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021086-Workshop Session316 MINUTES City Commission, Sanford, Florida February 10, 19 86 The City Commission of the City of Sanford, Florida, met in Workshop Session in the City Manager's Conference Room in the City Hall in the City of Sanford, Florida, at 4:30 o'clock P. M. on February 10, 1986. Present: Mayor-Commissioner Bettye D. Smith Commissioner John Y. Mercer Commissioner Milton E. Smith Commissioner David T. Farr Commissioner Bob Thomas City Manager Frank A. Faison City Clerk H. N. Tamm, Jr. Absent: City Attorney William L. Colbert The meeting was called to order by the Chairman. The Director of Administrative Services introduced new employees as follows: Juan Perez, Budget Analyst Walter Shearin, Buyer The Director of Engineering and Planning introduced a new employee as follows: Jay Marder, City Planner Duncan Rose, appeared to present Project 2000, a citizens directed planning effort of the Chamber of Commerce for Orange, Seminole, and Osceola Counties, to consider future structure of government relating to problems and issues anticipated through the year 2000. Mr. Rose explained his survey included 22 municipalities and 3 counties, involving problems with charter, state and local government, future transportation, natural resources, annexation, regional planning, zoning, central services, and codes. Turner Clayton, representing N.A.A.C.P., and Rev.~' Rucker appeared to request the City to declare and proclaim January 20 as a holiday to celebrate Dr. Martin Luther King's Birthday. The Commission requested a survey of the City employees to be undertaken regarding holidays and authorized same to be placed on the Workshop Session agenda for March 17, 1986. Ms. Susan Morris, Central Florida Zoological Society, appeared to report results of two studies of the Zoo's present location, which warrant a new location. She reported six sites had been studied, and the Turkey Lake area in Orange County had been chosen, and requested the City to support the relocation. The Commission voiced objection to the proposed move. The City Manager submitted letter dated January 9, 1986, from Raymond C. Sittig, Administrator of Florida Municipal Loan Program, Florida League of Cities, as follows: MINUTES City Commission, Sanford, Florida 317 February 10, FLORIDA MUNICIP LOAN PROGRAM January 9, 1986 JRSEHT FROM: SUBJ: Mayors City Managers City Clerks First Municipal ~oan Program Update The Florida Municipal Loan Fund has become a reality. After many men,he of work ~he Florida League of Cities' First Municipal Loan Fund completed closing transactions and issued $300,500,000 of securities on December 30, 1985. In our earlier information we had hoped to offer this program ~o ci~/es and counties at a very attractive interest rate of 5½-6%. However, current merket condit/ons created unprecedented upward pressure on short term (daily and weekly) tax exempt ra~es to where, if we had initially issued short term securities, pert/cipants would have been borrowing at a rate of almost 10%. Because of our commi~nent to provide the lowest cost money available, our remarketing agent recommended that we should initially consider ~he longer term merket securities. Having researche~ ,~.i alternatives and with the Florida Municipal Loan Council s approyal, ~ issued $175,000,000 of bonds at an interest rate or. for a ~riod of five wn~ a~ ~125,500,000 of ~nds at~ for a ~iod of eight ~n~s. ~ are ~er~d over t~n of events, howev~ ~ ~ recog~ze ~a~ 8~lar issues were faced wi~ ~e s~e ~a~r~le short ~o~rkot co~o~. The end result of this ~ransaction will mean ~hat during the first five months of the progren'~t life borrowers w~...ll bear a fixed rate of interest between 17.5 and 8.parce_n~_&J Th/s interest rate is derived from th · average interest rate on the bonds and the expenses ~hat are incurred with respect to the overall program (i.e., bond counsel/underv~iters/renarketing) · The interest pi~nente will be fixed for approxima~oly five months and, at that ~zLmo, ~he interest rate will adjust to reflect the remaining fixed a~ ~e ~ly~r~ased short t~vari~lo When all of ~he fixed securi~Les have matured, theloan rate will be adjusted to the veri&ble rate and we then anticipate that the low rates will decrease to our original expacUtions of around 5½-6%, subject to then current merketconditions. We anticipate that loan applicat/ona will be available for processing in early FebruarY. Application procedures ere being developed with the credit support banks - Credit Suisse, National Westminster Bank PLC, and the Commonwealth Bank of Australia - whlchwill provide final approvLl of ill lo.an requests. In an effort to expedite the application review process, the credit banks have indicated a willingness to conduct a preliminary review of the supporting materials required by the loan applica- tions. Those cities or counties who desire to begin t/~is preliminary review may submit five copies of each of the following= 1) letter indicating requested loan amount and use of funds; 2) audited financial s~atements for the last five years; 3) letter describing the revenue sources to be pledged, exclusive of property taxes unless a referendum has been held or will be held prior to borrowing; 4) a five year historical comparison of actual vs. budgeted of the revenues that will be pledged; and 5) listing of the city or county overall indebtedness and specific indebtedness, if any, on the pledged revenues. All five copies should be submitted ~o the FLC First Municipal Loan Fund, Post Office Box 1757, T&llahassee, Florida 32302-1757. 19 86 318 MINUTES City Commission, Sanford, Florida _19 // ~hen ~e have the formal loan applica~.~ons they will be d from our office and the formal_revi_ew After considerable negotiations, credit banks will require a The loan sise will be based upon This program is as presented and explained in earlier documenfm except for the short ~em fixed rate posi~on. Issuance costs were less ~han 2% and all credit and liqui4ity support are in place. The bonds were validated by the Florida Court and have noeivmd the approval of the Bond Counsel. We are excited about this program. Thank Mou for your this can be of service to you for interest and we hope that your short term financing needs. The City Manager recommended to table the City's application for a Florida MuniCipal Loan "U'htil the intereSt rate is .more favorable, and further,' to proceed with the adopted paving schedule. The City Manager submitted memorandum from the Police Chief, as follows: MEMORANDUM January 21, 1986 TO: 'City Manager FROM: Police Chief SUBJECT: Crime Scene Technician Currently, two (2) general investigators share the duties of crime scene technical work. Crime Scene technical work includes: 1. Processing of major crime scenes such as homicide, rape, robbery, aggravated battery, burglary and arson. 2. Latent finger printing. 3. Photography (taking and developing) 4. Evidence collection, receipt, maintenance and processing. 5. In-house analysis of evidence. The two (2) investigators assigned to crime scene technical work also carry a normal case load of approximately 45 active cases. Due to the present work load of these investigators, a backlog of crime scene technical and evidence work has resulted. Thorough and timely crime scene technical processing is essential for making good cases. The current personnel distribution within the Investigation Division is: 1 - Lieutenant* MINUTES · City Commission, Sanford, Florida Feb--0: 1 - Sergeant* 1 - Police Officer First Classs (general Investigator) 4 - General Investigators 2 - Vice Agents 9 *In addition to supervisory duties, they also work cases. Proposed personnel distribution for the Investigation Division is: 1 - Lieutenant 1 - Sergeant 1 - Police Officer First Class 4 - General Investigators 1 - Crime Scene Technician 2 - Vice Agents Adding the Crime Scene Technician position would provide for timely processing and maintenance of evidence and photo processing. The FY 85/86 budget calls for the purchase of a color photo processing unit which will give the police department in-house capability to develop and print all film used by the department in official investigations. The Crime Scene Technician would be the obvious person to utilize this equipment. Photographs are the most critical form of evidence and are required at all major crime scenes. Another concern is the relocation of the FDLE crime lab that will occur in the next few months. We have enjoyed the FDLE crime lab here in Sanford as a convenience. This allowed for submission of evidence on a daily basis. With the crime lab moving to downtown Orlando, a person will be needed to collect the evidence within the entire department and transport to the FDLE crime lab periodically. The Crime Scene Technician will be able to accomplish this task. There is also a critical need to dispose of evidence that is no longer needed due to closed cases. Our current backlog is three (3) years on weapons, two (2) years on drug cases and one (1) year on other contraband. This old evidence simply needs to be cleaned out to provide much needed space. The crime scene technician could accomplish this task as well. There are personnel within the police department trained to do crime scene technician work. I would like to request the addition of one (1) position effective April 1, 1986 (mid fiscal year point) or. ~' earlier if funds are available to provide for the position of a Crime Scene Technician. The addition to staff would be used to replace the employee assigned as the Crime Scene Technician. Personnel costs would be as follows: ½ year salary - $8,732. ½ year pension - 873.20 ½ year FICA - 61.56 3 mos. group ins. - 228. $9,894.56 I would request this amount to come from contingency or some other appropriate surplus account. While, the police department has the necessary equipment to' conduct crime scene technical work, a suitable vehicle for this purpose is needed. I am proposing a two (2) wheel drive utility type vehicle. The vehicle would be a marked unit readily identifiable as a Sanford Police Department vehicle with wording to the effect: CRIME SCENE UNIT. This vehicle can be purchased using funds from the Law Enforce- ment Trust Fund (drug seizure/forfeit assets). We recently acquired $8,504. from Federal DEA, so our current balance of $28,324.67 in the Trust Fund is more than ample to cover the cost of the Crime Scene vehicle and accessories. By stature, the Law Enforcement Trust Fund monies can only be used for purchase of police equipment. Therefore, I am recommending the purchase of the vehicle from this account. 1 - Utility Vehicle - Dodge AD150 $10,544. 1 - Emergency lights, siren & speaker 835. $11,379. This is State Contract pricing from the State of Florida Division of Purchasing. Your support in this request will be greatly appreciated. I am confi- dent this position will greatly enhance our investigative capabilities and contribute much to the identification of criminals and the solving of crimes in the City of Sanford. 19 ~k~ 320 MINUTES City Commission, Sanford, Florida F e b r 19 8_6_ The Commission authorized same to be placed on the next regular meeting agenda. The City Manager submitted Memorandun as follows: February 5, 1986 MEMORANDUM TO: City Commission FROM: City Manager SUBJECT: Property-Casualty Insurance The City has received notice of non-renewal of its Public Officials Liability Insurance coverage as of March 16, 1986. This policy affords protection to elected and appointed officials for claims as the result of alleged errors or omissions in the discharge of their duties. The City has been informed that the prospects of renewal with another insurer are uncertain. There may be no market for this coverage or it may only be available at an intolerable price. The entire Property-Casualty Insurance industry is in a state of crisis. The availability of coverages have been reduced drastically and government agencies have been especially hard hit. Florida cities are no exception. The horror stories abound, either total non- availability of coverage or premiums increasing 300, 400, 500%. Our current Property-Casualty Insurance budget is $230,148.00. This does not include amounts paid into our self-insured auto plan. In addition to the Public Officials Liability Coverage problem, the City is faced with negotiating the major portion of its insurance in the first six (6) months of the calendar year. We believe the possibilities of total declination of the City's coverage or budget- breaking increases in premium constitutes an emergency. In view of these circumstances, we recommend that the Board officially recognize this situation as an emergency and, under authority of Florida Statute 270, authorize the hiring of an independent insurance consulting firm to provide counsel in its planning and negotiating of the City's overall insurance programs. The scope of the consultants work will be to perform an overview of the City's programs, identify problems, make recommendations for improvements and, if we desire, help with the implementation of any changes. We recommend that the firm of E. W. Siver & Associates of St. Petersburg, Florida, be hired to perform this work. This firm is the largest independent insurance consulting group in Florida. A schedule of their Florida government clients is attached. The City's staff has spoken directly with several of these references. The comments are entirely favorable. Their fee for this work shall not exceed $5,000. The Commission authorized same to be placed on the next regular meeting agenda. The City Manager submitted memorandum as follows: January 30, 1986 TO: CITY MANAGER FROM: CITY CLERK Pursuant to our conversation regarding the possible transfer to the Director of Administrative Services of the position for the operation of the telephone switchboard and information desk, I request a replacement of this positon in the Finance Department roster with an Account Clerk I. This will maintain the same roster in the Finance Department of 10 positions. MEMORANDUM February 6, 1986 TO: MAYOR AND CITY COMMISSION FROM: CITY MANAGER I recommend approving the City Clerk's request noted above to include MINUTES City Commission, Sanford, Florida 321 February 10,__ 19 86 a budget amendment in the amount of $11,475.30 from the unappropriated reserve. This action incorporating the above request will transfer the telephone switchboard operation from the City Clerk's Office to the Director of Administrative Services, the employee at the switchboard to be transferred to Administrative Services, and the addition of an Account Clerk I position in the Finance Department. I recommend approval. The Commission authorized same to be placed on the next regular meeting agenda. There being no further business, the meeting was adjourned. MAJOR ATTEST: