CITY OF BELLEVIEW REGULAR COMMISSION MEETING AGENDA

Transcription

1 1 REGULAR COMMISSION MEETING AGENDA BELLEVIEW Public Works Complex Conference Room April 3, 2018 Mayor CHRISTINE K. DOBKOWSKI Seat 1 MICHAEL J. GOLDMAN Seat 2 GARY W. ERNST Seat 3 RONALD T. LIVSEY 6:00 PM Seat 4 ROBERT BO SMITH MOMENT OF SILENCE/ PLEDGE OF ALLEGIANCE COMMISSIONER ERNST AGENDA ITEMS This Meeting Was Properly Noticed PD APPROVAL OF MINUTES: 3/20/2018 Meeting (Pg. 2) PROCLAMATION: American Legion Poppy Days (Pg. 5) PUBLIC REQUEST: Ramah Missionary Baptist Church, - Freedom Clinic USA (Pg. 7) PURVIS GRAY & COMPANY: Comprehensive Annual Financial Report (CAFR) (Pg. 9) PUBLIC HEARINGS: 1) BA Res Hwy 484 Property (Pg. 10) 2) BA Res ABA DEP Loan (Pg. 13) 6. UNSCHEDULED AUDIENCE/ COMMENTS (Pg. 19) 7. OTHER CITY BUSINESS/DEPARTMENT UPDATES: a) PUBLIC WORKS b) FINANCE c) DEVELOPMENT SERVICES d) INFORMATION TECHNOLOGY e) POLICE f) LEGAL SERVICES g) CITY ADMINISTRATOR: PUBLIC HEARINGS: 1)Meeting Schedule (Pg. 20) 2) Annexation Covenant (Pg.21) 8. COMMISSION UPDATES: Mayor Dobkowski - Joint City/County Meeting Schedule (Pg. 22) ***NOTE: the Commission Meeting on April 3, 2018 is being held at the Public Works Complex, Conference Room located at: 5525 SE 119th St., Belleview, FL In accordance with FS , Public Comment will be allowed before each Commission action, except for ministerial acts and those items specifically exempt. Each person wishing to address the Commission will be allowed one comment per discussion item not to exceed three minutes. Large groups shall select a spokesperson to represent their group. Additional time may be allowed on matters of critical concern or as circumstances warrant. In accordance with the Americans with Disabilities Act, persons needing assistance in any of these proceedings should contact the City Clerk s Office at least 48 hours prior to the meeting: 5525 SE 119 th St. Belleview, FL ( Ext. 2109)

2 2 PARTICIPATION/DISCUSSION TOPIC FORM DATE OF MEETING: April 3, 2018 APPROVAL OF MINUTES: PRESENTING PARTY: ATTACHMENTS: STAFF RECOMMENDATION: 3/20/2018 Meeting Mayor Dobkowski Minutes Approve Minutes or Approve As Amended THE COMMISSION RESERVES THE RIGHT TO POSTPONE ANY DECISION ON AUDIENCE, OR WALK-IN REQUESTS UNTIL SUFFICIENT TIME HAS BEEN ALLOWED FOR REVIEW OF DOCUMENTATION

3 3 COMMISSION MINUTES BELLEVIEW PUBLIC WORKS Mayor CHRISTINE K. DOBKOWSKI CONFERENCE ROOM Seat 1 MICHAEL J. GOLDMAN Seat 2 GARY W. ERNST March 20, 2018 Seat 3 RONALD T. LIVSEY 6:00 PM Seat 4 ROBERT BO SMITH PRESENT: MAYOR DOBKOWSKI; COMMISSIONERS: GOLDMAN; ERNST; LIVSEY; PWD PHILLIPS; DSD CHANCEY; ITD TOWNE; CHIEF HOLLAND; FD STRAUSBAUGH; ATTORNEY LANDT; CITY ADMINISTRATOR McKAMEY; CITY CLERK DeGENNARO ABSENT: COMMISSIONER SMITH 1. APPROVAL OF MINUTES: 3/6/2018 Meeting Motion made by Commissioner Ernst to approve the Minutes; Seconded by Commissioner Goldman. Motion was unanimously approved by a roll call vote. 2. PROCLAMATION: Water Conservation Month Mayor Dobkowski read the Proclamation which declared April as Water Conservation Month. The proclamation was presented to John Troiano, MPA, St. Johns River Water Management District. Mr. Troiano stated the city has shown leadership with what it did to provide safe water to the citizens. 3. UNSCHEDULED AUDIENCE/ COMMENTS: Jennie Gray came forward and asked to renew her Permit for her 4H Club sheep so children could learn about animals i.e. proper grooming. Motion made by Commissioner Goldman to approve renewing the Permit; Seconded by Commissioner Livsey. Motion was unanimously approved by a roll call vote. 4. OTHER CITY BUSINESS/DEPARTMENT UPDATES a)public WORKS: 1)Surplus Materials Sensus Water Meters PWD Phillips gave a review of the meters and stated they were out dated and we tried to sell them but only a Texas Municipality was still using them. PWD Phillips asked the Commission to declare the meters as surplus so they could be disposed of. Mayor Dobkowski suggested recycling the meters as a way to dispose them. Motion made by Commissioner Goldman to declare the meters surplus and to recycle the meters; Seconded by Commissioner Ernst. Motion was unanimously approved by a roll call vote. 2) 119 th Street PWD Phillips stated the County decided not to participate in sharing the cost of grading 119 th Street. PWD Phillips stated the road was clay so it needs to be stabilized. Motion made by Commissioner Livsey for the City to maintain 119 th Street; Seconded by Commissioner Ernst. Motion was unanimously approved by a roll call vote. b) FINANCE: February 2018 Financial Report FD Strausbaugh gave a brief review of the February 2018 Financial Report. c) DEVELOPMENT SERVICES: DSD Chancey stated the contractor for the Roses Department store pulled an application for a demo Permit.

4 4 3/20/2018 Commission Meeting Page 2 d) INFORMATION TECHNOLOGY: N/A e) POLICE: Chief Holland stated the Police Department would hold a cook out for the Toomey Tools Kid Fest and the City s Fishing Tournament. f) LEGAL SERVICES: Attorney Landt stated the County approved the Interlocal Agreement for the 8 parcels of land. g) CITY ADMINISTRATOR: Administrator McKamey gave an update on the progress of the City Hall and Police Department construction. Administrator McKamey stated when we started this project, just the construction bid was $610,000. There were a number of items that were initially taken out to bring the costs down. Now that the project is close to completion we will be adding back in a few items, including the replacement of the back steps and the commission lobby terra cotta flooring. It appears the entire project will still be lower than the original construction bid. Administrator McKamey asked if she could close the offices on April 9, 2018 to move the employees into City Hall and get everything back in place. Motion made by Commissioner Livsey to approve closing the City on April 9, 2018; Seconded by Commissioner Ernst. Motion was unanimously approved by a roll call vote. 5. COMMISSION UPDATES: Commissioner Ernst: N/A Commissioner Goldman: suggested items for the joint City/Marion County Workshop Meeting: road Annexations and improvements to the Sports Complex Commissioner Livsey: N/A Commissioner Smith: Absent Mayor Dobkowski: Joint City/County Meeting: Mayor Dobkowski asked the Commissioners to come up with items for the joint City/County workshop. Meeting was adjourned at 6:20 PM Attest: Margaret DeGennaro MMC, CPS City Clerk

5 5 PARTICIPATION/DISCUSSION TOPIC FORM DATE OF MEETING: April 3, 2018 AGENDA ITEM: PRESENTING PARTY: PROCLAMATION: American Legion Poppy Days Mayor Dobkowski BACKGROUND/EXPLANATION: Proclamation To Declare May 11 and May 12, 2018 as Poppy Days in the COB ATTACHMENTS: Proclamation RECOMMENDED ACTION: Present Proclamation THE COMMISSION RESERVES THE RIGHT TO POSTPONE ANY DECISION ON AUDIENCE, OR WALK-IN REQUESTS UNTIL SUFFICIENT TIME HAS BEEN ALLOWED FOR REVIEW OF DOCUMENTATION

6 6 PROCLAMATION WHEREAS, the Al Kreeitemeyer Memorial Unit 284 American Legion Auxiliary has adopted the POPPY as its memorial flower which pays tribute to the war dead and aids the living veterans and their families; and WHEREAS, the contributions are used solely for the veterans hospitals throughout the State of Florida. NOW, THEREFORE, I, Christine K. Dobkowski, Mayor/Commissioner of the City of Belleview, Florida, on behalf of the Commission of the City of Belleview, do hereby proclaim Friday, May 11, 2018 and Saturday, May 12, 2018, as POPPY DAYS in the City of Belleview, Florida and encourage all Citizens to pay tribute to the war dead and living Veterans and their families by supporting the American Legion Auxiliary and its POPPY DAYS. WITNESS our hands and official seal of the City of Belleview, Florida this 3rd day of April, Christine K. Dobkowski Mayor/Commissioner ATTEST: Margaret DeGennaro, MMC, CPS City Clerk

7 7 PARTICIPATION/DISCUSSION TOPIC FORM DATE OF MEETING: April 3, 2018 AGENDA ITEM: Ramah Missionary Baptist Church - Freedom Clinic USA of Marion County PRESENTING PARTY: Chaplin Leaneze Dozier BACKGROUND/EXPLANATION: Hold a Free Dental Clinic and use Lake Lillian for Parking on M ay 12, 2018 ATTACHMENTS: RECOMMENDED ACTION: Get on the agenda form Motion to approve or disapprove the request THE COMMISSION RESERVES THE RIGHT TO POSTPONE ANY DECISION ON AUDIENCE, OR WALK-IN REQUESTS UNTIL SUFFICIENT TIME HAS BEEN ALLOWED FOR REVIEW OF DOCUMENTATION

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9 9 PARTICIPATION/DISCUSSION TOPIC FORM DATE OF MEETING April. 3, 2018 EXPLANATION OF AGENDA ITEM Comprehensive Annual Financial Report (CAFR) for fiscal year ending September 30, PRESENTING PARTY BACKGROUND/EXPLANATION Purvis Gray-Helen Painter, Alison Stone City of Belleview- Marge Strausbaugh, Donna Morse Review of the City's CAFR for fiscal year ending September 30, 2018 Link to CAFR: The CAFR can also be reached at - Click on Government Click on Finance Department - Click on CAFR page-"view Most Recent CAFR" a. Public Comments b. Commission Comments ATTACHMENTS CAFR for Fiscal Year ending Sept. 30, 2017-Link above-book provided at meeting RECOMMENDED ACTIONS None THE COMMISSION RESERVES THE RIGHT TO POSTPONE ANY DECISION ON AUDIENCE, OR WALK-IN REQUESTS UNTIL SUFFICIENT TIME HAS BEEN ALLOWED FOR REVIEW OF DOCUMENTATION

10 10 PARTICIPATION/DISCUSSION TOPIC FORUM DATE OF MEETING April 3, 2018 EXPLANATION OF AGENDA ITEM Public Hearing: Res BA Hwy 484 Property PRESENTING PARTY City Administrator McKamey BACKGROUND/EXPLANATION When the City purchased the 27 acres on Hwy 484 / 119th Street in 2007, payment of $22,500 was withheld pending clearance of a cloud on 1/2 acre of the property. When recently questioned by the prior owner who was trying to resolve his financial affairs, it was discovered that the final dollar amount had never been released. Attorney Landt's firm had held $10,000 in escrow; and the City's balance sheet item had been inadvertently cleared in To resolve the matter and clear the title, the final payment has been issued. a. Public Comments b. City Commission Comments ATTACHMENTS Res 18-05: BA Hwy 484 Property Finance: Budget Amendment Form RECOMMENDED ACTIONS Motion to approve Res Budget Amendment for payment of the escrow of the Hwy 484 Property. THE COMMISSION RESERVES THE RIGHT TO POSTPONE ANY DECISION ON AUDIENCE, OR WALK-IN REQUESTS UNTIL SUFFICIENT TIME HAS BEEN ALLOWED FOR REVIEW OF DOCUMENTATION

11 11 RESOLUTION A RESOLUTION OF THE CITY COMMISSION OF THE, AMENDING THE 2018 FY BUDGET TO ADDRESS REVENUES AND EXPENDITURES FOR THE FINAL PAYMENT OF A HALF ACRE OF THE HWY 484 / 119 TH STREET PROPERTY. WHEREAS, in 2007 the City of Belleview purchased acreage on Hwy 484 / 119 th Street; and WHEREAS, at the time of purchase one half acre at the price of $22,500 was withheld from payment until a clear title was received; and WHEREAS, at the time of purchase $10,000 was held in escrow with Landt, Wiechens, Lapeer & Ayres; and WHEREAS, in January 2018 the City was notified that the seller never received payment for the half acre; and WHEREAS, this was confirmed by the City s Finance Department and the payment was made to the sellers; and WHEREAS, Landt, Wiechens, Lapeer & Ayres released the $10,000 they were holding in escrow to the City. NOW, THEREFORE BE IT RESOLVED BY THE CITY COMMISSION OF THE, FLORIDA, that the Fiscal Year General Fund budget be amended to reflect an increase of Ten Thousand and 00/100 dollars ($10,000.00) as revenue from Other Revenue and an increase of Twelve Thousand Five Hundred and 00/100 dollars ($12,500.00) as revenue from Transfers in from WS and an increase of Twenty Two Thousand Five Hundred and 00/100 dollars ($22,500.00) as expense for Capital Outlay, and The Fiscal Year Water/Sewer Fund budget be amended to reflect an increase of ($12,500.00) as revenue from Cash Balance Forward-General and an increase of Twelve Thousand Five Hundred and 00/100 dollars ($12,500.00) as expense for Transfers Out, as set forth below: Resolution PW Complex ½ acre land purchase Page 1 of 2

12 12 This resolution shall take effect immediately upon adoption. PASSED AND RESOLVED by a vote of the City Commission of the City of Belleview, Florida this 3 rd day of April, CHRISTINE DOBKOWSKI Mayor/Commissioner ATTEST: MARGARET DeGENNARO, MMC, CPS City Clerk CERTIFICATE OF POSTING I HEREBY CERTIFY that a copy of the foregoing Resolution was posted and available for public review in our on-line agenda packet prior to the Commission meeting in accordance with City policy. Resolution PW Complex ½ acre land purchase Page 2 of 2 MARGARET DeGENNARO, MMC, CPS City Clerk

13 13 PARTICIPATION/DISCUSSION TOPIC FORUM DATE OF MEETING April 3, 2018 EXPLANATION OF AGENDA ITEM PH Budget Amendment 18-06: ABA Agreement for Services DEP Automatic Meter Replacement - Loan Application, Agreement and Procurement PRESENTING PARTY City Administrator McKamey BACKGROUND/EXPLANATION Mark Brewer with ABA attended a Public Hearing on this project at the February 6, 2018 meeting to present the first phase of this project the environmental analysis and business plan document. DEP is currently going through their Public Hearing process. The next phase, and this budget amendment, is for the loan application, agreement and procurement. As this part of the process is done prior to DEP s approval, it is the city s responsibility to fund. We are anticipating having the agreement for the commission approval within the next 30 days. a. Public Comments b. City Commission Comments ATTACHMENTS 1. Resolution 18-06: WS Budget Amendment 2. ABA Agreement: DEP Loan Application, Agreement and Procurement. RECOMMENDED ACTIONS Approval of Res 18-06: BA for the ABA Agreement for Services in the amount of $16, and authorization to sign the agreement. THE COMMISSION RESERVES THE RIGHT TO POSTPONE ANY DECISION ON AUDIENCE, OR WALK-IN REQUESTS UNTIL SUFFICIENT TIME HAS BEEN ALLOWED FOR REVIEW OF DOCUMENTATION

14 14 RESOLUTION A RESOLUTION OF THE CITY COMMISSION OF THE, AMENDING THE 2018 FY BUDGET TO INCLUDE GRANT ADMINISTRATIVE SERVICES FOR THE METER REPLACEMENT LOAN APPLICATION, AGREEMENT AND PROCUREMENT PROCESS. WHEREAS, the City is using Angie Brewer & Associates, LC for grant administrative services for the Water Meter Replacement SRF project; and WHEREAS, the Environmental and Financial Clearance Document has been completed; and WHEREAS, the next step in the process is the loan application, agreement and procurement approval; and WHEREAS, the cost to cover the ABA contract for continuation of this project is not in the adopted 2018 fiscal year budget, therefore needs to be included in the 2018 fiscal year budget. NOW, THEREFORE BE IT RESOLVED BY THE CITY COMMISSION OF THE, FLORIDA, that the Fiscal Year budget be amended to reflect an increase of Sixteen Thousand Five Hundred and 00/100 dollars ($16,500.00) as revenue from Cash Balance Forward-General and Sixteen Thousand Five Hundred and 00/100 dollars ($16,500.00) as expense for Grant/Loan/Contract Admin Fees, as set forth below: This resolution shall take effect immediately upon adoption. PASSED AND RESOLVED by a vote of the City Commission of the City of Belleview, Florida this 3rd day of April, Resolution ABA services Page 1 of 2

15 15 CHRISTINE DOBKOWSKI Mayor/Commissioner ATTEST: MARGARET DeGENNARO, MMC, CPS City Clerk CERTIFICATE OF POSTING I HEREBY CERTIFY that a copy of the foregoing Resolution was posted and available for public review in our on-line agenda packet prior to the Commission meeting in accordance with City policy. MARGARET DeGENNARO, MMC, CPS City Clerk Resolution ABA services Page 2 of 2

16 16 Angie Brewer & Associates, LC th Drive East, Suite 200 Bradenton, Florida Ph: (941) Cost Proposal Project Information Project Name AMR SRF Loan Application, Agreement & Procurement Approval ABA Proposal Number Community Name City of Belleview Client Name City of Belleview SRF Loan Services SRF Loan Application $ 9, SRF Loan Agreement $ 6, Procurement Approval $ - Total Proposal $ 16, List of Services List Attached Yes Number of Pages 3 Special Conditions See Notes Offer and Acceptance Offered By: President Date: 03/27/2018 Accepted By: Date: keeping your funds flowing!

17 17 Scope of Services Project Information Project Name AMR SRF Loan Application, Agreement and Procurement ABA Proposal Number Community Name City of Belleview, FL Client Name City of Belleview, FL SRF Loan Application SRF Loan Application - Water Communication and Coordination with FDEP, City, and Engineer The Consultant shall coordinate communication with FDEP and City Staff/Engineers involved in Construction Loan funding. The Consultant will also provide responses to questions/comments as necessary. The City Staff/Engineer will provide the Consultant with any required information as requested. SRF Loan Application Preparation The Consultant shall prepare an SRF Loan Application for Construction Loan funds in accordance with FDEP rules and regulations for the program. The Consultant shall secure all required information necessary for the Application from the City or its other Consultants. SRF Loan Application Review and Revision The Consultant shall provide a final draft of the Application to the City for review. Upon completion of the review, the Consultant shall identify information necessary to satisfy funding agency requirements and respond to any comments from City staff as appropriate. The Consultant shall provide drafts of all resolutions and/or certifications required from the City to process the Application. SRF Loan Application Submission and Response to FDEP Comments The Consultant shall prepare the final Application for submission to FDEP. The Consultant shall provide an appropriate transmittal letter. All required copies of the document shall be provided by the Consultant. The Consultant shall provide responses to all questions and/or comments from FDEP with input from the City as necessary. SRF Loan Agreement SRF Loan Agreement - Water Coordination with FDEP The Consultant shall communicate with FDEP regarding the proposed Construction Loan Agreement. SRF Loan Agreement Review - The Consultant shall review the draft Agreement and comment to the City on appropriateness and acceptability as relates it to the Loan Application and the City s intended project. Final SRF Loan Agreement The Consultant shall coordinate the processing and execution of the Final Loan Agreement between FDEP and the City. The Consultant shall provide responses to all questions and/or comments from FDEP with input from the City as necessary. Page 1 of 2

18 Water Meter Replacement (AMR) Project Loan Application, Agreement and Procurement Approval SRF Services Scope of Services Continued SRF Procurement Approval SRF Procurement Services - Water Coordination with FDEP The Consultant shall communicate with FDEP regarding the proposed Procurement action. SRF Procurement Review - The Consultant shall review the procurement documentation and comment to the City on appropriateness and acceptability as relates to the SRF program requirements and the City s intended project. SRF Procurement Approval The Consultant shall submit the procurement documentation and coordinate the processing and approval of the Procurement action by FDEP and the City. The Consultant shall provide responses to all questions and/or comments from FDEP with input from the City as necessary. The Consultant shall provide an appropriate transmittal letter in order to secure the approval and eligibility of the procurement. Page 2 of 2

19 19 PARTICIPATION/DISCUSSION TOPIC FORM DATE OF MEETING: April 3, 2018 AGENDA ITEM: UNSCHEDULED AUDIENCE THE COMMISSION RESERVES THE RIGHT TO POSTPONE ANY DECISION ON AUDIENCE, OR WALK-IN REQUESTS UNTIL SUFFICIENT TIME HAS BEEN ALLOWED FOR REVIEW OF DOCUMENTATION

20 20 PARTICIPATION/DISCUSSION TOPIC FORUM DATE OF MEETING April 3, 2018 EXPLANATION OF AGENDA ITEM PRESENTING PARTY Meeting Schedule City Administrator McKamey BACKGROUND/EXPLANATION Workshop / meeting schedule: 1. CRA: 6:00 pm before Commission meeting on May 1 st 2. W/S Rate Study Workshop: TENTATIVE May Capital Improvement / Strategic Plan: June Budget Workshop: July 25 and July 26 (if needed) a. Public Comments b. City Commission Comments ATTACHMENTS N/A RECOMMENDED ACTIONS N/A THE COMMISSION RESERVES THE RIGHT TO POSTPONE ANY DECISION ON AUDIENCE, OR WALK-IN REQUESTS UNTIL SUFFICIENT TIME HAS BEEN ALLOWED FOR REVIEW OF DOCUMENTATION

21 21 PARTICIPATION/DISCUSSION TOPIC FORUM DATE OF MEETING April 3, 2017 EXPLANATION OF AGENDA ITEM PRESENTING PARTY Annexation Covenant Language City Administrator McKamey BACKGROUND/EXPLANATION The City requires that everyone outside city limits that connects to city utilities sign a covenant to be annexed. Our covenant requires that: All costs and fees in place at the time of annexation and the resulting comprehensive plan amendment will be assessed and billed to the current property owner. If payment is not received within thirty (30) days of the invoice, a lien shall be filed against the property which will include all administrative costs incurred by the City for billing and collection. While property is outside city limits, the citizen pays a higher rate for water and sewer services. Once the property is annexed, the citizen pays all city related taxes. The city also sees a gain in state shared revenues because of the increased population. a. Public Comments b. City Commission Comments ATTACHMENTS N/A RECOMMENDED ACTIONS Motion to delete the requirement for payment of annexation and related fees for individual covenants. THE COMMISSION RESERVES THE RIGHT TO POSTPONE ANY DECISION ON AUDIENCE, OR WALK-IN REQUESTS UNTIL SUFFICIENT TIME HAS BEEN ALLOWED FOR REVIEW OF DOCUMENTATION

22 22 PARTICIPATION/DISCUSSION TOPIC FORUM DATE OF MEETING April 3, 2018 EXPLANATION OF AGENDA ITEM PRESENTING PARTY BACKGROUND/EXPLANATION Joint City / County Commission Meeting Mayor Dobkowski Discussion of Topics: 1. Vacating SE 55 th Ave Rd 2. Construction of SE 119 th St 3. Annexation / Roads 4. Sports Complex Capital Improvement Update a. Public Comments b. City Commission Comments ATTACHMENTS RECOMMENDED ACTIONS Discussion / recommendation for additions / deletions THE COMMISSION RESERVES THE RIGHT TO POSTPONE ANY DECISION ON AUDIENCE, OR WALK-IN REQUESTS UNTIL SUFFICIENT TIME HAS BEEN ALLOWED FOR REVIEW OF DOCUMENTATION