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02-27-2023 WS MinutesCITY COMMISSION MINUTES FEBRUARY 271,2023 WORK SESSION The City Commission of the City of Sanford, Florida, met in Work Session on Monday, February 27, 2023, at 4:00 PM, in the Commission Chambers, I" 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 City Manager Norton N. Bonaparte, Jr. City Attorney William L. Colbert City Clerk Traci Houchin Deputy City Clerk Cathy LoTempio Absent: Commissioner Patty Maliany Mayor Woodruff called the meeting to order at 4:03 PM. 1. Discussion RE: Establishing a Fire Assessment to fund Fire Department Operations by Christopher Roe Christopher Roe of the Law Offices of Bryant Miller Olive, introduced himself and presented a power point presentation. He said this process has been occurring in Florida since the 1800's to pay for services and improvements. The primary legal requirements include, special benefits to property, fair apportionment and due process. This process is a special benefit to properties. It does not include City Administration, police services or emergency medical services. The special benefit must be to property, not persons. There are two methodologies, demand based, (calls for service) this is the oldest method and availability (ready to serve) the most recent. Mr. Roe provided examples of the availability method and explained the procedure for adoption of the Fire CITY COMMISSION MINUTES FEBRUARY 275 2023 WORK SESSION Assessment program. The adoption of the annual rate resolution would occur during the City's budget process. The City would need to adopt a resolution expressing intent to use tax bill collection method by December. The implementation process begins in June/July and concludes by September 15. The assessment would be included on the tax bill in November. The consultant to assist on the process is estimated to cost $35K to $45K. 2. Discussion: Update on Vacuum Sewer Services Bill Marcous, Utility Manager, and Cedric Coleman, Utility Operations Manager and Project Manager of the Vacuum Sewer Project provided an update. Mr. Marcous gave a brief update and introduced Mr. Coleman. Mr. Coleman said the City has gone with Flovac, another vendor, to purchase vacuum pumps for the pits. He said the vacuum pump is like the heart in your body. It is costly and takes time to rebuild. He said Utilities received a purchase order on Thursday and received a delivery of pumps on Friday. This vendor is bringing in a team to assist the City with the installation free of charge. The biggest users currently on the vacuum system, Tuffy's, Hollerbachs and Sanford Brewery are going to be removed off the system, however, this does take some time. Mr. Coleman provided slides of issues the crews are encountering, that are caused by the customers clogging the drains, trainings that the crews are having on repairing the vacuum sewer system and rebuilding of the pumps. He said the City would be having a Community Meeting on March 21, 2023. Mayor Woodruff and Vice Mayor Britton asked what the differences were between the Airvac and Flovac. Mr. Coleman said that Flovac are less expensive and CITY COMMISSION MINUTES FEBRUARY 279 2023 WORK SESSION readily available. The City installed a Flovac at a laundromat about five to six years ago. This location is a high-end user of the system and there have been no problems. Mr. Bonaparte said City staff confirmed the Flovac is a significant product. Mr. Coleman said third party help is hard to get. The City staff is working on getting the Flovac up and running so there is a chance the third -party assistance may not be necessary. Mayor Woodruff suggested the City get someone to assist on the vacuum sewer repairs. Vice Mayor Britton asked if some City staff could be stationed downtown during special events. Mr. Coleman said not at this time. Vice Mayor Britton asked if the employees have received additional pay. Mr. Bonaparte said he would get with Mr. Coleman. 3. Continued Discussion: City Manager's Evaluation The Commission decided to revise the evaluation form for future use. The Commission continued to go through the highlighted items that Mayor Woodruff handed out. Mayor Woodruff would like the City Manager to report to the Commission on policies that need to be revised. For example, the timeliness in staff obtaining purchase orders. Vice Mayor Britton requested a report on the checks and balances to include proper information. The Commission requested for Department Heads to provide anonymous feedback to the Commission. Mr. Colbert, City Attorney, said something can be devised for that. CITY COMMISSION MINUTES FEBRUARY 27, 2023 WORK SESSION The next section is regarding, `Provide regular updates of major projects/initiatives with timelines. Commission will be responsible for identifying things to add or remove.' Vice Mayor Britton requested the City Manager provide small updates in the City Manager's Report in the regular meeting. She wants to make sure the City Manager is communicating with the Commission clearly and honestly. Mr. Bonaparte said he would send out an email of updates from the monthly meetings. Commissioner Austin would like to ensure the Commission would receive these updates without having to ask multiple times for thein. He would like updates on major things. During the one on ones the Commissioners would like to know what is happening throughout the City. The Commission would like to know what is going on with the departments and information from the Coffee with the City Manager. Mayor Woodruff would like to wait for Commissioner Mahany to review setting measureable objectives set by the Commission for City staff. The Commission discussed improving the efficiency of employee recruitment to reduce the time between posting and hiring. There is a concern the directors are not receiving all job applications submitted to the City. Vice Mayor Britton expressed concern, stating the process of hiring is ridiculous and this process needs to be re-evaluated. Fred Fosson, Director of Human Resources and Risk Management, reviewed the NEOGov process for job applications from the time the application is submitted until the applicant is hired. He said the process from the time the application is sent to the director it is about a two-day process before it is accepted. CITY COMMISSION MINUTES FEBRUARY 27, 2023 WORK SESSION Mr. Fosson said the City is working on broadening the spectrum of college degrees with total years of experience. Vice Mayor Britton asked how Human Resources looks through the applications not knowing what the departments are looking for. Mr. Fosson said the departments meet with the Human Resources staff prior to the job posting so changes can be made before they post them. Mr. Fosson said that post COVID there are less people looking for jobs. He asked for Commission approval for the City to attend Job Fairs. There is a CDL program being drafted and a new hire incentive. Mayor Woodruff asked City staff to post updates of projects on the City's website. 4. Update: 4th Quarter Financial Report by Cindy Lindsay, Director of Finance [Commission Memo 23-041] This item to be discussed at the March 13, 2023 Commission meeting. 5. Regular Meeting Items — additional information A. First reading of Ordinance No. 4724, regarding the first Comprehensive Text Amendment. [Commission Memo 23-032] (RM 7.13) This item would be discussed at tonight's meeting. B. Approval of Resolution No. 3115, to amend the budget in the amount of $64,350 for City Hall Security to Allied Universal. [Commission Memo 23- 039] (RM 8.C) CITY COMMISSION MINUTES FEBRUARY 27, 2023 WORK SESSION Cindy Lindsey, Director of Finance, explained the financial breakdown must remain as it was submitted. The City has no statistical information on the total number of visitors per department at this time. The check in process is now calculating the total number of visitors entering City Hall and what departments they are visiting. In the future, these financial figures can be adjusted. This is an action item on tonight's agenda. 6. Briefing Items • Special event discussion re: `Bad at Business Beerfest', on Saturday, November 18, 2023 from 11 AM — 6 PM. [Commission Memo 23-042] Mayor Woodruff and Vice Mayor Britton expressed the concern with the City allowing too many special events. Vice Mayor Britton said she is looking for balance. Hollerbach's has demonstrated that special events can be held off Palmetto Avenue and Magnolia Avenue. Jennifer Brooks, Special Events Coordinator, said the West End has not submitted a new event on these roads. She said this event is not a new event. Vice Mayor Britton said there are too many street closures on Palmetto Avenue. • Special event discussion re: 11th Annual Sofa and Suds', on Sunday, November 19, 2023 from 2 — 6 PM. [Commission Memo 23-043] This item will be an action item on the next agenda. Vice Mayor Britton said the City needs to revisit the policy for special events. Revisions need to be made in 2024. 7. City Manager Comments CITY COMMISSION MINUTES FEBRUARY 279 2023 WORK SESSION There being no further business, the meeting adjourned at 6:35,, PM. Attest: 0<-iJ41 F, 02-e 7l" City Clerk (CL)