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CC06-18-2018MinLONGWOOD CITY COMMISSION Longwood City Commission Chambers 175 West Warren Avenue Longwood, Florida MINUTES June 18, 2018 6:00 P.M. Present: Mayor Ben Paris Deputy Mayor Richard Drummond Commissioner Abby Shoemaker Commissioner Matt Morgan Commissioner Brian D. Sackett Dan Langley, City Attorney J. D. Cox, City Manager Michelle Longo, City Clerk David P. Dowda, Police Chief Mike Peters, Fire Chief Chris Kintner, Community Development Director Chris Capizzi, Leisure Services Director Lee Ricci, Human Resources Director Lisa Snead, Financial Services Director Craig Dunn, Information Technology Director Richard Kornbluh, Division Manager Utilities Magdala Ridore, Human Resources Generalist CALL TO ORDER. Mayor Paris called the meeting to order at 6.00 p.m. 2. MOMENT OF SILENT MEDITATION 3. THE PLEDGE OF ALLEGIANCE 4 COMMUNITY ANNOUNCEMENTS. Ms. Longo read the following announcements. A. Senior Matinee will be held on Wednesday, June 20, 2018 from 1:30 p.m. until 3:30 p.m., Longwood Community Building, 200 West Warren Avenue. This month's feature is Hostiles. B. The "Downtown Longwood Food Trucks" will be held on Thursday, July 12, 2018 from 5:30 p.m. until 8:30 p.m. on the corner of Ronald Reagan Boulevard and West Church Avenue. CC 06-18-18/1 C. Federation of Families of Central Florida in partnership with The City of Longwood will host the 6th annual "Be a HERO Back to School Resource Fair" on Saturday, July 14, 2018 from 10:00 a.m. until 1:00 p.m. at the Longwood Community Building, 200 West Warren Avenue. D. The "Downtown Longwood Cruise -In" Car Show will be held on Saturday, July 14, 2018 from 5:00 p.m. until 8:00 p.m. in the Historic District of Longwood. 5. PROCLAMATIONS / RECOGNITIONS A. Proclaiming the City of Longwood General Election — November 6, 2018. Mayor Pans read the General Election Proclamation. B. District #5 Presentation of the Business Person of the Month Award for May 2018 to John Raymond Sofarelli, Owner of J. Raymond Construction Corp., located at 465 West Warren Avenue. Commissioner Sackett read a brief biography on Mr John Raymond Sofarelli and then presented him with the Business person of the Month Award for May 2018 Photographs were then taken. C. District #1 Nomination of the Business Person of the Month Award for July 2018. Commissioner Shoemaker nominated Dennis Smith, President and CEO of Cora Physical Therapy located on State Road 434 for the Business Person of the month for July 2018. Nomination carried by a unanimous voice vote. 6. BOARD APPOINTMENTS. None 7. PUBLIC INPUT A. Presentation. Cat Schwartzbeck, Operations Manager with EF Educational Homestay Programs, to present their Inter - Cultural Exchange Program coming to the area this summer. Ms. Schwartzbeck gave a background on Educational Homestay and their programs. She also played a video and left information as a reference on how to become a host family B. Public Participation. None. 8. MAYOR AND COMMISSIONERS' REPORT CC 06-18-18/2 District #5. Commissioner Sackett said to piggyback off of EF Educational Homestay Programs, in 2002, my wife and I hosted a young lady from Aruba and it was a wonderful experience for us and my three daughters. He said he felt really good about a meeting I attended with Mr Cox and Chief Peters regarding CERT updates. I learned a lot and also saw a lot of old timers there from previous times. The spirit and enthusiasm to get this moving was definitely on the agenda. He thanked Mr Cox for keeping this on his plate and is something we really need to recharge within our City He has some concerns as he was going over the budget, and said there are many that he will hold until our budget meeting on June 25h' District #1. Commissioner Shoemaker said she attended the basic Institute for Elected Municipal Officials Course in beautiful Jupiter, Florida. It was a rough drive down dealing with tire issues. I have friends that live in Hobe Sound, about 15 minutes north of Jupiter who came and picked me up during my stay and took me to their beautiful home located on the Inter -coastal waterway, where they prepared a nice dinner for me. I was hoping to fish from their dock, but fishing was rained out. I have been invited back, and they have offered to take me out in their boat to fish. They returned Saturday night and took me to a popular entertaining establishment where I was seated across the water and watched the Jupiter lighthouses light in full rotation, along with boats on the water at night. This was an awesome and beautiful sight, and I did not want to leave. Yes, I did go to class. The classes were very informative, and the Florida League of Cities does an excellent job My fellow Commissioners will be attending the course in October at a location in Tampa. I'm not going to spoil anything for them about all I took away from these classes. They will have their own stories and experiences to share when they return. This was well worth the time, and she thanked Commissioner Morgan for suggesting we do this, and to the City for granting me the opportunity Commissioner Shoemaker said on June 13', I was scheduled for a one-on- one budget workshop with Mr Cox, but this had to be cancelled, so the actual one-on-one will happen after the open budget workshop on June 25th On June 14t', I attended the Food Truck Event, and there was a small but steady turnout, and the bar-b-que was very good. Commissioner Shoemaker said a resident contacted me regarding some issues to address. She lives near the Longwood View Apartments being built at Wildmere and U S Highway 17-92, and Mr Cox is following up with her A cyclist contacted me regarding the poor shape of some of our roads with pot holes and inquiring about when Church Avenue would be completed. She said in reviewing the monthly financial report for May, I had so many line items I questioned, as our percentages of expenditures over budget were soaring. I emailed Mr Cox and I requested a report of each line item which exceeded 85%. The reason for the high percentage, in going forward any remedies to keep these expenditures down and have CC 06-18-18/3 transferred some other line items, and/or departments are available to bring the percentages down. Mr Cox is going to address this in his report tonight. Commissioner Shoemaker said she was requested by a citizen to meet at Reiter Park on Saturday with a concern she had. She was in disbelief that the park could possibly be ready for the scheduled Grand Opening, and made mention of how badly the overgrown grass and weeds looked. She recommended to at least mow the outside perimeter to keep it looking somewhat presentable. I told her I would mention it in my report and assured her, as of my last update, we are on schedule. The park's current appearance is not reassuring to some residents that there is actually progress. Overgrown vegetation can be perceived as abandoned or forgotten property District #2. Deputy Mayor Drummond said recently an invitation was extended to Longwood to join the Council of Local Governments in Seminole County, also known as CALNO It is comprised of representatives from Altamonte Springs, Casselberry, Lake Mary, Oviedo, Sanford, Seminole County Commission, Seminole Soil and Water Conservation District and Seminole State College. He said we voted last meeting to join CALNO, and the June 6t1i meeting was hosted by Longwood at the Commission Chambers. The meeting was very informative and included a presentation by Gloria Eby, an Envirommental Scientist of the Seminole County Mosquito Control. She gave a very informative speech regarding mosquito control and control methods. The next meeting of CALNO will be held on August 1st in Oviedo Deputy Mayor Drummond said the Longwood Volunteer Board Appreciation Dinner was held two weeks ago, and I had the opportunity to meet many of the citizens who participate with these advisory boards. I want to thank every one of them who participate and volunteer their time and efforts to serve the City of Longwood. Some of these people have been on these boards for twenty years or more. He thanked Ms. Longo for organizing and facilitating such a great event. District #3. Mayor Paris said we generally send someone to Leadership Seminole. I was intending on going this year, but I will not be able to make it. He said Ms. Longo is going to give more information about that to see if any of the Commissioners would like to go in my place. Mayor Paris said he attended the Board Appreciation Dinner and it was great and thanked Ms. Longo for planning the event. He also attended MetroPlan, and there are a lot of projects going on, and Longwood is definitely represented. He said some of our bike paths are being done through them, as well as the quiet tram zones. He had a brief meeting with some of the mayors and managers in the area talking about SunRail and the upcoming costs. He said no City is volunteering to pay, and CC 06-18-18/4 legally, he does not see anything that says we have to pay This is going to be a county and a state issue. District #4. Commissioner Morgan said on June 5th he attended a Parks and Recreation Board Meeting. He thanked them for all that they do every day He asked Mr Cox if we are still on track for our opening of Reiter Park. Mr Cox said he checked on that today, and yes, we are. Commissioner Morgan said on June 6th, he met with Mr Cox and Chief Peters to discuss extra -curricular activities and maybe look for opportunities to get a new fire department here in Longwood and continue to exhaust every avenue possible along the way He also attended the CALNO meeting along with Deputy Mayor Drummond as his trusty backup and alternate He said Deputy Mayor Drummond did a great job representing us. He also attended the Longwood Board Appreciation Dinner on June 7th, and also thanked Ms. Longo On June 9th, he attended the Longwood Car Show, along with the Battle of the Food Trucks. He said we have very good social activities in Longwood, and it is our job to transition those into potential business opportunities I spent the majority of that day doing that. He said our COPs were on duty that day, and he feels our CERT team should be at events like that as well. Commissioner Morgan said June 1 Oth, he had a pre -meeting on the Barrington neighborhood with Ms. Judy Coad, setting up for a June 11 th special assessment meeting. He said we have electricity that is out, and an island that has four large splits in its foundation. It is going to split open if we don't do something about it. He did not make a June 13th CERT meeting because he had an opportunity to introduce Roger Stone at a large event on behalf of a candidate running for Congress named Scott Sturgill. He asked to do an interview on a local radio station called Behind the Law and is trying to exhaust every opportunity to get people to come to the events in our City He read a message that was sent to him by Matt Ryan, a parent and coach with Lyman High School regarding Odyssey of the Mind World Final Tournament. He also noted that he had questioned why Lyman does not make the list of Top 25 Schools and explained that he was told it is not solely based on test scores. Other factors like services add to this recognition and said it helps if people make donations to help these students attend these competitions/tournaments. He thanked everyone that has donated toward the anti -concussion flex helmets for Lyman High School Football Team. They are up to 16 now 9. ANY ADDITIONS OR DELETIONS TO THE AGENDA. None. 10. CONSENT AGENDA A. Approve Minutes of the March 28, 2018 Special Meeting and May 21, 2018 Regular Meeting. CC 06-18-18/5 B. Approve the Monthly Expenditures for May and June 2018. C. Approve the Monthly Financial Report for May 2018. D. Approve a Cost Share Agreement No. 33245 with St. Johns River Management District for the funding reimbursements for the construction of local wastewater systems and septic tank removal for the East Longwood Septic Tank Abatement Phase I Project. E. Approve a purchase order in the amount of $28,495 to Greyson Technologies for Professional Service relating to the implementation of a Microsoft Exchange Server 2016 And Microsoft SQL Server 2016. F. Approve a purchase order in the amount of $50,000 to Superion, LLC for continued access to their hosted financial management system. Commissioner Sackett moved to approve Items IOA through IOF as presented. Seconded by Commissioner Morgan and carried by a unanimous roll call vote. 11. PUBLIC HEARINGS A. Read by title only and adopt Ordinance No. 18-2136, a general update to the Longwood Development Code. Mr Langley read Ordinance No 18-2136 by title only Mr Kintner presented the Item and answered questions related to wind feather flags and LED signs. Mayor Paris opened the public hearing. No one spoke in favor or opposition to Ordinance No 18-2136 Commissioner Sackett moved to close the public hearing. Seconded by Commissioner Morgan. Judi Coad, 1695 Grange Circle, Longwood, wished to speak on the Item and came to the podium. She said I am in favor of what Commissioner Sackett said. Take a look at downtown Longwood. Look at the little malls. There are a few that have the strip lighting, and I don't want us to look like Las Vegas. I believe we want to look like historic Longwood, and that is what we have been building this City on. She said that is what I would like to see, and I know other people feel that way because I got nudged to come up and voice my opinion, so I am hoping you do not allow CC 06-18-18/6 the LED lighting around. If you go downtown Lake Mary in their historic area, you don't see it. It makes it feel more upper class and inviting, and that is what I would like to see our City to continue to grow on. Commissioner Morgan said I think we have done something for so many years a certain way It does not have to become Las Vegas or downtown Orlando because of LED strip lighting in a store's window I think it is our job to give our businesses every opportunity to succeed, not to close up shop and leave. He said I am not saying it is always because of that, but even though we are six miles in radius as far as incorporated Longwood goes, we do have different portions of this City, as small as it is. If you are on State Road 434, you know you are on State Road 434, and I would rather see something that is lit up than something that is dark and I can't see it at all. Commissioner Sackett moved to close the public hearing. Seconded by Deputy Mayor Drummond and carried by a unanimous voice vote. Commissioner Sackett moved to adopt Ordinance No 18- 2136 as presented Item 1 IA. Seconded by Deputy Mayor Drummond and carried by a three -to -two (3-2) roll call vote with Commissioner Morgan and Mayor Paris voting nay 12. REGULAR BUSINESS A. Approve a salary increase of $6,258.70 annually for the Utility Billing Manager and pay retroactively to February 22, 2018. Mr Cox presented the Item. Commissioner Morgan moved to approve Item 12A as presented. Seconded by Mayor Paris. Questions were asked regarding the number of people in the Finance Department, can the City afford this increase, why was the request not brought up previously, and how many employees does this person manage Additional comments were made regarding how the salary was figured and not being in favor of retro pay Motion carried by a three -to -two (3-2) roll call vote with Commissioner Sackett and Deputy Mayor Drummond voting nay B. Approve a change order in the amount of $498,213.22 to purchase order #18-00912 for Cathcart Construction for the CC 06-18-18/7 South Longwood Septic Tank Abatement Phase U final pay application. Mr Cox presented the Item. Commissioner Sackett moved to approve Item 12B as presented. Seconded by Commissioner Shoemaker and carried by a unanimous roll call vote 13. CITY MANAGER'S REPORT Mr Cox said regarding Commissioner Shoemaker's comment earlier, we have spoken a couple of times, I met with Commissioner Sackett today and we are in the midst of budget season right now It is consuming an inordinate amount of my time. I appreciate your patience in being able to reschedule a couple of meetings while this remains my focus in life right now I appreciate Finance so much because they are bending over backwards to do reports. He said I would like to make a confession to everybody, I was not a micro -manager when I first came here and I still like to wear that hat. However, that being said, this is the product the City Manager gives the Commission, the proposed budget, we are down to the way these reports are formatting and all that is my fault, and I apologize We are preparing in earnest for the meeting next Monday for our Work Session. He said we are doing this just a wee bit different from the way it has been done in the past. I understand we would provide the report a week in advance and then we have time for the one meeting and talk about everything. This time, mainly due to time constraints in getting everything ready, we will have this meeting on Monday and unveil the whole budget in a new format and go through everything with the idea that we will come back at a follow up meeting in July He said it was asked earlier about the line item, budgetary items, and our budget as is currently set up, the controls are at the sub -total level, not at the line item level. It totals out at the bottom. I was concerned about the trajectory of our budget, and I got together with Ms. Snead, and we are now controlling at the line item level, but we are in the process of transitioning to that. It will take us a couple more weeks. He said hopefully, at the July meeting we will have the change orders for the Commission. I am signmg all of the overrides currently, because we put that control in place. Mr Cox said Commissioner Sackett mentioned CERT I am excited about moving forward with Chief Peters and the members of the CERT group, current and alumni. He said we are working with them to move that organization to where it can be the best and most productive for our community it can possibly be. Chief and I are already discussing about attending the July meeting. He said we are also moving forward with emergency debris removal contracts in advance for our various neighborhoods and getting those in place, which is the right -of -entry for CC 06-18-18/8 the neighborhoods. He said we have to have those in order to recoup FEMA funding should we have some sort of disaster Mr Cox said I, and some Commissioners, have received communication from an owner of a business in our downtown that was interested in changing the way we do our parking near the train station by the pub We have met with the owner of the business and circled back and looked at safety and other considerations. He said Mr Kintner and his staff prepared a letter and sent those letters out to the business owners in the area. We are getting their feedback to see if they agree with it, and then we will take it on from there. He said we are on the cusp of doing great things, and we are already doing great things. It is a very exciting time in our community He asked for a little more patience from folks regarding the pot holes on Church Avenue, and hopefully we will have that project completed by August. Regarding Reiter Park and the mowing on the outside of the fence, the contractor will be mowing that this week. Another contractor will be mowing on the inside of the fence the following week. He experienced his first Food Truck War, which was so much fun. He said Ms. Longo does such a nice job and the Board Appreciation Dinner was top notch. Commissioner Sackett asked if the vacuum truck has been cleaning_ out all the places in order to get ready for any hurricanes. Mr Cox said he will follow up on that. _ 14. CITY ATTORNEY'S REPORT Mr Langley said his associate Mr Conley and I had an excellent time at the Board Appreciation Dinner and thanked Longwood for the recognition and thanked Ms. Longo for putting it together 15. CITY CLERK'S REPORT Ms. Longo stated she would like to get Commission consensus to bring back at the next meeting approving a new City Logo She said back in 2012 the Commission formally approved the logo currently being used. There was a request to deconstruct several cities logos for a mobility campaign and the city used a tree logo She said this would be the one she would like to bring back and formally get the Commission's approval and make this the official city logo It was the consensus of the Commission to bring this Item back to the Commission. Ms. Longo stated Mayor Paris was planning to attend the upcoming Leadership Seminole Class and unfortunately is not able to attend. She asked if any other Commissioner would be interested. She stated the CC 06-18-18/9 application would need to be completed and returned by tomorrow and the class starts August 2nd and it would be held once a month on Friday until May Discussion took place and Commission Morgan and Commissioner Shoemaker will attend the upcoming course and Mayor Paris and Deputy Mayor Drummond are interested in attending the following year Ms. Longo reminded the Commission the July 2nd Regular Commission Meeting had been cancelled and their next meeting will be on Monday, July 16th 16. ADJOURN. Mayor Paris adjourned the meeting at 7.21 p.m. Ben Paris, Mayor ATT ST: i ichelle , City Clerk 1 CC 06-18-18/10