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City Commission Minutes 01-17-2012
CITY COMMISSION
MEETING
JANUARY 17, 2012

  • CALL TO ORDER- Mayor Surrency
  • Invocation- Rev. Eugene Herring
  • Pledge of Allegiance- Vice Mayor Howard
  • APPROVAL OF AGENDA
Moved to approve the agenda with amendments
Motion- Commissioner Carlton            Second- Commissioner Roberts

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
  • New Water Tank Contract- Mr. Tim McDaniel, Utility Service Company
Mr. McDaniel was not present at this time.  The City Commission agreed to come back to this item when and if Mr. McDaniel arrives.
  • Cell Phone Antennas on New Water Tower- Mr. Larry Segal
Mr. Segal was not present at this time.  The City Commission agreed to come back to this item when and if Mr. Segal arrives.

  • CITIZEN COMMENTS
Mr. Jeff Miller- Repaired city fire truck and made an offer on the city vehicle as a trade for the repairs done, but his offer was turned down by the City of Hawthorne City Commission.  Considerably amount of time was done on the fire truck.  The offer for the car is now off the table and is seeking settlement of $1825.

City Attorney Harris- She will consult with the City Manager and determine what we can do to resolve this issue.

Discussion continued between City Commission & Staff.

  • AGENDA ITEMS
  • City Commission Minutes December 6, 2011
Moved to approve the minutes with corrections on Item J.
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

  • Ms. Lanier Water Bill Waiver
City Manager Vause- Ms. Lanier is asking the City to extend the waiver on her utility bill until an auto dialer is purchased and installed at the lift station.

Moved to extend the waiver for one additional billing cycle for all 3 customers and that’s it.
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

  • Bad Debt Collection Agency
City Manager Vause- Staff recommends hiring a Bad Debt Collection Agency to collect any account past due and uncollectable by staff.  Currently when a utility customer moves out and does not leave a forwarding address City staff has no way to recover the debt.  Bad Debt Collection Agencies have the resources not available to staff.

Discussion continued between City Commissioners & Staff.

The City Commissioners instructed staff to gather information and bring it back before the City Commission.

  • Maxwell House Demo
City Manager Vause- The City of Hawthorne deems it in the best interest of the Community to demolish the Maxwell House.  Three bids from local contractors have been obtained: McCroans Land Clearing & Site Prep- $4K,         Tracy Cantley & Company $4475, Mickey McCord $5500.  This expense is not budgeted in FY2011-12.  Codes Enforcement fines of $3650 have been collected to date with the expectation of additional fines for the remaining year may offset the additional expense.

Moved to table this item until staff contact ACFR to see if the sites could be used as a training unit.
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

  • Update on Pavement Management Program
City Manager Vause- As presented previously by Alachua County Public Works, Alachua County is proposing a 1 cent sales tax for a county wide Pavement Management Program.  ACPW has asked the City to list and prioritize the streets within the City limits that the program would benefit from.  The list is before you tonight. (See Attachment to Original Minutes)

Moved to accept this list as a preliminary plan to present to Alachua County.
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

  • City Manager Fidelity Bond
City Attorney Harris- In June 2011 the electors of the City of Hawthorne approved an amendment to Section 3.05 of the City Charter mandating the City Commission provide by Ordinance for the City Manager to furnish a fidelity bond.

City Attorney Harris read the Ordinance by title only.

Moved to allow the City Manager to furnish a fidelity bond to be approved by the City Commission in such amount as the Commission may fix.
Motion- Commissioner Carlton            Second- Commissioner Roberts

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

  • City Commission Meeting Schedule Change
City Manager Vause- At the previous Commission meeting discussion on changing the Commission meetings to one per month was pursued.  The Commission directed staff to revisit the issue after the holidays.  The City Charter requires that there be at least one meeting per month.  
Discussion continued between City Commission & Staff
Moved to go to one meeting per month and move meetings to the 3rd Tuesday of the month beginning in March 2012.
Motion- Vice Mayor Howard                       Second- Commissioner Roberts

Commissioner Carlton
No
Commissioner Randall
Yes
Commissioner Roberts
Yes
Vice Mayor Howard
Yes
Mayor Surrency
No
Vote- 3-2

  • Appointment of Member & Alternate to P&Z Board
City Planner Dawson- the City of Hawthorne P&Z Board is required to have 5 full members and 2 alternates.  Staff has received 2 applications for the board.  Ms. Susie Reeves is an owner of Affordable Auto Sales of Hawthorne; her business is located inside the City limits and therefore is eligible for appointment to the Board.  Mr. Tim Webb is the owner of Select Scape Landscaping, a business in the City of Hawthorne and is therefore eligible for appointment to the Board.

Moved to appoint Mr. Tim Webb to the P&Z Board.
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

Moved to appoint Ms. Susie Reeves as an Alternate to the P&Z Board
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

  • Emergency Electrical Repairs
City Manager Vause- During the upgrades on electrical service for the Fire Marshalls the electricians has encountered dangerous wiring.  Complete new wiring from the breaker box to the dias, auditorium and front office is needed.  The condition of the wiring leaves no other option.  We currently cannot depend on the old wiring to service City Hall.  The electricians are warning about potential fire hazards and potential harm to staff and equipment.

Discussion continued between City Commission & Staff.
Moved to direct staff to proceed with new electrical upgrade to bypass all old wiring for $4880.
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

Since our guest did not arrive moved to table items D1 & D2.
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

  • PUBLIC HEARING
  • SECOND READING- None
  • FIRST READING-None
  • DISCUSSION
None

  • CITIZEN COMMENTS
Ms. Vivian Wagner- Inviting everyone for coffee this Thursday @ 10AM at her home to discuss city topics or whatever.

Dr. Noriega- Owner of the Twin lakes Clinic that is coming to Hawthorne.  He is in the process of getting bids to remodel the Old Country Store into a clinic and also looking into building a restaurant on sight as well.

  • REPORTS/ANNOUNCEMENTS/INFORMATION
City Manager Vause- gave an update on the new Water & Sewer rates, Alachua County Sheriff Dept, the Chamber Christmas Parade, Hawthorne Historical Society, Public Works Department, the Fire Hydrant, and Lift Stations.

City Attorney Harris- gave an update on the Tax Accessor & Property Appraisers Office issues.

Commissioner Roberts- Life Enrichment Center 3rd Annual Benefit Luncheon March 10.  Tickets are $10.  Went on a trip to Gainesville Senior Center and had a great experience.

Commissioner Randall- None
Vice Mayor Howard- None

Commissioner Carlton- None

Mayor Surrency- Red & White Ball February 11, 2012 at the American Legion.  Couples $15 and Singles $10.  Baseball/Softball signups this Saturday 11AM-3PM at the Recreation Complex.  Car Show this past Saturday had a great turn out.

  • ADJOURN
Moved to adjourn the City Commission Meeting
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


These minutes are submitted for approval.


                                                                                                
LaKesha H. McGruder, CMC                        Matthew Surrency, Mayor