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City Commission Minutes 02-02-2010
REGULAR COMMISSION MEETING
FEBRUARY 2, 2010
MINUTES

A.  CALL TO ORDER
Commissioner Surrency gave the Invocation and Commissioner Carter led the Pledge of Allegiance.

City Commission Present:  Mayor Randall, Vice Mayor Carlton, and Commissioners Carter and Surrency.  Not Present: Commissioner Roberts.  
Staff Present:  City Manager Smyth, Interim City Attorney Harris, City Planner Moosbrugger.  Not Present:  City Clerk McGruder.

B.  APPROVAL OF AGENDA
Moved to approve the agenda
Motion- Vice Mayor Carlton              Second- Commissioner Carter
Vote- 4-0

C.  RECOGNITIONS AND GUESTS
None

D.  COMMITTEE REPORT/APPOINTMENTS/INFORMATION/PRESENTATIONS
1.  Alachua County Charter Review Committee
Mayor Randall invited Alachua County Charter Review Committee members to speak and thanked them for coming.  Committee members, Mr. John Martin and Mr. Ashley Wood were present and addressed the City Commission.  Mr. Martin informed the City Commission the Alachua County Charter committee consist of 15 members and the majority must approve an issue to move forward then that issue is included in public hearings.  The final issues must go before the voters.  The Charter deals with the Sheriff, Tax Collector, Clerk of the court, and the Supervisor of Elections in addition to the County Commission.  Mr. Martin continued to inform the City Commission on the Alachua County Charter Committee process and encouraged everyone to take advantage of the opportunities.

2.  Utility Service Company
Mr. Tim McDaniel gave a brief background on the Utility Service Company who maintains the City of Hawthorne water storage tank.  Mr. McDaniel explained the City’s Water Tank was built in 1992.  The maintenance spreads costs out overtime.  The major renovations on water tanks are usually done every 10 years and Department of Environmental Protection (DEP) requires inspections every year.

Vice Mayor Carlton- What do you do when you put new lining in the tank and how do we check inside the tank to ensure the work is done?

Mr. McDaniel- New lining is put in by sandblasting.  We put in new coats of lining about every 10 years.  The exterior painting is done every 8-9 years in Florida.  During the annual inspections we also disinfect the water tank.  The City of Hawthorne receives an inspection report each year.

Commissioner Surrency- Does the contract covers the new tank and if it does will it be the same price?

Mr. McDaniel- No it does not cover the new tank that will be extra.  It will approximately have the same fee as the current tank.

Commissioner Carter- Who manufactured the current tank?

Mr. McDaniel- Brown Steel which was currently bought by Caldwell Tanks.  The contract is being changed.  The City of Hawthorne will pay quarterly instead of annually.

Vice Mayor Carlton- Is the automatic rollover still in the contract?

City Manager Smyth- Yes, if we want to cancel the contract we have to notify them 90 days before renewal.  The contract is renewed each year.

The City Commission continued their discussion on this item.

3.  First Activity Report
City Manager Smyth- Has a 5 page lengthy report.  If the City Commission has any questions he will address those questions and will provide a copy to any citizen if they stop by City Hall.  Have heard from a couple of the City Commissioners, the report is a little confusing.

Commissioner Surrency- Looks forward to the quarterly reports and appreciates this activity report.

City Manager Smyth- Will have financial preview at the next meeting.

Commissioner Carter- Commends the City Manager on his utility ideas and the overall report.

Vice Mayor Carlton- Calls for a workshop about the report.

Moved to direct the City Manager to schedule a workshop on the First Activity Report.
Motion- Vice Mayor Carlton              Second- Commissioner Carter

Discussion:
Commissioner Surrency- We should expand the workshop to include long range planning, not just this report.

Vice Mayor Carlton- That would complicate it even more.  No objection to long range plans but we don’t want to complicate things.


Commissioner Carter
Yes
Vice Mayor Carlton
Yes
Commissioner Roberts
Commissioner Surrency
Yes
Mayor Randall
Yes

Vote- 4-0

E.  CITIZEN COMMENTS
Heather Surrency- HACF meeting at the Hawthorne Methodist Church at 6:30PM on Monday February 8, 2010.  The agenda items will include: A brick sale fundraiser for the Maxwell House or Museum and a clean up day in April.

Memree Stuart- She is speaking for the HACF.  She noticed the Maxwell house on the agenda and encourages the City Commission to approve the evaluation of the building.  It could be used to draw bicycle tourists.

F.  CONSENT AGENDA
Moved to pull Item 1 and Item 3 for discussion
Motion- Commissioner Surrency           Second- Commissioner Carter

Commissioner Carter
Yes
Vice Mayor Carlton
Yes
Commissioner Roberts
Commissioner Surrency
Yes
Mayor Randall
Yes

Vote- 4-0

Item 1. City Commission Meeting Minutes

Commissioner Surrency- There is an error in the minutes that should be fixed.  Mike Byerly was present for votes.  Also there are some name corrections that need to be made.

Moved to approve the minutes with the changes suggested.
Motion- Commissioner Surrency           Second- Vice Mayor Carlton

Commissioner Carter
Yes
Vice Mayor Carlton
Yes
Commissioner Roberts
Commissioner Surrency
Yes
Mayor Randall
Yes

Vote- 4-0

Item 3.  Resolution authorizing a contract with Caldwell Tanks, Inc for the construction of an Elevated Water Tank & Repair of well

Commissioner Surrency- Is the contract the same and can we make change orders the closer we get to the process?

City Planner Moosbrugger- Yes, the contract allows for changes when the City Commission is ready to do that.

Commissioner Carter- Looked at Addendum 1 on the emergency generator and the engineer said it can be added later.  We need to make sure if we decide to do that we don’t get behind the time frame before we go for a change order.

City Manager Smyth- Did research and we can find a cheaper generator including installation as low as $35K.

The City Commission continued their discussion on the item.

Moved to approve this resolution for this contract.
Motion- Commissioner Surrency           Second- Commissioner Carter

Commissioner Carter
Yes
Vice Mayor Carlton
Yes
Commissioner Roberts
Commissioner Surrency
Yes
Mayor Randall
Yes

Vote- 4-0

G.  PUBLIC HEARING
A.  SECOND READING
1.  Ordinance for Landscape Irrigation Regulations
City Planner Moosbrugger read the Ordinance by title only and Mayor Randall read the Landscape Irrigation restrictions.
Moved to approve the ordinance for landscape irrigation regulations on 2nd reading.
Motion- Vice Mayor Carlton              Second- Commissioner Carter

Commissioner Carter
Yes
Vice Mayor Carlton
Yes
Commissioner Roberts
Commissioner Surrency
Yes
Mayor Randall
Yes

Vote- 4-0

2.  Ordinance for Comprehensive Plan Amendment to the Future Land Use Map (CPA 08-1)
City Planner Moosbrugger read the Ordinance by title only.
Moved to adopt CPA 08-1 on 2nd reading.
Motion- Commissioner Surrency   Second- Vice Mayor Carlton



Commissioner Carter
Yes
Vice Mayor Carlton
Yes
Commissioner Roberts
Commissioner Surrency
Yes
Mayor Randall
Yes

Vote- 4-0

3.  Ordinance for Comprehensive Plan Amendment to the Future Land Use Map (CPA 08-2)
City Planner Moosbrugger read the Ordinance by title only.
Moved to adopt CPA 08-2 on 2nd reading.
Motion- Commissioner Carter             Second- Commissioner Surrency

Commissioner Carter
Yes
Vice Mayor Carlton
Yes
Commissioner Roberts
Commissioner Surrency
Yes
Mayor Randall
Yes

Vote 4-0

B.  FIRST READING
1.  Ordinance to vacate utility easement in Ashley Oaks
City Planner Moosbrugger read the Ordinance by title only.  
Vice Mayor Carlton- Clay Electric only need 5 feet?

City Manager Smyth- Yes, the lines are underground.

Commissioner Carter- Who is the property owner?

City Manager Smyth- We can not give the property owners name and address because they are in the Address Confidentiality Program (ACP) for victims of Domestic Violence.

The City Commission continued their discussion on this item.

Moved to approve the Ordinance to vacate the easement in Ashley Oaks.
Motion- Commissioner Surrency           Second- Commissioner Carter

Commissioner Carter
Yes
Vice Mayor Carlton
Yes
Commissioner Roberts
Commissioner Surrency
Yes
Mayor Randall
Yes

Vote- 4-0



C.  DISCUSSION ITEMS
1.  Hiring Freeze
City Manager Smyth- Would like the City Commission to remove the hiring freeze because of the recent retirement of Jimmy Floyd.  We need a License Water Operator, plus a Parks & Recreation Director.  The temporary help is good but not enough.  We need a full time person.  It may take 90 days to hire and advertise for each position.

The City Commission continued their discussion on this item.

Moved to lift the hiring freeze for positions of the Water Operator and Parks & Recreation Director.
Motion- Commissioner Surrency           Second- Commissioner Carter

Commissioner Surrency would like to amend his motion to say:

Moved to lift the hiring freeze for positons of the Water Operator and Park & Recreation Director plus allow hiring for essential positions when open.
Motion- Commissioner Surrency           Second- Commissioner Carter


Commissioner Carter
Yes
Vice Mayor Carlton
Yes
Commissioner Roberts
Commissioner Surrency
Yes
Mayor Randall
Yes

Vote- 4-0

2.  Finance Policies
City Manager Smyth suggested a workshop on the finance policies.

Moved to hold a workshop on the financial policies.
Motion- Commissioner Surrency           Second- Commissioner Carter

Commissioner Carter
Yes
Vice Mayor Carlton
Yes
Commissioner Roberts
Commissioner Surrency
Yes
Mayor Randall
Yes

Vote- 4-0

3.  Wild Spaces Public Places
City Planner Moosbrugger explained the Wild Spaces Public Places budget to the City Commission.


Commissioner Surrency- We could partner with the foundation on the Lindsey-Philips park improvements because the park looks trashy while driving by.  We could get more people stopping by if it was more attractive.

Moved to approve the full budget on the Wild Spaces Public Places
Motion- Commissioner Surrency           

Commission Carter- asks for more detail on each item.

Smyth- If the City Commission want to remove the motion we can bring it back at the next meeting with more information.

Commissioner Surrency withdrew his motion.

Moved to table this item
Motion- Commissioner Surrency           Second- Commissioner Carter

Commissioner Carter
Yes
Vice Mayor Carlton
Yes
Commissioner Roberts
Commissioner Surrency
Yes
Mayor Randall
Yes

Vote- 4-0

H.  CITIZEN COMMENTS
None

I.  REPORTS/ANNOUNCEMENTS/PROCLAMATIONS
1.  City Manager Smyth- Wild Spaces Public Places may be back on the ballot.  Webinar March 4, 2010 on Legislative Session. February 18, 2010 North East Florida League of cities meeting in Green Cove Springs.  Preconstruction meeting Thursday at 11:00AM.  

City Planner Moosbrugger- Evaluation and Appraisal Report meeting next Tuesday at 5:30PM.

Interim City Attorney Harris- In the process of updating code enforcement notices.  There will be a Code Board Meeting on February 23, 2010.  The Flood Insurance Ordinance will be ready soon.

Commissioner Surrency- We had a good Florida League of Cities turnout.  February 16, 2010 will be a Youth Council Meeting at 5:30PM.  Will the Code Board be more active this year?  Interim City Attorney Harris- Yes and please report all violations to the City Clerk.

Commissioner Carter- Informed everyone about the Cancer awareness program.

Vice Mayor Carlton- Would like a copy of the termination agreement with Jimmy Floyd and what we are paying him.
City Manager Smyth- It will be provided and he was not terminated he retired.

Mayor Randall- Census announcement; census workers will not enter your homes and please fill out the census surveys.  Concerned the City of Hawthorne did not receive any stimulus funds.  While all the other surrounding cities received money.

J.  ADJOURN
Moved to adjourn the Regular Commission Meeting
Motion- Commissioner Surrency           Second- Commissioner Carter


Commissioner Carter
Yes
Vice Mayor Carlton
Yes
Commissioner Roberts
Commissioner Surrency
Yes
Mayor Randall
Yes

Vote- 4-0

These minutes of the February 2, 2010 Regular Commission Meeting are submitted for approval.

                                                                                        
Transcribed by:                                 Eleanor Randall, Mayor
Kelly Moosbrugger, City Planner         


                                        
Typed by:
LaKesha H. McGruder, City Clerk