Board of Commissioners Workshop Meeting - BOC Planning Session

MINUTES BOARD OF COMMISSIONERS WORKSHOP MEETING APRIL 21, 2020 12 :00 P.M. A workshop meeting of the C ity of Made ira Beach Board of Commiss ioners was held at 12:00 p.m., on Apri l 2 1, 2020, in the Patricia Shontz Commission Chambers at C ity Hall, located at 300 Municipal Dri ve, Made ira Beach, Florida. MEMBERS PRESENT: John B. Hendricks, Mayor Doug Andrews, Vice Mayor/Comm issioner Di strict 3 Helen " Happy" Price, Commissioner District I Nancy Hodges, Comm iss ioner District 2 John Douthitt , Comm issioner District 4 (via telephone) MEMBERS ABSENT: CITY STAFF PRESENT: Robert Danie ls, City Manager C lara YanBlargan, C ity Clerk Patty Kordis, Deputy Clerk Ralf Brookes, City Attorney (via telephone) 1. CALL TO ORDER Mayor Hendricks called the meeting to order at 12:00 p.m . 2. ROLL CALL City Clerk Clara YanBlargan cal led the ro ll. 3. PUBLIC COMMENT Mayor Hend ricks opened to public comment. Curt Preisser, Public Informat ion Offi cer, read the fo llowing emailed publ ic comments received by the pub lished deadline for the meeting: Richard Lewis, 56 1 Crystal Drive, suggested eliminating the partial term requirement for the Special Magistrate. He commented that the items listed for Apri l 2 1, 2020, BOC Workshop did not agree with the agenda heading for the meetin g. He suggested that BOC acknowledgment of public input submitted by letter or email to be addressed in the BOC Policy Handbook. David Mazeika, 359 Medalli on Blvd, Unit A, commented in oppos ition of the City planning to put Apri l 2 1, 2020, BOC Workshop Meeting Mi nutes Page I of 9 boat slips along ROC park. The boats would block the view of the miles of beautiful intercoastal waterway and encourage transient boat owners to use those docks. David Greene, 13510 1st Street E, encouraged the City to have a plan for improving one pocket park every few years, make it ADA compliant, and put in multiple benches to encourage more people to go there. Dawn Vest, 10814 Navajo Drive, Apt. 2, encouraged the City to reopen is beaches and businesses. 4. TOPICS FOR DISCUSSION A. Board of Commissioners Policy Handbook- Board of Commissioners The Board made the following changes to the BOC Policy Handbook: ARTICLE III - RULES OF PROCEDURE FOR THE BOARD OF COMMISSIONERS MEETINGS (pp.16-22) I. POLICY (pp. 16-17) 1. General Rules Revise the second sentence in the first bullet point, Meetings to be Public, to read, "Any meeting of two or more Commission members, in which City business is discussed is prohibited without the appropriate notice as specified in Florida Statutes." Add a sentence at the end of the sixth bullet point, City Attorney, to read, "Under Staff Reports on each BOC regular meeting agenda, the City Attorney shall provide a monthly report to the Board regarding the status of any ongoing litigation." 2. Types of Meetings In the first bullet point, Regular Meetings, change the regular meeting date from the second Tuesday to the second Wednesday of each month. In the second bullet point, Agenda Setting Meetings, change the agenda setting meeting date from the second Tuesday to the second Wednesday of each month. In the third bullet point, Special Meetings, remove the language allowing the City Manager to call a special meeting to avoid a conflict with the City Charter. April 2 I, 2020, BOC Workshop Meeting Minutes Page 2 of9  In the fourth bullet point, Workshop Meetings, change the workshop meeting time and date from 2:00 p.m. on the fourth Tuesday of each month to 6:00 p.m. on the fourth Wednesday of each month. 3. Presiding Officer and Duties In the fourth bullet point, Point of Order, end the first sentence at the end of the words, "point of order" and delete all the remaining language except for the last sentence. The new bullet point will read, "The Presiding Officer shall determine point of order. Point of order shall not be entertained from the audience.'~ In the sixth bullet point, Recognition of Commission Members wishing to Speak, remove the language "once there is a motion" in that sentence. The new sentence will read, ''The Presiding Officer shall allow an opportunity for Board of Commissioners to comment on items but shall not solicit comment from each member on every item but shall recognize those Commission members wishing to speak." 4. Order of Business for BOC Regular Meetings In the first bullet point, Order of Business, between category #6, Public Comment, and category #7, Consent Agenda, add a new category labeled "Public Hearing." 5. Explanation of Order of Business for Regular Meetings In the first sentence of paragraph 5.1, Proclamations, add language allowing the City Clerk to also read the proclamations. The new sentence will read, "This section is provided for presentation of Proclamations to be read in full and presented by the Mayor or City Clerk." In paragraph 5 .2, Presentations, change the time limitation for speaker's presentation from 15 minutes to 10 minutes. In #6, paragraph one, Public Comment, add at the end of the sentence before the last sentence, "unless there is a declared State of Local Emergency requiring virtual meetings of the Board of Commissioners." The new sentence will read, "Public comment is made in person and not represented by emails, tweets, or other types of information, unless there is a declared State of Local Emergency requiring virtual meetings of the Board of Commissioners." In #6, paragraph two, Manner of Addressing the Board of Commissioners, add at the end of the paragraph, "Yielding of time for an additional three-minute period is allowed. Ifno time is yielded, the person speaking can ask for additional time to speak. April 21, 2020, BOC Workshop Meeting Minutes Page 3 of9  If the additional time requested is appropriate, the presiding officer can offer the Commissioners the opportunity to consent to the extension." In #6, paragraph three, Comment Cards, change the word "shall" in the first sentence to "may." 6. Agenda Preparation In the first bullet point, Notice, change the latest the agenda must be posted from Wednesday to Friday. In the second bullet point, Packets, change the latest the packet must be ready for distribution from Thursday to Friday. Remove the last two sentences in the paragraph regarding contracted police officers delivering packets. In the second paragraph of bullet point two, combine the two sentences to make one sentence. B. Goals, Objectives, and Priorities for FY 2021 - Board of Commissioners Mayor Hendricks said they received from Vice Mayor Andrews his list of items and asked the other Commissioners if they had items they would like to see as goals. Commissioner Price said her goals is to unify the City, support events and festivals, utilize the stage more often, get people involved in a plant a tree foundation group to help beautify the City and pocket parks, form a public-private partnership for the pocket parks, build more of a community, streamline and improve the building and permitting processes, improve the financial position, and to get a reader friendly monthly financial report to see where they are and if they are on track or not. The Mayor suggested an overview with bullet points showing the previous year and the current year. Commissioner Hodges said she would like for the things they discuss to get started. No one follows through with them. One thing she would like done asap is to build an area in the park by the 9-11 monument for the remembrance of military members of all branches of service. Her vision is to have a star-shaped area where monogrammed bricks could be placed to provide a thoughtful memorial tribute to all fallen military members. · Vice Mayor Andrews reviewed his list to be discussed at a workshop meeting (items copied from list distributed): 1. Community Unity Month - Records Request for packet - Citizen appreciation promotional material from 2016. April 21, 2020, BOC Workshop Meeting Minutes Page 4 of9  2. City Manager responsibility - Discussion bottom line, I think we may have too many chefs and not enough cooks. 3. Discuss potential campaign violations involving City staff. The state statute clearly states City staff should not be involved in campaigns and shall remain completely neutral. That did not happen. Records Request for packet - Email from Curt Preisser to Doug Andrews, March 3, 2019, at 9: 15 a.m. Email from Jonathan Evens to Doug Andrews March 5, 2019, at 10:21 a.m. Also, a copy of state statute and Madeira Beach employee handbook entry on employee involvement in municipal elections. 4. Outline Commissioner territories, districts, responsibilities. The Crystal Island paving debacle looks bad on all of us. Discussion. 5. Establish a schedule of Town Halls. Discussion. 6. Do an inquiry and investigation on the last grievance hearing, the procedures, and results. Records Request for packet - Civil Service Commission final findings on Miranda Patten's grievance hearing. Attorney invoices for our labor attorney (Tom Gonzales), the outside counsel assigned to the Civil Service Commission (Dickman's firm), and any of Ralf Brookes fees associated with this grievance hearing and its investigation. 7. Do an inquiry and investigation on discipline being handed out and adherence to the employee handbook. Record Request for packet - Documentation to suspensions with pay handed out to Megan Wefuer, Patty Kordis. Maranda Pattens first termination memo. 8. Major events discussion, primarily the Seafood Festival and Old Salts events. Discussion. 9. City giving out email list discussion. Records Request for packet- Curt Preisser's email to William Gay on February 14, 2019, at 2:52 p.m., William Gay's written records request for any ordinance relating to having to furnish EVERY email address that the City obtains in the normal course of doing business, copy of the ordinance requiring all records requests be in writing. 10. Fire Chief suspension - Discussion. 11. Marina Audit - Records Request for packet - Actual Marina fuel numbers January l, 2019 - March 20, 2019 compared to Actual Marina Fuel Numbers from January l, 2018 - March 1, 2018. Also, an example of what the financial report the Marina submits to Finance each day. April 21, 2020, BOC Workshop Meeting Minutes Page 5 of9  12. Sheriff Deputies at meetings - Record Request for packet - Number of hours Deputy Roxby and Deputy Snyder have spent in the City Hall meetings and subsequent City per hour for the CPO cost. 13. Jim Black in City Hall - Records Request for packet - Copy for the Nepotism Charter amendment. 14. Card groups utilizing City Hall rooms. 15. Employee health care changes - Records Request for packet- Copy of the benefits page of the old policy and the new policy. 16. Imposing a 5-minute time limit on Commissioners and City Manager on each topic - Discussion. 17. Community Crime Watch - Discussion to establish community crime watch, will invite a few citizens who want to head this up. New Topics- Vice Mayor Andrews 1. Revenue generators/preservation/event criteria. 2. Revisit "consultant" for Crystal Island - $197,000. 3. Review public information distribution. 4. Interview attorney for the interim role. 5. Review six months, FY 2020 Marina numbers. 6. Review Human Resources Department - Marsicano/Gamble/Borchardt/Salary Survey. 7. Review City Charter, Sections 4.6. band 4.6. c. 8. Coronavirus staffing discussion. 9. Discussion on the CAFR (Comprehensive Annual Financial Report). 10. We do not want to live in the past, but we need to right the wrongs. 11. The 4th of July. April 21, 2020, BOC Workshop Meeting Minutes Page 6 of9 Mayor Hendricks said when he ran for office, he received an email that implied some wrongdoings at the Marina that resu]ted in a $500,000 loss and Director Dave Marsicano resigning. The Beach Beacon, a local paper, cleared up this issue. It was the City's responsibility to put out a press release clearing it up. The Marina did not lose $500,000 but made $155,000. The Mayor recessed the meeting at 2:33 p.m. and reconvened the meeting at 2:45 p.m. Mayor Hendricks said he would like the City to strive towards the following (items copied from list distributed)): • Grants and Finance 1. We must pursue grants money in every category possib]e. 2. Bed tax revenue must be applied for. 3. New revenue streams must be deve]oped. • Marina 1. High dry/public works building. 2. Restaurant. 3. General clean up (shells all over inc]uding sidewalks, loose boards on docks, existing plats not watered and dying, driveway covered with debris). • Streets 1. Install parking signs, parking by resident permit only on the street within two blocks of Gulf Blvd. 2. Install four-way stop at 140th Avenue and North Bayshore. This will he]p stop speeding and improve pedestrian safety at that intersection. 3. Install "No U-Turn" sign at 150th Avenue and pt Street East. 4. Paint pedestrian crosswalk across 1st Street East at 150th Avenue. 5. Address speeding concerns on Island Drive and Crysta] Drive. 6. Many signs are facing the wrong way on side streets. They should face the traffic, not towards the street. 7. Downed palm in the median at Gulf Boulevard and 150th Avenue. Mayor Hendricks said the palm tree had been taken down by an automobile, and the City is tiling a claim with the insurance company for the repairs to the median and tree replacement. April 21, 2020, BOC Workshop Meeting Minutes Page 7 of9  • Parks I. All parks are unkept. There is a general lack of fertilization. Also, a lack of pruning, dead plants. Lights on timers are on during the day and off at night. Island Drive is an example. 2. Rocks are all over the sidewalks at the Island Drive park. These rocks should never have been put in. 3. Dog poop bag stations are not being refilled. Employees are driving by and not checking them. 4. Public/private initiative on pocket parks for care and equipment. Exercise stations and playground equipment can be paid for by private business for their ability to place small "Sponsored By" signs at equipment furnished. 5. ROC Park needs much attention and TLC. Fertilizer is needed badly. Flower beds need cleaning. Walkways need sweeping. Mulch needs replacing. 6. Roe Park needs more handicap parking (per residents). • Cable and Internet Service I. We need competition at the beaches. One company supplying the City stifles competition and leaves residents at the mercy of one company. • No Wake Zones 1. There are many manatees in the area. Let's consider a no wake zone for the entire city. • Building and Zoning 1. Make the customer successful (staff is not helpful. Customers are frustrated). 2. Too long getting permits. 3. Code enforcement is not customer friendly. Commissioner Price said she received emails from citizens concerned about the minimum wake zones. She looked into how to designate the areas as a manatee zone and to do that they must go through the county. She is willing to research how that can be achieved. Mayor Hendricks added shoaling in John's Pass waterway to the list. C. Other Discussions - Board of Commissioners April 21, 2020, BOC Workshop Meeting Minutes Page 8 of9 The Board sched uled the next workshop meeting for 2:00 p.m., on Tuesday, April 28, 2020, to continue the goal-setting meeting, and scheduled a special meeting fo r Tuesday, Apri I 28, 2020, to begin immed iately following the BOC workshop meeting to approve a contract with an attorney to serve as the interim City Attorney. 7. ADJOURNMENT Mayor Hendricks adjourned the meeting at 3: IO p.m. l '---?Lz¼21r~ cc__:,~ :!91it113.Hendricks, Mayor ATTEST: Clara VanBiargan, MMC, MSM , City g~rk .... April 2 1, 2020, BOC Workshop Meeting Minutes Page 9 of 9