Loading...
CCMtg04-21-08Min r LONGWOOI~ CIT~~ COMMISSION Longwood City Commission Chambers 175 West Warren Avenue Longwood, Florida MINUTES APRIL 2l'., 2008 7; 00 P.,M. Present: Mayor John C. Maingot r Deputy Mayor H.G. "Butch" Bundy, Jr. i, Commissioner Brian D. Sackett Commissioner Dan Anderson Commissioner Mike Holt Teresa S. Roper, City Attorney John J. Drago, City Administrator Sarah M. Mirus, City Clerk. Tom Smith, Division Manager of Streets/Fleet Lt. David Dotivda, Police Department Carol Rogers, Finance. Director Phyllis Williams, Fire Department Ryan Spinella, Executive Assistant Paul Sizemore, Director of .Commmunity Services Danielle Adzima, Community Services Coordinator 1. CALL TO ORDER. Mayor Maingot called the meeting to order at 7:02 p.m. 2. A moment of SILENT MEDITATIOTJ was followed by the PLEDGE OF ALLEGIANCE. • 3. COMMUNITY ANNOUNCEMENTS. None. 4. RECOGNITIONS. A. Presentation of a plaque to Ed Bookbinder,.President of Visual Impact Communications, Inc. in appreciation for his efforts in the compilation of the video prodt~~ction for the 2008 Annual State of the City for the City of Longwood.. Mayor Maingot presented Ed Bookbinder with a plaque for his efforts in the compilation of the video production for the 2008 Annual State of the City. Photographs were then taken. 1 CC 04-21-08/91 B. District #3 Nomination of the Business Person of the Month Award for May 2008. Commissioner Holt nominated Ronnie Bonner, President of American Mentality, Inc. located at 210 East Palmetto Avenue for the Business Person of the Month Award for May 2008. Nomination carried by a unanimous voice vote. 5. BOARD APPOINTMENTS. A. District Nomination to the Parks and Recreation Advisory Board. Commissioner Sackett nominated Jeanete Swanson, 901 Alameda Drive, to the Parks and Recreation Advisory Board. Nomination carried by a unanimous voice vote. 6. PUBLIC INPUT. A. Presentation. McDirmit, Davis & Co., LLC will present the annual audit for the fiscal year ended September 30, 2007. Kelly Leary, Partner, McDirmit, Davis & Company,. said they have just completed the City's audit for the fiscal year ending September 30, 2007. She advised the City of Longwood did receive the Certificate of Achievement for the 2006 Comprehensive Annual Financial Report. She ; pointed out that on page one was the independent auditor's report which is ~ i unqualified. She explained this is the best report they could obtain. She reported the City was in compliance with laws, regulations, contracts and grants. She said the City of Longwood did not have any recommendations from the auditors last year or this year. She stated internal controls were good. She briefly reviewed the fiords to include the General Fund, Public Facilities Ftu1d, and Special Assessment Fund. She said the Special Assessment. Fund has a deficit fiord balance; and the reason is because the City is fiinding the Special Assessments with money lent from the General Fund and the Public Facilities Fund. Ms. Rogers said the City would recover this money over the period of time of the Special Assessments. 1VIs. Leary said the. management letter in the back of the Comprehensive Annual Financial Report was to let the Auditor General know that the financial condition of the City is good and they do not see any trends that indicate deterioration. She stated the Public Utility Fund seems very stable and did not have many changes. Most of the increases in the capital assets were on the governmental side. Deputy Mayor Bundy said the City was now looking at new rates for water and sewer funds. He affirmed they were currently in the seventh ~ year of a five year projection. . CC 04-21-08/92 Ms. Leary said the City's assets exceeded liabilities by approximately $54 million. She stated 77% of this vas investment in capital assets. Deputy Mayor Bundy inquired about the Pension obligations. He said Longwood has been fortunate to keep this under control. Ms. Leary said she believ~;d the Police and Fire Pension Furids were fully funded. The General employees are on a defined contribution plan. She stated the City was in good shape. Mayor Maingot requested that they receive this document a few days prior to the Commission meeting. Ms. Leary said the Auditor General has 19 ratios. to calculate. One of the ratios is cash to revenue and this can vary from year to year if there were a lot of capital expenditures. She stated Longwood's cash to revenue ratio goes up and down depending upon how they are spending. money for the year, and it is temporary. This is not included in the report as it is typical. B. Public Participation. Al Rahmankhah, 2710 Park Royal Drive, said he would like to speak regarding the Reiter Park Project. On January 9, 2008, the City announced that A&M SI submitted the lowest bid of $2,153,000 and the estimated price was between $1.9 and $2.4 million. He stated that soon after on January 21, 2008 the City of Longwood requested for all prospect bidders to submit a complete schedule value to show quantified unit pricing. He said A&M SI did utilize all recommended resources .for subcontractors by the City for the design built portion, and submitted a list of subcontractors and vendors along with pricing and quantities. During the de-scope meeting that was held Febniary fish, the designer, PDA, and the electrical consultant did acknowledge that A&M $I met the criteria for an invitation to bid including all the design-build components, and were in compliance and in line with the specs provided. During the meeting, an error was admitted to in the bid package ors a specific item, Geogrid. The bid package indicated 3,000 square feet and they advised it should be 30,000 square feet. He said A&M SI was asked if they would revisit the unit price. He stated they would revisit the unit pricing if the City would advise all the other bidders so they would have the opportunity to do the same. He said they would be more than. happy to adjust Their pricing, but the bottom number would not exceed the $2.1 million. He affirmed that City staff did say all contractors would be allowed to revise their unit pricing. He stated, to date, there has been nothing published or amendment to the invitation of bid revising the quantities. He said they heard through a third ~ party the job would be awarded to another contractor. He questioned why ~ the City would want to spend almost $800,000 more in a contract when • A&M SI bid almost $800,000 less in compliance with the bid document. He said they should send this out. to re-bid or revisit the recommendation to bidder number five. CC 04-21-08/93 7. CITY ADMINISTRATOR'S REPORT. No report. 8. MAYOR AND COMMISSIONERS' REPORT. District #1. Mayor Maingot reported on April 10~' he attended Good Morning . Seminole with the feature being the Commuter Rail. He said the Relay for Life for Longwood was held at Lyman High School on April 11~'. He stated the event was very well organized and attended. On April 17~', he attended the Mayors and Managers meeting in Oviedo and Ed Torres, Public Works Director for Casselberry, presented an alternative water supply project that will make available not only potable water; but substantial quantities of recycled water. Also, at this meeting, an update was given regarding the enrollment changes of Seminole County Schools. District #2. No report. District #3. Commissioner Holt said the County had previously come to the City with a presentation regarding their scientific approach to mosquito control. He inquired if the City was spraying at this time. Mr. Smith said they have been spraying when they receive calls. Commissioner Holt inquired if the City still had kept their equipment for mosquito control, and if they could revisit taking care of the citizens in this ~ regard. He said he had discussed issues regarding Animal Control in the City with the City Administrator. He stated he has learned that there are three different entities involved in Animal Control in Seminole County. He requested a consensus of the Commission to have the City Attorney look into what the City and County are doing and come up with some way to focus on getting rid of the gray areas. Deputy Mayor Bundy said if the City was contracting with the County for Animal Control, they needed to require the County to enforce the City's ordinances. Commissioner Holt said he visited with some of the residents regarding the Blackadar Property. He requested a meeting with the City Engineer and Building Official to review the blueprints. He stated when you stand on Blackwater Place and look at the project you see an eight foot (8') wall of dirt. He said there were a few areas that needed to be addressed.. District #4. Deputy Mayor Bundy announced that Commissioner JoAnn Lucarelli of Lake Mary recently lost her father and he attended the funeral. He said an issue handled by the Police Department a few weeks ago was the homicide that occurred on Raven Avenue. He stated the Police Department, within 12 hours of the homicide had a couple of suspects, and within three weeks had made four arrests. He said he appreciated the efforts of our Police Department ~ in solving this crime and allaying the fears of the neighbors in his subdivision. CC 04-21-08/94 Deputy Mayor Bundy said he received call from a resident who was a participant in the City's survey and one of the questions that concerned her was in regards to consolidating the Police Dep;~rtment with the Sheriff's Department. He stated he was surprised this was included in the survey, and he would have advised this question not be on the survey. Mr. Drago said the question was asked,, given the nature of Amendment 1, to see if there was any softening of the matter. He stated the response was well above 60%, crossing the option off the table. Mayor Maingot inquired why the Commission did not see the survey questions prior to it being sent out. Mr. Drago said the surveyor is the one who drafts the parameters. He said the purpose of the survey was to obtain some statistical data and if the questions were laid out, then they would have had some; preconceived ideas on how to answer. He stated you want to have a fair :representation of what the public sees. Deputy~Mayor Bundy said he didn't want edit rights, but he would have liked to have known about it so not to be surprised. Commissioner Sackett agreed that: when. you create a survey, you do not want to ~ put a bias or a skew on an endorsement. The- questions they were asking probably should have been reviewed by the Administrator and struck at that time. He declared the Commission could bias the survey. Commissioner Anderson said he thought Deputy Mayor Bundy was not asking, for the Commission to have input in the survey.. However, once it is out, to have it provided so they will be prepared to answer questions. District #5. Commissioner Sackett said. he wanted to create awareness that with budgets coming in place for the Seminole County School Board, and a $25 million budget cut, he was distressed to learn the elementary DARE Programs, at this point, have been eliminated for next: year. He stated the reason being was that the School Board isn't funding their share and the Sheriff's Department can't fiord their share. He said this was a ten week :program where the officer is at the school one day a week doing the drug. resistance education program for fifth graders. He declared the cost of not giving this to our children was too high. Commissioner Sackett said there were many beautifiilly landscaped businesses on State Road.434 and there were also some unsightly ones. He thought a business was required to keep their front maintained. He inquired why these were allowed to decline. ~ Deputy Mayor Bundy said they could at least make. sure these businesses were complying with the original site peen. CC (14-21-~M/95 Commissioner Anderson inquired to the status of the Longwood after hour non- ~ emergency numbers. Mr. Spinella said this has been created. Deputy Mayor Bundy suggested a basic information line be set up with a list of numbers for non-emergencies, such as a number for awater-main break. Commissioner Anderson said if this information was ready, it needed to be published in The Lamplighter and on the website. Mayor Maingot suggested a list of relevant non-emergency contact numbers be listed in the next publication to be circulated so the residents can cut this out and have it handy. 9. CONSENT AGENDA. A. Approve Minutes of the March 24, 2008 Work Session and the Minutes of the April 7, 2008 Regular Meeting. B. Finance Division of the Financial Services Department recommends payment of approved and estimated bills for May 2008. . C. Finance Division of the Financial Services Department recommends ~ approval of the Monthly Financial Report for March 2008. D. City Administrator recommends the City Commission approve a Memorandum of Agreement between the City and the Seminole County Health Department to participate in the Cities Readiness Initiative and authorize the Mayor to sign the agreement. E. The Finance Division of the Financial Services Department recommends the City Commission accept the annual audit for the fiscal year ended September 30, 2007 as presented by McDirmit, Davis & Co., LLC. F. City Administrator recommends the City Commission approve a work authorization with Barnes, Ferland and Associates, Inc. for professional consulting services related to the modification of the City's consumptive use permit in the amount of $51,880.00 and authorize the City Administrator to sign all appropriate documents. Commissioner Holt moved to approve the Consent Agenda as submitted. Seconded by Commissioner S'ackeft. Discussion was held regarding Item 9 F. Discussion was held regarding additional- potable water versus the use of reclaimed water. CC 04 21-08/96 Motion carried by a una.iiimous roll call vote. I 10. PUBLIC HEARINGS. A. The Finance Division of the Financial Services Department recommends City Commissions read by title only and adopt Ordinance 08-1865 which amends tlhe Fiscal Year 07/08 Budget. Ms. Roper read Ordinance: No. 08-1865 by title only.. Mayor Maingot opened~the public hearing.. No one spoke in favor or in opposition to the Ordinance. Commissioner Hola moved to close the public hearing. Seconded by Commissioner Sackett and carried by a unanimous voice vote. Commissioner Holt moved to adopt Ordinance No. 08-1865, as presented. Seconded by Commissioner Sackett.. Ms. Minis announced proof of publication.. ' Motion carried.by unanimous roll call vote. ~ B.. The Community Development Division of the Community Services ~ Department recommends the City Commission read by title only, set May 5, 2008 as the second publlic hearing date and approve the first. reading of Ordinance 08-1864 Ito amend the Longwood Development Code (LDCA 01-08) regarding temporary signage. Mayor Maingot announced this was a quasi judicial hearing and reviewed the procedure. Ms. Roper announced proof of publication. She then read Ordinance No. 08-1864 by title only. Ms. Roper advised this could be treated as a regular public hearing if there was no one here to speak. Mayor Maingot opened the public hearing. No one spoke in favor or in opposition to the Ordinance. Commissioner Sackett moved to close the public hearing. Seconded by Commissioner Holt and carried by a unanimous'voice vote. Commissioner Holi: moved to approve Ordinance No. 08-1864 and set May 5,.2008 as a public hearing date, as presented, Item 10 B. 'Seconded by Commissioner Sackett and carried by a unanimous . roll call vote. CC 04-21-(18/97 11. ~ REGULAR BUSINESS. ~J A. Commissioner Anderson requests the City Commission discuss a Farmer's Market in Longwood and take action the Commission deems appropriate. Commissioner Anderson said he brought this idea up a while back. His desire is to bring a weekly or monthly event into the Historic District to attract people to Longwood and help the merchants by creating a destination to this area. He .stated with the coming of the Commuter Rail, he would love to have people throughout Central Florida come to the Longwood Station and have this activity.. He has talked this over with the merchants in the area and they are excited about having a Farmer's Market because it greatly benefits them. He stated everywhere he has seen Farmer's Markets was a place that was growing, vibrant, and had life. He said they have an opporhulity to create an event to bring. life into Longwood and breathe more life into the businesses. Commissioner Holt said positives are out there and also negatives are there. He inquired who would staff the Farmer's Market and who would pay for the overtime. Commissioner Anderson said his idea was for the City to provide the push to get this started. He stated most Farmer's Markets he has looked at has an organization that takes care of it. The Farmer's Market in Winter Park is done through the City. Others have a committee of citizens, but the City provides the space. He declared if the City was willing to partner in this, they can get volunteers to help. Commissioner Holt said Winter Park and Sanford have a destination for a Farmer's Market. He inquired where in Longwood this. would be. Commissioner Anderson gave several examples for a location. He said there is parking here now and there will be additional parking when the Train Station is built. Commissioner Holt said there were vendors that sell produce as a living, not to mention the grocery chains. He inquired if this would be competition they did not need. Commissioner Anderson responded in the negative. He suggested they would be happy to be a part of the Farmer's Market. He stated there would be a variety of products and services. He reiterated this supports the businesses and said it feeds on itself and keeps going. Commissioner Sackett said the possibilities are endless. This will promote pride and create a movement in this area. He affirmed that he whole ~ hearfedly supported the idea. CC 04-21-08/98 Deputy Mayor Bundy inquired i:fthey were going to limit what items can be sold. He asked how much this was going to cost. He said the Merchants Association may take this idea vnd run. with it. He stated the City has given some cooperation Frith thc; Historic Society inputting on the Art Festival, but the Society also pays for Public Works and that kind of logistical support. He said. in order for the merchants to succeed, they need these types of events. He would like to see a business plan put together to include how much it was going no cost, what would be required, and how often it would occur. He declared they needed an organization to step forward, take the ball and run with it. Commissioner Anderson said if their goal. is to breathe life into this District and to bring people. here to help support the merchants, he is convinced the merchants would .have an input as to what would benefit them. He stated each of the marl;ets charge a booth fee. He said the vendors that come are responsible for cleaning up their own trash. H:e stated they could create an envir~~nment that takes care of itself and raises some money to offset the cost. Yae said the implementation details can be worked out. Mayor Maingot said this was a good idea and he would support the idea. He suggested they get more of a formalized presentation to cover all of the ~ various components.. He said the annual Art Festival needs to be protected and this is a priority. At the same; time, they need to look at the terms of cost. He asked Commissioner Anderson if he would be willing to spear head a group that would want to become involved and put together a more concrete proposal that. wotcld address some of the issues that. have been raised. Commissioner Anderson said he would have no problem with doing that. He stated if the City was willing to support something, they can work out all of the details to make it be successful. He stated before finishing out all of the details, was this som.ethin~; the City i interested in and willing to get behind. Deputy Mayor Bundy said if this can be done at a reasonable cost to the City, and suggested getting; a group of the merchants to spear head the idea.. He reiterated he wanted to ~;ee a business plan. He stated he wanted to hear more details and said it was a wonderfiil concept. Conunissioner Holt said he wishfd there had been more of a presentation since this had been discussed previously. He said they were all for breathing life into the City. He a€;reed he wanted to see more details. ~ Mayor Maingot said they were looking for a concurrence for Commissioner Anderson to go to the next step and come back to the Commission with asemi-formal presentation so they will know what this will cost the City and what is involved. CC 04-11-08/99 Commissioner Anderson said when lie brought this up the last time; the answer he received was that something like this could not happen. In the intervening time, he was not willing to let this go, and thinks it is a fantastic idea. Since the last time they brought. this up, Lake Mary had the same idea and they have a successful event every weekend. He has held discussions with the merchants, other people, and has received e-mails, all of whom would like to have something happen. He declared he is willing to invest the time if the Commission can see merit to the idea and feels it might work. The questions are all legitimate and need to be answered. Deputy Mayor Bundy moved that Commissioner~Anderson be designated as the City's liaison between an ad hoc committee of interested people to look into the logistics and the questions raised and make. a presentation to the Commission with answers to these questions: Seconded by Commissioner Sackett and carried by a unanimous roll call vote. B. City Administrator recommends the City Commission read by title only and adopt Resolution No. 08-1190 establishing the City of Longwood as a Community for a Lifetime. Ms. Roper read Resolution No. 08-1190 by title only. Deputy Mayor Biindy moved to adopt Resolution No. 08-1190. Seconded by Commissioner Anderson and carried by a unanimous roll call vote. ' C. The City Administrator recommends the City Commission approve the First Amendment to the City of Longwood /Seminole Coamty Interlocal Agreement Relating to Joint Planning ~cnd the Annexation of Enclaves and authorize the Mayor to sign the agreement. Deputy Mayor Bundy moved to approve the First Amendment to the City of Longwood / Seminole County Interlocal Agreement. Seconded by Commissioner Holt. Deputy Mayor Bundy inquired if legal counsel was satisfied with the document, in that it covers all of the concerns the Commission had. Ms. Roper advised she spoke with Mr: Roper this afternoon and he is well satisfied with the document as written. Motion carried by a unanimous roll call vote. D. The Recreation Division of the Community Services Department ~ recommends the City Commission award Bid #01-08 for Reiter Park Site Development and Improvements Project to Bolena Construction CC 04-21-08/100 in the amount $2,946,063.33 aind authorize the Mayor to sign the ~ contract. Mayor Maingot advised there had been an official request for the City to review this matter. As such, no ~rction will be taken at this time. 12. CITY ATTORNEY'S REPORT. Ms. Roper advised her daughter is scheduled to have a recital on May 18`x'. She and 1\lr. Roper would both like to be present for this recital, and if the Commission has no objection they will send their partner, Andrew Dayes, to cover the meeting until one of them can be present. - Mayor Maingot suggested Mr. Dayes attend the next meeting to observe.. Deputy Mayor Bundy said he wor.rld have no problem with Mr. Dayes attending the entire meeting on May 18~'. - 13. CITY CLERK'S REPORT.. Ms. Mims reported she met with the Supervisor of Elections last Wednesday and he revie~~ed the Resolution passed by the Commission for the ballot language. He advised it did not meet State Law. She will be meeting with the City Attorney to review the Resolution and possibly bring back another Resolution that would comply with State Law. 14. ADJOURN. Mayor Maingot adjoumecl the meeting at 9:04 p.m . John C. a' ot, I~r ayor ATTEST• / ~2LGO Sarah M. Minus, CMC City Clerk CC 04-21-08/101 This Page Left Blank Intentionally. ~i CC 04-21-08/102