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CC02-25-13Min_WSLONGWOOD CITY COMMISSION Longwood City Commission Chambers 175 West Warren Avenue Longwood, Florida WORK SESSION MINUTES FEBRUARY 259 2013 5:00 P.M. Present: Mayor Brian D. Sackett Deputy Mayor John C. Maingot Commissioner Joe Durso Commissioner Bob Cortex (arrived at 5:04 p.m.) Commissioner H.G. "Butch" Bundy Jon C. Williams, City Administrator Sarah M. Mirus, City Clerk Tom Smith, Division Manager of Streets/Fleet Richard Kornbluh, Division Manager of Utilities Troy Hickson, Police Chief Sheryl Bower, Director of Community Development Bill Gulbrandsen, Fire Chief Craig Dunn, Information Technology Manager Fran Meli, Director of Leisure Services Wanda Broadway, Human Resources Manager Michelle Longo, Executive Assistant to City Administrator 1. CALL TO ORDER. Mayor Sackett called the meeting to order at 5:00 p.m. 2. STRATEGIC PLANNING SESSION FOR FISCAL YEAR 2013/2014 BUDGET. Commissioner Durso moved to suspend the rules. Seconded by Deputy Mayor Maingot and carried by a unanimous voice vote with Commissioner Cores absent. Mr. Williams said this officially kicks off the budget development process, which runs through September. He said in starting the process he has asked staff to prepare a project matrix, or wish list, which identifies a series of projects, deficiencies, and improvements, which they had a copy of on the dais, and there was also a copy on the overhead screen. He said it also establishes a relative priority of one (1) through five (5). The priority ranking was intended to be an equivalent to a fiscal year in which they hope funding will be approved. He said those projects with the CC 02-25-13/53 ranking of one (1) out of ten (10) to be funded in fiscal year 2014, those with a two (2) were for 2015, through 2016, etc. Commissioner Durso asked if that was universal. Mr. Williams said it was universal. He said depending on the availability of revenues and upon obtaining Commission consensus on the projects and ranking, they were presenting to them tonight a full scope and cost estimate that will be prepared for inclusion in the budget. That will be presented within the time frame that was established by the City Charter. He said some additional items for housekeeping, the Finance Director, Ms. Pam Barclay, was not available to attend tonight. He said her project was something that Mr. Dunn had in his projects, so they will let him go ahead and attend to that. Mayor Sackett said so, between the two (2) of them, they can speak to that. Mr. Williams said they can certainly speak to that. He said normally, they have a round table and very informal presentation. He said they certainly welcome the informal part of it. Unfortunately, some of the tables were at the Community Building, which were going to be used for the upcoming Health Fair. He said as each department comes to present, they will have one (1) department head here on deck, and they welcome their input on the projects that they have identified. He said they welcome to reprioritize them, or throw them out and tell them to start over completely. He said they feel that this was a great opportunity for us to facilitate a discussion and provide for a multi -view. Mayor Sackett asked how was this developed, like the City Clerk was number one (1), General Services was number two(2), did each individual come in to meet with him, or did they meet as a large global team. Mr. Williams said they initially met globally as a team and discussed the format to try to develop a consistent format that they could put these projects before them to give them an easily identified document. He said after they get done tonight, they were going to have to go back and develop more detailed scopes and cost estimates that will have to be looked at for the overall revenues and expenses that become available during the budget process. He said they certainly know that everything that they present to them here tonight was not going to be funded. Next year, only a handful of those items that were being discussed tonight may only be funded next. year. Mayor Sackett asked who generated the relative priority. Mr. Williams stated staff did that. CC 02-25-13/54 Mayor Sackett said, so they felt that this was a one (1) or a three (3). Mr. Williams said the first department on the list was the City Clerk, Ms. Mirus. Ms. Mirus reviewed the project matrix for the City Clerk's Department, and she and Mr. Williams answered questions from the City Commission. Commissioner Cortes arrived at this point of the meeting. Mayor Sackett asked Mr. Williams if this was the process he wanted to do on every department. Mr. Williams responded in the affirmative. He said at the conclusion of the discussion, if they decide they want to reprioritize, or take items completely off the list, or tell them to start over and bring something back, they will do it. This was to have an open, general discussion. Deputy Mayor Maingot said they have a one (1) to five (5) priority here. Commissioner Bundy said they were not prioritizing it until they see the plans. Commissioner Cortes said they may have answered this already, but this was originally going to be funds from the Cemetery Fund, which they rolled over to the General Fund last year. He asked if those funds were still available. Mr. Williams said those funds were still available within the General Fund. Mr. Williams said next was General Services. He then reviewed the project matrix for General Services and Mr. Williams, Mr. Dunn, Mr. Kornbluh and Ms. Mirus answered questions from the City Commission. It was a consensus of the Commission for the Clock Tower Project that the relative priority be changed to a five (5) and update incorrect signage on buildings to keep up the appearances of the buildings within the City Hall Complex that the relative priority be changed to a one (1). Mr. Williams said next was the Information Technology Division, and he said he will turn this over to Mr. Dunn. Mr. Dunn reviewed the project matrix for the Information Technology Division, and he and Mr. Williams answered questions from the City Commission. CC 02-25-13/55 Mayor Sackett said now they have the Human Resources/Risk Management Division, Ms. Wanda Broadway. Ms. Broadway reviewed the project matrix for the Human Resources/Risk Management Division, and she and Mr. Williams answered questions from the City Commission. Commissioner Durso left the meeting at 5:44 p.m. and returned at 5:45 p.m. Discussion was held regarding the benefits of an Employee Health Clinic and to look into the opportunity of partnering with Orlando Health South Seminole Hospital. It was the consensus of the Commission that more investigation needed to be completed on the Employee Health Clinic. Mayor Sackett said let's then move to the Finance Department. Mr. Williams said the Finance Department was covered under Mr. Dunn's proposals. Ms. Meli said she divided it up into parks, the Community Building and Reiter Park. j J Mayor Sackett asked if Candyland Park was stacked as Candyland ranking, and Reiter stacked as Reiter. Ms. Meli said actually all of the ones throughout were things they need to consider, but she did divide them up. Ms. Meli reviewed the project matrix for the Leisure Services Department that outlined Candyland Park and Mr. Williams and Ms. Meli answered questions from the City Commission. It was the consensus of the Commission to have the parking study for Candyland Park completed in conjunction with the Stormwater Master Plan and the relative priority be changed to a two (2). Ms. Meli continued to review the project matrix for the Leisure Services Department that outlined Candyland Park, and she answered questions from the City Commission. Mayor Sackett said he would say no to the restroom at Candyland Park, but he said he was only one (1). Deputy Mayor Maingot said he would support that. CC 02-25-13/56 Mayor Sackett said he thinks the stormwater has to be taken care of. Ms. Meli continued to review the project matrix for the Leisure Services Department that included the parks in the City and Reiter Park, and she answered questions from the City Commission. Discussion was held regarding the funding and phases for development of Reiter Park. Mr. Williams said he has been updating the Commission with the timelines. He noted they did have a pre -bid meeting the other day. He said Ms. Meli and the Purchasing Manager, Ms. Marilyn Douglas, told the contractors that were there to be ready to start construction on April 1 St Ms. Meli reviewed the project matrix for the Leisure Services Department that included the Longwood Community Building, and she answered questions from the City Commission. It was the consensus of the Commission to replace the Brides Room in the Community Building with pre -finished wood flooring and the relative priority be changed to a one (1). Ms. Meli continued to review the project matrix for the Leisure Services L— Department that included the Longwood Community Building, and she answered questions from the City Commission. Discussion was held regarding looking at adding more lighting in the Community Building while replacing the ceiling fans. Ms. Meli said they replaced the sound system about two (2) years ago. She said she has this for three (3) to five (5) years. Technology changes and they had to add a blue tooth and some other things. She said she made this a priority five (5), because it was something they needed to start planning to replace in about five (5) or six (6) years. Commissioner Durso said he would make that a recommendation to make that a priority three (3), and start putting money aside now and they overhaul that whole system and not on the cheap. He said the number one (1) complaint of the Building was the sound system. Mr. Williams said they would like the opportunity to come back before them this fiscal year to talk about the Community Building as a whole. He said they have been looking internally at some reservation software, or development of reservation software to incorporate into the City's website, virtual tours, the cost to operate the facility, and they also want to include in that discussion a mechanism for ongoing funding. He said that was CC 02-25-13/57 something they recognize as a need, especially as that Building continues to age. He said they planned to be back in four (4) years this fiscal year to talk to them about what they want to see done in the Community Building. Discussion ensued regarding the sound system and age of the Community Building. Mayor Sackett asked Mr. Williams when he was looking at bringing something forward about the Community Building. Mr. Williams said they have an internal discussion slated for March 5t' or 6''. When they have that discussion, they will try to come up with things for them. Commissioner Durso said the kitchen and sound system would make the building much more viable for rentals. He said more to the point, the sound system specifically would make it much more viable for morning and afternoon rentals. He said right now, people rent it on the weekends and evenings for parties, weddings, etc. He stated if they want the business crowd, the big companies that hold luncheons and be able to make presentations and sales pitches there, they needed to overhaul all of that. Discussion was held regarding the sound system in the Civic Center. Mayor Sackett said to Mr. Williams, he will look at this in-house and move it up as he addresses it, probably March'or April. Discussion was held regarding the air conditioning units being replaced and the kitchen remodeled at the Community Building. Mr. Smith reviewed the project matrix for the Streets/Fleet Division, and Mr. Williams and Mr. Smith answered questions from the City Commission. Discussion was held regarding combining the proposed new sidewalk on North Grant Street and be coordinated with the Stormwater Master Plan and the Pedestrian Master Plan. Mr. Smith continued to review the project matrix for the Streets/Fleet Division and Mr. Williams and Mr. Smith answered questions from the City Commission. Commissioner Bundy left the meeting at 6:29 p.m. and returned at 6:30 p.m. CC 02-25-13/58 Mr. Kornbluh reviewed the project matrix for the Utilities Division, and Mr. Williams and Mr. Kornbluh answered questions from the City Commission. Discussion was held in regards to sewer lines within the City. Commissioner Durso left the meeting at 6:49 p.m. and returned at 6:51 p.m. Mr. Kornbluh continued to review the project matrix for the Utilities Division, and Mr. Williams and Mr. Kornbluh answered questions from the City Commission. It was requested by the Commission to see if the Florida Department of Transportation (FDOT) would assist in the funding for security of the water plant by the parking lot for the SunRail Station. Mr. Kornbluh continued to review the project matrix for the Utilities Division, and he answered questions from the City Commission. Discussion was held regarding the surface water supply (SWS) with the City of Winter Springs. Ms. Bower reviewed the project matrix for the Community Development Department, and Ms. Bower answered questions from the City Commission. Discussion was held in regards to the road diet for Ronald Reagan Boulevard. Commissioner Durso said the only thing he would ask was that when they start in total regarding MetroPlan money, because they were constantly going through and making recommendations on changing that stuff, and while he was Chair of that Committee, it would be nice to beat up on some of that stuff because he was Chair of that sub -committee. Ms. Bower said they were all on the list. All these projects, except for Central Florida Parkway, they plan on getting on the list this next cycle. Discussion was held regarding funding going toward Osceola County. Ms. Bower said they were just planning on Kimley-Horn and Associates, Inc. to do the design now, so they would not be shovel -ready until summertime. Mayor Sackett said his understanding was that the level of engagement they have was much higher. CC 02-25-13/59 Discussion was held regarding the status of the Flex Bus Project, how the Project was exploratory and funding for the Project. Mayor Sackett asked if they can meet with them. Ms. Bower said she can ask Lynx. She noted there were minutes available and she could have Lynx and the consultant come talk with them. Mayor Sackett said that would be a good idea. Mayor Sackett asked the Fire Department to speak to their priorities. Chief Gulbrandsen reviewed the project matrix for the Fire Department, and he answered questions from the City Commission. Discussion was held in regards to the status of a new First Response Agreement with Seminole County Government and asked Chief Gulbrandsen to keep them informed. Chief Gulbrandsen continued to review the project matrix for the Fire Department, and he answered questions from the City Commission. Chief Hickson reviewed the project matrix for the Police Department, and he answered questions from the City Commission. Discussion was held in regards to how Seminole County Government funds information technology services for the Seminole County Sherrill s Office, and Mr. Williams was asked to research that information. Chief Hickson continued to review the project matrix for the Police Department and Mr. Williams and Chief Hickson answered questions from the City Commission. Mr. Williams said Mr. Smith was here to present their priorities for stormwater and stated this has been an effort with Pegasus Engineering. He said initially they asked them to come forward with a list of projects that will probably go over forty (40) identified deficiencies that were a result of the Stormwater Master Plan. He said Mr. Smith and he met with them and tried to whittle them down to the top four (4) to five (5) most important. It was broken out into structural and non-structural. Commissioner Bundy said this was done in conjunction with the Master Plan that they came up with. Mr. Williams said some of the old infrastructure and deficiencies that they do have were just not going to be totally fixed. CC 02-25-13/60 Commissioner Bundy said the one thing they have got to be careful of was some of these facilities were privately owned on commercial properties or as part of their site plan, and there was going to have to be some joint efforts in funding improvements on this, because they have not maintained their stormwater retention areas for the last ten (10) or fifteen (15) years. He said he does not mind partnering with them and doing what they can. Mr. Williams said there were certain requirements that they were to have them inspected on a routine basis, and due to the overall economic times they were in, some of that has been left to go by the wayside. All of a sudden they have these problems that have developed, and he was not saying that has been the case with the ones that have been presented here. Commissioner Bundy said that was the thing, they have to make sure that first, if they were going to solve problems for a specific basis, especially on a private enterprise basis, that it isn't created by external circumstances, by either not maintaining the facilities or not meeting the requirements of their site plans at the time of the development, not the new standards or anything. He stated they need to look at those and make sure of that. He said people will come in and say they have to fix their problem and it depends on who created the problem. He said he hopes they were taking a look into that as they go into this. Mr. Williams said a couple on the non-structural side, and Mr. Smith certainly weighed into that. He said regarding the CCTV factions, that was a big deal, and maintenance was another big deal. --He said as their system was aging, he thinks it was extremely important to dedicate as much money as they can to the maintenance of the conveyance system that exists. He said when he talks about that, they were talking about bringing in either a contractor in house, a service where they can do some jet riding of pipes and cleaning of the catch basins on an annual basis with a vac truck. As much as he would like to say they can take their guys and send them out there, it would be more efficient, but without the proper equipment, they cannot do that. He said there were several hundred structures that exist out there. In some cases, they were talking about confined space entry, and they do not have the necessary safety equipment to be able to deal with that, and when they take a man and put him down in a hole and have him shovel into a five (5) gallon bucket and lift it out of there, a vac truck could go there with a spout and drop it in there and clean it out, jet ride each way, clean the system out and go forward. He said they were going to have to invest some money into the maintenance aspect as they go forward. Commissioner Durso asked if these matched the level of severity, worst to best. CC 02-25-13/61 Mr. Williams said long-term, they were going to have to talk about, not the most popular thing, and that was the sunset provisional Stormwater Fund that was due to sunset in October 2014. He said they have demonstrated a need to keep that Fund in its current position, and as this system ages and the infrastructure gets older, it was going to require more maintenance. Commissioner Bundy said the money has got to come from somewhere and he would rather have it be from a dedicated funding source that they know how much and that has been the problem with the County was that they do not have a dedicated stormwater funding source, so they cannot plan two (2), three (3), or four (4) years down the road. They can only hope because it depends on how much they budget for it each year, where they know pretty close what it was going to generate this year, next year and on down the road. 3. ADJOURN. Mayor Sackett adjourned the meeting at 7:45 p.m. WON Brian D. Sackett, ATTEST: Sarah M: Mirus, MMC, MBA, City Clerk CC 02-25-13/62