MINUTES Executive Session Council Chambers May 2, 2018 at 5:30 PM The Executive Session of the City of Gulf Breeze, Florida, was held in Council Chambers on May 2, 2018, at 5:30 PM. 1. ROLL CALL COUNCIL PRESENT: COUNCIL ABSENT: Mayor Dannheisser, Councilwoman Fitch, Mayor Pro Tem Landfair, Councilwoman Bookout, and Councilman Naile Councilwoman Bookout attended the meeting telephonically. 2. PROCLAMATIONS AND PRESENTATIONS A. Tiger Point Summary Report Carl Bielstein, Vice President of Operations for Troon Honours Golf, presented the Tiger Point Annual Report. Councilwoman Fitch requested that at budget time, while Honors is reviewing their Capital Improvement Project list, they provide the Council with the amount of money spent on repairs versus purchasing new equipment. Mayor Dannheisser requested that they also include what the operational savings would be by replacing the equipment. B. Second Quarter Financial Report Reference: Director of Finance memo dated May 2, 2018 Director of Finance, Jeanne Griffin presented the Second Quarter Financial Report to Council and answered questions. Mayor Dannheisser requested that a one page summary be provided that shows appreciable deviations from the budget whether to the good or to the bad. Mayor Pro Tem Landfair added that should there be any deviations then the detailed financial report for that particular fund will be provided. 3. ACTION AGENDA ITEMS A. Shoreline Park Walking Trail Extensions--Phase 2 Page 1 of 8
Reference: Director of Parks & Recreation memo dated April 27, 2018 Recommendation: That the City Council authorize Staff to advertise for Request for Bids/Proposals for the construction of Phase 2 Primitive Walking Trails within Shoreline Park South. Councilman Naile made a motion to place Staff s recommendation on the May 7, 2018, B. Ratification of Action Taken at April 16, 2018, City Council Meeting Reference: City Manager memo dated April 26, 2018 Recommendation: That the City Council consider a motion to ratify all actions "taken" by the students at the April 16, 2018, Regular Council meeting. Mayor Pro Tem Landfair made a motion to place Staff s recommendation on the May 7, 2018, Regular meeting agenda. Councilwoman Bookout seconded the motion. The vote for approval C. Budget Amendment Number 1, Resolution No 08-18 Reference: City Manager memo dated April 27, 2018 Recommendation: That the City Council Approve Resolution No. 08-18, amending the FY 2018 budget to appropriate funds to support additional expenses. Councilwoman Fitch made a motion to place Resolution No. 08-18 on the May 7, 2018, Regular meeting agenda for adoption. Mayor Pro Tem Landfair seconded the motion. The vote for approval was unanimous. D. Tall Pine Trail Wetlands Drainage Study Reference: Assistant Director of Public Services memo dated April 27, 2018. The cost for this project may exceed the budget expenditure for professional services and an amendment may be necessary. The Mayor requested that expenditures not budgeted identify a suggested funding source to help the subsequent amendment to the budget easier. Page 2 of 8
The City Manager advised that staff is moving toward this on the financial impact portion on the memo. The Finance Director explained the plan to assign a number in the amendment being presented and a financial impact statement would be included and it would be assigned a budget amendment number at that time. If the monies could not be found in the budget, then they assign the next number. This will provide a way to track the amendments and they can also be traced in the council agendas. Recommendation: That the City Council authorize Baskerville-Donovan to complete the Preliminary Tall Pine Trail Wetlands Drainage Study for the fee of $33,500 and to approve the funds to be transferred from unencumbered funds. Mayor Pro Tem Landfair made a motion to place Staff s recommendation on the May 7, 2018, E. Appointment of Representative and Alternate for the Group Health Trust Board Reference: City Manager memo dated April 27, 2018 Recommendation: That the City Council appoint City Manager, Samantha Abell as the City's Representative for the Board of Directors for the Group Health Trust Board and appoint Leslie Guyer, City Clerk/Personnel Generalist as the Alternate. Councilwoman Bookout made a motion to place Staff s recommendation on the May 7, 2018, F. Request for Proposal for Debris Removal Reference: Assistant City Manager memo dated April 26, 2018 Recommendation: The City Council authorize staff to seek Request for Proposals from qualified individuals/firms for the clean-up, demolition, removal, reduction and disposal of debris in order to provide disaster recovery services. Regular meeting agenda for approval upon legal review for legal sufficiency. Councilman Naile seconded the motion. The vote for approval was unanimous. The Council directed the City Clerk to place this item on the agenda as G. Rezoning Request for the Soundview Boardwalk Page 3 of 8
Reference: Director of Community Services memo dated April 25, 2018 Recommendation: That the City Council authorize staff to schedule a public hearing on June 4, 2018 for the purpose of reviewing a request to change the zoning designation of three parcels of property located more or less at the northwest corner of the intersection of Soundview Trail and Pensacola Beach Road from C-1 (Commerical) to TH (Townhouse). Mayor Pro Tem Landfair made a motion to place Staff s recommendation on the May 7, 2018, Regular meeting agenda. Councilman Naile seconded the motion. The vote for approval was unanimous. The Council directed the City Clerk to place this item on the agenda as H. Ordinance No. 03-18 - Shared Use Parking Reference: Director of Community Services memo dated April 24, 2018 Recommendation: That the City Council approve Ordinance No. 03-18 on First Reading May 7, 2018 and schedule the Second Reading and Public Hearing for May 21, 2018. Councilman Naile made a motion to place Ordinance No. 03-18 on the May 7, 2018, Regular meeting agenda for first reading and schedule the Second Reading and Public Hearing for May 21, 2018. Councilwoman Fitch seconded the motion. The vote for approval was unanimous. The Council directed the City Clerk to place this item on the agenda as I. Ordinance No. 04-18 - Golf Cart Operations on Designated Municipal Streets Reference: Assistant City Manager memo dated April 27, 2018 Recommendation: That the City Council approve Ordinance 04-18 on First Reading on May 7, 2018, and schedule a Public Hearing and Second Reading for May 21, 2018. The Council requested that the following sections be reviewed for wording and clarification prior to First Reading on May 7th: Section 18-157B and C - Clarification of wording for prohibited roads and for allowing golf carts to cross streets to the extent that the state laws allows. Section 18-160 - editing comments from Councilwoman Bookout Section 18-158 - Councilwoman Bookout requested that Council reconsider charging an annual registration fee. The Mayor advised the Council that the fee is a mandatory requirement and must be for the actual cost to the City for regulating. Page 4 of 8
Section 18-156 - Mayor Pro Tem Landfair suggested a change to eliminate the use of golf carts and LSV's at night. Section 18-155 - Mayor Pro Tem Landfair requested that the age limit for operating a golf cart be changed from 14 to 15. Mayor Pro Tem Landfair made a motion to amend Section 18-155 of Ordinance No. 04-18 to change the age requirement from 14 to 15 and to place Ordinance No. 04-18 on the May 7, 2018, Regular meeting agenda for first reading. Councilman Naile seconded the motion. The vote for approval was 4-1 with Councilwoman Bookout dissenting. J. Authorization to Bid - Villa Venyce Water Main Replacement Reference: Interim Director of Public Services memo dated April 20, 2018 Recommendation: That the City Council authorize staff to bid the replacement of some cement water mains in the Villa Venyce subdivision. Regular meeting agenda. Councilwoman Bookout seconded the motion. The vote for approval K. Daniel & Joachim Streetscape Project Design-Build and Lighting Plan Award Reference: Director of Community Services memo dated April 23, 2018 Recommendation: That the City Council meet as the Board of Directors of the Community Redevelopment Agency on Monday, May 7, 2018, to: 1- Award the Daniel & Joachim Streetscape Design-Build Project to Roads Inc for $528,662. 2- Approve the quote from Gulf Power to install pedestrian lights for $140,902. 3- Authorize City staff to proceed with purchasing project items listed above for $46,027. The Council requested that the placement of the crosswalk in front of the Dairy Queen be in place by the beginning of the new school year in August. Councilman Naile made a motion to place Staff s recommendation on the May 7, 2018, L. Lift Station Easement - Tiger Point Pavilion Page 5 of 8
Reference: Assistant Director of Public Services memo dated April 27, 2018 Recommendation: That the City Council accept the easement for the lift station serving the Tiger Point Pavilion shopping center and authorize the Mayor to sign the attached easement agreement. Councilwoman Bookout made a motion to place Staff s recommendation on the May 7, 2018, M. The Sale of 45 Acres of the West Golf Course Reference: City Manager memo dated April 27, 2018 Recommendation: Mayor Dannheisser has requested that the issue of the sale of 45 acres of the Tiger Point West Golf Course be placed on this set of Council meetings with a recommendation that the South Santa Rosa Utility Board evaluate both the sale price and also other conditions that should be included as part of the sale. The City Council should consider whether to request a recommendation of the SSRU Board, or proceed without said recommendation. The Mayor addressed the Council with prepared remarks. Mayor Dannheisser requested that the South Santa Rosa Utility System Board (SSRUS) convene a Special Meeting to consider the terms of the sale of 45 acres of the Tiger Point West Golf Course including the appropriate conditions pertaining thereto. Councilman Naile advised that a Special Meeting of the SSRUS Board was scheduled for May 7th at 4:30. The City Manager clarified that staff surveyed the SSRUS Board for their availability to meet on May 7th, however the meeting had not been officially set. Staff did determine the Board's availability to meet with a quorum. The Mayor requested that the Director of Public Services, the Assistant Director of Public Services and the Assistant City Manager evaluate the conditions of the sale and plan to make a comprehensive presentation to the Board especially the effluent disposal concerns. Due to concerns about the amount of time between the proposed Special SSRUS meeting time of 4:30 p.m. and the 5:30 p.m. City Council meeting, it was decided to hold the SSRUS meeting at 4:00 p.m and to move the City Council meeting from 5:30 p.m. to 6:00 p.m. N. Request for Personnel Changes Reference: City Manager memo April 27, 2018 - Parks Superintendent Page 6 of 8
Recommendation: That the City Council approve funding of the Parks Superintendent position and the vacated Parks Foreman position. Regular meeting agenda. Councilwoman Bookout seconded the motion. The vote for approval an action item. Reference: City Manager memo April 27, 2018 - Budget Program Analyst Recommendation: The creation of and funding for the Budget Program Analyst position. Mayor Pro Tem disclosed that he previously taught Torrey Williams at Gulf Breeze High School. Regular meeting agenda. Councilwoman Bookout seconded the motion. The vote for approval an action item. Reference: City Manager memo April 27, 2018 - Special Advisor Recommendation: That the City Council approve the supplemental agreement to the employment agreement for Edwin A. Eddy, Special Advisor. Regular meeting agenda. Mayor Pro Tem Landfair seconded the motion. The vote for approval an action item. O. South Santa Rosa Utility Board Recommendations (i) WWTF Design & Permitting Fee Proposal Reference: Assistant Director of Public Services memo dated April 27, 2018 4. NEW ITEMS Recommendation: That the City Council approve the scope and fee proposal for the design of the Tiger Point WWTF upgrade and expansion in the amount of $1,132,500. Councilman Naile made a motion to place Staff s recommendation on the May 7, 2018, Regular meeting agenda. Mayor Pro Tem Landfair seconded the motion. The vote for approval was unanimous. The Council directed the City Clerk to place this item on the agenda as Page 7 of 8
None. 5. DISCUSSION ITEMS A. Selection process for Legal Services Request for Qualification (The Mayor advised this item will be discussed during the May 7, 2018, Regular Council Meeting) 6. PUBLIC FORUM The following citizen(s) spoke during public forum: Randy Hebert, 288 Plantation Hill Road David Glassman, 3996 Sandy Bluff West (Fishing For a Hero Event) 7. COUNCIL COMMENTS None. 8. ADJOURNMENT Mayor Dannheisser adjourned the meeting at 7:55 p.m. Page 8 of 8