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City Commission Minutes 03-15-2011
MINUTES
REGULAR COMMISSION MEETING
MARCH 15, 2011

A.  CALL TO ORDER- Mayor Randall

City Commission Present: Mayor Randall, Vice Mayor Surrency, and Commissioners Roberts, Carlton and Carter.

City Staff Present:  ICM Vause, City Attorney Harris, City Clerk McGruder, Park & Recreation Manager Wynkoop, and City Planner Dawson

B.  APPROVAL OF AGENDA
Moved to approve the agenda
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
Ms. Dana Miller, Waste Pro- Waste Pro will be assisting the City of Hawthorne with the Great American Cleanup.

D.  COMMITTEE REPORTS/PRESENTATIONS/PROCLAMATIONS
1.  Presentation-Alachua County Sheriff Office – Capt. Lori Stropher & Guests
Capt. Stopher- Gave a presentation on Hawthorne Community Survey to better understand Hawthorne from the resident’s point of view.  To identify Hawthorne strengths and areas for improvement.

2.  Presentation – Hawthorne Publication – Ms. Jacqui Hutchinson
Ms. Hutchinson- Thinks the City of Hawthorne will benefit from its own newspaper.  This newspaper will publish positive things going on for the City of Hawthorne.

E.  CITIZEN COMMENTS- None



F.  ROUTIN ITEMS
1.  City Commission Minutes - March 1, 2011 City Commission Meeting
Moved to approve the March 1, 2011 minutes 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

2.  Hawthorne Youth Sports Contract (HYS)
Parks & Recreation Manager Wynkoop- The Park & Recreation Board voted to approve this contract between the City of Hawthorne and HYS.  There is no additional cost to the City.  HYS will pay for utility costs over the average minimum cost at the Athletic Park.

Moved to approve the contract between HYS and the City of Hawthorne
Motion- Commissioner Carter                     Second-Vice Mayor Surrency
Discussion- Citizens & Commissioners asked questions

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

Vote- 5-0

3.  St. Johns River Water Management District (SJRWMD) Participation Agreement
Parks & Recreation Manager Wynkoop- The Park & Recreation Board voted to approve this contract between the City of Hawthorne and SJRWMD.  This agreement will provide for the SJRWMD to transfer funds to the City for the closing cost for the sum of $45K will cover the associated closing cost for the FCT Grant.

Moved to approve the agreement with SJRWMD
Motion- Vice Mayor Surrency                     Second- Commissioner Carlton

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

Vote- 4-1




4.  Code Enforcement Officer Contract
Moved to approve the CEO Contract
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

5.  Municode
ICM Vause- Was informed by Municode that the cost is still $2200.00 to place our Ordinances on Municode Website.  Municode did give us two other options which is cost efficient.  N.O.W and OrdLink.

Commissioner Roberts- Suggest waiting until the budget is complete before we make any decisions to spend more money.

Moved to table this item until the budget is complete.
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

6.  Insurance Premium Mr. Ed Smyth
ICM Vause- Under the recent agreement the City was responsible for Mr. Smyth’s health insurance and Mr. Smyth was responsible for his wife health insurance.  Staff thought Mr. Smyth was being billed directly for his health insurance after his employment ended with the City of Hawthorne.  Mr. Smyth has offered to pay the City back in monthly payments.

City Staff & Commissioners discussed different options on Mr. Smyth’s repayment plan.

Moved to send a response back to Mr. Smyth stating the amount of $2,232.92 is due Friday, April 1, 2011 and after that interest will accrue.
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

G.  PUBLIC HEARING
1.  SECOND READING- None
2.  FIRST READING
A.  Evaluation & Appraisal Report (EAR) Adoption Hearing
City Planner Dawson- The State of Florida Growth Management Act requires each local government to adopt an EAR on its Comprehensive Plan once every seven years.  This EAR, therefore, evaluates the effectiveness of the City of Hawthorne Comprehensive Plan from 1991 through the present, a period of approximately 19 years.

Moved to approve the resolution and have a workshop on the actual planning.
Motion- Vice Mayor Surrency                     Second- Commissioner Carter

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

Vote- 4-1

B.  LDR 10-4 Manufactured Bldg Text Amendment 1st Reading
City Planner Dawson- The amendment will remove any confusion regarding the allowance for Department of Community Affairs certified manufactured buildings.  While reviewing applications for building permits within the City of Hawthorne, Staff has discovered the City’s LDRs do not allow for the placement of Department of Community Affairs certified manufactured buildings within the RSF-1, -2, or -3 zoning districts.

Moved to approve the Ordinance on LDR 10-4 on 1st reading with changes having staff look into pitches of roofs & maximum height requirements.
Motion- Vice Mayor Surrency                     Second- Commissioner Roberts

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

Vote- 5-0



H.  DISCUSSION
1.  Villages of Hawthorne
City Planner Dawson- On December 1, 2009 the City Commission approved the Villages of Hawthorne PUD and granted a one year extension on November 19, 2010.  The applicant would like to file an application for amendments of the PUD and Preliminary Development Plan to modify the boundaries and some of the internal configuration of uses.  The applicant has requested that the City grant a fee reduction to $2100 as most of the review for the PUD has already been accomplished.

Moved to reduce fees from $3K to $2100 for the Villages of Hawthorne.
Motion- Vice Mayor Surrency                     Second- Commissioner Carter

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

Vote- 5-0

2.  US Postal Service Public Meeting March 24, 2100 @ 6PM
ICM Vause- This is an informational item.  The US Postal Service has asked to use City Hall on March 24, 2011 to discuss USPS closing small community post offices.

3.  Public Health Bldg (Senior Center) Workshop March 22, 2011 @ 3PM
ICM Vause- This is an informational item.  A workshop has been advertised for March 22, 2011 @ 3PM to discuss the Public Health Bldg/Senior Center.

4.  Great American Cleanup April 2, 2011
ICM Vause- This is an informational item.  The City of Hawthorne Great American cleanup is scheduled for April 2, 2011.  Head quarters will be at the Hawthorne Fire Station and we are looking for volunteers.

I.  CITIZEN COMMENTS- None

J.  REPORTS/ANNOUNCEMENTS/INFORMATION
ICM Vause- gave update of staff vacation, Wild Spaces Public Places, Auditors beginning March 16, continued work on the budget, March 27, 2011 Florida Bike Week, Well House Roof, Fire House Roof, Disk at WWTP, Clutch for Bush Hog, Fire Truck, WWTP Expansion with DEP Grant money, and FDOT & PLC/LOCHECC discussion about SR20 four lane.

City Attorney Harris- Charter Review completed their recommendations.  It will come before the City Commission at the 2nd meeting in April.

Commissioner Roberts- Thanks for all the phone calls when she was sick.  Thanks to the Mayor and Commissioners for holding off with the decision making on the Senior Center.  Hats off to the Charter Review Commission they did a great job and it was a pleasure to serve with them.

Commissioner Carlton- Need to number and tag all the city equipment and do a complete inventory.

Commissioner Carter- Had a 6 day vacation in Tennessee and Kentucky.

Vice Mayor Surrency- Please keep Mr. Larry Tilbury daughter and son-n-law in Japan in your prayers.

Commissioner Randall- Mr. Bill Brown has a 500 acre field of greens.  Volunteers are welcome to pick and take as much as possible.  Thanks to the Charter Review Commission.

K.  ADJOURN
Moved to adjourn the Regular Commission Meeting @ 9:45PM.
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

These minutes are submitted for approval.


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