Board of Commissioners Regular Meeting

BOARD OF COMMISSIONER REGULAR MEETING MINUTES The Board of Commissioners of the City of Madeira Beach, Florida will meet at City Hall, located at 300 Municipal Drive, Madeira Beach, Florida to discuss the agenda items of City Business listed at the time indicated below. 6:00 P.M. Tuesday, May 14, 2013 AUDITORIUM CALL TO ORDER: The Meeting was called to order at 6:00 p.m. INVOCATION AND PLEDGE OF ALLEGIANCE: Vice Mayor Terry Lister ROLL CALL: MEMBERS PRESENT: Travis Palladeno, Mayor Terry Lister, Vice-Mayor Nancy Hodges, Commissioner District 2 Elaine Poe, Commissioner District 3 Pat Shontz, Commissioner District 4 STAFF PRESENT: Shane Crawford, City Manager (CM) Thomas Trask, City Attorney (CA) Vince Tenaglia, Finance Director (FD) Dave Marsicano, Central Services Director (CSD) Aimee Servedio, City Clerk (CC} APPROVAL OF THE MINUTES February 28, 2012, March 12, 2013, March 19, 2013, March 26, 2013 and April 9, 2013 Motion was made by Vice Mayor Lister to approve the Minutes of February 28, 2012, March 12, 2013, March 19, 2013, March 26, 2013 and April 9, 2013 as written and was seconded by Commissioner Hodges. ROLL CALL: Vice Mayor Lister ......................YES Commissioner Shontz.................. .............. YES Commissioner Hodges...............YES Mayor Palladeno........................................YES Commissioner Poe ....................YES APPROVAL OF THE AGENDA Before the Motion to approve the Agenda, Vice Mayor Lister wished to add Resolution 2013-21 to the Agenda under Item G. Motion was made by Vice Mayor Lister to approve the Agenda, and was seconded by Commissioner Poe. ROLL CALL: Vice Mayor Lister ......................YES Commissioner Shontz................................YES Commissioner Hodges...............YES Mayor Palladeno ........................................YES Commissioner Poe.................... YES  A. APPOINTMENTS 1. APPOINT AIMEE SERVEDIO AS CITY CLERK Motion was made to appoint Aimee Servedio as the new City Clerk by Commissioner Hodges, and was seconded by Commissioner Poe. ROLL CALL: Vice Mayor Lister ......................YES Commissioner Shontz................................YES Commissioner Hodges...............YES Mayor Palladeno........................................YES Commissioner Poe .................... YES 2. CITY ATTORNEY TO ADMINISTER OATH OF OFFICE TO CITY CLERK CA Trask swore in Ms. Servedio as the new City Clerk of the City of Madeira Beach. Ms. Servedio was also commended for her 301h year of service to Madeira Beach. B. INTRODUCTIONS-PRESENTATIONS 1. PROCLAMATION-CHILD SAFETY AWARENESS WEEK-PRESENTATION BY MAYOR PALLADENO Jim Simons, the head of the Fishing Museum of Pinellas County, was accompanied by Mayor PaNadeno at the podium. Jim wanted to reinforce the importance of child water safety and thus contacted Mayor Palladeno to bring awareness to this issue. The BOC wishes to support programs that wttl increase awareness, provide education, and training related to child water safety. Mayor Palladeno proclaims that May 251h,2013 until June 13th , 2013 be recognized as water safety awareness week on this day May 14111 2013. Jim then thanks Mayor Palledeno for rallying all of the municipalities in Pinellas County and also says that this week is not only a marketing program, but also about education. Jim, in the future, wants to bring this issue into the Pinellas County school district and Mayor Palladeno lends his support. 2. PROCLAMATION-SAFE BOATING WEEK-PRESENTATION BY MAYOR PALLADENO Proclamation was received by the USCGA in Madeira Beach. It is their 16()11l year in the community. The date for the safety class wilt be June 8111 2013. Number of residents has been growing in their program over the last couple of years. Madeira Beach Safe Boating Week wm occur from May 1811 2103 until May 24111 2013. 3. PRESENTATION MADE BY AUDITORS-CAFR Auditors Laura Kruger Brock and Crystal Feast from Mayer Hoffman and McCann LLC are presenting their "unclaimed opinion' based on the 2012 CAFR. Auditors congratulate Madeira Beach for continued success in receiving the Certificate of Achievement award with the GFOA. Vince Tenaglia is recognized for putting the Madeira Beach's finances through a more stringent review in order to receive this award as weU as for improving drastically from last year's financial discrepancies that existed. There were no significant disagreements discussed for the 2012 CAFR. Total net assets increased over the past year by over $440,000. This increase was illustrated by the Marina Store. The city is doing much better in the General Fund Balance as compared to 2007. General Government expenditures have dropped from 5.8 million to now 4.8 mttlion. The overall fund balance has increased from 8.6 million to 11.9 million in 2012. The proprietary funds (funds that support themselves) that includes: Sanitation, Storm Water, Marina, John's Pass ViHage, and Parking has increased the overall fund's balance by over $500,000 in 2012. The Finance Director has drastically improved oo the proposed "material weaknesses• from last year's review and are no longer affecting the city's finances for 2012 and beyond. There were no weaknesses or significant deficiencies to report. However there were 3 process improvements proposed by the Auditors. The 151 was related to Bank Statement Reconciliation recommendations, which was due to personnel turnover and the short  staffing of finance department. The 2"d referred to the Investment Policy Compliance. This was based on receiving continuing education by the individual (Finance Director) who oversees investments, but these credits (8} were obtained by year end. Lastly, the city's Information Technology's security could be bolstered based on vulnerability. Internal and external threats to IT security recommendations and interventions were proposed. CM Crawford acknowledges FD Tenaglia for turning around a department that needed an overhaul. This was agreed on by the commissioners as well. 4. PRESENTATION REGARDING COMMUNITY DAY TO BENEFIT SISTER CITY OF BIMINI-CITY MANAGER AND OLD SALTS REPRESENTATIVE Community Day will be held on May 251h, 2013 starting at 8 AM and running until 2 PM. Mayor PaKadeno will be grilling for individuals who give donations and there win be ice cream for children. Children who wear life vests as well as display life vest safety will be given a T-shirt. Furthermore there will be "Touch-a-Truck" where children will be able to see the new vehicles of the Pinellas County Sheriffs Office and MBFD. Recreation representatives will be promoting summer programs as well as the USCGA to perform boat safety checks (courtesy examinations - no tickets}. The Marina will be offering a $.20 discount on fuel as wen as a 10% discount on safety gear purchased that day. There are budgeted funds that are available for events and the Community Day will not be a detriment to the city's coffers. The trip to Bimini will occur in September and businesses who want to be involved can sign up at the event. Bimini is requesting school supplies and well as dental health care as donations. No food items are desired as an items destined to Bimini will need to pass customs. Items that are being requested wiff be available on the website. More information can be viewed on http://madbeachevents.com/ Motion: Was made by Vice-Mayor Lister to approve Community Day on 5/23/13 and was seconded by Commissioner Poe. 8 AM - 2 PM with and associated cost of $4,426. ROLL CALL: Commissioner Hodges............ .....YES V,ce-Mayor Lister.......................... YES Commissioner Poe..................... YES Mayor Panadeno...... ......................YES Commissioner Shontz...................YES Motion Carried: 5-0 5. PRESENTATION BY OLD SALTS ON 4™ OF JULY-OLD SALTS REPRESENTATIVE Security meeting was held on 5/14/13 that included Tom Verdensky CPU Deputy Heffner, and Corporal Armstead in order to discuss traffic and other items. This event will include a ''wet zone" which is a change from last year. Patrons will not be pennitted to bring their own alcohol and must purchase it at the event This will be made clear to the citizenry and there will be advertising and visible postings throughout the city. Backpacks and other bags will be searched for security reasons as weff as for alcohol. 102.5 FM - The Bone will be sponsoring the event In the media and the Tampa Bay Times wm also be a potential sponsor. Tom Verdensky is excited about the growth that the event has experienced thus far and the potential for even more improvements in the future. There was an issue with the electricity produced by the generators during last year's celebration. This year will include two spate power sources in order to ensure a back-up. Moreover, power will be coming from dual- generators, rather than just one, in order to ensure a seamless surge. Furthermore, as determined by the company that provided the generators, the cause of the outage was a faulty fuel filter and they ensured that it will not happen again. Motion: Was made by Vice-Mayor Lister to approve 4111 of July Festival on 7/4/13 (with a rain day on 7/5/2013) and was seconded by Commissioner Shontz. There is money in the budget for this event, but it is currently a ftukl document for this event. $63,900 to be spent with a proposed income of $35,000 leaving a balance of $28,400. ROLL CALL: Commissioner Hodges .................YES Vice-Mayor Lister........................... YES Commissioner Poe..................... YES Mayor Palladeno............................YES Commissioner Shontz...................YES Motion Carried: 5-0 C. PUBLIC COMMENT (limited to 5 minutes) Roger Koske: 706 Sunset Cove. Took a straw poll of citizens regarding the expenditures the city is about to engage is upsetting the citizens due to the debt that the city would take on. The 'Madeira Beach Tax Payers Association" wiU petition for a referendum. Mr Koske stated 3 options that the MBTPA could utilize: Referendum by citizens, by the commission to change the vote, or referendum simply by the commission. At least 25% of voters' signatures, as stated by Mayor Palladeno, are needed for referendum which would be approximately 800 as there are around 3,000 registered voters in Madeira Beach in the last regular election. This is stipulated in Section 13.3 of the City Charter. Florida State Law requires a response in 10 days. Thinks all regular meetings, including workshops, should be taped. D. CONSENT AGENDA 1. SPECIAL EVENT REQUEST: Special Event Request for the 911 M Hoc Memorial Committee Arts and Crafts Festival-July 611 and 7tt 2013 Motion: Was made by Commissioner Poe to approve Special Event Request for the 911 Ad Hoc Memorial Committee Arts and Crafts Festival-July 6" and 71' 2013 and was seconded by VICe•Mayor Lister. Commissioner Shontz says the same company that puts on the Corey Avenue Show wm do a good job at this one. Mayor Palladeno commented and agreed that it is beneftcial for Madeira Beach Way businesses, which saw some of their most profitable days after the Corey Avenue Show. ROLL CALL: Commissioner Hodges.................YES Vice-Mayor Lister...........................YES Commissioner Poe..................... YES Mayor Palladeno .............................YES Commissioner Shontz...................YES Motion Carried: 5-0 E. UNFINISHED BUSINESS 1. CITY MANAGERS EVALUATION Mayor Palladeno: As soon as he met CM Crawford, he knew that he was the right person for the city. Stated he wanted someone younger for the city's new direction. Mayor Palladeno has seen more accomplished by the city in the past year than he has observed over the last fifteen. Thanks CM Crawford and the staff he has assembled. Commissioner Poe: Thought that she had found the perfect candidate until CM Crawford's arose. She was forced to place him atop the fist without even meeting him. Commissioner Shontz: CM Crawford is young and extremely active at his post. Cities of Madeira Beach's size usuaUy encounter City Managers in the twilight of their careers trying to finish up their years until retirement. CM Crawford enjoys his work and commends him on striving for the best. She states that he is one of the best she has come across. She hopes he stays a long time and has a tremendous amount of respect for him. Commissioner Hodges: Has enjoyed all the new activity that is occurring in the city from the Marriot to the new restaurant, which will be a boost to the city. She commends him for •making that happen•.  Vice-Mayor Lister: Has been a resident since 1982 and has observed an ebb and flow. 'This kid is good at giving everyone a good piece of the pie". Also is ecstatic with all he has done with the lowest Millage rate on the Pinellas Gulf Coast. Hopes he surpasses the 13 year tenure set forth by Ralph Rawson. Motion: Was made by Commissioner Poe to amend CM Crawford's current contract for a 3% increase and an addition 2 weeks of vacation (6 weeks instead of 4 weeks), ability to sell back vacation time, and to increase severance to match FL State Cap. CM Crawford received a 98.5 rating, the highest given to a Madeira Beach CM with a 1 year period. This was seconded by Commissioner Shontz. ROLL CALL: Commissioner Hodges.................YES Vice-Mayor Lister...........................YES Commissioner Poe ..................... YES Mayor Palladeno............................ .YES Commissioner Shontz...................YES Motion Carried: 5-0 2. DISCUSSION ON CHANGING DATE OF HOLIDAY BOAT PARADE TO SATURDAY DECEMEBR 14, 2013· CITY MANAGER AND CENTRAL SERVICES DIRECTOR DAVE MARSICANO Madeira Beach lucked into changing the date. CM Crawford gives credit to CSD Marsicano for doing so and, in the future, wants to by resolution adopt that the 2nd Saturday in December as the Madeira Beach Holiday Boat Parade Day in order to have the adjacent cities follow the lead of Madeira Beach. Possible Special Meeting held by the Mayor in order to pass that resolution sometime in the future. Motion: Was made by Vice Mayor Lister to move the Madeira Beach Boat Parade 12/14/13 and was seconded by Commissioner Hodges. ROLL CALL: Commissioner Hodges.................YES Vice-Mayor Lister...........................YES Commissioner Poe......... ............ YES Mayor PaUadeno.............................YES Commissioner Shontz.................. .YES Motion Carried: 5-0 F. NEW BUSINESS G. RESOLUTIONS 1. RESOLUTION NO. 2013-15: A RESOLUTION ESTABLISHING THE BOARD OF COMMISSIONERS 2013-2014 POLICY HANDBOOK Marilyn McGinley: Sent an email through the website, but it wasn't received. She is disappointed that the city will no longer televise the commission workshops and would really like for the commission to reconsider this decision. She states that Madeira Beach will be the only "beach" where citizens wouldn't be able to watch commission meetings as well as workshops. No legal stipulation to televise these meetings as stated by CA Trask. She has observed that the workshops have been televised for the eleven years she has resided in Madeira Beach. Workshop is useful for the Board of Commissioners to hear information from the citizenry and provide it back to them. Tom Poe: Wants to have workshops in the conference room, rather than he broadcasted on television, in order to display ideas on the table in order to have an open forum of communication. Washington D.C. gets nothing accomplished because of the formality of their proceedings.  Martha Boos: Has lived here for 22 years and wants the workshops to be televised because the Individuals who work do not have the opportunity to attend and will be able to watch them at home later. There is quality discussion during the workshops and the citizens should be able to see tt. CM Crawford: Polled 11 neighboring cities and 7 televise while 4 do not. Resolution can be passed and the televised aspect of the meeting can be discussed later. Mayor Palladeno: Next workshop will be televised until the BOC changes it The meetings were held in the auditorium only because of the mold and deterioration that had occurred in the conference room. It has been repaired and is ready for use Vice-Mayor Lister: Every meeting he has been a part of has been televised. He is all for televising the meetings. Commissioner Poe: Being televised might hamper the BOC's ability to "throw paper across the table• and the citizens will have to see personal quips. Commissioner Shontz: More gets done off camera and doesn't see the reason for watching a workshop on TV if one cannot make comments. Come and know the commissioners more than watching on television. Workshop meetings need to be in the conference room. Commissioner Hodges: 1•1 meeting she ever attended had Commissioner Shontz as the mayor and the atmosphere was extremely relaxed, which lead to everyone being much more open. Ha sno issue with it being televised. ROLL CALL: Commissioner Hodges .................YES Vice-Mayor Lister...........................YES Commissioner Poe ..................... YES Mayor Palladeno .............................YES Commissioner Shontz...................YES Motion Carried: 5-0 2. RESOLUTION NO. 2013-16: A RESOLUTION AMENDING THE FY 2013 BUDGET BY APPROPRIATING EXPENDITURES FOR CONTINUED RECORDS MANAGEMENT IMPLEMENTATION SERVICES, IN THE AMOUNT OF $10,000. Motion: Was made by Commissioner Shontz to adopt Resolution 2013-16 and was seconded by Commissioner Poe. ROLL CALL: Commissioner Hodges.................YES Vice-Mayor Lister...........................YES Commissioner Poe......... ............ YES Mayor Palladeno.............................YES Commissioner Shontz................... YES Motion Carried: 5-0 3. RESOLUTION NO. 2013-17: A RESOLUTION AMENDING THE FY 2013 BUDGET BY APPROPRIATING EXPENDITURES FOR EMPLOYEE ANNUAL LEAVE PAYOUTS, IN THE AMOUNT OF $63,289.83. Motion: Was made by Vice-Mayor Lister to adopt Resolution 2013-17 and was seconded by Commissioner Hodges.  Vice-Mayor Lister & CM Crawford - This is a one-time occurrence and will never come up before the commission again. Madeira Beach is clearing the books and giving recognition to the employees who sacrificed their time during a period of turmoil. ROLL CALL: Commissioner Hodges.................YES Vice-Mayor Lister...........................YES Commissioner Poe ..................... YES Mayor Palladeno.............................YES Commissioner Shontz...................YES Motion Carried: 5-0 4. RESOLUTION NO. 2013-18: A RESOLUTION AMENDING THE FY 2013 BUDGET BY REDUCING BUDGET GRANT REVENUES FOR FIREFIGHTER EQUIPMENT, IN THE AMOUNT OF $38,306.00 Motion: Was made by Commissioner Poe to adopt Resolution 2013-18 and was seconded by Commissioner Hodges. ROLL CALL: Commissioner Hodges ................ .YES Vice-Mayor Lister........................... YES Commissioner Poe..................... YES Mayor Palladeno.............................YES Commissioner Shontz...................YES Motion Carried: 5-0 5. RESOLUTION NO. 2013-20: A RESOLUTION AMENDING THE FY 2013 BUDGET BY APPROPRIATING EXPENDITURES FOR FIREFIGHTER SCBA EQUIPMENT, IN THE AMOUNT OF $16,762.00 Motion: Was made by Vice-Mayor Lister to adopt Resolution 2013-20 and was seconded by Commissioner Hodges. CM Crawford & Mayor Palladeno: Praises Fire Chief O'Neal for obtaining the grant through potential friction from the State of FL. FC O'Neal: SCBA equipment is the fresh air that firefighters carry on their backs in order to breathe in smoky and toxic environments. ROLL CALL: Commissioner Hodges .................YES Vice-Mayor Lister...........................YES Commissioner Poe..................... YES Mayor Palladeno.............................YES Commissioner Shontz...................YES Motion Carried: 5-0 6. RESOLUTION NO. 2013-19: A RESOLUTION AMENDING THE FY 2013 BUDGET BY REDUCING BUDGET GRANT REVENUES FOR JOHN'S PASS VILLAGE IMPROVEMENTS, IN THE AMOUNT OF $25,000.00.  Motion: Was made by Commissioner Hodges to adopt Resolution 2013-19 and was seconded by Commissioner Poe. Vice-Mayor Lister: A large portion of the John's Pass Enterprise fund was reappropriated to the Parking Enterprise fund a couple of years ago. Vice-Mayor Lister doesn't see the need for the John's Pass Enterprise Fund. ROLL CALL: Commissioner Hodges.................YES Vice-Mayor Lister...........................YES Commissioner Poe..................... YES Mayor Patladeno.............................YES Commissioner Shontz...................YES Motion Carried: 5-0 7. RESOLUTION NO. 2013-21: A RESOLUTION AMENDING THE FY 2013 BUDGET BY APPROPRIATONG EXPENDITURES FOR CITY MANAGER'S SALARY INCREASE, IN THE AMOUNT OF $3,400.00. Motion: Was made by Vice-Mayor Lister to adopt Resolution 2013-21 and was seconded by Commissioner Shontz. Vice-Mayor Lister: Thanks FD Tenaglia for "putting the house back in order". ROLL CALL: Commissioner Hodges .................YES Vice-Mayor Lister...........................YES Commissioner Poe ..................... YES Mayor Patladeno............................ .YES Commissioner Shontz...................YES Motion Carried: 5-0 H. BID AWARDS 1. AUTHORIZATION TO PURCHASE BUDGETED SELF CONTAINED BREATHING APPARATUS (SCBA} IN THE AMOUNT OF $96,762.00. Motion: Was made by Commissioner Shontz to purchase budgeted SCBA equipment and was seconded by Commissioner Poe. ROLL CALL: Commissioner Hodges.................YES Vice-Mayor Lister........................... YES Commissioner Poe ..................... YES Mayor Patladeno.............................YES Commissioner Shontz...................YES Motion Carried: 5-0 I. OTHER BUSINESS-NONE J. REPORTS/CORRESPONDENCE • CITY COMMISSION o Mayor Patladeno: Priority Dispatch of Pinellas County Phase 3 will be initiated in July rather than in June. Madeira Beach is the only city to talk to each County Commissioner and invite them to the city. Elated with the professionalism displayed by the Firefighters, Fire Chief, and CM Crawford.  • Hurricane Preparedness was discussed in the last Big C meeting. Madeira Beach is ahead of the curve, which was determined by reports from FC O'Neal, Pinellas County Sheriffs Office, and CM Crawford. Mayor will work on "inter-local' agreement for when the city needs sand bags. Wants to share resources and expenses in times of need. o Commissioner Shontz: Commended FD Tenaglia for the job he has done since his arrival and the compilation of the 2012 CAFR. o Mayor Palladeno: As reported by a City Manager in Punta Gorda (Charlotte County, FL), the city was able to get "normalized" quicker after a storm because they built a new City Hall, Fire Station, and Police Department that were current with hurricane codes. Members of those staffs were able to get back in quickly and help the residents. Wants to update Madeira Beach's facilities because if they do not, a severe storm could cripple the city. • CITY ATTORNEY • CITY MANAGER o The next workshop meeting will be held in the conference room, but it will be televised until further notice or unless the BOC wants to change it. Hurricane preparedness is a major issue and is detem,ined to establish an inter-local agreement because checking identification wastes necessary time. CSD Marsicano will inform the city about the guaranteed contracts for how Madeira Beach will recover from the repercussions of a storm. Lastly, storm water updates will continue in the future and a second phase will occur. • CITYCLERK K. ADJOURNMENT Date Approved:_-= C"a---_ \L..:l'-_.lL.::3=--- - Any person who decides to appeal any decision of the City Commission with respect to any matter considered at this meeting will need a record of the proceedings and for such purposes may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. The law does not require the City Clerk to transcribe verbatim minutes; therefore, the applicant must make the necessary arrangements with a private reporter or private reporting firm and bear the resulting expense. In accordance with the Americans with Disability Act and F.S. 286.26; any person with a disability requiring reasonable accommodation in order to participate in this meeting should call 727-391-9951 or fax a written request to 727-399-1131. POSTED: MAY 10, 2013 THIS MEETING IS TELEVISED LIVE ON CHANNEL 16