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08-23-21 WS MinutesCITY COMMISSION MINUTES � 1 AUGUST 23, 2021 WORK SESSION The City Commission of the City of Sanford, Florida, met in Work Session on Monday, August 23, 2021, at 4:00 PM, in the City Commission Chambers, I" Floor, City Hall, and 300 North Park Avenue, Sanford, Florida. Present: Mayor Art Woodruff Commissioner Sheena R. Britton Commissioner Patrick Austin City Manager Norton N. Bonaparte, Jr. Assistant City Attorney Lonnie Groot City Clerk Traci Houchin Deputy City Clerk Cathy LoTempio Absent: City Attorney William L. Colbert Vice Mayor Kerry S. Wiggins, Sr. Commissioner Patty Mahany Mayor Woodruff called the meeting to order at 5:10 PM 1. Status updates on Public Works Commission Items by Bilal Iftikhar, Director of Public Works/Utilities. Mr. Iftikhar provided updates and a power point presentation on items the Commission requested in previous meetings. • Public Restrooms: He said there will be a public restroom installed in the courtyard next to the Sanford Information Center for a cost of $107,000. The two other locations include the Marina parking lot and along Phase II of the Riverwalk in the public parking lot. He said the restrooms are prefabricated and include brick siding. Mayor Woodruff asked Mr. Iftikhar to make sure that he presents this project to the Historic Preservation Board for approval. Commissioner Britton -CITY C—OMMISSIONMINUTES_ - _ ----- _ AUGUST 23, 2021 WORK SESSION said she was very pleased with restrooms and Commissioner Austin said he wants to make sure the restrooms are maintained and cleaned regularly. • String Lights Downtown: Mr. Iftikhar said string lights are being installed on 1st Street, crossing back and forth, between Oak Avenue and Sanford Avenue by October 1, 2021. The cost of the lights and installation is $26,000, with 50% being paid by the Community Redevelopment Agency (CRA). He said the contractor who installed the lights will maintain the lights at a cost of approximately $2,000 per year. If this project is a success the City will include an additional street. • 15th Street Golf Cart Crossing: Mr. Iftikhar said the crossing has been approved, with a lot of hard work from Mike Cash, Public Works/Utilities Engineer and the Florida Department of Transportation. The City is currently working on installing signage. • Traffic Calming. Mr. Iftikhar said there will be two speed tables installed around Coastline Park. One on W. 9th Street and one on Poplar Avenue. In addition to that, there will be five speed tables installed on W. 16th Street between Southwest Road and William Clark Court. Mr. Iftikhar said the new electronic signs seem to be working. The City performed traffic studies in the areas in which signs had been installed and the speed on all the roads has been reduced. He said some of the signs will remain where they are and others will be rotated. The City is going to purchase additional signs. --- --- __ CITY COMMISSION- AUGUST 23, 2021 WORK SESSION 2. Presentation: Update on Performance Manager by Edwin Poole, Performance Manager Coordinator. Mr. Poole explained performance management, how Key Performance Indicators are used to gauge performance and how it is used to help the City save time and money. The data is used to create dashboards to track data. He said Elizabeth Jones, Administrative Coordinator, from the Public Works/Utilities Department was very instrumental in assisting him by becoming one of the first departments to design a dashboard. Mr. Poole said the next plan is for him to work with IT for future process mapping, to ensure whenever an employee leaves, the replacement employee will be able to access the information and will be able to perform the same duties. Commissioner Britton asked for an example of how this saves the City money. Mr. Poole said that when he first started working at the City, the Communications Department was using Zencity, a software tool that is used for community engagement. He found that this tool was unable to detect sarcasm when comments were posted. The City is no longer using this software, therefore, saving the City $26,000 a year. Mr. Poole thanked the Commission for their time and said he is excited about the future. 3. Presentation: 2nd Quarter Financial Report by Cindy Lindsay, Director of Finance. Ms. Lindsay presented the City's 2nd Quarter Financial Report. She said CITY COMMISSION MINUTES AUGUST 23, 2021 WORK SESSION the budget looks positive in all aspects, even with COVID -19, the budget has over $2.2M compared to last year in the General Fund and the expenditures are down. Mayfair is down $19K this quarter and is down $43K in the next quarter, which she will present at the next meeting. Pensions are at $7M in the Police Department and $7M in the Fire Department. Mayor Woodruff asked about water and wastewater revenues. He was thinking that the number would be higher with all the people staying home. Ms. Lindsay said the totals will not be up, they would just be flat from last year. Ms. Lindsay said currently, staff is recommending the Commission go with the proposal that was presented at the last meeting with a little adjusting regarding pay adjustments. She said the two bottom pay grades would increase to a flat $11 starting pay and the second pay grade will have a little increase for experience. Commissioner Austin said the City is losing good employees and is concerned that the main reason employees are leaving is due to salaries and benefits. 4. Regular Meeting Items — additional information A. Approve recommendation of opioid litigation. [Commission Memo 21-168.F] (RM 6.F) Lonnie Groot, Assistant City Attorney said there is a $1.613 pool that the Plaintiff's Executive Committee is reviewing for the proposed settlement in the bankruptcy action case. This action tonight will authorize the Romano Group to work on the City's behalf and have the City's vote in the bankruptcy action. This is an action item on tonight's agenda. CITY COMMISSION MINUTES _ AUGUST 23, 2021 WORK SESSION B. Approve Resolution No. 2971, regarding evidence relating to quasi-judicial proceedings. [Commission Memo 21-175] (RM 8.E) Mr. Groot said based on the previous City Commission meeting and revisions requested by the Commission, he underlined additional language that was added to Resolution No. 2971, regarding evidence that is turned in late. He said "adequate time" is more defined. Mayor Woodruff asked the Clerk's to add the "adequate time" language to Section 2 (a) of the Resolution before tonight's regular meeting. This is an action item on tonight's agenda. 5. Briefing Items Mayor Woodruff asked if staff had any updates on the Mayfair Management Company search. Tom George, Deputy City Manager said the City received four proposals, the committee will be reviewing the proposals this week and he will be presenting the results to the Commission at the first meeting of September. Mayor Woodruff said Vice Mayor Wiggins had a work related appointment and will be at the 7:00 PM Meeting and Commissioner Mahany is traveling from South Carolina and will be at the 7:00 PM Meeting. Mr. Bonaparte said there is an additional item to be added to tonight's agenda for the procurement to Catfish Construction for urgent services to repair a reclaimed water line that a contractor hit. Commissioner Austin asked if the City will get reimbursed for this repair. Bill Marcous, Utility Services Manager, said he has been __CITY COMMISSION MINUTES AUGUST 239 2021 WORK SESSION working with the City's Risk Management Department on being reimbursed by the contractor that hit it. He said the lines were located, however, this line was 20 feet underground and too deep for City crews to repair. Mr. Bonaparte said there a few items that are being pulled from tonight's agenda. Items 8.0 and 8.1) for condemnations. There was another request as well from the owner to remove Item 8.A, however City staff recommended keeping it on the agenda. This will be an action item on tonight's agenda. 6. City Manager Comments Mr. Bonaparte invited the Commission to `Closing of the Art in the Commission Chambers' tomorrow night from 4:30 PM — 5:30 PM. Mr. Bonaparte reminded the Commission that they will need to approve the Sanford Airport Authority's 2021/2022 Budget at tonight's meeting. Commissioner Britton said she would like a list of the applicants that have applied for the Deputy City Manager position prior to Mr. Bonaparte hiring them. She said that she is a big advocate of hiring within. Mr. Groot explained to her that is something that would be considered a Charter change. Mayor Woodruff indicated that there is not going to be enough time to interview the board member applicants at the next meeting. He asked the City Clerk to print out the information regarding the vacancies on each board (located at your seat tonight). He suggested that the Commissioners look at the list and if there is an applicant that you would like to interview, please contact the City Clerk to get the contact CITY COMMISSION MINUTES AUGUST 23, 2021 WORK SESSION information. Commissioner Britton said she wants to interview all the applicants and wants the attendance records from the CDBG Board. Mayor Woodruff asked the Commission if they would be interested in reappointing several positions tonight. He suggested that when the Commission looks at applicants for the Sanford Airport Authority, look for someone with construction knowledge like retiring board member, Stephen Smith. Commissioner Austin said he will reappoint at tonight's meeting. Mayor Woodruff said there will be a presentation tonight regarding CSX expansions.