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HomeMy WebLinkAbout2010 02 22 Consent 201 Approval Of February 1, 2010 Workshop Minutes CITY OF WINTER SPRINGS, FLORIDA • Incorporated • 1959 v.10, • K . O R H O az3% CITY COMMISSION MINUTES WORKSHOP MONDAY, FEBRUARY 1, 2010 - 6:00 P.M. CITY HALL — COMMISSION CHAMBERS 1126 EAST STATE ROAD 434, WINTER SPRINGS, FLORIDA Mayor John F. Bush Commissioner Jean Hovey - Seat One Deputy Mayor Rick Brown - Seat Two Commissioner Gary Bonner - Seat Three Commissioner Sally McGinnis - Seat Four Commissioner Joanne M. Krebs - Seat Five CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP - FEBRUARY I, 2010 PAGE 2 OF 7 CALL TO ORDER The Workshop of Monday, February 1, 2010 of the City Commission was called to Order by Mayor John F. Bush at 6:00 p.m. in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call: Mayor John F. Bush, present Deputy Mayor Rick Brown, present Commissioner Jean Hovey, present Commissioner Gary Bonner, present Commissioner Sally McGinnis, arrived at 6:33 p.m. Commissioner Joanne M. Krebs, present City Manager Kevin L. Smith, present City Attorney Anthony A. Garganese, present INFORMATIONAL AGENDA INFORMATIONAL 100. Office Of The City Manager Requests That The City Commission Consider The Information In This Agenda Item And Begin Discussions/Review Regarding The On -Going Viability Of Each City Advisory Board And Committee. City Manager Kevin L. Smith began the discussion on the City's Advisory Boards and Committees. Beautification of Winter Springs Board. Mr. Steve Richart, Urban Beautification Division Services, Community Development Department gave some background information on the Beautification of Winter Springs Board. Discussion ensued on the Terms of Office; projects this Board is involved with; Neighborhood Improvement Grant Program requests; and that this Board is involved with the selection of Holiday decorations. Related to the selection of Holiday decorations, Deputy Mayor Rick Brown asked, "At some point can we see a number of what it would cost to replace those pole lights — the soldiers." Mr. Richart noted, "They are about, anywhere from a hundred to a hundred and fifty dollars ($100.00 - $150.00) apiece, depending on the complexity. Right now we need about fifteen (15) of them." Deputy Mayor Brown added, "I think you probably need more than that." Mr. Richart then said, "I can come back with a comprehensive list if you would like." Mayor Bush suggested, "Put it in your Budget." Manager Smith inquired, "If that's something that is important to this Commission, we can put it in the Budget and we'll discuss it during the Budget cycle. Is that agreeable ?" Mayor Bush said, "Yes." No objections were voiced. Commissioner Joanne M. Krebs suggested the holiday decorations be replaced with Banners. Deputy Mayor Brown added, "That would be a great idea." Mayor Bush suggested the Beautification of Winter Springs Board consider this and added, "It is a good idea." Deputy Mayor Brown recommended green banners with wreaths on them. Mr. Richart noted, "I can bring that as an option." Manager Smith added, "I believe we could do that for significantly less dollars." Commissioner Krebs agreed. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP - FEBRUARY I, 2010 PAGE 3 OF 7 Commissioner Gary Bonner asked if an Agenda Item related to donations, could go before the Beautification of Winter Springs Board? Mr. Richart stated, "I think you are absolutely right." Discussion followed on what this Board has been involved with; funding this Board; and Members of the City Commission suggested that more Meetings could be scheduled and budgeted accordingly, and if not needed, then Canceled. Further comments followed on other upcoming projects that the Beautification of Winter Springs Board will be involved in; water conservation; and compliance with the Tree City USA program. Manager Smith suggested, "I think the Commission needs to ask themselves that question with each of these Boards. Can we serve as this Board? Should we serve as this Board? Are we better served by having an Advisory group of citizens to help us in making those decisions ?" Discussion. ❖•A AGENDA NOTE: THE FOLLOWING TWO (2) ADVISORY COMMITTEES WERE DISCUSSED SIMULTANEOUSLY NEXT, AS DOCUMENTED. +4. Oak Forest Wall and Beautification District Advisory Committee Tuscawilla Lighting and Beautification District Advisory Committee: Mr. Richart presented background information on these Committees and the Assessment Districts. Commissioner Sally McGinnis arrived at 6:33 p.m. Deputy Mayor Brown asked if the Committees were still needed and suggested that perhaps Homeowner's Associations could serve in this capacity. With further discussion, Mayor Bush inquired what the debt of the Tuscawilla Lighting and Beautification District is currently? Mr. Richart noted, "I could find that out." Discussion followed on Homeowner's Associations and Assessment District Funds and what the Funds cover. Mr. Kip Lockcuff, P.E., Director, Public Works /Utility Departments suggested it may need to be revisited and added, "Originally, those Assessment Districts transferred money to the General Fund to pay General Fund costs." Deputy Mayor Brown said, "So, there should be no additional costs ?" Manager Smith stated, "If there is, we need to adjust the allocation." City Attorney Anthony A. Garganese commented on the City Commission's annual Assessing of the Rolls. Commissioner Bonner recommended that Manager Smith look at the "Allocation or the portion of the Assessment that is being funded into the City, is it covering the cost? My guess is there probably has been no CPI (Consumer Price Index) adjustment." Manager Smith stated, "Will do." Discussion followed on the management of the Assessment District and what percentage of the Assessment Districts cover Staff salaries. Mayor Bush suggested the Manager review the Assessment covering Staff salaries. Board of Trustees: Manager Smith gave an overview of the Board of Trustees. Tape 1 /Side B CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP - FEBRUARY 1, 2010 PAGE 4 OF 7 Discussion followed on the City's Pension Plan, and actuarial services. Manager Smith stated, "It would be my recommendation that we move forward with our new actuarial firm to provide at least the core basis for those recommendations and work with your Board of Trustees to come back to advise this Commission." Commissioner Krebs suggested, "As the person with the fiduciary responsibility, I want to see them here and I want to be part of that meeting when and if there are recommendations or discussions regarding recommendations." Manager Smith agreed and said, "Without a doubt." With further comments, Mayor Bush remarked, "I think we should include the Board of Trustees one way or another." Manager Smith added, "That will be coming back to you for consideration in the very near future." Code Enforcement Board..' Captain Glenn Tolleson, Code Enforcement Bureau, Police Department presented basic information on the Code Board. ' '7' Discussion followed on recently added legal representation for this Board. Commissioner Krebs asked Attorney Garganese to bring back a report from Kate Latorre, Assistant City Attorney on how she thinks the Code Enforcement Board Meetings are going. Attorney Garganese nodded in agreement. 3t:. Further comments followed on a Meeting with the Chairperson; and revised scripts. Next, Members of the City Commission discussed Term Limits, and assigning Seat assignments to Code Enforcement Board Appointments. Attorney Garganese noted that such changes would be done via an Ordinance. Commissioner Krebs suggested that Alternates would also need to be considered with such changes. Deputy Mayor Brown stated, "I agree with you. I would like to see it being by Seat." Deputy Mayor Brown also commented on his preference for term Limits. Mayor Bush remarked, "There is Consensus here that Kevin (Smith) could work with Anthony (Garganese) on this." Manager Smith confirmed the comments and noted, "Term Limits and Seat Appointments (for the Code Enforcement Board)." Discussion followed on what the Term Limits should be. Commissioner Krebs and Commissioner McGinnis suggested the Commission be given options. Manager Smith commented, "We will bring it back as an item and give you all some time to think about it." Furthermore, concurrent Terms with the City Commission was suggested as well as staggered terms. Staggering the Terms of Office for the Board of Trustees was also briefly addressed. Commissioner Jean Hovey and Commissioner Krebs agreed that they should also be staggered. Manager Smith agreed with consistency across the Boards. Further discussion. Manager Smith asked the City Commission if they thought that Advisory Board and Committee Members should continue to be compensated? Commissioner McGinnis suggested this practice be ended. Discussion followed on Code Enforcement Board Meetings and practices. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP - FEBRUARY 1, 2010 PAGE 5 OF 7 Districting Commission: Mr. Randy Stevenson, ASLA, AICP, Director, Community Development Department presented background information related to the Districting Commission. Board of Adjustment: Discussion followed on the Board of Adjustment with Mr. John Baker, AICP, Senior Planner, Community Development Department. Criteria; Waivers; and recommendations to the City Commission were addressed next. Deputy Mayor Brown asked if the City Commission or the Planning and Zoning Board /Local Planning Agency could handle matters that might come before the Board of Adjustment. Discussion ensued on whether this Board *r ,° was needed. Deputy Mayor Brown suggested, "Maybe we could ask the City Manager to bring through the abolition of this board on Consent for the next Meeting." Commissioner Krebs stated "Okay." No objections were noted. Baker commented on encouraging residents to meet Code requirements. Mr. Stevenson noted, "I would like the option as we prepare the Agenda Item — that we are able to review it in a little bit more detail." Manager Smith stated, "Absolutely." Manager Smith then explained, "We will come back with an Agenda Item to the Commission, to consolidate, I believe is the direction the Board of Adjustment with the Planning and Zoning Board( /Local Planning Agency)." Commissioner Bonner said, "Well said." No objections were voiced. Planning and Zoning Board /Local Planning Agency: Mr. Stevenson gave an overview on the Planning and Zoning Board /Local Planning Agency. Amendment 4 was briefly discussed. Discussion followed on why some Boards and Committees have five (5) or seven (7) Members. Mayor Bush commented on membership and suggested, "If P and Z (Planning and Zoning Board /Local Planning Agency), which is probably one of the busiest Boards we have, only has five (5), I don't think we need seven (7) on these others." Manager Smith asked, "Would the Commission be of the mindset to immediately, maybe through attrition, have no Reappointments to those two (2) Boards ?" Mayor Bush suggested that most Boards have only five (5) Members. With further comments on reducing the number of Board Members, Mayor Bush suggested, "I think through attrition." Commissioner McGinnis noted, "I think that is the only way." No objections were voiced. Manager Smith then also suggested, "If that is the Commission's pleasure, I would recommend we do it through attrition." Mayor Bush added, "You have to do an Ordinance too, wouldn't you, to change these — well maybe that is something that should come back for the Commission to discuss and Vote on." Next, Commissioner McGinnis suggested a Senior Center Committee could be helpful. Tape 2 /Side A CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP - FEBRUARY I, 2010 PAGE 6 OF 7 Mr. Stevenson mentioned two (2) new Advisory Boards that need to be formed as documented in the City's Comprehensive Plan. Ms. Eloise Sahlstrom, ASLA, AICP, Senior Planner, Community Development Department commented on a new Advisory Board related to Trails. Costs related to Staff time were addressed next. Discussion followed on the make -up of the Committee Members, including a possible student member; and what funding is needed for these new Advisory Boards. Commissioner Krebs suggested this come back at another City Commission Meeting for consideration. 4 Further discussion followed on the criteria for new Appointees. Commissioner Krebs asked when the next City f`a , Newsletter would be going out to which Manager Smith stated, "Sometime hopefully very soon." Commissioner:r Krebs then noted, "If something like this did pass, that would be an opportunity as well to advertise for it." Mr. Stevenson added, "I would think that when we bring an Agenda Item forward we would write part of that Agenda trzz Item with a - timeline as well as any requirements that we feel are necessary for Members — of this Board to have, Icy; and we would bring that forward as a packet for consideration by the Commission at that point." Commissioner Hovey mentioned safety and liability concerns if a student Member was considered. Deputy Mayor Brown thought that any Advisory Boards that were involved in spending City funds, that such Members should be adults. Mr. Stevenson commented on Trail inter - connectivity with other cities and the County; and Commissioner McGinnis noted that as it relates to Winter Springs, "When this comes back to us, I would be interested to know how many miles of trails there are currently, and what is the projection for the potential for the future." Mayor Bush suggested, "I would like to recommend that we consider not paying any new Committees, the twenty-five (dollars) ($25.00) - and that we phase out the payment of the twenty -five (dollars) ($25.00) — as people are replaced or their Term expires." Deputy Mayor Brown suggested, "Maybe the Manager can bring that back as a Consent item as well ?" Commissioner Krebs suggested, "I think you should just phase the whole thing out and not piece it out by person." Manager Smith remarked, "Mayor, if we do that, can I recommend that maybe we do it at the end of a Fiscal Year; maybe do it throughout this Fiscal Year, then cut it off?" Mayor Bush stated, "Yes. I think even these new Boards shouldn't - go until the new Budget year. Because, again, even if we don't pay them, the Clerk's are going to have overtime; she has got to factor that into her Budget, and present it." Commissioner McGinnis recommended, "I don't think that we should phase out the twenty -five dollars ($25.00), I think we just do away with it." Manager Smith stated, "If that is the Commission's direction on the funding, I will incorporate that in our Budget cycle, and when we have our Budget discussions I'll remind the Commission that we will not be moving forward with funding of those Boards, and Andrea (Lorenzo - Luaces, City Clerk), if you could help me with the recollection on that." Furthermore, Manager Smith explained, "In the Budget cycle for the upcoming Budget at the end of this Fiscal Year, we will remove the funding for all the Boards. Any new Boards that are created, I think it is this Commission's desire, not to pay those new Boards." Discussion ensued on whether Commission Appointments be done by District Appointments or not. Commissioner Krebs stated, "I think we can look at that and discuss this then." CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP - FEBRUARY 1, 2010 PAGE 7 OF 7 Mr. Chuck Pula, Director, Parks and Recreation Department commented on a new Parks and Recreation Advisory Board and spoke on the merits of such a Board. Discussion followed on balancing the Members; having a senior component on this Board; and that on this Board, that there should probably be more than five (5) Members. Mr. Pula also noted, "I think things can be covered - effectively, without meeting on a monthly basis." Deputy Mayor Brown stated, "Yes." Commissioner McGinnis stated, "Good." No objections were voiced. Commissioner Bonner departed the Workshop at 8:01 p.m. Deputy Mayor Brown and Commissioner Krebs suggested this new Advisory Committee have nine (9) Members .' "'' and also suggested that Mr. Pula should advise the City Commission as to how many Members he thinks there should be. A_r; Garganese explained about a process that he and the City Manager were considering related to handling may` "` Attorney g P P Y g g "Administrative Appeals of interpretation decisions of the Building Official and the Fire Marshal. ".,:,,. In other City business, Mayor Bush mentioned the upcoming Tri- County League of Cities Luncheon Meeting and to inform the City Clerk if anyone was going to attend. ADJOURNMENT Mayor Bush adjourned the Workshop at 8:02 p.m. RESPECTFULLY SUBMITTED: ANDREA LORENZO - LUACES, MMC CITY CLERK APPROVED: MAYOR JOHN F. BUSH NOTE: These Minutes were approved at the , 2010 City Commission Regular Meeting.