Fort Walton Beach Council minutes — 04-08-08 regular minutes — reading text

recommendation authority, but advisory to staff is different than advisory to Council. The CDS Director added her thought that the CAC would like to remain advisory to staff. Dr. Pullen added his thought that is how Patti Sunnarborg would like it to remain. Dr. Pullen explained his concern was there were no records and if someone had gone to the General Accounting Office they may have wanted the money back, so he was hoping to get it to meet all the Federal requirements. The CDS Director stated that HUD has very strict and specific requirements for advertising, and in the Annual Action Plan as well as in the Consolidated Annual Plan at the end of the year they have to provide copies of proof of advertising that was done. She said they have always met HUD requirements. She said in the Citizen Participation Plan they have had requirements that are over and above HUD' s and HUD is not interested in those requirements, those are purely City requirements. She said as along as they meet their advertising requirements of twice a year to provide for public input or review and comment, they have met the requirement. The City Manager pointed out as part of the Annual Audit the auditors look at that and some times they are subject to the Single Audit Act if they receive more than $ 300,000 of grant funding. She said there have been times when the CDBG Program was the focus of the Single Audit Act and they do an even more detailed audit. She said in addition to all that they are audited by HUD and they have always had clean reports from HUD, so they have consistently met those requirements for HUD and they are in compliance with those programs. RES. 08- 12: NWFWMD FLORIDA FOREVER ACT GRANT The Mayor read the resolution by title.  Regular Council 4- 8- 08 90 RES. 08- 12 cont. A RESOLUTION OF THE CITY OF FORT WALTON BEACH, FLORIDA, ACCEPTING FUNDING THROUGH NORTHWEST FLORIDA WATER MANAGEMENT DISTRICT' S FLORIDA FOREVER ACT GRANT PROGRAM FOR THE EGLIN PARKWAY STORMWATER INITIATNE; AUTHORIZING THE MAYOR TO EXECUTE THE FUNDING AGREEMENT; AUTHORIZING THE CITY MANAGER AND A DESIGNATE TO OVERSEE THE PROJECT; AUTHORIZING A FUTURE BUDGET AMENDMENT IF NECESSARY; AND SETTING AN EFFECTNE DATE. IF APPROVED SUFFICIENT FUNDS ARE BUDGETED AND AVAILABLE FOR THE CITY' S MATCH. John Hofstad, Utilities Director, explained this is a $ 150, 000 construction grant that the Environmental Specialist has been successful for the second year in securing to purchase another stormwater separator to install at the Eglin easement drainage area. It was questioned whether the City could require or only request all commercial marinas operating in the City to install sewage pump- out facilities and offer these facilities to the boating public at no charge. Mr. Hofstad explained that was one of the original six points addressed by the Water Quality Initiative and b(~lieved it would be farfetched to say the City would require it but the City can request it. Dr. Pullen requested that it be changed from " require" to " request". The City Manager mentioned that reflects language that was approved by Council on the Water Quality Initiative and Council would need to revisit that issue to make a change. The City Attorney stated the City may not have all the specifics of requiring the pump- outs. She did not recall if it was a resolution or an ordinance and whether it states require or request, and they would need to go back to the original document. The City Manager stated that will be brought to Council for specific action. The Mayor opened the floor for public input. No one wished to speak, public input was closed. Mr. Minich moved to adopt Res. 08- 12. Mr. Miller seconded motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Pullen, and Minich in favor (Hartwell absent). EGLIN PARKWAY DRAINAGE EASEMENT Consideration of a request for Council approval to initiate the bid process to secure pricing for the replacement of 1, 500 linear feet of 48" corrugated metal stormwater pipe, within the Eglin Parkway drainage easement. Should the City not receive the requested grant funding for this effort, the developer will assume financial responsibility for the proposed improvements. i Mr. Reeves disclosed he rents from the developer and he has not spoken to him in any way about this project. John Hofstad, Utilities Director, explained the City has been trying to secure money for this project since late 1990' s, it has been in the survey plans for around 15 years, and improvements are needed to the infrastructure. He explained staff is trying to secure Community Budget Issue Requests grant funding from the Legislature and staff is trying to secure funding from the Water Management District in a different grant funding avenue. He reported in the event the City cannot secure funding, the developer indicated he will pay the cost for the improvements.  4- 8- 08 Regular Council 91 EGLIN PARKWAY DRAINAGE EASEMENT cont. It was questioned if there was a formal agreement in writing that the developer will assume financial responsibility should the City not receive the requested grant funding. The City Manager explained the request at this time is to go out for bid and if the City does not have the funding when staff comes forward to award the bid that is when they will secure a formal agreement. Mr. Minich moved to approve the request to initiate the bid process to secure pricing for the replacement of 1, 500 linear feet of 48" corrugated metal stormwater pipe, within the Eglin Parkway drainage easement. Should the City not receive the requested grant funding for this effort, the developer will assume financial responsibility for the proposed improvements. Mr. Holmes seconded motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Pullen, and Minich in favor (Hartwell absent). PURCHASING POLICIES AND PROCEDURES Discussion regarding Purchasing Policies and Procedures. This item was pulled at the request of Mr. Miller to be placed on the April 22nd Council agenda. RES. 08- 11: AMENDING PARKS & REC AND PUBLIC WORKS FEE SCHEDULES The Mayor read the resolution by title. A RESOLUTION OF THE CITY OF FORT WALTON BEACH, FLORIDA, AMENDING THE COMPREHENSIVE FEE SCHEDULE OF THE CITY FOR THE PARKS AND RECREATION DEPARTMENT BY INCREASING FEES FOR USE OF THE SENIOR CENTER; BY ELIMINATING OBSOLETE FEES IN THE TENNIS CENTER DIVISION; AMENDING FORMATTING OF SCHEDULE FOR CLERICAL CONSISTENCY IN THE TENNIS CENTER DIVISION AND PUBLIC WORKS DEPARTMENT; AND SETTING AN EFFECTIVE DATE. Jeff Peters, Parks and Recreation Director, briefly pointed out the request is a $ 5. 00 increase in athletics, a $ 1. 00 increase in membership fees for the Senior Center, and the obsolete fees at the Tennis Center are being eliminated to bring them more in line with what is offered. The Mayor opened the floor for public input. No one wished to speak, public input was closed. Mr. Minich moved to adopt Res. 08- 11. Mr. Reeves seconded motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Pullen, and Minich in favor (Hartwell absent). RES. 08- 13: AMENDING UTILITIES DEPT. FEE SCHEDULE The Mayor read the resolution by title. A RESOLUTION OF THE CITY OF FORT WALTON BEACH, FLORIDA, AMENDING THE COMPREHENSIVE FEE SCHEDULE OF THE CITY FOR THE UTILITIES DEPARTMENT BY ADDING A FEE FORA 10" WATER LINE; AND SETTING AN EFFECTIVE DATE. The Mayor opened the floor for public input. No one wished to speak, public input was closed. Mr. Minich moved to adopt Res. 08- 13. Mr. Reeves seconded motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Pullen, and Minich in favor (Hartwell absent).  Regular Council 4- 8- 08 92 RES. 08- 14: ESTABLISHING MEMBERSHIP STRUCTURE & FEES FOR HERITAGE PARK The Mayor read the resolution by title. A RESOLUTION OF THE CITY OF FORT WALTON BEACH, FLORIDA, AMENDING THE COMPREHENSIVE FEE SCHEDULE OF THE CITY FOR THE PARKS AND RECREATION DEPARTMENT BY ESTABLISHING A MEMBERSHIP STRUCTURE FOR HERITAGE PARK AND CULTURAL CENTER AND FEES FOR STRUCTURE; AND SETTING AN EFFECTIVE DATE. The Mayor opened the floor for public input. No one wished to speak, public input was closed. Mr. Minich moved to adopt Res. 08- 14. Mr. Garvie seconded motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Pullen, and Minich in favor ( Hartwell absent). RES. 08- 15: AMENDING CDS FEE SCHEDULE The Mayor read the resolution by title. A RESOLUTION OF THE CITY OF FORT WALTON BEACH, FLORIDA, AMENDING THE COMPREHENSIVE FEE SCHEDULE OF THE CITY FOR THE COMMUNITY DEVELOPMENT SERVICES DEPARTMENT BY INCREASING BUILDING PERMIT FEES BY APPROXIMATEL) THREE PERCENT ( 3%); AND SETTING AN EFFECTIVE DATE. 7 The Mayor opened the floor for public input. No one wished to speak, public input was closed. Mr. Reeves moved to Mr. Minich seconded motion and it carried adopt Res. 08- 15. unanimously with Holmes, Miller, Reeves, Garvie, Pullen, and Minich in favor (Hartwell absent). NWFLOC NOMINATION FOR 2008 ELECTED OFFICIAL OF THE YEAR Consideration of nomination for Northwest Florida League of Cities 2008 Elected Official of the Year Award. Mr. Minich moved to Ilominate Mayor Anderson for the Northwest Florida League of Cities 2008 Elected Official of the Year award. . Mr. Holmes seconded motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Pullen, and Minich in favor (Hartwell absent). OTHER CITY BUSINESS FOR DISCUSSION PURPOSES Mr. Minich received an update on the recycling in the Kenwood area and it was suggested if the program becomes permanent that a more attractive bin be used. n.1... Dr. Pullen discussed the process for selection of the Finance Director and suggested the process used when the city was looking for a City Manager be used for the selection of the Finance U Director. The City Manager recalled the staff report outlined the procedure and it was her understanding that as part of the staff report that the recommendation voted on by Council was to do the recruitment and selection process using a panel of Department Heads and a finance employee interviewing candidates and that the top three be brought before Council. Regular Council 4- 8- 08 93 MAYOR/COUNCIL ANNOUNCEMENTS Mr. Miller asked the City Manager to elaborate on ' The Summary of Major Projects from Long Range Planning'. The City Manager explained Council had expressed concern regarding contracting out of studies, and in the past months staff prepared several documents in-house rather than contracting them out, including the Evaluation and Appraisal Report, The