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City Commission Minutes 11-01-2011
MINUTES
CITY COMMISSION MEETING
NOVEMBER 1, 2011
6:30PM

  • CALL TO ORDER- Mayor Surrency
  • Invocation- Commissioner Randall
  • Pledge of Allegiance- Commissioner Roberts
  • APPROVAL OF AGENDA
Moved to approve the agenda
Motion- Commissioner Carlton            Second- Commissioner Randall

Commissioner Carlton
Yes
Commissioner Randall
Yes
Commissioner Roberts
Yes
Vice Mayor Howard
Yes
Mayor Surrency
Yes
Vote- 5-0

  • RECOGNITIONS & GUESTS- None
  • COMMITTEE REPORTS/PRESENTATIONS/PROCLAMATIONS
  • Mr. Dave Cobb FPL External Affairs Manager for North Florida gave informational update on contact numbers and gave update on things FPL is doing to keep cost down to the customers.
  • CITIZEN COMMENTS- None
  • AGENDA ITEMS
  • City Commission Minutes
October 18, 2011 City Commission Meeting
Moved to approve the minutes
Motion- Vice Mayor Howard                       Second- Commissioner Randall

Commissioner Carlton
Yes
Commissioner Randall
Yes
Commissioner Roberts
Yes
Vice Mayor Howard
Yes
Mayor Surrency
Yes
Vote- 5-0


  • Resolution- Road Closing, SE 76th Place
City Manager Vause passed out maps of the area involving the road closing on SE 76th Place.  Recently staff discovered that closing the road on SE 76th Place will affect several property owners.  Therefore, staff is not ready to recommend the closing of the road until she speaks with the other property owners.

City Commissioners & Staff continued the discussion.

City Commission instructed staff to get more information and bring it back to the City Commission.

  • Proposed Railroad Crossing SE 222 Street
City Attorney Harris- She reviewed City files and pursuant to Commissioner Carlton’s direction, has spoken to Coy Donaldson, Jane Seagle and John Martin and no one recalls any such commitment by CSX.  As she understands it, the City is charged $4K per year for railroad maintenance and the storing of rail road ties at SE 74th has been a past code/nuisance issue.  Accordingly, the City should consider making an incentive proposal, such as asking for the maintenance costs to be forgiven for 5 years and the storage of ties cleaned up.

City Commission & Staff continued the discussion.

Moved to authorize the Attorney to speak with CSX regarding reengineering and maintenance of the Railroad Crossing going North & South of SE 221st Street, payment of maintenance cost for the past 3-5 years, cleanup at SE 222 & Cleanup of cross ties of SE 73 Avenue.
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

  • Certificate of Deposit Renewal
City Manager Vause- The recommended rate for a 23 month CD is 0.45% compared to 12 month CD at 0.25%.  This CD is the reserve for the USDA requirement and will not be anticipated to be used before the 233 month renewal date.

Moved to do the higher % at 24 months at 0.45%.
Motion- Vice Mayor Howard                       Second- Commissioner Carlton






Commissioner Carlton
Yes
Commissioner Randall
Yes
Commissioner Roberts
Yes
Vice Mayor Howard
Yes
Mayor Surrency
Yes
Vote- 5-0

  • Waiver of Cutoff Fee
City Manager Vause- A utility customer asked the City waive his cutoff fee.  The customer stated he never missed a payment in 35 years and said he never received a bill.  Staff confirmed we had the correct mailing address and confirmed the bill was printed and delivered to the Post Office.  Currently the City has no policy in place to waive fees.

City Attorney- Want to suggest doing a policy that is fair to all customers with the same complaint.

City Commission instructed staff to provide language and expand the current utility billing policies to allow for management to waive certain fees or charges for special circumstances and bring it back before the City Commission.

  • Hawthorne Fire Station Interlocal Agreement
City Manager Vause- She met and discussed with Alachua County Manager Reid and Fire Chief Bailey the opportunities available for ACFR to return to the City’s Fire Station.  The City has the opportunity to enter into a proposed interlocal agreement with Alachua County.  

The City Manager listed the negotiation of the concepts of this agreement.

City Commissioners, Staff & Citizens discussed this matter.

Moved to advise the City Commission to allow the City Manager to negotiate the agreement about entering into this Interlocal Agreement with Alachua County.
Motion- Commissioner Carlton            Second- Commissioner Randall

Commissioner Carlton
Yes
Commissioner Randall
Yes
Commissioner Roberts
Yes
Vice Mayor Howard
Yes
Mayor Surrency
Yes
Vote- 5-0

  • PUBLIC HEARING
  • SECOND READING
  • City Commissioner’s Salary
City Attorney Harris read the Ordinance by title only.
Moved to approve the Ordinance for City Commissioner’s Salary on 2nd reading.
Motion- Commissioner Randall            Second- Vice Mayor Howard

Commissioner Carlton
Yes
Commissioner Randall
Yes
Commissioner Roberts
Yes
Vice Mayor Howard
Yes
Mayor Surrency
Yes
Vote- 5-0

  • FIRST READING
  • LDR 11-2 Text Amendment to LDR’s to allow for Swing Sign
City Planner Dawson- Staff recommends approval of LDR 11-2 Text Amendment to LDR to allow for Swing Signs.  Right now these signs are prohibited in the City of Hawthorne.  The P&Z Board heard this case and voted 3-0.
Moved to approve LDR 11-2 on 1st Reading.
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

Commissioner Roberts left the meeting at this time.

  • LDR 11-3 Text Amendment to LDR’s for Allowable Projections
City Planner Dawson- Staff recommends approval of LDR 11-3 Text Amendments to LDR’s for Allowable Projections to allow overhangs.  The P&Z Board heard this case and voted 3-0.
Moved to approve LDR 11-3 on 1st Reading.
Motion- Vice Mayor Howard                       Second- Commissioner Carlton

Commissioner Carlton
Yes
Commissioner Randall
Yes
Commissioner Roberts
-
Vice Mayor Howard
Yes
Mayor Surrency
Yes
Vote- 4-0

  • LDR 11-4 Text Amendment to LDR’s to Establish Regulations for Outdoor Storage in Certain Zoning District
City Planner Dawson- Staff recommends approval of LDR 11-4 Text Amendment to LDR’s to establish regulations for Outdoor Storage in Certain Zoning Districts.  The P&Z Board heard this case and voted 3-0.
Moved to approve LDR 11-4 on 1st Reading.
Motion- Commissioner Randall            Second- Commissioner Carlton



Commissioner Carlton
Yes
Commissioner Randall
Yes
Commissioner Roberts
-
Vice Mayor Howard
Yes
Mayor Surrency
Yes
Vote- 4-0

  • DISCUSSION- None
  • CITIZEN COMMENTS
Ms. Vivian Wagner- Birthday Party on November 12 at the 1st Baptist Church from 2-4PM.

Mr. Edward McDonald- Received a letter and want to bring it before the City Commission tonight.  It states the City of Hawthorne is requesting a land zoning change near his property by Plum Creek Timbers.
City Planner Dawson- Land Use Amendment is the LOCCHEC Property and there is a public hearing on November 9 at Putnam County Board Chambers.  Property will go from Agriculture to Conservation Purposes.
City Manager Vause- the City of Hawthorne received a grant to purchase that property and that property will become a public park.

  • REPORTS/ANNOUNCEMENTS/INFORMATION
City Manager Vause- City Hall will be closed on November 11 for Veteran’s day and closed for Thanksgiving on the 24th and 25th.  Gave updates on City Finances, the new software, the Woman’s Club BBQ Luncheon, CDBG Grant, Lift Stations, Staff and Parks & Recreation Department.

City Attorney Harris- None

Commissioner Carlton- None

Commissioner Randall- Reminder November 2 is a snap shot of Alachua County Public Library in Hawthorne and everyone is invited.  November 9 is the UF Community Council Breakfast.  City of Hawthorne has been invited to attend the Stark, Florida Veterans Parade.

Vice Mayor Howard- November 10 Senior Center Thanks Giving Dinner at the American Legion Hall.  February 4, 2012 Seniors are having a Valentines Ball at the American Legion as a fund raiser.  The cost is $10.  Trip to Lake Walberg was a great success.

Mayor Surrency- December 10 is the City of Hawthorne Christmas Parade.

  • ADJOURN
Moved to adjourn
Motion- Commissioner Carlton            Second- Vice Mayor Howard


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