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City Commission Minutes 06-01-2010
Minutes
Regular Commission Meeting
June 1, 2010

A.  CALL TO ORDER
Mayor Randall called the meeting to order at 6:30PM.  Commissioner Roberts gave the Invocation and Commissioner Surrency led the Pledge of Allegiance.  
City Commission present:  Mayor Randall, Vice Mayor Carlton, and Commissioners Roberts, Surrency and Carter.
Staff present:  City Manager Smyth, City Clerk McGruder, Parks & Recreation Director John Cywinski, and City Planner Chris Dawson.  Interim City Attorney Harris attended by speaker phone due to her illness.

B.  APPROVAL OF AGENDA
Moved to approve the agenda.
Motion- Commissioner Roberts            Second- Commissioner Surrency
Discussion- None

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/PRESENTATIONS/PROCLAMATIONS
None

E.  CITIZEN COMMENTS
Ben Campen- Developed property called Ashley Oaks.  He is asking the City Commission to help resolve an issue that was brought to his attention a few months ago that the property was now zoned residential and he never received notice of a zoning change.  City staff provided copy of minutes of past meetings and there was nothing in these minutes about rezoning the property from Business Highway and Business Automotive to Residential.  He believes it’s just a scrivener’s error on the map and is asking the City Commission to clear it up.

Chris Dawson, City Planner- The safest method is a land use method and proper rezoning of the property and to notify the adjacent land owners within 400 feet of the affected property.
City Manager Smyth- Have been through all the records at City Hall and there is nothing showing rezoning.  Because it is a scrivener’s error we must take the proper steps to rezone this property at no cost to Mr. Campen.
Chris Dawson, City Planner- It will go before the P&Z Board and then it will come back before the City Commission.

Vivian Wagner- Not complaining.  Want to give thanks to the City Commission who helped her meet her goal at Cancer Relay.

Mike Stallings- Cathy Cantwell is terminally ill with Brain Cancer and has a couple of weeks to a month to live.  Is asking the City Commission to donate a piece of property at the LOCHEEC site donated in her memory.  The City Commission expressed their gratitude of all the hard work donated to the City of Hawthorne by Ms. Cantwell.

F.  CONSENT AGENDA
1.  City Commission Meeting Minutes- May 18, 2010 Commission Meeting

Commissioner Roberts- Just a word correction on item D1.  The correct spelling should be Gosten.
Moved to approve the City Commission Meeting Minutes for May 18, 2010.
Motion- Commissioner Roberts            Second- Commissioner Surrency
Discussion- None

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

Vote- 5-0

2.  Resolution authorizing the installation of area lighting at Lindsey-Phillips Park.

John Cywinski, Park & Recreation Director- The lights at Lindsey-Phillips Park are not operational.  FPL will replace the lights that are out and add security lights to the park area at no cost to the City of Hawthorne will be a 60% savings because it will only be 2 security lights instead of 8 regular lights.

City Manager Smyth- Under this agreement FPL will be responsible for the maintenance of the lights in the Lindsey-Phillips Park.

Moved to adopt the Resolution to install lights at the Lindsey-Phillips Park under the FPL agreement.
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.  Resolution authorizing an agreement with Alachua County Department of Growth Management for Planning & Zoning Services.

Vice Mayor Carlton- concerned about how much money we are spending and we have not received our audit.

City Manager Smyth- received an email from the auditor and we should have a draft copy next week.

Chris Dawson, City Planner- the proposal provided includes 4 hours per week in the City of Hawthorne office and full time over the telephone.

City Manager Smyth- this agreement is just until the end of this fiscal year then we would sign another agreement on a yearly basis, or what ever the City Commission would like to do.

The City Commission and Staff continued their discussion on this topic.

Moved to adopt the Resolution accepting the agreement with Alachua County Department of Growth Management for P&Z service for $12,500 until September 30, 2010.
Motion- Commissioner Carter                     Second- Commissioner Surrency
Discussion- None

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

Vote- 5-0

4.  Resolution authorizing permission to execute an application for a Florida Boating Improvement Grant.

Vice Mayor Carlton asked for an explanation about the grant.

John Cywinski, Park & Recreation Director- the Florida Boating Improvement Program is a competitive grant.

Cheryl Archambault of Mittauer & Associates- The grant proposal is for a $200K grant.  It is a 100% grant.  The grant will be applied for at the end of June and we should have a response by the end of August.

The City Commission and Staff continued their discussion on this topic.

Moved to adopt the Resolution authorizing permission to apply for a Florida Boating Improvement Grant.
Motion- Commissioner Carter                     Second- Commissioner Surrency
Discussion- None

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

Vote- 5-0

G.  PUBLIC HEARING
Second Reading

1.  An Ordinance vacating the use of the road SE 219th Terrace to First United Methodist Church

City Clerk McGruder read the Ordinance by title only.

Interim City Attorney- the church has submitted a consent and acknowledgement suggested by the City Commission stating their agreement regarding the road remaining open to the public.

Moved to adopt the Ordinance on 2nd reading vacating the road SE 219 Terrace to the 1st United Methodist Church.
Motion- Commissioner Carter                     Second- Commissioner Roberts
Discussion- None

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

Vote- 5-0

First Reading
1.  An Ordinance developing a specific procedure for vacating streets, alleys, and public rights-of-way.

City Clerk McGruder read the Ordinance by title only.

Moved to adopt the Ordinance on 1st reading adopting procedures of rights-a-way abandonments.
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

H.  DISCUSSION
1.  Workshop Request
City Manager Smyth- asking the City Commission to set dates for 2 workshops to discuss the purchasing policies for the City of Hawthorne and proposed plans for the remaining Wild Spaces/Public Places funds.

Moved to have a workshop on June 11 and June 18, 2010 both beginning at 10:00AM.
Motion- Vice Mayor Carlton                      Second- Commissioner Surrency
Discussion- None

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

Vote- 5-0

2. Generator for New Water Tower
Vice Mayor Carlton- spoke with the City Manager about the generator for the new water tower and was informed that the City Manager has not found a generator for the new tower.

City Manager Smyth- at the direction of the City Commission we eliminated the generator from the contract and directed the City Manager to go out and find a generator at a cheaper rate.  After doing research he discovered if we go out and find another generator on our own we would have to pay the full cost of the generator.  It will not come from the grant money, so Tim Norman recommended doing a change order with Caldwell and putting the $40K generator back in the project.  The change order will come back to the City Commission at a future meeting.

Moved to ask the City Manager and Tim Norman to put the generator back in the contract with a change order to the contract.
Motion- Vice Mayor Carlton                      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.  June 15, 2010 Commission Meeting
City Clerk McGruder- The next meeting is scheduled for June 15, 2010 which is the City of Hawthorne’s annual city election day, and is asking the City Commission to pick another day for the 2nd meeting in June.  The second meeting is needed because we must announce our taxable value.

Moved to have the 2nd meeting in June on Monday, June 21, 2010 at 6:30PM.
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

I.  CITIZEN COMMENT
1.  Larry Tilbury- Is there a possibility to receive a grant to repair streets?
City Manager Smyth- there is no grants available to repair or pave a street.  He is working with the county to replace some street signs.

2.  Ted Withington- He is a small business owner and likes to keep his business clean.  He has been watering his grass and cleaning the storm drains.  He was told by city staff to get an irrigation meter and he doesn’t think he should be charged sewer when the water is not going in the sewer.
The City Commission and Staff informed Mr. Withington that he would have to purchase an irrigation meter for his watering purposes.

3.  Vivian Wagner- 3 robberies on SE 69th Avenue and is asking everyone to please look out for each other and utilize the crime watch.

J.  REPORTS
1.  City Manager Smyth- He and Debbie Pennington will be out at a TRIM Training on Election Day and want be in town until 4:30PM.  League of Cities Training is August 19-21 in Hollywood, Florida.  If any City Commissioners wish to attend please let him know.  Commissioner Surrency- will attend and will pay his own hotel cost.
2.  Interim City Attorney Harris- Thanks for accommodating her during her illness.  The County is still considering the language during the Homerule situation.

3.  Commissioner Roberts- Zumba classes at HMHS start on June 8, 2010 at 7PM in the gym.  Had a successful meeting with the representative from Tallahassee.  Hurricane season starts today so be prepared.  City Election is June 15 from 7AM – 7PM.

4.  Commissioner Surrency- Zumba classes are funded by the CHOICES program.  Hawthorne High Graduation is June 12 at 10AM at Phillips Center of Performing Arts.  Florida League of Cities meeting in Micanopy this past week was a great success.

5.  Commissioner Carter- Thanked the community of Hawthorne for supporting the relay for life event in Hawthorne.  The City of Hawthorne team led by City Clerk McGruder raised the most money out of all the teams that participated at the event.  Thanks to the Woman’s Club for the great dinner for the cancer survivors.

6.  Vice Mayor Carlton- apologize for not attending the Florida League of Cities meeting in Micanopy.  His wife was sick and he will reimburse the City of Hawthorne the $12 paid for him to attend.

7.  Mayor Randall- thanks to Commissioner Carter and Principle Carter for heading the Relay for Life event, it was a great success.  June 14 Horizon Workshop with FDOT on NE 39th Avenue see her for additional information.  Census now going door to door to complete the census.  Hawthorne 78th annual homecoming June 24-26, 2010.  Thanks to everyone that attended tonight.

Moved to add Ben Campen request on the agenda.
Motion- Commissioner Roberts            Second- Commissioner Carter
Discussion- None

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

Vote- 5-0

Moved to direct staff to proceed with the land use amendment and rezoning of Mr. Ben Campen’s property.
Motion- Commissioner Roberts            Second- Commissioner Surrency

Discussion:
Chris Dawson, City Planner- the item need to go before the P&Z Board then come back before the City Commission.  This will protect the City of Hawthorne as well as Mr. Campen.



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

Vote- 5-0

K. ADJOURN
Moved to adjourn the Regular Commission Meeting at 8:40PM.
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

These minutes are submitted for approval.

                                                                                                
LaKesha H. McGruder, City Clerk                 Eleanor Randall, Mayor