Board of Commissioners Regular Meeting

MINUTES BOARD OF COMMISSIONERS REGULAR MEETING APRIL 9, 2019 6:00 P.M. A regular meeting of the City of Madeira Beach Board of Commissioners was held at 6:00 p.m. on April 9, 2019 in the Patricia Shontz Commission Chambers at City Hall, located at 300 Municipal Drive, Madeira Beach, Florida. MEMBERS PRESENT: Maggi Black, Mayor Deby Weinstein, Commissioner District 1 Nancy Hodges, Vice-Mayor/Commissioner District 2 Doug Andrews, Commissioner District 3 John Douthirt, Commissioner District 4 MEMBERS ABSENT: CITY STAFF PRESENT: Jonathan Evans, City Manager Clara VanB largan, 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 Nancy Hodges gave the Invocation and led the Pledge of Allegiance. 3. ROLLCALL 4. APPROVAL OF THE AGENDA 4.1. DAIS LOG REVIEW Comm issioner Douthirt motioned to approve the Agenda. Vice-Mayor Hodges seconded the motion. ROLL CALL: Commissioner Douthirt "YES" Vice-Mayor Hodges "YES" Commissioner Weinstein " YES" Commissioner Andrews " YES" Mayor Black "YES" The motion carried 5-0. Apri l 9, 2019, BOC Regular Meeting Minutes Page 1 of 10 5. PROCLAMATIONS/PRESENTATIONS 5.1. PROCLAMATIONS A. 50 th Anniversary of Municipal Clerks Week Mayor Black read a proclamation celebrating the 50th Anniversary of Municipal Clerks and recognized the week of May 5 through May 11, 2019, as Municipal Clerks Week, and further extended the appreciation to City of Madeira Beach Municipal Clerk, Clara VanBlargan and to all Municipal Clerks for the vital services they perform and their exemplary dedication to the communities they represent. Mayor Black thanked City Clerk Clara VanBlargan for doing a great job for the City. Ms. VanBlargan accepted the proclamation and thanked her Deputy Clerk, Andrea Gamble for doing an exceptional job and keeping everything in the City Clerk's Office afloat. 5.2. PRESENTATIONS A. Firefighter of the Year, Driver Engineer Dominic Dueller - Derry/ 0 'Neal, Fire Chief Fire Chief Derryl O 'Neal recognized Driver Engineer Dominic Bueller as Firefighter of the Year and for the continued dedication to the community. B. 5 Years of Service; Driver Engineer Jamie McGaughey - Derry! 0 'Neal, Fire Chief Fire Chief Derryl O'Neal recognized Driver Engineer Jamie McGaughey for his five years of Service and continued dedication to the community. C. 5 Years of Service; Firefighter John Sleppy - Derry/ 0 'Neal, Fire Chief Fire Chief Derryl O 'Neal recognized Firefighter John Sleppy for his five years of service and continued dedication to the community. D. Canine Good Citizen Certification, Clover and Trainers - Derry/ 0 'Neal, Fire Chief Fire Chief Derryl O'Neal congratulated Clover, Driver Engineer Bueller, Driver Engineer Roberts, and Firefighter Ubiles on obtaining the Canine Good Citizen Certification. He thanked Judy Bordignon for her continued donation of services. E. Recognition of Judy Bordignon, Sirius K9 Service Dogs and Training Center - Derry! 0 'Neal, Fire Chief Fire Chief Derryl O'Neal thanked Judy Bordignon for donating nearly $10,000 in services and product to the training of Clover, the Firehouse Dog for the Madeira Beach Fire Department. April 9, 2019, BOC Regular Meeting Minutes Page 2 oflO  Mayor Black recessed the meeting at 6:29 p.m. and reconvened the meeting at 6:37 p.m. 6. PUBLIC COMMENT Missy Hahn, President of the Treasure Island & Madeira Beach Chamber of Commerce, invited everyone to attend the Community Health Fair Trade Show on Thursday, April 18th from 10:00 a.m. to 2:00 p.m. Robert Preston, 425 S. Bayshore Drive, commended the Trash Pirates for their amazing job in cleaning up the streets. He had the City Clerk distribute to the Board two recent Palm Beach Post articles that he commented on regarding the City of Riviera Beach wanting City Manager Jonathan Evans to return as their City Manager. Cindy Stiles, 4828 Miramar Drive, commented on businesses in Madeira Beach that resided in midcentury architecture buildings recognized by the National Registry of Historic Places and how they must be saved. She said historic buildings are being tom down because of new development. Mayor Black said she had spoken to people about preservation and there are issues depending on where they would like to develop it. Since she has been on the Commission, they have not approved any additional development. Commissioner Douthirt suggested a townhall meeting to explain to the residents about what is going on and asked that information be brought to the Board at the next workshop on that for discussion. City Manager Jonathan Evans said if desired by the Board, staff could put together marketing material and put out a publication encouraging people to attend a townhall style question and answer forum about development projects happening in the community. He could briefly share some concepts at the April workshop. The Board consented. Chuck Dillon, 529 Lillian Drive, asked when the shoreline buoy markers would be put back to protect the shores from jet skis and boaters. Jim Rostek, 480 13 7th Avenue Circle, said a City employee or someone authorized by the City came on his neighbor's private property and removed the flood opening screens while they were not home. The neighbor will be contacting the City Manager to meet with him about that. Mr. Rostek said he would like an update on the two complaints he had filed against the Building Official previously. He does not know if Mr. DeSantis had filed the complaint against the builder as instructed to do so by the City Manager. He said there was a polluted water discharge on February 21, 2019 that he contacted the City about. He was blown off by the Building Official and a representative from Public Works that came out. After contacting the City Manager about that some mediation did take place the next day. He renews his request for immediate suspension of Mr. Desantis until all the allegations are investigated. 7. CONSENT AGENDA A. Approval of the Minutes: • February 6, 2019, BOC Special Meeting Minutes-Nancy Oakley Resignation • February 12, 2019, BOC Regular Meeting Minutes • February 21, 2019, BOC Workshop Meeting Minutes April 9, 2019, BOC Regular Meeting Minutes Page 3 ofl0  • March 4, 2019, BOC Special Meeting Minutes • March 15, 2019, BOC Special Meeting Minutes • March 19, 2019, BOC Workshop Agenda Setting Meeting Minutes • March 19, 2019, BOC Regular Meeting Minutes • March 26, 2019, BOC Regular Workshop Meeting Minutes B. Fourth of July Fire Works Agreement - Charles Jordan, Public Works/Marina Director; Lacy Lafave, Executive Assistant to City Manager C. Contract with SAFEbuilt Florida, LLC - Building Inspection Services - Jonathan Evans, City Manager Commissioner Weinstein motioned to approve the Consent Agenda. Commissioner Douthirt seconded the motion. ROLL CALL: Commissioner Weinstein "YES" Commissioner Douthirt "YES" Vice-Mayor Hodges "YES" Commissioner Andrews "YES" Mayor Black "YES" The motion carried 5-0. 8. UNFINISHED BUSINESS A. Seafood Festival Proposed Agreement - Jonathan Evans, City Manager City Manager Jonathan Evans reviewed the item and explained the elements to the one- year agreement. He and Ms. Flynn worked together, and both had agreed on the terms of the agreement. Staff recommended approval of the one-year agreement and would like direction from the Board on making it a two-year term to allow more time to have more data in determining if parking is a huge value to the City or if it is a business model they are not interested in. Mayor Black commented in favor of going forward and making it a two-year contract. Commissioner Douthirt asked Sonny Flynn if she was a 501 (c), non-profit organization. Ms. Flynn said they are a 50l(c)(6). Commissioner Douthirt said the IRS prohibited a 501 (c) non-profit organization from participating in campaigns either for or against political candidates to public office. He said it was brought up at the last meeting that Ms. Flynn had the right to speak. She can only speak on behalf of the John's Pass Village Association and not as a 50l(c) non-profit organization. Commissioner Andrews said the City is not the sole concessionaire. There is also a parking garage and Florida parking there. The Board is asked to approve a two-year agreement with no plan in place for logistic on parking. He is voting yes because Mr. Hatch will come up April 9, 2019, BOC Regular Meeting Minutes Page 4 oflO  with a plan, the same as in the past. To vote on a two-year plan, he would like more information. There are still unknown variables. They are getting involved in too many things that have been going on very well for a long time. Commissioner Douthirt motioned to accept the agreement with the addition of taking it out for a RFP in 2020. He felt the Board had been held hostage this year. The City Manager said they will bring forward a comprehensive plan that addresses all the items Commissioner Andrews communicated. The contract is between both parties to see if there is an interest from the Board to execute the contract and once executed, staff will deploy the appropriate resources to bring forward how it will work. They will work with Ms. Flynn on that and come up with something desirable to the Board and does not create a problem for those that visit. Commissioner Hodges apologized to Ms. Flynn and commented that the Seafood Festival had been running smoothly for 37 years with no problems. Ms. Flynn does a great job keeping it together and planning it a year in advance. This year, for whatever reason, things got discombobulated. Commissioner Weinstein said the organization's name on the agreement is incorrect. It should be John's Pass Village Association and not John's Pass Merchants Association. She explained reasons why the agreement was held up last year and that it caused the delay in Ms. Flynn getting the approval. She is not in favor of a two-year contract and she had serious concerns about a one-year contract, but she will bow down a wee bit because they do want a Seafood Festival and to keep it. They must commit to seeking quotes from other professional organizations and ask the current organization to participate. That is the only way she will go forward with the agreement, but if they could make the amendments to the agreement that would be satisfactory. The City Manager said staff made the scrivener's error and put the wrong organization's name in the agreement. Ms. Flynn provided the requested information and it was accurate. Commissioner Andrews said it should be a one-year contract, but he did not understand what is being put out to bid because the John's Pass Village Association own the naming rights of the Seafood Festival and asked if they were wanting to put their own festival in John's Pass. The John's Pass Village Association would not reap the benefit of that. They give half the money raised to charities and the other half goes on marketing, which bring people into the City. Commissioner Weinstein seconded the motion to allow the Seafood Festival to continue based on changing the name in the agreement to the John's Pass Village Association, keeping it a one-year agreement, and to go out to bid. She explained the benefit in going out to bid. City Attorney Ralf Brookes said they could notice in the newspaper that the City is seeking special events of any and all types and people could apply to have a special event in the City. The proposals could not be for the Seafood Festival because John's Pass Village Association has the Seafood Festival naming rights. April 9, 2019, BOC Regular Meeting Minutes Page 5 oflO  Mayor Black opened to public comment. Robert Preston, 425 S. Bayshore Drive, said he did not understand why there would be so much heartburn over an event that has worked for many years. The event brings people and dollars into the community. The Board should not be causing conflict but supporting the City and the community. Lauree Tyner, 4996 Miramar Avenue, urged the Board to pass the agreement without any stipulations at that time, so they could start the funding process. Chuck Dillon, 529 Lillian Drive, commented that by putting out an RFP it complicates things and it did not guarantee a response because it requires legitimate reasons to put it out. Mayor Black agreed that the Board should go forward in passing the agreement. Commissioner Douthirt stated his reasons for asking for an RFP. Commissioner Douthirt said the motion is to amend the agreement with the RFP. He is willing to amend the motion to remove the RFP if guaranteed the Seafood Festival will be there again next year. Ms. Flynn said the John's Pass merchants want the Seafood Festival to stay in John's Pass. They had options to go other places and was considering that based on what the Commission decided. They would like to work out a long-term agreement and stay. The Seafood Festival benefits John's Pass and Madeira Beach. She would like to work with the City Manager on the agreement and grow the City together. Commissioner Douthirt amended his motion to approve the one-year agreement with the name change. Commissioner Andrews seconded the motion. ROLL CALL: Commissioner Douthirt "YES" Commissioner Andrews "YES" Commissioner Weinstein "NO" Vice-Mayor Hodges "YES" Mayor Black "YES" The motion carried 4-1. 9. CONTRACTS/AGREEMENTS A. Cleaning Services Contract Extension - Charles Jordan, Public Works/Marina Director Public Works/Marina Director Charles Jordan reviewed the item. He said the agreement extended the current contract with W&A Cleaning Services, LLC for an additional year. It will cost the City $153,000, a slight increase from the previous year, and the FY 2020 budget will cover that expense. They have a great working relationship with W&A Cleaning services, but the costs of the cleaning services continue to increase. They will put it out for a competitive process next year. April 9, 2019, BOC Regular Meeting Minutes Page 6 oflO  Commissioner Douthirt said the contract was first approved in 2015 for $80,000, and four years later, the cost has increased to $153,000, so it needed to go out to bid now. City Manager explained the reasons for the increase and said the City was purchasing the cleaning supplies for the contractor and said this agreement included the cost of cleaning supplies. They will monitor that. Finance Director Pierce said the contractor is currently being paid $116,864.84 for the cleaning services and the payments for the cleaning supplies is currently about $29,000. The $153,000 will start in the FY 2020 budget. Commissioner Douthirt said the numbers did not add up. Director Pierce explained that custodial services keep being added to the contract. The City Manager said this agreement brings everything under one umbrella and cleans it up. Commissioner Douthirt said this is not the only contract that the City has with 15 different pieces to it. The IT contract is the same way. They keep adding things for more money. There is supposed to be a completed contract to cover everything, instead of agreeing to everything the contractor wants more money for. Director Jordan explained that the intent is to start the competitive process now, so a contractor will be in place when the extension expires. Commissioner Andrews told the history of the agreement and said the Recreation Director charges people that rent the facilities a cleaning fee, the same as in the past. Commissioner Weinstein asked if service was bid out in 2015. Director Jordan said he thought so. Commissioner Weinstein moved to approve the contract extension with W&A Cleaning Services LLC. Commissioner Andrews seconded the motion. ROLL CALL: Commissioner Weinstein "YES" Commissioner Douthirt "YES" Commissioner Andrews "YES" Vice-Mayor Hodges "YES" Mayor Black "YES" The motion carried 5-0. B. Approval of RFP #19-1 and Contract with Deuel & Associates for Design and Construction of the Military Court of Honor - Jonathan Evans, City Manager Al Carrier with Deuel & Associates reviewed the item and explained the delay in starting the project. City Manager Jonathan Evans said Eagle Scout Shawn Connolly volunteered to assist with the project management side and the capital campaign. That will help because the cost for April 9, 2019, BOC Regular Meeting Minutes Page 7 of 10  that type of facility will be more than the $40,000 allocated toward it. There are people living near the project who would be willing to support the initiative. The City Manager responded to questions and comments by the Board. There was a discussion to add a place for flags and their disposal. Commissioner Douthirt said the Marine Association, VFW, and the American Legion said they were interested in picking up some of the costs, because they would like a hand in how it would be designed. He suggested they come to a meeting and share their ideas. Mayor Black opened to public comment and there was no public comment. Commissioner Weinstein motioned to approve the contract with Deuel and Associates for Professional Services for the Military Court of Honor in the amount of $14,500.00. Commissioner Douthirt seconded the motion. ROLL CALL: Commissioner Weinstein "YES" Commissioner Douthirt "YES" Vice-Mayor Hodges "YES" Commissioner Andrews "YES" Mayor Black "YES" The motion carried 5-0. C. Approval of RFP and Contract for Crystal Drive Repair over Crab Key -Al Carrier, Deuel & Associates Al Carrier with Deuel & Associates reviewed the item, explained the details of the project, and responded to questions and comments by the Board. Mayor Black opened to public comment. Chuck Dillon, 529 Lillian Drive, commented that the bridge will be affecting him dramatically and inquired about the second bidder Proshot Concrete, Inc. Mr. Carrier explained their bid was $160,105. The timeframe is 90 days once the commencement is issued. Cindy Stiles, 4828 Miramar Drive, said she was pleased that the bridge was being preserved, because bridges are also included in historical preservation. Commissioner Weinstein motioned to approve the construction contract with M&J Construction Company of Pinellas County, Inc. for the Crystal Drive Bridge Repair over Crab Key for an amount of$149,783.93. Commissioner Douthirt seconded the motion. ROLL CALL: April 9, 2019, BOC Regular Meeting Minutes Page 8 of 10  Commissioner Weinstein "YES" Commissioner Douthirt "YES" Vice-Mayor Hodges "YES" Commissioner Andrews "YES" Mayor Black "YES" The motion carried 5-0. 10. NEW BUSINESS A. Resolution 2019-07, Requesting Support and Funding for Navigable Waterways - Jonathan Evans, City Manager City Clerk Clara VanBlargan read Resolution 2019-07 in its entirety. The City Manager explained the item and responded to questions and comments made by the Board. Mayor Black opened to public comment. Robert Preston, 425 S. Bayshore Drive, commented in favor of the resolution. The City Manager said he will include in the cover memo some of the points that were stated with the resolution when it goes out. Commissioner Weinstein motioned to adopt Resolution 2019-07 and to direct staff to provide the Board of County Commissioners the resolution in support of County Commissioner Kathleen Peters' funding request to protect and preserve navigable waterways. Commissioner Andrews seconded the motion. ROLL CALL: Commissioner Douthirt "YES" Commissioner Andrews "YES" Commissioner Weinstein "YES" Vice-Mayor Hodges "YES" Mayor Black "YES" The motion carried 5-0. 11. STAFF REPORTS . A. Community Values Suryey Questions - Jonathan Evans, City Manager The City Manager review~d the_:~em. He said the community values survey consisted of 34 questions he §uld)ike to put ~t to the public this week. Staff would like input on the survey question~ ·- April 9, 2019, BOC Regular Meeting Minutes Page 9 ofl0  Commissioner Weinstein commented she was pleased with the changes because some of the wording provided an opportunity to not just answer the question but to think about it. She asked ifthere was an opportunity to make a comment on any of the questions and the C ity Manager explained no. Mayor Black made the fo llowing changes: Question 11 - add "check all that apply" Question 12 - add "for a small-town feel" Questions 21 - change the word "other" to "all that apply" Question 3 1 - add "residential" The City Manager thanked the Board for the comments. He said the survey should go out no later than Saturday. 12. REPORTS/CORRESPONDENCE • City Commission Commissioner Weinstein thanked everyone that participated in the Trash Pirates Cleanup on April 6th . It was success and a lot of people showed up. • City Attorney No report. • City Manager No report. • City Clerk No report. 13. ADJOURNMENT Mayor Black adjourned the meeting at 8: 16 p.m. ATTEST: Clara VanBlargan, MMC, MSM, City April 9, 20 19, BOC Regular Meeting Minutes Page 10 of 10