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HomeMy WebLinkAbout2008 01 28 Consent 203 Approval of the January 7, 2008 Special Meeting MinutesCITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION SPECIAL MEETING JANUARY 7, 2008 -. . ;~ ~- °~~.; CALL TO ORDER ;~ ;. The Special Meeting of Monday, January 7, 2008 of the City Commission was called to Order by Mayor John F. Bush at 5:00 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 Donald A. Gilmore, present Commissioner Robert S. Miller, present Commissioner Rick Brown, present Commissioner Sally McGinnis, present Commissioner Joanne M. Krebs, present City Manager Ronald W. McLemore, arrived at 5:01 p.m. City Attorney Anthony A. Garganese, arrived at 5:09 p.m. A moment of silence was followed by the Pledge of Allegiance. Mayor Bush opened "Public Input ". No one spoke. Mayor Bush closed "Public Input ". City Manager Ronald W. McLemore arrived at S: 01 p. m. Discussion. Mr. Charles Lacey, 733 Bear Creek Circle, Winter Springs, Florida as the President of the Oviedo-Winter Springs Chamber of Commerce, Mr. Lacey addressed the City Commission regarding the "State of the City" presentation. Discussion followed on the Installation of the Officers for the Tri-County League of Cities and the "State of the City" presentation for the Oviedo-Winter Springs Regional Chamber of Commerce. Mr. Lacey suggested that perhaps the City of Winter Springs' State of the City presentation could be given in February? Mayor Bush then said to Mr. Lacey, "Why don't you check on that?" CITY OF WINTER SPRINGS; FLORIDA MINUTES CITY COMMISSION SPECIAL MEETING -JANUARY 7, 2008 PAGE 2 OF 10 Next, discussion ensued on the start date for the Cell Towers. Manager McLemore said, "We' 11 get an update." Deputy Mayor Donald A. Gilmore added, "I think we all ought to know it." Mayor Bush then mentioned an event with the Florida League of Cities being held next week in front of some homes in the Winding Hollow subdivision. Mayor Bush added, "I will have to give you that date." Commissioner Rick Brown mentioned he had met with Seminole County Commissioner Bob Dallari on the Brownfields and SEED (Seminole Economic Enhancement District) programs and noted, "He has offered to come in and actually do a presentation for us so Mayor, if we could extend that invitation to him, if we can access this other Commission, I think it might be very interesting for Bob (Dallari) to come in and talk about what the County has done and what the financial implications could be for the Town Center." Mayor Bush said, "Okay. Commissioners, all in agreement with that?" Commissioner Joanne M. Krebs said, "Absolutely." There were no objections. City Attorney Anthony A. Garganese arrived at S: 09 p. m. Commissioner Sally McGinnis asked, "Would it be a good idea to have a staff person from the County?" Mayor Bush said, "[County Commissioner] Dallari would be here. He'll probably bring somebody." Commissioner McGinnis said, "Good." Mayor Bush stated, "Maybe at our second Meeting in January." Mayor Bush asked, "Andrea [Lorenzo-Luaces, City Clerk] remind me to send a letter, inviting him." Discussion followed on the County wanting to cancel some meetings involving the County. Mayor Bush said, "At our next Commission Meeting, and maybe under our Seats -the Commission as a whole, makes a recommendation or makes a decision on this, because they are going to ask for it." Mayor Bush then added, "I think we need to make a decision and say `This is what Winter Springs thinks'." Mayor Bush said, "Maybe Mr. Gilmore could write up or have Andrea [Lorenzo-Luaces] type up your notes there and give them out to the Commissioners." Deputy Mayor Gilmore said, "I will organize them and distribute them and ask Andrea [Lorenzo- Luaces] to do that." Deputy Mayor Gilmore then said, "I have here a letter from Brenda Carey [Chairman, Seminole County Board of County Commissioners], so we will include that in the package." 6 ' ~,,:' , ~: - ~~ With further discussion, Mayor Bush said, "In our next Meeting, I will bring this up under the Seats." Discussion. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION SPECIAL MEETING -JANUARY 7, 2008 PAGE 3 OF l0 Mayor Bush then explained he had an appointment with Representative Dean Cannon. Discussion. Commissioner Brown mentioned the need for a Town Center Tenants meeting. Continuing, Commissioner Brown said, "There is an existing entity called the Winter Springs Town Center Merchant's Association that we created last year that still exists." Manager McLemore said, "I would love to meet with them and see what we can do." Mayor Bush commented that "We had a request to -have an Economic Development Council Meeting here -they wanted to have in the [Winter Springs] Senior Center -and I guess the Commission's Policy prohibits the use of the Senior Center for anything except Seniors. I think the Commission needs to look at that again." Discussion. With comments, Mayor Bush stated, "Maybe at our next Meeting, we can take some action on that. Give the Manager some direction on it." REGULAR AGENDA REGULAR 600. Office Of The City Manager Requesting The Commission To Receive The Fire Assessment Study Report From Government Services Groun. Ms. Marguerite McCauley, CPA CFE, Senior Project Manager, Government Services Group, Inc., 1 S00 Mahan Drive, Suite 1 S0, Tallahassee, Florida: presented a PowerPoint presentation to the City Commission. Discussion. Tape 1/Side B Further discussion. Deputy Mayor Gilmore asked, "What is the `Institutional'?" Ms. McCauley explained, "Institutional, are those properties that - by definition -would it serve a public purpose - churches, schools, government properties, hospitals, nursing homes -anything public service in nature." Deputy Mayor Gilmore then said, "Schools are definitely in here?" Ms. McCauley said, "Yes." CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION SPECIAL MEETING -JANUARY 7, 2008 PAGE 4 OF I O Commissioner Robert S. Miller asked, "Do you have a breakout of the institutions?" Ms. McCauley said, "I can generate a list very easily." With further comments, Commissioner Miller said such a list would be very helpful. Discussion. - Further discussion. Commissioner Miller then suggested getting an Agenda Item on the next Meeting on what has been done and what needs to be done. Discussion. Deputy Mayor Gilmore said, "When you put in the estimated buy-down for institutional, what -did you consider, schools at that point? Churches?" Ms. Crystalyn R. Carey, Associate, Nabors Giblin & Nickerson, P.A., 1 S00 Mahan Drive, Suite 200, Tallahassee, Florida: said, "All government properties first and foremost, and secondly, anything that is classified by the Property Appraiser as institutional tax exempt." With discussion on the possible purchase of a Fire Truck, Commissioner Krebs said, "We wouldn't have to fund the Fire Truck from here, because don't we have money -didn't we put money away to fund that Fire Truck already? That is what I understood." Mayor Bush added, "That is true. That is right. That is what we are going to have to talk about." Commissioner Krebs added, "If we purchased a Fire Truck through this Fund, could we lease it and pay a portion of it per year. Could that be distributed throughout?" Manager McLemore said, "Yes." Commissioner Krebs said, "Okay." Manager McLemore mentioned, "You have numerous options." Commissioner Krebs then said, "So, we are not stuck to just this?" Manager McLemore said, "No." Discussion. Mayor Bush said, "I think the right thing to do is find out what keeps it Revenue Neutral because that is what we've said to people." Mayor Bush then said, "But we don't know which one of these make it Revenue Neutral." Manager McLemore said, "We can come back and get that pretty quick." Mayor Bush asked, "Can we get it tonight?" Manager McLemore said, "Yes." Discussion. CITY OF WINTER SPRINGS, FLORIDA MINUTES C[TY COMMISSION SPECIAL MEETING -JANUARY 7, 2008 PAGE 5 OF l0 Mayor Bush called a Recess at 6:29 p. m. The Special Meeting was called back to Order at 6:41 p. m. Tape 2/Side A Ms. Carey stated, "Depending on the Tax Collector Policy here in Seminole County, they might offer some type of an installment payment plan for those individuals who are unable to make their tax bill payment at one time. So, if you send them the separate bill or we send them the separate bill for you, and they don't pay it; then they would have that amount rolled over delinquent to the tax bill in [20]'08 and then they could pay everything at that one time through this -scheduled payment plan or whatever the Policy is here in Seminole County." Mayor Bush asked, "Does anyone know the policy of the Tax Collector in Seminole County? Okay. We need to find that out." Ms. Carey added, "That's an option." Mayor Bush then asked the City Commission, "Do you want to exempt anybody from this Policy, from this Fee - it is something we need to know." Commissioner Brown stated, "I don't." Deputy Mayor Gilmore returned to the Commission Chambers at 6:42 p. m. Ms. Carey noted, "We've got two (2) issues here, we've got the exemption regarding wholly tax exempt entities and governmental entities and then we've got the issue related to hardship existence." Regarding hardship situations, Ms. McCauley said, "I believe the question was whether you could decide to do this at a later date. You can. You could add an indigency program within the Resolution at your Public Hearing or you can Amend the Resolution at a later date to add it, if you received many requests after the bills went out. We have done that at several places. It is fairly common." ,, :._ "I MOVE THAT WE HAVE NO HARDSHIP EXEMPTIONS FOR THE PURPOSE OF THIS FEE." MOTION BY COMMISSIONER BROWN. SECONDED BY COMMISSIONER MILLER. DISCUSSION. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION - SPECIAL MEETING -JANUARY 7, 2008 PAGE 6 OF ] 0 VOTE: COMMISSIONER BROWN: AYE COMMISSIONER KREBS: AYE DEPUTY MAYOR GILMORE: AYE COMMISSIONER MILLER: AYE COMMISSIONER McGINNIS: NAY ~.. _ MOTION CARRIED. With further comments, Ms. Carey said, "And that list of fees, I called the office. They are going to generate it, email it tonight, so I can probably get it to Kevin Smith tonight." Discussion ensued on possible impacts and exemptions. Ms. McCauley stated, "We could include findings in the Resolution that established that for purposes of this year, to provide notice for budgeting for next year there was going to be an exemption for this year, but in future years there would not. We could do that?" Manager McLemore added, "There may not be." Ms. McCauley added, "Right. That would be determined .on an annual basis. Manager McLemore noted, "Right." Discussion. "MOTION IS THAT WE EXEMPT ALL OF THE INSTITUTIONS THAT ARE NOW TAX EXEMPT BY SEMINOLE COUNTY TAX COLLECTOR." MOTION BY DEPUTY MAYOR GILMORE. SECONDED BY COMMISSIONER KREBS. DISCUSSION. VOTE: DEPUTY MAYOR GILMORE: AYE COMMISSIONER McGINNIS: NAY COMMISSIONER KREBS: AYE COMMISSIONER BROWN: AYE COMMISSIONER MILLER: AYE MOTION CARRIED. Mayor Bush noted, "I think the only thing we have left to do is to actually set the Rate which doesn't have to be the final Rate, but the one which we cannot go above." Additionally, Mayor Bush added, "If it is non-taxable by the Tax Collector, then it is exempt." CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION SPECIAL MEETING -JANUARY 7, 2008 PAGE 7 OF 10 Commissioner Brown said, "If we went forward with Scenario 1 with the amount in there for the Fire Truck and then we decided to purchase the Fire Truck on time, that revenue is still there and can be used for other things. Correct?" Manager McLemore said, "Right." "I WOULD LIKE TO MAKE A MOTION THAT WE ACCEPT SCENARIO 1 AS BEING OUR NOT TO GO OVER NUMBER." MOTION BY COMMISSIONER BROWN. MAYOR BUSH REMARKED, "TWO HUNDRED AND FIFTY-SIX DOLLARS ($256.00) WOULD BE THE RATE." SECONDED BY -' COMMISSIONER KREBS. DISCUSSION. MANAGER McLEMORE SAID, "IF WE REDUCE YOUR AD VALOREM TAXES BY 1.0423 MILS TO MAKE THIS REVENUE NEUTRAL WHICH PRODUCED ABOUT TWO MILLION THREE HUNDRED AND SEVENTY FIVE THOUSAND DOLLARS ($2,375,000.00) .EQUAL TO APPROXIMATELY TWO HUNDRED AND TWENTY THREE DOLLARS ($223.00} - A YEAR AS THE FEE. NOW, ALL THAT WAS BASED ON ESTIMATED NUMBERS." DEPUTY MAYOR GILMORE ASKED, "WHEN WE PASSED THIS ASSESSMENT, DID WE NOT AGREE THAT WE WOULD MAKE IT REVENUE NEUTRAL?" MAYOR BUSH NOTED, "THAT WAS THE INTENT." COMMISSIONER McGINNIS STATED, "THAT WAS THE INTENT." DEPUTY MAYOR GILMORE ADDED, "THAT WAS THE FULL INTENT - WE TOLD EVERYBODY THIS WILL BE REVENUE NEUTRAL." MAYOR BUSH SAID, "SO, IF IT IS REVENUE NEUTRAL, IT WOULD BE SOMEWHERE BETWEEN 216 AND 227, THEN IS THAT RIGHT?" MAYOR BUSH ADDED, "IT WOULD BE FIVE (5) AND SIX (6), SOMEWHERE BETWEEN THOSE TWO (2)." MANAGER McLEMORE SAID, "YES." VOTE: COMMISSIONER BROWN: AYE COMMISSIONER MILLER: AYE COMMISSIONER McGINNIS: AYE COMMISSIONER KREBS: AYE DEPUTY MAYOR GILMORE: AYE MOTION CARRIED. With further discussion, Manager McLemore said, "We do need some further action. As -three (3) actions you need to take and you have done two (2) of them. The third one is the authority to move forward and bring back to you the proper documents and there is another phase in their Contract with GSG (Government Services Group, Inc.) to do that and that is thirty-three thousand dollars ($33,000.00)." CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION SPECIAL MEETING -JANUARY 7, 2008 PAGE 8 OF 10 Mr. Kevin Smith, Director, General Services Department stated, "Thirty one thousand in addition to Phase I which is completed now for a total of eighty one thousand [dollars] ($81,000.00)." Mayor Bush asked, "What is the Motion?" Mr. Smith said, "Proceed to Phase 2 for GSG (Government Services Group, Inc.) to proceed to Phase 2 authorizing us to contract with them on page 2 at a cost of thirty-one thousand dollars ($31,000.00), in ~' addition to the fifty thousand dollars ($50,000.00) we have already paid for, a total of eighty-one thousand [dollars] ($81,000.00)." "SO MOVED." MOTION BY COMMISSIONER KREBS. SECONDED BY COMMISSIONER McGINNIS. DISCUSSION. VOTE: COMMISSIONER KREBS: AYE DEPUTY MAYOR GILMORE: AYE COMMISSIONER MILLER: AYE COMMISSIONER McGINNIS: AYE COMMISSIONER BROWN: AYE MOTION CARRIED. REGULAR 601. Community Development Department -Planning Division Requests That The City Commission And Local Planning Agency Participate In Reviewing The Draft Evaluation And Appraisal Report (EAR) And Join In A Discussion Led By Planning Communities, LLC On The Recommendations Related To The City's List Of Major Issues. Ms. Eloise Sahlstrom, AICP, ASLA, Senior Planner, Community Development Department introduced the Consultants. Ms. Teresa Townsend, AICP, Chief Executive Officer, Planning Communities, LLC, 2510 Wild Tamarind Boulevard, Orlando, Florida: addressed the City Commission and gave an overview of the EAR -Evaluation And Appraisal Report. Tape 2/Side B Ms. Karen T. Campblin, Senior Planner, Planning Communities, LLC, 251 D Wild Tamarind Boulevard, Orlando, Florida: addressed the City Commission and discussed the Draft Report. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION SPECIAL MEETING -JANUARY 7, 2008 PAGE 9 OF 10 Discussion ensued with the City Commission and Members of the Local Planning Agency commenting on whether there had been enough time to prepare for a discussion on this Agenda Item. Vice Chairman of the Local Planning Agency Vice Chairman Charles Lacey said, "I personally would like to get some clarification on what role we need to play in this, ,y -' because it seemed like the expectation coming into this Meeting is that you were expecting to review a product that was a result of our work and review that we had passed on, and in fact we received it at the same time." "I AM WILLING TO MAKE A MOTION TO POSTPONE AND I DON'T KNOW WHAT DATE. THAT IS UP TO THE COMMISSION TO DECIDE." MOTION BY COMMISSIONER KREBS. MAYOR BUSH SAID, "MOTION IS TO - TABLE." COMMISSIONER KREBS ADDED, "TABLE." SECONDED BY COMMISSIONER McGINNIS. DISCUSSION. VOTE: DEPUTY MAYOR GILMORE: NAY COMMISSIONER McGINNIS: AYE COMMISSIONER KREBS: AYE COMMISSIONER BROWN: AYE COMMISSIONER MILLER: AYE MOTION CARRIED. Discussion. Vice Chairman Lacey then asked, "I would like to know the will of the Commission. Would you like -the LPA (Local Planning Agency) to receive this document, review it and make specific recommendations before it is presented back to the Commission so that it is the product of our work..." Mayor Bush said, "...Yes." Mayor Bush added, "Yes. That is what we thought we were going to have." Mayor Bush asked Vice Chairman Lacey, "How do you think it should proceed from your Committee's standpoint?" Responding, Vice Chairman Lacey stated, "I think our function is to scrub these issues and present some sort of redacted version of the recommendations -that your Appointees have gone through and made some evaluations; so I think the proper approach is as we just discussed, is for us to have another Meeting with Eloise (Sahlstrom) and the Consultants and then come back and do this Meeting again where we can present these." Mayor Bush said, "I would agree." Deputy Mayor McGinnis stated, "I would agree with that." CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION SPECIAL MEETING -JANUARY 7, 2008 PAGE 10 OF 10 Ms. Sahlstrom asked, "When we come back to you, do you want that to be a Regular Meeting - a Regular Agenda Item, or do you want to try to do it as a Workshop because we are trying to get this draft to the State by February 1St." Mayor Bush suggested, "I don't think it needs to be a Workshop; it needs to be a Meeting, maybe a Special Meeting where we can make a decision." Discussion followed on dates, and Ms. Sahlstrom stated, "We'll make it happen. We'll bring it back." Commissioner Miller added, "I would like to ask Mayor, that we don't make it during the Regular Commission Meeting though." Mayor Bush stated, "No, it can't be during the Regular Commission Meeting." Mayor Bush then noted, "So, Eloise (Sahlstrom) will coordinate -with Mr. Lacey or whomever." Commissioner Krebs mentioned, "I am going to be gone -the week of the 28th (January 2008)." Commissioner McGinnis mentioned, "I am gone the week before." Mayor Bush added, "Let the Clerk know Commissioners, when you are not going to be in town." ADJOURNMENT Mayor Bush adjourned the Special Meeting at 7:49 p.m. RESPECTFULLY SUBMITTED: JOAN L. BROWN, DEP UTY CITY CLERK AND ANDREA LORENZO-L UACES CITY CLERK APPROVED: JOHN F. BUSH MAYOR v . NOTE: These Minutes were approved at the , 2008 Regular City Commission Meeting. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION SPECIAL MEETING JANUARY 7,2008 CALL TO ORDER The Special Meeting of Monday, January 7, 2008 of the City Commission was called to Order by Mayor John F. Bush at 5:00 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 Donald A. Gilmore, present Commissioner Robert S. Miller, present Commissioner Rick Brown, present Commissioner Sally McGinnis, present Commissioner Joanne M. Krebs, present City Manager Ronald W. McLemore, arrived at 5:01 p.m. City Attorney Anthony A. Garganese, arrived at 5:09 p.m. A moment of silence was followed by the Pledge of Allegiance. Mayor Bush opened "Public Input". No one spoke. Mayor Bush closed "Public Input". City Manager Ronald W McLemore arrived at 5:01 p.m. Discussion. Mr. Charles Lacey, 733 Bear Creek Circle, Winter Springs, Florida as the President of the Oviedo-Winter Springs Chamber of Commerce, Mr. Lacey addressed the City Commission regarding the "State of the City" presentation. Discussion followed on the Installation of the Officers for the Tri-County League of Cities and the "State of the City" presentation for the Oviedo-Winter Springs Regional Chamber of Commerce. Mr. Lacey suggested that perhaps the City of Winter Springs' State of the City presentation could be given in February? Mayor Bush then said to Mr. Lacey, "Why don't you check on that?" CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION SPECIAL MEETING - JANUARY 7, 2008 PAGE 2 OF 10 Next, discussion ensued on the start date for the Cell Towers. Manager McLemore said, "We'll get an update." Deputy Mayor Donald A. Gilmore added, "I think we all ought to know it." Mayor Bush then mentioned an event with the Florida League of Cities being held next week in front of some homes in the Winding Hollow subdivision. Mayor Bush added, "I will have to give you that date." Commissioner Rick Brown mentioned he had met with Seminole County Commissioner Bob Dallari on the Brownfields and SEED (Seminole Economic Enhancement District) programs and noted, "He has offered to come in and actually do a presentation for us so Mayor, if we could extend that invitation to him, if we can access this other Commission, I think it might be very interesting for Bob (Dallari) to come in and talk about what the County has done and what the financial implications could be for the Town Center." Mayor Bush said, "Okay. Commissioners, all in agreement with that?" Commissioner Joanne M. Krebs said, "Absolutely." There were no objections. City Attorney Anthony A. Garganese arrived at 5:09 p.m. Commissioner Sally McGinnis asked, "Would it be a good idea to have a staff person from the County?" Mayor Bush said, "[County Commissioner] Dallari would be here. He'll probably bring somebody." Commissioner McGinnis said, "Good." Mayor Bush stated, "Maybe at our second Meeting in January." Mayor Bush asked, "Andrea [Lorenzo-Luaces, City Clerk] remind me to send a letter, inviting him." Discussion followed on the County wanting to cancel some meetings involving the County. Mayor Bush said, "At our next Commission Meeting, and maybe under our Seats - the Commission as a whole, makes a recommendation or makes a decision on this, because they are going to ask for it." Mayor Bush then added, "I think we need to make a decision and say 'This is what Winter Springs thinks'." Mayor Bush said, "Maybe Mr. Gilmore could write up or have Andrea [Lorenzo- Luaces] type up your notes there and give them out to the Commissioners." Deputy Mayor Gilmore said, "I will organize them and distribute them and ask Andrea [Lorenzo- Luaces] to do that." Deputy Mayor Gilmore then said, "I have here a letter from Brenda Carey [Chairman, Seminole County Board of County Commissioners], so we will include that in the package." With further discussion, Mayor Bush said, "In our next Meeting, I will bring this up under the Seats." Discussion. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION SPECIAL MEETING - JANUARY 7, 2008 PAGE 3 OF 10 Mayor Bush then explained he had an appointment with Representative Dean Cannon. Discussion. Commissioner Brown mentioned the need for a Town Center Tenants meeting. Continuing, Commissioner Brown said, "There is an existing entity called the Winter Springs Town Center Merchant's Association that we created last year that still exists." Manager McLemore said, "I would love to meet with them and see what we can do." Mayor Bush commented that "We had a request to - have an Economic Development Council Meeting here - they wanted to have in the [Winter Springs] Senior Center - and I guess the Commission's Policy prohibits the use of the Senior Center for anything except Seniors. I think the Commission needs to look at that again." Discussion. With comments, Mayor Bush stated, "Maybe at our next Meeting, we can take some action on that. Give the Manager some direction on it." REGULAR AGENDA REGULAR 600. Office Of The City Manager Requesting The Commission To Receive The Fire Assessment Study Report From Government Services Group. Ms. Marguerite McCauley, CPA CFE, Senior Project Manager, Government Services Group, Inc., 1500 Mahan Drive, Suite 150, Tallahassee, Florida: presented a PowerPoint presentation to the City Commission. Discussion. Tape 1/Side B Further discussion. Deputy Mayor Gilmore asked, "What is the 'Institutional'?" Ms. McCauley explained, "Institutional, are those properties that - by definition - would it serve a public purpose - churches, schools, government properties, hospitals, nursing homes - anything public service in nature." Deputy Mayor Gilmore then said, "Schools are definitely in here?" Ms. McCauley said, "Yes." CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION SPECIAL MEETING-JANUARY 7, 2008 PAGE 4 OF 10 Commissioner Robert S. Miller asked, "Do you have a breakout of the institutions?" Ms. McCauley said, "I can generate a list very easily." With further comments, Commissioner Miller said such a list would be very helpful. Discussion. Further discussion. Commissioner Miller then suggested getting an Agenda Item on the next Meeting on what has been done and what needs to be done. Discussion. Deputy Mayor Gilmore said, "When you put in the estimated buy-down for institutional, what - did you consider, schools at that point? Churches?" Ms. Crystalyn R. Carey, Associate, Nabors Giblin & Nickerson, P.A., 1500 Mahan Drive, Suite 200, Tallahassee, Florida: said, "All government properties first and foremost, and secondly, anything that is classified by the Property Appraiser as institutional tax exempt." With discussion on the possible purchase of a Fire Truck, Commissioner Krebs said, "We wouldn't have to fund the Fire Truck from here, because don't we have money - didn't we put money away to fund that Fire Truck already? That is what I understood." Mayor Bush added, "That is true. That is right. That is what we are going to have to talk about." Commissioner Krebs added, "If we purchased a Fire Truck through this Fund, could we lease it and pay a portion of it per year. Could that be distributed throughout?" Manager McLemore said, "Yes." Commissioner Krebs said, "Okay." Manager McLemore mentioned, "You have numerous options." Commissioner Krebs then said, "So, we are not stuck to just this?" Manager McLemore said, "No." Discussion. Mayor Bush said, "I think the right thing to do is find out what keeps it Revenue Neutral because that is what we've said to people." Mayor Bush then said, "But we don't know which one of these make it Revenue Neutral." Manager McLemore said, "We can come back and get that pretty quick." Mayor Bush asked, "Can we get it tonight?" Manager McLemore said, "Yes." Discussion. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION SPECIAL MEETING - JANUARY 7, 2008 PAGE 5 OF 10 Mayor Bush called a Recess at 6:29 p.m. The Special Meeting was called back to Order at 6:41 p.m. Tape 2/Side A Ms. Carey stated, "Depending on the Tax Collector Policy here in Seminole County, they might offer some type of an installment payment plan for those individuals who are unable to make their tax bill payment at one time. So, if you send them the separate bill or we send them the separate bill for you, and they don't pay it; then they would have that amount rolled over delinquent to the tax bill in [20]'08 and then they could pay everything at that one time through this - scheduled payment plan or whatever the Policy is here in Seminole County." Mayor Bush asked, "Does anyone know the policy of the Tax Collector in Seminole County? Okay. We need to find that out." Ms. Carey added, "That's an option." Mayor Bush then asked the City Commission, "Do you want to exempt anybody from this Policy, from this Fee - it is something we need to know." Commissioner Brown stated, "I don't." Deputy Mayor Gilmore returned to the Commission Chambers at 6:42 p.m. Ms. Carey noted, "We've got two (2) issues here, we've got the exemption regarding wholly tax exempt entities and governmental entities and then we've got the issue related to hardship existence." Regarding hardship situations, Ms. McCauley said, "I believe the question was whether you could decide to do this at a later date. You can. You could add an indigency program within the Resolution at your Public Hearing or you can Amend the Resolution at a later date to add it, if you received many requests after the bills went out. We have done that at several places. It is fairly common." "I MOVE THAT WE HAVE NO HARDSHIP EXEMPTIONS FOR THE PURPOSE OF THIS FEE." MOTION BY COMMISSIONER BROWN. SECONDED BY COMMISSIONER MILLER. DISCUSSION. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION SPECIAL MEETING - JANUARY 7, 2008 PAGE 6 OF 10 VOTE: COMMISSIONER BROWN : AYE COMMISSIONER KREBS: AYE DEPUTY MAYOR GILMORE: AYE COMMISSIONER MILLER: AYE COMMISSIONER McGINNIS: NAY MOTION CARRIED. With further comments, Ms. Carey said, "And that list of fees, I called the office. They are going to generate it, email it tonight, so I can probably get it to Kevin Smith tonight." Discussion ensued on possible impacts and exemptions. Ms. McCauley stated, "We could include findings in the Resolution that established that for purposes of this year, to provide notice for budgeting for next year there was going to be an exemption for this year, but in future years there would not. We could do that?" Manager McLemore added, "There may not be." Ms. McCauley added, "Right. That would be determined on an annual basis. Manager McLemore noted, "Right." Discussion. "MOTION IS THAT WE EXEMPT ALL OF THE INSTITUTIONS THAT ARE NOW TAX EXEMPT BY SEMINOLE COUNTY TAX COLLECTOR." MOTION BY DEPUTY MAYOR GILMORE. SECONDED BY COMMISSIONER KREBS. DISCUSSION. VOTE: DEPUTY MAYOR GILMORE: AYE COMMISSIONER McGINNIS: NAY COMMISSIONER KREBS: AYE COMMISSIONER BROWN : AYE COMMISSIONER MILLER: AYE MOTION CARRIED. Mayor Bush noted, "I think the only thing we have left to do is to actually set the Rate which doesn't have to be the final Rate, but the one which we cannot go above." Additionally, Mayor Bush added, "If it is non-taxable by the Tax Collector, then it is exempt. " CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION SPECIAL MEETING - JANUARY 7, 2008 PAGE 7 OF 10 Commissioner Brown said, "If we went forward with Scenario 1 with the amount in there for the Fire Truck and then we decided to purchase the Fire Truck on time, that revenue is still there and can be used for other things. Correct?" Manager McLemore said, "Right." "I WOULD LIKE TO MAKE A MOTION THAT WE ACCEPT SCENARIO 1 AS BEING OUR NOT TO GO OVER NUMBER." MOTION BY COMMISSIONER BROWN. MAYOR BUSH REMARKED, "TWO HUNDRED AND FIFTY-SIX DOLLARS ($256.00) WOULD BE THE RATE." SECONDED BY COMMISSIONER KREBS. DISCUSSION. MANAGER McLEMORE SAID, "IF WE REDUCE YOUR AD VALOREM TAXES BY 1.0423 MILS TO MAKE THIS REVENUE NEUTRAL WHICH PRODUCED ABOUT TWO MILLION THREE HUNDRED AND SEVENTY FIVE THOUSAND DOLLARS ($2,375,000.00) EQUAL TO APPROXIMATELY TWO HUNDRED AND TWENTY THREE DOLLARS ($223.00) - A YEAR AS THE FEE. NOW, ALL THAT WAS BASED ON ESTIMATED NUMBERS." DEPUTY MAYOR GILMORE ASKED, "WHEN WE PASSED THIS ASSESSMENT, DID WE NOT AGREE THAT WE WOULD MAKE IT REVENUE NEUTRAL?" MAYOR BUSH NOTED, "THAT WAS THE INTENT." COMMISSIONER McGINNIS STATED, "THAT WAS THE INTENT." DEPUTY MAYOR GILMORE ADDED, "THAT WAS THE FULL INTENT - WE TOLD EVERYBODY THIS WILL BE REVENUE NEUTRAL." MAYOR BUSH SAID, "SO, IF IT IS REVENUE NEUTRAL, IT WOULD BE SOMEWHERE BETWEEN 216 AND 227, THEN IS THAT RIGHT?" MAYOR BUSH ADDED, "IT WOULD BE FIVE (5) AND SIX (6), SOMEWHERE BETWEEN THOSE TWO (2)." MANAGER McLEMORE SAID, "YES." VOTE: COMMISSIONER BROWN : AYE COMMISSIONER MILLER: AYE COMMISSIONER McGINNIS: AYE COMMISSIONER KREBS: AYE DEPUTY MAYOR GILMORE: AYE MOTION CARRIED. With further discussion, Manager McLemore said, "We do need some further action. As - three (3) actions you need to take and you have done two (2) ofthem. The third one is the authority to move forward and bring back to you the proper documents and there is another phase in their Contract with GSG (Government Services Group, Inc.) to do that and that is thirty-three thousand dollars ($33,000.00)." CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION SPECIAL MEETING - JANUARY 7, 2008 PAGE 8 OF 10 Mr. Kevin Smith, Director, General Services Department stated, "Thirty one thousand in addition to Phase I which is completed now for a total of eighty one thousand [dollars] ($81,000.00)." Mayor Bush asked, "What is the Motion?" Mr. Smith said, "Proceed to Phase 2 for GSG (Government Services Group, Inc.) to proceed to Phase 2 authorizing us to contract with them on page 2 at a cost of thirty-one thousand dollars ($31,000.00), in addition to the fifty thousand dollars ($50,000.00) we have already paid for, a total of eighty-one thousand [dollars] ($81,000.00)." "SO MOVED." MOTION BY COMMISSIONER KREBS. SECONDED BY COMMISSIONER McGINNIS. DISCUSSION. VOTE: COMMISSIONER KREBS: AYE DEPUTY MAYOR GILMORE: AYE COMMISSIONER MILLER: AYE COMMISSIONER McGINNIS: AYE COMMISSIONER BROWN : AYE MOTION CARRIED. REGULAR 601. Community Development Department - Planning Division Requests That The City Commission And Local Planning Agency Participate In Reviewing The Draft Evaluation And Appraisal Report (EAR) And Join In A Discussion Led By Planning Communities, LLC On The Recommendations Related To The City's List Of Major Issues. Ms. Eloise Sahlstrom, AICP, ASLA, Senior Planner, Community Development Department introduced the Consultants. Ms. Teresa Townsend, AICP, Chief Executive Officer, Planning Communities, LLC, 2510 Wild Tamarind Boulevard, Orlando, Florida: addressed the City Commission and gave an overview of the EAR - Evaluation And Appraisal Report. Tape 2/Side B Ms. Karen T Campblin, Senior Planner, Planning Communities, LLC, 2510 Wild Tamarind Boulevard, Orlando, Florida: addressed the City Commission and discussed the Draft Report. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION SPECIAL MEETING - JANUARY 7, 2008 PAGE 9 OF 10 Discussion ensued with the City Commission and Members of the Local Planning Agency commenting on whether there had been enough time to prepare for a discussion on this Agenda Item. Vice Chairman of the Local Planning Agency Vice Chairman Charles Lacey said, "I personally would like to get some clarification on what role we need to play in this, because it seemed like the expectation coming into this Meeting is that you were expecting to review a product that was a result of our work and review that we had passed on, and in fact we received it at the same time." "I AM WILLING TO MAKE A MOTION TO POSTPONE AND I DON'T KNOW WHAT DATE. THAT IS UP TO THE COMMISSION TO DECIDE." MOTION BY COMMISSIONER KREBS. MAYOR BUSH SAID, "MOTION IS TO - TABLE." COMMISSIONER KREBS ADDED, "TABLE." SECONDED BY COMMISSIONER McGINNIS. DISCUSSION. VOTE: DEPUTY MAYOR GILMORE: NAY COMMISSIONER McGINNIS: AYE COMMISSIONER KREBS: AYE COMMISSIONER BROWN : AYE COMMISSIONER MILLER: AYE MOTION CARRIED. Discussion. Vice Chairman Lacey then asked, "I would like to know the will of the Commission. Would you like - the LPA (Local Planning Agency) to receive this document, review it and make specific recommendations before it is presented back to the Commission so that it is the product of our work..." Mayor Bush said, "... Yes." Mayor Bush added, "Yes. That is what we thought we were going to have." Mayor Bush asked Vice Chairman Lacey, "How do you think it should proceed from your Committee's standpoint?" Responding, Vice Chairman Lacey stated, "I think our function is to scrub these issues and present some sort of redacted version of the recommendations - that your Appointees have gone through and made some evaluations; so 1 think the proper approach is as we just discussed, is for us to have another Meeting with Eloise (Sahlstrom) and the Consultants and then come back and do this Meeting again where we can present these." Mayor Bush said, "I would agree." Deputy Mayor McGinnis stated, "I would agree with that." CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION SPECIAL MEETING - JANUARY 7, 2008 PAGE 10 OF 10 Ms. Sahlstrom asked, "When we come back to you, do you want that to be a Regular Meeting - a Regular Agenda Item, or do you want to try to do it as a Workshop because we are trying to get this draft to the State by February 1 st." Mayor Bush suggested, "I don't think it needs to be a Workshop; it needs to be a Meeting, maybe a Special Meeting where we can make a decision." Discussion followed on dates, and Ms. Sahlstrom stated, "We'll make it happen. We'll bring it back." Commissioner Miller added, "I would like to ask Mayor, that we don't make it during the Regular Commission Meeting though." Mayor Bush stated, "No, it can't be during the Regular Commission Meeting." Mayor Bush then noted, "So, Eloise (Sahlstrom) will coordinate - with Mr. Lacey or whomever." Commissioner Krebs mentioned, "I am going to be gone - the week of the 28th (January 2008)." Commissioner McGinnis mentioned, "I am gone the week before." Mayor Bush added, "Let the Clerk know Commissioners, when you are not going to be in town." ADJOURNMENT Mayor Bush adjourned the Special Meeting at 7:49 p.m. RESPECTFULLY SUBMITTED: JOAN 1. BROWN, DEPUTY CITY CLERK AND A REA LORENZO-LUACES ITY CLERK Li~~..~ ~ NOTE: These Minutes were approved at the January 28, 2008 Regular City Commission Meeting.