Board of Commissioners Workshop Meeting

THE CITY OF MADEIRA BEACH, FLORIDA PUBLIC NOTICE BOARD OF COMMISSIONERS WO KS OP G 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. 2:00PM TUESDAY, JULY 28, 2015 CITY CENTRE ROOM A. CALL TO ORDER - The meeting was called to order at 2:02 p.m. B. ROLLCALL MEMBERS PRESENT: Travis Palladeno, Mayor Elaine Poe, Vice-Mayor Terry Lister, Commissioner District 1 Nancy Hodges, Commissioner District 2 Patricia Shontz, Commissioner District 4 STAFF PRESENT: Shane Crawford, City Manager (CM) Thomas Trask, City Attorney (CA) Aimee Servedio, City Clerk (CC) Vince Tenaglia, Assistant City Manager/Finance Director (ACM/FD) Dave Marsicano, Public Works/Marina Director (PW/MD) Frank Desantis, Community Service Director/Building Official (CSD/BO) Pat Krager, Code Enforcement Deputy (CED) C. TOPICS 1. DISCUSSION ON FINANCE AND BUDGET POLICIES Vince Tenaglia, Assistant City Manager/Finance Director and Financial Advisors from PFM ACM/FD: The City Manager turned the topic over to the ACM/FD. The first item present is the Fund Item Balance policy. David Hart, a representative from PFM is also in attendance to present on this item. At the June Workshop, the ACM/FD presented the BOC with five policies. The two present are the Fund Balance and Investment Policy. If the BOC has any questions, he asks that BOC ask him or the City Manager directly. The schedule to approve a new policy in regards to Fund Balance is as follows: today is the presentation of recommendations, based on the Board's response, the policy will be adjusted as needed. The proposed policy will be brought before Board for a vote and fully implemented and approved by October 1, 2015. David Hart: The documents provided are a basic outline and a preliminary draft of these two policies based on GFOA best practices. These are working drafts, the next meeting, the policies would be presented as proposed policies to be voted on. They want to ensure that the BOC is comfortable with the subject matter and able to assess what would be best for the City, with the specifics of a barrier island in mind. The first page identifies who the Board is and the nature of the community. Stewardship is a core value in this policy. The guidelines within this Policy address the appropriate level of fund balance in order to 07/28/2015 BOC Work s hop M ee ting 1 15 mitigate identified material risks which could negatively affect the City's ability to achieve its objectives. Fund balance should be classified in the following categories: non-spendable fund balance, restricted fund balance, committed fund balance, assigned fund balance, and unassigned fund balance. The City also currently maintains a 33.3% of General Fund operating expenditures for an emergency storm response. PFM recommends that the City consider the perceived exposure to significant one-time outlays, liquidity pressures, and anticipated commitments should a tropical storm hit. They also recommended to periodically affirm the funding committed to emergency storm response, make an annual determination as to its target unassigned fund balance level, establish reserve funds as required by documents governing outstanding debt and other long-term obligations, utilize restricted fund balances first, then unrestricted resources as needed, and balance the annual budget by assigning a portion of existing unassigned fund. Commissioner Lister: Explained that it is very difficult to predict these kinds of emergency storm events and he knows the thought that went into this policy. He expressed that it is difficult to tell constituents that the Board is just holding onto their tax dollars for an emergency instead of putting those funds to good use. He commended Mr. Hart and the ACM/FD on all of their professionalism and hard work to put this policy together in an easily understandable way. Consensus: Present the proposed Policy for a vote at the next meeting. 2. UPDATE ON STORMWATER DRAINAGE AND ROADWAY IMPROVEMENT PROJECT DEBT FINANCING Vincent Tenaglia, Assistant City Manager/Finance Director ACM/FD: This item was added to the agenda because the timing worked our perfectly with Mr. Hart being able to attend. This was first discussed several months ago and the plan has changed quite a bit since then. The upcoming financing will cover Boca Ciega Drive (entire neighborhood), Rex Place, Municipal Drive, and American Legion Drive. These are not just street resurfacing, it is an entire stormwater upgrade. Mr. Hart assists with the debt financing of this project. The ACM/FD proposed the difference in the 2016 budget. We have advertised an RFP not to exceed $6.2 million dollars and have received several proposals. The next meeting will present the final closing documents. Commissioner Lister: Does this lock in the rate for the next 45 days? ACM/FD: Yes, and it was agreed that this would be a great option for the City when reviewed by PFM. David Hart: Regions Bank proposed a fixed rate of 2.59% for a loan with a sliding scale prepayment penalty. We informed the would-be lenders that reimbursement could be received from state grants and through SWFWMD. There is a 3% penalty if the 2015 Bond is repaid within the first year, 2% if repaid the second year, 1% penalty if prepaid within the third year and no penalty after the third year. Consensus: Consider PFM and ACM/FD recommendation for selection Regions Bank as the loan provider for Stormwater System Revenue Bond, Series 2015. Final approval to be held at next BOC Regular Meeting. 3. DISCUSSION ON PARKING METER RATE INCREASE Shane Crawford, City Manager and Vince Tenaglia, Assistant City Manager/Finance Director CM: Excused the Mayor from the meeting, he was stung by wasps and needed medical attention. There will be some push back from John's Pass Village but the fears from before were unsubstantiated. The rates in Madeira currently are right in the middle compared to other beaches. However, Madeira offers a much wider variety of attractions, from Archibald and John's Pass Village. Residents would continue to receive their resident passes for free. This is an easy invention of new revenue and you are not taxing 07 / 28/2015 BOC Workshop Meeting 215 your own people. A $0.50 increase will not keep tourists away- it is the least amount of money they will spend all day at the beach and shops. Staff is also working on eliminating back-in parking from the Code of Ordinances. Visitors do not mind paying for parking, but when they come back to their car and have a $25.00 ticket for backing in a spot, that's when the complaints and emails come in. Commissioner Shontz and Commissioner Hodges voiced their support of these ideas. Consensus: The Board gave the CA direction to prepare and ordinance to increase the rates and eliminate back-in parking. 4. DISCUSSION ON UPDATE TO FEE SCHEDULE: RECREATION, PARKING PASSES, SANITATION, AND SPECIAL INSPECTION FEES Doug Andrews, Parks & Recreation Director, Vince Tenaglia, Assistant City Manager/Finance Director and Frank Desantis, Community Service Director/Building Official CM: The CM began with discussing the Special Inspection fee, this would actually be renamed to the Special Consultation Fee. The recreation fees are mostly in regards to the City Centre Room since it is now completed and available to rent. ACM/FD: In the budget, we proposed a City recycling fee, he will have the specific amounts at the next meeting. If we are going to increase the parking rate, the parking pass fees need to be adjusted as well. CM: The reason it is not feasible and we need to reinstate a fee, is because of condo living. The resident fees will be about $5.00 a month, so it is not very high. Commissioner Lister: Is concerned about instating a fee for recycling. He believes that staff could find a better solution than sticking the residents with another fee, even if it is only a few dollars. Consensus: The Board gave staff direction to prepare a resolution to adjust the fees recommended by staff. 5. DISCUSSION ON PLAYGROUND EQUIPMENT GRANT AWARD AND PLAYGROUND SPECS Shane Crawford, City Manager and Vincent Tenaglia, Assistant City Manager/Finance Director, and Doug Andrews, Parks & Recreation Director Item was referred to be discussed at a future Workshop meeting. 6. DISCUSSION ON OUTSTANDING LIEN SETTLEMENTS Elaine Poe, Vice-Mayor and Shane B. Crawford, City Manager Vice-Mayor Poe: Recently we forgave a lien that we were not able to spend a lot of time reading over the item. This was rushed on June 9th even though the property was sold and closed on escrow with a lien on the property on May 27th • She recommends that any lien settlements be thoroughly discussed at a Workshop before a decision is made. CM: Recommended that this be added to Item 7, and add it into the policy handbook. The CA suggested that this was a good idea and that it would state that any liens over $5,000.00 will be Workshopped before they are settled. Consensus: Add Lien Settlements over $5,000.00 to Workshop Agendas in the BOC Policy Handbook. 7. DISCUSSION ON BOC POLICY HANDBOOK AND AGENDA POSTING LOCATIONS Travis Palladeno, Mayor and Nancy Hodges, Commissioner District 2 07/28/ 2 015 BOC Workshop M ee ting 3 15 CM: This item as be brought up in the past but the City Manager again recommends that there are already many ways to easily get an agenda for upcoming meetings. Commissioner Hodges: Recommended that at least continue to posting at Publix and Winn Dixie since residents frequent the supermarkets. CM: He made a staff recommendation that took into account what Commissioner Hodges had commented . The City Centre will be getting a huge new sign on the property that will have the ability to post future meetings. He thinks that marquis will help to better announce and publicize meetings since it will be easily visible to passing traffic. He also recommended that if, in six months, there are still many people advocating for reinstating posting the agendas at the grocery stores, the Board can again discuss the issue. Consensus: Allow time for City Centre sign to be installed and revisit item in six months if Commissioners are still receiving complaints. 8. DISCUSSION ON CITIZEN QUESTION: ADDITIONAL HOMESTEAD EXEMPTION FOR LOW INCOME SENIORS WHO MAINTAIN LONG-TERM RESIDENCY ON PROPERTY Thomas Trask, City Attorney and Aimee Servedio, City Clerk Item was referred to be discussed at a future Workshop meeting. 9. DISCUSSION ON POSSIBLE ORDINANCE REGARDING THE REMOVAL OF BEACH TENTS Shane Crawford, City Manager and Pat Krager, Code Enforcement Deputy CM: This is an ordinance that Deputy Krager has recommended in order to deal with debris and beach tents left on the beach. It creates an eye sore, blocks others from using that area of beach, and is difficult to maneuver the beach rake around. PW /MD: Right now, Public Works employees are tagging these items and if they are unclaimed, they are seized by the City and either used or scrapped. Most are scrapped because they are flimsy and cheap. Deputy Krager: Also recommended posting signs at the beach walkovers and working with the Condo Associations to help enforce this ordinance should the Board wish to proceed. Consensus: Have the CA draft an ordinance to allow for daily removal of beach tents and other large debris. 10. DISCUSSION ON REQUEST FOR NEW POSITION DUE TO PERSONNEL REORGANIZATION Shane Crawford, City Manager CM: Explained that although staff is minimal, everyone works very hard and many employees have multiple job titles. With all of the new development and progress made to the City, the Building Department has seen an influx of work. The CSD/80 is working around the clock to do inspections and meeting with developers, whose first stop is the front desk. Because of this, he has decided to move the current Code Enforcement Assistant to the front to be trained as an additional Permit Technician. This leaves an opening in Code that needs to be filled. The new position would be a full-time administrative assistant to help solely with Code Enforcement proceedings. If the Board is in agreement to approve this change in staffing, the Special Meeting after the Workshop will introduce the authorization to create the new position and the accompanying Budget Amendment to fund this until the next fiscal year begins October 1, 2015. Consensus: Continue with the scheduled Special Meeting following the Workshop for the authorization of the new position and approval of the Budget Amendment to fund the position. 07/28/2015 BOC Workshop Meeting 4 15  11. SELECTION OF VOTING DELEGATE FOR FLORIDA LEAGUE OF CITIES ANNUAL CONFERENCE Aimee Servedio, City Clerk CM: This is a minor housekeeping issue that essentially gives us the consensus we need to sign up whoever is going to this conference to act as the voting delegate. Commissioner Terry Lister is currently the only Commissioner who will be going. Consensus: Select Commissioner Terry Lister as the Voting Delegate for the Florida League of Cities Annual Conference. D. ADJOURNMENT-The meeting was adjourned at 4:01 p.m. Date approved: August 11th , 2015 Travis Palladeno, MAYOR ATTEST: Aimee Servedio, CITY CLERK 07 / 28 / 2015 BOC Workshop Meeting SIS