City Commission Regular Meeting

APPROVED:1/20/2022 MINUTES City Commission Workshop 5:00 PM - Wednesday, April 14, 2021 - City Hall CALL TO ORDER: 5:03 P.M. ACKNOWLEDGEMENT OF QUORUM AND PROPER NOTICE PRESENT: Commissioner Nan Cobb, Commissioner Willie Hawkins, Vice Mayor Emily Lee, Commissioner Karen LeHeup-Smith and Mayor Michael Holland 1. WORKSHOP ITEM WITH COMMISSION DISCUSSION, PUBLIC INPUT AND COMMISSION DIRECTION 1.1 Review of City Strategic Plan Ron Neibert, City Manager, explained that the Strategic Plan is a big picture plan to help the Commission achieve the goals and objectives for the City. He stated it is standard practice to review the plan every five years or so. He then provided an overview of the current plan including the vision, mission statement and three main goals: 1) To be a beautiful, livable city with a vibrant lakefront identity; 2) Expand the local economy; and 3) Provide quality, cost effective, public services. He encouraged the Commission to consider whether those main goals are still relevant to the City. He then reviewed the strategies for each goal as set in FY2013-2014. He indicated that the Enterprise Zone would be eliminated as that is a program that no longer exists in Florida. He asked if there are any additional specific strategies the Commission would like to add. He then provided a status report on each of the goals and strategies. He noted the addition of the disc golf course at Palmetto Point Park and its high ranking nationally. He noted that a Parks and Recreation master plan has not been done and that not a lot has been done toward ecotourism. The Commission asked what the plan for ecotourism was with Mr. Neibert citing conversations he had with Trout Lake Nature Center regarding some ideas for programs to entice people to the area. He added working with the trails development was part of ecotourism. He noted that some of the department heads have implemented some programs that are directed toward ecotourism. Discussion was held regarding what was suggested in the past with Commissioner LeHeup-Smith noting that Trout Lake Nature Center had been interested in adding camping facilities. It was also noted that previous discussion had included boat rentals along the lakefront. Mr. Neibert continued the update on the various actions and strategies noting one of the goals was to expand the streetscape in the downtown area as funds allow. He commented on the FOOT plan for the downtown area and stated it would be presented at a workshop in the near future. He then reported on the City's efforts to market the City. Eustis City Commission Workshop Page 1 of 8 April 14, 2021  The Commission questioned if staff informs interested entities about the available commercial properties in town with Mr. Neibert explaining that Tom Carrino attends various events and provides lists of available properties. Commissioner Hawkins reported on a discussion he had with a business owner in Mount Dora who he asked why he chose Mount Dora over Eustis. The person said he found out about the building and thought it would be good for his business. He questioned whether or not Mount Dora is doing something different in marketing than Eustis. Mr. Neibert assured the Commission that staff is reaching out and will be going to businesses in other communities regarding expanding into Eustis. He then commented on issues regarding attracting businesses that may utilize the railway. It was noted there is only one business actively using the railway. He then cited how City staff evaluates the various events and programs to determine their value to the City. He reported that the City has two upcoming major fishing events. Regarding the development of a kayak launch, he reported that Public Works will be constructing a new launch that will be more accessible to the public. The Commission asked about development of a seaplane landing with Mr. Neibert indicating that has not been implemented but it could be reconsidered. It was noted that seaplanes can already land on Lake Eustis and a number of done that and tied up at the floating docks. Discussion was then held regarding relocation of the boat from Mount Dora to Eustis with Mr. Neibert indicating it wasn't possible to relocate the boat to Eustis without disassembling it. He then reported that the transit-oriented development was determined to not be feasible and would need to be removed from the plan. Mr. Neibert then commented on the various CRA incentive programs, their benefits and how they are administered. He continued the update on goals and implementations. The Commission asked about the update of parks and recreation user fees and recommended renting the larger front pavilion for public use rather than on a first come, first serve basis. Mr. Neibert continued the update on the public services action items. He noted that the City is selling all of the reclaimed water so there is no need to develop alternate uses for it. He explained the fleet replacement policy. The Commission questioned whether or not the City could get assistance for paying for the tower truck as part of the auto-aid agreement. Chief Swanson explained that the City currently receives more auto-aid than it is giving. The Commission questioned what would be the cost of adding a third station with Mr. Neibert stating that the annual cost for another station would be $1 million not counting the actual cost of property and building the station. He then explained the funding for various infrastructure improvements. He indicated staff continually evaluates how to maintain and improve the City buildings and facilities. He Eustis City Commission Workshop Page 2 of 8 April 14, 2021  reported on the benefits to the Library from joining the Lake County Library System. Discussion was held regarding the growth of the Library and issues that were occurring within the County system. Ann Ivey, Library Director, explained how the County is looking to change the funding formula from being circulation based to being either based on population or budget but the City's Library would still be in the top three. Mr. Neibert reported on the completion of the second fire station. He then commented on the previous goal to have the City's employee compensation and benefits be in the top quartile in the County but that was not feasible. He stated the goal now is to be in the top half of nearby local governments. He then reviewed additional completed actions in the last six years that applied to the various goals and reviewed the various incentive programs that had been implemented and the benefits to the City from those programs. He provided an overview of the completed and under construction residential, commercial and infrastructure projects. The Commission questioned the status of Eleven Oaks with Mr. Neibert explaining they are having an issue with Lake County in getting a traffic signal installed. He stated that City staff is satisfied with the completed infrastructure. He then reviewed the planned upcoming residential projects and completed industrial/commercial development. He provided a list of new commercial/industrial businesses in the City and commented on discussions with Lake Tech and Lake-Sumter State College regarding educational opportunities. Mr. Neibert then reviewed the financial benefits citing there has been no millage rate increase since 2013, the low rate of water and sewer increases and stated the City has the lowest per capita General Fund cost in the Golden Triangle and Leesburg. He added that the City also has the lowest per capita number of employees as well. He explained that the City has spent half as much money with half as money people per person as the other communities. Future Strategies Mr. Neibert then reviewed proposed future goals for 2021 and beyond beginning with the Police Department's goal to reduce, solve and prevent crime. He listed a variety of programs implemented by the Police Chief including programs to address various quality of life issues including homelessness. Capt. Ken Birkhofer reported that cameras had been installed in Palmetto Park and will feature real time monitoring. Mr. Neibert indicated they are not yet being monitored from the Police Department due to waiting for computers to be delivered. The Commission questioned the cost and what would be needed for the Police Chief to do what they want to do with Chief Capri responding it is too soon to tell. He explained his intent to work to do more with what they already have. He commented on his intent to install tag readers at each end of the City. Eustis City Commission Workshop Page 3 of 8 April 14, 2021  Commissioner Cobb asked about having a Citizen On Patrol program with Chief Capri indicating he has a contact who has volunteered to help implement a program. He noted that the department does have a Citizen Academy but it has been on hold due to the pandemic. Mr. Neibert then reported on the City's intent to collaborate with the Community Traffic Safety Team at Lake County. He cited planned projects for the Library and Recreation departments. The Commission questioned the City's ability to take children to locations outside the City with Craig Dolan, Parks and Recreation Director, responding that, as long as they are part of the camp and have signed waivers, they can take them to different locations. He expressed concern regarding taking them farther than one hour away due to the age of the City's bus. Commissioner Hawkins suggested doing something like college tours with younger students. He expressed support for obtaining a newer bus. Mayor Holland suggested cooperating with Alee Academy as they have four brand new air-conditioned buses with Mr. Dolan indicating they have let the City use their bus before. Commissioner Cobb also suggested contacting the School Board regarding getting a bus from them. Vice Mayor Lee asked about the status of the youth leagues with Mr. Dolan explaining they are trying to reactivate the Junior Panthers but stated he was not comfortable with supporting a private individual that is not a not-for-profit. Mr. Neibert stated that their corporation documents have been reactivated but, to his knowledge, they have no liability insurance at this time. He acknowledged that Chief Capri has indicated he could assist with coordinating with the group. Further discussion was held regarding cooperative programs between Parks and Recreation and the Library. The Commission questioned whether or not the soccer field is regulation so they could bring in teams with Mr. Neibert confirming that it is regulation and citing work done on the field. He noted there is also a soccer field for practices out at Pineapple Point. Commissioner Cobb indicated she has a contact who can assist with bringing in teams. Mr. Dolan explained Tree Toppers is an aerial course which could possibly be another revenue source if they located out at Pineapple Point. Vice Mayor Lee asked about starting some programs to assist senior citizens with diet and other programs with Mr. Dolan indicating he could reach out to some local physicians and stating they have started a walking club. Eustis City Commission Workshop Page 4 of 8 April 14, 2021  Vice Mayor Lee asked whether there would be the opportunity for adults to garden at the Community Garden. Mr. Dolan responded they are going to start with children but they want to incorporate the parents into the program. Commissioner Cobb commented on her efforts to work with the Sheriff to clean up the garden in May. She then asked about archery with Mr. Dolan responding that staff has to get certified first then they can obtain equipment. Commissioner Hawkins asked about any plans to bring in children to the center from outside the immediate area with Mr. Dolan indicating that is difficult to achieve. He cited the possibility of holding some programs at the Service Center to attract different participants. He also commented on the possibility of holding popup events throughout the City. Commissioner Hawkins asked about implementing another garden with Rick Gierok, Public Works Director, indicating there is sufficient space for another garden. Vice Mayor Lee expressed concern about having adults and children in the same area with Mr. Dolan indicating that children would only be present with the camp counselors. Discussion was held regarding how to have separate adult and children garden plots and how to incorporate the four current gardeners that have plots. Mr. Neibert suggested having Mr. Dolan develop a master plan for a multi-use garden. Further discussion was held regarding expanding the existing recreation facility. Mr. Neibert then reviewed planned projects for the Police Department including transitioning to hybrid police vehicles with higher fuel efficiency and developing either a new police department or public safety complex. The Commission discussed adding solar-power to City buildings. Mr. Neibert indicated they would be discussing the use of the $9 million rescue plan funds at the April 15th workshop. Mr. Neibert then reviewed planned projects for the Public Works/Public Utilities, Fire and Finance Departments. He explained how roadways are prioritized for replacement or repair. He noted the various master plans the City has and offered to provide copies to the individual Commissioners. He noted that staff would be presenting the water rate study at the April 15th Commission meeting. He indicated that what would be proposed is a 2.5% increase for each of the next five years. He added that includes incurring $7 million in debt for the new Bates Avenue plant. The Commission asked the Fire Chief how often do other departments come into the City to respond with Chief Swanson stating every day. He explained there are two stations on the City limits and the auto-aid agreement provides for closest unit response so they respond to Haselton Village and Grand Island. He indicated the Eustis City Commission Workshop Page 5 of 8 April 14, 2021  City covers the south end as well as part of Tavares. He indicated that Mount Dora Station #35 responds to 44 Gables for the City. Mr. Neibert confirmed that the City is receiving more assistance from the auto-aid agreements that they are giving with Chief Swanson noting that at some point the County will relocate their station farther out so the City will have to fill in. The Commission questioned how quickly the City would be fully operational if the County abandoned Station #27 with Chief Swanson responding the City does not currently have the personnel available so it would require six to nine months to hire the personnel, with 18 to 24 months to build a new station and hire staff. The Commission questioned where he would want to place a third station with Chief Swanson responding he would want to put a third station somewhere near the fairgrounds. He stated if the county abandoned Station #27, he would recommend moving Station #23 to the Station #27 site. He commented on how the changes could affect the City's ISO rating negatively. Further discussion was held regarding the placement of stations and need for additional personnel with Chief Swanson indicating that Station #23 is not in a good location when you look at the City's heat map. He expressed concern regarding coverage for the north end. Discussion was held regarding the reduction in calls due to the auto-aid agreements, the removal of the rescue truck from service due to lack of staff and the need for additional staff. Chief Swanson explained they would need at least six additional staff to put the rescue truck back on the road. He further explained the issue with concurrency. Mr. Neibert explained that was part of the negotiations with the County regarding the east side annexations as they wanted to be allowed to continue to collect their fire assessment fee and taxes due to them possibly running most of the calls in that area. Chief Swanson stating that currently the City responds to half of the fire and rescue calls in the Thrill Hill area. Commissioner Cobb cited a Umatilla program that allows organizations or individuals to adopt a roadway island and suggested the City implement a similar program. She asked when the City's contract is up with the landscaping maintenance company and expressed concern regarding their quality of work. Mr. Gierok explained the contract would be up October 1st and they have a set schedule they are supposed to follow. He expressed concern regarding the ornamental plants that were put in with the DOT grant and expressed support for installing trees instead. City Clerk Mary Montez noted that Eustis had a program prior to Umatilla's; however, people did not continue to maintain the islands so the program died. Mr. Neibert asked for the Commission to review the strategic plan as presented, then schedule a second meeting to further discuss the plan and then adopt the plan by resolution. Mayor Holland cited the need to consider expansion or replacement of the community building, use of the fairgrounds and improvements to the recreation Eustis City Commission Workshop Page 6 of 8 April 14, 2021  building. He then cited issues he had observed including the need to resurface the parking lot behind Bay Pharmacy and the parking lot by the Chamber of Commerce and weeds growing up along the storm drains on Orange Avenue. He acknowledged those are state and county roads but they are in the City and need to be maintained. He expressed concern regarding maintenance of Trout Run and stated that, if the City is going to ask people to invest in the City, then they need to make it look good. Vice Mayor Lee asked for better maintenance in the Bates Avenue area. She commented on the need for programming in that area. She cited clean up needed around the retention areas. Commissioner Cobb asked if the City owns the parking lot near the Woman's Club with Mr. Neibert indicating the two on Dewey are owned by Tom Zahn, not the City, and indicated he would address the maintenance with Mr. Zahn. Commissioner Cobb expressed concern regarding various maintenance issues and stated the need for the City to be more proactive than reactive. She expressed support for more cleanliness and beautification. Commissioner LeHeup-Smith stated a lot of what they are talking about are the lowest paid employees. She asked Mr. Gierok how many employees he is short and he responded a handful. She stated it is going to take more employees and resources. Mayor Holland noted than in 2008 the City had approximately 400 employees with Mr. Neibert indicating that the City currently has 220. Mr. Neibert noted that City staff is doing the paving on the east side of the City in order to save money due to lack of funds in the Street Fund. He indicated that self-performing construction projects reduces available staff to do the maintenance. The Commission questioned staff availability for development of grant applications and cited the need to have a designated staff member to seek out and write grants. Mr. Neibert indicated that each department has staff members that have written grants and noted that the City has hired a grantwriter when there are specific grants it wants to pursue. He stated it is cheaper to hire a grantwriter for certain grants rather than having a designated staff member. He indicated there are not a lot of grants available for the issues being discussed. He cited a grant the City received from St. John's in the amount of $2.5 million for the wastewater treatment plant expansion. Mr. Gierok indicated the time isn't in writing the grant, it's in administering the grants. Mr. Neibert noted that a lot of the grant programs have fizzled away. He cited recent grants the City has received. He explained staff is aware of the grant programs available so when the city has a project that would be eligible, then they hire an appropriate grantwriter to complete the grant. Eustis City Commission Workshop Page 7 of 8 April 14, 2021  Vice Mayor Lee commented on the need for all staff to look at the City with different eyes. Discussion was held regarding offering summer jobs for students with Bill Howe indicating the City has obtained summer youth but they aren't interested in mowing weeds, they are interested in obtaining job skills. Mr. Neibert asked the Commission to send their suggestions in over the next week and he would update the plan and then schedule another discussion. Tammy Roundtree, Chamber Executive Director, stated that City staff have been very supportive and responsive to any problems the Chamber has. Mayor Holland encouraged the department heads to feel free to talk to the Commissioners regarding issues they need to address. Commissioner LeHeup-Smith asked about hiring a new planner for Development Services with Lori Barnes, Development Services Director, responding that they have received one qualified applicant who just applied the day before. 2. ADJOURNMENT: 7:06 P.M. MARY~ONTEZ MICHAEL L. HOLLAND City Clerk Mayor/Commissioner Eustis City Commission Workshop Page 8 of 8 April 14, 2021