092313 ws agn & minCITY COMMISSION MINUTES
SEPTEMBER 239 2013
WORK SESSION
The City Commission of the City of Sanford, Florida, met in Work Session on Monday,
September 23, 2013, at 4:00 PM, in the City Commission Chambers, City Hall, 300
North Park Avenue, Sanford, Florida.
Present: Mayor Jeff Triplett
Vice Mayor Randy Jones
Commissioner Mark M °Carty
Commissioner Velma Williams
Commissioner Patty Mahany
Deputy City Manager Tom George
Assistant City Attorney Lonnie Groot
Deputy City Clerk Cynthia Porter
Absent: City Manager Norton N. Bonaparte, Jr.
City Attorney William L. Colbert
City Clerk Janet Dougherty
Mayor Triplett called the Work Session to order at 4:10 PM.
2. Mayfair Country Club items. [Commission Memo 13 -199] (RM 9 -C)
Deputy City Manager Tom George reviewed the capital improvements
needed for Mayfair Country Club in order for it to be competitive with surrounding
courses. Immediate safety and structural repairs needed include demolition of the wood
structure cart barn and extension of existing concrete cart barn, re -roof of maintenance
and equipment barn, re -roof of front storage building, re -roof of club house, cart path
repairs, turf and irrigation repairs, cosmetic improvements to the club house, restaurant,
furniture, painting, landscaping, and construction of a lift station; the cost is $367,000
which would come from General Fund Reserves. The first: year improvements focus on
the golf course greens, bunkers and tees which have exceeded their useful life and are the
CITY COMMISSION MINUTES
SEPTEMBER 239 2013
WORK SESSION
most important factor in playability and customer satisfaction on a golf course; the
estimated cost is $210,000 of which $153,000 would be offset by anticipated course
revenues, leaving a balance of $57,000 which would come from General Fund Reserves.
He made it clear that the funds are considered a loan from General Fund Reserves and the
intention is to ,pay back those funds from the net revenues from the golf course; the
estimated time is three years but if it takes Ionger, payment will continue until the entire
amount is paid. A new and complete lease package for course maintenance equipment is
estimated to be $185,000 and payments would come from golf course revenues.
Mayfair Country Club Proposal for Management Services [Commission Memo
13 -200] (RM 9 -D)
The City advertised and issued a Request for Qualifications for golf course
management services and received seven submittals which were then narrowed to three
companies and one individual who were then invited for presentation and discussions.
Following the presentations, Integrity Golf Company, LLC was the highest ranked
company and negotiations ensued. The proposal and agreement in today's agenda are the
final product of those negotiations. Mr. George reviewed some of the highlights of the
proposal: Integrity would assume responsibility of all golf course operations including
employment and personnel, cash and inventory management, course maintenance, food
and beverage operations, pro shop merchandise, golf course and facilities maintenance
and position strategy and marketing. The City and Integrity will develop and agree upon
a comprehensive business plan each year that will include operating and capital
CITY COMMISSION MINUTES
SEPTEMBER 23, 2013
"WORK SESSION
improvement plans with the City having final approval. Integrity will compile and
submit monthly financial reports satisfactory to the City. The City will have the
opportunity to review and approve all policies and procedures proposed for the Club.
Routine and periodic meetings will be held between Integrity and the City to discuss
progress, improvements, revenues and expenses. Integrity will implement City resident
discounts, community related golf leagues and events, a "kids play for free" program,
allow local middle and high schools to utilize Mayfair as a "home site ", establish a
charitable partnership program and cross promote attractions and events in the City of
Sanford. The initial term would be for five years however, the City may cancel the
agreement at any time for no cause with a ninety day written notice with no penalty for
early termination. If both parties are satisfied with the relationship and progress after the
first three years they may enter into discussions concerning a possible lease agreement.
The City will pay all operational and capital improvement costs. Integrity will be paid
$2,500 per month and will receive an additional $2,500 per month if total gross revenues
exceed previous year gross revenues by a minimum of 5 %. Fiscal Year 2012 will be the
base year for comparison in year one.
Mr. George introduced Gene Garrote, President, Integrity Golf Company,
LLC, who then gave a powerpoint presentation regarding a proposal for management of
Mayfair Country Club.
CITY COMMISSION MINUTES
SEPTEMBER 239 2013
WORK SESSION
3. Discussion re: Purchasing process.
Mr. George said there was confusion at the last meeting in considering an
award to GAI for the Cloud Branch Drainage Phase III project. The process was
governed by Florida Statute 287.055, Consultant's Competitive Negotiation Act (CCNA),
and proper procedures were followed under the purchasing policy approved by the
Commission on June 10, 2013. Prior to June 10, Staff would do the rankings and bring
them to the Commission but would not negotiate a price until after the Commission
approved the rankings. The current purchasing policy delegates Staff to rank firms and
negotiate cost.
Assistant City Attorney Lonnie Groot distributed a handout summarizing
the Consultant's Competitive Negotiation Act which requires State government agencies,
municipalities or political subdivisions, school boards and school districts, to select a
consulting firm based on qualifications rather than on a lowest bid basis. On this
particular procurement the Commission delegated ranking authority to Staff in June. The
ranking is established absence a showing of illegality and the rankings of Staff are final.
The policy also reads that Staff should negotiate with number one, Once firms are ranked
and the cost is negotiated with the number one ranked firm, Staff brings it to the
Commission for approval of the negotiated price with that firm.
The Commission agreed that it was never their intention to take authority
and control from the City Commission. This item will be discussed at length in a future
Work Session.
CITY COMMISSION MINUTES
SEPTEMBER 23, 2013
WORK SESSION
[Mayor Triplett recessed the meeting at 5;57 PM and reconvened at 6.07
PM.]
4. Presentation: City Financial Report -3rd Quarter Ended June 30, 2013[Commission
Memo 13-196]
Finance Director Cynthia Lindsay said that the budget is currently right on
although it is tight.
5. Discussion re: Chandler vs. City of Sanford
Attorney Groot briefed the Commission that the 5"' District Court of
Appeals ruled in favor of the Chandlers against the City of Sanford in the appellate
decision appealing Judge Dickey's ruling. The case comes back to Judge Dickey and he
can still make some determinations. if certain determinations are made that the Chandlers
are not the prevailing parties the City can avoid paying attorney fees in this public
records case and Mr. Lawton's law firm is going to make effort to see that that happens.
6. Discussion regarding USWU wage increase FY 2013 -2014 [Commission Memo
13- 191.131 (RM 7.13)
Mr. George said that during negotiations last year between the City and
the USWU on a two year agreement, the USWU chose to accept a 1% wage increase for
FY 2013 and no raise in 2014 unless specifically negotiated between the City and the
Union. To allow for discussion and consideration of a larger wage increase during a two
year agreement, both parties agreed to a limited reopener whereby each party could
reopen one article only for 1iY2014. Negotiations were to begin no later than May 1,
CITY COMMISSION MINUTES
SEPTEMBER 239 2013
WORK SESSION
2013 in order to conclude the bargaining process in a timely manner. The USWU did not
notify the City of their desire to reopen so there is no right to demand or compel
negotiations for a new wage increase for FY 2013 -2014. The other two City Unions,
UaFF and FOP, accepted a 1% wage increase during negotiations for both years and are
scheduled to receive the increase on October 1, 2013. In the spirit of negotiating in good
faith, the City has budgeted for a 1% increase for the USWU in the proposed FY 2014
budget. Staff is requesting approval of the agreement and authorization for the City
Manager to execute the agreement. This item is scheduled for action at tonight's Regular
Meeting.
7. Discussion re: Public Works Complex emergency repairs. [Commission Memo
13 -198]
Mr. George said that emergency closure has begun of an underground
storage tank located at the Public Works Complex. In response to an anonymous call of
non - compliance by the City of Sanford, the Florida Department of Environmental
Protection (FDEP) visited the Complex and inspected the entire complex. Everything
was found to be in compliance except for one underground storage tank located at the
northwest corner of the Fleet Maintenance building which was being used to collect used
engine oil from City vehicles. The tank was regularly emptied and disposed of properly.
The FDEP inspection report states that the tank was unregistered and is considered
unprotected since it is not double walled as required by today's standards. The City was
never informed about the registration requirements; the tank has been in the ground since
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SEPTEMBER 23, 2013
WORK SESSION
the 1940's. The City has been ordered to remove the tank. A closure assessment must be
performed which includes soil and groundwater testing in an area around the tank. Public
Works will install a new above ground double walled tank which will cost $11,000.
8. Regular Meeting Agenda Items — additional information and /or questions.
9. Briefing items.
Mr. George said that Ms. Oliver had the "I live in Sanford; I work in
Sanford; 1 play in Sanford; 1 love Sanford" sign designed. As part of Celebrate Sanford
the City purchased signs, however, according to City Code the signs are not allowed in
front yards. There are varying opinions about the signs and there is an attorney opinion
that the signs are ok however, in past practice signs in the right of way have been
removed from yards. Schedule K does not have a good definition of snipe signs so that
Code will need to be revisited. The Commission agreed to allow the signs.
Mayor Triplett said that the sign ordinance will come back to the
Commission within the next several months and there needs to be discussion about the
signs before it comes back for a decision.
Commissioner M °Carty distributed information from IQM2 regarding the
electronic agenda process and asked that a presentation be placed on the next Work
Session agenda.
Commissioner M °Carty said there is an issue with 118 children in the
Headstart Program being cut off due to the soccer fields. 4C is currently running the
Program. Seminole County is looking to apply for the grant next year and intend to use
CITY COMMISSION MINUTES
SEPTEMBER 239 2013
WORK SESSION
the Hopper Center. He asked the Commission to consider recommending Seminole
County with a letter when they apply for the grant. The Mayor said he has the letter by
email and will provide it to the Commission for their execution.
10. City Manager Comments.
There being no further business, the meeting was adjourned at 6:23 PM.
Mayor Jeff T
Attest:
-City Cle'rk.
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