CITY OF DEERFIELD BEACH SPECIAL CITY COMMISSION MEETING MINUTES Tuesday November 8 2005 at 6 00 p m The meeting was called to order at 6 00 p m by Vice Mayor Gonot on the above date in the City Commission Chambers City Hall Roll Call Present Commissioner Pam Militello Commissioner Sylvia Poitier Commissioner Martin Popelsky Steve Gonot Vice Mayor Mayor Albert Capellini P E Absent Also Present Larry Deetjen City Manager Andrew Maurodis City Attorney Ada Graham Johnson CMC City Clerk APPROVAL OF THE AGENDA November 7 2005 MOTION was made by Commissioner Poitier and seconded by Commissioner Popelsky to approve the agenda of November 8 2005 as submitted Roll Call YEAS Commissioner Militello Commissioner Poitier Commissioner Popelsky and Vice Mayor Gonot NAYS none GENERAL ITEMS ITEM 1 TAPE 1 COUNT 20 Resolution 2005 204 A Resolution of the City Commission of the City of Deerfield Beach Florida reduction services with Richard Mancini Equipment Company Inc to approve a contract for debris The Resolution was read by title only Larry Deetjen City Manager reported exceptional job As of November 6 2005 a total of 149 460 cubic yards hauled to the sites The volume for hurricane Frances was only 60 000 cubic yards that all of the contractors have done an has been
GENERAL ITEMS Continued Richard Mancini Equipment Company has received 147 600 cubic yards and Sun Recycling 41 800 cubic yards He said that invoices are pending for RMC Man Con and DRC however Southern Arborist and RJ Trucking have been paid for some of their services and will be submitting new invoices He hopes they will not exceed 250 000 cubic yards To date Southern Arborists invoice totaled 87 070 RJ Trucking 49 320 invoices pending in the amount of 195 625 RMC 282 000 and Man Con 146 000 He further stated that there is a clause in the contract that states any road damage is the responsibility of the contractor Le swale areas sprinklers mailboxes etc Therefore the City retains 5 and said this shall not be a problem with any contractors There are lots 0 f marks 0 n the streets and some will go a way streets are swept and natural weather conditions of the 0 nce the Continuing Mr Deetjen said that Sun Recycling main site is in Deerfield Beach and they have one site just south of Sample Road and the other is west of Powerline Road Commissioner Militello stated that there is a discrepancy by Mancini and Sun Recycling in the amount of debris hauled Mr Deetjen explained that there was a tremendous backlog of debris at the Sun Recycling site in the beginning and Richard Mancini Equipment Company was able to accommodate the trucks quicker Sun Recycling has since stepped up to the plate and done a fantastic job Each site is accepting between 8 000 12 000 cubic yards and roughly 1 188 207 has been spent to unload the debris and 282 000 to haul the debris Vice Mayor Gonot commented that there seems to be a disparity and feels the work should be distributed equally Commissioner Poitier pointed out that each contractor has their own territory and Man Con does not She informed the City Manager of her desire to provide preference to local businesses She provided the Commissioners with a copy of a County resolution that pertains to local preference She further said that the contractors are able to work things out a mong themselves and informed the Commission t hat Highland Meadows Mobile Home Park still needs to be cleaned up Mr Deetjen noted that by removed the middle of next week the bulk of the debris will be City Attorney Andrew Maurodis asked if the terms of the agreement were acceptable to the commission and recommended that the contract be signed no later than noon on Thursday Mr Deetjen stated that the state of emergency for this function was over In response to the Commission s question Dan Mancini Vice President of Richard Mancini 2
Equipment Company replied that they will tentatively accept and work under the terms and conditions of the contract however they would like to review it Mr Deetjen stated that the contract with Sun Recycling is excellent and fair In response to Commissioner Poitier s question Mr Maurodis City Attorney replied that the only reason preference was given is because the site was available and accessible He said that this resolution if approved would provide for removal of yard waste and will be in effect until November 30 2005 Phil Medico Sun Recycling stated that he has not seen the contract and they have spent millions of dollars to obtain permits for their full service facilities Mr Medico further stated that Mr Mancini s site was approved for yard waste vegetative and provided an invaluable service However the City up faster than any other City in Broward County of Deerfield Beach has been cleaned He further state that his company did a damage survey report and the volumetric estimation and they feel that the City is no longer in a state of emergency Commissioner Poitier pointed out that there is still a lot of debris in her district that needs to be picked up Mr Maurodis reiterated that this resolution and agreement is solely based on the fact that there is a state of emergency Vice Mayor Gonot said that Mr Medico feels that the declaration of emergency no longer exists and we are circumventing his contract He further stated that the City Manager explained to the Commission that 30 of the business went to Sun Recycling and 70 to Richard Mancini Equipment Company Further he is not in favor of approving the resolution Mr Medico stated that the issue in District 2 is a matter of collection not processing and disposal He said last year Sun Recycling handled all of the business without assistance from anyone else The horticultural devastation from Hurricane Wilma was so massive that in the interest of the City he welcomed the extra help Commissioner Poitier asked how long it would take Sun Recycling to clean up the City Mr Medico replied that the City can be cleaned up by November 30 2005 their facilities processed 18 000 cubic yards of material today at the three sites He continued by saying that the processing rate is not subject to miles or volumetric materials He said Commissioner Poitier commented on an article in the newspaper that the City of Fort Lauderdale is cleaning up their own City because of rodents etc Mr Deetjen said that he anticipates the work being completed by next week 3
In response to Commissioner Poitier s question Damon Marod owner of Southern Arborist commented that his company is cutting handling and moving the large Ficus trees in Century Village Mr Maurodis advised that the City Commission make a good faith finding or not the emergency exists and award the contract based upon that finding Mr Medico said he flew over the City yesterday are impassable Commissioner Poitier commented that impassible leave the debris there for 30 days as to whether and concluded that non of the streets doesn t mean to clear the streets and Mr Medico said that they have a total of 9 facilities in Dade Broward Palm Beach and Martin counties He commented that trucks lining up at facilities after a hurricane are very common He continued by saying that 10 000 tons go through Waste Management s facility and 40 000 cubic yards through their facility each day under normal conditions He further advised that Sun Recycling is also doing recovery work in Mississippi Vice Mayor Gonot stated that he is concerned about the entire City Sun Recycling is able to handle the service However if they business he suggested they notify the City of their inability to do so and he feels that can not handle the Mr Medico stated that they are able to complete the clean up City for the past 11 years and have serviced the Mr Deetjen said that the arrangement between Sun Recycling and Richard Mancini Equipment is working very well He said that the City has to meet every 7 days to extend an emergency and he doesn t see the need to change the way things are operating Commissioner Militello asked if the contractors have given the City a report much debris still needs to be picked up as to how Mr Deetjen replied that it differs by area Commissioner Poitier stated that she contacted the EOC and Broward County and was informed it is the City s responsibility to remove the debris She also commented that the School of Humphrey Villas still doesn t have electricity water or ice and District 2 has suffered in every area Commissioner Popelsky stated that he drove 150 miles to different facilities and he feels they have a very good system in place offered his company s services to the city He agreed He said that Mr Mancini is the only one who that all of the contractors need to 4
supply the City with a status report He further suggested that the City a problem with the trucks stacking up at the facilities find out if there is Mr Mancini Richard Mancini Equipment Company also pointed out that they have a valid Broward County solid waste license He said that the County issued an emergency order effective through December 18 2005 that all existing solid waste sites could be used as hurricane recovery sites Mr Mancini said that the City Manager feels the City is 40 50 complete he further advised that Sun Recycling site was shut down at 4 00 p m yesterday because they could not take any more material The site behind his is in violation of the Florida Department of Armor Protection guidelines because their piles are in excess of 60 feet in height Commissioner Popel sky stated that each of the 8 contractors was assigned an area to work in Mr Deetjen commented that as of November 6 2005 149 000 cubic yards has been picked up in the City of Deerfield Beach of debris Mr Mancini noted that they are at 50 completion in Deer Creek and their debris mainly consists of vegetation Jeff Mancini representing Man Con stated that Dan Parrish has been a subcontractor with his company for at least 12 years He said that Mr Parrish has worked for the City of Fort Lauderdale and Sunrise and specializes in paving grading and service finishing on construction and road jobs He further stated that Mr Parrish has his own truck and machines and he also uses Mr Mancini s equipment Their service area includes City Hall to the Hillsboro Canal to Federal Highway Hillsboro Boulevard and 1 95 He said they are picking up co mingled debris mattresses and dry wall etc They have completed their first pass and started the second pass He commented that they had 3 trucks in line at 3 00 p m yesterday and the drivers were told that the facility could not accept the loads Mr Medico said that they did not realize so much debris would be going to one facility and tomorrow they are going to mix the co mingle with the vegetation and make sure it is coordinated in a uniform manner Lastly they have operation meetings daily and they did not close at 4 00 p m Mr Maurodis advised that the Commission would be adopting a resolution that states this action is in response to an emergency condition which continues to exist due to Hurricane Wilma In response to Commissioner Popelsky s question Mr Maurodis City Attorney replied that yes the Governor has said that the state of emergency still exists and the Commission is in agreement and has extended it for another 7 days The agreement will also include language that states the contract must be executed by at noon and ends November 30 2005 November 10 2005 5
Mark Stafford DRC said that they are 85 90 first construction and demolition debris yesterday pass complete and they started on The Resolution died for lack of a second ADMINISTRATIVE ACTIONS AND CITY MANAGER COMMENTS City ManaQer City Attorney City Clerk COMMENTS BY MAYOR AND COMMISSIONERS Commissioner Militello Commissioner Poitier Commissioner Popelsky Vice Mavor Gonot Mayor Capellini ADJOURNMENT There being no further business the meeting v A GRAHAM JOHNSON 6