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City Commission Minutes 07-05-2011
MINUTES
REGULAR COMMISSION MEETING
JULY 5, 2011

A.  CALL TO ORDER- Mayor Surrency
1.  Invocation- Reverend Eugene Herring
2.  Pledge of Allegiance- Commissioner Roberts

B.  APPROVAL OF AGENDA
Moved to approve with amendments
Motion- Commissioner Roberts            Second- Vice Mayor Howard

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

Vote- 5-0

C.  RECOGNITIONS & GUESTS- (None)

D.  COMMITTEE REPORTS/PRESENTATIONS/PROCLAMATIONS- (None)

E.  CITIZEN COMMENTS- (None)

F.  ROUTINE ITEMS
1.  City Commission Minutes June 21, 2011
Moved to approve the minutes as written
Motion- Commissioner Roberts            Second- Commissioner Carlton

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

Vote- 5-0




2.  Certified 2011 Non-Exempt Value
ICM Vause- Before you is the certified taxable value for the City of Hawthorne for 2011 in the amount of $45,845,025 which is a decrease from 2010.  This is just for informational purposes only.

3.  Lift Station #1
ICM Vause- Lift Station #1 went down again.  The station is working on a borrowed pump from GRU.  A relay switch tripped and caused a sewer over flow.  The spill was limed, a notice of the spill was placed at the location and the Health Department was notified.

Ms. Marlene Lanier (7129 SE 216 Terrace) - This is a major problem and the City Commission need to address this issue immediately because the smell is horrible and embarrassing.

ICM Vause- Staff is willing to research other options to notify staff when the lift station stops working or whatever direction the City Commission wants staff to pursue.

(This item was voted on under item H. Discussion)

G.  PUBLIC HEARING
1.  SECOND READING
City Attorney Harris read the Ordinance by title only on the 2nd reading.
City Attorney Harris- the City Commission agreed to decrease your own salary by 10% because of the financial situation of the City.

Moved to adopt the ordinance amending section 2-31 and amend the salary for the Mayor to be $450, Vice Mayor $ 405, and the Commissioners $360 per month.
Motion- Commissioner Roberts            Second- Commissioner Randall

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

Vote- 5-0

2.  FIRST READING- (None)

2A. OPENING OF PUBLIC HEARING (CDBG)

3.    Choose Grant Writer & Grant Administrator for CDBG
ICM Vause- We received 3 bids for Grant Writing & Grant Administration Services for the CDBG.  Fred Fox Enterprise Grant Writing 290/300 & Grant Administration 292/300; Jordan and Associates Grant Writing 261/300 & Grant Administration 254/300; Guardian CRM Grant Writing 265/300 & Grant Administration 270/300.

Moved to award Fred Fox Enterprise the 2011 CDBG Grant Writing & Grant Administration for the City of Hawthorne.
Motion- Vice Mayor Howard                       Second- Commissioner Roberts

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

Vote- 5-0

4.  Prioritize activities for CDBG Application
ICM Vause- City Commission must prioritize the process and activities to include in the CDBG application.  Staff recommends the expansion and rehabilitation of the City’s WWTP.

Mr. Fred Fox summarized the 4 categories of the CDBG grant funding:  Neighborhood Revitalization, Community Revitalization, Housing Rehabilitation, and Economic Development.

Mayor Surrency- asked the citizens present if they had any suggestions on what the City should use the CDBG grant money used for.

Ms. Memree Stuart- use it to fix up the fire station, and to fix up the streets to revitalize stores to keep the town from looking deserted.

Ms. Beatrice Sheppard- use it to build a Senior Center Building.

Moved to use the CDBG Neighborhood Revitalization for the sewer plant revitalization and lift station to be the priority projects.
Motion- Commissioner Randall            Second- Commissioner Carlton

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

Vote- 5-0

5.  CDBG Citizen participation plan
Moved to adopt the citizen participation plan
Motion- Commissioner Randall            Second- Commissioner Carlton

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

Vote- 5-0

6.  CDBG Complaint & Grievance Procedures
Moved to adopt the CDBG Complaint & Grievance Procedure.
Motion- Commissioner Randall            Second- Commissioner Roberts

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

Vote- 5-0

7.  CDBG Anti-Displacement & Relocation Policy
Moved to adopt the resolution on Anti-Displacement & Relocation Policy
Motion- Commissioner Roberts            Second- Commissioner Randall

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

Vote- 5-0

8.  CDBG Purchasing Policy including the Minority Business Enterprise policy
Moved to adopt the City of Hawthorne CDBG Purchasing Policy including the Minority Business Enterprise Policy.
Motion- Vice Mayor Howard                       Second- Commissioner Roberts

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

Vote- 5-0

9.  CDBG Resolution adopting a policy relating to the employment of small & minority businesses for use and adopting a policy relating to the employment of minorities by Hawthorne.
Moved to adopt the CDBG resolution adopting a policy of employment of small & minority business for use administering CDBG, adopting a policy relating to the employment of minorities.
Motion- Commissioner Roberts            Second- Commissioner Carlton



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

Vote- 5-0

H.  DISCUSSION
Mayor Surrency- Suggested allowing Vice Mayor Howard to chair the CRA meetings to get him more experience.
City Attorney Harris- That is a question for the CRA Board since that board will be the one affected by that decision.

ICM Vause- can consider waiving the water and sewer bill for Ms. Lanier, Mr. Arnold and Ms. Dykes for 6 months and anything over the minimum the customer is responsible for paying.

Moved to accept ICM suggestion to lower the water and sewer only for the 3 residents affected by lift station #1 until December 31, 2011.
Motion- Commissioner Roberts            Second- Commissioner Carlton

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

Vote- 5-0

I.  CITIZEN COMMENTS
Ms. Vivian Wagner- SE 69th Avenue is cracking up because of the big log trucks that travel that street.  Is it any way we can make them use HWY 20?
ICM Vause- will notify the county of the cracks forming on that road.

Ms. Beatrice Sheppard- Lives on SE 226 way which is on a dead end street.  The drainage ditch backs up when it rains and her and her neighbor’s property floods.
ICM Vause- Will get with the Public Works Director and take a look at what we can do.

Ms. Jennifer Tozzo- Deputy was killed on July 3 in high speed chase.  Thank you to the city workers for moving the brush from the Campen old property.

J. REPORTS/ANNOUNCEMENTS/INFORMATION
1.  ICM Vause- Gave updates on Staff, City Finances, General Business, and Other Lift Stations that have pumps down and the Rate Study.
2. City Attorney Harris- Will have an update on the LOCCHEC final closing.
3.  Commissioner Randall- Had a good time at the Hawthorne Homecoming.  Thanks to Waste Pro for participating.
4.  Commissioner Roberts- Hope we can move forward with the Senior Center Building.
5.  Commissioner Carlton- None
6.  Vice Mayor Howard- Homecoming was a grand festival.  Alachua County did a fantastic job.  Didn’t hear of any fighting and it was very well attended.
7.  Mayor Surrency- Did a fundraiser selling fireworks in Ocala and met a man that attended the Hawthorne Homecoming and said he had a good time.

K.  ADJOURN
Moved to adjourn
Motion- Commissioner Roberts            Second- Commissioner Randall

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

Vote- 5-0

These minutes are submitted for approval.


                                                                                        
LaKesha H. McGruder, CMC                        Matthew Surrency, Mayor
City Clerk