PonceInletFL - 07/27/2009 Town Council Minutes

Town of Ponce Inlet

Special Meeting of the Town Counci

July 27, 2009

1. CALL TO ORDER: Pursuant to proper notice, Mayor Goudie called the meeting to order at 9:00 a.m. in the Council Chambers at 4300 South Atlantic Avenue, Ponce Inlet, Florida.

2. PLEDGE OF ALLEGIANCE: Mayor Goudie led the attendees in the Pledge of Allegiance.

3. ROLL CALL:

Town Council:

Mayor Goudie, Seat #1

Councilmember Derr, Seat #2

Councilmember Davis, Seat #4

Councilmember Sturno, Seat #5

Councilmember McCormick, Seat #3 was excused absent.

Staff Members Present:

Jeaneen P. Clauss, Interim Town Manager/Town Clerk

Assistant Finance Director, Kim Morrone-Pont

Human Resource Technician, Kim Cherbano

Administrative Assistance, Jeni Trepasso Mr. Joulani, Director of Planning and Development

Chief Scales, Fire Chief

Chief Thomas, Police Chief

Keith Gunter, Public Works Manager

Adrian Marks, Building Official

4. ADDITIONS, CORRECTIONS, OR DELETIONS TO THE AGENDA: None.

5. INSURANCE PROPOSALS FOR FISCAL YEAR 09/10. Ms. Clauss stated that staff has sought out competitive proposals from the two carriers that could provide the packet of insurance each year that the Town requires. The Town’s current carrier, PGIT, Preferred Governmental Insurance Trust is offering a two-year rate of $200,984 for each year. Staff also sought out a proposal from the Florida League of Cities and their proposal was $266,977. Staff is recommending that we take advantage of the two-year rate that PGIT is offering and to go ahead and sign the contract for next year. Mr. Sturno stated that he was surprised by the League of Cities and how they were more expensive than the Brown & Brown. Mayor Goudie noted that the Leagues of Cities was not only more but it excluded wind storm to any community within a half-mile of the ocean and there was not wind damage provision. Ms. Clauss stated that they were $67,000 more expensive. Vice- Mayor Davis stated that when they were at the Municipal’s Officers Meeting in January, they had discussed the PGIT and would agree with PGIT. Mayor Goudie entertained the motion that the council accepts the staff’s recommendation to proceed ahead with the PGIT offer. Councilmember Sturno made the motion that the council accepts the insurance proposals for fiscal year 09/10 from PGIT, seconded by Mayor Goudie. Vice-Mayor Davis stated that at the Lighthouse Association meeting they were discussing the value of the structure and were not sure if they should insure the structure at the full cost or not. She further states that the proposal lists the values all of the buildings in Town including all of the Lighthouse structures. Ms. Clauss stated that everything is covered at 125% its appraised value as long as everything is evaluated at its true cost value and anything valuated less would drive the insurance coverage down to 110% for all properties, not just the one valued below the appraised amount. Mayor Goudie asked about the 25% minimum guaranteed coverage on certain areas and directed Ms. Clauss to get clarification of this. Motion passed: 4-0.

6. DISCUSSION OF PROPOSED BUDGET FOR FISCAL YEAR 09/10. Mayor Goudie asked if there was any further discussion of the legal aspect of the budget. Vice-Mayor Davis stated that she was grateful to the staff for providing the support documents and Mayor Goudie asked her to be more specific about which one she wanted to review in the Legislative budget. Vice-Mayor Davis questioned whether the special events should be reviewed now that the break-down is available. Vice-Mayor Davis questioned if on 511.3150 the amended FY08-09 budget went from $54,000 to $25,000. Mr. Joulani stated that the P&Z department asked for $25,000 to be available for potential Comp Plan workshop but it was not needed. Ms. Clauss confirmed that $25,000 would be rolled into the reserves at the end of this fiscal year. Vice-Mayor Davis felt that on line item 511.4800 (promotions) should be reduced to $1000. A discussion ensued regarding this line item. Ms. Clauss stated that the budgeted $1700 for the Lighthouse brochure is the only economic contribution and is an advertisement for visitors and reducing this line item to $1000 would eliminate this brochure. Vice- Mayor Davis wants to make the Lighthouse brochure a separate line item, the inauguration to be minimal and to make other benefits their own line items as well. Councilmember Derr agrees the costs could be reduced or eliminated. Mr. Sturno felt that the Board Appreciation Banquet should be kept in the budget, as did Mayor Goudie. A discussion followed regarding line item 511.5400 (dues and subscriptions) and well as 511.4000 (travel and per diem) specifically the League of Cities Conference. A discussion was held regarding Special Events costs and what the Town should or should not fund as well as contributions to any charitable organizations. Vice-Mayor Davis wants to make sure that there is a survey regarding special events is on the website, which Ms. Clauss states that the details need to be worked out before posting as a survey. Edward Jackson, 4299 South Atlantic Avenue, states that some travel and per diem should come out of pocket of the Councilmember’s per their commitment to the community. He also discussed the Special Events costs to the Town as well as the charity contributions. Vice-Mayor Davis discussed the Organizational Chart and compensation employees. A discussion was held regarding dental coverage and life insurance for each employee and if the Town should provide this benefit. Mayor Goudie wants to survey adjacent communities to find out what they are offering, as does Councilmember Derr. Edward Jackson, 4299 South Atlantic Avenue, discussed that health insurance for all employees is disheartening and that employees should pay a portion of this cost; life and dental should be optional. Pat Drum, 57 Ocean View Avenue, wanted a list of employees to view and to cut back on employees and employee benefits. Vic McClellan, 4327 South Peninsula Drive, discussed that perks should be given to all employees. Further discussion amongst the Council continued. A discussion was held regarding the ad valorem taxes and the roll-back rate. Vice-Mayor discussed why the budget should be reduced. Mr. Joulani discussed and provided clarification to the Planning and Zoning Department. Vice-Mayor Davis requested that Mr. Joulani give a brief summary of the memo included in the Council packet which detailed the area of responsibilities for each department with the Planning and Zoning Division. The Council discussed the budget particularly the rewrite of the LUDC (515.3100) being the biggest expenditure line items. Questions were raised from Councilmember Sturno about the amount of money being spent on building inspections. Vice-Mayor Davis states that she wants to have various positions within the Planning and Zoning division reviewed and this department streamlined because of the $75,000 needed for the LUDC rewrite. Mr. Joulani states that he has done restructuring of his division but would look into re-organization, if needed, and supports the council in this. Vice-Mayor discussed the millage rate of 4.22 mils for the proposed FY09-10 budget. Ms. Clauss states her budget cuts were a little over $800,000 and Vice-Mayor Davis wanted to see a summary of the cuts Ms. Clauss made. Councilmember Sturno wanted to review auto expenses costs and cell phones cost for the departments (515.4110). Mr. Joulani explained the use of the cell phones for the Planning and Zoning Division. The auto allowance of $6,000 and this was in the hiring letter for Mr. Joulani as a benefit. Councilmember Derr discussed her concerns/observations regarding the $75,000 needed for the consultant for the LUDC. She also discussed her concerns with efficiencies with positions within Code Enforcement and Public Works. This represents 5% of the budget for FY09-10 per Mayor Goudie. Further discussion was continued regarding cost of inspections by Quentin Hampton for last fiscal year. Mr. Perrone, 75 Buschman Drive, questioned the $25,000 that was unused and being put back into reserves. This was explained by Mr. Joulani and Ms. Clauss as money that was planned for a possible visioning session. Diane Smith, 4526 South Peninsula, suggested more part-time employees could be hired so as to not pay benefits. Pat Drum, 57 Ocean View Avenue, questioned the amount of employees and the salaries that they earned and she wanted to see a reduction in the number of employees.

7. ADJOURNMENT. Mayor Goudie adjourned the meeting at 11:30 a.m.

Respectfully submitted by:

Jeaneen P. Clauss, CMC, Interim Town Manager/Town Clerk

Prepared by: Jeni Trepasso, Administrative Assistant