C I T Y O F F O R T P I E R C E
CONFERENCE AGENDA MINUTES
Conference Agenda Meeting - Monday, August 10, 2015 - 8:30 a.m.
City Hall - 2nd Floor Conference Room, 100 North U.S. #1, Fort Pierce, Florida
PLEASE NOTE THAT DUE TO AN EQUIPMENT FAILURE, THE FIRST SECTION OF THE MEETING WAS NOT RECORDED. THE RECORDING BEGINS DURING ITEM 4B.
1.
Call to Order
Mayor Hudson called the meeting to order at 8:35 a.m.
Mayor Hudson called the meeting to order at 8:35 a.m.
2.
Pledge of Allegiance
3.
Roll Call
- Present:
-
- Rufus Alexander , Commissioner (arrived at 8:59 a.m.)
- Thomas Perona, Commissioner
- Reginald Sessions, Commissioner (arrived at 8:52 a.m.)
- Linda Hudson, Mayor
- Absent:
-
- Edward Becht, Commissioner
- Staff Present:
-
- Linda Cox, City Clerk
- Robert Bradshaw, City Manager
- Robert Schwerer, City Attorney
4.
New Business
A.
Indian Hills Recreation Area Stormwater Improvements - Project update presented to the SFWMD Governing Board at their June 2015 meeting held at St. Lucie County Commission Chambers. - City Engineer
Jack Andrews, City Engineer, discussed points in the Power Point presentation. The next steps are to submit to Florida League of Cities as an environmental restoration program to receive award.
Jack Andrews, City Engineer, discussed points in the Power Point presentation. The next steps are to submit to Florida League of Cities as an environmental restoration program to receive award.
B.
Kessler Consulting, Inc. (KCI) will be presenting their findings of the Non-Ad Valorem Assessment for Residential Solid Waste Services. The City of Fort Pierce contracted with KCI to research and develop a framework to potentially establish a non-ad valorem assessment for collection and disposal of solid waste from residential properties in the City. - Public Works Manager
Peter Engel, KCI, went over the preliminary analysis of the Non-Ad Valorem (NAV) Assessment for Residential Solid Waste Services. This is an alternative mechanism for funding residential services. Municipalities pursue this because it provides year round flow of money for the services provided to residential customers who received uniform service throughout the year. Commercial customers will remain on utility bill (FPUA) because they get variable service (can size and collection schedule). KCI reviewed three (3) years of actual and budget revenue from fees, expenditures, and fund transfers. This needs to be viewed in the overall context of the Solid Waste fund which has been a great contributor to the General Fund.
Peter Engel, KCI, went over the preliminary analysis of the Non-Ad Valorem (NAV) Assessment for Residential Solid Waste Services. This is an alternative mechanism for funding residential services. Municipalities pursue this because it provides year round flow of money for the services provided to residential customers who received uniform service throughout the year. Commercial customers will remain on utility bill (FPUA) because they get variable service (can size and collection schedule). KCI reviewed three (3) years of actual and budget revenue from fees, expenditures, and fund transfers. This needs to be viewed in the overall context of the Solid Waste fund which has been a great contributor to the General Fund.
Implementing an NAV has other costs associated with non-payment and delinquency, however, the utility administration fee can be removed from expenditures. If this is implemented for 2016, by January 1 we will need to make a decision, establish agreements with the property appraiser and tax collector, as well as draft, give notices, have hearings for, and adopt ordinances and resolutions. Mr. Engel reiterated that the numbers are close, but a more detailed analysis and allocation of current expenditures is necessary.
Commission and Staff stated that we should look at the customer perspective, the revenue that is currently lost by the City of approximately $220,000 because we use capital assets year round, as well as how Fort Piece is different than surrounding jurisdictions because we run our own Waste Services and have internal staff. The seasonal disconnects make an impact also and should be discontinued; since it is a courtesy, there are no resolutions needed. The consensus was to go ahead and do away with the seasonal disconnect, digest the analysis a little more and discuss in formal meeting, take the next steps and watch the clock for 2016 deadlines.
Commission and Staff stated that we should look at the customer perspective, the revenue that is currently lost by the City of approximately $220,000 because we use capital assets year round, as well as how Fort Piece is different than surrounding jurisdictions because we run our own Waste Services and have internal staff. The seasonal disconnects make an impact also and should be discontinued; since it is a courtesy, there are no resolutions needed. The consensus was to go ahead and do away with the seasonal disconnect, digest the analysis a little more and discuss in formal meeting, take the next steps and watch the clock for 2016 deadlines.
C.
International Municipal Lawyers Association (IMLA) Report - Chuck Thompson, Consultant
Chuck Thompson, IMLA, started by noting that we have a quality legal team. The research showed that the fees ($125/hr - $135/hr) are low compared to other settings, but we are paying more on a per constituent basis. It is important, however, to state that Fort Pierce operates different services that other cities may not, and that affects the percentage paid for legal services in the budget. The benefit structure plays a role, as it is 46% of salary, when the average is from 30% - 33%. Mr. Thompson suggests that we impart a different billing mechanism, schedule regular meetings with and have stronger direction from the Commission, better coordination with the City Manager, i.e., a formal process for how the the work is reviewed and actual deadlines. Most importantly, an updated formalized contract that will outline how billing will be handled.
Comments from the Commission included that this report was not a valuation of the quality of the legal services, but the process and how to improve it. We need to improve the expectations and the quality of the bills. The average hours worked for the legal staff was well over full time hours and it is hard to believe that we cannot have things done in a timely manner. The City Manager should be able to question the work done or timeliness if he feels it is insufficient, since everyone reports to him. The sensitivity of information and keeping specific legal issues disclosed is also important. The City Attorney, Robert Schwerer, reports to the Commission and it is incumbent on them to be aware of what is going on and have more oversight with the legal department.
The Commission agreed to have regularly scheduled meetings as individuals with the Mr. Schwerer and to have a contract drafted and have it looked at by an outside attorney before negotiating any terms.
Chuck Thompson, IMLA, started by noting that we have a quality legal team. The research showed that the fees ($125/hr - $135/hr) are low compared to other settings, but we are paying more on a per constituent basis. It is important, however, to state that Fort Pierce operates different services that other cities may not, and that affects the percentage paid for legal services in the budget. The benefit structure plays a role, as it is 46% of salary, when the average is from 30% - 33%. Mr. Thompson suggests that we impart a different billing mechanism, schedule regular meetings with and have stronger direction from the Commission, better coordination with the City Manager, i.e., a formal process for how the the work is reviewed and actual deadlines. Most importantly, an updated formalized contract that will outline how billing will be handled.
Comments from the Commission included that this report was not a valuation of the quality of the legal services, but the process and how to improve it. We need to improve the expectations and the quality of the bills. The average hours worked for the legal staff was well over full time hours and it is hard to believe that we cannot have things done in a timely manner. The City Manager should be able to question the work done or timeliness if he feels it is insufficient, since everyone reports to him. The sensitivity of information and keeping specific legal issues disclosed is also important. The City Attorney, Robert Schwerer, reports to the Commission and it is incumbent on them to be aware of what is going on and have more oversight with the legal department.
The Commission agreed to have regularly scheduled meetings as individuals with the Mr. Schwerer and to have a contract drafted and have it looked at by an outside attorney before negotiating any terms.
D.
Annexation Update - Planning Manager
Rebecca Grohall, Planning Manager, provided an update on annexation and where we are headed. We are looking to move away from doing FPUA individual agreements towards an Inter-local Service Boundary Agreement (ISBA). The goal is to square off the boundaries and we need to agree with what our city limits should be. The ISBA is a little simpler than annexation through legislation; which entails agreeing on the boundaries with the County, and, through an ordinance-type document, establish a date.
There would be a pilot group due north of the city; Paradise Park and Sheraton Plaza, then we can go on to contiguous parcels. Setting an established schedule through 2017 would give us time to plan for how we will service these areas.
Rebecca Grohall, Planning Manager, provided an update on annexation and where we are headed. We are looking to move away from doing FPUA individual agreements towards an Inter-local Service Boundary Agreement (ISBA). The goal is to square off the boundaries and we need to agree with what our city limits should be. The ISBA is a little simpler than annexation through legislation; which entails agreeing on the boundaries with the County, and, through an ordinance-type document, establish a date.
There would be a pilot group due north of the city; Paradise Park and Sheraton Plaza, then we can go on to contiguous parcels. Setting an established schedule through 2017 would give us time to plan for how we will service these areas.
Nick Mimms, Deputy City Manager, mentioned that there should be a transition plan set because we currently have a 10 - 20 year cycle for improvements with the County. We have tentatively agreed to absorb these areas (Paradise Park, Harmony Heights, and Sunnyland Gardens) once the work is completed. Due to lighting standards, storm water, roads, and code enforcement, we may be looking at a longer transition period than two (2) years. There should be a formalization of the "handshake" deals with the County on annexation.
The Commission noted that demographics are important for the level of services; inquiring on the population and how it may affect districting. The benefit should pay for itself and not be a burden to tax-payers. The next steps are to obtain basic demographics and tax base valuation, and partner with the County to create transition plan.
The Commission noted that demographics are important for the level of services; inquiring on the population and how it may affect districting. The benefit should pay for itself and not be a burden to tax-payers. The next steps are to obtain basic demographics and tax base valuation, and partner with the County to create transition plan.
5.
Adjournment
The meeting was adjourned at 11:48 a.m.
The meeting was adjourned at 11:48 a.m.