Board of Commissioners Special Meeting

BOARD OF COMMISSIONERS MEETING MINUTES SPECIAL MEETING September 18, 2018 Page 1 of16 A special meeting of the City of Madeira Beach Board of Commissioners was held at 6:00 p.m. on September 18, 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 John Douthirt, Commissioner District 4 MEMBERS ABSENT: None CITY STAFF PRESENT: Jonathan Evans, City Manager Clara V anBlargan, City Clerk Ralf Brookes, City Attorney (absent) 1. CALL TO ORDER Mayor Black called the meeting to order at 6:00 p.m. 2. ROLLCALL City Clerk Clara V anBlargan called the roll. Commissioner Oakley asked to pull Agenda Item 8, Appointment to Civil Service Commission, due to more applications received that she had not seen yet. Vice-Mayor Weinstein agreed and suggested that the City Clerk advertise the vacancies with a submission deadline of September 28th and to bring the item back to the October 9th meeting. The City Clerk said she would do that. The Board consented. 3. ADDENDUM: PRESENTATION-RED TIDE UPDATE-INFORMATION ONLY - Jay Gunter, Regional Manager, DRC Emergency Services, Jonathan Evans, City Manager Jay Gunter, Regional Manager with DRC Emergency Services, reported an update on the Red Tide and their assistance in cleaning up the dead fish in Madeira Beach. City Manager Jonathan Evans said they are stationed in a conference room at City Hall, which helps in response time. He said because the red tide is having an impact on our community and the businesses it would be good to consider allowing suspension of the parking charges on all City owned lots until the water conditions improve and we can get information from Pinellas County that red tide is no longer with us. He had a conversation with the City Attorney today and he said if the Board is amenable to such an action the Board can give an administrative consensus authority to not enforce the charge for parking and then have a special meeting on September 25th to memorialize it by resolution. That will let people know we are still open for business. He could BOARD OF COMMISSIONERS ~IEETD.G MINUTES SPECIAL MEETING September 18, 2018 Page 2 ofl6 place an item on the agenda every meeting to allow for us if conditions improve to appeal the resolution and start charging for parking. Vice-Mayor Weinstein asked how long it would take to start advertising. The City Manager said signs can be up as early as tomorrow and then program the kiosk. By Friday at the latest notifications will go out by various means. Vice-Mayor Weinstein made a motion to suspend parking charges for all city-owned metered lots effective September 19th and for the City Manager to bring forward a resolution at a special meeting on September 25th to memorialize that. Commissioner Oakley seconded the motion. Mayor Black opened to public comment. Tom Edwards, protected address, asked if the City could also contact the cowity to see if it would also apply to the county parking lot. The City Manager said if the Board takes official action tonight other cities will follow, and he will notify the county about the action taken by the Board. Mayor Black closed to public comment. ROLL CALL: Vice-Mayor Weinstein "YES" Commissioner Hodges "YES" Commissioner Oakley "YES" Commissioner Douthirt "YES" Mayor Black "YES" The motion carried 5-0. Commissioner Hodges asked if there were any type of funding tor the merchants. The City Manager said there is funding available. The Governor has allowed for a low interest loan that is available for businesses impacted by the red tide. The City can post that information and links on the website. He will be meeting with a couple merchants tomorrow and will convey the information. 4. PUBLIC COMMENT Rees Noran, 363 Medallion Blvd., commented he was not in favor of a Charter Amendment that forces a public official to be a member of a private organization and one that is operated privately. Robert Preston, 425 S. Bayshore Drive, commented that the charter amendment forum was good last night. That should have been done before enacting an ordinance placing the Charter Amendments on the ballot. He stressed the importance of having all City meetings in the evening to allow more input. He said numbers do make a difference and compared to Board meetings of the former Commission this Board has too many meetings, which show dysfunction and that is not BOARD OF COMMISSIONERS MEETING MINUTES SPECIAL MEETING September 18, 2018 Page3 of16 acceptable because the Board seem to be micromanaging the City Manager by controlling items that the City Manager is responsible for. Ron Llauge~ 13231 Gulf Lane, told about a community meeting he recently attended by a developer wanting to develop in the City and the problems that neighbors would encounter from it. Doug Andrews, Madeira Beach, commented on the recently approved forensic audit for the City Marina and said the City has a Finance Department that should be doing an internal audit if there are problems instead of spending $50,000 on the forensic audit and not going out to bid. Vice-Mayor Weinstein said she had to leave by 7:00 p.m. to attend an event that is important to her. 5. ORDINANCE 2018-10, ESTABLISHING THE MILLAGE RATE FOR FISCAL YEAR 2019 - 2ND READING & PUBLIC HEARING - Walt Pierce, Finance Director [Begin staff memo] Background Information Florida Statute 200.065 requires the adoption of the Millage Rate by a separate vote and prior to the adoption of the budget. Further, this same statute requires that the name ofthe taxing authority, the rolled-back Millage Rate which for fiscal year 2019 is 2.0514 per $1,000, the percentage increase over the rolled-back Millage Rate, and the Millage Rate to be levied be publicly announced prior to adoption of the millage-levy ordinance. Fiscal Impact The Millage Rate to be levied for fiscal year 2019 shall be 2.2000 mills per $1,000. Recommendation Staff recommends adoption of Ordinance 2018-10 after second reading and public hearing. [End staff memo] City Clerk Clara V anBlargan read Ordinance 2018-10 in its entirety: ORDINANCE 2018-10 AN ORDINANCE OF THE CITY OF MADEIRA BEACH, FLORIDA, ESTABLISHING THE MILLAGE RATE FOR FISCAL YEAR 2019; PROVIDING AND ANNOUNCING THE NAME OF THE TAXING AUTHORITY, THE ROLLED-BACK MILLAGE RATE, THE PERCENTAGE INCREASE OVER THE ROLLED-BACK MILLAGE RATE, AND THE MILLAGE RATE TO BE LEVIED; PROVIDING FOR READING IN ITS ENTIRETY; AND PROVIDING FOR AN EFFECTIVE DATE. BOARD OF COMMISSIONERS MEETING MINUTES SPECIAL MEETING September 18, 2018 Page 4 of16 WHEREAS, Florida Statutes s. 200.065 requires the adoption of the millage rate by separate vote and prior to the adoption of the budget; and WHEREAS, Florida Statutes s. 200.065 requires that prior to adoption of the millage-levy ordinance, the following be publicly announced: the name of the taxing authority, the rolled-back millage rate, the percentage increase over the rolled-back millage rate, and the millage rate to be levied; and WHEREAS, in no event may the millage rate adopted exceed the millage rate tentatively adopted. NOW, THEREFORE, BE IT ORDAINED BY THE BOARD OF COMMISSIONERS OF THE CITY OF MADEIRA BEACH, FLORIDA: Section 1. The name of the taxing authority is the City of Madeira Beach. Section 2. The rolled-back millage rate for fiscal year 2019 is 2.0514 per $1,000. Section 3. The fiscal year 2019 proposed millage rate is 7.24% higher than the rolled-back rate. Section 4. The millage rate to be levied for fiscal year 2019 shall be 2.2000 per $1,000. Section 5. This ordinance shall become effective immediately upon its adoption. INTRODUCED A.'l"D ADOPTED by the Board of Commissioners of the City of Madeira Beach, THIS _ _ _ _ _ _ day of _ _ __ _ __ 2018. Finance Director Walt Pierce reviewed Agenda Item 5. Mayor Black opened to public comment. There were no public comments. Commissioner Hodges made a motion to adopt Ordinance 2018-10 after second reading and public hearing. Commissioner Oakley seconded the motion. ROLL CALL: Commissioner Hodges "YES" Commissioner Oakley "YES" Commissioner Douthirt "YES" Vice-Mayor Weinstein "YES" Mayor Black "YES" BOARD OF COMMISSIONERS MEETING MINUTES SPECIAL MEETING September 18, 2018 PageS of16 The motion carried 5-0; 6:34 p.m. 6. ORDINANCE 2018-11, ADOPTING THE BUDGET FOR FISCAL YEAR BEGINNING OCTOBER 1, 2018 AND ENDING SEPTEMBER 30, 2019 - 2No READING & PUBLIC HEARING- Walt Pierce, Finance Director [Begin staff memo] Background Information Each year the Board of Commissioners is presented with three versions of the upcoming Fiscal Year's Budget; a Proposed version, a Tentative version, and an Adopted version. This is a best practice process followed by municipal Finance Departments across the country that allows for staff and the Board to fully review and make changes to the document. The Proposed FY 2019 Budget was presented to the Board during the week of August 20, 2018. Since that time staff, the Budget Review Committee and the Board have had a chance to review the document and suggest changes to the Tentative version. In addition to minor grammatical and punctuation edits, the Ad Valorem amount was adjusted from $2,635,200 to $2,631,800, a decrease of$3,400 to the general fund revenue. This is due to a change in the property valuations between the May 31 st estimated notice and the July pt preliminary notice (from 1,260,840,536 to 1,259,207,650). This was the only budget amount changed since the FY 2019 Proposed Budget. For your information, attached are the millage and budget ordinances to be considered at the September 18th Public Hearing. Fiscal Impact All funds are balanced, and the Total FY 2019 Budget is $18,229,000. Recommendation Staff recommends adoption of Ordinance 2018-11, adopting the Budget for the fiscal year beginning October 1, 2018 and ending September 30, 2019, after second reading and public hearing. [End staffmemo] City Clerk Clara V anBlargan read the title and the "whereas" sections of Ordinance 2018-11 and Finance Director Walt Pierce read the budget summary part of the Ordinance: ORDINANCE 2018-11 AN ORDINANCE OF THE CITY OF MADEIRA BEACH, FLORIDA, ADOPTING THE BUDGET FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2018 AND ENDING SEPTEMBER 30, 2019; PROVIDING FOR READING IN ITS ENTIRETY; AND PROVIDING FOR AN EFFECTIVE DATE. BOARD OF COMMISSIOKERS MEETING Mll\'1;'TES SPECIAL MEETING September 18, 20 I 8 Page 6 ofl6 WHEREAS, Florida Statutes s. 166.241 requires the adoption of a budget each fiscal year; and WHEREAS, the amount available .from taxation and other sources, including balances brought forward from prior years, must equal the total appropriations for expenditures and reserves; and WHEREAS, at a minimum, the adopted budget must show for each fund, as required by law and sound financial practices, budgeted revenues and expenditures by organizational unit which are at least at the level ofdetail required for the annual financial report required under s. 218.32(1); and WHEREAS, the adopted budget must regulate expenditures of the municipality, and an officer of a municipal government may not expend or contract for expenditures in any fiscal year except as pursuant to the adopted budget; and WHEREAS, the City of Madeira Beach Tentative Fiscal Year 2019 Budget is balanced; is presented at the level of detail required to file the annual financial report; and shall regulate expenditures of the City for the period beginning October 1, 2018 and ending September 30, 2019; NOW, THEREFORE, BE IT ORDATh"'ED BY THE BOARD OF COMMISSIONERS OF THE CITY OF MADEIRA BEACH, FLORIDA: Section 1. The fiscal year 2019 budget shall be governed by the following funding sources and uses: FUNDING SOURCES: GOVERNMENTAL M"ll PROPRIETARY FUNDS GOVER"'ME1''TAL FUNDS: General Fund Ad valorem tax (millage rate 2.2000) $2,631,800 Charges for service 307,000 Contributions from enterprise operations 96,400 Culture and recreation 382,000 Fines and forfeitures 25,000 Franchise fees 494,800 Intergovernmental 1,446,900 Investment earnings 45,000 Licenses and permits 152,900 Miscellaneous 178,700 Parking enforcement 1,708,600 Shared revenue from other local units 659,900 State grants and reimbursements 500,000 BOARD OF COMMISSIONERS MEETING MINUTES SPECIAL MEETING September 18, 2018 Page7 of16 Utility service taxes 753,000 Non-operating sources: Inter-fund transfers (Archibald & Building Funds) 281,200 BP Lawsuit settlement (committed fund balance) 271,600 Total funding sources $9,934.800 Local Option Sales Tax Fund Investment earnings $8,000 Local option taxes 451,200 Total funding sources $459,200 Archibald Fund Investment earnings $1,000 Parking enforcement 343,300 Rents and royalties 72,000 Restricted fund balance 61,600 Total funding sources $477,900 Building Fund Charges for service $706,500 Investment earnings 1,500 Total funding sources $708,000 Gas Tax Fund Intergovernmental $49,900 Local option taxes 63,600 Total funding sources $113,S00 Debt Service Fund Inter-fund transfer (debt service) $1,038,700 Inter-fund transfer (fund balance) 279,500 Total funding sources $1,318,200 PROPRIETARY FUNDS: Sanitation Fund Charges for service $1,365,000 Investment earnings 5,000 Unrestricted fund balance 200 Total funding sources $1,370.200 Stormwater Fund Charges for service $690,000 Investment earnings 51,500 BOARD OF COMMISSIONERS MEETING MIKUTES SPECIAL MEETING September 18, 2018 Page 8 of16 State grants and reimbursements 500,000 Unrestricted fund balance 156,100 Total funding sources $1,397,600 Marina Fund Charges for service S2,447,700 Investment earnings 1,900 Total funding sources $2.449,600 TOTAL FUNDING SOURCES: GOVERNMENTAL AND PROPRIETARY FUNDS $18.229.000 FU1'1>ING USES: GOVERI,'MENTAL A.!."lD PROPRIETARY Fl,~S GOVER...~ENTAL FUNDS: General Fund Operating uses: City Manager's Office $569,900 Legal Services 149,000 Community Development 422,200 Finance 466,800 City Clerk 285,800 City Commission 66,000 Non-Departmental 596,900 Public Works 335,100 Fire/EMS 1,636,800 Law Enforcement 1,276,600 Parks 111,200 Recreation 903,000 Parking Enforcement 319,500 John's Pass Village 162,300 Non-operating uses: Capital improvements and vehicle replacements $696,600 Debt Service Fund committed balance 279,500 FEMA flood mitigation program 500,000 General Fund committed balance 279,400 Inter-fund transfer (debt service expenditures) 839,800 Unassigned balance 38,400 Total funding uses $9,934,800 Local Option Sales Tax Fund Capital outlay $260,000 Inter-fund transfer (debt service expenditures) 198,900 BOARD OF COMMISSIONERS MEETING MINUTES SPECIAL MEETING September 18, 2018 Page 9 of16 Restricted balance 300 Total funding uses $459,200 Archibald Fund Operations 191,100 Capital outlay 95,000 Inter-fund transfer (general fund expenditures) 191,800 Total funding uses $477,900 Building Fund Personnel $322,500 Operations 105,200 Inter-fund transfer (general fund expenditures) 89,400 Restricted balance 190,900 Total funding uses $708.000 Gas Tax Fund Operations $89,500 Restricted balance 24,000 Total funding uses $113,500 Debt Service Fund Debt service $1,038,700 Committed balance 279,500 Total funding uses $1,318.200 PROPRIETARY FUNDS: Sanitation Fund Personnel $477,600 Operations 780,600 Capital outlay 112,000 Total funding uses $1,370.200 Stormwater Fund Personnel $267,600 Operations 135,300 Capital outlay 495,000 Debt service 499,400 Restricted balance 300 Total funding uses $1,397,600 Marina Fund Personnel $240,700 Operations 2,055,300 Debt service 96,400 BOARD OF COMMISSIONERS MEETING MINUTES SPECIAL MEETING September 18, 2018 Page 10 of16 Restricted balance 57,200 Total funding uses $2,449.600 TOTAL FlJNDING USES: GOVER.i~MENTAL A:.~DPROPRIETARYFUNDS $18.229.000 Section 2. Total funding sources and uses include fund balance reclassifications, which are appropriated for governance purposes but represent neither revenues nor expenditures. Section 3. Total funding sources and uses include inter-fund transfers, which are appropriated for governance purposes but represent neither revenues of the Debt Service Fund nor expenditures of the General Fund. Section 4. Total funding sources and uses will be amended as of October 1, 2018 to include encumbered balances legally reserved as of September 30, 2018 {i.e., balances not otherwise limited per Section 10.6 of the City Charter). Section 5. This ordinance shall become effective immediately upon its adoption. INTRODUCED A.~D ADOPTED by the Board of Commissioners of the City of Madeira Beach, THIS _ _ _ _ _ _ dayof _ _ _ _ _ _ _ _ 2018. The City Manager explained he would like to update the Board on the fiscal impact associated with Amendment 1 to be presented to the voters at the General Election on November 6. The fiscal impact here in Madeira Beach is projected to be about $54,000 and staff would like to bring forward a more comprehensive report to the Board that will be part of the meeting on September 25th• The City would like to educate the voters on Amendment 1 and what the impact will be before casting their ballot. Finance Director Walt Pierce reviewed Agenda Item 6. Commissioner Douthirt asked regarding the dollar amount reported for general fund revenue how would the suspension of parking fees impact the FY 2018 and the FY 2019 budget. The City Manager explained that because of red tide we are getting next to nothing regarding metered revenue collections. There are monies available in the budget to mitigate against any type of shortfall but if there is an elongated period, that would come back to the Board for a transfer request out of fund balance. We are so reliant on the parking revenue that when we have this type ofissue it puts us in a precarious situation as a City. Staff will monitor and if it goes longer than a week or two an update will be provided to the Board. Commissioner Douthirt said according to Mr. Gunter and the television, red tide could possibility last 17 months, which is a lot of revenue to lose. Currently, we are looking at Sl.7 million in revenue loss and if it goes on for another four or five months, we are in a world of hurts. Director BOARD OF COMMISSIONERS MEETING MINUTES SPECIAL MEETING September 18, 2018 Page 11 of16 Pierce said during the months of June, July, and August, the City has been breaking record in parking revenue collection. Commissioner Douthirt commented the City needed to figure out how to be prepared and adjust accordingly. The City Manager explained there will be an item on each ofthe agendas to give an update on what the fiscal impact is. Director Pierce said that is the reason for striving to have a healthy fund balance. Commissioner Douthirt said he asked since last year for a list of totals of what it would cost the City for cell phones, t-shirts etc. so he does not have to go through every department budget trying to figure that out. Director Pierce said he can add a summary to the back of the adopted budget book at least for the general fund showing the totals. Vice-Mayor Weinstein asked the Finance Director ifhe had a comparison ofwhat July and August parking fee revenue totals were in 2017 versus that of July and August 2018. Director Pierce said he will provide that to the Board. Mayor Black opened to public comment. There were no comments by the public. Vice-Mayor Weinstein made a motion to adopt Ordinance 2018-11, adopting the Budget for the fiscal year beginning October 1, 2018 and ending September 30, 2019, after second reading and public hearing. Commissioner Oakley seconded the motion. ROLL CALL: Vice-Mayor Weinstein "YES" Commissioner Oakley "YES" Commissioner Hodges "YES" Commissioner Douthirt "YES" Mayor Black "YES" The motion carried 5-0; 6:55 p.m. 7. ORDINANCE 2018-12, ELECTION ORDINANCE PRESCRIBING THE MANNER OF HOLDING THE NOVEMBER 6, 2018 GENERAL ELECTION AND PROVIDING POLLING LOCATION FOR ELECTION - 2nd READING & PUBLIC HEARING - Clara VanBlargan, City Clerk [Begin staff memo] Background The Board of Commissioners approved the first reading of Ordinance 2018-12 on August 28, 2018. Advertisement for second reading and public hearing was advertised on August 31, 2018. 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 MEETIXG MINUTES SPECIAL MEETING September 18, 2018 Page 12 ofl6 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 adopt Ordinance 2018-12, prescribing the manner of holding the General Election and providing for the polling location for the election, after second reading and public hearing. [End staff memo] City Clerk Clara VanBlargan read Ordinance 2018-12 in its entirety to explain the item: ORDIN~~CE 2018-12 AN ORDINANCE OF THE CITY OF MADEIRA BEACH, FLORIDA, CALLING FOR A GENERAL MUNICIPAL ELECTION ON NOVEMBER BOARD OF COMMISSIONERS MEETING MINUTES SPECIAL MEETING September 18, 2018 Page 13 ofl6 6, 2018 :FOR PLACING TEN (10) CHARTER AMENDMENTS ON THE BALLOT FOR THE MADEIRA BEACH VOTERS TO DECIDE ON; PROVIDING FOR PUBLICATION; AUTHORIZING ELECTION EXPENDITURES; IDENTIFYING THE PINELLAS 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 ORDINANCES OR PARTS OF ORDINANCES 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 ofthe 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; • Precinct301-FaithCommunityChurchofSeminole, 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. BOARD OF COMMISSIONERS MEETP.-lG MD,,'UTES SPECIAL .MEET.JJl,,G September 18, 2018 Page 14 of16 The Mayor opened to public comment. Robert Preston, 425 S. Bayshore Drive, commented that last night was the first time a public forum was held on the Charter Amendments that allowed for a question and answer period. That type of meeting should have taken place from the beginning before placing Amendments on a ballot referendum. Rees Noran, 363 Medallion Blvd., commented that last night's meeting was great and that we needed more of them. It allowed people to express their questions and the answers were provided as much as possible. The "why'' or "impact" to the amendments was missing from the answers. There should have been more education on that. Communication needs to be improved for it is difficult to find things on the City's website. A sunshine meeting should be emphasized and not minimized. The City needs to advertise and communicate more. Mayor Black closed to public comment. Vice-Mayor Weinstein said she attended last night's forum and it was a good exchange ofthoughts. The work on the Charter Amendments was excellent. The meetings were properly noticed and everyone at the City, including the Board of Commissioners could have shared with any citizen a desire for them to come to those meetings. It is a good process and it is the responsibility of the voters to get out and vote. Commissioner Douthirt commented people have said that we should have meetings early to inform people about what this is all about. From a history standpoint, ifthis would have started last March or April, people would have forgotten by now. For people to understand what is going on it is better to have the meetings closer to the time. The City Manager announced that there will be at least one more forum or two on the Charter Amendments. Mayor Black said some of the Charter Review Committee meetings were at least three hours long and that shows dedication and hard work. Vice-Mayor Weinstein left the meeting at 7:04 p.m. before the vote. Commissioner Oakley made a motion to adopt Ordinance 2018-12 after second reading and public hearing. Commissioner Douthirt seconded the motion. ROLL CALL: Commissioner Oakley "YES" Commissioner Douthirt "YES" Commissioner Hodges "YES" Mayor Black ''YES" BOARD OF COMMISSIONERS MEETING MINUTES SPECIAL MEETING September 18, 2018 Page 15 ofl6 The motion carried 4-0. 8. APPOINTMENT TO CIVIL SERVICE COMMISSION - Clara VanBlargan, City Clerk Agenda Item 8 was pulled from the agenda. 9. REDINGTON FIRE SERVICES CONTRACT VERBAL PRESENTATION - INFORMATION ONLY - Derry/ 0 'Neal, Fire Chief & Jonathan Evans, City Manager [There is no staff memo for this item] City Manager Jonathan Evans reported on Agenda Item 9. He said the City of Madeira Beach and Seminole have been providing fire suppression services to the Redington communities and the agreement dates to year 2000. Currently the City is in conversations with the Redington communities and they have expressed desire to renew the contract for a period of ten years with an option to renew for an additional ten years. Based on the data that staff has obtained, on an average we respond to calls there between Seminole and the City of Madeira Beach about one and half times per day. Most calls are related to emergency medical services but occasionally to fire calls. The desire of Seminole is to execute the contract with no modifications and tweaks to the existing contract. The amount of monies to provide the services remain the same. If we were not to provide services to the Redington communities we would still need the same number of firefighters, paramedics and the same type of apparatus. There is an inflation provision in the agreement that is consistent with the U.S. Department of Labor price index for the Tampa Bay region and that is an annual cost adjustment not to exceed 5%. Staff recommended that the Board enter into a long-term contract with the Redington communities for the provisions of fire services. The contract, if executed puts the City in a very good position and to staff Station 26, which will be under construction shortly. Staffreally does not have concrete numbers to provide to the Board, so staff is recommending bringing the contract to the Board with an approval of a comprehensive study to learn the true costs of providing services here in Madeira Beach and to see what fire services would look like in the next three to five years and what the cost of that would be. The City Manager addressed questions from the Board. Commissioner Douthirt said they were told the $243,000 in the original contract had remained the same for over 20 years. The City Manager explained that the amount has incrementally gone up based on the escalator provided for in the contracts. Both Seminole and the City of Madeira Beach are currently receiving $250,000 to provide services and that amount was lower in the past. Mayor Black opened to public comment. Tom Edwards, protected address, asked if the City would be doing the plan review for new construction. Fire Inspector Clint Belk said the City of Seminole is contracted to do that service for them. BOARD OF COMMISSIONERS MEETING MINUTES SPECIAL MEETING September 18, 2018 Page 16of16 Robert Preston, 425 S. Bayshore Drive, commented on the item and said the City needed a quick response vehicle that can be easily replaced instead of running up and down the road in an unnecessary million-dollar piece of equipment. 10. ADJOUlt.1'j'l\rlENT Mayor Black adjourned the meeting at 7:26 p. m. Clara VanBlargan, MMC, MSM, City Clerk 'y~ ~. ... •l '~: