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HomeMy WebLinkAbout_2005 06 23 City Commission Workshop Minutes CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP JUNE 23, 2005 CALL TO ORDER The Workshop of Monday, June 23,2005 ofthe City Commission was called to order by Mayor John F. Bush at 6:01 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 Michael S. Blake, arrived at 6:06 p.m. Commissioner Robert S. Miller, absent Commissioner Donald A. Gilmore, present Commissioner Sally McGinnis, present Commissioner Joanne M. Krebs, present City Manager Ronald W. McLemore, present City Attorney Anthony A. Garganese, absent A moment of silence was followed by the Pledge of Allegiance. With the City Commission, City Manager Ronald W. McLemore discussed the Independence Day City Newsletter. INFORMATIONAL AGENDA INFORMATIONAL 300. Office Of The City Manager Budget Review. Fire Department: Fire Chief Tim Lallathin, Fire Department addressed the City Commission on his proposed Budget. Much discussion ensued about a Fire Department staff member assisting with inspections and the certification process for Fire Fighters. Tape I/Side B With additional discussion on staffing levels and certifications, Commissioner Donald A. Gilmore said, "I would support an additional Inspector." CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP - JUNE 23, 2005 PAGE20F9 Commissioner Joanne M. Krebs suggested, "I would like to see you put in funding for another person." Commissioner Sally McGinnis noted, "I would like to see the idea explored more and try to develop present staff. I think there is a lot of incentive there." Commissioner McGinnis added, "I like the idea of Staff being able to go to higher levels and I would like that option." Deputy Mayor Michael S. Blake said, "Did she say 'No' to an additional person?" Commissioner McGinnis commented, "Yes - for now." Mayor Bush added, "She is asking for the information." Commissioner Gilmore added, "I support an additional person who is specifically trained, educated in Fire Inspection and all of the necessary Codes that go with it." Deputy Mayor Blake stated, "Yes." Mayor Bush summarized, "The Commission is saying they would consider a full-time Fire Inspector as the Chief has indicated." Discussion continued on the Fire Department Budget. Deputy Mayor Blake then asked, "Can we get a copy of the Ordinance on the Medical Transport Fund, at your convenience?" Deputy Mayor Blake added, "Specifically, I think we really need an Ordinance - we need to look and see what the actual creation of that Fund was. What it allows; and what it doesn't allow - if we need to fix it, we need to fix it." Chief Lallathin noted, "I will make sure of that." Mayor Bush then asked, "Does all the Commission want a copy of the Ordinance?" No member of the City Commission voiced an objection. Regarding a new Fire Station, Deputy Mayor Blake said, "We need to actually research and perhaps have some conversation - with the controlling party on the property that we currently own - which is restricted use." Deputy Mayor Blake added, "We have a dead piece of property and now might be a very good time to have a conversation with the controlling party that could relieve us of that restriction." Manager McLemore said, "I think we already did that, but I'll check." Discussion. General Services Department: Regarding the General Services Director position, Manager McLemore noted that Chief Lallathin "Was filling in there, but I am probably going to be filling that job in the next thirty (30) days." Mayor Bush called a Recess at 7:25 p.m. The Workshop was called back to order at 7:36 p.m. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP - JUNE 23, 2005 PAGE 3 OF 9 Discussion ensued on the General Services Director position that Chief Lallathin has also been handling. Manager McLemore stated, "Thank goodness Tim [Lallathin] has really been able to help me." Further discussion. Manager McLemore added, "I really think I have a good person lined up now mid I am going to try to bring that to a close." Deputy Mayor Blake noted, "I think that is great that you finally filled the position after three (3) years, but I would hope that the Commission would recognize in some way that when - if somebody has to step in and do a job because we have a disaster out here like we had with the hurricanes, that is one set of issues or scenario. If we have somebody that has to step in because we lose a Department Head or we lose a position, somebody has to go over and cover for a period of time - that I think is expected as being part of the job that you signed up for, it is about making the team work. But for an extended period of time, I think it should be policy first off, if we are going to expect a Department Head to take on additional responsibilities, that there ought to be some consideration to do so. That doesn't mean a month or two (2), that is different; but six (6) months, I think we have got to talk about it. A year, no question. Three (3) years, I think we owe him something." Commissioner McGinnis remarked, "Absolutely." Manager McLemore stated, "I would support some consideration for that - for Tim [Lallathin]." Deputy Mayor Blake then suggested, "I would like something to come back to us on that." Manager McLemore said, "Okay." Commissioner McGinnis also noted, "Okay." Mayor Bush stated, "Maybe some kind of a Policy ought to be considered that when a job is vacant for an extended length of time, that it just becomes an automatic consideration for remuneration, rather than just having to treat it as a special case." Deputy Mayor Blake said, "Absolutely." Deputy Mayor Blake then said to Manager McLemore, "I expect to see that position filled really soon!" Mayor Bush said, "What is your expectation Ron [McLemore], on the filling?" Manager McLemore noted, "I have the person in line." Tape 2/Side A Community Development Department: Mr. Randy Stevenson, ASLA, Director, Community Development Department spoke to the City Commission on his proposed Budget. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP - JUNE 23, 2005 PAGE40F9 Much discussion ensued on staffing and improving "Customer Service." Commissioner Krebs noted, "If there is something else we need to do up there, and if it is people we need, then we need to do something about that, because I think for me, one of my biggest concerns is to serve the community and that is what I think we need to do, however we can." Mr. Stevenson then commented on cross training his staff. Further discussion followed on staffing, to which Deputy Mayor Blake noted, "My concern is that we set a Policy on funding the back portion of the Retirement Plan and holding raises to a certain level and it appears as though - we are not applying the Policy equally to everybody." Deputy Mayor Blake further said, "This might be one of those times, like in other times when we have been notified, or asked, or had an opportunity to have some input - that this might have been one of those times." Discussion. Tape 2/Side B Discussion ensued on salary increases for a few members of the Community Development Staff, to which Deputy Mayor Blake stated, "If there is going to be any exception to a Policy or some sort of a specific deviation then we ought to know about it. That is what I am primarily concerned with." Deputy Mayor Blake added, "I think we should have been in the loop on it." Furthermore, "Our direction also to you is to communicate with us and let us know what is going on." With discussion on this compensation issue, Manager McLemore noted, "When we find out these situations, we try to deal with them." Next discussed was the Development Services Fund. Deputy Mayor Blake said, "I think we need - going forward, this Fund cannot operate at a loss if we are not putting expenditures at our actual costs of providing the services, number one." Deputy Mayor Blake further stated, "Assuming we only have expenditures - it needs to be a Fund that its fees are structured for covering those costs, number one. Number two - make sure that we are not setting up a fee structure that collects monies in place ofthat which aren't attributed to this." Next, Deputy Mayor Blake suggested, "That in this Fund, in particular, I think we need to - put together some sort of a five (5) year notice of plan of where this Fund Balance ought to end up." Additional discussion. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP - JUNE 23, 2005 PAGE50F9 Assessment Districts: The Boards were the next Budgets discussed with Mr. Steven Richart, Beautification Coordinator, Community Development Department. Beginning on page E-23, discussion ensued on the Tuscawilla Lighting and Beautification District. Tape 3/Side A With discussion on the Tuscawilla Lighting and Beautification District, there was confusion on the term "Ponds" which in this case meant the entrance fountains. Mayor Bush suggested, "Rename it 'Fountains'." Commissioner McGinnis agreed. Commissioner Krebs stated, "Yes." Mayor Bush further suggested the wording, "Fountain Maintenance." Discussion. With comments on the Improvement Fund, Manager McLemore noted, "If it is a Bond, then it's usually done twice a year. Ifit's a Bank Note, it's negotiable. So that cash flow, we..." Deputy Mayor Blake stated, "...In doing so, it may be just slightly off the point here, but in doing so, we want to look at the other outstanding debt, and then see if it makes sense to roll it all into one or not. Let's not forget to do that." The Oak Forest Wall and Beautification District Budget was discussed next, starting with page E-22. Discussion. Regarding the Oak Forest Wall and Beautification District and a Wall Extension, Commissioner Krebs asked Mr. Richart, "Could we have some information on what was originally Voted on, the very first time there was a Vote made regarding the Extension?" Mr. Richart stated, "Sure." Furthermore, Mr. Richart remarked, "I'll bring that to you." Manager McLemore spoke next on a possible Town Center District in the future. Deputy Mayor Blake said to Manager McLemore, "You don't think that it would make more sense to get that District formed and put into place sooner than later?" Deputy Mayor Blake added, "The idea is that when it is there and it is in existence, it is politically not the fight then because it is already in existence." Discussion. Deputy Mayor Blake then said, "But if the District is in place and it's recorded as similar - then every time there is a Title search done, it is going to show up." Manager McLemore said he would check on the legality of this. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP - JUNE 23, 2005 PAGE 6 OF 9 Further discussion. Public Works/Utility Department: Mr. Kip Lockcuff, P.E., Director, Public WorkslUtility Department presented his Budget with discussion starting on page C-25. Discussion. Next, Mr. Lockcuff noted, "That small three hundred and fifty thousand [dollars] ($350,000.00), that's on your - 'Add back' list - that's on the 'Add back' list, that's basically that - curved medians from - I think it was the entrance to the Park to Tuskawilla.. ." Deputy Mayor Blake added, "...It says Tuskawilla [Road] to GreeneWay..." Mr. Lockcuffsaid, "...No." Deputy Mayor Blake remarked, "It doesn't say that?" Mr. Lockcuff said, "No. It does say that, it's not what it is - it was the - first request the Commission made was for the Town Center, and that's that number. We had subsequent discussions about going on to the GreeneWay, create little oases and all that.. ." Deputy Mayor Blake said, "... Yes we had that discussion. That was passed." Mr. Lockcuff said, "But, I don't think we ever put a number in for that." Deputy Mayor Blake noted, "There is a problem with that - because the Commission said that is what we wanted to do." Mr. Lockcuff stated, "You didn't say when though." Deputy Mayor Blake remarked, "I think that meant ASAP - the same time as we - would be doing this." Mr. Lockcuff noted, "I took this as your first step. You wanted to do that and could see that in the future, but if you want that number we can bring that..." Deputy Mayor Blake said, "... You might want to get the tapes of that Meeting." Manager McLemore commented, "You're saying that - your first Vote included the first phase of Tuskawilla Road to the GreeneWay?" Deputy Mayor Blake noted, "In an oasis format. In other words, the discussion as I remembered it, was quite clear that that portion of [State Road] 434 from Tuskawilla [Road] to the GreeneWay would also be included, not at the same level as what we are talking about here in the core Town Center, but we are spending money to do the Village Walk side on [State Road] 434 was the discussion. We are spending money on the central section but we weren't doing anything on [State Road] 434 on the east side. And the discussion was and it was agreed upon by the Commission that we would look at and see what it would cost to do these oases periodically - and you understand what I am talking about..." Mr. Lockcuff said, "...Yes..." Deputy Mayor Blake continued, "...Right Kip? That part of the discussion and that was supposed to come back to us at the same time." Mr. Lockcuff commented, "Yes, that's going to take a little bit of time by Steve or someone, I don't think he has time, but I understand the concept. We will just have to make sure everyone understands on how big those oases are, the location, that kind of thing." CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP - JUNE 23, 2005 PAGE70F9 Commissioner McGinnis remarked, "There was also discussion on enhancing the landscaping of [State Road] 434 - the trees..." Deputy Mayor Blake added, ".. .We had that last Meeting." Commissioner McGinnis noted, "Yes." Mr. Lockcuff then said, "And that is going to come back in August when - on the three hundred and twenty thousand [dollars] ($320,000) that we have set aside and the One Cent - project costs and see what's available." Discussion. Manager McLemore then said, "This three hundred and fifty thousand [dollars] ($350,000.00) on this medians thing includes that amount of work they wanted to do on up to the GreeneWay or not?" Mr. Lockcuff commented, "Don't believe it does, no." Manager McLemore added, "Certainly, we need to verify that." Further discussion. Commissioner McGinnis remarked, "When you come out of Villagio - when you come out of there, if you come out at - the Trustco Bank and you are coming west, the first - there is a cut-off. And the signs to not take that cut-off, don't face the driver. Drive it and you will know what I am saying." Mr. Lockcuff said, "Okay." Mr. Lockcuff then explained, "We'll have to change the Gary Hillery to the one [hundred] seventy-five [thousand dollars] ($175,000.00) from the one [hundred] fifty [thousand dollars] ($150,000.00) shown based on last Monday's approval." Commissioner Gilmore added, "Yes." On page E-9, Mr. Lockcuff stated that regarding the Transportation Impact Fee, "We need to add some money for Hayes Road based on - direction of the last Meeting or two (2) - to make that happen, sooner rather than later." Tape 3/Side B Discussion ensued on "Turn Lanes" and "Deceleration Lanes." Mayor Bush suggested that the term "Deceleration Lanes" be retained. Deputy Mayor Blake suggested, "Call them 'DeceVTurn Lanes'." On page E-10 with discussion on the proposed City Hall expansion, discussion ensued on also planning a change to the fayade of City Hall, to which Commissioner McGinnis suggested that a new fayade for City Hall would "Be in line with the Town Center." Deputy Mayor Blake said, "If we can't afford to do the expansion, how are we going to afford to paint the front?" Manager McLemore added, "We're going to come back to you with a way to do this." CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP - JUNE 23, 2005 PAGE80F9 While the Town Center Trail infrastructure was being discussed, Deputy Mayor Blake asked, "Are we going to have signs along the way that point out things of interest?" Commissioner McGinnis added, "I think legends are good when they are appropriate." Next, Mr. Lockcuff spoke of a Fund Balance of two hundred and fifty thousand [dollars] ($250,000.00), to which Deputy Mayor Blake asked, "Do we have a time limit on this? Are we in compliance?" Arbitrage was then mentioned and Deputy Mayor Blake said, "There is actually a defined time frame in there also, isn't there?" With discussion, Manager McLemore noted, "It is a Williams question." Discussion. When page G-2 was discussed, Deputy Mayor Blake stated, "The Rate Study - are you doing a RFP (Request For Proposals) on that?" Mr. Lockcuff said, "We can." Mr. Lockcuff added, "I think that is probably a good idea." Further discussion. Mayor Bush asked Mr. Lockcuff, "The Lake J esup Water Study - when will we have the results of that?" Mr. Lockcuff commented on what was planned for the next few weeks. Creek Clearing was discussed next to which Deputy Mayor Blake said to Mr. Lockcuff, "Back behind my area." Mr. Lockcuff added, "We'll check before Monday." Deputy Mayor Blake explained, "Right at the end there, at the Easement - where it comes around and makes that turn, there are logs and stuff sitting in there. I don't know if it is still there now. I haven't been down there in a couple of weeks." Mr. Lockcuffnoted, "We'll check. " In other City business, Commissioner McGinnis asked, "Will we get a copy of the Minutes of the Meeting you had regarding the Black Hammock?" Manager McLemore noted that there will be a summary. Commissioner McGinnis then spoke of her concern with our Police Department staffing levels and National and County standards, and stated, "When we have another Budget Meeting, I would like to propose that we get a figure on what it would cost to add four (4) Police" Officers. Commissioner Krebs stated, "I would like to hear it." Discussion followed on this issue. Tape 4/Side A Regarding additional staffing for the Police Department, Manager McLemore suggested having a good staffing study done. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP - JUNE 23. 2005 PAGE90F9 Discussion ensued on the length of time such a study would take. Commissioner McGinnis then remarked, "I would like to hear that kind of analysis." Mayor Bush suggested, "I think at a Regular Commission Meeting, bring this up so the Commission can vote on it." ADJOURNMENT Mayor Bush adjourned the Workshop at 10:59 p.m. ".. RESPECTFULLY SUBMITTED: \Q" \ r I \ \1 .~, ./ \. . I ----..-.' > / .' ANl1~A LORENZO-LUACES, CMC CITAt CLERK l' '