TOWN OF ASTATULA MAYOR AND TOWN COUNCIL MINUTES  REGULARSESSION TOWN HALL  TUESDAY FEBRUARY: 13, 2024  UNTY  Having been duly advertised as required by law, Mayor Mack called this rescheduled Regular Session meeting to order at 6:34pm. He gave the invocation and led the led the Pledge of  Allegiance. Members Present: Mitchell Mack, Mayor Stephen Cross, Vice-Mayor Zane Teeters Orita Issartel - Arrived at 6:40 pm Jeanne Quiros  StaffPresent: Graham Wells, Town Clerk Wally Hoagland, Police Chief  Roll Call was performed, confirmation ofthe meeting notification was acknowledged, and it was determined that a quorum was present. The Mayor welcomed approximately eighteen guests.  CITIZENS QUESTIONS. AND COMMENT  Mr. Banks Helphric 9100 Sams Lake Road Clermont, who is running for State House District 25 gave a short talk on farmers and foreign workers and promoted his farm, orchard, vineyard and vegetable garden at Sams Lake Road in Clermont which is open the second Saturday ofe each David Quiros 25928 Dogwood Lane, Astatula, spoke of an increase in speeding in the Susan Richert, 13040 Delaware. Avenue, Astatula, stated that she was opposed to a cell tower Jennifer Anthony, 14240 Tennessee Avenue, Astatula, also stated that she was opposed to a cell towerbeing erected in the cemetery. There was: some general discussion about the cemetery  month.  community and the vibration created by machinery in Tula Parc.  being erected in the cemetery.  and the cemetery committee that stopped during COVID.  AGENDA REVIEW  Itv was agreed to table item 9 of new business Discussion and Approval Power DMS Resource Software to a future meeting. The motion was made by Vice-Mayor Cross, seconded by Councilwoman Quiros and voted 4-1 for with Councilman Teeters voting against.  MEETING MINUTES  Councilman Teeters requested that the outsourcing ofr minute writing be put on the next agenda.  Town of Astatula Meeting Minutes February 13, 2024 Page 1of7    Approval of! Minutes for January 9, 2024 Regular Council Meeting. Approval of! Minutes for January 16, 2024 Regular Council Meeting. Approval of! Minutes for January 31, 2024 Special Council Meeting.  Motion by Vice-Mayor Cross to approve the minutes shown above; SECONDED by  Councilwoman Issartel For: Cross, Quiros, Issartel, Mack Against: Teeters MOTIONCARRIED 4-1 STAFFI REPORTS  Town Attorney - Heather Ramos - Absent  Chief Hoagland - said that he was working on two grants; one was for workstation computers and the second wasar residual grant for police vehicles and lightt towers. He talked about setting acommunity: awareness group to bel led by Corporal Calhoun. Itwill allow residents to reportby email,a anythings suspicious activity thatt they notice: around town or that they thinkt the PD orcode He said that his public works crew were doing a good job cleaning up the town and that he was to have two additional helpers on work release. He informed council on what was happening with the burnt-out building and that the unsafe structure behind town hall had pulled a demo  enforcement should be aware of.  permit.  Town Clerk & Finance Officer- - Graham Wells BUDGET AND FINANCE. REPORT! REVIEW  The Clerk went over the finance report. The full finance reportisavailable on the town'swebsite.  Thel Bank balances on December 31, 2023 are shown below.  General Fund: Impact Fees: Transportation Fund: Infrastructure Fund: Enterprise Fund: Cash Drawer: PUBLICHEARING  1,346,185.88 165,440.72 60,592.94 165,604.74 33,229.87 150.00  FINAL READING OF ORDINANCE 2024-04 CORRECTING A SCRIVENER'S ERROR IN AN ORDINANCE OF THE TOWN OF ASTATULA, FLORIDA, AMENDING ORDINANCES 2023-10, 2023-11 and 2023-12 ADOPTED BYTHETOWN COUNCIL ONI NOVEMBER 14, 2023, CORRECTING ASCRIVENER'S ERROR IN THE LEGAL DESCRIPITION IN THE ORDINANCES, PROVIDING AN EFFECTIVE DATE AND  ORDNANCES702-10202H114ND202212  REPEALING. ALLPARTSOF THE ORDINANCES IN CONFLICT! HEREWITH.  Town ofA Astatulal Meeting Minutes February 13, 2024 Page 2of7    The surveyor acting for County Materialsannexation made al minor errori in thel legal description of the parcels being annexed into the town. The ordinances for the annexation, 2023-10, Comprehensive Plan Amendment 2023-11, and Rezoning 2023-12 were recorded before the error was found. This ordinance rectifies the error and will be recorded following the final reading. A motion to read the ordinance title only was made by' Vice-Mayor Cross, seconded by Councilwoman Issartel. The Mayor read the title and requested comments from the board; there MOTION by Vice-Mayor Cross to adopt Ordinance 2024-04; SECONDED by Councilwoman  being none he asked for a motion to adopt the ordinance.  Issartel. Cross Quiros Issartel Teeters Mack  Aroll call vote was taken.  YES YES YES YES YES  MOTION CARRIED 5-0 NEW BUSINESS  DISCUSSION ANDAPPROVALOFI RESOLUTION 2023-27AMENDING SECTIONS 7.1AND7.7 Thisi issue had been discussed at the October 19, 2023 Council Workshop and aj proposal was put forward for part-time employees tol be) paid for the town's official holidays. Following discussion, it was agreed that a resolution adding this to the policy manual would be brought back to the To be included in the resolution was they would be paid a pro-rated number of hours against full-time employees based on the number ofhours that they were employed to work, mirroring the policy for sick leave. This would apply to employees other than police officers and the Resolution clarifies the distinction. Part-time employees would not be paid ifthel holiday fell on Vice-Mayor Cross brought up that the clarification part of the resolution for police officers was not right and following discussion made a motion to table the resolution, seconded by DISCUSSION AND APPROVAL OF THE SECOND AMENDMENT OF THE PROFESSIONAL The original agreement for permitting inspections between the Town and M.T. Causley, LLC which was effective in March 2020 provided for automatic 12-month terms with an annual increase in their fees to correspond to the CPI rate for the previous 12-month period, not exceeding 4%. M.T. Causley, LLC are proposing to increase their rate by 3.4% for the upcoming 12 months beginning March 24, 2024. In addition, they have added Project Engineering Fees to  INCHAPTER 70F THE TOWN'S POLICYANDI PROCEDURE MANUAL.  council at a future meeting.  their day off.  Councilman Teeters and unanimously agreed. SERVICE. AGREEMENT WITH MT.CAUSLEVIC  their Fee Schedule, should the town wish to use their engineering services.  Towno of Astatulal Meeting Minutes February 13, 2024 Page 3of7    MOTION by Vice-Mayor to approve the second amendment of the professional service agreement between the Town of Astatula and M.T. Causley, LLC; SECONDED by  Councilwoman Quiros. Aroll call vote was taken.  Cross Quiros Issartel Teeters Mack  YES YES YES YES YES  MOTION CARRIED 5-0  Vice-Mayor Cross requested that the date ofa approval byt the council be added to the agreement. At 7:56 pm the Mayor calledf fora/lve-minutel break. The meeting reconvened at 8:07pm. DISISOMANDAFEOVALOE THETULAPABCDEVELOPMERTAGREMERT The agreement has been reviewed by the town'sa attorney and the suggested changes have been agreed to by LGI Homes. Section 3. Development-Related Conditions of Approval (d) provides forLGIt to deed the ownership ofthe wastewater plant tot the town. The Homeowners. Association will assume maintenance for the plant for one. year after the certificate of completion isi issued for Phase 1. Dedication oft the roads, Tract for the wastewater plant iftaken by the town, and the canal willl be done on the final plat. After discussion ai motion was made byt the Mayor. MOTION by Mayor Mack to approve the agreement: as written; SECONDED by Councilman  Teeters. Cross Quiros Issartel Teeters Mack  Aroll call vote was taken.  YES YES YES YES YES  MOTION CARRIED 5-0  At 8:40 pm a motion to extend the meeting by 30 minutes was made by Vice-Mayor Cross, DISCUSSION ON EXTENDINGTHEI FXSTINGAGREEMENT FOR SOLID WASTECOLIECTION The original agreement for Solid Waste Collection Services expires in September 2024. The contract provides for a further 12-month extension should both parties request it, or a Request for Proposal (RFP) be sent out and all Solid waste firms would have the opportunity to bid for a new contract. History shows that if this happens the cost for trash collection for residents of  seconded. by Councilman Teeters and unanimously agreed. SERVICES WITH GFLFOR AI FURTHER THREE YEARS.  Astatula would likelyincreasegreaty.  Towno of Astatulal Meeting Minutes February 13, 2024 Page 4of7    During initial discussions, GFLwould likely not want to extend the contract forj just one year but would entertain a three-year extension. In addition, they are seeking to increase the annual fee The Clerk had asked the attorney for options and whether the contract would allow for a three, rather than one-year extension. Her response was yes if GFL agrees, the Town can extend the agreement for another three-year increment. In any event, both parties can always agree to amend and extend a contract, and the very end of Section 2 provides that negotiation of subsequent one-year extensions shall proceed in the same manner "unless otherwise agreed upon in writing." Ifan agreement is reached between the parties, that can be memorialized ina second amendment to the agreement. Following discussion a motion was made. MOTION by' Vice-Mayor Cross to move forward with the agreement extending the existing agreement for solid waste collection services with GFL for a further three years;  increase from 70% ofthe CPI to 100% with a cap of 6%.  SECONDED by Councilman Teeters. For: Cross, Quiros, Issartel, Teeters, Mack MOTION CARRIED 5-0  DISCUSSION AND APPROVAL OF A PAYMENT REQUEST FOR THE PURCHASE AND INSTALATONOFAIDINGI GATE VALVEATTHE WATER TREATMENTPLANT. The Tula Parc subdivision Adams Street line extension required the removal of the Town's 8-inch by 10-inch pipe assemblyandi the installation of10-inch control valve connection at' WTP. A request has been made by Frymyer Construction to reimburse the cost and installation ofthe valve. The Town had this planned for as part of future phase two upgrade. Phase two has been delayed due to funding applications. The Mayor gave a detailed explanation on the necessity for MOTION by Vice-Mayor Cross to pay the invoice from Frymyer Construction; SECONDED  the valve and following discussion a motion to pay the invoice was made.  by Councilwoman Issartel. Aroll call vote was taken.  Cross Quiros Issartel Teeters Mack  YES YES YES YES YES  MOTION CARRIED 5-0  DISCUSSION LONTHEINSTALLATIONL OFAC CELLPHONE TOWER ON THE CEMETERYSITE The majority of residents present were against having a cell tower erected in the cemetery. It was requested to reconvene the cemetery committee and have them draw up an agreement to keep it as a cemetery in perpetuity. Following discussion by the board, a straw poll was taken, and it was unanimously agreed not to move forward with the cell tower proposal. DISCUSSION AMDAPAOVA-TDAEONT COUNCILWOMAN QUIROS AS LIAISON TOTHE  POMCEDEPARTMENT  Town ofA Astatula Meeting Minutes February 13, 2024 Page 5of7    MOTION by Vice-Mayor Cross to appoint Councilwoman Quiros as liaison to the police  department; SECONDED by Councilman Teeters. For: Cross, Quiros, Issartel, Teeters, Mack  MOTION CARRIED 5-0 COUNCILMAN TEETERS.  DISCUSSION AND APPROVAL TO ASSIGN HUMAN RESOURCES TO LEGAL LIAISON : Mayor Mack asked Councilman Teeters to explain how this issue came about. He responded that at town hall employee had come forward att the October 19,2023 workshop to request that ast the town does not have a dedicated HR representative, that a council member take that role: so that they had someone to go to ifthey did not want to talk to the Clerk or the Mayor. As part of the discussion, attorneyl Ramos recommended that the HRI liaison be under the legal liaison which is Councilman Teeters. As it was a workshop, a policy decision could not be made and was now Councilman Teeters, who had accepted the responsibility, said that he had spoken to the HR attorney and would sign up for at twelve-week HR consultant course. He said that he would take the role seriously with honor and professionalism. Councilwoman Issartel did not think that it shouldbeacouncil, positiona and' Vice-Mayor Crossaddedthatan: employee can talktoany council Mayor Mack asked what he thought the role encompassed and whether he would be fair to all employees. Councilman Teeters said that absolutelyl he would be fair and felt that his role would be to de-escalate any situation or referitt to the town' 's HR attorney ifhe could not. He: added that The Mayor added that confidentiality was a keyi issue and that ifit isj just a liaison position then he was good with it, buti it would have to be defined. Councilwoman Quiros reiterated that an employee could come to any council member and Councilwoman Issartel agreed.. At 9:23 pm a motion to extend the meeting by 30 minutes was made by Vice-Mayor Cross, seconded by Former Mayor Judy Tice said that there is a grievance procedure outlined in the Policy and Procedure Manual. Town hall employee Jennifer Long said that it should not be one person as there may be aj personality conflict. She added that she may be more comfortable with different people depending on what the issue is. Following further discussion, Councilman Teeters said MOTION by Councilman Teeters to incorporate HR into the Legal Liaison; SECONDED by  being discussed again.  member or their own attorney at any time.  hel had noi illi intent and would do right by all employees.  Councilman Teeters and unanimously agreed.  thati it should' be taken to a vote and that he would make al motion.  Mayor Mack. Aroll call vote was taken. Cross Quiros Issartel Teeters Mack MOTION FAILED 2-3  NO NO NO YES YES  Towno ofAstatula! Meeting Minutes February: 13,2024 Page 6of7    COUNCIL DEPARTMENT & COMMITTEE LIAISON REPORT  Councilman Cross (Finance) - said that hel had: spoken to the Clerk and to the Chiefthat whoever is in charge ofa department budget, has the responsibility to provide the proper documentation and approvals for purchases made including those approved by al liaison or council. Any approval should be notated sO that the information is readily available and does not require looking back Mayor Mack (Public Works) -brought up: ani issue with LGI about assets such as valves and caps that had been destroyed at Colina Del Lago which need to be repaired. He also said that he had been in touch with the developer over the breakup of the road at Florida and Washington. He spoke of the lot split on Massachusetts and CR561 where the site had some chemical contamination. The builder was planning to demolish the structure on the property and the mayor asked ift the council was interested in it. Following discussion, they decided no. He suggested thata av workshopl be appropriate to discuss thel landscaping at the community center and the Power DMS software. He also gave an update on his visit to Tallahassee regarding the townsappropriations request for the two phases ofar new public safety complex and also a visit  over previous minutes.  to the Department of Commerce regarding the fiber grant. Councilman Teeters (LDR's, Ordinances, Legal, Grants) - NONE Councilwoman Issartel (Economic Development) - NONE Councilwoman Quiros (Law Enforcement) NONE  REVIEW software.  Items for Workshops and possible dates - Community Center Landscaping and Power DMS  Items for Next Regular Council meeting - NONE Items for Special Meetings and possible dates - NONE COUNCIL MEMBER MISCELLANEOUS COMMENTS- NONE  ADJOURNMENT  The Vice-Mayoradjourned the meeting at 9.45 pm.  Respertfulysubpited, mNI Mitchell Mack, Mayor The  Clerk  Town of Astatula Meeting Minutes February 13,2024 Page 7of7