Board of Commissioners Workshop Agenda Setting Meeting

BOARD OF COMMISSIONERS MEETING MINUTES AGENDA SETTING WORKSHOP MEETING April 18,2017 Page 1 of7 An Agenda Setting Workshop Meeting of the City of Madeira Beach Board of Commissioners was held at 2:00 p.m. on April 18, 2017 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 John Douthirt, Vice Mayor/Commissioner District 4 Terry Lister, Commissioner District 1 Nancy Hodges, Commissioner District 2 Nancy Oakley, Commissioner District 3 CITY STAFF PRESENT: Shane Crawford, City Manager Cheryl Crawford, City Clerk Tom Trask, City Attorney Dave Marsicano, Public Works/Marina Director Doug Andrews, Recreation Director A. CALL TO ORDER Mayor Black called the meeting to order at 2:01 pm. B. ROLLCALL The City Clerk called the roll and all Commission members were present. Mayor Black she was unfamiliar with the format of the meeting. Mr. Crawford responded that they typically run through the agenda. If she wanted topics added or subtracted the Commission will discuss it. They are simply talking about which items will be on next week's meeting agenda. On items that they are not familiar with he will have a staff member provide background information. This is the Commission's opportunity to set their meeting agenda. There have been numerous requests to start the meeting at 6:00 PM. Right now, the meeting is set to start at 2:00 PM. Mayor Black responded that they already decided to start the next few meetings at 2:00 PM. Vice-Mayor Dourthirt requested that next week's meeting be held on Wednesday instead of Tuesday. Mr. Crawford indicated that it is hard to get the City Attorney at the meeting if they change the date because he oversees other cities as welt. He commented that he is not sure if his Wednesday 2:00 PM timeslot is open either. If the Commissioner wanted to hold the agenda setting meeting he suggested that they schedule it before the BOC meeting, so staff would have two weeks to get all required information together. Mr. Lister commented that he had a standing appointment on Wednesday night. Commissioner Oakley she was good with Wednesday. Mr. Crawford said a lot of people are used to having the meeting on Tuesday and may not be able to make it on Wednesday. Mayor Black said that they should keep it on Tuesday since it is already scheduled for that day. C. TOPICS 1. COMMISSION RULES AND PROCEDURES POLICY HANDBOOK BOARD OF COMMISSIONERS MEETING MINUTES AGENDA SETTING WORKSHOP MEETING April 18, 2017 Page 2 of7 Mayor Black asked if the Commission wanted to keep the item on the next week's agenda. Commissioner Oakley said she would like to have a meeting to go over the handbook. Commissioner Lister asked Commissioner Oakley if she was requesting a separate workshop and Commissioner Oakley confirmed so. Commissioner Lister said this item will be off next weeks agenda. 2. DISCUSSION ON FOURTH OF JULY CITY EVENT - Shane B. Crawford, City Manager - Doug Andrews, Recreation Director Mr. Crawford said this year the Fourth of July event is on a Tuesday and staff is recommending that the event be held on Tuesday. An anonymous donor provided $5,000 to offset the cost of fireworks and the barge. However, the $5,000 has been pulled. There options are to take $5,000 out of the actual show or appropriate $5,000 from the budget. Last year's show was the best they had in five years. They are contracted with the same company. Mayor Black asked if they should have the Fourth of July City event on next week's agenda. Vice-Mayor Douthirt commented that this should stay on the agenda because they are getting close. The Commission concurred. 3. WAIVER OF FEES FOR THE BONE FISHING TOURNAMENT - Shane Crawford, City Manager Mr. Crawford commented that the Bone Fishing Tournament is soon approaching, and the question is whether the commission will waive the fees. Mayor Black asked the date of the Bone Fishing Tournament. Mr. Crawford said in early June. Mayor Black noted that this is an easy thing to do so they should keep it and the Commission agreed. 4. DISCUSSION ON FEMA GRANTS - Marci Forbes, Planning Consultant Mayor Black asked the City Manager for more information. Mr. Crawford said Marci Forbes is in the audience and can give a brief explanation of this item. Ms. Forbes said she is a senior project engineer with Deuel Engineering and Associates and she manages the FEMA grants and has two contract modifications and amendments that will come before the BOC. She felt that the workshop would be a great time to inform the Commission of how the grants come down from the Federal and State levels. Commissioner Oakley asked if this is a time sensitive issue. Ms. Forbes that it is. 5. FEMA 50% SUBSTANTIAL IMPROVEMENT REQUIREMENT Commissioner Lister said he was good keeping it on the agenda. He asked if they were keeping it at 50% substantial improvement. Ms. Forbes said she is covering items 4, 5 and 7. On number 5 they wanted to take this opportunity to workshop the topic. FEMA has a 50% substantial improvement requirement keeps popping up. It is not time sensitive. BOARD OF COMMISSIONERS MEETING MINUTES AGENDA SETTING WORKSHOP MEETING April 18,2017 Page 3 of7 Commissioner Lister suggested that they leave it off if it is not time sensitive. 6. DISCUSSION OF WORKOUT FACILITY USAGE Commissioner Oakley commented that it is not time sensitive, so it can be put on another meeting. The commission agreed to take it off the agenda. 7. CRS (COMMUNITY RATING SYSTEM) Ms. Forbes said that there were some questions about the CRS program and she felt that this would be a great opportunity to discuss it. They wanted to get it out to the community as whole, however it is not time sensitive. Mayor Black suggested that they put it off until the next work shop. 8. FORMAT AND LOCATION OF WORKSHOP MEETINGS Mayor Black commented that this item needed to be on the workshop agenda. The commission agreed. 9. FACADE FOR THE STAGE ADJACENT TO THE RECREATION BUILDING Commissioner Lister said he worked with Mr. Andrews on this project and does not believe there is enough money in this year's budget to do it. He would like to take it off the agenda. 10. UPDATE ON SB330 AND LIMITING THE AMOUNT OF LOCAL B45 TAX BACK TO $25 - Shane B. Crawford, City Manager Mayor Black said she did not know what this item is and asked for an explanation. Commissioner Lister said it is a bill that is currently going through the State Legislature regarding and it is about business tax. Mr. Trask commented that a number of years ago a lawyer attacked the occupational license making the argument that lawyers should not have to pay this tax. The lawyers lost. The occupational license name changed a few years ago to classify it as a business tax and not a license. This bill is attempting to limit the City's ability to collect these taxes. Mr. Crawford said it will lower the tax to a point that it would not make sense to even try and collect it. He would like the ability to opt out of collecting it because it would drop from a $75,000-line item to about a $15,000-line item. Mayor Black commented that they should keep it on the agenda. 11. DISCUSSION ON AMENDING 6-2 OF THE CODE TO CHANGE ALCOHOL SALES FOR RESTAURANTS ON SUNDAYS FROM 10 AM TO 8 AM DUE TO COUNTY CODE CHANGE - Shane Crawford, City Manager Mayor Black asked when the county code took effect. BOARD OF COMMISSIONERS MEETING MINUTES AGENDA SETTING WORKSHOP MEETING April 18,2017 Page 4of7 Mr. Crawford commented that the county code was adjusted to 8:00 O'clock on Sundays which allows cities to do the same. This is not time sensitive, but a lot of restaurants would like it to change. Mayor Black said they could discuss this item at the next meeting. 12. PERMANENT LIFETIME PARKING PASSES FOR BOC MEMBERS - Commissioner Lister Commissioner Lister said he would like to leave this item on the agenda. Mayor Black said it can be left on. 13. DISCUSSION ON AUTHORIZING EXPENDITURES FOR PURCHASE OF FORD EXPLORER . Derryl O'Neal, Fire Chief Mayor Black said they discussed this item in the last meeting and they needed to talk more about it. She suggested that it be left on the agenda. 14. DISCUSSION ON PLANNING COMMISSION VACANCY-Shane Crawford, City Manager Mayor Black said they should keep this one on. Mr. Crawford said this will be a fast item. They needed to fill the position vacated by David Laurence. 15. CONTRACT WITH VINCE TENAGLIA Mr. Crawford said they can remove this one. They could not come to a contract agreement. 16. DISCUSSION OF PERSONNEL REORGANIZATION Commissioner Oakley said she did not know why this item is under her because she is not going to reorganize anything. She suggested it be pulled off. Commissioner Lister agreed that it should be taken off. 17. DISCUSSION ON PACE PROCLAMATION - Maggi Black, Mayor Mr. Crawford said this is an issue that former Commissioner Ghovaee brought up. It can probably be eliminated since Mr. Ghovaee is no longer on the Commission. 18. DISCUSSION ON RECRUITMENT EFFORTS ON FINANCE DIRECTOR POSITION - Shane Crawford, City Manager Mayor Black said this item needs to be on the agenda. 19. BOCA CIAGA DRIVE AND AVENUE SIX WATER MAIN RELOCATION Mr. Crawford commented that this can be removed from the agenda. They have reached an agreement with the county. The county agreed to replace their pipes while the City is doing their work. 20. UPDATE ON CONTRACT TO UPDATE SIGN ORDINANCE Mr. Crawford said this was initiated by the fire commission and recommended by the attorney and manager because of legislation that effects sign ordinances. There was money that was put aside to have an attorney BOARD OF COMMISSIONERS MEETING MINUTES AGENDA SETTING WORKSHOP MEETING April 18, 2017 Page 5 of7 to redraft the sign ordinance. He does have the initial draft and staff is reviewing that document. It can be tabled for a month or two. He would like time to have staff and the attorney review it. The Commission agreed to take it off. 21. DISCUSSION ON PURCHASING A PUMP OUT BOAT- Shane Crawford, City Manager & Dave Marsicano, Public Works/Marina Director Mr. Crawford said this item is time sensitive. This was a grant that was obtained by former Commissioner Poe. Staff has discussed it and does not believe they need it. The grant is for an 80% match. If they are going to turn it down, they grant they need to do it now. The Commission agreed to keep it on the agenda. 22. DISCUSSION ON STATE APPROPRIATION REQUESTS - Shane Crawford, City Manager Mr. Crawford recommended that they keep this item on the agenda because it will be updated in the next 30-60 days. He said he and the ex-mayor went to the State and requested two appropriations. They need to watch the state budget process. Mayor Black asked Mr. Crawford to provide that information beforehand. Mr. Crawford said will get that information for the lobbyist and it should only take 30 seconds to update the Commission. 23. DISCUSSION REGARDING EXTENDING THE WEDNESDAY BEACH MARKET PAST THE MONTH OF MAY Mr. Crawford said this is their beach market and the request is to extend the time period beyond May. This is time sensitive. He mentioned that item 24 can be removed. 24. FIRE SUPPRESSION SYSTEM FOR NEW OBSERVATION PIER, AND STORAGE AREA UNDER CITY HALL - Doug Andrews, Recreation Director This item was removed from the agenda. 25. DISCUSSION OF RENEWABLE ENERGY Mr. Crawford explained that they have an internal committee and one citizen that has been discussing renewable energy options and how it can save the City money. There may be some items inserted into the budget in this regard. Mr. Crawford said he has four additional items. He said everyone has been talking about the referendum issue and development. He believes that they should hire an independent attorney to analyze the issue. If they put development on a referendum they need to know if they are putting themselves in a liable position with the two developers who have been approved twice. He feels that it is at least important to know. They can have their own attorney issue a legal opinion, but if he feels that his opinion is biased then an outside attorney should be consulted. Commissioner Lister said he is always open to more knowledge. Mayor Black said she is good with that. Mr. Crawford said workshops needed at least a week before to allow staff time to get information together. BOARD OF COMMISSIONERS MEETING MINUTES AGENDA SETTING WORKSHOP MEETING April 18, 2017 Page 6 of 7 Commissioner Oakley said she did not like idea of having it before the BOC meeting. She said they should not be discussing items in the future right before they go into a meeting. She believes that they can find out on a calendar to help coordinate these meetings better. Mayor Black suggested that they put it on the workshop to discuss. Mr. Crawford responded that they don't need to do it right before the BOC meeting but could find another time. He then mentioned that another item to discuss is the rumor of eliminating the building department and what impacts this would have. There are about four or five employees that would be impacted. They would need to contract this out with someone else. Mayor Black said it is just a rumor and does not need to be on the agenda. Mr. Crawford said they should discuss the ad hoc committees to provide greater structure. This could be part of item one as part of the policies. Vice-Mayor Douthirt said there could be a budget committee and ordinance review committee. Mr. Crawford said they can put this on the next agenda. Mayor Black said they should put it on the agenda. Commissioner Oakley said this meeting is full and they should discuss this when they talk about the commission policy book. Mayor Black asked when they wanted to have the meeting. Mr. Crawford said staff can figure out a time and squeeze it into another meeting. The city attorney will need to be there. • Mr. Trask said he is available on the 16th at 2:00 pm. He said the Commission needed to make a motion to place these items on the next workshop meeting agenda. Commissioner Oakley said they needed to put the petition on the agenda as well. Mr. Trask said he would prefer the City to hire someone on the outside because people will question his bias. They could contract with from the Bryant Miller firm as they do a lot of this type of work. He mentioned that he could speak with someone from the Duane Draper office as well. Mayor Black said she would like him to look into this. Commissioner Oakley said she would like the website to be put out to bid as it looks horrible. She said they needed to have the Wave contract put out to bid. The current company is not listed as an active business. Mr. Crawford said this is possible, however they do have existing contracts and he will need to check to see if they are bound by the contracts. The website was part of an IT bid, so he'll have to look into it. They have a contract for the gym as well. Commissioner Oakley asked to have a copy of all three contracts by next week. Mr. Crawford said he can send this out to the Commission. Mayor Black requested a motion to approve the agenda. BOARD OF COMMISSIONERS MEETING MINUTES AGENDA SETTING WORKSHOP MEETING April 18, 2017 Page 7 of7 Commissioner Lister made the motion, Commissioner Hodges seconded the motion. Mayor Black asked if there were any comments from the public. A woman (no name given) said there is a big elephant in the room. She recommended that the Commission decide about the City Clerk and City Manager and that they needed to decide if they are going to keep them or fire them. Commissioner Oakley said she wanted to add Charter Officers to the agenda. ROLL CALL VOTE: Mayor Black "YES" Vice-Mayor Douthirt "YES" Commissioner Oakley "YES" Commissioner Hodges "YES" Commissioner Lister "YES" The motion carried 5-0. D. ADJOURNMENT Mayor Black adjourned the meeting. The April 18, 2017 BOC Agenda Setting Workshop Meeting Minutes were approved on ff/a. reh ~ 2..oI 8 ATTEST: