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03-24-1993 - Workshop CITY COUNCIL OF EDGEWATER WORKSHOP MARCH 24, 1993 7:00 P.M. COMMUNITY CENTER MINUTES CALL TO ORDER Mayor Hayman called the Workshop to order at 7 : 00 p.m. in the Community Center. ROLL CALL Mayor Jack Hayman Present Councilman Kirk Jones Present Councilwoman Louise Martin Present Councilman Michael Hays Present Councilman David Mitchum Present City Manager George McMahon Present City Attorney Krista Storey Present City Clerk Susan Wadsworth Present Police Chief Lawrence Schumaker Present MEETING PURPOSE The purpose of the workshop was to discuss the goal summary from the March 15, 1993 Workshop and to discuss boards and committees with regard to the Land Development and Regulatory Agency and Industrial Development Board. 1) Goal Summary from March 15, 1993 Work Session City Manager McMahon spoke on prioritizing the two categories of goals based on Council input. Mayor Hayman asked about long range planning and which category it would fall within. City Manager McMahon identified the category one goals were to establish a long term planning process to reduce reactive planning. He recommended breaking them out into a specific objective in terms of short term and long term planning. City Manager McMahon commented on the State requiring administrative rules and regulations with regard to the Comprehensive Plan and the plan being accepted by the State. City Manager McMahon spoke of identifying by inventory some of the things the City had talked about in the past, coming back to Council 1 Council Workshop March 24, 1993 with an inventory in the future and asking them to look at long range planning in terms of capital projects . He then mentioned looking at the process on handling short range planning and how it could be modified. Steve Cork went over a list of prioritized goals that were identified by Council. He spoke of addressing the individual priorities at individual workshops. City Manager McMahon asked Council to consider the budget process that would be coming up when scheduling future workshops . He spoke of several of the goals tying into the budget process with regard to short range planning and possibly some of the long range planning. He then spoke of being able to control expenditures but not being able to control revenue. He spoke of knowing the sources but not knowing how much revenue they get from year to year. He then spoke of taxes and revenue sharing being dictated by State law. The County was obligated by law to provide them the estimated tax roll from which they generate the revenue estimates sometime in June. Councilman Hays felt they needed to address the records and evidence storage building and that that should be a priority. City Manager McMahon informed him they would be discussing that at a workshop on April 19th Mayor Hayman commented on many cities in Florida being hurt by reactive planning because of the mandates of the Legislature and having a difficult time developing a strategy that went beyond twelve months . He felt long range planning was an effective mechanism to drive City government. He was committed to trying to work towards something beyond a twelve month plan and developing a strategic plan to cope with the issues that would go on year after year such as stormwater management and road paving. He hoped to work towards developing a long range planning strategy in the community. City Manager McMahon commented on why preliminary planning could be very beneficial . He felt they shouldn' t spend the first dollar unless they were committed to spend the last dollar. Mayor Hayman referred to the March 18, 1993 memo from Steve Cork which identified that the Category One goals needed refinement. Mr. Cork addressed Mayor Hayman' s concerns by explaining there were goals that would be discussed at a future workshop and those that were business as usual. Mayor Hayman asked Mr. Cork if he needed any guidance from Council at this point with regard to the Category Two goals . Mr. Cork informed him he didn' t think so. 2 Council Workshop March 24, 1993 Councilman Hays felt what they needed to do in the long term plan was establish programs so they could pay for their unpaved streets which he felt would take the burden off of assessments that they have already levied on the CIP projects and it wouldn' t put as great a burden on the residents . He mentioned looking at a paving project that covers a ten year period and not spending upfront money for things such as road studies due to already knowing it had to be done. Councilman Jones felt the Comprehensive Plan had addressed some of the long range goals they had set and he felt they needed to revisit the Comprehensive Plan to find out what they were already committed to. He believed they were already committed to some long range plans . He then commented on if the new Charter had any effect on the advisory boards. Mayor Hayman felt they were beginning to formulate some guidance. He felt the method of communication which was essential, a linkage between the Council, Staff, Advisory Boards and Committees hadn' t been well defined over the years. Councilman Hays spoke of starting the discussions on the paving project a long time ago and having a good handle on what the cost would be. City Manager McMahon spoke of having to factor in inflation for construction and any new requirements the State may put on them. There was further discussion regarding funding. Councilman Hays mentioned making the industrial strip a priority because of the business traffic due to one dirt road in Florida Shores not getting a great deal more traffic than another. Councilman Jones felt the area would attract business if it was bettered and agreed it should be a priority. City Manager McMahon commented on being committed to doing an activity plan which could be evaluated by Council. Mayor Hayman identified City Manager McMahon was suggesting they adopt a process in which they identify a particular issue, establish a goal and then rely on subsequent workshops with feedback from Staff. City Manager McMahon identified he would use that process in whatever goals they define. He spoke of doing the road paving over a period of time and allocating a certain percentage each year. City Manager McMahon further identified alternate sources of funding, which included assessments . He spoke of if federal funds became available that assessments wouldn' t be necessary. He also identified setting money aside each year in the budget. Councilman Hays felt it would be smart to add ex-amount of dollars per year and if they would have started a project like this when they 3 Council Workshop March 24, 1993 first started talking about it they would be halfway through. He also felt it was essential to make this a priority and establish money in the budget on a yearly basis to do it. Councilman Jones commented on already having a comprehensive bike path plan and the need to start thinking about putting money aside to make this a reality. City Manager McMahon spoke of this helping Council identify the fundamental financial philosophy. He spoke of this also helping identify alternative strategies . Councilman Hays felt it seemed they didn' t get their fair share of money back from the County for their parks and recreational money and if they could get their fair share that could be a resource used for bike paths . Councilman Jones asked how much per capita the County gets from Edgewater for recreation. Mr. Corder estimated it to be around $64, 000 a year. Councilman Hays commented on the need to seriously look at what they were going to do with regard to a new City Hall facility as a long range goal. They have to have a workable facility to be able to serve people in the community. He mentioned looking at sites where they might want to locate a new City Hall . Mayor Hayman questioned where they would put the next Fire Station. Councilman Hays felt where the structure was right now he didn' t know of any way they could remodel it or do anything with it and still be able to function. He further commented on the property City Hall currently sits on being very valuable. It may be reasonable to consider if they can make enough profit off of this piece of property to pay for a new facility located elsewhere in the City without putting the tax burden on the taxpayers . He felt they could do that if they looked at the value of the property. Councilman Jones agreed and felt they didn' t needed to pump a whole lot more dollars into trying to fix something here. He felt that would be a long range goal . He commented on the roads in Florida Shores being the biggest issue and priority that should be tackled first. Councilman Hays felt they needed to start planning. Councilwoman Martin felt with regard to the property City Hall currently sits on thinking about if somebody else wanted it what could they use it for or if it was big enough or too small, which she felt was part of the value. 4 Council Workshop March 24, 1993 There was a brief discussion regarding the possibility of condos or a hotel being put on the City Hall property. Mayor Hayman asked if it was the consensus of Council to add the use of this facility and determine the life expectancy or come up with some idea of potential use, the marketability of it and how they are going to go about meeting the facility needs for government. Councilman Hays felt they really needed to address it and seriously think about it. He felt it would be something that would keep getting put off. Mayor Hayman agreed. Mayor Hayman wanted to hear some creative ideas on revenue sources to help facilitate the City' s economic posture. He mentioned a previous discussion they had with regard to user fees as a way to increase revenue in the City. He asked Council if they had any suggestions . City Manager McMahon informed him he would be coming back to Council with alternative or modified revenue sources at the time of the budget process. He identified the City as not charging enough for review of planned developments which is a cost to the taxpayers . He further spoke of the need to cover their costs and identified he would include it in the activity plan and would bring it up at the first goal setting session that they have. Mayor Hayman then referred to the implementation and refinement of the Charter and Comprehensive Plan. He spoke of the provision in the Charter that dealt with establishing an administrative process in the City that allows the population to judge the performance of the elected body, staff and the advisory boards . He felt there was some work to be done and were beginning that process tonight as they interact with advisory boards . He spoke of the public asking for some standard or some gauge they could use to judge performance to understand how government takes place in the City. They expressed the need to know how staff gets its guidance with regard to the interface in terms of roles, duties and responsibilities and responsiveness from boards and committees to Council. He felt the City should strive towards the goal of refining the Charter. Mayor Hayman commented on the public having the feeling that the elected officials were not responding to what they wanted done. He made mention of the CIP and some people liking it and some people not liking it. Councilwoman Martin commented on the numerous meetings they had with regard to the CIP. She spoke of the majority of the people helping them make their decision. Councilman Hays felt sometimes they have the verbal minority and if they spend all of their time dealing with the verbal minority they would never get the work done for the majority of the people. 5 Council Workshop March 24, 1993 Councilman Mitchum felt what they were hitting on wasn' t necessarily a review of performance but maybe a better understanding of the process and being able to relate to the process better of what the Council actually does . He felt there needed to be a clearer definition. You don' t know what the Council actually does until you are a part of it and have experienced what goes on. He spoke of the job not always being easy and it being harder more times than it was easy. Mayor Hayman spoke of giving guidance in a general way to the staff and City Manager on things they need to have done. They are participating in a procedure by which they make policy decisions and transmit those feelings to staff and they come back to Council . This process they use to communicate and direct to staff and the boards and advisory groups has not always been clear to the public. Mayor Hayman spoke of coming up with some goals to discuss at a workshop session and out of that would come an activity plan with which they establish what they are going to do, how they are going to do it, allocate the resources, establish responsibility, and it comes back for Council approval. Councilwoman Martin pointed out one of the reasons they started doing the newsletter was to let the people know everything the Council was doing. City Manager McMahon felt that was a good example of a way to communicate to the public what their plans are and that it would be beneficial to develop certain performance objectives that were measurable which would hold staff accountable. Councilwoman Martin commented on the people electing the Council to office because they trust them to do the best for them. She didn' t feel they wanted a minute by minute discussion from her as to why she is doing it. She felt a monthly newsletter was to show them that everything they are doing is open to the public. Gigi Bennington spoke of working on the Charter Review and having previously served on the Council. She spoke of the public not knowing who to go to for what they need. She felt the boards as well as the public needed to know where the boards' authorities start and stop and if there are appeal processes and how they do that. She spoke of it being in the Code book but having to know where to find it. They don' t want to judge the Council but they want to know how it works . Councilman Hays commented on City staff dealing with the public. He felt the staff has a responsibility to be professional enough to inform them of the next step they would have to take if they weren' t happy with the response they received. 6 Council Workshop March 24, 1993 Ms . Bennington felt if it was written down in a procedure manual they could go and look at it. Councilman Jones suggested creating a brochure or handout. 2) Boards and Committees a) Land Development and Regulatory Agency (LDRA) Mayor Hayman informed Council they should have the by-laws of the LDRA. He further identified one of the purposes for reviewing the boards by-laws and where they are and where they hope to go was to make sure they are in synchronization with what the Council, staff and citizens would like. They had heard some suggestion that there had been some difference of opinion about the mission, functions and roles of the Council, the boards and staff. Mayor Hayman felt there should be no misunderstanding that everybody works for the City Council. The relationships between the boards and staff are separate and equal and are supportive when necessary but can be organized any way to suit the need by direction of the Council. He felt there had been some question regarding who the staff works with and who the staff works for. He hoped to discuss that tonight so they could clarify that. He spoke of staff might be supportive of a board or committee but not subordinate to a board or committee . He spoke of staff providing administrative functions and support information in exchange for expertise. He mentioned cases where Council would rely on both the board and staff to come up with a recommendation. He then expressed his appreciation to Mr. Hellsten for attending the meeting and for the good work the LDRA had done for them in the past. Mayor Hayman asked Mr. Hellsten if he was satisfied with the way the LDRA was working and the relationship they had with staff and the Council. Pete Hellsten, Chairman, Land Development and Regulatory Agency, explained he had no complaints with regard to the working relationship with staff and Council but he felt the role of the LDRA was inhibited by trying to get a long term vision of where the City wanted to be ten or twenty years down the road. He spoke of making the same appeal to Council at a meeting held in May 1991 . Mr. Hellsten spoke of the LDRA having a planning role that is set up by the City and by Florida Statutes . He further commented on the development of long range plans . In order to do that effectively, they needed a vision of where the citizens and Council felt they should be ten or twenty years out. He further identified they were facing growth and felt they needed to be prepared for that. 7 Council Workshop March 24, 1993 Mr. Helisten addressed having a major task in front of them right now to develop a set of land development regulations . He talked about doing this twenty-two months ago and they started that process and it was basically aborted. He requested guidance from Council and the community to let them know where they wanted Edgewater to be, how they want to make best use of the land and the facilities and the assets they have within the City, what do they want the City to look like? Do they want a bedroom community or do they want an industrial base large enough to provide a tax base that would support the City and pay for some of the growth? He was looking in broad terms and referenced the streets in Florida Shores or a new City Hall, which he felt were short term goals and the question was how do they implement a plan to make those things happen. He felt the Comprehensive Plan was a document that he didn' t think anybody fully understood and needed modification. He made mention that someone went to the Library to review the Comp Plan and there is no complete document there. He expressed concern with the community not having access to the Comp Plan. Mr. Hellsten identified who was at the meeting and questioned where the citizen participation was in this. Councilman Jones believed there were copies of the Comp Plan at City Hall. To say the community didn' t have access was incorrect. Mr. Hellsten informed him there was an interim version at the Library but no final version. Councilman Jones assured him they would see to it that it gets there but that that wasn' t their only source to get the information. Mr. Hellsten asked if the approved plan was presently in a complete comprehensive document available to the public. Mr. Karet informed him it was in two separate volumes and that they were in the process of compiling it into one single document. There was further discussion regarding the citizens having access to Comprehensive Plan. Mr. Hellsten felt the citizen involvement in the process was relatively small and felt they needed more citizen involvement. Mr. Helisten then commented on the development of the land development regulations . He felt this was a critical item. He wanted Council to consider it would be a very intense, time-consuming process that would take some time. He made mention of the creation of an ad hoc committee to focus specifically on and develop the land development regulations using the LDRA members as a resource as well as outside expertise. He wanted Council to consider as a means of developing the land development regulations . 8 Council Workshop March 24, 1993 Mayor Hayman spoke of there being a need to revise the Comp Plan. Mr. Hellsten also mentioned the urgency of the land development regulations. He was interested in hearing the LDRA' s strategy for attacking two those issues . Mr. Hellsten spoke of model land development regulations that are already in existence and the codes they have within the City included in a complex document that was in need of revision and updating so it was consistent with what was going on within the Comp Plan, the adjacent communities, the County and the State. He identified looking at what they have and almost start to consider a clean sheet of paper, due to the current document being difficult to work with, which they would go through section by section. Mr. Hellsten pointed out with regard to the Comp Plan, as he understood it there was a five year review of the Land Planning Agency (LPA) to make in terms of consistency. He referred to a document that spelled out the requirement that every five years the LPA shall prepare an evaluation and appraisal report on the Comp Plan for transmittal to Council . Mr. Karet identified the Legislature was currently tinkering with the process of evaluation and appraisal reports and may very well revise the deadline. He felt they should know in the next couple of weeks what happened. Mayor Hayman commented on why he wanted to talk about the Comp Plan and referenced a suggestion made by Councilwoman Martin with regard to the employee cap they had on businesses on the Hibiscus/Guava strip. Mr. Hellsten pointed out what they wanted that area to look like was something for discussion that would be addressed in the land development regulations. He again made mention of needing input as far as what they want the City to look like in the future. He spoke of knowing growth was coming and there being no way to avoid it. Mayor Hayman commented on the three employee cap and his understanding was that Council consensus was they wanted to remove the cap to allow reasonable growth in that area. He asked if the LDRA had done any further studies on that. He was also told they had to make an amendment to the Comp Plan in order to effect the change of the three employee cap in that area. Mr. Hellsten described they had not as of this time due to needing guidance. Mayor Hayman asked Mr. Hellsten to describe for him use of an Ad Hoc Committee in the development of the land development regulations . He wasn' t convinced the City needed to decentralize that effort and needed to centralize it. He then described how he felt the effort should proceed by describing who he would like to see involved in that effort. Mr. Hellsten envisioned coming forth with a land development regulations document within a period of six to nine months . He made mention that some of the members of the LDRA would not be able to 9 Council Workshop March 24, 1993 participate in the additional meetings that would be needed, which could be attended by members of an ad hoc committee. Mayor Hayman spoke of people having concerns of the time constraints of some of the LDRA board members, which bothered him particularly with the challenge of the land development regulations they were facing. He asked if it was time to revisit the whole organization to see if there is a better way to do it. Mr. Hellsten felt that was a decision for the Council. His personal feeling was if they were going in that direction they should look at the different functions of the LDRA with regard to routine business and planning. He identified his reaction to splitting these functions . He felt right now they were a very responsive board. Councilman Hays expressed concern with getting interest from the public to serve on City boards . When the LDRA was formed they didn' t have a full time City Attorney or full time Planning Department. The City was a different city then. Now they have paid professional staff that provides a lot of the services that are here more. He explained why he felt the Council should consider looking at this board and separating it. Councilwoman Martin stated with the growth they have and the continued growth, she knows the LDRA has a lot of work to do. She felt the LDRA should concentrate on the planning and development into the future and possibly go back and resurrect the Board of Adjustments and leave them to the variances and exceptions. Mr. Hellsten felt they were in an area where he didn' t have a great deal of experience. He had served on the Board since 1988 and it had always been a combined function. There was further discussion regarding separating the LDRA and recreating the Board of Adjustments . Mr. Hellsten felt the planning process needed to be looked at very carefully because a lot of that would hinge on, to a large extent, the support of staff, who he felt was swamped with normal day-to-day routine operations . He felt that should be looked at very carefully before a decision is made. Councilwoman Martin felt the LDRA had a lot of work into the future and felt some of the burden should be taken off of them and that they shouldn' t be bothered with variances and exceptions . Councilman Hays commented on appeals. Councilwoman Martin pointed out at the time it was consolidated there wasn' t much development or planning at the time. It presently is too heavy a load on the LDRA. Mr. Hellsten informed her currently the LDRA was meeting for one day a month and had been for a while. He felt they wanted to keep very close coordination between the two activities. He felt the communication would break down by splitting the board and they would lose that valuable input to the planning process . 10 Council Workshop March 24, 1993 Mayor Hayman commented on reviewing what other cities did. He saw three entities being involved in development. If he was on the LDRA he would rather have a clear cut clean role where they only have one hat to wear. Mayor Hayman asked Mr. Hellsten' s views on reorganizing the LDRA where they have representation from the Engineering Department, Planning Department, Utilities Department, Council and the public. Mr. Hellsten supported that wholeheartedly. There was a ten-minute recess at this time. The meeting recessed at 8 : 35 p.m. and reconvened at 8 : 45 p.m. Mr. Hellsten commented on developing the land development regulations with regard to the ad hoc committee. He felt to do that job effectively they would have to have both sides of the coin represented and that doing it right the first time would make things easier. Mayor Hayman had some concern with VCARD and active participation and the actual involvement in the land development regulations . Mr. Hellsten disagreed with decentralization and further commented on accelerating the process . He further identified he wanted the LDRA heavily involved due to knowing where the problems were. Mayor Hayman further commented on splitting the LDRA by creating a Planning Board and Board of Adjustments & Appeals, who would hear the quasi judicial requests which would be their sole function. Mr. Hellsten didn' t see there was an issue right now in terms of the function of the LDRA and what they were doing at this time . He further identified seeing a great deal of interaction between the judicial portion and planning portion of the process and felt that communication should be maintained and encouraged. He further spoke of the close interaction between the Industrial Development Board and the LDRA and this being valuable. Councilman Hays referred to a memo dated February 18th with regard the LDRA spending too much time reacting to development proposals and too little time performing long range planning. He further spoke of in 1988 when the LDRA was created and it being merged with the Board of Adjustments because of the perception at that time that there were special exceptions and variances that were granted without reference to the Zoning Codes . Councilwoman Martin informed him that was not true having previously served on the LDRA. Dominick Fazzone, LDRA member, felt what Mr. Hellsten was saying was what the rest of the Board felt. He further spoke of being here in 1988 when the LDRA was created. Since they have a City Attorney, 11 Council Workshop March 24, 1993 things are a lot different than they were originally. Their Board, no matter what they do, comes back to Council for final judgment. Councilman Hays asked if the buck should stop with an LDRA or Board of Adjustments or should it go on to Council. Sometimes those things can turn into political issues and he didn' t feel they should. Councilwoman Martin identified the Board of Adjustments was an appeal to the courts but was overridden at times by the Council to take action but the LDRA has a right to come to Council . Mayor Hayman identified some of the cities had elected not to review the quasi judicial decisions and to defer them to the courts . There were others that tended to get involved that were subject to criticism one way or another. Do they want to rely on the courts and let them handle it in a professional and correct way or run into a political risk? Councilman Hays felt it was more than a political risk and came down to an issue of fairness . Councilwoman Martin spoke of the people having a right to come before Council but she didn' t appreciate when staff came with them and recommended what Council should do and felt they should make up their own minds instead of staff saying they should do something. Mr. Fazzone stated the law says what the LDRA can do but there were certain things in the law where Council was the final judgment. City Attorney Storey informed him the issue Councilman Hays was talking about was not defined in the law and was a policy decision to be made. Councilman Mitchum presented a history of why the LDRA was developed and felt it was more political than anything. At that time Council wanted control of what was going on. He spoke of the Board of Adjustments being a quasi judicial board and their say was final and the only appeal process was through the court system. City Attorney Storey informed him at one time that was a statutory requirement but that had changed. Councilwoman Martin identified there were cases that were turned down that came to Council instead of going to the courts which she felt was political. Councilman Mitchum didn' t know that they wanted to be that judicial board. Mr. Hellsten felt the caliber of the board members should be carefully considered with regard to expertise. Councilman Mitchum commented on why he has had a real problem with the judicial system. He didn't have a problem with splitting the Board and felt there might be some merit to that but he did have a problem 12 Council Workshop March 24, 1993 with giving the final say to a board that didn' t have to answer to anybody. At that time, the way they handled it was by abolishing the board. City Manager McMahon commented on cases that go before the Code Enforcement Board that are appealed through the court system and not through the Council. City Manager McMahon further identified Council defines the variance process and they tell the board by giving them the authority to do certain things and restrict them in other things, obligating them to do what Council wants . He then identified if the people on the boards are not performing they have the right to remove them at their will and according to whatever policy they decide. Councilman Mitchum spoke of policy changing every two years due to Council being elected for two years and board members being appointed for three years . City Manager McMahon suggested they may want to change that. Mayor Hayman asked if they had a consensus to decide if they would like to discuss this matter further and scheduled it at a regular Council meeting. Councilman Hays wanted to see it scheduled at a regular Council meeting dividing the LDRA into a Planning Board and Board of Adjustments . Councilman Jones expressed concern with the financial aspects of going to court every time they make an appeal . If they appeal to Council it is a lot less. If they don' t get satisfaction from Council he felt they still had an appeal process through the courts . City Manager McMahon identified a citizen does not lose their rights to appeal to Council because they have a quasi judicial process . He would expect the citizens that were dissatisfied with the policies would come directly to Council. He then recommended if they do go quasi judicial that they be very specific and spell out the variance procedure of doing that. Councilman Mitchum questioned that law changing. City Attorney Storey informed him there used to be a specific statutory provision that governed Boards of Adjustment and that section had been removed from the Statute so they had a full range of options . City Attorney Storey stated no reflection on the LDRA as it stood but she thought it was difficult to switch hats from a legislative body to a quasi judicial body. She further spoke of waiting on a ruling from the Florida Supreme Court whether zoning and Comp Plan decisions were going to be quasi judicial or legislative. There are sometimes problems associated with having a separate Board of Adjustments but 13 Council Workshop March 24, 1993 she felt those were procedural issues that could be dealt with through good advice from legal counsel. They have to train a board and the way decisions are made but the structure had to come from the legislative body. She spoke of having good experiences with a Board of Adjustments she represented for years in St. Lucie County. She had some concerns with the people who are writing the codes also making the decisions about those codes . Councilman Mitchum commented on the great points he felt had been brought up in the conversation. He also felt they needed to get this on the agenda. City Manager McMahon recommended Council direct City Attorney Storey to explain the process for change legally and they would put it on the agenda for Council action. It was the consensus of Council to proceed this way. b) Industrial Development Board Mayor Hayman stated recently they witnessed a lot of interest in the enhancing of economic development in the community. He spoke of expanding the scope of the Industrial Development Board to include dealing with the business climate. He spoke of putting them in a position where they aren' t able to resource the things they want to do right now and recognized their work with the industrial development park and the process being painfully slow. He asked Mr. Martin for his comments with regard to expanding the role of the Industrial Development Board. Joe Martin, Chairman, Industrial Development Board, spoke of it being difficult to stay focused on industry because of the interaction between industry and the local economy. He didn' t believe any members of the Board would have a problem with making an Economic Development Board as opposed to an Industrial Development Board in terms of broadening the scope. He expressed concern with how the members of the board are selected, the areas of expertise in that membership, how broad it was and having a balance on that board. He questioned the ability of the members to attend more than one meeting per month. He further spoke of a large turnover they had a couple of years ago and any members of the board being advised they should plan on two or more meetings a month. He had no objections and he thought it would be a good idea to expand the scope of that Board in terms of what they charged them to do. Mr. Martin addressed Mayor Hayman' s comments with regard to the City not having the funds to do some of the things they have been looking at and suggesting the City might want to do. He then referred to Items 6A and 6B with regard to their duties and annually recommending 14 Council Workshop March 24, 1993 a budget for moneys to carry out the purpose of the Board. He felt more effort could be put forth in the area of formulating the plans and in recommending of the budget to implement those plans . He spoke of having conceptual plans and making improvements with the assistance of staff to help them flush out some of the plans. He made mention of staff being busy but needing professional assistance in flushing out any plans they may come up with and in budgets for implementing those plans. Mayor Hayman asked Mr. Martin to describe his role in the linkage between the development of plans and the execution of plans . Mr. Martin described with the way the by-laws were written now it was to develop the plans, which may take some money or expertise. The actual execution of those plans comes back to Council. There was further discussion regarding what the next step would be after Council executes the plans and if there would be a need to either contract for professional services or use the in-house professionals. Mayor Hayman commented on speaking with the businesses when he was campaigning for office to find out what their most pressing concern was. They focused primarily on the Guava/Hibiscus strip where the roads were not paved and asked that their street be paved. They also asked him to do something about the three employee cap so they could expand their business . They encouraged him to help the business Edgewater currently has before they bring in new business . He understood the importance of bringing business in but those folks don' t. Mayor Hayman then spoke of the feasibility of the Industrial Development Board assuming that role as well as industrial development and to consider their first priority how to determine what the economic needs of the community were, particularly the business needs . Mr. Martin explained industrial development was hard to disassociate from overall economic development. They have identified two problems; to accommodate new people that want to come in on large scale and large sites verses accommodating the growth, people and industries and business they already have here. He further spoke of the problem of not having the ability to accommodate growth of the existing business/industry and because of this businesses go someplace else. Mr. Martin spoke of there being only so much they could do with the talent they have on the Board in terms of assisting existing business/industry. He made mention they were in the process of drafting a report for Council that scoped the City of Edgewater in terms of industrial and economic development. He felt economic 15 Council Workshop March 24, 1993 development and assisting existing business/industry should be a high priority. City Manager McMahon commented on a discussion he had with the County Manager. He spoke of Volusia County essentially being a residential County. He further spoke of the effort being made by the County of trying to attract business into this area in order to increase the tax base. He asked what they could do to accelerate that and he informed him Edgewater could commit resources to help them attract further businesses . Mr. Martin further commented on the association between industrial and non-industrial type business with regard to industry driving everything else and other businesses benefitting from growth and industry. He felt industry would be the engine that would drive the economy. City Manager McMahon commented on one industry causing Orlando and surrounding areas to change from small southern cities to very highly motivated cities . Mayor Hayman wanted to solicit a commitment from the Industrial Development Board to take on the additional task and recognize the task of working on behalf of the businessmen and women of this community and come up with a marketing plan to market the existing businesses as well as new business. Mayor Hayman further spoke of developing demographics of what they have now. Mr. Martin spoke of the Board developing a brochure for marketing purposes when he started on the Board and identified they stopped because they had nothing to offer in the way of sites . Mayor Hayman asked if he was saying they needed to annex land. Mr. Martin informed him they needed to take care of what they already had within the corporate boundary of the City. Councilman Hays felt maybe they were reaching a time where they needed to relook at that. He spoke of water and sewer capacity having been an issue in the past. He felt they needed to make it a priority to give some development money to the Industrial Development Board when they are looking at the budget. Mayor Hayman asked if the Board had the strategy outlined with regard to what they want to do with the PID. Mr. Martin described that was part of the document they were working on. They were looking at where they are, what their competition is, what they have to offer, what their problems are and then how are they going there. He felt the PID was their biggest opportunity within the corporate limits of the City. 16 Council Workshop March 24, 1993 He further spoke of potential grant opportunities . They planned to come to the City with some recommendations in accordance with budgets and some things they would like to see the City do. One of the things they will be bringing to Council was for them to put a line item in the budget for economic development and put money in it every year. They wanted an economic development trust fund created that could only be used for economic development. Mayor Hayman suggested Mr. Martin take their proposal and link it with the City' s long range plan, which includes economy and industry. Councilman Jones felt they needed to start pushing for economic development and start thinking of the plan of the future for Edgewater with regard to attracting new businesses and helping existing businesses . Mr. Martin identified at their last meeting they agreed to request from the Property Appraiser' s office the value of all the property on Guava and Hibiscus in the B-2 as well as the history of it so they can look at how that has grown over the last ten years, the objective being if there is a good enough trend maybe they could justify using tax increment financing to pay for Guava and Hibiscus and address some of the problems people are having down there. If it has gone down in value, obviously it is moot. City Manager McMahon recommended if they want staff or Council involved that they make it an ex-officio and on-going position. He suggested they let them provide the expertise they are being paid to do. He asked Council to consider not making staff or the Council a voting member. There was a brief discussion regarding rewriting the Industrial Development Board' s bylaws . Mayor Hayman wanted to talk about the nomination selection of people serving on the Boards. He asked Mr. Martin if he was satisfied with the current process . Mr. Martin wasn' t and felt they should have a Screening Committee like they used to have. He felt it should be a consensus of the entire Council as to who goes on a Board and not done on a rotating basis . Councilman Hays identified by doing it the other way it was possible that three Councilmembers would appoint every person on every board and then there would be two Councilmembers with no representation on any of the Boards . He asked if that served the public interest. He then spoke of issues they had before when they did that. Councilman Hays agreed with Mr. Martin' s comment on the process to acquire people on the boards and felt they should at that for some 17 Council Workshop March 24, 1993 boards more than others . He felt every Councilmember should have representation on the boards, which was the intent when that was originally changed. Mr. Martin identified the most important thing to him as a Board Chairman was having qualified people. There was a brief discussion regarding whether the appointment by Council should exceed the term of the Council that made the appointment. Mr. Martin felt the most important thing Council could do was get input from the boards to find out what kind of background they want serving on the Boards so they had a balance on the board and set the criteria for what the membership should be. Councilman Hays spoke of calling the applicants when he has an appointment on a board. He felt they should also look at the terms of boards to be discussed at a regular meeting. City Manager McMahon suggested the Council take the time to develop rational, simple criteria for each of the boards and invite recommendations from the people in the community who may be willing to serve. Make a master list of an inventory of all of the people and they would be run through Council' s criteria and regardless of who nominates who, the Council as a body has participated in the criteria, the overall development of the inventory and finally the selection. Councilman Hays asked City Manager McMahon if he had examples from other cities it might help them to form their own outline. Councilman Mitchum commented on the Screening Committee and why he felt it didn' t work and why they did away with it. He further commented on not having representation on the boards but at least he has participated in the process if he has a vote. If they appoint somebody he doesn' t want on a board, he has no chance to disagree. He believed in the voting process of appointing board members and not the nomination process and the actual roll call vote on approval because they would never take the politics out of it. He further commented on if they were ever to form a new committee, it might be a committee to decide what criteria they need for board members, due to the different boards not having the same criteria. Councilman Jones felt in the past the Screening Committee got to be a political joke. In the past, the boards themselves did the screening. The board would recommend two people; their first pick and an alternate and they would send it to Council and ask Council to make the decision on one of the two picks . It was an easier process . He 18 Council Workshop March 24, 1993 served on the Parks and Recreation Board and they knew what they were looking for. City Manager McMahon stated he would be happy to develop some recommendations for criteria. He agreed to talk with City Attorney Storey and the boards and perhaps involve people in the business community. Councilman Jones spoke of interviewing candidates at the board meetings. Councilwoman Martin kind of went with the majority vote because many times people are picking one candidate and maybe two or three people know a better background about the people and if they had a chance to vote they would let them know there was something wrong. Councilman Hays suggested if they were going to change the appointment of board members that they move it into the next meeting. He felt they needed general consensus of that and he wasn' t sure they were there. Mayor Hayman mentioned asking the Chairpersons of each of the boards for their feelings and opinions on the process they use along with their recommendations. Councilman Hays felt they might ask the boards about the criteria but that it was Council' s decision on how to do the appointment. Mayor Hayman explained why he disagreed. Code Enforcement Board Chairman George Cowan stated Mr. Martin said everything he wanted to say about it and he agreed with Mr. Martin Mr. Hellsten commented on the tenure of the board members and whether it be consistent with the Council term or otherwise. He spoke of how this would impact the LDRA. In a two year term a board member probably isn' t going to be effective over a relatively short period of time due to there being a learning process involved. He suggested they look at that as a criteria or a guideline when they start to select the length of terms. Mayor Hayman suggested they use the expertise of the Chairpersons and people that make up their boards to comment on what terms of office they feel is most reasonable, comment on the selection process and the usefulness of establishing criteria for participation with their input as well. Council would make the ultimate decision but he had a need to hear from the boards. Councilman Hays feels if they are going to be the ones who ultimately make the appointments the process that they use needs to be something they are comfortable with. He spoke of some of the Councilmembers not being totally satisfied with the way they are doing things and there 19 Council Workshop March 24, 1993 needed to be some adjustments. He understood Councilman Mitchum' s concern with regard to having no say in it. Mayor Hayman pointed out that City Manager McMahon was going on vacation and during his absence City Attorney Storey would be acting as City Manager as well. Mayor Hayman thought the consensus of Council was they would like to put this particular item on the agenda at the May 5th meeting. Mayor Hayman asked if they had a consensus with regard to the Industrial Development Board that their revised bylaws needed to come back to Council . Mr. Martin saw no reason they couldn' t do that. There was further discussion regarding the creation of a line item in the budget for economic development. Councilman Mitchum asked if they would be coming to Council with specific amounts . Mr. Martin informed him he thought they probably would. ADJOURNMENT There being no further business to discuss, Councilman Jones moved to adjourn. The meeting adjourned at 10 : 15 p.m. Minutes submitted by: Lisa Bloomer, CMC 20 Council Workshop March 24, 1993