Board
in the E-911 budget matters.
14 BOOK 71 FADE 1I2
MAR 1 1988
ON MOTION by Commissioner Eggert, SECONDED by Com-
missioner Bird, the Board unanimously approved the
scope of work proposed by Boyle Engineering for
reformatting of the E911 base maps in letter dated
April 20, 1987, as follows:
(ADDENDUM NO. 5 TO AGREEMENT ON FILE IN OFFICE
Boyle Engineering Corpora[
320 East South Street
Orlando. Fonda 32801
Mr. Roland M. DeBlois
Staff Environmental Planner
INDIAN RIVER COUNTY
1840 25th Street
Vero Beach, FL 32966
N
rn
OF CLERK TO BOARD)
rneers: planners i sur vouors
305 -125.7100
April 20, 1987
911 Base Maps
In response to your February 19, 1987 letter, 1 offer the following comments
regarding the 911 base maps.
To accomplish your objective, we propose to manually draft existing roads,
geographic features, and 91 1 boundaries in the western two-thirds of the County on
mylar; combine this information with the existing 911 base maps covering the eastern
one-third of the County; and then . reformat the 91 1 base maps so that the entire
County is covered by 4 sheets. We estimate that each of the 4 sheets will measure
approximately 36" x 48". We will also perform the necessary photographic work to
produce final mylars of the four maps, modify the corporate limits based on
inforruution you provide to us, prepare a small key -map to show the area covered by
each quadrant map (key map to be shown on each of the four sheets), and perform
other minor drafting. Deliverables would consist of four mylar maps.
The budget estimate for this work is $1,500 - $2,000. It would take approximately
two weeks to complete the work once we have all the data we will need from you
to complete the work.
hope this information fulfills your needs.
BOYLE ENGINEERING CORPORATION
is ard J. ColemdK, PE
Senior Civil Engineer
(10.) Bid #398 - 11 Each Light Trucks and Cars
The Board reviewed memo from Purchasing Manager Ambler:
15
MAR 1988
BOOK 71 Fact 113
TO: Charles Balczun
County Administrator
THRU:
P.J. Mattes
Asst County Ad/9111
ministrator
DATE: Feb. 22, 1988
FILE:
SUBJECT: IRC BID #398-11 EACH
LIGHT TRUCKS AND CARS
FROM• - � �' t 1 EFERENCES:
Gus Ambler, C. .M.
Purchasing Manager
DESCRIPTION AND CONDITIONS
Bids were received Wednesday, Feb. 17, 1988, at 2:OOp.m.,
for IRC BID #398.
44 Invitations to Bid were mailed out. 15 Bidders responded,
including 6 NO BIDS and One Incomplete Bid.
2. ALTERNATIVES AND ANALYSIS
a. The low bid meeting specifications for Lot One was
submitted by Superior Pontiac GMC. at $102,889.00.
A bid from Sunshine Dodge is incomplete and should
be rejected. Sunshine Dodge only bid on 4 items of
the 5 items contained in Lot One. A bid from Janie
Dean Chevrolet contains addition errors. The corrected
Lot total should read $105,973.01 (letter attached).
The equal vehicles can be purchases from State Contract
#070-001-88-1 for the total price of $95,668.00.
b. The low bidder meeting specifications for Lot Two was
submitted by Barrie Reed GMC at $10,123.00. The equal
vehicle can be purchased from State Contract #070-001-88-1
for the total price of $9,787.00.
3. RECOMMENDATION AND FUNDING
Staff recommends that IRC BID #398 not be awarded and that the
purchases be accomplished from State Contract, except for the
vehicle for Animal Control. The grand total of this State Contract
purchase will be $94,791.15.
Budgetary funding has been confirmed for expenditures:
Utility Services
Utility Services
Parks Division
Building Dept.
Traffic. Eng.
471-218-536-066.42
411-217-534-066.42
001-210-512-066.42
441-233-524-066.42
111-245-541 066.42
Commissioner Eggert wished Purchasing Manager Ambler
to
clarify for the Board's benefit how the numbers presented in his
memo were arrived at.
Mr. Ambler explained that the total of $105,455 comes from
the $95,668 for Lot #1 plus the $9,787 from Lot #2, and then we
MAR 11988 16 BOOK 71 FAH 114
need to subtract the $10,663 cost of the Animal Control vehicle,
giving a total state contract price of $94,792.
Commissioner Eggert realized Mr. Ambler has been with the
county only a short time, but she finds it a little hard,
especially with the Animal Control vehicle which we knew we had
to have at the very beginning of the budget year, to suddenly
have all of these vehicles being bid at this time. She asked if
it now is the new procedure to dump things all together or are we
going to be doing this more individually according to the needs
of the various departments.
Manager Ambler stated that he would like to put a package
together at the beginning of the next budget year for all the
county's vehicles.
Commissioner Eggert continued to express concern about
clumping them all together rather than meeting the individual
needs of the departments, especially since she did not believe
there is any price advantage, possibly only a time advantage.
Asst. Administrator Mattes commented that when he came to
the county, and before Mr. Ambler got here, he saw that depart-
ments were asking for these various vehicles and had been for
quite some time. It appeared to him, and when Mr. Ambler came he
agreed, that it might be to our advantage to bundle these bids
together so we could attract a better price from a local vendor,
and he still feels it is a good idea, except that it seems their
timing was off.
Chairman Scurlock believed state contract is always low.
Mr. Mattes felt if we could do this early in the budget
year, October and November, before the factory prices to the
dealer start to increase, they can compete with state contract;
but now they really can't. He would hope that next year as the
needs come from the departments, Purchasing Manager Ambler could
bundle these bids as he still believed that if we have an
$100,000 package we can offer to local vendors, they can sharpen
their pencils.
17
rifPR 11988
BOOK 71 ME 115
Commissioner Eggert pointed out that at budget hearings the
Board says to'various departments, yes, you can have a truck, but
let's delay it six months, etc., and she did not feel that lends
itself to combining many vehicles in one package.
Chairman Scurlock concurred that the process of putting all
these vehicles in one package doesn't make any sense. We
specifically budget these vehicles. We must take into considera-
tion that we have a cash flow problem the first few months
because the tax dollars haven't come in, but when we know we are
buying off the state contract, there is the 120 day delivery.
The Chairman stressed that it doesn't make any sense for us to
pass on a 20o tax increase to our constituents and stand the heat
of doing that and then not buy the vehicles or hire the employees
which you need to provide the increased level of service until
nine months into the budget year and then have this tremendous
surplus at the end of the year. And that is exactly what is
happening. We are going to have about $400,000 in the salary
account just in Road & Bridge alone at the rate it is going.
With the capital items, you have needs expressed at budget time,
and the purpose is to establish a budget for the next year - not
two years from now.
Commissioner Eggert commented that while she is a great
procedures person, she felt somehow we have missed the fact that
department heads have certain needs at different times.
Commissioner Bowman believed the point staff is trying to
make is that the local dealers may be able to better the state
price if you package these vehicles, and Asst. Administrator
Mattes agreed that is it exactly. He is not suggesting we bundle
the whole year's requirements, but that as the needs come up, we
put several together.
Chairman Scurlock again pointed out that all this is done at
budgettime, and if someone would pay attention to what is done at
budgettime, they would know what is going on. For instance, he
18
MAR 1 1988
BOOK 71 FVT1_16
believed we have a truck that is needed for Utilities, and he
asked if they can wait 120 days for it.
Landfill Manager "Sonny" Dean stated it would put them in a
real bind. They need a maintenance truck to go out on the hill
and service this new equipment, and right now they are having to
walk it down off the hill.
Chairman Scurlock noted that it doesn't seem anyone is
communicating with anyone else.
Commissioner Eggert stated that although she is very much in
favor of buying locally, she believed it is equally important to
satisfy the needs of the departments so we can give the service
we budgeted for, and she is frustrated to see this kind of
procedure start in February.
Discussion continued at length in regard to state contract
prices as opposed to local bids, the possibility of saving money,
etc., and Asst. Administrator Mattes suggested that possibly the
Board should consider a policy of not bidding vehicles at all,
but just go state contract. It would certainly save Purchasing a
lot of trouble.
Commissioner Eggert did not believe anyone is saying that.
Commissioner Wheeler did not understand why local dealers
bid higher consistently as he believed the state contract price
is public information.
Utilities Director Pinto felt that the state contract price
should be stated in the bid so we don't waste people's time
bidding if they can't meet the price, and Commissioner Wheeler
agreed we should incorporate that in the future.
Mr. Mattes advised that he has instructed Purchasing Manager
Ambler to do so.
Chairman Scurlock continued to emphasize that the Board
passes on a budget in July which sets out both needs and timing,
and we should then administer the budget accordingly. Otherwise,
we end up hiring 6 new people and don't have a vehicle for them
to operate in. The Chairman then questioned why we are buying
19
MAR 11988
BOOK 71 far[ 117
crew cab trucks at $30,000 apiece rather than pickup trucks for
half the price.
Public Works Director Davis explained that the problem is
you have a crew size of more than 3 people. OSHA (Occupa-
tional Safety & Health Administration) came out and saw we were
carrying more people in a pickup truck than there were seat belts
for, and the options they gave us were either to have two trucks
for the crew or go down to a smaller crew. We felt it was more
economical to go with the crew cab truck similar to what the
D.O.T. is doing.
Chairman Scurlock felt if these trucks are needed simply to
transport people, possibly we should buy a van just for that
purpose, but it was explained they are two ton vehicles and are
needed to move our heavy equipment.
Discussion continued, and Commissioner Bird noted we hope-
fully have a professional purchasing agent for the first time in
a long time, and he believed Mr. Ambler is getting the message
that we would like to do this earlier in the year. At the
present time, however, he felt basically all we can do is agree
with staff's recommendation and buy these off the state bid list.
ON MOTION by Commissioner Bird, SECONDED by Com-
missioner Wheeler, the Board unanimously approved
staff recommendation that Bid #398 not be awarded
and the purchases described in the following Bid
List be accomplished from State Contract, except
for the vehicle for Animal Control, for a total of
$94,791.15.
[LIAR 11888
2
BID TABULATION
BID NO.
IRC BID #398'
DATE OF OPEN NO
February 17, 19
ITEM
NO. DESCRIPTION
1-5 TO New Mini Cargo Vans, Six
New 1/2 Ton Pickup Trucks, One New
Mid Size 4 -Dr Auto
Pickup Truck One New
'One New 3/4 Ton
1/2 Ton Pickup ,
.4.
Truck
Item No. 6 One New 1 Ton Pickup
D
BOOK 71 , ,GF_ 11
8
(11.) Light Truck for Animal Control
The Board reviewed memo from Purchasing Manager Ambler:
TO: Charles Balczun
County Administrator
THRU: P. J. Mattes
Asst. County Administrator
DATE: February 23, 1988 FILE:
SUBJECT: LIGHT TRUCK FOR ANIMAL CONTROL
FROM IVP - REFERENCES: Procedure 2-2a
us Ambler, C.P.M.
Purchasing Manager
Animal Control has requested that Purchasing buy a mini cargo van for
their immediate use. This vehicle was bid in conjunction with ten other
vehicles for County use on Bid #398. Bid #398 was specified as a lot
award to one vendor.
The prices contained in this lot award were higher than State Contract,
and I recommended to you on February 22, 1988 that we purchase from
State Contract. Lead times for State Contract are 90 to 120 days.
Because of the immediate needs for this vehicle, I recommend that we
waive additional bidding and negotiate for best price, terms and
delivery times.
A vehicle acceptable to Animal Control is available from Janie Dean
Chevrolet for $10,104.23. Delivery time is 40 to 60 days. The price
quoted is the same as that contained. in Bid #398. _
I request that you direct us to proceedto order as soon as possible.
Recommended Funding:
Budgetary funding has been confirmed for expenditure:
Animal Control 001-250-652-066-42
This item was included in the discussion of Item 10.
ON MOTION by Commissioner Eggert, SECONDED by Com-
missioner Wheeler, the Board unanimously directed
staff to waive additional bidding and purchase the
vehicle for Animal Control from Janie Dean Chevrolet
in the amount of $10,104.23.
(12.) Woodlands Subdv. - Amend Letter of Credit, Maintenance
Agreement, etc.
The Board reviewed memo of Staff Planner Wiegers:
21
MAR 1 1988
BOOK 71 FACE 119
TO: Charles Balczun
County Administrator
DIVISION HEAD CONCURRENCE:
Robert M. Keae ng CP
CommunityDeve o me Director
P
DATE: February 19, 1988 FRE:
SUBJECT: WOODLANDS SUBDIVISION
MAINTENANCE AGREEMENT
SECURITY AND CONTRACT
FOR CONSTRUCTION
THROUGH: Stan Boling
413.
Chief, Current Development
tA)
FROM: Robert E. wiegers / REFERENCES:
Staff Planner
woodlands
BWIEG
It is requested that the data herein presented be given formal
consideration by the Board of County Commissioners at its regular
meeting of March 1, 1988.
DESCRIPTION & CONDITIONS:
On November 3, 1987, the Board granted final plat approval to the
Woodlands subdivision, -a 55 lot subdivision located on the north
side of 1st. Street S.W., to the east of The Meadows subdivision.
At that time, the owner/applicant, Norman Hensick, contracted with
the County to finish construction of some remaining subdivision
improvements. An irrevocable letter of credit in the amount of
$100,000.00 was posted to secure the construction contract. The
applicant is now requesting that the Board release the $100,000.00
letter of credit, allow the developer to contract -out for the
future construction of sidewalks by posting the necessary surety,
and accept the warranty maintenance agreement with the necessary
maintenance bond.
ANALYSIS:
The Public Works department has inspected the subdivision and has
verified that all required improvements have been constructed and
are acceptable. Public Works has indicated that the original
construction contract and letter of credit may now be released.
The project engineer has certified that 115% of the actual cost
for future construction of sidewalks is $33,203.00, and has also
certified that 25% of the actual cost of the total required
subdivision improvements is $41,522.13.
Section 10(e)3 of the County Subdivision ordinance gives the Board
of County Commissioners "the discretion to grant the applicant a
two-year period, after final inspection of subdivision improve-
ments, to construct sidewalks if the applicant posts construction
security in the amount of one hundred and fifteen (115%) percent
of the construction costs".
The applicant has now submitted a contract for construction of
required improvements for the future sidewalks within the sub-
division with a new letter of credit, and a warranty maintenance
agreement with a maintenance bond. The Board may now acceptthe
warranty maintenance agreement with the appropriate security and
accept the new construction contract guaranteeing the construction
of sidewalks in the future. The applicant's submittals have been
approved by the County Attorney's office, and satisfy all appli-
cable County requirements.
RECOMMENDATION:
Staff recommends that the Board of County Commissionersrelease
the original $100,000.00 letter of credit, accept the amended
letter of credit allowing the developer to contract -out for the
future construction of sidewalks, and accept the submitted
warranty maintenance agreement and bond.
[MR 1 1988
22
ricif 71 FAcE120
ON MOTION by Commissioner Eggert, SECONDED by Com-
missioner Bird, the Board unanimously released the
original $100,000 letter of credit submitted by
Norman Hensick, Jr., for Woodlands of Vero, Inc.,
accepted the amended letter of credit, approved the
Contract for Construction of required sidewalk im-
provements, and accepted the submitted warranty
maintenance agreement and bond.
(Copy of Contract for Construction of Required Sidewalk
Improvements on file in Office of Clerk to Board.)
(13.) Final Plat Approval - Grove Isle Subdivision
The Board reviewed memo of Staff Planner Wiegers:
TO:Charles Balczun DATE: February 16, 1988 FILE:
County Administrator
DIVISION HEAD CONCURRENCE:
/'r, 4 1
R ert M. Keaying,f)ICP SUBJECT: FINAL PLAT APPROVAL FOR
Community Development Director GROVE ISLE SUBDIVISION
THROUGH: Stan Boling 46.
Chief, Current Development
FROM: Robert E. Wieger:7REFERENCES: grove isle
Staff Planner BWIEG
It is requested that the data herein presented be given formal
consideration by the Board of County Commissioners at its regular
meeting of March 1, 1988.
DESCRIPTION AND CONDITIONS:
Grove Isle Subdivision is a 26 lot subdivision of a ±10.3 acre
parcel of land located in the northern portion of the Grove Isle
development (immediately south of River Shores Unit 1 Subdivision
on the east side of U.S. 1). The current zoning is RS -6 (Single
Family Residential up to 6 units/acre) and RM -6 (Multiple Family
Residential up to 6 units/acre) and has an LD -2 (Low Density.
Residential up to 6 units/acre) land use designation. At its.
regular meeting of December 10, 1987, the Planning and Zoning
Commission granted preliminary plat approval to the subdivision.
The owner, 1400 Development Corporation, is now requesting final
plat approval and has submitted:
1. a final plat in conformance with the approved preliminary
plat;
MAR 11988
23
BOOK 71 FACE 121
2. an approved cost estimate of required improvements from the
project engineer;
3. a Letter of Credit for 115% of the cost of the remaining
required subdivision improvements; and
4. a contract committing them to completing the remaining
required improvements.
ANALYSIS:
The subject property is to be provided with water by Indian River
County and will utilize the existing Grove Isle wastewater treat-
ment plant for sewer service. A Land Development Permit has been
issued by the Public Works department. The County Attorney's
office has approved the contract subject to it being signed by the
Chairman of the Board of County Commissioners. The final plat is
also in conformance with the approved preliminary plat. Thus, all
County requirements concerning final plat approval have been
addressed.
RECOMMENDATION:
Staff recommends that the Board of County Commissioners grant
final plat approval to Grove Isle Subdivision, authorize the
Chairman of the Board of County Commissioners to sign acontract
with the applicant committing the applicant to completing the
remaining required improvements, and accept the letter of credit
guaranteeing the contract.
ON MOTION by Commissioner Eggert, SECONDED by Com-
missioner Bird, the Board unanimously granted Final
Plat Approval of Grove Isle Subdivision, authorized
the Chairman to sign a contract for the Construction
of Required Improvements, and accepted the letter of
credit guaranteeing the contract.
(Copy of Contract for Construction of Required Improve-
ments on file in Office of Clerk to Board.)
(14.) Authorization to Attend Construction Scheduling Seminar and
Budgetary -Approval
The Board reviewed memo of the Asst. County Administrator:
24
1,4R 1 1988
BOOK 71 pr,E 122
TO: Charles P. Balczun DATE: February 19, 1988 FILE:
County Administrator
SUBJECT:
Perry J. Mattes fI21rREFERENCES: FROM: Asst. County Administ
AUTHORIZATION TO ATTEND
CONSTRUCTION SCHEDULING
SEMINAR AND BUDGETARY
APPROVAL FOR SAME
It is respectfully requested that the data herein presented be given formal
consideration by the Board of County Commissioners at their meeting of
March 1, 1988:
DESCRIPTION AND CONDITIONS
Federal Publications, Inc. is offering what appears to be an excellent and
most comprehensive seminar in the critical path method of construction
project management.
ALTERNATIVES AND ANALYSIS
Staff has been unable to locate a seminar as encompassing and as extensive
as the one offered. In view of past experiences with the construction of
the jail phases, it is thought that this is an excellent oportunity to hone
existing skills to the keen edge which will be required in the management
of this project.
RECOMMENDATIONS AND FUNDING
Staff recommends the Owner's Authorized Representative attend this seminar
and funding be accomplished from the Jail, Phase III project budget.
Registration Fee $700
Estimated Air Fare to Atlanta 260
Estimated Meals and Lodging 250
Estimated Total $1,210
Staff requests authorization to proceed with necessary budget transaction,
registration and reservations.
Commissioner Bird wished to know who is going, and the
Administrator advised that it would be Assistant Administrator
Mattes, who is the owner's authorized representative on a couple
of construction projects.
Commissioner Eggert commented that she had understood that
Mr. Mattes had a great deal of experience in this area and wished
to know the need for his attending this seminar.
MAR 1 1988
25
BOOK .71 FAG- 2
Administrator Balczun advised that this is the first time he
ever has seen a construction management program this detailed and
this much in depth. We have had some difficulty with the jail
construction project in the past, and he felt we particularly
want to ensure that everything is monitored properly from now on.
Commissioner Wheeler asked why this expense should come out
of the jail budget when we have other capital projects coming on
line, and Administrator Balczun noted this is just the
authorization to proceed, and assuming the Board approves it,
they would return with an appropriate budget amendment.
Chairman Scurlock noted that he also was told Mr. Mattes had
extensive capital project experience up in Wisconsin, and he
wished to know just what that experience consists of.
Administrator Balczun advised that the projects consisted of
principally a downtown law enforcement center, which was a
Sheriff's department and correctional facility, and also the
general financial management oversight of a public nursing home
construction project.
Chairman Scurlock inquired if he had any problems there, and
Administrator Balczun stated no, but particularly on the public
safety project ultimately a full time construction manager was
hired because of some construction concerns.
Chairman Scurlock asked if we have looked at that possibil-
ity here, and. Administrator Balczun stated that one of the things
they have been talking about very seriously is perhaps hiring a
full time construction manager on a project by project basis,
someone who is trained to manage the project rather than just go
out and check on it.
Commissioner Bird felt, depending on the magnitude of the
project, we might want someone full time, but when there are some
other smaller projects, he believed Asst. Administrator Mattes
could do this as an additional duty.
Chairman Scurlock noted that actually at the jail we don't
just have a 4 million dollar project. What we have are
26
WAR 1 1988
ih._
BOOK 71 FArA124
concurrent projects - the first, second and now third phase - and
you are talking almost a 20 million dollar on-going money -eating
monster.
Commissioner Wheeler stated that he would like to see a
construction manager hired. He had some concerns over the
problems we have had with the first two phases of the jail, and
also was concerned with the fact that the only two individuals
who have a track record with the architects and knowledge of the
first two phases and the problems we have had have been
transferred to other areas. He believed we were a bit short-
sighted with some of the things that occurred in the first two
phases, and would not like to have those same mistakes repeated.
Chairman Scurlock felt that actually we have had a minimum
of problems out there as things can go. He noted that the
process of going with the low bid lends itself to this; the
contractor now is looking for any extra he can get to make his
profit; and you will always have these conflicts at the end of
the project with this kind of process.
Commissioner Eggert believed even the interphasing between
the two phases was forgotten about, and to have the expertise
where all these problems will be caught requires a lot of skill.
Commissioner Wheeler felt, considering the massive amount we
are going to be spending in capital improvements over the next
years with the libraries, the courthouse, the landfill, etc.,
that we could use someone full time to do nothing but manage our
capital projects, and the Chairman agreed that rather than
sending people to school, we should explore this other
possibility.
William Koolage, interested citizen, reminded the Board that
at the time this building and the Courthouse were remodeled, they
had someone named Hercules Kontoulas watching out for their
interests.
Chairman Scurlock noted he was here during that time, as was
Commissioner Bird, and despite some conflict with Mr. Kontoulas'
['AAR 1X98$
27 BOOK 71. FA;r 15
personality, he believed Mr. Kontoulas ended up saving us a lot
of money. The Chairman agreed we need to look at having a true
professional on board and believed his salary would be well saved
when you consider the large amount of construction ahead of us.
ON MOTION by Commissioner Wheeler, SECONDED by Com-
missioner Eggert, the Board unanimously tabled further
discussion of the above matter and directed staff to
come back to the Board with a recommendation after
taking a looking at hiring a professional or firm to
provide the construction management services discussed.
Commissioner Bird commented that we pay an architect
hundreds of thousands of dollars to design these projects and
then bid out and get a contractor, and he questioned how much of
this then is our responsibility.
Administrator Balczun noted that the architect is supposed
to represent the owner's interest and that is fine until we have
a construction site dispute between the builder and architect.
Commissioner Bird was concerned that a full time person
would amount to a $40-50,000 position, but Commissioner Wheeler
stressed that we are looking at many millions of dollars of
projects.
The Chairman pointed out that the acoustics problem alone at
the jail cost $170,000 and the problem with the floor drains on
the second floor probably never can be rectified.
(15.) Appt. of John Amos to the Marine Advisory Committee
The Board reviewed letter from the Indian River Farms Water
Control District:
28
MAR 1X988
BOOK 71 mE 126
SMITH, O'HAIRE, QUINN & GARRIS - Attorneys
CARTER ASSOCIATES - Surveyors & Engineers
INDIAN RIVER FARMS WATER CONTROL DISTRICT
JOHN S. J. AMOS
Secretary -Treasurer
4400 20th Street
VERO BEACH, FLORIDA 32960
February 19, 1988
Board of County Commissioners
Attn: Mr. Gary C. Wheeler
Marine Advisory Committee
1840 25th Street
Vero Beach, Florida 32960
Dear Mr. Wheeler:
tiZ234 Z42�?6�,��
Qj FEB 1988 `O
ti
RECEIVED it
` BOARD COUNTY 'v
COMMISSIONERS A
016��'�
Board of Supervisors
W. C. GRAVES, IV
C. R. SEXTON, JR.
D. E. GUNTER
In response to your letter of February 10, 1988, I have appointed
John Amos to sit on the Marine Advisory Committee. Please forward
all notices of meetings to John Amos, 4400 20th Street, Vero Beach,
Florida 32966.
Looking forward to working with you and the committee in the future.
Sincerely,
14:1
•
AUL�L� C LLQ
David E. Gunter
President
ON MOTION by Commissioner Eggert, SECONDED by Com-
missioner Bird, the Board unanimously approved the
appointment of John Amos to the Marine Advisory
Committee.
(16.) Release County Paving and Drainage Liens
The Board reviewed memo of County Attorney Vitunac:
29
VAR a 1988
BOOK 71 f'`�;E 127
TO: Board of County Commissioners
FROM: Charles P. Vitunac, County Attorney
DATE: February 24, 1988
RE: CONSENT AGENDA - BCC MEETING 3/1/88
RELEASE OF COUNTY PAVING AND DRAINAGE LIENS
This office has processed the following matters and requests
permission for the Chairman to execute the standard release
forms:
RELEASE of Mr. and Mrs. Henry List's lien regarding
improvements on 13th Place East of 27th Aveune.
The back-up information for the above is on file in the
County Attorney's Office.
ON MOTION by Commissioner Eggert, SECONDED by Com-
missioner Bird, the Board unanimously approved the
Release of Assessment Lien (paving & drainage im-
provements) on Lot 7, Block 1, Lone Palm Park Sub-
division (Henry and Vivian List).
RELEASE OF ASSESSMENT LIEN
For and in consideration of the sums indicated below,
with accrued interest as applicable, RECEIVED from Salvator
E.Bologna, on behalf of Henry List and Vivian List, his
wife, the receipt of which is hereby acknowledged, INDIAN
RIVER COUNTY, FLORIDA (the "County") hereby releases the
property hereinafter described from certain special
assessment liens recorded by the County in its Official
Records, at O.R. Book 0661, Page 1313, for a special
assessment levied in accordance with the provisions of
Ordinance No. 81-27 of the County which provided for the
paving and drainage improvements to 13th Place East of 27th
Avenue.
MAR 1 1988
30
BUCK L1_ f'Aid 128
•
Indian River County hereby declares such special
assessment liens fully satisfied. The property, located in
Indian River County, is more fully described as follows:
Lot 7, Block 1, Lone Palm Park
Subdivision- or as recorded in Plat Book
1, Page 61.
Executed by the Chairman of the Board of County Commis-
sioners
ommis-sioners of -Indian- River -County; - Fl or-ida, and -attested and
countersigned by the Clerk of such Board, all as of this
1st day of March , 1988.
Attested and countersigned BOARD OF COUNTY COMMISSIONERS OF
INDIAN RIVER COUNTY, FLORIDA
,15c5N C. SCURIZ,, J ` . a i rma n
(17.) Scoreboard - Kiwanis-Hobart Park Ball Fields
The Board reviewed memo from Public Works Director Davis:
TO: Charles P. Balczun,
County Administrator
FROM: James W. Davis, PE 9
Public Works Directors--:
SUBJECT: Scoreboard for Kiwanis Hobart Park Ball Fields
REF. LETTER: J.E.B. Ball, Pepsi-Cola Bottling Co.
to James Davis Feb. 16, 1988
DATE: February 23, 1988
DESCRIPTION AND CONDITIONS
As directed by the Board of County Commissioners, the Public
Works Staff and Purchasing Division received proposals from drink
vending companies for supplying an electronic scoreboard at
Kiwanis Hobart Park for use by the Little League, similar to the
installation at the Fellsmere Ball field. Two companies
responded to the request for proposals. Pepsi-Cola Bottling
Group responded via the above referenced letter (copy attached).
The Company is not interested in a long term commitment to
install a scoreboard unless the Sandridge Golf Club were included
in the proposal. The Golf Course staff has independently
negotiated supplying drinks to the Golf Club.
Coca-Cola Bottling Company is agreeable to supply a scoreboard,
however, the burden to maintain the scoreboard will not be
assumed by the bottling company. No other proposals have been
received.
31
MAR 11988
Boo, 71 E,1 E x.29
ALTERNATIVES AND ANALYSIS
To address the Boards concern regarding maintenance of the
scoreboard, the Kiwanis Club has agreed to maintain the
scoreboard at their expense. Coca-Cola will supply the
scoreboard.
RECOMMENDATIONS AND FUNDING
It is recommended that the County enter into an agreement with
Coca-Cola Bottling Company for the supply and delivery of an
electronic scoreboard. Installation and maintenance will be
contributed by the Kiwanis Club. No funding is to be considered
by the County.
Commissioner Bowman did not see why we are going to tout
Coca-Cola when our kids shouldn't even be drinking such soft
drinks. She asked why we don't go to the Citrus League and ask
if they wouldn't like to have a scoreboard up there with a nice
big orange on it.
Commissioner Bird stated that while he would rather see what
Commissioner Bowman is suggesting, he would like to be able to
move ahead on this as they have a timing problem. The season is
starting on a brand new lighted field, and they don't have a
scoreboard.
Commissioner Bowman asked if we can't check on the alterna-
tives. The children got along without the scoreboard for all
these years, and she believed there are sign companies that could
design that and get it ready for the Citrus League.
Commissioner Bird advised that the scoreboard is made by an
electronics company.
Commissioner Eggert did not understand why Sandridge Golf
Club just offers Coke and asked if there is some reason there was
no request for bidding.
It was noted that Sandridge is carrying Pepsi, and
Commissioner Bird noted that actually the golf club has both
Pepsi and Coke out there.
RAR, 1
968
ON MOTION by Commissioner Eggert, SECONDED by Com-
missioner Wheeler, Commissioner Bowman voting in
opposition, the Board by a 4 to 1 vote authorized
32 MA 71 f E i'3O
the county to enter into an agreement with Coca-Cola
Bottling Company for the supply and delivery of an
electronic scoreboard, installation and maintenance
to be contributed by the Kiwanis Club.
. SAID AGREEMENT WILL BE MADE A PART OF THE RECORD WHEN FULLY
EXECUTED AND RECEIVED.
(18.) Approval of Master Civil Engineering/Land Surveying
Services Agreement w/Carter & Assoc. 6 Work Order No. 1 for
Surveying Services for tFie Golf Course Impoundment - Indian River
Boulevard North Extension - Phase III
The Board reviewed memo from the Public Works Director:
TO: Charles P. Balczun,
FROM: James W. Davis P.E.
County Administrator Public Works Director
SUBJECT:
Approval of Master Civil Engineering/Land Surveying
Services Agreement with Carter and Associates, Inc. and
Work Order No. 1 for Surveying Services for the Golf
Course Impoundment - Indian River Boulevard North
Extension - Phase III
DATE: February 23, 1988
DESCRIPTION AND CONDITIONS
Staff has advertised for proposals for Land Surveying Services
for the survey of the Golf Course impoundment area east of the
proposed north extension of Indian River Boulevard. Based upon
recommendations from the Selection Committee, the attached Master
Agreement with Carter and Associates for general Civil Engi-
neering and Land Surveying Services and Work Order No. 1 has also
been prepared to provide for a survey of the 106+ acre Golf
Course Impoundment area located east of the proposed Phase III
Indian River Boulevard Right -of -Way. In a letter from Boyle
Engineering Corporation, Engineers for the Boulevard North Phase
III Extension, dated Feb. 19, 1988 (copy attached), a survey of
the impoundment area as well as a wetland mitigation plan using
this area must be prepared at this time prior to property
acquisition so that permitting with State agencies can proceed.
The staff has received cost estimates from three firms short
listed for the Surveying Services. Carter and Associates, Inc.
submitted the lowest cost at siteSo.
ALTERNATIVES AND ANALYSIS
Boyle Engineering has indicated that a survey of the proposed
wetland mitigation area as well as a wetland mitigation plan
needs to be submitted to state agencies for permitting
compliance. The Consultant has also stated tht.t if the Golf
Course Impoundment area is not acquired, future mitigation plans
on alternate sites would be considered additional services.
The alternatives are as follows:
MAR 1 1988
33
BOOK 71 i 131
Alternative No. 1
Approve Work Order No. 1 and the "Master Agreement" with
Carter and Associates for the survey of the Golf Course
Impoundment. Also authorize execution of the letter of
understanding with Boyle Engineering.
Alternative No. 2
Deny approval of the Agreement, Work Order, and letter of
understanding.
RECOMMENDATIONS AND FUNDING
It is recommended that Alternative No. 1 be approved. Funding to
be from Fund 309, Indian River Boulevard North fund. Revenue is
from Gas Tax and District 5 Impact Fees.
Commissioner Eggert explained that she had this item removed
from the Consent Agenda because Director Davis said he wanted to
be sure we all understood the legal situation.
Director Davis informed the Board that they have submitted
for all the permits required for the project and the agencies
have reviewed them. The only missing link is a mitigation plan
for the filling of the road R/W. In order to do the mitigation
plan, we have to proceed with the survey and instruct the
engineers to do a plan for that particular site, and there is
some reservation in the eyes of the engineers as to whether we
can condemn this land for mitigation. In the event it turns out
that we cannot, then we are stuck paying the bill for the survey
work and plan, and we would have to go to another site for
mitigation. However, we can't determine all this now.
Attorney Vitunac believed we consistently have said we
believe we dohave the power of eminent domain, and this was
confirmed by the Chairman.
ON MOTION by Commissioner Eggert, SECONDED by Com-
missioner Wheeler, the Board unanimously approved
Alternative No. 1 as set out above.
(PROFESSIONAL CIVIL ENGINEERING/LAND SURVEYING SERVICES MASTER
AGREEMENT W/CARTER ASSOCIATES, INC. and WORK ORDER NO. 1 OF SAID
AGREEMENT ARE ON FILE IN OFFICE OF CLERK TO THE BOARD.)
34
R 11999
Boy 71 FAH132 132
Public Works Director Davis noted that he would like to go
ahead and execute the letter from Boyle with the understanding
that the County agrees to what was just said and they can go
ahead with the mitigation plan. He noted they asked him to sign
a statement to that effect.
Chairman Scurlock advised that the Motion gives Director
Davis the authority to do that.
(19.) New Base Station & Radios for Engineering Div. & Traffic
Engineering Div., including Budget Amendment
The Board reviewed memo from the Public Works Director:
TO: Charles P. Balczun,
County Administrator
FROM: James W. Davis, P.E.
Public Works Director
SUBJECT: New Base Station and Radios for Engineering Division
and Traffic Engineering Division including Budget
Amendment.
REF. MEMO: Florinda Mazzarella, Engineering Secretary to James
Davis dated Jan. 14, 1988
DATE: February 23, 1988
DESCRIPTION AND CONDITIONS
In the past year, most County Divisions have had new radios
installed in vehicles and frequencies have changed. The County
Engineering Division and Traffic Division had planned to budget
new radios during FY88/89, but this results in the present in-
ability of the Engineering Division to communicate with other
Divisions. Attached is a memo from Ralph Brescia indicating the
cost to go to the new frequencies.
ALTERNATIVES AND ANALYSIS
The Alternatives are as follows:
Alternative No. 1
Road &.Bridge had larger cash forward balance than
anticipated on October 1, 1988. There are sufficient funds to
purchase the radios this year so that the Engineering and Traffic
Engineering Divisions can communicate with other divisions.
Alternative No. 2
Delay purchasing the radios until FY 1988/89 budget year.
RECOMMENDATIONS AND FUNDING
It is recommended that funds be encumbered from the
Road & Bridge Division Cash Carry Forward to purchase the radios
this year at a cost of approximately $12,925. The attached
budget amendment is also recommended for approval.
35
MAR 1 1988
BOOK .71 H JE 133
Chairman Scurlock noted that he asked for this item to be
pulled off the Consent Agenda because he has problems with using
Cash Carry Forward and contingency. We had a lot of criticism
this year about building up our reserves.
OMB Director Baird explained that we had a higher cash
forward than anticipated in Road & Bridge, and in governmental
accounting, cash forward is a revenue item.
The Chairman believed it is also used as a contingency item.
OMB Baird agreed that on occasion it is, but he wished to
point out that we have used up all the contingency in Road &
Bridge on the salary adjustment.
Chairman Scurlock noted that when you look at the
number of people Director Davis has been trying to hire for R&B
but hasn't been able to, you are talking 17-18 positions and even
as high as 23 at one point, and when you have five months of 17
positions that have not been filled, you are talking over
$300,000. The Chairman stressed that he is not being critical of
Director Davis, but we have had these questions raised by the
public regarding our reserve for contingencies.
OMB Director Baird advised that he will bring an analysis
back to the Board on all of our contingency funds. He believed a
tot of the publicity we received on this was unfair. For
instance, in the General Fund we are down to $360,000 out of the
1.2 million, or 22% left of what we had budgeted and the Sheriff
is now looking for $170,000 out of that remainder. Director
Baird continued that he is also doing a survey of the counties
and cities in the state to prove that we do not have an
excessively high contingency reserve, and he will bring all this
information back to the Board and make a presentation.
Chairman Scurlock did believe we will have a higher than
anticipated cash carry forward, which actually is a pool of money
available. For example, although he believed R&B is doing an
excellent job on their estimating, the bids have been coming in a
�R 11988
36
BOOK 71 ou 1:34
little lower than anticipated, and they have some surplus in
their capital account.
Commissioner Eggert asked why we then aren't purchasing
these radios out of the capital account.
OMB Director Baird explained we are purchasing it out of
capital, but this isn't R&B; this is Engineering, Traffic
Engineering, and Public Works. They are in the same fund but a
different department, and he can't cross the lines.
Public Works Director Davis informed the Board that they had
planned on making this request next budget year; however, RSB is
17 people down; they are having to pull people from other jobs to
supplement crews; and they need radios to communicate.
Commissioner Bird felt there is no doubt that the radios are
needed and it is just a question of where. the funds come from.
ON MOTION by Commissioner Bird, SECONDED by Commis-
sioner Bowman, the Board unanimously approved staff
recommendation to encumber funds from the RSB Division
Cash Carry Forward to purchase the radios as described
at a cost of approximately $12,925 and approved Budget
Amendment #028.
TO: Members of the
Board of County Commissioners
FROM: Joseph A. Baird
OMB Director
SUBJECT: BUDGET AMENDMENT
NUMBER: 028
DATE: February 24, 1988
Entry Number
Fund/Department/Account Name
Account Number
Increase
Decrease
REVENUE
1.
Cash Forward
111-000-389-040.00
12,925
0
EXPENSE
Engineering/Communication Equip
111-244-541-066.45
4,925
0
Traffic Eng./Come. Equipment
111-245-541-066.45
8,000
0
Commissioner. Bowman asked if the problem of not being able
to hire the 17 people is due to a job classification problem, and
Director Davis advised that they are having a tremendous problem
37
V1A1 1 1988
BOOK 71. FAGE 1,35
keeping maintenance workers; they have lost 3 or 4 in the last
few weeks mainly because they can find better paying positions
elsewhere.
Question followed as to when the job classification and
salary study will be completed. Administrator Balczun believed
it should be done about mid March, and he will check on it.
Commissioner Eggert asked Director Davis how he is
progressing with finding an Assistant Public Works Director, and
Director Davis reported that the two top candidates for that
position did not show up for the interview, and he now is down to
about the 4th or 5th on the priority list. He did interview one,
but he had no road building experience, and Director Davis felt
that is critical knowledge for this position.
Chairman Scurlock asked OMB Director. Baird to prepare
something for the Board to go over Cash Carry Forward and contin-
gency, and Director Baird confirmed that for the next budget
season, his office will do a complete cash flow analysis and, in
fact, they are working on it right now.
Commissioner Eggert commented that on this particular agenda
she finds more and more items in the Consent Agenda that she did
not think should be in there because there is either too much
discussion on them or too many alternatives. She felt we are
loading the Consent Agenda with items that aren't, purely consent
with no problems attached to them, and she would like to see them
reviewed a little more carefully.
Chairman Scurlock agreed that anything on the Consent Agenda
should be.a non -controversial and routine item that does not
require any discussion.
PUBLIC HEARING - AMENDING FIRE PREVENTION CODES AND STANDARDS
The hour of 9:05 o'clock A.M. having passed, the Deputy
Clerk read the following Notice with Proof of Publication
attached, to -wit:
38
j BAR 11988
BOOK
71FArx.,36
VERO BEACH PRESS -JOURNAL
Published Daily
Vero Beach, Indian River County, Florida
COUNTY OF INDIAN RIVER: STATE OF FLORIDA
Before the undersigned authority personally appeared J. J. Schumann, Jr. who on oath
says that he is Business Manager of the Vero Beach Press -Journal. a daily newspaper published
at Vero Beach in Indian River County, Florida; that the attached copy of advertisement. being
8
in the matter 01 arn.frit-.1272104. t z
in the Court,�ywas pub-
lished in said newspaper in the issues of ���� G� /f 17
affiant further says that the said Vero Beach Press -Journal is a newspaper published at
Vero Beach, in said Indian River County. Florida. and that the said newspaper has heretofore
been continuously published in said Indian River County. Florida. each daily and has been
entered as second class mail matter at the post office in Vero Beach, in said Indian River Coun-
ty, Florida, for a period of one year next preceding the first publication of the attached copy of
advertisement; and affiant further says that he has neither paid nor promised any person, firm
or corporation any discount, rebate, commission or refund for the purpose of securing this
advertisement for publication in the said newspaper. /� �lr'
Sworn to and subscribed befor met is /41ay o G D. 19 X X
1 /1 ! /•i !.1 //' . 3
r\,
(Clerk o h Gircuit t•,-tl� isln`Siver County, Florida)
(SEAL)
1 ' , (By ess Manager)
NOTICE
The Board of County Commissioners of Indian.
River County, Florida, hereby provides notice of
a Public Hearing scheduled for 9:05 A.M. om
March 1, 1988, to discuss a proposed ordinaneel
relating to Indian River County entitled:
AN ORDINANCE OP INDIAN RIVER COUNTY.,
FLORIDA, MAKING ADDITIONS, DELETIONS:
AND AMENDMENTS TO ARTICLE IX (FIRE PRE-:
VENTION CODES AND STANDARDS), CODE OF.
LAWS AND ORDINANCES OF INDIAN RIVER
COUNTY; PROVIDING FOR CONFLICTING.
PROVISIONS: PROVIDING FOR SEVERABILITY;
PROVIDING FOR INCORPORATION IN THE
CODE: AND PROVIDING FOR AN EFFECTIVE
DATE.
Anyone who may wish to appeal any decision
which may be made at this meeting will need to
ensure that a verbatim record of the proceed-
ings is made, which includes testimony and evi-
dence upon which the appeal is based.
INDIAN RIVER COUNTY
BOARD OF COUNTY COMMISSIONERS
DON C. SCURLOCK, JR., CHAIRMAN
FEBRUARY 10,1988
Attorney Vitunac advised that this is a routine ordinance to
update the code as per the following memo:
TO:
FROM:•-,
DATE:
SUBJECT:
Board of County Commissioners
William G. Collins 11 - Assistant County Attorney
February 5, 1988
Updating Ordinance
Florida Statute 633.025 requires updating
codes to the most recent editions.
AAR 1 1
This ordinance accomplishes the update.
39
local fire
MK 71 r,1 E 137
The Chairman determined that no one present wished to be
heard and thereupon declared the public hearing closed.
MAR 16
ON MOTION by Commissioner Wheeler, SECONDED by Com-
missioner Bowman, the Board unanimously adopted
Ordinance 88-11 updating the Fire Prevention Codes.
ORDINANCE NO. 88-11
AN ORDINANCE OF INDIAN RIVER COUNTY,
FLORIDA MAKING ADDITIONS, DELETIONS AND
AMENDMENTS TO ARTICLE IX (FIRE
PREVENTION CODES AND STANDARDS), CODE OF
LAWS AND, ORDINANCES OF INDIAN RIVER
COUNTY; PROVIDING FOR CONFLICTING
PROVISIONS; PROVIDING FOR SEVERABILITY;
PROVIDING FOR INCORPORATION IN THE CODE;
AND PROVIDING FOR AN EFFECTIVE DATE.
BE IT ORDAINED by the Board of County
Commissioners of Indian River County:
SECTION 1.
Section 4-110, Code of Laws and Ordinances is
amended to read:
Section 4-110. Adoption.
Indian River County and the respective fire
districts in Indian River County hereby adopt the following
codes for the purpose of prescribing rules and regulations
governing conditions that could cause a potential hazard to
life and property:
(1) The Fire Prevention Code, 1976 Edition,
recommended by the American Insurance
Association, as amended.
(2) The National Fire Protection Association,
(NFPA) 101, Life Safety Code, 60t0014f /Y101YH
10$1 1985 edition.
(3) National Fire Protection Association,
Standard for the Storage and Handling of
Liquified Petroleum Gases (NFPA "54", 19$0
1984 edition and "58", 19$3 1986 edition).
988
40
BOOK
�1 F,;r.138
(4) The state fire marshal's rules and
regulations of Florida, promulgated by the
division of state fire marshal.
(5) The Standard Fire Prevention Code, 1987
id 1 f 1 66 / hi V YM I IVg8131 / lame** nrekt/t/s/ / k hOkk b 19 8 5
edition, OtiOdldifid as adopted by the
Southern
Building Code Congress
International. IV1
These codes are adopted by reference as if fully
set forth herein. Not less than three (3) copies of each
code shall be filed in the office of the clerk of the
circuit court of Indian River County for reference.
SECTION 2.
Conflicting Provisions.
Special acts of the Florida legislature applicable
only to unincorporated areas of Indian River County, County
ordinances and County resolutions, or parts thereof, in
conflict with this ordinance are hereby superseded by this
ordinance to the extent of such conflict.
SECTION 3.
Severability.
If any section, or if any sentence, paragraph,
phrase, or word of this ordinance is for any reason held to
be unconstitutional, inoperative, or void, such holding
shall not affect the remaining portions of this ordinance,
and it shall be construed to have been the legislative
intent to pass the ordinance without such unconstitutional,
invalid or inoperative part.
SECTION 4.
Incorporation in Code.
This ordinance shall be incorporated into the Code
of Laws and Ordinances of Indian River County and the word
"ordinance" may be changed to "section", "article", or other
appropriate word and the sections of this ordinance may be
renumbered or relettered to accomplish such purposes.
[MR i 1988
41 BOOK 71 F'AC E 139
SECTION 5.
Effective Date.
This ordinance shall become effective upon receipt
from the Secretary of State of the State of Florida of
official acknowledgment that this ordinance has been filed
with the Department of State.
Approved and adopted by the Board of County
Commissioners of Indian River County, Florida, on this 1st
day of March _ 1988.
This ordinance was advertised in the Vero Beach
Press -Journal on the 10th day of February , 1988, for a
public hearing to be held on the 1st day of March
1988, at which time it was moved for adoption by
Commissioner Wheeler , seconded by Commissioner
Bowman • and adopted by the following
vote:
Chairman Don C. Scurlock, Jr. Aye
Vice Chairman Gary C. Wheeler - Aye
Commissioner Margaret C. Bowman Aye
Commissioner Richard N. Bird Aye
Commissioner Carolyn K. Eggert - Aye
BOARD OF COUNTY COMMISSIONERS
OF INDIAN RIVER COUNTY,
FLORIDA
By:
PROPOSED SETTLEMENT - GREEN PROPERTY (N. OF ADMINISTRATION BLDG.)
Administrator Balczun reviewed the following proposal to
accept the settlement:
1 1988
112
BOOK 71 Pr,u 140
TO: Board of County Commissioners DATE: February 18, 1988 FILE:
FROM:
Charles P. Balczun
County Administrator
SUBJECT:
REFERENCES:
PROPOSED SETTLEMENT -
GREEN PROPERTY
We have received an offer of settlement in condemnation proceedings with
respect to the Green property at 2706 20th Avenue, Vero Beach.
BACKGROUND
This parcel is in the area originally contemplated for health facility
construction north of the County Administration Building.
Our appraisal for
$22,000. This was
property appraised
property at $23,000. -
estimated demolition
purposes of a Declaration of Taking last year was
disputed by the Petitioner who subsequently had the
for her purposes. Petitioner's appraisal valued the
The $23,000 reflects a land value of $25,000 less the.
cost of the structure approximating some $2,000.
Mrs. Green's attorney, Chester Clem, proposes to settle this matter for
$1,000 plus attorney's fees of $1,850.
ANALYSIS
Mrs. Green was paid $22,000 by the County at the time of the Declaration of
Taking. The County is responsible for attorney's fees whether or not the
settlement is accepted; however, if the matter is litigated, attorney's
fees will be substantially more than the current level of $1,850.
Additionally, the County Attorney's office estimates Mrs. Green's
attorney's fees for which the County would be responsible could amount to
$6,500 - $8,500 in the event of litigation.
The proposed settlement reflects a land cost of $3.68/sq. ft. which is the
same price settled on recently for the adjoining Montgomery property.
RECOMMENDED SETTLEMENT
To Mrs. Green for the Fair
Market Value of the Property:
Less Previous Payment to. Mrs. Green:
Net Payment:
To Mr. Clem for Attorney's Fees:
To Armfield Wagner, Inc. through
Mr.- Clem for Appraisal Costs
incurred:
NET SETTLEMENT AMOUNT:
RECOMMENDATION
Accept the settlement proposal since it does not make economic sense to
expend $6,500 - $8,500 for the purpose of reducing land cost by $1,000.
$23,000.00
- 22,000.00
$ 1,000.00
$ 1,850.00
1,842.50
$ 4,692.50
43
rk 11988
BOOK 71 F,,q,t 141
ON MOTION by Commissioner Eggert, SECONDED by Com-
missioner Bowman, the Board unanimously authorized
accepting the settlement proposal on the Green
property in the net amount of $4,692.50 as recom-
mended by staff.
Commissioner Bird inquired if Attorney Vitunac had reviewed
the figures in regard to the attorneys' fees and determined
whether he felt the costs set out are reasonable.
Administrator Balczun explained staff looks at them with a
view to what the court costs are going to be, but Commissioner
Bird stated that he would feel more comfortable if Attorney
Vitunac was also looking at some of these.
Attorney Vitunac confirmed they always look at the amount.
He had no problem with the numbers presented and noted that if he
had felt they were out of line, he would bring it to the
Administrator's attention.
JAIL - PHASE II, ARCHITECTS' REQUEST FOR ADDITIONAL COMPENSATION
Owners' Authorized Representative "Sonny" Dean reviewed the
following:
TO:
COUNTY ADMINI TRATOR
CHARLES P. BALCZUN
FROM: H. T. DEAN
OWNERS AU ORI ED REPRESENTATIVE
DATE: FEBRUARY 18, 1988
SUBJECT: INDIAN RIVER COUNTY JAIL -PHASE II
ARCHITECTS' REQUEST FOR ADDITIONAL COMPENSATION
W. R. Frizzell, Architects, have requested payment of $20,114.41 for
additional services incurred due to the general contractor not
completing the subject project on time.
In accordance with the County Attorney's opinion, the charges are
justified as defined under paragraph 6.1.3 of the contract documents.
Since the contractor was the cause of the delay of completion, it is
recommended that the $20,114.41 be deducted from the general
contractor's retainage.
CWR .� 1988
44
BOOK FaGc.14
Commissioner Wheeler agreed with the recommendation, but
pointed out that the wording in Attorney Brennan's memo says
don't believe" the claim is valid, but "it could be," which
would indicate to him that the attorney does not know.
Attorney Vitunac advised that we do know what the contract
says and what the requirements are. The contract requires us to
pay if the initial contract is extended, which it wasn't, or
exceeded, which it was through no fault of the architect; so, our
only doubt is whose fault was it. Owners Representative "Sonny"
Dean, therefore, would have to say the architect was faultless,
in which case we would have to pay this $20,000, but if the
architect has contributed to this delay somehow, they could be
compromised on the amount.
Attorney Vitunac confirmed that he had suggested to Mr. Dean
that perhaps we should take this out of the retainage from the
contractor, but on further review, the law says our liquidated
damages, which are $250.00 a day, are our sole recourse, and we
would lose that to the contractor if we tried to withhold the
$20,000 out of Schopke's money. What Attorney Brennan has
recommended, after attending an AIA conference, is to increase
our future liquidated damages from $250 a day up to more like
$1,500 a day. Obviously, $250 a day for a jail sitting empty is
totally inadequate. Our problem is that years ago when the
contracts were entered into, the liquidated damages were too
lenient.
Questions arose regarding our relationship with the
contractor and the architect, who hires whom, etc., and
Commissioner Bird asked how the fact that the project is delayed
by the contractor causes the architect to incur additional
expenses.
Mr. Dean explained that the architect states he is still
administering and having people check on the project, and
Attorney Vitunac confirmed that the architect has met with us
almost weekly, and he is based over in Fort Myers. His original
"I
45
MAR 11988
Boort 71 FH.,E 143
price was estimated on a certain completion date, and the project
has gone many months beyond that date.
Commissioner Bird noted that Mr. Disney of Frizzell
indicates in his bill that he has spent well over 200 hours on
this project because of this delay, and that is a lot of time.
Chairman Scurlock noted that we are paying for their travel
back and forth; Mr. Dean pointed out they also charge for each
phone call, each piece of correspondence, etc.; and Administrator
Balczun did not feel, just considering the time our staff devoted
to this electronic problem, that those hours are beyond the realm
of believability.
Commissioner Wheeler wished to know how much they owe us in
liquidated damages up to date, and Mr. Dean advised that it has
not been totaled up because they still are in liquidated damages
today.
Mr. Dean informed the Board that the building is ready to
move into today, but there is a staffing problem that has to be
addressed and he believed the Board will see something from the
Sheriff on this as soon as they have official notification from
the D.O.C.
Discussion was interjected at this point at considerable
length as to the new information that 13 more correctional staff
will be needed. (This discussion is included in the Minutes
after the conclusion of action on the Architects' request for
additional compensation.)
Commissioner Bird referred back to Frizzell's request for
additional compensation and wished to know if this is their final
bill or if their meter is still running - if we pay this $20,000,
what date does that pay them up to?
46
MAR 11999
BOOK 71 PAGE 144
Mr. Dean believed their meter is still running and advised
that the date this would pay them up to is January 7, 1988.
Attorney Vitunac stated that from the legal side he is
recommending that we pay whatever "Sonny" Dean can certify is a
fair bill. He pointed out that this bill has not been bargained
down by us at all.
Commissioner Bird still wanted to know just when the meter
started running, and Mr. Dean advised that the cut-off date, or
the date for substantial completion, was 305 days after the
notice to proceed, plus or minus the days added for rain, etc.
ON MOTION by Commissioner Bird, SECONDED by Commis-
sioner Eggert, the Board unanimously directed staff
to come back to the Commission with a negotiated
settlement with Frizzell, Architects, and a more
detailed breakdown and accurate dates.
DISCUSSION OF NEED FOR ADDITIONAL PERSONNEL FOR JAIL - PHASE 11
(Added to Agenda)
Commissioner Wheeler confirmed that additional officers will
be needed because we changed the function of that building from
minimum security to kind of a medium/minimum range.
Chairman Scurlock noted that last year the Sheriff gave us
back $465,000 in his salary account because we budgeted for what
was required by the state and he just couldn't fill those
positions; in fact he is still four short of filling them.
Captain Bob Reese submitted the following letter to the
Board:
MAR 1 1988
47
BOOK 71 Pa x.145
<6fjeriff
P. 0. BOX 608
PHONE 369.6700
March 1, 1988
R.T."TIM" DOBECK • INDIAN RIVER COUNTY
MEMBER FLORIDA SHERIFFS ASSOCIATION
MEMBER OF NATIONAL SHERIFFS ASSOCIATION
VE I0 BEACII, FLORIDA 32961-0608
Honorable Don C. Scurlock, Jr., Chairman
Indian River County Board of Commissioners
1840 25th Street
Vero Beach, FL 32960
Dear Doug:
Please consider this an official request for an additional $185,943 in order to staff an
additional thirteen (13) personnel for the Indian River County Sheriff's Department
Corrections Division. Attached is a staffing plan which will describe the necessary
increase, and supportive budget information.
Pursuant to a telephone conversation with Percy Folsom, Department of Corrections, on
Friday, February 26, 1988, during which he informed me we would not be able to open
Phase II with the current staff. The Department of Corrections Jail Committee has
reviewed our architectural plans and staffing and after conferring with me, came to the
decision that we need an additional thirteen (13) personnel before Phase II could be
operational. Upon hiring and training of these personnel they will issue the County
Certificate of Occupancy for Phase II. Increasing the custody classification of Phase II
from minimum to medium/minimum requires the additional personnel. The entire facility
will be operated as one unit instead of two (2) separate units, as initially planned. As
soon as I receive a written confirmation from the Department of Corrections, I will
forward same to you.
If you have any further questions or need additional information, please feel free to
contact me.
Sincerely,
R. T. "TIM" DOBECK, SHERIFF
M. L. "Bob" Reese, Captain
Corrections Division
Chairman Scurlock stated that as he understood it in talking
with the Sheriff, he could take personnel from the existing first
phase and open the new facility with them as long as we had a
commitment to budgeting for and pursuing the hiring of the
additional 13 people.
Captain Reese clarified that he can take other people from
Phase I and integrate them with the 13 additional to get the
facility open, but the D.O.C. says they must have the 13 people
on staff.
LIAR 11999
48
BOOK 71 FA E146
Attorney Vitunac confirmed that the 13 people have to be
hired even though they are not trained adequately.
Chairman Scurlock noted that this would mean we can't open
the jail until these people are on staff, and if that is so, he
felt it is time we took a little stronger position with the
D.O.C. We can't even hire these people, and would we rather have
some uncertified people operating the jail, or would it be
preferable to keep a 4 million dollar complex closed and
prisoners out on the street. That doesn't make any sense, and
the Chairman felt it is time to say we will make a commitment to
hire the required people as soon as we can. but if we can't, we
are going to open the jail with what we have got and go ahead and
sue us.
Commissioner Eggert's question was whether we have no choice
but to provide the funds to hire these people whether the people
are on board or not, and Chairman Scurlock believed the only
choice we have would be to disagree with their estimate of
staffing totally. He noted that the requirement for thirteen
additional staff is an administrative ruling. There is no
federal or state statute that spells out this number; it is the
D.O.C.'s interpretation of the manning level that is adequate to
keep your liability under control.
Commissioner Eggert asked if there is adequate staff hired
at this moment to open the new jail.
Captain Reese advised that, according to Chapter 33-8 of the
D.O.C. statutes which he has to follow, there is not, and the
D.O.C. will not issue a certificate of occupancy for that
facility.
Attorney Vitunac cautioned the Board that while they can be
belligerent with the D.O.C., the D.O.C. could file an injunction
to close the jail down, and he just wished the Board to be aware
that they stand at this risk.
Chairman Scurlock felt what we need is some reasonableness
about this whole situation, and possibly we could have a program
MAR 1 1988
49
BOOK 71 PAGE 147
to blend certified personnel with uncertified along with a
training program.
Commissioner Wheeler believed we are a long way from
anything reasonable. He noted that last year the state spent 60
million on jails for 12 million people while we have spent 12
million for 80,000 people, and now the state is trying to figure
out a way to dump prisoners back onto the county for two years
rather than one. Our problem is only going to worsen.
Chairman Scurlock pointed out that on TV he has seen
prisoners in a state institution being housed in tents, and yet
they are telling us we can't put prisoners in our brand new jail.
Doug Wright, Emergency Management Director, and former
employee of the D.O.C., informed the Board that before he left
the employ of the state, he was involved in considerable
litigation involving counties, and he believed the judges were
sympathetic to counties that were doing everything in their power
to mitigate these problems. He is not here recommending we get
the issue before a judge, but from what he has seen, he did feel
Indian River County is making every effort and that possibly it
is time to sit back down with the D.O.C. and see what they can do
to help us short of going to court.
Chairman Scurlock asked what kind of standards the D.O.C.
applies to themselves in that we can't do what they do in the
state prison system.
Director Wright confirmed their standards are different and
applied differently.
Discussion ensued at length regarding the frustrating
position the county is in, and Director Wright pointed out that
we did change the use of the facility, and that, in turn, changed
the staff requirements.
ON MOTION by Commissioner Eggert, SECONDED by Commis-
sioner Bird, the Board unanimously added discussion re the
need for additional correctional personnel to the agenda.
50
WAR i 1988
BOOK .71 PACE 148
Chairman Scurlock noted that we have a C.O. from Building
Director Rymer but not from the state, and wished to know if we
can tell the Sheriff to move prisoners in whether we have the
state certificate or not.
Administrator Balczun advised that the C.O. from our
Building Director is a certificate of occupancy; the D.O.C.
certificate is a certificate of use.
The Chairman asked what could happen if we proceed without
the D.O.C. certificate, and Attorney Vitunac advised that the
D.O.C. could shut down the jail; also, possibly the Sheriff would
not agree to move into an uncertified jail; and thirdly, any
incidents in the new jail - rape, mayhem, etc. - then would
result in lawsuits that allege we have opened an unsafe,
uncertified jail, and our liability might go sky high. He
suggested that perhaps we could initiate a lawsuit to see if we
can go in and open the jail.
Commissioner Wheeler suggested that we call Percy Folsom of
the D.O.C. and also write him advising that we are budgeting for
and attempting to hire the required personnel, and then if the
D.O.C. does not wish to cooperate, as a last result, go to court.
Attorney Vitunac believed the Sheriff's people would have to
certify a certain level that they could actually open and operate
the jail at even if it is not up to standards.
Questions followed as to how the Sheriff would feel about
going ahead and opening the jail and whether he possibly could
use certified people from Phase 1 to open the new facility.
Captain Reese did not feel they could. He informed the
Board that he has 210 prisoners today, and he is 123 over
capacity for Phase 1.
Commissioner Wheeler did not understand how they could have
that many over the allowed number, and Captain Reese explained
that it is due to the classification they have to go by. For
instance, you can't take a murderer or rapist and put them in a
facility with no bars. Also, you must have 24 hour visual
R 11988
51 BOOK 71 Fc E 149
contact over mentals and juveniles. Captain Reese stressed that
he talked to Mr. Folsom Friday, at which time he said when they
hired the people and had them on staff and trained, then they
could open the facility.
Chairman Scurlock believed that could take nine months or
more, and we are still four short on the existing positions that
were supposed to be filled. He noted that he would like to get
on an airplane and go talk to Mr. Folsom.
Attorney Vitunac recommended that as soon as the Sheriff
will certify to us that he can open the facility with the
personnel he has on hand, we then go ahead and open even if it is
not up to state standards.
Chairman Scurlock noted that would be with the money
budgeted and available to hire more, and Commissioner Eggert
believed we need that money in the budget no matter what we do.
Emergency Director Wright informed the Board that Mr. Folsom
does not have the total final say. There is a Jail Review
Committee that meets every Monday and entertains these kind of
issues, and that may be a process we can utilize.
Discussion followed as to whether the Board must take action
today on the request for $185,000.
OMB Director Baird stated that he would like to have a
budget amendment in stages since it is possible that a month from
now the Sheriff would have been able to hire only five people.
Commissioner Eggert believed that in order to talk to the
D.O.C. we need a good faith addition to our budget that will
cover all of this. Normally she would agree with OMB Director
Baird about the phasing, but she did not believe we have the time
or the option here.
Commissioner Wheeler agreed that the first thing we need is
the money in the budget. He asked Attorney Vitunac if he felt we
could get on the phone with the D.O.C. and solve this.
OR 119$8
� _ J
52
BOOK 71 F E 150
Attorney Vitunac noted we could just give some money to the
Sheriff to hire some personnel, and as soon as he is comfortable
with the people he has, we will go to Tallahassee through Percy
Folsom and get a variance to open the jail, but we can't go to
Tallahassee until the Sheriff can certify he is ready to open up
this facility.
Commissioner Bird asked when we received the staffing letter
from the D.O.C. that says what we have to have and shows us to be
13 short. How long have we known that?
Captain Reese answered about a week.
Discussion continued in regard to the amount of money to put
in the budget, the fact that the money probably would be phased
in anyway because the Sheriff will not be able to hire them all
at once, the fact that the Sheriff is not at full staff now, etc.
ON MOTION by Commissioner Eggert, SECONDED by Commis-
sioner Wheeler, the Board unanimously authorized putting
up to $185,000 in the budget for the hiring of the
additional correctional personnel with the understanding
that we are trying to work out something with the D.O.C.
CONSULTING ENGINEERING FIRMS - SELECTION COMMITTEE REPORT
Administrator Balczun reviewed the following:
53
MAR 11988
BOOK 71 pqg. 151
TO:
FROM:
SUBJECT:
CHARLES P. BALCZUN DATE: FEBRUARY 4, 1988
COUNTY ADMINISTRATOR
TERRANCE G. PINTO
DIRECTOR OF UTILITY SERVICES
MEETING - JANUARY 28, 1988 - SELECTION COMMITTEE
CONSULTING ENGINEERING FIRMS - QUALIFICATIONS
COMMITTEE MEMBERS:
DATE:
Charles Balczun, County Administrator
Jim Davis, Director of Public Works
Perry Mattes, Assistant County Administrator
Terry Pinto, Director of Utility Services
Doug Scurlock, Chairman, BCC
JANUARY 28, 1988 - 9:30 A.M.
The Committee discussed the consulting engineering firms qualifications
and experience in Indian River County and outside of the County.
The Committee discussed method of categorizing work areas for which
each engineering firm..would be contracted.
The Committee looked at all possible conflicts of interest with any of
the engineering firms selected.
The Committee recommended that the contracts be granted covering work
in the stated classifications to the listed firms, in the following
methods:
CLASSIFICATION #1: SURVEYING OTHER THAN DIRECTLY RELATED TO DESIGN
PROJECT.
On an INDIVIDUAL JOB BASIS, the County shall
receive quotations from the following firms:
1. Beindorf & Associates
2. Carter & Associates
3. Lloyd & Associates
4. Masteller, Moler & Reed, Inc.
CLASSIFICATION #2:
DESIGN, PERMITTING, BIDDING, CONSTRUCTION
MANAGEMENT OF WATER TREATMENT PLANTS:
The firms are short-listed to three companies:
1. Camp, Dresser & McKee
2. DSS Engineers
3. Post, Buckley, Schuh & Jernigan
The Committee will schedule interviews with these
three firms to determine ranking order for
recommendation to the Board.
Firms will be ranked in the order in which
negotiations will proceed, dropping to the second,
third, or fourth firm if negotiations are not
successful.
CLASSIFICATION #3: DESIGN, PERMITTING, BIDDING, CONSTRUCTION,
MANAGEMENT OF WASTEWATER TREATMENT PLANTS:
This classification has to be divided into two
areas: Treatment plants up to 3MGD;
Treatment plants over 3MGD.
UP TO 3MGD OVER 3MGD
Masteller & Moler
Camp, Dresser & McKee
Post, Buckley, Schuh
54
MAR. 1 1988
Camp, Dresser & McKee
Post, Buckley, Schuh,etc.
Smith & Gillespie
BOOK 71 A rE 152
CLASSIFICATION #4:
CLASSIFICATION #5:
CLASSIFICATION #6:
CLASSIFICATION #7:
CLASSIFICATION #8:}
}
CLASSIFICATION #9:}
}
CLASSIFICATION #10:
Firms are ranked in the order in which negotiations
will proceed, dropping to the second, third, or
fourth firm if negotiations are not successful.
SLUDGE & SEPTAGE TREATMENT
Three firms recommended are:
1. Camp, Dresser & McKee
2. Post, Buckley, Schuh & Jernigan
3. Boyle Engineering Co.
Firms are ranked in the order in which negotiations
will proceed, dropping to the second, third, or
fourth firm if negotiations are not successful.
EFFLUENT USE AGRICULTURAL
1. Camp, Dresser & McKee
2. Post, Buckley, Schuh & Jernigan
3. Dyer, Riddle Associates
Firms are ranked in the order in which negotiations
will proceed, dropping to the second, third, or
fourth firm if negotiations are not successful.
EFFLUENT DISPOSAL GOLF COURSE RE -USE & PERC PONDS
1. Camp, Dresser & McKee
2. Post, Buckley, Schuh & Jernigan
3. G. & E. Engineering
Firms are ranked in the order in which negotiations
will proceed, dropping to the second, third, or
fourth firm if negotiations are not successful.
EFFLUENT DISPOSAL RE -USE - OTHER
The firms are short-listed to three companies:
1. Post, Buckley, Schuh & Jernigan
2. Camp, Dresser & McKee
3. Dyer, Riddle
The Committee will schedule interviews with these
three firms to determine ranking order for
recommendation to the Board.
Firms will be ranked in the order in which
negotiations will proceed, dropping to the second,
third, or fourth firm if negotiations are not
successful.
PROJECT MANAGEMENT & INSPECTION NOT RELATED TO THE
FIRM'S OWN DESIGN PROJECT *(See Classification #11)
EFFLUENT LINE EXTENSIONS; RELATED PUMPING STATIONS
*(See Classification #11)
}WASTEWATER GRAVITY & FORCE MAIN CANAL AND RELATED
}PUMPING STATIONS *(See Classification #11)
CLASSIFICATION #11:}WATER LINE EXTENSIONS AND RELATING PUMPING STATIONS
)The Committee recommends quotations be received on
a job -to -job basis for Classifications #8 through
#11 from the following firms:
1. Lloyd & Associates
2. Marshall, McCully & Associates
3. Masteller & Moler
55
MAR 1 1988
BOOK 71 FACE 153
CLASSIFICATION.#12: WATER STORAGE TANKS
Receive quotations from:
1. Lloyd & Associates
2. Boyle Engineering
3. Camp, Dresser & McKee
4. Masteller & Moler
CLASSIFICATION #13: The Committee recommends that the firms of
Marshall, McCully & Associates, Boyle Engineering,
Masteller & Moler Associates, Camp, Dresser & McKee
have a contract with pre-set rates for review.
Review will be assigned based on project type and
no conflict possibilities.
CLASSIFICATION #14: HYDROGEOLOGICAL STUDIES - separate from specific
design projects. Recommended are:
1. Camp, Dresser & McKee
2. Post, Buckley, Schuh & Jernigan
3. G & E Engineering
Firms will be chosen on a quotation basis with
elimination if conflict exists.
CLASSIFICATION #15: SPECIAL PROJECTS
The Committee recommends the selection of Camp,
Dresser & McKee, G & E Engineering, Post, Buckley,
Schuh & Jernigan, and Dyer, Riddle. One firm will
be picked according to what the project is. Cost
will be negotiated and will be submitted to the
Board.
CLASSIFICATION #16: WATER MASTER PLAN
The Committee recommends we continue with the
existing contract with Boyle Engineering with Camp,
Dresser & McKee as second firm and Post, Buckley,
Schuh & Jernigan as third firm which will be picked
if Boyle does not meet County requirements.
CLASSIFICATION #17: WASTEWATER MASTER PLAN
The Committee recommends we continue with the
existing contract with Camp, Dresser & McKee, with
Boyle Engineering as second firm and Post, Buckley,
Schuh & Jernigan as third firm which will be picked
if CDM does not meet County requirements.
CLASSIFICATION #18: COMPUTER ANALYSES - WATER
1. Boyle Engineering
2. Camp, Dresser & McKee
3. Post, Buckley, Schuh & Jernigan
Firms are ranked in the order in which negotiations
will proceed, dropping to the second, third, or
fourth firm if negotiations are not successful.
56
MAR 11988
BOOK 71 PACE 154
CLASSIFICATION #19: COMPUTER ANALYSES - WASTEWATER
1. Camp, Dresser & McKee
2. Boyle Engineering
3. Post, Buckley, Schuh & Jernigan
Firms are ranked in the order in which negotiations
will proceed, dropping to the second, third, or
fourth firm if negotiations are not successful.
CLASSIFICATION #20: COMPUTER SOFTWARE UTILITIES
1. Camp, Dresser & McKee
2. Boyle Engineering
3. Post, Buckley, Schuh & Jernigan
CLASSIFICATION #21: FORMULATION OF ASSESSMENTS
1. Lloyd & Associates
2. Camp, Dresser & McKee
3, Masteller & Moler Associates
Each project engineer will be selected, based on
specific need.
CLASSIFICATION #22:}IMPACT FEE REVIEW - WATER
CLASSIFICATION #23:}IMPACT FEE REVIEW - WASTEWATER
The Committee will send out Requests for Proposals.
when needed.
Commissioner Eggert requested that it be explained what
Classifications #13 and #15 are, i.e., what does review mean in
this context?
Utilities Director Pinto advised that if, for instance, we
had a development submitted to us that we wanted some help in
reviewing, we would select one of these firms to do that work,
•but after they preset their rates, we would select a firm based
on whether we anticipated any conflict or not. For example, if
we were going to put Grand Harbor out for review, we wouldn't
hire the same firm who designed it to do the review.
Commissioner Eggert asked about #15 and if that would be
something like a computer project, and was informed it is Tike
Blue Cypress, for example.
57
A 11988
BOOK 71 PNCE 155
Director Pinto informed the Board that this type of arrange-
ment has not been done before in Indian River County and not in
many other places. We have set up 23 separate categories, and in
a major portion of them where we do most of our smaller work
right now - water lines extensions and related pumping stations,
wastewater line extensions, etc., we have preselected the firms
because they are jobs where we can specify the scope very
clearly. Those firms will give us quotations when the time
comes, and it will consist of their total cost and a time period
for completion of the project. There are three areas included
that are larger in scope where it is felt we need a little more
review in selecting the firms; so, we have short listed and will
have further interviews for constructionssuch as water treatment
facilities. Mr. Pinto believed the firms they looked at, based
on the credentials presented, were equal, but it was so involved
and also, because of some new thinking in the industry in regard
to effluent reuse that is other than normal; use of the wetlands
and creating new wetlands, etc., they would like to have them
come in to make a presentation and see what they are doing around
the state They then will come back to the Board for final
selection of those firms.
Chairman Scurlock pointed out that although this is proposed
to cover a two year period, any of these firms could be taken off
the list by coming back to the Board.
Director Pinto agreed and advised that they have informed
the firms that their ability to continue is based on their
ability to perform so that each contract, in a sense, is their
ticket to the next contract.
Administrator Balczun spoke of the advantages of a master
contract route. He believed it is a clear message to the
professional community that the county really does want to spread
work around.
58
BOCK 71 PAGE 156
TdAR 1 1988 J
ON MOTION by Commissioner Bird, SECONDED by Commis-
sioner Bowman, the Board unanimously approved staff's
recommendation that contracts be granted covering work
in the stated classifications to the listed firms, noting
that there are some where the selection is not yet made.
UPDATE ON ROCKRIDGE WASTEWATER PROJECT
Director Pinto wished to be allowed to give the Board an
update on the Rockridge wastewater improvement situation. He
reported that the bids about $480,000 higher than original
estimates, and that has immediately taken us back to the drawing
board. We are analyzing the lowest two bids and one medium range
bid to try to see where the problem exists in the price. One
thing that stands out is that the unit price for the cost of line
piping is extremely high, and it appears one of the contractors'
major concerns was restoration of the easement R/Ws. Many home
owners have over planted into the easement, and since this
subdivision is so old, some of the trees are quite large. In a
couple of areas there are fences or storage shed facilities. We
are evaluating what it is going to mean to the project to require
the easements to be clear and not be part of the contractor's
problem to restore those type of things. We do want to maintain
the integrity of the easement because it is a drainage easement,
and the replacement of grass would be required. Also part of the
bid that is not federally funded that we have an option on is
re-establishment of all those canals through the backyards, and
whether we do that or not depends on the total project cost.
Director Pinto further noted that we have some ideas re
financing this project and making it easier for the people in
Rockridge. Numerous calls of concern have been received, and
some elderly residents are concerned about the possibility of
losing their homes. He has contacted FmHA, and there are some
thing we can look into for special funding for those who really
MAR 1 1988
L
59 BOOF 71 FADE 157
have a need. He also advised that EPA says if necessary they
will give us 55% of the increase; so, that would make it $250,000
over instead of $500,000. Director Pinto did think it can be
worked out.
Chairman Scurlock asked whether, at some point in time, we
are going to get another feel for what the community wants. He
has kind of gotten wind of the feeling that this was a county
initiated project, which is not the case. The fact is that the
people in the Rockridge community came to us and asked for help.
Director Pinto commented that he can understand the people's
concern about the higher costs per unit, but he believed we can
bring that back down. We already have $200,000 invested in this
project, and the reason the people brought it to us and the
reason the EPA has committed funds to it is because there is a
real serious health problem there.
Ruth Chapman, resident of Rockridge, agreed. She informed
the Board that when that petition first went out, it went out
because people were concerned they were not going to be able to
run their washing machines in the ditch any more. That is
actually what brought it on. When she started the petition, at
least 50% were in accord and she believed we did have 70% on the
petition. Right now there are a great many houses up for sale
because the people fear they will lose their homes. She and Bill
Nelson have assured them they will not. She has also told them
the county is trying to get the figures down and has been
assuring them that the cost to them will not go over $4300, which
is what they are signing for. Ms. Chapman stressed that she and
Bill Nelson are pushing this for all they are worth because they
know how serious it is and feel this must go through now.
Director Pinto hoped to see some of the EPA people when he
is in Washington because there is some other funding out there
that we may have a good change of getting. He further noted that
when he gets back from Washington, he personally will spend at
least two days in Rockridge so each individual will have an
60
MAR 11988
BOOK 71 FACE 158
opportunity to discuss the project in detail and he can assure
them of the direction we are taking.
MICROFILMING OF BCC RECORDS
Administrative Aide Liz Forlani reviewed the following:
TO: Board of County
Commissioners
FROM:
'dmi i
rani
strative Aide
DATE: February 22, 1988 FILE:
SUBJECT: Microfilming
REFERENCES:
It is requested that the data herein presented be given
formal consideration by the Board of County Commissioners at
their regular meeting of March 1, 1988.
DESCRIPTION AND CONDITIONS
A situation is present where valuable office floor space is
being taken up with file cabinets. Our file cabinets are filled
to capacity as is our storage area and a decision must be made to
consolidate our files and one solution would be microfilming.
ANALYSIS
1. I have received bid proposal to purchase a camera and a
viewer to microfilm our files, according to the Division of
Archives, Bureau of Records for micrographic images. The paper
material would then be disposed of and the film would be filed
leaving adequate filing space to keep the required last three
years of correspondence. The cost to do this would be the
purchase of the equipment, the purchase and processing of the
film and a full-time person to do the microfilming. We would
gain much needed filing space and move progressively towards the
future method of filing.
Mr. Woodward, Director of the Microfilming Department
under the Clerk of the Court has agreed to do the developing and
duplication of our film.
2. Gus Ambler, Purchasing Director, contacted Accurate
Microfilm Services, Inc., a company who would come in and pick-up
material that has been prepared for microfilming; microfilm it
and then deliver it. It would be microfilmed according to the
Division of Archives for micrographic images. They would pick up
and deliver on a 24 hour basis and we would be operational to the
extent that once our files are microfilm ready, it would take
three weeks to actually microfilm. We would also have to
purchase a viewer/printer.
3. Mr, Woodward, Director of the Microfilming. Department
under the Clerk of the Court was asked to submit a proposal to do
our microfilming, but due to his workload he was not able to
submit a proposal at this time.
61
MAR 1 1988
BOOK 71 PA E159
4. On February llth, Alice and I went to Martin County and
talked to Phyllis Reed, Director of Micrographic Department and
were told that all governmental offices in Martin County are on
microfilm which is filed in her office. They have been on
microfilm for the past 20 some odd years. Ms. Reed was very
enthusiastic about her operation and feels a tremendous amount of
floor space has been gained by getting rid of paper. For
instance she had County Commission Minutes on microfilm from the
year 1925 through 1987 filed on shelves on one small portion of
one wall.
ALTERNATIVES:
The alternatives are as follows:
1. Buy the equipment and hire a full-time clerk and put all
our files on microfilm. The camera and the Microfilming Clerk
could then move on to the next office that would benefit from
microfilming. The Microfilming Clerk would be experienced and
would be paid by the department the microfilming is being done
for. Possibly twice a year the Microfilming Clerk would come back
to the Commission office and microfilm our files to keep us
up-to-date. Of course this equipment is for legal documents and
not maps or plats. This would not be a sophisticated operation,
but from what I have been told, it will do the job of getting
Minutes and correspondence off paper and onto film.
The cost to do this would be $12,000 for equipment, material
and processing and $6,500 for an employee for a total of 18,500.
The money would come from general fund contingency.
2. Have Accurate Microfilm Services, Inc. do the
microfilming and purchase a viewer/printer. The cost to
accomplish this would be $6,575. plus a viewer/printer $3,700.
for a total of $10,275. The benefit would be they are
professionals and we would be operational within one month from
the time our files are microfilm ready.
3. Buy and find room for several file cabinet.
RECOMMENDATION:
I would recommend alternative #1.
Mrs. Forlani pointed out that if the Board wants to wait
until the next budget year, that would be almost ten months, and
she hopes to have the job completed within that time.
Chairman Scurlock believed the price originally estimated
has dropped considerably.
Commissioner Eggert noted that Mrs. Forlani has recommended
Alternative #1, and she assumed the $6,500 for a full time
employee is for half a year. She was concerned about the
background and skills of someone who would come on at that level.
MAR 14988
62 BOOK 71 FA E160
Mrs. Forlani believed you are not going to find anyone with
much skill in' microfilming because this hasn't been going on long
enough. She noted that she has talked with Ms. Reed from Martin
County about their microfilming and was informed that you need
someone with patience rather than skill.
Chairman Scurlock inquired if there isn't funding available
under JTPA (Job Training Partnership Act), and Mrs. Forlani
confirmed there there is. She noted we used JTPA when Lorrie
Post was hired and that has worked out very successfully. She
would certainly try that program first.
Commissioner Wheeler believed Alternative #2 seems the most
economical.
Mrs. Forlani felt it would be more cost effective to have
the person and the camera here, and when that person is trained,
there are other areas in this building where there certainly is a
need for microfiling. Other department heads have expressed an
interest.
Chairman Scurlock did not think there is any question
regarding the need for the microfilming.
Commissioner Wheeler believed the Clerk has quite a large
setup for microfilming, and Mrs. Forlani stated that Rick Woodard
who is in charge of the Clerk's microfilming was most helpful in
sharing information.
Commissioner Bird brought up the possibility of having a
company come in to do the microfilming and get us up to date, and
then buy the camera equipment and have one of our people on staff
keep up with it on a day to day basis from then on, but
apparently Planning and Utilities have both said they need this
service also.
Chairman Scurlock believed the Building Department is doing
some now and was informed they do just plats.
Commissioner Eggert was concerned about having another
person trying to function within the BCC office. She felt it
might be more convenient right now to have an outside firm do the
MAR 1 1988
63 BOOK 71 F,1GE 161
microfilming, and in fact do all the departments that want
microfilm, and then have one microfilmer in the budget next year
who could rotate and keep us up to date.
Mrs. Forlani advised that Director Keating said he could
keep someone busy for several years.
ON MOTION by Commissioner Bird, SECONDED by Commis-
sioner Eggert, the Board unanimously approved
Alternative 2 and agreed to address the rest at
budgettime.
NOMINATION TO RESOURCE RECOVERY COMMITTEE OF TRI -COUNTY COUNCIL
The Chairman advised that he had received a letter from
William Dannahower, Chairman of the Tri -County Council of Local
Governments asking that we nominate a person to serve on their
Resource Recovery Committee.
Commissioner Bowman believed they would prefer having a
professional appointed.
The Chairman suggested the Manager of Solid Waste, "Sonny"
Dean.
ON MOTION by Commissioner Eggert, SECONDED by Commis-
sioner Wheeler, the Board unanimously nominated "Sonny"
Dean to serve on the Resource Recovery Committee of the
Tri -County Council of Local Goverments.
LETTER TO GOVERNOR RE BEACH EROSION
Commissioner Wheeler referred the Board to the following
letters from the Tri -County Council:
MAR 10988
64 BOOK 71 F[162
OFFICE OF THE MAYOR AND CITY COMMISSION
'February 22, 1988
iii
� FFB7 S."
8
cc, 98Lo
u REC _w
Rs
The Honorable Don C._Scurlock, Jr.
Office of the Commission
Indian River County
1840 25th Street
Vero Beach, Florida 32960
Re: Beach Erosion
Dear Commissioner Scurlock:
680
CITY HALL, 500 BOSTON AVENUE
P.O. BOX 1480
FORT PIERCE, FLORIDA 33454
DISTRIBUTION LIST
Commissioners
Administrator
Attorney
Personnel
Public Works
Community Dev.
Utilities
Finance
Other
The purpose of this correspondence is to respectfully request your assistance
in writing a letter to Governor Martinez urging that the funds for both studies
and the actual physical rehabilitation of our beaches be authorized at the State
level.
We are asking that you mail your letter to Vice -Mayor Hoyt Howard, City of
Vero Beach, P.O. Box 1389, Vero Beach, Florida, 32960.
Enclosed is a copy of the letter I sent to Governor Martinez. Thank you very
much for your cooperation in this matter.
Very truly yours,
1
• William R. Dannahower
Chairman
Tri -County Council of Local Governments
— CITY °ff./file RI PIERCE
OFFICE OF THE MAYOR AND CITY COMMISSION '
February 22, 1988
The Honorable Bob Martinez
Office of the Governor
The Capitol,
Tallahassee, Florida 32399
Dear Governor Martinez:
�9UN,
1
CITY HALL, 500 BOSTON AVENUE
P.O. BOX 1480
FORT PIERCE, FLORIDA 33454
As you are aware erosion of our beaches is a very serious problem and it
is one that requires funds that are beyond the ability of local government.
I believe it extremely important that the State fund both studies that
are needed for erosion control and the actual, physical rehabilitation of our
beaches.
Very truly ours
William R.•Dannahower
Chairman
Tri -County Council of Local Governments
•
•
UR, 1 1988
►�
65
BOOK 71 F'AL::163
Chairman Scurlock did not see how we can write a letter if
we don't even know what the City program is.
Commissioner Bowman advised that they are asking the DNR for
$100,000 to do a study of the reefs and the sand source.
The Chairman stated that he can see the need for the study,
but was not ready to take a position on the actual physical
rehabilitation of our beaches.
Commissioner Eggert believed most of the Vero Beach Council
members agree the studies are needed.
ON MOTION by Commissioner Bowman, SECONDED by Commis-
sioner Eggert, the Board unanimously authorized the
Chairman to write a letter to Governor Martinez urging
the funding of the studies.
CENTER FOR THE ARTS GRANT
Commissioner Eggert reviewed the following:
TO: Board of County DATE: February 25, 1988 FILE:
Commissioners
FROM: Carolyn K. Eggert
Commissioner
SUBJECT: Center for the Arts Grants
REFERENCES:
The Center for the Arts has applied for four grants.
•order of priority they are:
1. Artist -in -Residence Arts in Education
2. Annual Florida Competitive Exhibition
3. Sculpture Symposium - Arts in Education
4. Museum in a Basket - Arts in Education
$9,695
5,000
9,465
8,900
Althougha. very young museum, it is already the largest
museum school in the region and still growing..
In addition to many special exhibitions that have been
praised by the directors of the Metropolitan and National
museums, the Center for the Arts has a special room for the
Florida artist and promotes the careers of the living Florida
artists.
I recommend that the Board .of County Commissioners urge
that the Bureau of Grant Services of the Division of Cultural
Affairs give the Center for the Arts all four grants by
sending a letter signed by the Chairman.
66
MAR 1 1988
BOOK 71 Face 164
ON MOTION by Commissioner Eggert, SECONDED by Commis-
sioner Bowman, the Board unanimously authorized the
Chairman to write a letter urging the Bureau of Grant
Services of the Division of Cultural Affairs to give
the Center for the Arts all four grants.
DOCUMENTS TO BE MADE A PART OF THE RECORD
A. Proclamation Honoring Jack Fay
PROCLAMATION
WHEREAS, JACK FAY, senior reporter for the Sebastian Sun
will retire in mid-March, 1988, after 39 years as a journalist;
and
WHEREAS, JACK is probably the senior active member of the
news media in Indian River County; and.
WHEREAS, JACK has been associated with the Sebastian Sun
since 1979; was News Director of WTTB from 1972-1979; Vero Beach
Bureau Chief for the Miami Herald from 1969 to 1972, and from
1966-69 JACK was with the Orlando Sentinel, Titusville, Daytona
Beach and Vero Beach Bureaus; and
WHEREAS, JACK came to Florida in 1965 as a police reporter
with the Daytona Beach News Journal; and
WHEREAS, JACK has writtOn the Beachcomber column for a
number of newspapers for over 20 years and will continue to
contribute the "Beachcomber" and "On the One Hand" columns in the
Sebastian Sun during his retirement;
67
1988
BOOK 71 FAH 165
nP:
NOW, THEREFORE, BE IT PROCLAIMED BY THE BOARD OF COUNTY
COMMISSIONERS OF INDIAN RIVER COUNTY, FLORIDA, that the Board
.expresses deep appreciation for the services JACK FAY and his
cohort "CHARLIE THE SQUIRREL" have performed on behalf of Indian
River County.
BE IT FURTHER PROCLAIMED that JACK will be missed and that
heartfelt wishes for his success in future endeavors go with him.
Dated this L st day of March, 1988.
BOARD OF COUNTY COMMISSIONERS
INDIAN RIVER COUNTY, FLORIDA
BY
B. Amendment No. 1 to Agreement w/Masteller & Moler Assoc. re
Giff i TS wer—Proiect
The following Amendment is made a part of the record as
approved at the Regular Meeting of January 26, 1988.
AMENDMENT NO. 1 TO
AGREEMENT FOR ENGINEERING SERVICES
BETWEEN
INDIAN RIVER COUNTY
• AND
MASTELLER & MOLER ASSOCIATES, INC.
Relating to the Gifford Sewer Project
GL
THIS AGREEMENT made this day of
, 1988, by INDIAN, RIVER C TY, hereafter
e erred 'o as the OWNER, and MASTELLER & MOLER ASSOCIATES,
INC., hereafter referred to as the ENGINEER;
W I T N E S S E T H:
THAT for and in consideration of the
covenants and promises between the parties hereto
hereby agreed:
1. That. certain Agreement for Eng
Services, dated the 13th day of November, 1985,
OWNER and ENGINEER, a copy of which is attached, is
as follows:
1988
68
mutual
, It is
sneering
between
amended
BOOK 71 PAH 168
•
The third sentence of/044114th 9 shall
.be amended to increase the payment
estimate from not -to -exceed $100,000.00
;to not -to -exceed $150,000.00.
•
2. The money to fund .the additional Engineering
Services shall be taken from the Reserve for Contingencies
Fund of the Gifford Sewer Project. Should any portion of
this additional $50,000.00 increase be unused for
Engineering Services, it will automatically revert to the
Reserve for Contingency Account.
3. OWNER and ENGINEER acknowledge that this
amendment does not increase the overall projected cost of
the Gifford Sewer Project.
Date 02_6, •
Date
OWNER: INDIAN RIVER COU
By
on . cur oc
Chairman
ENGINEER: MASTELLER 8 MOLER
ASSOCIATES, INC.
By
President
APPROVED:
FARMERS HOME ADMINISTRATION
By
Glen Walden
C. Admission to A.G.Holiey State Hospital
Approval of Admission of Robert Lee Griffin to A.G.Holley
State Hospital is on file in the Office of Clerk to the Board.
D. Amendment to Lease w/Edgar Schlitt (2001 Building Space)
The following Lease is made a part of the record as approved
at the Regular Meeting of December 15, 1987:
69
MP Ft 1 1988
BOOK .71 PAGE 167
LEASE AMENDMENT
This agreement made as of the llth day of December , 19 87
by and between EDGAR L. SCHLITT, TRUSTEE , hereinafter
called LANDLORD and INDIAN RIVER COUNTY
hereinafter called TENANT.
WHEREAS both parties are desirous of amending a certain lease for
the premise being described as 2001 Office & Shopping Complex, 2001 -9th Ave.,
Suites #109, 205-A, 205-C, 302, 303, & 305, Vero Beach, Florida , said
Tease being dated December 31, 19 5 for the term of One (1) Year ,
commencing on January 1, 1986 and further extended until December 31, 1987.
NOW' THEREFORE both parties agree for mutual good and valuable con-
sideration to forever amend the aftersaid described lease term or provisions
as follows:
This Lease Agreement shall be extended for One (1) additional year from
January 1, 1988 until December 31, 1988 upon the same terms and con-
ditions as the above mentioned Lease Agreement except as follows:
The monthly rent shall include all charges for electricity which were formerly1
billed separately. The rent for the extended year from January 1, 1988 until
December 31, 1988 shall be Thirty -Three Thousand Six Hundred Sixty a 00/100
Dollars ($33,660.00) , to be paid monthly on the first day of the month at
Two Thousand Eight Hundred Five & 00/100********Dollars ($2,805.00) per
month.
WITNESSES:
196J -
As to Tenant
By
ANDLORD
EDGAR. SCMLITT, TRUSTEE
By G fe
T NANT
INDIAN RIVER COUNTY
APPROVED: 12-15-87
C�
Approved for limn & legal sufficiency:
Car - P. Vitunac, County Attorney
E, Agreement w/ Quiet Storm dba Orchid Isle Sports
Agreement w/Quiet Storm dba Orchid Isle Sports for
concession at Wabasso Beach as approved at the Regular Meeting of
December 15, 1987, having been fully executed and received, has
been put on file in the Office of Clerk to the Board.
70 BOOK 71 161
MAR 1 1988
NORTH COUNTY FIRE DISTRICT
The Chairman announced that immediately upon adjournment,
the Board of County Commissioners would reconvene acting as the
District Board of Fire Commissioners of the North Indian River
County Fire District.
Those Minutes are being prepared separately.
There being no further business, the Board upon Motion duly
made, seconded and carried, adjourned at 10:50 o'clock A.M.
ATTEST:
Clerk
VAR 1 1988
71
BOOK 71 F'nE 169