Board of Commissioners Regular Workshop Meeting

THE CITY OF MADEIRA BEACH, FLORIDA BOARD OF COMMISSIONERS WORKSHOP MEETING 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. 2:00 P.M. WEDNESDAY, AUGUST 27TH, 2014 AUDITORIUM CALL TO ORDER - The meeting was called to order at 2:01 p.m. ROLL CALL MEMBERS PRESNT: Travis Palladeno, Mayor Nancy Hodges, Vice-Mayor Terry Lister, Commissioner District 1 Elaine Poe, Commissioner District 3 Pat Shontz, Commissioner District 4 STAFF PRESENT: Shane Crawford, City Manager (CM) Thomas Trask, City Attorney (CA) Aimee Servedio, City Clerk (CC) Vince Tenaglia, Finance Director (FD) Dave Marsicano, Central Services Director (CSD) 1. TOPICS: A. DISCUSSION ON UTILITY UNDERGROUNDING PROJECT & FINANCING PLAN City Manager, Shane B. Crawford, Finance Director, Vincent Tenaglia CM: Attended a meeting with Steve Tarte, the engineer, and the FD will walk the Board through the financing aspect of it. If we spend about $3.3 million, and still have lines running up and down - which is fine - but you find out you are able to get it all covered for an additional $2 million, you should consider that. We might be able to get the whole thing done for a bargain, but we need more money. FD: He is looking for consensus for advertising an RFP for the loan associated with this project. His plan is to work with the same financing team that we worked with for the October bond issue for the City Hall project: Jeff Larson and Brian Miller Olive. There is no need at the Finance Department's end to shuffle up the team. He needs to know if he can proceed with the same group. There is a $3 million bank RFP planned at this point, planned to go out in the next couple of weeks. This is just for advertising and will go before the Board for formal approval at a later date. The goal is to have a neutral net impact on the City for these improvements. It depends on when the debt service is due and when the money comes from the county. We will be pledging the county's revenue that we've obtained through an interlocal agreement. There is a clause for the county to hold the money in case of emergency. We are looking at a late September deadline for the RFP if he gets the green light on this. 08/27/2014 BOC Workshop Meeting CM: He doesn't see any reason to switch teams - they were nothing but good to the City. He recommends keeping the team intact. We need to keep on the path of getting north/south and holding off on east/west but keep the door open to get the whole thing completed if possible. FD: The odds of the county not reimbursing us are very low, but because the clause exists, we need to pledge, as a backup, the same that we pledged on the City Hall bond issue. It is not major, but in the short term, it will have a minor impact on the City's debt capacity to make other deals. Mayor Palladeno: Was it a two to three week process to be reimbursed? FD: Yes, he believes it is about a three-week process and has a very quick turnaround time. He is confident and has had plenty of communication with the county. Mayor Palladeno: Have we sat with members of the Big-C to get approval? CM: Yes, they are very in favor of it. As far as the process goes, we have been complete. Right now, we are sticking to the plan, we are going to see wires north and south with new ornate poles. The possibility exists that between now and when this plan goes into effect, we may be able to offset some costs to bury the whole thing. The ability to do so might be there, but this is not what the topic is today. FD: The only reason we are going out to borrow any money, we would be approaching the process at an incremental manner. If we borrow, we can go ahead and get the actual project done without being impacted by the financing. Mayor Palladeno: We have about $300,000 credit already that has rolled over? FD: Yes, it rolls over and in addition next year's balance is closer to $800,000. th th Steve Tarte: As we've been going through the project, we actually are going to bury 150 to 155 completely. This has turned into a test project. If we can get under the sidewalk there, we are confident we can do it across the rest of the city. It will be a few easements in place of a few hundred easements if total undergrounding is possible. We are drawing plans and are getting construction dollars together sometime after the first quarter. During that construction process, we will verify what we think is true. Commissioner Shontz: In years of discussing this, there was also a problem with the west side of Gulf Blvd. Mr. Tarte: They have worked with TECO who has lines there and they have been very cooperative. Commissioner Lister: In regards to the roll over money, if there is an emergency, will the county take that roll over back? FD: He isn't sure, but there is at least a possibility that we won't get the funds. He can only submit requests for what we've spent. He'll be sending invoices to the county as he received them. Commissioner Lister: With the addition of additional revenue from parking, we have it allocated for debt service? FD: He has not looked at the finance plan to do the extra. He wants to have this initial plan in motion and look at forward opportunities as separate projects. Initially we are looking at an interest rate of 3%. Consensus Is to stay with current financing group and advertise for an RFP. 08/27/2014 BOC Workshop Meeting  B. DISCUSSION ON APPLICATIONS FOR PLANNING COMMISSION SEATS (2) City Clerk, Aimee Servedio CC: You have the applications for the Planning Commission and the ranking sheets. Please rank your preferences and return them to the City Clerk by Friday. There are 3 applicants and two open seats. C. DISCUSSION ON APPLICATIONS FOR LIBRARY BOARD SEAT (1) City Clerk, Aimee Servedio CM: You still have to vote even though there is only one applicant for each of the open seats (for Library Board and Civil Service Board). We just need a record that the applicant received a majority vote from the Board. D. DISCUSSION ON APPLICATIONS FOR VACANT CIVIL SERVICE SEAT (1) City Clerk, Aimee Servedio Same as item C - also requires a vote even though there is only one applicant. E. PROPOSAL FOR ADDITIONAL WATER SAMPLING commissioner Elaine Poe CM: Commissioner Poe has really spent a lot of time on this water issue. The more that he has worked with Steve Tarte, the engineer they have discovered that they are not sure of what is causing the water issue. The City has received a proposal from Mr. Tarte for additional water sampling. He recommends against it because it is a very expensive project. He is going to ask CPWG for a different proposal that would not cost as much as another expensive proposal they received. Commissioner Poe: The plus side we have this year in Tallahassee is that there is a bill for boat pumping. CM: We still need to determine what exactly is going on - we need to narrow down the possibilities. Commissioner Lister: He doesn't want to duplicate efforts that the county or other agencies might cover. CM: This could be a county problem with subaqueous piping- it could be broken anywhere and just flowing here. We need to determine what's going on by narrowing down the possibilities. Consensus was to have CPWG come up with a more affordable proposal. F. REVIEW OF PROPOSED EMS CONTRACT Fire Chief O'Neal FC: This contract includes funding and training. It is a three year contract with the possibility of a two year extension. After negotiation, it offers a slight increase in our funding and creates a stable funding source for our Fire Department. 08/27/2014 BOC Workshop Meeting Mayor Palladeno: Is this like what they're doing in St. Pete? FC: It is similar to the funding in St. Pete. Each department has to justify their budget. Mayor Palladeno: Are we working on anything with the county to get additional funding for water safety? FC: It is still being discussed at the county level. Commissioner Shontz: Is the compensation down? Wasn't it about $386,000 before? FD: This year we have $365,000 and are projected for about $380,000. Mayor Palladeno: This was actually in 2011, he also remembers it. Commissioner Lister: Is this good for a year? FC: It is a three year contract with the possibility of a two year extension. Consensus was to proceed and put the contract up for a vote at the next BOC Meeting. G. DISCUSSION ON BEAUTIFYING PEDESTRIAN ISLANDS ON GULF BLVD City Manager, Shane B. Crawford CM: This was actually a topic brought up by the Mayor. Mayor Palladeno: Commissioner Lister also wanted to speak on this. There is a Gulf Blvd beautification project for the islands and basically what they want is palm trees. Are we restricted by how many palm trees we can put in these islands? CM: Yes there are some restrictions. The CSD and the CM have gone over this before - but if you are telling us that you want as much green space as possible, we will put them where we allowed according to the restrictions. FD: The grant is close to $60,000. V-M Hodges: Will there be irrigation in these islands? CM: Yes there will be. Commissioner Lister: So the restrictions are just height? CM: It is not just height, there are other issues as well such as vision triangle, the base of the tree - almost every time, and we'll need to put a proposal together. He thinks we are all on the same page to get as much greenery and make them as beautiful as possible. H. PROGRESS OF CONSTRUCTION ON GULF BLVD Central Services Director, Dave Marsicano 4( 08/27/2014 BOC Workshop Meeting £M: We put together a memo from a very detail email that we received from FOOT. Bob Espesito works hand in hand with the CM and the Mayor. th CSD: They are going to do a one inch overlay from John's Pass to 155 , Mayor Palladeno: The half inch overlay will make everything look like it is finished. For a year, they are waiting because of what we are doing with undergrounding. CM: CPWG will be running this project for us. The CM also corrected the CSD that it will be a half inch, not one inch. The half inch overlay is to mark out the road; there is no reason to put more material on the ground if it just going to be torn up again for undergrounding in a year. th Commissioner Poe: Has a question about the crosswalks: the one at 145 across from County Park was supposed to be shortened and it wasn't. CM: They did, they shortened by 10 feet as much as they could. We got as much as we could get done. Commissioner Poe: They didn't shorten the lights yet either. CM: They haven't gotten that far yet. V-M Hodges: On the Normandy construction, it is almost done and she has heard nothing but good things about it. CM: Not everyone understands the process of it and it is not finalized yet. Everyone wants to know when the road will be repaved; the process itself is a nightmare. He has heard some upset people, but the final product will be worth it. Al Carrier has spoken with people about it; he has really helped out with the public relations side of this. I. DISCUSSION ON KEY TO THE CITY PRESENTATION PROCEDURES City Manager, Shone B. Crawford CM: We have run into a couple of situations, sometimes there is an element of surprise but right now, the rules state that the mayor needs to ask permission from the Board to give the keys away. You could ask that he report back if he gave a key a way not in front of the Commission, but 9 times out of 10 it would be presented at a Commission meeting. Commissioner Shontz: She thinks it is the mayor's prerogative. CM: We didn't always have a key to the City, now it is more of a big deal. The process has evolved a little, and the rules are in the Policy Handbook under the roles of the Mayor. The Board also does a review and reapproves the rules after elections so if this becomes an issue in the future, it is easily amended. If the CA can't find anything in the charter, we can get this easily amended. CA: There is nothing in the Charter; we will be good to proceed. Consensus was to proceed with amending the Policy Handbook to allow the Mayor to present keys to the City without formal action taken by the Board. CM: Wanted to apologize for leaving a topic off of this agenda. Commissioner Poe has been working diligently on Short Term Rentals. At the next meeting, we will take a good 15-20 minutes to discuss the updates and any issues we need to cover. Commissioner Poe agreed that it is fine to wait until the next meeting. sl 08/27/2014 BOC Workshop Meeting 2. ADJOURNMENT- The meeting was adjourned at 2:41 p.m. Date approved: \ 0 \\ 4-I ~ 0 \ 4- Travis Palladeno, Mayor Submitted by Aimee Servedio, City Clerk sl 08/27/2014 BOC Workshop Meeting