Board of Commissioners Special Meeting

THE CITY OF MADEIRA BEACH, FLORIDA PUBLIC NOTICE BOARD OF COMMISSIONERS SPECIAL 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. 12:00 P.M. Tuesday, October 29th, 2013 AUDITORIUM A. CALL TO ORDER B. INVOCATION AND PLEDGE OF ALLEGIANCE: Vice Mayor Terry Lister C. 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} Dave Marsicano, Central Services Director (CSD} Aimee Servedio, City Clerk (CC} STAFF ABSENT: Thomas Trask, City Attorney (CA} D. APPROVAL OF THE MINUTES E. APPROVAL OF THE AGENDA Motion has been made by V-M Lister to approve the agenda and was seconded by Commissioner Shontz. ROLL CALL: Commissioner Hodges.................YES Vice-Mayor Lister...........................YES Commissioner Poe ..................... YES Mayor Palladeno ............................YES Commissioner Shontz..................YES F. PUBLIC COMMENT (limited to 3 minutes) G. CONSENT AGENDA H. UNFINISHED BUSINESS I. NEW BUSINESS  1. Authorization of budgeted expenditures, not to exceed $125,000, for Gulf Blvd. Improvements to include utility undergrounding as related to the Archibald Park rehabilitation project Reimbursement to be filed for with Pinellas County through Gulf Blvd beautification funding. CM asked for a motion to approve to better explain it V-M Lister makes a motion and is seconded by Commissioner Shontz. CM: Explains exactly what this means. Both of these topics are very simple. This one is to bury the utility along Gulf Blvd. along Archibald Park. The original approved burying inside the park. We've received a bid from Duke Energy that was advantageous (around $90,000) but they are not the only utility to worry about. Also need to consider Brighthouse, Verizon etc. and so we're asking for expenditure authority to $125,000. We have approximately $680,000 from the county for the Gulf Beautification funding and FD and Mayor went through how to apply the money. We've been granted approval for reimbursement. What will happen is you'H spend $125,000 but be reimbursed from the $680,000 for burying the utility, and in tum, the balance from the county will decrease that amount. This will give the city a feeling of what it will look like. V-M Lister: Has a question for the FD: The $680,000 we have from the county, why don't we have it put into an interest-bearing account. FD: We don't have that funding here in our accounts here; the money is given through reimbursements and after a project has been done. We have to spend it first. We spend our budgeted funds on our own and are then reimbursed from the county. We are proceeding with the major project as well. Mayor Palladeno: The turnaround is 14 days-two weeks once they're turned in. It's been a really good process working with the other mayors and the Big C. It would be nice to have the $3.3 million over six (6) years in our account but we don't. Mayor Lawrence deserves recognition for taking charge of the Big C. V-M Lister: I'm concerned about them offering this money for years and kept lowering the amount. I just want to make sure that we get it. FD: Each year for the next three years, we drop down to $330,000 a year then it goes back up to the $659,000 that we started budgeting for this year by 2017. On page 122 of the budget there is a list of the budget for the next five (5) years. Mayor Palladeno also asked the FD for a detailed update on the Gulf Beautification fund. ROLL CALL Commissioner Hodges.................YES Vice-Mayor Lister ........................... YES Commissioner Poe ..................... YES Mayor Palladeno............................YES Commissioner Shontz..................YES 2. Authorization of budgeted expenditures, not to exceed $100,000, for Archibald Par1c lighting as provided in the Archibald Park rehabilitation project budget. This was included in project budget but is being paid for individually for sale tax savings purposes. Motion has been made by Mayor Palladeno and seconded by Commissioner Hodges. CM: This is about as self-explanatory as it gets but we need to discuss. What was included in the bid was lighting can pay out of the budget. N. a scenario: if the city hall is being built, the wans are up, and I get a call saying that the door hardware needs to be replaced I'd have to make a "field call" decision to replace it. What we need to consider is if I have the authority to make that changes. In the building business this is referred to as a change order. If there was a threshold, any change over that threshold would have to be approved by the Board. There are pros and cons. In that case, the Board is completely responsible. Doing this, however, requires going to a committee for every single change and slows down the process. Change orders can be good and save money and could save on sales tax by doing this. Do you want to establish a threshold of X. A sizeable change order would be considered around $50,000, we'd have a  form for change orders and I have no problem being the authoritative figure on this. I would report back to what was changed and keep you informed. Commissioners Shontz and Poe were in favor of giving the CM authority to speed the process and they don't want to be in the construction business as long as the CM provides updates in a report. ROLL CALL Commissioner Hodges .................YES Vice-Mayor Lister........................... YES Commissioner Poe..................... YES Mayor Palladeno ............................YES Commissioner Shontz..................YES J. REPORTS/CORRESPONDENCE • CITYCOMMISSION • Commissioner Hodges: Delivered flyers to the Islands: Normandy, Crystal, Lillian, and Johns Pass and received a lot of positive feedback with lots enthusiasm to attend the meeting on November 7, 2013. Commissioner Hodges also thanked ACM Rodde. Commissioner Shontz also received positive feedback from a phone call earlier that morning as well. Mayor Palladeno: Will save his report for the next Regular BOC Meeting • CITY ATTORNEY • CITYMANAGER CM: We've had a change in schedule since the CVS project did not get approved last night because the attorney they brought in radically changed what the CA had drafted. The CVS project is not dead, but needs more time. I'd rather not break ground as early to ensure that everything is properly in order beforehand and it's done right. The CC and I will fix the meeting schedule accordingly and we will email you the revised meeting dates. • CITYCLERK K. ADJOURNMENT: The meeting wq adjourned at 12:21 p.m. 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 pnvate fel)Orli!ll firm and bear the resulting expense. In accordance with the Americans with Disability Act and F.S. 286.26; any person with a disability requiri!'Q reasonable accommodation ii order to participate in this meeli!ll should call 727-391-9951 or fax a written request to 727-399-1131. POSTED: October 25, 2013 THIS IIEETING IS TELEVISED LIVE ON CHANNEL 615 Date Approved: \\ - 5 - \2> Travis Palladeno, Mayor Submitted by Aimee Servedio, City Clerk