031687-Workshop Session250
MINUTES
City Commission, San£ord, Florida
March 16,
19 87
The City Commission of the City of Sanford, Florida, met in Workshop Session in
the City Manager's Conference Room at the City Hall in the City of Sanford, Florida, at 4:30
o'clock P. M. on March 16, 1987.
Present: Mayor-Commissioner Bettye D. Smith
Commissioner Whitey Eckstein
Commissioner John Y. Mercer
Commissioner Bob Thomas
Commissioner A. A. McClanahan
City Manager Frank A. Faison
City Clerk H. N. Tamm, Jr.
Absent: City Attorney William L. Colbert
Also Present: MEMBERS OF THE GENERAL HENRY S. SANFORD MEMORIAL LIBRARY MUSEUM
A. B. Peterson
Ned Yancey
Mildred Caskey
Ruth Swinney
Juanita Mercer
SELWYN/WALLACE ADVISORS, INC.
I. Alan Selwyn
June Wallace
The meeting was called to order by the Chairman.
Mr. Peterson reported that the last time he and Mr. Yancey had come before the
Commission, the Commission had asked for recommendations of the Museum's needs from the
Museum's Board of Trustees. Mr. Peterson stated the Board's recommendations were to follow
the advise of Selwyn/Wallace Advisors, Inc.
Mr. Selwyn appeared to present recommendations as follows:
OBJECTIVES: Prepare a quality plan that explores all realistic
alternatives.
Define at least one alternative as being clearly
attainable.
Make final decision and implement plan.
THREE-STEP PROCESS:
STEP 1: Clearly define present situation, analyze comparable
situations, delineate available alternatives, and outline
decision-making process necessary to choose most acceptable
alternative.
STEP 2: Become involved in decision-making process and present
outline for implementation.
STEP 3: Become involved in implementation (and prepare outline for
future management and funding, if decision has been made to
keep museum operative).
STEP 1
Clearly define present situation:
ae
Legal:
a.
Financial:
a.
Determine legal remifications of ownership of the
library/museum documents and artifacts.
Determine City's legal responsibilities to
maintain cultural facility for Sanford citizenry.
Prepare Source and Use analysis of previous
funding.
Analyze currently available sources of funding.
Analyze current budget.
MINUTES
City Commission, Sanford, Florida
March 16,
19 87
3. Community need/desire:
Conduct and document results of poll of the following:
a. Preservation Society,
b. Recreation & Parks Dept.,
c. Chamber of Commerce, and
d. General Community.
B. Analyze comparable situations:
1. Research and communicate directly with (in person, if within
four hours driving time) at least two comparable Florida
library/museums, to obtain history of these comparable
facilities, and other pertinent qualitative information.
2. Obtain all available quantitative information from each
sufficient to assess common reasons for successes or
failures.
C. Delineate available alternatives:
1.Restate potential alternatives expressed to Selwyn/Wallace
by Commissioners and/or Committee.
2. Extract any additional alternatives discovered from analysis
of comparable situations and community polls.
D. Outline decision-making process necessary to determine most
acceptable alternative.
STEP 2
Become involved in decision-making process:
A. Based on documented information obtained in Step 1, should
the City desire, Selwyn/Wallace Advisors, Inc. could be
granted a further retainer to choose the most acceptable
alternative, using the outline provided in STEP 1, D above.
B. Prepare a specific outline for implementation of the
alternative chosen.
STEP 3
Become involved in implementation:
A. Once a course of action has been decided upon, whether
decided upon independently or with the aid of Selwyn/Wallace
Advisors, Inc., should the City desire, S/W could be granted
a further retainer to guide implementation.
B. If the decision has been made to keep the library/museum
operative, guidelines for future management and funding
would be prepared.
After discussion, the Commission directed not to go forward with implementation at
this time, but to plan a commitment during the budget studies.
Bill Simmons, Director of Engineering and Planning, reviewed the Land Use Study as
prepared by City Planner, Jay Marder, for the School Board property between French Avenue
and Elm Avenue and North of 18th Street.
The Commission directed Staff to pursue the acquisition of the property from the
School Board with possible exchange of City property.
The City Manager submitted a memorandum from the Director of Engineering and
Planning as follows:
MEMORANDUM MARCH 13, 1987
TO..
FROM:
City Manager
Director of Engineering and Planning
252
MINUTES
City Commission, Sanford, Florida
March 16~
19 87
SUBJECT: Group Homes and Residential Facilities
Mr. Faison:
RECOMMENDATION~
It is recommended that City of Sanford move forward with the
framing and adoption of an ordinance dealing with all types of group
homes and foster care facilities. Because of legal complexities City
Attorny should be directed to begin drafting the ordinance, generally
along the lines of the Tallahassee ordinance, with a separate
determination to be made regarding specific numbers of occupants to be
allowed in various zoning districts, levels of care to be defined, and
minimum radial separation distance to be specifiec. It is recommended
that consideration be given to the following uses and intensities,
which are similar to but less intense than adopted by Tallahassee.
For all single family residential areas allow as a "right", facilities
with three or less "residents", with no City license to be required.
(No HRS license is required.) For all single family residential
districts allow up to four "residents" as conditional use with the
City license to be required. (HRS license also required.) For all
multi-family districts allow any use allowed in single family
districts as well as facilities with five to eight "residents" as a
"right". City license required, HRS license required. For RMOI and
commercial districts allow as a "right" facilities allowed in single
family or multi-family residential districts as well as facilities
with more then eight "residents". City license and HRS license
required. For all districts require minium radial separation of 1000-
feet between group homes and foster care facilities. Require off-
street parking facilities for group homes at a minimum of 1-paved
parking space plus 1-additional space for each five residents. It is
recommended that City Commission establish an advisory committee to
make recommendations regarding the above factors, with the assistance
of Ms. Lippincott (as referred to in City Attorney letter) to be
requested. It is recommended that following the general framing of
the ordinance that Planning and Zoning Commission be requested to hold
appropriate public hearings regarding the ordinance prior to official
action and public hearing by City Commission.
DISCUSSION
City Attorney has recently provided recommendations relative to
City ordinances governing group homes and residential facilities,
including adult congregate living facilities. He indicates that an
ordinance which permits group homes for elderly only or conditionally
permits such homes would arguably be unconstitutional. He has
commended to our attention an ordinance developed and adopted by City
of Tallahassee and Leon County, Florida, as well as the methodology
used by those jurisdictions in arriving at a recommended policy to be
embodied in the ordinance. A copy of his letter of March 5, 1987 is
attached for information and additional detail.
The Tallahassee ordinance establishes three levels of group
homes, predicated on maximum capacity of residents. These vary from 8
to 12 to 20 in ascending order of size. The ordinance also addresses
intensity of care considerations in terms of low intensity and high
intensity. The ordinance allows "as right" certain levels (size) and
intensities (level of care) in the various single family and multi-
family residential districts, as well as office and commercial
districts. The ordinance also contains a facility dispersal
requirement that fixes minimum radial distance between exterior
boundaries of property utilized for group homes. A copy of this
ordinance as well as some back-up material is available for more
indepth review in the Director's office.
In October 1986 City staff considered this matter and developed
recommendations regarding possible maximum intensity usage to be
allowed for various facilities within City zoning districts. Although
no provision was included for minimum separation between group homes,
other factors considered in this recommendation are similar to
although not identical with the Tallahassee ordinance, and
considerations voiced by City Attorney. A copy of this document,
labeled for discussion purposes only, is attached herewith.
MINUTES 253
City Commission, Sanford, Florida
March 16,
Sl.enstrom. Mclntosh. Julian. Colberl
3.ttornevs and Cotmsellors at Law
DouSes Stens~rom Renneth %: Mclntosh Ned N. Julian. Jr.
%'i]liam L. Colberl i~rank C.%%igham Clayton D. Simmons
Thomas E.%'higham Robert Ii. Mclniosh
Suite 22 Sun Bank
I'ost Office BoxI330 Sanford, Plorida 32772-1330 (305)322-2171
March 5, 1987
Frank A. Faison, City Manager
City of Sanford, Florida
Sanford City Hall
Post Office Box 1778
Sanford, Florida 32772-1778
RE:' Adult Congregate Living Facilities
Dear Frank:
Pursuant to your recent memo, we have researched the question of
whether or not the City would be in a legally defensible position
to allow certain HRS recognized facilities, such as adult
congregate living facilities, Without allowing others, such as
foster homes and homes for the retarded. For reasons discussed
below, we conclude that such action would no~ be legally
defensible but we suggest that there are several other
alternatives for the City to consider.
This area of the law is changing as citizens and the courts
become increasingly aware cf the need for alternatives ~o
institutional care for the aged, the handicapped, and neglected
or abused children. The recent cases prevent undue restraint on
living facilities for these groups. A recent (1985) U. S.
Supreme Court case involving the City of Cieburne, Texas,
illustrates this point;
Cleburne Living Center, Inc. (CLC), which anticipated leasing a
cerdain building for the operation of a group home for the
mentally retarded, was informed by the City cf Cleburne, Texas
that a special use permit would be required, the City ~aving
concluded that the proposed group home should be classified as a
"hospital for the feebleminded" under the zonmng ordinance
covering the area in which the proposed home would be located.
Accordingly, CLC applied for a special use permit, but the City
Council, after a public hearing, denied the permit. CLC and
others then filed suit against the City and a number of its
officials, alleging that the zonmng ordinance, on its face and as
applied, violated the e~ual project,on rights cf CLC and its
potential residents. The District Court held the ordinance and
its application constitutional. The Cour~ of ADDea!s reversed,
holding That menda! retardation is a "quasi-suspect"
classificationl that, under the applicable "ne~gn~eneo-sc.u~mn}
equa~?'protection test, the ordinance was facially invalid because
iT did not substantially' further an important governmental
purpose; and that the ordinance was also invalid as applied. The
U. S. Supreme Court held that a lesser standard of scrutiny was
appropriate, but concluded that under that standard the ordinance
was invalid as applied in this case.
This decision .is mmportant to keep-in mind as the City of Sanford
considers how to ameDd its zonlng ordinance. A zoning ordinance
which permits group homes for the elderly only, or conditionally
permits such homes, would arguably be unconstitutional on its
face.
In addition, it should be noted that Florida cities are-required
to ~lan for adequate sites in residential areas for group homes
and ~os%er care facilities licensed or funded by ~he Florida
Department of Health and Rehabilitative Services. Fla. Stat.
~63.3~77(6)(f)(4)} q63.320t~ Rules cf the Florada Department cf
Community Affairs, Chapter 9J-5.010(2)(f)(4). The ne×% s%eo by
~he Sta~e is likely %o be To mandate group housing be oermiCted
in the residential zones.
19 87
2 5 MINUTE S
City Commission, Sanford, Florida
March 16,
19 87
The Ta!lahassee and Jacksonville materials which we provided show
%he zoning ordinance changes made in those ci~ies regarding group
homes. An interesting thing to note in both the Ta!!ahassee and
jacksonville experiences is the time expended and the manner in
which these cities tackled the problem, i.e. a coalition of
groups and citizens thoroughly investigated the need, the fears
and p~rsued a successful resolution of the situation, it should
also be noted that the studies reflect that group homes do no~
adversely affect property values or increase crime. (See pages
10-1~. of the Jacksonville study.) The additional data
(";~zinstreamin9 Group Homes") "Zoning for Community Homes: A
Handbook for MuniciPal Officials"; and the Florida Deparsmen~ of
Community ~'~ ChaQter. 9J-5, FAC, I.[inimum Criteria ~or Review
cf Local Governmen~ Comorehensive Plans and Determination of
Compliance) is provided for reference maseri~!s for ~he City
S~aff. Brevard County has recently adopted a group home zoning
ordinance and we have requested, but not yel received, a copy of
this ordinance.
~t seems to me that there are a5 leas~ three options at this
point; Firs~ would be to do nouhin~ unless cr un,i! the current
City Ordinance is challenged and overruled. Second would be to
S~az~ review the enclosed materials and, with input
have the City ~ ~
from our office, make suggested changes to the City Code. Third
would be to have the City Commission form an advisory group,
similar to Tallahassee and Jacksonville, to investigate the group
home situation and then recommend appropriate changes to. the City
Code.
If the third alternative is chosen, Marcy Lippincott, an attorney
practicing ~n Orlando but with roots in the Sanford community,
has volunteered her services as either a member or advisor to any
citizen committee formed by the City Commission. Ms. Lippincott
has a great deal of experience and expertise in this field.
A combination of the second and tkzrd alternatives as we
discussed in my office last Tuesday has merit in my opinion. It
would provide for a basic workuo by the City Staff with input
from interested or affected citizens prior to final City
Commission action and it would be a responsible approach to
solving a problem the5 is of increasing importance to the
community.
As always, I would be happy to meet with
City Commission 5o discuss the masuer
questions.
you, the Staff or the
further or %o answer
sincerely,
STENSTROM, McINTOSH, JULIAN,
COLBERT & WHIGHAM, P. A.
am L Colbert
WLC/!ss
Enclosures
MINUTES
City Commission, Sanford, Florida
(For Discussion Purposes Only)
PLANNING FOR GROUP HOMES AND FOSTER CARE FACILITIES
IN THE CITY OF SANFORD, FLORIDA
October 1986
INTRODUCTION
The purpose and intent of this report is to define the City of
Sanford's role in regulating group homes and foster care facili-
ties. Th~ following material outlines the state's requirements of
local governments with regards ~o such facilities. Draft planning
and regulatory guidelines for the City of Sanford are also
provided.
PLANNING REQUIREMENTS
Part II, Chapter 163 of Florida Statutes regarding local govern-
ment comprehensive plans requires that all City and County Housing
Elements consist of "...standards, plans and principles to be
followed ~in the provision of adequate sites for future housing,
including group home facilities and foster care facilities...".
In addition to state planning legislation, proposed administrative
requirements for local plans reflect more detailed considerations
as follows:
"FOSTER CARE FACILITY'! means a facility which houses foster
residents and provides a family living environment, for the
residenns,'inciuding such supervision and care as may be'
necessary to'meeu the physical, emotional and social needs of
the residents and serving either children or adult foster
residenus.
"GROUP HOME" means a ~acll_~y which provides a living
environment for unrelated residents who operaue as the func-
tional equivatenu of a family, including such suPervision'and
care as may be necessary to meet' the physica!, -emotiona!'and
social needs of the residents. Adult Congregate Living
Facilities comparable in size to group homes are. included in
this definition, It shall not include rooming or boarding
homes, clubs, fraternities, sororities, monasueries or con-
yen=s, hotels, residential treatment facilities, nursing
homes, or emergency shelters.
Data:
An inventory of group homes licensed by the Florida
Department of Health and Rehabilitative Services, including
the type, number, generalized location an'd capacity.
Ana!vsis:
The means of accomplishing the provision of adequate sites in
residential areas or areas of residential characuer for group
homes and foster care facilities licensed or funded by the
Florida Department of Health and Rehabilitative Services.
Goalsr Objectives and Policies:
Which provide for adequate sites in residential areas or
areas of residential character for group homes and fosner
care facilities licensed or funded by the Florida Deparnmenn
of Health and Rehabilitatives Services.
!molementation Activities:
For the establishment of principles and criteria guiding the
location o~ group homes and foster care facilities licensed
-.or funded by the Flor.ida Department of Health and
Rehabilitative Services that foster non-discrimination, and
encourage the dsvelopmenu of community residential alter-
natives %o institutiona!iza~ion.
255
19 lit
256
MINUTES
City Commission, Sanford, Florida
March 16,
19 87
PRELIMINARY PLANNING CONCEPTS
Goal/ObSective:
Facilitate Driver, enterprise and nonorofit groups in the
provision of si%es for group home facilities and foster care
facilities located in normal residential communities and
designed for the elderly, dependent children, physically
disabled, developmentally disabled and non-dangerous mentally
ill persons.
C~_~e_la For Grouo Home and Foster Care Facilities:
Locationa! -~-'
Sites should ensure a safe and healthy environment away
from excessive noise and heavy vehicular traffic.
. Small group home and foster care facilities, should' be per-
ml~%ea in low density residential areas subject %o compli-
ance with State licensing requirements.
· Larger group home and foster care facilities should be
permitted in areas of medium and higher residential density
subject to compliance with State licensing requirements.
Provisions for esuablishing group home and ~
~oster care
facilities should be designed %o reflect the~onur, un~~ '~y's
need for such facilities and the fac% that such uses should
be regulated essen%iaiiy by the State's licensing criteria.
· Sites for group nome and foster care facilities should be
located ~n close proximity uo community facilities and ser-
vices for the convenience ~nd access of persons served by
such facilities.
DRAFT LAND USE IMPLEMENTATION CONCEPT
!. Amend City zoning code as follows:
Define group home and foster care facilities with the
term Residential Care Facility. The definition of a
residential care !acility is generally described as
follows:
· Provides resident services to individuals for more than
24 hours
Individuals are handicapped, aged, disabled, in need of
adult supervision, or are undergoing rehabilitation and
are provided services to mee~ their needs
. Includes foster homes for children, group homes, family
homes, nursing homes and other activities of a similar
nature
Excludes rooming houses
B. Permit residential care facilities:
l)
For one or two persons by right in all Residential
Zoning Districts
2)
For three or four persons by conditional use in Single
Family Residential Zoning D'istricus
3)
4)
For three or more persons by conditional use in
Multio!e Family Residential Zoning Districts
~omme~al, Agricultural and
By conditional use in ~' --~
Planned ~
Un_~ Development Zoning Districts
Require City !icensin~ to insure annual inspections for
building and housing code requirements. Make sure City
procedures do not overlap or "catch-22" with state licensing.
EXISTING CITY ZONING
The' ~
~y of Sanford's existing zoning code generally provides for
~wo ~ypes of group home facilities, adult congregate living faci-
lities and nursing homes. Nursing homes are permitted by rich% in
the i{MOi, Multiple-Family, Office Zns%i~utionai District. Adult
congregate living facilities are permitted bv conditional use in
~_R-t and MR-2, Mu!tio!e Family Dis%riots, RMO'I and G£-2 and SC-3
Commercial Districts.
MINUTE S 2 5 7
City Commission, Sanford, Florida
March 16,
19 87
STATE OF FLORIDA LICENSING
The State of Florida's Department of Health and Rehabilitative
Services administers and regulates programs and facilities for
various types of health care. Florida Statutes provides detailed
licensin~ requirements for the following types of facilities and
agencies:
- Nursing Homes
- Aflui~ Congregate Living Facilities
- Rome Health Agencies
- Adult Day Care Centers
- Adult Foster Homes
- Children's Foster Homes
- Emergency Shelter Homes
- Intermediate Care Facilities for the Retarded
The Statutes reflect local government's responsibility for the
· iocational permitting of such facilities through compliance with
local zoning regulations.
SUMMARY AND CONCLUSION
The State of Florida is committed to fieinstitutiona!izing the living
environments for persons with special needs. The state recognizes
its'oown responsibility ~o regulate the activities and quality of
facilities for such persons through statewide licensing require-
ments administered by the Dep~rtment of Health and Rehabilitative
Services. The state also recognizes that local governments have
the power, as well as the responsibility to regulate the location
and intensity of specific land uses through the exercise of zoning
and other regu!ations~ Cities mhd counties must pay particular
attention and specifically consider the provision of group home
and foster care facilities in an even-handed and non-
discriminatory manner. The approach outlined above is intended to
provide a balanced as well as straight-forward format ~o
establishing the City of Sanford's community desires as well as
meeting the. City's planning requirements.
The Commission aut-hprized the appointment of a Committee for this study at the
next regular meeting.
The City Manager presented the Commission with the proposal for "THE WESTSIDE
NEIGHBORHOOD STRATEGY", prepared by the Florida Center for 'Urban Design and Research, a
cooperative public service institute of the University of South Florida, which works in
association with Florida A & M University, University of Florida and Florida State
University. The "WESTSIDE NEIGHBORHOOD STRATEGY" addresses the need and opportunity for new
housing construction and related neighborhood reinforcement actions in an area immediately
South and West of Sanford's Central Business District. City staff has identified potential
sites for city-initiated residential redevelopment within a 10-block area of predominantly
vacant and underused property bounded by Maple Avenue, 12th Street, Avocado Avenue and
Popular Avenue, where scattered, dilapidated structures, both occupied and vacant, were
found within the 10-bl0ck area. The "WESTSIDE NEIGHBORHOOD STRATEGY" 'is envisioned as a-
broad gauged, "new generation" approach to the strengthening of a poor intown neighborhooc
and the creation of better, more affordable housing options for the existing and incoming
residents. One compoent of the strategy will be the redevelopment and construction of
attractive, low-cost new housing. This will be addressed through the preparation of an
MINUTES
City Commission, Sanford, Florida
March 16,
19 87
official urban redevelopment plan and program, an overall urban design framework, land
disposition and housing development standards and procedures, and related public and private
financing schemes for site redevelopment and housing construction.
Amefika Geuka, Special Projects Coordinator, Cardinal Industries Inc., appeared to
support the proposal.
The Commission authorized further discussion of same at a Workshop Session on
March 23, 1987 at 4:30 P.M.
The City Manager submitted tabulation of bids for a Sewer Cleaning Machine, Bid
#86/87-16, as follows:
H E .M O R A N D U M
March 6, 1987
TO:
From:
City Maria ger~7~/.?
,-.
,!~y Director /
Re:
Bid ~.86/87-16 Sewer Cleaning Machine
-Mr. Paison-
Bids were opened on 2/11/87 for the purchase of a sewer 'cleaning
machine. This machine is designed To cieah sanitary sewers and
storm lines ~rith high pressure water while simultaneously vacuuming
back debris and water from a catch basmn or manhole into a collector
body. This machine is the mosC important piece of equipment in
the sewer division and will be utilized in The sewer rehabilitation
work'that the CiTy is involved with.
We mailed out bid packages To twelve (12) vendors with actual bid
responses from six (6) of them. Attached is bid tabulation showing
The six (6) vendors with the various option prices.
Tills was a ,~cu_T bid To analyze, due ~o the complexity of the
equipment. None of the bidders were able mc provide a machine that
met al! specifications. Basica!!v the bid responses can be
classif,ied into Zwo groups - dual encine machines and single engine
machines. City specifications called for a dual engine machmne
wi%h one engine providing the power for the water jam pump and The
o%her providing power for the vacu~ system. Our existin~ sewer
cieaninN machine utilizes This design which has operated very
satisfactori~. We prefer This design ~o ~he single engine machine
and fee! i~ %-4~ cive us ~he ~-~~ and opera, iht life we
exDe ct.
Three vendors bid the specified Two engine machine and are:
!) Jet - ~'ac Sanitary Services, P. O. Box 186, New Sm3~na
Beach, Fla.
2) Super Products CorD., P. O. Box 27225, Milwaukee, ¥,~sc'~.
3) Southern Sewer, 9909 S Indian River Drive, Fort Pierce,
Fla.
We also included a list of options._ =or the equiomenz in order
get a true .oicuure of :~he actual cosz and ~o allow us ~o choose
The options thsT would be
_ ~.z~n~n our budget amounc. Opzions
th_rough 7 are needed items Eaiicred To the work we perform.
nu~mber 8, the 6 x 6 all ~,.~heel drzve, would be useful tc have due
uo mhe terrain This vehicle works in, buz due
an optlon ~ha~ is noz feasible.
MINUTE S 2 5 9
City Commission, Sanford, Florida
March 16:
19 8_7_
The total cost of the base unit with the 7 options from The three
vendors are~nisted below:
VENDOR MODEL
WITH OPTIONS
l) Jet - Vac
Vact or 800-C
$!43,278.60
2) Super Products Camel 100-M
$134,541.14
3) Southern Sewer Vac-Con V216
$i32,423.00
It is recommended that the bid be awarded to Southern. Sewer in the
amount of $132,423. Southern Sewer is the distributor for the
Vac-Con equipment. Vac-Con is a new manufacturer of sewer cleaning
equipment, but is operated by people with a long history in this
field. Due to the young age of this company, Vac-Con has offered
a 100% performance bond on their equipment. I recommend we accept
this performan'ce bond in the amount of the bid ($132,423) for a
one year period.
This equipment is.budgeTed under account number 2-45-40644-2, for
the amount of S45,000 with plans of purchasing the machine over
a period of three (3) years. Our original budget fiDure for This
equipment was $i35,000.
PM/ac
P ,~chasinD Agent
Sewer Superintendent
autac~hrnent
II) 'lille sewer Cleaninq Hachine
Ii) tJ ti INi Il Ell ~86/fl7-16
P[!NING DAI'E 2/11/87[1'ME- 3:00
1151 lNG TIME/DATE FilOM:
,,.
lei Vac /Vector 800
lB0 Days
lc L ro-'J'ech/A(tea Tec
~- 15
L2~] - l_SD_-llay5
nLersLat, e/I80 Days
Sewer
Hach
C
$133,7fl~
;cave~ger 11
$7000
N/c
:;rtl)er I~ro¢luc[-Came]
I I (,I O
,175 - 185 Days
;()u L Ji(~l'll ~ewe i-
Ibc-Con
12{) - 1501)qys
{aFLow Ford
~(ltla-TecJi
IS0 - 200 l)ays
II. F; I,laso:l
h~,ab i n~je F
$118,065
$118,14,1
$122,235
~124,98
$123,6011
lay GysLams
iii ~4AIIKS: Ci kCI.En RICE i111)
Requests - 10 ltesponses
AccounL ~2-45-40644-2
25
$4,000
14
$7,900
$3,750
tt/C
(:Al'ES
B ! D 'FA B U LAT! 0 l',J
Hoore
./' UNI'I I.. / I'AG l:- 0 F I'A (11-'- { S )
2. Flush ~3. l,jq. Lrt
Out l)raJ u ()fl
$600
$1,450
H/c
U/C
$700
$],450
I10
I1£)
IlO
IlO
$300
$600
II/C
~.2, O00
$800
$ 600
IIi1)
II ID
1111)
il I I)
Iloz z i es
$153.6(I
$~20
FI/C
tt/c
$192
$220
DevJr:e
$6O
$60.50
$150
$200
$100
$6O
6. Too I
Box
$ 200
$3O5
N/c
$406
$500
$305
7. ,'let
Cut Leu
$1,1o0
$1,445
$ I, 025
$ ] , O 00
$l,400
$1,4,15
8.
6x6
TOTAl, BASF: UHIT
__ _ILh3J S, OP'I'IQi't~_I__m.._ '1.__
$18,500 $143,278.60
II/A $122,145.50 **
$21,000 $123,319.25 **
$15,000
$16,783
$15,500
$1.34,541.14
$1270680.00 **
** I)OES l/O'[' HI:;ET ol ECIFICATION.¢
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City Commission, Sanford, Florida
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The Commission authorized same to be considered at the next regular meeting.
The City Manager submitted a tabulation of bid for a Street Sweeper, Bid #86/87-
31, as follows:
MEMORANDUM
DATE:
TO:
FROM:
March 6, 1987
City Manager~_.~
Public Works Director
RE:
Street Sweeper Bid 986/87-3~ Recommendation
Frank,
Attached is a Bid Tabulation sheet, spread sheet listing the
vendor's exceptions to specifications and a brief explanation
of specifications.
There is only one vendor that meets all specifications,
Bennett Truck Equipment, supplying an Elgin Crosswind sweeper.
Director recommends acceoting the Bennett Truck Equipment bid
with options in the amount of $83,925.00. I also recommend
not trading in the 1977 model Ecolotec because we should
receive more money for it from public auction than what was
offered for ~rade in.
The recommended bid amount exceeds the budgeted amount by
$1,925.00. This shortage will be made up by a Street Division
internal budget transfer.
BID TABULATION
liD TITLE Street Sweeper r^m,~aor~u:.~.~mrr~rum.,~z'r~vzv~.:am,la~ OPENED BY; Wait Shearin
lid NUMBER 86/87-29 .~~. ~,~,~*r~ TABULAIED ~y. Jerry Herman
)PENING DAT~/24/87 TiME3=O0 P.M..~.,~m~a~lzmmmm~e VERIFIED BY'
'OSTINGTIME/DATEFROM:. ../ UNTIL / ,PAGE. .4 OF ' ~ PAGE{S)
..... ~OotJoBal Equi )men~ ....
* L/H L/il ~ase Bid Delivery
BIDDERS TERMS Base Bid Trade In ltose .' Broom Seat wJODtions~
Adams & DeWind 96,000 2,100 950 11,500 N/C ~108,4'50 90--120
Orlando .-
Bennett - Orlando < 80,681 1,500 2,.244 1,000 N/C ~ 6/23/87
Dot Vac
New Smyrna 90,947 5,164 : 2,400 6,250 .98. 9~,695 120-150
HTA
Ameiia Island 79,200 1,500 '" 950 ' 1,440 550 · 82,140 60
Turf & Ir~dustrial
7'1,890 2,500 . N/C. 3,805 500 I 76 195 75-90
Orlando
Turf & Industrial
75,732 2,500 N/C 2,205 N/C 77,937 75-90
Orlando
Turf & Industrial.
82,430 2,500 N/C [ 2,205 N/C 8'4,635 75-90
Orlando
t£~4AIIKS: CIRCLED FglCg INDICATES AWARD
* Trade In Not Recomme;)ded
82.
00O
7 Requests 7 Responses
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City Commission, Sanford, Florida
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EXPLANATION OF MINIMUM SPECIFICATIONS
RE STREET SWEEPER BID #86/87-31
1. ENGINE - Cat 3208; have had excellent service history,
good parts inventory in stock, ~s our standard heavy truck
engine, our mechanics and operators are experienced with them,
has less moving parts to fail than turbo charged engines.
2. TRANSMISSION - Allison MT653; excellent service history,
good parts inventory in stock, mechanics and operators ex-
perienced with them, feel 5 speed is necessary for lower
gearing for sweeping, transmission would hold up longer due
~o more heavy duty design.
3. SWEEPER ENGINE - John Deere 4239T; primarily the same
rational as above, this engine is the best we have experienced
as an auxiliary engine.
4. WATER TANK - 240 gallon capacity, polyeZhelene; extra
capacity necessary for longer sweeping time productivity,
plastic necessary because of our experience with coated steel
tanks rusting out and leaking after a few years.
5. GROSS VEHICLE WEIGHT RATING - 28,000; GVWR is relative to
installed weight on the chassis, stronger axles, springs and
frames hold up better and require less chassis maintenance.
6. BRAKE AIR COMPRESSOR - 12 cubic feet/minute; high capacity
compressor necessary to prevent long system charge times on
szarz up and to provide 'for more capacity in emergency
situations.
7. CHASSIS - Ford LN7000; the 7000 series Ford provides
heavier duty components than the 700 series, experience has
shown much more reliable service from the heavier chassis.
8. RIMS & TIRES - steel radial !!:00x22.5; this size tire
necessary 5o keep Shop invensory down and to have interchangable
tires and wheels for the City wide truck fleet.
9. TOW HOOKS; needed to provide the ability ~o move if
broken down.
10. BLOWER - 10,000 cubic feet/minute; needed to provide
adequate suction and material movement.
11. Fuel capacity - single 50 gallon tank; single tank needed
to save time at fill up, the capacity is to assure fUll days
operating ability.
12. & 13. GUTTER BROOM & PICK UP HEAD sizes; not critical
due to manufacturers differing design methods.
2~2
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The Commission authorized same to be considered at the next regular meeting.
The City Manager submitted a request for payment' from Wharton-Smith, Inc. in the
amount of $518,365.59 for Pay Application No. 8 regarding the Sludge Handling Facility.
The Commission authorized same to be considered at the next regular meeting.
The City Manager submitted a memorandum from the Director of Administrative
Services as follows:
MEMORANDUM
DATE:
TO:
FROM:
SUBJECT:
March 4, 1987
CITY MANAGER
DIRECTOR OF ADMINISTRATIVE SERVICES
COMPUTER NEEDS - SHORT TERM AND LONG TERM - FOR CITY
DEPARTMENTS
RECOMMENDATION..Approve.the expenditure of funds from the FY 1986-87
Capital Improvement Budget (CIP) to incOrPOrate the microcomputers for
departments listed in Attachment 1.
The purpose of this memo is to provide an updated review of
needs as specified in the Capital Improvement Plan
departments throughout the City. Specifically included are:
computer
(CIP) in
Strategic Planning/Five Year Projection
Computer Needs
Microcomputer Needs
STRATEGIC PLANNING. Realizing that decisions made today impact
decisions of future years, a "Five Year Automation Needs Plan" was
developed for the FY 1986-87 Budget. Developed solely as a planning
tool, it should be noted that this document has had limited
departmental input for those years other than the present FY 1986-87
Budget Year. All FY 1986-87 departmental requests for microcomputers
were frozen by the City Manager, pending decisions regarding financial
software replacement. Targeted dates and costs for financial software
replacement have subsequently been identified, and we are ready to
proceed to implement those departmental microcomputers as listed in
Attachment 1.
COMPUTER NEEDS. During the first six (6) months of 1986, the
Administrative Services staff reviewed existing "computerized"
functions in Finance and Utility Billing, resulting in City Commission
approval in the FY 1986-87 Capital Improvement Budget for replacement
of the twenty-two year old financial software. This project is
targeted for completion in 1988. In addition, the City Commission
authorized automation of the Personnel, Purchase Order, and Budget
functions, targeted for implementation over the next two (2) years.
The Utility Billing program will continue to meet our needs into
1990's, with minor Changes as noted in the Auditor's comments.
Implementation of these on-line computer programs should more fully
utilize the capacity of the commendably reliable Burroughs 1955, which
will be fully paid for next year.
MICROCOMPUTER NEEDS. The microcomputer revolution of recent years has
given the city the capacity of benefiting from this low cost, high
technology tool for applications which would be cost-prohibitive for
implementation on the Burroughs mainframe. Six-month old technoloby
has provided the opportunity of supplementing the work of the
mainframe by "downloading" data for statistical and accounting
purposes. This enables implementation of IBM microcomputers (PC's)
with a greater range of computer software packages available.
In anticipation of departmental requests for microcomputers, the
Administrative Services staff has conducted an in-depth study of work
in city departments for the purpose of (1) providing a strategy that
all requests for acquisition of microcomputer equipment would be
coordinated to prevent proliferation of non-compatible equipment; (2)
identifying work and job-related tasks which, if automated, would
result in increased productivity, or justified from a cost/benefit
viewpoint; (3) standardizing software where possible, and (4)
providing effective and adequate followup on all installations with
support and training.
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The City Commission authorized same to be considered at the next regular meeting.
The City Manager submitted a memorandum as follows:
MEMORANDUM
DATE:
TO:
FROM:
SUBJECT:
MARCH 13, 1987
CITY COMMISSION
CITY MANAGER
MID-YEAR BUDGET REQUESTS
RECOMMENDATION:** In analyzing specific staffing needs, in City
departments, fiv~ (5) Positions are deemed "immediate and critical".
Cost to implement these positions as of May 1, 1987 through the
remainder of the current fiscal year is $54,299; recommended funding
is from unallocated funds available.
Specific staffing limitations, which affect the ability of City
departments to function effectively and responsibly, need to be
addressed at this time. Staffing requests for this year's budget were
specifically targeted at improving "field" operations in the
Departments of Public Works, Utilities and Public Safety.
Departmental requests for additional clerical support were "frozen"
until thorough analysis could determine "immediate" clerical and
staffing needs in areas other than field operations.
Costs for additional clerical and staff needs are summarized
"Attachment 1". Following is a detailed description of needs:
in
FINANCE: (1) Due to increased State and Federal requirements,
Auditor~ recommendations, and increased volume of work in accounts
payable, and additional Account Clerk II is required to process these
reports in a timely manner. Total cost for remainder of FY 1986/87 is
$8,357. IMPACT OF NOT FUNDING THIS POSITION: Overtime will continue
to be required of existing personnel; potential loss of existing
personnel due to stress and overwork.
PLANNING AND ENGINEERING: (1) The need for a Building Division Clerk
Typist is based on significant paperwork increase resulting from
increase Code Enforcement Board action presently requiring
considerable overtime, and growing backlog of work for existing staff.
The addition of the Clerk Typist will enable realignment~of clerical
support and workload, resulting in increased productivity. Total cost
for remainder of FY 1986/87 is $7,399. IMPACT OF NOT FUNDING THIS
POSITION: Continued work overload in the Building Division (which
includes the zoning inspector), and continued backlog back-up in the
Engineering and Planning Department.
ADMINISTRATIVE SERVICES: (3)
SYSTEMS ANALYST: Due to the increased demand for data processing
support for Finance, Police, Utilities, and the need for
implementation of policies and controls from the Coopers and Lybrand
audit...and management of these needs, there is immediate need for an
experienced Systems Analyst. Total cost for remainder of FY 1986/87
is $16,025. IMPACT OF NOT FUNDING THIS POSITION: It is critical that
a qualified and experienced data processing-oriented individual be
responsible to administer both Burrou~h's and microcomputers. Without
this support implementation of City-wide systems will require vendor
support at a higher cost.
SECRETARY 1. Although clerical support was reduced by one (1)
position in the FY 1986-87 Budget due to automation of clerical
functions, the increased work volume (+21%), new programs and
increased number of phone calls (+40%), have necessitated significant
overtie to cope with the backlog. This position will enable a
realignment of clerical staff to establish a "Receptionist/Message
Center" for the purpose of receiving phone calls for the City
Manager's office and Administrative Services (Personnel, Civil
Service, Workers Compensation, and Purchasing), resulting in "freeing"
existing clerical staff from constant interruption, and enabling them
to perform their duties. Total cost for remainder of FY 1986/87 is
$9,209. IMPACT OF NOT FUNDING THIS POSITION: Despite overtime
allocated to existing staff to complete specifiC projects, constant
telephone calls continue to interrupt their daily work resulting in
40% decreased productivity and efficiency in the City Manager's and
Administrative Services Department.
DATA ENTRY CLERK: Target date for installation of the computerized
Personnel and Flexible Benefits system is July 1, 1987. It will be
266
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City Commission, Sanford, Florida
March 16,
19 87
necessary to hire a part-time (20 hrs. per week) trained data entry
clerk to "build" computerized files for City employees. Total cost
for remainder of FY 1986-87 is $6,239. IMPACT OF NOT FUNDING THIS
POSITION: Implementatin of the Personnel and Flexible Benefits
computer program would of necessity be put "on hold" if not staffed.
CUSTODIAL WORKERS: (4 part-time handicapped) Although this is not an
urgent need, City buildings which include Police, Utilities, Civic
Center, Public Works, City Hall can benefit by utilizing handicapped
assistance, thus providing training to develop marketable skills for
the handicapped. Total cost for remainder of FY 1986/87 is $4,829.
This item (handicapped employees) is a special program, not to be
considered as part of the regular labor compliment.
SOURCE OF FUNDING: The funds required for agenda items # 4 for
$ 47,000. and # 7 (b) $ 54,299. above, .... tOtaling
$ 101,299. can be provided from the following source.
Currently, $375,900 remains from proceeds of a Sinking Fund
composed of FP&L Franchise Tax collections and held for Public
Improvement Revenue Certificates (Bonds) which were released
(paid off in full) in December 1985. In other words, that
balance after defeasing the Bonds remains unallocated.
...Recommend that funds required be appropriated from that
source.
Additionally...there exists ten (10) to twelve (12) vacancies
budgeted but not currently filled. It may be appropriate to
"freeze" five (5) of the current vacancies to provide an equal
body-count trade-off.
After discussion, the Commission authorized same to be considered at the next
regular meeting.
The City Manager submitted a memorandum from the Director of Engineering and
Planning as follows:
MEMORANDUM
MARCH 13, 1987
TO:
FROM:
SUBJECT:
City Manager
Director of Engineering and Planning
Improvement to Bevier Road
Mr. Faison:
Bevier Road presently runs between Route 46 (west) and Jewett
Lane, a distance of approximately 2400 lineal feet. The existing
paved surface is 18-feet wide, 6-feet less than the stand~rd 24-foot
two lane road. Existing right-of-way varies between 30-feet and 45-
feet. It is recommended that this road be upgraded to a standard 24-
foot paved width, as was recently done with McCracken Road between
Airport Boulevard and Persimmon Avenue. Cost of the McCracken Road
upgrade was approximately $113,000. Because of very close similarity,
cost of upgrading Bevier is estimated at $110 to $115,000.
The proposed upgrading of Bevier Road would begin the general
upgrading of existing substandard roadways in the recently annexed
commercial industrial area west of Sanford. I see immediate potential
for introduction of one or two new industries into that immediate
area, with new employment of 100 to 200 people by 1988. Negotiations
with these new businesses will include donation of necessary right-of-
way to provide for 30-foot R.O.W. on each side of R.O.W. centerline.
I also anticipate willingness of businesses to commit to a road
improvement cost sharing with the City. If we have one developer the
cost could be split 50/50. If more than one business begins
development prior to 'completion of the road improvements, the split of
costs should be 1/3-1/3-1/3, etc., to be covered in a development
agreements. Because of significant increase in employment base as
well as tax base, City participation in such a road improvement
project (as differentiated from a new road construction project) is
believed warranted. Funds for City share could come from presently
available gas tax revenues, as was done with McCracken Road.
The Commission authorized same to be considered at the next regular meeting.
The Commission next considered a request from Burger King for free use of the
Civic Center for April 16, 1987 to hold a "Gospel Sing" with proceeds to support the Arnold
MINUTES
City Commission, Sanford, Florida
March 16,
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19 87
Palmers' Childrens Hospital.
The Commission authorized same to be considered at the next regular meeting.
There being no further business, the meeting was adjourned.
ATTEST
MAYOR