HomeMy WebLinkAbout2015 04 13 Regular 600 Discuss Meeting Schedule of the TLBDAC COMMISSION AGENDA
Informational
Consent
ITEM 600 Public Hearings
g
Regular X
April 13, 2015 KS ALLL
Regular Meeting City Manager Department
REQUEST:
City Clerk requests the City Commission consider the Tuscawilla Lighting and
Beautification District Advisory Committee's request to begin holding their Regular
Meetings on a monthly basis, rather than the current quarterly schedule.
SYNOPSIS:
At their November 19, 2014 Special Meeting of the Tuscawilla Lighting and Beautification
District Advisory Committee, Members of this Committee Voted to move forward with
their preference to holding monthly Regular Meetings.
CONSIDERATIONS:
The following is summarized from City Code Section 18-55, which relates to the
Tuscawilla Lighting and Beautification District Advisory Committee:
The City Commission may establish, by Resolution, an Advisory Committee for any
Assessment Area within which Assessments are imposed. Each Advisory Committee shall
consist of at least five members appointed by the City Commission.
Members of the Advisory Committee may be residents or persons with a vocational or
investment interest in the assessed area. All members of any Advisory Committee shall serve
at the pleasure of the City Commission.
Each Advisory Committee, for its respective assessed area, and in conjunction with City
staff personnel, shall timely provide input and recommendations to City staff or City
consulting professionals assigned the task of providing technical assistance in the following
Regular 600 PAGE 1 OF 3-April 13,2015
activities: (1) development of a budget for the desired local improvement or related
services, (2) imposition of assessments to fund the local improvement or related services,
(3) issuance of the Obligations when required, and (4) maintenance of the local
improvement or the provision of related services. The advisory committee shall review and
discuss issues related to the foregoing and other directly related matters of interest to the
owners of property within the respective assessed areas and make such recommendations
thereon as the advisory committee deems appropriate.
This Advisory Committee appointed by the City Commission are appointed for a Term of
four years and are tasked with reviewing and discussing issues related to the foregoing and
other directly related matters of interest to the owners of property within the Tuscawilla
community.
To serve on this Advisory Committee, one must reside within the Tuscawilla Lighting and
Beautification Assessment District.
Currently, Regular meetings are held Quarterly on the third Wednesday of January, April,
July, and October at 5:15 p.m.
Since the beginning of the establishment of the Tuscawilla Lighting and Beautification
District Advisory Committee in 1998, meetings were held weekly for the most part during
the creation of the design and construction documents; and then in 2000, the Tuscawilla
Lighting and Beautification District Advisory Committee began holding monthly meetings,
and then in 2009 went to a quarterly meeting schedule with an occasional Special Meeting
or Workshop.
FISCAL IMPACT:
Technical/Urban Beautification (none-exempt) staff time:
Costs are estimated to be an additional $150.00 per meeting (2 hour meeting/2 hour prep).
Obviously, additional specific report requests could substantially increase these costs.
Technical/Finance and Administrative Services Department staff time:
Costs are estimated to be an additional $150.00 per meeting but costs could differ
depending on needed research/reports
Administrative/Office of the City Clerk staff time:
It takes approximately one (1) hour to write/ collate data and post an Advisory
Board/Committee Meeting; and then 1/2 hour to set up for the meeting/then on average 1-2
hours to clerk an Advisory Board/Committee; 1/4 to a 1/2 hour to clean up after Advisory
Board/Committee Meeting; and then 2-4 hours for transcribing of final Minutes and
proofing (depending on the discussions)for an average of$325.00 per meeting.
Including all costs:
A. One meeting of the Tuscawilla Lighting and Beautification District Advisory
Committee with staff costs considered, could cost approximately $625.00 - $700.00 per
meeting
B. The currently scheduled four (4) quarterly Regular Meetings and one (1) Special
Meeting of the Tuscawilla Lighting and Beautification District Advisory Committee per
Regular 600 PAGE 2 OF 3-April 13,2015
year equates to approximately $3,125.00 - $3,500.00
C. Going to six (6) Regular Meetings (every other month) of the Tuscawilla Lighting and
Beautification District Advisory Committee over a year's time could equate to
approximately $3,750.00 - $4,200.00
D. Going to twelve (12) monthly Regular Meetings of the Tuscawilla Lighting and
Beautification District Advisory Committee in a year's time could equate to approximately
$7,500.00 - $8,400.00
Similar to all Advisory Boards/Committees that hold quarterly meetings, the Tuscawilla
Lighting and Beautification District Advisory Committee has budgeted four (4) Regular
Meetings and one (1) Special Meeting for FY 2015. For this Fiscal Year, two (2) Regular
Meetings have already been held, along with one (1) Special Meeting. Two (2) Regular
Meetings remain, which are currently scheduled for April 2015 and July 2015.
Thus, there would not be sufficient budget available for any additional meetings to be held
this fiscal year beyond the remaining two (2) scheduled meetings. If a decision is made by
the Commission to allow for additional meetings this fiscal year beyond the remaining two
(2) that are budgeted, funds would need to appropriated from TLBD Fund Balance/Reserves
or reclassed from previously budgeted FY 2015 TLBD Operational & Maintenance funds to
cover costs for this purpose.
COMMUNICATION EFFORTS:
This Agenda Item has been electronically forwarded to the Mayor and City Commission,
City Manager, City Attorney/Staff, and is available on the City's Website, LaserFiche, and
the City's Server. Additionally, portions of this Agenda Item are typed verbatim on the
respective Meeting Agenda which has also been electronically forwarded to the individuals
noted above, and which is also available on the City's Website, LaserFiche, and the City's
Server; has been sent to applicable City Staff, Media/Press Representatives who have
requested Agendas/Agenda Item information, Homeowner's Associations/Representatives
on file with the City, and all individuals who have requested such information. This
information has also been posted outside City Hall, posted inside City Hall with additional
copies available for the General Public, and posted at five (5) different locations around the
City. Furthermore, this information is also available to any individual requestors. City Staff
is always willing to discuss this Agenda Item or any Agenda Item with any interested
individuals.
RECOMMENDATION:
Staff recommends the Commission provide direction on the Tuscawilla Lighting and
Beautification District Advisory Committee's request to begin holding their Regular
Meetings on a monthly basis, rather than the current quarterly schedule.
ATTACHMENTS:
None.
Regular 600 PAGE 3 OF 3-April 13,2015