Central Florida Regional Planning Council December 14, 2016 Bartow Public Library 2150 South Broadway Avenue Bartow, FL 9:30 a.m. Meeting Minutes Chairman Buddy Mansfield called the meeting to order at 9:30 a.m. Norman White offered the invocation followed by the Pledge of Allegiance. Roll was called with the following members present: Chairman, Commissioner Buddy Mansfield, DeSoto County Jackie Tucker, DeSoto County Gubernatorial Appointee Commissioner Mike Thompson, Hardee County City Commissioner Neda Cobb, City of Wauchula Commissioner Don Elwell, Highlands County Mayor John Shoop, City of Sebring Commissioner Bryant Culpepper, Okeechobee County City Commissioner, Mike O Connor, City of Okeechobee City Commissioner Pat Huff, City of Bartow and Ridge League of Cities Vice-Chair, Commissioner Edie Yates, City of Lakeland Hazel Sellers, Polk County Gubernatorial Appointee; Polk County School Board Jeff Kincart, Polk County Gubernatorial Appointee City Commissioner, William Twyford, City of Winter Haven Todd Miller, Hardee County Planning Director, Ex-officio Ben Dunn, Highlands County Development Services Director, Ex-officio Laura Herrscher, Florida Department of Transportation, Ex-officio John Iglehart for Mary Yeargan, Department of Environmental Protection, Ex-officio Cindy Rodriguez, Southwest Florida Water Management District, Ex-officio Tom Deardorff, Polk County Director of Growth Management, Ex-officio Members absent: City Councilmember Susan Coker, City of Arcadia Chet Huddleston, Hardee County Gubernatorial Appointee Donna Howerton, Highlands County Gubernatorial Appointee; Highlands County School Board Commissioner Melony Bell, Polk County Earl Hahn, DeSoto County Planning Director, Ex-officio Bill Royce, Okeechobee County Planning Director, Ex-officio December 14, 2016 Council Meeting Minutes 1
Announcements: Ms. Steed stated that staff prepared homemade treats for the Council, as they do each December, to thank them for their service and dedication, and to wish them a Merry Christmas. She asked staff in attendance to introduce themselves to the Council. Ms. Steed showed slides of a mound of toys contributed by staff to the Heartland for Children toy drive. She stated that this has become an annual Christmastime tradition for staff and represents their giving spirit. Also, staff was asked to keep track of their total contributions during the holiday season and at that time, the total amount was over $2,000 in charitable giving. In addition to that, for six consecutive years, staff has been100% contributors to United Way of Central Florida. Also, the CFRPC received a plaque for being named a Best Place to Work in 2016 by CareerSource Polk. AGENDA ITEM #1 PUBLIC COMMENTS There were no public comments. AGENDA ITEM #2 COUNCIL ADMINISTRATION A. November 9, 2016 Council Meeting Minutes Chairman Mansfield asked if there were any changes to the November 9, 2016 Council Meeting Minutes. There being none, Bryant Culpepper moved to approve the Council Meeting Minutes as submitted. Pat Huff seconded. B. November 2016 Financial Report Pat Steed reviewed the Statement of Activities and Statement of Net Assets for the month ended, saying it was normal activity with nothing unusual to report. She stated that more details will be provided with the annual audit presentation next on the agenda. Jackie Tucker moved to accept the November 2016 Financial Report as presented. Yates seconded. Edie December 14, 2016 Council Meeting Minutes 2
AGENDA ITEM #3 AUDIT REPORT FOR THE YEAR ENDED SEPTEMBER 30, 2016 Mike Carter and Trisha Floyd, with CliftonLarsonAllen, LLP, Certified Public Accountants, presented a PowerPoint overview of the Council s Annual Audit for FY 2015-2016. Each Council Member received a copy of the audit report. Mr. Carter complimented staff on their preparation for the audit report and for obtaining a Certificate of Achievement for Excellence in Financial Reporting from the Government Finance Officers Association, saying it was a major accomplishment for a small organization. He stated that the Council was given an Unmodified Opinion, and no reportable items or audit adjustments were noted. Trisha Floyd, Audit Manager, presented a five year trend analysis of revenues and expenditures in all categories. She reviewed the Council s Statement of Net Position at year s end and compared it to previous years. Mr. Carter presented and explained the Statement of Activities for Revenues and for Expenses, by category. He reviewed the revenues and expenses and stated that the Council has more than three months of reserves to carry forward, which he felt was the right amount. Ms. Floyd concluded by reviewing the reports regarding Internal Control over Financial Reporting, the Independent Auditors Report on Compliance, the Management Letter and the Independent Accountants Report, saying there were no findings of any kind in any of the reviews. Discussion followed. Pat Steed commended Tami Hulse, Finance Director, for her excellent work on the Financial Statements. Don Elwell moved to accept the FY 2015-16 Audit Report and Audited Financial Statements as presented. Pat Huff seconded. AGENDA ITEM #4 FINANCE COMMITTEE REVIEW OF PER CAPITA ASSESSMENTS Pat Steed stated that at the October 28, 2016 Finance Committee meeting, the Council s Per Capita Assessments were discussed. She pointed out that the Council increased the assessment from $.20 to.25 about ten years ago, and at that time directed staff to revisit the assessment on a regular basis. She provided a chart showing the amount of difference to each county if the assessments were increased from the current $.25 per capita to.28 and to.30. These funds are primarily used as match funds for grant programs. Ms. Steed stated that the Finance Committee s recommendation was to present this information to the Council for consideration of an increase possibly in the December 14, 2016 Council Meeting Minutes 3
spring, prior to the next budget. This would give the counties an opportunity to put an assessment increase in their budgets. She asked for authorization for staff to pursue the assessment increase with the five counties in the region. Chairman Mansfield suggested visiting the assessment issue on a regular basis, perhaps every couple of years. Discussion followed. It was the consensus of the Council to authorize staff to pursue an assessment increase with the five counties in the region. Ms. Steed stated that at the September 2016 Council meeting, the Finance Committee was asked to consider discussing a compensation increase for the Executive Director, which they did at their October 28, 2016 meeting. The Finance Committee wanted to address the compensation of the entire staff as well as the Executive Director. Ms. Steed asked the Council to defer addressing compensation to the time it considers the assessment issue, since an assessment increase would affect the compensation issue. She added that there are a few capital purchases that will be required within the next few years that will also affect the budget. The Council agreed to defer the compensation discussion until such time as they discuss the assessment increase. AGENDA ITEM #5 SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT OVERVIEW Cindy Rodriguez, Senior Government Affairs Manager for the Southwest Florida Water Management District (SWFWMD), accompanied by Mark Barcelo, Chief Professional Engineer/Water Resources, and Jeff Spence, Polk County Parks and Natural Resources Director, presented a comprehensive overview of the hydrology of the Peace River Basin and its importance to the region. Ms. Rodriguez discussed the Central Florida Water Initiative (CFWI), saying that it is a collaborative regional water supply planning effort to protect, develop, conserve and restore central Florida s water resources. Mr. Barcelo presented information on the Southern Water Use Caution Area (SWUCA), covering its history, resource concerns and groundwater withdrawals. Jeff Spence discussed the Lake Hancock Outfall Treatment Project and the soon to be open Panther Point Trail at Lake Hancock. Discussion followed. AGENDA ITEM #6 FLORIDA REGIONAL COUNCILS ASSOCIATION (FRCA) PRESENTATION Barbara Sheen-Todd, FRCA President, stated that FRCA is an alliance of Florida s ten RPCs and serves to enhance regional prosperity throughout the state. The FRCA leverages resources and expertise to help communities address challenges and optimize opportunities for the good of Florida s citizens. Ms. Sheen-Todd discussed the statewide economic development impacts made through the RPCs serving as the Economic December 14, 2016 Council Meeting Minutes 4
Development Districts as designated by the Federal Economic Development Administration. She presented statistics on the impact the RPCs have made in the areas of transportation, emergency preparedness and other programs. AGENDA ITEM #7 2017 HOLIDAY SCHEDULE Pat Steed presented the proposed 2017 Holiday Schedule and stated that the office will be closed on the scheduled dates in recognition of these holidays. John Shoop moved to approve the 2017 Holiday Schedule as presented. Hazel Sellers seconded. AGENDA ITEM # 8 ELECTION OF COUNCIL OFFICERS FOR 2017 A. Elect Officers for 2017 Don Elwell, Chair of the Nominating Committee, stated that the Nominating Committee met at 9:00 a.m. just prior to this Council meeting, to consider candidates for offices of the Council for 2017. He stated that the Committee nominated Edie Yates, Lakeland City Commissioner, to serve as Chair for 2017, and Mike Thompson, Hardee County Commissioner, to serve as Vice-Chair, with acknowledgement of the excellent service of Chair Buddy Mansfield. There being no other nominations, Hazel Sellers moved to elect the slate of officers for 2017 as nominated. John Shoop seconded. B. Authorization for Banking Signatories of Officers and Executive Director Don Elwell moved to authorize the Chair, Vice Chair, and Executive Director be added as signatories on Council banking accounts. Pat Huff seconded. December 14, 2016 Council Meeting Minutes 5
AGENDA ITEM #9 APPOINT MEMBERS TO THE FLORIDA REGIONAL COUNCILS ASSOCIATION (FRCA) POLICY BOARD The newly elected Chair appointed Jackie Tucker, Pat Huff and Buddy Mansfield to serve on the FRCA Policy Board for 2017. She asked for a volunteer to serve as the alternate member of the FRCA Policy Board, and to let staff know if they are interested. AGENDA ITEM #10 APPOINT MEMBERS TO FINANCE COMMITTEE Chair Edie Yates appointed Neda Cobb and County Mike Thompson to serve on the Council s Finance Committee, along with herself, for 2017. She asked for a volunteer to serve as the fourth member, and to let staff know if they are interested. AGENDA ITEM #11 CERTIFICATION OF THE TRANSPORTATION DISADVANTAGED (TD) LOCAL COORDINATING BOARD (LCB) MEMBERSHIP Pat Steed stated that the TD Commission requires certification of the LCB membership by the Council on a regular basis. She presented a list of the current LCB members and requested its certification. Hazel Sellers moved to certify the TD LCB membership as presented. Pat Huff seconded. AGENDA ITEM #12 HEARTLAND REGIONAL TRANSPORTATION PLANNING ORGANIZATION (HRTPO) ACTIVITIES Pat Steed briefed the Council on activities of the six-county Heartland Regional Transportation Planning Organization (HRTPO). She reported that the last HRTPO meeting was held on November 30, 2016. Contract negotiations for two projects have been completed and the consultants are working to develop a Transit Development Plan for the Highlands County Sebring Avon Park Urbanized Area and the other will be working on the Congestion Management Plan for the entire six counties of the HRTPO. A project workshop is scheduled for January, 11 2017 for the six HRTPO counties to assist them in their transportation project applications for FDOT funding. More information can be found at www.heartlandregionaltpo.org. AGENDA ITEM #13 EXECUTIVE DIRECTOR S REPORT Pat Steed referred to the FRCA Monthly Activity Report for October/November 2016 which was in the Agenda Packet, and stated that she currently serves as the Chair of the FRCA Executive Directors Advisory Council. She reported that the legislature will be focusing on two main issues during this session. They are water and medical marijuana. The Council staff is currently working with local governments to develop their medical marijuana regulations. December 14, 2016 Council Meeting Minutes 6
AGENDA ITEM #14 OTHER BUSINESS Ms. Steed commended and thanked Tami Hulse, the Council s Finance Director, on her outstanding performance in her position, saying she has never encountered the level of accuracy that Ms. Hulse exhibits in her day-to-day accounting procedures. Ben Dunn, HRTPO Executive Director and Highlands County Development Director, commended the HRTPO staff on their excellent performance, especially under the time constrains in getting the organization in compliance and up and running over the past year. Bryant Culpepper, Okeechobee County Commissioner, asked staff to consider purchasing an over-the-ear microphone for better audio clarity. Neda Cobb, Wauchula City Commissioner, thanked Pat Steed and staff for attending the Ridge League of Cities annual Christmas dinner. Ms. Steed recognized Mr. Terry Stewart, Arcadia City Administrator, who was in attendance. Jackie Tucker, Gubernatorial Appointee for DeSoto County, thanked Terry Stewart on behalf of the City of Arcadia and DeSoto County, for his exemplary performance as City Administrator. She added that she enjoys serving on the CFRPC and being a part of its success. John Iglehart, DEP, stated that DEP just issued an Intent to Issue approval to Mosaic for their mining activity in DeSoto County. Mike O Connor commented that he benefits from serving on the CFRPC and it is a board that accomplishes a great deal to benefit its local governments. The next meeting was scheduled for February 8, 2017 at 9:30 a.m. The venue will be announced once it is determined There being no further business, the meeting adjourned. Respectfully submitted, Buddy Mansfield, Chair December 14, 2016 Council Meeting Minutes December 14, 2016 Council Meeting Minutes 7