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062707 CRC Relationship with City, Budget & Finance Subcommittee ~ i~ I ~ CHARTER REVIEW COMMITTEE Relationship with City. Budget & Finance Subcommittee Date: Time: Place: Wednesday, June 27,2007 6:00 PM Railroad Depot Room, 2nd Floor, Sanford City Hall, 300 N. Park Avenue, Sanford, Florida 32771 Present: Dennis Stewart Stephen Coover Chris McLeod Janet Dougherty Call to Order Mr. Stewart called the meeting to order at 6:04 PM. Approval of Minutes of June 12, 2007 Mr. Coover moved to approve the Minutes. Seconded by Mr. McLeod and carried by a vote of the Committee as follows: Dennis Stewart Aye Stephen Coover Aye Chris McLeod Aye Topics researched by Committee Members CRA - Mr. McLeod stated he looked at the Community Redevelopment Agency Board (CRA) which is commissioned by the county for no more than 20 years and done through the county to help promote an area of blight. He stated it is an agreement between the city, county and CRA that those tax monies within that CRA district after the base year goes to the CRA. Mr. McLeod stated the CRA receives no funding from the city, they handle their own budget, members are appointed by City Commission, and members have four year terms with no more than three. Mr. McLeod stated the County approves a CRA if the city so requests it, created by the County but run by a specific board within the city. HPB - Mr. McLeod stated he sees the importance of the Historic Preservation Board (HPB), however, questions if it should be charter mandated. He states the board was made specifically to preserve the historic CRC Relationship Subcommittee 062707 areas and acted as another avenue to help protect the historic structures and character of the district. He stated there are S Codes adopted within the 0 historic district and the board helps to oversee any type of change or permit pulled within the district. A COA Form is filled out for changes to any external structure and any decision made by HPB may be appealed to the City Commission. Ms. Dougherty stated the S Codes are part of the Land Development regulations, adopted by City Commission and recommended by Planning and Zoning. Mr. Stewart recommended for Section 4.01 (a) including such language in the powers of the city to generally say the City Commission has the authority to establish such agencies, boards, and working groups as may be required to do the business of the city, set the scope of authority there of and set the terms of office there of. Mr. Coover stated to present the revised language of Section 4.01 (a) to the City Attorney to verify it is not already contained in the Florida Statutes under city's Home Rule Powers. Mr. McLeod stated he concludes a lot of the boards don't need to be spelled out in the Charter and if the city sees fit to add or create an affective board they should have that power. ~ Civil Service Board - Mr. Coover stated the Civil Service Board was set up to hear appeals from grievances and disciplinary actions timely filed by city employees who have exhausted their chain of command to resolve there issue. He states that initially the board would hear the grievance, make a decision, and then it was appealed to City Commission. Mr. Coover says it then changed to the board hearing the grievances based upon something that happened in the City Manager's office, the board made a recommendation and City Manager was the appellate level. He states today the employee asks for a hearing based on something that has happened, the Civil Service Board hears their case and makes recommendation to the City Manager who makes final decision and doesn't get appealed to City Commission. Mr. Coover stated there is a procedure under Chapter 120 where a state m hearing officer could hear employee's grievances and is as !~ir and impartial II as you can get. He stated it is a simple system with statutory procedures and would research the option further. 2 ~ ~ ~ ''n:?f;~,1Y_~"1~'l'''' ~,.r."'~';'~''',~-.l::'':~'T~~: CRC Relationship Subcommittee 062707 ;'-.'.'. PERC - Mr. Coover stated the Sanford Public Employee Relations Commission (PERC) Board is by Ordinance and made up of five members appointed by the City Manager and subject to confirmation by the City Commission. He states in Section 6, Article 1 of the Constitution it states the city has the authority to set up PERC to promote harmonious and cooperative relations between government and its employees. He states the board was set up back in the 70's and is for organizational or unionization purposes. Mr. Coover states the PERC board has the power to conduct hearings, issue subpoenas, hire arbitrators, hearing officers, mediators, adopt rules as to the qualifications of the people that are going to serve and work for them and they are subject to city funding. Mr. Coover states they are bound by Chapter 120. Mr. Stewart recommends in Section 5.04, first sentence, to take out the part that reads the city manager deems desirable and only have it to say in such form as the Commission may require. He recommends in sentence three to include proposed capital outlays, proposed property tax levy, all proposed expenditures and all funds on hand including debt service. Mr. Stewart recommends in Section 5.04(3) to include proposed capital outlays and estimated funds, as well as income stream and tax levy, to include CRA funding. '.) Mr. Stewart recommends in Section 5.05 to add a Subsection (5) to include a list of all capital reserve funds on hand or anticipated to be expended by the end of the physical year or extended into the new physical year. Mr. Coover recommended putting the suggested changes in language in writing and having the Budget Director present at the next meeting to review it. Mr. Stewart suggested adding a clause that the reports to include the Commission districts where capital improvement projects are located. Mr. Stewart stated in Section 5.07(4) where it mentions Section 2.11 that section talks about ordinances not emergencies. He stated he would bring to the committee as a whole a suggestion for an amended article at the end of the charter that specifically has to do with emergency issues and if approved by the committee as a whole Section 2.11 would reflect the new article on emergency issues. Mr. Stewart suggested adding Section 5.10 to say the city shall conducts its business affairs in full accord with the spirit of open government laws and 3 -=-----.-.:--.:.~..~:.,;:..........-....- CRC Relationship Subcommittee 062707 shall not engage in discriminatory conduct based upon race, creed, color, rI nationality, ethnicity, gender or sexual orientation. LI The Subcommittee concurred they needed more information and would ask Sherman Yehl, City Manager, Kenneth Mcintosh, City Attorney and Amy Mclean, Budget Director to the next meeting. Establish Meetings The Committee concurred to hold the next meeting on Tuesday, July 10,2007,6 PM, in the Railroad Depot Room. Adjournment The meeting was adjourned at 7:28 p~ (~ --2 CHAIRMAN Attest: Q1.1#/( . iW~gN4- vSecretary I jk o 4