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01-04-1989 - Special/Workshop '.. ..... ...""" CITY COUNCIL OF EDGEWATER SPECIAL MEETING AND WORKSHOP JANUARY 4, 1989 MINUTES Mayor David Mitchum called the meeting to order at 7:00 PM in the Community Center. He stated the purpose was for discussing goals and objectives for the City of Edgewater. ROLL CALL Mayor David Mitchum Councilman Dan Hatfield Councilwoman Gigi Bennington Councilman Russell Gold Councilman Thomas Fish Present Present Present Present Present City Attorney Jose' Alvarez City Manager William Powers Acting City Clerk Susan Wadsworth Chief Lawrence Schumaker Arrived later Present Present Present Councilwoman Bennington moved they adjourn the special meeting and go into the workshop. Councilman Fish seconded the motion. Motion CARRIED 5-0. City Attorney Alvarez arrived at the meeting at 7:03 P.M. Councilwoman Bennington asked what the City Manager sees as his job in relation to Council, the advisory boards, the citizens, and the City Attorney. Mr. Powers replied that with the Council-Manager form of government, the Council is the legislative body and Council also gets input and advice from the appropriate advisory boards. He added that Council also gets advice from the Manager, the Attorney, and from the staff through the Manager on various issues. Mr. Powers stated that the Council determines the policies and then it's up to the City Manager, with help from the City Attorney, if needed, and staff, to implement that policy, which directly impacts on the citizens. He stated that Council and the Manager receive input from the citizens with calls and letters. He pointed out the citizens should contact City Hall through the Manager for matters where policy was set and procedures implemented. He reviewed the procedures for pro- jects that need engineering and staff input and then solicitation of bids, and projects that require matching funds from the government and that involve the Bacon Davis Act. He reviewed the establishment of the advisory boards, some required by State. He stated that a recommendation with potential problems may be sent back to the board with a question, such as consideration it if were spot zoning. Councilwoman Bennington asked if items from the advisory boards that are questioned and sent back to them are checked with the City Attorney to see if it's legally liable to them and then his advice is taken. Mr. Powers replied that it depends on the situation, and if it's something they've been exposed to in another city, you wouldn't have to go through it again, and it's on a case by case basis. He added that spot zoning is easy to fall into. Mr. Powers then displayed a flip chart with a listing of his goals and object- ives. He pointed out those listed were not all inclusive. Mr. Powers stated that trash and garbage recycling is being mandated and they need to know how the City can accomplish this. Mr. Powers stated the City Code is in need of updating and it's an ongoing process, and the City's personnel manual needs to be updated, and personal computers with work stations and word processing are needed. He said they need to look at bike paths and fire trucks and the budget. He pointed out they were presented with a balanced budget this past year. Mr. Powers suggested they have 5 members on the Charter Review Committee and that it be a member of Council, the City Attorney, City Manager, and 2 citizens, with the citizens to be determined by Council, and looking at a Fall referendum. Councilman Hatfield questioned if the Screening Committee should select the two citizens. Councilwoman Bennington stated she'd like direct input. Mr. Powers pointed out in other cities the Council finds people who'll meet the criteria and makes the decision. Mayor Mitchum suggested they advertise and the City Attorney and City Manager could screen down to 5 or 10 for Council's selection. Councilwoman Bennington suggested they may want 4 citizens. There was discussion regarding the problems with getting larger groups together for particular meeting times. ~. ....., Mr. Powers stated that the Special Meeting and Workshop for January 14th at 9 AM is the time to discuss the capital improvement program. Harry Ryan, Wildwood Drive, asked if the public will be invited and Mayor Mitchum replied yes and any meeting is open to the public. Mr. Ryan referred to another meeting when he wasn't allowed to speak. Mayor Mithcum said that's when it's a hearing but this is a workshop for Council. Mr. Powers stated they're at the point to authorize the engineers to proceed with the draft to implement the stormwater utility. He pointed out it's the financing mechanism for stormwater improvements, and the major items will be reviewed at the January 14th workshop. Mr. Powers stated that staff had attended four workshops on trash and garbage recycling. Mr. Carl Overstreet, Public Works Superintendent, briefly reviewed what had taken place at those meetings. He listed the various pro- hibited items that couldn't be taken to the landfill. There was discussion about separation of the items and conversion of present vehicles to do curb- side. Councilwoman Bennington asked if private concerns might be considered and Mr. Powers replied that the City has been approached by some that are interested. Councilman Gold asked if the County will reimburse the City and Mr. Overstreet replied no. Councilman Gold expressed concern about financing for equipment and personnel and increased refuse rates. Mr. Powers said they don't have enough information at this point. Mrs Taylor spoke on the process for handling recyclable items in Rhode Island and how efficient it is. Mr. Overstreet stated that funds will be provided to the municipalities for education of the population. Mr. Powers suggested they update the Code to resolve conflicting sections and remove ambiguity and insure it's meeting State requirements and is an enforceable ordinance. Mr. Powers stated they need to update the personnel manual and insure latest Federal and State requirements are covered. He noted they'll need an AIDS policy and a policy to cover sexual harrassment. Mr. Powers stated the current budget provided funding for a wage and classifi- cation study and he's requesting Council's authorization to go out for pro- posals on this study and complete it prior to the budgetary process so any adjustments to be made can be included in the upcoming year's budget. Mr. Powers stated that personal computers are needed for the City Manager's Secretary, Planning and Zoning Department, and for those doing minutes, and for budget preparation. He suggested a computer review committee be estab- lished with a Council member, City Manager, and staff as needed. He suggested they transfer the funding for an outside computer study to hardware acquisition. He pointed out the main frame is adequate for another 5 years. There was discussion about the recent short course held at DBCC with about 30 City employees participating. Mr. Powers stated that the bike path area on Park Avenue is planned for this year under the Volusia County Plan, and for Indian River Boulevard they're finishing the plat layout for the rights of way and then he and the City Attorney will contact property owners on the South side for easements. He stated he and Mayor Mitchum had met with the School Board Facilities personnel and had discussed the bike path on Roberts Road. There was discussion about the funds that had been in the budget for the 442 bike path. Mr. Powers stated that and these were ordered second to be in March. and Mr. Powers replied Council authorized two fire trucks on December 19, 1988, December 20th, with one due the end of January and the Councilwoman Bennington asked about the County's truck the second one is due back to them in March. -2- Council Special Meeting and Workshop Minutes January 4, 1989 '-" ...., Mr. Powers stated they need to update the format for the budget and they'll receive a different form with current operating expenses and capital items. He said that late Mayor early June will be staff development and City Manager review then Council will receive from him a balanced budget. Mr. Powers reviewed the prior newsletter proposals and denial by the prior Council. He suggested they can obtain new estimates or utilize the former estimates and incorporate it in next year's budget or perhaps have one mailing this year after they've made decisions on capital improvements. Councilwoman Bennington asked the amount of the grant for education for recycling and Mr. Overstreet replied it averages $1.56 to residents. Mr. Powers stated they'd advertised in the GFOA Newsletter, News Journal, News Observer, and Sentinel State-wide and it closed February lath and he'll have interviews in late February and have a Finance Director on board in March. Mr. Powers stated that Council needs to decide on whether a paid Fire Department is needed at this time, and if it is, whether it's a City depart- ment or a special fire taxing district, with a voters referendum needed for the district. There was discussion about why it was placed in the budget and Mayor Mitchum briefly reviewed their intention to start with a four- member department, which would include the Fire Inspector. Councilwoman Bennington pointed out they can't afford a new Fire station and a paid department. Councilman Hatfield stated that one of the selling points when they want to bring industry in is if the City has a professional fire team. Mayor Mitchum pointed out the training for the Fire Department gets paid and equipment is paid for by the City so they're just looking at the pay and benefits. He noted that 5 of the 40 volunteers work for the City now. The special taxing district was discussed briefly. Councilwoman Bennington suggested they may want to put this on a referendum as to whether they want a paid Fire Department or a taxing district. Mr. Powers requested authorization to speak to Radnor about a possible donation of a site for a South fire station. Mr. Powers stated they need to have additional parking at the Library. Mr. Powers stated they need to know as soon as possible who wants to attend the Florida League of Cities Legislative Conference on February 2 and 3 so that reservations can be made. Councilwoman Bennington asked about the request from the LDRA to set up a meeting. Mr. Powers replied he had no input other than from Councilwoman Bennington. Councilwoman Bennington asked about funds for paving of Turgot. Mr. Powers replied that road is being redesigned by the engineers and they held a meeting with the School Board personnel and it will be paved with their end done by the School Board and we'll pick up the other end. Mayor Mitchum pointed out they discussed this at the meeting and the residents indicated willingness topay. Councilman Hatfield asked about repaving Old County, Park to Ocean. Mr. Overstreet replied the City Engineer is getting specifications to go out for bids, and they're planning to do it. Councilwoman Bennington stated they wanted to tour Coronado Paint. After dis- cussion, it was agreed Saturday, January 21st. Councilwoman Bennington complimented the City Manager on hiring the City Planner, stating she was very impressed with him. Councilman Hatfield spoke on the limited land for industry. Councilman Fish suggested they look at growth and whether they want to annex to the West or South. Councilman Hatfield suggested they have a total package to bring in industry and encourage businesses to come to Edgewater. Councilman Fish noted that newcomers look at types of services, the crime rate, quality of education, and other items. -3- Council Special Meeting and Workshop Minutes January 4, 1989 "-' ...., Mrs Taylor asked that Council consider an amusement park near the water. Councilman Fish agreed they need activities for older and younger people, such as a roller skating rink or a bowling alley. Mayor Mitchum called a 5-minute recess at 8:15 P.M. He called the recessed workshop back to order at 8:21 P.M. Councilman Hatfield asked that Recreation research the soccer field at Whistle Stop Park on City property. Mayor Mitchum stated that at a meeting with School Board personnel they discussed joint usage there. There was discussion about possible facilities at that location. Councilman Gold asked about stormwater being reverted to resume swimming at Menard Park. Mr. Powers reviewed plans for tests to see where the pollution is coming from. He noted they have septic systems in Florida Shores that may be leeching out to the canals. Councilwoman Bennington stated that Mr. Powers is on 6 months probation and she suggested a full background investigation which they do as a standard operating procedure. Councilman Hatfield asked if the investigation was done before hiring. Councilwoman Bennington replied it's done during the pro- bationary period, and she suggested the City Attorney or Chief of Police handle the investigation. Mr. Powers recommended it not be done by anyone with the City. City Attorney Alvarez spoke on the Menard-May Park swimming issue, recalling the notices by the Coast Guard that it wasn't a safe place to swim, and the Association of Mariners objections to it, and they had difficulties and expenses placing buoys too close. He referred to the County's refusal to help with lifeguards, the lifeguard stands being broken and children in the vicinity. He suggested the Manager might look at the whole question and not just from a pollution standpoint. Mayor Mitchum suggested they contact DOT regarding the median strips for 442 and US 1. He asked the impact of the City's taking care of this. He referred to the way Titusville has maintained their medians. Mr. Overstreet stated that if he agrees to handle 442, he also has to take care of US 1 and 'they'd give him a certain amount of money but it will be a considerable sum to maintain and beautify. He said he'd need 2 additional people devoted just to the rights of way as it would be mowing and irrigation, plus a person to take care of the plants. Mayor Mitchum stated they don't mow our grass now and Mr. Overstreet stated it's our right of way and there's a liability there. Mayor Mitchum pointed out they can get permission to do it. Mr. Overstreet stated that the City has to be liable for pot holes and it involves asphalt. City Attorney Alvarez recalled a prior suggestion from the Rotary Club that they maintain the medians but the City had just gone into the self-insurance program and wasn't adequately funded but the fund's built up and they're looking at an umbrella now, so perhaps the organization can be contacted again. Mayor Mitchum suggested they talk to Titusville personnel or make a trip there. Mayor Mitchum requested a motion to close the workshop and go back to the meeting. Councilman Hatfield so moved. Councilwoman Bennington seconded the motion. Motion CARRIED 5-0. Charter Review Committee - Mayor Mitchum suggested they move to advertise for people. Councilman Hatfield so moved. Councilman Fish seconded the motion. Councilwoman Bennington asked if they'll advertise for the citizens and Mayor Mitchum replied yes. City Attorney Alvarez suggested they accept the recommen- dation to implement the committee and then make the motion to advertise. Councilman Hatfield withdrew his motion and Councilman Fish withdrew his second. Councilwoman Bennington suggested the City Manager and City Attorney and Council member interview for recommendation to the entire Council. Councilman Hatfield moved they make a 5-member Charter Review Committee, with one City Council member, the City Attorney, the City Manager, and two citizens, and the citizens' positions to be advertised in the newspapers. Councilman Fish seconded the motion. Motion CARRIED 5-0. -4- Council Special Meeting and Workshop Minutes January 4, 1989 '" . ..... ....", Charter Review Committee (Continued) - Mayor Mitchum recommended Council- woman Bennington be on the committee as she's very familiar with the Charter. Councilwoman Bennington agreed to serve. Councilman Gold made that a motion. Councilman Hatfield seconded the motion. Motion CARRIED 5-0. Capital Improvement Program - Mayor Mitchum stated that will be covered January 14th. Stormwater Utility - This was another item to be covered January 14th. Trash and garbage recycling - Mayor Mitchum suggested they wait to see about the Interlocal Agreement. City Code - Mayor Mitchum stated that's administrative. City Personnel Manual - This was another administrative item. Wage and Classification Study - Mayor Mitchum pointed out there were funds budgeted for this. Councilman Fish moved they proceed with the wage and classification study. Councilwoman Bennington seconded the motion. Motion CARRIED 5-0. Computers - Mayor Mitchum stated they're not buying the computers now and he's recommending Councilman Fish for the Committee. Councilwoman Bennington moved to establish the Computer Review Committee with Councilman Fish. Councilman Hatfield seconded the motion. Motion CARRIED 5-0. Bike Paths - Mayor Mitchum asked that they stay on top of this. City Attorney Alvarez suggested Council might want to establish deadlines for the engineer to complete what he's doing and for the Manager and Attorney to proceed. There was discusssion about a date. and Mayor Mitchum suggested a report on the first meeting in February. Councilman Gold so moved. Councilwoman Bennington seconded the motion. Motion CARRIED 5-0. Fire Trucks - This item had been covered earlier. Budget - Mayor Mitchum stated this is administrative. Newsletter - There was discussion about using the prior bids to save time and expenses for advertising, and Mayor Mitchum suggested they look into this. Finance Director - Mayor Mitchum stated this is administrative. Fire Department (Paid) - Mayor Mitchum suggested they schedule a Special Meeting or that he and the City Manager could talk with Chief Carson and report back to Council the first meeting in February. Council members did not object to the Mayor and City Manager's meeting with Chief Carson. Fire station site (South) - Councilman Hatfield moved to authorize the City Manager. Councilman Fish seconded the motion. Motion CARRIED 5-0. Parking for Library - Mr. Powers stated that nothing is needed now. Mayor Mitchum questioned opening a section with shell and if it was for Library access. Mr. Powers replied that was for temporary access and drawings show it will have hard surfacing. There was lengthy discussion about the Code requirement for paved parking when the road is paved. Mr. Powers pointed out the real estate firm that moved the building across the street is in the process of going through the LDRA for the parking and due to the timing. they had to identify someplace off 442 to make the turn. Mayor Mitchum questioned servicing a private parking lot. as the City provided manpowey and equipment and shell to open up his parking lot. Mr. Overstreet pointed out that was not on his side. Mr. Powers agreed that was all ours. There was discussion about when it will come to Council and when the real estate firm would be required to pave. Mr. Powers pointed out they can't just pick an access off a State road and the additional parking for the Library couldn't hit the timing schedule that came up when they said the building was being moved. Councilman Gold agreed they could have let him know the area and he could have built his own road. -5- Council Special Meeting and Workshop Minutes January 4, 1989 " , .., ..., Parking for Library (Continued) - Mayor Mitchum asked if the right of way was open or if we opened it by providing shell and if it's Council's decision to open a right of way. Councilwoman Bennington noted that it's coming before Land Development and Regulatory Agency and has been there before. Mayor Mitchum pointed out it was done and was not before Council. Mr. Powers stated the plans for paving were before LDRA. Mayor Mitchum suggested they open it right and not build any more shell roads themselves as it was put there to access a private business. FLOC Legislative Conference - Mayor Mitchum, Councilwoman Bennington, and Councilman Fish stated they'd like to attend. Councilman Gold stated he'd be unable to attend and Councilman Hatfield stated he'd check and let them know. City Attorney Alvarez stated he'd like to attend. Mayor Mitchum requested a motion to cover this as it's important they attend. He commended Council for the responses to the Altamonte Springs seminar. Councilwoman Bennington so moved. Councilman Fish seconded the motion. Councilman Hatfield asked if the City will pay it and Councilwoman Bennington said yes. Motion CARRIED 5-0. Councilwoman Bennington asked about the City Manager's background investi- gation. Chief Schumaker suggested a private concern as the Sheriff's Depart- ment is somewhat reluctant when it's a political matter. City Attorney Alvarez suggested the Police Chief survey the market and come back with a recommendation of the top 3. Councilwoman Bennington so moved. Councilman Gold seconded the motion. Motion CARRIED 5-0. Joseph Ong, Planning/Zoning Director, stated the Library parking lot came before the LDRA and there are plans for paving of the lot and paving of the abutting property owners parking lot and it was sent to the City Manager about a legal opinion about doing that. Mayor Mitchum stated that doesn't change the fact. Mayor Mitchum requested a motion to adjourn. Councilwoman Bennington seconded the motion. Councilman Gold so moved. Meeting was adjourned at 9:15 P.M. Minutes submitted by: AI~r~ p 'MAYOR ~ ~ ~ /(p<- .!P Lura Sue Koser ATTEST: COL~6MAN - ZONE ( . /?' ~ ~~~ ~z~i THREE ~ 7I~-A ~ CO NClLMAN -'ZONE FOUR xl ;j '7~ II ---- ~;. /I Ci.<-~~ ACTING cnr CLERK ~~ .ti YOR -6- Council Special Meeting and Workshop Minutes January 4, 1989