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022601 ws MINUTES .1:1 II City Commission, Sanford, Florida WORK SESSION FEBRUARY 26 20'1-- EOOO14148 The City Commission of the City of Sanford, Florida met in Work Session on Monday, February 26, 2001, at 3:30 o'clock 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 Velma H. Williams Commissioner Randy Jones City Manager Tony VanDerworp City Clerk Janet R. Dougherty - Absent: Commissioner Whitey Eckstein Commissioner Brady Lessard City Attorney William L. Colbert - The Chairman called the meeting to order. Interview nrosnective board member to Central Examininl! Board. Kent Prager appeared and expressed a desire to serve on the Central Examining Board. He reported he is the owner of Prager Builders and a long time resident of Sanford. Status of the canital camnail!n of the Zoo. and annreciation for notable water. Ed Posey, Executive Director of the Central Florida Zoological Park introduced John Williams of Wayne Densch, Inc. and Alesandra Saunders, members of the Board of Directors. He also introduced David Hayes, the Project Manager with Wharton-Smith Construction and Andrea Farmer, staff member and Fred Antonio, Director of Operations and General Curator. Mr. Posey thanked the Mayor and Commission, and the City, for supplying potable water to the Zoo. In the future they look forward to working with the City on drain fields and a septic system. - Mr. Posey reported the Zoo has raised approximately $6 million ofa $10.5 million, 15 year expansion and redevelopment plan. This three-phase Master Plan will nearly double the current 300 animal collection, and expand the existing Zoo site from21 acres to over 40 acres. It will also increase animal conservation programs for endangered species and increase education programming (through the Wayne Densch Environmental Education Complex). Also, a $1 million operational endowment program has been developed to work along with the Capital Campaign, and about 1/10 ofthose funds have been received. Mr. Posey reported there will be additional restroom facilities provided, and new health care for the animals. Mr. Posey distributed copies of the Central Florida Zoological Park's 2000 Annual Report. David Hayes presented a pictorial view of the initial phases of construction at the zoo, which include the entry road, some parking area, infrastructure that will be needed and the educational complex and exhibitors' space. He reported there will be a 1/4 scale miniature train circling the Zoo that is being installed by a private donor. Future phases will include a quarantine area for animals and a new veterinary center. !-'"<' Mayor Dale reported because of the residential area being developed just east of the Zoo, the City should be ~ , , ; ; ~ ~ :~ i ~ fj j i~ .~ j I ~ :1 "j 1 ') j j :] ; able to accommodate the Zoo with sanitary sewer in the very near future. Sanford Housinl! Authority. - Ed Blacksheare, Chairman; Tim Hudson, Executive Director; and Robert Walter, the Modernization Coordinator appeared to answer questions that were previously asked by the Mayor and City Commission. They provided to the Commission an Account Reconciliation spreadsheet that provides for reconciliation of$801,000. This spreadsheet was provided to HUD in Jacksonville during an audit over the past three weeks. The Commission asked several questions regarding specific expenditures and employees and received satisfactory answers. HUD in Jacksonville just completed a Management Review and Audit of the Sanford Housing Authority, and the results should be forthcoming. Commissioner Williams asked Mr. Hudson ifhe or his wife owned the Cosmetology School or the Child Care 1f- MINUTES City Commission, Sanford, Florida WO'Dll' ~];'~~T()N ~~~BTTA.DV .,,;: 20--01- EOOO14148 Center. Mr. Hudson reported neither he nor his wife own the Cosmetology School or the Child Care Center. Commissioner Williams also asked Mr. Hudson if the company that Mr. Hudson owns was ever paid by the Housing Authority for any kind of work or services, or was any of the $801,000 utilized to benefit his company in any way. Mr. Hudson reported no, his company has not received any of the funds. Mr. Blacksheare distributed copies of three original applications of the Housing Authority for Comprehensive Grant Program funding, with supporting documents. He reported that the Sanford Housing Authority had received excellent "Report Cards" since 1996, and he didn't anticipate the forthcoming report to be that much different. Mr. Blacksheare reported that he and Mr. Hudson are equal partners in a company called Savvy, and they may develop a strip mall together. Mayor Dale asked Mr. Blacksheare ifhe evaluated Mr. Hudson and he reported he did. Mayor Dale reported he would have a hard time evaluating someone whom he was partnered with on another venture, it might be seen as a conflict by some people. Mayor Dale reported he would rather Mr. Blacksheare and Mr. Hudson not have a business together. Mr. Blacksheare, in response to a question from the Mayor, discussed a situation between Mr. Hudson and Seminole County, and stated that Seminole County officials reported that this was a situation that any citizen could have applied for, it was done in accordance with the rules, regulations and stipulations except one factor, that he was not a low income home buyer. Mr. Blacksheare reported he was told if that factor was corrected the issue would be solved. He further reported that the current owners have stipulated by way of certification that they are actively seeking qualified, low income individuals to sell those homes to, which at the present time are being rented. Mayor Dale asked if anything came through the Sanford Housing Authority that benefited the buyer of Mr. Blacksheare's property. Mr. Blacksheare reported nothing more than any other private landlord who has property he wishes to put up for Section VIII or TBRA; they are put on a list and if someone is interested they contact the landlord and then the Section VIII Department would get involved. Mayor Dale reported the county told him about the same thing that Mr. Blacksheare reported, that there was a violation if it was not sold to a low income buyer, and that could be resolved. Mr. Hudson reported it is in the process of being resolved, the county has received a certification from the owners that they are putting the homes up for sale for two very low income individuals. Mayor Dale asked if they were going to use S.H.I.P. funds to do that. Mr. Hudson reported yes, as well as down payment assistance. Commissioner Jones asked how all this came about, and Mayor Dale reported that Mr. Hudson has a company by the name ofTDH & Associates which received a grant through Buddy Balagia, who handles S.H.I.P funds and Block Grants, to buy some lots and build as many as eight houses. Mr. Hudson reported the $65,000 was to be expended on purchasing the lots, doing demolition, and doing some infill, but the actual cost of construction was handled by him and his wife as the owners. Mayor Dale reported it is his understanding that Mr. Hudson tried to rent the homes, but the county told him he had to sell them. Commissioner Williams asked if Mr. Hudson was sure he didn't take any money out of the $800,000 to purchase those homes. Mr. Hudson reported, no, the only thing he receives from the Housing Authority personally is his salary. Mayor Dale asked Mr. Blacksheare ifhe had anything to do with TDH & Associates. Mr. Blacksheare answered, "no". Mayor Dale asked if Mr. Blacksheare, or anyone on the Sanford Housing Authority Board, had anything to do with building those houses. Mr. Blacksheare answered, "no". Mr. Hudson reported that his wife is handling the correction of MINUTES 1. ...... .""'7 City Commission, Sanford, Florida WORK SESSION FEBRUARY 26 20'1-- E00014148 the violation with the county. Mayor Dale asked Mr. Blacksheare about investments, and Mr. Blacksheare reported HUD from Jacksonville looked at the investments during the audit and it will be included in their report. Mr. Blacksheare read two statements from - their auditors, Greene, Dycus & Co., stating "the audit did not disclose any audit findings which are required to be reported Commissioner Williams reported she has a copy of a request that was made by the Orlando Sentinel about 1 I , i :1 'I , , I I , j j , , 1 i t I I j :j I I 1 I , , j 'j I j 1 1 ~ I . ! I i J 1 1 1 j j j I I ~~ , , J I i I I j 1 1 j 1 :j , -j 1 , 1 regarding management and budget" and "during the audit nothing came to the auditors' attention to indicate that the Authority had not complied with laws, rules and regulations, had any illegal or improper expenditures, or had other matters requiring correction which mayor may not materially affect the financial statement, other than as mentioned in this .-- management letter." some personnel folders offorrner employees, and she remembers reading in the paper that some of the files they were requesting were missing, and they were going to file a law suit. She asked why the paper was asking the Housing Authority for the personnel files of Eric Williams (Commissioner Williams' son) and her. Mr. Hudson reported he did not know why that request was made, and that neither Eric Williams nor Commissioner Williams has not been an employee of the Sanford Housing Authority since he has been there, and have not been paid. Mayor Dale reported it appears to him there has been no criminal activity on the part of the Sanford Housing Authority, or any activity or attempt to defraud or divert money. [Commissioner Williams left the meeting briefly and returned. ] - Annual audit for the city of Sanford. William Royster and Roger Bowen of Greene, Dycus & Co., P.A., and Tom Riley, Consultant from Holland and Riley, appeared to review the City of Sanford Comprehensive Annual Financial Report for the year ended September 30, 2000. Mr. Riley reported the City received over $3.2 million in Federal Grants in the past year, and the conclusions were that there were no major weaknesses in internal control, and no major compliance violations. The report on compliance was unqualified. Mr. Bowen distributed and discussed an overview of the Financial Statement reporting the General Fund Revenues increased about 4 million dollars, with a 6 \1,% increase in ad valorem taxes (almost $.5 million dollars). Mr. VanDerworp reported the increase in ad valorem taxes was in tax base, not tax rate, the rate went down. Mr. Bowen reported every item in the General Fund Revenues was over budget this year, except for contributions which were $4,300 under budget. Additionally, expenditures were 13% under budget (about $3.5 million). The cash position of the City - increased $4.5 million dollars, or 34%. Annual audit for Sanford Airoort Authoritv. Eldon McDirmit ofMcDirmit, Davis, Puckett & Company, P.A. and Kelly Leary, the Audit Manager, and !"""" Bryant W. Garrett, Director of Finance & Administration, appeared to present the Sanford Airport Authority Financial Statements for the years ended September 30, 2000 and 1999. Mr. McDirmit reported the auditors issued an unqualified opinion to the Airport Authority for this year, which is the best opinion they can issue. He reviewed the balance sheet, stating there has been an increase of about 25 million dollars in assets over the prior year, about $3 million in cash and the remainder in construction and progress (equipment). The liabilities have increased about $11.7 million and contributed capital has increased about $13.2 million. Operating Revenue has increased about $1 million over the prior year, and 1Jf MINUTES City Commission, Sanford, Florida WORK "R""TON FFRRTJ A RV 26 20-DL EOOO14148 Operating Expenses declined about $300,000. Mayor Dale reported that property and equipment are carried at cost under FAA accounting rnles. The Financial Statement shows the 2000 acres of Airport land is valued at $2,314,381, but in reality it is worth about $60 million. The Airport is worth around 250 million dollars, not $57,625,240 as reflected on the Financial Statements. Mr. McDirmit reported the Authority is in compliance with all laws, rules and regulations and also their internal controls. The auditors found no material weaknesses or reportable conditions that need to be made known to the City. Recommendations for improvements to internal control, which the Commission received about a month ago, include: a reminder that there has been a change in Florida Statutes regarding investment policies and there needs to be an investment policy in place by fiscal year 2001; there is a need to begin reconciling some of the balance sheet items and some of the subsidiary ledgers, specifically accounts receivable and some of the grants (this is already being put in place); and create an accounting procedures policy manual outlining policies related to purchasing and disbursements. Mayor Dale reported that he and Mr. Garrett have met and they understand where the weaknesses are, and they know they need to be corrected and have already started working on them. One of the things that they are working on is putting money into reserves because there is no reserve account right now. Goldsboro/Georl!etown Master Plans and FY 01102 CDBG projects. Charles Rowe, Director of Community Development, reported the Master Plans submitted to the Commission are a map to be used to guide the community leaders and City officials in allocating resources. He stressed that the project costs and regulatory issues such as permitting requirements and size often times slow the project or prolong the process. A series of meetings were held in both Goldsboro and Georgetown to evaluate their communities' public facilities, public services, employment opportunities, well maintained housing and strong community organizations. A list of needs and potential projects that are both CDBG possible and non-CDBG eligible projects was created. Mr. Rowe reviewed the projects that are suggested for the March 1st submission for Community Development Block Grant participation. Two projects that are being proposed for the Goldsboro area which are not listed in the information given to the Commission are the Mulberry Avenue extension project extending Mulberry Avenue to Country Club Road with grade A asphalt. Also, Mulberry Avenue between 14th Street and 18th Street is currently in the process of the ditch closure, and it is proposed to be paved with grade A or grade B asphalt at $130,000, or using cold mix which would be $30,000. Mr. Rowe asked for direction from the Commission on this proposed project. One recommendation that would benefit both Goldsboro and Georgetown would be to hire a code enforcement officer for each of those neighborhoods. Commissioner Williams reported possibly a Code Enforcement Committee of volunteers from the neighborhood would be helpful. Also, she would like to have the homework assistance program included for the Goldsboro area, as well as the Georgetown area. She also would like improvements to Bentley Park be included for grant funds. City Manager VanDerworp reported the projects included in the Master Plan will be submitted to the County this week. Mayor Dale reported he has been working very hard on the Front Porch Program, and the Governor will be making a decision on that this week. Pay & Class Plan revisions for General Emplovees FY 2000/01. MINUTES 75 City Commission, Sanford, Florida WORK SESSION FEBRUARY 26 20~ EOOO1414S City Manager VanDerworp reported he has talked to each of the Commissioners individually about this item and if there are no questions action will be taken at tonight's meeting. There were no questions. Florida Retirement System invoice. ..... City Manager VanDerworp reported he has talked to each of the Commissioners individually about this item and if there are no questions action will be taken at tonight's meeting. There were no questions. Re~ular Al!enda items. Add-on items. and other items. City Clerk Janet Dougherty distributed an amended Job Classification page for Resolution No. 1872 which ..... will be voted on tonight, the Police Department Status Report, and an Agenda for the Special Meeting on March 7, 2001 at City Manager VanDerworp distributed a copy of the Citizens' Report that will be distribnted in the next few i , 1 'j ! '{ 1 11 :00 a.m. to review and certifY the election results. days. , , 'j City Manal!er's briefinl!. There being no further business, the meeting was adjourned. R ., '1 l ~ , I I I I No briefing. Mayor 'j I . .~ j , I .~ , j i j .~ ! , .~ I ..... Attest: City Clerk ..... mr ~ ] t ! 1 ;1 1 ~ I j 1 1 I , j 'J .....