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HomeMy WebLinkAbout2019 03 25 Consent 307 Unapproved Minutes from the March 11, 2019 Regular MeetingCOMMISSION AGENDA ITEM 307 March 25, 2019 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, March 11, 2019 City Commission Regular Meeting 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, March 11, 2019 City Commission Regular Meeting. 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 307 PAGE 1 OF 2 - March 25, 2019 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: Staff recommends the City Commission review and consider offering their Approval of the Monday, March 11, 2019 City Commission Regular Meeting Minutes. ATTACHMENTS: A - Unapproved copy of the Monday, March 11, 2019 City Commission Regular Meeting Minutes (19 pages) Consent 307 PAGE 2 OF 2 - March 25, 2019 Attacbmoit "A" CITY OF WINTER SPRINGS, FLORIDA STZ'ft? 0 Ery Incorporated 0 1959 MINUTES REGULAR MEETING MOND,AV, MARCH It, 2019 - 6:30 P,.M. CITY HALL — COMMISSION CHAMBERS 1126 EAST STATE ROAD 434, WINTER SPRINGS, FLORIDA Mayor Charles Lacey Commissioner/Deputy Mayor Kevin Cannon - Seat Two Commissioner Jean Hovey - Seat One Commissioner Ted Johnson - Seat Three Commissioner TiAnna Hale -'Seat Four Commissioner Geoff Kendrick - Seat Five CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION REGULAR MEETING - MARCH 11, 201119 PACE 2 OF 19 The Regular Meeting of Monday, March 11, 2019 of the City Commission was called to Order by Mayor Charles Lacey at 6:33 p.m. in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 327(8). Roll Call: Mayor Charles Lacey, present Deputy Mayor Kevin Cannon, present via telephone Commissioner Jean Hovey, joined the meeting via telephone at 6:34 p.m. Commissioner Ted Jol'Inson, present Commissioner TiAnna Hale, present Commissioner Geoff Kendrick, present 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 possible Agenda Changes, Mayor Lacey asked, "Commissioners, any objection to Adopting the Agenda?" Commissioner Geoff Kendrick stated, "No objection. Deputy Mayor Kevin Cannon noted, "No objection from me." Mayor Lacey then commented, "Hearing none, it stands Adopted." Commissioner Jean ,Dovey joined!' the meeting via telephone at 6:34 p, nz, AWARDS AND PRESENTATIONS 100. Not Used. Although no formal presentations were agendaized, a generous gift basket was presented to K9 Vader, who recently retired from the Winter Springs Police Department. The gift basket was offered on behalf of Shear Magic Pet Grooming by Ms. Amy Volpe and Mr. James Evans to K9 Vader and Chief of Police Kevin Brunelle, Police Department. Additionally, Mayor Lacey presented a Certificate of Completion to Commissioner Ted Johnson and Commissioner TiAnna Hale in recognition of their recent attendance at an Institute for Elected Municipal Officials (IEMO). MY OF WNTER SPRINGS, FLORIDA MINUTES CITY COMMISSBON REGULAR MEETING — MARCH I d, 2019 PAGE I OF 19 INFORMATIONAL 200. Community Development Department REQUEST: The Community Development Department is advising the City Commission of the status of current development projects within the City. FISCAL IMPACT: There is no fiscal impact associated with 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 Cit- y 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: Staff recommends the City Commission receive and review the information provided. "here was no discussion on this Agenda Item. ,Mayor Lacey, opened "Public Inpul ", Ms. Annc Casscclls, 907 Old England Ai,enue, Winter Park Florida: addressed the City Commission regarding their family, visiting the area, and their family's land. Ms. AmY Voll)e, 1485 Lake Driiv, Casselberry, Florida: spoke of a situation a few years ago when the late Commissioner Pain Carroll helped her daughter and how much her kindness meant to her. CIT'Y OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION REGULAR MEFTING -- MARCH 11, 2019 PAGE 4 OF 19 Mr, Ron Lipharl 1036 ffinding Waters Circle, Winter Springs, Florida: mentioned that he had heard that City Manager Kevin. L. Smith was leaving the City, said what a great City Manager he had been, and suggested the Mayor and City Commission have individual exit interviews with Manager Smith before he leaves, ,Wajor Lacey closed "Public Inj,)w " CONSENT AGENDA "Z71 CONSENT flu 300. Parks and Recreation Department REQUEST: The Parks and Recreation Department requests the City Commission approve the naming of the newly constructed pavilion at Trotwood Park in honor and memory of former Commissioner Pam Carroll; the official name would be the "'Pamela A. Carroll Memorial Pavilion". FISCAL IMPACT - The only incremental cost of approval of this request is the cost of the related permanent memorial plaque. This is estimated at $3,500. 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, Lasei-Ficlic, 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 rive (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 City Commission officially name the new pavilion at Trotwood Park, the "Pamela A. Carroll Memorial Pavilion" in honor and memory of former Commissioner Pam Carroll. No discussion. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION REGULAR MEETING - MARCH 11, 2019 PAGE 5 OF 19 CONSENT 301. Public Works, Department REQUEST: Public Works Department requests the City Commission authorize a change order in the amount of $3,241.90 to The Middlesex Corporation for the additional overages incurred due to unforeseen pavement conditions during resurfacing of the City Hall parking lot. FISCAL IMPACT: The requested funds for an additional 4,% contingency is $3,241.90, for a total authorization of $99,200.40, funded by the Infrastructure Surtax Fund (3rd Generation Sales Tax). 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 rile 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: Staff recommends that the City Commission authorize a change order in the amount of $3,241.90 to The Middlesex Corporation for the additional overages incurred due to unforeseen pavement conditions during resurfacing of the City Hall parking lot. This amount will be funded by the Infrastructure Surtax Fund (3rd Generation Sales Tax). There was no discussion on this Agenda Item. CONSENT 302. Finance and Administrative Services Department REQUEST: The City Manager and Finance and Administrative Services Director request that the City Commission approve the FY 2020 Budget Calendar. FISCAL IMPACT: The outcome of the budget workshop will determine the financial and operational direction of the City of Winter Springs for FY 2020. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION REGULAR MEETING - MARCH 11, 2019 PAGE 6 OF 19 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 requesters. City Staff is always willing to discuss this Agenda Item or any Agenda Item with any interested individuals. Additionally, the FY 2020 budget calendar will be published on the City's website within one week of approval. RECOMMENDATION: Staff recommends that the City Commission approve the FY 2020 Budget Calendar or amend it as deemed necessary. No discussion. CONSENT 303. Office of the City Clerk REQUEST: The City Clerk is requesting the City Commission Review and Approve the Monday, February 18, 2019 (6:0,0 PM) City Commission Special Meeting Minutes. 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 requesters. City Staff is always willing to discuss, this Agenda Item or any Agenda Item with any interested individuals. t7.1 CITY OF WINTER SPNNGS, FLORIDA MINUTES (,'I'I'N'COMMISSIONRFGLJL.ARMFF'r]NG MAR0411,2019 PAGE 7 OF 19 RECOMMENDATION: Staff recommends the City Commission review and consider offering their Approval of the Monday, February 18, 2019 (6:00 PM) City Commission Special Meeting Minutes. This Agenda Item was not discussed. CONSENT 304. Office of the City Clerk REQUEST: The City Clerk is requesting the City Commission Review and Approve the Monday, February 18, 2019 ((x:30 PM) City Commission Special Meeting Minutes. 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 requesters. City Staff is always willing to discuss this Agenda Item or any Agenda Item with any interested individuals. RECOMMENDATION: Staff recommends the City Commission review and consider offering their Approval of the Monday, February 18, 2019 (6:30 PM) City Commission Special Meeting Minutes. No discussion. CONSENT 305. Office of the City Clerk REQUEST: The City Clerk is requesting the City Commission Review and Approve the Monday, February 25, 2019 City Commission Regular Meeting Minutes. CITY OF WINTER SPRINGS, FU)RIDA MINUTES CITY COMMISSION REGULAR MEETING - MARCH 11, 2019 PAGE 8 OF 19 FISCAL IMPACT: There is no fiscal impact related to this Agenda Item. T of a oil] 11,14 Weld ky"M UK, I I LOW 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, Lasei-Fiche, 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: Staff recommends the City Commission review and consider offering their Approval of the Monday, February 25, 2019 City Commission Regular Meeting Minutes. There was no discussion on this Agenda Item. 11111 1 Ira I 1 1 10 LOJ I LIMEt 1r U 10 EN MW 01414313 U 3112, "AWK1113. DISCUSSION. VOTE: COMMISSIONER JOHNSON- AYE COMMISSIONER KENDRICK: AYE COMMISSIONER HALE: AYE COMMISSIONER HOVEY: AYE DEPUTY MAYOR CANNON: AYE MOTION CARRIED. PUBLICHEARINGS 400. Office of the City Attorney REQUEST: The City Attorney requests that the City Commission consider passing Ordinance No. 2019-03 on First Reading, authorizing the conveyance of land in furtherance of a Developer's Agreement, dated January 8, 2018, and memorializing by ordinance and ratifying a conveyance of land to the State of Florida for the "missing link" for the Cross -Seminole Trail pursuant to an Exchange Agreement, dated February 12, 2018. CITY OF WKI'ER SPRINGS, FLORIDA MIN U FES CITY COMMISSION REGULAR MEETING - MARCH 11, 2019 PAGE 9 OF 19 FISCAL IMPACT: There is no direct fiscal impact related to the adoption of the Ordinance other than, staff and attorney time to prepare the Ordinance and complete the conveyance of the Nub Property to 419 Metal and Auto Recycling Center, Inc. L#AIV I Lela 321111-Afm 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, LaserFicbe, 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. 19 0100 ILI 131011". 0 COME Staff recommends that the City Commission consider passing Ordinance No. 2019-03 on First Reading, authorizing the conveyance of land in furtherance of a Developer's Agreement, dated January 8, 2018, and memorializing by ordinance and ratifying a conveyance of land to the State of Florida for the "missing link" for the Cross -Seminole Trail pursuant to an Exchange Agreement, Dated February 12, 2018. . ... ... ... . ....... . . .......... IN TERMS OF THE FIRST READING OF ORDINANCE 2019-03, "MOTION TO READ BY `TITLE' ONLY." MOTION BY COMMISSIONER KENDRICK. SECONDED BY COMMISSIONER JOHNSON. DISCUSSION. MOTION CARRIED UNANIMOUSLY WITH NO OBJECTIONS. City Attorney Anthony A. Garganese read Ordinance 2019-03 by "Title" only. Mqyor.Lacey opened "Public InIna ",16r this Agenda Item. There were no rernark's offered by the public. il,fa,Vor Lacey elosed "Public Input ­jbr this Agenda. Iters. "MOTION TO APPROVE ON FIRST READING, ORDINANCE 2019-03." MOTION BY DEPUTY MAYOR CANNON. SECONDED BY COMMISSIONER KENDRICK. DISCUSSION. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION REGOLAR MEETING - MARCH 11, 2019 PAGE 10 OF 19 VOTE: COMMISSIONER HALE: AYE DEPUTY MAYOR CANNON: AYE COMMISSIONER KENDRICK: AYE COMMISSIONER JOHNSON: AYE COMMISSIONER HOVEY: AYE MOTION CARRIED. FIMMing 8101170 REGULAR 500. Office of the City Manager REQUEST: Office of the City Manager request the City Commission decide how they want to recognize the departing City Manager, Kevin L. Smith. FISCAL IMPACT: Any fiscal impact will be determined depending on what the City Commission decides upon. 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, LascrFiche, 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: Staff recommends the City Commission consider this matter and make any decision the City Commission deems applicable. Commissioner Hale noted that Manager Smith had served the City well and agreed with honoring him. Next, Commissioner Kendrick spoke very highly of Manager Smith and commented, "I concur with Commissioner Hale that we certainly need to do something. Not just a plaque or something like that; we do, need to recognize you in another way. I don't have an answer for that right now but I would like to put together a really nice send-off." g­ � C CITY OF WINI ER SPRINGS, FLORIDA MINUTES CITY COMMISSION REGULAR MEETING MARCH 11, 2.019 PAGE I I OF 19 Commissioner Johnson remarked as to what a great job Manager Smith had done since becoming City Manager and stated, "The citizens of Winter Springs have certainly benefited from your efforts and your expertise. That said, I am big on having a dinner to recognize people in your category; and I think it would be highly appropriate for this City to have a dinner. I think that would do justice in recognizing you and thanking you for all of your years of service; and I know we typically have functions at the Tuscawilla Country Club. I would throw that out there — I am adamant that I think we ought to have an evening to do you justice in thanking you for all of your help." Discussion followed on the logistics of trying to have something put together before Manager Smith left Winter Springs. Manager Smith mentioned his great appreciation and the assistance he has received, 11—t.1 milli Deputy Mayor Cannon said that lie also agreed with the previous comments and added, "I feel that a ZPO banquet is definitely in order and I also feel that some other additional recognition like a 'Key to the City' is also very much in order." Deputy Mayor Carnion further spoke of how much he appreciated Manager Smith. Mayor Lacey remarked, "It sounds like we are narrowing in on a banquet which I am supportive of The last time we did this was in honor of Commissioner [Joanne] Krebs when she retired, so we have a ternplate that is not very old for how to do it; so, I would suggest that at this point we tell Andrea (Lorenzo -Luaces, City Clerk) that we want to have something similar to what we did two (2) years ago for Commissioner Krebs. Is there agreement on that instruction?" Deputy Mayor Cannon stated, "Yes." No objections were noted. Mayor Lacey added, "The 'Key to the City' is a great idea. I would endorse that." City Clerk Lorenzo-Luaces referenced the event for fon-ner Commissioner Krebs and noted that it was done with a fifty/fifty (50150) type payment; and asked if the City Commission would like to do that, or perhaps have the City cover the entire costs of such an event, Commissioner Kendrick said he was not against this; however, he was wondering if perhaps the City should pay for the entire event. Mayor Lacey remarked, "I think some kind of cost sharing is appropriate because otherwise you don't know if you have serious people who want to come — you get a lot of reservations and no-shows; I think you really need to put some nominal price tag on it," Deputy Mayor Cannon commented, "I agree with the cost sharing for the very reasons you stated Mayor. It gives you a firmer head count for food planning," Deputy Mayor Cannon then suggested City Clerk Lorenzo-Luaces report back to the Mayor and City Commission on the event date. City Clerk Lorenzo-Luaces added, "Are you all leaning towards a dinner or a lunch." Commissioner Kendrick stated, "Dinner." No disagreements were voiced. Comments followed on a possible date and Mayor Lacey pointed out, "I don't think Fridays/Saturdays are a requirement — does anyone disagree with that?" Commissioner Kendrick suggested, "We could do it during the week." No objections were noted. Mayor Lacey then said to City Clerk Lorenzo-Luaces, "Whatever you can work out at the country club." City Clerk Lorenzo-Luaces stated, "Okay, And I will just get back in touch with you all." Mayor Lacey and Commissioner Kendrick commented, "Yes. Deputy Mayor Cannon added, "Yes, that will work." ( I ITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION REGULAR MEETING - MARCH 11, 2019 PAGE 12 OF 19 REGULAR 501. Office of the City Manager REQUEST: City Manager requesting the Commission consider designating an interim City Manager and options for proceeding with procurement of a permanent City Manager. FISCAL IMPACT: There is no fiscal impact related to this agenda item at this time. 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: Staff recommends that the City Commission consider the following and provide action/direction as deemed appropriate: 1. Appoint an Interim City Manager to serve until a permanent Manager is appointed or other time -certain. 2. Consider a strategy/process for procuring a permanent City Manager. Discussion followed on a permanent City Manager, however, to first appoint an Interim City Manager who could work with Manager Smith before he left the City, that Mr. Boyle had worked closely with Manager Smith, the Budgeting timeline, that the Charter requires for (4) Votes for a City Manager or an Interim City Manager, that it was important that a decision be made, a previous discussion at the last Commission Meeting, and continuity of government. Commissioner Johnson, Commissioner Kendrick, and Deputy Mayor Cannon all noted being in favor of Mr. Boyle. Further comments followed on a fon-nal search, continuity of government, the upcoming Budget, a formal process for the permanent City Manager position, that new signature cards needed to be handled, how Contracts will need to be signed by a City Manager, Mr. Boyle, Commission Votes, the current Department Directors, and continuity of government. CITY OF WANTER SPRINGS. FLORIDA MINUTES CA FY COMWSSION REGULAR MEEAING -- MARCIA I 1, 2019 PAGE 13 OF 19 "I WILL MOVE THAT SHAWN BOYLE BE VOTED IN AS OUR INTERIM CITY MANAGER FOR AND I THINK I LIKE COMMISSIONER CANNON'S - WE WOULD PUT A LIMITATION OF A SIX (6) MONTH PERIOD ON THAT - I WOULD LIKE TO INCLUDE THAT IN THE MOTION." MOTION BY COMMISSIONER JOHNSON. MAYOR LACEY NOTED, "TO THAT POINT, MECHANICALLY I THINK THAT IS DOABLE BUT THE IMPLEMENTATION OF THAT SHOULD BE THAT WE ASK THE CITY ATTORNEY 'TO DRAW UP AN AGREEMENT THAT SPECIFIES THAT PROVISION SO THAT WE CAN SHOW THAT WE, ASSUMING THAT THIS PASSES, THAT WE HAD FOUR (4) VOTES THAT AFFIRM THAT WAS THE PLAN AND WE DON'T GET IN ANY COMPLICATIONS IN TERMS OF HOW THE INTERIM CITY MANAGER IS TREATED AFTERWARDS." COMMISSIONER KENDRICK ADDED, "I JUST DON'T WANT TO PUT A TWIST ON IT BECAUSE WE CAN MAKE THE CHANGE ON A DIME AT ANY POINT SO - I JUST DON'T THINK THAT FALLS IN LINE WITH CONTINUITY OF GOVERNMENT; ACTUALLY PUTTING A LIMITATION ON IT BECAUSE I THINK WE ARE GOING TO BE STARTING THIS PROCESS TOMORROW - THERE HAVE BEEN MULTIPLE POTENTIAL CANDIDATES THAT HAVE APPROACHED ME ALREADY, RIGHT AFTER KEVIN SMITH RESIGNED; SO, THIS PROCESS HAS ALREADY STARTED AND I THINK A LIMITATION KIND OF THROWS A LITTLE BIT OF A TWIST- MY OPINION OF CONTINUITY OF GOVERNMENT. I JUST WOULDN'T WANT TO PUT THAT IN." COMMISSIONER JOHNSON REMARKED, "I WOULD LIKE TO REVISE MY MOTION, SIMPLY TO STATE THAT I MOVE THAT SHAWN BOYLE BE APPOINTED INTERIM - CITY MANAGER." i$ij 11110RA. 0 � I ralklm DEPUTY MAYOR CANNON REMARKED, "I WAS JUST GOING TO OFFER THAT AND I FEEL THAT IT IS INCUMBENT ON US AS COMMISSIONER KENDRICK SAID, TO MOVE EXPEDITIOUSLY WITH OUR SEARCH PROCESS FOR A PERMANENT REPLACEMENT AND THE ONLY REASON WHY I HAD PREVIOUSLY INDICATED 'FOR A PERIOD NOT TO EXCEED SIX MONTHS', IS TO BASICALLY NUDGE ALL OF US ALONG ON A FAIRLY FAST TRACK ALTHOUGH WE HAVE TO BE THOROUGH BECAUSE THIS IS AN INCREDIBLY IMPORTANT DECISION THAT WE NEED TO MAKE." DEPUTY MAYOR CANNON CONTINUED, "MAYOR, WOULD A SECOND MOTION TO BEGIN A FAST TRACK SEARCH ALSO BE SOMETHING THAT YOU WOULD ENTERTAINT' FURTHERMORE, DEPUTY MAYOR CANNON CONTINUED, "DO WE NEED FOR FORMAL ACTION TO BEGIN THE SEARCH PROCESS; AND THERE ARE DIFFERENT WAYS TO DO THE SEARCH PROCESS. WE CAN HAVE OUR UR DEPARTMENT BEGIN IT IMMEDIATELY AND THEN IF WE NEED TO HAVE A CONSULTANT WORK WITH US, WE COULD DO THAT, BUT THAT WILL DRAG IT OUT FURTHER." ITY OF WIN f'ER SPRINGS, FLORIDA MINUTES (ATY COMMISSION RFGULARNIFFlING-- MARCH 11, 2019 PAGE 14 OF 1() MAYOR LACEY SAID, "UNDER THIS AGENDA ITEM, AS I THINK THE MOTION YOU ARE DISCUSSING WOULD BE IN ORDER, BUT I NEED TO DISPOSE OF THE MOTION IN FRONT CMF US ONE WAY OR ANOTHER, BEFORE I CAN RECOGNIZE THAT MOTION." DEPUTY MAYOR CANNON ADDED, "I JUST BRING THIS UP TO ASSUAGE CONCERNS THAT COMMISSIONER HALE MIGHT HAVE, AND THAT IS, WE NEED TO MOVE ON THE APPOINTMENT TONIGHT ON AN INTERIM BASIS, BUT BY THE SAME TOKEN, WE NEED TO MOVE FORWARD QUICKLY WITH ESTABLISHING THAT FORMAL SEARCH PROCEDURE. AND FOR MV TWO (2) CENTS, THE CHARTER DOES PROVIDE THAT THE CITY MANAGER DOES ALL THE HIRING AND FIRING, BUT I THINK THAT WE AS, A COMMISSION CAN EXPRESS THE WILL OF THE COMMISSION THAT THE FOCUS mm NEEDS TO BE MAINTAINING FULL CONTINUITY OF GOVERNMENT HERE IN THE CITY; AND THE INTERIM APPOINTEE, PROBABLY WOULD BE BEST SUITED DOING THAT AND NOT DRAMATICALLY MAKING DECISIONS WITH DEPARTMENTHEADS AND SO FORTH." FURTHERMORE, DEPUTY MAYOR CANNON STATED, "I WOULD EXPECT THAT OUR INTERIM CITY MANAGER TO BE RUNNING THE CITY FIRST AND FOREMOST, AND NOT ENGAGING IN WHOLESALE SHUFFLING AROUND OF DEPARTMENT HEADS. I DON'T THINK THAT WAS ENVISIONED PERSONALLY BY PROBABLY THE PERSON THAT IS UNDER DISCUSSION RIGHT NOW; BUT THAT WOULD BE MY TWO (2) CENTS DURING THIS INTERIM PERIOD." MAYOR LACEY STATED, "I THINK WE ARE READY TO PROCEED BUT FIRST I WOULD ASK FOR UNANIMOUS CONSENT THAT THE, MOTION INCLUDE INSTRUCTIONS TO THE ATTORNEY TO NEGOTIATE A CONTRACT THAI' ENCOMPASSES THE TERMS WE TALKED ABOUT. IS THAT ENOUGH FOR YOU ANTHONY (GARGANESE)TI ATTORNEY GARGANESE RESPONDED. "YES.11 NO OBJECTIONS WERE NOTED. COMMISSIONER KENDRICK THEN POINTED OUT, "WE ARE NOT TALKING ABOUT TIME LIMIT ANYMORE..." MAYOR LACEY STATED, 6'...NO." CITY CLERK LORENZO-LUACES ASKED IF THERE WAS CONSENSUS ON THE LAST PART, TO WHICH MAYOR LACEY AND DEPUTY MAYOR CANNON SAID, "YES. MAYOR LACEY RESTATED THE MOTION WAS "TO APPOINT SHAWN BOYLE AS INTERIM CITY MANAGER WITH A PROVISION THAT IT IS SUBJECT TO A CONTRACT NEGOTIATION TO BE DONE BY ANTHONY (CARGANESE)." CITY OF WINTER SPRIWS, FLORIDA MINUTES CITYCOMMISSION REGULAR MEETING -- MARCH 11, 2019 PACE IS OF 19 VOTE: COMMISSIONER HOVEY: NAY COMMISSIONER JOHNSON: AYE COMMISSIONER HALE: AVE DEPUTY MAYOR CANNON: AYE COMMISSIONER KENDRICK: AYE MOTION CARRIED. Mayor Lacey remarked, '"So, that does pass by the required four (4) Vote margin. Mr. Boyle we took forward in four (4) weeks time to you joining us." In terms of a process to procure a permanent City Manager, Deputy Mayor Cannon noted, "In the interest of expediting the next and the really critical stage of this, that we should give direction to our staff with guidance from Kevin Smith before his departure, to begin the process of opening Lip a search for candidates, invitations for candidates to submit applications, and to fornialize perhaps and bring back to us at the next meeting - perhaps Kevin Smith could bring us back some targeted timelines in the process that the realistic timelines and process for us to follow. I don't want toJust leave it wide open I think that if we come Lip with timelines just like we did tonight with the preparation of the budget; if we build in some timelines with some deliverable dates, that's going to keep this process moving and bring in quality candidates for our consideration." Mayor Lacey said to Deputy Mayor Cannon, '*When you say, staff, I would suggest that that include prominently Anthony (Garganese) as part of that process..." Deputy Mayor Cannon responded, "...Absolutely. Yes, I feel that this would need to be Anthony (Garganese) as well as our HR department and as well as Kevin Smith's assistance before he leaves; so, that we can come up with a timeline for deliverable dates and targets and then also obviously after Kevin leaves if we need to bring in a Consultant or someone to help get through the applications, we can do that.", Commissioner Hale suggested that perhaps some Interns from the University of Central Florida (UCF) could assist the City with this process. Conimissioner I-Iov(�y 's telel)hone conneclion cadet tit al)piwxiniatedy 7:20 p. in. Mayor Lacey added, "I like the way the Deputy Mayor phrased it because it's beginning the process now without walking us into a specific way of doing it. I really this that we will benefit from a little bit of time passing to let Shawn (Boyle) get in place and begin that transition. Focus on the transition f1-om Kevin Smith to the Interim and then begin in earnest looking at how we fill it long ten -n; so, I would like us to not get too tied Lip in the process now but in a few weeks, what you are saying, is very appropriate." Further discussion. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION REGULAR MEETING MARCHH,2019 PAGE 16 OF 19 Deputy Mayor Cannon added, -We are not just looking internally for the permanent City Manager, we are looking for the best and brightest candidates that we feel will be the best match fore the City; and to utilize the services of both Anthony (Garganesc) and our HR department to do those advertisements, to assemble the applications, and so forth; and that is what I envisioned. Have them kind of report back to us on some kind of a tirnefi-ame of what they think realistically that will entail." "I MAKE A MOTION THAT' WE GIVE DIRECTION TO THE CITY ATTORNEY AND TO THE CITY HR DEPARTMENT TO BEGIN A PROCESS AND REPORT BACK TO US — IN AN EXPEDITED WAY, NEXT MEETING OR TWO (2), SETTING FORTH THE ADVERTISEMENT FOR THE POSITIONS AND THE PROCESS BY WHICH WE WILL BE SCREENING APPLICANTS FOR A PERMANENT CITY MANAGER POSITION." MOTION BY DEPUTY MAYOR CANNON, SECONDED BY COMMISSIONER JOHNSON. DISCUSSION. MAYOR LACEY NOTED FOR THE RECORD THAT COMMISSIONER HOVEY'S CAL(I HAD DROPPED OFF. VOTE: COMMISSIONER KENDRICK: AYE COMMISSIONER HALE: AYE DEPUTY MAYOR CANNON: AYE COMMISSIONER JOHNSON: AYE MOTION CARRIED. r1qVIZIT19W � REPORTS 600. Office of the City Attorney — Anthony A. Garganese, Esquire No Report. REPORTS 601. Office of the City.Nianager — Kevin L. Smith No Report was given. CITY 017 WINTER SPRINGS, FLOR IDA MINI ITS CITY COM MISSION REGLJ LAR MEErING - MARCH 11, 2019 VAG E 17 OF 19 REPORTS 602. Office of the City Clerk — Andrea Lorenzo-Luaces, MMC No Report. c-­imm4 REPORTS, 603. Office of Commissioner Seat Five - The Honorable Geoff Kendrick — umonm Corrunissioner Kendrick noted that Keeth Elementary School just held then- "Spring Fling" at "The Foundry Church'' and oflered his appreciation to then- Principal who was leaving. Next, Commissioner Kendrick mentioned that Tri -County League of Cities was holding Advocacy Training on March 19"' and March 20"' earlier than in past years, and that Commissioner Kendrick would share contact information. REPORTS 604. Off -ice of the Mayor - The Honorable Charles Lacey .................... Mayor Lacey had no Report. Related to other City business, Manager Smith stated, "At the last Workshop, we all discussed processes for moving forward and I asked everybody to give me an opportunity to do a little more research, and report back to you all at this meeting. That being said, there's a couple paths that we're seeking to take with your approval. Number one, is we are reaching out to a Consultant or through the League of Cities, or whatnot for purposes of comprising and putting forward a Visioning Session - similar to what we did about ten (10) years ago, to involve obviously the dais and the citizens to come in and go through a fon-nalized process that I think would be beneficial to you all, for getting that input that you sought as we continue Our Workshops." Manager Smith added that they are also working on a survey that would go on the City's website and through other means, would obtain citizen feedback, to which Manager Smith remarked, "So, those two (2) things right now are simultaneously being constructed. I don't know an exact date for the .-- Visioning Session yet, but I anticipate probably somewhere in the neighborhood of late April but we'd certainly bring that back to you all for approval and we would move forward also on the survey immediately as soon as we have that constructed. Relative to the Workshop, the next one as you know is scheduled for next Monday the 18". Because we're moving forward with the Visioning Session and the surveys, I still think that you all have some desire to move forward on Workshops relative to the items that you had discussed before and so my thought is that we would move forward with that; however next week - as you all know, is spring break, CITY OF WINTER SPRINGS, FLORIDA MINUTES (ATYCOMMISSION REGULAR MEETING - MARCH 11, 2019 PAGE IS OF 19 I know that citizen input is important to the dais and I think you may be a little bit hampered by travel plans next week from our citizens; so, my recommendation is that perhaps we skip next Monday night in deference to the spring break holiday and then we pick back up with our next scheduled Workshop on — April the I", which will afford staff the opportunity to get a little more information on the items that I've discussed tonight." Manager Smith then said, "I'd be seeking Consensus or approval on that timeline and process, Mayor." Commissioner Kendrick stated, "Agreed." Commissioner Hale added, "Yes." Deputy Mayor Cannon =04 remarkVV ed, "I agree with that," No objections were voiced. Comments followed on facilitating the Tj Workshop. Mayor Lacey summarized, "I think you have got unanimous consent." REPORTS 605. Office of Cornn'tissioner Seat One - The Honorable Jean Hovey Commissioner 1--lovey's telephone call had disconnected a little earlier. REPORTS 606. Office of Commissioner Seat Two/Deputy Mayor - The Honorable Kevin Cannon No Report was given. REPORTS 607. Office of Commissioner Seat Three — The Honorable Ted Johnson No Report. REPORTS 608. Office of Commissioner Seat Four — The Honorable TiAnna Hale Commissioner Hale mentioned she recently went to Tallahassee with a young Winter Springs resident who received an award from the Governor. Next, Commissioner Hale commented on attending a recent Econornic Update last week and would be forwarding some information she had received to her colleagues on the dais. Commissioner Hale also commented on volunteerism and encouraged people to volunteer when possible. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION REGULAR MEETING MARCI-111,2019 PAGE 19 OF 19 itfqyor Lact"j, olvned "Public Ityna " There were no Speakers. ,Vqyor Lace.11, closeti ''Public Input Immo Before adjourning, mayor Lacey pointed out that the proposed City Commission Workshop planned for March 18"', 2019 would not be held. Other comments followed. ADJOURNMENT Mayor Lacey adjourned the Regular Meeting at 7,33 p.m. RESPF-( I TFULL 17 SUBMITIED: ANDREA LORENZO-LUACES, MMC CITY CLERK APF'RO VEIL: MAYOR CHARLES LACEY NOTE: These Minute,~ were app-oved at the 2019 City Commission Regular Meeting.