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1986.05.19_TC_Minutes_SpecialTOWN OF HIGHLAND BEACH, FLORIDA • TOWN COMMISSION SPECIAL MEETING MINUTES Monday, May 19, 1986 1:30 P.M. A Special Meeting of the Town Commission of the Town of Highland Beach was called to order by Mayor Sullivan at 1:30 p.m. on Monday, May 19, 1986 in the Town Commission Chambers at Town Hall. Also present were: Vice Mayor Mary Louise G. Blosser and Commissioners John J. Basso, William A. Grier, and Betty Jean Stewart. Also present were: Town Manager Hugh D. Williams, Town Clerk Mary Ann Mariano, and members of the general public. The purpose of this meeting was to discuss the ongoing negotiations with the City of Boca Raton regarding the Interlocal Agreement, with specific emphasis on the number of radios which will be needed for the Town to be included in the Boca Raton bid specifications. Also to be discussed at this Special Meeting was the April 17, 1986 report of Camp, Dresser & McBee, the Town's engineers, regarding trihalomethane (THM) control. • The third purpose of the Special Meeting was to review several pending recommendations made by the Financial Advisory Board. Mayor Sullivan noted that the only matter regarding the Interlocal Agreement, which needed action today, was to determine the number of radio units to be purchased for use by the Town of Highland Beach. A memorandum to the Town Manager from Chief Cecere, dated May 13, 1986, was cited in which Chief Cecere recommended the purchase of a minimum of six (6) portable units. Discussion ensued regarding the feasibility of hand- held units versus car mounted units. Commissioner Stewart cited that there was a $2,000.00 difference in cost, with the hand-held units being more expensive. Commissioner Basso felt that most of the police work was traffic related and that mobile units might be more feasible. Commissioner Grier cited the matter of a past drowning when officers are required to be away from their vehicles. Cheif Cecere contended that portable radios were more feasible for the Police Department and would be more efficient to have in any emergency matters, i.e., hurricanes, etc., when additional personnel would have to be called in. The rate of repair is also high, due to the nature of police work. MOTION was made by COMMISSIONER STEWART/VICE MAYOR BLOSSER to advise Boca Raton to bid six (6) portable units for use by the Town of Highland Beach. This MOTION carried unanimously. It was noted that the Town could possibly sell the old radio units for a minimum amount. Town Commission Special Meeting Minutes • May 19, 1986 Page 2 of 7 With regard to the proposed antenna and the possibility of using Town property to install a communications tower needed to implement the new public safety communications system, the Town Manager reported that he would have additional information regarding costs for the Workshop Meeting on May 27, 1986. The three options the Town is looking at, with regard to the necessary antenna, are to mount it atop the Clarendon Condominium., mount it atop the water tower, or construct a new tower. Also, to be considered is an alternate power source, as well as ease in servicing. The second item on the agenda was to review & McKee to undertake a study to culminate in course of action should be taken by the Town trihalomethanes. It was noted that although promised to the Town by Mr. Ameno of C.D.M., been received. a proposal from Camp, Dresser a recommendation as to what f with regard to the proposal had been the proposal had not yet Jack Lee was present and addressed the Town Commission. In response to J Mayor Sullivan's inquiry, Mr. Lee stated that he had been in contact with other water treatment plants and found that the Town of Highland Beach ~ could not utilize the coagulation method, which was one of the C.D.M. • recommendations, with the type of plant that we have. Mayor Sullivan asked Mr. Lee if he felt he and his staff could implement an ammonia system, if the Town decided to go that route. Mr. Lee stated that he felt the Town could make a transition into an ammonia system in-house without the need for additional reports and studies, as most of the communities around Highland Beach had already made such transitions and already had the reports available, citing Palm Springs as a comparable situation. Mr. Lee also noted that the Town's raw water was basically the same as in surrounding communities and that there were only two points at which ammonia could be added, those being in the splitter box or in the clear well. When asked about eliminating chlorination at the plant, or post chlorinating, Mr. Lee stated that this was not feasible in that such method requires constant monitoring and personnel was not available for this. Commissioner Stewart asked Mr. Lee for clarification regarding his statement that the coagulation method was not feasible for the Town. Mr. Lee noted that to get coagulation, which is followed by flocklation, a chemical must be added to the water to form "flock" to form a sludge blanket which takes out turbidity and organics in the water and settles it to the bottom of a clarifier. The Town of Highland Beach has a spyractor and does not have a clarifier, which has two hours retention time for the water. A spyractor has approximately 5 - 10 minutes of retention time. The determination was made that original estimates of $60,0410-$90,080 for the implementation of an ammonia system was still a good figure to use. Mr. Lee stated that two ammoniators would be necessary in case of the breakdown of one of them. Town Commission Special Meeting Minutes May 19, 1986 Page 3 of 7 Mayor Sullivan asked if an aerator was placed at the West well field, would that eliminate some of the precursors before they get to the plant, thereby eliminating some of the trihalomethanes before they get to the plant. Mr. Lee noted that security of an aerator at the West well field would be a problem and recommended against it. Commissioner Stewart noted that in 1984, Mr. Lou DeVillon of D.E.R., wrote a letter to the Town in which he encouraged reduction of THM's to as low as possible, preferably below the maximum contaminent level of .10 mpl trihalomethanes and asked if this is what the Town was trying to accomplish through this measure. Mr. Lee stated that he was in favor of aerators as long as they were within the plant grounds, for security reasons. Additionally, another pump would be needed if the aerator was located at the well field. The Town Manager stated that some study would be needed to determine at which point the ammonia would be most effective when added, by simulating conditions at points such ammonia might be added and drawing conclusions. Mr. Lee, again, stated that there were, only a few places at which the ammonia could be added and these points could be concentrated on. • Commissioner Basso noted that he felt professional engineers should be consulted prior to any action being taken on this matter. The remainder of the Town Commission noted that the engineering reports which had been requested to date had not been received yet and that the Town needed to go forward in this matter. Mr. Lee stated that with regard to the placement points for the addition of the ammonia should be studied by an engineer, prior to implementation. Mr. Lee noted that the application point of the ammonia should be close to the feed inpoint of the chlorine. Mr. Lee further recommended that the chlorinators could be mounted in the clear well room at the plant with the tank being mounted in the open room outside. This would make adjustment of any chemicals or equipment convenient to the operators, as well as being close to the application point of the chlorine. Mr. Lee noted that if the Town wanted to pursue the aerator, it could be located on the property at the water plant. Commissioner Stewart cited the prices quoted for the individual pieces of equipment, etc., as supplied in a December 12, 1983 report from C.D.M. (stated that 2 ammoniators cost approximately $35,000.H0). Mr. Lee also noted that the drawbacks of an ammonia system would be that is is detrimental to dialysis patients and tropical fish. Also, this system would deteriorate any rubber washers, etc., used in addition to a change in the color of the water. Mr. Lee stated that Boca Raton and Delray Beach also use coagulation which cuts down on the color problem and that inasmuch as Highland Beach could not effectively use the coagulation, the Town might go over the specified limit, as far as color. Palm Springs is now over the limit, reported . Mr. Lee and they are utilizing a method which is being reviewed for use Town Commission • May 19, 1986 Page 4 of 7 Special Meeting Minutes by the Town of Highland Beach. The D.E.R. is allowing them to go over the color limit in order to cut down on the THM limit. Mr. Lee stated that Palm Springs THM level had been cut from 300 to 70-80 in the implementation of this system. MOTION was made by COMMISSIONER BASSO/COMMISSIONER STEWART that the Town Manager and the Utilities Director get in touch with the proper officials at Boca Raton and Palm Springs, who are already using the ammonia system, to get all the information possible, including the engineers used in this area and do additional research on this matter and report back to the Town Commission. This MOTION carried unanimously. Commissioner Stewart asked that Jack Lee give monthly reports at the Town Commission Meetings,. including status of the plants. Mr. Williams then noted that a report had been received on the recent sampling of the Town's water for various organics. With the exception of two items, there were not measurable amounts of any organics in the Town's water, the two items being chloraform (THM's) at a count of 189 and another organic which was not familiar to the Town but will be checked into. The Financial Advisory Board recommendations were then taken up, the first of which concerned the fee vs. tax matter for garbage and sewer rates. Commissioner Basso read the Financial Advisory Board recommendation on this item, as contained in the F.A.B. Minutes of February 11, 1986, after which COMMISSIONER BASSO/VICE MAYOR BLOSSER MOVED: <~ "That the Town change from its present fee-for-service policy to a policy of incorporating the expenses for garbage and sewer charges in the general tax structure, effective with the .-=-~-,~.--~ 1986/87 tax year." <- s~~, Under discussion, Commissioner Grier noted that consideration should b~;,..~~ given to the anticipated increase in fire service fees which will have to~.,- be made a part of the Town's ad valorem rate, in relation to the 5 mill cap placed on municipalities. The Town Manager noted that the inclusion of the garbage and sewer charges would be approximately 1.25 mills. MOTION was then made by COMMISSIONER STEWART/VICE MAYOR BLOSSER to include such service charges within the realm of the 5 mill limitation. This MOTION carried unanimously. The vote was then taken on the MAIN MOTION to incorporate the service fees into the taxes, which MOTION carried unanimously. i • The Town Commission commended the Financial Advisory Board for its work on the matters assigned to them. Town Commission Special Meeting Minutes May 19, 1986 • Page 5 of 7 The next matter involved a recommended change in the water charges establishing a $2.00/month charge as a "customer fee" beginning with the new fiscal year (1987/88). Further, it was recommended by the F.A.B. that the 10,000 minimum gallon charge be eliminated and that a charge of $.85 per 1000 gallons be established, per meter. Commissioner Stewart expressed great concern regarding the additional $2.00 charge and the justification for same. The Town Manager noted that this matter had been studied due to purported inequities in the billing method now being used in the Town with regard to number of meters versus number of units. The F.A.B. studied this matter with a view toward, (a) equity to all property owners, (b) availability of the service, (c) recovery of costs, and (d) water conservation. Reese James, Chairman of the F.A.B., was present and noted that the $2.00 fee was more to be used for Debt Service and the elimination of the minimum gallonage charge to encourage conservation. Commissioner Stewart stated that the Town Should have better figures to base any additional charge, i.e., the $2.00, prior to implementing same. Commissioner Stewart further noted that there had been a statement made by the Town Manager that there would be no increase in water fees and felt that the increase, as proposed, was not justified. It was noted that there were 3,436 units which would be paying the additional $2.00 fee which would be an increase to the Town of approximately $8,000.00, which will equate to the Debt Service. The Town Manager stated that • maybe into this method, the-rate might be able to be cut, but did not feel that this was the case presently. MOTION was made by COMMISSIONER BASSO/COMMISSIONER GRIER to approve the recommendations of the Financial Advisory Board as stated. Commissioner Stewart voted N0. The remainder of the Town Commission voted AYE. The MOTION carried 4-1. It was noted that ample publicity should be given to the condominiums in order for them to formulate their budgets for the next fiscal year. The final matter discussed was the Town Manager's proposed amendments to the organizational charts. The Town Commission was supplied with charts as approved by the Town Commission in 1982, a chart showing the present operation and a third chart showing the Town Manager's proposed operational organization. The F.A.B. has reviewed the proposed changes and recommended that they be adopted by the Town Commission. The Town Manager noted that the new chart would be broken into three departments, being Administration, Public Safety (police), and Public Works. The Town Manager had recommended that the Maintenance employees be assigned to the Public Works Department, under the leadership of the Public Works Supervisor, to be named. This is not an additional position. There was discussion regarding this as far as employees reporting to someone in a different location (water plant). Mr. Williams noted that inasmuch as these employees are tied to the water plant in the servicing and reading of meters. The matter of the departmental location of the maintenance Town Commission Special Meeting Minutes • May 19, 1986 Page 6 of 7 employees will be re-addressed at a subsequent meeting. There was a general consensus that the present Maintenance Supervisor position be re- graded from a Grade 9 to Grade 2 and re-classified as a Maintenance Worker. A general consensus was reached to replace the Administrative Assistant Grade 9 position with a Grade 2, General Secretarial position, which would be added to the Town Clerk Department. As a part of this readjust- ment of positions, the present Boards Clerk position will be eliminated with the Town Clerk's Department taking responsibility for those duties. Commissioner Stewart discussed that the third position might be a part- time position, however, it was the consensus that due to vacations, sickness, etc., the third position should be full-time. The Town Manager noted his intention to replace the present Lieutenant's position in the Police Department with a second Sergeant, rather than another Lieutenant, once the present Lieutenant retires. It is his intention to have a Senior Sergeant and a Junior Sergeant. With regard to the Finance Department, the ultimate operational personnel will be a Finance Director and a Data Processing Clerk. It was the • consensus of the Town Commission that all the duties now being performed by the Finance Director and the Internal Auditor could be handled by one employee and not broken up into two functions, as presently exists. These positions will be consolidated into one. Mr. James did indicate that in a larger community, there might be a need for the two individual positions, but not in Highland Beach. The Town Commission agreed that the Town Manager should discuss retirement alternatives with the present employees in that department, offering continuing medical and life insurance coverage for one year. These enticements could also be offered to other employees who might be on the verge of retirement. The Town Commission also concurred in the recommendation of downgrading those affected employees over a three-year period, at 33% per year until the newly established grade is reached, which would include any adjustments to the base pay plan. The Town Manager also noted that the entire pay plan was being reviewed by the Financial Advisory Board and further recommendations would be forthcoming. The Administrative Secretary position will be regraded from Grade 6 to Grade 2, General Secretary. The present Grade 18 Utilities Director position will be re-graded, as well as re-named as a part of the upcoming F.A.B. .r ecommendations. The Town Manager will hold a Staff Meeting tomorrow to advise the employees of the upcoming changes, now that a consensus has been reached • by the Town Commission, to make administrative changes. It was further Town Commission • May 19, 1986 Page 7 of 7 Special Meeting Minutes noted that all the recommended changes would take effect on October 1, 1986. The Town Manager will submit further documentation regarding actual dollar figures and names, along with years of service, etc. The Town Manager also noted that a recommendation had been made by the F.A.B. that the Treasurer be a function assigned to the Town Manager. The Town Manager noted that Mr. Doug Lonq, of Ocean Maintenance Company, who had been heard at the May Regular Meeting, had supplied the Town with a written letter of approval from Teron Internation for access to the beach, for beach cleaning purposes. Under the Town Code, the Town Manager will see that Mr. Long is issued an Occupational License. There being no further business, this meeting was adjourned at 4:~5 p.m. APPROVED: ward J. Sul~~l~van, Mayor Ma~r~y L~ise G. osser, Vice Mayor Gv}~-~ o n J. Ba , ommissioner William A, i r, Commissioner Bet Sean Stewart, Commissioner TEST: ~~~ TO CLE DATE: f •