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102086-Workshop SessionMINUTES City Commission, Sanford, Florida October 20, The City Commission of the City of Sanford, Florida, met in Workshop Sessi the City Manager's Conference Room in the City Hall in the City of Sanford, Florida, ~'clock P. M. on October 20, 1986. Present: Mayor-Commissioner Bettye D. Smith Commissioner John Y. Mercer Commissioner Milton E. Smith Commissioner David T. Farr Commissioner Bob Thomas City Manager Frank A. Faison City Clerk H. N. Tamm, Jr. Absent: City Attorney William L. Colbert The meeting was called to order by the Chairman. Bill Simmons, Director of Engineering and Planning, presented a proposed d ~or the Municipal Parking Lot at Seminole Boulevard and Palmetto Avenue, including H %venue, changing the parking spaces from 10' x 20' to 9' x 18' and closing Hood Aven increase the parking by adding two parking rows. The Commission directed Staff to explore the concept and contact the count :egarding utilizing Hood Avenue into the parking lot. Commissioner Farr reported the Junior Women's Club were upset because the )egun to remove Heart Park without consulting their club who had donated the equipme The Commission directed Staff to arrange a meeting with the Junior Women's :he Scenic Improvement Board, the Kiwanis Club, and the Hospital Heart Association t tiscuss relocation of same. Bill Simmons, Director of Engineering and Planning, reported on the progre :he Sludge Handling Facility and presented the Commission with interior and exterior ~cheme and recommended the two-toned light earth tone colors. The Commission concurred with the Mr. Simmons on same. The City Manager submitted a memorandum from the City Planner as follows: MEMORANDUM OCTOBER 7, 1986 TO: City Manager VIA: Director of Engineering and Planning MINUTES City Commission, Sanford, Florida October ~20, The Commission requested future discussion of the School Board property on 18th and directed Staff to notify the School Board of the City's interest. Gordon Frederick, attorney representing the American Legion, appeared to request tion and the City to extend water and sewer service to lands now being acquired by o. 53, American Legion. The property is located between Sanford Avenue and Magnoli~ and between East 28th Place and East 29th Street. The Commission authorized same to be considered at the next regular meeting. The City Manager submitted a memorandum from the Personnel Officer as follows: MEMORANDUM TO: VIA: FROM: SUBJECT: CITY MANAGER DIRECTOR OF ADMINISTRATIVE SERVICES PERSONNEL OFFICER EMPLOYEE ASSISTANCE PROGRAM October 17, 1986 Areas of counseling may include: . Chemical Abuse · Financial . Legal · Self-esteem · Marital/Family Request for proposals are being developed for distribution the last week of October. We recommend that a selection committee be formed to review returned proposals and recommend an Employee Assistance Program to the City Commission in late November. Funding of approximately seven to ten thousand dollars will be needed to initiate this program. Selection committee members will include: City Commissioner - Director of Administrative Services - Personnel Officer - Police Chief - Refuse Superintendent - Bob Thomas Klm Smith Fran Diedrich Steve Harriett Johnny Haddock We are developing proposals for Employee Assistance Programs. An Employee Assistance Program is a benefit that allows employees and their families to seek professional assistance in areas that may eventually effect job performance. MINUTES City Commission, Sanford, Florida October 20: team that the City sponsor the program Dru9 Awareness & Family Life Management Skills to all City employees, their families, and the Community. This seminar is offered by counselors from the Grove Counceling Center. The attached brochure indicates dates and topics covered by this eight hour session. Costs for both sessions comes to $3,000. This includes cost of programs, printing, snack meal (for employees and their families afternoon session only), and overtime costs for employees that normally leave at 4:00 PM. This may seem like a large sum, however if we are really serious about chemical abuse in Sanford it is an inexpensive way to teach the largest number of our employees and the Community at large. Please Consider this request for approval. The Commission authorized same to be considered at the next regular meetin The City Manager submitted a memorandum from the Director of Administrativ ~ervices as follows: MEMORANDUM October 15, 1986 TO: CITY MANAGER FROM: DIRECTOR OF ADMINISTRATIVE SERVICES SUBJECT: "CAFETERIA" PLAN STATUS UPDATE We are moving ahead with plans to implement a tax-free employee paid fringe benefit plan. As you may recall from prior briefings, a "cafeteria" plan is so named because each employee can select from a "menu", those benefits he or she wishes to purchase with tax-free dollars. Benefits which may be purchased by the employee are: Employee life insurance Disability income protection Dental care Vision care Legal services Employee and dependent medical and othodonic medical payments. Catastrophic insurance and reimbursement accounts for medical and dependent care expenses. A request for proposals has been mailed to prospective plan administrators. See Attachment 1 to review the proposal specifications; Attachment 2 contains a list of vendors who have received the request for proposal. In addition, this proposal was published in the Orlando Sentinel and MINUTES City Commission, Sanford, Florida October 20, In response to the City Commissions' direction, we have gathered information from other cities successful volunteer programs, asked City departments to identify areas where volunteers can enhance City day-to-day operations, and identifiedup-front costs to the City. Each of these areas will be addressed in this memo. OTHER CITIES' VOLUNTEER PROGRAM. Several successful model programs were available for us to draw from. These models tell us that the key to a successful volunteer program is to gain the support of the City Commission, the City staff, and the community. Lack of support in any of these areas almost certainly make implementation of such a program much more difficult. It is also extremely important to select a volunteer responsible for the overall program operation and comliments the staff coordinator, who is the general administrator of the program. The volunteer coordinator is responsible for maintenance program records, recruitment, and counseling. This person should be available to address questions or problems. A staff administrator is another person "key" to a successful volunteer program. This person acts as the liason between the volunteer coordinator, City staff, and the City Manager. He~or she will aid the volunteer program coordinator in the general administration of the program. Success in other cities can also be measured in cost savings by providing volunteer assistance to enhance existing City services. Attachment 1 shows cost savings in City departments throughout the City of Hurst, Texas. We believe the City of Sanford can realize significant cost savings similar to cost saved in the City of Hurst. Kim Smith, Director of Administrative Services, reported estimate for Volunteer .nator office fixtures and supplies is $4,548.00. The Commission authorized same to be considered at the next regular meeting. The City Manager submitted a memorandum from the Director of Administrative :es as follows: MEMORANDUM October 17, 1986 TO: CITY MANAGER VIA: DIRECTOR OF ADMINISTRATIVE SERVICES FROM: PERSONNEL OFFICER SUBJECT: DRUG TESTING MINUTES City Commission, Sanford, Florida October 20, Funds will need to be made available for testing itself. This was not covered in the existing budget. Blameless, dedicated persons and personnel may be forced to prove themselves innocent in a highly undi~nifiec manner or suffer disciplinary consequences if this program is not properly installed. Individual employees will continue to legally challenge drug screening policies if they do not meet equitable legal standards. Voluntary testinG for new employees may be implemented as soon as November 1, 1986 if the Commission so demands. However, City staff will be prepared to offer the Commission a legally reviewed druG screeninG program by mid December. The Commission authorized same to be considered at the next regular meetin The City ManaGer reported a status update on the Florida Hotel, 500 South ~venue. The City ManaGer submitted a memorandum from the Director of EnGineerin PlanninG as follows: MEMORANDUM OCTOBER 20, 1986 TO: City Manager F ROM: Director of Engineering and Planning SUBJECT: Renovation of Cultural Arts Center Mr. Faison: I have met on-site with representatives of the Sanford Seminole Art Society regarding potential uses, and renovation scope for the Cultural Arts Center. I have also discussed the matter with representatives of some other cultural organizations in the City. As a result of these discussions I have developed the attached concept for renovation and use of the Cultural Arts Center. It is requested that these ideas be presented to City Commission for their comment and General approval prior to inclusion in a request for proposals (RFP) to the "architect community". CULTURAL ARTS CENTER CONCEPT FOR RENOVATION AND USE Potential uses for a rehabilitated Cultural Arts Center include the followinG: Sanford Seminole Art Society - MeetinG place (monthly), art studio for lessions (weekly or more frequently), art display continuous with frequent special displays. ReGular meetings of various cultural organizations including' MINUTES City Commission, Sanford, Florida October 20, consider providing new exterior entrance to east wing and providing wheelchair access to east and west wings, as well as center areas, through these side entrances, restore fire places for appearance but not necessarily to be functional, install new lighting suitable for ordinary meetings, art studio instruction, and art display, consider means of securing the balcony area to provide security for permanent art displays in that area, plan exterior lighting and walkways to adequately serve main entrance as well as side entrances to each wing, develop interior decor, including appropriate light fixtues, compatible with age of the building, consider cove florescent lighting to provide necessary higher level of illumination for classes without compromising appearance, preserve all windows and basic structure of the building, landscape as appropriate. The Commission directed Staff to proceed with the concept of multi-purpose uses The City Manager reported that the trailer located at 801 Santa Barbara, owned~ ~d Mrs. Bankowski, was authorized on March 13, 1985 to be placed there on a "for sal, and not for living purposes. The Commission directed Staff to handle the removal of the trailer. The City Manager explained that due to the request of the news media, the regul. kg agendas will be sent out. a week ahead of the regular meeting, items that come in will be placed on the "City Manager's Late Agenda Items". There being no further business, the meeting was adjourned.