REGULAR CITY COUNCIL MEETING MINUTES
COUNCIL CHAMBERS – CITY HALL
1000 CITY CENTER CIRCLE
DECEMBER 4, 2012
THE REGULAR CITY COUNCIL MEETING of the City of Port Orange was called to order by Mayor Allen Green at 7:00 p.m.
Pledge of Allegiance
Invocation provided by Pastor Scott Kirschner.
3. Swearing-In Ceremony
Allen Green and Drew Bastian were sworn in by Robin Fenwick, Deputy City Clerk.
4. Roll Call: Present: Councilman Bob Ford
Councilman Drew Bastian
Councilman Dennis Kennedy
Vice Mayor Donald Burnette
Mayor Allen Green
Also Present: Kenneth W. Parker, City Manager
Margaret T. Roberts, City Attorney
Robin Fenwick, Deputy City Clerk
5. Election of Vice Mayor
Motion to appoint Councilman Burnette as Vice Mayor made by Mayor Green, and Seconded by Councilman Kennedy. Motion carried unanimously by roll call vote.
6. Order of Business
Mayor Green would like to start the Regular City Council Meetings at 6:30 p.m., rather than 7:00 p.m. to at least handle citizen participation. Councilman Kennedy asked that workshops not be scheduled before the regular meeting as he will have a hard time making earlier meetings due to his work schedule. Mayor Green said workshops would be within the regular meeting. Vice Mayor Burnette said some workshops may be before the meeting but others may be within the regular meeting, it depends on what the topic is and the potential length. He wants them to use their best judgment. He suggests adding the City Attorney and City Manager reports to the end of the agenda for each meeting. Councilman Ford would like to see the citizen participation included in the meeting so people will be more encouraged to stay for the whole meeting. He’s ok with the meeting time moving to 6:30 p.m. He wants citizens to be involved. Councilman Bastian agreed. He believes it might limit their participation. Vice Mayor Burnette agreed to move the meeting earlier. Councilman Bastian is good with starting at 6:30 p.m. Consensus is 6:30 p.m. start time beginning in January. The basic format is agreeable as presented with the addition of the City Attorney and City Manager’s reports.
Motion to approve the Order of Business as presented with the addition of the City Attorney and City Manager’s reports was made by Councilman Kennedy, and Seconded by Vice Mayor Burnette. Motion carried unanimously by voice vote.
7. Appointment to Council Committees
Arthaus – Vice Mayor Burnette
City investment – Councilman Kennedy
Communications Interlocal Agency – Mayor Green
General employees – Councilman Bastian
Golf course – This will be determined during the Joint Annual Meeting. (Councilman Ford and Ken Parker, and his successor, were appointed.)
Library – Councilman Bastian
Transportation Planning Organization – Councilman Ford
Fire – Councilman Ford
Police – Councilman Kennedy
Chamber – Vice Mayor Burnette
Volusia Council of Governments – Mayor Green
Volusia League of Cities – Mayor Green
YMCA – Councilman Bastian
The list above is the consensus of Council.
Council recessed at 7:13 p.m.
JOINT ANNUAL MEETING OF PORT ORANGE PROPERTY DEVELOPMENT, INC.
Council recessed to hold the Joint Annual Meeting of the Port Orange Property Development, Inc., minutes of which are under special cover.
Port Orange Property Development, Inc. meeting adjourned at 7:18 p.m.
ANNUAL MEETING OF THE DESIGN REVIEW BOARD
The Annual Meeting of the Design Review Board was held, minutes of which are under special cover.
The Design Review Board meeting adjourned at 7:21 p.m.
JOINT ANNUAL MEETING OF CITY CENTER CORPORATE PARK PROPERTY OWNERS ASSOCIATION
The Joint Annual Meeting of City Center Corporate Park Property Owners Association was held, minutes of which are under special cover.
The City Center Corporate Park Property Owner’s Association meeting adjourned at 7:24 p.m.
JOINT ANNUAL MEETING OF GOLF COURSE AT CYPRESS HEAD, INC.
The Joint Annual Meeting of the Golf Course at Cypress Head, Inc. was held, minutes of which are under special cover.
The Golf Course at Cypress Head, Inc. meeting adjourned at 7:28 p.m.
EASTPORT CRA SPECIAL MEETING
· Adoption of Regular Meeting Schedule for 2013
A Special Eastport CRA Meeting was held, minutes of which are under special cover.
The Eastport CRA meeting adjourned at 7:31 p.m.
TOWN CENTER CRA SPECIAL MEETING
A Special Town Center CRA Meeting was held, minutes of which are under special cover.
The Town Center CRA Meeting adjourned at 7:46 p.m.
City Council reconvened at 7:46 p.m.
A. CITIZEN PARTICIPATION (Agenda)
8. Lighthouse Loop Half Marathon Success Report
No one was present to provide the report.
9. Mary Flynn Boener, Stewart-Marchman, presentation on Synthetic Drugs
Ms. Boener is the Co-Chair of the Volusia/Flagler Substance Abuse Task Force. She provided details relating to the problems with illicit synthetic drugs. Bath salts are not the bath salts that we take baths in; it is produced in garages. She educated the Youth Advisory Board at their meeting on December 4, 2012.
Mayor Green advised that the Deland City Council voted against an Ordinance on December 3, 2012.
Councilman Kennedy agreed it is a growing problem and thanked Ms. Boener for her presentation.
Councilman Bastian doesn’t understand why someone would vote down this type of ordinance. Ms. Boener said the State is working on a law against it as well, but cities can enact their own ordinances.
Councilman Ford is helping some parents currently dealing with K2 with their children. He wants to make sure there are enforcement options. He promised to picket businesses found to be selling synthetic chemicals.
Mayor Green thanked Ms. Boener for her presentation.
B. CITIZEN PARTICIPATION (Non-Agenda – 15 Minutes)
Ted Noftall addressed Council regarding the Finance Director. Mr. Parker said he is on vacation leave. Mr. Noftall asked what happens when the leave runs out before his retirement date. Mr. Parker said he is having the discussion with Mr. Shelley and Human Resources. Mr. Noftall asked for the numbers of the retirement funds now vs. January. Mr. Parker doesn’t have the numbers available, but will provide them.
Gregg Bastian addressed Council regarding pensions. He read and provided an article regarding “A different view of our pensions!”
Newton White addressed Council regarding City job losses and issues. He asked that Council provide firm guidelines and direction to Staff for the open positions with goals and deadlines.
C. REPORT FROM ADVISORY BOARD
10. Citizen Advisory Committee for TPO
Bobby Ball was unable to attend. He will provide his report in January.
D. BOARD APPOINTMENTS AND INTERVIEWS
11. Board Appointments
a. Construction Regulation Board – Dennis Young
Glejuanda Davis also applied to serve on the Construction Regulation Board. Mayor Green advised that he knows both volunteers. Ms. Davis was not present but Mayor advised that she works for the building department in Daytona Beach. Dennis Young introduced himself to Council. He wants to give back to the community. Mayor Green asked him which one he would be more comfortable serving on. Mr. Young preferred the Environmental Advisory Board.
Motion made by Vice Mayor Burnette, and Seconded by Councilman Bastian to appoint Glejuanda Davis to the Construction Regulation Board. Motion carried unanimously by voice vote.
b. Environmental Advisory Board – Dennis Young
Motion made by Councilman Ford, and Seconded by Vice Mayor Burnette to appoint Dennis Young to the Environmental Advisory Board. Motion carried unanimously by voice vote.
E. CONSENT AGENDA
12. Approval of Minutes
a. October 23, 2012 – Regular City Council Meeting
b. November 7, 2012 – Regular City Council Meeting
14. Update on Recreational Facilities
15. Construction Activity Report
16. City Wide Administrative Code Change
17. Council Meeting Schedule for 2013
18. Approve Bid Award with McMaster Pest Services as the lowest and most responsive bidder for spraying services for athletic fields
19. Approve Bid Award with World Wide Sports Wear as the lowest and most responsive bidder for City wide use services agreement for T-shirts, hats, and uniforms
20. Dunlawton Drainage Improvements & Halifax Canal Reclaimed Water Augmentation Project, Bid Award – Bid #12-40
21. Validate authorization of Addendum No. 91 with Quentin L. Hampton Associates, Inc. for Emergency Design Services for Oriole Avenue Waterline Replacement
22. Extension of Contract with SNS/Polydyne for Cationic Emulsion Polymer
23. Port Orange Professional Firefighters Association (IAFF) 2012-2014 Collective Bargaining Agreement
24. Work authorization with Quentin L. Hampton Associates, Inc. under Addendum #80 for construction administrative services for Dunlawton Avenue Drainage Improvements and Reclaimed Water Augmentation Ponds Project
Mayor Green asked that Item #23 be pulled for further discussion.
Councilman Ford asked that Item #13 be pulled for further discussion.
Motion to approve Consent Agenda Items 12, 14-22, and 24 was made by Vice Mayor Burnette and Seconded by Councilman Kennedy. Motion carried unanimously by voice vote.
Item #13 – Councilman Ford asked which months the golf course didn’t make their debt payment/rent. Mr. Parker said July and August. Councilman Ford asked if they have paid September and October. Mr. Parker said he doesn’t believe they have paid October, but he will double check and advise.
Motion to approve Consent Agenda Item #13 was made by Councilman Ford, and Seconded by Councilman Bastian.
Mayor Green asked for public comments.
Ted Noftall asked for an amortization schedule on the debt for the golf course. He has a problem with the fact that the City doesn’t have an amortization schedule for all of the debt of the City. Mayor Green said they have asked for a special meeting to figure out what’s going on. Mr. Noftall said they haven’t paid their debt service for two (2) years. He asked about the audit services and whether or not it is a public meeting. He doesn’t think they should be picking an auditor.
Motion carried unanimously by voice vote.
Item #23 – Mr. Parker advised that the parties have been negotiating for some time. A tentative agreement was reached recently. The IAFF 3118 voted to ratify 29-9. Mr. Parker read an email from Mark Vroman, President of the IAFF Local Union. Mr. Vroman is asking for a week’s delay. Mr. Parker said Council needs to decide whether to delay or vote on the item. Margaret Roberts, City Attorney, advised that the arbitration matter is separate and apart from the CBA. They are free to vote on this item tonight.
Councilman Ford said he is ready to vote tonight. The arbitration issues do not have anything to do with this agreement. It is time to put this issue behind us. He wants to move forward. Staffing of the department needs to happen now and they are not an issue with the arbitrations. He doesn’t like emergency personnel to work long hours like they are now. He urges Council to move forward and work on rebuilding relationships.
Vice Mayor Burnette believes it’s a good agreement because neither party is overly happy with it. If he agreed to wait, it would be no longer than one week. He is ready to vote. He asked Attorney Roberts to highlight what the arbitrations are about. Attorney Roberts said they are objecting and challenging the fire pension ordinance of September 25, 2012 and the implementation of those items. The other is similar and relates to the COLA. Vice Mayor Burnette agrees that nine people are needed on the street.
Councilman Bastian agreed the overtime is staggering. He believes it needs to get under control. The City needs to hire more workers. Councilman Bastian will be abstaining because his brother is still employed by the Fire Department. Legal counsel advised him to abstain.
Councilman Kennedy agreed it needs to move ahead because of the nine employees they want to get on the street. He doesn’t want to wait any longer.
Councilman Bastian asked Chief Burgman how quickly the nine firefighters would be hired. Chief Burgman said he could hire the reserves and have them ready in a week. Councilman Bastian asked how the pension changes would affect the new employees. Mr. Parker said the contract is specific to the new hires being under the new plan.
Gregg Bastian agreed and wants the contract voted on now. He urged Council to move forward.
Ted Noftall asked Council about the financial implication regarding the arbitrations. Attorney Roberts does not have that information.
Brian Spies is happy to hear that Council is moving towards hiring firefighters for full staffing.
Newton White spoke regarding pensions and budget problems.
Attorney Roberts advised that there is an actuarial report addressing the financial impact.
Mayor Green is concerned with sustainability with all of the pension plans.
Councilman Bastian agreed, if changes aren’t made, it won’t be sustainable.
Mr. Parker advised Council of the other changes of the contract:
· Article 11 – Holiday pay is currently paid at time and a half. Now it will be added to vacation time rather than time and a half. Currently there are nine holidays, under this Contract there are only 7 holidays.
· Vacation time does not have a tiered system for new hires. There is just one tier. This provides long-term savings to the City. The new hires will also have a smaller number of roll over hours.
· Sick Leave has also changed. They cannot cash in on an annual basis, only at retirement.
· Bereavement leave is now consistent with all other employees under contract with the City.
· Wages do not include steps, only salary ranges. The hiring rates for new hires are lower than current firefighters.
· Promotional policy has changed as well. Maximum of 5% increase on promotions.
· Retirement plan has two provisions – vested (10 years or more) 48 years old and 25 years of service if vested, or 52 years old and 25 years of service if not vested, or a new hire.
· COLA - new hires do not have. There is a different multiplier, 2.5 not 3%.
· No DROP
· No insurance provision.
· Jury duty no longer counts as hours of work.
· Agreement through September 30, 2014 with no openers.
· This Contract changes the status quo if there is not a new replacement contract on October 1, 2014.
· Wages are as of March 4, 2010 unless they were promoted or demoted.
Councilman Bastian asked if the firefighters are the only ones who can’t buy back. Mr. Parker said this is the first of the Contracts that doesn’t allow it. There was a moratorium on the other contracts under an MOU.
Mr. Parker said the Union brought in different options and different perspectives. Both parties brought good ideas to the table.
Motion to approve Item #23 was made by Councilman Kennedy, and Seconded by Councilman Ford. Motion carried 4-0-1 by roll call vote. Councilman Bastian abstained.
F. TABLED ITEMS
25. Purchase Sensus Flex Net Metro50 Equipment (Metro TGB 50) that will read City Meters and transmit water consumption (Tabled on October 16, 2012)
Mr. Parker advised that this item will be discussed on December 11, 2012.
26. Staffing Levels and Fire Services Discussion (Tabled on November 13, 2012)
Motion to remove from the table was made by Vice Mayor Burnette, and Seconded by Councilman Ford. Motion carried unanimously by voice vote.
Consensus of Council is to revert back to Staff.
G. COMMUNITY DEVELOPMENT (Wayne Clark)
27. Second Reading – Ordinance No. 2012-25 – LDC Amendments/Chapter 17, PC-A Zoning District, Case No. 12-25000006
Mayor Green read Ordinance No. 2012-25.
ORDINANCE NO. 2012-25
AN ORDINANCE OF THE CITY OF PORT ORANGE, VOLUSIA COUNTY, FLORIDA, AMENDING THE LAND DEVELOPMENT CODE CHAPTER 17; ADDING MULTIFAMILY DWELLINGS (16 UNITS PER ACRE) AS A PERMITTED USE IN THE PLANNED COMMUNITY - AGRICULTURE (PC-A) WORKPLACE DISTRICT; PROVIDING FOR CONFLICTING ORDINANCES; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE.
Motion to approve Ordinance No. 2012-25 was made by Councilman Kennedy, and Seconded by Councilman Bastian.
Councilman Bastian advised that he had a conversation with Rob Merrill, attorney for the applicant, regarding the item just to bring him up to speed.
Vice Mayor Burnette is happy someone wants to invest in the city. He thanked the developer for meeting with the residents.
Councilman Ford is also happy with the involvement with the community. He wants to see that continue with future dealings. He wants to revisit the zoning laws and look at buffers and height restrictions where apartment complexes abut other residents.
Mayor Green asked for public comments; there were none.
Motion carried unanimously by roll call vote.
H. PUBLIC SAFETY (Jerry Monahan)
28. First Reading - Ordinance No. 2012-33 – Ordinance Prohibiting the Purchase, Possession, Sale, and Distribution of Illicit Synthetic Drugs and Drug Paraphernalia
Mayor Green read Ordinance No. 2012-33.
ORDINANCE NO. 2012-33
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF PORT ORANGE, VOLUSIA COUNTY, FLORIDA, ESTABLISHING A NEW ARTICLE XIII IN CHAPTER 18 OF THE PORT ORANGE CODE OF ORDINANCES, PROVIDING FOR A GENERAL PROHIBITION ON THE PURCHASE, POSSESSION, SALE, AND DISTRIBUTION OF ILLICIT SYNTHETIC DRUGS AND DRUG PARAPHERNALIA; PROVIDING FOR DEFINITIONS; PROVIDING FOR ENFORCEMENT; PROVIDING FOR PENALTIES; PROVIDING FOR REPEAL OF CONLICTING ORDINANCES; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE.
Motion to adopt Ordinance No. 2012-33 was made by Vice Mayor Burnette, and Seconded by Councilman Ford.
Jerry Monahan, Director Public Safety, advised Council that Matt Jones, Assistant City Attorney, has worked hard on the ordinance and is present to answer any questions. Wayne Dorman is also present to answer questions regarding enforcement.
Vice Mayor Burnette thanked Attorney Jones for spending time on the phone answering his questions.
Councilman Ford asked if there are any stores in Port Orange currently selling. Chief Monahan said yes. Sgt. Dorman worked with the owners to get it off the shelves. The owners have been complying voluntarily prior to this ordinance.
Mayor Green asked if it is still slow getting results from FDLE. Chief Monahan said yes, they are backed up but they want the samples so they can stay on top of the compounds being used. Mayor Green thanked them all.
Mayor Green asked for public comments; there were none.
Motion carried by unanimous roll call vote
Mr. Parker congratulated Attorney Jones on his graduation from the Police Academy. Chief Monahan also congratulated Attorney Jones. Chief Monahan is happy to have a police advisor in the legal department. Mayor Green and Council Members also congratulated Attorney Jones.
29. Biketoberfest Report
Chief Monahan introduced Sgt. Chris Besuden. Sgt. Besuden advised Council that Biketoberfest was quiet. There were a few crashes but no fatalities.
Chief Monahan provided details to Council regarding the noise complaints at Roadside Tavern. The conversation was recorded and provided to Council. Chief Monahan was very uneasy by the conversation and the tone and language used by the manager of Roadside. The Police Department did not cite the establishment. He will recommend that Council not give them any special permit for Bike Week.
Councilman Kennedy asked if there were any painted on clothes in Port Orange. Sgt. Besuden said no.
I. ADMINISTRATION (Ken Parker)
30. City-Owned Property: 6327 Spruce Creek Road Discussion of Sale of Property
Mr. Parker advised that there was a request by a citizen to declare 6327 Spruce Creek Road as surplus property. The owner of the property to the east is interested in purchasing the property. If Council decides to declare it surplus, it would have to go to bid to allow anyone interested to place a bid.
Mayor Green said it was difficult with the other homeowners because of drainage issues.
Councilman Ford doesn’t believe now is the time to sell it. He needs time to talk with the residents of the area.
Vice Mayor Burnette is not inclined to sell it because of further use as a passive area or drainage. The market is not good right now to sell it.
Councilman Bastian asked if there was public access now. Mr. Parker said Council agreed with the residents to prevent access. Councilman Bastian is not inclined to sell.
Councilman Kennedy remembers the issues with the residents from years ago. He doesn’t think right now is the right time to sell it.
Shannon Queen said Linda Johnson advised him that it was determined not to be usable for drainage.
Newton White agreed with Council on retaining the property. He’d like to see it accessible in the future.
Ted Noftall asked if Mr. Parker can speak to the agreement of Council with the residents. Mr. Parker advised that the Council at the time agreed verbally that the property would not be used for a public park. Mr. Noftall asked when the Council would revisit it. Mayor Green said the area is in the County. The discussion needs to be with the County. The residents don’t want to be a part of the City. Mr. Noftall asked if it was accessible to the public. Newton White said no, it’s posted no trespassing. There’s a bicycle path and it’s sad he can’t use the property. He doesn’t understand why it is posted no trespassing.
Vice Mayor Burnette asked what the current County zoning is and what it allows the City to do without changing the zoning. Mr. Parker said he will have to look.
Consensus of Council is to retain the property.
31. Discussion regarding the Hospital District Lines and Tax
Mr. Parker said December 11 is the meeting regarding the hospital district lines and taxes. Vice Mayor Burnette said there is a disparity. There are 5,000 residents in the Southeast Volusia district who pay double those of the Halifax tax district. The lines were drawn 50 years ago and need to be changed. Mayor Green said Council needs to go to the meeting to present their case. Mayor Green asked Mr. Parker to get information. Vice Mayor Burnette said he will attend on behalf of Council. Councilman Ford said he will be there for the college.
32. Discussion of Palmer College’s Request to Upgrade Allen Green Civic Center HVAC System
Shannon Lewis, Assistant City Manager, advised that the City is responsible for the HVAC system but Palmer College wants to handle the repairs and replacement with credits to the rental payments. Design costs $15,200. Al Lundstrom would handle the work. Staff will also help. A Lease Agreement would be brought back on January 8, 2013 if Council agrees. Palmer’s construction estimate is $150,000 and Staff’s estimate is $130,000.
Mayor Green said he’s good with it as long as it is competitively bid.
Councilman Kennedy is good with it.
Councilman Bastian supports it.
Vice Mayor Burnette agreed it works with the partnership.
Councilman Ford wants to control the project if he is spending money.
Mayor Green clarified that Staff is going to be involved. Ms. Lewis said yes, the issue is primarily timing due to school schedules.
Motion to approve Palmer College taking the lead on the HVAC replacement project as discussed was made by Vice Mayor Burnette, and Seconded by Councilman Kennedy. Motion carried 4-1 by roll call vote. Councilman Ford voted no.
33. Discussion regarding land swap with the County of Volusia
Mr. Parker provided background of the discussions on swapping land with the County. The County has suggested that the City looks at the property just south of Shuntz Road. The exchange is for 365 acres. They would grant an easement in Town West. Question to Council is whether or not they want Staff to continue discussions with the County for this exchange.
Mayor Green asked, based on the map provided in the packet, what is being swapped. Mr. Parker advised the bottom part is being swapped for the top part.
Councilman Ford said swapping the property doesn’t reduce the travel time, which was the goal.
Vice Mayor Burnette’s concern is the land that is being exchanged may not be suitable for a park and/or football stadium. Mr. Parker said Staff has looked at the properties being exchanged and they are suitable for parklands and fields. It’s uplands to uplands in the exchange.
Councilman Bastian asked if the land owned by the City works for a park without an exchange or easement. Mr. Parker said yes.
Councilman Kennedy looks forward to a project.
Mayor Green said he’d like to see the property cleaned up some time later and make it a park.
Consensus of Council is to leave it alone; do not trade with the County.
34. City Manager Selection process
Shannon Lewis provided an update of the dates for the background checks. Staff is proposing January 3-5 for interview dates, which still keeps things on target for March 1 start date for the new City Manager.
Councilman Kennedy is good with it, as is Councilman Bastian.
Vice Mayor Burnette is disappointed and thinks it should have been planned out better. The Contract still has to be negotiated even after a person is selected. They are going to have to be aggressive in making this happen for a March 1st start date.
Councilman Ford agreed with Vice Mayor Burnette. He hopes this will go as planned.
Mayor Green asked for public comments; there were none.
Consensus of Council is to accept the plan.
J. COUNCIL COMMENTS
35. Comments/Concerns from Council Members
Councilman Bastian shared a goodwill story from the firefighters. They went over and above for a homeowner who had called after falling off the roof. The firefighters purchased the mount she needed and installed it for her. Councilman Bastian provided information from the Fire Pension Plan. The rate of return was 16.77% net of fees. The funding level went from 42 to 46%. Dunlawton sidewalk lights on the Home Depot side are out from City Center to Home Depot. Several also are out on the Walmart/Houligan’s side. He asked if anything can be done because it is a safety issue. Mayor Green asked if it is a code issue. Mr. Parker said Staff will look into it. Councilman Bastian asked about Mr. Shelley’s leave after his vacation runs out. Mr. Parker said he will provide an update on the leave issue.
Councilman Kennedy asked about the access to Golden Corral. He asked what is happening with the access and the next part of the project. Wayne Clark, Community Development Director, advised that the “pork chop” is to be removed but they have not submitted for a permit. It has been approved by the County. Mr. Clark explained that the Yorktowne Road extension was supposed to be opened prior to Golden Corral so the access is wrong. He explained the status of BJ’s. Councilman Kennedy suggested a temporary sign at Taylor Road to tell people to not turn. Mr. Clark advised that they call constantly asking for them to submit the permit.
Vice Mayor Burnette reminded all that Monday night is the reorganizational meeting for the HOA group. He asked if crime prevention, code, and community development grant Staff can be present. Mr. Parker said yes. Vice Mayor Burnette asked about the difference between a person being bit and a dog being bit for a dangerous dog determination. Chief Monahan explained a bite to a human means a quarantine. Dangerous dog declaration is different in the statutes: one bite for humans, two for biting another animal. Vice Mayor Burnette asked about replacement of key people. Mr. Parker provided an update: there will be a Public Works Director job offer by the end of the week; the Purchasing Manager has been filled subject to background checks; the Finance Director advertisement is going out soon. Staff has talked to individuals to fill in temporarily. Stella Gurnee, Comptroller, has asked for accountants to help with the workload. Vice Mayor Burnette is concerned with hiring a Finance Director and then a new City Manager comes in and doesn’t like him/her. That is a key position on the team. Mr. Parker said the new City Manager will make the hire. Vice Mayor Burnette asked about the garbage pick-up for Christmas. Mr. Parker said a mailing went out a while ago by Waste Pro. Another ad and the newsletter are going out before Christmas. Vice Mayor Burnette asked about the RFP for audit services. Attorney Roberts said she will discuss that tonight. She needs direction. Vice Mayor Burnette wants discussion on the scope of the audit. He doesn’t know the scope of the problems yet. The RFP needs to be broad.
Councilman Ford wants to sit down with Staff about code enforcement complaints. He wants the complaint tracked and he wants a response without further complaints on his part. He asked if he has to go through the City Manager every time. Mr. Parker said he will provide a process. Councilman Ford feels it is time for another police zone in the Ridgewood Corridor. He’d be satisfied with a patrol from 6 p.m.-6 a.m. Mayor Green needs to see the big picture and know how it fits into the big picture. Mr. Parker will provide material for Council to make an informed decision on police personnel and zones. Chief Monahan advised of the current status of the new hires and staffing levels. Discussion was held regarding extra help. Mr. Parker will bring a proposal back.
Attorney Roberts asked Council for direction regarding the RFP for auditing services as to accounts receivable and payable areas. Mayor Green wants it as external as possible. Councilman Kennedy agreed. Money is not the issue, need to fix it all. Councilman Bastian agreed. He doesn’t believe they can drag their feet any longer; the revenues being lost need to be stopped. He understands there will be a cost. Vice Mayor Burnette doesn’t have full faith in the Finance Department. He doesn’t want anything that limits the auditors. Councilman Ford is looking for an audit that includes everything included in previous audit reports. He wants to include Parks and Community Development as well. He wants to do it only once. He doesn’t want a forensic audit, but wants the option if they run into specific problems. He wants a broad audit. He wants previous audit report comments to be reviewed and corrected. He also wants instructions to the City for building in controls. Attorney Roberts restated what she heard from Council. Councilman Ford asked Ms. Gurnee for her comments on the audit RFP. Ms. Gurnee said she believes they are asking for a revenue audit not an accounts receivable audit. Attorney Roberts recommends that if there are a high amount of errors, the results will be brought to Council for further directions. Councilman Bastian asked how Staff cannot be billing customers (wrecker service in particular). Ms. Gurnee agreed as to the wrecker service, but explained that FPL can’t be invoiced because the amount to be billed is a percentage; it’s not a flat fee. Councilman Bastian understands with FPL but doesn’t agree with the wrecker service not being billed monthly.
Mr. Parker reminded Council of Tuesday’s advisory board reception at Lakeside Center; the Library brunch on the 12th; the Employee reception on the 13th; the dedication of Station 73 to Mike Ertz on the 21st; and on Dec. 24th at 7am is the breakfast for employees cooked by Mayor Green and Mr. Parker.
Mark Schaeffer advised Council they should include payables in the audit RFP. Mayor Green agreed.
Mr. Noftall doesn’t understand how they can make decisions before hearing Stella’s thoughts and reports on what she has uncovered in her audits. Her report may help lead their decisions.
Newton White asked Council to set a goal of when to get it done.
Attorney Roberts advised that the RFP is out. She advised that answers have to be out this week to questions being asked by the potential bidders. Mayor Green asked Ms. Gurnee to recap what she has uncovered at the December 11th meeting. Mr. Parker said he heard Council say they want everything included in the Auditing RFP.
K. ADJOURNMENT - 10:52pm
Mayor Allen Green
Kenneth W. Parker, City Manager