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City Commission Minutes 03-02-2010
MINUTES
REGULAR COMMISSION MEETING
MARCH 2, 2010

A.  CALL TO ORDER
Mayor Randall called the Regular Commission Meeting to order at 6:30PM.  Commissioner Surrency gave the Invocation and Commissioner Carter led the Pledge of Allegiance.

B.  APPROVAL OF AGENDA
Moved to approve the agenda with amendments moving item F8 to section D and making it D6.
Motion- Commissioner Surrency                   Second- Commissioner Carter

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

Vote- 5-0

C.  RECOGNITIONS AND GUESTS
None

D.  COMMITTEE REPORTS/APPOINTMENTS/PRESENTATIONS/PROCLAMATIONS
1.  Proclamation- Developmental Disabilities Awareness Month
Mayor Randall read the proclamation in its entirety.  
Ms. Beatrice Sheppard, a representative of the ARC of Alachua County accepted the proclamation on behalf of ARC.  Ms. Sheppard thanked the City of Hawthorne and the City Commission for recognizing people with disabilities.

2.  Proclamation- National Public Works Week
Mayor Randall read the proclamation in its entirety.

3.  Presentation- Unisom
Mr. Larry Siegel, Unisom Site Development Officer- Has been working with the City Manager and the Interim City Attorney on this issue.  Unisom is the leader in wireless communications and is trying to capitalize on the growing communication industry.  They have found a way to make the cell towers more valuable.  Unisom is offering the City Of Hawthorne $180,300 for the right of their easement.  The revenue brought in would be split 50/50 with the City of Hawthorne.  They are not actually building a tower but they will utilize the tools already present.  Unisom will give the city more time if needed to make a decision.

City Manager Smyth gave a break down of the revenue the City of Hawthorne is now receiving on an annual base from the different towers on city property.

The City Commission continued to ask questions concerning the tower agreement.

4.  Report- Wild Spaces Public Places
City Planner Moosbrugger- This is just an informative presentation on the Wild Spaces Public Places.  No vote is required.  The City of Hawthorne will collect over $140K in revenue.  The City of Hawthorne submitted 3 projects to be improved by the Wild Spaces Public Places funds:  Lindsey Phillips Park, Hawthorne Sports Complex and Hawthorne Gainesville Trail.

City Planner Moosbrugger gave the cost of the completed / approved projects and the projects pending approval at tonight’s meeting.   Also discussed were the future plans for each of the 3 projects.

Commissioner Roberts- Can we get started with the senior center and some safety measures at the down town park with some of these funds?  

City Planner Moosbrugger- yes we can get started.  It is up to the City Commission if we start sooner.  Is applying for two grants to help fund the project at the Lindsey Phillips Park, they are: Land & Water conservation fund, and Florida Boating Improvement program.

Vice Mayor Carlton- Don’t like the idea of removing the high fence from the downtown park because children play in the park and worry about the small kids running into the street.  We must think of the liability issue.

City Manager Smyth- Understand it’s urgent to fix the boating ramp and the fence in the downtown park but by going for the boating grant we can maximize the use of our Wild Spaces Public Places funds as a match for the boating grant to improve the boat ramp.

The City Commission continued to discuss this issue.

5.  Report- 1st Quarter Budget Report
City Manager Smyth- This is a trial balance based on expenditures and revenue for the 1st Quarter.  The budget was not changed.  This is the budget that was presented by the former Interim City Manager and approve by the City Commission.  It was just put in a more readable outline.

Vice Mayor Carlton- the City Commission need a monthly print out that shows where the money is going.  Came down to City Hall and got a print out from the City Manager and it was very helpful.

City Manager Smyth- We have had some problems with our BMS software.  Pat is on the phone daily trying to fix the problem.  The goal is to have a new proposed budget for the City Commission by the end of June.

Vice Mayor Carlton- for us to make an intelligent decision we need the proposed financial budget before we can make a determination on Mr. Smyth’s employment status.

Moved to have the proposed financial budget before us before we make a determination on Mr. Smyth’s employment status.
Motion- Vice Mayor Carlton                      Second- Commissioner Roberts

Discussion:
Commissioner Carter- What does the financial budget have to do with Mr. Smyth’s tenor?

Vice Mayor Carlton- It’s important to the City of Hawthorne to know where the city is headed before a decision is made.

Commissioner Roberts- Agree the city should know where we’re going.  We don’t want to wait until the last minute if the city is headed in the wrong path.


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

Vote- 5-0

6.  Presentation- LOCCHEC
Cathy Cantwell presented a video presentation and gave a background analysis on the Putnam Land Conservancy and explained the minimum requirements they must complete to receive the grant.  Ms. Cantwell also presented a list of structure improvements with the sources of funding and the LOCCHEC budget over an 8 year period.

Commissioner Carter- Don’t like the verbiage written in the plan about the City of Hawthorne performing maintenance of landscaping, weekly security checks, accounting, etc.  We need to re-look at the managerial plans again.  The city staff hands are full and they are already stretched thin.  Think it’s a great idea but is concerned about the City of Hawthorne duties.

Commissioner Roberts- Read in the report the City of Hawthorne may have to pay certain utility cost.  Is that true?

Ms. Cantwell-Yes, the City will own the property.

Commissioner Surrency- This will bring outside money into the City of Hawthorne.  Suggest having the City Manager and City Planner involved in putting together a management plan for the city and come up with a budget for this project

E.  CITIZEN COMMENTS
Larry Tilbury- what plans do we have for the C.M Stepp road that goes into the Hawthorne Recreation Park?  The road is in very bad shape.
City Planner Moosbrugger- Put a proposal on the City Manager’s desk today at 4PM and is not sure if he had time to review it or not.  This road can be fixed if approved by the City Manager.  It did not come before the City Commission because it falls under $1,500.00.

Christy Hutchinson- Received letter from Code Enforcement about unsafe house and the house was torn down in 2004, two months after they received the notice.  Also the road is very bad.  Water has washed out the dirt and the roads now have large holes.  Is asking the city to please grade the road and put dirt in the holes.

F.  CONSENT AGENDA
Moved to approve the consent agenda pulling items 2-7 for discussion.
Motion- Commissioner Surrency                   Second- Commissioner Carter

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

Vote- 5-0

2.  Resolution authorizing the use of wild spaces funding for picnic pavilion project at Hawthorne Recreation Park.

Commissioner Roberts- pulled all 3 to see which ones we can hold and which ones we can go ahead with.

Commissioner Surrency- Thought the consensus on items 2 & 3 from the City Commission was, we would hold off until we get a better handle on the finances.  Holding off reimbursement to the general fund because the items have been paid for.

City Manager Smyth- If we hold off reimbursement to the general fund then that will delay fixing pot holes or sidewalks or other things.  Suggest reimbursing the general fund, back the money since the projects are completed and decide if you want to pursue paving the parking lot at the recreation park.

Vice Mayor Carlton- The recreation park has received enough money.  Agree with the City Manager we need to reimburse the general fund and fix the streets inside the city.

Moved to table items 2 & 3 under the consent agenda until we get the information from staff.
Motion- Commissioner Surrency                   Second- Commissioner Roberts

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

Vote- 5-0

3.  Resolution authorizing the use of Wild Spaces funding for the fencing project at Hawthorne Recreation Park

Item was tabled in previous motion

4.  Resolution authorizing a contract with O’Steen Brothers, Inc. for parking lot paving at Hawthorne Recreation Park.

Commissioner Roberts- Question was previously answered

Motion to approve the paving of two handicap areas at the recreation park
Motion- Commissioner
Motion dies lack of second

Commissioner Carter- thought we were discussing the entire parking lot.

Moved to approve item 4 by approving the paving of two handicap spaces only in the parking lot at the recreation department for funds to come from the wild spaces pubic places.
Motion- Commissioner Surrency                   Second- Commissioner Carter

City Clerk McGruder read the resolution by title only.


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

Vote- 5-0
5.  Resolution authorizing approval to apply for a CRA grant for City Hall.

City Clerk McGruder read the resolution by title only.


Moved to approve the resolution applying for the CRA grant for City Hall
Motion- Commissioner Carter                     Second- Vice Mayor Carlton

No discussion


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

Vote- 5-0

6.  Resolution authorizing the approval to opt into the Alachua County fertilizer code.

City Clerk McGruder read resolution by title only.

Commissioner Roberts- If some of the rules are broken there are penalties.

Moved to approve the resolution to opt into the Alachua County fertilizer code.
Motion- Commissioner Surrency                   Second- Commissioner Carter

No discussion


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

Vote- 5-0

7.  Resolution authorizing the approval to opt into the Alachua County irrigation code.

City Clerk McGruder read the resolution by title only.

Moved to approve the resolution to opt into the Alachua County irrigation code.
Motion- Vice Mayor Carlton                      Second- Commissioner Carter

No discussion


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

Vote- 5-0

9.  Resolution authorizing approval to pursue the green local government certification

City Clerk McGruder read the resolution by title only.

Moved to approve the resolution to pursue the green local government certification.
Motion- Commissioner Surrency                   Second- Vice Mayor Carlton


Discussion:
Commissioner Roberts- fiscal impact is a $500 deposit and a fee to be certified.  Do we have to make this purchase now?

City Planner Moosbrugger- We don’t have to do the entire payment now, only the $500.00.  The resolution was brought before the City Commission in 2007 but staff at the time never moved on it.

Commissioner Surrency- This will allow the City of Hawthorne to lead by example.  It will help us save money in the long term because we will be energy efficient.

Mayor Randall- City Planner answered her questions about the benefits of the City of Hawthorne going green.  It’s been over 3 years since it was passed and never did anything with it.

Commissioner Roberts- Agree we should do it, but not right now.  Have been spending a lot of money.

City Manager Smyth- Wanted to make sure the current City Commission is in support of this before we moved forward with it.


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

Vote- 4-1

City Planner Moosbrugger asked for guidance on item D6.

Moved to have the City Manager and City Planner involved in putting together a management plan for the City of Hawthorne and coming up with a budget for that plan and bring it back at the next meeting or the 1st meeting in April.
Motion- Commissioner Surrency                   Second- Commissioner Roberts


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

Vote- 5-0

G.  PUBLIC HEARING
None

H.  CITIZEN COMMENTS
Janice Brown- Wanted to know how many City Commissioners have visited the LOCCHEC project?
Mayor Randall- Everyone except one.

I. REPORTS/ANNOUCEMENTS/INFORMATION
City Manager Smyth- Tomorrow is the beginning of the meetings of the fire assessment fee.  Will be in a meeting with other City Manager before the meeting about a behind the scenes presentation.  Packets on GSE presentation was in your mail boxes.  He along with the Interim City Attorney will be in a webinar Thursday afternoon at City Hall and everyone is invited to attend.  It’s a webinar on Legislative update.

Interim City Attorney Harris- Received word from FEMA yesterday the proposed regulations prepared was approved and it will come before the City Commission in ordinance format at the next meeting.

Commissioner Roberts-Would like to get a plaque for former Interim City Manager Linda Rice Chapman.  Hope the City Commission will agree to give this to her.  Since Clovis Watson was the one who recommended her he can present the plaque to her.  Community of Lifetime kickoff at the Hawthorne Library. Ran into the City engineer while doing evaluations at the Senior Center and we should expect a report in two weeks.

Moved to purchase and present a plaque to former Interim City Manager Linda Rice Chapman at the next meeting and have Clovis Watson Jr.
present it to her.
Motion- Commissioner Roberts                    Second- Commissioner Carter

No discussion


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

Vote- 5-0

Commissioner Surrency- If the Interim City Attorney would look into the process of having a reenactment at the Hog Fest, and what do we as the City Commission do?  The High School is putting together a committee to hire a new football coach.  Coach Pruitt is headed to Union County.  March 16 @ 5:30PM is the next Youth Council Meeting.

Commissioner Carter- Relay for Life meeting March 8, 2010 at 6:30PM at the First Baptist Church.  Need volunteers and need more teams.  It will be at HHS on May 21-22, 2010 at the track behind the gymnasium.  Where do we stand on the concessions?  
City Manager Smyth- We are allowing it to be used as a fundraiser.  Trying to get the parents to completely finance the concessions.  Will ask the Recreation Director to come in and give an update on the direction the recreation department is going.

Vice Mayor Carlton- Recreation has had no management over it.  The City of Hawthorne must set up accountability to have the recreation department held accountable and how it should be run.

Mike Stallings- Mr. Gilbert Randall can post your announcements in the HARC newspaper.

Mayor Randall- Will each Commissioner notify everyone when their projects have meeting incase other Commissioners and citizens would like to attend.  March 25 at 6:00PM DOT would like to schedule a meeting with the City Commission.  All City Commissioners agreed that day is OK.  Census has over 400 jobs available and they are asking people to apply.

Commissioner Roberts- From now on the Senior Center announcements will be posted.  We now have two secretaries.

J.  ADJOURN
Moved to adjourn
Motion- Vice Mayor Carlton                      Second- Commissioner Roberts

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

Vote- 5-0




These minutes of the March 2, 2010 Regular Commission Meeting is submitted for approval.

                                                                                                

LaKesha H. McGruder, City Clerk         Eleanor Randall, Mayor