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HomeMy WebLinkAboutMinutes 03-03-2009 WorkshopCITY COUNCIL WORKSHOP MEETING WITH THE BUSINESS AND CULTURAL DEVELOPMENT BOARD CITY HALL ANNEX 111 Polk Avenue, Cape Canaveral, Florida TUESDAY March 3, 2009 5:30 PM MINUTES CALL TO ORDER: The Chair called the Meeting to Order at 5:30 P.M. ROLL CALL: Council Members Present: Mayor Pro Tem Council Member Mayor Council Member Council Member Council Members Absent: Bob Hoog Buzz Petsos Rocky Randels Shannon Roberts Betty Walsh Business and Cultural Development Board Members Present: Chairperson Vice Chairperson Joanne Muncey John Anderson Dianne Marcum Lori Pepper Daryl Peterson Paul Prichard Business and Cultural Development Board Members Absent: John Craig Mayor Randels recognized former Mayor John Porter and Mr. Randy Harris, Manager of Civil Systems, Cape Canaveral Air Force Station, and incoming Chair of the Cocoa Beach Area Chamber of Commerce. City of Cape Canaveral, Florida City Council & Business and Cultural Development Board Joint Workshop Meeting March 3, 2009 Page 2 of 9 DISCUSSION: 1. Discussion Re: Roles and Responsibilities of the Business and Cultural Development Board. Ms. Joanne Muncey, Business and Cultural Development Board, Chairperson, addressed the City Council and thanked them for agreeing to this Workshop. Ms. Muncey expressed the Board's main concern that their feedback and connection with the Council was fragmented. Ms. Muncey referred to the Board's last meeting which culminated in the Board's list of priorities. The Board desired to know how they could be of value to the City Council. Ms. Muncey referred to the five enumerated points as a result of their meeting. Ms. Muncey stated that some of the Board members desired to express their individual thoughts. Mr. John Anderson, Business and Cultural Development Board, Vice Chairperson, stated that the most fundamental reason for the Board's desire to meet with the Council was to: 1) clarify the Board's responsibilities, and 2) define the communication between the Board and the City Council. Mr. Anderson stated that two years ago the Board submitted a Redevelopment Plan. The Redevelopment Plan, which is reviewed every five years and is essential to Staff in revising the City's Comprehensive Plan. There were 38 recommendations from the Board as a result of the Redevelopment Plan review. By way of example, from a management standpoint, Mr. Anderson pointed out how the Board and Council's communication were out of alignment in terms of responsibilities, authorities, and relationships. The Ordinance clearly states that the Board submits the Redevelopment Plan to the Council; the Council then takes action on the plan and adopts it, and returns to the Board with how implementation will occur. The Board submitted the Plan as a Draft and sought the Council's review and approval; however, the Board has not heard any reply from the Council since the Plan's submittal. This is an indicator of the Board's perception of misalignment in communication with the Council. Mr. Anderson suggested a quarterly meeting with the Council in an effort to obtain a two-way dialogue. Mr. Anderson noted the absence of a more formal line of communication with the Council. He said that the Board's Meeting Minutes provide a summary but they do not permit the Board or the Council to dialogue expectations. The City Manager's Office has become a flow through for communication but that places the City Manager in the role of gatekeeper. City of Cape Canaveral, Florida City Council & Business and Cultural Development Board Joint Workshop Meeting March 3, 2009 Page 3 of 9 The Board is not adverse to this manner; however, the City Ordinance as it relates to the Board does not read as such. In practice the Board does not operate as the City Ordinance reads. If the Council desires a flow-through and not direct communication or dialogue, Council would then need to change the Ordinance. The Board as a majority, however, desired a more participatory role between the Board and the Council, not at the Staff level. Mr. Anderson stated that their Board, on record, had anticipated these economic times. More importantly though, addressing the problems of the national economy were but one part of the community and State challenges. The overlay to these challenges is the transition of the Space Industry. As a community considering these issues, this community is greatly challenged. Mr. Anderson requested that the Council use the Board in a more significant and relevant manner. Mayor Randels accepted responsibility of not seeking review and adoption of the Redevelopment Plan. However, Mr. Boucher interjected that the information that Todd Peetz, former City Planner, and the Board worked on in the Redevelopment Plan was tied to Land Use and Planning functions which were included in the Evaluation and Appraisal Report. The information migrated from one document set to another, for example, from the EAR to the Comprehensive Plan adoption. Ms. Roberts reminded of another area in which the Redevelopment Plan information was used, the City's Visioning Session in 2007. She stated that what the Board was specifically missing, however, was feedback from the Council on what would specifically occur with the 38 recommendations. Mr. Anderson reiterated that if the Board were to be used more effectively, they needed to receive feedback from the Council as to their current effectiveness. Mr. Petsos stated that 2007 Redevelopment Plan was a good report and sparked much discussion during the Visioning Session and for the Planning and Zoning Board. The information was present therefore in discussions; perhaps what was missing was feedback to the Board. Ms. Roberts stated that the Board might have expected feedback and an action plan from the Council on the 38 points that the Board outlined in the Redevelopment Plan. Mr. Anderson suggested that some communicative alignment, such as a quarterly meeting, would have clarified the Council's acknowledgement. Mr. Boucher pointed out the two main issues at hand: 1) planning for the long term, which is tied up in Planning and Land Use Regulations, which require substantial time for completion, and 2) defining the Board's role in an effort to assist the existing business community with the current economic issues. Mr. Boucher recognized the Cocoa Beach Area Chamber of Commerce City of Cape Canaveral, Florida City Council & Business and Cultural Development Board Joint Workshop Meeting March 3, 2009 Page 4 of 9 representatives who planned to speak on the concept of a Cape Canaveral Chamber of Commerce satellite office. Mr. Anderson stated that what the Board desired was more specific clarification on its role. He stated further that the Board was adequately equipped to take to task how to assist the business community, but they need to know the Council's desire for the business community and if that is what the Board should focus on. The Board's work with the Chamber was subordinate to the issue of avoiding lack of clarity for subsequent Board Members and the Board's purpose. Ms. Dianne Marcum thanked the Council for listening to the Board's concerns. She expressed the Board's overall sense of frustration in how to get things done. Ms. Marcum explained how for her that was a matter of process. First of all the Board is an Advisory Board and she was not sure if that was defined as advisory to the City Council, Staff, or a combination of both. Second, is the Board proactive or reactive in response to its issues? Ms. Marcum stated how at this time she perceives the Board as reactionary and advisory to the City Manager. Ms. Marcum stated how communication with the Council was important. She related on the Board's desire to collectively present the Marketing Video to the City Council and that did not occur. However, it was the Board's intent. She IL stated that the video first appeared on their Board's Agenda in August 2007 and was scheduled for completion within 90 days. Ms. Marcum stated that the video was finally completed 18 months later and to her knowledge Council desired to make changes after the video was completed. However, changes which will cost more money. Ms. Marcum stated that this was perceived as reactionary to her and somehow there needs to be some clear communication from the Council on what is expected from the Board. Ms. Marcum noted that although the City Manager's office took a predominate role in completing the video with consultation from the Board; it might have been a better process to present interim reporting on the video production process. The video is just another example of a process issue. Council Members agreed that the Board reported to the City Council and assumed a proactive stance. Mayor Randels brought out how in order to be more proactive, this would require more frequent meetings with the Council in order to obtain clearer direction. Mr. Petsos also noted the need to invite other Boards, such as the Planning and Zoning Board to future meetings due to the content of some discussion. Mayor Pro Tem Hoog stated that helping the businesses was Council's goal, for example, review of the Sign Code. City of Cape Canaveral, Florida City Council & Business and Cultural Development Board Joint Workshop Meeting March 3, 2009 Page 5 of 9 Ms. Roberts stated this was an example of when the Council could ask the Board for input on what impacts the businesses as well as gaining input for the City's Visioning process. The Council therefore needed to be proactive in seeking the Board's input. Ms. Walsh pointed out that quarterly meetings might not gain the efficiency permitted through more frequent communication. She emphasized the need for a more efficient means of communication. Ms. Muncey suggested established agreed upon goals and then to have the Board report during a City Council Meeting. Mayor Randels stated that the Minutes were not always readily available, due to the recording Secretary's other duties which could delay communication by as much as one month. Ms. Joyce Hamilton suggested placing an item on the City Council Agenda. Mayor Randels stated, for the record, that the Board has the right to place an item on the Council's Agenda. He stated that the Council desired for the Board to be proactive and advisory to the Council; stating what it is that they desire to do and what resources do they need to get their job done. Mr. Petsos suggested an Agenda item for the Business and Cultural Development Board at a Regular City Council Meeting. Ms. Marcum recommended that the Board could take the responsibility of planning what items to bring to the City Council at the close of their meeting. Ms. Muncey clarified that the Board was seeking opportunities and challenges, not problems. Mr. Paul Pritchard stated that the Workshop occurred based on the Board's desire to meet directly with the Council. The Workshop was approved at the Board level; however, Mr. Pritchard stated that communication was stalled coming from the City Manager's office. Mr. Pritchard recounted how the process from the Board to the Council and communication back to the Board; he stated that response is slow in coming. Mr. Pritchard emphasized the need for more immediate communication. Although he understood the Sunshine Law, he stated that some form of more direct communication was necessary between the Board and the Council. He has worked with Legislators in Tallahassee and Washington D.C. and he reported how as a matter of priority, the Space Coast was not an important part of the overall Legislative agenda. It is this type of information that requires more expeditious action on the City's part. Mr. Pritchard described the bleak aftermath of the dismantling of the Apollo Space Program. He reminded of the importance of having a property tax base; therefore, the City must move quickly. The City needs to influence not only the Economic Stimulus Package, but the decision makers. Mr. Prichard stated his intent to take corrective action on the professional side based on what he had seen happen in Europe. He emphasized the need for more direct communication with the City Council within the parameters of the Sunshine Law. City of Cape Canaveral, Florida City Council & Business and Cultural Development Board Joint Workshop Meeting March 3, 2009 Page 6 of 9 Mayor Randels stated that the Board could meet with the Council at any meeting. Ms. Roberts clarified how the Board was seeking a way for the Council to take a more proactive role and work in concert with the Board to take action. Ms. Roberts stated that due to the Board Member's experience and capability, the Council could trust them to operate on the City's behalf. Mr. Anderson stated that some of the more immediate Business and Cultural Development issues could take place outside the Visioning process. Mr. Anderson stated further that the Space Coast would be impacted greater than the whole of Florida. He emphasized expeditious action. Mr. Anderson stated how the Council has the authority to create Ad Hoc Committees which could be subsets of the Business and Cultural Development Board. The Council has the authority in the City Ordinance to create an Ad Hoc Committee which is exempt from most of the other Administrative requirements. This Committee could be a Special Group, a Tiger Team, or a Task Force who has the capacity to review what is happening and act expeditiously. Such a group could focus on the burning issues. He brought up the example of gambling at the Port which would impact the community and he noted the need for the Council to weigh in on such issues. Mr. Pritchard added to the discussion on the importance of lobbying for or against what impacts the City. He gave the example of the anticipated High Speed Rail System between Orlando and the City of Tampa. He noted how this would impact the cruise ships if they chose to remain at Port Canaveral. Mr. Pritchard stated how the City Council should participate at the State level and in Washington, D.C. responding to the issues that impact the City. Mr. Porter pointed out that, he could hear Mr. Pritchard's concern that the Chamber's new concept was not connected to the Board's issue in discussion at this time. He stated that this meeting might not be the one to present what the Cocoa Beach Area Chamber of Commerce could do for the City. He stated that they desired to support the Business and Cultural Development Board. Ms. Marcum returned to the Board's position of being proactive and spoke in favor of the necessity to lobby the Legislators. Mr. Porter informed that the Chamber of Commerce does lobby for business issues. Ms. Melissa Stains stated that the Cocoa Beach Area Chamber of Commerce actively lobbies for Space exploration. She pointed out that the Chamber was small-business oriented serving the needs of the one to three person business. The Chamber was aligned with Brevard County as well as the other three Chambers in the County and therefore provided a united voice; therefore the Chamber was proactive. She emphasized how having its 1,700 members aligned with them strengthened that voice. Ms. Stains stated that the City of Cape Canaveral, Florida City Council & Business and Cultural Development Board Joint Workshop Meeting March 3, 2009 Page 7 of 9 Chamber desired to engage the City at every opportunity available. In conclusion, Ms. Stains expressed that Cape Canaveral was vital to the Chamber. For the record, Mr. Prichard stated that the Chamber was connected to the City and the Board's functions; however, not to the point that the Board was expressing during this discussion. Also, for the record, Mr. Petsos stated that the Space Coast League of Cities and the Florida League of Cities lobbied for Legislative issues that impact the Cape Canaveral community. The Council also was working with neighboring communities to Draft Resolutions in support of Legislative issues. Mr. Petsos returned to the point of creating a committee saying that there was no provision that precluded them from becoming that committee. Mr. Anderson stated that the Council could empower the Board; however, the Board could not assume duties without the City Council's permission. Mr. Darrell Peterson related on how the Planning and Zoning Board makes recommendations to the Council for voting purposes; however, for the Business and Cultural Development there was no avenue to take action subsequent to the Board's discussion. Mr. Boucher stated other Advisory Boards make recommendations. Ms. Roberts clarified the need, however, for a consistent, active direct line communication with the City Council. Mayor Randels brought out the need for a regular Board report. Mr. Boucher stated that all of the City Boards could be on the Agenda. Ms. Roberts clarified further that the Board not filter their communication through the City Manager to have their issues come to the City Council. Mr. Boucher repeated the normal course of action is for the Board Secretary to submit a Recommendation Memo from the Board to the Council. Ms. Roberts expressed her concern with items not reaching the City Council. She requested for the City Manager to copy the Council with what is provided to Staff. Mayor Randels stated that he would call for the Board to report at the City Council's Regular Meeting. Mr. Anderson expressed the Board's desire to address challenges and past practice does not allow for it. He reiterated the need for expeditious action during these economic times. Mr. Anderson expressed his excitement with the Chamber concept;and things that would be beneficial to the business community. However, he emphasized immediate reaction. Mr. Anderson acknowledged Mr. John Craig's tactical strategy points which were distributed to the Council. Ms. Roberts stated that tactically the strategy was IL specific, immediate, proactive steps and she commended the initiatives as City of Cape Canaveral, Florida City Council & Business and Cultural Development Board Joint Workshop Meeting March 3, 2009 Page 8 of 9 something the Board could pursue. The Board could move forward with these items and return to the Council with feedback on their progress and how the Council could continue to help them. Ms. Roberts referred to Mr. Anderson points which brought out the need for the Board to know if the Council planned to decide for or against community impacting issues. Ms. Marcum pointed out that there were two separate issues: 1) the City and the Business and Cultural development of the City of Cape Canaveral in these difficult times, and 2) Mr. Pritchard's concerns which much broader issues related to City decisions. Ms. Marcum stated that the tactical team could interface with the Business and Cultural Development Board; however, they were not the same thing. Mayor Randels clarified that the Board's 5 -point plan were decisive measures that the Board could focus on. Mayor Randels concluded that the Council could endorse those five items. Ms. Roberts recommended expanding on establishing an ongoing relationship with the City Council and other groups as the Board found appropriate. Ms. Marcum pointed out a more broad approach to marketing, for example, marketing the City's web site as well as the City video. Mayor Pro Tem Hoog expressed approaching a broad market demographic, for example, to families in an effort to support Cape View Elementary School. Mr. Anderson pointed out that Item No. 1 would address these marketing concerns. Item No. 2 would expand the lines of communication and at this point could include a Tiger Team. Mr. Pritchard agreed with Ms. Marcum identifying that some issues were larger than the Board. Ms. Walsh pointed out that Mayor Pro Tem Hoog was involved with the Space Coast League of Cities and the broader issues could be presented to the Space Coast League of Cities through him. Mayor Pro Tem Hoog responded that some of these issues were presented. Mayor Pro Tem Hoog stated that any issues presented need to come to the Council in order for him to present them to the League. Ms. Roberts emphasized that the Board needed to present its issues directly to the Council. Mr. Pritchard responded to Mayor Pro Tem Hoog that the promoters of the High Speed Rail System did not intend to make a stop at Disney. The discussion is for the Rail System to go from the Orlando International Airport to the Tampa Port Authority. Mayor Randels stated that it was the consensus of the Council for the Board to proceed with it 5 -point plan. Mr. Boucher stated that he would also forward the Legislative Bulletins to the Board as well as the City Council. Ms. Roberts brought up the Board's recommendation for a full-time Public Relations Officer in the City. She stated that as the Council sought to partner with any of their initiatives, they also needed to address core capabilities. City of Cape Canaveral, Florida City Council & Business and Cultural Development Board Joint Workshop Meeting March 3, 2009 Page 9 of 9 Mayor Randels recommended that the Cocoa Beach Area Chamber of Commerce representatives return to the Council with their concept. Mr. Porter asked if the Chamber should return to the Board or to the City Council. Mr. Anderson clarified that the Board designated Mr. John Craig to work with the Chamber to develop a satellite chapter and either he or all of the Board would return to the Council with information. In closing, Mr. Petsos recommended formulating a Tiger Team, comprised of perhaps a core group of the Business and Cultural Development Board who have the contacts and could bring issues to the City Council as quickly as possible. ADJOURNMENT There being no further business the Meeting adjourned at 6:53 P.M. � s Susan Stills, CMC, CITY CLERK