030992-Work Session276
MINUTE'S
City Commission, Sanford, Florida
March 9,
199 2
The City Commission of the City of Sanford, Florida met in Work Session on Monday,
March 9, 1992 at 5:00 o'clock P.M. in the City Manager's Conference Room, City Hall, Sanford,
Florida.
Present: Mayor-Commissioner Bettye D. Smith
Commissioner Whitey Eckstein
Commissioner Robert B. Thomas
Commissioner A. A. McClanahan
Commissioner Lon Howell
City Manager William A. Simmons
Acting City Clerk Linda L. Brace
Absent: City Attorney William L. Colbert
City Clerk Janet R. Donahoe
The Chairman called the meeting to order.
Pete Knowles Award. Mayor Smith recommended that Cal Conklin, Conklin, Porter & Holmes
receive the Annual Pete Knowles Award, for presentation of same at the April 27, 1992 Regular
Meeting. The Commission concurred.
Presentation of Audit FY ending September 30, 1991, with co,,uents b~ Coopers & Lybrand.
Christine Hill, Managing Partner, Coopers & Lybrand, appeared and introduced Mike
Salmon, on-site auditor, and reported that the-audit, as presented, is in draft form because
some items require discussion and direction. Further, the Sanford Airport Authority has not
officially received it's financial report, that she just received an advance copy of same
late last week, and that said report needs to be reviewed and referenced as .part of this
Audit.
Ms. Hill reported that the Financial Statements are unqualified, and there were no
over budget expenditures by fund type. Also, the Pension Plans are consistent with prior
year in terms of disclosures.
Ms. Hill reported that there were changes made relative to how revenues are
accounted for in the Refuse Fund. Also, there is potential for litigation regarding the
former Sanford Gasification Facility, and that said liability has not been quantified.
Further, coverage was met for Water & Sewer Revenue-Bonds, but not by a substantial amount
as in previous years, and that said item needs to be monitored.
Ms. Hill reported that there is some concern relative to the Solid Waste
Enterprise Funds, specifically the Art Lane Landfill. She stated that according to State
regulations, the City is required to show proof of a plan to either charge sufficient rates
for landfill closeout and maintenance, or that the City is accumulating the necessary
resources to fund same, and that the Solid Waste Fund does not have such resources. Also,
the Department of Environment Regulation is considering the possibility of requiring that an
escrow account be established to insure said funding.
City Manager reported that the estimated cost for Art Lane Landfill closeout is
$40,000.00 to $50,000.00, that Staff is currently working with DER to get the permit re-
issued for said landfill, at which-time the closeout will be addressed, and that the City
will be installing monitoring wells as part of said re-issuance.
Ms. Hill reported that further discussions with DER and additional engineering
analysis are necessary to determine the best course of action.
Ms. Hill reported that the general long term debt addresses accrued compensated
absences i.e. vacation/sick time, which represents what employees have earned through this
date, but does not include any liabilities for post retirement payments under health and
medical. Also, there is some money in the Termination Benefits Fund to subsidize some of
said costs. Also, the Standards BOard is currently reviewing the matter, and that there is
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City Commission. Sanford, Florida
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March 9,
1992_
a possibility that future liabilities will have to be recorded on the books.
Finance Director Carolyn Small reported that as of last year, employees retiring
after October 1, 1991, must have completed 25 years of service with the City a~d have reached
the age of 65 to receive medical benefits, which will place a limit on the City's liability.
Ms. Hill reported that there were no material weaknesses to report with respect to
internal control, and overall procedures for administering grants. Further, there were no
instances of non-compliance regarding major or general federal assistance programs. She
stated that there were two minor exceptions relative to the "summer food service program",
and that appropriate action was taken regarding same.
Ms. Hill reported that the comments contained in the prior years Management Letter
were properly implemented and resolved. Further, reference will be made that there are
differences between the Annual Report and the Audit of Financial Statements relative to the
Housing Authority, because of some special changes in the districts act. Further,
management's responses to comments were reviewed and that they concur with said responses.
Ms. Hill reported that the remaining issues which need to be accomplished include:
1) Determine closeout costs for Art Lane Landfill; 2) Record an amount on the books as
appropriate, and 3) Address the issue of legal compliance with State requirements.
In conclusion, the City received the Certificate of Achievement, and that the audit
report is good in terms of bond issues.
City Manager recommended that upon quantification of closeout costs associated with
Art Lane Landfill, said funds be immediately escrowed from the general fund reserves. Also,
after completion of the mid-year review of the Refuse Fund, determine what needs to be done
to build up the reserves within said fund to cover such costs. The Commission concurred.
The Commission concurred not to accept the audit tonight, and to refer said item
to the March 23, 1992 Regular Meeting Agenda, for City Commission action.
Contract Renewal with Roche Biomedical Laboratories for FY 92/93.
The consensus of the Commission was to renew contract with Roche Biomedical
Laboratories for FY 92/93.
Code Enforcement Citation Program (Ordinance No. 3098).
(Assistant City Attorney Donna L. McIntosh joined the meeting.)
Commissioner Eckstein reported that he is opposed to the code enforcement citation
program because additional expenses will be incurred such as overtime and legal fees; that
the program will polarize the City, and citizens will be against citizens.
Assistant City Attorney reported that it is within the Commission's exclusive
control to identify specific codes to be enforced via the code enforcement citation program.
Also, there is no way to tighten up the code enforcement board notice procedures.
Commissioner Thomas reported that the code enforcement program will serve as a
deterrent, that he would like to see a clean City, and that he is in favor of said program.
(Assistant City Attorney absent from meeting.)
The commission took a 10 minute recess. Mayor Smith reconvened the meeting.
Request from Orlando Road Club, for 'Special Event Permit, for Bicycle Race on March 8, 1992
at Northstar Business Park. City Manager reported that the above-referenced request was
submitted too late for City Commission consideration, and, therefore, he approved said
Special Event Permit. The Commission had no objections.
278
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City Commission, Sanford, Florida
March 9,
1992
Public Official Liability Insurance.
Finance Director Carolyn Small reported that the City's Public Official Liability
Insurance policy, which is a "claims made" policy, is the only insurance policy that is not
through the Florida League of Cities ("League"), that said coverage is with Hunt Insurance
Company ("Hunt'!), that a quote for renewal has just been received, which expires March 16,
1992, and that-said renewal is conditioned upon the Police Liability Insurance policy being
made with Scottsdale Insurance or Florida Police Chiefs' Self Insurance. Further, the
"League" only offers an "occurrence" policy, Which would cost approximately $42,000.00
annual, and that there would be an estimated charge of $25,000.00 for "tail coverage", if the
"claims made" policy is dropped. She reviewed possible alternatives and cost differentials
associated with same. Finance Director stated that although the initial cost for insurance
coverage would be higher with the "League", there would be more ability to lower the costs
by raising the deductibles.
City Manager reported that the City Manager's Contingency Fund does not have
sufficient funds to cover said expense, and that funding would have to come from the
contingency fund, previously earmarked for possible COLA ($160,000.00), or from the general
fund reserves. City Manager recommended that the Commission authorize Staff to purchase
Public Official Liability Insurance from the ',League", to decline/reject quote from "Hunt",
and to refer said item to tonight's Regular Meeting Agenda for City Commission action. The
Commission concurred.
Anti-Loitering Law/Ordinance. Commissioner Thomas requested that members of the Commission
and the City Manager review information regarding the above-referenced matter, and that said
item be placed on the March 23, 1992 Work Session Agenda for discussion. The Commission
concurred.
There being no further business, the meeting was adjourned.
M'A ~o'R -
Attest:
~ City Clerk