Board of Commissioners Special Meeting

BOARD OF COMMISSIONERS MEETING MINUTES SPECIAL MEETING August 28, 2018 Page 1 of7 A special meeting of the City of Madeira Beach Board of Commissioners was held at 2:00 p.m. on August 28, 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 1 Nancy Hodges, Commissioner District 2 Nancy Oakley, Commissioner District 3 MEMBERS ABSENT: John Douthirt, Commissioner District 4 CITY STAFF PRESENT: Jonathan, Evans, City Manager Clara V anBlargan, City Clerk Andrew Dickman, Esq., AICP, Dickman Law Firm 1. CALL TO ORDER Mayor Black called the meeting to order at 2:00 p.m. 2. ROLLCALL City Clerk Clara VanBlargan called the roll. 3. PUBLIC COMMENT There were no comments made by the public. 4. PROGRESSIVE WASTE SOLUTIONS (WASTE CONNECTIONS) CONTRACT APPROVAL - Dave Marsicano, Public Works/Marina Director [Begin staff memo] Background The premise of this memorandum is to summarize the recycling contract and the current cost to the City of Madeira Beach for the provision ofrecycling services. The City released a Request for Proposals ("RFP") and Progressive Wastes Solutions was the lowest and most responsive bidder and the City entered into a contract with them on January 1, 2014. The following services and costs are provided for in the contract: • Single- Family Residential Unit Service, $2.79 per unit • Multi- Family Residential Unit service, $14.58 per collection made (includes all recycling carts at the Multi-Family residential unit) • City Beach Service, two (2) pickups per week, $485.00 per month BOARD OF COMMISSIONERS MEETP.-l'G MINUTES SPECIAL MEETING August 28, 2018 Page2 of7 Since entering into the contract on January 1, 2014, there have been modifications to the contract. In the contract on Page 4, Section 6, RATES AND FEES, Section C: City Beach Service has been eliminated. Collecting the recycling on the beach became an issue for Waste Connections due to contamination of the recyclables. The City of Madeira Beach has been collecting the trash and recycling on the beach since February 1, 2017. The City of Madeira Beach also in 2017 rescinded in the budget to pay for residential recycling, the cost of recycling is now paid for by the residents. The following items have also changed: • 2018 Contract rates: • Single-Family Residential Unit service, $2.93 per unit • Multi-Family Residential Unit service, $15.32 per pick-up Progressive Waste Solutions (Waste Connections) original contract was for two (2) times a week pickup. On November 2017, staff was notified via email that recycling would be dropped to one (1) time per week for the whole City starting January 1, 2018. This was not the City's decision but seems to work well. The overall service has been good, and Waste Connections has been committed to a high service level for the City of Madeira Beach. Fiscal Impact Currently, a single-family home rate for FY2018 is $2.93 per home, per month. The rate for condos is $15.32 per pickup. At this point, there is no budget estimate for FY2019. If the Commission is willing to extend the existing Contract for another year, then staff will negotiate a new agreement. This new Agreement and any increases in service will be communicated to the Commission. Recommendation Staff recommendation is for approval of another one ( 1) year extension to the existing contact. [End staff memo] City Manager Jonathan Evans reviewed Agenda Item 4. Ian Boyle, the Government Affairs Manager at Waste Connections explained that the cost of recycling had increased, but they were still honoring their proposal with the City. Robert Preston, 425 S. Bayshore Drive, asked what the issues were with recycling that caused the recycling to increase and Mr. Boyle explained that in 2017 there was a market for recycling but no longer because China cut out that market, which consumed about 60% of the recycling. Every recycling contract in the country went from profit to loss as of February pt of this year, so now, the entire world has an immense supply of recyclables. Mr. Preston said he appreciated Waste Connection for having larger trucks because they are now able to pick up cardboard and lots of it. The City Manager pointed out an error in the staff memo. The number proffered in the memorandum is not consistent with the number that is in the contract. For residential rates, the cost is increasing from $2.93 per unit to $6.33 per month, which is about a 116% increase. For the  BOARD OF COMMISSIONERS MEETING MINUTES SPECIAL MEETING August 28, 2018 Page 3 of7 multi-family, the cost is increasing from $15.32 to $23.98, which is about a 54% increase. That is consistent with what is happening in the commodities market and what happened with the recycling industries since China has changed their approach to recycling. Vice-Mayor Weinstein made a motion to approve the one ( 1) year extension to the existing contract with Waste Connections through 2019. 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. 5. ADOPTING THE MEMORANDUM OF UNDERSTANDING CREATING THE TAMPA BAY REGIONAL RESILIENCY COALITION - Linda Portal, Planning & Zoning Director [Begin staff memo] Background The Tampa Bay Regional Resiliency Coalition has been formed to coordinate climate adaptation and mitigation activities across county lines. The coalition members will cooperate to develop regional responses to and preparation for economic and social disruption that is anticipated to result from sea-level rise. It will also give the participants shared access to technical assistance of state and local agencies in addressing the effects of climate change. The MOU includes seven sections that address: 1. A statement of purpose as described above; 2. Cooperation to approach vulnerabilities, methodologies, planning, documentation, public education, and the leveraging of resources as a cooperative effort; 3. The creation of a regional action plan for funding and strategies to deals with sea-level rise and storm event outcomes; 4. The commitment to make science-based decisions; 5. Cooperation in the development and support of a regional legislative strategy; 6. A commitment to work on community-wide engagement in the issues; 7. A commitment of intent to work together while making no specific commitment to resources or staffing and while retaining local power and authority. Currently the cities of Palmetto, St. Petersburg, Treasure Island, and St Pete Beach along with Citrus and Pinellas counties have adopted the Memorandum. It is on the agenda for approval by BOARD OF COMMISSIONERS MEETING MINUTES SPECIAL MEETING August 28, 2018 Page4 of7 Tampa and Dunedin by the end of this month and is being prepared for the next agenda for Manatee County. Fiscal Impact No impact is anticipated at this time. Recommendation Staff recommends the Board approve the Memorandum of Understanding as proposed. [End staff memo] City Manager Jonathan Evans reviewed Agenda Item 5. Vice-Mayor Weinstein said she attended the Tampa Bay Regional Resiliency Coalition in August which was her first time attending and many of the people there who are members have already signed the MOu. At that meeting in August, all the communities who had not yet signed the agreement were asked to do so. She said that Linda Portal reviewed the document to make sure it was consistent with what the City has on the books and it was, so the agreement is ready to be signed. There will be an official signing celebration on October 8th. Vice-Mayor Weinstein made a motion to adopt the Memorandum of Understanding creating the Tampa Bay Regional Resiliency Coalition, to move forward in their efforts to get everybody's signature from the communities that they represent, and to pass it along to the representatives. 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. 6. ORDINA.~CE 2018-12, ELECTION ORDINANCE PRESCRIBING THE MANNER OF HOLDING THE NOVEMBER 6, 2018 GENERAL ELECTION AND PROVIDING POLLING LOCATION FOR ELECTION - 1ST READING & PUBLIC HEARING- pt Reading-Clara VanBlargan, City Clerk [Begin staff memo] Background To comply with City Charter Section 3.4, Subsection B, the Board of Commissioners must adopt an ordinance prescribing the manner of holding the General Election and Special Elections not BOARD OF COMMISSIONERS MEETING MINUTES SPECIAL MEETING August 28, 2018 Page5of7 inconsistent with its provisions and providing the polling location for such Elections. The Board of Commissioners adopted Ordinance 2018-09 on August 20, 2018 placing ten (10) Charter amendments on the November 6, 2018 General Election ballot for the City of Madeira Beach voters to decide on. The charter amendments that are approved by the voters in November will become effective immediately and any that do not pass will not take effect. In accordance with City Charter Section 3 .4, Subsection B, the Board of Commissioners is authorized to designate the Pinellas County Canvassing Board to serve as the Canvassing Board for the City of Madeira Beach and that Board will canvass the Election for the City in November 6, 2018 General Election. The Canvassing Board will certify all tests of election equipment and canvass absentee ballots and provisional ballots. The Canvassing Board will certify the results and the Board of Commissioners will meet following the certification for the purpose of declaring the results of the election. The polling locations for the City of Madeira Beach voters to vote in the November 6, 2018 General Election are as follows: • Precinct 415 - Madeira Beach Municipal Building, City Centre Room, 300 Municipal Drive, Madeira Beach, Florida; • Precinct 301 - Faith Community Church of Seminole, 11501 Walker Avenue, Seminole, Florida 33772 . • The Board of Commissioners approved the Contract on August 14, 2018 with the Pinellas Supervisor of Elections for their assistance in conducting the General Election. Fiscal Impact The fiscal impact of approving Ordinance 2018-12 is the cost of advertising for second reading and public hearing. The estimated cost of placing the ten (10) proposed charter amendments on the November 6, 2018 General Election ballot and the Supervisor of Elections assistance in that election is $3,350.74. Recommendation The recommendation is for the Board of Commissioners to approve first reading of Ordinance 2018-12, prescribing the manner of holding the General Election and providing for the polling location for the election. [End staff memo] City Clerk Clara V anBlargan read Ordinance 2018-12 in its entirety to explain the item: ORDINANCE 2018-12 AN ORDINANCE OF THE CITY OF MADEIRA BEACH, FLORIDA, CALLING FOR A GENERAL MUNICIPAL ELECTION ON NOVEMBER 6, 2018 FOR PLACING TEN (10) BOARD OF COMMISSIONERS MEETING MINUTES SPECIAL MEETING August 28, 2018 Page 6 of7 CHARTER AMENDMENTS ON THE BALLOT FOR THE MADEIRA BEACH VOTERS TO DECIDE ON; PROVIDING FOR PUBLICATION; AUTHORIZING ELECTION EXPENDITURES; IDENTIFYING THE PI~'ELLAS COUNTY CANVASSING BOARD AS THE CANVASSING BOARD FOR THE NOVEMBER 6, 2018 GENERAL ELECTION; AUTHORIZING FOR A RUN-OFF ELECTION, IF NECESSARY; PROVIDING FOR REPEAL OF ORDINA.""JCES OR PARTS OF ORDINA.l~CES IN CONFLICT HEREWITH TO THE EXTENT OF SUCH CONFLICT; AND PROVIDING FOR AN EFFECTIVE DATE. NOW, THEREFORE, BE IT ORDAINED BY THE BOARD OF COMMISSIONERS OF THE CITY OF MADEIRA BEACH, FLORIDA: SECTION 1. An Election shall be held in the City of Madeira Beach, Florida on Tuesday, November 6, 2018, for the purpose of City of Madeira Beach voters to vote on ten (10) charter amendments. SECTION 2. In accordance with City Charter Section 3.4, Subsection B, the Board of Commissioners shall designate the Pinellas County Canvassing Board to serve as the Canvassing Board for the City of Madeira Beach. The Canvassing Board shall certify all tests of election equipment and shall canvass absentee as well as provisional ballots. The actions of the Canvassing Board shall be reported to the Board of Commissioners at its next meeting following the election. The Board of Commissioners shall meet following the certification for the purpose of declaring the results of said election. SECTION 4. In the event of a run-off election is necessitated for a particular charter amendment; the run-off election will be held the second Tuesday in December. SECTION 5. The polling locations for City of Madeira Beach voters to vote in the November 6, 2018 General Election are as follows: • Precinct 415 - Madeira Beach Municipal Building, City Centre Room, 300 Municipal Drive, Madeira Beach, Florida; • Precinct 301 - Faith Community Church of Seminole, 11501 Walker Avenue, Seminole, Florida 33772. SECTION 7. All Ordinances or parts of Ordinances in conflict with the provisions of this Ordinance be hereby repealed insofar as the same affect this Ordinance. SECTION 8. This Ordinance shall take effect immediately upon adoption in the manner provided by law. The Mayor opened to public comment. Rees Noran, 363 Medallion Blvd., said when it was proposed to have the referendum on the November 6th ballot he was against it and now today he learned that the cost ofdoing that is $3,300. BOARD OF COMMISSIONERS MEETING MINUTES SPECIAL MEETING August 28, 2018 Page7 of7 That money should go toward the cost of the recycling program instead ifrecycling is worth doing and some company should be able to come up with a way to make that profitable. He suggested that the Charter Amendments be placed on the March ballot instead. Robert Preston, 425 S. Bayshore Drive, spoke in opposition of the ordinance placing the amendments on the November ballot. He said some of the amendments are reasonable but the amendment paying for attorney fees for Commissioners regardless of fault found in a Court action is ludicrous because if a Commissioner is found guilty they should be the one paying the Court costs and not the City. The supermajority amendment is ludicrous because that would be 80% of the Commission and that forms the opinion that the Commission is only trying to hinder any movement for improvement within the City. More thought needed to be given to the amendments and more community input is needed. Mr. Preston stressed the importance of changing the meeting times to 7:00 p.m. to allow for more attendance. Vice-Mayor Weinstein made comment to the time of day the meetings are held. She said the Commission voted on the ordinance so that the voters could vote for or against the charter amendments. There is an opportunity for people to read the issues and decide on how they want to vote. Commissioner Oakley made a motion to approve Ordinance 2018-12. Vice-Mayor Weinstein seconded the motion. ROLL CALL: Commissioner Oakley "YES" Vice-Mayor Weinstein "YES" Commissioner Hodges ''NO" Mayor Black ''YES" The motion carried 3-1. A. ADJOURNMENT Mayor Black adjourned the meeting at 2:26 p. m. Mafttj:!-· f!;1ack- M•ggi Black, Clara VanBlargan, MMC, MSM, City Clerk ,. .. . ..