HomeMy WebLinkAbout2016 07 25 Consent 309 Unapproved Minutes from July 11, 2016 WorkshopCOMMISSION AGENDA
ITEM 309
July 25, 2016
Informational
Consent
X
Public Hearings
Regular
ALLL
Regular Meeting City Manager Department
REQUEST:
The City Clerk is requesting the City Commission Review and Approve the Monday, July
11, 2016 City Commission Workshop Minutes.
SYNOPSIS:
One of the responsibilities of the City Clerk is to provide the Mayor and City Commission
with a submittal of all Meeting Minutes, as soon after a City Commission meeting as
possible; so, that it is a reminder to the Mayor and City Commission, as to what transpired
at their most recent meeting, and also provides a record of the actions and directives of the
City Commission, for the future, and which becomes the official record.
If the City Commission is in agreement with what the City Clerk provides in these Minutes,
then the City Commission would be asked to Approve the Minutes, as submitted. Should
the Mayor and /or City Commission feel something is not appropriately documented in these
Minutes, then a Motion would be appropriate to have the Minutes changed to reflect what
the majority of the City Commission would prefer.
CONSIDERATIONS:
This Agenda Item includes the Unapproved Minutes from the Monday, July 11, 2016 City
Commission Workshop.
Even though these Minutes are being submitted by the City Clerk, (with proofing by Office
of the City Clerk Staff), no other party has required that changes be made to the Minutes
before being submitted. These Minutes are being submitted by the City Clerk for Approval
by the City Commission.
Consent 309 PAGE 1 OF 2 - July 25, 2016
FISCAL IMPACT:
There is no fiscal impact related to this Agenda Item.
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 six (6) 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:
The City Clerk is requesting the City Commission review and consider offering their
Approval of the Monday, July 11, 2016 City Commission Workshop Minutes as provided.
ATTACHMENTS:
A - Unapproved copy of the Monday, July 11, 2016 City Commission Workshop
Minutes (8 pages)
Consent 309 PAGE 2 OF 2 - July 25, 2016
Attachment "A°
CITY OF WINTER SPRINGS, FLORIDA
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Incorporated a
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CITY COMMISSION
MINUTES
WORKSHOP
MONDAY, JULY 11, 2016 - 5:15 P.M.
CITY HALL — COMMISSION CHAMBERS
1126 EAST STATE ROAD 434, WINTER SPRINGS, FLORIDA
Mayor Charles Lacey
Deputy Mayor Jean Hovey - Seat One
Commissioner Kevin Cannon - Seat Two
Commissioner Pam Carroll - Seat Three
Commissioner Cade Resnick - Seat Four
Commissioner Joanne M. Krebs - Seat Five
CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP - JULY 11, 2016 PAGE 2 OF 8
CALL TO ORDER
The Workshop of Monday, July 11, 2016 of the City Commission was called to Order by Mayor Charles Lacey at
5:15 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 Kevin Cannon, present via telephone
Commissioner Pam Carroll, present
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Commissioner Cade Resnick, absent
Commissioner Joanne M. Krebs, present
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City Manager Kevin L. Smith, present
City Attorney Anthony A. Garganese, present
City Clerk Andrea Lorenzo - Luaces, present
A moment of silence was held, followed by the Pledge of Allegiance.
Regarding the Agenda and whether there were any Agenda Changes. Mayor Lacey stated, "Hearing none, it will
stand as Adopted."
PUBLIC INPUT
Mayor Lacey opened "Public Input".
No one spoke
Mayor Lacey closed "Public Input ".
Commissioner Joanne M. Krebs commented, "I see that Chris (Caldwell, Director, Parks and Recreation
Department) is in the audience - super, super, super event. I know it was not just you because we had Police there
and so many other employees that helped, but what a wonderful event! Everybody that I spoke with remarked
how nice it was to have the entertainment — the `Winter Springs Has Talent' an hour later because - they got to see
it, so that was great."
Next, Commissioner Krebs referenced a Rainbow Eucalyptus tree growing in the back of City Hall and offered
her appreciation to Mr. Shawn Boyle, Director, Finance and Administrative Services Department for keeping it
watered. Commissioner Krebs added, "It is looking beautiful!" Additional comments about the Rainbow
Eucalyptus tree and its natural beauty followed.
Mayor Lacey added, "Thank you Commissioner Krebs, and Chris (Caldwell), I echo her comments. From my
point of view, I did not see a single hitch in the entire thing, so whatever problems there may have been, you
covered them up well and of course the weather, you get all the credit for the weather..."
CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP - JULY 11, 2016 PAGE 3 OF 8
REGULAR AGENDA
REGULAR
500. Office of the City Manager
REQUEST:
Requesting the City Commission receive a Budget Overview Presentation from Staff on the Fiscal Year
2017 Budget.
FISCAL IMPACT:
The Fiscal Year 2017 Budget, as proposed, totals $41,957,633 (excluding appropriations to fund balance),
and represents a $670,757 or 1.6 %, decrease over the prior fiscal year's budget of $42,628,390. Total
proposed General Fund spending of $17,350,455 represents a $112,909 increase, over the prior fiscal year.
The proposed operating millage rate of 2.43 mills and voted debt service millage rate of 0.11 mills remain
unchanged from the prior fiscal year.
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 six (6) 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.
Additionally, the Fiscal Year 2017 Proposed Budget has been posted to the City's Website. The Budget
Hearing was advertised in the City's Newsletter and on the City's electronic sign.
RECOMMENDATION:
The City Manager is requesting the Mayor and City Commission receive a budget overview presentation
from Staff on the Fiscal Year 2017 Budget
City Manager Kevin L. Smith began with an overview of the presentation for the evening, commented on General
Fund Revenues, that property taxes are trending up for the fourth year in a row, communication service taxes, and
noted, "We are continuing to recommend a Budget that would continue to provide all services that we previously
provided our citizens, continue to have that high quality of service without going back to our taxpayers and
voluntarily taking more tax dollars from them."
Next, Manager Smith spoke about other operating funds, and referring to changes in Federal water quality
standards, Manager Smith addressed the costs of water quality improvements and the possibility of a cost
increase. Additional comments ensued on fixed and variable utility rates.
Mayor Lacey pointed out, "Our water quality has not declined — the federal government in its wisdom has decided
that the water we have been drinking for years is not sufficiently cleansed and so we are spending six million
dollars ($6,000,000,000.00) unnecessarily in my point of view." Manager Smith added, "I would agree with that
Mayor and I would go a step further to say — the Federal Government has decided they are going to change the
testing and the metrics and the scoring for how they determine whether or not it's a sufficient quality, somewhat
arbitrarily, in my humble opinion."
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CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP - JULY 11, 2016 PAGE 4 OF 8
Next, Manager Smith spoke of the Solid Waste Fund and stated, "Likely, although for purposes of this Budget,
the rate will be the same as it has been for ten (10) years now — we will likely be needing to come back to this
body during the year to ask for an Index to be placed on that rate. As a reminder, the eighteen dollar and ten cent
($18.10) rate has been in place since the inception of the Waste -Pro contract, which again is around ten (10) years.
The Waste -Pro collection cost is indexed. So, we pay Waste -Pro an amount that is increased every year by the
CPI (Consumer Price Index), yet our rate remains flat. We've been able to absorb that for ten (10) years now, but
we're approaching the point where it's just mathematically not going to be able to continue. So, an Index of a
small amount will ensure that a business type fund is able to run like a business, continue like a business, and we
will pass on only the cost that we absorb to our rate payers. Again, that's not incorporated in this Budget, but it
would likely be recommended to you all and brought to you all for consideration during this Fiscal Year, for
Fiscal Year [20]'18 adoption - short of some garbage company coming in and doing it significantly cheaper, we
are going to need this Index. I do not see that happening because we have a favored nation's clause in our current
contract. I believe everybody opines that Waste -Pro does an excellent job on the customer service side and I can
assure you that on the rate side we check that and — we actually have a really favorable rate right now."
Mayor Lacy inquired, "When does the Waste -Pro contract currently expire ?" Mr. Kip Lockcuff, P.E., Director,
Public Works/Utility Departments stated, "2019 ". Manager Smith added, "We could certainly again go out to
Bid, hoping that we get better rates and then perhaps not have to do this but, everybody knows what the other
rates are. Again, we have the favored nation's clause and I don't see that as a likely result that we would go out to
Bid. We will certainly challenge the rates and make sure that that continues to be the case."
Next, Manager Smith addressed Economic Development and commented, "In the past years, everybody is
familiar with what we have done relative to Economic Development. Seven (7) or eight (8) years ago we had
hired a Consultant and there was a partnership going on with Oviedo, if you will that changed to us hiring our
own person.
Most recently we had discussed that we were funding a position but we had changed that in favor of taking a
consulting approach. The current Budget has dollars in it to hire a Consultant for Economic Development
purposes. This proposed Budget also maintains funds for that purpose but there has been much discussion on this
dais so, Mayor, I would humbly request for a thought process on whether or not the Commission is comfortable
with this proposed Budget having some Consulting dollars for Economic Development. If so, it will be
maintained as we bring it forward in September for approval or would we like to go a different direction. I
believe that I have heeded the wishes of the Commission but, again — on that specific topic, I would appreciate
any input anybody would like to offer me, if I am going the right direction, a different direction, or none of the
above."
Commissioner Pam Carroll suggested, "Hire a Consultant for a set fee. After they — to your satisfaction and ours
lay out what they proposed to do, what their goals are, and what they feel they could bring to the City. So, I want
to see us keep money in the Budget to enable us to do that. When you bring somebody on full -time then you have
the whole compensation package and I think that using a Consultant with a fixed fee is a better use of funds."
Mayor Lacey remarked, "I would concur, at least with the part of not bringing on someone on full -time. I think
we have beat that to death a few times and I think you lock yourself in to someone who may not be the exact right
person for the given opportunity that comes along; so, I think you are better served by being positioned to be
opportunistic and the approach to any Economic Development activity.
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CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP - JULY 11, 2016 PAGE 5 OF 8
As to the Consulting dollars, I think to have a little bit in the pot to be ready to spend would be good, but I think
we have got a lot of work to do before we would know what the right approach is and how that serves the
opportunities that we have in front of us. So, putting it in the Budget does not harm us, so I have no problem with
that; but I just want to make sure we engage in a careful process before we actually spend those dollars."
Manager Smith said, "I would concur Mayor." Commissioner Krebs stated, "I would agree."
Commissioner Kevin Cannon asked Manager Smith, "In the last three (3) years, how many dollars total, has the
City of Winter Springs spent for Economic Development directly attributable to Economic Development
consultants, employees, whatever ?" Manager Smith said, "I'd have to look, Commissioner. Off the top of my
head we haven't spent anything this Fiscal Year, the prior Fiscal Year I don't believe we spent anything and I
believe prior to that we had an employee on board and Shawn (Boyle) just reminded me that we have an
Economic Development model that we pay maintenance fees of five thousand dollars ($5,000.00) per year to
maintain." Additional comments ensued.
Continuing, Commissioner Cannon remarked about past Economic Development efforts and stated, "I also feel
very strongly that we as a City are losing ground if we do not seriously move forward with - a decent amount of
money so that we can consult with persons to really try to steer some of the commercial industry, professional
STEM ( Science /Technology /Engineering /Mathematics) type businesses that we are trying to recruit into our City
and I feel as though by not doing so we are losing ground by comparison to other cities that are getting those
businesses. So, I would strongly encourage that we do maintain that in the Budget and I would like to ask that
that specific Item be placed as an Agenda Item on a Regular Commission Meeting for discussion."
Mayor Lacey noted, "As a procedural matter, the Budget has to come back for approval. I would suggest that you
have got a process there when that is approved formally by the Commission to interject any Amendments or
direction that you would like to see changed." Manager Smith added, "Any Consultant that may be hired relative
to those dollars would need to come in front of this body if it's greater than twenty -five thousand dollars
($25,000.00) for your approval anyways, so there would be another opportunity too — in that respect."
Commissioner Cannon said, "Right now my concern is making sure there is an adequate sum of money in there,
that does not mean we are going to spend it all — but we have not spent really anything that I can recall or much of
anything in the last three (3) years and I am not finding fault with anybody."
With further comments, Commissioner Cannon remarked, "I am convinced that with our City Manager, we can
put the necessary safeguards in place so that if a Consultant or company or whomever we are working with just is
not doing the job, that is it — it is an at will type situation, if you will." Continuing, Commissioner Cannon said,
"I understand Mayor that there will be another point when this comes before the Commission for a Vote, the
Budget itself , but I also City Manager and Mr. Mayor, I really would like to have a set Agenda Item towards the
end of the year on an Agenda specifically addressing the issue of Economic Development. What inquiries Kevin
Smith and Randy (Stevenson, ASLA, AICP, Director, Community Development Department) have looked at —
what ideas they have, what feelers they have out and so forth. Just so that we get an update on where they are
with that and that is the only comment and request that I have."
With comments about the geographic area of Winter Springs, Commissioner Carroll stated, "I still feel strongly
that we leave you enough money in the Budget and then let you first initially do a first vetting of any Consultants'
proposals and obviously bring that back to the Commission."
Mayor Lacey said to Manager Smith, "You were asking for direction as to whether what is down as a placeholder
in the Budget, essentially, is satisfactory ?" Manager Smith replied, "Yes, I think I have what I need, Mayor.
Thank you very much. Commissioners, thank you."
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CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP - JULY 11, 2016 PAGE 6 OF 8
Manager Smith thanked the City Commission for their support and praised both Ms. Kelly Balagia, Budget
Analyst, Finance and Administrative Services Department and Mr. Boyle, as well as the other Department
Directors for their efforts related to the Budget. Manager Smith added, "They deserve all the credit and I'd like to
offer that to them at this time."
Commissioner Cannon asked which page(s) in this Budget show what has been noted for Economic
Development. With references to Page 48, Manager Smith noted, "It's roughly four million dollars
($4,000,000.00)." Further comments followed on General Fund Reserves and Consulting/Economic
Development.
Next, Commissioner Cannon asked, "Are you satisfied with how we — are handling our Pension Plan that even
with the anticipated economic changes — we are going to be okay ?" Manager Smith responded, "Today? Yes."
With further comments, Manager Smith continued, "This Commission, as you know, took the recommendations
of Staff back in 2011 -2012, where we had to unfortunately make some changes to ensure that Plans' ongoing
sustainability and viability - approximately thirty million dollars ($30,000,000.00) in savings to the Plan and
ultimately the tax payers." Further remarks.
Manager Smith pointed out, "Around 2009, we were at approximately fifty (50 %) to fifty -two percent (52 %)
funding on our Pension Plan. We sit here today in the neighborhood of — seventy -eight percent (78 %) funded.
So, in all humility, I believe that was some — positive results that make me feel a whole lot better about that Plan
than I did a few short years ago."
Continuing, Commissioner Cannon referred to Mr. Boyle and inquired, "Do you feel as though the allocation of
our investments and the way that we have got it being managed with whatever the algorithms that they are using
is sufficient to cover what is likely to be, some I take within the next twelve (12) months, some likely market -
major fluctuations."
Mr. Boyle commented, "We're fortunate to have a fantastic — Board of Trustees. There's some very
knowledgeable people on there and they've positioned us for steady safe returns over the thirty (30) year horizon
that we project over. There's some financial investment theory that says you can't take a portfolio like this and
hedge from month to month, or year to year; really your time horizon's thirty (30) years, but I think they've done
an excellent job, yes."
Further on the matter of Economic Development, Commissioner Krebs asked, "Where do we position the
[University of Central Florida Business] Incubator ?" Manager Smith replied, "The Incubator is funded in a
General Government line item similar to last year, the year before, the year before." With further remarks,
Manager Smith stated, "I would categorize it as Economic Development, so I stand corrected on the earlier
question - I did not include..." Commissioner Krebs asked, "...I would like to know how much monies we have
invested in that as well." Manager Smith stated, "I would say now I would seventy -five thousand dollars
($75,000.00) to that number." Mayor Lacey commented, "I think that's a good point, Commissioner Krebs."
Mayor Lacey then inquired, "Are we going to be meeting our Budget and if we were accompanied netting a
profit ?" Manager Smith stated, "What we have done recently is due to, again if I may, the heavy lifting of all
your Department Heads and the fiscal responsibility that they have embraced and exhibited and as a result, with
last year and this year, we're confident that we'll be positive at the year end. Not much, but a positive." Further
brief comments followed.
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CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP - JULY 11, 2016 PAGE 7 OF 8
Commissioner Carroll referred to the impact of the Community Redevelopment Agency - Florida Avenue in this
Budget; and Manager Smith noted, "And the point Kelly (Balagia) was about to make is the valuations in our
CRA (Community Redevelopment Agency) District, I think doubled this year." Ms. Balagia pointed out,
"Almost forty percent (40 %)." Manager Smith continued, "So, as a result, our contribution to that CRA
(Community Redevelopment Agency) is going up — from eighty -nine thousand three hundred and eighty -five
dollars ($89,385.00) to one hundred and forty-one thousand four hundred and six dollars ($141,406.00). So, that
also takes a portion of those increased property tax dollars into a specific pot of money." e
Mayor Lacey remarked, "It's not exactly relevant to the Budget, but if we had not joined the CRA (Community
Redevelopment Agency) in the first place, all that would be money available to us to spend on that area that now
the county is spending money on instead of us." Manager Smith added, "Roughly a million dollars
($1,000,000.00) over the life of it." Commissioner Carroll mentioned, "I worked really hard on that Florida
Av[enue], to get it passed, four to one (4 to 1) on the County Commission, otherwise known as the CRA
(Community Redevelopment Agency)." I nr !
Brief comments.
Commissioner Carroll mentioned the Therapy Pool at the Winter Springs Senior Center, and remarks followed
about staffing, certifications, Volunteers, and safety matters. Manager Smith noted, "We're meeting the
requirements, the qualifications, for all things that we need to." Mr. Caldwell added, "Everything that Kevin
(Smith) said is correct and we're constantly evaluating that. Currently looking at a different body for certification
as well, working with Florida Hospital; so, we're in the current process of doing that and we have doubled all of
our safety equipment, and so we meet all the guidelines for all the safety equipment around the pool as well."
Manager Smith pointed out, "We did make a significant investment in safety equipment." With further remarks
about the Therapy Pool /Winter Springs Senior Center, Manager Smith then stated, "We are properly positioned."
Deputy Mayor Jean Hovey commented on increased health coverage costs and sought confirmation that the
increase could be sustained without raising the Millage Rate. Manager Smith stated, "Yes." With comments on
claims and the market, Manager Smith added, "I don't actually have the final, final numbers yet. We will
certainly have them by adoption in September, but we do anticipate the increase that we budgeted to unfortunately
materialize." With additional remarks, Deputy Mayor Hovey inquired if the already increased cost of health
coverage would continue to rise. Manager Smith stated, "I don't anticipate it to, Commissioner, no. I think we're
pretty close."
Commissioner Cannon offered his thanks to Ms. Balagia, Mr. Boyle, Manager Smith, the Department Directors
and said, "I know there is a lot of work represented by this proposed Budget and thank you very much."
Commissioner Carroll also said, "Thank you."
PUBLIC INPUT
Mayor Lacey opened "Public Input".
Mr. Arsenio Calle, 110 Arrowhead Court, Winter Springs, Florida: asked about economic benefits related to
financial support to the University of Central Florida Business Incubator.
With further discussion, Mr. Calle said he hoped the City would look into this further.
Mayor Lacey closed "Public Input ".
CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP — JULY 11, 2016 PAGE 8 OF 8
Commissioner Carroll also thanked Manager Smith, Mr. Boyle, and Ms. Balagia.
Lastly, Manager Smith mentioned, "At the next City Commission Meeting, we will need to bring forward an
Agenda Item to set the Tentative Millage Rate, that Millage Rate that will go out in the TRIM Notices. I intend to
bring that forward at 2.43 plus 0.11 for 2.55 Mill total, for your consideration."
ADJOURNMENT
Mayor Lacey adjourned the Workshop at 6:03 p.m.
RESPECTF ULL Y SUBMITTED:
ANDREA LORENZO- LUACES, MMC
CITY CLERK
APPROVED:
MAYOR CHARLES LACEY
NOTE: These Minutes were approved at the 1 2016 City Commission Regular Meeting.
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