The meeting of the Orange Park Town Council was called to order in the Town Hall Council Chambers at 7 p.m. with Mayor Steve Howard presiding.

Transcription

1 Item No. Orange Park, Florida The meeting of the Orange Park Town Council was called to order in the Town Hall Council Chambers at 7 p.m. with Mayor Steve Howard presiding. Mayor Howard cautioned the audience to address the Council with respect, following inappropriate public comments made at the last meeting. Other Councilmen present were Vice-Mayor Gary Meeks, Councilman J.B. Renninger, Councilman Scott Land, and Councilman Eugene Nix. Also in attendance were Town Manager Jim Hanson, Attorney Sam Garrison of Kopelousos, Bradley & Garrison, Public Works Director Chuck Pavlos, Interim Finance Director John Villanueva, Police Chief Gary Goble, Fire Chief Ty Silcox, Utility Superintendent Roger Rich, Events Coordinator Tasha Hyder, and Town Clerk Sarah Campbell. The invocation was given by Mayor Steve Howard followed by the Pledge of Allegiance, led by Boy Scout Troop 25. PRESENTATION TO BOY SCOUT CHASE JONES Mayor Howard Presented a Certificate of Recognition to Boy Scout Chase Jones for his efforts to improve the Town s volleyball court at Clarke House Park. Mr. Jones is working on his Eagle Scout merit badge. APPROVAL OF COUNCIL MINUTES FOR THE MEETING DATED AUGUST 5, 2014 Councilman Renninger moved to approve the minutes of the Council meeting dated August 5, Vice-Mayor Meeks seconded the motion. Councilman Nix stated that the minutes do not accurately reflect his comments regarding the minutes of the July 15 meeting. Ms. Campbell stated that she incorporated the changes he recommended and they are reflected in the published minutes. Ms. Campbell noted that corrections to the minutes should be submitted in writing prior to the meeting. The motion to approve the minutes passed unanimously, 4 to 1, with Councilman Nix dissenting. PRESENTATION OF MILLAGE, ROLLED BACK MILLAGE, AND GENERAL COMMENTS Mayor Howard reviewed the process for approval of the budget and millage rate. Mr. Hanson stated that the tentative millage rate for fiscal year is 6.3 mills. The current millage rate for the year is mills. The tax digest increased by 2.97% to $469,626,955. The rollback calculation required by state law to produce the same revenue for next year, excluding new construction, is mills. The proposed millage rate of 6.3 mills is

2 Page 2 an increase of 3.11% over the rollback rate. The proposed budget for includes revenues and expenditures in all funds of $16,472,155. This includes a use of general fund balance of $524,935. The Council may amend the tentative millage this evening and it may also amend the budget. The final hearing on the budget and millage will be September 16. State law requires that the Council approve the millage rate first and then consider the budget. Councilman Renninger asked about the proposed collection rate of 95% for ad valorem revenues. Prior years were estimated at 96% collection. Mr. Villanueva stated that 96% was used last year, but 95% better reflects the collection estimated for the current year. Councilman Renninger asked about moving Parks salary numbers to the Administration Department. Mr. Villanueva stated that the salaries have been moved. PUBLIC COMMENT ON TENTATIVE MILLAGE AND BUDGET Mayor Howard opened the public hearing. Ms. Barbara Davidson, 2710 Holly Point Road West, addressed the Council regarding the draft of the budget. She expressed concern that the full budget document was not provided for public review. She questioned whether changes at the Council workshop were incorporated into the budget ordinance. Mr. Hanson stated that the changes have been incorporated. Attorney Garrison stated that the ordinance contains the document for voting on by Council. The Council commented on the difficulty of translating information in the budget book to the budget ordinance. Ms. Mary Hawkins, 2343 Holly Lane, expressed concern regarding whether budget changes made by the Council had been incorporated. She provided quotes from prior years Council regarding increased expenditures and expressed concern that they were overtaxing residents. As there was no one else to address the Council on this item Mayor Howard closed the public hearing. Vice-Mayor Meeks asked about the incorporation of the first year of the capital improvement plan in the budget and the calculation of the percentage over the rollback rate. Mr. Hanson stated that the first year of the capital improvement plan, as adopted, is included in the budget and the budget book will be reprinted after final adoption. He provided the calculations for determining the percentage over the rollback rate.

3 Page 3 APPROVAL OF A RESOLUTION TO TENTATIVELY ADOPT A MILLAGE RATE TO LEVY AGAINST REAL AND PERSONAL PROPERTY LOCATED IN THE TOWN OF ORANGE PARK FOR THE PURPOSE OF COLLECTING MUNICIPAL TAXES Vice-Mayor Meeks moved to adopt a resolution setting a tentative millage rate of Councilman Nix seconded the motion passed unanimously 5 to 0 at 7:38 PM. Mr. Hanson stated at the budget totals for revenue and expenditures total $16,472,155. The general fund reserve use is planned at $524,935. An increase in the estimated ad valorem collection to 96% would add an additional $28,000 in revenue to the budget and decrease fund balance use by the same amount. Councilman Renninger moved to amend the ad valorem collection rate to 96%. Vice-Mayor Meeks seconded the motion which passed unanimously 5 to 0. FIRST READING OF AN ORDINANCE TO TENTATIVELY ADOPT A BUDGET FOR FISCAL YEAR 2014/2015 Councilman Nix moved for a first reading by title only the tentative budget ordinance for the fiscal year. Vice-Mayor Meeks seconded the motion. Vice-Mayor Meeks asked about the red light camera revenues planned for the upcoming year. Mr. Hanson stated that current year revenues are budgeted at $657,000. Current year estimated collections total $504,000. The budget for next year includes estimated revenues of $460,000, which is a net of $103,000 over expenses. The motion for first reading by title only of the ordinance on the budget passed unanimously, 5 to 0 at 7:48 PM. Ms. Campbell read the ordinance into the record by title only. Mayor Howard stated that the public hearing on the final budget will be on September 16, 2014 at 7 PM. He challenged residents of the Town to find a better solution and submit it to the Council for their consideration. MAYOR TO CALL ON ANYONE IN AUDIENCE WISHING TO ADDRESS THE COUNCIL Mr. Frank Ricketts, 2253 Marcia Court, thanked the Council for the opportunity to speak. He stated that the minutes approved by the Council did not reflect comments he made at the recent budget workshop. The Council noted that they approved minutes tonight of the August 5 meeting, not the August 28 budget workshop. Mr. Ricketts withdrew his comments. Ms. Campbell stated that the budget workshop minutes would be presented to the Council on September 16. Mr. Michael Wallwork, 1516 Plainfield Avenue, addressed the Council regarding the process for public works projects. He recommended that letters be sent to the public, that a plan be presented at the meeting, that the audience give their input, and plan then be amended. Mayor Howard

4 Page 4 stated a public meeting will be held on September 18 for the residents of Plainfield Avenue to discuss the upcoming project. Mr. Wallwork recommended that this meeting not be an open house and the public have an opportunity for comments to be made on the record. Mr. Hanson stated the meeting on September 18 will be an open house and the project engineers and staff will be on hand to gather comments similar to the format used by FDOT. Letters are being sent to residents this week. In addition, signs will be placed in the neighborhood and information posted on the Town's website. Mr. Ben Dinkins, 1453 Plainfield Avenue, addressed the Council regarding the project on Plainfield Avenue. He commented on the historic nature of the community and the importance of road design. He recommended a better system for future projects to get good input from the residents. He stated that it is important to design roads to maintain the ethos of the community and stated that comment cards are meaningless. Ms. Barbara Davidson 2710 Holly Point Road West, commended the Council on the budget challenges before them. She stated that the Town has participation and transparency issues. She commented on the cost of living increase included in the budget for non-union members and stated that the Town cannot afford to put on events for non-residents. She recommended that general employees begin contributing to their pension plans. Mr. Michael Wallwork, 1516 Plainfield Avenue, addressed the Council regarding placing Plainfield Avenue drawings on the Town's website. MAYOR TO CALL ON COUNCILMEMBERS AND FOR REPORTS AND/OR REQUESTS Councilman Renninger stated that there is a Northeast Florida League of Cities Dinner on September 18. Councilman Land had nothing to report. Councilman Nix recommended that the open house be changed from the September 18 date. He stated that he agreed with Mrs. Davidson regarding the lack of participation from community members during the budget process. He stated that the budget ordinance could have been easier to read. Vice-Mayor Meeks requested, as a Plainfield Avenue resident, an opportunity to review the plans for the proposed project. Mayor Howard stated that a number of items in the Town are not being taken care of including ordinances, code enforcement, traffic striping, Town cleanup, and adherence to the Comprehensive Plan. The Council discussed specific action related to these items for improved

5 Page 5 enforcement, including complaints on code enforcement and overgrown lawns, use of the new striping machine, and required sewer connections. Mr. Hanson commented on the hundreds of violations he has seen in the Town. Staff has worked in the past on a complaint only basis. If the Town is to be proactive in enforcement efforts, he asked how aggressive the Council wants to be. Vice-Mayor Meeks moved to approve the enforcement of ordinances, code enforcement, traffic striping, Town cleanup, and the Comprehensive Plan. Mayor Howard seconded the motion. Councilman Land stated that the motion is too general. He agrees, but more direct information needs to be provided to the Town Manager. Vice-Mayor Meeks stated that if it is the desire of this body to make these items priorities, the Manager will take them to the department heads. He recommended that police help with code enforcement issues. Councilman Renninger commented on the directive two years ago regarding sewer connections. He stated that actions taken need to be effective. The motion passed unanimously 5 to 0. AUTHORIZATION TO APPROVE RESOLUTION FOR DEFERRED COMPENSATION Councilman Renninger requested that this item be pulled from the consent agenda for discussion. He questioned why the Manager and directors would be eligible for this program. Mr. Hanson stated that it is the current intention of the Town to use this deferred compensation program only for the Manager. He receives a 10% contribution toward his retirement which is less than the Town's contribution toward a pension plan. He would like to leave the option open for future directors to participate in the deferred compensation plan if it makes more sense to them and if it costs the Town less. This option would only leave the door open, but not require participation. The Council noted that not all of the pages of the resolution were included in the packet and recommended that this item be tabled until the next meeting. FIRST READING OF AN ORDINANCE AMENDING CHAPTER 17 RELATED TO CHRONIC NUISANCE PROPERTIES Councilman Renninger requested that this item be pulled from the consent agenda for discussion. He noted a scrivener s error on page 3 of the ordinance and asked about the fines and lien process described in section Attorney Garrison described the process for determining a fine, filing a lien, fulfilling the lean, and then releasing the lean. He stated that the proposed committee acts as a judicial body. He stated that the liens can be foreclosed upon after a 30 day payment window had been provided. Interest would accrue following 30 days.

6 Page 6 Councilman Renninger moved for a first reading of the ordinance amending Chapter 17 related to chronic nuisance properties. Councilman Nix seconded the motion, which passed unanimously 5 to 0. Ms. Campbell read the ordinance into the record by title only. AUTHORIZATION TO AMEND CIP DESCRIPTION FOR PUBLIC SAFETY SECURITY SYSTEM Vice-Mayor Meeks moved to approve the amendment to the capital improvement plan for public safety security system. Councilman Renninger seconded the motion. Vice-Mayor Meeks recommended that the Town not hybrid systems and use one source vendor. Mr. Hanson stated that other sources are compatible and that staff should get prices, if available, to compare the best pricing. Mr. Pavlos stated that the amount was amended from $30,000 to $35,000 to include a digital video recording system after the recommendation of the Council. The motion to amend the capital improvement plan for the purchase of security system passed unanimously 5 to 0. FIRST READING OF AN ORDINANCE LEVYING A PUBLIC SERVICE TAX ON ELECTRICITY Councilman Renninger requested that this item be pulled from the consent agenda for discussion. He stated that he cannot support this ordinance unless efforts are made to reduce Town expenditures. The Council discussed the interchangeable nature of the title public service tax and public service utility tax. Attorney Garrison stated that churches are exempt and JEA does not levy a collection fee on the Town. He stated that the law allows for a tax on the sale of electricity only. Councilman Land stated that the Council has raised the ad valorem rate, is proposing a 10% tax on utilities, and the creation of a storm water fee. There will be more than $400,000 in excess for next year. He supports closing the gap but does not support funds in excess of needs. Mayor Howard stated that if the revenues come in two high, Council can reduce them in the future. Vice-Mayor Meeks stated that the Town is on the road to bankruptcy if not corrected. The Town would continue to keep using fund balances. He stated that the Town has no choice but to fill the budgetary hole. An increase of two mills to cover this gap would cost residents $300 per year. The utility tax spreads the expense over more residents and will cost only about $180 per year.

7 Page 7 Vice-Mayor Meeks moved to approve the first reading of an ordinance levying a public service tax on electricity. Councilman Nix seconded the motion which passed 3 to 2, with Councilmen Land and Renninger dissenting. Ms. Campbell read the ordinance into the record by title only. STAFF DIRECTED REPORTS Eldridge Loop Retention Area Mr. Hanson had no update for this item. PUBLIC HEARING AND SECOND READING OF AN ORDINANCE AUTHORIZING THE CONVEYANCE OF PROPERTY LOCATED AT 650 SAN ROBAR DRIVE Councilman Nix moved for a second reading, by title only, of the ordinance authorizing the conveyance of property located at 650 San Robar Drive. Councilman Renninger seconded the motion. Councilman Nix asked about the timeline for the sale. Mr. Hanson stated that he would like it to be as soon as possible. The notice has been drafted, but no bid opening date has been set yet. He recommended a sealed bid process, with a minimum bid to cover the Town s costs. The Council discussed the sale process. The motion for a second reading passed unanimously 5 to 0. Ms. Campbell read the ordinance into the record as follows: AN ORDINANCE AUTHORIZING CONVEYANCE OF PROPERTY LOCATED AT 650 SAN ROBAR DRIVE; AUTHORIZING THE TOWN MANAGER TO PROCEED WITH THE SALE OF THE PROPERTY; PROVIDING AN EFFECTIVE DATE Mayor Howard opened the public hearing. Barbara Davidson, 2710 Holly Point Road West, urged the Council to treat this property as an investment. She recommended that they get more money out of the land. Mr. Michael Wallwork, 1516 Plainfield Avenue, stated that park is needed in this area. There are none on Plainfield Avenue. He recommended small lot-sized neighborhood park on this site. As there was no one else to address the Council on this item, Mayor Howard the public hearing. Councilman Nix moved to approve the ordinance conveying property at 650 San Robar Drive. Councilman Renninger seconded the motion, which passed unanimously 5 to 0.

8 Page 8 Councilman Nix moved that the property be appraised before it is sold. Vice-Mayor Meeks seconded the motion. The Council discussed minimum prices and bidding. The motion for an appraisal passed 4 to 1, with Councilman Land dissenting. The ordinance is recorded as # PUBLIC HEARING AND SECOND READING OF AN ORDINANCE AMENDING THE 2013/2014 BUDGET (RESOLUTION 17-13) FOR THE THIRD TIME Councilman Renninger moved for a second reading by title only of the ordinance amending the fiscal year budget for the third time during the fiscal year. Councilman Nix seconded the motion which passed unanimously 5 to 0. Ms. Campbell read the ordinance into the record as follows: AN ORDINANCE AMENDING RESOLUTION WHICH ADOPTED AND ENACTED THE FINAL BUDGET OF ESTIMATED REVENUES AND EXPENDITURES AND MADE APPROPRIATIONS FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2013 AND ENDING SEPTEMBER 30, 2014 FOR THE THIRD TIME DURING THE COURSE OF SAID FISCAL YEAR; PROVIDING AN EFFECTIVE DATE Mayor Howard opened the public hearing, and as there was no one to address the Council on this item, the public hearing was closed. Vice-Mayor Meeks moved to approve the ordinance amending the budget for the third time this fiscal year. Councilman Renninger seconded the motion, which passed unanimously 5 to 0. This ordinance is recorded as # AUTHORIZATION TO AMEND FDOT CONTRACT FOR TRAFFIC SIGNAL MAINTENANCE Mr. Hanson reviewed the proposed resolution amending the FDOT contract for traffic signal maintenance. The Council discussed mast arm paint, annual inspections, rates for large and small intersections, and warranty work for recent FDOT improvements. Mr. Pavlos commented on the revenues received by the Town and the expenditures the Town has with Clay County for the maintenance work. He stated that the Town has lost money for each of the last three years. Mr. Hanson noted that the Town maintains some signal that are not reimbursed by FDOT because they are not on state roads.

9 Page 9 Vice-Mayor Meeks moved to approve the resolution with FDOT amending the contract for traffic signal maintenance. Councilman Renninger seconded the motion, which passed unanimously 5 to 0. AUTHORIZATION TO APPROVE PURCHASE OF WATER METERS Mr. Pavlos reviewed his memo to the Council regarding aging water meters and the 90%, or less, accuracy of the meters. He believes replacement of 27 large meters will increase revenue to the Town by at least $63,000 per year. Replacement of residential water meters will increase revenue by $103,000 per year. He recommends purchasing 9 large and 450 residential meters this year and asked for authorization to approve the purchase of $66, Staff has evaluated a 3 inch meter and it is running at only 2% accuracy. The Council discussed which residential meters are the oldest and how to determine which ones to replace. Mr. Hanson stated that a proposal will be sought for the installation of the large meters. Placing the order now allows for shipping time. Mayor Howard asked about the protection of the Town's inventory once the meters have arrived. Mr. Pavlos stated that the meters will be secured in a building at Public Works and that a regular inventory will be taken. Mr. Pavlos stated that large meters could be installed in 90 days. Councilman Renninger moved to approve the purchase of water meters. Vice-Mayor Meeks seconded the motion, which passed unanimously 5 to 0. AUTHORIZATION TO APPROVE PURCHASE OF PLAYGROUND EQUIPMENT Ms. Hyder stated that the playground at the TC Miller community Center needs to be replaced. The old one was removed for the construction of the new pavilion and parking area. The proposal includes a new play structure and swing set. She requested approval of the contract with Playmore. Mayor Howard asked about the pricing on the Gametime proposal. Ms. Hyder stated that Gametime's prices did not include refurbishment of the basketball court. Mayor Howard asked about engineered wood fibers. Councilman Land asked about surface requirements at the playground. Councilman Nix stated that this was too much to spend. Ms. Hyder commented on the different requirements for engineered wood fibers based on the size of the structure.

10 Page 10 Councilman Renninger moved to approve the contract with Playmore for the purchase of a playground at the TC Miller community Center. Vice-Mayor Meeks seconded the motion. Mayor Howard stated that the quotes do not compare apples to apples. He questioned whether the capital project manager had reviewed these quotes. Mr. Hanson stated that he personally reviewed the quotes and Playmore is cheaper based on a comparison of all of the elements included. The motion to approve the purchase of playground equipment passed 3 to 2, with Mayor Howard and Councilman Nix dissenting. AUTHORIZATION TO APPROVE RESOLUTION SELECTING AN AUDIT COMMITTEE Mr. Villanueva stated that this was the final year with the Town's audit firm. A new firm needs to be selected every three years. The Council needs to appoint an Audit Selection Committee to begin the process. He recommended appointment of the Finance Director and the chairman of the Budget and Finance Committee. One additional member needs to be selected. Vice-Mayor Meeks moved that Mr. Villanueva, Vice-Mayor Meeks, and Mr. Hanson be selected to serve as the audit committee. Councilman Renninger seconded the motion which passed unanimously 5 to 0. Vice-Mayor Meeks moved to extend the meeting beyond 10 PM. Councilman Nix seconded the motion which passed 4 to 1, with Councilman Land dissenting. REPORT FROM THE PUBLIC SAFETY/PUBLIC WORKS COMMITTEE Mayor Howard reviewed the report from the Public Safety/Public Works Committee meeting that was held on July 10, Councilman Renninger moved to have an ordinance drafted updating the Town's parking citations. Councilman Nix seconded the motion. Attorney Garrison requested direction regarding the ordinance. Chief Goble stated that the current ordinance has no means for collection. He commented on the problem areas and the costs to write a ticket. He stated that parking in handicapped spots is currently enforced through a uniform traffic citation. Councilman Renninger withdrew his motion. Councilman Renninger moved to have the current parking ordinance removed. Attorney Garrison stated that an ordinance is required to eliminate an ordinance. Councilman Renninger withdrew his motion.

11 Page 11 Councilman Renninger moved that the Town's ordinance regarding sewer connections be enforced. The Council agreed that their action earlier tonight addressed this matter. Mayor Howard asked for an update on the TC Miller landscaping. Mr. Pavlos stated that the fence has been ordered, a meeting has been scheduled to review the landscaping, and the backflow device will be relocated. Mayor Howard noted that FDEP has passed legislation regarding new backflow devices. Mr. Pavlos stated that the Town will be able to amend its ordinance regarding backflow devices now. Mayor Howard asked about improvements along Fromhart Street. Mr. Pavlos stated that the project is under design. APPOINTMENT OF A MEMBER TO THE FIREFIGHTERS PENSION BOARD OF TRUSTEES Mayor Howard stated that the recent appointee to the Firefighters Pension Board has stepped down. The Council needs to nominate a new member to the board. No proposals were made by the Council. Mayor Howard requested that names be submitted prior to the next meeting. TOWN MANAGER REPORT Mr. Hanson stated that there will be an open house regarding the proposed Plainfield Avenue improvement project on September 18 beginning at 4:30 PM in the Town Council chambers. He stated that there will be a shade meeting for the Town Council at 6:15 PM on September 16. TOWN CLERK REPORT Ms. Campbell stated that the farmer s market season begins this Sunday, September 7. She stated that there is a Culture and Recreation Committee meeting on Tuesday, September 9, and on Thursday, September 11 there will be red light camera hearings and a Planning and Zoning Board meeting. TOWN ATTORNEY REPORT Attorney Garrison had nothing to report. LETTERS FOR ACTION OR REVIEW No letters were presented for action or review.

12 Page 12 MAYOR TO CALL ON ANYONE IN AUDIENCE WISHING TO ADDRESS THE COUNCIL Ms. Mary Hawkins, 2343 Holly Lane, addressed the Council regarding the excess revenue they have proposed to collect and commented on their spending habits. Mr. Michael Wallwork, 1516 Plainfield Avenue, asked about landscaping along US 17, and stated that it is common not to paint center lines down residential city streets as it slows traffic down and provides cost savings. He asked if a 30 day notice was given for the open house and asked if drawings would be placed on the Town's website. Mayor Howard stated that FDOT is still responsible for maintaining the landscaping along US 17 and the Town will not assume control until it is brought up to sufficient standards. Attorney Garrison stated that a 30 day notice of the open house is not a requirement. Ms. Barbara Davidson, 2710 Holly Point Road West, commended the Council on passing the new tax. She stated that previous Councils have not made an effort to recover lost revenues. She stated that the Town could never have enough money. She stated that gas tax proceeds should be used for road resurfacing projects not capital projects. ADJOURNMENT There being no further business before the Council, Vice-Mayor Meeks moved to adjourn the meeting at 10:31 p.m. Councilman Nix seconded the motion, which passed unanimously, 5 to 0.