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HomeMy WebLinkAbout2011 01 31 City Commission Workshop MinutesCITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION MINUTES WORKSHOP MONDAY, JANUARY 31, 2011 - 6:00 P.M. CITY HALL — COMMISSION CHAMBERS 1126 EAST STATE ROAD 434, WINTER SPRINGS, FLORIDA Mayor Charles Lacey Deputy Mayor Jean Hovey - Seat One Commissioner Rick Brown - Seat Two Commissioner Gary Bonner - Seat Three Commissioner Cade Resnick - Seat Four Commissioner Joanne M. Krebs - Seat Five CITY OF WINTER SPRINGS, FLORMA MINUTES CITY COMMISSION WORKSHOP - JANUARY 31, 2011 PAGE 2 OF 7 CALL TO ORDER The Workshop of Monday, January 31, 2011 of the City Commission was called to Order by Mayor Charles Lacey at 6:00 p.m. in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call: Mayor Charles Lacey, present Deputy Mayor Jean Hovey present Commissioner Rick Brown, present Commissioner Gary Bonner, present Commissioner Cade Resnick, present Commissioner Joanne M. Krebs, present City Manager Kevin L. Smith, present City Attorney Anthony A. Garganese, present PUBLIC INPUT No one spoke. REGULAR AGENDA REGUE4R 600. Office Of The City Manager REQUEST: Requesting The City Commission Receive A Presentation From The Oviedo -Winter Springs Regional Chamber Of Commerce And Enter Into Discussions. FISCAL IMPACT: No Funding Is Requested As Part Of This Agenda Item. COMMUNICATION EFFORTS: Mayor Charles Lacey And The City Manager Have Been In Contact With Members Of The Oviedo -Winter Springs Regional Chamber Of Commerce. This Has Been Distributed To The Mayor And City Commission, City Attorney, Department Directors; And Provided To All Entities Through The Clerk's Posting Process. RECOMMENDATION: The City Manager Is Requesting The Mayor And City Commission Discuss Issues With The Oviedo -Winter Springs Regional Chamber Of Commerce. Representing the Oviedo -Winter Springs Regional Chamber of Commerce, Mr. Paul Sladek, President -Elect; Mr. Todd Cluxton, President; Mr. Cory Skeates, Executive Director; and Ms. Cynthia Sucher, Past President introduced themselves. Mr. Cory Skeates, Executive Director, Oviedo -Winter Springs Regional Chamber of Commerce, 1511 East State Road 434, Winter Springs, Florida: reviewed a document entitled, "Chamber Update" and commented on 2010 Accomplishments. Continuing, Mr. Skeates explained, "We also partnered with our friends at CMF Media who do audio coverage of our luncheons, so that those who can't attend the luncheons can actually listen to the audio. And, within the next week, we should have the State of the City's Luncheon up, where your fine Mayor gave a wonderful presentation on the City of Winter Springs. So, if you weren't able to be there, you can listen to it online. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP — JANUARY 31, 2011 PAGE 3 OF 7 Further comments. Next, Mr. Skeates discussed monthly seminars they were planning to hold, and expressed that he would welcome the opportunity to have Commissioner Gary Bonner speak at such meetings regarding his company. The Budget was addressed next. Mr. Todd Cluxton, President; Oviedo -Winter Springs Regional Chamber of Commerce, 1511 East State Road 434, Winter Springs, Florida: stated, "What we plan to do in the future is we've set a tickler so January 2nd, January 3`d, as soon as the - calendar year has ended, then we will get financial statements for the previous year in the Budget to you because we'll have those accomplished at that point and time." Mr. Skeates added, "And the best thing we can probably get you are the profit and loss that soon after the end of the year because our 990's won't be due for another few after that. So, we can get you year-end, as soon as the year ends." Commissioner Rick Brown asked, "Did we ever get the copy of the Strategic Plan?" Mr. Skeates replied, "Did you receive a copy? I don't believe so, but we can definitely email that to you, absolutely." Discussion followed on their one (1) page Strategic Plan. Mayor Lacey then mentioned the conflict between when the Tri-County League of Cities meetings and the Oviedo -Winter Springs Regional Chamber of Commerce meetings are held. Discussion ensued on possible alternative dates; to which Mr. Skeates stated, "So, we are exploring the dates." Mr. Skeates added, "We'd love input just in terms of what works best because we'd love to have the cities attending as much as possible." Further comments. Mayor Lacey inquired if there were any conflicts with Wednesdays and/or the first and second Thursday of each month. No objections were voiced. Mr. Cluxton stated, "Well this is a great time to get us all together so any questions that you guys might have — you will see when you get the Strategic Plan that most important thing that we are trying to do is communicate better, not just with our cities but with — our Members, all the above. So, we want you guys to have full communication with us, and I will make sure that you get my contact information also; and my cell phone is on twenty four (24) hours a day, seven (7) days a week. So, anytime you need anything whatsoever, please feel free to call me. One thing I do do well, I believe, is I make myself available for anything that you might need." Commissioner Gary Bonner inquired, "How many Trustees are there to the Chamber?" Mr. Skeates stated, "As of right now, officially seven (7)." Commissioner Bonner then asked, "And do all the Trustee members enjoy equal benefits?" Mr. Skeates responded, "Yes." Discussion followed on the benefits for Trustee members and annual dues. Commissioner Brown then mentioned a discrepancy in how Oviedo and Winter Springs events were advertised this past holiday season, and asked, "How do we trust or how do we know that that will not happen again?" Mr. Skeates explained, "It goes back to what Todd (Cluxton) had said, in terms of the strategic — in talking about communication, having better communication, working on the cooperation with the cities hopefully. The main reason that that had happened was we had a financial commitment to the City of Oviedo, having done their Parade every year - every since I have been here." CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP - JANUARY 31, 2011 PAGE 4 OF 7 Continuing, Mr. Skeates remarked, "So, we were on the hook for quite a bit of money and had always traditionally done the Parade." Mr. Skeates continued by saying, "This is the first year I can remember there being a conflict in dates. So, that put us in a spot and we didn't probably handle it the best way we could." Furthermore, Mr. Skeates added, "It probably could have been handled better and I would take that as my responsibility for - the Newsletters, before they go out, that I be able to review them and make sure that it's as equal as it can be." Discussion. Commissioner Cade Resnick commented, "You mention that for the Tree Lighting event for Oviedo, you were partners with them for the Tree Lighting event and maybe this comes back to us here, how can we form a partnership with you as well, so that we have that same relationship?" Mr. Cluxton responded by saying, "We would love to be involved with Winter Springs and everything that you do - the whole point of the Chamber is to be involved with both cities. But it is a kind of invitation by you guys, if that is something that you would like to entertain, then we will absolutely do everything in our power to make it beneficial for both parties." Further comments. Commissioner Bonner inquired, "Do Trustees receive a seat on the Board by virtue of being Trustees?" Mr. Skeates answered, "No, they get a seat as to what is referred to as our Trustee Council which meets quarterly, and basically they are our visioning board, where we look to them to provide a long range plan more than with the Board dealing with the day to day and year to year. We want the Trustees who are investing so much in the Chamber to have a seat at the table where they can talk to us about where they want to see us way down the road and what they see as the future of the Chamber." Continuing Mr. Skeates mentioned the next meeting would be held in March 2011. Mr. Skeates then stated, "Typically we have three (3) work session meetings and then the Trustee Appreciation Luncheon in either November or December." Discussion followed on the Board, an upcoming possible restructuring, and avoiding communication break- downs. Commission Bonner noted, "I would welcome having you visit from the Chamber, maybe quarterly, just to highlight the calendar and talk about any of the things that you all see on your radar that we might want to be aware of." Commissioner Brown mentioned, "There was an Agreement of certain things that we were to expect on a quarterly basis and they have never occurred." Mr. Skeates remarked, "Right." Commissioner Brown added, "But one of those things was a quarterly review of EDC (Economic Development Committee) activities; financial analysis; how our money is being spent; what our level of participation is; and just a two (2) way communication back and forth as to how we feel our Trustee membership is going; and how we can maximize what our dollars spend. I think you probably have or Andrea (Lorenzo-Luaces, City Clerk) can dig up what that list was, and I think it still serves us today, that maybe we can revisit." Mr. Cluxton asked, "Could we get a copy of that?' City Manager Kevin L. Smith responded, "I trust that this has been a good conversation for both parties. I would just respectively ask that perhaps next year we could do it sometime before December when our actual Trustee payment is due. I think that would be a good time to do that. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP — JANUARY 31, 2011 PAGE 5 OF 7 If we were to get technical, the Agreement does state that you all will provide a specific list of services, provide it to the business community for the preceding year and a specific list of Economic Development activities for which funding was supported by the Trustee membership for the preceding year. And, then also, your Financial Report - and that technically is supposed to be done in September. Certainly I think we have some leeway as to what the best time for that is, but I would just ask that we do it prior to December when the Trustee membership is due." Mayor Lacey then said to Mr. Cluxton, "Could you make your tickler to back it up a couple of months?" Mr. Cluxton responded by saying, "Done." Mr. Cluxton then asked when we would prefer to receive financial statements. Manager Smith suggested, "I would recommend the most current Financial Report they have at that time and I'd respectively ask that the Chamber follow up when the completed year-end report is done." Commissioner Krebs mentioned that we usually have one (1) meeting in December and thought November would be better. Mr. Cluxton stated, "Okay." Clarifying the recent comments, Mr. Cluxton stated, "So, we are going to do it after the Art Festival, before December begins, some place at one of those meetings." Deputy Mayor Jean Hovey recommended, "If someone can attend quarterly, a Commission Meeting and keep us updated, I think that is going to help all the way along, communication both ways." Mayor Lacey said, "I would echo that." Deputy Mayor Hovey added, "Even though Commissioner Resnick is attending meetings or whoever else we have attend the other meetings, if you could come and give us an update once a quarter - by the time September, October rolls around, we are pretty much going to know what is going on." Mayor Lacey than suggested, "I think that would be useful. You could come in under Public Input or if you make your request in advance, we would be glad to put you on the Presentations part of the Agenda." With further comments related to the Budget, Commissioner Bonner noted, "So, would that mean that it would be appropriate to have some sort of an update about the end of the mid year - June 30, which is half way through your year as it were, and that might be a good enough time for your planning purposes - be able to give us an assessment on that point, should it come up during the Budget discussions or should citizens have questions that line item on the Budget." Commissioner Resnick commented, "One of things that is very heavy in your presentation, I think we are focused a lot on is Economic Development. One of the things I might like to see or hear a lot more about is three (3) parts: is what you all are hearing about Economic Development here in Winter Springs; and your partnership with LDI (Land Design Innovations, Inc.), and maybe they can present sort of where they are working with the Chamber to advance Winter Springs as well as Economic Development. And also the third part is that specific area with SEMATECH, what you are hearing and what is not getting back to us, but what you are hearing, and if we can have some kind of communication center." The Oviedo -Winter Springs Regional Chamber of Commerce was thanked for assisting the City with registering our guests for the upcoming Farewell Event for former Mayor John F. Bush and former Commissioner Sally McGinnis. Discussion followed on proving the Oviedo -Winter Springs Regional Chamber of Commerce with a check payment and the related authority to do so. Manager Smith stated, "The amount of the check is within my monetary discretion. I would just ask if there is a Consensus amongst this body for me to go ahead and do so." There were no objections voiced. Tape 1/Side B Further comments. CITY OF WINTER SPRINGS, FLORMA MINUTES CITY COMMISSION WORKSHOP - JANUARY 31, 2011 PAGE 6 OF 7 Discussion ensued on membership. Mayor Lacey stated, "We are glad to have you tonight and we would like to see more of you." With further comments, Commissioner Bonner then asked if the Oviedo -Winter Springs Regional Chamber of Commerce could provide more advance notice for events that the Mayor and City Commission may wish to attend and added, "A little bit more lead time in your communication process — so, maybe that's one of the things we can work on with Commissioner Resnick's time with you." Mr. Skeates noted, "I made sure Belinda (Szymanski, Office Manager, Oviedo -Winter Springs Regional Chamber of Commerce) has put all of your City emails on the list in terms of when there is an event, specifically in Winter Springs, that you all would be notified." Mayor Lacey then said, "I would encourage the Commissioners to look at those and try to make time in your schedule to go to those events. It is not only support for the Chamber but support for businesses; especially the ones that are in Winter Springs." Manager Smith said to Mr. Skeates, "If you wouldn't mind, would you perhaps be so kind as to copy both Andrea (Lorenzo-Luaces) and myself on the correspondence to the Commissioners about the various events." Mr. Cluxton commented, "We appreciate your time in seeing us and you will get to see our faces each quarter - I can promise you that." In other City business, Attorney Garganese stated, "I had discussed this with the Mayor earlier, I need some advice and direction regarding the Atlantic Housing case. So, I need to have an Attorney -Client session either Monday, sometime in the afternoon or early evening or Tuesday morning." With discussion and no objections, Mayor Lacey clarified that an Attorney -Client Session would be held at "Five o'clock on the 7`h (February 2011)." Next, Mayor Lacey asked the City Commission if they would like to attend the State of the County event scheduled for Friday, February 18, 2011, and whether the City should purchase a table. Mayor Lacey added, "I will go." Commissioner Krebs stated, "I support it." Commissioner Bonner stated, "I support that to have a strong City representation, as long as we fill the table." No objections were voiced. Mayor Lacey asked City Clerk Lorenzo-Luaces, "Would you get us a table please?" Manager Smith said to Mayor Lacey, "If it is okay with the Commission and yourself, if there is a seat or two (2) vacant, I would invite Department Heads?" Deputy Mayor Krebs and Commissioner Bonner agreed to this. There were no objections noted. Manager Smith then mentioned that Staff will be meeting with representatives of St. Johns Landing and Meritage Homes of Florida, Inc. tomorrow, February 8`h, 2011 at 1:00 p.m. in the Conference Room. Attorney Garganese suggested that the City Commission not attend this meeting. Discussion followed on the upcoming Farewell Event for former Mayor John F. Bush and former Commissioner Sally McGinnis and whether there should be a head table. Commissioner Krebs said she would prefer that there not be a head table. Commissioner Brown asked if there was a schedule for the event, to which City Clerk Lorenzo-Luaces noted, "I will try to send something out tomorrow hopefully." Further comments followed on the Farewell Event and Mayor Lacey suggested there should be a podium up front and that hand held microphones would be available. In conclusion, Commissioner Bonner mentioned he would not be able to attend this event due to a prior work commitment. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP — JANUARY 31, 2011 PAGE 7 OF 7 ADJOURNMENT Mayor Lacey adjourned the Regular Meeting at 6:59 p.m. RESPECTFULL Y SUBMITTED: ANDL NZO-LUACES, MMC CITE LERK APPROVED: IVLAY lZ CHA. S A NOTE: These Minutes were approved at the February 14, 2011 City Corrunission Regular Meeting.