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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