Fort Walton Beach Council agenda — 08-11-09 regular — reading text

r wastewater for the next 50 years at an annual cost increase of 3 %. ( Utilities Director) 3. 2 Resolution 2009 -27. Amends Comprehensive Fee Schedule for Golf Club Fees. Synopsis: Program to increase play and revenues. Will be re- evaluated after six months in place. ( Recreation and Cultural Services Director) 4. PUBLIC COMMENTS 4. 1 Comments from the public on items not on the agenda. 5. ORDINANCES —FIRST READING 5. 1 Ordinance 1804. Amends Purchasing Policies. Synopsis: Aligns the City Code with the Consultant' s Competitive Negotiation Act pursuant to Legislative changes effective July 1, 2009. ( City Attorney) 5. 2 Ordinance 1805. Amends Section 2 of the City Code. Synopsis: Authorizes the City Manager to settle small liability claims that are less than $ 20, 000 ( City Manager) 6. ORDINANCES – SECOND READING 6. 1 Ordinance 1802. Amends Ordinance 1633 ( 2005 Utility Revenue Bond Issue). Synopsis: Removes the wastewater treatment plant from the revenue stream as a source of funds for the utility revenue bonds and acknowledges the Wastewater Treatment Interlocal Agreement. Required by bond insurer before releasing City to enter into Wastewater Treatment Interlocal Agreement with Okaloosa County. ( City Manager, Utilities Director) 7. APPOINTMENTS 7. 1 Appointment to Board of Adjustment 7. 2 Appointment to Code Enforcement Board 8. ACTION -DIRECTION– DISCUSSION 8. 1 Action - Acceptance of CDBG -R project recommendation, and CDBG FY 2008- 2009 Revised Action Plan. Synopsis: Adds new Multi -Use Path on Robinwood Drive, from First Street To Hollywood Blvd. CDBG projectfunded by the ARRA Act Stimulus Funding) and amends the Action Plan as recommended by the Citizens Action Committee. ( Building Official) 8. 2 Action - Acceptance of CDBG FY 2009 -2010 Action Plan. Synopsis: Accepts CDBG Action Plan recommended by the Citizens Action Committee. ( Building Official) 8. 3 Action - Bid Award for Playground Equipment. Synopsis: Lowest responsive, responsible bidder is Playmore Recreational Products; in the amount of $ 49,528.61. Recreation and Cultural Services Director) 8. 4 Action – Appointment of Bogdahn Consulting Services, LLC to review and make recommendations on a third party administrator for proposed defined contribution plan. Synopsis: Council directed change in pension plan for new hires after 1011109; further, requests that this change to be effective 1 /1 /10. ( Finance Director) City Council Regular Meeting August 11, 2009  8. 5 Action - Award Water /Sewer Rate Study to Brown & Caldwell. Synopsis: Authorizes commencement offuture rate study for city owned utilities in accordance with bond requirements. ( Utilities Director) 8. 6 Action — Resolton X0093' - Approval of purchase of property on Methodist Avenue for Habitat for Humanity. Synopsis: $ 45, 000 of CRA funds to be used for affordable housing. ( CRA Planner) 8. 7 Action — Award Matching Streetscape Grant for improvements to properties downtown. Synopsis: These two property owners own multiple properties and agreed to undertake the improvements to all of their properties. ( CRA Planner) 8. 8 Direction —RFP for Auditor Services. Synopsis: Staffrequests that the City Council approve the creation of an RFP for auditor services as the present firm has been auditing the City for 16 years. ( Finance Director) 8. 9 Discussion — Regulating Dangerous Dogs. Synopsis: Councilman Miller has requested that in light of recent attacks by dogs the City Council discuss this matter. Councilman Miller) 8. 10 Discussion — Annual Review of Landmark Development Order. Synopsis: Councilman Reeves has requested that the City Council conduct a review of the Landmark Development Order. ( Councilman Reeves) 9. CITY MANAGER REPORTS 10. CITY ATTORNEY REPORTS 11. MAYOR/COUNCIL COMMENTS ADJOURNMENT Quasi -Judicial —denotes that the item must be conducted as a quasi -judicial hearing in accordance with Florida Statutes Action- Direction — Discussion items may be acted upon by the City Council by either a motion with vote in accordance with Robert' s Rules of Order, or by a consensus of the Council. Any person who decides to appeal any decision made with respect to any matter at this meeting will need a record of the proceedings, andfor such purpose may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. ( Chapter 286.0105 F.S.) The City of Fort Walton Beach adheres to the American with Disabilities Act and will make reasonable modifications for access to this meeting upon request. Please call City Clerk Helen Spencer at 850- 833 -9509 to make a request. For Hearing Impaired dial the City Hall TDD # 850- 833 -9925 or 1- 800 -955 -8771 ( TDD) or 1 -800- 955- 8770 ( Voice). Requests must be received at least 48 hours in advance of the meeting in order to allow the City time to provide requested service. City Council Regular Meeting August 11, 2009  CITY COUNCIL MEETING August 11, 2009 Approval of Agenda No Backup) Agenda Item Number: 1  CITY COUNCIL MEETING August 11, 2009 Consent Agenda Approval of Minutes: Special Council Meeting of June 23, 2009 Regular Council Meeting of June 23, 2009 Special Council Meeting of June 30, 2009 Special Council Meeting of July 2, 2009 Agenda Item Number: 2. 1  22.1 MINUTES OF THE SPECIAL COUNCIL MEETING OF THE CITY OF FORT WALTON BEACH, FLORIDA JUNE 23, 2009 INTRODUCTION A special meeting of the City Council of Fort Walton Beach, Florida, was held on Tuesday, June 23, 2009 at 5:00 p. m. in the Council Chambers at City Hall, with the following members present: Mayor Mike Anderson Councilmen: Mike Holmes; Virgil Miller; Bill Garvie, Bobby Nabors; Bill Patterson_ ;and Dick Rynearson Absent: Dennis Reeves Also Present: Robert Mearns, City Manager; Helen Spencer, City Clerk; Toni Craig, City Attorney; and Department Directors. PURPOSE The purpose of this meeting is to review and accept the Golf Course Audit. CALL TO ORDER. The Mayor called the meeting to order and welcomed everyone. He requested anyone who wished to address Council to approach the podium after being recognized, and then state his or her name and address for the record. PLEDGE The Mayor led in the Pledge of Allegiance. INTRODUCTION The Mayor introduced David Trimm, the new Business Manager of the Golf Course. BACKGROUND INFORMATION The City Manager presented Council with some background information that led to the audit of the golf course operations.. He advised that shortly after arriving at the City and reviewing the various weekly Staff reports, he noticed the large 'amount of complimentary rounds of golf played by golf course employees, and learned that Resolution 97 -30 allows the golf course administrator to give complimentary and marketing rounds. The City Manager informed he spoke with the Golf Course Administrator and asked the Finance Director to look into the issue, who recommended in an April memo that an independent audit of the golf course operations be done to assist in evaluating internal controls and to determine if there is any misuse of the employee /marshal benefit as outlined in Resolution 97 -30. The purpose of the audit was to be informative regarding any improvement needed of golf course management, operations, or financial controls. REVIEW OF GOLF COURSE AUDIT Angela Balent with the auditing firm O' Sullivan Creel clarified that the report is not an actual financial audit but rather a consulting engagement report to study whether there was a disparity in rounds played vs. rounds paid as well as the operating losses of the Golf Club the past several years. She explained that provisions in Resolution 97 -30 provide for the authority of the Golf Club Administrator to waive fees for school golf team play on official practice and match days, to establish fees for current full and part-time Golf Club employees, and to grant promotional fee waivers. Ms. Balent presented a summary of recommendations both operational and financial in nature that was a result. of their findings. 222 Special Council meeting 6 -23 -09 REVIEW OF GOLF COURSE AUDIT (CONT) The findings and recommendations include: 1) From January 2006 to February 2009, over half of the employee comp and marshal rounds were played during the hours of 6 am to 10 am, which is a desirable time period for golfers. It is recommended City management reevaluate the current privileges provided to Golf Club employees and volunteer marshals under Resolution 97 -30 and the Volunteer Marshal Program. 2) No administrative policy has ever been formally established for compensated rounds for Golf Club employees and marshals. It is recommended the implementation of the administrative policy in conjunction with the reevaluation of privileges to those employees and volunteers. 3) The no fee marketing /promotional rounds recorded in the Club's point of sale system have increased between 2006 and 2008, and the increase does not appear to be increasing total rounds played. It is recommended Golf Club management monitor the use and impact of promotional fee waivers to ensure the objectives of the policy. with respect to Club promotion are balanced with the financial objectives of the Club operation. 4) Golf Club employees and volunteer marshals are set up as members in the membership database in order to track their play by the Golf Club Administrative Coordinator who does not have rights to change fees charged for particular types of play, as that responsibility rests with the City's IT Division. It is recommended the maintenance of the membership database rest within the City's IT Division. 5) From January 2006 to January 2009, $ 77,000 of manual adjustments