BOOK 58 Page 29913 08/12/05 6:00 P.M. COMMISSION MEETING OF AUGUST 12, 2005, AT MINUTES OF THE SPECIAL SARASOTA CITY 6:00 P.M. Vice Mayor Fredd "Glossie" Atkins, Mayor Mary Anne Servian, presiding, City PRESENT: Bilyeu, Lou Ann R. Palmer, and Ken Shelin, Commissioners Danny Manager Michael A. McNees, and City Attorney Robert M. Fournier, City Auditor and Clerk Billy E. Robinson ABSENT: None Servian called the meeting to order at 6:00 p.m. Mayor City Auditor and Clerk Robinson INVOCATIONPLEDGE OF ALLEGIANCE: AND WHAT HAS YET TO BE PRESENTATION RE: WHAT HAS BEEN ACCOMPLISHED THE SEWAGE 1. CITY'S FOLLOW-UP AND RESPONSES TO ACCOMPLISHED REGARDING OF 2004 AND 2005 SPILLS AT LIFT STATION NO. 7 IN FEBRUARY Phase I recommendations which have been City Attorney Fournier gave a presentation regarding completed as follows: Schuh & Jernigan Lift Station No. 7 Current Analysis 1. Post, Buckley, Malcolm Pirnie Lift Station No. 7 Future Analysis 2. CH2MHill Lift Station No. 7 Odor Control study 3. 4. Internal Audit necessary to conduct a vibration study 5. Installation of equipment which Lift Station No. 7 is concerning ownership of the land on 6. Legal opinion located Phase II items as follows should be the administrative City Attorney Fournier continued that the responsibility of the City Manager: (RFP) to obtain a consultant to evaluate the reliability, 1. First Request for Proposals master lift stations, including the electrical safeguards and redundancy of the City's systems and to provide an controls, failure monitors and telemetry systems, pump station was equipped with the latest technology opinion as to whether each lift and prevention of spills and overflows. available to best assure early detection Lift feasible ways to divert some of the flow or relocate 2. Second RFP to determine Station No. 7 and the associated costs. preventative maintenance protocol. 3. Ongoing maintenance and service records. 4. Ongoing 5. Revise and improve written notification protocol. 6. Air and water quality monitoring. Public Works Director William Hallisey and Deputy Public Works Director Pamela Keyes gave a presentation regarding an update concerning Staff's actions and improvements relating to Lift Station No. 7 at the Hudson Bayou. In response to a question by Commissioner Palmer concerning the time to complete a consultant's report by January 2007, Deputy Director Keyes stated that significant time is required due to the complexities of the system. (FTR 6:20) Director Hallisey stated that a goal is to report back to the Commission prior to the Capital Improvements Program workshops for the fiscal year 2005/06 oudget; that the belief is the RFP can be prepared in 30 rather 60 days; that Staff will commit to secure an engineering firm with sufficient resources to perform expeditiously. In response to a question by Commission Shelin, Deputy Director Keyes stated that many employees did not understand responsibilities and accountability. (FTR 6:25) In response to a question from Commissioner Shelin, Deputy Director Keyes stated that the general utility industry has good practical practices to which regional or local needs can be applied; that the Staff's recommended response procedure has been forwarded to the Florida Department of Environmental Protection; that the process of developing the response procedure will be ongoing; that the response procedure will be continually updated. (FTR 6:27) In response to a question by Commission Shelin, Deputy Director Keyes stated that Staff gathers information from other agencies regarding measuring air and water quality. (FTR 6:28) In response to a question by Mayor Servian, Deputy Director Keyes stated that Staff has established a protocol for internal communication concerning events which require immediate action; that the Commission will likely hear more from Staff than desired; however, the attempt is to ensure the Administration and Commission are well advised. (FTR 6:33) In response to a question by Commission Shelin, Deputy Director Keyes stated that the quality assurance and quality control must begin with the lift stations and subsequently be applied to all of public works; that a new position of Reliability Engineer will create and steward a well-established quality assurance and quality control program. (FTR 6:37) In response to a question by Commissioner Palmer, Deputy Director Keyes stated that accreditation by the American Public Works Accreditation program is policy-based rather than based on actual inspection. (FTR 6:39) In response to a question by Commissioner Palmer, Deputy Director Keyes stated that several existing Capital Improvement Projects will fund inspections of lift stations; that Staff will request funds during the fiscal year 2005/06 budget process; that the Reliability Engineer will inventory all lift stations and report back with recommendations for improvements. (FTR 6:46) In response to a comment by Commissioner Shelin concerning having the Reliability Engineer certified as a Quality Assurance Auditor by ASQC, Deputy Director Keyes stated that certification as a Quality Assurance Auditor will be considered. (FTR 6:48) In response to a question by Mayor Servian, Director Hallisey stated that the Maintenance Operations Supervisor has been demoted; that the Deputy Director has retired and a new Deputy Director has been hired; that changes have been made to strengthen the organization; that letters of reprimand were placed in two employees' personnel files involved in the response; that cautionary letters to two other BOOK 58 Page 29914 08/12/05 6:00 P.M. BOOK 58 Page 29915 08/12/05 6:00 P.M. employees were issued; that a letter of reprimand was issued by the City Manager to the Director of Public Works. (FTR 6:57) In response to a question from Commissioner Bilyeu, Director Hallisey stated that the Maintenance Operations Supervisor reports to the Deputy Director; that the Deputy Director reports to the Director; that the Director reports to the Deputy City Manager. (FTR 6:59) Following discussion, Mayor Servian noted Commission consensus to place a letter of reprimand in former Deputy Director Douglas Taylor's S personnel file. (FTR 7:04) In response to a question by Commissioner Palmer, City Attorney Fournier stated that he and the City Auditor and Clerk recommend continuing the RFP process to ascertain the process and the cost of moving Lift Station No. 7 from the neighborhood; that the recommendation is for Public Works Staff to prepare the RFP. (FTR 7:11) In response to a question from Commissioner Shelin, Director Hallisey stated that a group of experts will be consulted regarding the quality of discharged water from Sarasota Memorial Hospital. (FTR 7:13) In response to a question from Commissioner Palmer, Deputy Director Keyes stated that a temporary bio-filter exhaust stack will be installed at Lift Station No. 7; that at the time the carbon filter is in place and the reliability stage is completed, the intent is to remove the stack. (FTR 7:20) In response to a question from Mayor Servian concerning the possible use of cameras, Deputy Director Keyes stated that a wet well is a corrosive atmosphere which would be harmful to cameras; that the alarms are more reliable for notification. (FTR 7:21) In response to a question from Commissioner Palmer, Deputy Director Keyes agreed Staff should take a staged approach by first installing the carbon filter and then considering other options if necessary. (FTR 7:23) In response to a question from Commissioner Palmer, Deputy Director Keyes stated that Staff has a list of vendors who will respond to emergencies immediately. (FTR 7:24) The Commission recessed at 7:24 p.m. and reconvened at 7:34 p.m. The following people spoke: Susan Chapman (FTR 7:40); Sally Birnkrant (FTR 7:42); Mark Herrli (FTR 7:45); Ellen Miller (FTR 7:48); Terry Adkins (FTR 7:51); Jim Kosub (FTR 7:55); and Craig Scheibel (FTR 7:59) Deputy Director Keyes stated that a neighborhood meeting regarding timelines for solving the problems with Lift Station No. 7 should be scheduled. (FTR 8:01) Director Hallisey stated that a forum to discuss air quality and health issues will be created with the Sarasota Health Department, Mote Marine and Aquarium, the Sarasota Bay National Estuary Program, and the Florida Department of Environmental Protection. (FTR 8:02) Director Hallisey stated that electrical schematics for the lift stations exist and are available to the public. (FTR 8:03) In response to comments by Vice Mayor Atkins, Director Hallisey stated that surrounding neighbors should be notified at the time sewer lines are being cleaned as the pressure may cause overflows in houses in which debris has accumulated in the vent stack of the plumbing system. (FTR 8:07) Director Hallisey stated that the complaint of a Hudson Bayou resident regarding unanswered telephone calls will be investigated and a report will be provided the Commission. (FTR 8:08) In response to comments by Commissioner Palmer, Deputy Director Keyes stated that employees will be trained to provide improved response to emergencies. (FTR 8:12) Mayor Servian stated that the Public Works Department should make a request during the budget process if additional employees are required. In response to a question from Commissioner Palmer, Deputy Director Keyes stated that research will continue to determine the long-term health effects of sewage spillage. (FTR 8:17) Mayor Servian stated that a representative from the environmental services of Sarasota Memorial Hospital should be included in the forum to discuss air quality and long-term health issues. (FTR 8:19) In response to a question by Commissioner Bilyeu, Deputy Director Keyes stated that a reprimand for an employee who will be retiring will be placed in the employee's file. (FTR 8:21) In response to a question from Commissioner Bilyeu, Deputy Director Keyes stated that the Maintenance Operations Supervisor was demoted due to inaction during the February 2005 spill. (FTR 8:22) In response to a question by Commissioner Bilyeu, City Manager McNees stated that the disciplinary process requires considering the incident, the level of seriousness, the history of the employee concerning similar instances, and the work history and knowledge of the individual, etc.; that the belief is the reprimand given Director Hallisey is appropriate. (FTR 8:25) In response to a question by Commissioner Bilyeu, Deputy Director Keyes stated that the demoted Maintenance Operations Supervisor had a clean record; however, as the employee was not aware of rules and procedures, she could not be assured the employee would not make the same mistake again. (FTR 8:26) In response to a request by Commissioner Bilyeu for City Manager McNees to resign, City Manager McNees stated that he does not have the intent to offer his resignation this evening. (FTR 8:30) A motion was made by Commission Shelin and seconded by Commissioner Palmer to direct Staff to hire an outside contractor to draft a Request for Proposals for a study to determine if feasible ways exist to redirect flow from Lift Station No. 7 or to move the lift station entirely and to provide a cost estimate of alternatives available for issuance within 60 days. (FTR 8:32) Commissioner Shelin amended the motion with the approval of Commissioner Palmer as the seconder to solicit Post, Buckley, Schuh & Jernigan to prepare the Request for Proposals. (FTR 8:37) Mayor Servian called for a vote on the motion as amended, which carried by a 5-0 vote. (FTR 8:37) Mayor Servian noted Commission consensus to direct City Auditor and Clerk Robinson and City Attorney Fournier to administer the Request for Proposals. (FTR 8:38) BOOK 58 Page 29916 08/12/05 6:00 P.M. BOOK 58 Page 29917 08/12/05 6:00 P.M. A motion was made by Commissioner Palmer, seconded by Vice Mayor Atkins, and carried by a 5-0 vote to defer preparation and issuance of the Request for Proposals for safety evaluations of major lift stations until April 2006 due to the pending improvements planned for many of the lift stations. (FTR 8:42) A motion was made by Commissioner Palmer, seconded by Commissioner Shelin, and carried by a 5-0 vote to receive and follow the recommendations of the Public Works Department concerning the commencement of air and water quality monitoring. (FTR 8:45) A motion was made by Commissioner Shelin, seconded by Commissioner Palmer, and carried by a 5-0 vote to direct Staff to commence a study of the acute and chronic health risks associated with the operation of sewage lift stations in the City, especially Lift Station No. 7, and to create a special focus on the risks associated with the hospital and surrounding medical complex sewage passing through Lift Station No. 7. (FTR 8:47) A motion was made by Commissioner Palmer, seconded by Commissioner Shelin, and carried by a 5-0 vote to schedule a Commission workshop for Public Works to present a State of the Utilities Report. (FTR 8:48) A motion was made by Commissioner Palmer, seconded by Commission Bilyeu, and failed by a 3-2 vote with Mayor Servian, Vice Mayor Atkins and Commissioner Shelin voting no to request the City Manager submit his resignation. (FTR 9:09) 2. ADJOURN There being no further business, Mayor Servian adjourned the Special Meeting of the City Commission of August 12, 2005, at 9:12 p.m. . hesisn MMhn MARY ANN/SERVIAN, MAYOR ATTESTS - BiLleY E., ROBINSON, CITY AUDITOR AND CLERK 00