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02-13-2023 WS MinutesCITY COMMISSION MINUTES )�#,! mal 41; FEBRUARY 13, 2023 WORK SESSION The City Commission of the City of Sanford, Florida, met in Work Session on Monday, February 13, 2023, at 4:00 PM, in the Commission Chambers, Is' Floor, City Hall, and 300 North Park Avenue, Sanford, Florida. Present: Mayor Art Woodruff Vice Mayor Sheena R. Britton Commissioner Kerry S. Wiggins, Sr. Commissioner Patrick Austin Commissioner Patty Mahany City Manager Norton N. Bonaparte, Jr. City Attorney William L. Colbert City Clerk Traci Houchin Deputy City Clerk Cathy LoTempio Mayor Woodruff called the meeting to order at 4:05 PM. Update on plans and timeline for Vacuum Sewer Improvements Bill Marcous, Utility Support Services Manager, said the City created a new page on the website focusing on the Vacuum Sewer Improvements. He reviewed the information located on the City's webpage, including a podcast and a timeline for the Vacuum Sewer Improvements. He also pointed out a list of frequently asked questions to help answer any questions the residents have. He said the parts have been ordered with a lead time of four to six weeks. Utilities repairs are not something that happen quickly. He said that the City is removing the top three businesses from the vacuum sewer system and moving them into the gravity sewer. This would allow for a substantial relief on the system. Mayor Woodruff asked when a third party contractor would be able to assist the employees. Mr. Marcous said he would meet with Cedric Coleman, Utilities CITY COMMISSION MINUTES FEBRUARY 13, 2023 WORK SESSION Operations Manager. Mayor Woodruff asked how the Commission can give advice to the residents. Mr. Marcous said the Commission can direct the residents to the City's website, they can email the City or they can call in, as the Utilities department has standby personnel on call 24/7. Vice Mayor Britton asked how true the City is to sticking with the timeline when there are other projects going on. Mr. Marcous said replacing pumps is a specialized trade and it is hard to find employees. Commissioner Austin reminds all that this project has many moving parts and pieces. 2. Update on Water Meter Project and Georgetown Stormwater Improvements Mike Cash, Public Works Engineer, updated the Commission on the Georgetown Improvements Phase IA, Phase IB and Phase 2. This is all underground work. A public meeting would be scheduled in March or April right before construction begins. He said these projects are budgeted for. 3. CRA Funding tied to Heritage Park, by Tom Tomerlin, Economic Development Director Tom Tomerlin, Director of Economic Development, provided a presentation of Heritage Park and the CRA Funding. Heritage Park has until 2025 to decide if the project would continue. Charles Davis, Community Redevelopment Agency (CRA) Chairman, said the CRA would be sun -setting in 2025. The CRA cannot be longer than 30 years. CITY COMMISSION MINUTES FEBRUARY 13, 2023 WORK SESSION 4. Discussion: Rental Increase Ordinance After a brief discussion, Mr. Colbert informed the Commission about the upcoming legislation and no action was taken. 5. Discussion: City Manager's Evaluation Mayor Woodruff said he took some time and reviewed the City Manager's evaluations and highlighted areas where there seems to be some concern. He said one of the things the City has never done is to set goals for the City Manager. He suggested that the Commission should discuss setting goals for the City Manager so he is aware of what the Commission is expecting. Vice Mayor Britton requested to have a meeting in the Railroad Depot room to discuss the City Manager's evaluation amongst themselves. Mayor Woodruff said the Commission is not allowed to do that. The Work Session meetings will continue to stay in the Chambers as they are public meetings. Mayor Woodruff began to go through the evaluation. The first section of Professional Skills and Integrity: the three items that seem to be a concern are 1) Has the capacity for and encouragement of innovation, 2) Anticipates problems and develops effective approaches to solving them and 3) Uses common sense and good judgement in resolving matters. Vice Mayor Britton said she would like to see the City Manager be more pro -active, instead of addressing issues when the City has a problem. She would like the City Manager to provide the Commission with reports on things going on in the City. She cannot be an effective Commissioner if she does not have answers for the CITY COMMISSION MINUTES FEBRUARY 13, 2023 WORK SESSION residents. Mr. Bonaparte said the City Manager has sent Vice Mayor Britton an email regarding providing the Commission with reports, the list of items she provided and asked if there was anything additional she would like. He welcomed her to respond to the email. Vice Mayor Britton expressed strongly that the City Manager should not have to be asked by the Commission to bring discussions to a meeting. Commissioner Mahany said it not solely on the City Manager to bring items to meetings. It is the responsibility of everyone including the Commission. Vice Mayor Britton agreed to disagree. Vice Mayor Britton expressed frustration in which she does not understand how the Commission can look at the City and believe everything is ok. She said the City has a Director leaving that has much knowledge and wants to know what happened. She asked Mr. Bonaparte if he asked the Director to stay. Mr. Bonaparte said he told the Director he is a valuable asset to the City. Commissioner Mahany said the bureaucracy is frustrating. Mayor Woodruff said he would like to add, under relations with City Commission, that he provide regular updates on major projects and initiatives with timelines and that the Commission would be responsible for items to be added or removed that list. Commissioner Austin said there are times when it comes to personnel issues, where the issue was not handled the best way. Vice Mayor Britton asked how the CITY COMMISSION MINUTES FEBRUARY 139 2023 WORK SESSION Commission can discuss personnel issues when the Commission is not to know about them. Mayor Woodruff said the Commission are able to look at the personnel procedures. Vice Mayor Britton said she does not understand how they can be effective and not know what is going on in some sort of fashion regarding employee staffing or hiring. She said for example, how is the Commission able to evaluate departments when the Commission is not allowed to speak to the departments. She provided an additional example that she spoke with the City Manager about in her most recent one on one. When the City was hiring an Assistant City Manager, she asked if the Commission could know who the top five candidates were. The City Manager explained to her why the information is not shared with the Commission. She explained this was important for her to know. She does not understand how the Commission is supposed to know if the City Manager is being effective if they are not allowed to speak to the people that support that him. Mayor Woodruff said that the Commission is not allowed to speak to the City Manager about the discipline of an employee. However, the Commission is able to suggest a procedure for the City to follow. Vice Mayor Britton expressed her concern that the City is failing. Commissioner Wiggins said the City Manager cannot control everything. In order to be successful, everyone has to be on the same page. He expressed that things are not so bad. Mayor Woodruff moved onto the evaluation section Relations with City Commission — Responds to requests for information or assistance by the Commission in a CITY COMMISSION MINUTES FEBRUARY 13, 2023 WORK SESSION timely response. Vice Mayor Britton said she would rather hear a slow no than a fast yes. Commissioner Austin said for the first time since he has been a Commissioner he sat down with the City Manager and discussed communication and he was pleased with the conversation. Due to the nature of the time, the City Manager Evaluation would be continued for discussion at the February 27, 2023 Work Session 6. Regular Meeting Items — additional information Mr. Bonaparte informed the Commission there is an add-on item for the Fire Department Pension Contract on tonight's agenda. 7. Briefing Items 8. City Manager Comments Vice Mayor Britton inquired about the Public Works and Utilities Director, and asked what direction the City would be going. Mr. Bonaparte said he report back to the Commission at the next meeting. There being no further business, the meeting adjourned at 6:18 Art Woodruff / ; Attest: City Clerk (CL)