Fort Walton Beach Council minutes — 12-09-08 regular minutes — reading text

exceed 10% of the contract. Mrs. Johnson also reported that a downtown business owner, Doug Reed, has taken on the project of obtaining the business owners participation with installation of the pavers from the property line to the storefront so that the work can all be done by the same contractor. Mrs. Johnson further explained that a single award was recommended because a split award would require twice as much contract administration and coordination by the City, and following the responsibility check it was apparent that the other company had problems with timeliness. She mentioned they are ready to have a preconstruction conference with the contractor on December 16th for construction to begin after the first of the year and completion within 90 days. The Mayor opened the floor for public input. As no one wished to speak public input was closed. Mr. Reeves moved to award Bid 09- 104, Downtown Streetscape and Park Gateway Improvements, to ValleyCrest Landscape Development, Inc. of Santa Rosa Beach, FL, for the bid amount of $1, 263, 814. 88; to authorize the City Manager to execute contract documents; and authorize the City Manager to execute individual change orders up to $ 20, 000 not to exceed 100/0 of the contract. Mr. Garvie seconded motion and it carried unanimously with Holmes, Reeves, Garvie, Pullen, Hartwell, and Minich in favor (Miller absent). MOA BETWEEN CITY AND STATE Consideration of a Memorandum of Agreement between the State and the City, making the City responsible for maintaining hardscape and landscape improvements within the Miracle Strip Parkway right- of-way downtown, in association with the proposed Downtown Streetscape Improvements proj ect. Tom Murray, Public Services Director, explained in order for the City to make improvements within the State right- of-way the City has to agree to continue to maintain those improvements. He mentioned there are several agreements in place in various locations in the City of the same nature. Mr. Minich moved to approve the Highway Landscape Maintenance Memorandum of Agreement between the State and the city for the downtown streetscape improvements, and authorize the Mayor to execute the Memorandum of Agreement. Mr. Reeves seconded motion and it carried unanimously with Holmes, Reeves, Garvie, Pullen, Hartwell, and Minich in favor (Miller absent). AFFORDABLE HOUSING AUTHORITY COMMITTEE ( AHAC) REPORT Consideration of the Okaloosa County/City of Fort Walton Beach Affordable Housing Advisory Committee 2008 Incentive Review and Recommendation Report. Missy McKim, Development Services Director, reported that the Affordable Housing Advisory Committee ( AHAC) is required to recommend specific actions or initiatives to encourage or facilitate affordable housing. She reported the group met and developed a 2008 Incentive Review and Recommendation report for the County and the City on affordable housing. Regular Council 12- 9- 08 75 AHAC REPORT cont. Ms. McKim said the report requires that the City and the County individually review the incentives and recommendations within the next 90 days and make a decision on whether or not they want to follow the recommendations. She said the report will come back to Council to review each of the recommendations and make a decision but right now it is just being presented as part of the requirement in order to receive SHIP funds. Patti Sunnerborg, Okaloosa County Partners, stated they are simply submitting the report to Council then in 90 days when she writes the Local Housing Authority Plan she will ask for approval. She said they are only asking Council tonight to accept the recommendation report to look at. She also mentioned that Ms. McKim has been invaluable with knowledge about the Comprehensive Plan and the land uses and fonner Mayor Glover has been a great asset. She stated the CDBG program is working great, they are about to spend the rest of the CDBG funds, and the program fell in nicely with what they do on a daily basis. She mentioned the new Neighborhood Stabilization (NS) funds coming from HUD with the County to receive $ 3. 1 million. She said the RFPs will be released and they are going to apply to administer part of those funds that must go for foreclosed properties, either multi- family or single family, and $ 1.2 million must go for the very low income and extremely low income, for rental activity. The Okaloosa County/City of Fort Walton Beach Affordable Housing Advisory Committee 2008 Incentive Review and Recommendation Report was accepted for review. HISTORIC SITE APPOINTMENT Consideration of appointment to the Historic Sites and Structures Advisory Board for a four- year tenn until December 9, 2012. The City Clerk reported Mr. Bynum is willing to serve another four- year tenn and there are no other applications on file. Mr. Minich nominated Brad Bynum. The Mayor called for the vote on the nomination to re- appoint Brad Bynum, 82 Waynel Circle, to the Historic Sites and Structures Advisory Board for a four-year term from December 9, 2008 until December 9, 2012 and it carried unanimously with Holmes, Reeves, Garvie, Pullen, Hartwell, and Minich in favor (Miller absent). COUNCIL REPRESENTATIVE ON CHAMBER OF COMMERCE BOARD Consideration of Council appointment to the Chamber of Commerce Advisory Board for the calendar year 2009. The City Clerk reported that Mayor Anderson is the incumbent representative and Bill Garvie is the incumbent alternate. Mr. Minich nominated Mayor Anderson as the Council Representative and Bill Garvie as the alternate Representative. The Mayor called for the vote on the nomination to re- appoint Mayor Anderson as the representative and Bill Garvie as the alternate on the Chamber of Commerce Board from January 1, 2009 until December 31, 2009 and it carried unanimously with Holmes, Reeves, Garvie, Pullen, Hartwell, and Minich in favor (Miller absent).  Regular Council 12- 9- 08 76 COUNCIL REPRESENTATIVE ON HEADSTART BOARD Consideration of Council appointment to the Headstart Board for the calendar year 2009. The City Clerk reported that Dr. Pullen is the incumbent representative and Mike Minich is the incumbent alternate. Mr. Minich nominated Dr. Wayne Pullen as the Council Representative and himself as the alternate. The Mayor called for the vote on the nomination to appoint Dr. Wayne Pullen as the re- representative and Mike Minich as the alternate on the Headstart Board from January 1, 2009 until December 31, 2009 and it carried unanimously with Holmes, Reeves, Garvie, Pullen, Hartwell, and Minich in favor (Miller absent). COUNCIL REPRESENTATIVE ON NWF FAIR BOARD Consideration of Council appointment to the Northwest Florida Fair Board for the calendar year 2009. The City Clerk reported that Virgil Miller is the incumbent representative and Jim Hartwell is the incumbent alternate. Mr. Minich nominated Dennis Reeves as the Council Representative and Virgil Miller as the alternate. The Mayor called for the vote on the nomination to appoint Dennis Reeves as the representative and Virgil Miller as the alternate on the Northwest Florida Fair Board from January 1, 2009 until December 31, 2009 and it carried unanimously with Holmes, Reeves, Garvie, Pullen, Hartwell, and Minich in favor (Miller absent). OTHER CITY BUSINESS FOR DISCUSSION PURPOSES City Mana2er position Discussion ensued on when to begin a transition and recruiting plan for the City Manager' s position due to the coming resignation of the City Manager. The City Manager believed that she and Ormond Beach have worked out the terms of a contract and they meet on December 16th to hopefully approve it, and she should know the evening of the 16th. The question was raised whether Council wished to wait until the January meeting or hold a special meeting on December 17th or shortly after December 16th to discuss a recruiting and transition plan. Discussion included the request that information be provided on how Ormond Beach recruited for a new City Manager, that staff provide a plan, and the suggestion that Council follow the same procedure used the last time to recruit and hire a City Manager. Mr. Minich moved to waive Robert' s Rule of Order for discussion. Mr. Hartwell seconded motion and it carried unanimously with Holmes, Reeves, Garvie, Pullen, Hartwell, and Minich in favor (Miller absent). During further discussion on a date for a Special Council meeting it was agreed to hold a Special Council meeting on December 220d at 6: 30 p. m. Staff will provide Council various options for consideration. Regular Council 12- 9- 08 77 City Manaeer position cont. The City Manager requested Council' s consideration to allow her to give less than 60 days notice and allow her to have her last day of work on Friday, January 16, 2009. Mr. Hartw~ll moved to accept the date of January 16, 2009 as the City Manager' s last day of work with the City. Mr. Holmes seconded motion. It was noted that Council cannot take action until the City Manager has turned in her resignation and it was suggested the motion be amended to allow the 30 day notice. The City Manager withdrew her request. Mr. Holmes withdrew his second to the motion. As there was no second forthcoming, motion failed for lack of a second. Mr. Minich moved to allow the City Manager to amend her contract to terminate her contract 30 days after the date of her resignation. Mr. Reeves seconded motion. The City Manager wished to clarify the reason she made the request was to try to provide a way to expedite the process for Council to move forward. The Mayor called for the vote on the motion and it carried unanimously with Holmes, Reeves, Garvie, Pullen, Hartwell, and Minich in favor (Miller absent). MAYOR/COUNCIL ANNOUNCEMENTS Mr. Holmes commented he hears good things about City employees on a regular basis. Mr. Garvie expressed his appreciation to the City Manager for her attitude this evening during discussion of her pending resignation. Mr. Hartwell voiced his enjoyment of the Christmas parade on Monday and how Fort Walton Beach is a family city. Mr. Minich expressed his enjoyment of the Christmas tree lighting ceremony on Saturday particularly seeing a lot of City staff there, the First Baptist Church youth choir, and mentioned the City Angels" staff raised money for the United Way; and he also enjoyed the Christmas parade on Monday. The Mayor thanked Mr. Minich and his wife for hosting the tree lighting ceremony on Saturday; stated staff did an outstanding job, and