Board of Commissioners Regular Meeting
Regular MeetingMadeira Beach, FL · November 4, 2020
Minutes
MINUTES
BOARD OF COMMISSIONERS
REGULAR MEETING
NOVEMBER 4, 2020
6:00 P.M.
A reg ular meeting of the City of Madeira Beach Board o f Commiss ioners was held at 6:00 p.m. on
November 4, 2020 in the Patricia Shontz Commiss ion Chambers at City Hall, located at 300 Municipal
Drive. Madeira Beach. Florida.
MEMBERS PRESENT: John B. Hendricks, Mayor
Doug Andrews, Vice Mayor/Commissioner District 3
Helen " Happy" Price, Commiss ioner District I
Nancy Hodges, Commissioner District 2
Jo hn Douthirt, Comm iss ioner District 4 (via zoom)
MEMBERS ABSENT:
CITY STAFF PRESENT: Robert Danie ls, City Manager
Clara VanB largan, City Clerk
Thomas Trask, C ity Attorney
1. CALL TO ORDER
Mayor Hendricks called the meeting to order at 6:00 p.m.
2. INVOCATION AND PLEDGE OF ALLEGIANCE - Commissioner Nancy Hodges
Commissioner Hodges ga ve the invocation and le d the Pledge of Al le giance.
3. ROLLCALL
C ity C lerk C lara VanB largan cal led the roll.
4. APPROVAL OF THE AGENDA
Mayor Hendricks moved A genda item E., Red uction ofLien - 11 8 143 rd Avenue to New Business.
Vice Mayor Andrews m otioned to approve the agenda w ith the changes recomme nded by Mayor
Hendricks. Comm issione r Hodges seconded the motion.
ROLL C A LL:
Vice Mayor Andrews "YES.'
Commiss ioner Hodges " YES"
Commissioner Douthirt " YES"
Commissione r Price " YES"
Mayor Hendricks "YES"
November 4, 2020. BOC Regular Meeting Page 1 of 6
The motion carried 5-0.
5. PROCLAMATIONS/PRESENTATIONS
5.1. PROCLAMATIONS - Mayor/City Clerk
5.2. PRESENTATIONS
A. Brief overview of the Red Cross and what they in the community such as feeding,
sheltering, fire prevention, and service to the military - Representative with the
American Red Cross o.lCentral Florida and US Virgin Jslandr;
A representative from the American Red Cross presented on the American Red Cross working
together with municipalities to be available in case of disaster.
6. PUBLIC COMMENTS
City Manager Robert Daniels read public comments electronically submitted .
Joanne Asceta, John's Pass Village, said she was the owner of Del Sol in the Village and received
phone calls daily asking if the store is closing. She requested that the City get the word out that the
Village is not closing and to dredge.
Dan Hott,133 rd Avenue, said regarding the City's cleaning contract he recommends Elite Exterior
Restoration.
7. PUBLIC HEARING
8. CINSENT AGENDA
Mayor Hendricks asked that Consent Agenda Item C. be moved to the November workshop
meeting and move Agenda Item E. to New Business.
A. Approval of Minutes
2020-10-07, Town Hall Meeting
2020-10-14, BOC Special Meeting
2020-10-14, BOC Workshop Agenda Setting Meeting
2020-10-14, BOC Regular Meeting
8. Agreements for Auditing Services -Andrew Laflin Financial Consultant
C. Agreement for Finance and Finance Services - Andrew Laflin Financial Consultant
This item was moved to the November Workshop Meeting
D. RFP#20-02, Approval of Ranking for Cleaning Services - Jamie Ahrens
E. Reduction of Lien- 118 143 rd Avenue - Mall Weiner, Lien Attorney
November 4, 2020, BOC Regular Meeting Page 2 of6
This item was moved to New Business.
Vice Mayor Andrews motioned to approve the Consent Agenda with the changes put forth by
Mayor Hendricks. Commissioner Hodges seconded the motion.
ROLL CALL:
Vice Mayor Andrews "YES"
Commissioner Hodges "YES"
Commissioner Douthirt "YES"
Commissioner Price "YES"
Mayor Hendricks "YES"
The motion carried 5-0.
7. UNFINISHED BUSINESS
8. CONTRACTS/AGREEMENTS
9. NEW BUSINESS
A. Resolution 2020-20, Budget Transfer & Amendment Policy - Andrew Laflin, Financial
Consultant
Interim City Attorney Thomas Trask read Resolution 2020-20 by title only.
RESOLUTION 2020-20
A RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE CITY OF
MADEIRA BEACH, FLORIDA, ADOPTING A BUDGET AMENDMENT AND
TRANSFER POLICY FOR THECITY OF MADEIRA BEACH; AND PROVIDING
FOR AN EFFECTIVE DATE HEREOF.
Finance Consultant Andrew Laflin reviewed the City Charter, Article X - Financial Procedures,
Section 10.4, Board of Commissioners action on budget, and Section 10.5, transfer of funds; when
· permitted. He answered questions and comments by the Board.
Mayor Hendricks opened to public comment. There were no comments received in person or
electronically.
Commissioner Price motioned to approve Resolution No. 2020-20, the budget transfer and
amendment policy. Commissioner Hodges seconded the motion.
ROLL CALL:
Commissioner Price "YES"
November 4, 2020, BOC Regular Meeting Page 3 of6
Commissioner Hodges "YES"
Commissioner Douthirt "NO"
Vice Mayor Andrews "YES"
Mayor Hendricks "YES"
The motion carried 4-1.
B. Resolution 2020-21, FY 2020 Budget Amendment - Andrew Laflin, Financial
Consultant
RESOLUTION 2020-21
A RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE CITY OF
MADEIRA BEACH, FLORIDA, AMENDING THE BUDGET FOR THE
FISCAL YEAR 2020 (BEGINNING OCTOBER 1, 2019 THROUGH SEPTEMBER
30, 2020) BY INCREASING THE GENERAL FUND AND GAS FUND
APPROPRIATIONS AND EXPENDITURES; AND PROVIDING FOR AN
EFFECTIVE DATE
Interim City Attorney Thomas Trask read Resolution No. 2020-21 by title only.
Financial Consultant Andrew Laflin said to meet the City Charter's compliance requirements and
state law, allowable amendments need to occur within sixty days after fiscal year-end. Any budget
amendments would have to be finalized by the end of November. He reviewed the expenditures
and answered questions and comments by the Board.
Mayor Hendricks opened to public comment. There were no comments received in person or
electronically.
Commissioner Price motioned to approve Resolution No. 2020-21 for FY 2020 budget
amendment. Vice Mayor Andrews seconded the motion.
ROLL CALL:
Commissioner Price "YES"
Vice Mayor Andrews "YES"
Commissioner Hodges "YES"
Commissioner Douthirt "YES"
Mayor Hendricks "YES"
The motion carried 5-0.
E. Reduction of Lien - 118 143 rd Avenue - Matt Weiner, Lien Attorney
This Agenda Item was moved from the Consent Agenda for discussion under New Business.
Mayor Hendricks asked if Attorney Weiner was available for the meeting.
November 4, 2020, BOC Regular Meeting Page 4 of6
The City Manager said the meeting was not communicated with Attorney Weiner and asked if the
Board would like to postpone the item.
Mayor Hendricks said the BOC could still discuss the item.
The City Manager said in the past three years, the code violation on this property totaled $453,500,
and the property value, according to the Property Appraiser Office, was $243,025. The property
owner's offer was $40,000 to satisfy the liens.
Mayor Hendricks said the City would reject the offer of $40,000. After discussion by the Board,
the consent was to take it back to Attorney Weiner and get his professional opinion on settling the
liens for $100,000.
10. Staff report
11. Reports/correspondence
A. City Commission
Mayor Hendricks reported he went to a brand-new state of the art high and dry facility located in
Fort Myers. There was minimal noise from the daily operations, and the building looked like a
new condominium building.
B. City Attorney
Interim City Attorney Trask cautioned the Board in reference to John's Pass sand meeting on
November 6, 2020. He said no other Board member may attend the closed session as it would
violate the sunshine law and suggested letting the Mayor represent the interest of the City.
C. City Manager
The City Manager said each member of the Commission was sent an invitation for the grand
opening of the Cambria Hotel to be held December 3 rd• at 4:00 p.m. He asked the Board to get in
touch with his office, and they could RSVP for the event. On November 1st, he said the Governor's
order allowing public meetings to occur via Zoom instead of in-person expired. He asked for
direction going forward asked if public comments be allowed to be submitted via Zoom and by
email.
After discussion by the Board, it was decided to continue allowing public comment via email but
not via Zoom.
Mayor Hendricks asked for a status on the new parking and littering signs to be placed throughout
the City.
The City Manager said the signs for street parking by the Gulf Grill Restaurant would say "By
Resident parking pass only," with the appropriate verbiage so the Deputies could take action when
needed. The littering signs had been ordered and were estimated to arrive in approximately two
November 4, 2020, BOC Regular Meeting Page 5 of 6
weeks. Commissio ner Price asked for an update on the banne rs for the City. He said the staff was
working on the desig n, and there w ill be a fo llow-up meeting with staff next week.
D. City Clerk
City Clerk C lara VanBlargan said four C harter amendments passed except the two regarding the
Commissioners term limits. The results should be certified on Friday, and at the next meeting, the
results will be read into the record.
Interim City Attorney Trask fo llowed up on the City Clerk's comment and said the four passed
would become effective upon the election results' certification.
F inance Consultant Andrew Laflin said he did not have a financ ial report for the meeting but
wanted to highlig ht the mo nth of October. It was a strong month for parking revenue bringing in
$ 138,000 compared to October 20 19, w hich was $ 109,000. He said the annual investment inco me
was doing well for the C ity and projected approximately $7 13,000 revenue for the coming year.
Vice Mayor Andrews said pati of the parking revenue increase could be due to the Seafood res tival
moving to January and the lots being available in October.
12. ADJOURNMENT
Mayor Hendricks adjourned the meeting at 7: 11 p.m .
ATTEST:
Clara Va
November 4, 2020, BOC Regular Meeting Page 6 of 6
Agenda
City of Madeira Beach
Agenda
BOC Regular Meeting
Wednesday, November 4, 2020 @ 6:00 PM
Commission Chambers
(ZOOM participation information on Page 4)
The Board of Commissioners of the City of Madeira Beach, Florida will meet in
the Patricia Shontz Commission Chambers 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. Meetings will be televised on
Spectrum Channel 640 and Live Streamed on the City’s Website.
[Workshop Agenda Setting Meeting will be held at 5:45 p.m.]
Page
1. CALL TO ORDER
2. INVOCATION AND PLEDGE OF ALLEGIANCE
Commissioner Nancy Hodges
3. ROLL CALL
4. APPROVAL OF THE AGENDA
5. PROCLAMATIONS/PRESENTATIONS
5.1. PROCLAMATIONS - MAYOR/CITY CLERK
5.2. PRESENTATIONS (limited to 10 minutes each)
A. Brief overview of the Red Cross and what they in the community
such as feeding, sheltering, fire prevention, and service to the
military - Representative with the American Red Cross of Central
Florida and US Virgin Islands
6. PUBLIC COMMENT
Public participation is encouraged. If you are addressing the Commission, step to the
podium and state your name and address for the record. Please limit your comments to
three (3) minutes and do not include any topic that is on the agenda. Public comment
on agenda items will be allowed when they come up.
Physical access to the meeting in the Commission Chambers is limited to 30 members
of the public, on a first come - first serve basis, while maintaining CDC recommended
social distancing practices. The other members of the public who arrive to attend the
meeting will view the meeting by TV in the City Centre Room, adjacent to the
Commission Chambers. The meeting will also be aired on Public Access TV Spectrum
Channel 640 and through the city’s website at https://madeirabeachfl.gov/.
Public comments can also be submitted by email through the Public Comment form
located on the front page of the City of Madeira Beach website at
https://madeirabeachfl.gov/. Comments are accepted up to three hours prior to start of
the meeting, and will be read aloud during the meeting. Please limit your comments to
400 words as the comments are limited to three minutes.
This meeting is being held in accordance with Executive Order 20-69 which authorizes
the use of communication media technology such as telephonic or video conferencing
and provided in section 120.54(5)(8)2, Florida Statutes.
7. PUBLIC HEARINGS
Any affected person may become a party to a quasi judicial proceeding and can be
entitled to present evidence at the hearing including the sworn testimony of witnesses
and relevant exhibits and other documentary evidence and to cross-examine all
witnesses by filing a notice of intent to be a party with the city clerk not less than five
days prior to the hearing.
8. CONSENT AGENDA
Any member of the Board of Commissioners can ask to pull a consent item for separate
discussion and vote.
A. Approval of Minutes: 5 - 23
2020-10-07, Town Hall Meeting
2020-10-14, BOC Special Meeting Minutes
2020-10-14, BOC Workshop Agenda Setting Meeting
2020-10-14, BOC Regular Meeting
B. Agreement for Auditing Services - Andrew Laflin, Financial Consultant 24 - 33
Memo - Agreement for Auditing Services
Agreement for Auditing Services - FY 20-22
C. Agreement for Finance and HR Services - Andrew Laflin, Financial 34 - 40
Consultant
Memo on Agreement for Finance & HR Services
Consultant Agreement - Finance & HR Services
D. RFP #20-07, Approval of Rankings for Cleaning Services - Jamie Ahrens, 41 - 371
Public Works Director
Memo - RFP 20-07 City Cleaning Services
USSI PROPOSAL_USB_CITY OF MADEIRA BEACH_RFP 20-07_CITY
CLEANING SERVICES
Elite Exterior Restoration - Madeira Beach RFP 20-07 Cleaning Proposal
W&A Cleaning Service - Proposal RFP #20-07 - City Cleaning Services
E. Reduction of Lien - 118 143rd Avenue - Matt Weinner, lien attorney 372 - 376
Memo - Reduction of lien – 118 143rd Avenue
118 143rd Ave- Affidavit of Compliance
118 143rd Ave- Lien Record
9. UNFINISHED BUSINESS
10. CONTRACTS/AGREEMENTS
11. NEW BUSINESS
A. Resolution 2020-20, Budget Transfer & Amendment Policy - Andrew Laflin, 377 - 381
Financial Consultant
Memo - Budget Amendment & Transfer Policy
Res2020-20, Budget Amendment and Transfer Policy
Budget Amendment & Transfer Policy
B. Resolution 2020-21, FY 2020 Budget Amendment - Andrew Laflin, Financial 382 - 388
Consultant
Memo - FY2020 Budget Amendments
Res2020-21 FY2020 Budget Amendments
Exhibit A - Budget Amendments
12. STAFF REPORTS
13. REPORTS/CORRESPONDANCE
A. City Commission
B. City Attorney
C. City Manager
D. City Clerk
14. ADJOURNMENT
Access the Meeting Via Zoom: (see below)
Option 1
Join with visuals and audio on your computer, tablet, or smartphone
1. Click here to Register for Zoom Meeting
2. Download Zoom via the screen prompts
3. Register for the meeting via the screen prompts (password is 975373)
Public Comments: Provide a written public comment here
*Written public comment must be submitted at least 3 hours prior to start
of meeting to be read during meeting*
Option 2
Listen in on meeting audio only using phone
1. Dial 1 312 626 6799
2. Enter the webinar ID: 831 8117 4072 #
3. When prompted for password press #
Public Comments:
Push *9 on phone to Raise hand
Push *6 on phone to Toggle mute/unmute
One or more Elected or Appointed Officials may be in attendance.
Any person who decides to appeal any decision of the Board of Commissioners 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 to participate in this meeting should call the City Clerk at 727-391-
9951, ext. 231 or fax a written request to 727-399-1131.
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