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CCMtg06-27-05MinLONGWOOD CITY COMMISSION Longwootl City Commission Cbambere 175 West Warren Avenue Longwood, Florida WORK SESSION MINUTES JUNE 27, 2005 ~:DO e.m. Present: Mayor H. G."Dutch"Bond} Deputy Mayor John G Maingot Comm3ssionu Dan Anderson Commissioner Mike Holf Cam or Brlan D.6ackGt John J! Drago, City Administrator 6arah M. Mijares, City Clerk Torn Smith, Division Manager of Streets/Fleet Carol Rogers, Uirector of Financial Sen~ices Craig Dunn, Computer Sen ce A1anager Richard Kornblvh, Divi ion Manager of Utilities Yaf M1filer, Director of Community Services Fran Meli, Recreational Program Manager Absent: Richard S. Taylor, Jr., City AHOrney (Excused) 1. CALL TO ORDER. Mayor Drindy rolled the meeting to order at'1~04 par. Deputy Mayor Maingo~ moved to suspGrd die roles. Seconded by Comm~ssioner Sackett and omried by a unanimous voioe vole g. 6USINESS. A. Discussivv regarding the Master Plans for the City of Longwood. Mr. Drago stated the COmmlesion had regvostod nn updam on atl tho Master Plays. Hereviawed the Mvatu Plan for Public U[itiues- Heexplaincd tFiat each year's budge[ has fimding relarive to the Irydranlicplan; replacing water lines in order to gain afficievcy, a well as other Items. He stated it may change at times due m othu projects. He acid e rate study was conduUW in 2000, Discussion was held regaMing tfia miliry rates. Mr. Drago advieed Me. Bogus would mn the model after October to assess xfie[hu thevitlity rotes needed to be adjusted. He said tlda model would assess two components: capital and opara~ing. Discussion waz held regarding the water pressure. CC 06-2J-05/154 Deputy Mayor Maingot inquired as 1o how many contractors would bid on the jabs. Mr. Kotnbluh elated (io city would reoelveapproxima(ely flue (5) bids Discussion wee held regarding the bid process and projects going overbttdgu. Ms. Bogus staled Ne budget was being set now, howevu, next July Naprices may incroase or decrease Mayor Bundy stated the increase in casts were for unforeseen eovtticts, not material inoreases. Discussion was held regading the holding tards for water. Mr. llrago dluussed [he Public [Jtilities/Wazteweter Capital hnprovament Program. He stated the priority would be to complete the wastewater lines on State Aoad 434. Ueputy Mayor Maingot questioned whet wonld happen with thewidu[ing of Smta Road 434 in a few years. Mr, llrago stated the wastewater lines would go in the currcm right-ot-way. He said ifPDOT purchases additional right-of-way, they may require relocation. Commissioner Anderson stated it would probably ba pftewt (I S) years prior to any widening ofthe road in that area. Mr. Dmgo stated Mr. Kombluh was working to Tine up rho vacuum systran on the t side, i.e. Tehno, Ridge and Oak. He statctJ they would name together during the road paving projeG. Restated with tlresoil oevditions in the[ aroa, the vacuum system worked the best since it waz no[ required to be az deep as a gravity system. Mr. Drago r awed the Stormwater Capital Improv ant Program. He said they have redesigned Iha Master Plan and provided kr additional fonds prediaeted on the increase from Stormwater fees. He staled they were taking on additional aintennnce to the system which increases the wst o[maintenance. He advised that Orange Avenue and West Warten Avenue were not in the Capital Plan bemuse (hare was not enough money. Mr. Mille said they have been in contact with S~ John's Water Mwagemevt Disniet, but they hnvc not received any additional tending Mr. Drago stated the City Engineer was Iooldng into whether d[e city can quantify theamount of stormwater 6om H.& Williamson and Rmtgalino, to possibly hnvc the Connfy contribute some flrvding. CC 062'!-OS/155 Discussion ensued. Mr. Drzgo reviewed the Parks Capitol Mprovemant Program. He stated Nay laid ut all of dre parks iv a five (5) year period. He said Aeitu Pazk and Smalhvorld Pazk would be rabudgeted, given the lime Game for finished design. He stated he placed Highland Hills the following year; but if the budget eltows, Highlarrd Hills will be placed in this year's budget. He said the next improvemems would be to Magnolia and Sandlewoodpark& Arbor or 2aven would be moved to where Highland Hills is listed. He stated Cartdlylwrd would be done last due to Ne funding. Disc as held regarding partnering with the Baptist Chucalr on North Street for addlaonal playing felds. Discussion was held regarding the trails. Commissioner Sackau inquired ifthere were any state grants in the furore for Candyland Park. Ms. Mali stated the airy would like to apply for a $20U, WU matching grant which vs the maximum amount. She statcd Ney could apply for a lesser amotmt and mould have two gents outstanding at one time with the state. She advised they did apply for CDRG Cunds for Smellword Park, but they have not been inf rmed regarding this grant She stated the concepwal plena for Aeiter and Smellworld parks hevebeen completed and Ney were ro-surveying the properties. Disc os held regading the guroral fund monies that have been budgeted rot wl, ~tl, gent Nnas ware awaraca. Mn T1eli stared hating the perks iu the Capital Improvement Program helps with aPP1yNg for grants. Discussion was held regarding.ttate grants for Ne parks. Discussion was held regading the reoovation of Sandlewood Perk and Magnolia Park. Discussion was held regarding the renovation of Smellworld Park and Reiter Park. Discussion ensued regarding We tennis coutt. Mr. Drago r awed the Cemetery Maser Plan. He reviewed what was done in the past urd what was plowed for the Ntwe. He advised this year included the center fowrrain, brick, lighting, relocation of the Ilag pole, and'vrigation. Discussion was held regarding fundiugof Ne Cemetery Mazter PI CC 062)-95/I56 Mr. Drago reviewed the fume plans and showed pictures of Columbarians, a Memorial Book, and Cenotaphs. Mr. Drago reviewed the Public Facilities and Capital Improvemem Program. He reviewed the mad projects. Commissioner Holt Icft the meeting at 8:46 p.m. and returned at 8:4'1 p.m. Dlecusston eneaed regarding the paving projeGS. Mr. Drago discussed the Master Plan for Public Works. He advised the cost would increase firm the original $1.3 million dollars due [o anolhor typeof building being required. He stated the cost would be split bebveev Utiti[ies end Public Works. Commieaionar Anderson declared this was ova t§cility that needed attention. Mayor Bwdy suggested cvvsiderivg the possibility of moving Public Works to an industrial area and sell Iho property oCthe ctnrent loeatiev. Discussion ensued. Discussion wee held regadiug romodeling of the facility. Mr. Dago staled he had no problem with remodeling the building if money allowed. He said another option, short o(a band issue, would be that the Chaner perzn tied the i e of debt for one year. He said the millage r Quid be required to be raised ~v order to pay the off fha debt; following payoff of the deb[, tho millage rata wnld be lowered. Discussion was held regarding a bond referendum for the public service facilities. Mayor Bundy stated if going to the voters for a referendum, there needed tv be a clear plan iv plane evd the whole prooess dove the right way. Deputy Mayor Meivgot said, es an altanietivq they should visualize planing mom things together. He stated it mould beacmmplished at the existing property, but empomry storagewoidd be required. He c urrad w needed to ra-hunk the plan as nn overall improvement for the city focinoorporete everything into one looetion. He agaed that reloenting would be batter. He suggested having a Plan II. Mayor Bundy reviewed the various options discussed. He requested the City Adriunisuator bring back some proposals. Mr. Drago r awed the Departmental and Division budget eeque is for personnel end equipment. He stated the new Plre Chiefwould be taking over after November 1" so he was inclined not to do an}rthing until the new Chiefwae hired. He said the Police Depmtrnw,I rtquttts were straight forward. He said the vew vehices were approximately $7,800 per vehicle, predicated on what wesold the vehicles for. He slated ha put the gevuator Cor Ina City HeII Complex under Computer Servives, but ifwe receive iveurtutce money, it can be purchased this year. He reviewed lhecovicepl for tfieavcumevt imagivg projoct. Discussion was held regarding the request for a thud ambulance. Mr. Dmgo reviewed the requeate for Public Works/Sheets v,d Pleat and Pcoponies Maintenance. Deputy Mayor Maingot stated Nese employees were currently paid by the how. He suggested considering paying by Ue task rather Than hourly. He slated this would be applicable for Property Maintenan<ewiere in lhejobs could be tacked out with Inair responsibilities. He said Ihis would maximizeprodvctivity. Discussmv ensued. Mr. Drago Bald he s sold like a an his ardati so he vo 6nvmd end frame the budget. Restated Iheyuantlapnlo tfierovtine pay and bencfits. Hesaid the State has raised lhei ontributiov mteto the Fl2S. Hosstated be i nt perfom,ance for the Fire avd Police Pension Plan had an unary report Perfom,ed end d,e airy will be required to makecontribvtiovsdoe to theperfomrw,cv. Discussion was held regarding ealanes. Ms. Rogus stated this was the year Ne vity was to replace the A5400 which is approximately a $40,000 dollar invesnnw,t. She staled, as an altemanvq our reg<dar pm~iaer. HTe rtes .,n apphearnn may ww so~~n on me inmmat_ sun Baia woWd be able to keep Ne same software, but we would pick up pay onlene in this package end be able to brinK in the upgrade transition w,der what wo artily pay. She affirmed it was time to replace Ihetelephone syeten, and in onjuvctiav with the in6esvu re for the new HTH System moo mould haven broad band telephonesys[em vtu Discussion ensued regarding the telephone system. Diswasion was held regarding the oompnlmx reploven,ent policy. Mr. Dum advised the intorznation regarding the replacement policy is from the Gardner Group. Disausslvv earsued. Mr Dumr stated the city would be purchasing the vew phones. He said the proposed iv net inflasw re change was theprojem fixed cost. He said there would be a variable incurring cost which was like we moue currently paying the CC Ofi-2'/-OS/t58 slate. He said by putting the two systems together there would be a cost savings. He declared with this Initiative Nue would be en enhanced disastor recovery option providing a better opportunity for the recovery of files. Commissioner Anderson inquired ifthe system world allow forwarding a specified number to anollrer location Ms. Rogers responded in Ne affirmative. Mayor Dimdy inquired if the security of oNine bill pay woidd be more enhanced wi1M1 Ihis system. Mr. Dunn responded in the affirmative. Mayor Bundy asked if there were any additional qua Woos or comments for the City Administrator. Commissioner Holt said he would liketo seelho projects that need to be done. He stated we needed m look at the capital projec s. Commissioner Sackell etaled tho overall package looked good. Discussion was hold regarding thn Fire Depazanent and Emergency Management Services. 3. ADJOURN. Mayor-undy adjourned the meeting al 10:42 p.m. ootl G.6undy, Jr. yor ATTHST: l/ ! ___ Sorah M. Mijares, City Jerk CC OG2'/-05/159