Board of Commissioners Workshop Agenda Setting Meeting

BOARD OF COMMISSIONERS MEETING MINUTES AGENDA SETTING MEETING May 8, 2018 Page 1 of4 A Workshop Agenda Setting Meeting of the City of Madeira Beach Board of Commissioners was held at 5:45 p.m. on May 8, 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, Commissioner District I Nice-Mayor Nancy Hodges, Commissioner District 2 John Douthirt, Commissioner District 4 MEMBERS ABSENT: Nancy Oakley, Commissioner District 3 CITY STAFF PRESENT: Jonathan Evans, City Manager Clara VanBlargan, City Clerk Andrea Gamble, Deputy Clerk Ralf Brookes, City Attorney A. CALL TO ORDER The Mayor called the meeting to order at approximately 5 :45 p.m. B. ROLLCALL The City Clerk called the roll. C. WORKSHOP AGENDA SETTING MEETING The City Manager explained the items listed on the May 8, 2018 Workshop Agenda Setting Meeting which are as follows: A. 137th Avenue Update B. Charter Review Committee Direction C. Development Review/FOOT Traffic Analysis Update D. Website Upgrade(s)- Redesign E. Storm Water Projects (pervious concrete maintenance) F. City Fiscal Management Presentation The City Manager explained that staff provided three months of items that they would like the Board to consider at a workshop meeting over the next three months. Staff have identified issues believed to be pressing for the organization as well as items that the Board discussed in previous conversations with the administration and staff that they would like brought to the Board as part of a Board workshop. Some items are not communicated over the next couple months because there will be some conversation as it relates to the budget, which will be the primary focus. Other information will be provided as we get ready to report to the Board what the budget requests are for the departments, our revenues and expenditures, and capital and operational budget. These are items we've looked back over previous meetings that the Board has communicated that they would BOARD OF COMMISSIONERS MEETING MINUTES AGENDA SETTING MEETING May 8, 2018 Page 2 of 4 like staff to bring forward for additional policy discussions. There are certain items not delineated here that staff is going to either present to the Board in a staff report or bring an agenda item forward. Development Review/FDOT Traffic Analysis Update: The City Manager reported that development review is one of the items that the Board will be discussing at the May 22, 2018 workshop meeting. This will be an overview of all the development projects that are happening in Madeira Beach to bring the Board up to speed on those projects. FDOT representatives will be at the workshop to report on traffic analysis and traffic updates and how those developments will impact the traffic in our community and how it affects us now and in the future. Staff is working with representatives with FDOT to make sure they are here. Website Upgrade(s): The City Manager reported that staff would like to discuss with the Board the potential website redesign. He conversated with the City's IT from Network People and they are looking at the website to provide an analysis on some of the concerns and problem areas and how we can better communicate with the public with the redesign of our website. Storm Water Projects (pervious concrete maintenance): The City Manager reported that the Board discussed the possibility of bringing forward our storm water project updates and how the pervious concrete is working in our community, and how that can be an application that is deployed more consistently city-wide if the topography allows for it. Charter Review Committee Direction: The City Manager reported that the Charter Review Committee is seeking direction from the Board on how it would like for them to proceed in looking at the Charter. Since the charter review process is a very arduous process and a difficult task, the Charter Review Committee is asking for direction from the Board on how to proceed. Does the Board want the Committee to take a phase review approach, tackle it all at once, or if there are any hot button issues does the Board want to take that to the voters? Staff will be bringing forward an agenda item to provide clarification to the Charter Review Committee, so they can continue with the work they are already doing. 137fh Avenue Update: The City Manager reported that we are receiving money from SWFWMD for part of the 137t11 Avenue project and based on the information provided to him by staff there is an additional cost with that project. We want to discuss what those additional costs would be to the City and if it is the pleasure of the Board to continue the project and because it does have a major impact on our local water bodies we need to discuss how we can take steps to improve it. City Fiscal Management Presentation: The City Manager reported that we would like to discuss some fiscal management items with the Board and look at some policy modifications and changes to address some of the items that the administration and finance think the Board should be aware of. We also would like to talk about our bonds and debt service and how we can take the necessary steps to pay down the debt without jeopardizing the financial health and strength of the agency. BOARD OF COMMISSIONERS MEETING MINUTES AGENDA SETTING MEETING May 8, 2018 Page 3 of4 The City Manager said the items listed on the agenda are the only items right now to be discussed at the May 22nd workshop meeting. A level of service item may be added to the agenda to talk about our existing contract with the Sheriff's Office and discuss specifically on the Code Enforcement provision of that agreement. Staff had conversations with them about the possibility of absorbing at least that function. Staff will provide the Board with the numbers, job description, the rationale behind that and get the Board's prospective. Ifit is the desire of the Board to consider that option, then we will communicate that to the Sheriff's department and ask them to make the appropriate adjustments in the contract before we get into the budget process. That item may be added to the May 22nd workshop agenda as well as some other time sensitive items. The City Manager read the items listed on the June 26 and July 24 workshop agendas: June 26, 2018 Workshop Meeting A. Pocket Parks Maintenance B. Seafood Festival C. Outflow Maintenance D. Madeira Beach Community Value(s) Survey Report E. Old Salt Fishing Foundation-King of the Beach Event Review F. Parking Ordinance Review July 24, 2018 Workshop Meeting A. City Manager's Evaluation Matrix Discussion B. Special Event Permitting Program Review C. 911 Memorial Update D. Communications/Marketing Plan E. John's Pass Lighting Project Update The City Manager explained that every time we have this meeting he would like to provide the Board information that is three months in advance, so the Board can see what is going down the pipeline. The Board could recommend shifting items or adding items to those agendas. The Mayor asked if the Commission had any items to add to the workshop meeting agenda. Vice-Mayor Weinstein said she checked into the Wild West Kingfish Tournament and two have taken place in Madeira Beach already and two more are scheduled to take place in Madeira Beach for the rest of the year. She heard from residents and business owners in Madeira Beach about safety concerns, traffic issues etc. that are in the village, so that needs to be discussed before July. The City Manager said that could be presented as a staff report at the next regular meeting in June. Vice-Mayor Weinstein agreed. BOARD OF COMMISSIONERS MEETING MINUTES AGENDA SETTING MEETING May 8, 2018 Page 4of 4 Mayor Black said she would like to have added to the workshop meeting agenda the banning of plastic straws for discussion on whether that would be good for our City. This issue was recently discussed at a Mayor's Council of Pinellas County meeting and Treasurer Island is believed to have already banned plastic straws. Mayor Black said at one point it was talked about doing comment cards and she would like that discussed again. Commissioner Douthirt asked the City Manager if the items he had spoken to him about earlier today could be added to the agenda. The City Manager responded that the FDOT traffic study has been added to the May 22nd workshop meeting and the necessary steps have been taken internally to secure a land use attorney. The City Manager will provide the Commission no later than the first of next week the name of the land use attorney that we secure. D. ADJOURNMENT There being no further discussion, the Mayor adjourned the meeting at approximately 5:56 p.m. MaggIBlack ATTEST: