121399Work Session The City Commission of the City of Sanford, Florida met in Work Session on Monday, December 13, 1999, at
3:30 P.M. in the City Manager's Conference Room, Sanford City Hall, 300 North Park Avenue, Sanford, Florida.
Present: Mayor-Commissioner Larry A. Dale
Commissioner Whitey Eckstein
Commissioner Velma H. Williams
Commissioner Brady Lessard
Commissioner A. A. McClanahan
City Manager Anthony VanDerworp
City Clerk Janet R. Dougherty
Absent: City Attorney William L. Colbert
The Chairman called the meeting to order.
Presentation regarding the [eneral status of Sanford Airport.
Victor White, Executive Director, Sanford Airport Authority and Larry Gouldthorpe, President and Managing
Director of Orlando Sanford Intemational and Orlando Sanford Domestic were present to provide a general update on O~ando
Sanford Airport, with special emphasis on the O~ando Sanford Domestic, Inc. Management Agreement and the Domestic
Terminal Expansion Program.
Mr. White reported that PanAm services were introduced at the Airport on October 17, 1999, with flights twice
a day to Portsmouth, New Hampshire which serves the Boston, Massachusetts market, and began flights to Chicago last month,
both which have been fairly successful. A full scale marketing and advertising campaign is forthcoming which will increase
passenger capability. He said he is working closely with the President of PanAm and his marketing staff to acquire additional
routes, including non-stop flights to Atlanta, Georgia. PanAm has purchased a few Jet Stream 19-seat aircraf[s, and a commuter
airline operation is being considered, both for feeding in passengers from other flights and for international flights from the UK.
The possible markets for commuter flights are OSI to Fort Meyers, Fort Lauderdale, and Key West.
Mr. White said a contract between the O~ando Sanford Airport and TBI, a subsidiary of Odando-Sanford
Domestic, has been approved, and TBI will partner in the management, marketing, and operation of the Domestic Airline
Terminal Facilities. TBI has been managing the international terminal for the last three and a half years. TBI is an equity partner
and has made a substantial financial investment in the facility, approximately one third of the cost of the 25 million dollar project
to expand the domestic terminal. The expansion project includes a building which will follow through with the same basic
scheme of the intemational terminal and will have a two-story open space ticketing lobby for domestic passengers. The baggage
claim will be relocated to allow better access, and escalators will be centrally located to allow access to a seven gate concourse.
The seven gates will have second level boarding capabilities which will have loading bridges, one which will have a new style
loading bridge that will go down low enough to accommodate the commuter and regional type aircraft. The seventh gate will
· have the capability of adding another loading bridge. The eight thousand square foot concourse area will include concession
space which will be operated by Jerry's Catering. There will also be retail operations.
Mr. White said that in joint venture with the Airport, TBI and OSD will'provide 7.5 million dollars to the total
contribution towards the 25 million dollar terminal project in exchange for the consideration to buy into the thirty year
Management Agreement. The Management Agreement provides that the 7.5 million dollars will be provided up front and that
$500,000. will be paid per year for the first five years, after which a minimum annual guarantee of $500,000. for three years,
a minimum of $400,000. the fourth year, and a minimum of $350,000. the fifth year will be paid, and the sixth year through the
thirtieth year a minimum guarantee of $250,000. will be paid. Projections from the financial and business planning standpoint
are that gross revenues from the domestic terminal will be such that a percentage of gross revenue comnnssion paid to the
Airport Commission, by the fifth year, should exceed what would have been received through the minimum guaranteed amount.
OSD will maintain the terminal building and pay the utilities and insurance premiums. Parking revenues will be included in gross
terminal revenue, of which the Airport Authority will receive a percentage.
Mr. White said a construction management firm whose expertise is in the design and development of program
management will handle the financial aspect of the project and will report directly to him. A new finance director has been hired
who has experience in large scale construction projects, and the accounting system has been revamped and computerized.
Mr. Gouldthorpe reported that TBI, whose parent company is based in London, is a private company which
specializes in airport management privatization. Orlando Sanford Domestic (OSD) will operate the domestic terminal project.
Orlando Sanford International (OSI) manages the international facilities. The Orlando-Sanford Airport served 1.2 million
passengers in 1998. The O~ando market has 30 million passengers, of which 3 million are international. The demographics in
Seminole and Orange Counties show the demand for air travel from a tourism and business standpoint. Marketing will be
targeted to appeal to cost conscious domestic airlines.
Mayor Dale said that a $1 per passenger facility charge has been enacted to provide dollars for capital
improvements.
Police Department reorganization.
Police Chief Brian Tooley gave an update regarding Police Department initiatives and departmental
reorganization. He reported the Community Service Areas have been realigned to an east-west configuration to even the work
load, and the officers work in the CSA to which they are assigned. He distributed a map of the CSA's that shows which officer
is assigned to a specific area. The problematic areas have been assigned a primary and a secondary officer. He said the transfer
of the Communications Center to the Sheriff's's Office has been successful. Chief Tooley said the Written Directives System
is being re-written and should be completed by the first quarter of 2000; this should help with acquiring State accreditation. He
said the Police Department reorganization chart mirrors, to some extent, the PAS recommendation to break the department into
two halves: a Primary Operations Division and a Support Services Division, with each having its own Captain. Mayor Dale
requested that the organizational chart reflect the chain of command to be City Manager, City Commission, citizens, Chief of
Police, etc. Commissioner Eckstein said he would like to see a Captain or Lieutenant on duty at night. City Manager
VanDerworp said he would review staffing the Police Department to provide a leadership position on duty at night: Chief
Tooley reported the Police Department has a web site address ofwww. sanfordpolice.org and said there is an on-line e-mail form
for citizens to use to assist the Police Department in fighting crime. Chief Tooley said there has been fleet improvements made
and old decals have been removed. Operation 'Xnock Knock" will be used for Community Service Officers to visit citizens door
to door to introduce themselves and to give a bag containing crime prevention tips and information about the Police Department
and the City. ChiefTooley said the mobile communication terminals include thirty computers which are being programmed with
appropriate software, and officers will undergo fourteen hours of Computer Aided Dispatch (CAD) training to learn to utilize
the software. The officers will be able to write reports which can be electronically transmitted to the Records Division, run
.teletype checks, persons checks, run tag numbers, e-mail, etc. The computers should be in service after the first of the year.
ChiefTooley said the bicycle patrols are being utilized to patrol when and where appropriate. He said the Police Department
will address the Y2K situation by canceling all leaves and doubling patrol beginning at noon on New Year's Eve and continuing
through the moming of January 2, after which there will be full staffing, and on Monday morning at 6:00 A.M., January 3, there
will be heavy staffing to handle whatever problems may arise through the opening of businesses and banks. He is working with
Seminole County to decide how operations will work if radios fail to work.
City Manager VanDerworp said the Fire Department will have all personnel available and each Fire Department
will have a radio.
Annual Unaudited Financial Report.
Donna Watt, Finance Director, reported that year-end closing for September 30, 1999 has been completed and
a dratt audit will be available in January and will be presented to the Commission at the first meeting in February. She said the
General Fund operating revenues exceeded the annual estimates by 7.4%. Franchise fees and utility taxes exceeded the annual
estimate by $245,984. (4.1%). Licenses and permits exceeded the annual estimate by $176,695. (26.22%), the excess being
development related. State Shared Revenues exceeded the annual estimate by $282,168. (6.67%) due mostly to increases in
the half cent sales tax. Interest earnings exceeded the annual estimate by $161,338. (38.3%) due to increased cash available and
slightly increasing interest rates. General Fund expenditures were under the annual budget by $2,944,131. (13.58%). All
department expenditures were under budget with the exception of the City Attorney. Certain projects were in progress at the
end of the fiscal year and were rolled forward to the current year in the mount of approximately $1.9 million. General Fund
reserves increased by $2,607,624. from General Fund operations. From this amount the roll forward of $1,548,579. will be
deducted in the current year. The Solid Waste Fund was closed out and the balance of funds ~s transferred to the General Fund
as residual equity~T~o rcsiduaL-~cl'-"Ly tiansfer totaled $1,624,362. Reserved fund balances at September 30 totaled $937,992.
for various financial responsibilities, the largest of which is the estimated landfill closure costs of $632,871. The unreserved fund
balance at September 30 totaled $10,812,913. The total of expenditures of the current year committed from unreserved fund
balance is $2,301,319. Stormwater operating revenues exceeded the annual estimate by $69,354. ( 4.63 % ). Expenditures appear
to have exceeded the annual budget, however, the loan for stormwater projects of $3,653,000. distorts the financial report due
to proper recording versus budget presentation. The loan of $3,653,000. was closed in November 1998 and payments began
in March 1999. Two interest payments were made during the year and a principal payment of $116,299. was made.
Approirnately $2.1 million of the loan funds are available for the 1VEdl Creek project. Utility Fund revenues exceeded the annual
estimate by $453,903. (4.76%). Operating expenditures were under budget by $2,319,889. (22.23%), however, $1.1 million
was rolled forward for incomplete projects at September 30. Debt service principal and interest payments of $1,992,315. were
made during the year that are not reflected in the operating expenditures. An additional $1,107,887. in debt service payments
was paid from water and sewer impact fees,, (t"otal debt service $3,100,202.), Water and sewer impact fees increased due to
permitting ofad'daional system users within the service area. Water impact fees collected totaled $566,267. and sewer impact
fees collected totaled $1,325,805. The Law Enforcement Trust Fund balance available at September 30 is $266,741.
Approximately $12 1,000. has been budgeted for SRO' s for the current year. Local Option Gas Tax revenues for the year were
up from prior years due to an increase in the allocation percentage. Several major road projects were completed at a cost of
approximately $1,174,000. As opposed to prior years, the expenditures exceeded the revenue for the year. Recreation, Fire,
and Police Impact Fees saw significant increases over prior years as a direct result of permitting new development.
Ms. Watt said the EMS transport fee billing began in July 1997 through RES. During the period of July 1997
through September 30 1998 there were 2,657 trips, with possible revenue of $743,000., however, revenue collected during the
1998 fiscal year reflects $269,600. (36%). Because receivables are delayed, some of the revenue reflects in the next fiscal year.
The claims billed by RES reflect 732 insurance (27.7%) of which 59% was collected, 734 Medicare (27.7%) of which 57% was
collected, 382 Medieaid (10.6%) of which 28.7% was collected, self pay (30%) of which 3.8% was collected, and 114 were
classified as other. Medical Claims Processors began billing for EMS transport services in December 1998. During the period
of October 1, 1998 through September 30, 1999 Medical Claims Processors actually billed 2000 claims and fees collected were
43.5%, part of which reflects delayed receivables. Of the billed claims, 31.1% were insurance. Medicare is down from prior
period, Medicaid is down about 2.5%, self pay is up 3%, and the Other category is down. Revenue from Medicaid is only at
16.4% but should run 60%, however, only 55% of what is billed to Medicaid can be collected. Medicare has made changes in
who processes their paper work so there is some delay in getting claims processed, however, a lump sum payment should be
received from Medicare.
Ms. Watt said that when the Solid Waste Fund was closed at the end of the year, everything was transferred to
General Fund, including actual cash of $633,000. for the landfill closure, $750,000. in cash, and $490,000. in accounts receivable
which would have been billed in September and received in October. Ms. Watt said the City is in very good shape ~scally.
Ms. Watt said there is almost $8.5 million in undesignated reserves in the General Fund. There has been
discussion in the last few years to maintain at least 6% of the operating budget as a reserve which would not be touched, so there
would still be about $4.5 million in available reserves as of September 30, 1999. The Commission discussed using reserve funds
to pay off debt and concurred to discuss it further at the Meeting of January 24, 2000.
Boys &Gids Club lease.
Charles Rowe, Director of Community Development, distributed a draft Lease Agreement between the City of
Sanford and the Boys & Girls Club of Central Florida, Inc., which was reviewed by the City Attorney. [Mayor Dale briefly left
the meeting and retumed.][Commissioner Eckstein briefly left the meeting and returned.] Mr. Rowe said there have been several
meetings between the City Manager, Commissioner Williams, and members of the Boys & Girls Club Advisory Board, Mr. Cain
and Mr. Turner, regarding the lease. The items in the draft lease which are underlined and italicized are the new items. The
changes reflected in the draft lease include the addition of an Indemnity Clause, the omission of the clause which pays the Boys
& Girls Club $500 per month for general support, the addition of requiring quarterly reports, an addition to the leadership clause,
an addition to the charges clause regarding scholarship assistance, and the paragraph regarding community rentals was revamped
to include uses which must be preoapproved in writing by the Lessor, and insurance coverage requirement by the lessee.
Commissioner Williams expressed concern regarding the supervision of children at the facility in the evening and
asked if police protection would be provided when there are more than two hundred people in attendance at a function. Mr.
Turner said they are governed by HRS and the ratio is one adult per twenty children. Mr. Cain said the community renters would
be responsible for supervising children participating in their private use. City Manager VanDerworp said the issue could be
addressed during the pre-approval use for community rental.
Mr. Cain said the draft lease would have to be reviewed by their attorney, specifically the portion regarding
indemnification and insurance requirements for outside use. City Manager said he and Mr. Rowe would meet with Mr. Cain
and Mr. Turner between Work Session and Regular Meeting to discuss any concern regarding the lease. City Manager
VanDerworp said the lease would be pulled from tonight's Meeting and will be discussed further at the next Meeting.
Seminole High School sign.
City Manager VanDerworp reported the cost of the billboard sign for Seminole High School will cost $11,022.,
not including the cost to be absorbed by the City for electflea/hook up and a sidewalk. The Commission would need to approve
a waiver for the setback from 251h Street and Ridgewood Avenue.
Commissioner Eckstein said the City should not absorb the cost for the sign and the school should have to pay
their part. Additionally, he said the City Manager should be discussing the issue only with Mr. Haggerry. The Commission
concurred that Mayor Dale contact Mr. Haggerty, on behalf of the Commission, to request that he deal only with the City
Manager on this project. City Manager VanDerworp said that he would discuss with Mr. Haggerty a participation level of 50%
by Seminole High School.
The Commission briefly discussed the need for an entrance to Seminole High School from Airport Boulevard,
and concurred to discuss it further at the Meeting of December 27, 1999.
Leeislative Program.
City Manager VanDerworp reported the projects described in the Legislative Priority Projects Report represent
important economic, transportation, and environmental needs of the City of Sanford and the Central Florida region, including
1.) Lake Monroe Seawall, 2.) Control of nuisance chironomidae (blind mosquitoes) in Lake Monroe, 3.) Historic Sanford
Memorial Baseball Stadium renovation, and 4.) Elimination of sales tax for use of public facilities. Due to the scope and costs
of the projects, Federa/and State resources are needed to supplement local funds. He said he has been in touch with the City's
lobbyist who is working with the agencies to get seawall money and has asked him to brief the Commission in January or early
February regarding progress made in being included in agency budgets.
Board appointments.
Janet Dougherty, City Clerk, reported the Historic Preservation Board has a vacancy due to the resignation of
Ms. Siea Nacu. The Nuisance Abatement Board has a vacancy due to the resignation of Sue Walther. The Sanford Community
Redevelopment Agency has two terms expiring: Larry Strickler and Tom Ball. Larry Striclder is a City Commission
appointment; Seminole County requests reappointment of Tom Ball. The Waterfront Master Plan Steering Committee has a
vacancy due to the resignation of Kay Bartholomew.
Regular Agenda items. Add-on items, and other items.
City Manager VanD erworp reported that item C-6 includes approval of the Deputy City Manager position
description which requires a Masters Degree and seven years experience. The Civil Service Board recommended a Bachelors
Degree and five years experience, because the City Manager's position requires the same level of education and experience.
The City Manager recommended the position description be approved as submitted and that the City Manager's position
description be rewritten to reflect a higher level of education and experience. The Commission concurred.
City Manager VanDerworp reported there is an Add-on item regarding the City's purchase of C. B. Franklin's
lot at the corner ofW. 13th Street and Oleander Avenue for the appraised value of $7,000., and compensation in the amount
of $1,000. to resolve the problem of the encroachment of a lateral drainage ditch and street paving onto his property.
City Manager's briefing.
Rescue Church of God Right-of-Way Use Agreement. City Manager VanDerworp reported a meeting between the
City Attorneys and the church's attorneys has been set for 11:30 on December 21, 1999 regarding the Right-of-Way Use
Agreement.
Second Commission Meeting in December. City Manager VanDerworp reported the second meeting for December
is scheduled for the 271h and asked for concurrence from the City Commission. He said wanted to schedule an Executive
Session with FOP on January 3, 2000 at 3:00 P.M. The Commission will take action on these items during tonight's Meeting.
Other business.
Mayor Dale reported that 1Vrdce Good has been an inordantly good citizen who is an un-sung community volunteer
who helped tremendously with the dean up the tornado's aftemath as well as digging the ground for the swimming pool at
Seminole High School, and suggested that he receive the 1999 Corporate Citizen Award for the Briar Corporation. He
requested the Commission attend Briar Corporation' s Christmas party to present him the award on Friday, December 17, 1999
at 7:00. Commissioner Eekstein suggested presenting the award at the next City Commission Meeting as well.
There being no further business, the meeting was adjourned.
Mayor
Attest:
City Clerk
cp