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040891-Work Session524 MINU S City Commission, Sanford, Florida April 8, 19 April 8, Florida. The City Commission of the City of Sanford, Florida met in Work Session on Monday, 1991 at 5:00 P.M. in the City Manager's Conference Room, City Hall, Sanford, Present: Mayor-Commissioner Bettye D. Smith Commissioner Whitey Eckstein Commissioner Robert B. Thomas Commissioner A. A. McClanahan Commissioner Lon Howell City Manager William A. Simmons City Clerk Janet R. Donahoe Absent: City Attorney William L. Colbert The Chairman called the meeting to order. The first item of business was a discussion regarding the Andres Duany Downtown Community Planning Project. Hal Welch appeared and reported that Andres Duany is a prominent architect, who specializes in developing new towns with front porch community characteristics such as Sanford. Further, the project will consist of several phases. The Sanford Historic Trust will assemble a design team, develop a scope of what they want Mr. Duany to look at, with emphasis on the downtown historic district, and Mr. Duany will evaluate local characteristics both positive (lakefront) and negative (open parcels) aspects. A Town Meeting will be held, which will provide local citizens and government officials the opportunity to offer suggestions. Further, Mr. Duany will prepare a plan, and the Trust will submit a final presentation to the City Commission for approval and implementation. Sue, Sanford Historic Trust, appeared and reported that the Trust is interested in preservation, and that it would like to develop its own plan, rather than waiting for a developer to initiate a plan. Further, Mr. Duany is the best person for the job because his expertise is in planning small cities, that he is able to communicate well with all types of people, and that he provides a good working balance between the developer, the Trust, and City officials. Also, Mr. Duany's wife, Elizabeth Plater Zabech, who is an architect as well, and two staff members will accompany him. Sue stated that members of the Trust would like to preserve the building at 606 Park Avenue, and are in favor of some multi-family use within this area. Further, the Trust does not want to dictate the color of houses, and that any controls would come from the City Commission. Also, they would like an overview of the entire City, from 17-92 to Mellonville between West First Street and 25th Street. City Planner Jay Marder reported that he is very supportive of the project, which is in line with the City's Comprehensive Plan, and that a charette is needed to focus attention on how the City wants to plan the central downtown area. Commissioner Howell stated that he supports the project, and asked if the City has available funds to donate regarding same. City Manager reported that he believes there is $6,000.00 available in the consultant's part of Department of Engineering and Planning's FY 90/91 budget. Mr. Welch reported that the estimated cost of said project is $12,000.00, plus travel expenses for Mr. Duany and his support staff. Commissioner Eckstein asked if the project could be implemented without controls by the City Commission, and if the architectural review board has powers. Mr. Welch stated that the architectural review b'~ard had power relative to the Seaside project, however, the Commission can handle as it deems appropriate. MINUTE S 5 2 5 City Commission, Sanfor& Florida A ril 8, 199] The City Commission directed Staff to place said item on the 7:00 P.M. Regular Meeting Agenda for City Commission action. The next item of business was a discussion regarding a request from the Sanford Historic Trust, to have a Chicken Barbecue Fundraiser on Friday, May 17, 1991 from 11:00 A.M. to 2:00 P.M, and the utilization of Magnolia Mall for said event, to raise money for the Andres Duany Downtown Community Planning Project. The consensus of the Commission was to approve said request. The next item of business was a presentation by Seminole Chemical Awareness Network regarding an Application for Community Partnership Demonstration Grant. Dr. Edie Valentine appeared, introduced Bob Ledford, Seminole Community College, and Community Development Officer Charles Rowe. She stated that the Seminole Chemical Awareness Network is a non-profit organization, which is seeking a $1,000,000.00 community participation grant, for the purpose of building community coalitions against substance abuse. Mr. Ledford appeared and reported that the grant is targeted towards communities with high alcohol and drug abuse rates, that the objective is to work with local residents in concert with law enforcement, and the business sector, to better equip the community to respond to these problems, and that everyone in Sanford has the right to live and work in a drug free community. Further, they would like a commitment from the City of Sanford whereby the City Commission agrees to support said project, and is willing to allow Seminole Community Awareness NetWork to administer said grant funds, to respond to the specific needs of the City of Sanford. The consensus of the Commission was to support said project, and referred said item to 7:00 P.M. Regular Meeting, for City Commission consideration. The next item of business was a discussion regarding EAP Services Contract with Personal Performance Consultants. Personnel Director reported that only two complaints have been received out of 120 referrals, that he believes EAP to be an excellent organization, which has had a 95% success, or favorable, determination rate, and recommended that said contract be renewed for FY 91/92 implementation. The consensus of the Commission was to authorize renewal of said contract, and referred same to April 8, 1991 Regular Meeting, for City Commission action. The next item of business was a discussion.regarding Worker's Compensation Claims Handling Contract with Insurance Servicing & Adjusting Company. Personnel Director reported that the premium is based on a percentage rate of payroll, which is currently .15% (.015% as reflected in memo dated March 19, 1991, was a typographical error), that said percentage will remain the same, however, the premium may vary in estimated amount of $350.00, due to increase in payroll base. Further, the City has had a contract with Insurance Servicing & Adjusting Company for several years; with minimal complaints, and recommended renewal of said contract. The consensus of the Commission was to renew said contract, and referred same to April 8, 1991 Regular Meeting for City Commission action. The next item of business was a discussion regarding proposed revisions to Personnel Rules and Regulations, as described in memo dated March 19, 1991, from Personnel Director. MINU S City Commission, Sanford, Florida April 1991 Personnel Director appeared and reported that there is no written policy regarding "leave without pay", that requests regarding same are the exception and not the rule, and that proposed addition, as described in said March 19, 1991 memo, will provide consistent procedures and application regarding same. Currently, employees are entitled to five days "bereavement leave" once each fiscal year, that death in an employee's immediate family can occur more than once a year, and the proposed revision will delete reference to "one occurrence each fiscal year". Presently, employees are required to wait one year before becoming eligible to use vacation time, and that proposed revision amends one year requirement to six months. Further, there is no precedent for treatment of accrued benefits regarding RIF employees who return to work, and the proposed revision would reinstate accrued benefits such as vacation and sick leave, which was lost as a result of said termination; proposed policy retroactive to September 30, 1990. City Manager recommended that the City Commission approve said revisions, and authorize City Attorney to prepare the proper ordinance regarding same. The consensus of the Commission was to approve said revisions, and to incorporate same into the Personnel Rules and Regulations, and referred same to April 8, 1991 Regular Meeting for City Commission action. The next item of business was a discussion regarding proposed policy relating to City-paid health insurance upon retirement. Personnel Director reported that his memo dated March 13, 1991, addresses two areas of concern relative to health insurance benefits upon retirement, which were noted at March 11, 1991 Work Session as follows: (1) should insurance coverage cease once retiree reaches medicare-eligibility age, or should the City provide a monetary stipend to enable retiree to purchase supplemental insurance coverage. He stated~that the City already contributes to Health Insurance Subsidy (HIS) contained in the Florida Retirement System (FRS), which enables retirees to purchase said supplemental insurance, however, police and fire employees are not covered by FRS, and, therefore, are not eligible to receive HIS subsidy; (2) should a clause be added whereby City Commission members would be eligible for continuation of City- paid insurance upon completion of 10 years of service with the City. The City Commission concurred to leave the City Commission eligibility requirement at 25 years of service, and directed Director of Finance to determine the feasibility of amending Police and Fire pension plans to incorporate language similar to FRS provisions for HIS, and report back to the Commission. City Manager reported that the aforesaid proposed policies regarding health insurance programs are listed on tonight's Regular Meeting Agenda, for City Commission consideration. The next item of business was a discussion regarding Solid Waste Management Alternatives. Public Works Director Jerry Herman appeared and reviewed possible alternatives regarding pending changes mandated by the 1988 Solid Waste Management Act, which requires the City to start eliminating yard waste and construction debris from disposal and sanitary landfills by 1991; 15% reduction in solid waste going to landfills by 1992; 30% (1/2 yard waste/i/2 commercial) by 1994, and that, to date, the City has achieved a 5.5% reduction in recyclables, which is probably 1/2 of what still remains. Further, there are five proposed alternatives: (1) Maintain existing service, and add yard waste/construction debris MINUTES City Commission, Sanford, Florida 527 19 91 sorting/compositing facility (15% rate increase), (2) Modify existing service and add staff and equipment to compost, sort, and pick-up yard waste and construction debris (8.3% rate increase), and modify level of service to one day a week for garbage pick-up, one day a week for recyclables, and one day a week for bulk items, (3) Franchise commercial element of waste stream to Public Works Department (no increase), (4) FranchiSe commercial element and family element to private enterprise, which will require recyclable element to be done by hauler (8.3% rate increase), and (5) Contract both residential and commercial service to franchised private enterprise, which is similar to alternative #4. Public Works Director reported that under Alternative #3, based on a 15% franchise fee, projected gross revenue Would be $376,800.00 for one year; that currently, $111,000.00 is contributed to the General Fund, thereby resulting in a profit of approximately $260,000.00. Commissioner Howell proposed that $1.0.0,000.00 of said $260,000.00 profit be earmarked for a recreation complex. City Manager reported that franchise fees would be treatable as General Fund revenue, and that other jurisdictions in the County are collecting same. The Consensus of the Commission was for those members who have questions to meet independently with the City Manager and/or Public Works Director to discuss possible alternatives, and Staff to report any new information to the Commission at April 22, 1991 Work Session. There being no further business, the meeting was adjourned. -M A~O.R Attest: