042814 ws agn & minCITY COMMISSION MINUTES
CITY OF SANFORD
CITY COMMISSION WORK SESSION
MONDAY, April 28, 2014
4:00 PM
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APRIL 28, 2014
WORK SESSION
Railroad Depot Room
2nd Floor
Sanford City Hall
300 North Park Avenue
Sanford, Florida
In accordance with the Americans with Disabilities Act, persons with
disabilities needing assistance to participate in any of these proceedings
should contact the City Clerk at 407.688.5010 at least 48 hours in advance
of the meeting. Advice to the public: If a person decides to appeal a
decision made with respect to any matter considered at the above meeting
or hearing, he or she may need a verbatim record of the proceedings,
including the testimony and evidence, which record is not provided by the
City of Sanford. (FS 286.0105)
AGENDA
Discussion re: Agreement for Professional Services 4:00 — 4:15 PM
between the City of Sanford and Alcalde and Fay, Ltd.
2. Discussion re: Charter Review Committee 4:15 — 4:40 PM
[Commission Memo 14 -107]
3. Discussion re: Fund Balance Reserve Policy 4:40 — 4:55 PM
[Commission Memo 14 -105]
4. Presentation re: proposed Community Development Block Grant
(CDBG) funding priorities for Program year 2014
[Commission Memo 14 -106] 4:55 — 5:15 PM
5. Discussion re: the 2015 millage rate.
5:15 — 5:30 PM
6. Regular Meeting Agenda Items — additional information 5:30 — 5:50 PM
• Resolution No. 2467, creating and authorizing payment
under the Loyalty Incentive Program and authorizing
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the associated budget amendment.
[Commission Memo 14 -108] (RM 8.D)
7. Briefing Items 5:50 — 5:55 PM
8. City Manager Comments 5:55 — 6:00 PM
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The City Commission of the City of Sanford, Florida, met in Work
Session on Monday, April 28, 2014, at 4:00 PM, in the Railroad Depot Room, 2nd Floor,
City Hall, 300 North Park Avenue, Sanford, Florida.
Present: Mayor Jeff Triplett
Vice Mayor Velma Williams (present at 4:30 PM)
Commissioner Mark M`Carty
Commissioner Randy Jones (present at 4:25 PM)
Commissioner Patty Mahany
City Manager Norton N. Bonaparte, Jr.
Deputy City Manager Tom George
City Attorney William L. Colbert
City Clerk Cynthia Porter
Deputy City Clerk Traci Houchin
Mayor Triplett called the meeting to order at 4:05 PM.
1. Discussion re: Agreement for Professional Services between the City of
Sanford and Alcalde and Fay, Ltd.
City Manager Bonaparte asked the Commission if they would like to
continue with or terminate the agreement with Alcalde and Fay. The cost for their service
is $5,000 a month. The agreement states that it may be terminated with or without cause
by providing a 30 day notice. There was consensus of the Commission that their service
is no longer needed. City Attorney Colbert suggested that the Commission take action on
this item tonight.
2. Discussion re: Charter Review Committee
City Attorney Colbert said that the last Charter Review Committee met in
2007 and recommended that a Charter Review Committee be appointed every seven
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years. If the Commission would like to take action on this, the process would need to
begin this year. However, there is no legal requirement; it is a matter of policy.
The majority of the Commission agreed to wait until 2015 to create the
committee to begin review of the Charter and be ready to implement changes at the 10
year mark (2016 ballot).
3. Discussion re: Fund Balance Reserve Policy
Finance Manager Cynthia Lindsay said that in 2009 an informal Reserve
Policy of 16% was established. She asked the Commission to consider formalizing the
policy and increasing it to 25 or 30 percent. She also asked the Commission to consider
implementing a Disaster Reserve Policy in the amount of $8,000,000.
The Commission agreed that Ms. Lindsay craft a reserve policy with 25%
and to craft a Disaster Reserve Policy, leaving the numbers up to the Commission.
Ms. Lindsay also recommended that any excess over the reserve
requirements be brought to the Commission each year for consideration for the use for
capital replacement needs. The Commission agreed that this will be discussed during the
budget process.
4. Presentation re: Proposed Community Development Block Grant (CDBG)
funding priorities for Program Year 2014
Senior Planner Andrew Thomas reviewed the proposed activities and
funding for the 5th Year Program in CDBG. He said that the City of Sanford will receive
$379,551 in their final year.
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Vice Mayor Williams commended Mr. Thomas for bringing this item
forward early versus waiting until August, which is the submittal deadline. This will
allow the Commission time to review the information and address any questions or
concerns.
Mr. Thomas said that he will bring this item back for approval in July.
5. Discussion re: 2015 Millage Rate
Finance Director Cynthia Lindsay distributed and presented a PowerPoint
Presentation that reviewed ad valorem taxes and millage rates. After discussion, the
Commission asked staff to prepare the 2015 budget using the current millage rate but to
also show consequences that could be faced if they chose to use the rollback rate.
Also, Ms. Lindsay asked the Commission if they prefer to have the Budget
Retreat and the Budget Workshop held together or separately. The Commission
concurred to hold them together on Tuesday, July 8, 2014.
6. Regular Meeting Agenda Items — additional information
• Resolution No. 2467, creating and authorizing payment under the Loyalty
Incentive Program and authorizing the associated budget amendment.
City Manager Bonaparte explained that there are funds available as a
result of favorable health insurance claims and reimbursements. Staff would like
Commission approval to provide a one -time, non - recurring payment to the employees for
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their hard work, dedication and perseverance during difficult times without impacting the
current budget. The Commission will take action on this item tonight.
7. Briefing Items
• Sanford's Crime Rate
Police Chief Smith distributed and reviewed several handouts that
included information on the Uniform Crime Report (UCR), total calls for service,
statistics, major accomplishments and the future goals of the Police Department.
8. City Manager Comments
City Manager Bonaparte advised the Commission that the Comprehensive
Plan Assessment that was discussed at a previous Work Session is a work in progress.
Also, Mr. Bonaparte advised the Commission that they will be receiving
an e -mail from Planning Director Russ Gibson asking for agenda topics and their dates of
availability in May so that a Joint Meeting with the Planning & Zoning Commission can
be scheduled.
Mayor Triplett asked Mr. Bonaparte for a status update on the
Management Partners Report and Mr. Bonaparte said that it was delayed but it should be
received within the next two weeks.
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There being no further business, the meeting wa4 �djourned at 6:25 PM.
Mayor Jeff
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