Board of Commissioners Workshop Meeting

MINUTES BOARD OF COMMISSIONERS REGULAR WORKSHOP MEETING MAY 27, 2020 6:00 p.m. A regular works hop meeting of the C ity of Madeira Beach Board of Com mi ssio ners was he ld at 6:00 p.m . on May 27, 2020, in the Patric ia Shontz Commission C hambers at City Ha ll, located at 300 Municipal Drive, Madeira Beach, Florida. MEMBERS PRESENT: John B. Hendricks, Mayor Doug Andrews, Vice Mayor/Commi ssioner Di strict 3 He len " Happy" Price, Commissioner District I Nancy Hodges, Commissio ner District 2 John Douthitt, Commissione r District 4 (via telephone) MEMBERS ABSENT: CITY STAFF PRESENT: Robert Danie ls, C ity Manager C lara YanBlargan, C ity C lerk Patty Kordis, Deputy C lerk Thomas Trask, inte rim C ity Attorney 1. CALL TO ORDER Mayor Hendricks called the meeting to order at 6:00 p.m. 2. ROLL CALL C ity C lerk C lara VanBlargan called the roll. 3. PUBLIC COMMENT Mayor Hendricks opened to public comment. City Manager Robe rt Daniels read comments received by email : Rees Noren, 363 Meda llion Boulevard, stressed concern about the examination done at the Marina and called it a forens ic examinatio n and not an audit. He said that in the future, for the inte rest of taxpayers, the C ity should be c lear on the process contemplated, so there is no confus ion. He also commented in favor of changing the term of the Commission to a longer period. Linda Hein, 40 I 150 th Avenue, expressed concern about the draft press release and thought that some of the language was not appropriate or necessary. May 27, 2020, BOC Regular Workshop Meeting Page 1 of 6 Grace Critelli, 13025 Pelican Lane, commented there was no involvement from the Charter Review Committee before the proposed Charter amendments were placed on the Agenda. The Commission ran on the platform, if elected, they would like more community participation. 4. ITEMS FOR DISCUSSION A. Proposed Charter Amendment modifying the Candidate Qualifying Period for General Municipal Election, modifying the procedure for district commissioners desiring to become a candidate for the office of Mayor, and modifying the method for Prescribing the Manner of Holding Elections and Providing for Polling Places - Clara VanBlargan, City Clerk/Election Official City Clerk Clara VanBlargan reviewed the item and responded to questions and comments by the Board. She explained the reasoning for the amendments. B. Proposed Charter Amendment - Deleting Runoff Elections; Method of determining Tied Elections - Clara VanBlargan, City Clerk/Election Official City Clerk Clara VanBlargan reviewed the item and responded to questions and comments by the Board. C. Proposed Charter Amendment increasing the term of office for District Commissioners from two to four years and Mayor from three to five years - Clara VanB/argan, City Clerk/Election Official City Clerk Clara VanBlargan reviewed the item and responded to questions and comments by the Board. Commissioner Douthirt said he recommended the length of term for District Commissioners to be three years and a four-year term for Mayor and asked who recommended the four-year term for District Commissioners and five-year term for Mayor. The City Clerk responded that she recommended it. Commissioner Price asked the City Clerk to create a chart comparing both. D. Proposed Charter Amendment - Removing a portion of the Charter provision regarding independent audit - Clara VanBlargan, City Clerk/Election Official City Clerk Clara VanBlargan reviewed the item and responded to questions and comments by the Board. E. Coronavirus Fiscal Impact - Additional Information - Walt Pierce, Finance Director Finance Director Walt Pierce and City Manager Robert Daniels reviewed the item and responded to questions and comments by the Board. May 27, 2020, BOC Regular Workshop Meeting Page 2 of6 Mayor Hendricks said Madeira Beach is a tourist town. Without the parking revenue, the City has taken a hard hit. He said the City needed to explore other forms to generate revenue streams in the future. Commissioner Price said the Florida League of Cities is petitioning the State of Florida for cities and municipalities to receive relief funds and asked staff to stay on top of any progress. Vice Mayor Andrews commented on an email received from a resident concerned about excessive payroll during the Covid-19 pandemic and asked what constituted forty-seven essential employees to be on payroll while City Hall was closed. Director Pierce and the City Manager explained. Commissioner Douthirt said the Board should go through the employee handbook and correct any items they agree needed to be changed. Vice Mayor Andrews referred to the financial report numbers being low at the Marina for the first part of the year at the six-month point. Director Peirce said that will be monitored closely. Vice Mayor Andrews asked why a consultant was hired at the Marina after a financial analyst and a bookkeeper position were denied. Director Pierce said the manager of the Marina requested that they hire a QuickBooks consultant to provide training and to modify the program to fit the needs of the employees. Commissioner Price asked who determined who was an essential employee. The City Manager said the department directors determined who needed to work during the pandemic. This was the first pandemic the City went through, and if it were to happen again, things would be done differently. Following discussion, the consensus of the Board was to go through the employee handbook and change policies as they see fit. F. Payroll Journal for February, March, and April 2020 - Board o/Commissioners Finance Director Walt Pierce and City Manager Robert Daniels reviewed the item and responded to questions and comments by the Board. Vice Mayor Andrews asked why Chief O'Neal was still getting a paycheck. The City Manager explained that he was being paid out his sick leave and vacation pay. Following discussion, the consensus of the Board was to change the emergency policy for payroll to reference only during a hurricane. G. Correction of Press Release regarding recent Marina Audit-Board of Commissioners Vice Mayor Andrews thanked Commissioner Price for writing the first draft of the press release and said the Board should not be writing the press release. It should be written by the person who wrote the original press release. May 27, 2020, BOC Regular Workshop Meeting Page 3 of6 Finance Director Walt Pierce and City Manager Robert Daniels responded to questions and comments by the Board. Following discussion, Commissioner Douthirt asked if the City would be open to lawsuits from affiliated parties if rewriting the statement. Interim City Attorney Thomas Trask said after reviewing the draft, he found no slander or matter of defaming anyone. There should not be a claim made against the City. Commissioner Douthirt said he did not want his name associated with the new press release. H. Beach Beacon News Articles - Board o/Commissioners Deputy Clerk Patty Kordis distributed a handout from Finance Director Walt Peirce. Finance Director Walt Pierce reviewed the item. Commissioner Price asked Director Pierce when he realized the tone of the audit was political, why did he not stop what was happening. Director Peirce said it was the City Manager at the time who took the lead on the audit. He did not want to interfere with the auditor's recommendations and conclusions. The City is adhering to the advice of the Auditor to make the Marina better. Following discussion, the Board consented to correcting the past wrongs. I. Political Involvement Investigation - Robert Daniels, City Manager Deputy Clerk Patty Kordis distributed a handout from Vice Mayor Andrews. Vice Mayor Andrews asked the City Manager about the investigations he conducted on the employee who interfered with the election in 2019 and the one who interfered during the recent election. City Manager Robert Daniels said the first event occurred before he became city manager. was before his he started his employment with the City and was dealt with by the previous City Manager and he had spoken to the employee that interfered during the current election and also informed all employees not to participate or get involved in any political activity during work hours. Finance Director Walt Peirce said he was one of those that got politically involved and learned from that mistake. Vice Mayor Andrews asked the City Manager about the investigation he conducted on former deputy clerk Andrea Gamble and asked how he came up with 11 alleged violations, and if he was employed with the City when the complaint was made. City Manager Daniels said he was not and that he did not want to discuss personnel activities. He said it was a phone call complaint made by Commissioner Douthirt on July 1, 2019. He investigated but did not want Andrea to resign. He May 27, 2020, BOC Regular Workshop Meeting Page 4 of6 wanted her to realize the possible ramification of the investigation. Ms. Gamble resigned before he could talk to her about it. Commissioner Price commented in disagreement that the City Manager did not want Ms. Gamble to resign and she did not know how he could get 11 violations out of a phone call that was made that he wanted to discipline her for. The City Manager said he had investigated several cases in his career, both as a manager and in Law Enforcement. His training was to gather much information, then allow the employee to explain. He would discount any of the allegations that were warranted. He put it all out in the open, was honest, and did not hold back on what she could be charged with in the future. Commissioner Price asked the City Manager if he checked with human resources before scheduling the meeting with Ms. Gamble. The City Manager said yes, and with the City Labor Attorney's office. J. Active IT Advanced Security Agreement (6/15/2020 - 12/15/2020) - Walt Pierce, Finance Director I Network People Finance Director Walt Pierce reviewed the item, and a representative from Network People made comments. Following discussion, the Board consented to move this item to a regular agenda. K. July 4 Fireworks - Robert Daniels, City Manager City Manager Robert Daniels said with the uncertainty of the state of the pandemic and social distancing, the City would need to think of alternative upcoming events as the Governor opens the state. Following discussion, the Board consented to move the item to the regular meeting agenda. L. Marina High and Dry Boat Storage - John B. Hendricks, Mayor Mayor Hendricks expressed the need to generate more revenue for the City, and a high and dry would be a good revenue source. Public Works Director Jamie Ahrens said he put out an RFQ for professional services. Once a contract is in place, the consultant could do a feasibility analysis based on existing conceptual plans that were done in the past. They would have an idea of how much it will cost to build a high and dry storage and how long it would take for the City to see a return. M. Restaurant at the Marina - John B. Hendricks, Mayor Mayor Hendricks said when the Marina building was built, it was designed to support a second floor. Most marinas he visited throughout the state have a restaurant. Several restaurant owners May 27, 2020, BOC Regular Workshop Meeting Page 5 of6 said they would be interested in opening a restaurant at the Marina. The restaurant would be a great revenue maker. The City Manager said he would check with other cities to see what they have, and the City plans to put out an RFP for the restaurant. The Board supposed the idea. In closing, the City Manager said he wanted input from the Board on the calendar given to them before publishing a final calendar and reported the following: • The governor signed an executive order allowing organized youth activities to open. The City will be opening the fields and practicing social distancing. • Recreation summer camp will be opening to children that are registered. • There are rendering for the Military Court of Honor. He will email copies to the Commission and supply more information in the future. Commissioner Douthirt asked if the City could make it possible for residents to call in to BOC meetings so they can provide public comments. He commented that the rules adopted in the Board of Commissioners handbook are not being followed during the meetings. 5. ADJOURNMENT Mayor Hendricks adjourned the meeting at 8:44 p.m. ATTEST: May 27, 2020, BOC Regular Workshop Meeting Page 6 of6