Loading...
HomeMy WebLinkAbout_2003 04 29 City Commission Workshop Minutes CITY OF WINTER SPRINGS MINUTES CITY COMMISSION WORKSHOP APRIL 29, 2003 CALL TO ORDER The Workshop of Tuesday, April 29, 2003 of the City Commission was called to order at 6:39 p.m. in the East Training Room of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). ROLL CALL: Mayor John F. Bush, present Deputy Mayor Robert S. Miller, arrived at 6:47 p.m. Commissioner Michael S. Blake, present Commissioner Edward Martinez, Jr., absent Commissioner Sally McGinnis, present Commissioner David W. McLeod, absent City Manager Ronald W. McLemore, present City Attorney Anthony A. Garganese, arrived at 6:43 p.m. AGENDA 1. A. Office Of The City Manager Goal Setting Discussion Ms. Marilyn Crotty, University of Central Florida, Florida Institute of Government, 36 West Pine Street, Orlando, Florida: began tonight's session. Noted for the record, the following Department Directors were in attendance: Ms. Joanne Dalka, Information Services Department Director; Ms. Louise Frangoul, Finance Department Director; Mr. Timothy J. Lallathin, Fire Chief; Mr. Kipton D. Lockcuff, Public WorkslUtility Department Director; Ms. Andrea Lorenzo-Luaces, City Clerk; and Mr. Chuck Pula, Parks and Recreation Department Director. Also present from Staff was Ms. Eloise Sahlstrom, Senior Planner, Community Development Department. City Attorney Anthony A. Garganese arrived at 6:43 p.m. CITY OF WINTER SPRINGS MINUTES CITY COMMISSION WORKSHOP - APRIL 29, 2003 PAGE 2 OF 7 The Ground Rules for tonight's Workshop were briefly reviewed. Discussion ensued on Goals. Deputy Mayor Robert S. Miller arrived at 6:47 p.m. A document entitled "Preliminary Grouping Into Goal Areas" was distributed by Ms. Crotty and discussed by those in attendance. During discussion on the merits of the City of Winter Springs, Attorney Garganese remarked about the livability and the many things this City has to offer its citizens. Regarding the success of the Tuscawilla Lighting and Beautification District, Attorney Garganese suggested that the Northern Way area be enhanced. In further discussing various planned projects and how the City of Winter Springs can continue to be improved, Commissioner Sally McGinnis spoke of her interest in the State Road 434 Beautification project. Furthermore, Deputy Mayor Miller commented on previous charrettes and growth and suggested "Maybe we need to find out - how the people visualize the City." Tape I/Side 8 Discussion. Additionally regarding improving the presence of the City of Winter Springs, Mayor Bush suggested, "I think before we do Northern Way, we have got to do Moss Road." Further discussion. Commissioner Michael S. Blake left at 7:31 p.m. Discussion. Ms. Louise Frangoul, Finance Department Director left at 7:34 p.m. Other Central Florida communities and issues concerning growth were the next topics of discussion. With discussion on Goal Areas and Objectives, Ms. Crotty stated, "Unless the Policy makers determine that - we want to have this, we want to do this - then the Manager is going to figure out how to do it. You all need to give some direction." CITY OF WINTER SPRINGS MINUTES CITY COMMISSION WORKSHOP - APRIL 29, 2003 PAGE 3 OF 7 Human Resources: The following "Human Resources" issues were suggested during the discussion on this Issue: . Employee retention (annual pay study); explore alternative pay structurelbenefits . Maintain/increase employee self development (training) opportunities . Conduct employee survey · Enhance Commission/Staff relations - annual orientation, workdays, social activities, employee photo roster . Develop continuous improvement program . Staff appreciation by community activities Discussion ensued on human resources issues including compression; merit system; pay studies; and salary ranges. Chief Lallathin suggested, "It seems like all the cities are bumping their ranges every year; so when I am there two (2) years from now, it takes me that much more to get caught up." Deputy Mayor Miller said to Chief Lallathin, "So, would you like to go to an annual, like you suggested?" Further, Deputy Mayor Miller then said, "I would support looking at it." With further discussion on the unique situation regarding Chief Lallathin's Department, Deputy Mayor Miller stated, "I think we ought to do whatever we can to heip." With discussion on loyalty, Deputy Mayor Miller added, "I think if a more frequent Cody Study - might help - I would be willing." Regarding retention of Staff, Mayor Bush suggested, "Maybe we need to ask the employees about this - about what they think." Ms. Crotty suggested, "You can do - an Employee Survey. We did one for the City of Maitland a couple of years ago to get real honest, open feedback and it was very enlightening." With further discussion on an Employee Survey, Commissioner McGinnis added, "What you are doing there is making the employees a part of the process." Ms. Crotty suggested, "You just have to make real sure that when you do it, it is done in a way that - is anonymous." In terms of knowing what Staff does, Mayor Bush suggested "There needs to be some kind of an educational process of those here before the Commission - a lot of them don't know; so somehow that needs to be addressed." Discussion followed on the recent Orientation process for newly Elected Officials. Deputy Mayor Miller suggested, "Maybe we should have an Orientation once every year or once every two (2) years, scheduled by Andrea [Lorenzo-Luaces], where over a month or however long it takes - we spend an hour or two (2) with all of the City Departments." Mayor Bush added, "I think that the Orientation yearly would be a good thing, and the Commission should make an effort to attend it." Tape 2/Side A CITY OF WINTER SPRINGS MINUTES CITY COMMISSION WORKSHOP - APRIL 29, 2003 PAGE40F7 With discussion, Deputy Mayor Miller suggested that photographs be taken of all newly hired City employees and they be added to a book for easy recognition. Commissioner McGinnis proposed that a Memorandum be placed in each Commissioner's mail box regarding new hires. Further discussion. A recess was called at 8: 18 p.m. The Workshop reconvened at 8:26 p.m. Commissioner Blake returned to the Workshop at 8:26 p.m. Customer Service: . The following "Customer Service" issues were suggested during the discussion on this Issue: . Citizen satisfaction survey . Expanded citizen newsletter (frequency) . City Hall receptionist - phone system with person · Development process - review for customer friendly efficiency; interface with Commission · Explore opportunities for increased youth activities With discussion on customer service, Commissioner Blake suggested, "We really need to be more customer friendly in this part of the building right here, in terms of the development process, inspections, permit issuance - all these things that are involved with the development process." Discussion. Ms. Frangoul returned to the Workshop at 8:31 p.m. .:..:. AGENDA NOTE: THE FOLLOWING DISCUSSION TOOK PLACE UNDER THE TOPIC OF "CUSTOMER SERVICE," BUT LATER ON IN THE WORKSHOP, IT WAS MADE A PART OF THE OVERALL "GOVERNANCE" CATEGORY - DISCUSSED LATER IN THIS WORKSHOP. .:..:. Governance: Mayor Bush stated, "I think the Commission needs to take a look at some of the responsibilities that they have put on themselves in terms of the Town Center." CITY OF WINTER SPRINGS MINUTES CITY COMMISSION WORKSHOP - APRIL 29, 2003 PAGE 5 OF 7 With discussion on previous decisions made by the City Commission (one instance was a recent review of window tinting criteria for the Town Center), Mayor Bush suggested, "I think the Commission needs to evaluate their stand on the Policy they have developed for the Town Center and - they need to go through Staff first, instead of laying it on the Commission." Commissioner McGinnis then said, "I agree with you." Ms. Crotty stated, "Can I suggest we put that as an Objective under 'Governance?'" .:..:. AGENDA NOTE: THE NEXT TOPIC ENTITLED "TECHNOLOGY PLAN" WAS DISCUSSED, FOLLOWED BY THE REMAINDER OF THE WORKSHOP. .:..:. Technology Plan: The following "Technology Plan" issue was suggested during the discussion on this Issue: . Implement Technology Plan Discussion. Growth Management: The following "Growth Management" issues were suggested during the discussion on this issue: · Develop sustainability plan for City · Determine infrastructure needs for build-out include replacement (CIP) · Continue redevelopment pro.gram - commercial and residential . Long term fiscal forecast . Update bicycle and pedestrian plan · Begin dialogue with County regarding a Library in Winter Springs · Develop increased relationship with schools, School Board; interface Commission/School Board, Town Center . Review role of Commission as DRC [Development Review Committee] for Town Center . Continue support and participation of Mayor/Managers Committee Discussion. Mayor Bush suggested, "What about thinking ahead to the build-out, when Impact Fees are going to stop. How is this going to affect our millage? Is there some way that we can predict that - to start preparing the people in the City that there will be a day their taxes are going to go up, if you want to maintain the City at this level?" CITY OF WINTER SPRINGS MINUTES CITY COMMISSION WORKSHOP - APRIL 29, 2003 PAGE 6 OF 7 Commissioner McGinnis said, "Ron [McLemore, City Manager], I would suggest that in the next newsletter that you talk about - this process that the Staff and the Commission has gone through so the citizens know, because I think it is the kind of thing they should know." With further discussion, Commissioner Blake inquired, "How do we handle growth that occurs around Winter Springs, not in Winter Springs, but affects Winter Springs?" Brief discussion ensued on bicycle paths. Mr. Pula and Manager McLemore were asked to bring back more information on this. Tape 2/Side B .:..:. AGENDA NOTE: THE FOLLOWING DISCUSSION ALSO TOOK PLACE UNDER THE TOPIC OF "GOVERNANCE." .:..:. Governance: The following "Governance" issues were suggested during the discussion on this issue: · Develop increased relationship. with schools, School Board; interface Commission! School Board · Review role of Commission as DRC [Development Review Committee] for Town Center · Continue support and participation of Mayor /Managers Committee With discussion on the School Board actions, Mayor Bush suggested, "I think the Commission needs to make more of an effort to interface with the School Board Members." The last exercise of the session involved the Mayor and City Commissioners placing colored dots on the Objectives that were a priority to them. Ms. Crotty explained that she would be forwarding a report back to the City and suggested that regarding the "Priority" items - "The Staff as they put together a work program and a Budget Plan, will come back to you with specifics of how they envision - like developing a sustainability plan is a long-term - that is not going to be a one-shot deal. But, what Ron [McLemore] will come back to you with - in the first year, this is what we will do and it is going to cost us this much money and it is going to take this much Staff resources. So you then can say yes, this is definitely a priority, we are going to fund it, we want you to move ahead and we expect to have regular reports on where you are on that objective; so at the end of the year - we will have achieved something that moves us towards our goal of a sustainable community. CITY OF WINTER SPRINGS MINUTES CITY COMMISSION WORKSHOP - APRIL 29, 2003 PAGE 7 OF 7 The 'Tier Two' things are going to show up as things that if Ron [McLemore] and Staff feel they have time and money and people who can deal with those. The things that are one dot or no dots are further down on your priority list so that they are there if an opportunity arises." Ms. Crotty then stated, "Now the fact that you don't have all five (5) of your Elected Officials here - you have the option of allowing them to take seven (7) marks and see if they agree or disagree. That will help you when you get to putting this all together because they will have had a chance to participate, and that is up to you." Furthermore, Ms. Crotty stated, "At this point, Staff takes this and makes something workable and doable out of it and that comes back to the Commission." ADJOURNMENT The Workshop was adjourned at 9:42 p.m. . R1SPE~TFULLY SUBMITTED: , (: Ij ~; :[; '. /" ::.' ANDRp~ L....QRENZO-LUACES, CMC ~~, ',' CITY,C;~ .I.~K .- -"'-J ..-~ .. ""'.... ; . . -I'j r:"'p~'" ~ ~ ,,- .-- % .::~ I ,- "'-."'.' ~3--- ~.:-...0 .,.-..