Board of Commissioners Workshop Agenda

THE CITY OF MADEIRA BEACH, FLORIDA PUBLIC NOTICE BOARD OF COMMISSIONERS WORKSHOP MINUTES MAY 29, 2013 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, MAY 29, 2013 CONFERENCE ROOM NOTE CHANGE IN TIME CALL TO ORDER: The Meeting was called to order at 2:00 p.m. ROLL CALL MEMBERS PRESENT: Travis Palladeno, Mayor Terry Lister, Vice-Mayor Nancy Hodges, Commissioner District 2 Elaine Poe, Commissioner District 3 MEMBERS ABSENT: Pat Shontz, Commissioner District 4 STAFF PRESENT: Shane Crawford, City Manager (CM) Thomas Trask, City Attorney {CA) Vince Tenaglia, Finance Director (FD) Dave Marsicano, Central Services Director (CSD) Aimee Servedio, City Clerk {CC) APPROVAL OF THE AGENDA CM Crawford asked if Item Mwas moved to the top of the agenda. Consensus: Approved 1. TOPICS: M. DISCUSSION ON MEMORANDUM OF UNDERSTANDING ENCROACHMENT AREA OF 1443 SQURE FEET FOR A NEW PROPOSED FIRE STATION City Manager CM Crawford: Library Board has approved the negotiation. The optimal location to build the new Fire Station encroaches on the Library's property around 1,400 square feet. It doesn't impose on utility, parking, etc., only the property the library owns. This would give the City the 1,400 sq feet and CM Crawford assures that the new survey has been done. This will be an addendum to the existing lease which is 45 years, that ends in 2016, with a automatic 50 year lease {auto renewal) that the City as the one who provides the lease cannot refuse {which is fine because the city wants the library).  A. PRESENTATION ON UNDERGROUND UTILITIES PROJECT CPWG CM Crawford: Would take approximately 4 years to complete and would only inconvenience Gulf Blvd once instead of twice. LAP Certification with FOOT will make the project less costly. Project will cost around ten million dollars, but that is a worst case scenario. The question is if the commission wants to move forward with the 9.3 million dollar project. CM Crawford's old estimate was around 40 million. Easements are the vital aspect of this project and wilt make or break the success of the whole operation also the residents need to be on-board. That is the initial phase of the project and those must be • procured in order to progress. Presentation by Steve Tart with from CPWG. He broke down the phases in 4 different years. LAP= Local Agency Program. This gives the contract and the power of supervision to the City of Madeira Beach instead of FOOT. They provide the funding, but the city runs it. The Utility boxes that will be the access point to the underground utilities come in two sizes. The larger one is 5ft by 5 ft and the smaller one is 5 feet by 3 feet. Landscaping would be done around that. This is a turnkey job and everything will be restored the way it was. Lights and safety concerns will be addressed. FOOT will operate on 'work on a lane and have the other ones open". Resurfacing will work on that same premise. CM Crawford & FD Tenaglia will devise a couple of funding options and bring it to the BOC in the next 30 days. After that is completed FOOT needs to know within the next 2-3 months (as of 5-29-13) after the project is approved by the City of Madeira Beach. VM Lister: Project all residents wanted, but it was out of reach unless taxing the citizens. Consensus by the BOC to allow the CM and FD explore funding options for this project. B. UPDATE ON CITY SEAWALL PROJECT Dave Marsicano CSD Marsicano: This is in response from the monitoring and taking stock of the seawalls as determined from moving North to South throughout Madeira Beach. There has been a delay on getting information for the large (substantial) waterlines that pass undemeath the city easements locations. Pinellas County informs Madeira Beach of where they are, but not how deep they are in the ground. The city will determine if and where anymore walls need to be fixed during the monitoring process. 13359 Boca Ciega & 441-443 120111 - Walls that need repair 131 st Ave- Electrical issue that need to be fixed Also there will be a repair of the storm water drains. These projects & repairs came in at budget. C. DISCUSSION ON CLEANUP OF WEST SIDE OF PELICAN LANE IN JOHNS PASS VILLAGE Commissioner Shontz Refer to next workshop. CM & CSD will work on trash containment in between now and then. D. DISCUSSION ON SIDEWALK ON PELICAN LANE AND PAVING PROJECT UPDATE City Manager CM Crawford: Madeira Beach will be putting in a sidewalk in the area that is cordoned off to show residents that a sidewalk will be installed as well as pave the roads that require paving. However, the city wants to cut down on redundancy and doesn't want to put in a sidewalk that is going to get tom up if there is going to be storm water maintenance. Reinforces that paving and sidewalks will be accomplished after it's determined that the storm water underneath is stable. There is a possibility of having a full time staff that cleans outfalls in the future and this will be determined after the city figures out a cleaning schedule. There is progress on the project, but it still might not occur unt~ fall. CM Crawford wants businesses to clean up dumpsters and aid in making the backside of buildings more presentable. Enforcing code and enacting cleaning standards will be more of a priority. VM Lister: Bee~ Trucks and other vendor vehicles will be idling on city roads because there is nowhere else to go. Furthermore, he wants the city to remain business-friendly. There isn't a parking crisis along Pelican Lane. There is a lot of pedestrian traffic and the lot isn't at capacity. Pavers might be used instead of actual paving. Deby Weinstein: People have been parking in other areas around Pelican Lane and don't receive tickets. She was wondering if any other parlcing options have been considered - besides paving the street Furthermore, would ffke to see bollards go up around 129'1 street and other streets that people park on. E. DISCUSSION ON CHARTER CHANGES FOR CITY CLERKS POSITION Commissioner Poe CM Crawford: Advises to talk one-on-one with each commissioner {with the City Clerk) outside of the meeting. Commissioner Poe: Agrees with CM. Enjoys Aimee's work and wants her to keep up what she is doing. Consensus: Move to next workshop. F. DISCUSSION ON COMMISSION LIAISON APPOINTMENTS City Manager The larger question: are liaisons needed? VM Lister was the liaison for the FL League of Cities and Mayor Paftadeno was the one for the planning commission. For example: The Mayor will be going to the Mayors Council & the CM.win be attending Civil Service Commission meetings. Is it necessary to have a liaison if they are going be to there? One will see from the agenda if something important will happen and if so, a commissioner will go to the meeting. Planning Commission will be attended if there is a substantial topic, which will be passed along by the CM {not the attendance, just that it should be attended). If the Library Board will be discussing something important then someone wiUgo, but not every time they have a meeting. BIG-C - Needs to be attended by the Mayor based on their rules. Other meetings will be on a case-by-case basis.  As long as the meetings are advertised, the city is covered and can choose to do what they please with the liaisons. CA Trask: Meetings need to be open to the public, advertised to the public, and the minutes taken. Then the city is set under the sunshine laws. It will be re-visited when policies established each year. This will be put on the calendar. Furthermore, the commissioners determined alternates if one cannot attend. G. DISCUSSION ON DONATION FOR ALL CHILDRENS HOSPITAL 5K RUN City Manager City will pay $100 for the 2013 year. CM wants to make it a $400 next year in the future. It is a good way to get the city's name out there. The $400 is a Gold Sponsorship. CONSESUS: YES H. DISCUSSION ON PRICES OF SIGNS FOR SOUTH BEACH PARK Vice-Mayor Lister CM Crawford: The sign that was originally desired for South Beach Park weren't feasible based on the inability of the structure that it was to be placed on to consistently hold it up. City will still utilize "guitar pick' signs that will rest on pedestals/stands rather than on buildings because they are more visible than on the buildings when driving up on Gulf blvd. Creating a pylon sign will identify the area better as well as be more visible. VM Lister: would like South Beach Park to be renamed to a more current and contemporary name. Maybe a "name that park contest" or staff can research potential names. CA Trask: Current provisions in the code refer to it as South Beach and so the code would need to be cleaned up somewhat CONSENSUS: Paint buildings and signs on the buildings first before creating new ones. This is a starting point and will improve from there. I. DISCUSSION ON FUNDING SOURCES FOR BEAUTIFYING FOOT ISLAND ON GULF BLVD Mayor Pal/adeno CM Crawford: Funding source is dependent on the rules for what can be done on that island. Madeira Beach can't put up palm trees on Gulf Blvd because of FOOT standards and too much ground cover. City has funds to put up greenery, but not just palms. The city can put in palm trees in that area, but they need to at least be 14 feet tall. Ground Cover is important because they are using solar panels and those cannot be covered. J. DISCUSSION ON RENEWAL OF AGREEMENT BETWEEN CITY OF MADEIRA BEACH AND CITY ATTORNEY TOM TRASK City Manager  Offered a contract with no increases & CM enjoys working with him a great deal. CONSESUS: Will be put on the next BOC meeting's agenda for approval. K. DISCUSSION ON DEBRIS CLEANUP AFTER A HURRICANE Fire Chief/Dave Marsicano There is a core public works staff that will come in and clean up after the hurricane. There is a county contract with a company, Ash Britt, which they have mutual agreement. The city employees will also be coming in. The city has a 4x4 Claw Truck that will aid in cleaning up the roads and removing debris. This company can come in first and make the roads passable for EMS and other city-sanctioned clean- up crews. There is a mutual use agreement with Ash Britt & County Worst case scenario: if a resident's house is destroyed, the city will aid them first and Ash Britt will take care of the streets. Wants to have a system where residents have hanging tags on their vehicles that will expedite re-entry to the city after a storm. The bridges are locked in a "down· position during a storm. There are tags registered to employees and business owners so they can get situated before tourists and other people. Tags will be used, but the Fire and Sheriffs Office will still want to check Ids. Anything over 40 mph, the bridges will be shut down. The city gave away around 100 sandbags at the community day event. That wasn't even a dent, but the city did make it available. Madeira Beach will not tum away or charge anyone from getting sandbags if they need it. L. DISCUSSION ON EMERGENCY OPERATIONS CENTER Fire Chief The Seminole Methodist Church, 5400 Seminole Blvd, will allow the Madeira Beach government to take up operations there if the city hall was destroyed by a hurricane or have to evacuate completely. Had to do it once since 2001, and it's a massive undertaking. Everyone will know their role in that situation. Movement of hard records is required. The current City Hall isn't hurricane rated and the new one will have it. Thus, records will not need to be moved. M. (ABOVE) N. DISCUSSION ON INTERLOCAL SERVICE AGREEMENT FOR TRAFFIC CONTROL SIGNALS AND RELATED SERVICES City Manager This is a reimbursement contract for the traffic signals agreement. This will be put on the next Board of Commissioners meeting. CONSENSUS: Yes to approve. 0. DISCUSSION ON ORDINANCE 2013-01; AMENDING ARTICLE 111 OF CHAPTER 62 OF THE CODE OF ORDINANCES. City Manager  CA Trask: Revenue sources for the new City Hall & Fire Station would come from public services tax and while reviewing the code, some issues were no longer legal. Telecommunications providers were to be assessed a fee and that would go to the state. The state would then divvy that fee out to the cities throughout the state. CA Trask removed this and added a new paragraph for issuance of the new bond and makes it purely legal. Put on the next meeting for approval. Commissioner Hodges: In "The Wave," some residents would have liked to see hurricane preparedness in that rather than just beach information. Furthermore, she commented on a story she saw on the news about how beautiful the new Recreation Center was in Largo. She suggested we might want to look into theirs before Madeira Beach undertakes theirs. 2. ADJOURNMENT This Board of Commissioners Workshop Meeting was adjourned at 3:49 p.m. Date Approved:_ _,,(p "':---..s.ll.._-__,,_ \,:;,, "=-- - ;;;;;;::-~ TllMs Palladeno, M8!'<)r Any person who decides to appeal any decision of the City Commission 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 in order to participate in this meeting should t.1II 727-391-9951 or fax a written request to 727-399-1131. POSTED: MARCH 8, 2013 THIS MEETING JS TELEVISED LIVE ON CHANNEL 16