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CC02-04-13MinLONGWOOD CITY COMMISSION Longwood City Commission Chambers 175 West Warren Avenue Longwood, Florida MINUTES FEBRUARY 4, 2013 7:00 P.M. Present: Mayor Brian D. Sackett Deputy Mayor John C. Maingot Commissioner Joe Durso Commissioner Bob Cortes Commissioner H.G. "Butch" Bundy Dan Langley, City Attorney Jon C. Williams, City Administrator Sarah M. Mirus, City Clerk Troy Hickson, Police Chief Chris Kintner, Planner/Stormwater Sheryl Bower, Director of Community Services Fran Meli, Director of Leisure Services Wanda Broadway, Human Resources Manager Pamela Barclay, Director of Financial Services Michelle Longo, Executive Assistant to City Administrator 1. CALL TO ORDER. Mayor Sackett 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 announcement: A. The "Downtown Longwood Cruise In" Car Show will be held on Saturday, February 9, 2013 from 4:00 p.m. until 8:00 p.m. in the Historic District of Longwood located off of Church Avenue. 4. RECOGNITIONS/PROCLAMATIONS. A. Presentation of the Beautification Award to JP Morgan Chase & Co. located at 929 West State Road 434. Deputy Mayor Maingot presented the Branch Manager, Ms. Carolina Coletti and the Assistant Branch Manager, Ms. Maria Cruz of JP Morgan Chase & Co. with the Beautification Award. Photographs were then taken. CC 02-04-13/19 B. Presentation of the 33`d Annual Juvenile of the Year (JOY) Awards. Scarlyn Gonzalez Altamonte Elementary School Cole Fischer Choices In Learning Charter School Jesus Briceno Greenwood Lakes Middle School Alicia Wells Highlands Elementary School Andrea-Sheunna Cleveland Lake Mary High School Scott George Jokela Lyman High School Edwin "Xavier" Santiago-Laboy Milwee Middle School Delaney Taylor Rock Lake Middle School Amaris Sabic Winter Springs Elementary School Raymond Nobles Woodlands Elementary School Mayor Sackett read the history of the JOY Awards and read a biography on each student. The Commission presented each student with a framed certificate. Photographs were then taken. The Commission recessed at 7:18 p.m. and reconvened at 7:27 p.m. 5. BOARD APPOINTMENTS. A. District #1 Appointment to the Charter Advisory Committee. Deputy Mayor Maingot deferred the nomination. B. District #2 Appointment to the Charter Advisory Committee. Commissioner Durso nominated Ms. Alesia Carringer, 351 Isabella Drive, to the Charter Advisory Committee. Nomination carried by a unanimous voice vote. C. District #3 Appointment to the Charter Advisory Committee. Commissioner Cortes deferred the nomination. D. District #4 Appointment to the Charter Advisory Committee. Commissioner Bundy nominated Mr. Ben Paris, 551 Church Avenue, to the Charter Advisory Committee. Nomination carried by a unanimous voice vote. E. District #5 Appointment to the Charter Advisory Committee. Mayor Sackett nominated Mr. Malcom Cooper, 941 Alameda Drive, to the Charter Advisory Committee. Nomination carried by a unanimous voice vote. CC 02-04-13/20 6. PUBLIC INPUT. A. Public Participation. None. 7. MAYOR AND COMMISSIONERS' REPORT. District #4. Commissioner Bundy said the Early Learning Coalition of Seminole County was having the Ribbon Cutting for their new offices in the business park on February 28`s at 10:00 a.m. He was excited that they have moved here and it will defmitely be an asset to the City. Commissioner Bundy also reported that his wife, Donna, has finished her chemotherapy and feels really good. He said she will go through three (3) weeks of radiation soon, and he thanked everyone for the thoughts and prayers that have come their way. He said they were both blessed to have a lot of friends who care about Donna, and he really appreciates that. Also, his youngest daughter and her husband have returned from Germany. District #5. Mayor Sackett said he went to Connolly's Irish Pub with a Proclamation and he enjoyed it. He said he went to the Seminole County Public Schools Board Meeting for the rezoning of the North Phase of the elementary schools. He said he spoke as the Mayor and said he expects the School Board to honor their commitment as the City of Longwood honors theirs. He said they took a vote and the response to that was 5-0 to honor their commitment. He also said he got the four (4) plans today, and all four (4) plans leave the Longwood children alone. He said he thinks they got the message clear, and they were going to do the right thing. He said he attended the Homeowners Association Meeting of the Hidden Oaks subdivision and they were happy with the City and were waiting for SunRail to come. He said he and the City Administrator met with delegates from the Winsor Manor subdivision, who wants to redo its front entranceway. He said they want to pay for everything and was looking to knock out the pillars and give the entry a more modern look as at Devonshire. He said they needed to find out where electricity and water were located right now, but they were going to move forward and do it on their own. He said Leadership Seminole will be holding their Annual Bowling Green St. Paddy's Event; and it was $25 per player and they need to register. Commissioner Bundy said he has arranged for some of the staff from the Public Works Department who were extremely good bowlers. He said they quit inviting him and his team he put together after they killed them repeatedly. Mayor Sackett said they want them to bowl, so Commissioner Bundy will be the coordinator for that Event. Mayor Sackett said there were a lot of things happening in February and then outlined all the events being held in February. He noted the Spring CC 02-04-13/21 Arts Festival was off the calendar. He said the Fall Arts Festival was ongoing, and asked if the parks projects of the chili cook -off, Reiter Park, and the dog park were still in the works. Mr. Williams said they were in the works and would have an agenda item before them at the next Commission Meeting on the dog park. He said regarding Reiter Park projects, contracts have to be executed, and they were waiting final approval from the St. Johns River Water Management District permit application and modification has to take place. He said it was anticipated that construction should be able to begin toward that. He said they did provide the Commission with a timeline. Mayor Sackett asked where they were in regards to the Union Contracts. Mr. Williams said he would like to have an Executive Session with the Commission on February I or 13t' whichever day works best for the Commission. It was the consensus of the Commission to hold the Executive Session on February 12t' at 6:00 p.m. Mayor Sackett inquired about the historic signage and asked where they were on that. Ms. Bower said they were moving forward. Mayor Sackett also asked about the Mowing Service Contract. Mr. Williams said according to his observation, it was going very well. He said they will be reaching out to each Commissioner to have a discussion with him and the Streets Technician II, Mr. Bill Black, who was actually administering the Mowing Contract. One of the topics, they need to be addressing was miscellaneous requests because there has been no set criteria on how to add or subtract items from that list, such as right- of-ways in front of homes. He said they have received additional requests to date in the amount of $37,000 to $38,000. He said he has asked Mr. Black to take photographs of everything that they currently mow, and whether or not there was some sort of drainage structure or something in the right-of-way that has led someone in the past to make a decision like this. Mayor Sackett said he appreciated the electronic mails on the house in his neighborhood that has to be demolished due to termite infestation. District N. No report. District #2. Commissioner Durso said with regard to the Citizen Response System, he would like to add a column to the second report as to a location CC 02-04-13/22 of where the property was that the complaint problem/situation exists. He also said he appreciated the Mayor's stand at the Seminole County Public Schools Board Meeting and it was well received. He said to Mr. Williams and staff that he wanted them to know he has had positive interactions with citizens on permitting, noise complaints, business development, and SunRail. He said everyone has had really exceptionally good things to say about staff. District #3. Commissioner Cortes said he had a couple issues of permitting, and they were handled very well. He reminded them that the Car Show will be held this Saturday and has received more requests on sponsorships. Mayor Sackett said he went back to the Mr. Warren Brown Committee, and they were fine with doing a plaque on Field No. 2 and to call it the Warren Brown Field at Candyland Park. It was the consensus of the Commission to have the Committee place a plaque on Field No. 2 and to call it the Warren Brown Field at Candyland Park. 8. ANY ADDITIONS OR DELETIONS TO THE AGENDA. Mr. Williams noted for Agenda Item 11 B, the attachment listed as the SunTrust Equipment Schedule No. 5 was placed on the dais this evening. 9. CONSENT AGENDA. A. Approve Minutes of the January 21, 2013 Regular Meeting. B. Approve the Monthly Expenditures for January 2013. C. Approve a purchase order in the amount of $27,780 to Lake Jem Farms, Inc. for the renovation of Field 1 located at Candyland Park. Commissioner Durso 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.12-2001, which amends the Longwood City Code to provide more flexibility with temporary -use permits (TUP) and with temporary signage associated with TUP's. Mr. Langley announced having proof of publication for this Item. He then read Ordinance No. 12-2001 by title only. CC 02-04-13/23 Mayor Sackett opened the public hearing. No one spoke in favor or in opposition to the Ordinance. Commissioner Durso moved to close the public hearing. Seconded by Deputy Mayor Maingot and carried by a unanimous voice vote. Deputy Mayor Maingot moved to approve Ordinance No. 12-2001 as presented, Item 10 A. Seconded by Commissioner Durso and carried by a unanimous roll call vote. 11. REGULAR BUSINESS. A. Read by title only and adopt Resolution No.12-1323, amending the schedule of fees for development review as it relates to Community Development Services. Mr. Langley read Resolution No. 12-1323 by title only. Deputy Mayor Maingot moved to approve Resolution No. 12-1323 as presented, Item 11 A. Seconded by Commissioner Bundy. Commissioner Durso asked about the differences, because he has gone through it several times, but the strike through/underline language was not clear to him. He asked what the change was. Ms. Bower said they added a research fee that was outside of the request for public records and was when staff has to go and look for something and analyze it. She said they have had requests in the past to find the history of something or to create something more than just pulling out records and giving them to people. Commissioner Durso asked her if the State Statute already covers this. Ms. Bower said this was where they have to actually get involved and not be just providing records. She said they were actually searching and reading the records and looking for something specific. Somebody asked them to find a history of how a property was changed on a future land use map. Commissioner Durso said the State Statute already says if there was an unreasonable amount of time spent on a particular thing, and he said he thinks they even go so far as to define what that. timeframe was, that the City or any government entity was well within its right to charge for those services. He asked weren't they covered by that. CC 02-04-13/24 Mr. Langley asked Commissioner Durso if he was referring to the Public Records Law. Commissioner Durso responded in the affirmative. Mr. Langley said that Law says the excessive amount of time spent by staff and technology goes to finding the record, and then producing extensive amounts of records. He said what Ms. Bowers was talking about was when they actually do research as a professional planning staff to say back in such and such date, this property was rezoned as this designation, and under the comp plan, these were the limitations on the uses. He said that was going beyond just production of records. That was going into analyzing and answering specific questions. He said the Public Records Law does not require the City to respond to questions or to analyze records just to produce records. If someone was asking the staff to find a particular record or documents that contain information and that was all they were asking for, he was correct that the Public Records Law addresses that. But, to the extent they were asking Ms. Bower and her staff to tell them what a particular zoning allows or a particular comp plan amendment allows for development that was beyond the scope of the Law. Ms. Bower said this has taken an exorbitant amount of time and staff effort to put together. Typically they will answer those kinds of questions at a pre -application meeting, but if it was something they have to go back and search records for as long as they exist to find specific information, that was what this was talking about. She said in the three (3) years that she has been here; they have only had to do this twice. She said this was not something they would use all the time. Commissioner Durso said alright, he was good with it. Commissioner Bundy said for clarification, the Public Records Law covers the retrieval of documents and time spent on that. This was not the retrieval of documents, but researching what documents would possibly apply or those kinds of things. Ms. Bower said it was for expertise besides research. Motion carried by a four -one (4-1) roll call vote with Commissioner Durso voting nay. B. Read by title only, set February 18, 2013 as the public hearing date, and approve the first reading of Ordinance No.13-2003, which provides for a SunTrust Equipment Finance and Leasing Corporation Equipment Schedule No. 5 Equipment CC 02-04-13/25 Schedule No. 5 provides for the purchase of twelve (12) new marked police vehicles and three (3) unmarked police vehicles. Mr. Langley read Ordinance No. 13-2003 by title only. Commissioner Bundy moved to approve the first reading of Ordinance No. 13-2003 and set February 18, 2013 as the public hearing date. Seconded by Commissioner Durso. Mayor Sackett said he believes each of the Commissioners received an electronic mail today that read, "Why were they buying foreign vehicles?" He said it was signed by a first name only. Commissioner Durso said he has had this question before and said he did some research on it. He said even foreign cars were made in America, and most of the parts come from factories in Indiana, Michigan and Oklahoma. He said there were people that argue they should only buy American, and the fact was that a lot of parts for Ford were made in Japan. Motion carried by a unanimous roll call vote. 12. CITY ADMINISTRATOR'S REPORT. Mr. Williams said the only item he had not addressed during the City Commissioner's Report was for February 12t', and he said he will confirm it tomorrow with Attorney Reynolds Allen with Allen Norton & Blue, P.A. Mayor Sackett asked Mr. Williams to keep them on schedule for February 25t` for the Work Session. Mr. Williams responded in the affirmative. 13. CITY ATTORNEY'S REPORT. No report. 14. CITY CLERK'S REPORT. No report. 15. ADJOURN. Mayor Sackett adjourned theppeting at 7:54 p.m. Brian D. Sackett, ATT i Sarah M. Mirus, MMC, MBA, City Clerk CC 02-04-13/26