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City Commission Minutes 02-01-2011
MINUTES
REGULAR COMMISSION MEETING
FEBRUARY 1, 2011

A.  CALL TO ORDER- Mayor Randall
        1.  Invocation- Mayor Randall
        2.  Pledge of Allegiance- Commissioner Carlton

City Commission Present- Commissioners Carter, Carlton and Roberts, Vice Mayor Surrency and Mayor Randall.  City Staff Present- Interim City Manager Ellen Vause, City Attorney Harris, City Clerk McGruder, City Planner Dawson and Park & Recreation Manager Wynkoop.

B.  APPROVAL OF AGENDA
Moved to approve the agenda with amendments
Motion- Commissioner Roberts            Second- Commissioner Carter

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

Vote- 5-0

C.  RECOGNITIONS & GUESTS
1.  Presentation from seniors
Commissioner Roberts- Some of our Senior Citizens are here tonight to do a presentation.
The seniors presented Interim City Manager Ellen Vause with some flowers to congratulate her for her new position as Interim City Manager.

2.  Senior Center
Mayor Randall- She put this on the agenda to make sure we are all going in the same direction because there are engineering reports on file at City Hall stating the building is contaminated with mold.

Interim City Manager Vause- The City Planner and Parks & Recreation Manager are looking into codes and permits to see if city buildings can be used for public use and this will include contractors working on the buildings, city liability, etc.  We are doing a check list to see what it will take to bring the buildings up to code.
Commissioner Roberts- Two years ago the water and lights were turned on, then we got the engineering report about the mold and everything stopped.  We are trying to move ahead one inch at a time.  Our intent is to keep going but we will follow the guidelines also.

D.  COMMITTEE REPORTS/ PRESENTATIONS/ PROCLAMATIONS
1.  Proclamation- Hazardous Materials Awareness Week
Mayor Randall read a proclamation on Hazardous Materials Awareness Week for February 13-19, 2011.

2.  5 Year Review & Update of Reserve Area & Statement of Services Pursuant to Alachua County Boundary Adjustment Act
City Planner Dawson- This is an informational report.  The Alachua County Boundary Adjustment Act regulates annexation of land by municipalities with in Alachua County.  The Boundary Act requires the City of Hawthorne to review the Reserve Areas every 5 years.  Alachua County wants a statement from the City of Hawthorne if you are interested in additional growth in the reserve areas.

The City Commissioners agreed they would not pursue any annexations at this time.

E.  CITIZEN COMMENTS
Ms. Jennifer Tozzo- There is small signs all over the City of Hawthorne and they are becoming traffic hazards and it looks very tacky.  She is also concerned that we now have an Internet Café and we should not have a gambling business inside the City.

Commissioner Roberts- Asked all the seniors to stand again because some of them came in a little late.

City Planner Dawson- Would likes to respond to the citizen comment.  He did allow a permit to open the internet café.  Currently there is a dispute all over the country they are not regulated by the State of Florida as a gambling facility.  They are a legitimate business that rent computer time.  They don’t award cash winnings.

The discussion continued regarding the Internet Café.

F.  ROUTINE ITEMS
1.  City Commission Minutes
Moved to approve the minutes for:
January 12, 2011        City Commission Workshop
January 18, 2011        Regular Commission Meeting
January 20, 2011        Special Commission Meeting
January 24, 2011        Special Commission Meeting
Motion- Commissioner Roberts            Second- Commissioner Carter

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

Vote- 5-0

2.  Schedule Joint Meeting with Alachua County Commissioners
City Clerk McGruder- This item was brought before the Commission at the last meeting and I was informed to wait until we have an Interim City Manager was in place.
The City Commission agreed June 2, 2011 (Thursday) will be the Joint Meeting with the City & County Commissioners.

3.  Michael Moss Deed of Property
City Attorney Harris- Mr. Moss is interested is giving the City of Hawthorne his property at 22602 SE 73rd Avenue.  If the City is willing to accept this gift we should do a title search on the property and there is a cost associated with this title search.
Moved to do the title search on Michael Moss property.
Motion- Commissioner Carlton            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.  Govind Ghosh Code Lien
City Attorney Harris- The City has a code lien on his property located at 6522 Se 215th Street.  The city’s lien is over $40K for an unsafe building.  Mr. Ghosh is requesting the City terminate or reduce the code lien.

Mr. Ghosh- He purchased this property without knowing a big lien was on the property.  He is asking the City Commission to remove the lien so he can bring the property into compliance.

Mayor Randall- She recommends having Mr. Ghosh contact the State of Florida to see if they are willing to remove or reduce their lien before the city take action because if we remove our lien there will still be another lien from the State of Florida on the property.

Vice Surrency- He suggest contacting the Church to get them to help clean the property if you indeed plan on selling it to them, and may be the Church will be able to have the State remove their lien.

City Attorney Harris- The City will continue to review this issue and it will come back to the City Commission at the next meeting.

5.  Donnie Pearson pay
City Attorney Harris- The City Commission voted to pay Mr. Pearson $10 per day and staff needs direction regarding taxes and insurance.  If Mr. Pearson receives a 1099 he would be considered a contractor if he receives w-2 he would be covered under the city’s insurance policies.

Moved to withdraw the $10/day pay to Donnie Pearson for staff to do further research and decide to do a fund raiser to assist Mr. Pearson.
Motion- Commissioner Carlton            Second- Commissioner Roberts

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

Vote- 5-0

6.  Florida Dept. of Transportation Project Priorities
City Attorney Harris- Each year FDOT request transportation enhancement applications and projects for consideration in the update of the FDOT 5 year program.

City Planner Dawson- Staff is asking the City Commission to advise Alachua County of any changes to the City of Hawthorne top priority projects.  He recommends leaving the list as it is.

City Commission and Staff continued their discussion on this issue.

G.  PUBLIC HEARING
1.  Second Reading- None
2.  First Reading- None

H.  DISCUSSION
1.  Wild Spaces Public Places
Mayor Randall- The issues was added to the agenda because of the WSPP fund issues.  

Interim City Manager Vause- Staff has researched the balance that we should have in the General Fund for the WSPP and the total is $121, 454.  Staff will provide a payment plan to put that money back into the WSPP account.  There is no deadline to spend the money, but the County is asking that we spend it by the year 2012.  Ms. Suzanne Gable will be coming in to discuss all our options.

Vice Mayor Surrency- We should separate bank accounts also for CRA, etc. so this would not happen again.

Commissioner Roberts- Any update on when the audit will be completed?

ICM Vause- She does have a brief report on the audit that she will give during her final reports if that’s ok?

Commissioner Roberts- Great, I will wait.

2.  New Bank Account
ICM Vause- If we have separate bank accounts for special funds we would not have any problems trying to keep the money separate and we will not be in the situation we are in now with the WSPP funds.  
Moved to direct staff to open up a new bank account for special projects.
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

3.  I.T. Technician
4.  Flat Tire for Backhoe
5.  Spending Freeze

ICM Vause- the previous City Manager ordered computer material but it was never put on the computers and we need these items in place so J&S Accounting can finish gathering the information they need for our auditors.  The back hoe tire needs repaired or replaced, and we are currently out of toilet paper and copy paper.  Is asking the City Commission to allow her to spend up to $1K per month and anything over $1K will come before the City Commission.

Commissioner Carter- Considering who our Interim City Manager is we should lift the freeze for $1K per month.

Moved to modify the spending freeze for the Interim City Manager for $1K per month and if it goes over that it comes back before the City Commission.
Motion- Commissioner Carter                     Second- Commissioner Carlton
Discussion- None


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

Vote- 5-0

6.  Waste Pro Contract
Commissioner Carlton- City has lost $90K without collecting a surcharge for garbage.

ICM Vause- Staff has looked into this and she has spoken with Ms. Dana Miller of Waste Pro and the City of Hawthorne charge $17.80 to our customers and Waste Pro charge the City $15.58 per customer, therefore, the City of Hawthorne makes a profit of $2.22 per customer so we are not losing money.

Ms. Dana Miller, Waste Pro- Since Waste Pro have been servicing the City of Hawthorne in 2006 we have only increased our rates once and we have no intentions on increasing fees in the City of Hawthorne this year.

Commissioner Roberts- She did get complaints and contacted Ms. Miller and she quickly responded and took care of the citizens needs.

City Commission, Staff and Ms. Miller continued this discussion.

I.  CITIZEN COMMENTS- None

J.  REPORTS/ ANNOUNCEMENTS/ INFORMATION
1.  Interim City Manager- Thanks to the City Commission for offering her the ICM position.  USDA has not received a response on our audit, and she spoke with Mr. Allan Pruitt and said it may be delayed because of the budget issues.  J&S should be completing their duties so the 2009-2010 audit can be completed.  Will come back to the City Commission with a payment to reimburse the CRA from the General Fund for a total of $15K.  Would like Code Enforcement Officer contract be put on the February 15, 2011 agenda.  FCT rejected the LOCCHEC Management Plan and staff is meeting with Mr. Blunt and PLC on February 21, 2011.  Other items reported on were:  Great American Cleanup, Informal offer of fire truck, CPR Classes at fire station, theft at city buildings, closing of new well construction, doors at new well house, and invoice from Mr. Nelson Lee Vincent for $1200.00.

2.  City Attorney Harris- City Charter Review Commission is scheduled to meet again on February 9, 2011 at 10:00AM.  Next week there will be a site visit with DOT and CSX.

3.  Commissioners
Commissioner Carlton- Thank you to Ms. Vause for an outstanding job she is doing.  She is really keeping the City Commission informed.  Would like the City Commission to get a copy of Mr. Davis old contract as well.

Commissioner Carter- Need to look into getting a more rigid roof for the fire station.

Vice Mayor Surrency- Hope for Hawthorne February 26, 2011 at Shell Elementary basketball courts, there will be free food at noon.  League of Cities is exploring options to get more people involved in the election process.  Baseball alumni day this Friday at the baseball field.  Received an email for an Art Grant for $25K and will pass it to the Interim City Manager and her staff is interested.  Youth Council meeting will be February 15, 2011 at 5:30PM, pizza will be served.

Mayor Randall- Mr. Michael Rutledge scheduled a date with the previous City Manager for CPR classes to be held at the fire station on February 10, 2011 at 10:00AM.  The cost is $10.  Spoke with Alachua County Sheriff office and the City of Hawthorne have a community relations person and she will be at the Hope for Hawthorne.  Thanks to the ICM for the information provided.

K.  ADJOURN
Moved to adjourn the Commission Meeting.
Motion- Vice Mayor Surrency                             Second- Commissioner Carlton

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