Board of Commissioners Workshop Meeting

THE CITY OF MADEIRA BEACH, FLORIDA PUBLIC NOTICE BOARD OF COMMISSIONERS WORKSHOP MEETING 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 ttems of City Business listed at the time indicated below. 2:00 P.M. Tuesday, June 25, 2013 AUDITORIUM CALL TO ORDER: Meeting was called to 2:42 p.m. ROLL CALL MEMBERS PRESENT: Travis Palladeno, Mayor Terry Lister, Vice-Mayor Nancy Hodges, Commissioner District 2 Elaine Poe, Commissioner District 3 Pat Shontz, Commissioner District 4 STAFF PRESENT: Shane Crawford, City Manager (CM) Jay Daigneault, City Attorney (CA) Vince Tenaglia, Finance Director (FD) Dave Marsicano, Central Services Director (CSD) Aimee Servedio, City Clerk (CC) 1. TOPICS FOR JUNE 25TH WORKSHOP A. DISCUSSION ON FUNDING UNDERGROUND UTILITIES City Manager/Finance Director CM Crawford - This Workshop Meeting should have been done in the conference room. The notice said auditorium so it couldn't be changed, but will be in the conference room in the future. There is money to be saved if the city coincides with the FOOT schedule on Gulf Blvd. The City has money in reserve, but the CM wants to remain smart about keeping the reserves high in case of catastrophe. FD and CM have finalized the budget, which will be presented on 6/27/13, and it's laid out how a major portion of the undergrounding of the utilities will be paid for, but not the total amount. The city can pay for years (1 & 2), which puts the consultants at work to get the easements and to present the plan. Year 3 is expensive with a major part of Gulf Blvd being undergrounded. This is where the money would run out (revenue directly from the City) and the City needs to look at other revenue sources for years 3, 4 and 5. The 9 million dollar number set out by CPWG was on the high side and if they come in lower, the gap needed to cover the rest of the cost will shrink. The City thinks it's a worthwhile process, but needs to look into secondary funding sources before year 3. There is nothing to approve today. Vice-Mayor Lister - Wants to know the window for FOOT and how long they would hold off. CM - the City will be in conjunction with FOOT for Gulf Blvd. (might be some red-tape with the end-caps). When the City completes Gulf Blvd., it's done with FDOT 1 Workshop June 25, 2013 leaving Madeira Way & 150111 Ave for the city to fund. CM wants to make sure the BOC approved the whole project rather than just part of it. B. DISCUSSION ON BEAUTIFICATION OF PELICAN LANE IN JOHNS PASS VILLAGE Commissioner Shontz Commissioner Shontz - There are 22 owners that are in the area, but most of the property owners don't live in the area. She posed little walls with openings for driveways could be included on the properties. Another idea that Commissioner Shontz brought up is painting the back of the buildings (could paint the backs all the same color). Furthermore, sea grapes could be utilized if a wall isn't feasible. She mentioned that these are just preliminary ideas and the City needs to have correspondence with these owners and bring the issue to their attention. The City has been generous with the owners thus far and doesn't want to 'stir the pot" right now. Also homeowners have put up for this for a while. CM - If the sidewalk is marked out, it will coincide with the paving of Pelican Lane. He wants to have correspondence with the owners as well. Likes Commissioner Shontz's idea of appealing to them rather than ordering and thinks it could go further to talk to the owners rather than the Merchant Association. Commissioner Shontz - Wants to get a drawing with the walls or plants and present them to the owners. The staff will help getting in touch/identifying the owners and CM promotes Commissioner Shontz with starting an initiative. Vice-Mayor Lister -Asked if the walls or plants are going to be on City easements. Said it will be tough to have 22 people agree on this, but that Commissioner Shontz knows this. He posed that the City could make Pelican Lane a 1-way, which would give the city more property to work with. He mentioned that owners have hired outside garage collectors for their trash who have done a poor job. Mayor Palladeno - when attending the John's Pass Merchanfs meeting, Mayor would like Commissioner Shontz to take his place with the CM to talk about this issue. Deby Weinstein - There is garbage of all kinds present all around that area. She says it's not the City's responsibility, it's the owners. The enclosures aren't deaned now (that is where the smell is coming from) and won't be when there is a wall or something else installed there. The overflow of the garbage is what brings rats (she understands that there will be rats because Madeira Beach is a seaside-Gulf-community). The City needs to enforce its codes and if the codes aren't strong enough, they need to be bolstered. She gave some examples. CM - Will send a letter to the store owners letting them know that there is a problem. Litter is the problem and that is in the City's code. The City will do one initial clean-up of everything that is currently out there, but if the store owners continue to litter, the city can clean it up, but the clean-up by City Employees won't be cheap. The City will send an invoice and this will hopefully deter the property owners from continuing to litter. City will respond to any issues quickly that arise and would happily take lists/suggestions from citizens. Public Works and Parks employees are very reactive to problems that arise, but unfortunately they cannot be proactive as there are so many other items those employees need to attend to. Consensus - Move forward with the ideas proposed and talk to the 22 property owners. C. DISCUSSION ON CHARTER CHANGES FOR CITY CLERKS POSITION Commissioner Poe CM - There are pros and cons to both changes. CC Servedio has more work than an 8 hour day affords. The CC and CM agrees that whatever the BOC recommends is the correct change and it will be made. He recommends a review of the entire 2 Workshop June 25, 2013 charter as it needs to be updated. The charter has been updated in the past. Would like this issue to be shelved for a while until the City has a bit of a lull in the action. Commissioner Shontz - The Charter works right now and since it's not broke, there is no reason to fix it piece by piece. There should be a whole charter review. All of the City employees work in harmony and help each other. BOC and CA have made charter changes for the public to vote on. Consensus - This will be reviewed in 6 months/several years. D. DISCUSSION ON INCREASING PARKING METER FEES City Manager CM - The parking fee is at $1.00 an hour universally and that wasn't always the case. II was upped from $0.50 to $1.00 in Johns Pass Village. Also the residents have free parking throughout the city. The City has balanced the budget without increasing the millage for this year, but doesn't think that can still occur in the future as Madeira Beach is a full-service city and will be undertaking projects and providing services that will warrant a millage increase. Madeira Beach is utilizing about half of the millage as the other cities do. The City is healthy financially and has a conservative CM & FD, but city still needs more sources of revenue. The City of Madeira Beach is diamond in the rough and it doesn't need to be "on the cheap•. Raising the parking fee won't deter people from coming to visit the city. He proposes to raise the fee to $1.50 as the City can raise revenue on outsider's dime. That $.50 raise isn't in the budget as the CM wants to get data on how that affects the revenue. City makes around $720,000 in revenue and the city could make another $250,000 a year, which would make the funding of a lot of projects much easier. The method that the City would go about changing this would be in the Fee and Collection manual, which will include several small changes. Mayor Palladeno - Thinks the parking cost is negligible to how much they would spend at John's Pass. The beach experience is worth the parking costs as all beach communities have a premium on parking. Vice-Mayor Lister - doesn't want it to get out of hand because when people stop coming because the fee is too high, then it's too late. $1.50 is reasonable and the City is putting those costs on the backs of visitors and not residents. If the City were to build a parking garage and raise it to $2.00, which is ok, but doesn't want it to snowball out of control. Thinks there will be a parking garage in the future. Deby Weinstein - the parking garage charges $1. 50 an hour and has more spots than the city has. There is a sign for $10 all day parking in John's Pass Village in some locations and she doesn't know the legality of that practice. E. DISCUSSION ON INCREASING STORMWATER FEES City Manager CM -Appreciated the BOC support on incremental and methodical approach to the problem. The idea would be to raise storm water fees from $5 per month to $10 per month. He doesn't want to haphazardly throw money at the problem when it might just be that Madeira Beach is 3 feet above sea level and small areas of water after rain storms might just be the norm. He wants to raise it for one year as the public agrees that storm water is a problem within the city. The CM envisons that there will be more collapsed pipes and this extra money would be to help combat problems that would arise. This would be considered a user fee increase and not a tax that will go into effect and will not last forever (but that is a possibility). This will allow the city to build up more of its reserves to fight the problem without raising the millage rate. The last time the storm water fee was raised was 9/2005. There is going to be a substantial investment, but doesn't know how much that will be yet. He goes by the philosophy 'if you are going to raise it, then raise it". Storm water and road paving go hand and hand in this city and those projects coincide due to the utilities and potential undergrounding depending on the areas. He is looking at this in lieu of a millage rate increase. Mayor Palladeno, Commissioner Shontz & Poe- like the idea and $60 ($5 extra per month for 12 months= $120 per household per year) extra a year is not that much of a change. The money will be earmarked for storm water so it won't be used for any 3 Workshop June 25, 2013 other function. Wants to build the reserve and if the City needs to back off for a couple of years then that is palatable. The City wiff be working with Swiftmud and the fund can be used for both road repair and storm water. Vice-Mayor Lister - He doesn't know that doubling is the correct route. ''we live on an island and how many days are we flooded ... 1, 5, 10 and how many days do we have sunshine?" He would rather do $7.50 instead of $10.00. There is going to be standing water. His constituents want curbs as well. Curbs will help drainage. Commissioner Hodges - Bring it back at a later date after chance to reach out to residents. Consensus Is to bring it back at a later date with a minimum of $2.50 Increase. It will be good to build reserves. Robin Vander Velde: Thanked Vice-Mayor Lister for mentioning that the storm water fund can only be used for storm water and not road repair. FD Tenaglia says that the two go hand-in-hand and there is currently 1.2 million in that. Since the City might only be spending $160,000 (on current projects), she asks if the fees can be held off until the city knows what it wants to spend. CM - urges that it be increased to $10 in order to tackle the amount of projects that have been thrown at the City recently. F. DISCUSSION ON NAME CHANGE OF SOUTH BEACH TO JOHNS PASS PARK Vice-Mayor Lister Vice-Mayor Lister- He has gotten a map of Madeira Beach drawn up and there isn't the name John's Pass Park on the map. Likes the name, John's Pass Park a great deal, and South Beach is reminiscent of Miami. If the convnunity wants to do a naming contest, he would be fine with it. Also the proximity to John's Pass makes the name more sensible. CM - There is history that it was caRed John's Pass Park and the City Attorney can correct the proper documents needed to make it John's Pass Park. This also helps with parking at John's Pass Village when it has name associated with it. Consensus is Yes on the name change. G. DISCUSSION ON A CITY MAP/DIRECTORY City Manager CM - This is an initial prototype and now the City will have a map to give (folding map} to visitors/residents. John's Pass will be the issue because there are a lot of different businesses on it in a very small place. The City will set a fee for establishments (nonprofits, attractions, restaurants & bars, etc.) to be on it rather than including everyone and possibly leaving someone out. The outreach part will be the most difficult and will most likely be done by Squid-Ink. The map will most likely be cost-neutral after the fees are collected. The City needs to establish criteria for why a certain establishment is on the map in order to not alienate anyone and the City doesn't want a lot of drama. The map should only include the basics and some for-profit businesses may feel left off. He wants City Hall and Recreation complex on there. Also wants to have the Marina have a sizeable presence as wen as where to get gas, supermarket, etc. It will cost around $2,500 to get it started and this is not in the budget and will require a budget amendment. The amendment will be on the next BOC meeting. Commissioner Shontz - This is not a fund raiser and the City will solicit funds from entities that want to be on the map in order to create a quality product and get the maps out to the public. Would like the names of the streets on the map, but is very happy with the initial product. Mayor Palladeno - Inclusive and can be on the website. Vice-Mayor Lister - Likes that the map is 1 page and it is easy and extremely portable. If the City wants a booklet for businesses that's different because there are 961 separate business licenses in Madeira Beach. Doesn't want to put those all in because then the essence oflhe map will be iost. Likes the simplicity- show the city limits and the highlights. Consensus is to make a $2,500 budget amendment and make the marina a larger part of the map while removing the chamber of commerce. 4 Workshop June 25, 2013  H. DISCUSSION ON BUSINESS RECOGNITION AWARD City Manager CM - Wants to revise the schedule to make it once a year instead of once a quarter for two reasons. First is to not alienate any businesses and the second is that it wastes time and the criteria is challenging to pick through. The City wants a years-worth of data to look through and figure out a business that really stood out. Since it would be once a year, the award would be more meaningful and the BOC can make a presentation out of it. Commissioner Shontz - She is a little concerned with this item and mentioned that it should be a Chamber of Commerce job. Really wants to have established criteria as to avoid upsetting any businesses. Tampa Bay Beaches Chamber of Commerce - They are more than happy to help choose a business for the award. They are willing to make it Madeira Beach only even though they cover all of the beaches. Also they can present it at a BOC meeting and it will be of no cost to the City. This would effectively eliminate the BOC from having to choose a business and puts this on the TB Chamber. This organization is also willing to work with the City to help with the map. CM - Is fine to meet with Robin (head of the Chamber) and advise as to which business this should go towards. It should be for an exemplary business and not just given out to dilute the magnitude of the award. BOC would need to approve it before it is awarded. It is possible to give the winning business a key to the City or some other recognition. There will be an Ordinance amendment at the next BOC meeting. Consensus is that once a year is a good decision. I. DISCUSSION ON RFP RESPONSES ON SOUND SYSTEM IN JOHNS PASS City Manager Vice-Mayor Lister - This makes a lot of sense at John's Pass Village in order to announce specific events (fireworks, boat parade, seafood festival, and emergency notifications, etc.). The sound system will be set up at the entrance to the boardwalk and there will be wireless speakers throughout John's Pass in order to get the sound out. CM - Described where the sound system will reach and that the microphones will be kept in a weather safe box. Music can also be included. It would also be nice to notify the public for when bad weather hits. People at the north end will not be able to hear it yet, but the system has the capacity to be expanded. The budgeted money was for the bus stops, but there are still hurdles to get over with PSTA. They aren't ascetically pleasing and there is going to be more traffic there soon. Consensus Is yes and this will come from an Amendment from the Bus stops Renovations at the next meeting. There will be a Bid Award as Well. 2. ITEMS ON DECK FOR NEXT WORKSHOP Commissioner Poe - She would very much like to update the City's technology to be able to use !Pads, Laptops, or Notebooks at the meetings instead of books as this is a waste of paper and man-power putting together the packets. Everyone should go look on his/her own and the BOC can make an informed decision on what works for them. CM - Is willing to bring the idea to Architects at the AV portion of the meeting. Will free up staff to tackle a lot of other tasks and commends the BOC for being tech-savvy enough to do this. The packet changes frequendy and it would relieve a lot of internal stress to be able to update all of the packets digitally and simultaneously. Consensus is to bring back the idea after the AV experts advise what products would be best for the City with the construction of the new City Hall. CM- City employees cannot have 7/5/13 off because the beach is a mess and the city is full of people. The City is going to pick a day to give the employees off due to the fact that they've had to work over the 4th of July. That date will be set on a day when there is nothing going on in town. 5 Workshop June 25, 2013 CM - Union has voted to decertify and the deadline to appeal is July 2fld. The Civil Service Commission will help deal with this. Mayor Palladeno - He was not able to present the key to the City to the Old Salts. He would still like to preseot that token of appreciation at the Ladies Fishing Tournament - Captains meeting, Thursday 8/1 at 7 p.m. - at the Marina. He would like the BOC to attend if they can. Conesus is Yes to present it. Commissioner Shontz - The Arts & Crafts show is 6111 and 71h of July on Madeira Way. It's brought to the City by the American Crafters. 3. ADJOURNMENT The meeting is adjourned at 4:41 p.m. Date Approved: 7 -,/ D 0.. I/ L3 / Travis Palladeno, Mayor Submitted by Aimee Servedio, City Cleric Any person who decides kl appeal any decision of the City Commission with respect to any maller oonsidered at lhis 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 raw does not require 1he City Clerk to transaibe verbatim minutes; lh818fore, the applicant must make the necessary arrangements willl a private reporter or private reporting !inn and bear the resulting expense. In accordance with 1he Americans with Disability Act and F.S. 286.26; any person with a disability requiring reasonable aooommodation in order to partieipale in this meeting should call 727-391- 9951 or fax awritten request to 727-399-1131. Posted: June 20, 2013 Televised live on Channel 615 THIS MEETING IS TELEVISED LIVE ON CHANNEL 615 6 Workshop June 25, 2013