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HomeMy WebLinkAboutMinutes 04-07-2009CITY COUNCIL REGULAR MEETING CITY HALL ANNEX 111 Polk Avenue, Cape Canaveral, Florida TUESDAY April 7, 2009 7:00 PM MINUTES CALL TO ORDER: The Chair called the Meeting to Order at 7:02 P.M. ROLL CALL: Council Members Present: Mayor Pro Tem Bob Hoog Mayor Rocky Randels Council Member Shannon Roberts Council Member Betty Walsh Council Members Absent: Council Member Buzz Petsos Others Present: City Manager Bennett Boucher City Attorney Anthony Garganese City Clerk Susan Stills Public Works Director Walter Bandish Assistant Public Works Director Jeff Ratliff Building Official Todd Morley Planning and Development Director Barry Brown PRESENTATION: 2009 Spring Beautification Award — Ray and Carmen Ortiz. Mr. Thomas Wheaton, Beautification Board Member, called on Mr. and Mrs. Ray and Carmen Ortiz, of 608 Manatee Bay Drive in recognition of the beautification effort shown on their property. Mr. Wheaton presented them with a plaque and a gift certificate. The Ortiz' thanked the Board for the recognition. Mayor Randels announced Trash Bash 2009 on April le from 8 A.M. to 12 Noon. All were invited to participate. City of Cape Canaveral, Florida City Council Regular Meeting April 7, 2009 Page 2 of 20 BOARD INTERVIEWS: 7.05 p.m. — 7.15 p.m. Linda Brown and Leo Nicholas — Board of Adjustment Applicants. Mayor Randels called on Ms. Linda Brown. Ms. Brown affirmed that all of the information on her application was true and correct to the best of her knowledge. She informed that she also serves as an Alternate Member on the Library Board. Ms. Brown stated that she had visited the community since 1976. Ms. Roberts questioned why she chose this Board. Ms. Brown responded that she was previously interested; however, the Board was filled and a vacancy became available in 2009. Ms. Roberts asked if there were any improvements that Ms. Brown had in mind to undertake for the City. Ms. Brown responded that she appreciated the new stop lights and expressed the importance of community appearance. Ms. Brown pointed out how the new hotel and Burger King restaurant were also aesthetically pleasing. Ms. Walsh questioned Ms. Brown's previous involvement with a Zoning Board. Ms. Brown responded that she was involved in assisting someone with rezoning to obtain a beauty shop and working to retain a residential area against an incoming business in the State of Indiana. Mayor Randels informed her that a Resolution for her Board Appointment consideration would be on the next Regular City Council Meeting. Ms. Brown pointed out that the City Hall marquee was an effective tool in encouraging her in to apply for the Board. Mayor Pro Tem Hoog asked Ms. Brown what she perceived as changes for the City. Ms. Brown replied that she would like to see more restaurants, especially for those disembarking from the cruise lines for day trips. Mayor Randels called on Mr. Leo Nicholas. Mr. Nicholas affirmed that all of the information on his application was true and correct to the best of his knowledge. Mr. Nicholas affirmed that he had served on most of the City Boards except the Recreation and the Business and Cultural Development Board. He was also part of the initiating efforts for the Beautification Board. Mr. Nicholas responded that he desired to serve on the Planning and Zoning Board, however, it was full. He therefore chose the Board of Adjustment. He related that both of these Boards were related to the growth and development of the City and Mr. Nicholas stated that he was willing to serve. Mayor Randels thanked Mr. Nicholas for serving on City Boards and on the Council and Staff at one time or another. Mr. Nicholas pointed out that others who leave the City Council should also consider serving on the Boards subsequent to their term on the Council given their level of practical civic education. Mayor Randels informed him that a Resolution for his Board Appointment consideration would be on the next Regular City Council Meeting. City of Cape Canaveral, Florida City Council Regular Meeting April 7, 2009 Page 3 of 20 REPORTS: 7.15 p.m. — 7:30 p.m. City Manager Mr. Boucher informed that he attended the Special Library Board Meeting on April 2"d in which there were two main items of concern. First, he would place the County's proposal, which the Library Board recommended related to use of the Meeting Room on the City Council April 21st Agenda. Second, the Library was anticipated to incur a 20 percent Budget decrease to include: hours, closing one additional day per week, and Staff reductions. He encouraged the Council to lobby the Brevard County Commissioners related to the Library budget cuts. Ms. Walsh asked if they had considered keeping the Library open on a Saturday should the budget cuts occur. Mr. Boucher related that the Library Board was concerned with Saturday becoming the considered day of closing. The Board discussed the desire of the City choosing which day to cut. Ms. Roberts noted that City of Melbourne Council took the initiative on their Library hours and she noted that they also have Sunday hours. • Mr. Boucher related on the Waste Management, Inc. contract and informed that Mr. George Geletko has not been responsive up to now; however, the Town of Indialantic and the City of Satellite Beach were given renewal rates. He stated that he did not desire to prolong these intended discussions with Waste Management as the contract expiration was drawing near which would shorten the time for Bid proposal. Mayor Randels stated the need to exercise the option to Bid and Ms. Walsh reminded that Council discussed Bidding at a Council meeting in January 2009. Mayor Pro Tem How stated that there were some provisions in the contract that he would like to see changed. Mayor Randels stated that the four Council Members present desired by consensus to go out for Bid on the City's Solid Waste service. Ms. Roberts requested a draft of the Request for Bid package in order to ascertain what the City was seeking from a vendor. Mr. Boucher affirmed that he would present the draft Bid package to Council. • Mr. Boucher referred to the Board Appreciation dinner and informed that the City has an open day of May 3CP at the Radisson Resort at the Port for $25.95 per person if the Council would like to choose this type of venue. Ms. Walsh suggested canvassing the Board for which type of dinner they preferred: a formal dinner or a casual barbeque. Ms. Roberts agreed. Mr. Boucher informed of a request from an individual related to a bus stop near Ridgewood and Harrison Avenue which was removed. Mr. Boucher explained and Ms. Walsh clarified that the bus stop was not on the official route, but merely stopped at a Stop Sign. Mayor Randels explained that buses will pick up a passenger if flagged to do so. Mayor Pro Tem Hoog pointed out that many people use the bus route on Ridgewood Avenue to obtain beach access. Ms. Roberts stated that unless the full Council members agreed to view this as an assessment opportunity, she suggested to leave the bus route as it is. Council Member agreed. City of Cape Canaveral, Florida City Council Regular Meeting April 7, 2009 Page 4 of 20 • Mr. Boucher informed that he and Mr. Morley met with the Dispute Resolution consultant, Steve Rosenthal with much success. Mr. Boucher reported on Mr. Morley's sincerity in working through the process and providing the City Manager the assurances he needed to fully reinstate him. Mr. Morley stated that the mediator was a wonderful tool for the City to use both now and in the future and informed that the working relationship has been fully restored. Mayor Pro Tem Hoog personally commended the two parties for working together to resolve their differences. Mayor Randels thanked the City Clerk for finding the mediator. Mr. Boucher informed that Mr. Rosenthal would also conduct a Team Building session with the Community Development Department Mr. Morley informed that accreditation would become one of the Building Department's goals. STAFF Planning and Development Director • Ms. Roberts questioned why Ms. Lori Peppers' name was not on the Visioning Committee list. Mr. Brown stated that he did not come away from the last Meeting with the understanding to add Ms. Peppers to the list. Mr. Brown stated his clarification that City Council had agreed on the 17 people who had received two or more votes. Ms. Roberts stated that the Council had an acknowledgement that Ms. Peppers was in the audience and that she would represent the business interest. Ms. Roberts expressed her concern with the hurried nature of the end of the Meeting. She said that she understood, at least behaviorally, that the Council had agreed on Ms. Peppers. There was brief discussion about Adrienne Kessler but she would have been a unique suggestion; however, Ms. Peppers had expressed interest and the collective Council was not aware of it until the discussion that night. Mr. Brown restated that he did not have that understanding. His summary from the Council Meeting was to proceed with the 17 people with two or more votes. Ms. Roberts emphasized that Ms. Peppers had expressed an interest in serving. She stated that the process was hurried, at that last meeting There was no specific breakdown given for the 17 people chosen and Council did not look at the categories represented Mayor Randels asked Mr. Brown to review his plan. Mr. Brown stated that the Council had the 17 people recommended to serve on the Citizens Visioning Committee. He reported that 13 agreed to serve; 2 declined to serve, and he was waiting to hear from two others. The First Organization Meeting of the Visioning Committee was scheduled for Tuesday, April 14th at 7 P.M. in the City Hall Annex. Mr. Brown stated that the committees' roles and responsibilities would be established, as well as distribution of various materials. Mr. Brown informed that he City of Cape Canaveral, Florida City Council Regular Meeting April 7, 2009 Page 5 of 20 met with Shelle Lawton, of My Region.org and George Kinney, of the Regional Planning Council will have some opening words, there will be an introductory period among the committee and the facilitators, an explanation of the Visioning Committee's roles and responsibilities, and some other relevant business. From that point, the Committee will be charged to contact as many of their friends, coworkers and neighbors for involvement in the process. The Committee will be given media materials such as a flyer for distribution and an E-mail. Mr. Brown stated that he met that morning with Shelle Lawton and George Kinney to develop a marketing plan. Mr. Brown presented the three suggested dates for the First Community-wide Visioning Workshops for: Tuesday, May 12th, Wednesday, May 13th or Thursday, May 14th. At this point, the Radisson Conference Center was available for these meetings. Ms. Lawton and Mr. Laurien would be available to facilitate and lead this meeting. Ms. Roberts reminded that the Hubble Space Launch was anticipated for the week of May 12th. Mayor Randels clarified that the purpose of the Visioning Committee was to obtain the people for input toward the decisions. Mr. Brown explained that one of their major responsibilities was to lead community support and attendance at the meetings. Mr. Brown informed that he would E-mail the Marketing Plan to the Council. He also informed that media venues include: print, radio and possibly direct mailings. Mayor Randels emphasized that these people would lead community support and the community would play an active part in the Visioning Sessions. Mr. Brown clarified that Mr. Laurien was the established facilitator. Mr. Brown explained that originally the plan in the Scope of Work was to meet once per month; however, they desired to contract the scope of meeting times in order to keep people engaged and moving forward and in the hope of completing the process by the fall. Mr. Brown stated that he was careful to use consistent language, saying that the Citizens Visioning Committee would meet next Tuesday, April 14th and the first Community-wide Visioning Workshop was being suggested for May 12th, 13th, or 14th. Ms. Roberts reiterated her concern with scheduling the meeting during a launch week. Mr. Brown assured that he did not think a launch would hinder attendance. Mayor Pro Tem Hoog agreed to choose from the presented meeting dates. Ms. Roberts exressed disfavor with scheduling on the night of a launch and recommended May 14 and not May 12th. Mayor Pro Tem Hoog noted that Mr. Petsos was absent at tonight's meeting due to the Hubble. City Council by consensus established Thursday, May 14th as the date for the First Community wide Visioning Workshop. City of Cape Canaveral, Florida City Council Regular Meeting April 7, 2009 Page 6 of 20 Ms. Roberts, again, recommended adding Ms. Lori Peppers to the list. Mr. Brown requested consensus from the Council. There was no consensus spoken to add Ms. Peppers name to the Visioning Committee list Mayor Pro Tem Hoog expressed his concern with Mr. Nicholas serving on the Board of Adjustment and the Visioning Committee saying that the Board of Adjustment would implement the Visioning concepts. He suggested that Mr. Nicholas serve on one of the two Boards. Mayor Pro Tem Hoog made the distinction between serving on a quasi- judicial Board and an Advisory Board. Ms. Roberts suggested recusing himself from voting. After brief discussion, Mr. Nicholas requested to put his Board of Adjustment application in abeyance since he desired to serve primarily on the Visioning Committee. Mr. Brown informed that Mr. Tran was out of town; however, he still planned to speak with him. Ms. Roberts asked if adding one more would matter. Ms. Roberts requested more detailed information about these individuals such as: their titles, what category they fit in, and their contact information. Mr. Brown responded that on Tuesday night he would obtain more detailed information and he would be glad to convey that to the Council. Mr. Brown would keep in contact by E-mail with the City Council over the course of the next few weeks. Mr. Brown explained that the Radisson has flexibility in their Meeting Room use which could accommodate them based on the size of attendance. Ms. Roberts asked if Ms. Lawton would share the communication strategy on April 14th. Mr. Brown affirmed. Mr. Brown informed that Mr. David Schirtzinger printed out several web pages on Visioning from different cities which helped them to find the tag line, "Envision, Cape Canaveral, Our Community, Our Future" developed from the one used in Garland, Texas. Public Works Director e No report. Building Official e No report. City Clerk e No report. City Attorney 0 No report. City of Cape Canaveral, Florida City Council Regular Meeting April 7, 2009 Page 7 of 20 Business & Cultural Development Board Report. • Ms. Dianne Marcum, Business and Cultural Development Board Member, informed that four of their five Board Members were in attendance and voted on the barbeque for the City Board Member recognition. • Ms. Marcum referred to the City Council's comments on the business video and two to three changes. The video company submitted a $1,200 cost to process the editing changes. Ms. Marcum stated that the goal of the Marketing Video was to attract the interest for businesses to invest and locate in the City, not a general perspective on Cape Canaveral. Ms. Marcum referred to the point of giving more emphasis to Kennedy Space Center in addition to Cape Canaveral Air Force Station and she highlighted that the video's verbiage which mentioned that Cape Canaveral was a corridor between Kennedy Space Center and Patrick Air Force Base. She explained that this verbiage was chosen based on feedback from businesses who view the City's location as a major attraction near Kennedy Space Center and the Cape Canaveral Air Force Station. Ms. Marcum referred to the other change which related to depicting more retirees saying how the Board was attempting to attract business and retirement was not a point to attracting businesses. In conclusion, Ms. Marcum stated that the Board recommended that the video was well done and performs what it was intended to do. The Board found that expending the $1,200 was not a prudent or necessary expense as it did not add any incremental value. Ms. Marcum read the new verbiage planned for the City web site. Ms. Marcum stated her belief that the City Manager was in agreement not to expend the $1,200. Ms. Roberts suggested adding, and some universities, to the verbiage Ms. Marcum read. Ms. Roberts expressed her difference of opinion with the Board in not having Kennedy Space Center more prominently identified. Ms. Marcum agreed with using Florida Institute of Technology and the University of Central Florida. Ms. Roberts stated that businesses attracted to coming to the area were seeking the government agencies as being business customers. Ms. Marcum responded that she would attempt to include Ms. Roberts' recommendations in the introduction; however, the introduction would remain brief. Mayor Randels clarified the consensus of the Council for the Board to proceed with their new verbiage on the City web site related to the Marketing Video and not to expend any additional funds for editing. Ms. Roberts recommended, as a lesson learned, to present City Council with a status report prior to finalization. Ms. Marcum added that the Board agreed with this recommendation relative to the Marketing video. City of Cape Canaveral, Florida City Council Regular Meeting April 7, 2009 Page 8 of 20 Mr. John Anderson, former Chairperson of the Business and Cultural Development Board, thanked the Council for the previous Joint Workshop Meeting with the Board. He then referred to a copy of the Redevelopment Plan cover, the Letter of Transmittal, and the Executive Summary of the Plan. Mr. Anderson stated the Board's purpose of coming before the Council to seek formal Approval of the Redevelopment Plan submitted on March 28, 2007. • He highlighted the threefold purpose as:1) to Establish the Implementation Schedule or Action Plan, 2) to Manage the Redevelopment Plan, and 3) to Approve the Release for a Business Survey which is stipulated in the Ordinance which regulates the Board. The Board also sought a Customer Satisfaction Survey to businesses in the community to rate how well City government responds to them as citizens of the City. Mr. Anderson also highlighted some background related to the Plan and the Transmittal as: the process beginning in 2006, it was instituted as part of the Comprehensive Plan Adoption cycle. The Board began its plan for this cycle with a Survey conducted by Dr. James Wright, Social and Behavioral Sciences Department, of the University of Central Florida. The Board presented a draft to the Council deferring to the Council as the governing body for the Plan adoption. Mr. Anderson conveyed the Board's recommendation to approve the Plan and he stated how a Plan is flexible and subject to City Council's amendment. Mr. Anderson called Council's attention to the Executive Summary saying that the purpose of the Plan was to find an Ordinance which establishes their Board. Also, the entire Plan's format and language were established to coincide with the Florida Statutes and Brevard County Ordinances. Mr. Anderson stated that there were two Plan goals: 1) economic development and 2) quality of life and 13 objectives under which are Policies or action statements related to the two goals. The Board decided among themselves not to put any recommendations into the Plan unless it had unanimous support. Mr. Anderson referred to the page marked: Critical Success Factors. He informed that there were no action steps in the 1999 plan; therefore, it was actually a statement of Goals and Objectives. The Board decided that the Redevelopment Plan needed: specific tasks, schedules, responsible management and budgets. Mr. Anderson read the Board's proposed language for the Critical Success Factor section. Mr. Anderson explained how the completed Plan should be used by the City Council as an oversight tool to monitor implementation progress through quarterly reviews from the Staff and to compare Staff progress against what was in the Plan. The Plan's progress should then be used as performance measures for the City Manager and Department Heads in their annual Performance Appraisals. Mr. Anderson City of Cape Canaveral, Florida City Council Regular Meeting April 7, 2009 Page 9 of 20 summarized that this would become a job description for Staff which could be measured month -by -month or quarter -by -quarter. Mr. Anderson pointed out that it has been two years since the Plan was submitted to the Council; however, there were still five years in which the City could use the Plan. In closing, Mr. Anderson expressed the Board's desire for the Council to take action and adopt the Plan although as Ms. Roberts had pointed out at the Board's last meeting, the Council could hold a Workshop for discussion purposes. Mayor Randels thanked Mr. Anderson and the Board for their work and pointed out the Board's desire for the City Council to take expeditious action. Mr. Anderson clarified that the Council would adopt the Plan to include the requirement for an Implementation Action Plan and Staff would be tasked to develop that Action Plan and return to the City Council for its approval. Mayor Randels clarified the two segments related to this issue as: 1) to formally adopt the Plan and 2) to implement a timetable for the action steps within the Plan. Mr. Anderson informed that he was stepping away from the Board; however, not due to any frustration with the Board. He expressed, however, the Board's frustration in working on the Marketing Video and concluded that something was not right in the overall process. He concluded that, in the broadest sense, the issue was a governance and management issue. Mr. Anderson emphasized the importance of taking action on the Plan and for the Council to use the Plan to their advantage. Mr. Anderson thanked the Council and the Board for his time in service. Mr. Boucher explained that he held an extensive Redevelopment Workshop Meeting with the City Council on January 15, 2008 related to hiring the new position of Planning and Development Director. He stated that this was the Board's number one priority; however, the City Council did not desire to hire for the position at that time. Ms. Roberts said that in April 2007, we had a Visioning process with Leadership Brevard and we had included these recommendations along with some other Council and Staff related goals and objectives. These all come back to some of the fundamental points Mr. Anderson was making about our having management implementation, structure, process, capability, etc. This may serve as a broader framework for the City's management follow-up actions. Ms. Roberts explained how there was no follow-up system in order to act on issues, for example, an Action Tracking system. Ms. Walsh recounted that the Planning and Development Director was hired; the March 2007 Redevelopment Plan was drafted for adoption; therefore, would the City Council proceed to adopt the plan now because it was on the Agenda or did it need to be on the April 21st City Council agenda for a motion? City of Cape Canaveral, Florida City Council Regular Meeting April 7, 2009 Page 10 of 20 Mr. Boucher informed that the Plan could be adopted at the April 21 meeting since this was the discussion but it could not be submitted to Brevard County since three- quarters of the City was identified as a Community Redevelopment Agency [CRA] area. Mr. Anderson pointed out that this was placed in the document as a place marker for future Staff work. Mr. Boucher pointed out that the data sets to determine which areas were eligible for a CRA would be established during the Visioning process. Mr. Anderson clarified for himself and the Board Members that what was said thus far was not personalized but an effort to move the City forward. He publicly apologized if he offended any person in the process. Mayor Pro Tem Hoog publicly expressed his appreciation for Mr. Anderson's work. Ms. Marcum asked if it were appropriate to give a copy of the Redevelopment Plan Executive Summary to Mr. Phil Laurien, Ms. Shelle Lawton and the Visioning Committee. Council agreed. Ms. Walsh informed that the Redevelopment Plan was available on the City's web site. Mr. Boucher affirmed that the Plan was on the web site. AUDIENCE TO BE HEARD: 7.30 p.m. — 7.45 p.m. Mr. Thomas Garboski, of Surf Drive, referred to the anticipated City Budget and asked if ell the City had any interest in curtailing the skyrocketing costs of health care and containing the costs with Health Savings Accounts (HSA) for the City employees' health care benefits. Mayor Randels stated that Ms. Stills sought the different types of benefits coverage. However, Mr. Garboski asserted that Ms. Stills had no incentive to seek cost savings given the City's fully -funded benefits plan. Mayor Randels responded that outside agencies have presented their benefits for selection. Mr. Garboski emphasized how the taxpayers were bearing the cost, however, of the City employees benefits and it was prudent to seek cost saving methods. Ms. Walsh clarified that the HSA Mr. Garboski is referrina to is relatively new and not the older plan that has been around for years. She explained how the employer contributes dollars to the HSA for the employee and the employee can use the money toward Health Care related expenses like deductibles, co -pays an the premium for such plans is lower. Ms. Walsh also states that these funds are Dortable and stav with the emDlovee if thev arate from service. Mr. Garboski stated that he would like to see an outside consultant to address this issue: there is time to address this before the budcaet. Mr. Garboski stated that this should be looked into as it is a benefit for the city and the employee. The unused funds stay with the individual and can be invested. City of Cape Canaveral, Florida City Council Regular Meeting April 7, 2009 Page 11 of 20 The City Clerk responded that the Council was at liberty to have a broker look into an HSA since a Health Benefits Broker was already factored into City's the premiums and she strongly encouraged the Council to do. Mr. Garboski stated that the employees could set up to $5,000 and he stated that the City needed to investigate this concept. The City Clerk emphasized that Brokering fees were already factored into Health Benefits costs and the City could have someone perform its Brokering at no cost similar to the agent now working with the Fire Department. Mayor Randels clarified that small group eligibility was also a major factor in seeking benefits; however, City Council would investigate this possibility. CONSENT AGENDA: 7:45 p.m. — 7:50 p.m. 1. City Council Special Meeting Minutes of March 10, 2009. 2. City Council Regular Meeting Minutes of March 17, 2009. 3. City Council Special Meeting Minutes of March 20, 2009. 4. Proclamation in honor of Motorcycle Safety and Awareness Month. 5. Outdoor Entertainment Permit — March of Dimes. Ms. Roberts noted her suggested modifications to the Meeting Minutes. Ms. Walsh APIN noted the need for a time change to 5:00 P.M. in the March 10th and March 20"' Meeting Minutes headings. Ms. Roberts suggested listing the Action Tracking Items at the end of the Meeting Minutes. A motion was made by Mayor Pro Tem Hoog and seconded by Ms. Roberts to Approve Consent Agenda Items No. 1 with Modifications to the Minutes through Item No. S. The vote on the motion carried 4-0 with voting as follows: Mayor Pro Tem Hoog, For; Mr. Petsos, Absent; Mayor Randels, For; Ms. Roberts, For and Ms. Walsh, For. DISCUSSION: 7:50 p.m. — 8:50 p.m. 6. 2009 Management Improvement Agenda. Ms. Roberts recalled that the as a Council they had discussed in January for Calendar Year 2009, a Council Legislative Agenda which they was discussed and agreed on in February 2009. The Council had also agreed on scheduling a Management Improvement Item. Ms. Roberts highlighted some items: such as Staff using Microsoft Project which came up during the March 20th Special Meeting; Customer Service Standards, which indentify response times in each of the City's Departments #Fem the eFlts; and Action Tracking of City Council items. Ms. Roberts clarified that (W' items brought forth should include items agreed on collectively as well as those brought City of Cape Canaveral, Florida City Council Regular Meeting April 7, 2009 Page 12 of 20 forth from each individual Council Member. Ms. Roberts stated that the Council had also discussed handling Human Resources [HR] processes differently to include updating the HR manual. Ms. Roberts pointed out that it had come to her attention that, although the City Clerk had maintained HR as a collateral duty, there appeared to be a need for a more focused effort. Mayor Randels informed that he recognized a total of 218 City Council Action Tracking items. Ms. Walsh clarified how an Action Tracking System would establish which of the items were completed and which of them were still outstanding. There were Questions that may need to be answered — for example, who last dredged the canal over at the Banana River? Who owns it, etc.? Ms. Roberts also expressed her concern with the lack of a management system for the City which permitted identifying the Forms and processes related to the City "s Ordinances. Ms. Roberts said that she would like to see a 2009 Master Calendar which managed for results by scheduling major strategic legislative, management, and Budget milestones, and meetings, so the Council could achieve its goals each year. Ms. Roberts also called for Forms and Document Management Systems and she emphasized that the City needed to address these immediately. Ms. Walsh recommended a `leased employee' concept out -sourcing HR related services such as: all payroll -related processing, creating and maintaining Personnel policies and procedures and insurance benefits assistance. The contract service would serve as the dedicated people to perform HR related tasks. Ms. Walsh recommended researching the possibility of obtaining an HR service. Ms. Roberts mentioned the City's challenge of an updated HR manual, to include modernized practices, and regular, meaningful Performance Reviews. She stated how these must be internally developed saying how a culture must develop from within the City that enables such an exchange of information. Ms. Roberts stated that external help could assist the City's HR, but not replace it. Ms. Walsh stated that Performance Reviews would still occur in-house; however, if an issue arose, confidential personnel would be available to assist with it. Ms. Walsh stated that this would also apply to insurance benefits review and selection. Ms. Roberts stated her concern with outsourcing the human relationship element of HR; however, she agreed with improving HR processes. Ms. Roberts said that she agreed with customization of processes, such as consulting with Steve Rosenthal for Dispute Resolution. Ms. Roberts also expressed that Staff needed to develop a City Management System which would include forms and clarified processes. Mayor Randels expressed that he too would like the City to implement an Action Tracking system. Ms. Roberts noted that the City was losing some of its important actions. Ms. Roberts clarified the following items as those for the Council to work on: Human Resources, Management Systems, and Action Tracking. Ms. Roberts also IL added the Master Calendar. Ms. Roberts explained the concept of, "Managing For City of Cape Canaveral, Florida City Council Regular Meeting April 7, 2009 Page 13 of 20 Results," which permitted the Council to plan ahead for its desired results. Ms. Roberts pointed out that there was no assigned date yet for the Goals and Objectives Meeting. Mr. Boucher responded that the Meeting was scheduled on the Master Calendar. However, Ms. Roberts clarified that she was seeking a Master Calendar for the City Council only. Ms. Walsh asked Ms. Roberts if she desired to have City Council items removed from the overall Master Calendar. Ms. Roberts stated that she did not yet see a calendar for the Budget yet and she explained that if an action was supposed to take place, she desired to see a date for it as a listed item. Ms. Roberts again referred to the use of Microsoft Project and the anticipation of using it to track the City's work projects. Mr. Boucher stated that he would need to assess Administrative Support's skill sets before implementing a new software project; however, he had no problem seeking for what was being asked. Ms. Roberts emphasized the need for a City Council calendar in order to plan forward and identify what needs to be accomplished each year. has-beee asserepI* . Mr. Boucher asked for clarity on whether the Master calendar would include the Boards and the Council. Ms. Roberts asserted that the City Council needs a Master Calendar developed which would permit them to be action driven. Ms. Roberts clarified how having a Master Calendar would assist Council in knowing the timelines related to taking action on each identified projects. Ms. Roberts pointed out that defined plans were not disclosed for the Goals and Objectives Meeting. Ms. Roberts stated that the Goals and Objectives process was Staff driven in the previous year. Ms. Roberts stated that City Council was not yet invited to attend and no planning had taken place with the Council. She expressed that last year's Goals and Objectives Meeting was poorly executed. Mr. Boucher replied that he proceeded with what the City Council asked. Ms. Roberts stated that the Meeting did not include the Council Members input and was Staff -centered. Mayor Pro Tem Hoog expressed his disfavor with Lead Brevard as facilitators in 2007. As a Point of Order, Mayor Randels clarified that the City Manager was directed to work on the 2009 City Council Master Calendar and identify dates. Ms. Roberts asked to know how the City planned to conduct this year's Goals and Objectives Meeting and she expressed her dissatisfaction with Council not playing an active role in the Meeting's planning process. Ms. Roberts clarified the items for future City Council discussion as: Human Resources, Management Systems, Action Tracking, and the City Council Master Calendar. Ms. Roberts noted the offensive nomenclature of calling the City Council actions, parking lot issues" and requested to term them Council Member Management Initiatives. Mayor Randels pointed out that individual items of concern might not be the consensus of very member. Ms. Roberts stated how tracking items, however, permitted the Council to prioritize the value of issues mentioned. Mr. Boucher stated that Staff was at times left to ascertain if an item was agreed on by consensus or not. City of Cape Canaveral, Florida City Council Regular Meeting April 7, 2009 Page 14 of 20 Ms. Roberts replied that items may or may not be consensus items. She explained how if an item were raised by a Council Member as a matter of importance, then that Member does not ordinarily need to seek consensus in order for the City Manager to follow up on a resident's concern. She used Mayor Pro Tem Hoog's issue with the lighting on Central Blvd. as an example. Ms. Roberts stated that these issues usually come out of City Council's Reports and noted that the Council had not reported for some time. In conclusion, Mayor Randels expressed the consensus of the Council for the City Manager to proceed with the Management Improvement items. The City Manager agreed that he would work with Staff to obtain what the Council had requested related to the City Council Master Calendar and an Action Tracking System. Ms. Roberts added a Council Community Improvement Agenda as the third category of initiatives for Council's later consideration, to include for example, the Sidewalk Master Plan. 7. Ridgewood Avenue Streetscape Project; Stottier Stagg & Associates. Mr. Jeff Ratliff, Assistant Public Works Director, presented some cost savings ideas for City Council's approval or disapproval. Mr. John Pekar, City Engineer, presented the Ridgewood project with a consensus as follows: 1) getting people off the road, 2) retaining the sidewalk on the east side, 3) retaining the pedway on the west side, and 4) utilizing the right-of-way in the City's possession. Mr. Pekar explained how through the Plan's development they saw some things that could be shifted and as a result provide a cost saving. Mr. Pekar explained further how working on both sides of the roadway was one of the high costs, for example, removing the curb and gutter system which runs on both sides of the roadway, modifying sidewalks, and establishing the pedway on the west side. Mr. Pekar reminded that Brad Smith had provided landscape cost in the range of $150- 180,000 for slightly over one -mile to 15 blocks of Ridgewood Avenue. Mr. Pekar stated that he found some basic contractor cost per unit for removing curbs, repairing sidewalks, and building pedways. Not specifically for performing the job, but for a value relative to the value of the work. Mr. Pekar informed that the City was looking at approximately $2 million to perform the work depicted in the plans, for example moving the sidewalk and pedway and other demolition -type work. He informed that there was a substantial cost savings in performing some things such as: retaining the east side of the sidewalk, and possibly retaining the 4 -foot walk instead of installing the proposed 5 -foot sidewalk. They would probably install a raised curb, or an F -type curb which would provide safety spacing. They could also move the pedway closer to the actual curb section and this would allow them to use some of the base due to moving in about 8 -feet from the west IL side. This would result in a savings on materials. This would also reduce the impacts City of Cape Canaveral, Florida City Council Regular Meeting April 7, 2009 Page 15 of 20 on condominiums and townhouses that have parking. This would keep their parking behind the pedway which would also result in a cost savings. He informed that this of a total savings of $4-$500,000 by making that shift. From a hand -drawn depiction Mr. Pekar pointed to the east, or ocean side, the walkway, the raised curb and two -11 -foot lane widths which were being done on Ocean Beach Boulevard in Cocoa Beach. He informed that moving the pedway right behind the curb would permit more roadway, up to 51 -feet and still leave room for landscaping. He stated that this subtle shift would provide a cost savings. Mr. Pekar explained that the pedway would exist right behind the curb and the parking would occur inside of the right-of-way. For safety purposes, they would stripe the pedway. Mr. Pekar informed that he had lengthy discussions with Ms. Barbara Myers of the Brevard County Transportation and these were concepts similar to what they promote. Mr. Pekar stated that what he was recommending was a valued -engineering, cost - savings concept for the City in which the City could still achieve the objectives brought out in the Workshops by making these moves. Mr. Pekar informed that an example of the raised curb was Central Boulevard and North Atlantic Avenue. Mr. Pekar informed that this roadway, from a financing standpoint, might come under State and Federal guidelines and for that type of grant certain safety standards would be upheld. For a pedway without a raised curb to protect it, a 5 -foot escape lane from edge of pavement was required. However, with a raised curb, the pedway could abut the curb. Mr. Pekar explained that a sidewalk without a pedway would permit two choices: 1) 2 -feet of separation and the sidewalk without a curb, or 2) with a curb, the sidewalk would come flush. Mr. Pekar stated that he was still seeking options on the paver blocks and a pedway and the project would be bid two ways. Lighting was also still in discussion at the four- way stops. Mr. Pekar replied to Mayor Randels that cost came into discussion during the review of what would occur on each side of the street. Mr. Pekar clarified that the pedway was strictly on the west side and sidewalk was strictly on the east side. The 4 -foot sidewalk would remain with minimal modification in poor rated sections of a few hundred feet which would be rebuilt. Mr. Pekar replied to Mayor Pro Tem Hoog that the F -curb would extend the length of the sidewalk at a cost of $10 per foot for 6,000 feet for the east side of the road. Mr. Pekar informed that the pedway would also be used by bicycles. Mr. Pekar also informed of a hardship possibly for one homeowner on Lincoln Avenue to rebuild the sidewalk. Ms. Roberts inquired about project landscaping. Mr. Pekar replied that plants would be installed in the back and not the front portion which would also provide a screening for the residents. Mr. Pekar answered Mayor Randels' question of what guidance he was seeking to proceed to the next step which is to obtain Council's City of Cape Canaveral, Florida City Council Regular Meeting April 7, 2009 Page 16 of 20 approval of the cost saving measures. He considered this a good point to stop and get clarification. Mayor Pro Tem Hoog brought up removing the two -feet of unsightly grass area and moving the pedway in farther west. Mr. Pekar responded that further shifting from center the crown was significant to drainage. Mr. Pekar then informed of the cost of $2,000 to repair 60 identified inlet curb tops. Ms. Roberts acknowledged residents from the Ridgewood Avenue area who might have questions. Mr. David Schirtzinger, of Surf Drive, asked why these cost saving ideas were not brought up before the City invested in the plan. Mr. Pekar responded that landscaping came first and then engineering review was the secondary component in the plan. Mr. Pekar explained that in engineering safety was reviewed first, then durability, then cost. Mr. Schirtzinger stated how knowing the anticipated cost first would assist the community in knowing how they wanted to proceed. Mr. Pekar said that public input also played a role in how plans would proceed. Mr. Schirtzinger responded that a presentation from the engineering firm in the beginning would have helped the community to better understand how these concepts fit into the overall plan. Ms. Roberts asked how Mr. Pekar planned to proceed. Mr. Pekar replied that if the City Council agreed with what he presented, the firm would complete the plans and adjust the pedway. He had informed the regulating agencies such as St. Johns' River Water Management District. Mr. Pekar brought out that coordination of funding, such as incorporating Grant funding, which might require more than one contract. He informed that the Federal contract would cover the paving and require a second contract for the hardscaping. Mr. Pekar also brought out the Davis -Bacon requirements for different types of wages and notices of advertising. Ms. Roberts inquired about the bus shelters. Mr. Pekar replied that no shelters were planned just benches and trash receptacles. Mr. Ratliff pointed that benches were located at Adams and Polk on Ridgewood Avenue. Ms. Roberts expressed her concern that the City was not advocating bus shelters. Ms. Roberts also brought up that limited lighting was a safety concern on Ridgewood Avenue. A brief discussion clarified that the ability to add lighting incrementally would exist; however, Federal Stimulus funding would only apply to paving. For clarification the pedway would accommodate both walkers and bicyclists. Mayor Randels concluded with the City Council's consensus for Stottler, Stagg and Associates to proceed with: 1) a raised, F -type curb, 2) installing up to 6 -foot sidewalk on the east side, and 3) eliminating 2 -feet of grass/dirt area. Ms. Walsh inquired about the number of parking spaces. Mr. Pekar replied 19 on the west side and some with multiple, large parking bays concluded that few parking spaces would be lost to the condominiums. City of Cape Canaveral, Florida City Council Regular Meeting April 7, 2009 Page 17 of 20 A motion was made by Mayor Pro Tem Hoog and seconded by Ms. Roberts to Continue to 10:30 P.M. to Complete the Agenda. The vote on the motion carried 4-0 with voting as follows: Mayor Pro Tem Hoog, For; Mr. Petsos, Absent; Mayor Randels, For; Ms. Roberts, For and Ms. Walsh, For. RESOLUTION: 8:50 P.M. — 9:00 P.M. 8. Motion to Approve: Resolution No. 2009-07, Preliminary Replat of Caribbean Vistas Townhomes. Attorney Garganese read Resolution 2009-07 by title. A RESOLUTION OF THE CITY OF CAPE CANAVERAL, BREVARD COUNTY, FLORIDA; APPROVING THE PRELIMINARY REPLAT OF "CARIBBEAN VISTAS TOWNHOMES"; AUTHORIZING THE MAYOR TO EXECUTE THE PRELIMINARY REPLAT; PROVIDING FOR AN EFFECTIVE DATE. Mr. Brown identified the Lot in question for replatting. He informed that Lot 9 and 10 were currently combined to form on single-family lot. Mr. Brown identified the address at 8002 Poinsetta Avenue. He informed that the application desired to separate Lot 10 from Lot 9. Mr. Brown informed that all of Staff issues have been addressed and met Code for the size and minimum width of a townhome lot. Mayor Randels noted that the City Council adopted Resolution No. 2007-11 to re -plat the lot horizontally for four townhomes. Mayor Randels stated that this could be adopted contingent upon ascertaining if the previous re -platting was recorded with the County. Ms. Walsh noted that the Title Opinion was not recorded in any of the review documents. Ms. Roberts referred to townhome issues in the City related to parking and garages. She asked that Mr. Brown keep the City ahead and address these needs during the preliminary phases of any project. Ms. Roberts also pointed out how a lot was being constructed in small tracts of land. In conclusion, Mr. Boucher affirmed, based on the Property Appraiser's web site, that the previous re -plat was not recorded. A motion was made by Mayor Randels and seconded by Mayor Pro Tem Hoog to Approve Resolution No. 2009-07 for the Preliminary Replat of Caribbean Vistas Townhomes. The vote on the motion carried 4-0 with voting as follows: Mayor Pro Tem Hoog, For; Mr. Petsos, Absent; Mayor Randels, For; Ms. Roberts, For and Ms. Walsh, For City of Cape Canaveral, Florida City Council Regular Meeting April 7, 2009 Page 18 of 20 CONSIDERATION: 9:00 p.m. — 9:45 p.m. 9. Selection of Color and Design for the North Atlantic Avenue and Central Boulevard Crosswalk. Mr. Bandish addressed the City Council related to the Board's color design choices. Mr. Bandish replied to Ms. Roberts question related to obtaining the fourth side of the crosswalk that Staff did not have the correct signage at this time. However, Staff would return at a later time to obtain the fourth segment of the crosswalk. A motion was made by Ms. Roberts and seconded by Ms. Walsh to Support the Beautification Board's Selection of Color and Design Choice No. 1 for the North Atlantic Avenue and Central Boulevard Crosswalk. The vote on the motion carried 5-0 with voting as follows: Mayor Pro Tem Hoog, For; Mr. Petsos, For; Mayor Randels, For; Ms. Roberts, For and Ms. Walsh, For. 10 Structural Engineering Fees for Central Canal Improvements. Mr. Ratliff informed that the St. Johns River Water Management Grant was rescinded; however, Staff desired to move forward with the flood control portion of the project being paid for with the City's Stormwater Funds. In order to redirect some of the stormwater, structural engineering would be required and Stottler, Stagg does not have this individual on their staff. Mayor Randels noted an anticipated cost of $125,000. Mr. Ratliff explained that the project included a new head wall, changing the stormwater pipes and installing a new manhole near the baffle box. Mr. Ratliff stated that the City could try to another St. John's grant next year. Mr. Ratliff clarified that the Plans were in progress for the infrastructure improvements and construction. Funds were budgeted for the larger project. Mayor Pro Tem Hoog expressed his concern with the funding aspect. Mayor Pro Tem Hoog emphasized the concern with depleting the Stormwater Fund by performing these projects. Ms. Roberts pointed out the need to use the new Financial Impact section of the Agenda Report cover sheet to indicate how these projects would affect funding. Mr. Ratliff replied to Ms. Walsh's question on funding that St. Johns rescinded due to lack of funds. Mr. Ratliff affirmed for Ms. Roberts that this project and Ridgewood Avenue would deplete the Stormwater Funding by two-thirds. Ms. Roberts asked if Stormwater Funds were needed for North Atlantic Avenue. However, Mr. Ratliff replied that funds were relative to the Budget Year in which Council sought to take action. Mr. Nicholas referred to the parking on the north side and asked if the water could flow easily to the south side. Mr. Ratliff affirmed that stagnant water did appear at different times during the year, which was one of the reasons for City of Cape Canaveral, Florida City Council Regular Meeting April 7, 2009 Page 19 of 20 addressing this issue. A motion was made by Mayor Pro Tem Hoog and seconded by Ms. Roberts to Approve the Structural Engineering Fees for Central Canal Improvements in the Amount of $6,000. The vote on the motion carried 4-0 with voting as follows: Mayor Pro Tem Hoog, For; Mr. Petsos, Absent; Mayor Randels, For; Ms. Roberts, For and Ms. Walsh, For. 11. Annual Evaluation of the City Manager. Mayor Randels clarified that City Council members were actively working on the City Manager's written evaluations. Mayor Randels stated that he would like for the Council Members to give the City Manager a priority of goals. Ms. Roberts stated that the Council did not provide specific feedback in his 2007 Evaluation. Ms. Walsh stated that she reviewed the past 5 or 6 years of City Managers Performance Reviews that and there was a SummarySheet that would help to obtain a common ground in order for Council to decide on the City Manager's goals. Ms. Walsh requested to have Mr. Nicholas complete a performance review since he was on the Council through September 2008. Ms. Roberts clarified the City Manager's reviewing period as September 2007 through April 1, 2009. Mayor Randels stated that he hoped to obtain four to five measurable goals. Ms. Roberts also brought out the need to establish a specked time to conduct the City Manager's annual Performance Review, for example, in January to coincide with the State of the City Report as September might be an awkward time to conduct an annual performance review,. Perhaps the Council could choose either the end of the fiscal year or in January to coincide with the State of the City report. Ms. Roberts informed that she requested for the City Manager to provide the Council with a self-evaluation related to his Performance areas. Ms. Roberts suggested that Mr. Boucher submit his self-evaluation to the Council by Friday, April 1 & or Monday, April 13th. Mr. Boucher agreed. Ms. Roberts suggested that he submit a summary of his overall performance. Ms. Walsh also suggested including Mr. Boucher's self -appraisal form wit# on the City Council's Appraisal form. Ms. Walsh then suggested upward feedback in a 360 degree Performance from the Department Heads providing feedback on Mr. Boucher's management. Council agreed to conduct the City Manager's Evaluation at the first City Council Regular Meeting in May. Mr. Boucher agreed to attempt to find a 360 degree Performance feedback process. REPORTS: CITY COUNCIL City of Cape Canaveral, Florida City Council Regular Meeting April 7, 2009 Page 20 of 20 Ms. Roberts recommended moving the City Council reports back to the beginning of the Meeting. Council Members did not take action to change the position of the Reporting. ADJOURNMENT: There tieing no furthei_business, the Meeting was adjourned at 10:40 P.M. Rocky Rand Is, MAYOR Susan S ills, C ..C, CITY CLERK