Town of Ponce Inlet Town Council Special Meeting Minutes January 12, 2018

5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 1 2 3 Town of Ponce Inlet Town Council Special Meeting Minutes January 12, 2018 4 1. Call to order: Pursuant to proper notice, Mayor Smith called the special meeting to order at 9:01 a.m. in the Council Chambers at 4300 South Atlantic Avenue, Ponce Inlet, Florida. 2. Roll Call: Council members present: Mayor Smith, Seat #1 Councilmember Milano, Seat #2 Vice-Mayor Hoss, Seat #3 Councilmember Perrone, Seat #4 Councilmember Paritsky, Seat #5 Staff members present: Mr. Baker, Chief Building Official Mr. Baker, Senior Planner Ms. Cherbano, Human Resources Director/Deputy Clerk Chief Fabrizio, Police Chief Mr. Gunter, Public Works Manager Ms. Hunt, Recording Secretary Mr. Joulani, Director of Planning & Development Ms. McColl, Finance Director Chief Scales, Fire Chief Ms. Witt, Town Manager Ms. Zengotita, Cultural Services Manager 3. Pledge of Allegiance. Mayor Smith led the attendees in the Pledge of Allegiance. 4. Review of the vision statement of the Town. Ms. Witt read the Town s Vision Statement which was adopted December 18 th, 2002. She stated that a municipal vision statement is the citizens way of telling their elected officials what they want for their community. 5. Review of the mission statement for the Town. Ms. Witt read the Town s Mission Statement which was adopted March 15 th, 2012. She stated that a mission statement is the Town Council s way of telling the employees of how they wish for them to carry out their duties. 6. Review of Council goals and objectives for fiscal years 16/17 and 17/18. Ms. Witt reviewed Council s goals for fiscal years 16/17 and 17/18, and provided an update on each. She noted that this meeting has been formatted differently from past goals meetings, in that each department will present their areas separately, denoting what they believe should be considered as goals for the Town. She stated that after each presentation to Council and after response to any Council comments, the public will be offered an opportunity to comment. 7. Discussion of Finance Department Goals and Objectives for fiscal years 18/19 and 19/20 Ms. McColl stated that there will be an upgrade to the finance software (Incode 10), which is a substantial project. Staff will require training for this upgraded software and cross-training will also occur for both for improved workflow. She stated that the Town will be moving its credit card from Bank of America to Suntrust Bank due to financial incentives. She stated that written Town Council Special Meeting Minutes 1/12/18 Page 1

51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 98 99 100 101 policies for credit card purchasing will be updated. Ms. McColl stated the Finance Department will also update other procurement procedures. The Town s investment are always being reviewed to ensure the greatest return and minimal risk. Councilmember Perrone suggested staff inquire if Suntrust s financial services (loans, mortgages, etc.) could be offered to Town employees. Public comment: none. 8. Discussion of Human Resource / Deputy Clerk Department Goals and Objectives for fiscal years 18/19 and 19/20. Human Resources: Ms. Cherbano advised that the implementation of Incode 10 will consume an enormous amount of time in the HR area as well. She stated that in addition to the upgrade, this department will also be implementing new payroll software, revised job descriptions, salary ranges, and other payrollrelated items. Ms. Cherbano stated that the Personnel Rules and Regulations handbook is under review and in need of revisions, to ensure compliance with Federal and State regulations and to provide for better clarity. Councilmember Perrone asked if the Personnel Rules & Regulations manual is a loose-leaf book, that would be easy to update. Ms. Witt said yes, and that is how we ve updated it over the years; but this project would include a more thorough review & update and probably change the lay-out to make things easier to find. Ms. Cherbano stated that a review of the benefits package revealed that the Town is in line with or exceeds those of our peers, with the exception of life insurance coverage. She stated that the benefit was implemented over twenty years ago and was sufficient at that time, but will propose the benefit equate to the employee s gross annual salary. Councilmember Perrone asked when an employee s life insurance policy becomes effective. Ms. Cherbano stated on the first day of the month following the hire date. In addition, Ms. Cherbano stated that the Town currently has no provisions for recognizing employees for their years of service and she is researching what other municipalities have in place; with a possible plan to propose a longevity service award to recognize employees for their tenure. She stated that she will be working to facilitate the Collective Bargaining Agreements with the Fire and Police Departments, noting that fire currently does not have an agreement but the one for police will come up again in the next goals time period. Mayor Smith asked if employees generally use their vacation time or do they allow it to build up. Ms. Witt noted that it is referred to as Personal Leave time and it varies, noting there is a cap of 480 hours. Councilmember Milano asked if the employee is paid for their Personal Leave time on the books at time of departure. Ms. Witt said yes, but not over the established 480 hour limit. Deputy Clerk: Ms. Cherbano reviewed the Deputy Clerk s office goals by noting that the Election laws are changing, and candidates are now able to submit campaign reports on line. She noted that she supports continued employee training, including records management, parliamentary procedures, and annual board member training. Councilmember Paritsky suggested a member of staff be designated to review County agendas to determine if there s an agenda item that could potentially affect Ponce Inlet. Mayor Smith suggested that staff review the City of Port Orange s agendas as well. Councilmember Paritsky asked how the Council can ensure that an applicant for board membership is familiar with meeting processes and the board s responsibilities. Councilmember Milano suggested that applicants attend at least one meeting prior to appointment. Public comment: Judy DiCarlo, 32 Caribbean Way stated that applicants used to be required to appear before the board on which they wished to serve, so the board could ask questions of them. She noted that the process was changed in 2017 and applications go straight to Council. John Cannon, 109 Beach Street stated that he supports having the applicants come before the board first, and the board then make a recommendation to Council. Vice-Mayor Hoss stated that she has always suggested that applicants attend at least one meeting before seeking appointment; Mayor Sm Town Council Minutes Page 2 01/12/18

102 103 104 105 106 107 108 109 110 111 112 113 114 115 116 117 118 119 120 121 122 123 124 125 126 127 128 129 130 131 132 133 134 135 136 137 138 139 140 141 142 143 144 145 146 147 148 149 150 151 152 ith noted that the procedure was changed because there were several board vacancies and there was difficulty in obtaining a quorum. Ms. Witt stated that vacancies are posted on the website, the Town s Facebook page, and emailed to all subscribers monthly. She stated that staff can bring forth a proposed policy to include an attendance requirement with the option for Council to waive if they determine appropriate. 9. Discussion of Police Department Goals and Objectives for fiscal years 18/19 and 19/20: Chief Fabrizio stated his intention to maintain the department s accreditation status, reviews and updates of policies, technology, and expanding community policing and education. Councilmember Paritsky asked if there is a need for a drone program. Chief Fabrizio noted that the laws are stricter for police than for civilians, but he would consider it. Councilmember Paritsky expressed her support of the bicycle patrol program. Mayor Smith referenced street lighting issues and asked how a resident can request one for a dark area, such as Peninsula Drive. Chief Fabrizio said the request comes to his department, an officer performs an assessment and then makes a recommendation which is sent to Florida Power & Light. Ms. Witt noted that the area by the Ponce Preserve is an actual preserve from the beach all the way to the river and street lights could negatively affect the wildlife in that area. If they want lighting in that area, they may want to look at alternatives like bollard lighting. Councilmember Perrone expressed concerns that many bicyclists and pedestrians ride/walk on the wrong side of the street or in the middle of the street and fail to use crosswalks. Chief Fabrizio stated that these are topics that he tries to regularly provide information on via community education and would continue to do so. Public comment: none. 10. Discussion of Fire Department Goals and Objectives for fiscal years 18/19 and 19/20: Chief Scales stated his department plans to continue the transport program, noting that it has been very successful. He stated that he has been researching how to become an accredited agency, noting that if successful, Ponce Inlet Fire/Rescue would be the first in Volusia County to be an accredited agency. Councilmember Milano asked if the Union would have to agree to become an accredited agency. Chief Scales stated there are aspects of it that would likely have to be negotiated. Ms. Witt added that through the accreditation process, which can take up to five years to complete, the department has the ability to self-assess and improve upon its operations. Councilmember Perrone asked if the department has the necessary equipment to continue the transport program and qualify for accreditation. Chief Scales stated that they believe so but the accreditation process would ultimately determine that. Chief Scales stated that he would also like to see the Town establish a capital equipment purchase/replacement fund, due to the department s aging equipment and the significant costs that can be involved in those purchases. Councilmember Perrone agreed. Public comment: none. 11. Discussion of IT Division Goals and Objectives for fiscal years 18/19 and 19/20: Ms. Hawkins stated she is focused on enhancing the backbone of the Town s network, achieving a reliable network connection for Town Hall similar to the current structure in Daytona Beach Shores. She also plans to continue scheduled replacement of desktop computers, and enhance technology as determined needed. Councilmember Perrone asked if the Town s system is protected. Ms. Hawkins stated yes, and the system is constantly monitored for viruses and other threats. Mayor Smith asked if the acoustics issue in the Chambers building is being addressed. Chief Scales stated yes, the goal is to install acoustic tiles; staff is working with an auditorium contractor who can analyze the problem(s) and then build custom panels. Public comment: none. 12. Discussion of Cultural Services Department Goals and Objectives for fiscal years 18/19 and 19/20: Ms. Zengotita stated staff is in the process of seeking grant funding for the re- Town Council Minutes Page 3 01/12/18

153 154 155 156 157 158 159 160 161 162 163 164 165 166 167 168 169 170 171 172 173 174 175 176 177 178 179 180 181 182 183 184 185 186 187 188 189 190 191 192 193 194 195 196 197 198 199 200 201 202 203 development of Pollard Park. If Pollard Park receives a grant in the coming year, she planned to propose a grant application submittal for the Wilbur Bay Wetlands; Council expressed interest in possibly revising the management plan for now instead. Ms. Zengotita is reviewing the volunteer program and plans to propose modifications and enhancements, as she is seeking to establish a volunteer policy, particularly for those working with children; she noted the continued monitoring and evaluation of Town s parks for use, maintenance, and potential needs; and the continued work on historical and recreational activities for residents and visitors. Mayor Smith suggested that staff choose ground products that have been tested and proven to last. Councilmember Perrone asked if there were any plans for the Green Mound. Ms. Zengotita stated that she has inspected the area and has concerns with finding a balance between exposing it and protecting it. Public comment: Ms. DiCarlo, 32 Caribbean Way asked how Wilbur Bay will be developed and if there are any grants available. Ms. Zengotita stated the Management Plan dictates that the Town will construct a small boardwalk with a kayak launch. Ms. DiCarlo asked how development of Wilbur Bay would affect the proposed dredging project. Ms. Witt stated the Town will assume some share of the assessment, but a two-foot deep kayak launch would not qualify for a grant award. 13. Discussion of Public Works Department Goals and Objectives for fiscal years 18/19 and 19/20: Mr. Gunter stated that streetlighting is a joint goal between his department, the Police Department, and Planning & Zoning; noting that FPL will install a light on a pole only if it has a transformer on it or one pole away. Mr. Gunter stated he plans to continue working with the City of Port Orange and the Town s engineers on sewer expansion and to research grant availability for such. He would like to work on a re-design for the Public Works facility to better utilize this area for their needs. Councilmember Perrone asked if a study would need to be done of the existing Public Works facility. Ms. Witt stated yes, and we would ask for citizen feedback. Ms. Witt commented that there is a delicate balancing act when it comes to Town-owned buildings because they are all located within residential areas, and staff is always mindful of that. He plans to continue with staff education and community outreach. Councilmember Paritsky suggested they consider the creation of a tree re-planting program for Town properties. Mr. Gunter stated that he would like be able to do more of the work that the Town s residents like to see for maintenance and beautification, and may be requesting some additional personnel toward that end over the next few years. Public comment: Mr. DiCarlo, 32 Caribbean Way suggested the Town explore using Ponce Preserve to store public works materials. Break for lunch: Ms. Witt recessed for lunch at 12:05 p.m. Reconvened at: 12:45 p.m. 14. Discussion of Code Enforcement Division Goals and Objectives for fiscal years 18/19 and 19/20: Mr. Hooker noted that Fire Marshal services are now being provided through Code Enforcement, including annual fire inspections and plan reviews. Mr. Hooker noted he would like to expand illegal rental enforcement through the use of technology and other means, to ensure compliance. He stated he would like to host a series of citizen outreach sessions, from which he hopes to hear citizen s concerns and suggestions. He would like to explore the citation process to see how affective it is in other jurisdictions, to use mainly for non-resident violators, and possibly propose something of this nature to the Town Council. Mr. Hooker was asked to research and propose implementation of an Administrative Fee to be added to each code enforcement case in an effort to recoup some of the costs associated with prosecuting a case noting that this would be in addition to fines set by the Board; he stated he will also review the fees and fines associated with Code Enforcement to determine if they are sufficient as a deterrent. Mr. Hooker stated that fines are set by State Statute 162; the Administrative Fees would be separate and in addition to any fines. Councilmember Paritsky asked if the Administrative Fee could be waived and, if a Town Council Minutes Page 4 01/12/18

204 205 206 207 208 209 210 211 212 213 214 215 216 217 218 219 220 221 222 223 224 225 226 227 228 229 230 231 232 233 234 235 236 237 238 239 240 241 242 243 244 245 246 247 248 249 250 251 252 253 254 case is dismissed, can the fee still be assessed. Mr. Hooker said yes, the fee can be waived and if a case is dismissed, the fee may still be collected due to the costs involved. Councilmember Paritsky noted that short-term rentals are a complex issue and requests the Town Attorney provide a memorandum which outlines how a violation is proven then the Board can say here s the causation and here s the violation. Public comment: Mr. DiCarlo, 32 Caribbean Way asked how the Board can find an owner in violation for failure to renew the permit, if there s no proof of a violation? Mr. Hooker noted that the Code states renting or offering for rent. 15. Discussion of Building Division Goals and Objectives for fiscal years 18/19 and 19/20: Mr. Baker stated staff is in the process of implementing electronic permitting, and will start with smaller projects through 2018 with full implementation anticipated by January 2019 (the entire permitting process will be completed on-line); he reported that counter staff have been authorized to review and issue over-the-counter mechanical permits, which has streamlined the permitting process and commended by staff and contractors; he noted that with the implementation of Incode 10, on-line payments of construction permits, business tax receipts, and rental permit will be accepted, making the permitting process more efficient. Public comment: none. 16. Discussion of Planning Division Goals and Objectives for fiscal years 18/19 and 19/20: Mr. Joulani stated his plan to implement the Bicycle/Pedestrian Master Plan; enhance GIS data and update the Town s zoning map. Councilmember Perrone asked if staff has the necessary IT technology and upgrades. Mr. Joulani stated EnerGov may need to be updated next year and current equipment is sufficient. He noted that he plans to finalize the LUDC glitch repair ordinance; staff continues to work on realigning the western Town-boundary line; he noted that staff continues to review and update applications, forms, and brochures. Mayor Smith asked what the timeframe is for completing the western boundary line task. Ms. Witt stated that this has been assigned to the Town Attorney and she will follow up with them. Councilmember Paritsky suggested that when staff makes a recommendation to a Board, that a statement be included it advances the visioning statement and positively impacts the Town. Mayor Smith commented that we want to be careful how far we go suggests checking with attorney. Mr. Joulani noted that staff are your experts, and can only make a recommendation based on rules and regulations that are defendable in court. Councilmember Paritsky asked if there are any ordinances that conflict with the Town s visioning statement. Mr. Joulani noted that this is reviewed every seven years through the EAR process, and he doesn t see any conflicts at this time. Mr. Joulani noted that staff will review the Tree section of the Code to see if the penalties are strict enough to deter illegal removal; he noted that the mitigation section needs to be reviewed and updated. Public comment: John Cannon, 109 Beach Street commended Mr. Joulani and stated his appreciation for utilizing the visioning statement wherever possible. 17. Direction to Town Manager for preparation of a resolution to consider final establishment of Council s priority objectives for fiscal years 18/19 and 19/20: Mayor Smith noted that there are costs associated with many of these items. Ms. Witt agreed, and added that the costs will be discussed during the budget process, and if Council approves the Goal, the funding can be approved/denied during the budget process. Council agreed by consensus that the Town Manager prepare a resolution of Council s Goals for Fiscal Years 18/19 and 19/20 for consideration at the February 15, 2018 meeting. 18. Adjournment. Respectfully submitted by: Town Council Minutes Page 5 01/12/18

255 256 257 258 Jeaneen Witt, CMC, Town Manager/Town Clerk Prepared by: Peg Hunt, Recording Secretary Town Council Minutes Page 6 01/12/18