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City Commission Minutes 03-16-2010
CITY OF HAWTHORNE

COMMISSIONERS:                                  CITY MANAGER:                     INTERIM CITY ATTORNEY:
Eleanor Randall, Mayor                         Edward F. Smyth Jr.                                         Audrie Harris
William Carlton, Vice Mayor                            CITY CLERK:
DeLoris Roberts                              LaKesha H. McGruder
Harry Carter
Matthew Surrency
REGULAR COMMISSION MEETING
MARCH 16, 2010
6:30PM

A.  CALL TO ORDER
Mayor Randall called the Commission Meeting to order at 6:30PM.
  • Invocation- Commissioner Roberts
  • Pledge of Allegiance- Commissioner Carter
B.  APPROVAL OF AGENDA
Moved to amend agenda and add Mr. Brad Brinkey, representative for Mr. Ward Scott to Item D.
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

C.  RECOGNITIONS & GUESTS
None

D.  COMMITTEE REPORTS/APPOINTMENTS/PRESENTATIONS/PROCLAMATIONS
1.  Linda Rice Chapman- Mayor Randall presented a plaque to Ms. Chapman recognizing her efforts and hard work for the City of Hawthorne.  
Ms. Chapman thanked Mr. Watson for his advice and resources.  She also thanked the past and present City Commission and the Citizens of Hawthorne.

2.  Mr. Brad Brinkey- Representative for Mr. Ward Scott read a letter from Mr. Scott about Ms. Linda Rice Chapman.

Commissioner Roberts- Gave thanks to Mr. Watson for his time and Ms. Chapman for her work done.  Commissioner Roberts also cited various accomplishments throughout the 6 ½ months Ms. Chapman served as the Interim City Manager.
Commissioner Surrency- Gave thanks to Ms. Chapman for her guidance and appreciates her hard work.
Vivian Wagner- Gave thanks to Ms. Chapman and stated the citizens think the world of her.
Vice Mayor Carlton- Ms. Chapman is smart, pleasurable and very much appreciated.

E.  CITIZEN COMMENTS
Vivian Wagner- Why did you cut down the tree beside City Hall?
City Manager Smyth- Because it was damaging the roof.
Ms. Wagner- Why didn’t city staff remove it?
City Manager Smyth- Because we don’t have the expertise and tools to do it.

Reverend Drew Standridge- Let us have the road we are trying to build a life center.

Memory Stewart- Saturday is the celebration of the 90th year for women’s rights to vote.  Commissioner Roberts will speak at 2:00PM.  Will also be celebrating women in the professions.

Larry Tilbury- At the last meeting he voiced a concern about the road to the recreation park.  Noticed material there at road but the recent rain seem to cause problems because the material sticks.
City Manager Smyth- Filled the potholes but the contractor placed material in the wrong spot.  The stuff will be scraped off.

F.  CONSENT AGENDA
Moved to approve the consent agenda and pull items 4 & 5.
Motion- Commissioner Roberts    Second- Commissioner Carter

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

4.  A Resolution authorizing settlement of the Dispatch Communications Debt obligation with the City of High Springs in exchange for 3 used police vehicles.

Interim City Attorney Harris read the Resolution in entirety and Mayor Randall gave background information.

Vice Mayor Carlton- Believed this matter was resolved based on speaking with Linda Chapman.

Commissioner Surrency- What did the minutes from the April 14, 2009 meeting say?

City Manager Smyth- There was no meeting on that date.

Commissioner Surrency- We are not responsible for any debt.  Also asked Commissioner Roberts about authority to give away vehicles.

Commissioner Roberts- No, I can’t give anything away.  The letter says it will be brought to the City Commission.  Had discussed this with Linda Chapman and others and we negotiated the satisfaction of the debt.

Vice Mayor Carlton- No obligation to High Springs.
Moved to not give High Springs the vehicles.  The debt is settled, the cars are surplus.
Motion- Commissioner Surrency           Second- Commissioner Carter

Discussion:
Mr. Saputo- At a prior meeting it was said the cars were given to us and we were not allowed to sale them.
Mayor Randall- Maybe prior City Commissioners recommended not to profit off of gifts.
Vice Mayor Carlton- Prior Attorney said if the titles are in the City’s name, we could dispose of as we pleased.
City Manager Smyth- No definitive records of city position that’s why it was brought before the City Commission.


Commissioner Carter
Yes
Vice Mayor Carlton
Yes
Commissioner Roberts
Yes
Commissioner Surrency
Yes
Mayor Randall
Yes
Vote- 5-0 (The Resolution failed)

5.  A Resolution authorizing an agreement with Suburban Propane of Gainesville for propane service for the Emergency Generator at Water Tower #2.

Interim City Attorney Harris read the Resolution in entirety.  City Manager Smyth corrected the title: rather than Clerk it should authorize the City Manager

Commissioner Roberts- What happened with the third bidder?

City Manager Smyth- They didn’t want to respond.

Moved to go with the low bid and approve of scriveners change in title by City Manager Smyth.
Motion- Vice Mayor Carlton              Second- Commissioner Carter

Discussion:
Commissioner Surrency- There is no lease cost.

City Manager Smyth- Correct

Commissioner Carter- Does the company knows they need to keep the tank filled?

City Manager Smyth- Yes, Bill uses extraordinary efforts to keep the generator running.

Mayor Randall- Is this a rollover contract?

City Manager Smyth- It’s a continuing service contract.  It terminates when we want.

No Citizen Comments

Commissioner Carter
Yes
Vice Mayor Carlton
Yes
Commissioner Roberts
Yes
Commissioner Surrency
Yes
Mayor Randall
Yes
Vote- 5-0 (Resolution passed)

G.  PUBLIC HEARING
1.  Ordinance establishing Finance Policies
Interim City Attorney Harris read the Ordinance by title only
Moved to adopt the Ordinance.
Motion- Commissioner Carter             Second- Vice Mayor Carlton

Discussion: None


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

2.  Ordinance creating a Parks & Recreation Advisory Board
Interim City Attorney Harris read the Ordinance by title only

Commissioner Surrency- Supports this Ordinance, it’s long overdue.

Vice Mayor Carlton- Will be complicated because out of county people are allowed to serve.

City Manager Smyth- Each City Commissioner will appoint one member; the other four are from applications.

Moved to adopt the Ordinance.
Motion- Commissioner Surrency   Second- Commissioner Carter
Discussion: None

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

3.  Ordinance amending article VIII of the City Code relating to flood damage.
Interim City Attorney Harris read the Ordinance by title only.

Moved to adopt the Ordinance.
Motion- Commissioner Surrency   Second- Commissioner Carter

Discussion:
Vice Mayor Carlton- This is a voluntary program.

No Citizen Comment


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

4.  Ordinance vacating a road to First United Methodist Church
Interim City Attorney Harris read by title only and commented about the quasi-judicial proceeding.

Commissioner Surrency- No conflict of interest.

Vice Mayor Carlton- Commissioner Surrency declared his conflict; also he has an opinion on vacating the road.

Commissioner Surrency- Is in favor of application.

Vice Mayor Carlton- It should go to the P&Z.

Commissioner Roberts- No utilities.  Need policies in place for future.  Agree it should go to the P&Z.

Mayor Randall- Need policies and procedures in place, it should go to the P&Z.  The ownership is not in question.

Mr. Carlos Gosnell- Submitted copy of plans and current vision statement.

Commissioner Carter- Will road remain open?

Mr. Gosnell- It will remain as is until it is incorporated into a parking area.  Would never be closed off.

Ms. Ellen Vause (P&Z Chair) - This was done previously before going to the P&Z Board first.  The next P&Z meeting is the 2nd week in April.

Commissioner Carter- It should not go before the P& Z Board; we have beaten it to death.

Commissioner Surrency- Concur with Commissioner Carter.  Recommendation is to adopt it on the 1st reading.
City Commission continued discussion on this item.

Moved to send the Ordinance to the P&Z Board.
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

H.  CITIZEN COMMENTS
Reverend Drew Standrige- Sorry this issue is causing such controversy.

I.  REPORTS
City Manager Smyth- 1st quarter performance & Budget.  If you want specific detail from the report we will be happy to provide it.  Lakesha is in Tampa getting trained in Code Enforcement.

Interim City Attorney Harris- Local attorneys throughout various cities are working on a Charter Amendment about Home rule.  Will be presented at the next Charter Review Committee Meeting March 24, 2010 at 5:30PM-7:30PM.  Gave conflict of interest clarification.

Commissioner Roberts- March 24, 2010 kick off for senior center at the Hawthorne Library 3:30-5:30PM.

Commissioner Surrency- Regarding the budget.  Would like to see a report with the budgeted amount, amount spent and the amount remaining.  Youth Council meeting for grades 6-12 are once a month on the 3rd Tuesday at 5:30PM.  Hawthorne Middle High School received stimulus money from a grant.

Commissioner Carter- Relay for Life meeting at Hawthorne Middle High School on March 29, 2010 at 5PM.  Looking for more volunteers to help.  The Relay event is May 21 at the Hawthorne High Middle School Track.  Thank you to city staff for the beautiful lights in the auditorium.

Vice Mayor Carlton- Thanked everyone for coming and encouraged them to continue coming.

Mayor Randall- Need volunteers for the senior and youth programs.  If anyone present would like to volunteer please do so.  FDOT meeting at City Hall on March 25 @ 6:00PM.  Special Meeting at City Hall on March 25 @ 11:00AM.  Mr. Ken Hilliard, the owner of Badcock for 31 years passed away.  His memorial service is Thursday @ 5:30PM at the American Legion Hall.  Thank you to everyone for their prayers while she was in the hospital.


J.  ADJOURN
Moved to adjourn the Regular Commission Meeting.
Motion- Commissioner Roberts                    Second- Vice Mayor Carlton

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


These minutes of the Regular Commission Meeting on March 16, 2010 are submitted for approval.


                                                                                                
Recorded By:                                            Eleanor Randall, Mayor
Audrie Harris, Interim City Attorney                            

                                                
Transcribed By:
LaKesha H. McGruder, City Clerk