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City Commission Minutes 07-20-2010
COMMISSION MEETING
JULY 20, 2010
6:30PM

A.  CALL TO ORDER
Mayor Randall called the meeting to order at 6:30PM.
1.  Invocation- Mayor Randall
2.  Pledge of Allegiance- Commissioner Carlton

B.  APPROVAL OF AGENDA
Moved to approve to the agenda with amendments
Motion- Commissioner Roberts                    Second- Vice Mayor Surrency
Discussion- None

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

Vote- 5-0

B1. Boil Water Notice
John Cywinski, Parks & Recreation Director- announced the City of Hawthorne will be under a boil water notice beginning July 21, 2010 at 5:00AM due to the fact that the new water tower is being put on line.  The notice is in effect until we receive testing results from the State of Florida.

City Commissioners, Staff and the Citizens of Hawthorne continued this discussion.

C.  RECOGNITIONS & GUESTS
1.  April Griffin- Candidate for Alachua County School Board District 1- Her last teaching job was at HHS.  Became a stay at home mom to raise her 3 sons.  Believe the School Board should have a parent’s voice on the Board.  Asking for the citizens of Hawthorne support.

2.  Erwin Pridgett- JC Chapter starting in the City of Hawthorne.  They offer Leadership Training for ages 18-40.  They also encourage active citizenship and she is asking the City of Hawthorne Commission to support the Chapter.

D.  COMMITTEE REPORTS/PRESENTATIONS/PROCLAMATIONS
1.  Audit Report
Mark Schnoll & Cecilia Burst of the Sexton & Schnoll CPA gave their unqualified opinion and summarized the FY 2008-2009 Audit Report and answered questions from the City Commission concerning the Audit Report.

2.  FDOT & CSX
Jan Bordelon and Katie Chimelewski from FDOT & CSX- Proposed the closing of a railroad crossing inside the City of Hawthorne at SE 222nd Street.  Beginning on June 22, 2010 did they did a sight visit to insure safety mechanism which determined this sight has the potential of being a dangerous sight.  Is offering the City of Hawthorne $15K to close the crossing at SE 222nd Street.

Vice Mayor Surrency- The trains on that track is usually going 5 mph.  It is mainly used for Georgia Pacific deliveries.  It is a business corridor for the City of Hawthorne.

Commissioner Carlton- Agree with Vice Mayor Surrency.  Closing that crossing may stop new growth from coming into the City of Hawthorne.

Commissioner Roberts- Would like to look into it further but right now she concurs with Vice Mayor Surrency and Commissioner Carlton.

Dr. Shane Henry- No reason the crossing should be closed.  Owns a business near the crossing and is very upset they are considering this.

The City Commission, Staff, and Citizens continued this discussion.

E.  CITIZEN COMMENTS
None

F.  CONSENT AGENDA
Moved to approve the Consent Agenda pulling items 2-5.
Motion- Commissioner Roberts                    Second- Commissioner Carter
Discussion- None

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

Vote- 5-0

F2.  Resolution authorizing engagement for auditing services for year ending September 30, 2010.

Vice Mayor Surrency- What did we pay for the previous year audit?

Mark Schnoll- Previous year was $18K and is proposing $19K for the upcoming Audit for this FY.
Moved to approve the Resolution authorizing engagement for auditing services for year ending September 30, 2010.
Motion- Vice Mayor Surrency                             Second- Commissioner Carter
Discussion- None

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

Vote- 5-0

F3.  Resolution authorizing an agreement to audit the City’s telephone bills and negotiate changes to the City’s account.

Vice Mayor Surrency- Want the public to know this is no cost to the City of Hawthorne for this service.  The service is paid through a percentage of the savings we would receive during the contract period.

Moved to abate this item until the next Commission Meeting so we can review the contract.
Motion- Commissioner Carter                             Second- Commissioner Carlton

Discussion:
Dr. Shane Henry- was scammed and told he would not have a cost then received a bill, so encourages the City Commission to be careful.


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

Vote- 5-0

F4.  Resolution approving change order #1 Caldwell Tanks, Inc to remove the tank shrouding and including additive alternate #1 emergency generator.

Commissioner Carlton- Did we agree on this change?

City Manager Smyth- Yes

Commissioner Carlton- The emergency generator, are we getting it?

City Manager Smyth- Yes

Commissioner Carlton- There is no pump on the new well is one forth coming?
City Manager Smyth- Yes

Moved to approve Resolution approving change order #1 Caldwell Tanks, Inc to remove the tank shrouding and including additive alternate #1 emergency generator.
Discussion- None

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

Vote- 5-0

F5.  Resolution accepting the proposal for engineering services to design required Storm water Retention and Collection at the City’s unnamed athletic park.

Commissioner Carlton- What is the cost and why we need this?

City Manager Smyth- The cost is $21,850 and St. Johns will not issue the permit without storm drains.

Moved to approve the Resolution accepting the proposal for engineering services to design required Storm water Retention and Collection at the City’s unnamed athletic park.
Motion- Commissioner Carlton                            Second- Commissioner Roberts

Discussion:

Chris Dawson- Just for information purposes this does require review from the City’s Planning Department.


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

Vote- 5-0

Moved to place all Resolutions on the Regular Agenda
Motion- Commissioner Roberts                    Second- Commissioner Carlton

The City Commission and Staff discussed this motion.





Commissioner Carter
No
Commissioner Carlton
Yes
Commissioner Roberts
Yes
Vice Mayor Surrency
Yes
Mayor Randall
Yes

Vote- 4-1

G.  PUBLIC HEARING
SECOND READING
1.  An Ordinance approving LDR 10-1 Lubben Small Rezoning from Alachua County Agriculture to City of Hawthorne Commercial Intensive Warehousing.

Chris Dawson, City Planner-Apologize for not having this on the previous agenda.  This is a request for a rezoning of 10 acres or less of land from Agriculture to Commercial Intensive Warehousing.  The property is currently vacant.

City Clerk McGruder read the Ordinance by title only.

Moved to approve the Ordinance LDR 10-1 Lubben Small Rezoning from Agriculture to Commercial Intensive Warehousing.
Motion- Commissioner Roberts                    Second- Vice Mayor Surrency
Discussion- None

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

Vote- 5-0

FIRST READING- None

H.  DISCUSSION
1.  Interim city Attorney Contract
Commissioner Carter- Asked this to come before the City Commission because we need to make a decision.  The Interim City Attorney signed a contract in May 2009.  Have served the City Commission honorably and respectfully.  She is honest and he would like to make her our full time attorney.

Moved to ask the Mayor to negotiate a new contract with our current attorney.
Motion- Commissioner Carter                             Second- Vice Mayor Surrency

Discussion:
Commissioner Roberts- Need to go through the proper process and advertise for this position.

Commissioner Carlton- Agree with Commissioner Roberts.

Vice Mayor Surrency- Think Ms. Harris has been cordial and has always been available at any time when he’s contacted her.  Do think it should come before the City Commission.

Commissioner Carter- Is asking the Mayor to negotiate a new contract if the City Commission don’t agree with the contract then we advertise and seek elsewhere.

ICA Harris- You are not required to bid for the position but you are within your rights to do so.

Discussion was continued.


Commissioner Carter
Yes
Commissioner Carlton
No
Commissioner Roberts
No
Vice Mayor Surrency
Yes
Mayor Randall
Yes

Vote- 3-2

I.  CITIZEN COMMENTS
Memory Stewart- Just received word about the boil water notice.  There is about 400 people a day that come in the library and this is a late notice to the citizens and the businesses.

City Manager Smyth- We was just notified this morning and we had to wait on the Health Department to release the statement so we can make the flyers to distribute to over 650 people that is on City Water.

J.  REPORTS/ANNOUNCEMENT/INFORMATION
1.  City Manager Smyth- Budget Workshop July 27-29, 2010 @ 6PM and a Special Meeting on July 30, 2010 6PM.

2.  ICA Harris- None

3.  Commissioner Roberts- Senior Citizen Program movie night July 23, 2010 at 2PM.

4.  Commissioner Carlton- Saw an article in the Alachua Today where the City of Alachua get a monthly financial statement and we should look into doing this instead of on a quarterly basis.

5.  Commissioner Carter- Vivian Wagner and Bill Cuthbert was in a vehicle accident Friday afternoon.  Glad both of them are ok.

6.  Vice Mayor Surrency- C.I. foundation camp this Saturday at HHS Stadium from 8:00AM-Noon.  City cleanup August 14, 2010 at 8:00AM- until you get tired.
7.  Mayor Randall- Glad Ms. Wagner & Mr. Cuthbert was not serious injured.  Still Estate cleanup meeting August 7, 2010.  Contacted Larry McDaniel to ask work release to come out and assist with the cleanup on August 14.

K. ADJOURN
Moved to adjourn at 8:45PM
Motion- Commissioner Carlton                            Second- Commissioner Carter

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

Vote- 5-0

These minutes of the July 21, 2010 Regular Commission Meeting are submitted for approval.

                                                                                                
LaKesha H. Mcgruder, City Clerk                 Eleanor Randall, Mayor