Board of Commissioners Regular Meeting

MINUTES BOARD OF COMMISSIONERS REGULAR MEETING NOVEMBER 19, 2018 A regular meeting of the City of Madeira Beach Board of Commissioners was held at 6:00 p.m. on November 19, 2018 in the Patricia Shontz Commission Chambers at City Hall, located at 300 Municipal Drive, Madeira Beach, Florida. Mayor Black called the meeting to order. MEMBERS PRESENT: Maggi Black, Mayor Deby Weinstein, Vice-Mayor/Commissioner District l Nancy Hodges, Commissioner District 2 Nancy Oakley, Commissioner District 3 MEMBERS ABSENT: John Douthitt, Commissioner District 4 CITY STAFF PRESENT: Jonathan Evans, City Manager Clara VanBlargan, City Clerk Ralf Brookes, City Attorney 1. CALL TO ORDER Mayor Black called the meeting to order at 6:00 p.m. 2. INVOCATION AND PLEDGE OF ALLEGIANCE Commissioner Hodges gave the invocation and led the Pledge of Allegiance. 3.ROLLCALL City Clerk Clara VanBlargan called the roll. 4. ANNONCEMENT OF THE NOVEMBER 6, 2018 GENERAL ELECTION OFFICIAL FINAL RES ULTS - CITY OF MADEIRA BEACH CHARTER AMENDMENTS City Clerk Clara VanBlargan announced the November 6, 2018 General Election official final results of the City of Madeira Beach Chatter Amendments: Charter Amendment No. 1 - Passed Charter Amendment No. 2 - Passed Charter Amendment No. 3 - Passed November 19, 2018, BOC Regular Meeting Minutes Page 1 of 16  Charter Amendment No. 4 - Passed Charter Amendment No. 5 - Passed Charter Amendment No. 6 - Passed Charter Amendment No. 7 - Passed Charter Amendment No. 8 - Failed Charter Amendment No. 9 - Failed Charter Amendment No. 10 - Passed 5. APPROVAL OF THE AGENDA Commissioner Hodges made a motion to approve the Agenda. Vice-Mayor Weinstein seconded the motion. ROLL CALL: Commissioner Hodges "YES" Vice-Mayor Weinstein "YES" Commissioner Oakley "YES" Mayor Black "YES" The motion carried 4-0. A. PROCLAMATIONS B. PRESENTATIONS • Certificate of Completion to be awarded to Vice-Mayor Weinstein for Completion of the 2018 Institute for Elected Municipal Officials (IEMO) held October 5-7, 2018, in Tampa, FL-Jonathan Evans, City Manager City Manager Jonathan Evans presented the Certificate of Completion to Vice-Mayor Weinstein. • Treasure Island & Madeira Beach Chamber of Commerce donating Golf Tournament Funds to City of Madeira Beach (Verbal Presentation) - Missy Hahn, President of Chamber Mayor Black said Missy Hahn was not present, so they will proceed to the next item on the agenda. C. DAIS LOG REVIEW 6. PUBLIC COMMENT There were no public comments made. 7. CONSENT AGENDA November 19, 2018, BOC Regular Meeting Minutes Page 2 of16  A. Approval of Minutes October 15, 2018, Workshop Agenda Setting Meeting October 15, 2018, Regular Meeting October 23, 2018, Regular Workshop Meeting B. Approval of Expenditure for Streets Pole Holiday Decorations - Jonathan Evans, City Manager C. Forward Pinellas (Pinellas County) Interlocal Agreement for Planning and Mapping Services and/or Special Project Work with the City of Madeira Beach-Linda Portal, Community Services Director Vice-Mayor Weinstein made a motion to approve the Consent Agenda. Commissioner Oakley seconded the motion. ROLL CALL: Vice-Mayor Weinstein "YES" Commissioner Oakley "YES" Commissioner Hodges "YES" Mayor Black "YES" The motion carried 4-0. Mayor Black opened to public comment and there were none. 8. UNFINISHED BUSINESS A. Ordinance 2018-14, Amendment to Sign Ordinance - 1st Reading - Linda Portal, Community Services Director Community Development Director Linda Portal reported on the item. She said there needed to be special language regarding flutter signs and other wind or air activated things, which have been a problem in several communities. The sign spinner people have been a concern because they block sidewalks and are a distraction to drivers. Director Portal explained the problems with the various type signs that have been encountered. City Attorney Ralf Brookes said as a City they could not differentiate between commercial speech and political speech, so rules made for signage must be content neutral. Commissioner Hodges commented in favor of flutter signs and said flutter signs are often used by small businesses and without them small businesses may not get a lot of traffic because people may not know they are there. Mayor Black commented that sometimes there are so many of the signs that it created a visual distraction. November 19, 2018, BOC Regular Meeting Minutes Page 3 of 16 Commissioner Oakley commented she did not like them since they can get old and look bad, and they blocked traffic. Vice-Mayor Weinstein commented she did not feel flutter signs would deter small businesses. They are given a six-month period to use whatever materials they currently have. The City Manager suggested allowing different signage for new businesses or during certain times of the year. Director Portal said they have something similar in the sign code for banners, so it would certainly be possible to expand that to flutter signs. Vice-Mayor Weinstein stressed concern for enforcement and said it needed to be put on Code Enforcement's regular log or something. The City Manager asked if the Board's desire was for staff to look at making modifications for special events or specific periods to help advertise businesses. Limiting it to certain times of the year could make it easier to enforce. The Board can always make modifications later if it does not work. Vice-Mayor Weinstein commented in favor of moving forward with first reading since staff had worked on it for so long and then at a future date have staff go back and look at some of the other details. The City Manager said he understood the desire in moving forward with the ordinance, but the City Attorney would have to advise if changes could be made without going back through another first and second reading. City Attorney Ralf Brookes said if they stayed within the header of the ordinance, it should be okay. Mayor Black opened to public comment and there were none. The City Manager clarified that the Community Development Department is working on a specific overlay district to look at signage in John's Pass Village to match the character of the village. The signage will be different than the signage throughout the City. This will be a separate document to be considered by the Board. Vice-Mayor Weinstein made a motion to approve Ordinance 2018-14, amending Chapter 102, Signs, after first reading. Commissioner Oakley seconded the Motion. City Clerk Clara VanBlargan read Ordinance 2018-14 by title only. ROLL CALL: Vice-Mayor Weinstein "YES" Commissioner Oakley "YES" Commissioner Hodges "NO" Mayor Black "YES" The motion carried 3-1. November 19, 2018, BOC Regular Meeting Minutes Page 4 ofl6  B. Ordinance 2018-15, Rehearing of Ordinance 2017-07 that Amended Section 6.2, Closing Hours for Business Establishments serving and/or selling Alcoholic Beverages to allow for the Sale of Alcohol beginning at 8:00 a.m., any day of the week. The rehearing is due to an error in the Advertisement Date of Public Hearing- 1st Reading - Clara VanBlargan, City Clerk Mayor Black opened to public comment and there were none. City Clerk Clara VanBlargan read Ordinance 2018-15 by title only and explained that the ordinance is being reheard due to a public hearing advertisement issue. Commissioner Oakley made a motion to approve Ordinance 2018-15 after first reading. Commissioner Hodges seconded the motion. ROLL CALL: Commissioner Oakley "YES" Commissioner Hodges "YES" Vice-Mayor Weinstein "YES" Mayor Black "YES" The motion carried 4-0. C. Resolution 2018-13, Establishing January 19th as Patricia Shontz Day in the City of Madeira Beach - Jonathan Evans, City Manager City Manager Jonathan Evans reported on the item. He said the change with the resolution is that Patricia Shontz Day will no longer be a paid holiday for City employees and the resolution will serve as notification to staff on that. This will result in a savings of $12,500 to the City of Madeira Beach. People are encouraged to do community projects to recognize Patricia Shontz on that day. Vice-Mayor Weinstein said the February 2, 2017 meeting minutes confirmed that it was never meant to be a paid holiday for employees. The City Manager responded to questions and comments from the Board. Mayor Black opened to public comment and there were none. City Clerk Clara VanBlargan read Resolution 2018-13 by title only. Commissioner Oakley made a motion to adopt Resolution 2018-13. Vice-Mayor Weinstein seconded the motion. ROLL CALL: November 19, 2018, BOC Regular Meeting Minutes Page 5 of16  Commissioner Oakley "YES" Vice-Mayor Weinstein "YES" Commissioner Hodges "YES" Mayor Black "YES" The motion carried 4-0. D. Resolution 2018-20, Procedures for Nominating Volunteer of the Year, Citizen of the Year, and Employee of the Year - Jonathan Evans, City Manager City Manager Jonathan Evans reported on the item. He explained the procedures for choosing the nominees, the fiscal impacts, and said the applications for nominating a citizen, volunteer, and employee of the year will be available online and at City Hall. The City Manager responded to questions and comments from the Board. Mayor Black commented that the City event held last week to recognize the volunteer and the employee of the year was great and went well. Mayor Black opened to public comment and there were none. City Clerk Clara VanBlargan read Resolution 2018-20 by title only. Commissioner Hodges made a motion to adopt Resolution 2018-20. Vice-Mayor Weinstein seconded the motion. ROLL CALL: Commissioner Hodges "YES" Vice-Mayor Weinstein "YES" Commissioner Oakley "YES" Mayor Black "YES" The motion carried 4-0. E. Resolution 2018-21, Memorializing Giving Legislative Authority to City Manager to execute and/or waive any/all fee(s) for Downtown Merchants Event-Jonathan Evans, City Manager City Manager Jonathan Evans reported on the item. He said the downtown merchants have benefited from a downtown market in the past and because of the construction to occur on the hotel property on Madeira Way, it would be prudent to discourage the market on Wednesday because of construction materials as well as vehicles traversing that roadway. In conversations with the downtown merchants, they have asked for the City's support to help reconstitute the downtown market. There is an ordinance on the books that prohibits construction on Sunday. The downtown merchants were excited about the possibility of having a downtown market in November 19, 2018, BOC Regular Meeting Minutes Page 6 of16 November and December. They are working to become a 501(C)(6) organization so they can assume the responsibilities. This item is to grant the City Manager the authority to waive the fees during the events. The City will be collecting fees for booths, etc. Confirmation has been received from Kevin Bowden, the developer, that he has committed to paying $2,500 for each event for November and December to help mitigate any costs that the City would incur associated with this event. In the first quarter of 2019, staff will bring back a report giving a more thorough analysis and more information on the progress of the Madeira Way market individuals getting their 50l(C)(6) established. Commissioner Hodges commented that the merchants she had spoken to are very excited about this and asked that she remind everyone of the Madeira Way market happening this Sunday from 10:00 a.m. to 2:00 p.m. Commissioner Oakley commented that she did not see the need in adopting a resolution if the developers are paying the costs of the events. The City Manager explained there are other things involved such as insurance, road closures, and the permitting process, which make it a co- sponsored event. The City will be doing the special event application and collecting booth fees because they are not yet established as a 50l(C)(6) entity. Commissioner Oakley asked that ifwe waived fees for this group what would keep other groups from asking the City to waive their fees. The City Manager explained that this will help the local businesses. There is no other way to move forward in having one of the biggest markets that the downtown merchants have experienced. Mayor Black commented that it is a kick start to get them going and that is a good thing. Vice-Mayor Weinstein asked if the $2,500 paid by Mr. Bowden would be enough to cover the costs. The City Manager explained it would. Vice-Mayor Weinstein said she was in favor of having the events and that she would also like for the 9/11 Memorial Committee to have a booth set up there and not have to pay a booth fee. The City Manager said as a co-sponsor, the City can make that decision. The City Manager said he will be giving a full accounting of the two events in January. Mayor Black opened to public comment and there were none. Vice-Mayor Weinstein made a motion to adopt Resolution 2018-21, granting the City Manager the authority to execute and waive all fees for the downtown merchants event. Commissioner Hodges seconded the motion. City Clerk Clara VanBlargan read Resolution 2018-21 by title only. ROLL CALL: Vice-Mayor Weinstein "YES" Commissioner Hodges "YES" Commissioner Oakley "NO" November 19, 2018, BOC Regular Meeting Minutes Page 7 of16  Mayor Black "YES" The motion carried 3-1. F. Resolution 2018-22, Small Business Saturday-Jonathan Evans, City Manager City Manager Jonathan Evans reported on the item. He explained that the City is taking the position to support small businesses and they wanted to encourage the community to shop locally. He explained how the small businesses contributed to communities. They are the backbone of the American economy. Staff recommended that the City recognize Small Business Saturday and to waive parking fees for Saturday, November 24th and Sunday, November 25 th • The parking meters will come back on midnight, November 26 th • The City Manager responded to questions and comments from the Board. Mayor Black commented that it is Small Business Saturday, the City supports small businesses, and this is something that businesses would appreciate and like to happen. Mayor Black opened to public comments. Travis Paladino, 267 Rex Place, said he owns a small business and would like to know how this would be marketed since it is so close to the date. Ronnie Galot, member of the Town Center Development Group, commented they have the parking lot near Remax and are willing to waive the parking fees there for those days. Their other parking lot will be taped off due to construction. Doug Izzo, Tampa Bay Beaches Chamber of Commerce, said he appreciated hearing the business- friendly idea and that they have Small Business Saturday materials such as banners, signs, carpet, balloons at the Kiosk in John's Pass Village. Vice-Mayor Weinstein asked for clarification that the City would not be spending money on signs and asked how the free parking would be advertised for Small Business Saturday. The City Manager confirmed the City would not be spending money on signs and explained that since Madeira Beach is the first community to do this, they are hoping the press will print something about it if the resolution passes. The City also has things in place to market and promote Small Business Saturday. City Clerk Clara VanBlargan read Resolution 2018-22 by title only. Commissioner Hodges made a motion to adopt Resolution 2018-22, recogmzmg Saturday November 24, 2018 as Small Business Saturday and requesting a parking fee suspension for November 24th and November 25 th to support small businesses. Commissioner Oakley seconded the motion. ROLL CALL: November 19, 2018, BOC Regular Meeting Minutes Page 8 of16  Commissioner Hodges "YES" Commissioner Oakley "YES" Vice-Mayor Weinstein "YES" Mayor Black "YES" The motion carried 4-0. G. Resolution 2018-23, Appointing a member of the Board of Commissioners to serve as the 2019 Seafood Festival Liaison - Jonathan Evans, City Manager City Manager Jonathan Evans reported on the item. He said the Board previously executed a resolution to state its unwavering support and commitment in keeping the Seafood Festival in Madeira Beach. Language was incorporated in that resolution for the Board to appoint a member to serve on the planning and organizing committee for the Seafood Festival. The planning organizing process will probably start as early as January, so staff thought it was importing for the Board to discuss the appointment. The City of Madeira Beach has an ex-officio seat on the John's Pass Village Association and they discuss more items than just the Seafood Festival. There is an opportunity for the Board to appoint a liaison exclusively for the Seafood Festival and have that other member serve in the ex-officio seat. If it is the Board's pleasure, to go in that space is to bring forward another resolution that would appoint a Board member to serve in the ex-officio seat on the John's Pass Village Association. City Clerk Clara VanBlargan read Resolution 2018-23 by title only. Vice-Mayor Weinstein said according to what was stated in the Tampa Bay Times is that the 37th Annual Seafood Festival would be the last event for Madeira Beach. She suggested waiting until the filing of the Seafood Festival Profit and Loss Statement. Commissioner Oakley asked if the City would be putting the Seafood Festival out for an RFP. The City Manager explained that it would be a decision made by the Board. Staff would not recommend moving forward until all the information is received from the event organizers and the Board hearing from them that they wish to move forward with organizing the festival as they have in the past. He had a productive conversation today with the event organizers. It is still in the preliminary stages, but one of the major points of contention that the Board had with waiving of the fees has been secured and he would like a little more time to bring before the Board what that is and what that incorporates. The Board can then provide direction as to how staff is to proceed. Commissioner Oakley explained that it was all over social media that it was the last seafood festival. She would like an RFP to be put out to see if there is someone else that can do a good job. The City Manager said it is appropriate to allow them to communicate from their perspective why that was stated and to allow them to come forward with their report. Commissioner Oakley said there are two separate issues. She would like an RFP to be put on a workshop agenda for discussion. November 19, 2018, BOC Regular Meeting Minutes Page 9 of16 Mayor Black said regardless if John's Pass Seafood Association stays on as the promoter or we get another one it is good to send out an RFP. It still would not hurt to have a seafood liaison. The Board can make the appointment now, wait, or table the item. Commissioner Oakley said she was good with tabling the item. Vice-Mayor Weinstein said they should wait until they get the reports since they do not know what will happen between now and then. The resolution is premature. Commissioner Oakley made a motion to table Resolution 2018-23. Vice-Mayor Weinstein seconded the Motion. Mayor Black opened to public comment. Travis Paladino, 267 Rex Place, commented that last week he was appointed to be the new liaison from the John's Pass Merchants Association. The conversation he had with the City Manager today was very productive, things are moving forward, and he is hoping things can be worked out with the City for the John's Pass Seafood Festival to continue in the City of Madeira Beach. There are other cities wanting to do it. The event costs about $300,000 to put on. The John's Pass Seafood Festival is trademarked and owned by the merchant's association. He said the liaison appointed by the Board to serve on both committees should be the same person because those two are the same groups. It is a good idea to hold off and see where the City would like to go with the event. ROLL CALL: Commissioner Oakley "YES" Vice-Mayor Weinstein "YES" Commissioner Hodges "YES" Mayor Black "YES" The motion carried 4-0. 9. CONTRACTS/AGREEMENTS A. Approval of Enterprise Fleet Management Plan and Rental Agreement - Walt Pierce, Finance Director Finance Director Walt Pierce reported on the item. He said they discussed previously about the City owning versus leasing vehicles. They have since spoken with Jeff Harbaugh and he has shown them how they can have a more productive fleet, better maintenance, and other advantages. Most recently at the Board of Commissioners workshop he presented the type of vehicles they would be getting shown on the replacement worksheet. This will be a five-year agreement. There is also a non-appropriation clause that offers the City a way out if it does not have the funds to continue after the first year. It also mentions insurance that Enterprise supplies. The desire of the City is to stay with its own insurance company unless down the line their insurance proved to offer more cost savings. The fiscal impact is a total of$230,000 for vehicle purchases in the Fiscal Year 2019 November 19, 2018, BOC Regular Meeting Minutes Page 10 of16 Capital Improvements Budget. If the Board goes forward with the lease agreement, there will be a large portion of that amount that will not be expended. Director Pierce and the representative responded to questions and comments from the Board. The City Manager said the company will look into important details such as the cost for upkeep and maintenance, and the resell value of a vehicle. They are constantly watching the market, so the City's fleet would be up to date and there will be actual data backing up their decision on how to best do that. He feels this is a good way to maintain the fleet. The GPS systems will also offer more real time data such as how long a vehicle is left idling. Director Pierce responded to questions and comments from the Board. Mayor Black opened to public comments and there were none. Commissioner Oakley made a motion to approve the Enterprise Fleet Management Plan and Rental Agreement. Commissioner Hodges seconded the Motion. ROLL CALL: Commissioner Oakley "YES" Commissioner Hodges "YES" Vice-Mayor Weinstein "YES" Mayor Black "YES" The motion carried 4-0. B. Acceptance of proposals for Professional Consulting, Engineering, and Design Services - Linda Portal, Community Development Director Community Development Director Linda Portal reported on the item and said the City has various ongoing contracts with professional groups and some of those were going to expire so they put out a Request for Qualifications. The two received are from the companies already working with the City: Deuel and Associates and Cribb Philbeck Weaver Group (CPWG). They both meet qualifications and staff recommended that the Board accept both proposals, so staff can move forward with negotiating the contracts that will be brought back to the Board at their next meeting. Mayor Black opened to public comments and there were none. Vice-Mayor Weinstein made a motion to accept the Engineering Service RFQ proposals as submitted by Deuel and Associates and Cribb Philbeck Weaver Group, Inc. for engineering services. Commissioner Oakley seconded the motion. ROLL CALL: Vice-Mayor Weinstein "YES" November 19, 2018, BOC Regular Meeting Minutes Page 11 of16  Commissioner Oakley "YES" Commissioner Hodges "YES" Mayor Black "YES" The motion carried 4-0. C. Awarding of Bid and Approval of Contract with Steve's Excavating & Paving, Inc. for 137th Avenue Circle Drainage Improvements Project (Contract #2016-153) and Approval to include a 15% to Bid Amount Submitted - Cooperative Funding Projects with SWFWMD - Al Carrier, Deuel & Associates Al Carrier, Deuel and Associates, reported on the item and noted a scrivener's error corrected on the agenda. He explained the project and said that the original estimated amount in 2016 for the project was $935,000 and the delays in awarding the project. Now the new project amount, which includes an 15% increase for materials, insurance and labor, is $1,308,591. The amount is consistent with what has been seen in the industry and is $200,000 cheaper than the second lowest bid received back in April. City. Manager Jonathan Evans said it is important to note that in both projects the Board will be hearing of this evening have a 10% contingency built in which means they may only see a 5% actual increase if they manage the projects appropriately. He explained the reasons for the increase and said that the faster they can get shovels in the ground the more they stand to benefit from cost savings. Finance Director Walt Pierce said there is a little over $700,000 in stormwater improvements that will roll forward and $348,000 in stormwater repair that will roll forward. There was an additional allocation of$285,000 that was budgeted for Fiscal Year 2019. With that, there will be about $1.4 million to cover the cost of the project. Mr. Carrier and the City Manager responded to questions and comments from the Board. Mayor Black opened to public comments and there were none. Commissioner Oakley moved that they approve the 137th Avenue Circle Roadway Improvements Project. Vice-Mayor Weinstein seconded the Motion ROLL CALL: Commissioner Oakley "YES" Vice-Mayor Weinstein "YES" Commissioner Hodges "YES" Mayor Black "YES" The motion carried 4-0. November 19, 2018, BOC Regular Meeting Minutes Page 12 of16  D. Capital Improvement: Undergrounding of Utilities Phase II - Approval to award an additional 15% ($1,400,000) to Proposal Submitted - Walt Pierce, Finance Director Finance Director Walt Pierce reported on the item. He said this item is also time sensitive. He explained the $350,000 increase in costs, which is now $1,420,726.09 for the project. The City must go forward and complete the project by September 2019 to get reimbursed for that amount. The City Manager added comment. Vice-Mayor Weinstein questioned the timeline for completion. The City Manager said tomorrow he will call Steve Tarte, the contractor, to schedule a time for him to come and brief the Board, which might be at the next meeting to outline a project timeline and discuss that with the Board. Commissioner Oakley moved to approve the Capital Improvement, Undergrounding of Utilities Phase Two. Vice-Mayor Weinstein seconded the Motion. ROLL CALL: Commissioner Oakley "YES" Vice-Mayor Weinstein "YES" Commissioner Hodges "YES" Mayor Black "YES" The motion carried 4-0. 10. NEW BUSINESS A. Ordinance 2018-13, FY'2018 Budget Amendment #2 - 1st Reading - Walt Pierce, Finance Director City Clerk Clara VanBlargan read Ordinance 2018-13 by title only. Finance Director Walt Pierce reported on the item. He said that the intent for this was to increase the budget for various general fund department accounts whose actual expenditures for Fiscal Year 2018 exceeded the budget. In accordance with Florida Statutes, the City has 60 days after adoption of the new budget to amend the prior year's budget. He explained the amendments to the Fiscal Year Budget. Director Pierce responded to questions and comments from the Board. Vice-Mayor Weinstein motioned to approve Ordinance 2018-13, amending budget for Fiscal Year 2018, after first reading. Commissioner Oakley seconded the motion. Mayor Black opened to public comments and there were none. ROLL CALL: November 19, 2018, BOC Regular Meeting Minutes Page 13 of16  Vice-Mayor Weinstein "YES" Commissioner Oakley "YES" Commissioner Hodges "YES" Mayor Black "YES" The motion carried 4-0. B. Resolution 2018-18, Amending FY'2018 Budget by Decreasing Capital Outlay Expenditures and Amending FY'2019 Budget by Increasing Capital Outlay Expenditures - Walt Pierce, Finance Director City Clerk Clara VanBlargan read Resolution 2018-18 by title only. Finance Director Walt Pierce reported on the item. He said the intent ofthe resolution is to maintain the funding for various capital projects, two of which were just discussed. The purpose is to bring forward the balances that are impacted by those type of projects and remove them from the Fiscal Year 2018 budget and re-appropriate them to the Fiscal Year 2019 budget. This is a timing issue because they need the balances to roll over now to get the projects started since many of them are ongoing. He added that at the October 23, 2018 workshop meeting, the Board consented to six out of nine projects listed to be carried over: City Center; Gulf Boulevard improvements; sea wall improvements; storage facility; storm water rehabilitation, repair, and drainage; and roadway improvements. He added that the passage of this resolution transfers the capital project balances into Fiscal Year 2019 to ensure there are no overages and no impact on Fund Balance. He clarified that this is consistent with year-end practices that the Finance Department has done in previous years. Commissioner Oakley motioned to adopt Resolution 2018-18, amending the FY'2018 and FY'2019 Budgets for ongoing Capital Outlay Projects. Commissioner Hodges seconded the motion. ROLL CALL: Commissioner Oakley "YES" Commissioner Hodges "YES" Vice-Mayor Weinstein "YES" Mayor Black "YES" The motion carried 4-0. C. Appointments to Civil Service Commission - Clara VanBlargan, City Clerk City Clerk Clara VanBlargan reported on the item. She explained that there are two vacancies on the Civil Service Commission. The Chair, Pam Rasmussen, does not wish to be reappointed but is willing to serve until the personnel manual project and the employee grievance hearing has been completed. Three people have applied for appointment: Rees Noren, Linda C. Hein, and Steven Michael Cavallaro. November 19, 2018, BOC Regular Meeting Minutes Page 14 of16 Mayor Black recommended only appointing one person to serve right now and waiting until the other vacancy comes up to appoint someone for that position. Vice-Mayor Weinstein said there are two vacancies. Commissioner Oakley said only one appointment was needing to be made at this time. City Manager Jonathan Evans said if the Board appointed two members, they would assume their seat immediately on the Civil Service Commission regardless ofunfinished projects. City Attorney Ralf Brookes said there is a vacant seat and an expired seat. He recommended appointing two people, and both voted on separately. If the Board chose not to fill a seat, the motion would be not to fill a seat. Following discussion, Commissioner Oakley made a motion to appoint Linda Hein to the vacancy for a term expiring on July 15, 2020. Vice-Mayor Weinstein amended the motion to appoint Linda Hein for a term expiring on July 15, 2020, and to appoint Steven Cavallaro for a term expiring on July 15, 2021. Following discussion with the City Attorney, Vice-Mayor Weinstein seconded the motion made by Commissioner Oakley. ROLL CALL: Commissioner Oakley "YES" Vice-Mayor Weinstein "YES" Commissioner Hodges "NO" Mayor Black "YES" The motion carried 3-1. Commissioner Oakley commented that everyone is aware of what is going on with the Civil Service Board. Pam Rasmussen had said she would stay on until they completed what they are doing. To bring somebody new on now and to bring that person up to speed on all the things that have happened throughout that whole process would be a nightmare for anybody. She suggested not appointing the second person until that process is done and over with. Mayor Black concurred. Vice-Mayor Weinstein said if the term has expired why would she want to continue until they found someone else. The City Manager said he heard that the chair of the board would like to stay on until the personnel manual project has been completed and the employment issue has been resolved. The City Attorney said he was not sure if a person could legally sit on an expired term. Commissioner Oakley suggested asking Ms. Rasmussen if she would like to apply for re­ appointment and make the appointment at the next meeting. The City Attorney suggested tabling the item until the next meeting and to give a courtesy call to the chairman to see if she would like to apply for re-appointment and then when done she · can- resign at that point. November 19, 2018, BOC Regular Meeting Minutes Page 15 of16 The consensus of the Board was to table the item until the next meeting and have the City Clerk ask Ms. Rasmussen if she would like to apply for reappointment. 11. STAFF REPORTS 12. REPORTS/CORRESPONDENCE • City Commission Commissioner Oakley asked for a schedule for the Street Sweeper. She added that she had only seen the street sweeper one time since pmcbased. The City Manager said he would get that to her tomorrow. Commissioner Oakley said it should be put on the website as well. She then asked about the survey overlays for John's Pass. The City Manager said he will get with Mr. Carrier on that. • City Attorney • City Manager • City Clerk City Clerk Clara VanBlargan announced that on Monday, December 3, 2018 at 6:00 p.m., the Charter Review Committee will be hosting a Charter Amendment Citizen Forum and that the Board of Commissioners will be workshopping the amendments on Thursday, December 6, 2018 at 6:00 p.m. She invited everyone to attend. 13. ADJOURNMENT Mayor Black adjourned the meeting at 8:35 p.m. (r\ Maggi ~ Y {)/!vh ATTEST: Clara VanBlargan, MMC, MSM, City Cl ,,. . . , November 19, 2018, BOC Regular Meeting Minutes Page 16 of 16