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

discussion was held with Joe Bogdahn of the Bogdahn Group, the City's retained financial advisor for the General Employees' Pension Plan, who advised he could be of some assistance to the City in reviewing the proposals for third -party administration services. Ms. Wunker continued that for $ 5, 000 Mr. Bogdahn would review and analyze the proposals submitted to the City in response to the City's RFP solicitation for a third -party administrator; solicit proposals from other interested firms; and provide the City with a recommendation which would provide the City with the most efficient and cost effective services based on fees, references, and the ability to meet the City's requirements in administering the proposed defined contribution plan. Ms. Wunker explained that because of this recommendation, it is doubtful Staff will be able to implement the defined contribution plan for new hires by October 1, 2009, and Staff is proposing the delay of the implementation of the program for an effective date of January 1, 2010.  263 Regular Council Meeting 08 -11 -09 BOGDAHN CONSULTING SERVICES ( CONT) The Mayor opened the public hearing. There was none. Mr. Reeves moved to secure the services of Bogdahn Consulting Services, LLC for a fee of $ 5, 000 to review proposals and recommend a third -party administrator for the proposed defined contribution and to revise the implementation date for the plan, defined contribution plan for all new hires to January 1, 2010. Mr. Rynearson seconded motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Nabors, Patterson, and Rynearson in favor. RECESS The meeting recessed at 8: 00 pm. RECONVENE The meeting reconvened at 8: 15 pm. WATER SEWER/ RATE STUDY AWARD John Hofstad, Utility Services Director, reported the City's utility rate schedule is set to expire and that a new rate schedule must be established to account for the impact of transferring wastewater treatment to Okaloosa County. Mr. Hofstad continued the City opened RFP's submitted from nine different consulting firms in June of 2009, three firms were interviewed, and the selection committee comprised of the Utilities Director, Engineering Services Director, Finance Director, and Budget and Grants Coordinator selected Brown and Caldwell of Maitland, Florida as the top -ranked firm. The Mayor opened the public hearing. There was none. Mr. Patterson moved to award consulting services for a multi -year Utility Rate Study to the top -ranked firm, Brown and Caldwell, Incorporated of Maitland, Florida, at a cost not to exceed $ 49,300. 00. Mr. Rynearson seconded motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Nabors, Patterson, and Rynearson in favor. RES. 2009 -23, PURCHASE OF PROPERTY FOR HABITAT FOR HUMANITY The Mayor read the resolution by title. A RESOLUTION OF THE CITY OF FORT WALTON BEACH, FLORIDA, AMENDING THE FISCAL YEAR OCTOBER 1, 2008 THROUGH SEPTEMBER 30, 2009 BUDGET TO MAKE CERTAIN AMENDMENTS TO APPROPRIATIONS OF CITY FUNDS FOR THE PURCHASE OF 108 METHODIST AVENUE SE FOR HABITAT FOR HUMANITY; AND PROVIDING AN EFFECTIVE DATE. Am Christy Johnson, CRA Principal Planner, Engineering Services, reported that City Council had previously approved the purchase of two adjacent lots located at 110 and 112 Methodist Avenue SE for Habitat for Humanity, and that on June 3, 2009, the CRA Board voted to recommend a donation to Habitat for Humanity for up to $ 145, 000 to purchase two additional 1 lots located at 106 and 108 Methodist Avenue SE for the construction of multi -family units. 1160 However, Habitat has since learned that only one lot, 108 Methodist Avenue SE is available, and submitted a revised funding request in the amount of $45, 000.00. Ms. Johnson advised that if approved, a budget transfer from the CRA fund shall be necessary to donate up to $ 45,000 for the purchase of the property, appraisal, title work, and closing fees as there are not sufficient funds designated in the FY 2008 -09 budget for this request. 264 Regular Council Meeting 08 -11 -09 RES. 2009 -23 ( CONT) Nitsi Bennett, President and CEO of Habitat for Humanity, discussed her plans to subdivide the three large lots into five smaller lots and construct a duplex and a triplex so that the project is compatible with the character of the neighborhood. Council received clarification that there is no need to change land use since the property is within the R -2 Multiple Family Dwelling zoning District. The Mayor opened the public hearing. As there was none, the public hearing was closed. Mr. Holmes moved to adopt Res. 2009 -23. Mr. Reeves seconded motion. Mr. Nabors stated he had no problem with the vision or the projects of Habitat for Humanity; however, he disagrees with the funding of the project and expressed his thoughts that funding could be used to help stimulate some of the other proposed projects that would provide affordable housing for a greater number of families. Ms. Johnson advised that in 2002 CDBG funds were used to purchase one lot on Bobolink which was split into two lots, and CRA funds were used to purchase two lots on Harbeson and two lots on Methodist. Council expressed their thoughts that this is a good project and Habitat for Humanity is a good organization, but agreed that in the future funding be considered for some of the larger scale projects that would house more families. The Mayor called for the vote on the motion and it carried by a vote of 6 to 1 with Holmes, Miller, Reeves, Garvie, Patterson, and Rynearson in favor and Nabors opposed. MATCHING STREETSCAPE GRANTS FOR DOWNTOWN IMPROVEMENTS Award matching streetscape grants for downtown improvements. Christy Johnson, CRA Principal Planner, Engineering Services, advised that Res. 2008 -35, modifying the Matching Streetscape Grant Program, allows Staff approval of grant awards less than $ 5, 000. 00. The modification was recommended as an incentive for property owners in the downtown district to partner with the City to make improvements to the sidewalks, and a total of 18 property owners participated in the grant, installing pavers on over 4,360 square feet at a matching grant cost of $34, 194. 60. Ms. Johnson informed that the matching grant award for two property owners is in excess of 5, 000, and Staff is seeking approval to award the two matching streetscape grants, one to Bonnie Nabors in the amount of $5, 156. 10 and one to John Tringas in the amount of $5, 050. 50. The Mayor opened the public hearing. There was none. Mr. Nabors advised a conflict of interest as one of the properties is owned by his mother, and he would abstain from the vote. Mr. Holmes moved to award two matching streetscape grants, one to Bonnie Nabors in the amount of $5, 156. 10 and one to John Tringas in the amount of $5,050.50. Mr. Reeves seconded motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Patterson, and Rynearson in favor (Nabors abstained).  265 Regular Council Meeting 08 -11 -09 AUDIT SERVICES Brandy Wunker, Finance Director, informed the current auditing firm, O' Sullivan Creel, is contracted to perform through the FY 2009 audit, and that the City has utilized the same organization for audit services for the past 14 years. Ms. Wunker continued that State Statutes requires the City establish an audit committee to assist the Council in selecting an auditing firm. Staff is requesting Council authorize the formation of an Audit Committee, issue an RFP for Audit Services beginning with FY 2010, and authorize the Audit Committee to bring back a recommendation of the top three firms to City Council. The Mayor opened the public hearing. There was none. Mr. Garvie moved to form an Audit Committee comprised of the Finance Director, the Budget/Grants Manager, the Administrative Services Director, and the Utility Services Director; issue an RFP for Audit Services beginning with FY 2010, with an option to renew for four additional years; and authorize the Audit Committee to bring forth a recommendation of the top three firms to City Council for award of the audit services contract. Mr. Miller seconded motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Nabors, Patterson, and Rynearson in favor. ANNUAL REVIEW OF LANDMARK DEVELOPMENT ORDER Mr. Reeves requested this be placed on the agenda for discussion and update. Mr. Reeves noted that several projects that were approved after the Landmark are near completion, and he would like to hear from the Landmark representatives on subjects including whether the parking spaces the City has agreed to purchase will be decreased in price as a result of the job being rebid to reduce costs; and will the City continue to hold the line on the original plan to have a joint parking garage with the quality project that was proposed. Bruce Houle, Landmark Center representative, advised he was notified only this morning that the Landmark was on the Council agenda for this evening, and requested that he be provided at least 24 hours notice when the topic of the Landmark is scheduled to be discussed by Council. Mr. Houle informed he is in regular contact with City Staff on the progress of the development, and that Mayor Anderson has been instrumental in attending meetings with prospective tenants and selling Fort Walton Beach, and he expressed appreciation of the Mayor's support in working with some of the prospective tenants. Mr. Houle continued they are in the process of submitting a permit to the City in 60 days; that the construction portion of the deck has been rebid to generate savings; that the Landmark team is working diligently on the project by working with getting an anchor tenant and hope to finalize that within 30 days; and although the plans have not changed, they are looking at having a hotel instead of the condominiums. Mr. Reeves stated he wants to ensure everyone is on the same page and he wants to be well informed when he is questioned by citizens. Discussion ensued regarding the Development Order for the Landmark Center. The City Attorney explained that Council extended seven development orders five months ago, and the Landmark was one of the ones that was extended. She noted a Development Order is different than a Development Agreement; that under a Development Agreement an annual review is required, and she suggested that a review be done sooner rather than later. A tentative date of September 22, 2009, was given to hold the annual review for the Landmark Center. 266 Regular Council Meeting 08 -11 -09 REVIEW OF LANDMARK (CONT) Mr. Nabors asked what Council or Staff can do to address issues and help the project move forward. Mr. Houle responded