Fort Walton Beach Council minutes — 08-03-09 special minutes — reading text

250 Special Council 8 -3 -09 Non -Departmental —Utilities Fund Review included the contingencies reduced by 67% to $ 50,000.00, the Cost Allocation Plan transfer to General Fund reduced by 28% to $ 1. 07 million, and transfer of surplus funds to General Fund has been eliminated, for a 47. 1 % reduction in the budget. The Mayor opened the floor for public input. As no one wished to speak public input was closed. No changes were made to the Non -Department Utilities Fund budget. Solid Waste Review included staffing reductions with no service level impact anticipated, for a 4. 2% reduction in the budget. The Mayor opened the floor for public input. As no one wished to speak public input was closed. No changes were made to the Solid Waste budget. Non -Departmental —Sanitation Fund Review included a reduction in contingencies by 60% to $ 10, 000. 00, the Cost Allocation Plan transfer to General Fund reduced by 40% to $ 289, 000.00, and transfer of surplus funds to General Fund reduced by 7% to $ 419, 000.00, for a 23. 7% reduction in the budget. The Mayor opened the floor for public input. As no one wished to speak public input was closed. No changes were made to the Non -Departmental - Sanitation budget. Golf Operations Review included reductions in staffing with no service level impact anticipated, and grounds maintenance expenses moved to separate division for accounting purposes, for a 57. 1 % reduction in the budget. The Mayor opened the floor for public input. As no one wished to speak public input was closed. No changes were made to the Golf Operations budget. Grounds Maintenance —Golf Fund This is a new division for accounting purposes for a 100% increase in the budget. The Mayor opened the floor for public input. As no one wished to speak public input was closed. No changes were made to the Grounds Maintenance —Golf Fund budget. Non -Departmental —Golf Fund Review included contingencies reduced by 50% to $ 5, 000.00, and reserves to rebuild net assets anticipated at $ 225,000.00 including $ 178, 000.00 transfer from General Fund, for a 1. 2% increase in the budget. The Mayor opened the floor for public input. As no one wished to speak public input was closed. No changes were made to the Non -Departmental —Golf Fund budget.  251 Special Council 8 -3 -09 Stormwater Fund Review included the Capital Improvement Project funding increased 890% to $ 198, 000.00, funding from increased revenues as well as appropriation from net assets, for a 31. 7% increase in the budget. The Mayor opened the floor for public input. As no one wished to speak public input was closed. No changes were made to the Stormwater budget. Non -Departmental —Stormwater Fund Review included contingencies reduced by 50% to $ 5, 000.00 for an 80.4% reduction in the budget. The Mayor opened the floor for public input. As no one wished to speak public input was closed. No changes were made to the Non -Departmental —Stormwater Fund budget. PURCHASING WAIVERS Staff requests that City Council approve waiving the purchasing policies and procedures to allow the City to procure fuel, computer items and books at the most competitive prices. The Mayor opened the floor for public input. As no one wished to speak public input was closed. Mr. Reeves moved to waive the bid process for gasoline and diesel fuel for FY 2009 -10 and authorize the Finance Director to approve those procurements from the lowest priced vendor; and to replace the bid process for gasoline and diesel fuel with a written request for quote to be sent to multiple vendors. Mr. Holmes seconded motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Nabors, Patterson, and Rynearson in favor. Mr. Reeves moved to waive the bid process for computer related items for FY 2009 -10 and authorize the Finance Director to approve those procurements from the lowest priced vendor; and replace the bid process for computer related items with a written request for quote to be sent to multiple vendors. Mr. Holmes seconded motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Nabors, Patterson, and Rynearson in favor. Mr. Garvie moved to waive the bid process for library books for FY 2009 -10 and authorize the Finance Director to approve those procurements from the lowest priced vendor; and to replace the bid process for library books with obtaining pricing information from multiple vendors. Mr. Reeves seconded motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Nabors, Patterson, and Rynearson in favor. INTERFUND TRANSFER Staff requests Council forgive a large portion of the Stormwater Fund' s transfer to General Fund to permit the Stormwater Fund to retain revenues for capital projects. The Mayor opened the floor for public input. As no one wished to speak public input was closed. Mr. Patterson moved to forgive a large portion of the Stormwater Fund' s share of the cost allocation plan for FY 2009 -10 and transfer only $15, 000. 00 to the General Fund. Mr. Reeves seconded motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Nabors, Patterson, and Rynearson in favor. 252 Special Council 8 -3 -09 LEASES Direction on leases for City property. The City Manager mentioned the lack of uniform application to lease property to non -profit organizations and noted a standard form was developed that will be required of all potential lessees so Council can weigh each application based on the City' s standards. He discussed the guidelines Council should follow when making legislative findings to permit the long term use of public property. He reported the non -profit leases that have expired or are about to expire have expressed a desire to remain with the same rent and terms. He said if Council approves the recommendation then he will give them the form and when the information is complete it will be placed on the Council agenda. The Mayor opened the floor for public input. Jerry Melvin, Science Center, spoke in support of the approach so everyone will know what they need for Council to consider a lease and if they do not meet the criteria they can start to look for something else. Greg Dillon, 12 Maple Street, discussed the noise that comes from 17 Industrial Street and believed there should be something in the lease about noise for the consideration of everyone around them. Jim Petty, 397 Canterbury, President of High Steppers, stated he has advised Mr. Dillon to call him at home anytime there is a problem with the noise and he will take care of it. As no one else wished to speak public input was closed. Mr. Miller moved to approve completion of the application to utilize municipal property, upon which the City Council will rely to make an objective decision as to what degree the proposed lessee meets the municipal purpose guidelines; to give public notice and inform the potential lessee that a public hearing will be conducted at which the lease will be considered; and if already a lessee, should the entity be found by the City Council that it does not fulfill a municipal purpose, it be given no more than eighteen months to locate a new facility or secure alternative funding. Mr. Rynearson seconded motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Nabors, Patterson, and Rynearson in favor. ADJOURNMENT Being no further business, the meeting adjourned at 9: 55 p.m. APPROVED: 4 (,4* 96 AT EST: MAYOR: LIt0 & i:: ITY CLERK ddm  WHO MUST FILE FORM 813 This form is for use by any person serving at the county, city, or other local level of government on an appointed or elected board, council, commission, authority, or committee. It applies equally to members of advisory and non -advisory bodies who are presented with a voting conflict of interest under Section 112. 3143, Florida Statutes. Your responsibilities under the law when faced with voting on a measure in which you have a conflict of interest will vary greatly depending on whether you hold an elective or appointive position. For this reason, please pay close attention to the instructions on this form before completing the reverse side and filing the form. INSTRUCTIONS FOR COMPLIANCE WITH SECTION 112.3143, FLORIDA STATUTES A person holding elective or appointive county, municipal, or other local public office MUST ABSTAIN from voting on a measure which inures to his or her special private gain or loss. Each elected or appointed local officer also is prohibited from knowingly voting on a mea- sure which inures to the special gain or loss of a principal ( other than a government agency) by whom he or she is retained ( including the parent organization or subsidiary of a corporate principal by which he or she is retained); to the special private gain or loss of a relative; or to the special private gain or loss of a business associate. Commissioners of community redevelopment agencies under Sec. 163.356 or 163. 357, F. S., and officers of independent special tax districts elected on a one -acre, one -vote basis are not prohibited from voting in that capacity. For purposes of this law, a " relative" includes only the officer' s father, mother, son, daughter, husband, wife, brother, sister, father -in -law, mother -in -law, son -in -law, and daughter -in -law. A "business associate" means any person or entity engaged in or carving on a business enterprise with the officer as a partner, joint venturer, coowner of property, or corporate shareholder (where the shares of the corporation are not listed on any national or regional stock exchange). ELECTED OFFICERS: In addition to abstaining from voting in the situations described above, you must disclose the conflict: PRIOR TO THE VOTE BEING TAKEN by publicly stating to the assembly the nature of your interest in the measure on which you are abstaining from voting; and WITHIN 15 DAYS AFTER THE VOTE OCCURS by completing and filing this form with the person responsible for recording,the min- utes of the meeting, who should incorporate the form in the minutes. APPOINTED OFFICERS: Although you must abstain from voting in the situations described above, you otherwise may participate in these matters. However, you must disclose the nature of the conflict before making any attempt to influence the decision, whether orally or in writing and whether made by you or at your direction. IF YOU INTEND TO MAKE ANY ATTEMPT TO INFLUENCE THE DECISION PRIOR TO THE MEETING AT WHICH THE VOTE WILL BE TAKEN: You must complete and file this form (before making any attempt to influence the decision) with the person responsible for recording the minutes of the meeting, who will incorporate the form in the minutes. ( Continued on other side) APPOINTED OFFICERS ( continued) A copy of the form must be provided immediately to the other members of the agency. The form must be read publicly at the next meeting after the form is filed. IF YOU MAKE NO ATTEMPT TO