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City Commission Minutes 01-18-2011
JANUARY 18, 2011
REGULAR COMMISSION MEETING
MINUTES

A.  CALL TO ORDER- Mayor Randall
        1.  Invocation- Mayor Randall
        2.  Pledge of Allegiance- Vice Mayor Surrency

City Commission Present:  Mayor Randall, Vice Mayor Surrency and Commissioners Carter, Carlton and Roberts.  Staff Present:  City Attorney Harris, City Clerk McGruder, City Planner Dawson and Parks & Recreation Manager Wynkoop.

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

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

Vote- 5-0

C.  RECOGNITION & GUESTS- None

D.  COMMITTEE REPORTS/PRESENTATIONS/PROCLAMATIONS
1.  Wild Spaces Open Places (WSOP)
Mr. John Martin- Is here tonight to give a brief report on the Wild Spaces Open Places.  The sales tax was reduced from 6.75% to 6.25%.  The revenue must be used towards city parks and recreation or the Hawthorne – Gainesville Trail.  As of September 30, 2010 the City of Hawthorne should have received $128,936 in revenue and has reported spending $27,801.

2.  Youth Council
Vice Mayor Surrency- We’ve had the 1st Youth Council of the 2011 year.  There member is up to 6 students and he will be going to all the churches advocating trying to encourage the youth to get involved.

3.  P&Z Board
City Planner Chris Dawson- the P&Z Board is made up of 5 members.  Currently there are vacancies on the P&Z Board due to recent resignations.  One of the alternates Mr. Charles Strange of Strange Engraving is willing to serve as a permanent member.

Moved to place Mr. Charles Strange from alternate to a permanent member of the P&Z Board.
Motion- Vice Mayor Surrency                     Second- Commissioner Carlton
Discussion- None

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

Vote- 5-0

E.  CITIZEN COMMENTS
1.  Ms. Jennifer Tozzo- Realize the City of Hawthorne now owns the property in front of the Ashley Oakes Subdivision and some of the citizens are asking that the property remain vacant.

2.  Mr. Eddie Lee Martin- He went before the Alachua County Tax Appraisers to purchase the property adjacent to Galilee Baptist Church but found out the City of Hawthorne has a lien on the property.  The Church would like to get the property but it’s too much money.

City Attorney Harris- She spoke with the property owner and he will be on the next agenda to ask the City Commission for a reduction or removal of the lien.

F.  ROUTINE ITEMS
1.  City Commission Minutes
December 28, 2010       Special Commission Meeting
Moved to approve the December 28, 2010
Motion- Commissioner Carlton            Second- Commissioner Roberts
Discussion- None

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

Vote- 5-0

January 4, 2011         Regular Commission Meeting
Moved to approve the January 4, 2011 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

2.  Senior Center & Medical Facility
Commissioner Roberts- Hawthorne Senior Center is meeting at the Hawthorne Library.  An Engineering report was done and the progress was stopped.  Since the City Commission gave its blessings therefore we will move forward.

Mr. Tommy Howard- He is in the process of getting the inmates from the detention center out to get the building cleaned on the inside and outside.

Vice Mayor Surrency- in the Engineering report it said mold was inside the interior walls and ceilings and maybe Reverend Herring could review the report.

3.  Agreement with Florida Fish and Wildlife Conservation Commission to sell fishing and hunting license.
Parks & Recreation Director Wynkoop- City Clerk recommended selling fishing and hunting license.  Each license we sell the City of Hawthorne receives a .50 cents commission.  The City of Hawthorne will need a surety bond which cost $101 per year.

City Clerk McGruder read the Resolution by title only.

City Attorney Harris- She has reviewed the contract and has no objections.

Moved to adopt the Resolution.
Motion- Commissioner Carter                     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

4.  Tree Removal off City Property
City Clerk McGruder- There is a dead tree that threatens to fall on the home of Mr. Andrew Lawton of 22928 SE Hawthorne Road.  We received two bids and the lowest bid was from Mr. Mickey McCord for $400.  Staff needs direction from the City Commission to remove the tree or whatever the City Commission desires.

Moved to adopt the Resolution to remove the tree off City Property on Lot B-6 of the Ashley Oakes Subdivision.
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

5.  Code Enforcement Position
Mayor Randall- Mr. Al Davis is interested in returning back to the City of Hawthorne.  Ms. Donna Mayes was a Certified CEO when she left because the City paid to have her attend classes, but City Clerk McGruder is not certified.  The CEO position was advertised and we have received several other resumes.  Would the City Commission like to reinstate Mr. Davis, or interview other applicants?

Ms. Mary Smyth- Alachua County will do a short term contract with the City of Hawthorne for Code Enforcement.  The former CEO is not certified in code enforcement.  The City Clerk LaKesha McGruder was doing all the code enforcement paper work.  City Clerk McGruder was promised a 6% raise for receiving her CMC Certification and because of the budget problems and Ed losing his job that never happened, so I hope you will consider her getting a raise for all her hard work.

Mr. Al Davis- The information from Ms. Smyth was 2nd hand information she received.  It is true that Donna Mayes was a Certified CEO.  He has 45 years of experience and 12 years of experience with the City of Hawthorne.

Vice Mayor Surrency- We need to get out Interim City Manager on board then our permanent City Manager and revisit this in the future.  Suggest tabling this item until the City Manager position is filled.

Commissioner Roberts- Apologizes to Mr. Davis for how things happened and thank you wanting to come back to the City of Hawthorne.

6.  Renewal of Interlocal Agreement for Repair and Service of Traffic Signals and Beacons
Mr. Mann, City of Gainesville- The agreement is basically the same but the former City Manager want to add only certain City of Hawthorne personnel would have to call and report the repair issues for dispatching a technician.  Also this agreement will include 2 school clocks to be installed at the cost of $500 each.

Moved to approve the Resolution for the renewal of the Interlocal Agreement for repair and service of the traffic signals and beacons.
Motion- Commissioner Carlton            Second- Commissioner Roberts
Discussion- None

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

Vote- 5-0

7.  Waste Pro Contract
Attorney Harris- This is informational purposes only.  The Waste Pro contract will automatically renew for years on June 30, 2011 and we must give notice before February 29, 2011 if we don’t want to renew.

Commissioner Carter- Think the City of Hawthorne is in good hands with WastePro.  Think the City Commission should take no action.

Commissioner Carlton- Was informed by former City Manager Smyth that the City of Hawthorne is losing money from the garbage services.  Should go out to bid because maybe someone will give the City a better rate.

Vice Mayor Surrency- Don’t think it will hurt if we put it out to bid and hopefully others would be interested.  Agree with Commissioner Carlton.

Discussion continued

Moved to instruct the Mayor and Staff to contact WastePro and others to get a cost estimate from other cities.
Motion- Commissioner Roberts            Second- Vice Mayor Surrency

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

Vote- 5-0

8.  Modular & Manufactured Homes
Attorney Harris- There was a resident at the last meeting that spoke on Manufactured and Modular Homes.  The City of Hawthorne cannot outright prohibit the use of Modular and Manufactured homes within the city limits where it is allowed.  The City of Hawthorne can create design standards or onsite installation requirements as long as they are uniformly applied to all homes within that zoning district.  No action is needed this is merely provided for informational purposes only.


9.  Fire Truck
Commissioner Carlton- The City fire truck is sitting in the junk yard down at Sam’s Garage for 3 months and we need to take some action.

City Clerk McGruder- Spoke with Mr. Marcus at Sam’s Garage and no work was done on the fire truck.  There are some electrical problems with the fire truck because the truck will not go into gear.  The city workers had to use the backhoe to pull the fire truck back to the fire station, therefore, it is no longer at Sams’ Garage.

Commissioner Roberts- She had noticed the fire truck was down there for a lengthy time, but is glad the City Clerk had city workers to remove the truck and take it back to the fire station.

G.  PUBLIC HEARING
        1.  SECOND READING

City Clerk McGruder read the Ordinance by title only.

City Planner Dawson- This is an amendment to the City LDR’s.  This ordinance will remove the sign deposit requirements for candidates participating in the local elections.  It was first heard in December.  It went before the P&Z Board last Wednesday and they voted 4-0 for approval.

Moved to approve the Ordinance on 2nd reading.
Motion- Commissioner Carter                     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

H.  DISCUSSION
1.  Interim City Manager Interview Process
Commissioner Roberts- Will we set a salary? And we need to do a contract with a starting and ending date.

Vice Mayor Surrency- Because it is an interim position there should be no benefits and the pay the Interim City Manager on a weekly rate.

Commissioner Carter- Agree Commissioner Roberts, we need to set a salary for the Interim City Manager position.

Moved to set a salary for $800 per week with no benefits for the Interim City Manager position.
Motion- Vice Mayor Surrency                     Second- Commissioner Carter
Discussion
Commissioner Carlton- We need to pay them at least $1K per week for this position.


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

Vote- 5-0

Vice Mayor Surrency- One of the candidate for the Interim City Manager position is no longer his employee.  She is an employee of Florida Septic just as he is.

Commissioner Roberts- We need to determine how candidates to interview at the Special Meeting on Thursday at 6:30PM.

Mayor Randall- All the Commissioners submit a list of 5 to the City Clerk with your highest person you would like to see interviewed first and the City Clerk will rank them as following:
The 1st person on your list will receive 5 points, the 2nd person on your list will 4 points, the 3rd person on your list will receive 3 points, the 4th person on your list will receive 2 points and the 5 person on your list with receive 1 point.  The City Clerk will add up the points and schedule interviews with the 5 applicants that received the highest votes.

The City Commission agreed to this suggestion.

I.  CITIZEN COMMENTS
1.  Sharon Surrency- The City of Hawthorne has a wonderful history and we should put the bad things in the past.  Hawthorne High School graduation rate is up 80% and referrals are down 40%.  The classrooms now have updated technology.  Things are looking up at Hawthorne High School.

J.  REPORTS/ANNOUNCEMENTS/INFORMATION
City Clerk McGruder- Received a phone call from Latoya with the Alachua County Commissioners office and they are ready to schedule our yearly joint meeting.  I need to know if the City Commission would like to schedule a date now or wait until we have our permanent Interim City Manager on board?

The City Commission all agreed we should wait until the Interim or Permanent City Manager is on Board.

There is a broken sprinkler in front of City Hall and Mr. Tim Web who originally put the sprinkler system in said he would fix it for $75 and bill the City later.  What is the City Commission desire?

The City Commission agreed to instruct city staff to fix the broken sprinkler head.
City Attorney Harris-  The Charter Review Committee first meeting is scheduled for next Wednesday January 26 at 10:00AM.

Commissioner Carter- No report

Commissioner Roberts- April 9, 2011 there will be an annual senior fundraiser at Shell Elementary at 11:00AM.  Thank you to the City Clerk and Staff for all you do.

Commissioner Carlton- No report

Vice Mayor Surrency- City of Alachua is hosting the Florida League monthly meeting on January 25 at 7:00PM.  Hope for Hawthorne is February 26, 2011 at 6:00PM at Shell Elementary.

Mayor Randall- Two fires within the City of Hawthorne.  One lady lost everything.  Please keep the families in your prayers.

K.  ADJOURN
Moved to adjourn the meeting
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 are submitted for approval.


                                                                                
LaKesha H. McGruder, CMC                        Eleanor Randall, Mayor
City Clerk