112188-Workshop SessionMINUTES
City Commission, Sanford, Florida
November 21,
19 88
The City Commission of the City of Sanford, Florida, met in Workshop Session in
the City Manager's Conference Room of the City Hall in the City of Sanford, Florida, at
4:00 o'clock P. M. on November 21, 1988.
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
The meeting was called to order by the Chairman.
The Commission reviewed the telephone system proposals, memorandum dated October
13, 1988:
October 13, 1988
MEMORANDUM
TO.:
FROM:
SUBJECT:
Mayor and City Commission
City Manager
Telephone Purchase
RECOMMENDATION: That the Mayor and City Commission authorize the City
Manager to purchase a telephone system from Southern Bell/Northern
Telecom at a cost of $50,799 plus selected options at $9,670 to be
financed over five (5) years. Since the yearly cost to purchase is
less than the City is paying to lease the existing AT&T phone system,
additional funds are not being requested. Although not a hardware
purchase item, Direct Inward Dialing capability is also recommended for
approval.
BACKGROUND: Approximately three (3) weeks ago, the Mayor and City
Commission gave approval to "narrow" the list of proposed phone systems
from nine (9) to three (3): Jarvis, Executone, and Southern
Bell/Northern Telecom. AT&T subsequently amended their original pro-
posal, paring the cost enough to warrant further consideration.
TECHNICAL ANALYSIS: With valuable assistance from a telephone expert
residing in the City, a spreadsheet, included as Attachment 1, was
developed from the original proposals showing a comparison of technical
features between the systems. As the proposals were amended over time
and additional information and/or clarification of technical features
was obtained, the spreadsheet was updated. A "point" system was also
established to weigh value of the technical features within each of the
systems.
Although Jarvis and Executone submitted attractive proposals, both
vendors included a type of telephone line cost which, although low in
cost today, could become legal "sticky wickets".
Highest in the technical analysis point rating showed a "tie" between
AT&T AND Southern Bell/Northern Telecom.
COST ANALYSIS: Updated cost comparisons between the phone systems are
included in Attachment $2. Notice that Southern Bell/Northern Telecom
is lower in price than AT&T's purchase price. Also notice that
Southern Bell/Northern Telecom's five year cost which includes
maintenance is likewise lower that AT&T's. Both proposals cost
significantly less than retainin9 existing equipment under lease at one
year and five year projections.
Both the AT&T and Southern Bell/Northern Telecom proposals include
certain features, which if purchased, offer improvements intended to
more effectively serve our citizens. Depending upon the options
selected, purchase cost will need to be added into the basic purchase
price. Attachment $3 provides an overview of these enhancements.
49'2
MINUTES
City Commission, Sanford, Florida
November 21,
88
19__
summary: A review of the analysis shows that both Southern
Bell/Northern Telecom and AT&T provide technical features in their
systems sufficient to meet the City's telephone needs...today and in the
future. Given the fact that both systems are highly rated, the
decision to purchase rest upon purchase cost and cost to maintain over
time. Analysis of these costs show Southern Bell/Northern Telecom's
purchase costs and maintenance being lower than AT&T's, resulting in the
recommendation to purchase the Southern Bell/Northern Telecom system.
Representatives from AT&T, Jarvis Corporation and Southern Bell were
Ken Medlin, District Sales Manager from AT&T; Glen Poloski from Jarvis Corporation
and Larry Strickland from Southern Bell presented the basics of their systems.
Staff recommendation is for Southern Bell.
The Commission authorized same to be considered at the next regular meeting.
Jay Marder, City Planner submitted a memo dated November 21, 1988, as
follows:
TO:
City Manager
VIA:
Director of Engineering and Planning
FROM:
City Planner
DATE:
November 17, 1988
SUBJECT: City Commission Workshop of November 21, 1988 Draft Land
Development Requlations
By the time this memorandum reached City Commissioners, the Planning
and Zoning Commission will have held a public hearing on the proposed
Land Development Regulations. A copy of the Planning' and Zoning
Commission's public hearing draft will be available at the City
Commission's work session. A summary of the Planning and Zoning
Commission's recommendations and comments from its November 17th Public
Hearing will be discussed.
Additional Land Development Requlation Provisions Regarding Waivers
The following section has been incorporated into SECTION 7.0-
INSTALLATION AND MAINTENANCE of the draft Land Development Regulations.
These waiver provisions are intended to provide flexibility in the
application of construction related requirements. These provisions
solely apply to the last four schedules dealing with environmentally
sensitive lands, streets, paving, drainage and utilities (Schedules M-
P). In general, staff will be authorized to review and act upon
requests for certain technical variations or alternatives while policy
questions may be referred to the Planning and Zoning Commission or
City Commission in the manner described below.
SECTION 7.5 WAIVERS
Any applicant may request a waiver of requirements set forth in
Schedules M, N, 0, and P. Such request for waiver shall comply with
the requirements and procedures set forth in this section.
Application to Administrative Official - Applications for requests
for waiver shall be submitted to the Administrative Official. The
Administrative Official shall have the authority to require that
submittalgof such application be coincident with any other related
application or request set forth in this ordinance including but
not limited to Development Plan Review and Subdivision Plan
Review. The form of the request shall be acceptable to the
Administrative Official and shall comply with the following
requirements:
1. The request shall be in written form.
2. The request shall accompany the proposed plan in question.
The request shall identify the requirement or provision that
is proposed to be modified or waived and shall fully explain
the reasons that such modification or waiver should be
permitted.
MINUTES
City Commission, Sanford, Florida
November
493
19 88
4,
e
The Administrative Official has the authority to accept or
reject such request based on reasonableness.
Administrative Official Action Upon Technical Questions
upon acceptance of a request by an applicant as set forth
above, the Administrative Official shall have the authority
to act upon a request for waiver when such request is
primarily of a technical nature. Such request must involve a
technical specification or requirement such as but not
limited to the type of materials, type or manner of
application of materials, installation sequence, material
performance, construction technique or requirement for
specific construction feature. Further, the waiver must not
constitute a policy question.
In granting such request for waiver, the Administrative
Official must make specific affirmative findings respecting
each of the matters specified in Paragraph C, below, and may
prescribe appropriate conditions and safeguards, including
requirements in excess of those otherwise required by this
Ordinance, which shall become a part of the terms under which
a Site Development Permit and Certificate of Completion shall
issue.
The Administrative Official may refer any request for waiver
to the Plans Review Committee for recommendation.
Standards for Consideration of a Waiver
modification or waiver may be
findings shall be determined:
- Before any
granted, the following
That literal interpretation of the provisions of this
Ordinance would deprive the applicant of rights commonly
enjoyed by other properties located in the immediate area of
subject property under the terms of this ordinance and would
work unnecessary and undue hardship on the applicant.
That granting the waiver requested will not confer upon the
applicant any special privileges denied by this Ordinance to
other lands, buildings or structures located in the immediate
area of the subject property .....
That, if an alternative or modification of requirements is
requested, such waiver request provides for equal or better
performance than the stated requirement in this Ordinance.
The Administrative Official may require a performance
guarantee in the manner set forth in this Ordinance and/or
engineering under signature and seal of a licensed
Professional Engineer in the State of Florida to insure such
performance.
That the grant of the waiver will be in harmony with the
general intent and purpose of this Ordinance and that such
waiver will not be injurious to the area involved or
otherwise detrimental to the short-term or long-term public
interest or welfare.
That the grant of the waiver will be consistent with the
Comprehensive Plan and will not adversely impact the
established level of service for any facilities or services
set forth in said Comprehensive Plan.
Administrative Official Action and Referral Upon Policy
Question - If the request for waiver regards a requirement or
provision is that is not determined to be a technical
requirement by the Administrative Official, such a request
for waiver shall be regarded as a policy question. The
Administrative Official shall have the authority to refer
requests for waiver regarding a policy question to the
Planning and Zoning Commission and/or the City Commission for
action.
Referral To Planning and Zoning Commission - When the
request for waiver does not involve improvements that are
dedicated, owned or maintained by a public entity, the
Administrative Official shall have the authority to transmit
such request for waiver to the Planning and Zoning Commission
for action in conjunction with the subject plan or
application involved in the request for waiver.
Referral To City Commission - When the request for waiver
involves improvements that are to be dedicated, owned or
maintained by a public entity, the Administrative Official
shall have the authority to transmit such request for waiver
494
MINUTES
City Commission, Sanford, Florida
November 21,
19 88
1988.
ATTEST:
to the City Commission for action in conjunction with the
subject plan or application involved in the request for
waiver. Action upon a request for waiver involving
improvements to be dedicated to the public shall be by action
of the City Commission.
Action Upon Waiver - In granting such request for waiver, the
Planning and Zoning Commission and/or the City Commission
must make specific affirmative findings respecting each of
the matters specified in Paragraph C, above, and may
prescribe appropriate conditions and safeguards, including
requirements in excess of those otherwise required by this
Ordinance, which shall become a part of the terms under
which a Site Development Permit and Certificate of Completion
shall issue.
The Commission authorized same to be considered at the next regular meeting.
The Commission postponed the December 5, 1988 work session to December 19,
There being no further business, the meeting was adjourned.
· -~ ~MvAYOR