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CC07-17-17MinLONGWOOD CITY COMMISSION Longwood City Commission Chambers 175 West Warren Avenue Longwood, Florida MINUTES July 17, 2017 6:00 P.M. Present: Deputy Mayor Sackett Commissioner John C. Maingot Commissioner Ben Paris Commissioner Mark Weller Dan Langley, City Attorney Michelle Longo, City Clerk Troy Hickson, Director of Public Safety David Dowda, Interim Police Chief Chris Kintner, Community Development Director Chris Capizzi, Leisure Services Director Lee Ricci, Human Resources Director Lisa Snead, Financial Services Director Michael Peters, Interim Fire Chief Mike Aiken, Deputy Fire Chief Giselle Gonzales, Public Safety Administrative Coordinator Kelly Morrow, Public Safety Administrative Coordinator Absent: Mayor Joe Durso (Excused) CALL TO ORDER Deputy Mayor Sackett called the meeting to order at 6:00 p.m. 2. OPENING INVOCATION. Rabbi Majestky from the Chabad Lubavitch of North Orlando in Longwood gave the invocation. 3. THE PLEDGE OF ALLEGIANCE 4. COMMUNITY ANNOUNCEMENTS. Ms. Longo read the following announcement. A. Senior Matinee Movie will be held on Wednesday, July 19, 2017 from 1:30 p.m. until 3:30 p.m., Longwood City Hall (Chambers), 175 West Warren Avenue. This month's feature is The Zoo Keeper's Wife. CC 07-17-17/1 5. PROCLAMATIONS / RECOGNITIONS A. District 95 Presentation of the Business Person of the Month Award for July 2017 to Jeff Sonksen, Paint the Trail Artist, located in Longwood, Florida. Deputy Mayor Sackett read a brief biography on Mr. Jeff Sonksen and then presented him with the Business person of the Month Award for July 2017. Photographs were then taken. B. Presentation of the Beautification Award to Biscuits Restaurant located at 724 South U.S. Highway 17-92. No one was present to accept the Beautification Award and arrangements will be made to deliver it to them. C. Recognition of Firefighter/Paramedic Troy Feist for his efforts and diligence beyond his normal duties. Interim Chief Peters presented Troy Feist with a certificate. Photographs were then taken. 6. BOARD APPOINTMENTS A. District #3 Nomination to the Parks and Recreation Advisory Board. Commissioner Paris nominated Ms. Crystal Drummond for appointment to the Parks and Recreation Advisory Board. Nomination carried by a unanimous voice vote. 7. PUBLIC INPUT A. Public Participation. Judi Coad, 1695 Grange Circle, Longwood. She spoke about consent Item 1 OD and regular Item 12F. She said she has been a resident of Barrington for thirty-one (31) years and been involved with the beautification program after the residents of Barrington were notified by then City Manager John Drago, that we would be receiving a bill for maintenance for the Barrington front entrance. She said many residents showed up for that initial meeting. What was not divulged by the Commissioners at that time, before their implementing this program to make the City more beautiful and wanting to tax residents, is the City had always owned this property from the time it was developed. That is how it was handled between the City and the developer, which was Florida Residential Communities, Inc. (FRC). She said Barrington never will have a Home Owners Association (HOA) due to requirements spelled out in their covenants with the Homeowners consent, which are perpetual. She said Helping Hand Lawn Care, Inc. had CC 07-17-17/2 the contract for maintenance of the front entrance for several years. Their work was sloppy and the front entrance looked unkempt. They also did no oversight of the irrigation system and simply did not fulfill their contract. Yet, they were paid and we were billed. Eventually, a position was created and moved to the Parks Department to oversee this program. She said, unfortunately, the same problems kept existing. She stated, myself or others would have to call and inform the City that the problems were continuing at our front entrance. This company should not be allowed to once again have a contract for what I only see as continuing issues. She said the beautification program should not need a part-time person to oversee the programs, since the position was originally designated to be managed. Unfortunately, the new contractor has not fulfilled his contract, and the management of the program is way out of line. She said the busy time for this program is about seven (7) months a year, and then the maintenance is cut back. The program needs to be organized and then overseen with a format that is implemented and followed, hence, making this program function properly. As for billing, Barrington for water use last year was $10,984.83. It is not a responsibility of the residents to pay. She said we do pay for the maintenance, for which the City is responsible. She asked, why it took four months for someone to notice some type of irrigation leak and get it resolved. Each subdivision's water use should be constantly monitored. She said if someone was walking the property and checking the irrigation system on a regular basis, this issue would have been discovered the first month. She asked, where the rain gauges were. She said this would not be an agenda item if it was a reliable landscape contractor that did their work according to the contract. She stated, thus there would be little management oversight on behalf of the City. This has become a snowball problem for over ten (10) years. Excessive staff time required due to contractors and delays in addressing the problems. She said hiring part-time staff to handle an oversight, yet to continue to have poor performing contractors, will only exasperate the problem. She requests that this be tabled and consider a workshop with the subdivisions to remedy the situation. In addition, the City does and has freely maintained subdivisions with no charge to the City residents. Joe Tamulonis, 124 Sandy Oaks Place, Longwood. He said he was here on behalf of Longwood Babe Ruth 14U, the fourteen (14) and under girls' softball team. As of last week, they are the District and State Champions, and we are trying to get to the World Series in Jensen Beach which starts this Wednesday. He said his daughter has played at Candyland for the last five (5) years, and Mr. Sackett is there on opening day. He said we have only had a couple of weeks to get our budget back up for a seven (7) day CC 07-17-17/3 tournament and six (6) nights for a whole team. He said tonight we are asking to see if the City can come up with some money to help with lodging for the girls, it is about $6,000. Deputy Mayor Sackett said we will address this during the Commissioners Reports. Karen Delgado, 163 Sandalwood Way, Longwood. She said she is here to talk about the 20 mile per hour (MPH) speed on Church Avenue that has been there since the construction started. She would like to see it continued as a regular posted speed. She said cars fly down there even at night. During the school year, on the curve there are children standing at bus stops. She said there are many older people out walking animals at night and an older gentleman on an electric scooter. She said because of so many people being on the road, she would like to see the speed limit stay at 20 MPH and make it that way to Rangeline Road. She said there needs to be someone monitoring it for a while for the few people who tend to speed, before an accident occurs. 8. MAYOR AND COMMISSIONERS' REPORT District #5. Deputy Mayor Sackett said he went to Jack Caldwell's Memorial Service, which was very touching. He said our Citizens on Patrol (COPs) did a great job. He also attended the Food Truck event, and the activity there was nice to see. He has a problem with Code Enforcement as far as banners that he is seeing everywhere. He saw sixteen (16) of them on Saturday.. Mr. Kintner said they are working on some Code changes. He said staff is looking into sending a letter to those businesses that have a banner up now. He said they are going to inform them they are inconsistent with the Code and ask them to come forward with what is important to them, as far as advertising goes, and giving them a date to come into compliance. He said we have done research on both, our Code as it relates to all the Codes in Seminole County, and we are more permissive on temporary signs than the other communities. He said there is an enforcement issue; but also, we are trying to get a long-term solution because we don't want to prevent any business owners from becoming successful. He said we need to improve what we allow for permanent signage because you want people to invest in permanent signage rather than invest money on the wind feathers. He said we allow the banners, but in terms of appearance, they can go the whole spectrum. He said we have prepared a letter to go out within the next week to those businesses. Deputy Mayor Sackett asked Mr. Williams about a donation for Longwood Babe Ruth. CC 07-17-17/4 Mr. Williams said he believes a contribution has been made to Longwood Babe Ruth. Chief Dowda said they have previously made donations to Longwood Babe Ruth from the Police Confiscation Fund, and will check to determine if they can make another donation from it this year. Mr. Williams said the Commissioners have a line item budget where they can make contributions to various organizations. Deputy Mayor Sackett told Mr. Tamulonis that the City Manager would be getting back to him regarding a donation for Longwood Babe Ruth. District #1. Commissioner Maingot stated, regarding these signs, we have to strike a proper balance. He said the businesses that have them up permanently have lost their effect because you don't recognize them anymore. He said that could be part of our rationalization of trying to equate the situation between permanencies and when used temporarily. He did state as well, we want to help them. Commissioner Maingot went on to discuss a project that they recently approved, which was for In Too Deep. He said, we should ensure we have a complete landscape plan presented to us. He said we saved that particular project over $12,800 in agreeing to go with those four (4) crepe myrtles. He said that does us no good and I don't want us to get caught like that again in the future. In addition, we should also require the location of all utilities in the particular sites, which will help in making a determination for what plant materials to use. He said he was privileged to be part of the Wayman Project along with various city staff and the COPs and CERT organizations. Commissioner Maingot said this morning the City Manager, City Engineer and myself spoke with Florida Department of Transportation (FDOT) officials. He said for the last two (2) years, we have been trying to finalize the landscaping on State Road 434 while dealing with many interruptions. He said there have been four (4) revisions. He said they were told there will be some signal fixes to help the traffic being impacted by the railroad crossings on State Road 434 and Ronald Reagan Boulevard. Commissioner Maingot commended the Police Department for being so vigilant with the speeding on Longwood Hills Road. He also mentioned that Longwood is the fastest growing city in Seminole County. District #2. No report. District #3. No report. CC 07-17-17/5 District #4. Commissioner Weller said he also attended Jack Caldwell's Memorial Service and he will be missed. He loved this City and the COPs Program also. He attended the grand opening for the Wayman Street Complex, and it is remarkable about the amount of donations and free labor that development received. He said one of our fire trucks went down, and we had to borrow one from Seminole County. He thinks it is time we need to start talking about replacing the fire truck. He said he researched and it takes eight (8) months from the time you order a fire truck until the time you receive it. He said if our back-up truck is in that bad of shape, can we get an update of where we are and how we are going to address this. Chief Peters said we have gotten all the trucks repaired at this time. He said the back-up is twenty-two (22) years old and we have requested a new truck in the new budget. He said at this time we have made all repairs we possibly can. He said we are hoping that request will get approved, get one in production, and get it here. Commissioner Weller said he was talking with residents over the weekend, and they stated when it comes to public safety and fire trucks, they want efficient, working machines. He said it looks like there will be a new fire truck in your budget. He also mentioned that he noticed on U.S. Highway 17-92, he read it was the fourth worst road in Central Florida as far as appearance. He said the semi -trucks have been parking over at the old Albertson's to the point where they are actually disconnecting, and that needs to be addressed. 9. ANY ADDITIONS OR DELETIONS TO THE AGENDA Deputy Mayor Sackett stated the City Manager requests that Item 1 OG be added to the agenda. He read the item into the record. Approval of an Amendment to the Grant Award Agreement No. NFO10 between the State of Florida Department of Environmental Protection and the City of Longwood providing an additional $1,000,000.00 in Federal Financial Assistance and Funding Reimbursements relating to the South Longwood Septic Tank Removal Project. Item l OG added by a unanimous voice vote. Commissioner Weller requested that Item 1 OF be pulled for separate discussion. 10. CONSENT AGENDA A. Approve Minutes of the June 19, 2017 Regular Meeting. B. Approve the Monthly Expenditures for June 2017 and July 2017. CC 07-17-17/6 C. Approve the Monthly Financial Report for June 2017. D. Approve the award to Helping Hands Lawn Care, Inc. for the City Assessed Properties contract. E. Approve a change order in the amount of $25,000 to purchase order # 160192 for Hydra Service Inc. for sewer related repairs. F. Approve City Manager's recommendation to sunset the Public Safety Director's Position and create the Assistant City Manager Position. Added On. G. Approval of an Amendment to the Grant Award Agreement No. NFO10 between the State of Florida Department of Environmental Protection and the City of Longwood providing an additional $1,000,000.00 in Federal Financial Assistance and Funding Reimbursements relating to the South Longwood Septic Tank Removal Project Commissioner Weller moved to approve Items I OA, 1 OB, IOC, 1 OD, IOE and IOG as presented. Seconded by Commissioner Maingot and carried by a unanimous roll call vote with Mayor Durso absent. Discussion ensued on Item 1 OF. Commissioner Weller said the Assistant City Manager's position, in his opinion, is all about economic growth. He said when he ran for City Commission in 2014, he ran on a pro -growth platform. Most of you in this room can agree, the City of Longwood for a multitude of reasons, did not experience the growth other Cities have had in Seminole County. He has spoken at length with residents that have been here a lot longer than he has. He said it is his understanding that the lack of growth in Longwood is attributed to a small, but vocal group that have had or still have their agenda for Longwood, some good and some bad. He said from those he has spoken with over the years and more recently, he has not heard one resident in Longwood say that Longwood is growing too fast. The citizens in Longwood want growth, and he is very confident in that fact. He said the City Manager's position is to run Longwood in a fiscal, responsible way, grow the City economically, and provide a safe place for our residents. He said if the City Manager is asking for additional staff to help him effectively run and grow the City, then the Commission should grant that position. He said every year the City Commission reviews how well the City has been run during the budget session. He said we also receive an CC 07-17-17/7 independent, comprehensive, annual financial report. He stated, each year since I have been a Commissioner, I have heard the Commission claim the City Manager is doing a good job running the City. Here are some facts the City Manager is responsible for, since I have been a Commissioner: The City of Longwood is the fastest growing City in the Metro Orlando market in 2016. He said every independent financial audit since I have been a Commissioner has shown the City has been managed in a fiscal, responsible manner. The Weston Park and Heritage Village Developments are adding 350 new residents to our City, planned developments for eighty-five (85) new homes, renewed commercial interest in the City of Longwood, the Reiter Park Expansion, Ronald Reagan Context Sensitive Improvements are on the way, the Gibbs Retail Study that was performed and the Smart Growth of America Grant. He said I am sure there is more, but I hope you get the point. He is doing a fine job of running the City. The Assistant Manager's position is about helping the City Manager grow the City, and he is requesting help to accomplish growth. He said based on his accomplishments during the last three (3) years, the Commission should grant that request. Deputy Mayor Sackett said he is on the other side of this. The Public Safety Director's position was promised and should be sunset. To create the Assistant City Manager's position, he is waiting to see how that works. He went through the CAFR, which is the independent audit, and what he has found over the past ten (10) on average it is about $500,000 in savings. He said this years' is consistent with a 7.5% saved within these departments within the past ten (10) years. He said he believes with the department people we currently have, the Assistant City Manager position should not exist. He views this as two -parts and because of that, he will vote no on this. Commissioner Maingot said he read through the report describing his position, functional responsibilities, and his association and direction to and from the City Manager. He said if we were to identify everything going on in our City, that would take a tremendous amount time and these things take effort, time, and follow-up action to bring to fruition. He said no one is perfect, and has known this particular gentleman for a number of years and he has always performed admirably well with complete dedication. He said our City is now moving forward and he has been on the Commission for eighteen (18) unbroken years and has seen a vast difference between then and now. He holds our City Manager in the highest regard, although we do not always agree. He feels the same for the person who has been put forward for our Assistant City Manager. He has acted many times as the City Manager, and those times were very difficult to deal with, but he dealt with them CC 07-17-17/8 very well. He said he feels we need to harvest and harness the talent we have before us. He said if we had the vision before this, our City would have extended all the way through to Interstate 4, but we had small thinkers. He knows Mr. Hickson thinks very much like us and let us collectively move the City forward. He gives him his full, unreserved support. Deputy Mayor Sackett stated, as I have said before, it is not a reflection on Mr. Hickson. He is a fantastic Police Chief and he believes he could go back to that position. He said, when I said I would have to vote no, that would mean he would not sunset the Public Safety position, so he would need to do that, and that would create the Assistant City Manager position. He agreed we are moving forward, however this is an expensive position. Commissioner Paris said he agrees on the ability of Mr. Hickson to do the job, but he wanted more emphasis on the fact that the position needs to be created. He said succession planning needs to be talked about. The City of Longwood cannot afford to have a lack or gap of leadership. He said when Mr. Williams moves on, we need to have someone in place to take that position. He said when Mr. Hickson moves on, this position should exist, not as a separate layer of management, but as an ability to streamline the City. He said when I need to come in to talk to the City Manager and he is at a meeting, I can sit down with the Assistant City Manager and have someone that has a direct say so on an executive level across the entire City. He said the City of Longwood has over 15,000 residents and a little over 150 employees. We do a lot with very few employees. He said a lot of our Directors take on a lot of extra hats and duties, and we do things other Cities don't do like a CERT team, COP team, and a Volunteer Core. He said these are not done elsewhere in the County on a City level. He said to add an executive level person to oversee these special projects, I see the savings there across the board. He supports this position and will vote yes on this position. Commissioner Paris moved to approve Item 1 OF as presented. Seconded by Commissioner Weller. Commissioner Weller commented that the reason he is approving this position is that the City Manager is requesting it. I am certain, that in the future if the City Manager realizes there is not a need for an Assistant City Manager, he would make the appropriate changes. He said this position, for him, is all about economic growth. CC 07-17-17/9 Deputy Mayor Sackett noted that in Florida there are only four (4) cities that have an Assistant City Manager and the lowest population that has one is 60,000. Motion carried by a unanimous roll call vote with Mayor Durso absent. 11. PUBLIC HEARINGS A. Read by title only and adopt Ordinance No. 17-2117, a Small Scale Comprehensive Plan Amendment (SPA 01-17) for the following properties: 1015 South Highway 17-92, 904 Lake Irene Road and 898 Lake Irene Road. Mr. Langley read Ordinance No. 17-2117 by title only. Deputy Mayor Sackett opened the public hearing. No one spoke in favor or opposition to the Ordinance No. 17-2117. Commissioner Paris moved to close the public hearing. Seconded by Commissioner Weller and carried by a unanimous voice vote with Mayor Durso absent. Commissioner Maingot moved to adopt Ordinance No. 17- 2117 as presented Item 11A. Seconded by Commissioner Paris and carried by a unanimous roll call vote with Mayor Durso absent. B. Read by title only and adopt Ordinance No. 17-2119, a Small Scale Comprehensive Plan Amendment (SPA 02-17) for a property located at 450 Longwood Hills Road. Mr. Langley read Ordinance No. 17-2119 by title only. Deputy Mayor Sackett opened the public hearing. No one spoke in favor or opposition to the Ordinance No. 17-2119. Commissioner Paris moved to close the public hearing. Seconded by Commissioner Weller and carried by a unanimous voice vote with Mayor Durso absent. Commissioner Maingot moved to adopt Ordinance No. 17- 2119 as presented Item 1113. Seconded by Commissioner Paris and carried by a unanimous roll call vote with Mayor Durso absent. C. Read by title only and adopt Ordinance No. 17-2120, amending Section 10 of Article H — Occupational Licenses of Chapter 82, Longwood City Code. CC 07-17-17/10 Mr. Langley read Ordinance No. 17-2120 by title only. Deputy Mayor Sackett opened the public hearing. No one spoke in favor or opposition to the Ordinance No. 17-2120. Commissioner Paris moved to close the public hearing. Seconded by Commissioner Weller and carried by a unanimous voice vote with Mayor Durso absent. Commissioner Maingot moved to adopt Ordinance No. 17- 2117 as presented Item 11C. Seconded by Commissioner Paris and carried by a unanimous roll call vote with Mayor Durso absent. D. Read by title only and adopt Ordinance No. 17-2121, amending Section 90-38 of Article H — Water and Wastewater of Chapter 90, Longwood City Code. Mr. Langley read Ordinance No. 17-2121 by title only. Deputy Mayor Sackett opened the public hearing. No one spoke in favor or opposition to the Ordinance No. 17-2121. Commissioner Paris moved to close the public hearing. Seconded by Commissioner Maingot and carried by a unanimous voice vote with Mayor Durso absent. Commissioner Maingot moved to adopt Ordinance No. 17- 2121 as presented Item 11D. Seconded by Commissioner Paris and carried by a unanimous roll call vote with Mayor Durso absent. E. Read by title only and adopt Resolution No. 17-1434, the State Revolving Fund (SRF) Loan Program adopting the Facilities Planning Report for the South Longwood Septic Tank Abatement Project. Mr. Langley read Resolution No. 17-1434 by title only. Deputy Mayor Sackett opened the public hearing. Mr. Don Berryhill, with The Berryhill Group, LLC spoke in favor. He said we are sub -consultants to your fiscal advisor Public Resources Management Group, Inc. (PRMG), and we have been assisting with the SRF loans and the paperwork related to that. He said the purpose of this public hearing is to give the public the opportunity to review the documents, get input from the public, CC 07-17-17/11 and to explain the financial impact on the public. He said, in your case, the current rate structure you have adopted is sufficient to support the additional loan funds for the next phase of the program. He said you are also receiving some grant funds, which is greatly assisting in the program. He said as a part of all this, a capital financing plan is a projection of how the money will work out over a five (5) year period. He said when we did the last hearing, we used the projections that were developed by PRMG. He noted, since your last hearing the next CAFR came out and we had to do a year's worth of updates. He said they did miss their projection a little bit on the revenue, but the interesting part is they were low on the projection. He said you actually had over $200,000 more in revenue than was projected. He thinks that is reflecting on the health and growth of the City of Longwood. No one else spoke in favor or opposition to the Resolution No. 17- 1434. Commissioner Paris moved to close the public hearing. Seconded by Commissioner Weller and carried by a unanimous voice vote with Mayor Durso absent. Commissioner Maingot moved to adopt Resolution No. 17- 1434 as presented Item 11E. Seconded by Commissioner Paris. Commissioner Maingot asked if we are going to service approximately 150 properties. Mr. Williams said these projects include the second portion of the South Longwood Septic Tank project, which is about forty (40), the Lake Ruth Subdivision, the areas along County Road 427 (Ronald Reagan Boulevard), so there are about 150 new units. Discussion ensued on the costs of the projects and how grants are used to help cover cost. Motion carried by a unanimous roll call vote with Mayor Durso absent. F. City Commission to hear a public request for Special Exception (SPE 02-17), for public park improvements at Reiter Park; reduction of side yard setback, alternative design of wire mesh fencing and additional square footage for signage. Mr. Kintner reviewed the Item. He went over the setback reduction from ten (10) feet to two (2) feet for the Restroom Building, which is the Pavilion Building. He said the engineer's CC 07-17-17/12 recommendation was to stay out of areas with twenty (20) plus feet deep of muck, which we are going to be battling throughout. He said the restroom requirements also need to be within a certain distance of the splash pad. He said it does necessitate a reduction and set back from ten (10) to two (2) feet. He said we received one objection regarding the two (2) foot reduction was too close to the traffic lanes for potential issues with pedestrians. He said two (2) feet is from the setback line, which is the actual property line doesn't reflect two (2) feet from the travel lanes. He pointed out for special exceptions they do review if it is a site specific concern and unique, and for this project it is. He said another point was regarding a wire mesh material on the foot bridges along the proposed water feature. He said the consultant felt strongly about this material and thought it was very attractive and has been using it in a lot of similar projects. A minor concern is the Code under the fence section, which has a broad prohibition section on wire mesh. He said the photos show this as not overly industrial or chicken wire material. He said the value in this type of fencing is it does allow visibility while still providing protection as a guard rail. He stated since this will be around the water feature, he feels you still want to have the visibility while maintaining visibility. He said regarding signage on the side of the building facing Church Avenue, twenty-eight (28) square feet is what is normally allowed and what is being proposed is eighty (80) square feet because we want people to see it. He feels it is important to have the visibility there. Mr. Langley did point out that this Item is technically quasi- judicial since the City is the applicant. Deputy Mayor Sackett opened the public hearing. The photographs that were part of the Item for the fencing were shown on the screen. Mr. Bill Waterman, 120 Ruby Red Lane, asked if the mesh goes all around the pond or just in front where people walk. Mr. Kintner said it is for the guard rails and the water feature, so it is not a perimeter fence. He mentioned that it is not a fence, it is just a guard rail. No one else spoke in favor or against SPE 02-17. Commissioner Weller moved to close the public hearing. Seconded by Commissioner Maingot and carried by a unanimous voice vote with Mayor Durso absent. CC 07-17-17/13 Commissioner Paris moved to approve SPE 02-17 as presented Item 11F. Seconded by Commissioner Maingot. Commissioner Weller said he is concerned about the mesh fence at the bottom becoming bent. He said it will involve more maintenance and thinks the horizontal slats will last a lot longer than this type of material. He also mentioned he does not like the looks of it. Mr. Williams said we can look at some alternatives to this fencing but asked that the Commission approve the Special Exception. Motion carried by a unanimous roll call vote with Mayor Durso absent. 12. REGULAR BUSINESS A. Approve a Historic District Matching Grant Application (HG 01-17) from Andrea Lynn Simpkins for the property located at 288 Freeman Street. Mr. Kintner presented the Item. Commissioner Weller made a motion to delay the Item until the applicant could attend. Seconded by Deputy Mayor Sackett and motion carried by a three -to -one (3-1) voice vote with Commissioner Paris voting nay and Mayor Durso absent. B. Set the Tentative Millage Rate for the 2017/2018 fiscal year beginning October 1, 2017, and authorize the City Manager to complete the Certification of Taxable Value (DR-420) and Maximum Millage Levy Preliminary Disclosure (DR- 420MMP) forms via the Department of Revenue's E-Trim System. Ms. Snead presented the Item and stated they are proposing setting the tentative millage rate at 5.50. She mentioned that the tentative millage rate of 5.50 is 5.38% higher than the roll back rate of 5.2191. Commissioner Maingot moved to approve the tentative millage rate of 5.50 for the 2017/2018 fiscal year beginning October 1, 2017. Seconded by Commissioner Weller and carried by a unanimous roll call vote with Mayor Durso absent. CC 07-17-17/14 C. Read by title only and adopt Resolution No. 17-1435 authorizing the City Manager to apply for up to a $4,500,000 loan under the State Revolving Fund Loan Program to fund a City Wastewater System Improvement and Expansion Project. Mr. Langley read Resolution No. 17-1435 by title only. Commissioner Maingot moved to adopt Resolution No. 17- 1435 as presented Item 12C. Seconded by Commissioner Weller and carried by a unanimous roll call vote with Mayor Durso absent. D. Read by title, set August 21, 2017 as the public hearing date and approve the first reading of Resolution No. 17-1436, which establishes the 2017 Wastewater Assessment Area and allows for the Uniform Collection of Non -Ad Valorem Assessments on identified properties. Mr. Langley read Resolution No. 17-1436 by title only. Commissioner Maingot moved to approve the first reading of Resolution No. 17-1436 and set August 21, 2017 as the public hearing date. Seconded by Commissioner Weller and carried by a unanimous roll call vote with Mayor Durso absent. E. Approve an Easement Agreement with JAR Properties of Longwood LLC and Albert Buehler for a lift station and utility easement for the Lake Ruth Sanitary Sewer Project, which includes a payment of $5,000 and includes connection of existing buildings to the sanitary sewer. Commissioner Weller moved to approve Item 12E as presented. Seconded by Commissioner Maingot and motion carried by a unanimous roll call vote with Mayor Durso absent. F. Approve the fiscal year 2017/2018 proposed Neighborhood Beautification Assessment Rates related to Non -Ad Valorem Assessments for certain neighborhoods along with a part time person to oversee the program, and set August 21, 2017 as the public hearing date to adopt the resolution related to the Beatification Assessments. Mr. Williams said this Item had a recommendation to adjust the assessment cost to include that for a part-time position to oversee the program. He said throughout this process of updating the assessments we have had staff reach out to schedule meetings with CC 07-17-17/15 the individual neighborhood beautification assessments. Through that we have been able to share what we have been doing differently in terms of accounting, staff time involved, and hopefully that will diminish with time as we move forward. He said he is comfortable not including any costs associated with the part-time person with these proposed increases. He said we will continue to monitor the amount of staff time over the next year, as the demand is created by the various communities. He said if the amount of time next year is as much as it has been this past year, or more, we will bring back a recommendation in which we would start allocating the staff time associated with these assessments. He wanted to go on record as saying this year, going forward from this point, if we have a request for anything above and beyond what was originally approved, and we do not get the first two individuals representing the community signing off on authorization of those additional items, we will not do the work. Ms. Snead passed out a document for reference. She said regarding these sheets she handed out tonight, if you look at Barrington and Tiberon Cove and look at the fiscal year 2015/2016 recoup rate, they have changed from the agenda package. She said they have gone down because we -looked at the water, and we did a leak adjustment for those months it was higher than average. Commissioner Weller said it was brought to his attention that the City is charging special assessments on properties that are owned by the City. He is wondering if we should delay and find out what properties are owned by the City and which are a development owned property. He would like it shown for each of the developments what is City -owned property and what they are responsible for. Mr. Williams said what we are asking to be done tonight is to set this as a public hearing for August 21 ', and we need to continue with that so we can properly adjust, or not adjust, at that public hearing in order to get these things communicated back to the tax rolls. He said he does not think it will take long to go back and demonstrate what areas are included in the special assessment program and have that information available for the public hearing on August 21 st Commissioner Maingot asked to have the backup paperwork regarding his subdivision. He wants to make sure when he reviews this with the residents, he has the backup information to be able to say this is exactly what we have incurred. Mr. Williams said with respect to Helping Hands, the reason we did go out to bid was there was some dissatisfaction with the CC 07-17-17/16 quality of service they were providing. He said staff prepared bids, advertised the bids, reviewed the bids and made a recommendation at the beginning of the fiscal year to go with a different provider. He said early on, we had concerns with the level of service the company was providing, brought them in and described to them what our dissatisfactions were, and have given them an opportunity to cure said dissatisfaction. He said since then, we have continued to encounter poor service to the point that we are now ready to suspend and terminate that contract. He said we got with the City Attorney, we went back to the second low bidder, which happens to be Helping Hands. He said since they continue to do City - owned facilities, we meet with them regularly, their work is inspected and monitored and is acceptable. He said one of the things we are looking at, is for communities to follow City's procurement procedures. He said this means obtaining the necessary quotes for services. He stated, they can find their own, they can have them set-up as a vendor with the City, turn them loose in terms of the work, they can sign off on the invoices and provide that information to us, and we will pay the bills. He stated, this system has yet to be defined. Commissioner Weller asked, we have two people signing in the community for the entire community, is that a good thing. Mr. Langley said this is the City's call. Ms. Snead stated she failed to recognize the individuals in the audience who represent these neighborhoods. She asked them to stand and give their name. (they did not come to the podium -and this could not be heard on the audio). - Discussion ensued on the process of getting signatures for the community, the program, and a recommendation was made to notify everyone over a certain dollar limit. Further discussion took place on the costs that were referenced on the document Ms. Snead prepared. Commissioner Maingot suggested holding a workshop. Commissioner Paris moved to approve the fiscal year 2017/2018 proposed rates as described on the handout as the fiscal year 2015-2016 re -coupe rate, this does not include a part-time person and set August 21, 2017 as the public hearing date. Seconded by Commissioner Weller. Discussion ensued on the scheduling of a workshop. CC 07-17-17/17 Motion carried by a three -to -one (3-1) roll call vote with Commissioner Maingot voting Nay and Mayor Durso absent. 13. CITY MANAGER'S REPORT Mr. Williams said Mr. Capizzi and he attended a meeting that morning at Reiter Park. He said there is a significant amount of muck around the eastern edge of the park. He said we are going to have to do some alternative designs with some stormwater, and in the area where the Amphitheatre is, we may be shifting it back to the west a little bit. 14. CITY ATTORNEY'S REPORT. No report. 15. CITY CLERK'S REPORT. No report. 16. ADJOURN. Deputy Mayor Sackett adjourned the meeting at 8:02 p.m. ATTEST: City Clerk 1 1 CC 07-17-17/18