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City Commission Special Meeting 09-03-2015
MINUTES
SPECIAL COMMISSION MEETING
SEPTEMBER 3, 2015
6:30 PM

A. ~CALL TO ORDER- Mayor Surrency
~~~~~~~~1. ~Invocation- Vice Mayor Howard
~~~~~~~~2. ~Pledge of Allegiance – Commissioner Roberts-Cheatham

B. ~APPROVAL OF AGENDA
Moved to approve the agenda
Motion- Commissioner Roberts-Cheatham           Second- Vice Mayor Howard

Commissioner Bouie
Not Present
Commissioner Floyd
Not Present
Commissioner Roberts-Cheatham
Yes
Vice Mayor Howard
Yes
Mayor Surrency
Yes
Vote 3-0

C. ~RECOGNITIONS & GUESTS- None

D. ~COMMITTEE REPORTS/PRESENTATIONS/PROCLAMATIONS
1.  Proclamation- “Ms. Carrie Delk Brown” -Mayor Surrency
Mayor Surrency and the City Commission presented a Proclamation to Ms. Carrie Delk Brown for celebrating her 100 year Birthday.
Hawthorne Life Enrichment presented a gift to Ms. Carrie Delk Brown also in recognition of 100 year Birthday.
E. ~CITIZEN COMMENTS- None

F. ~ROUTINE ITEMS
1.  City Commission Minutes- None

2.  Resolution:  Adopting CDBG Program Complaint and Grievance Procedures
Moved to approve the resolution adopting Complaint & Grievance Procedures for CDBG.
Motion- Commissioner Roberts-Cheatham           Second- Vice Mayor Howard

Commissioner Bouie
Not Present
Commissioner Floyd
Not Present
Commissioner Roberts-Cheatham
Yes
Vice Mayor Howard
Yes
Mayor Surrency
Yes
Vote 3-0

3.  Resolution:  Adopting CDBG Anti-Displacement & Relocation Policy
Moved to approve the resolution adopting Anti-Displacement and Relocation Policy.
Motion- Vice Mayor Howard                       Second- Commissioner Roberts-Cheatham

Commissioner Bouie
Not Present
Commissioner Floyd
Not Present
Commissioner Roberts-Cheatham
Yes
Vice Mayor Howard
Yes
Mayor Surrency
Yes
Vote 3-0

* Commissioner Bouie arrived at this time.

4.  Resolution:  Adopting CDBG HUD Section 504 Handicapped accessibility Complaint & Grievance Procedure.
Moved to approve the resolution adopting a HUD Section 504 Handicapped Accessibility Complaint and Grievance Procedure.
Motion- Commissioner Roberts-Cheatham           Second- Vice Mayor Howard

Commissioner Bouie
Yes
Commissioner Floyd
Not Present
Commissioner Roberts-Cheatham
Yes
Vice Mayor Howard
Yes
Mayor Surrency
Yes
Vote 4-0

5.  CDBG Program Purchasing Policy
Moved to adopt the updated policy relating to the CDBG program purchasing policy for the use in administering Community Development Block Grant.
Motion- Vice Mayor Howard                               Second- Commissioner Bouie

Commissioner Bouie
Yes
Commissioner Floyd
Not Present
Commissioner Roberts-Cheatham
Yes
Vice Mayor Howard
Yes
Mayor Surrency
Yes
Vote 4-0

6.  Resolution: Adopting a Policy Relating to the employment of Small, Women owned and Minority Businesses
Moved to approve the resolution to adopt the updated policy relating to the employment of small, women owned and minority business for the use in administering community development block grant.
Motion- Commissioner Roberts-Cheatham           Second- Vice Mayor Howard




Commissioner Bouie
Yes
Commissioner Floyd
Not Present
Commissioner Roberts-Cheatham
Yes
Vice Mayor Howard
Yes
Mayor Surrency
Yes
Vote 4-0

7.  Resolution:  CDBG Citizens Participation Plan
Moved to approve the resolution to adopt the updated community development block grant program citizen participation plan.
Motion- Vice Mayor Howard                       Second- Commissioner Roberts-Cheatham

Commissioner Bouie
Yes
Commissioner Floyd
Not Present
Commissioner Roberts-Cheatham
Yes
Vice Mayor Howard
Yes
Mayor Surrency
Yes
Vote 4-0

G.      PUBLIC HEARING
SECOND READING- None
FIRST READING
A.  Resolution- Tentative Adoption of the FY 2015-2016 Preliminary Millage Rate
City Attorney Hoehn read the resolution by title only.
Moved to adopt the resolution adopting 5.3194 mills for FY 2015-16
Motion- Commissioner Roberts-Cheatham   Second- Commissioner Bouie

Commissioner Bouie
Yes
Commissioner Floyd
Not Present
Commissioner Roberts-Cheatham
Yes
Vice Mayor Howard
Yes
Mayor Surrency
Yes
Vote 4-0

B.  Ordinance- Adopting the Tentative Budget for FY 2015-2016
Moved to adopt the Ordinance creating the Tentative Budget for FY 2015-16 for a total of $1,610,417.46.
Motion- Commissioner Bouie      Second- Vice Mayor Howard
City Attorney Hoehn read the ordinance by title only.

Commissioner Bouie
Yes
Commissioner Floyd
Not Present
Commissioner Roberts-Cheatham
Yes
Vice Mayor Howard
Yes
Mayor Surrency
Yes
Vote 4-0

C.  Ordinance- Amending the City of Hawthorne Comp Plan by Amending the Capital Improvements Element
Moved to approve on first reading amending the City of Hawthorne Comprehensive Plan (CPA) by amending the Capital Improvements Element.
Motion- Commissioner Roberts-Cheatham           Second- Commissioner Bouie
City Attorney Hoehn read the ordinance by title only.

Commissioner Bouie
Yes
Commissioner Floyd
Not Present
Commissioner Roberts-Cheatham
Yes
Vice Mayor Howard
Yes
Mayor Surrency
Yes
Vote 4-0

H.   ~CITIZEN COMMENTS- None ~
I. ~REPORTS/ANNOUNCEMENTS/INFORMATION
1. City Manager Vause gave an update on her week in review.
2. City Attorney Hoehn- No Report
3. City Commission
Commissioner Roberts-Cheatham:  Want to commend the City Manager for the budget and her personal appearance on TV.  We have great representation.  Apologize to the Mayor for not attending the FLC but congratulations on becoming the new President for the FLC.  Health Fair October 7 and Computer Classes has started at the Library.
Commissioner Floyd- Not Present
Commissioner Bouie- Apologize for being late had an appointment after work.
Vice Mayor Howard- No Report
4. Mayor Surrency- HHS football team are playing their home games away at different local High Schools because the field is not ready. This Friday they play Interlachen at Eastside.  Recreation football and cheerleading has begun.

City Manager Vause- If you see City Staff mowing the practice field at HHS, it is because we have an agreement with the High School for letting the recreation department use their field for practice and football games because our recreation field is too wet.

J. ~ADJOURN
The Meeting was adjourned.


These minutes are submitted for approval.



                                                                                                
LaKesha H. McGruder, CMC                                Matthew Surrency, Mayor
City Clerk