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031488-Work Session MINUTES ! 7 3 City Commission, Sanford, Florida March 14, The City Commission of the City of Sanford, Florida, met in Work 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 March 14, 1988. Present: Mayor-Commissioner Bettye D. Smith Commissioner Whitey Eckstein Commissioner John Y. Mercer Commissioner A. A. McClanahan Commissioner Robert Thomas City Manager Frank Faison City Clerk H.N. Tamm, Jr. The meeting was called to order by the Chairman. Christine Hill, Managing Partner, Dan O'Keefe, Jerry Cormier, and Michael Aderholt appeared to present the annual audit for Fiscal Year Ended September 30, 1987. Ms. Hill stated the audit's report on the financial statements is an unqualified opinion which is the result of their audit procedures and adjustments during the course of the audit; there were no additional adjustments they felt need to be made. They also felt that as far as the financial statements are concerned the revenue and expenditures within the various fund types occurred according to plan, the general fund appears to have significant funds in place for any emergency type funds, the enterprise funds are self sustaining, there are no significant changes in the footnotes from last year. The reports on internal control, no material weakness were found. In the report on internal controls, particularly in regards to the grant area was submitted and showed no material weaknesses of noncompliance with the laws and regulations. Ms. Hill, also, stated that the Auditor General required her firm to submit comments, and these should be received as a tool for long range planning, and proceeded to review these comments and the City Manager's responses. Ms. Hill thanked Mr. Faison, Mr. Tamm, participated with them in the process of their audit. Mrs. Small and all of the staff that The Chairman commended Ms. Hill for the professional presentation of the City's annual audit, and commended Staff for their response and comments. The City Manager reported that Coopers & Lybrand would also answer any questions in regards to the HTE/iBM Computer Software/Hardware Systems. Jerry Cormier reported that he had researched a number of other cities that were comparable to the City of Sanford's Software/Hardware requirements and felt the HTE Software/IBM 38 Hardware package should be an acceptable solution to the needs of the City. One of the aspects of the agreement should be that all applications be able to be added to the new system. There being no further business, the meeting was adjourned. ATTEST: 1988 174 MINUTES City Commission, Sanford, Florida March 14, The City Commission of the City of Sanford, Florida, met in Regular Session in the City. Hall in the City of Sanford, Florida, at 7:00 o'clock P. M. on March 14, 1988. Present: Mayor-Commissioner Bettye D. Smith Commissioner whitey Eckstein Commissioner A. A. McClanahan Commissioner John Y. Mercer Commissioner Bob Thomas Acting City Attorney Tom Whigham City Manager Frank Faison City Clerk H.N. Tamm, Jr. Absent: City Attorney William L. Colbert The meeting was called to order by the Chairman. A Public Hearing was held in accordance_with Notice published in the. Evening Herald on February 12, 1988, as follows: NOTICE OF PUBLIC HEARING Notice is hereby given that the City of Sanford will hold a public hearing on Monday, March 14, 1988, at 7:00 p.m. in Commission Chambers, City Hall, 300 North Park Avenue, Sanford, Florida. In accordance with Federal Water Pollution Control Act, as amended, and Chapter 17-50, Florida Administrative Code, the City of Sanford is conducting revised wastewater planning activities. As part of these activities, the City has investigated potential wastewater management plans for Sanford and the surrounding urban area. This study is entitled "Amendment No. 2 to the Sanford 201 Facilities Plan". The study provides a preliminary investigation of available wastewater effluent disposal options to replace the disposal capacity of the Airport site. Including the use of Site 10. Site 10 is a 2200-acre site lying adjacent to and east of Lake Jessup and south of SR 46. The recommended plan consists of Reclaiming Water for Reuse. The reclaimed water will be produced by treating wastewater effluent to unrestricted public access standards. The reclaimed water will be used to spray irrigate numerous City- owned sites such as Site 10, the Mayfair Golf Course, parks and other areas in conjunction with use by private residential and commercial establishments. Wet weather discharge to the St. Johns River/Lake Monroe is necessary for periods when the wastewater flow exceeds irrigation capacity. The Florida Dept. of Environmental Regulation is currently performing water quality and waste load allocation studies to determine the permittability of a surface water discharge on a long-term basis. The purpose of this public hearing is to present the wastewater manager alternatives considered, reasons for selecting the recommended plan, the recommended plan, preliminary project costs, and the estimated user charges necessary for the implementation of the plan. The hearing will provide interested parties an opportunity to better understand the project and grant interested citizens, environmental groups, and representatives from local and state agencies the opportunity to ask questions and express opinions regarding the alternatives studied and the recommended plan. A draft copy of Amendment No. 2 to the 201 Facilities Plan and other pertinent documents will be available for public review on or about February 29, 1988, at the Public Information Depository located adjacent to the Utility Director's Office in Sanford City Hall. This notice is given pursuant to 40 CFR 25 and Chapter 17-50 F.A.C. Ail interest parties are hereby notified that if a person decides to appeal any decision made by the City Commission with respect to any matter considered at such public hearing, he or she may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. City of Sanford, Florida Frank Faison Publish: February 12, 1988 19 8~u_ MINUTES City Commission, Sanford, Florida March 14. 175 Bill Simmons, City Engineer, reported that the consultants for Wastewater Planning will give a prepared presentation of the overall details of the plan amendment and will entertain questions. Mr. Cal Conklin, President of Conklin, Porter and Holmes Engineers, Inc. of Sanford, Florida; Orlando, Florida; and Atlanta, Georgia, stated the purpose of the public hearing is to present Amendment No. 2 to the Sanford 201 Wastewater Management Plan. This amendment is necessary in order to retain the eligibility for the over $8 million for State and Federal grant commitments that the City has received. The previously approved plan Amendment No. i identified a-p~ogram that amounted to adding additional treatment to make the treated effluent meet public access standards and the pumping of that treated effluent through a large distribution loop network to a number of irrigation sites on City owned property including the airport, parks, and golf course. There were sixteen (16) sites. In addition there was a surface water discharge that was necessary at times the City would be unable to irrigate or there was not enough demand to utilize all of the effluent and that was intended to be an approximate amount of 1 MGD average. A water quality study of the St. Johns River is underway involved the FDER, USGS and the State to further investigation and validate that surface water discharge. During the preparation of the final plans for the airport irrigation system it was determined that FAA and airport authority were not going to be satisfied with construction of an irrigation system at the airport and so it is necessary to delete that from this program. In order to maintain state grant funding for the remaining viable elements the program had to be modified to show replacement disposal capacity for the airport. The City has an interest in developing a real system to deliver the reclaimed water to any customer who can make beneficial use of it, however, it is recognized it will take some time to develop that program in its full capacity and it will be subject to how much the people as they come on line are willing to use the system. Therefore, at this time it is necessary to have a plan that demonstrates now that adequate capacity for all the Wastewater Disposal in the near future will be available. After the loss of the airport site the City officials met With DER in Tallahassee and in Orlando and discussed the need for modifying the 201 Plan and also discussed Site 10 and the ramification of that particular site and the additional studies that were necessary to add Site 10. The Site 10 additional studies include additional surveying, topographic surveys, additional soil, and drainage and environmental studies, and ground water studies. Due to the magnitude of Site 10, it is a major study and is expected to be completed approximately September of 1988. Progress so far includes most of the surveying work, including aerial work; which is completed.~ That product is an infra red aerial photograph. The soils people have been on site doing additional work. The environmental scientists have been on site inventorying the plant communities. None of the work is completed but is progressed to date. In order to perform these studies in detail it is really necessary in order to protect everybody's interest, a group of consultants has been formed to address these various issues in their areas of expertise. Some of the representatives are with us tonight, including Mr. Herb Stangland of Ardaman and Associates, who is the soils person; Dr. Hugh Putman, Environmental Scientist with Water & Air Research in Gainesville; Mr. Robert 19 58_ MINUTE S " City Commission, Sanford, Florida _M~rch 14, 19 88_ Westly, Senior Ground Water Hydrologist with LAW Environmental Inc. These people as well as the staff from Conklin, Porter & Holmes will be available for questioning at the end of the planned presentation. Chart No. 1 - is the general conceptual description of the modified 201 Plan that is being presented tonight. The first portion is the water reclamation part at the existing sewerage treatment plant. Wastewater is treated to a very high degree, to public access treatment standards, by adding filtration and whole array of additional treatment improvements. At this point it goes into storage facilities, which are located at the treatment plant site and at the golf course. It would then be pumped into the distribution network, out to the golf course or to the parks or other areas to be irrigated. Primary sites are the golf course and the sixteen (16) parks, and then it is being made available for residential irrigation, schools and for commercial and industrial reuse, and then as necessary the plan is to go to Site No. 10. During wet weather times there will be a surface water in that area as part of the plan. That is in concept the general plan of the Amendment No. 2. The modifications for the public hearing. Mr. Paul Porter will describe in detail some of the various aspects of the plan. Good evening, Mayor Smith, members of the City Commission and general public. My name is Paul Porter, Executive Vice President, Conklin, Porter & Holmes Engineers, Inc., at 500 W. Fulton Street in Sanford. This is a public hearing for the City of Sanford 201 Plan Amendment No. 2, which was advertised in the Sanford Herald on February 12, 1988. (See Insert "A" Attached.) Mayor Smith questioned Paul Porter on the statement that those people who are now able to use drainage into the property will be able to continue to do so. Mr. Paul Porter said there would be no intention to block a natural flow of drainage coming onto the property. Also, Mayor Smith questioned if the quality of water to Site 10 would be the same that the City would be spraying on school grounds and parks. Mr. Paul Porter stated that that was correct. Mr. Bill Simmons stated that Table 3.2 of the Plan is a table which indicates various alternatives for irrigation including the school yards, the residential properties even a potential agricultural irrigation alternative. One additional potentially large irrigation user at this time which is not in the plan at this point, has not been quite finalize. Over the past few months the city staff has been making very good progress toward negotiation of an irrigation agreement with the City of Lake Mary. This irrigation agreement would initially provide three-quarters of a million gallons per day of reclaimed water for irrigation of the Timacuan Golf Course and the immediate surrounding area. The agreement as drafted would give the City of Sanford the right of first refusal of additional irrigation capacities as obtained by the City of Lake Mary up to a specified quantity of four million gallons per day. The cost of this alternative compares very favorably with the cost contained in Table 3.2 where the prices range from slightly under $i.00 per gallon (one time capital cost) up to almost $5.00 per gallon. The approximate cost of the Lake Mary irrigation agreement would be between $2.88 per gallon and $3.00 per gallon one time cost, with no operation and maintenance or other monthly charges assessed INSERT "A" The purpose of this public hearing tonight is to present the results of the was~ewater management studies detailed in the City of Sanford 201 Plan Amendment. No. 2. The discussion will include the description of the changes made in the City's wastewater management plan, project costs, and estimated financial impact upon the users of the system. Thi~ hear{ng will also provide interested parties and the public an opportunity to better understand the project and will give in=eres~ted citizens, environmental groups, and representatives from local and state agencies an opportunity to ask questions and express opinions regarding the City's ~astewater management plan. On March 1, 1988, the final draft of the 201 Plan Amendment No. 2 was placed in the public information depository located adjacent to the Utility Director's office in City Hall for public review. Other people present tonight include William Simmons and Paul Moore from the City; Paul Porter, the project manager on the stUdy and Cal Conklin from CPH; Herb Stangland of Ardaman and Associates; Hugh Putnam of Water & Air Research; and Robert Westly of Seaburn and Robertson. These firms are currently conducting site specific soils, hydrogeologiCal, and environmental and archaeological studies on Site 10. II PUBLIC PARTICIPATION One objective of this public hearing is to document public reaction, evaluate public input, and make modifications or adjustments in the program based on public participation. Therefore, at the conclusion of this presentation, we will.. solicit any public comments and try to answer any questions. BACKGROUND On July 28, 1986, a public hearing was held ~to present the results of the 201 Facilities plan Amendment and Site Specific Studies. The plan for wastewater management at that time' consisted of advanced secondary treatment of the wastewater to produce reclaimed water suitable for spray irrigation .in areas open to public access, including the Sanford Airport, Mayfair Golf Course, parks and other green areas. The Airport had an estimated capacity of 3.2 MGD, the Golf Course was estimated to use 0.6, and the remaining tracts had an estimated 0.55 MGD capacity. The difference between design flows of reclaimed water produced and those irrigation capacities was approximately 1.0 MGD on an annual average basis and these flows were to go to a seasonal surface water discharge to the St. Johns River downstream of Lake Monroe. During final design of the irrigation systems, difficulties arose in reaching a satisfactory' agreement With. the Federal Aviation Administration (FAA) and the Sanford Airport Authority. The City found it necessary to delete'the Airport site from their irrigation program. This turn of events had a substantial impact on the City's plan since the Airport's irrigation capacity o~ 3.2 million gallons per day had to be replaced. In order .to meet the requirements of the Central Florida - District DER Office and retain eligibility for the grants program, it was necessary to conduct additional studies and investigations to determine' alternate sites equal in capacity to the Airport site. This would then provide the City with an environmentally acceptable plan to satisfy the needs of the .City's wastewater service area throughout the planning ~period, which extends to the year 2005. T,~e service area includes, the City of Sanford and portions of unincorporated Seminole County. 201 AMENDMENT NO. 2 The 201 Plan Amendment No'. 2 has been prepared to satisfy these requirements. The Amendment addresses potential alternate irrigation sites and other uses of reclaimed water, as well as relatively minor changes in the program of wastewater improvements. The Amendment also addresses the associated financial impacts on the system's customers. Site Specific Studies are currently underway for these alternate sites and final engineering concepts have not yet been developed for their utilization. These additional studies are scheduled to be complete in September 1988. The City's plan for wastewater management as described in this Amendment.still includes upgrading and expansion of the existing City of Sanford wastewater treatment-plant and spray irrigation of reclaimed water on the Mayfair Golf Course, various City properties and parks, Site 10, residential neighborhoods, schools, and also commercial/industrial uses. A surface ~ater discharge downstream of Lake Monroe in the St. Johns River is another important part of the program for wetter times of'the year when the quantity o~ reclaimed water exceeds the amount that the irrigation sites can accept. The treatment plant improvements have been designed t~ ensure that only reclaimed water meeting the standards and criteria for irrigation in public access areas is delivered to 'the distribution system. Filtration and high-level disinfection with chlorine have been provided to remove bacteria and viruses, which are often present in wastewater. In the Reclaimed Water Quality Control Buildin~ instruments will continuously monitor the quality of the water. If the water does not meet the criteria, the transfer pump station will shut down automatically and the water will flow by gravity to the ponds for later treatment. Therefore, the reclaimed water that reaches the storage tanks will be safe for irrigation in public access areas. During wet-weather, when it is necessary to discharge excess reclaimed water to surface waters, dechlorination will be provided. Chlorine is toxic to fish and other invertebrates so dechlorination will be provided for any reclaimed water discharge into Lake Monroe or the St. Johns River. After storage, the reclaimed water will be pumped into the distribution system for delivery to the Mayfair Golf Cour~e and parks initially, and Site 10 and residential areas in the future% Site 10 is a 2200-acre site located east of the City, which was purchased for approximately $3,500,000 in August.1987. This site, with a projected capacity of 3.5 MGD, will be substituted for the Sanford Airport site. Although final plans are still > under development for utilization of the site, it is anticipated that spray irrigation will be utilized and an agricultural crop will be grown on at least a portion of the site. The preliminary estimate of site development cost is shown for two levels of site utilization: One for developing 2.3 MGD of capacity and one for the full 3.5 MGD capacity development. The cost for full site development is $10,640,000. Irrigation of residential neighborhoods, schools, and commercial/industrial uses are also planned as shown here. The areas shown as potential sites are those which have been preliminarily analyzed for capacity and.planning type cost projections. Certainly there is no intention by the plan that these are the only areas which might be irrigated. With the reclaimed water distribution system's ultimate development virtually any area in the City could be served by extensions from the basic looped mains. Any areas including those shown desiring reclaimed water for irrigation and other uses would be investigated and if the costs were determined to be favorable, the si~e wo~ld be served. The potential capacity of this ty~e of reclaimed water use is considerable, the sites shown here -amount of 3~13 MGD. This capacity is based on 50% of the residents in a neighborhood desiring service and if a greater percentage is obtained when the system is.implemented, an even greater irrigation capacity may be realized. Irrigation of these areas shown will lessen the need for~full development of Site 10 capacity and will therefore reduce the cost of needed Site 10 improvements. Other elements of the City's 201 program include the recently completed sludge handling improvements, sewer rehabilitation,. and future projects such as the vacuum sewer collection system, master lift station replacement, wet-weather discharge force main to the St. Johns River, expansion Of the existing wastewater treatment plant, and extensions of the reclaimed water distribution system. The cost associated with this program amounts to approximately 39.8 million dollars. This total program cost is somewhat Greater than the cost of the program as presented in the Amendment No. l, primarily due to the need for utilization of Site 10 in lieu of the Airport s~te. However, the program is within the City's ability to finance from proceeds of their revenue bond issue. Due to the potential for funding from the U.S. Envirornnental Protection Agency, the overall local share cost is projected to be less than the cost previously presented in the 201 Plan Amendment No. 1. As part of the study, operation and maintenance costs, debt s~rvice costs, and other financial requirements for the projects were evaluated and projected in terms of the impact on us~r charges or the monthly sewer bill. The projected monthly sewer use co~t is expected to be approximately $21 - $23 per month once the new facilities are operational. The previous monthly estimated cost for the plan as presented in 201 Amendment No. 1 was $20 - $22. Therefore, the changes desc.ribed.in 201 Amendment No. 2 are not anticipated 'to result in any s~gnificant financial impact on the customers of the system. We would now like to turn the program over to Bill Simmons, the City Engineer. This is the completion of the presentation and we would now like to open up the floor to any comments or questions by the City Commission and then =he floor may be opened to any public comments or questions. S0602 PRESENTATI cc~/alv MINUTES City Commission, Sanford, Florida March 14, 177 to the City of Sanford. The term of this agreement would be for a period of 25 years. This is a large potential user similar to many of the small potential users listed in Table 3.2. I do not feel that it needs to be specifically instituted in the 201 Plan, however, I strongly recommer~ that this agreement be approved when it is brought before the Commission. This completes the formal presentation and we would like to now open the floor for questions. Commissioner McClanahan commented that in mentioned at the first public hearing under the dealing with present zoning the 2200 acre site as regulations in Seminole County that parcel could be broken up into five and ten acre parcels and sold to individual property owners. That breaks down to some 400 sites at 5 acres sites with 400 wells and 400 septic tanks; you are going to have trouble. Many of the septic tanks in Geneva that were built 10 or 15 years ago, and at high water table they are discharging raw sewerage out of their draiB fields into the ground water table at this time. As it has been stated, with the stringent requirements for utilizing this property for the treated effluent disposable, all safe guards will be in effect and not degrade the water quality or the water quantity from the drain off standpoint and also from a contamination standpoint. Cal Conklin stated the total plan is not complete, but will be as soon as the topographic map is complete. We have given the concepts and the connections intended in the plan. One of the really significant thing is the low rate of 6/10 of an inch of irrigation per week for most of the irrigated area. That is the rate of evapo-transpiration and the additional capacity of the plan. Mayor Smith requested an explanation of evapo transpiration. Mr. Cal Conklin explained that if this area is used in an agricultural, and some additional grasses put in, they have the capacity to utilize water directly in the evaporation and transpiration of those plants more than what the cover and the existing sites are. There have been detailed studies already made by Ardaman & Associates and they were the ones that said the site would be for the 3.5 MGD. The point is there is not going to be any depreciable run off from the irrigation because that rate in the lower areas, and the other point being there is over 1000 acres of this site that is not going to be utilized at all. We intend to use wiers to restrict water flow. For water inside we intend to construct detention basins. We probably will do some ditching. These will both lower the water table. Commissioner Mercer questioned the dechlorination when the water is put back into the Lake, the question being the effect of chlorine on vegetation in these irrigation areas. Mr. Conklin replied, the Chlorine in the water is similar to the chlorine in ~he water that goes to golf courses and lawns now and does not seem to be a problem. The nitrogen content is helpful to plant growth. Mr. Simmons explained the sale and distribution of this water to consumers. Bill Simmons explained we are still reviewing reclaimed water reuse programs that are in use in various places in the State of Florida. A number of questions in terms of how best to handle the operation of the system. The individual customers would probably be metered in order to monitor consumption. I would probably recommend putting a very low cost per thousand gallons on this water, perhaps five to ten cents per thousand as compared to the 19 88 MINUTES City Commission, Sanford, Florida March 14. 19 88 $1.05 for potable water. There would be some requirements for the inspection of the individual under ground irrigation systems, required by the DER. On whether the City will recapture its capital costs, I would recommend the initial hook-up costs be minimal in order to encourage the use of the water. Mayor Smith announced that the Commission would hear from those persons present to speak in favor of, or in opposition to, the proposed 201 Plan Amendment No. 2. Mary Hansen, Attorney, from the firm of Owens and Storch, Daytona Beach, Florida stated that she has been retained by the homeowners in the Lake Geneva area, in large part because of my background with the-St. John's River Water Mana'~ent District, One of the things I am pleased with is to see the Commissioners and the staff members asking the right questions. I think the antagonism has been because communications has not been very direct or detailed. The questions being asked are acting in the public interest and safety for the Geneva residences as well as the Sanford residents. One of the issues as a homeowners group, is the fish and wildlife in the area, as well as the potential for flooding. The homeowners would like to have some reassurances that the detention ponds do not lower the ground water table to the degree that the sprayed effluent will start to flooding down into the ground water. The Geneva bubble is a potable water supply and it is a finite source and is apparently already experiencing some water quality problems around its edges, particularly chloride. The draw down of the water table will create water shortage. We would like to see a commitment tonight in developing a drainage plan which will assure that flood control does not become a problem. The second question is the design storm for those detention ponds, is that a 25 year design storm or a 100 year storm. The ground water pollution issue is one the soil borings are not going to help solve, you need to do some hydro analysis of that area. We would like some reassurances that your staff has fully looked at this. One of the problems with the nutrients from the trea~eed effluent is that they do contain a great deal of nutrients. One advantage in using a site like this is it is a highly vegetated area and the vegetation to some degree will pick up the nutrients. However, the nutrients are returned to the system the minute vegetation dies, unless it is harvested and taken away as land fill. The fifth issue is the public safety and health issues and it is essential this issue take the highest precedence. The next issue is the 6/10 of' a inch a week which apparently matches the evapo transpiration rate. That is an average over a year. There are times of the year when the vegetation will give off less moisture and when you combine that with the soil storage you now have created because of the water table draw down, will that in fact be every day of every week for the year that the evapo transpiration will occur. Another question is if only 1200 acres will be used does the 6/10 of an inch per week amount to across the entire site or just the 1200 acres? One of the things necessary in the storm drainage is that an overflow device that makes absolutely certain that the Geneva homeowners are not affected. The reasons the FAA has given for not allowing the spraying of effluent at the airport are spacious and you will not find additional corrosion to aircraft, and we request that at least one more attempt be made to go back to the FAA to try and spray the effluent at the airport. We request that Site 10 be the last site used, and if it is not needed do not put MINUTES City Commission, Sanford, Florida March 14, 179 19 88 it into effect until it is needed. The Geneva residents feel they are not being encouraged they are being imposed on, and I think there are things that can be done for a greater level of comfort to begin communications. I am committed to making sure the Communication with Sanford becomes strong and effective for all peoples ~oncerned. If the encouragement you give the existing neighborhoods consists of an educational program, getting the school children involved, Lake Geneva home owners will feel a lot better. What happens to the airborne particulates? The three basic things that we would ask for is that you approach the FAA again, you make a commitment to not using Site 10 unless 'Lt is absolutely necessary, and until all your concerns have been satisfied from-~-engineering design or because of the actual site evaluation, and continue communication both with the Lake Geneva home owners and with the residents in the neighborhoods of Sanford. Bill Simmons addressed the nutrient question. It is the intention to utilize a significant portion of this project for agricultural purposes where a product would be harvested and thereby remove from the property. The FAA issue - the way the door was closed on us, we should not delay moving forward with the program while we attempt to make any further progress with FAA. One of the irrigation sites listed in Table 3.24 potential is the industrial park of the airport, and this is a significant potential. Mr. Conklin made a general statement about the operation. We may not have all of the answers to all of the questions tonight but we know they are important and we all need open communications and to make certain in our own minds and to the regulatory agencies that this be done right. Mr. Paul Porter stated the 6/10 of an inch per week is not an every day thing. We recognize the demands of the plant do go up and down, and whenever we speak of many of these flows or rates we talk about annual average rates and varies quite a bit throughout the year. The surface water discharge is very important and this comes into play during times of the year when the up take of the plants is not adequate and then there is storage. The 6/10 of inch per week is not over the entire 2200 it is only over the portion of the site that is going to be usable and arable and not the entire site. The design storm for the detention ponds we have to examine at least the 100 year situation. Mr. Herb Stangland, Senior Water Resources Engineer, Ardaman and Associates, Inc. and manager for this project stated that the overall design criterion that we are working with on the design of the land application system is one we have to control the flooding issue and we can not de-water the site to much so the natural system is stressed. The other concept is that adding water to the system as water aquifer as opposed to drawing water like wells. as opposed to a negative. The nutrient budget we a recharge mechanism for our ground This is a plus to the Geneva bubble are taking into account through our design of the application rate based on the types of vegetation figuring the higher more well drained soils can handle the higher rate and keeping the application rate down to the rates the land system will handle. The concept of studying the 100 year flood plain and the 100 year storm on the site is a very prudent concept. The overall land application concept involves four separate components the treatment element is important, the land application site how much can the actual land take, and storage and discharges during peaks and have monitoring systems on the facilities to ensure they are being operated properly. 180 MINUTES City Commission, Sanford, Florida March 14, 19 88 Dr. Hugh Putman, stated the Water and Air Research firm in Gainesville has done · the vegetation and wild life habitat of the site. We have done a wind shield survey and expect to begin a detailed inventory of the natural system of the site this month. As you can see from the infrared photograph there are various types of communities that exist on the site, some are hardwood swamp, hydric plants, isolated cypress stands, wet prairies and shallow marshes. We intend to take a field crew out into the site and map the system and detail the natural system that are present which will serve as a base line inventory of the system and to observe change~ that may take effect over the time span. Robert Westly, Principal Hydrogeologist, Law Environmental, stated.the studies are to improve the amount of w~ter in a given area. The Geneva bubble is a finite source of water and if it were continued to be used at a greater rate, you would see a gradual decrease in the quality of the water. There have been two studies in the area, one by the U.S. Geological Survey on the Hy~rogeology of the Geneva Bubble and the area around it. Ardaman & Associates has done a study on Site 10, looking at the subsurface. What we think will happen with site 10 use, is assuming the water quality is as good as the state of the art can make it, when tbmt water enters the ground water system it will improve the Geneva bubble. On motion by Commissioner McClanahan, seconded by Commissioner Mercer and carried by the vote of the Commission as follows: Commissioner Eckstein Commissioner Mercer Commissioner Thomas Commissioner McClanahan Mayor ~mith Yea Yea Yea Yea Yea Resolution No 1497 was read and adopted. Said resolution being in words and figures as follows: RESOLUTION ~)0. 1497 RESOLUTION OF THE CITY OF SA~FORD, FLORIDA, APPROVING THE SANFORD 201 FACILITIES PLAN AMENDMENT NO. 2 AND AGREEING TO IMPLEMENT THE PLAN WHEREAS, the City of Sanford has conducted planning activities to determine the cost-effective, environmentally .sound, and implementable plan for wastewater management and disposal; and WHEREAS, the Sanford 201 Facilities Plan Amendment No. 2 is substantially completed; and WHEREAS, the regulatory agencies require adoption of the 201 Facilities Plan Amendment No. 2 to maintain eligibility for the construction grants program; and WHEREAS' the City of Sanford warrants that it has the necessary legal authority to own and operate its wastewater treatment facilities as provided in the 201 Facilities Plan Amendment No. 2 and has the necessary legal authority to implement equitable user charges, and sewer use ordinance, all in accordance with applicable federal and state regulations and guidelines; and WHEREAS, the City of Sanford further warrants that it has the necessary financial, institutional, and managerial resources to construct, operate, and maintain the facility; NOW THEREFORE LET IT BE RESOLVED by the City of Sanford, Florida: MINUTES City Commission, Sanford, Florida March 14, 181 19 88, Florida, this That the Sanford 201 Facilities Plan Amendment No. 2 is hereby approved in its final form including, but not limited to, the determination that under the existing constraints imposed by the Florida Department of Environmental Regulation, the selected plan for wastewater treatment and effluent disposal within the Sanford planning area is advanced secondary treatment of wastewate~ with disposal of reclaimed water by spray irrigati..on in areas open to public access with wet-weather surface water discEarge. It is the intent of the City of Sanford to construct, operate, and maintain such facilities in accordance with applicable State and Federal requirements, if said facilities are approved and funded by the Florida Department of Environmental Regulation and/or the U.S. Environmental Protection Agency. APPROVED and ADOPTED by the City Commission of the City of Sanford, 14th day of MARCH , 1988. ATTEST: CITY COMMISSION OF THE CITY OF SANFORD, FLORIDA Mayor ~-dttye Smith I, Henry N. Tamm, Jr., City Clerk for the City of Sanford, Florida, do hereby certify that the Resolution Number _1497. is true as passed and adopted by the City Commission of the City of Sanford, Florida, on 14th dmy ~f ~, 1988. A Public Hearing was held in accordance with Notice published in the Evening Herald on February 29, 1988, as follows: February 9, 1988 NOTICE OF PROCEEDING FOR CLOSING, VACATING AR~ ABANDONING AN ALLEY TO WHOM IT MAY CONCERN: You will take notice that the City Commission of the City of Sanford, Florida, at 7:00 o'clock P. M. on March 14, 1988, in the City Commission Room at the City Hall in the City of Sanford, Florida, will consider and determine whether or not the City will close, vacate and abandon any right of the City and the public in and to a portion of that certain 14 foot North/South Utility Easement lying between East 25th Place and East 26th Street and between Poinsetta Avenue and vacated Princeton Avenue, further described as follows: All of that portion of a Utility Easement lying on the Easterly 7 feet of Lots '1 through 5 and the Westerly 7 feet of Lots 16 through 20, Block 6, Palm Terrace Subdivision, PB 4,pGS 82-83Seminole County Records. Ail parties in interest and citizens 'opportunity to be heard at said hearing. shall have an By order of the Florida. City Commission of the City of Sanford, ADVICE TO THE PUBLIC: If a person decides to appeal a decision made with respect to any matter considered at the above meeting or hearing, he may need a verbatim record of the proceedings, including the testimony and evidence, which record is not provided by the City of Sanford. (FS 286.0105) 182 MINUTES City Commission, Sanford, Florida March 14,~ 19 88 The Chairman announced that the Commission would hear from those persons present to speak in favor of, or in opposition to, the proposed closing. No one appeared. The City Clerk reported Notice was sent to the owner, City of Sanford, on February 15, 1988 and the ad was published on February 29, 1988. Commissioner McClanahan moved to authorize proper ordinance to close, vacate and abandon said alley. and carried by the vote of the Commission, as follows: Commissioner Eckstein Commissioner Mercer Commissioner Thomas Commissioner McClanahan Mayor Smith Yea Yea Yea Yea Yea the City Attorney to prepare the Seconded by Commissioner Thomas On motion of Commissioner Mercer, seconded by Commissioner Thomas and carried by the vote of the Commission as follows: Commissioner Eckstein Commissioner Mercer Commissioner Thomas Commissioner McClanahan Mayor Smith Yea Yea Yea Yea Yea Ordinance No. 1929, entitled: AN ORDINANCE OF THE CITY OF SANFORD, FLORIDA ' TO ANNEX WITHIN THE CORPORATE AREA OF THE CITY OF SANFORD, FLORIDA, UPON ADOPTION OF SAID ORDINANCE, A PORTION OF THAT CERTAIN PROPERTY LYING EAST OF AND ABUTTING UPSALA ROAD AND LYING BETWEEN VACATED SEABOARD COASTLINE RAILROAD AND WEST 25TH STREET (C.R. 46A); SAID PROPERTY BEING SITUATED IN SEMiEOLE coUNTY, FLORIDA, IN ACCORDANCE WITH THE VOLUNTARY ANNEXATION PROVISIONS OF SECTION 171.044, FLORIDA STATUTES; PROVIDING FOR SEVERABILITY, CONFLICTS AND EFFECTIVE DATE. was introduced and placed on first reading. A Public Hearing was held in accordance with Notice published Herald on February 12, 19, 26 and March 4, 1988, as follows: February 9, 1988 in the Evening NOTICE OF A PUBLIC HEARING TO CONSIDER THE ADOPTION OF AN ORDINANCE BY THE CITY OF SANFORD, FLORIDA Notice is hereby given that a Public Hearing will be held in the Commission Room at the City Hall in the City of Sanford, Florida, at 7:00 o'clock P.M. on March 14, 1988, to consider the adoption of an ordinance by the City of Sanford, Florida, numbered as follows: ORDINANCE NO. 1925 General Description of the follows: area to be annexed and map is as A PORTION OF THAT CERTAIN PROPERTY LYING SOUTH OF AND ABUTTING STATE ROAD 46 AND LYING BETWEEN KENNEL ROAD AND MEISCH ROAD. MINUTES City Commission, Sanford, Florida ~' ~ .............. ' : l_J ~a '.... -- .... 3 , I ...... .o..,,i... l ~ complete description and a copy of' ~he ordinance shalI Be avaLl~le at the Off~ce of the CLt7 C!erk for all persons desiring to ex~$ne the sine. March 14, 183 All parties in interest and citizens opportunity to be heard at said hearing. shall have an By order of the City Commission of the City Florida. of Sanford, ADVICE TO THE PUBLIC: If a person decides to appeal a decision made with respect to any matter considered at the above meeting or hearing, he may need a verbatim record of the proceedings, including the testimony and evidence, which record is not provided by the City of Sanford. (FS 286.0105) H. N. Tamm, Jr. City Clerk Publish: February 12, 19, 26, and March 4, 1988. Ordinance No. 1925, entitled: AN ORDINANCE OF THE CITY OF SANFORD, FLORIDA TO ANNEX WITHIN THE CORPORATE AREA OF THE CITY OF SANFORD, FLORIDA, UPON ADOPTION OF SAID ORDINANCE, A PORTION OF THAT CERTAIN PROPERTY LYING SOUTH OF AND ABUTTING STATE ROAD 46 AND LYING BETWEEN KENNEL ROAD AND MEISCH ROAD; SAID PROPERTY BEING SITUATED IN SEMINOLE COUNTY, FLORIDA, IN ACCORDANCE WITH THE VOLUNTARY ANNEXATION PROVISIONS OF SECTION 171.044, FLORIDA STATUTES; PROVIDING FOR SEVERABILITY, CONFLICTS AND EFFECTIVE DATE. introduced and final reading. placed on first reading at meeting of February 8, 1988 was next placed on After being read by title, the Chairman announced that the Commission would hear from those persons present to speak in favor of, or in opposition to, the proposed adoption of Ordinance No. 1925. No one appeared. Commissioner Thomas moved on the passage and adoption of Ordinance No. 1925. Seconded by Commissioner McClanahan and carried by the vote of the Commission as follows: Commissioner Eckstein CommiSsioner Mercer Commissioner Thomas Commissioner McClanahan Mayor Smith Yea Yea Yea Yea Yea Thereupon, the Chairman announced that the City Commission of the City of Sanford, Florida, had passed and adopted said Ordinance Nc. 1925, entitled: AN ORDINANCE OF THE CITY OF SANFORD, FLORIDA TO ANNEX WITHIN THE CORPORATE AREA OF THE CITY OF SANFORD, FLORIDA, UPON ADOPTION OF SAID ORDINANCE, A PORTION OF THAT CERTAIN PROPERTY LYING SOUTH OF AND ABUTTING STATE ROAD 46 AND LYING BETWEEN KENNEL ROAD AND MEISCH ROAD; SAID PROPERTY BEING SITUATED IN SEMINOLE COUNTY, FLORIDA, IN ACCORDANCE WITH THE VOLUNTARY ANNEXATION PROVISIONS OF SECTION 171.044, FLORIDA STATUTES; PROVIDING FOR SEVERABILITY, CONFLICTS AND EFFECTIVE DATE. 1988 184 MINUTES City Commission, Sanford, Florida March 14, 19 88 Commissioner Mercer moved to authorize approval of items a through e. Seconded by Commissioner Thomas and carried by the vote of the Commission as follows: Commissioner Eckstein Commissioner Mercer Commissioner Thomas Commissioner McClanahan Mayor Smith Yea Yea Yea Yea Yea Payment of Statement from Conklin, Porter and Holmes Engineers, Inc. for engineering services from January 9, 1987 to February 5, 1988. Grant Ineligible Sewer System Repair Work (CPH No. S0602.24) .................... $6,423.93 Site 10 site Specific Studies (CPH No. S0602.30) ......................... $4,853.40 Vacuum Sewer Design (CPH No. S0602.27) ..... $3,578.97 Wastewater Effluent Spray Irrigation Systems (CPH No. S0602.26) ................. $4,422.42 Limited Field Survey at 13-Acre Parcel (Ardaman & Associates, Inc.) ............... $ 895.50 Payment of Statement from Ivey, Bennett, Harris and Walls for professional services rendered from January 31, 1988 through January 31, 1988 in the amount of ......................................... $ 496.57 Ce Approved Minutes 1988. for meetings of February 8, 15 & 22, d. Approved Vouchers for the month of February 1988. eo Authorized acceptance of contributions from the Ladies Auxiliary of VFW Post 10108 in the amount of $300.00; and VFW No.. 10108 in the amount of $500.00 for Post Home Beautification. Request submitted from The East Central Florida Regional Planning Council to enact two resolutions relating to measures aimed at the protection of the Wekiva River. The first resolution relates to a temporary moratorium which would halt the issuance of development permits, rezonings or other such acts having the potential to adversely affect the Wekiva River until such time as the Wekiva River Task Force completes its work and submits its findings to the Governor. The second resolution relates to the priority and Wekiva River by the Conservation and ranking of lands that are in the vicinity of the Recreation Lands (CARL) Selection Committee. Commissioner Mercer moved to authorize the Resolutions. follows: City Attorney t© prepare the proper Seconded by Commissioner Thomas and carried by the vote of the Commission as Commissioner Eckstein Commissioner Mercer Commissioner Thomas Commissioner McClanahan Mayor Smith Yea Yea Yea Yea Yea The requesting a Civic Center. Commission next considered a letter from the Rotary Club of Sanford waiver of alcoholic beverage fee for the Christmas party held in the Sanford Commissioner McClanahan moved to authorize the waiver of the alcoholic beverage fee and to charge the regular rate of $63.00 for the event. Seconded by Commissioner Eckstein and carried by the vote of the Commission, as follows: MINUTES City Commission, Sanford, Florida March 14, 185 1988 l l Commissioner Eckstein Commissioner Mercer Commissioner Thomas Commissioner McClanahan Mayor Smith Yea Yea Yea Yea Yea On recommendation of the City Manager, Commissioner Mercer moved to authorized the award of the insurance bid for the 1988 youth baseball and softball teams to CMS Insurance in the amount of $995.10. Seconded by Commissioner Eckstein and carried by the vote of the Commission as follows: Commissioner Eckstein Commissioner Mercer Commissioner Thomas Commissioner McClanah~n Mayor Smith Yea Yea Yea Yea Yea The Commission considered a request from Reverend Archie Buie, President, Sanford Ministerial Association, to hold Easter Sunrise Services in Centennial Park instead of Memorial Park as previously requested. Commissioner Thomas moved to authorize said request. follows: Seconded by Commissioner McClanahan and carried by the vote of the Commission as Commissioner Eckstein Commissioner Mercer Commissioner Thomas Commissioner McClanahan Mayor Smith The City Manager hardware/software as follows: M E M O R A N D U M Yea Yea Yea Yea Yea submitted a recommendation to replace the computer To: Mayor and City Commission From: City Manager Date: March 4, 1988 Subject: Computer/Software System Replacement RECOMMENDATION Since the City of Lakeland will cease providing computer services to Sanford January '89, the City of Sanford requires a "do-able" software system and more technologically advanced computer hardware to meet its needs, and to be able to "stand alone" by January of 1989. The January 1989 "milestone" looms as the most critical hurdle in this system replacement process. The replacement of the current antiquated Burroughs B-1955 must be accomplished at the earliest possible date (see chart, Attachment ~1.) The systems (hardware and software) tracked to date have been Unisys (Burroughs) equipment running Lawson software versus IBM equipment with HTE software. Costs for these systems are much more comparable now than two years ago, before the decline of hardware prices. The fact that the City of Lakeland will cease providing computer services to the City of Sanford by January 1989, puts the City in a tremendous bind on our present course of action, which has been to implement Lawson software and upgrade the Burroughs computer when demand requires. With Lawson "contract slippage" and the January 1989 (actually December 31, 1988) critical ~ermination milestone, the most prudent thing we can do now is to purchase computer hardware which has a short delivery time, and software which is currently running within the State of Florida. A hardware/software solution that is "do-able" by January 1, 1989 is HTE software (a local Florida vendor) running on IBM hardware, quoted on "state contract"...and at considerably lower cost than quoted two years ago. (See financing plan, Attachment 92.) BACKGROUND Computer software application programs have an expected useful life of less than ten years. On the other hand, the technology of computer hardware advances at a much quicker pace. Typically, computer operating systems and their environments have changed every two to five years, thereby limiting the useful development life of a computer system to about five years before either upgrade or replacement becomes advisable. 1.86 MINUTES City Commission, Sanford, Florida Mar~h 1 4, 19 88 The Burroughs (now Unisys) B-t955 computer which is currently used by the City of Sanford employs hardware technology which, according to our maintenance contractor, is nearly eighteen years old. If this machine were used only to process existing computer software, it would be adequate. However, the software currently running on the B-1955 dates back, in some cases, to the late 1960's, and is sorely lacking the most modern conveniences of on- line data entry and retrieval. This puts a great burden on the computer users and data processors alike, who must process their jobs in a batch mode which in some instances can take hours or even days to produce the final product (see technical comparisons, Attachment 93). The bulk of the software currently running on the B-1955 has been written by the City of Lakeland, and has either been modified to fit the basic needs of the City of Sanford, or is processed directly at the City of Lakeland and output shipped to the City of Sanford over a leased telephone line. As of December 31, 1988, this support and the leased line to Lakeland will disappear, as the City of Lakeland itself upgrades their computer hardware and replaces its operating and application~ software. They will not be available as a service agency to Sanford after their conversion. The fact that some of this software cannot be converted to the B-1955 operating system requires that the City of .Sanford search to replace the software which now currently resides at the City of Lakeland. This software includes the General Ledger, Payroll, Utility Billing and Occupational Licensing systems. The Payroll system for the City of Sanford is currently being replaced by Lawson software. It is in the implementation of this software that the limitations of the B-1955 hardware have become evident. During the implementation, we have repeatedly been stymied by lack of memory and disk space. This has resulted in the loss of processing time for current users of the system, lengthy development time for the Lawson software, and an excess amount of overtime for data processing staff. It has also been duly noted that the processing of such a payroll using Unisys software technology is very cumbersome and difficult, with no ability to generate ad hoc user and management reports. The Unisys on-line processing environment leaves much to be desired. Such experience will not allow Sanford to meet the January 1, 1989 "milestone" for Lakeland conversion. The Fund Accounting system which is used by the City of Sanford resides at the City of Lakeland and all processing is done there. With the upgrade of the Lakeland hardware, we are forced to look elsewhere for our accounting needs. In order to do this, fund accounting software must be acquired and tested. Two years ago, with the City of Lakeland responsible for many of the data processing functions of the City of Sanford, the B-1955 was under utilized. An expansion was undertaken to meet the ever increasing data processing requirements of the City, and equipment was programmed for the 1989 time-frame. In short, the B-1955 hardware is not capable of supporting the more modern software requirements of the City that are now required by the January 1989 change-over/termination date. With the loss of the assistance of the City of Lakeland and their inherently greater processing power we must look to ways to implement a total software and hardware system within the City of Sanford. The most cost effective and efficient means of accomplishing this is to upgrade our current hardware with more modern equipment, along with a proven software system which meets the needs of the City of Sanford. This will allow us the ease of replacement, the processing power we require, and the ease of expansion to an even more powerful machine of similar architecture should it be necessary in the future. With the implementation of personal computers in various departments throughout the City during the past year, it has become more evident that the users of these computers would want access to the data stored on the main computer system. These personal computers alone, or in a network, cannot serve the needs of a city the size of Sanford. Communications interfaces between main frame computers and personal computers have advanced very quickly over the past two years. Any communication system between personal and main frame computers has inherent costs, but the architecture of the hardware itself has much to do with the efficiency of such communication. The B-1955 was not 'designed to effectively handle such situations, although these situations have been implemented with some success in a few instances and in limited applications. Since IBM personal computers were chosen as the standard for the City's microcomputer needs, any communications link between these personal computers and a main frame computer is more easily accomplished with IBM as the sole hardware supplier. OVERVIEW OF CURRENT COMPUTER/SOFTWARE SYSTEM IN CITY USE The major software systems which must be replaced before October 1, 1988 are Payroll/Personnel, General Ledger, Accounts Payable, and possibly Utility Billing. Software systems which are in need of replacement are Building Permits and Occupational Licensing, and should be considered concurrently. The Payroll software is currently undergoing a transition from operating at Lakeland to operating wholly within the City of Sanford using the Lawson Payroll package. Scheduled implementation of this system has slipped from October of 1987 to April of 1988, and such slippage should place the contract for Lawson software in "default". There are various reasons for this slippage; however, one of the major setbacks has been that the software was developed and tested on an A Series Unisys computer and the conversion down to a smaller machine has presented the parties involved with numerous problems. Memory management within software programs on the A Series is controlled by the operating system of the computer whereas on the B-1955, it is a function of the way a program is written. This has caused considerable redesign of the basic Lawson software, and has resulted in the Lawson software being inefficient and difficult to use. It has also resulted in the delay of implementation of other Lawson packages. MINUTES City Commission, Sanford, Florida March 14, 187 19 88 General Ledger and Accounts Payable software is being run for the City of Sanford by the City of Lakeland in its entirety. When Lakeland drops its support in December of 1988, these programs cannot be converted to a smaller computer because of the language in which they are written, and the size difference of the machines in question. These systems must be replaced prior to the end of this calendar year, but would much more logically be replaced for the start of the next fiscal year, beginning in October of 1988. As of this date, we have only seven months in which to replace this software, and this is software which is not readily available for the B-1955. This same software is immediately available for the IBM System 38, and is currently operating at several cities in Florida of similar size to the City of Sanford. The Utility Billing System currently runs on the B-1955, although the software 'was written by the City Of Lakeland and modified to meet the needs of the City of Sanford. Since our needs are continually different from those of Lakeland, constant revisions have been made to these programs. Over the years, these revisions have made the source code virtually unreadable. The many manual procedures which Utility personnel must adhere to in order to operate this system are cumbersome and incomplete by virtue of the fact that not all data necessary to perform their functions is captured by this admittedly antiquated system. As Lakeland upgrades their computer system this year, they are also replacing their utility billing system. Unfortunately, Lakeland has been unable to find an acceptable utility billing package for its new Unisys computer due to the lack of vendors supplying such software. Accurate and timely tracking of delinquent utility accounts is not possible with the current manual system. All data entry to the system is batched rather than on-line and error reports must be produced rather than indicated to the operator in a real time environment. This is a severe drawback in any software system upon which an entity relies for its income. This software should be replaced during this calendar year (1988), if it can be accommodated by staff support. The Occupational Licensing System also operates wholly within the City of Sanford, but was also written, modified and maintained by the City of Lakeland. It is also quite outdated and does not begin to meet the needs of the Licensing Division. The replacement of this system has been targeted for the current calendar year. ALTERNATE POWER (STANDBY) We all know that, especially during the summer months, the electrical power which we all rely on in Central Florida is, at best, unreliable. Periods of brown-outs and total power loss are not uncommon. Central Florida is the lightning capital of the United States and, as sUch, thunderstorms are all too common. Currently when thunderstorms approach, the computer is shut down to avoid damage to the machine or the corruption of data which might be caused by a near lightning strike. To remedy this situation, an uninterruptabie power supply (UPS) must be installed. This will not only allow an orderly shut down of the computer in the event of a power loss, but will also act as a buffer between a lightning strike and the computer hardware. The power which a computer receives must be clean with voltage fluctuations of less than one per cent. The purpose of an UPS is to supply a constant voltage to the computer, and in the event of a total power failure, supply the computer with emergency battery backup so that programs which are currently running can be brought to a normal end of .job. This allows the protection of data against corruption due to incomplete transactions. In the past, there, have been many instances where a time consuming backup of data needed to be reloaded onto the system to continue processing. It also meant that all work done since that backup data had to be redone. This could be as much as four hours worth of work. Regardless of the computer system chosen, an UPS is a must for any computer entity within the State of Florida. STAFFING Given the present personnel allotment budgeted in the data processing division, no additional staff would need to be hired to implement a new computer system. On the other hand due to the lack of processing power of the current B-1955 computer it may be necessary to add an additional staff member to increase our daily hours of operation from the present eleven hours to upwards of thirteen hours per day to effectively back up all necessary data files, if no equipment replacement is made. The conversion to Computer/Software another computer will lessen backup time due to the advanced technology of the operating systems now available. It should be noted that any system replacement will require additional staff during such replacement. This could be accomplished with funds already available. SOFTWARE AVAILABILITY In an Arthur Young report to Lakeland, they stated: "IBM certainly has a larger portfolio of available software for consideration. Unisys pales in comparison from our experience" ... however, they did conclude by recommending Unisys, based on costs. Considering this is the first true venture of the City of Sanford into a self sustained computer environment, we need the ability to use packaged software to meet. the January 1, 1989 "milestone". Software which runs on IBM machines is usually more end-user oriented than software available for Unisys machines. Report writers, query systems and other methods of ad hoc report generation allow the end user to assume responsibility for their own reports. EXPANDABILITY Auditor comments emphasize the need for the City to provide for systems that can handle fund accounting, payroll, personnel, occupational licenses, building permits, utility billing, fixed assets, inventory control, and purchasing. Additional terminals and peripherals will be addedas necessary. The IBM/HTE system proposed will provide these enhancements. 188 MINUTES City Commission, Sanford, Florida March 14: 19 88 LOCAL SUPPORT Unisys' local support staff has not been successful in getting sufficient information to us regarding software that runs on their computers or the names of nearby users of such software. Obviously some of this is due to the lack of a large number of vendors or users. On the other hand, IBM has successfully recommended software vendors and users in Central Florida with appropriate local governmental experience which will meet our needs. BID REQUIREMENTS IBM equipment is on "state contract" which satisfies the bid process, and saves two and one-half to three months by not having to advertise for bids. In addition to the state contract support for sole source, there is the "sister city" rationale. Altamonte Springs, Winter Park, Jacksonville Beach and Ormond Beach all have purchased IBM hardware and HTE software in the past year. They have paid thousands of dollars for needs analysis and hardware and software evaluations. They are most willing to share the knowledge gleaned without additional'cost to Sanford. In addition, the close proximity of these sister cities with compatible equipment will afford us the luxury of backup site_processing in the event of a major computer room catastrophe. Memorandum To: Mayor and City Commission From: City Manager Date: March 11, 1988 Subject: Computer/Software System Replacement Recommend the City Commission approve and authorize for Mayor to sign contracts for HTE/IBM systems and authorize City Clerk to obtain financing information for Commission review at a later session. Drafts of contracts with IBM and HTE are in the final stages of preparation for the Commission's approval. These contracts are for design, development and installation of turnkey municipal management information systems to include: GMBA (Governmental management. & Budgetary Accounting comprised of General Ledger, Accounts Payable, Budget PreparatiOn, Financial Reporting and Project Accounting) Payroll/Personnel Utility Billing Purchasing/Inventory Misc. Cash Receipts Building Permits Occupational Licenses Fixed Assets Negotiatons with the vendors and conversations with other cities having recently gone through the process assures us that Sanford can meet the January 1989 deadline for bringing up GMBA, Utilities and Payroll. The vendors have been most expeditious in supplying us with requested configurations, pricing and literature on the systems. The attached schedule displays firmed up cost figures prepared by IBM and HTE. Also attached are five year cost projections for future budget purposes. HTE has agreed to no increase in software license maintenance for 5 years. IBM has discounted their maintenance cost significantly. Maintenance figures include support for all equipment and software from both vendors. IBM has agreed to confirm in writing their support of the System 38 for the 5 years. HTE will be functioning as prime contractor with all IBM equipment and operating software purchased on state contract. This is significant in that the City will not have to deal with two.separate vendors should any problem arise. While programming charges have increased $10 per hour since last year, HTE has agreed to hold to the lower rate quoted over a year ago. It is significant to note that this proposal not only replaces all Burroughs computer system equipment and software throughout the City but adds much crucially needed state of the art equipment affecting every department in City Hall. One example of this is point of sale cash registers for Utilities and Licensing that validate all receipts, update the ledgers, function as terminals for live on line information regarding customer accounts, prints receipts and attaches to a printer to print licenses and permits. All terminals/PCs in each department/division will be on line for immediate management information access. MINUTES City Commission, Sanford, Florida March 14, 189 Hardware/. ~.~* · .~ ,S~wa~ Recommendation Cost to be Financed AMOUNT FINANCED IBM Equipmen~ IBM Licensed Programs HTE Software Utility Registers/Terminals TOTAL Less: Down Payment TOTAL Financable Cost 259,686 29,789 116,800 12,900 289,475 116,800 12,900 419,175 (50,000) 369,175 Computer Hardware/Software 5 Year Cost Projec%ions Ist Yr. 2nd Yr. 3rd Yr. 4th Yr. 5th Yr. Annual Lease/Purchase Payment Annual HTE Software License Fee* Annual iBM Hardware Maintenance Annual Payout 89,832 89,832 89,832 89,832 89,832 12,426 !6,076 !6,076 !6,076 i6,076 19,085 19,085 19,085 19,085 19,085 i2!,3~3= Monthly Payouu EstLmated iuems uo be paid from c'~rrenu ='= Tra/nlng Sire Preparauion UPS Device Pc Printer Stands & Software Down Payment * Prorated Annual License Fee ** Modifications 124,993 124,993 10,112 !0,416 10,416 computer budge~: ~6800 5000 5000 20000 2999 50000 124,993 124,993 ~0,z~6 !0 '416 99799 * Contingent on when programs are operational **Contingent on needs analysis to be performed within 30 days Commissioner Thomas moved to authorize the Mayor to execute a contract with HTE/IBM for computer hardware and software in accordance with the aforesaid schedule. Seconded by Commissioner McClanahan and carried by the vote of the Commission as follows: Commissioner Eckstein Commissioner Mercer Commissioner Thomas Commissioner McClanahan Mayor Smith Nay Nay Yea Yea Yea On recommendation of the City Manager and the Director of Parks and Recreation, Commissioner Thomas moved to authorize the Mayor to execute renewal of a two (2) year contract with Lawn Systems for maintenance of the cemetery with a 7 1/2% increase on April 1, 1988 and additional 7 1/2% increase April 1, 1989. and carried by the vote of the Commission as follows: Commissioner Eckstein Commissioner Mercer Commissioner Thomas Commissioner McClanahan Mayor Smith Seconded by Commissioner McClanahan Yea Yea Yea Yea Yea The Commission tabled the consideration of two(2-) appointments to Relations Advisory Board to March 28, 1988. the Human 19 88 190 MINUTES City Commission, Sanford, Florida March 14, 19 88 Commissioner Thomas moved to authorize the City Manager to execute the renewal of the lease for the WINS Project Office for six (6) months in the amount of $275.00 per month. Seconded by Commissioner McClanahan and carried by the vote of the Commission as follows: Commissioner Eckstein Commissioner Mercer Commissioner Thomas Commissioner McClanahan Mayor Smith Yea Yea Yea Yea Yea On recommendation by the City Engineer and the City Manager Commissioner McClanahan moved to authorize'the Mayor to execute an exb~-~ion of Ivey, Bennett, Harris & Walls contract for planning services for Fiscal Impact Analysis of Capital Facilities needs to accomplish Task One, not-to-exceed $1,500. and to authorize staff to proceed to obtain a contract and bid application of use of $27,500 funds. carried by the vote of the Commission as follows: Commissioner Eckstein Commissioner Mercer Commissioner Thomas Commissioner McClanahan Mayor Smith Seconded by Commissioner Thomas and Yea Yea Yea Yea Yea Steve Hardin submitted a request for a Right-of-Way Use Permit and Right-of-Way Abandonment. Commissioner Mercer moved to authorize the use of that portion of Park Avenue blocked off in front of the vacated Park and Shop Building North of 25th Street and to authorize a public hearing to vacate the easterly ~4 feet thereof,upon the payment of the Seconded by Commissioner Thomas and carried by the vote of the Commission as proper fees. follows: Commissioner Eckstein Commissioner Mercer Commissioner Thomas Commissioner McClanahan Mayor Smith Yea Yea Yea Yea Yea The City Attorney submitted a proposed lease as amended by the Sanford Gymnastics Association. Commissioner Mercer moved to authorize the amended lease Section 3 be changed to read "The same shall not operate so as to interfer with Lessee use of the building", Section 4 be changed to read outside bathrooms and to authorize the Mayor to execute same, upon acceptance by Gymnastics Association. Seconded by Commissioner Thomas anc carried by the vote of the Commission as follows: Commissioner Eckstein Commissioner Mercer Commissioner Thomas Commissioner McClanahan Mayor Smith Yea Yea Yea Yea Yea Ronald Martin, Martin Communications, appeared to request closing Ft. Mellon Park for a 3-day "Big Rib Burn-off" on Memorial Day Weekend, with sale of alcoholic beverages. The Commission denied said request. Petition for Annexation submitted from the American Legion, Campbell-Lossing Post No. 53 for a portion of the property lying West of and abutting Sanford Avenue and lying between 28th Place and East 29th Street. MINUTES City Commission, Sanford, Florida 191 March 14, 19 88 Commissioner Mercer moved to authorize the City Attorney to prepare the proper ordinance for same. Seconded by Commissioner McClanahan and carried by the vote of the Commission as follows: Commissioner Eckstein Commissioner Mercer Commissioner Thomas Commissioner McClanahan Mayor Smith Yea Yea Yea Yea Yea Request submitted from Artie Grindle, owner/developer of Tropic Park Commercial center, Highway 17-92 for the City to share in the off-site utility construction costs in the amount of approximately $.21,700. Commissioner Eckstein moved to deny said request. Seconded by Commissioner McClanahan and carried by the vote of the Commission as follows: Commissioner Eckstein Commissioner Mercer Commissioner Thomas Commissioner McClanahan Mayor Smith Yea Yea Yea Yea Yea The City Engineer and City Manager recommended acceptance of a control in the amount not to exceed $27,900 with Ardaman and Associates as consultants for devleopment of the new water well field on Oregon Avenue. Commissioner Thomas moved to authorize the Mayor to execute said contract. Seconded by,Commissioner McClanahan and carried by the vote of the Commission as follows: Commissioner Eckstein Commissioner Mercer Commissioner Thomas Commissioner McClanahan Mayor Smith 'Naye Yea Yea Yea Yea Commissioner McClanahan moved to authorize the paymentof Construction Company for Bevier Road reconstruction in the amount of $48,359~25. by Commissioner Thomas and carried by the vote of the Commission as follows: statement from Briar Seconded Commissioner Eckstein Commissioner Mercer Commissioner Thomas Commissioner McClanahan Mayor Smith Yea Yea Yea Yea Yea The Director of Administrative Services Submitted a list of surplus properties and on recommendation by the City Manager, Commissioner McClanahan moved to authorize the sale of said 9, 1988. follows: property at public auction to be held in conjunction with seminole county on April SeConded by Commissioner Thomas and carried by the vote of the Commission as Commissioner Eckstein Commissioner Mercer Commissioner Thomas Commissioner McClanahan Mayor Smith Yea Yea Yea Yea Yea Commission McClanahan moved to table consideration of a Water and Sewer Agreement - General Sanford Estates to the next worksession on April 4, 1988. Seconded by Commissioner Thomas and carried by the vote of the Commission as follows: 192 MINUTES City Commission, Sanford, Florida March 14, 19 88 Commissioner Eckstein Commissioner Mercer Commissioner Thomas Commissioner McClanahan Mayor Smith Yea Yea Yea Yea Yea On recommendation of the City Manager and City Engineer, Commissioner Thomas moved to authorize staff to enter into negotiations with Seminole County for an interlocal agreement on Transportation Impact Fees. Seconded by Commissioner Mercer and carried by the vote of the'Commission as follows: Commissioner Eckstein Commissioner Mercer Commissioner Thomas Commissioner McClanahan Mayor Smith Yea Yea Yea Yea Yea Mayor Smith and the CommiSsion congratulated the Director of Parks and Recreation, Jim Jernigan for recognition received for the Governor's Leadership Award for promoting physical fitness. The Commission authorized the proposal submitted by Martha Yancey on the Scenic Improvement Board's design project and budget transfer to be placed on the agenda for March 28, 1988 and to have staff submit recommendations. There being no further business the meeting was adjourned. ATTEST: · -~/A Y 0 R