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HomeMy WebLinkAbout2008 07 28 Consent 209 Approval of the July 15, 2008 City Commission Workshop MinutesCITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP JULY 15, 2008 CALL TO ORDER The Workshop of Tuesday, July 15, 2008 of the City Commission was called to Order by Deputy Mayor Donald A. Gilmore at 5:30 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, absent Deputy Mayor Donald A. Gilmore, present Commissioner Robert S. Miller, present Commissioner Rick Brown, present Commissioner Sally McGinnis, absent 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. INFORMATIONAL AGENDA INFORMATIONAL 100. Office Of The City Manager Budget Review. Public Works/Utility Departments: Mr. Kip Lockcuff, P.E., Director, Public Works/LTtility Department addressed the City Commission on his Department's Budget and referenced replacement pages that had just been distributed to the City Commission. Mr. Lockcuff added, "If you would just replace [Page] 36 to 42 with those pages, please; actually [Page] 37 - [Page] 36, there is no change." ~"~ °~'~ ~°"'a ~~" Much discussion. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP -JULY 15, 2008 PAGE 2 OF 7 Commissioner Robert S. Miller asked about the Asphalt Line Item, to which Mr. Lockcuff explained, "It is the `Stamped asphalt', is what that should say; and we redid the intersection of Winter Springs Boulevard at Tuskawilla [Road]. It costs us about twelve thousand dollars ($12,000.00) to recoat it." Discussion continued. Next, Commissioner Rick Brown inquired about the Capital Projects Fund. Mr. Lockcuff responded, "That is for the Compound." Mr. Lockcuff stated, "I have Greg [Bishop, Capital Projects Coordinator, Public Works Department] working on a Bid on that. I would like to bring that back in about sixty (60) ninety (90) days. That would finish the storage buildings." Much discussion. Regarding Impact Fee Funds, Mr. Lockcuff commented, "I got a draft about three (3) weeks ago. We expect to have the Report over the next couple of days. I hope to bring that forward to you probably September." On the issue of Magnolia Park, City Manager Ronald W. McLemore asked, "Have you seen the renderings on those on -that project?" Commissioner Brown said, "The renderings? No." Manager McLemore replied, "We need to bring that back to you." Regarding improvements to Lori Anne Lane, Manager McLemore suggested that "We really need to try to create another project over there for rehabbing those units because it has been very, very successful in terms of meeting our real goal which was to try to affect the crime area over there, which we did - as well as the aesthetic approval and getting that place cleaned up was really important in terms of getting people to invest in that area." Tape I/Side B Continuing, Manager McLemore suggested, "We need to find a way to fix Lori Anne Lane." Discussion ensued on Impact Fees. Regarding Reclaimed and Potable Water, Commissioner Miller suggested a discount for customers who do not have reclaimed water. ""~ °'°C~ Commissioner Joanne M. Krebs suggested reviewing the Reclaimed Water issue. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP -JULY 15, 2008 PAGE 3 OF 7 Much discussion. Tape 2/Side A Discussion continued. With discussion on wells, Mr. Lockcuff stated that the two hundred and seven thousand dollars ($207,000.00) "Needs to be under Lake Jesup and I'll get with Kelly [Balagia, ~ Budget Analyst, Finance Department] tomorrow and we'll change that and you'll see that on the Final Engineering." ~ Discussion. ~~~ ~"°'~ Commissioner Miller suggested to Manager McLemore regarding changing the Budget ~ Year Headings. Manager McLemore commented, "If it bothers you, we can take it out." Commissioner Brown stated, "No." Commissioner Krebs and Deputy Mayor Gilmore were also not in favor of this. Further discussion. Deputy Mayor Gilmore called a Recess at 7:20 p. m. The Workshop was called back to Order at 7.•35 p. m. Police Department: Chief of Police Daniel J. Kerr addressed his Departmental Budget with the City Commission. Discussion. On lot clearings, Chief Kerr commented, "It may be something that we might have to come back and revisit as the Budget Year goes forward." Commissioner Brown responded, "Why don't we just double it going in?" Chief Kerr responded, "That would be your choice." Commissioner Miller stated, "Sounds like that is one of those items that we probably need to have the City Manager earmark on our documents about a month from now when we are looking at really critical areas that we need to focus on." CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP -JULY I5, 2008 PAGE 4 OF 7 Manager McLemore noted, "I had it on the `Add Back' list - we talked about fifteen thousand dollars ($15,000.00) in additional money for the Police Department for this lot clearing purpose." Discussion. Tape 2/Side B Discussion continued on the Police Department Budget and staffing concerns. ~ .~ Deputy Mayor Gilmore called a brief Recess. ~"° °'"~i '~'~ The Workshop was then called back to Order. ~.~~' ,~'""°~a Community Development Department: Mr. Randy Stevenson, ASLA, AICP, Director, Community Development Department addressed the City Commission on his Budget. Much discussion. Tape 3/Side A Discussion continued. Mr. Steven Richart, Urban Beautification Services Division Manager, Community Development Department answered questions regarding the Urban Beautification Services Division. Discussion followed on improving the west end of the City and specifically areas like the Babcock property. Manager McLemore agreed that this should be done. Mr. Richart mentioned that, "Every time we see someone retrofit their community with decorative streetlights, there is an additional cost for poles." Commissioner Krebs commented, "Maybe we should look at that?" Discussion followed on safety concerns and the need for better streetlighting at the intersection of State Road 434 and Tuskawilla Road, Mr. Richart stated, "Maybe we could get the County to consider putting in some additional lighting in that area." Manager McLemore added, "We can explore that and see if we can get anything from the County. Or, we can - if you want to submit - a section for us to do, we'll do that. We will work you up some alternatives." Discussion. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP -JULY I5, 2008 PAGE 5 OF 7 Regarding the "Streetlighting & Signage Fund", Mr. Richart explained, "When we do a retrofit, this one shows Glen Eagle (subdivision), they give us a deposit for street signs and what not. We spend that money to put in - to purchase and put in the new decorative street signs, and they're required to hold atwenty-five percent (25%) deposit for repairs. And this is where it is. It's showing a negative fund balance of the interest rate -the assumption was off - we had areduction -and we did not reduce the expenditure. I assume Kelly [Balagia, Budget Analyst, Finance Department] is going to correct that and the Final Budget, and I assume it will come from the refund amount." Mr. Richart added, "That should say `Zero' at the fund balance instead of `Negative 35[.00]'." Further discussion. Next, Commissioner Krebs commented about a dead tree near the Oak Forest Wall, near the church. Mr. Richart explained, "It had a fungal condition. We were trying to save it." Mr. Richart added, "We will replace it." Commissioner Brown asked, "The comments on the bottom of the sheets related to the `Clerk Time' -should that be quarterly or are they still putting in eight (8) hours a month even though the Meetings are now quarterly?" Mr. Richart replied, "The Meetings are just going quarterly and it is two hundred and fifty dollars ($250.00) per quarterly Meeting." Ms. Kelly Balagia, Budget Analyst, Finance Department stated, "I can change it." Mr. Richart added, "They may call a Special Meeting, so please be aware of that." Discussion followed regarding damage to the Oak Forest Wall; following up on insurance claims; and the Newby property. Further comments were made. In other City business, regarding the discussion from last night's Regular City Commission Meeting related to the Jingle Bell SK Run, Commissioner Krebs stated, "I want to bring it up under - my Seat or at the next Meeting, but I wanted you to think a little further on it and maybe - we not act on anything, until we have time to really think about it. There are Policy issues here, there are I think, other issues on whether we pick out one (1) -charity." Commissioner Krebs added, "I think all of it is great -there are many, many charities that need to be funded especially this time of our economic landscape. But, I really want to bring it back up. I want us to discuss it a little bit further and maybe think about it before we really act upon it. So, I want to let you know that I want to bring it up in two (2) weeks, but I really didn't want you to do -anything before that -and maybe give it some further thought to it." a--~ e..~ °r ~"..~ Commissioner Miller stated, "I think Joanne [Krebs] was on the prevailing side." CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP -JULY I5, 2008 PAGE 6 OF 7 Manager McLemore responded, "What I am hearing you say is, there are some things we needed to go forward with notification on, if you remember - and I think what you are suggesting is that you don't go forward with anything until you all have this second round of discussion that you want to have..." Commissioner Krebs stated, "...Yes, and now that we have been going through Budget as well." Next, future Budget related Meetings were addressed. Manager McLemore continued, "We are going to come forward with an Agenda Item to reconsider." Commissioner ~ Krebs replied, "If we could do it that way, that would be great." :~ ~" Manager McLemore suggested, "Maybe we will think about having a kind of `Open Night' where Staff would be here and you all can come in and ask questions." Commissioner Krebs stated, "That would be good." Manager McLemore added, "Before we have another formal Workshop, we will have an evening where we will be here and you just come and ask for more information on anything -that you want to discuss further." ,,~,,, ,,,,ff,..;,.;: Tape 3/Side B Discussion continued on these proposed discussions and when the Tentative Millage needed to be decided. Ms. Michelle Greco, Director, Finance Department asked, "Can we just check on that and let you know?" Commissioner Krebs replied, "Yes. Sure, of course. We could always schedule it on the 31 sc [of August 2008] as a Special Meeting." Manager McLemore stated, "What I was thinking about more was an informal Meeting where everybody didn't have to come - to make our Staff available to you so you could ask questions and try to further understand what's in here. So, tomorrow night, we will pick a date. But, there will be some information on some of these items that are important, that we won't have by the 28rn „ Regarding the other Meeting, Manager McLemore added, "We will go ahead and structure up the Agenda Item for the Tentative Millage, where you can look at it as part of that evening. Is that fair?" Commissioner Miller stated, "Yes." No objections were voiced. Discussion followed on possible dates. CITY OF W[NTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP -JULY 15, 2008 PAGE 7 OF 7 ADJOURNMENT Deputy Mayor Gilmore adjourned the Workshop at 9:57 p.m. RESPECTFULLY SUBMITTED: JOAN L. BROWN, DEPUTY CITY CLERK AND ANDREA LORENZO-LUACES, CMC CITY CLERK APPROVED: JOHN F. BUSH MAYOR ~~"~ ~' °'°a ~'~ NOTE: These Minutes were approved at the , 2008 Regular City Commission Meeting. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP JULY 15, 2008 CALL TO ORDER The Workshop of Tuesday, July 15, 2008 of the City Commission was called to Order by Deputy Mayor Donald A. Gilmore at 5:30 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, absent Deputy Mayor Donald A. Gilmore, present Commissioner Robert S. Miller, present Commissioner Rick Brown, present Commissioner Sally McGinnis, absent 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. INFORMATIONAL AGENDA INFORMATIONAL 100. Office Of The City Manager Budget Review. Public Works/Utility Departments: Mr. Kip Lockcuff, P.E., Director, Public Works/Utility Department addressed the City Commission on his Department's Budget and referenced replacement pages that had just been distributed to the City Commission. Mr. Lockcuff added, "If you would just replace [Page] 36 to 42 with those pages, please; actually [Page] 37 - [Page] 36, there is no change." Much discussion. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP -JULY 15, 2008 PAGE 2 OF 7 Commissioner Robert S. Miller asked about the Asphalt Line Item, to which Mr. Lockcuff explained, "It is the `Stamped asphalt', is what that should say; and we redid the intersection of Winter Springs Boulevard at Tuskawilla [Road]. It costs us about twelve thousand dollars ($12,000.00) to recoat it." Discussion continued. Next, Commissioner Rick Brown inquired about the Capital Projects Fund. Mr. Lockcuff responded, "That is for the Compound." Mr. Lockcuff stated, "I have Greg [Bishop, Capital Projects Coordinator, Public Works Department] working on a Bid on that. I would like to bring that back in about sixty (60) ninety (90) days. That would finish the storage buildings." Much discussion. Regarding Impact Fee Funds, Mr. Lockcuff commented, "I got a draft about three (3) weeks ago. We expect to have the Report over the next couple of days. I hope to bring that forward to you probably September." On the issue of Magnolia Park, City Manager Ronald W. McLemore asked, "Have you seen the renderings on those on -that project?" Commissioner Brown said, "The renderings? No." Manager McLemore replied, "We need to bring that back to you." Regarding improvements to Lori Anne Lane, Manager McLemore suggested that "We really need to try to create another project over there for rehabbing those units because it has been very, very successful in terms of meeting our real goal which was to try to affect the crime area over there, which we did - as well as the aesthetic approval and getting that place cleaned up was really important in terms of getting people to invest in that area." Tape 1/Side B Continuing, Manager McLemore suggested, "We need to find a way to fix Lori Anne Lane." Discussion ensued on Impact Fees. Regarding Reclaimed and Potable Water, Commissioner Miller suggested a discount for customers who do not have reclaimed water. Commissioner Joanne M. Krebs suggested reviewing the Reclaimed Water issue. Much discussion. Tape 2/Side A Discussion continued. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP -JULY I5, 2008 PAGE 3 OF 7 With discussion on wells, Mr. Lockcuff stated that the two hundred and seven thousand dollars ($207,000.00) "Needs to be under Lake Jesup and I'll get with Kelly [Balagia, Budget Analyst, Finance Department] tomorrow and we'll change that and you'll see that on the Final Engineering." Discussion. Commissioner Miller suggested to Manager McLemore regarding changing the Budget Year Headings. Manager McLemore commented, "If it bothers you, we can take it out." Commissioner Brown stated, "No." Commissioner Krebs and Deputy Mayor Gilmore were also not in favor of this. Further discussion. Deputy Mayor Gilmore called a Recess at 7: 20 p. m. The Workshop was called back to Order at 7:35 p. m. Police Department: Chief of Police Daniel J. Kerr addressed his Departmental Budget with the City Commission. Discussion. On lot clearings, Chief Kerr commented, "It may be something that we might have to come back and revisit as the Budget Year goes forward." Commissioner Brown responded, "Why don't we just double it going in?" Chief Kerr responded, "That would be your choice." Commissioner Miller stated, "Sounds like that is one of those items that we probably need to have the City Manager earmark on our documents about a month from now when we are looking at really critical areas that we need to focus on." CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP -JULY 15, 2008 PAGE 4 OF 7 Manager McLemore noted, "I had it on the `Add Back' list - we talked about fifteen thousand dollars ($15,000.00) in additional money for the Police Department for this lot clearing purpose." Discussion. Tape 2/Side B Discussion continued on the Police Department Budget and staffing concerns. Deputy Mayor Gilmore called a brief Recess. The Workshop was then called back to Order. Community Development Department: Mr. Randy Stevenson, ASLA, AICP, Director, Community Development Department addressed the City Commission on his Budget. Much discussion. Tape 3/Side A Discussion continued. Mr. Steven Richart, Urban Beautification Services Division Manager, Community Development Department answered questions regarding the Urban Beautification Services Division. Discussion followed on improving the west end of the City and specifically areas like the Babcock property. Manager McLemore agreed that this should be done. Mr. Richart mentioned that, "Every time we see someone retrofit their community with decorative streetlights, there is an additional cost for poles." Commissioner Krebs commented, "Maybe we should look at that?" Discussion followed on safety concerns and the need for better streetlighting at the intersection of State Road 434 and Tuskawilla Road, Mr. Richart stated, "Maybe we could get the County to consider putting in some additional lighting in that area." Manager McLemore added, "We can explore that and see if we can get anything from the County. Or, we can - if you want to submit - a section for us to do, we'll do that. We will work you up some alternatives." Discussion. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP -JULY 15, 2008 PAGE 5 OF 7 Regarding the "Streetlighting & Signage Fund", Mr. Richart explained, "When we do a retrofit, this one shows Glen Eagle (subdivision), they give us a deposit for street signs and what not. We spend that money to put in - to purchase and put in the new decorative street signs, and they're required to hold atwenty-five percent (25%) deposit for repairs. And this is where it is. It's showing a negative fund balance of the interest rate -the assumption was off - we had areduction -and we did not reduce the expenditure. I assume Kelly [Balagia, Budget Analyst, Finance Department] is going to correct that and the Final Budget, and I assume it will come from the refund amount." Mr. Richart added, "That should say `Zero' at the fund balance instead of `Negative 35[.00]'." Further discussion. Next, Commissioner Krebs commented about a dead tree near the Oak Forest Wall, near the church. Mr. Richart explained, "It had a fungal condition. We were trying to save it." Mr. Richart added, "We will replace it." Commissioner Brown asked, "The comments on the bottom of the sheets related to the `Clerk Time' -should that be quarterly or are they still putting in eight (8) hours a month even though the Meetings are now quarterly?" Mr. Richart replied, "The Meetings are just going quarterly and it is two hundred and fifty dollars ($250.00) per quarterly Meeting." Ms. Kelly Balagia, Budget Analyst, Finance Department stated, "I can change it." Mr. Richart added, "They may call a Special Meeting, so please be aware of that." Discussion followed regarding damage to the Oak Forest Wall; following up on insurance claims; and the Newby property. Further comments were made. In other City business, regarding the discussion from last night's Regular City Commission Meeting related to the Jingle Bell SK Run, Commissioner Krebs stated, "I want to bring it up under - my Seat or at the next Meeting, but I wanted you to think a little further on it and maybe - we not act on anything, until we have time to really think about it. There are Policy issues here, there are I think, other issues on whether we pick out one (1) -charity." Commissioner Krebs added, "I think all of it is great -there are many, many charities that need to be funded especially this time of our economic landscape. But, I really want to bring it back up. I want us to discuss it a little bit further and maybe think about it before we really act upon it. So, I want to let you know that I want to bring it up in two (2) weeks, but I really didn't want you to do -anything before that -and maybe give it some further thought to it." Commissioner Miller stated, "I think Joanne [Krebs] was on the prevailing side." CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP -JULY 15, 2008 PAGE 6 OF 7 Manager McLemore responded, "What I am hearing you say is, there are some things we needed to go forward with notification on, if you remember - and I think what you are suggesting is that you don't go forward with anything until you all have this second round of discussion that you want to have..." Commissioner Krebs stated, "...Yes, and now that we have been going through Budget as well." Next, future Budget related Meetings were addressed. Manager McLemore continued, "We are going to come forward with an Agenda Item to reconsider." Commissioner Krebs replied, "If we could do it that way, that would be great." Manager McLemore suggested, "Maybe we will think about having a kind of `Open Night' where Staff would be here and you all can come in and ask questions." Commissioner Krebs stated, "That would be good." Manager McLemore added, "Before we have another formal Workshop, we will have an evening where we will be here and you just come and ask for more information on anything -that you want to discuss further." Tape 3/Side B Discussion continued on these proposed discussions and when the Tentative Millage needed to be decided. Ms. Michelle Greco, Director, Finance Department asked, "Can we just check on that and let you know?" Commissioner Krebs replied, "Yes. Sure, of course. We could always schedule it on the 31St [of August 2008] as a Special Meeting." Manager McLemore stated, "What I was thinking about more was an informal Meeting where everybody didn't have to come - to make our Staff available to you so you could ask questions and try to further understand what's in here. So, tomorrow night, we will pick a date. But, there will be some information on some of these items that are important, that we won't have by the 28th." Regarding the other Meeting, Manager McLemore added, "We will go ahead and structure up the Agenda Item for the Tentative Millage, where you can look at it as part of that evening. Is that fair?" Commissioner Miller stated, "Yes." No objections were voiced. Discussion followed on possible dates. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP -JULY 15, 2008 PAGE 7 OF 7 ADJOURNMENT Deputy Mayor Gilmore adjourned the Workshop at 9:57 p.m. RESPECTFULLY SUBMITTED: JOAN L. BROWN, DEP UTY CITY CLERK AND A LORENZO-LUACES, CMC CITY CLERK AI'EROVEl3; _. ~~~~ JOHN F. BUSH ~` MAYOR NOTE: These Minutes were approved at the July 28, 2008 Regulaz City Commission Meeting.