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 items of City Business listed at the time indicated below. 2:00 P.M. TUESDAY, APRIL 26, 2016 COMMISSION CHAMBERS A. CALL TO ORDER – The meeting was called to order at 2:00 p.m. B. ROLL CALL MEMBERS PRESENT: Travis Palladeno, Mayor Patricia Shontz, Vice-Mayor Terry Lister, Commissioner District 1 Nancy Hodges, Commissioner District 2 Elaine Poe, Commissioner District 3 STAFF PRESENT: Shane B. Crawford, City Manager (CM) Vincent M. Tenaglia, Assistant City Manager (ACM) Thomas Trask, City Attorney (CA) Aimee Servedio, City Clerk (CC) Dave Marsicano, Public Works/Marina Director (PW/MD) CM: The Mayor is currently at a Tourist Development Event in representation of the City and has asked that he be excused for the first 20-30 minutes of this meeting. C. TOPICS 1. PRESENTATION ON UPCOMING PINELLAS PLANNING COUNCIL VISIONING SESSION ON BEACH ACCESS Cookie Kennedy, Secretary Commissioner of Pinellas Planning Council Secretary Commissioner Kennedy: She has been visiting the beach communities that she represents to invite the municipal leaders to attend a meeting regarding beach access and transportation. She has passed out some information to the board describing some of the initiatives the PPC supports such as traffic safety, pedestrian safety, bike share, and flow of traffic. She also noted that the new name of the organization will be Pinellas Forward. The board is made up of thirteen individuals that all work together for the county. Even last week, she met with Mayor Palladeno and some of the ferry services from the north and south of the county. If there are any questions, she is here to entertain. She encourages everyone to attend the meeting, hosted here at Madeira Beach on May 3, 2016 at 9:00 am. Workers, businessmen, and local leaders have all been invited. Commissioner Lister: Is the bike share program from a local company? Secretary Commissioner Kennedy: It is somewhat local from Tampa. We are working to get businesses and tourist areas on board with this program. Commissioner Lister added that a similar type of program is very popular in the Keys. She added that the beaches are getting more support and representation. She noted that her City Manager, Greg Mahns, has also supported her since his background is also in planning. Commissioner Lister: In regards to the Pinellas Trail, are there any plans in the works to connect the trail to the beachside? Secretary Commissioner Kennedy: She is not sure but this would be a great topic to bring up to the meetings. 2. PRESENTATION ON THE IMPORTANCE, BENEFITS, AND VULNERABILITIES OF SEAGRASS AND REDUCING CARBON FOOTPRINTS Jeff Beggins, Founder of Seagrass Recovery 04/26/2016 BOC Workshop Minutes, 1|4 Jeff Beggins: I am involved with a company that supports seagrass meadows. The Seagrass Grow Company is not mine, but he was worked closely with the founder who is a friend. The organization researched the true carbon footprint value of seagrass meadows. Seagrass will hold back nearly 35 times the amount of carbon dioxide than a similar sized plot of rainforest. Seagrass also reduces flooding and wave impact. Nearly 75% of all juvenile fish species that we rely on in this area begins life in seagrass habitats. We are losing seagrass at an alarming rate – nearly an entire soccer field sized area is lost every 20 minutes. One of the things he would like to see is for Madeira Beach to become the first. He is working with the PRD to determine the carbon footprint of the city and become carbon neutral by supporting our local seagrass. The consensus was to move forward and begin research on the City’s carbon footprints. The City Manager agreed that this would be put on the City agenda but this project will take some time. The Mayor came to the meeting at 2:24 p.m. 3. PRESENTATION ON BUDGET AND FINANCE POLICIES Vincent M. Tenaglia, Assistant City Manager David D. Hart, Public Financial Management, Inc. David D. Hart: The first policy that he will discuss is the. If the commentary that we receive back does not require a substantive re-write, we would submit any changes red lined and revised. If there was more feedback, we would bring this item back for further discussion. The firm wants to ensure that the City goes at the right pace for its needs. The Revenue Policy does not include any brackets. The lead-in phrasing to the policy is standard. It is also the case that this a platform that the City’s exiting Revenue Manual would be presented to the Board with every budget. It speaks to the manner of the rates begin assessed and how they were established. It is trying to establish a framework to assess what is presented to you in the budget. This will help for future and long-term City planning. This policy would describe a process and give your prompts for consideration of what is presented. CA: Does have some suggested changes that he will present to the ACM. ACM: This is not introducing anything new for the City – this is based on a document that has fallen to the wayside in the past few years that he recommends the City bring to the foreground. This should not be a foreign concept to the Board – this was stopped maybe six or seven years ago, but he believes it should be included with the budget process. Mr. Hart: Part of these discussions began during the work that was done with the storm drainage system. While the totality of the City revenues is more than sufficient, the standalone fund could not support the debt. Trend data that was used previously did not account for future borrowing. Dollar costs and interest rates need to be considered in operating versus capital as well as short-term versus long-term. Debt Management is an area that requires careful consideration. The ramifications of debt that is not well-though out can be very challenging for communities. This policy is not prescriptive but descriptive of the process to make a decision. The policy is based on best practices and other government finance policies. We have also looked at surrounding communities such as Largo and Venice for their policies. The debt policy speaks to long-term obligations that distinguishes operating versus capital and has a lease life for longer than twelve months. We also speak to debt issuance factors that staff should be addressing – the Board should expect staff to bring forward certain information to be discussed. There are brackets borrowed from the GFOA guidelines to establish appropriate thresholds. The consensus was to approve and adopt the presented Budget and Finance Policies as recommended by the Assistant City Manager 4. DISCUSSION ON PLAN TO ADDRESS DUMPSTER ISSUES ON PELICAN LANE Shane B. Crawford, City Manager Dave Marsicano, Public Works/Marina Director Dave Marsicano: Wants to discuss two things; the dumpsters and the sidewalk on the other side of the sidewalk on pelican lane. The sidewalk will be brought forward for the 2017 budget. To clean up pelican lane, the discussion is to enclose the 04/26/2016 BOC Workshop Minutes, 2|4 dumpsters and have a uniform pavement. The businesses use progressive for the recycling, which does not close the top of the d. The code states that the tops need to be sealed. Need to work with Johns Pass association. CM: Has been informed that the pickup schedule has been increased. Working with Johns Pass Village Association. Need to review the code and figure out which party is paying. Commissioner Lister: Suggests the garbage bins be in line with the underground utility boxes. Does not believe that the city should pay for the policing of the mess of Pelican Lane. CM: City employee presence is still strong at John’s Pass. Consensus was to revisit this item in 30-60 days. 5. DISCUSSION ON FINAL CLOSEOUT FOR CITY CENTRE PROJECT WITH HENNESSEY CONSTRUCTION Shane B. Crawford, City Manager CM: Project came within budget despite all of the changes and challenges. The project for the City Centre is finally and totally completed at this point. 6. DISCUSSION ON ENDORSEMENT OF IMPLEMENTATION OF A REGIONAL TRANSIT FARE CARD FOR PUBLIC TRANSPORTATION Shane B. Crawford, City Manager CM: Not sure if the talk included the water taxi. Seems like generic letter but didn’t feel comfortable without presenting information to the board. Consensus to draft a letter of approval. 7. PRESENTATION OF THE PINELLAS COUNTY BOARD OF COMMISSIONERS 2015 ACCOMPLISHMENTS REPORT Shane B. Crawford, City Manager CM: Very well done report from the county. The report has been included in the agenda packets for the Commissioners to review. 8. RENEWAL OF CONTRACT WITH ALAN SUSKEY FOR LOBBYING SERVICES Shane B. Crawford, City Manager CM: Alan Suskey is contracted for lobbying services and since being contracted has secured $350,000 for the City. Mr. Suskey is asking for $2,500 a month for six months up until the budget. At the beginning of the year, his price goes up to $4,000 and we are asking for budget amendment in order to secure his services. Netted $302k. Consensus is to draft budget amendment for contract renewal with Suskey Consulting Services. 9. DISCUSSION ON POSSIBLE YEARLY UPDATES TO BOC POLICY HANDBOOK Aimee Servedio, City Clerk City Clerk: Updated Changes Handbook. Some of the made during the year are now formally adopted into the BOC Policy Handbook such as the new agenda section for Contract & Agreements. Consensus is to present a resolution to adopt the changes at the next meeting. 10. DISCUSSION ON WATER FILLING STATION AT ARCHIBALD PARK Travis Palladeno, Mayor Mayor: Visited other cities and sees the filling stations. He thinks this will be a greener alternative. It costs approximately $1,500 for a unit like the one in city hall that could replace the unfiltered water fountain and Archibald Park. Consensus is to move forward. 04/26/2016 BOC Workshop Minutes, 3|4 D. ADJOURNMENT – The meeting was adjourned at 4:02 p.m. Date approved: July 12, 2016 _____________________________________________ Travis Palladeno, Mayor ____________________________________________ Submitted by Nick Lewis, Administrative Support Specialist 04/26/2016 BOC Workshop Minutes, 4|4