Loading...
CCMtg12-05-11Min LONGWOOD CITY COMMISSION Longwood City Commission Chambers �-° 175 West Warren Avenue Longwood, Florida MINUTES DECEMBER 5, 2011 7:00 P.M. Present: Mayor Joe Durso Deputy Mayor H.G. "Dutch" Bundy Commissioner John C. Maingot Commissioner Bob Cortes Commissioner Brian Sackett Dan Langley, City Attorney Jon Williams, City Administrator Sarah M. Mirus, City Clerk Bill Gulbrandsen, fire Chief Troy Hickson, Police Chief Iran Meli, Director of Leisure Services Sheryl Bower, Director of Community Development Services Craig Dunn, Information Technology Manager John Peters, Director of Public Works /City Engineer Wanda Broadway, Human Resources Manager Michelle Longo, Executive Assistant to City Administrator 1. CALL TO ORDER. Mayor Durso called the meeting to order at 7:00 p.m. 2. A moment of SILENT MEDITATION was followed by the PLEDGE OF ALLEGIANCE. 3. COMMUNITY ANNOUNCEMENTS. Ms. Mirus read the following announcements: A. The "Downtown Longwood Cruise -In" Car Show will be held on Saturday, December 10, 2011 from 4:00 p.m. until 7:00 p.m. in the Historic District of Longwood located off of Church Avenue. B. Movie in the Park will be held on Friday, December 16, 2011 beginning at 7:00 p.m. at Candyland Park, 599 Longdale Avenue. This month's feature is Prancer. 4. RECOGNITIONS/PROCLAMATIONS. None. 5. BOARD APPOINTMENTS. None. CC 12 -05- 11/331 6. PUBLIC INPUT. A. Public Participation. Charles Wright 582 Freeman Street, stated he has been a resident of Longwood for fifteen (15) years and was a resident of the Longwood Plantation subdivision. He gave a brief background about himself, and stated he has been recognized for his commitment and dedication to youth leadership in Longwood and throughout Central Florida. He said his issue here had to do with the portable basketball hoop that he has had since he moved in over fifteen (15) years ago. He said recently, over the past nine (9) months, he has been getting notices of Code Compliance about his basketball hoop being in the right -of -way, and he recently was summoned to Code Compliance and missed the date. He stated he was fined $250 for having the basketball hoop out in the right -of- way. He stated on November 15 he was outside playing basketball with several of the children. He said Code Compliance came up, stopped the game and said that they had to stop playing and had to move the basketball hoop because he had already been fined $250. He said his issue here was the $250 fine and would like to have it removed. He said he would like to have a public right -of -way use permit in order to be able to use the basketball hoop in the cul -de -sac. He said he had approached his City Commissioner, Police Department and Code Compliance and everyone was extremely apologetic. He said he had been told they have no issue with it, only when someone calls they have to do something about it. He said he was told on November 15 when Code Compliance came out, she suggested that he come here and speak to the Commission to see if there was something they could do because they do not have any other place in their neighborhood for their children to play. Mayor Durso said the Commission generally does not respond during Public Participation, so what they can do was to get with the City Administrator and if there was an issue to be brought back with regards to a refund or anything to do with permitting, they could certainly put that on a future agenda. He then asked if it was a moveable basketball hoop on wheels. Mr. Wright answered in the affirmative. James Futch 2.11 West State Road 434, said he was the Owner of D.J.'s Guns, Gold & Pawn. He said when he first moved into their location, the owner of the property had promised them that he would do a new sign out front, so the other stores in the building could have off - street signage. He said to -date; the owner has not done anything. He said he was here tonight, to show the Commission a picture of what the original sign was and explained _ the first two pictures on the second page illustrate what they would CC 12 -05- 11/332 allow them to do. He said the owner said he had to do it himself if he wanted a sign. He said the two (2) on the top were the ones that the City has said were acceptable and noted those signs were between $5,000 and $10,000. He stated that he can't afford that cost. He said the third one was the one he would like to be able to do and that cost would be around $3,000. He said this one, staff said he cannot do because it doesn't fit into the first two styles. He said the fourth one was the smallest that they can actually do and would be feasible for him to do in the near future. He said again he can't do that because it doesn't fit into the Codes. He stated what he was asking for was some time to use a portable sign, and he would pay for it and he has one (1) month that he can pay for right now, but it was going to take a few months to save up the money for the signage. He asked if he could get approval to be able to do sign number three (3) that would be his first choice and sign number four (4) would be his second choice. He said right now, they were struggling and they have no signage except what was on the front of the building and they won't let them have a sign person. He was asking for time with a temporary sign and then in the future, three (3) months or so, he would like to have one of the smaller signs. Mayor Durso asked who informed him that he did not have the N sign in compliance. Mr. Futch said it was Mr. Chris Kintner. Mayor Durso said that someone from the City would be contacting him tomorrow. He stated he was sure the City Administrator along with Ms. Bower would be informing the Commission of his situation and they will see if they can't make everybody happy. 7. MAYOR AND COMMISSIONERS' REPORT. District #5. Commissioner Sackett said what a wonderful job the Leisure Services Department did for a beautiful.light -up Longwood Ceremony and thanked the Choir Director for a wonderful rendition at all of the City's nursing homes and stated he was looking forward to the Car Show this weekend. District #1. Commissioner Maingot gave a brief update on the Barrington subdivision assignment. He said on November 30 he attended the retirement function of Lake Mary's Mr. John Litton. He stated on December 1 ", they had an Executive Session, which for him was very influential and very informative. He said on December P, he along with Deputy Mayor Bundy, Commissioner Cortes, Commissioner Sackett and Ms. Bower, attended the caroling at the retirement homes and Hospital. He said he had a few recommendations for changes to the Celebrate the Season event and said they should have the tree lighting at 6:00 p.m. CC 12 -05- 11/333 Secondly, he thinks Santa should be there to turn on the lights, but should also plan for him to have some time to have photographs with the children. He said thirdly, having with regard to the tremendous number of talented ethnic groups they have around the City and for next year, they should begin making contact with these people and solicit their participation. He gave a few examples of groups for staff to make contact with for next year's event. He said he thinks it was important to bring them on board now, so they could establish contact with them so that when we have our Reiter Park up and running, we have already established a working relationship with them, and could have them come, participate and perform for the community. He continued giving an update on the Barrington subdivision assignment. District Q. Mayor Durso said at the Tri- County League of Cities Board of Directors Meeting, Commissioner Kathy Till announced her resignation from the Board and also announced her resignation from the Board of Directors from the Florida League of Cities (FLC). He said Commissioner Till would finish her term as City Commissioner for the City of Apopka, which runs into the spring and then she was going to work for the FLC as a liaison for local elected officials. He said in regards to Christmas, a beautiful job was done by all the City staff that was involved and he thinks they should have the Christmas tree lighting earlier, but should start the event at 5:30 p.m. or 6:00 p.m. He suggested having all the entertainment afterwards, so people can come and go, because the vast majority of the people were there early and then there was a sparse crowd at the end for --� the tree lighting. He said he thinks if they flip it and make it a little bit later, they would have a better crowd. He said he knows Ms. Meli had some ideas for things she would like to do to expand the activities, so he does think there was a lot of room for potential growth and changes that would be really positive. He thanked Commissioner Maingot for leading the carolers and his volunteers. District 43. Commissioner Cortes noted this was his third year caroling and he definitely enjoyed it. He said it was something to see the folks enjoying it and how it lights up their faces and brings joy to his heart just doing it. He thanked Commissioner Maingot and everyone who participated in making this a success every year. He said he would like to remind everybody the "Downtown Longwood Cruise -In" was this Saturday and they still had time to get in contact with some people for door prize items and some sponsorship. He asked to please contact Ms. Meli. He asked if they could get with SunRail and was reading that jobs were coming. He noted there was a company in Sanford that was already starting to hire. He asked if there was a way they could research some of those and post them on the City's website. He said he knows they were getting ready to lay some of the tracks. Mayor Durso said he doesn't see any problem with posting it on the Community Inforination Link on the website. CC 12 -05- 11/334 Commissioner Cortes said that we definitely want to promote any jobs that they can get for the residents. He said to please extend prayers for the Smith Family. He said he knows the Division Manager of Streets /Fleet, Mr. Tom Smith was still in the hospital, but to keep him and his family in your prayers. District #4. Deputy Mayor Bundy stated he had a good time caroling. He said staff did a good job on the Celebrate the Season Event, and stated each year the event gets a little better and they grow. He stated he goes by the Park at least twice a day and understands that there was some doubt in the contractor's mind as to whether he was going to be able to make the December 17 grand opening that the City was shooting for. He would like the City to have a back -up for what the Commission did for Mr. Peters at the last meeting regarding the contractor at Barrington. He said he would like to let Ms. Meli know that on December 17 he was going to be there for the grand opening and will be disappointed if it was not finished. He said he knew there were some issues with rust on the equipment, but it should have been taken care of when they were doing the grading work and pouring the slab. He said they needed to work a little more diligently because he has seen them on several occasions, and they would be there and work for an hour or two (2) and be gone the rest of the day. He stated they were not going to pay them until they are finished, but dragging their feet was not acceptable. He noted school gets out on December 21st and he would like to have the grand opening that weekend and it would be a great way to kick it off because they were going to have a tremendous amount of utilization of it, especially during the holidays. He thanked them for putting up the chain link fence, which seemed to help cut down on the children that were using the Park already. He said in regards to what Mr. Charles Wright said, they needed to be cautious about that because it already has gone before the Codes Enforcement Board and it has been adjudicated guilty, so there's not a lot as far as waiving fines, they always have awarded that precedence in the past that there was a legal process. He said rather not put the City Administrator or Codes Enforcement in the middle of it, he would prefer to have the City Attorney address those issues with him. He said in talking with the City Clerk today, her brother arrived home from Iraq this weekend safe and sound. S. ANY ADDITIONS OR DELETIONS TO THE AGENDA. Commissioner Sackett noted that Item 9 F had an error in the write -up, he stated they do not have Mudd Lake anymore it was Island Lake North. Mayor Durso asked Mr. Williams if he had that change. Mr. Williams responded in the affirmative. 9. CONSENT AGENDA. CC 12 -05- 11/335 A. Approve Minutes of the October 17, 2011 Regular Meeting. B. Approve the Monthly Expenditures for November and December 2011. C. Acceptance of the Federal Fiscal Year (FFX) 2011 Edward Byrne Memorial Justice Assistance Grant (JAG) for $4,848 distributed by the Florida Department of Law Enforcement (FDLE). D. Approve a purchase order in the amount of $57,757 to Bill Ray Nissan for the purchase of three (3) 2012 Nissan vehicles for the Police Department. E. Approve a purchase order in the amount of $60,535.02 to Digital Ally, Inc. for the purchase of twelve (12) new digital in- car cameras systems for the twelve (12) new Dodge Charger Police vehicles and thirteen (13) wireless transfer modules and software upgrades to the thirteen (13) existing systems. F. Approve a purchase order in the amount of $62,156.44 for professional engineering services to Pegasus Engineering, LLC for the design and permitting for the replacement of the existing outfall control structure for Mudd Lake located at Rangeline Road. G. Approve a Novation Agreement with Woolpert, Inc. to Cribb Philbeck Weaver Group, Inc. (CPWG) for continuing civil engineering services. Commissioner Sackett moved to approve the Consent Agenda. Seconded by Commissioner Cortes and carried by a unanimous roll call vote. 10. PUBLIC HEARINGS. A. Read by title only and adopt Ordinance No. 11 -1962, which provides a multi -year contract for City -wide internet and telephone service with 'TW 'Telecom holdings Inc. Mr. Langley announced having proof of publication for this Item. He then read Ordinance No. 11 -1962 by title only. Mayor Durso opened the public hearing. No one spoke in favor or in opposition to the Ordinance. CC 12 -05- 11/336 Commissioner Sackett moved to close the public hearing. Seconded by Commissioner Cortes and carried by a unanimous voice vote. Deputy Mayor Bundy moved to adopt Ordinance No. 11- 1962 as presented. Seconded by Commissioner Cortes and carried by a unanimous roll call vote. 11. REGULAR BUSINESS. A. Approve and authorize the painting of City Hall and the Financial Services Building. Mr. Williams stated, as part of the adoption of the 2011/2012 Budget, they included funds for the painting of City Hall. He said they recommend from the Longwood Historic Code Book Color Guidelines selection, that they paint from the Queen Anne color pallet. He said the main building color would be Downing Straw SW2813, trim and eaves would be Rookwood Dark Green. SW 2816, and the doors to be Rookwood .Red S W2802. He said in comparison to the existing colors, they would be considered slightly darker and it was his understanding these color schemes may have been chosen from a previous rendition of the Historic Code Book. He said he would recommend to the Commission to approve. Deputy Mayor Bundy moved to approve Item 11 A. Seconded Commissioner Cortes and carried by a unanimous roll vote. B. Read by title only, set December 19, 2011 as the public hearing date, and approve the first reading of Ordinance No. 11 -1981, which amends the Solid Waste and Recycling Collection Services contract. Mr. Langley read Ordinance No. 11 -1981 by title only. Mr. Williams said he would like to read into the record that upon approval of the first reading of Ordinance No. 11 -1981 between now and the second reading, the new Ordinance would contain a provision that would provide for a forty five (45¢) cent credit per month per customer that would be included in that two (2) year contract extension, but that would be brought back to the Commission on the final reading. Mayor Durso inquired if the City was giving money back. Mr. Williams responded in the affirmative. CC 12 -05- 11/337 Commissioner Cortes moved to approve to read by title only, set December 19, 2011 as the public hearing date and approve the first reading of Ordinance No. 11 -1981 as presented Item 11 B. Seconded by Deputy Mayor Bundy. Commissioner Maingot asked Mr. Williams what was the increase they were looking at in dollars and cents. Mr. Williams said that actually would be considered a forty five (45¢) cent increase, but they were going to get a forty five (45¢) cent credit. Motion carried by a unanimous roll call vote. 12. CITY ADMINISTRATOR'S REPORT. A. Approve the reclassification of the Assistant to City Administrator to the Economic Development /Special Projects Manager and move this position under the direction of Community Development Services Director. Mr. Williams said that Item 12 A was an Item requesting the City Commission to authorize the reclassification of the Assistant to the City Administrator position to the Economic Development/Special Projects Manager in connection with the City's effort to promote economic development and was ultimately discussed during the Budget Workshops. He said he included in the Agenda Packet a job description for the position and would be happy to answer any questions that the Commission would have. Commissioner Maingot said he had already discussed this with Mr. Williams yesterday, that the actual duties and responsibilities of this particular function carries a tremendous amount of responsibilities with it. He said it covers a lot of what they were planning and what they have been talking about for the City's future. He told Mr. Williams that in the final analysis, the buck stops with him. Deputy Mayor Bundy said he wanted to verify that there was no salary increase and that it was a lateral move as far as dollars and cents. He said they were just moving from one job classification to another. Mr. Williams responded in the affirmative. Deputy Mayor Bundy moved to approve Item 12 A. Seconded Commissioner Cortes and carried by a unanimous roll vote. CC 12 -05- 11/338 B. Discussion regarding poor performing contractors and vendors. Mr. Williams said pursuant to the Commission's direction at the last Meeting, he and staff researched options relating to poor performing vendors. He said this was an update, as he currently believes the tools were in place for dealing with such issues as they may arise from time to time. He said for example, every purchase order that was issued contains terms and conditions specifically in the event of failure to deliver goods or services the vendor was subject to removal from the bid list. He said additionally, the City reserves the right to cancel any order or contract for failure of the vendor to comply with those terms and conditions and specifications of the order. He said with those options available, he believes that some of the situations that they have dealt with prior to this discussion coming before the Commission were administrative. He said meaning that if they find situations with poor performing vendors, then staff needed to notify. the Purchasing Division to take the necessary actions. He said with that and the review of those terms and conditions, he and the City Attorney have discussed additional options to provide more safeguards for the City to deal with these situations as they arise. He said the City Attorney has reviewed the terms and has provided some suggested revisions. He said he had received those but not in time for this Agenda and certainly would be bringing those back to the Commission for confirmation and acceptance as such. He said with respect to goods and services received by the formal bid process, they were going to include evaluation criteria that would allow them to weigh that performance in going forward in awarding jobs based on those criteria, which would certainly correct that. He said one of the things that staff would have to do was to make sure that when they execute contracts, agreements and purchase orders from this point forward, that they were very specific in what would be the requirements, details and the timeframes in which they have to be completed. He said so they can enforce those terms and conditions, and provide an out if such situation did arise. He said he would be bringing the -new terms and conditions back to the Commission_ for your review and . approval at the next meeting. Mr. Williams announced the City had three (3).firefighters that were graduating from paramedic school this week from Seminole State College of Florida. He extended congratulations and said a job well done. Commissioner Maingot said the East Central Florida Planning Commission had been awarded a $2.4 million grant through the United States Department of Housing and Urban Development to CC 12- 05- 11/339 help fund development around the SunRail stations. He said Mr. Kintner put in an application on behalf of the City and the City was awarded $500,000. He thanked Mr. Kintner for his efforts to be able to achieve that for the City. 13. CITE' ATTORNEY'S REPORT. No report. 14. CITE' CLERK'S REPORT. Ms. Mirus said at the October 17 City Commission Meeting, the Commission had tasked she and the City Administrator with to contact Wallis Baker Associates who had completed the Master Plan of the Cemetery. She said after much research Wallis Baker Associates was no longer in existence. She said both gentlemen have retired and Mr. William Baker had recommended Dix. Lathrop and Associates, Inc. for the project. She stated she and the City Administrator met with Mr. Jeff Dix on Tuesday, and he provided the City with a proposal for preliminary plan for landscaping at the Cemetery and for development of a Veterans Memorial Garden area. She stated the total cost was $3,850. Mayor Durso asked that the Item be brought forward at the next Commission Meeting for Commission approval. Deputy Mayor Bundy asked if there was a process where the Commission can recognize staff for their accomplishments and be placed in their —� personnel file. Mr. Williams stated he can bring something back to the Commission to accomplish that goal. 15. ADJOURN. Mayor Durso adjourned the meeting at 7:39 p.m. os ursq(May ®r.- ATTES Sarah M. Mirus, MMC, MBA, City Clerk CC 12- 05- 11/340 L