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HomeMy WebLinkAbout1/9/1990• ,. BOARD OF COUNTY COMMISSIONERS INDIAN RIVER COUNTY, FLORIDA A G E N D A REGULAR MEETING JANUARY 9, 1990 9:00 A.M. - COUNTY COMMISSION CHAMBER ADMINISTRATION BUILDING 1840 25th STREET VERO BEACH, FLORIDA COUNTY COMMISSIONERS Carolyn K. Eggert, Chairman James E. Chandler, County Administrator Richard N. Bird, Vice Chairman Margaret C. Bowman Charles P. Vitunac, County Attorney Don C. Scurlock, Jr. Gary C. Wheeler Jeffrey K. Barton, Clerk to the Board 9:00 AM 1. CALL TO ORDER 2. INVOCATION - none 3. PLEDGE OF ALLEGIANCE - Charles Vitunac, Co. Attorney 4. ADDITIONS TO THE AGENDA/EMERGENCY ITEMS a.Chairman Eggert advised that Admin.req.addn of emergency item regarding sale of Co.grapefruit crop as Item 10(H)l under Util. b.Following items removed from today's agenda: 1) 10G Golden Sands Park Irrigation Well 2) 13A SWDD Meeting (Bailey Property) c.TPC added as Item 12C 5. APPROVAL OF MINUTES Approval of Minutes of Regular Meeting of 12/5/89 6. CONSENT AGENDA A. Catch Basins and Storm Water Inlets, IRC Bid 90-11 (Memorandum dated 12/27/89) *** B. End Loader - IRC Bid 90-13 (Memorandum dated 12/28/89) *** C. Excavator and Small Tractors IRC Bid 90-28 (Memorandum dated 12/27/89) *** D. Final Plat Approval for the Woodbridge Estates Subdivision (Memorandum dated 1/2/90) E. Substitution of Land Encumbered by Plater & Sewer Assessment Liens (Memorandum dated 12/29/89) F. Release of County Utility Liens (Memorandum dated 1/3/90) *** ADDITIONAL INFORMATION AVAILABLE FOR REVIEW IN BCC OFFICE JAN 9 1990 - BOOF F A! UC. 8311! ►JAN' 199 ,.. 9 . BOOK C� Er�:UL 7. CLERK TO THE BOARD None 9:05 AM 8. A. PUBLIC DISCUSSION ITEMS Lomas Mortgage Co. Public Nuisance: Assessment for Abatement of Nuisance (Memorandum dated 12/15/89) B. PUBLIC HEARINGS None 9. COUNTY ADMINISTRATOR'S MATTERS Joint Meeting Between IRC and City of Fellsmere regarding Traffic Impact Fees (Memorandum dated 1/3/90) 10. DEPARTMENTAL MATTERS A. COMMUNITY DEVELOPMENT None - B. EMERGENCY MANAGEMENT Budget Information - Advanced Life Support (Memorandum dated 1/2/90) C. GENERAL SERVICES Indian River County Health Unit ('Memorandum dated 1/3/90) D. LEISU E RE S RVICES None E. OFFICE OF MANAGEMENT AND BUDGET None F. PERSONNEL Risk Management Administrative Policy Manual (Memorandum dated 12/29/89) G. PUBLIC WORKS _ Golden Sands Park Irrigation Well (Memorandum dated 12/19/89) (Tabled from 1/2/90 Meeting) _. H. UTILITIES :Ione I1. COUNTY ATTORNEY None P 12. COMMISSIONERS ITEMS A. COMMITTEE APPOINTMENTS (Tabled from 1/2/90 Meeting) 1) Economic Opportunities Council (1 year term) Vacancy (District 1) Freddie Woolfork (District 2) Vacancy (District 3) Vacancy (District 4) -. Vacancy (District 5) 2) Overall Extension Committee (2 year terms) - Vacancy (District 1) (expires 1991) Vacancy (District 3) Cathy Rovella (District 4) Hildie Tripson (District 5) B. CHAIRMAN CAROLYN K. EGGERT B. VICE CHAIRMAN RICHARD N. BIRD Acceptance of Valarie Brant's Verbal Resignation from P&R Committee C. COMMISSIONER MARGARET C. BOWMAN D. COMMISSIONER DON C. SCURLOCK, JR. E. COMMISSIONER GARY C. WHEELER 13. SPECIAL DISTRICTS A. SOLID WASTE DISPOSAL DISTRICT Bailey Property (Memorandum dated 12/4/89) (Tabled from 1/2/90 Meeting) B. NORTH COUNTY FIRE DISTRICT 1) Approval of Minutes of 10/3/89 Meeting 2) approval to Surplus Certain :forth County Fire District Equipment (Memorandum dated 12/29/89) *** *** ADDITIONAL INFORMATION AVAILABLE FOR REVIEW IN BCC OFFICE 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 PROCEEDINGS IS MADE WHICH INCLUDES THE TESTIMONY AND EVIDENCE UPON WHICH THE APPEAL WILL BE BASED. JAN 9 1990 BOOK o F1a Tuesday, January 9, 1990 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, January 9, 1.990, at 9:00 o'clock A.M. Present were Carolyn K. Eggert, Chairman; Richard N. Bird, Vice Chairman; Margaret C. Bowman; Don C. Scurlock, Jr.; and Gary C. Wheeler. Also present were James E. Chandler, County Administrator; Charles P. Vitunac, Attorney to the Board of County,Commissioners; Joseph Baird, OMB Director; and Virginia Hargreaves, Deputy Clerk. Chairman Eggert called the meeting to order, and Attorney Vitunac led the Pledge of Allegiance to the Flag. ADDITIONS TO THE AGENDA/EMERGENCY ITEMS Chairman Eggert advised that the Administrator has requested the addition of an emergency item regarding sale of the County grapefruit crop as Item 10 H (1) under Utilities. Commissioner Scurlock wished to know the emergency nature of this item, and Administrator Chandler explained that due to the freeze, it was needed in order to get the Contract modified so the fruit can be picked this week, and this involves a change in the price due to the lesser value of the fruit. Chairman Eggert informed the Board that the following items are to be removed from today's agenda: 10G - Golden Sands Park Irrigation Well 13A SWDD Meeting (Bailey Property) Commissioner Scurlock requested that a discussion in regard to the Transportation Planning Committee be added as Item 12C J'A 9 1990 BOOK 7 F'.. r t. F AAN 01" 1990 BOOK under Commissioner Bowman's matters, and Commissioner Bowman agreed we need to talk about how this committee is going to be constituted. ON MOTION by Commissioner Scurlock, SECONDED by Com- missioner Wheeler, the Board unanimously approved the additions to the agenda and removal from the agenda of the -items as described above. APPROVAL OF MINUTES The Chairman asked if there were any additions or correc- tions to the Minutes of the Regular Meeting of December 5, 1989. There were none. ON MOTION by Commissioner Scurlock, SECONDED by Com- missioner Bird, the Board unanimously approved the Minutes of the Regular Meeting of December 5, 1989, as written. CONSENT AGENDA Commissioner Scurlock requested that Item B be removed from the Consent Agenda for discussion. A. Bid #90-11 - Catch Basins & Storm Water Inlets The Board reviewed memo from Purchasing Manager Mascola: 2 DATE: DECEMBER 27, 1989 TO: HONORABLE BOARD OF COUNTY COMMISSIONERS THRU: JAMES E. CHANDLER COUNTY ADMINISTRATOR H.T. "SONNY" DEAN, DIRECTOR DEPARTMENT OF GEN=MANAGER VICES FROM: DOMINICK L. MASCO • DIVISION OF PURCHASING SUBJECT: CATCH BASINS AND STORM WATER INLETS INDIAN RIVER COUNTY BID #90-11 BACKGROUND: On request from the Road and Bridge Division the subject bid was properly advertised and fourteen (14) invitations to bid were sent out. On November 29, 1989 bids were received with three (3) vendors submitting proposals for the commodity. ANALYSIS: Staff has reviewed the submittals to ascertain adherence to all specifications. O'Malley Precast was the low bidder that met all requirements for Type "C" structures at $350.00 each. O'Malley Precast was the low bidder that met all specifications for Type -P5 structures at $750.00 each. Taylor Preoast and Standard Precast did not include the top cover for the Type P5. Installation would require a top cover to be poured in place by County work crews. This additional cost would exceed O'Malley's price which includes the top cover. (See Public Works Memorandum). FUNDING: Monies for this purchase will come from Road and Bridge Accounts for Pipe and Culvert ($55,000.00) and *Petition- Paving/operatincT'Sur'it"ies. ($538,000.00). RECOMMENDATIONS: Staff recommends the award of a one year OPEN END CONTRACT to O'Malley Precast, Inc. with an estimated value of $15,000.00. Also, authorize Purchasing to renew the contract for one additional year subject to satisfactory performance, zero cost increase, vendor acceptance and determination that renewal is in the best interest of the County. The initial contract period shall begin on the date of award. ON MOTION by Commissioner Scurlock, SECONDED by Com- missioner Wheeler, the Board unanimously awarded Bid #90-11 for Catch Basins E Storm Water Inlets to the low bidder meeting specifications, O'Malley Precast, Inc., and authorized execution of a contract as recommended by staff and per the following Bid Tabulation: 3 �= .r ,-JAW 0 1990 80. t' �•`u[ °�•��� A N 0 1990 BOOK 7s F'F n 836 . BOA14D OF COUNTY COMMISSIONERS 184025hsu*4vemsurch.morid-nuo V •a � #, * Recommended Award O'Malley Precast, Inc �LORI��' L 350.00 2: 730.00 Dolor 11/30/89 PURCHASING DEPT. BID TABULATION Submitted By Dominick L Mascola PURCHASING MANAGER � Bid No. 90-11 Date Of Opening 11/29/89 Bid Tttle Catch Basins S Storm Water Inlet 1. 0'Vollev "C" 10 Ea $350.00 "Type P5 10 Ea $730.00 2. Taylor Precast, Inc Type "C" 10 Ea $358.00 • type P5 10 Ea $423.00 3. Standard Precast, Inc Type "C" 10 Ea $480.00 Type P5 10 Ea $445.00 'The above price includes the top grate. B. Bid #90-13 - End Loader The Board reviewed memo from Purchasing Manager Mascola: DATE: DECEMBER 28, 1989 TO: HONORABLE BOARD OF COUNTY COMMISSIONERS THRU: JAMES E. CHANDLER COUNTY ADMINISTRATOR H.T. "SONNY" DEAN, DIRECTOR DEPARTMENT OF GENERAL ERVI S FROM: DOMINICK L. MASCOLA, MANAGER DIVISION OF PURCHASING SUBJECT: END LOADER/INDIAN RIVER COUNTY BID #90-13 BACKGROUND: The Subject Bid for End Loader was properly advertised and Fourteen (14) Invitations to Bid were sent out. On December 6, 1989, bids were received. Seven (7) vendors submitted proposals for the equipment. ANALYSIS: Staff has reviewed the submittal to ascertain adherence to specifications. Moody and Son was the low bidder that met all requirements. Case Power was the lowest bid but did not meet the specifications of a minimum 200 H.P. Engine for a 4 yard End Loader, 4 and the tipping load of 27,606 pounds does not comply with the required 30,900 pounds minimum. FUNDING: Monies for this project will come from the Landfill Capital Expenditures Account which has a budget of $125,000.00. RECOMMENDATIONS: Staff recommends award of the bid to M.D. Moody and Son, Inc. at a price of $109,988.00 for the subject equipment. Commissioner Scurlock wished to know what kind of experience we have had with the Trojan; it was his understanding that they have quit making this equipment. General Services Director Dean advised that the Trojan representative is present and can address that. Frank Dougherty came before the Board representing M. D. Moody, and informed the Board that there is no truth at all to the statement that they have quit making the Trojan. Director Dean reported that we have had a piece of Trojan ,equipment at the Landfill for over two years and have had minimum problems with it. Commissioner Scurlock just wanted to have it on the record that they are still manufacturing this piece of equipment. ON MOTION by Commissioner Wheeler, SECONDED by Com- missioner Scurlock, the Board unanimously awarded Bid #90-13 for a 1990 Trojan 350OZ End Loader to M.D.Moody 6 Son as the lowest and best bidder meeting specifications in the amount of $109,988 as recommended by staff and per the following Bid Tabulation: JAN 0 1990 5 BGeK 78 fAI.TE 837 Fr- -I JAW 0 199® BOOK.78 PAGE 8,. Op BOARD OF COUNTY COMMISSIONERS 184025th Street, Vero Beach. FlorstsWO �P .. T.», ,aca� °°'•°°° . z �✓ Recommended Award ILD.Moody, Inc .: •. �LORIOp` 109.,988.00 Date, 12/7/89 PURCHASING DEPT. BID TABULATION Submitted By Dominick L Mascoin PURCHASING MANAGER Bid No. 190-13 Date Of Opening 12/6/89 - Bid Title Front rd Loader 1. Case Poser &Equipment 5. Linder Industrial $117,931.00 Orlando, Florida Miami, Florida 33142 2. Moody 6 Son, Inc * *See attached memo 6. Kelly Tractor Co $119,160.00 °Beach, Florida Miami Florida 33152 3. Marco Machinery Co $115,995.00 -7. L. B. Smith Inc $138,243.00 Deerfield Beach, Florida Orlando, Florida 32859-0662 '. Florida Ma $117,600.00 Apopka, Florida C. Bid #90-28 - Excavator and Small Tractors The Board reviewed memo from Purchasing Manager Mascola: DATE: DECEMBER 27, 1989 TO: HONORABLE BOARD OF COUNTY COMMISSIONERS THRU: JAMES E. CHANDLER COUNTY ADMINISTRATOR H.T. "SONNY" DEAN, DIRECTO1A DEPARTMENT OF GENERAL SERVICES FROM: DOMINICK L. MASCOLA,QMANAGER DIVISION OF PURCHASING SUBJECT: EXCAVATOR AND SMALL TRACTORS INDIAN RIVER COUNTY BID #90-28 BACKGROUND: On request from the Road and Bridge Division the subject bid for an Excavator, one Tractor for Boom Mower, and five Tractors for pull mowers was properly advertised and twenty three (23) invitations for bid were sent out. On December 13, 1989 bids were opened and five (5) vendors submitted proposals for the equipment. ANALYSIS1. Staff has reviewed the submittals to ascertain adherence to specifications. Linder Industrial Machinery Company was low bidder with a Komatsu PW60-3 Excavator by $6,300.00, but did not meet the minimum specifications. (See Public Works Memorandum). Kelly Tractor was the low bidder with a Caterpillar 206 that met all specifications. Linder Industrial was low bidder for the 87 HP Tractor and Berggren Equipment was low bidder for the five 55 HP Tractors. 6 FUNDING: Monies for this equipment will come from the Road and Bridge Capital Expenditures Account. There was $105,000.00 budgeted for the Excavator, $21,500 for the 87 HP Tractor, and $70,000.00 for the five 55 HP Tractors. RECOMMENDATIONS• Staff recommends the award of the Excavator to Kelly Tractor Company at $79,650.00, Linder Industrial Machinery for the 87 HP Tractor at a price of $18,500.00, and Berggren Equipment for the five 55 HP Tractors at a price of $73,930.00. Total cost of the equipment is $172,080.00 which is under budget by $24,420.00. Commissioner Bowman wished to know if the excavator is an additional piece of equipment or a replacement, and Director Dean believed it is an additional piece of equipment. ON MOTION by Commissioner Scurlock, SECONDED by Com- missioner Wheeler, the Board unanimously awarded Bid #90-28 for an Excavator, a Tractor for Boom Mower, and 5 tractors for pull mowers to Kelly Tractor Company, Neff Machinery, and Berggren Equipment, per the follow- ing Bid Tabulation: (See correction in Minutes 2/6/90, Consent.Agenda Item G) • BOARD OF COUNTY COMMISSIONERS D28,12/25/89 184025thSfte.vemBeac.Flarda=60 PURCHASING DEPT. �. BID TABULATION V «l. Excevat6r-$79,000.00 Kelly Tractor (see i� *2. Submitted By Dominick L Mescola Tractor -,IM -$18,500.00 Neff Madiinery 1Z a PURCHASING MANAGER *3. Tractor 2355 $73,930.00 Berggren Equip '� Bid No. 90-28 Date Of Opening 12/13/89 Recommended Award ��OR1 Bid Title Excavator S Two Type Tractors 1. Linder Industrial Machine Co Excavator $73,350m 5. Ber en Miami, Florida 33142 Tractor N/B Fort Pierce, Florida 34954 (1 ea) Tractor 2755 $19,352. (1 ea) Tractor 2355 $73,930. 2. Kelly Tractor Co Excavator $79,000.00 Miami, Florida 33152 Tractor N/B 3. Case Power Co Orlando, Florida 32821 4. Neff Wachinery Excavator c Miami, Florida 33166 (1 ea) Tractor 2755 $18,500.00 U ea) Tractor 2355 $81,950.00 JAN 9 1990 7 EOOK Ut U10 JAN 0 1990 BOOK F�q ,.840 D. Final Plat Approval - Woodbridge Estates Subdivision The Board reviewed memo from Chief Planner Stan Boling: TO: James E. Chandler County,Administrator DIVISION HEAD CONCURRENCE: Robert M. Keatin , A Community Deveelopmen irector FROM: Stan Boling, `A�P Chief, Current Development DATE: January 2, 1990 SUBJECT: FINAL PLAT APPROVAL FOR THE WOODBRIDGE ESTATES SUBDIVISION It is requested that the data herein presented be given formal consideration by the 'Board of County Commissioners at its regular meeting of January 9, 1990. DEVELOPMENT AND LOCATION: Woodbridge Estates Subdivision is a 59 lot subdivision of a ±20 acre parcel of land located on the south side of 8th Street immediately east of 39th Avenue. The subject property is zoned RS -6, Single -Family Residential (up to 6 units/acre, and has an LD -2, Low Density Residential -1 (up to 6 units/acre) land use designation. The proposed building density is 2.95 units/acre. At its regular meeting of December 8, 1988, the Planning and zoning Commission granted preliminary plat approval to the subdi - vision. The owner, Woodbridge Development Corporation, is now requesting final plat approval and has submitted the following: 1. a final plat in conformance with the approved preliminary plat. The owner has also executed a special bill of sale and warranty contract to cover the performance of on-site and off-site util- ities improvements constructed in relation to this project. ANALYSIS: 1. Utilities: The subdivision is receiving water service from Indian River County, and the Environmental Health Department has approved the use of individual septic systems for the proposed lots. The County's Utilities Department has in- spected and approved the utilities construction within ,the subdivision site. Inspection and certification of certain off-site utilities improvements, as of the date of this report, is still forthcoming. The referenced special bill of sale and warranty contract has been approved by the Utilities Department and was drafted under the guidance of the County Attorney's Office. The bill of sale and warranty contract has been executed and will be in effect upon plat approval and the acceptance of improve- ments. No Board action is required regarding the warranty contract. 1.1 2. Public Works: The County's Public Works Department has verified that all required improvements have been constructed in accordance with the approved land development permit. 3. County Attorney: The County Attorney's office has review6d ' and approved the plat document and the bill of sale and warranty contract. All applicable requirements regarding final plat approval have been satisfied. RECOMMENDATION: Staff recommends that the Board of County Commissioners grant final plat approval to the Woodbridge Estates Subdivision. ON MOTION by Commissioner Scurlock, SECONDED by Com- missioner Wheeler, the Board unanimously granted Final Plat Approval to Woodbridge Estates Subdivision as recommended by staff. E. Substitution of Land Encumbered by Water & Sewer Assess. Liens The Board reviewed memo from County Attorney Vitunac: TO: Board of County Commissioners FROM: Charles P. Vitunac ---County Attorney DATE: December 29., 1989 SUBJECT: CONSENT AGENDA - MEETING OF 1/9/90 SUBSTITUTION OF LAND ENCUMBERED BY WATER AND SEWER ASSESSMENT LIENS Property owners of land on the West side of 90th Street South of State Road 60 have agreed to exchange two parcels of land of equal size and value. The land owned by one owner, Mr. Pugliese, is encumbered bywater and sewer assessment liens. The attached agreement would release the liens on the property owned by Mr. Pugliese so that this land can be traded with his neighbor and would establish new liens against the property to be aquired by Mr. Pugliese. Since the values of the properties being exchanged are the same, the County's lien will be protected to the same extent as it was before this exchange. County staff recommends approval of the attached agreement. (Approve and Execute) ,f 1990 9 BOCK l d F'.1 E841 Fr_ I JAN 1i 1990 600K 7 8 PAGr 8 4 ON MOTION by Commissioner Scurlock, SECONDED by Com- missioner Wheeler, the Board unanimously authorized the Chairman to execute Agreement for Release of Lien and Transfer and Substitution of Lien relating to water and wastewater reservations with Anthony Pugliese, III. SAID DOCUMENTS WILL BE MADE A PART OF THE RECORD WHEN FULLY EXECUTED AND RECEIVED. F. Release of Counter Utility Liens The Board reviewed memo from the County Attorney's Office: TO: Board of County Commissioners C5 FROM: Lea R. Keller, County Attorney's Office DATE: January 3, 1990 RE: CONSENT AGENDA - BCC MEETING 1/9/90 RELEASE COUNTY UTILITY LIENS I have prepared the following routine lien -related documents and request the Board authorize the Chairman to execute them: Release of Assessment Lien State Road 60 Sewers Lots 92, 94, 113, 85, 224 and 118 In the name of REALCOR (COUNTRYSIDE) Release of Assessment Lien River Shores Estates Water Project In the name of FLORENCE H. SCHMIDT Release of Assessment Lien Sunnydale Acres Subd. In the names of DANISON, McGEE and JACKSON Release of Assessment Lien State Road 60 Water Lot 32, OLD SUGAR MILL ESTATES, [if In the name of SEXTON ESTATE Release of Assessment Lien State Road 60 Water Lot 41, OLD SUGAR MILL ESTATES, V and VI In the name of SEXTON ESTATE Satisfaction of Impact Fee Agreement In the name of REUBEN LANE et ux Back-up information for the above documents is on file in the County Attorney's Office. 10 ON MOTION by Commissioner Scurlock, SECONDED by Com- missioner Wheeler, the Board unanimously authorized the Chairman to execute the Release of Liens and Satis- faction of Impact Fee Agreement as listed above. COPIES OF SAID DOCUMENTS ARE ON FILE IN THE OFFICE OF CLERK TO THE BOARD. ASSESSMENT FOR ABATEMENT OF PUBLIC NUISANCE (LAURELWOOD SUBDV. - LOMAS MORTGAGE CO.) Community Development Director Keating made the staff presentation, noting that this is a standard public nuisance Item: TO: James E. Chandler County Administrator DIVISION HEAD CONCURRENCE: 16Zer ea in , AI Community Develo menta irector qTI THROUGH: Roland M. DeBloi , Chief Environmental Planning Section FROM: Charles W. Heatllcwl/% Code Enforcement Officer DATE: December 15, 1989 SUBJECT: LOMAS MORTGAGE COMPANY PUBLIC NUISANCE; ASSESSMENT FOR ABATEMENT OF NUISANCE REF: DIS:CHEATH/Lomas It is requested that the data herein presented be given formal consideration by the Board of County Commissioners at their regular meeting of January 9, 1990. DESCRIPTION AND CONDITIONS: On August 1, 1987, code enforcement staff sent a Notice of Public Nuisance to the Lomas Mortgage Company, and also posted said - notice on the subject property, concerning the overgrown weed condition of their property in the Laurelwood Subdivision. The Respondents were cited as maintaining their property in violation • 11 JAN 0 1994 Book J JAN P 189U of Section 13-18(a)(1), of the County Code, which prohibits the accumulation of weeds and grasses in excess of 18 inches in height within a platted subdivision (where the lots are at a miriimum of 50% developed). The weed and grass violation was not remedied within the thirty (30) day time period. Therefore, in accordance with Section 13-19(b), of the County Code, County personnel (ie: County Road & Bridge Division) abated the weed and grass violation, with the costs to be assessed against the property owner. Section 13-21 of the County Code requires that the cost of a County weed nuisance abatement shall be calculated and reported to the County Commissioners, who, by resolution, shall assess such costs against the property. This matter is presented herein to the Board for consideration to adopt said resolution. ALTERNATIVES AND ANALYSIS: Section 13-21(a), Public Nuisance, of. the Code of Laws and Ordinances of Indian River County specifically reads as follows: "After abatement of nuisance by the county, the cost thereof to the county as to each lot, parcel or tract of land shall be calculated and reported to the board of county commissioners. Thereupon, the board of county commissioners, by resolution, shall assess such costs against such lot, parcel or tract of land. Such resolution shall describe the land and state the cost of abatement, which shall include an administrative cost of seventy-five dollars ($75.00) per lot. Such assessment shall be a legal, valid and binding obligation upon the property against which made until paid. The assessment shall be due and payable thirty (30) days after the mailing of the notice of assessment after which interest shall accrue at the rate of twelve (12) per cent per annum on any unpaid portion thereof." Costs for equipment use, labor, and land fill charges, as indicated' ,by the Road & Bridge Division, plus the $75.00 administrative fee calculates to be: Equipment: Landfill Charges Labor Administrative Fee RECOMMENDATION: $440.00 11.40 507.04 75.00 ,TOTAL: 1,033.44 Staff recommends that the Board of County Commissioners adopt the proposed resolution assessing $1,033.44 in abatement costs, in accordance with Section 13-21 (a), Public Nuisance, of the Code of Laws and Ordinances of Indian River County. ON MOTION by Commissioner Scurlock, SECONDED BY Com- missioner Bowman, the Board unanimously adopted Resolution 90-3 assessing costs of county weed nuisance abatement on Lot 134, Laurelwood Subdv., Unit No. 3. 12 s ® s RESOLUTION NO. 90- 3 RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF INDIAN RIVER COUNTY, FLORIDA, ASSESSING COSTS OF COUNTY WEED NUISANCE ABATEMENT ON LOT 134, LAURELWOOD SUBDIVISION UNIT NO. 3; SUCH ASSESSMENT BEING A BINDING OBLIGATION UPON THE PROPERTY UNTIL PAID. WHEREAS, the Board of County commissioners of Indian River County has determined that the regulation of the accumu- lation of weeds is in the public interest and necessary for the health, safety and welfare of the citizens of Indian River County; and WHEREAS, Indian River County Ordinance No. 87-33, "Public Nuisances," defines'as a public nuisance weeds in excess of 18 inches in height on a lot contiguous to a residential structure and within a platted residential subdivision where the platted lots are at a minimum of 50% developed; and WHEREAS, weeds in excess of 18 inches -in height existed on property owned by Lomas Mortgage Company, such proper- ty having a legal description as follows: Laurelwood Subdivision Unit No. 3, PBI 10-58, Lot 134; and WHEREAS, THE Board of County Commissioners of Indian River County has determined that landowners are responsible for abating public nuisances existing on their property; and WHEREAS, a Notice of Public Nuisance calling for the abatement of the described nuisance was sent to the owner (s) by certified mail, -and notice was posted on the subject property for 30 days, in accordance with Section 13-23, "serving of notice, " of the County Public Nuisance Ordinances; and WHEREAS, the land owners of the subject property failed to abate the described weed nuisance within 30 days of the posted and mailed notice; and WHEREAS, Section 13-19(b) of the County Public Nui- sance Ordinance. (No. 87-33) authorizes the County Administrator to direct County personnel to abate a public nuisance if the nuisance is not abated by the landowner within 30 days of notice; and WHEREAS, the County Administrator has authorized County personnel to abate the described nuisance; and WHEREAS, the County Road & Bridge Division has, as of November 29,1988, abated the herein described weed nuisance; and WHEREAS, Section 13-21(b) of the County Public Nui- sance Ordinance provides that, after abatement of a nuisance by the County, the cost thereof shall be calculated and reported to the Board of County Commissioners; thereupon, the Board, by resolution, shall assess such costs against the subject property, such costs to include an administrative fee of seventy five dollars ($75.00) per lot; and WHEREAS, the total cost of equipment use, labor, and administrative fee for .County abatement of the herein described nuisance is determined to be one thousand and thirty three dollars and forty-four cents ($1,033.44) and JAN 9 '11990' 3 BOOK 84U L BOOK. ��8 F,gU`L 846 WHEREAS, Section 13-21(c) of the County Public Nuisance Ordinance provides that the assessment shall be due and payable thirty (30) days after the mailing of a notice of assessment whereby if the owner fails to pay assessed costs within the thirty (30) -days, a certified copy of assessment shall be recorded in the official record books of the County, constituting a lien against the property, subject to twelve (12) percent per annum interest; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSION- ERS OF INDIAN RIVER COUNTY, FLORIDA, that: 1) The foregoing recitals are adopted.jand ratified in their entirety. 2) The costs of county abatement of the herein described weed nuisance, totaling an amount of $1,033.44 is hereby assessed against Lot 134, Unit 3, of the Laurelwood Subdivision presently owned by the Lomas Mortgage Company, ATTN: Bankruptcy Department, whose listed address is P.O. Box 660725, Dallas, Texas 75266. 3) The $1,033.44 assessment shall be due and payable to the Board of County Commissioners thirty (30) days after the mailing of a notice of assessment to the landowners, after which, if unpaid, a certified copy of the assessment shall be recorded in the official record books.of the County, constituting alien against the described property, subject to twelve (12).percent per annum interest. THIS RESOLUTION was moved for adoption by Commissioner Scurlock _ and seconded by Commissioner —Bowman and adopted on the 9th day of �TdT ary 1990 , by the following vote: Commissioner Commissioner Commissioner Commissioner Commissioner Gary C. Wheeler Richard Bird Carolyn Eggert Margaret Bowman Don C. Scurlock, Jr. __Aye Aye __Aye Aye Aye Chairman thereupon declared the resolution duly passed and adopted this 9th day of January_y 1990. ATTEST: owl BOARD OF COUNTY COMMISSIONERS OF INDIAN RIVER COUNTY, FLORIDA _,) lC� Chairman 14 I = SCHEDULE JOINT MEETING W/CITY OF FELLSMERE RE TRAFFIC IMPACT FEE Administrator Chandler reviewed the following: TO: Board of County Commissioners DATE: January 3, 1990 FELE: FRO/.James E. ChandlerREFERENCES:nty Administrator As a followup to the traffic impact fee discussion at the January 2nd meeting, I contacted Mayor Hurst regarding the date for the meeting with the City Council. The Mayor suggested any one of the following dates: Monday, January 22nd, Tuesday, January 23rd or Wednesday, January 24th at 7:30 p.m. After some discussion among Board members, the Board agreed on a meeting date of Monday, January 22nd, at 7:30 P.M. at City Hall in Fellsmere. Commissioner Bird trusted that staff would be prepared to give a clear and concise presentation of the matter, and Adminis- trator Chandler assured him that they were well prepared to give an overview of where we have been, where we are at, and what we are looking at for the future. BUDGET INFORMATION - ADVANCED LIFE SUPPORT Emergency Management Director Doug Wright came before the Board and made the following presentation: -JAN 1990 's,� BOOK, � f'�aur. 84 � c 199 TO: Board of County Commissioners THROUGH: Jim Chandler County Administrator FROM: Doug Wrights> Director Emergency Management Services DATE: January 2, 1990 SUBJECT: BUDGET INFORMATION - ADVANCED LIFE SUPPORT The Board of County Commissioners approved a budget of 61,924,647 for FY 89'-90 for operations related to Emergency Medical Services Advanced Life Support. To offset some of the expense for the Emergency Medical Service, the Board accepted staff projections in terms of revenue for third party billing in the amount of $550,000 which was adjusted to $560,000. The adjusted increase of $10,000 was due to anticipated revenue that would be collected for EMS partici- pation involving.assignment of personnel and equipment at special events such as professional baseball games, polo matches, and other events which were not community oriented or sponsored. The projected revenue submitted to the Board during budget processes for FY 89-90 was based on information and collec- tion experience provided by the Indian River Memorial Hospital in terms of collections for ALS service. The Hospital projected net revenue collections of 6460,000 in their proposal for a countywide ALS service for the first year (1988-89) of service. Staff used this figure adding a growth factor of 5% which amounted to $483,000. When the County assumed the BLS service from IRCVAS in July, 1989, information and history from the volunteer organization in terms of BLS services caused county staff to project revenue from this source of approximately 667,000 for a total of 6550,000 for the fiscal year 1989-90. Collections for the month of October totaled 527,090.05 with a net of 625,193.75 after the fee of 61,896.30 was paid to Treasure Coast Collections, Inc. This revenue.was received by the County on November 2, 1989. Immediately after the check was received, staff notified the County Administrator of the shortfall. To achieve the amount of revenue project- ed by staff, net monthly revenue of 646,666.67 is required. Staff immediately called a meeting of the collection agency to discuss collection methods, processes, and possible alternatives to correct the initial shortfall. Several additional reports were requested from the agency so that data developed by EMS staff could be compared and analyzed to closely monitor run/trauma sheets versus collection ratios. The month of November seemed to improve considerably. A total of 549,057.98 was collected with a net of 545,623.92 being received by the County after a fee of 63,434.06 was paid to Treasure Coast Collections, Inc. The funds collect- ed for the month of November still represents a shortfall of $1,043.75 when compared to projected revenue. It is antici- pated that the high volume run months of January, February, and March will make up the shortfall which has occurred so far -in tae budget year. Staff has taken the necessary actions to limit capital equipment purchases except for Justified and required items to preserve revenue until the receipts from collections stabilizes and provides more clear 16 and concise information. Staff will continue to monitor the expenses of the service with every effort being taken to limit expenses while continuing to provide the high level of service our citizens have come to expect and demand. Indian River County provides an Advanced Life Support (ALS) level of service to every citizen on every call received from the E911 System in the County. Since the County is only utilizing revenue from third party billing to offset tax revenues needed for the service, staff feels that each and every run in the County should be billed for the level of service provided. This is being done in other jurisdic- tions in the state and was being done by Indian River Memorial Hospital prior to the County service. An average bill of $311.42 is submitted to Medicare for an ALS patient on an average EMS run versus $90.00 for a BLS run. It should be noted that 66% of all billings are Medicare related. Medicare pays an average of $140.84 of the $311.42 or 45% of the amount billed for a typical ALS run. This percentage rises to 55% of the amount billed if the patient has secondary insurance. The average secondary insurance amount collected is $30.00, largely due.to changes in Medicare wherein once Medicare has valued the medical service costs (80%), secondary insurance is limited in what they have to pay. In cases of automobile accidents, 100% collections are being achieved from insurance carriers. An average of seven (7%) percent or approximately 483 runs out of 6,908 ALS patients (since 2/1/89) are completely unin- sured and the County receives no revenue from these runs. Some external factors have had an adverse impact on the third party billing approach mostly dealing with Medicare system changes. Since the County assumed the ALS service, Medicare has eliminated charges for some medical supplies and placed a value on medical costs which allows secondary insurance companies to pay only a fraction of the costs remaining for the service after Medicare pays the statutory 80%. Staff also is not precluding a percentage cut of approximately 2% in Medicare revenue in that Congress has imposed some budget restrictions due to the Graham -Rudman Act and across the board cuts in federal budgets could potentially be mandated. To assist in reducing any shortfall that may occur, staff recommends that the Board of County Commissioners approve implementing the following: 1. Approve and authorize staff to bill every run at the ALS fee schedule. The County provides an ALS level of service on every run and as stated above, this is being done in other jurisdictions in the state; 2. Approve a fee of 550.00 an hour for a minimum of two hours for the County RLS to provide EMS personnel and equipment at special events not community oriented or sponsored. Additional revenue in the range of approximately $96,000 would be generated annually if the County billed all runs at the ALS service level according to run history since Febru- ary 1, 1989. While there may still be some shortfall in this fiscal year, staff feels that it is somewhat early to make that determination. Staff does commit to living within established budgets as approved by the Board and will continue to monitor both the expense and revenue for the ALS EMS service. 17 BOOK 1300K F9. � 850 Any commitment made by staff is sincere and has been formal- ly demonstrated in that management expended only 89.50 of the budget approved by the Board and supplied by the Indian River Memorial Hospital in FY 88-89 to operate the countywide service. In excess of 350,000 in inventory was on hand at the end of the year excluding capital equipment and start up costs.- Staff will continue to be diligent in terms of utilizing tax revenues while providing the citizens of the county with exceptional Advanced Life Support ser- vice. Director Wright gave the Board a quick synopsis, advising that to date we have collected $104,813 through December. A couple of days after the first of the year, the billing agency received an additional check from Medicare for $18,000, which makes December look a lot better since he believed that check applied to a period in December. If that is the case, then we exceeded our expectations for that month, and he hoped that is a sign of things to come. If we can do just as well the next 3 quarters, we should collect $491,000, which still would indicate a shortfall of $75-100,000. However, it is felt we can make that much up through extending the life of some of our capital equipment, and, through attrition, we can let some positions just lie dormant for short periods of time to build up some reserve there. Director Wright noted that the news media refers to what is proposed as a rate hike, and he stressed that he is not asking for a rate hike. We are simply asking for a change in billing procedure and requesting that we provide an ALS level of service on each and every run;'that even on calls that are determined by the Paramedics to be BLS, we take ALS precautions to make sure we are not going to jeopardize a patient's life. We actually don't run a BLS service at all. This is being done in other jurisdic- tions; it is a way we can increase our revenues lawfully; and Director Wright submitted that we should be billing at an ALS rate. Chairman Eggert noted that, in other words, this is really a reclassification. 18 Commissioner Bird wished to know how this would affect someone who can't pass the charges on through to Medicare or some other insurance. Director Wright explained that we are not going back to the patient at all now. If they have a private insurance company and are not covered by Medicare, we bill that company directly for the service. Commissioner Scurlock contended first of all that just to assume that insurance doesn't cost anything is a fallacy, and the fact is that we are subsidizing this service for those who are uninsured because we do not at this point receive any significant revenue from them. . He also did not think we are looking at a $90-100,000 shortfall, but rather that we are looking at a $200,000 shortfall. Administrator Chandler noted that when we first looked at meeting budget in terms of revenue, it was determined we would have to average our pro rata at about $46,000 a month; so, when we first saw the October collection of $26,000, we did at first project a $200,000 shortfall. The way it is tracking in now, however, we do not anticipate that, but this will dip down in the summer months. Administrator Chandler agreed we must continue to watch this very carefully as to how it comes in according to the pro rata which was based on the historical collection figures we were given. He also pointed out that, in regard to insurance, Medicare only picks up a certain amount of the expense; so, there is a differential. Commissioner Scurlock believed that a majority of our senior citizens have supplemental insurance through AARP or something similar that pays above and beyond the $141. He further clarified that when he is talking about $200,000, he is talking about a shortfall in revenue, not a difference between expenses and revenue, and Administrator Chandler stated that when he said $200,000 that was strictly on the revenue side. ,JAN 19U 19 Boor. E'° �� . � " ao0K 78 FA'E Commissioner Scurlock feared that the summer months will be drastically below our average projection and felt now is the time to start looking at consolidation. For example, on the Beach, the ambulance station is right next to the Beach fire station, and you could put that unit over in the fire station and eliminate using one of the fire EMTs to go on the run. You, therefore, are talking one person, and one person for 3 shifts is 3 people, and you consider that times 365 days in a year. He felt that is the kind of thing we need to start looking at aggressively so that we can better utilize our resources. Director Wright commented that they have not disregarded that option, but he submitted that any time you take from one and give to the other, you are affecting the other side and you may need additional staff there. He believed in terms of housing there is some potential to reduce costs, and they are not excluding that as an option. Director Wright assured the Board that he gets weekly printouts of theALSbudget, and they are giving it close and constant attention. Commissioner Scurlock commented that we first were consid- ering getting into this, we had considerable discussion and controversy about ALS versus BLS and an indication that many patients were receiving ALS treatment when there was no need for it, which, of course, incurs additional charges. He felt we need to have a balance and not just look at increasing revenues by jacking the rate up because we think insurance is going to pay for it. We don't want to have someone who only needs basic transport to the hospital getting all these additional charges. Commissioner Bird stated that is an area where he has some concern also, and he concurred that we don't want to overtreat a patient or give the appearance of overtreating someone just to put it on the insurance company. Commissioner Eggert pointed out that the run cost itself does not include an I.V, or any other kind of invasive procedure. If that is needed, it is an additional charge. ., 20 M M M Commissioner Wheeler felt what Commissioner Scurlock said about subsidizing the uninsured is correct, but he also felt that by not redoing our billing, we are in actuality subsiding the insurance companies because they set a fee and pay schedules based on averages. Therefore, by other counties taking advantage of this and us not taking advantage of it, we are, in effect, subsidizing the insurance company. Commissioner Wheeler felt it is very important that we redo our billing operation. Commissioner Scurlock stressed the point is that when we took on ALS, the budget was 1.3 million, and you are looking at about 1/4 of a mill in ad valorem taxes. Administrator Chandler further clarified that at'budgettime, the overall expense for ALS was 1.9, and we are anticipating generating $560,000 in revenue. That differential is what we are looking at in General Fund revenues. He felt another point that needs to be brought out is that better than 600 of the runs we have are for people who are insured under Medicare, and the federal government will only pick up "X" percent of that amount. Director Wright confirmed that 2/3, or 660, of our runs are related to Medicare. Commissioner Scurlock asked how much we are doing in billing the supplemental insurance companies. He noted that the hospitals are extremely effective in pursuing that option. Director Wright pointed out that a subsidiary of the hospital does their billing, and it is those same experts that are doing the billing for us, but Chairman Eggert wondered if they have the same motivation. Administrator Chandler informed the Board that his informa- tion is that if the patient has supplemental insurance, we pick up an extra $30-40 above the $140. Chairman Eggert commented that she asked right in the beginning if we would be better off having an in-house person 1 -- doing these claims rather than going to a company like' this. This is being evaluated as we go along, and so far it seems to be ,JAS! 21 „ Boor. f F..0U@ Fr­ I JAN BOOKd F ,E 85 the better choice to go out to this company, but she felt we must keep looking at this continuously as -we gain experience. Commissioner Scurlock did not feel this shortfall is a result of anything we have done wrong. We based our budget on existing data. What he wanted to make plain is, and this was identified up front, that this is going to be an extremely costly service we are providing to our community. It is one our community suggested they have a desire to have, but he felt we are going to have to look very strongly at the equity in how we bill and possibly pursue other options of generating enough revenue. Commissioner Scurlock noted that we have adopted a process of user fees as much as possible, and he felt we need to act a little more aggressively towards employing that concept for this particular activity than we have. He felt strongly that between now and next October we must evaluate all of our options and get some equity into the system. Commissioner Wheeler expressed his feeling that this community has shown that they want ALS, paramedics, etc. out here in life threatening situations, but he doesn't know if the individual can afford all this. It is, however, a community service that is available to all of us, and there is some value to having .this service available whether we use it or not. He also agreed that "you pay for what you get" has been our philosophy, but he does have a question as to whether the individuals can afford to pay for it; it is very expensive. Commissioner Scurlock believed there are many ways to address this, i.e., you could have a sliding scale based on income. He stressed he is not suggesting that we give a lesser level of care to indigents because they can't pay, but there is a certain level of service that you must balance with the ability to pay and he is just emphasizing that we must think very hard about this between now and next October. Commissioner Bird gave the example of a senior citizen who needs a cab to drive somewhere and a limousine shows up that he 22 can't afford. He hoped a similar situation is not being created here where we give someone more than they really require and have to bill them accordingly; although, he did realize that is hard to determine. Director Wright agreed that we could have BLS units, but we have looked at what has occurred in other jurisdictions when a BLS unit picks up a BLS patient and they have 7 or 8 miles to go and that condition escalates into an ALS situation and they have no paramedic on board. Then they just have to pull the ambulance over and wait until an ALS unit gets there. Commissioner Scurlock agreed a paramedic has to be there. He then referred back to the point made earlier about -using fire personnel, and felt it just doesn't mix. He emphasized that when you look at the fire station run sheets, those sheets show that now, and for a long time in the past, the major activity of the Fire Department has been rescue rather than responding to fires. This also presents a problem in that we have many type rescue vehicles responding to every emergency. Commissioner Wheeler and Chairman Eggert agreed this still remains a problem and is something we must continue to look into. Emergency Management Director Wright assured Commissioner Bird that we are not going to provide ALS service to a BLS patient. We are going to go there with the maximum service available for the worst case scenario, but if it is less than that, we will treat it as such. He stressed that we will not destroy the credibility of the service we have worked so hard to establish. Commissioner Bird agreed that if it were a member of his family, he would want all the capability possible on that vehicle. Chairman Eggert commented that also included in this recommendation was a charge of $50 an hour for a minimum of 2 hours for the ALS to provide EMS personnel and equipment at JAN 2 1990 23 Boar, 78 A 14 �ooK. 78 F".ft 856 special events not community oriented or sponsored, and she asked if this would be a polo match or something of that nature. Director Wright confirmed that it would, i.e., Dodger games. Commissioner Wheeler inquired about high school football games, and Director Wright advised we have not charged for them. Commissioner Wheeler did not see why we don't. He noted that there is a revenue created there, and they pay for ticket takers, police officers, etc.,; so, why should we be exempt? Director Wright felt that the price of the tickets is one of the identifiable things that makes a difference, and Administra- tor Chandler clarified that we are looking at orienting this more towards charging profit organizations. Commissioner Scurlock agreed with Commissioner Wheeler. He noted that before when we were volunteers and we sent the volunteers and an ambulance over to stand by, we just had the equipment out of service and that was no significant cost to the county, but now we are sending a paramedic, an EMT, etc. Commissioner Wheeler thought that any time there is a function where they charge a fee, they should crank this cost into their overhead. He would like to see this be consistent. Director Wright advised that they based this fee on a survey of other communities, but they will follow the direction of the Commission. In further discussion, Commissioner Wheeler commented that he did not have a problem with standing by free at something such as the Art Festival where there is no admission charge, and Chairman Eggert suggested changing the wording to state that the recommended charge should be made only "at special events where fees are charged." ON MOTION by Commissioner Scurlock, SECONDED by Com- missioner Wheeler, the Board unanimously approved staff recommendations 1 and 2 with the change in wording in #2 as set out above. 24 � � r INDIAN RIVER COUNTY HEALTH UNIT BUILDING General Services Director Dean reviewed the following, recapping that'staff was directed to move ahead with this project which has been dormant since 1986: DATE: JANUARY 3, 1990 TO: HONORABLE BOARD OF COUNTY COMMISSIONERS THRU: JAMES E. CHANDLER COUNTY ADMINISTRATOR FROM: H.T. "SONNY" DEAN, DIRECTOR DEPARTMENT OF GENERAL SERVI SUBJECT: INDIAN RIVER COUNTY HEALTH UNIT BACKGROUND: The plans and specifications for the subject project have been completed. Mr., Lemuel Ramos, of Ramos and Associates is ready to make his final presentation to the Board of County Commissioners. RECOMMENDATIONS: Staff recommends that this presentation be scheduled for the regular meeting of the Board on Tuesday, January 9, 1990. It is also recommended that upon approval of the plans that authorization be given to bid the subject project. Mr. Lemuel Ramos of Ramos 6 Associates took the floor and displayed drawings of final plans of the proposed project. He informed the Board that the building is still set in the same place. They have refined it and picked up a few small changes, but basically it is the same building. It now contains 36,000 sq. ft. Commissioner Scurlock asked how much the total square footage has increased from the beginning figure. Chairman Eggert advised that it started out at between 25127,000 sq. ft. and went down to 20,000, and then it went back up to 36,000 sq. ft, with the Primary Care Program and Environ- mental Health in it. She noted that Welfare and Veterans are -in this building also. Mr. Ramos then showed the Board where there previously was an area set aside for future parking, but now they are making use boo$. 1 F��F. a, JAS 78 5�' of that area and are putting the total site to its highest and best use. He then referred to a drawing of the first floor plan, which includes Veterans Services and Welfare and explained that it will have an auditorium which will be on a separate A/C unit so that it can be used at nights and on weekends when the rest of the building. -is closed. It will seat 50-80 people, depending on how they are seated, at tables or just in rows of chairs, and you could hold classes there or have the whole staff meet there. Commissioner Scurlock asked if there is an ability to secure portions of the building and keep other portions open, and Mr. Ramos confirmed that Veterans Services and Welfare also have their own.A/C units and can be accessed separately while the rest of the building is locked up, the same as the auditorium. Mr. Ramos then displayed the second floor plan where Environmental Health is now to be located and noted that the only change on that floor is that we have added a lab for them. Commissioner Scurlock inquired what the total reduction in the amount we have to pay for rental space will be when we actually move into the new Health Building. Administrator Chandler advised that it will eliminate the need to rent space where Veterans Services is located now, as well as the space at the Cappelen Building for the Health Department, and the space in the Human Resource Building at the hospital complex for Environmental Health. Commissioner Scurlock believed that would amount to between $70/80,000 yearly, and General Services Director Dean agreed and felt it would be closer to $80,000. Mr. Ramos continued his review, noting that on the second floor, besides Environmental Health, you will have the nursing staff, the business offices and administration, small conference rooms, computers, etc. Commissioner Scurlock asked how much space has been allocated for expansion. 26 s � � Mr. Ramos advised that about 10% expansion capability has been built in. Dr. Berman confirmed that there is a 10/15% growth factor. He advised that this is a building that is intended to service us well into the next century; however, with the programs that keep changing constantly, it is hard to predict. For instance, Mr. Gal.anis has about 12 people now, and we didn't project that was going to happen until 1992. We got a grant when the program came on for cocaine baby followup, and that requires another nurse. Our planned 15% expansion factor was based on our growth pattern over the last few years. Commissioner Scurlock suggested that possibly with more flexible hours of operation, etc., you could expand the usage of the facility, and Dr. Berman advised that the Clinic facilities are extremely flexible. Each section is set up with modules that can be changed around for different uses. It was intentionally planned that way because we did not want to lock ourselves into specific spaces that might not be fully utilized. Commissioner Bowman wondered if we should look farther ahead and plan for adding a third floor in the future as she did not believe that would exceed the height limitation. Dr. Berman cautioned that you must consider the parking space available on the site, which is all locked in. He also felt that for the long range, we would be better off looking at satellite units in other parts of the county. Commissioner Bowman thought that satellites would cost more when you consider land values, but Dr. Berman felt this would serve the people better, and Mr. Ramos expressed his opinion that it would be cheaper to buy another piece of land than add a third floor. Chairman Eggert summarized that this project will total about,4 million fully equipped, landscaped, etc., and asked if there were any further questions. 27 J 141 19 -90 L BOOK ��. AN Commissioner Bird wished to be sure we put the retention pond where it is the least visible as he felt they so often are left unattended and become extremely unattractive. Environmental Health Director Galanis advised that his department has a new relationship with the St. John's Water Management District where they are going to be inspecting retention ponds and cleaning them. Commissioner Wheeler commented that he did not see the dental lab included in the plans, and Chairman Eggert confirmed that it is no longer there. Commissioner Scurlock asked if the space originally allotted to it is still there, and Dr. Berman confirmed that it is, and that is now part of their specialty clinic examining rooms. MOTION WAS MADE by Commissioner Bird, SECONDED by Commissioner Scurlock to approve the plans for the Indian River County Health Department Unit as presented and authorize staff to go out to bid. Commissioner Scurlock asked if our construction manager will be in charge of this building also. Administrator Chandler confirmed that he will be involved in the construction and all of the other aspects of it. Commissioner Scurlock asked if funds have been allocated within this 4 million dollar budget for that portion. Administrator Chandler confirmed that is a part of what we funded. The Administrator felt he should make the Board aware that while most of the funding is coming from Sales Tax, and we have received $500,000 from the state at this point, what is very important to us also, in terms of other projects down the road and flexibility, is that there has been 2.2 million provided in the state budget for this building, and it is critical that we follow that all the way through the legislative process. 28 Chairman Eggert clarified that the 2.2 million has been proposed by DHRS, and Administrator Chandler explained that since, at this time, we can't bank on receiving that amount, we included the entire cost of the building when we presented the Sales Tax to the public. Commissioner Scurlock hoped that at the proper time we authorize Commission members and staff to do whatever is necessary in Tallahassee to make our voice heard on this. Chairman Eggert confirmed that Dr. Berman has been doing all he can, and she is going to our Legislative Delegation with this next week. She felt we are doing everything we can to be sure these funds are appropriated by the Legislature. COMMISSIONER SCURLOCK CALLED FOR THE QUESTION. It was voted on and carried unanimously. RISK MANAGEMENT ADMINISTRATIVE POLICY MANUAL Administrator Chandler reviewed the following: ------------------------------------------------- -- ---- - TO: James E. Chandler, County Administrator THRU: Jack Price, Personnel.Directorgr-__�,. FROM: Beth Jordan, Risk Manageri.16 - DATE: December 29, 1989 SUBJECT: Request for Board Consideration; Risk Management Administrative Policy Manual Background As Indian River County adopted a modified self-insurance program, two significant documents were needed. The first, an administrative policy manual, was necessary to provide internal guidance. The second, an ordinance, was necessary to':provide authority for the program. Analysis Priorities for the Risk Management Division have been the development of both the administrative policy manual and the ordinance. The administrative manual, which is attached, has been reviewed by Department Heads as well as Constitutional Officers. Comments made during the review process were carefully considered and several BOOK 78 changes were incorporated to meet the operational needs of the user departments/offices while maintaining the integrity of the loss prevention and loss •control objectives of the self-insurance program. To address some concerns, meetings were held with Department Heads to clarify issues and attempt to reach meaningful resolutions. With few exceptions, we were able to develop mutually agreed upon material. After such extensive review, the manual is now ready for Board consideration. The second major work product, the ordinance, is being developed with the assistance of Siver Insurance Management Consultants through terms of a contract made with the firm several months ago. A revised draft is being reviewed currently by Siver staff and a joint review meeting with County staff is planned for early January, 1990. According to the consultant, the ordinance should be ready for Board consideration in mid to late January. Recommendation Staff recommends that "the Board approve at the January 9, 1990, Board meeting the Risk Management section of the County's Administrative Policy Manual. Risk Manager Beth Jordan came before the Board and explained that this is one of many sections of the Administrative Manual. The Risk Management Program is a fledgling program of the County, and we still face many questions about it. She hoped this admin- istrative policy section will help answer some of those questions. Mrs. Jordan advised that this administrative policy section accomplishes two things. It standardizes internal procedure in the county., and it also brings life into the Risk Management program in that we try to convey the feeling that it is a living process of which everyone is an integral part. She informed the Board that this proposed section was reviewed by all department heads, the Constitutional Officers, and by the County Safety Committee representatives. Risk Manager Jordan advised that one of the sections that received quite a few comments was the insurance section where we try to explain the types of insurance the County carries and also our expectations of those who do business with the County. She emphasized that as a partially self-insured, we have to be extremely careful in our business dealings and in our contracts, and what we are trying to do through this section is transfer as much of the risk as we possibly can. She commented that so far the questions she has received have not dealt with limits. One question that does come up relates to the County's requirement that we be named as an additional insured on policies with other contractors and require that we be notified if the insurance is going to be canceled, etc. There are some carriers who are somewhat reluctant to enter those relationships, but she assured the Board that there are agents within the community who routinely write this sort of insurance for us. She further explained that she works with the Purchasing Manager and the departments that want to enter into contracts to be sure that risk is covered in a way that protects the County. Chairman Eggert stated that she personally does remain concerned.about limits, and she felt a lot of.people who might do business with the County just aren't doing it because of concern over these limits. She noted that there is a paragraph in the proposed manual which says, in essence, that we will work with you, but she still wondered if the small contractor will continue to quest -ion whether he can get a fair shake here. Commissioner Scurlock also had a question about time limits and specifically mentioned the phrase that refers to "contracts that will not exceed 30 days and $25,000." For example, he doubted very seriously whether our rain shelters at Sandridge Golf Course were constructed within 30 days total, and Commis- sioner Bird further noted that they were $38,000, which made them over in both cases. Commissioner Scurlock continued that he has that concern about the limitations because he believed it is generally accepted in the industry that when you do business with the county government, you better jack up your price to be sure you have built in enough, and he did feel that in some cases we have discouraged competent people from participating. Chairman Eggert agreed, and Commissioner Scurlock commented that while he is sure these policies are probably similar to O � rr �99C 31 . BOGK BOOK 78 rAGE 881 those of other communities, he felt possibly those other communities should look into this also. Commissioner Scurlock then addressed the paragraph which Chairman Eggert referred to earlier which states that "These guidelines establish the minimum acceptable standards. However, it should be noted that these standards are subject to review and modification by the Risk Manager who will assist departments in addressing unique exposures as conditions warrant or in response to a specific exposure." He noted that "unique" suggests to him that you would increase it because these are the minimum limitations, and he would like some language in there to say you could go the other way under certain conditions. Chairman Eggert noted that was the exact comment she had made when talking to the Risk Manager the other day. Mrs. Jordan warned that if you have a $10,000 project, for example, and there is an injury or an accident, don't think that they are going to sue you for only that amount. Commissioner Bird referred to the language requiring 30 days' notice prior to cancellation. He understood why we want to require that, but was under the impression that it has caused us some problem in the past with some insurance carriers. Risk.Manager Jordan advised that the major carrier we have had a problem with here has now agreed if we have a contract for the service, they will have their underwriters in the home office review the contract, and then they issue an endorsement naming the County as additional insured and giving us that notification. Commissioner Bird inquired about the nature of our relationship or agreement with Doctors Clinic. Mrs. Jordan advised that was set up prior to her coming to the County, and there is no written agreement as such. She believed it is a verbal agreement with Doctors Clinic whereby they would make every effort to see any county worker who is injured on the job in the physician's office rather than having them go to the Hospital emergency room where the -charges are 32 significantly higher. By the same token, under Worker's Compensation, when the injured employee is treated for that on-the-job accident, we discourage them from going to their personal physician because the situation often can become very cloudy between an on-going medical condition versus the accident. Commissioner Bird agreed that when something is not life threatening, you can take the time to go to Doctors Clinic, but in an emergency situation, he would hope they go to the hospital.. Mrs. Jordan assured him that is how it would be handled. MOTION WAS MADE by Commissioner Scurlock, SECONDED by Commissioner Bird, to approve the Risk Management section of the County's Administrative Policy Manual with the provision that we adjust the language to allow a little more flexibility in terms of going the other way (i.e., relaxing what is referred to as "minimum" standards. Administrator Chandler felt the language can be modified to reflect that these can be adjusted down as well as up, and Commissioner Scurlock further suggested that when we do make any such adjustment, possibly there should be a variance form which would spell out any variance from standard procedure and the reason for it. Commissioner Bird agreed there should be such a form and wished to add his commendation regarding the preparation of this manual, which he felt is long overdue. THE CHAIRMAN CALLED FOR THE QUESTION with the addition of a variance form. It was voted on and carried unanimously. COPY OF SAID RISK MANAGEMENT POLICY MANUAL SECTION ON*FILE IN THE OFFICE OF CLERK TO THE BOARD. 33 BOOK Ec:1 .JAN 19U BOOK .78 866 EMERGENCY ITEM - CONTRACT FOR FRUIT SALES Administrator Chandler reviewed the following memo from Utility staff, noting that the red grapefruit was all right and we realized -about $35,000 from that crop: DATE: JANUARY 8, 1990 TO: JAMES E. CHANDLER COUNTY ADMINISTRATOR u FROM: TERRANCE G. PINT DIRECTOR OF UTILIT SERVICES SUBJECT: FRUIT SALES PREPARED AND STAFFED BY: JOHN FREDERICK LANG ENVIRONMENTAL SPECIA IST DEPARTMENT OF UTILIT SERVICES BACKGROUND The Department of Utility Services signed a contract for fruit harvesting services and purchase on December 13, 1989. The white grapefruit crop was injured in the freeze conditions over the Christmas Holidays. The purchaser, Hubert Graves Packing Company, has advised the County that they cannot honor the contract as per Clause II, of the contract. The red grapefruit crop was harvested as per the contract. ANALYSIS The Department has asked Steve Futch, the County Extension Agent, to inspect the fruit, and it is his recommendation that the fruit should be sold immediately for processing. Hubert Graves Packing Company, has proposed purchasing the fruit based upon a per pound solids basis as realized from processing the fruit. The price will have a standard deduction for the pick, load, and haul. This price is $0.10 per pound solids less than last year's price. RECOMMENDATION The Department of Utility Services recommends that the Chairman of the Board of County Commissioners execute the letter of acceptance to ensure a monetary return on the white grapefruit crop. ON MOTION by Commissioner Wheeler, SECONDED by Com- missioner Bird, the Board unanimously authorized the Chairman to execute the letter of acceptance with Hubert Graves Packing Co. as recommended by staff. 34 January 59 1990 Indian River County 1840 25th Street Vero Beach, FL 32960 ATTN: John Lang Utilities Department SUBJECT: Citrus Contract 1989/90 Gentlemen; Please be advised that all the red grapefruit has been harvested and that portion of the contract will be honored. We have just completed a survey of the white grapefruit and unfortunatly this fruit cannot be packed as fresh fruit. This fruit should be sent to the processing plant immediatly. Hubert Graves Packing Company is willing to offer $1.00 per lb. solid, less pick, load and haul"which should range between $1.40-$1.60 per box. We would further agree to commence harvesting within one week if our offer accepted. Hubert Graves Packing C . Hubert Graves, Jr. President ACCEPTED t1 DATE /- COMMITTEE APPOINTMENTS - ECONOMIC OPPORTUNITIES COUNCIL (E.O.C.) and OVERALL EXTENSION COMMITTEE (1) E.O.C. - 1 year term District 1 (Vacancy) District 2 Freddie Woolfork District 3 (Vacancy) District 4 (Vacancy) District 5 (Vacancy) Chairman Eggert informed the Board that Freddie Woolfork is very involved with a program for children in Gifford working with the Sheriff's Department, and he would like not to.have to continue on the E.O.C. She would like to withdraw this item at this time and put an..article in the paper explaining the E.O.C. and asking for applications, but noted that if anyone has any nominations, -they can bring them up now if they desire. Commissioner Bowman felt this whole committee needs to be JAN 0 1990 35 90UIf �� E SII BOOK 1 V PA.�C Ols reviewed. There is a reason no one wants to serve, and she believed we can get it straightened out. Commissioner Bird asked if each Commissioner's appointee must be from their District, and Chairman Eggert felt they should, if possible, as that has been the historical policy. Commissioner Scurlock noted that he has been on the Commission 10 years, and in all that time he has never seen this particular committee function with any degree of reasonable- ness. He asked what the requirement is under law for us to have an E.O.C. Attorney Vitunac was not aware of any, but noted that he has not looked into this, and Chairman Eggert agreed this should be investigated. Discussion ensured regarding the role of those involved with "Head Start" as related to the E.O.C., and Commissioner Bowman noted that "Head Start" is only a part of it and believed the problem is that there is no agenda and no set meetings. Commissioner Bird requested that the Attorney's office research the E.O.C. as to the makeup of the committee and what its duties are, and bring this back to the Board. The Board agreed this should be done. (2) Overall Extension Committee - 2 year terms District 1 (Vacancy) District 2 (Vacancy) District 3 (Vacancy) District 4 Cathy Rovella District 5 Hildie Tripson Commissioner Bird commented that he is not real clear on what this committee does. Commissioner Bowman believed that it only meets once or twice a year and we received a memo from Judith Wakefield, the County Extension Director, in regard to it as follows: 36 s � � FLORIDA C00PE14ATIv1_ 1_�tl_rl`,Il1N •�Ll�vi�-t UNIVERSITY OF FLORIDA INSTITUT Or' •OOO ANO AGRICULTURAL SCmENCEe 'F �ISTRi6UT10N LIST � n Co m'uirmns:_a aj °Ow•a,l�ntflfAn•R•��qCaw wv.aa wew.aKTw•► f11Nw.rmrT fTwT.erf S efr0e\ TOw••T wiaerwefar•�.�+w+ff wTwT.e.. aewef M wfMM.TVwe - r Personnel County Administration Bldg. X3 tr ••�►• .. 1840-25 St.. S-328 Public Works cVero Beech, it 32960 G 'P Community Oev. _ Ut!lit!es 567-8000 X328 a 1 �• Finance ,�- 81 l other J.t.[tl._:a:�%/"H'Hovem�er 8, 1982 TO: Board of County Commlsktloners YA FROM: Judith A. Makefleld.County Extension Director SUBJECT: Commissioners' Involvement In Overall Advisory Committee In the very near future 1 will be organizing an Extension Overall Advisory Committee. The functions of such a committee are: 1. Provide lay Involvement in assessing the general situation In the county to determine Ext%nslon Service educational program needs. 2. Provide long-range program direction for the total County Extension program. ). Legitimize Extension program plans. 4. Help in public relations. Our next plan of work will be for a 4 -year period. For this feason It is Important that we have help In planning programs relevant to the needs of the county. An Overall Advisory Committee Is made up of representatives from the following groups: 1. Local leaders with broad-based Interests. 2. County Extension Citrus. Ikxne Economics, and 4.11 advisory comm i t tee's. ). Groups and organizations relevant and meaningful to the overall Extension Program - ag-!culture organizations. governnsnt bodies. etc. 4. Representatives of the population of the county for demo- graphic variabies,such as age, sex. race. ethnic group. Intone, and geographic locations.. I would like for you to determine how you wish to be Involved In thls committee. In some counties a Commissioner serves on the committee, and In some others each Commissioner assigns someone from his district to serve on the Advisory Committee. we will appreciate your participation In the development of` this committee. Commissioner Scurlock wished to know if we are required to have this committee, and Attorney Vitunac advised that he will check into this also. RESIGNATION FROM PARKS AND RECREATION COMMITTEE Commissioner Bird informed the Board that the Parks & Recreation Committee has switched their meetings from Thursday afternoons to the morning. That unfortunately has created a problem for Valerie Brant who is a school teacher, and she has given us her verbal resignation. Ms. Brant's recommendation and that of several other community leaders (Mr. Lundy, Mr,. Hart, and Mr. Jackson) is that Alberta Brant be named to that committee in � 37 JAN 9 � aaol< `�s �J AH BOOK 78 Fn[ 8 70 her place. Alberta Brant is Valerie Brant's mother, and she has been highly recommended. ON MOTION by Commissioner Scurlock, SECONDED by Com- missioner Wheeler, the Board unanimously accepted the resignation of Valerie Brant with regret; directed that she be sent a letter of appreciation for her services; and appointed Alberta Brant to the P&R committee in her place. DISCUSSION RE TRANSPORTATION PLANNING COMMITTEE Commissioner Bowman informed the Board that she had asked Attorney Vitunac to check on how this committee was constituted in the beginning. Attorney Vitunac reported that the Transportation Planning Committee was set up by Resolution in 1981 and the Board revamped it in 1987. It can either be amended or abolished by Resolution as the Board pleases. As it is set up now, there are 8 voting members, and they all have alternates. There also are 6 non-voting technical members. The membership is 1 from each town, 1 from Gifford, 1 from the School Board, and 1 from the County Commission. Commissioner Scurlock informed the Board that he originally asked for the Committee to be created because we were having significant transportation questions come up, particularly arising from the School system not being aware of and involved with us in the improvements made in various areas. He, there- fore, suggested to the Commission at that time that we form a committee to get input from a variety of segments of the community, and, of course, at that point the municipalities were an important part. Now, however, everything has changed dramatically in that we have adopted 9 transportation impact fee zones, and he felt it would be better to have representation from 38 each of those zones. This would not exclude the municipalities from having participation because they could designate at least one of their members from one of the zones, and he did feel this would provide us better and broader input. Commissioner Scurlock commented that just lately at Feast 3 individuals from various areas have expressed interest in participating, and he felt what we need to do today is determine a format for selecting one individual from each district, if that is the way the majority wants to go. Chairman Eggert asked if it would be unwieldly if there were one representative from each district as well as one from each municipality. Commissioner Bowman felt that definitely would be better, and Commissioner Bird noted that one of the reasons for the municipalities being represented originally was the need for coordination. Chairman Eggert suggested that we might want to send Minutes out not just to -the representative of a particular municipality, but also to the governing entity of that municipality as well as she felt that sometimes information doesn't get passed on. Discussion continued in regard to representation of the 5 municipalities, the 9 zones and the School District, and Commissioner Bowman stated that she did not have any objection to working with a large committee. Discussion then ensued as to the advantages and disadvan- tages of having a low number required for a quorum, the number of unexcused absences allowed, etc. Commissioner Bowman felt some of the problem with absences may arise from the fact that the representatives from the municipalities have to be elected officials, and it was suggested that requirement should be changed to read "an elected official or designee." 3 9�"' P'+� BOOL( WC'�� JAW ob JA It was further noted that if you have representation just from the 9 districts and the municipalities, this could affect having a representative from Gifford. The Board did not wish to eliminate the representative from Gifford, and it was clarified that what is desired is to just add the 9 districts to our existing committee and change the language to read " an elected official or his designee." Attorney Vitunac inquired if the 9 district representatives will have alternates. The Board indicated they would not, and asked that these changes to the Committee be attended to as quickly as possibly because we have major issues facing us. Attorney Vitunac stated that he would try to get a Resolu- tion ready for the next agenda. SOLID WASTE DISPOSAL DISTRICT The Chairman announced that since discussion of acquisition of the Bailey Property was removed from the agenda, there will be no SWDD meeting called at this time. NORTH COUNTY FIRE DISTRICT The Chairman announced that immediately upon adjournment the Board of County Commissioners will reconvene acting as the District Board of Fire Commissioners of the North Indian River County Fire District. Those Minutes are being prepared separately. 40 There being no further business, on Motion duly made, seconded and carried, the Board adjourned at 10:22 o'clock A.M. ATTEST: kvW.A � - I i�A"I —✓ s JAN 0 690 41 Char an