MINUTES
REGULAR COMMISSION MEETING
MARCH 1, 2011
A. CALL TO ORDER- Mayor Randall
City Commission Present: Mayor Randall, Vice Mayor Surrency, and Commissioners Carter and Carlton (Commissioner Roberts Not Present).
City Staff Present: Interim City Manager Ellen Vause, City Attorney Audrie Harris, City Clerk LaKesha McGruder, and Parks & Recreation Manager Sam Wynkoop.
B. APPROVAL OF AGENDA
Moved to approve agenda
Motion- Commissioner Carlton Second- Commissioner Carter
Commissioner Carter |
Yes |
Commissioner Carlton |
Yes |
Commissioner Roberts |
Not Present |
Vice Mayor Surrency |
Yes |
Mayor Randall |
Yes |
Vote- 4-0
C. RECOGNITIONS & GUESTS
Ms. Cheryl Ambercraut, Mittauer & Associates- Informed the City Commission of some grants that will be available later this year.
D. COMMITTEE REPORTS/PRESENTATIONS/PROCLAMATIONS- None
E. CITIZEN COMMENTS
Jennifer Tozzo- Hope for Hawthorne was a great success. We should recognize Cornelius Ingram for all he’s given back to the City. Fire Fighter critically injured today in a wild fire. Asking City to do a Resolution or offer fire education for its citizens.
Memory Stuart- Thanks to the City Commission & Interim City Manager Vause to come and teach the senior computer class at the Hawthorne Library on Tuesdays.
F. ROUTINE ITEMS
1. City Commission Minutes
Moved to approve the February 15, 2011 Commission Minutes
Motion- Vice Mayor Surrency Second- Commissioner Carter
Commissioner Carter |
Yes |
Commissioner Carlton |
Yes |
Commissioner Roberts |
Not Present |
Vice Mayor Surrency |
Yes |
Mayor Randall |
Yes |
Vote- 4-0
2. Code Lien on property (5901 SE 223 Street)
City Attorney Harris- The code lien was placed on this property in September 2010 around the same time it was purchased by U.S. Bank. The lien total including staff time and city expenses totals $9,916.20.
Commissioner Carlton- We need some type of procedure on how we will resolve these code lien issues.
Interim City Manager Vause- This will be discussed under item H5.
The City Commission agreed to discuss item H5 now since it pertained to this agenda item.
ICM Vause- Suggest doing a cost associated with issuing code violations. Placing liens on property and any other cost incurred by the city, plus 50% over head or $1K whichever is greater.
Moved to reduce the lien on the property located at 5901 SE 223 Street to $1K.
Motion- Vice Mayor Surrency Second- Commissioner Carter
Commissioner Carter |
Yes |
Commissioner Carlton |
Yes |
Commissioner Roberts |
Not Present |
Vice Mayor Surrency |
Yes |
Mayor Randall |
Yes |
Vote- 4-0
Vice Mayor Surrency asked to revisit the previous motion.
Moved to give the bank 90 days to pay this lien or it will go back to the regular amount.
Motion- Vice Mayor Surrency Second- Commissioner Carter
Commissioner Carter |
Yes |
Commissioner Carlton |
Yes |
Commissioner Roberts |
Not Present |
Vice Mayor Surrency |
Yes |
Mayor Randall |
Yes |
Vote- 4-0
3. Wastewater Residual Disposal Agreement
City Attorney Harris- This is a contract with GRU for removal and disposal of wastewater residuals. The contract expired in October 2010 but GRU has continued to provide their services since that time. The city pays approximately $4,333 per month.
Moved to enter into this agreement with GRU
Motion- Commissioner Carter Second- Vice Mayor Surrency
Commissioner Carter |
Yes |
Commissioner Carlton |
Yes |
Commissioner Roberts |
Not Present |
Vice Mayor Surrency |
Yes |
Mayor Randall |
Yes |
Vote- 4-0
4. Renewal of Right of Entry Agreement with FDOT
City Attorney Harris- June 2010 the City granted FDOT a right of entry to clean and repair a damaged culvert. FDOT still have some work on the culvert they need to do but the right of entry has expired. FDOT is seeking renewal of the right of entry in order to complete the work.
Moved to adopt the resolution allowing the renewal of the right of entry agreement with FDOT.
Motion- Commissioner Carter Second- Vice Mayor Surrency
Commissioner Carter |
Yes |
Commissioner Carlton |
Yes |
Commissioner Roberts |
Not Present |
Vice Mayor Surrency |
Yes |
Mayor Randall |
Yes |
Vote- 4-0
5. City of Hawthorne Code of Ordinances (Municode)
ICM Vause- every year for the past 5 years the City of Hawthorne has updated our Code of Ordinances through municode who puts our Ordinances on their websites for public use.
Moved to pay municode for the updated electronic media and direct staff to print a paper copy for office use.
Motion- Vice Mayor Surrency Second- Commissioner Carter
Commissioner Carter |
Yes |
Commissioner Carlton |
Yes |
Commissioner Roberts |
Not Present |
Vice Mayor Surrency |
Yes |
Mayor Randall |
Yes |
Vote- 4-0
6. Schedule CRA Meeting & Discussion of CRA Board Members
Parks & Rec Manager Wynkoop- It has been awhile since the CRA had a meeting. It was suggested the CRA Board meet prior to the City Commission meeting and we are looking at April 5.
Commissioner Carlton- We should have it on a separate day or early in the morning. The City Commission meetings are long enough.
The City Commission agreed the next CRA meeting will be on April 5, 2011 at 9AM.
G. PUBLIC HEARING
1. SECOND READING- NONE
2. FIRST READING- NONE
H. DISCUSSION
1. Water adjustment policy affidavit & utility extension fee
ICM Vause- Had an issue about the water adjustment policy. The City Commission previously directed staff to do more research on the policy for leaks. Staff is requesting the City Commission allow us to charge an additional $10 for extensions on customer’s utility bill.
Moved to approve the water bill adjustment policy for leaks and the utility extension form.
Motion- Vice Mayor Surrency Second- Commissioner Carter
Commissioner Carter |
Yes |
Commissioner Carlton |
Yes |
Commissioner Roberts |
Not Present |
Vice Mayor Surrency |
Yes |
Mayor Randall |
Yes |
Vote- 4-0
2. Check list for public use buildings owned by city
ICM Vause- Is providing the City Commission with a check list on what staff will use to determine public use for city owned buildings.
3. Old Public Health Department Building (Senior Center)
Mayor Randall- Asking to put this off since Commissioner Roberts is out sick and she is spear heading the Senior Center.
The City Commission agreed.
4. Sanitation rates for Commercial handling charges
ICM Vause- Currently there is no handling fee on commercial accounts for garbage pickup. The residential pickup is charged 17% for a handling fee. Staff recommends that a 15% on commercial hand pickup and 11% on the dumpsters be incorporated into the city’s fee structure.
Commissioner Carter- why isn’t commercial paying 17% for a handling fee like the residential customers?
ICM Vause- She was using the commercial handling fees that were used by the county.
5. Recommendation on lien abatement charges- previously discussed with item F2.
6. Fire Station Roof
ICM Vause- Thieves stole cooper off flashing of the roof at the fire station. The contractor said for $4500 he can patch the roof at the fire station to stop the leaks.
Vice Mayor Surrency- Staff should look into patching the roof and get 3 bids.
Commissioner Carter- agrees the roof should be repaired and in a few months have a workshop to determine what we will do with the building.
7. City records at fire station
ICM Vause- the City Clerk brought to her attention that city records are stored in several locations. The City Clerk is in the process of updating city records, properly storing and labeling the records.
City Clerk McGruder- I’m in the process of making a list of old records that are over 10-20 years old and will send that list to the State of Florida for permission to burn those records.
8. Update of Hawthorne Youth Sports contract
Commissioner Carlton- We hired Sam to be in charge of the Hawthorne Recreation has not seen a contract from the HYS yet.
ICM Vause- HYS & Staff meet Monday night to discuss the contract. The Recreation Board is going to review the contract.
Parks & Rec Manager Wynkoop- the Recreation Board will meet Monday to review the contract to recommend it to the City Commission.
I. CITIZEN COMMENTS
Jennifer Tozzo- Should have the fire station roof analyzed to see if there is asbestos in the roof to stop the rumors.
Memory Stuart- Will help citizens find the information regarding the Municode if needed.
J. REPORTS/ANNOUNCEMENTS/INFORMATION
1. ICM Vause- Gave an update on Staff, Finances, General Business, Public Works Department and Recreation & Parks/CRA. Bike Florida week March 27, 2011 at the Hawthorne Museum.
2. City Attorney Harris- Gave an update on LOCHESS Project and Two Fold contract changes.
3. City Commission
Commissioner Carlton- Thinks the additional revenue added to the Two-Fold contract is unnecessary.
Commissioner Carter- When will the additional charges to the Two-Fold contract begin?
City Attorney Harris- Not until this month. They will not go back and bill us for previous months.
Vice Mayor Surrency- City Workers should no longer deliver Commission packets. The Clerk should call the City Commissioners to inform them their packets are ready to be picked up. Thanks for support for the Hope for Hawthorne great success.
Mayor Randall- Turn out for Hope for Hawthorne was well attended. Thanks for the community support.
K. ADJOURN
Moved to adjourn
Motion- Vice Mayor Surrency Second- Commissioner Carter
Commissioner Carter |
Yes |
Commissioner Carlton |
Yes |
Commissioner Roberts |
Not Present |
Vice Mayor Surrency |
Yes |
Mayor Randall |
Yes |
Vote- 4-0
These minutes are submitted for approval.
LaKesha H. McGruder, CMC Eleanor Randall, Mayor
City Clerk
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