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CC09-05-2018MinLONGWOOD CITY COMMISSION Longwood City Commission Chambers 175 West Warren Avenue Longwood, Florida MINUTES September 5, 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 Tom Smith, Division Manager Streets Shad Smith, City Engineer 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 11. PUBLIC HEARINGS (PART 1) A. Read by title only, set September 17, 2018 as the public hearing date and approve the first reading of Ordinance No. 18-2141, which fixes the tentative rate of ad valorem taxation for the fiscal year commencing October 1, 2018 and ending September 30, 2019. Mr Langley read Ordinance No 18-2141 by title only Mr Cox gave updates. Mayor Paris read the following statement: CC 09-05-18/1 The City of Longwood hereby proposes for Fiscal Year 2018/2019 a millage rate of 5.500 per $1,000 of non-exempt assessed valuation. Said rate is 8 19% higher than the rolled back rate of 5 0835 per $1,000 of non-exempt assessed valuation as computed by Florida Statue 200 065 Mayor Paris opened the public hearing. No one spoke in favor or in opposition of Ordinance No 18-2141 Mayor Paris closed the public hearing. Deputy Mayor Drummond moved to approve Ordinance No 18-2141 and set September 17, 2018 as the public hearing date Seconded by Commissioner Shoemaker and carried by a unanimous roll call vote. B. Read by title only, set September 17, 2018 as the public hearing date and approve the first reading of Ordinance No. 18-2142, which adopts tentative revenues, expenditures and fund balances for the City's fiscal year budget commencing October 1, 2018 and ending September 30, 2019. Mr Langley read Ordinance No 18-2142 by title only Mayor Paris read the following amounts that reflect the recommended changes General Fund. $17,685,686 Public Utilities $9,833,879 Public Facilities Improvement Fund. $4,383,681 Capital Projects $4,101,439 Stormwater Management: $629,096 Other Funds $1,319,668 Fund Balance — Reserves. $11,280,913 Total Resources $49,234,362 Mayor Paris opened the public hearing. No one spoke in favor or in opposition of Ordinance No 18-2142. Mayor Paris closed the public hearing. Discussion ensued on mowing and the departments involved, the Commission Development account line increasing by $12,000, and overtime. Deputy Mayor Drummond moved to approve Ordinance No 18-2142 and set September 17, 2018 as the public hearing CC 09-05-18/2 date. Seconded by Commissioner Morgan and carried by a unanimous roll call vote 4. COMMUNITY ANNOUNCEMENTS. Ms. Longo read the following announcements. A. The "Downtown Longwood Cruise -In" Car Show will be held on Saturday, September 8, 2018 from 5:00 p.m. until 8:00 p.m. in the Historic District of Longwood. B. The City of Longwood will host a Reiter Park Grand Opening and Longwood's 140th Birthday Event on Saturday, September 15, 2018 from 12:00 p.m. until 9:30 p.m. There will be a mini parade from the Longwood Community Building to Reiter Park followed by a Ribbon Cutting. You can visit the City website and Facebook page for more information. 5. PROCLAMATIONS / RECOGNITIONS A. District #2 Nomination for the Business Person of the Month Award for September 2018. Deputy Mayor Drummond nominated Becky and Glenn Horner Owner/Operators of B & G Air Specialist, LLC for the Business Person of the month for September 2018 Nomination carried by a unanimous voice vote 6. BOARD APPOINTMENTS. None. 7. PUBLIC INPUT A. Public Participation. None. 8. MAYOR AND COMMISSIONERS' REPORT District #2. Deputy Mayor Drummond said he has been to the Farmers Market, and is waiting for it to cool off a bit. He said the turnout is very good and always goes to the fruit and vegetable stands because of the great selections. He went to the Community Awareness and Participation Plan Meeting on August 27th, along with Commissioners Sackett and Shoemaker It had good information about a proposed townhome project at 217 East Pine. On September 4th was the Parks & Recreation Advisory Board Meeting. They are working hard on the Reiter Park Grand Opening on September 15th They are also planning other events for the coming months. He reminded everyone he will not be here for the next meeting. District #3. Mayor Paris said tomorrow morning he will be attending the MAC Meeting in downtown Orlando He said he will get an update on the quiet zones for Longwood and get some more information on the timing of the arms going down. It continues to be an issue for Longwood. On September 7th, he will be attending Leadership Seminoles' Mayors Panel for CC 09-05-18/3 Government Day On September 14th, he will be attending his Florida League of Cities Sub -Committee. He was accepted to be on the Municipal Administration Sub -Committee and will be there most of the day He said anybody who has volunteered to be on a sub -committee should have heard back by now about it. He stated, it you have not, please let him know and he will reach out to the President and the President-elect to see what is going on with that information. District #4. Commissioner Morgan said on August 23rd, he had an opportunity to speak to a special needs boy at Rock Lake Middle School. He was having a really bad day, so he wasn't able to communicate with hum and instead the Principal asked him to speak to an entire special needs class. He stated these talks I give are motivational and lead by example of where you start and doesn't necessarily have to be where you finish in life. Rock Lake Middle School continues to do very special work with a very forward - thinking principal. He was scheduled to give a pep talk to the Lyman High School football team on August 24th, but instead, he was asked to give it to the whole school. He coined the phrase, "We are Strongwood" and stated the kids were all yelling it by the time he finished his pep talk. Commissioner Morgan said one of his biggest goals is to get a City Youth Council. He had a meeting with Mr Cox to nail down and stay on track with goals we have individually, but also collectively He said he would bring it up again after his next meeting with Mr Cox. Commissioner Morgan said on August 26th, he was honored to take part in Orlando Police Officer Kevin Valencia's fundraiser event. On August 29th, he attended a CERT training and they continue to do incredible work. He said it is more in depth than he originally thought and was proud to see youth in this group as well. On August 30th, he was a guest speaker at a Cub Scout group that meets at Longwood Hills Congregational Church. He was asked to speak about city issues On September 2nd, he was in Charlotte doing his nine to five sales job and today had a meeting with Ms. Longo Commissioner Morgan said he was chosen to be on the 2018/2019 Land Use & Economic Development Committee for Florida League of Cities. His responsibility will be to work with the other committee members to discuss issues facing our cities that will come before the Legislature during the 2019 session and to decide upon policy direction for the Florida League of Cities legislative efforts. His first meeting date will be September 14th from 10.00 a.m. to 3.00 p.m. in downtown Orlando, the next meeting will be in downtown Orlando again from 10.00 a.m. to 3.00 p.m. on October 12th, the third and fourth meetings will be November 15th and 16th in Kissimmee. District #5. Commissioner Sackett said back in 1976 he got his Special Education Degree in Autism, and a little while ago received a picture of Commissioner Morgan standing next to Mikey at Rock Lake Middle School. He said this was a great feel good moment to see Mikey smiling standing CC 09-05-18/4 next to Commissioner Morgan. He said Cub Scouts are always thrilled with whatever you tell them as long as it is not too lengthy He is hosting a party at his house for a new Eagle Scout. He said regarding Code Enforcement, we need to do better With the last political season and this past election season I saw political signs that were totally out of control. He said there were signs all over the place and we need to pick up the ones that were not proper, and have Code Enforcement do that instead of just leaving them everywhere. He noted by the bank near Winn Dixie, there was a row of 15 of them between the sidewalk and the street. Commissioner Sackett said he attended the CERT Meeting and thought he was making the instructor a little nervous by watching them so he left. He said there are about 21 people in this CERT training session, and they are dedicated in doing what is good for the City We have the COPS and CERT, so I think we are back where we need to be. Commissioner Sackett said he went to the Pine Street Development meeting just to listen. He said he will not be able to make the opening ceremonies for Longwood Babe Ruth Baseball this weekend. He has a wedding in Daytona and will be leaving at 9.00 a.m. He asked for someone to be there for the event. Commissioner Sackett said Lyman High School had a volley ball tournament this weekend. He noticed that the point of access with security at school buildings, Lyman has that covered really well. The school district has put in new fencing, and he feels they need to put it in at other schools that don't have that. If you are locked out of that campus, you can only get through at that one point of access, and that is exactly the way it is supposed to be. Commissioner Sackett said former Commissioner Maingot was on the Wekiva Wildlife Advisory Committee and asked if we currently have a representative on it. He said he was on it before him as well. Mayor Paris replied no Commissioner Sackett said he was going to connect with them and asked if there was any objection from the Commission for him to be on that Board. The Commissioners unanimously approved Commissioner Sackett to serve on the Wekiva Wildlife Advisory Committee. Commissioner Sackett said he was put on the Transportation and Growth Committee for the Florida League of Cities, which also involves schools, private schools, public schools and Charter schools. He said he will attend September 14th meeting as well. Commissioner Sackett said he heard something about recycling questions coming up with Waste Pro Is recycling becoming an issue for some CC 09-05-18/5 companies, because he doesn't think the garbage companies are making money off of the recycling material any more. There doesn't seem to be a place to sell the glass or cardboard. Mr Cox said in meeting the managers from Waste Pro at the Florida League of Cities conference, recycling did come up and they expressed it is not a profitable area of their business. In other areas he has done business, the recycling was not,a profitable area. Commissioner Morgan had another item he wanted to bring up He said he walked the Barrington, Danbury Mills and Markham Woods Subdivisions and the retention ponds. He said at Barrington we discovered branches, grass clippings, plastic bottles and trash at the mouth of these ponds openings. He stated you could see how the water was trying to force its way out, but it couldn't. He called Helping Hands, and they said they didn't throw the trash into the pond, but they cleared out that pond in Barrington. Commissioner Morgan cleaned the other trash out with gloves on another day He said we don't have a retention pond team that handles this problem that he is aware of. Mr Cox said if they are a City of Longwood retention pond, we do have a responsibility It is a continuing and moving target. He said you clean it out and the next day there is more debris. He said we do have an issue with grass clippings going into the retention ponds. He asked are you suggesting there be a recycle group that goes around and cleans up retention ponds Mayor Paris said most of that falls under our stormwater and streets, and unfortunately because of staffing, there are literally hundreds of these openings and runoffs, and it is very difficult to keep track of all of them. He said it has gotten to the point of being reactionary instead of proactive A lot of these were built in different phases by the developer who built the subdivisions, and they were not part of the Longwood Master Plan. He said we could use citizens to let us know when there are issues out there. I don't think we want to have volunteers playing with our retention ponds. They are dangerous and often there are snakes and broken things, so it is a liability issue. What we can do is send out a notice in the mail letting people know if they see blockages to notify the stormwater and streets department, and they will be right on it. We have a Vac truck for that. District #1. Commissioner Shoemaker said she attended the Citizen Awareness and Participation Plan (CAPP) meeting as well, and not all the homeowners are tickled pink about townhomes. She thanked Mr Tom Smith and Mr Black for taking care of getting the grass on West Church mowed behind Woodgate Subdivision. Commissioner Shoemaker said Reiter Park is shaping up nicely Such a long-awaited reality She said so many opportunities and events are yet to CC 09-05-18/6 come Thank you to all involved for all your hard work and for all of our patience 9. ANY ADDITIONS OR DELETIONS TO THE AGENDA. None 10. CONSENT AGENDA A. Approve Minutes of the July 16, 2018 Work Session and August 6, 2018 Executive Session. B. Approve the Monthly Expenditures for August 2018. Commissioner Sackett moved to approve Items l0A and 1013 as presented. Seconded by Deputy Mayor Drummond and carried by a unanimous roll call, vote. 11. PUBLIC HEARINGS (PART II) C. Read by title only and adopt Resolution No. 18-1469, which confirms the annual non ad valorem rolls for various wastewater, road and neighborhood beautification assessments. Mr Langley read Resolution No 18-1469 by title only Mayor Paris opened the public hearing. No one spoke in favor or in opposition of Resolution No 18-1469 Commissioner Sackett moved to close the public hearing. Seconded by Deputy Mayor Drummond and carried by a unanimous voice vote. Deputy Mayor Drummond moved to adopt Resolution No 18- 1469 as presented Item 11 C Seconded by Commissioner Morgan and carried by a unanimous roll call vote. D. Read by title only and adopt Resolution No. 18-1472 which imposes the 2018 Wastewater Assessment Area. Mr Langley read Resolution No 18-1472 by title only Mayor Paris opened the public hearing. No one spoke in favor or in opposition of Resolution No 18-1472. Commissioner Sackett moved to close the public hearing. Seconded by Deputy Mayor Drummond and carried by a unanimous voice vote Commissioner Morgan moved to adopt Resolution No 18- 1472 as presented Item I ID Seconded by Commissioner Shoemaker and carried by a unanimous roll call vote CC 09-05-18/7 12. REGULAR BUSINESS A. Read by title only, set September 17, 2018 as the public hearing date and approve the first reading of Ordinance No. 18-2143, approving the extension of the Non -Exclusive Franchises for the Collection of Commercial Solid Waste and/or Recovered Materials for an additional twelve (12) months. Mr Langley read Ordinance No 18-2143 by title only Deputy Mayor Drummond moved to approve Ordinance No 18-2143 and set September 17, 2018 as the public hearing date Seconded by Commissioner Morgan and carried by a unanimous roll call vote. B. Read by title only, set September 17, 2018 as the public hearing date and approve the first reading of Ordinance No. 18-2144, which allows flexibility in start times for City boards and committees. Mr Langley read Ordinance No 18-2144 by title only Commissioner Morgan moved to approve Ordinance No 18- 2144 and set September 17, 2018 as the public hearing date Seconded by Deputy Mayor Drummond and carried by a unanimous roll call vote. C. Read by title only, set September 17, 2018 as the public hearing date and approve the first reading of Ordinance No. 18-2145 amending Chapter 1A, Section 1A.02(B) of the City of Longwood Personnel Policies and Procedures Manual. Mr Langley read Ordinance No 18-2145 by title only Discussion ensued and comments made on this change. Deputy Mayor Drummond moved to approve Ordinance No 18-2144 and set September 17, 2018 as the public hearing date. Seconded by Commissioner Shoemaker Discussion ensued on merit awards and questions answered. It was recommended that this will be reviewed and reported on at the next meeting whether to leave it in or remove. Motion carried by a unanimous roll call vote. D. Read by title only, set September 17, 2018 as the public hearing date and approve the first reading of Ordinance No. 18-2146, CC 09-05-18/8 which amends Chapter 2, Article III, entitled Departments of the Longwood City Code. Mr Langley read Ordinance No 18-2146 by title only Mr Cox presented the Item. Commissioner Morgan moved to approve Ordinance No 18- 2146 and set September 17, 2018 as the public hearing date. Seconded by Commissioner Shoemaker Discussion ensued and questions were answered. Motion carried by a unanimous roll call vote. E. Read by title only and adopt Resolution No. 18-1473 authorizing the City Manager to apply for up to a $5,000,000 loan under the State Revolving Fund Loan Program to fund a City Wastewater System Improvement and Expansion Project. Mr Langley read Resolution No 18-1473 by title only Mr Cox presented the Item. Deputy Mayor Drummond moved to adopt Resolution No 18- 1473 as presented Item 12E. Seconded by Commissioner Shoemaker and carried by a unanimous roll call vote. F. Read by title only and adopt Resolution No. 18-1474 authorizing the City Manager to issue a letter of intent to withdraw from the Public Risk Management of Florida Insurance Pool. Mr Langley read Resolution No 18-1474 by title only Mayor Paris presented the Item. Commissioner Morgan moved to adopt Resolution No 18- 1474 as presented Item 12F Seconded by Deputy Mayor Drummond and carried by a four -to -one (4-1) roll call vote with Commissioner Sackett voting nay G. Commission approval of revisions to Exhibit C of the Interlocal Agreement pertaining to the shared distribution and use of the One Cent Local Government Infrastructure Surtax. Mr Cox presented the Item. CC 09-05-18/9 Commissioner Shoemaker moved to approve Item 12G as presented. Seconded by Commissioner Sackett. Question was asked regarding Reiter Park and its opening and contractors responsibility Mr Cox and Mr Langley addressed. Motion carried by a unanimous roll call vote. 13. CITY MANAGER'S REPORT Mr Cox said he wanted to share that a 25 year veteran of our fire department in Longwood, John Rougeux passed away yesterday after a hard fought battle with cancer Chief Peters has been in contact with the family and will be working with them this week on assisting with however we can help with those planning arrangements. We will keep that family in our prayers. Mr Cox said he always loves it when citizens make suggestions and ideas of improvements. He would like to thank Lori Rice for her ideas and suggestions for improvements for the entryway to City Hall. She made suggestions regarding trees and the parking lot, and we were able to do fairly easily and right away, and others will take a little more work. He said we are also working with a company, Kimberly Horn, regarding an ADA Transition Plan. That is important as far as our curb cuts and our ADA parking spaces are concerned. Mr Cox said we have had a couple of meetings with staff working on FEMA filings, and may invite you to get involved down the road. We have continued to move forward for this year and the future. We are working right now on removal contracts for debris, and we anticipate having that recommendation before you on September 17ffi He said my hope is we will have multiple contractors on that list. We will bring before the Commission our procurement policies since they are important to FEMA. He said if we follow FEMA rules, we may not be able to be as quick as we were last time. In addition, at the Directors Meeting, we reviewed roles and responsibilities. I will speak with the Commissioners about what interests you might have and how we might be able to have you in a role. Staff has the main part of disaster control, and I appreciate them so much. Mr Cox said he emailed again today regarding a potential date for a retreat or work shop, either the 24t' and 29t' He said it is important if we try to work it out and if it doesn't, we will bump it to November Mr Cox gave an update on Church Avenue. He said last week, concrete crews finished driveways, curbs, and almost all sidewalks. Grading for sod is continuing, and the masonry contractor is continuing to work on the brick facing the gravity wall. Today, the crews are sodding and doing the wall work. He said we have had a preliminary walk through and a punch list of items have been identified. We are working on a potential for a Change CC 09-05-18/10 Order, but I think it will be good for us to ensure all the quantities for the project have been completed correctly Mr Cox said there has been a flurry of progress being made at Reiter Park. He said the Splash Pad may not be done. The decking around it has been laid but there was a problem with the pavers being rough for bare feet. The contractor is working to allow us to install rubber for the actual surfacing for the Splash Pad. It will be a softer surface for kids. We may have that down in time for the event, but the jets won't be in until the following week. Landscaping sod is scheduled to be rolled out starting the 13th and-l-4th, and it comes with a warranty that starts immediately whether we have people -on it or not. We have to make sure the sprinkler system is all set up for the sod, and they are working on that right now He said -Mr Capizzi and I had -a conference call this afternoon with West Construction Company The amphitheater has yet to have a roof, but we received a promise of delivery for the 13m The palm trees are in and are beautiful: Railings are going up on all the boardwalks now which will enhance the looks of the boardwalks. After - everything is done, there will need to be some repairs to concrete and a trench drain that will need to be done. On stage, there will be a curtain and fabric that will be installed later We will have lighting all around the pathways. There will be electric for the grand opening. The partitions for the bathrooms were going in today Granite counters are scheduled for Monday, and the Art Tower is up and looks really nice There will be lighting in the palm trees also Mr Cox said regarding the 140th Anniversary Parade and Ribbon Cutting Event, the Parks & Recreation Board and staff, have all done a great job planning this. He said at 11.30 a.m. on Saturday the streets will be closing down, and the parade is scheduled for noon. The parade will be led by fire trucks and possibly police, and we will continue on to Reiter Park. The Mayor has agreed to give a few remarks, and he asked if each Commissioner would consider a 30 second to one minute welcome to everyone Then we will have the ribbon cutting with the dignitaries, and then photos will be taken. He said entertainment will go on for the day There will be three food trucks there all day, beer and wine, as well as 15 to 20 vendors from the Farmers Market. The radio station 103 1 will be doing promotions during the day Orlando Health Hospital has agreed to be a $2,500 sponsor, and later in the fall, they will be providing two sunscreen dispensers in the park for people to use. This event was featured in Lake Mary Life, which goes out to about a 40,000 readership There will be a bounce house in the Kid Zone at the event. We have signed on with a company named Zambelli that will present a five to six minute firework display at the end of the event. He thanked Mike Towers who offered to help with the display Our volunteer group COPs will be there providing hot dogs and doing some traffic control . during the event. Our CERT group will be hosting a misting station and also lost and found. There will be a Dunk Tank, and we need volunteers. 14. CITY ATTORNEY'S REPORT. No report. CC 09-05-18/11 15. CITY CLERK'S REPORT. No report. 16. ADJOURN. Mayor Paris adjourned the meeting at 7.50 p.m. Be aris, Mayor %.aa.y --IUX n CC 09-05-18/12 1 7 L_J