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City Commission Minutes 02-15-2011
REGULAR COMMISSION MEETING
FEBRUARY 15, 2011
MINUTES

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

City Commission Present:  Commissioners Roberts, Carlton and Carter, Vice Mayor Surrency and Mayor Randall.  City Staff Present:  Interim City Manager Vause, City Attorney Harris, City Clerk McGruder, and City Planner Dawson.

B.  APPROVAL OF AGENDA
Moved to approve the agenda with amendments.
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

C.  RECOGNITIONS & GUESTS
1.  Ms. Ludie Bonds, Division of Forestry Gainesville District- Summarized the duties that the task force has performed over the past year and the current education programs they will be offering to the citizens of Hawthorne and the surrounding areas.

Commissioner Roberts- What other methods do the Division of Forestry use to notify the public of burn bands and other fire issues?

Ms. Bonds- We try to use several email links, media and radio.  Sometimes the task force has gone door to door.

2.  Heather Surrency- Would like to introduce Dr. Henry Noriega.  I’m trying to get him to bring his business to the City of Hawthorne.

Dr. Noriega- He is from the Miami area and like Heather stated, he wants to bring his doctor business to this area.  Right now they are trying to work out a deal with the realtors.

D.  COMMITTEE REPORTS/PRESENTATIONS/PROCLAMATIONS
1.  P&Z Board
City Planner Dawson- announced at the last meeting that we have a vacancy on the P&Z Board.  We received an application from Ms. Cheryl Elmore.  I’m asking the City Commission to appoint Ms. Elmore if they would like.

Moved to appoint Ms. Cheryl Elmore to the P&Z Board
Motion- Commissioner Roberts            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. Joyce Johnson-Want to change her land from Commercial and Residential.  Spoke with the City Commission before and want to know if a decision was made.

City Planner Dawson- Ms. Johnson property was made Commercial in 1999.  The land use change was done legally.  City not required by statue to individually notify property owners of land use change.  The ad was placed in the paper and public hearing was held and the City Commission approved the change.  Ms. Johnson wants to use the property for what she intended when she brought it which is for a residential single family use.  Now that the property is zoned commercial Ms. Johnson can’t build on her property.

Vice Mayor Surrency- suggest having city staff to contact the property owners adjoining Ms. Johnson’s property to see if they are interested in their land becoming residential.

Staff and City Commission continued this discussion.

City Commission agreed to allow staff to come up with some suggestions regarding Ms. Johnson’s property.

2.  Ms. Vivian Wagner- encourage people to be an organ donor when they die.

F.  ROUTINE ITEMS
1.  City Commission Minutes February 1, 2011
Moved to approve the minutes
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

2.  Code Enforcement Officer Contract
Attorney Harris- Mr. Davis would like to once again be the CEO for the City of Hawthorne.  Donna Mayes was a certified CEO when she was employed here.  Ms. McGruder would not be able to assist with the paper work.  Mr. Davis would be responsible for doing his own paper work.  Staff is requesting the CEO to be up to date with training.

Mayor Randall- Would Mr. Davis be willing to do his own paper work since Ms. McGruder has many other duties she is performing?

Mr. Davis- Don’t have the skills to do the paper work.  Ms. Mayes did all the typing and paper work and mailed out the letters.  

Staff and the City Commission continued this discussion.

Moved to rehire Mr. Davis at $500 per month beginning March 1, 2011.
Motion- Commissioner Carlton            Second- Commissioner Surrency
Discussion- None

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

Vote- 5-0

3.  Mr. Govind Ghosh code lien 6522 SE 215 Street
Attorney Harris- Mr. Ghosh brought a piece of property and wasn’t aware the property had a lien by the City of Hawthorne.  The City Commission directed staff to come up with the cost of the city which is $492.46.  Mr. Ghosh said he could have the property cleaned within 30 days.

Moved to require Mr. Ghosh pay $550.00 and clean the property within 60 days before the lien is removed.
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.  Code Lien 5901 SE 223 Street
Attorney Harris-   U.S Bank owns this property and they are trying to sell this property but wants the city to reduce or remove the lien.

Moved to table until the CEO starts and he reinspect the property.
Motion- Commissioner Roberts            Second- Commissioner Carlton
Discussion- None

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

Vote- 5-0

5.  Alachua County Local Mitigation Plan
City Planner Dawson- the Local Mitigation Strategy must be developed and implemented by local governments to qualify for certain federal grants associated with mitigation of hazards.  The LMS must be updated every 5 years.

Mayor Randall- Remember when the hurricanes hit the City of Hawthorne and we were denied FEMA money because we did not have a LMS plan in place.

Moved to approve the resolution to adopt the Local Mitigation Strategy (LMS)
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

6.  Waste Pro Contract
Interim City Manager Vause- Staff did an inside office audit and discovered for residential we receive 17.5% for handling fees and on the commercial we receive 0% for handling fees.  Staff suggest revisiting our rate structure for garbage services and suggest letting the contract roll over for 2 years until the budget is straighten out.

Mr. Frank Kramer, Waste Pro Regional Manager- When the contract went out to bid the 10% provision was not included in the bid.  We have been in Hawthorne since 2006 and we’ve only increased your rates once.

Moved to stay with Waste Pro for the next 2 years and allow staff to investigate our rate structure.
Motion- Vice Mayor Surrency                     Second- Commissioner Carter
Discussion- None

7.  Re-schedule Joint City /County Meeting
Interim City Manager Vause- June 2, 2011 was no good for the County Commissioners so they need to reschedule.

Moved to cancel the regular meeting for August 16, 2011 and schedule the joint meeting for August 18, 2011 at 6:30PM.
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

8.  Two-Fold Contract
Attorney Harris- This contract was brought back because this revised contract allows Two-Fold to inform the City of Hawthorne of extra cost so the City of Hawthorne can include this in your budget.  Standard charges total $1,159.50 per month and additional work charged as needed or required.

Commissioner Carter- Exhibit B states they will charge $60 per lift station per month and we have 13 lift stations.  This is something we really need to maintain these stations.  Exhibit C, we have 66 fire hydrants at $90 per hydrant per year.  We should hold off on the hydrants until 2012 because Bill said our former fire department did that when they were here.  Exhibit D could be deleted because Bill does that manually.

Moved to enter into the agreement with Two-Fold.
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

9.  Interim City Manager Contract
Attorney Harris- Enclosed is a 2 page employment agreement which Ms. Vause agrees to.  The Interim City Manager will be paid $800 per week without benefits.

Moved to enter into the agreement with Interim City Manager Ellen Vause
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

10.  Improvements on Well House
Interim City Manager Vause- Staff has been working on getting 3 bids for the new roof on the well house.  The projected cost may be between $2500 and $3000 for both the roof and doors.  It is urgent but wanted the direction from the City Commission.  Mittauer also said we need a dedicated phone line there.

Moved to table this until the next meeting.
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

G.  PUBLIC HEARING
1.  SECOND READING- NONE
2.  FIRST READING- NONE

H.  DISCUSSION
1.  Water Bill Adjustment Policy for leaks
Commissioner Carlton- His water bill went up in December and January which he paid.  He asked Brenda for a credit on his bill and she handed his something Ms. Chapman did without City Commission approval.

Interim City Manager Vause- since she spoke with Commissioner Carlton the City Clerk found minutes from a meeting where the City Commission did approve an adjustment policy for leaks.  The previous City Manager did a form that allows customers to get extensions to pay their water bill.

Moved to allow staff to continue with the extensions but to have the Interim City Manager to bring suggestions back to the City Commission for delinquent payments and adjustment policy.
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

I.  CITIZEN COMMENTS- NONE
J.  REPORTS/ANNOUNCEMENTS/INFORMATION
1.  Interim City Manager Vause- Staff has been great to work with.  Gave updates on Niteowl up and running and J&S is gathering information for the auditors, getting bids on fire station repairs from the theft, 301 south lane closed tomorrow, tree fell and damage fence at Nellie Pitzer and we are in the process of getting bids to repair her fence, scrap metal at WWTP, LOCCHEC Project and that will come back before the City Commission, City Clerk need CEU’s, and municode cost will come back to the City Commission.

2.  Attorney Harris- Charter Review Commission proceeding forward next meeting February 24, 2011 at 10AM, and CSX partitioned to have the railroad closed by the animal hospital.  The City is gathering documents to show DOT them of plans the City has for the commercial property in that area.

3.  City Commissioners
Commissioner Carter- None

Commissioner Roberts- Mr. Jeff McMeekin and she met with Mr. Rufus Williams at the senior center.  She gave him a copy of the engineering report and he will be getting back with her.  Nomads are coming to town and they may be able to fix the handicap ramp if the city buy the supplies.

Commissioner Carlton- None

Vice Mayor Surrency- Hope 4 Hawthorne is February 26 at noon-3PM, they will also be bowling at Alley Katz $10 for 2 hours and that includes shoe rental.  Cornelius Ingram is paying for the first 15 people to come.

Mayor Randall- None

K.  ADJOURN
Moved to adjourn the meeting
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


These minutes are submitted for approval.


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