TOWN OF ASTATULA MAYOR AND TOWN COUNCIL MINUTES  OFASTA OUNTY,F SINCE 1872  REGULAR SESSION TOWNH HALL  TUESDAY! DECEMBER1 12, 2023  Having been duly advertised as required by law, Mayor Mack called the Regular Session meeting to order at 6:40pm. 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 Jeanne Quiros  Staff Present: Graham Wells, Town Clerk Wally Hoagland, Police Chief Tom Harowski, Interim Planner  Roll Call was performed, confirmation of the meeting notification was acknowledged, and it was determined that a quorum was present. The Mayor welcomed guests and recognized Karen  Smith from the Planning & Zoning Board. CITIZENS QUESTIONS AND COMMENT  Kay MacQueen 25207 Buttonwood, Astatula thanked the council and Chief for all their efforts putting on the many events and added that she had heard only positive comments from the residents in the Meadows. She went on to talk about her experience with al bear at her property. David Quiros 25928 Dogwood Lane, Astatula, said that the food drive was a great event, as was light up Astatula where free food and Christmas gifts relieved al lot of stress for parents of young families trying to make ends meet. He said that Pastor Lovely had been in touch with the food banks to take any excess to the pantry at his church in Astatula. He stated from statistics that families are only $400.00 away from being on the street. He pointed out that the tennis court net was in need of replacement and that one piece of workout equipment at Swaffar Park was damaged and dangerous and should be removed. He drew attention to the ground repair after  the pipe was laid on Georgia Avenue.  AGENDA REVIEW  Vice-Mayor Cross made a motion to table Item 3 of new business, as there was no back-up data  for review; seconded by Councilman Teeters and unanimously approved.  MEETING MINUTES  1. 2. 3. 4. 5. 6.  Approval of Minutes for August 2, 2023 Budget Workshop Meeting. Approval of Minutes for August 21,2023 Budget Workshop Meeting. Approval of Minutes for September 12, 2023 Regular Council Meeting. Approval of Minutes for October 10, 2023 Regular Council Meeting. Approval of Minutes for October 19,2023 Council Workshop Approval of Minutes for November 14, 2023 Regular Council Meeting.  Town ofA Astatulal Meeting Minutes December 12, 2023 Page 1of6    Councilwoman Quiros had stated that she was shown as seconding a motion which should have been Councilwoman Issartel. There was also an incorrect date shown on onesetofminutes. Motion by Vice-Mayor Cross to approve the minutes shown above with the stated  amendments; SECONDED by Councilwoman Quiros  For: Cross, Quiros, Issartel, Mack Against: Teeters MOTION CARRIED 4-1 STAFFI REPORTS  Town. Attorney - Heather Ramos - Absent  Chief Hoagland - thanked those who turned up to help at the thanksgiving event where ninety people were served. He said that 358 gifts were given away at Light up Astatula and thanked Councilman Teeters for organizing the golf cart] parade. Het thanked the Clerkand Councilwoman and David Quiros for helping give food out at the food distribution drive and Councilman Teeters for working traffic control. The event served 335 families, 1,225 Individuals and 450 children. The next event is the Ball drop which will go from 6:00pm to 1:00am on New Years Eve. There will be two drops, one at 9:00 pm and the second at midnight. Alcohol will be allowed but not sold at the event and there willl be: several food trucks. He announced that there will be an active shooter drill at the Elementaryschool this Thursday between 2:00pm and 2:30pm. He spoke of the sadness of a family who had lost their grandmother who was the home bread winner and was being buried on' Thursday. They had al lot of cost for the funeral and left behind three children who would not have a good Christmas. He asked for donations of gifts that could Town Clerk & Finance Officer - Graham Wells - spoke of an enquiry that he had from Kay MacQueen about the community center being rented forag gun show. Following some discussion it was decided that there was nothing in the rules that precluded such an event.  be given to them along with food for the Christmas period.  BUDGET AND FINANCE REPORT REVIEW  The Clerk did not have a finance report available at that time. The full finance report will be  available on the town's website as soon asi it is completed. The Bank balances on October 31, 2023 are shown below.  General Fund: Impact Fees: Transportation Fund: Infrastructure Fund: Enterprise Fund: Cash Drawer:  739,156.38 171,400.22 62,577.14 124,332.35 13,905.35 150.00  Town ofA Astatulal Meeting! Minutes December 12,2023 Page2of6    NEW BUSINESS  APPOINTMENT OF KAYMCOUEEN TOTHE PLANNING ANDZONING COMMITTEE Ms. MacQueen addressed the council on her background and education. Karen Smith asked why prayer before the P&2 Zi meeting had been taken out. Mayor Mack had no explanation and said thati it was at the discretion ofthe Chairman. The council had not taken it out. MOTION by Vice-Mayor Cross to appoint Kay MacQueen to the Planning and Zoning  Committee; SECONDED by Councilwoman Issartel. For: Cross, Quiros, Issartel, Teeters, Mack  MOTION CARRIED 5-0  DISCUSSIONANDAPPROVALOETHE CONTRACT WITH FRED FOX ENTERPRISESINCFOR ADMINISTRATION. SERVIGSFORTHECDHG GRANT#23DB-N31.FORTHE EXPANSIONOE A Request for Proposals was advertised, and three companies submitted proposals. One was disqualified and the other two were graded by the Mayor and the Clerk and the Administration for the Grant was awarded to Fred Fox Enterprises, Inc. The contract has been sent to the attorney and the red lined copy with her suggested amendments has been sent back to Fred Fox Enterprises for their comments. The amendments were approved. Vice-Mayor Cross said that MOTION by Vice-Mayor Cross to approve the contract with Fred Fox Enterprises, Inc for administration services for the CDBG grant #23DB-N31, for the expansion of the water  THE WATER PLANT,  the ranking sheets were not included in the agenda packet.  plant.; SECONDEDI by Councilman Teeters. Aroll call vote was taken.  Cross Quiros Issartel Teeters Mack  YES YES YES YES YES  MOTION CARRIED 5-0  DISCUSSION AND APPROVAL TO ADOPT A POLICY AND COMPLIANCE MANAGEMENT PLATFORM PROVIDED BYI POWERI DMSFOR POLICIESANDI PROCEDURES.  Thisi item was tabled toa a future meeting.  DISCUSSION AND APPROVAL OF RESOLUTION 2023-26 PERMITTING FULL-TIME EMPLOYEES TO ELECT MEDICARE COVERAGE INSTEAD OF INSURANCE COVERAGE A RESOLUTION OF THE TOWN COUNCIL OF ASTATULA, LAKE COUNTY, FLORIDA, PERMITTING FULL- TIME EMPLOYEES TO ELECT MEDICARE COVERAGE INSTEAD OF ELECTING INSURANCE COVERAGE PROVIDED BY THE TOWN; PROVIDING FORI REIMBURSEMENT FOR ELIGIBLE EMPLOYEES; PROVIDING  PROVIDEDI BYT THETOWN.  FORSEVERABILITYAND, ANI EFFECTIVE DATE.  Towno ofA Astatula Meeting! Minutes December 12,2023 Page3of6    This item has been discussed at several meetings and at the October 19 workshopi it was agreed that Vice-Mayor Cross would liaise with the attorney and bring back to Council a formal Councilman Teeters said that he had issue with the section in the resolution where "The Town mayatany time request documentation evidencing that the Eligible Employee has enrolled in and is paying for Medicare coverage"and feels that it should be mandatory. Each month the employee has to prove that they had either paid the premium orthatitv wastaken from theirsocial security Vice-Mayor Cross said that if at all, it could be requested at the beginning and that was it. Clerk Wells said that as itwas claimed on an expense report by the employee, they would be falsifying the reportifthey did not have the insurance. Mr. Cross added that it was written sO that proofof insurance could be requested by a council member or department head at any time but would not be required on a monthly basis. Following further discussion, it was suggested that it be Vice-Mayor Cross made a motion to read the resolution title only, seconded by Councilman Tetrmdumstmuy-pond Thel Mayor read the titleand requested ai motion toapprove. MOTION by Vice-Mayor Cross to approve Resolution 2023-26; SECONDED by  resolution to adopt this new policy.  check.  moved ahead as written.  Councilwoman Issartel. Aroll call vote was taken.  Cross Quiros Issartel Teeters Mack  YES YES YES YES YES  MOTIONCARRIED 5-0  DISCUSSION AND APPROVAL OF QUOTATIONFOR DESIGN SERVICES FOR THE MONROE CONCEPTION DESIGN FROM1 THEJ EAST CENTRALFLORIDARIDARECIONALPIANNINGCOUNCIL. The design proposal is for the Monroe area in the commercial district in front of the businesses to design and fix the town's road while not affecting their access. The Rightofwayreduces: from 75 feet to 50 feet. There are different options, and this would give the town professional design standards and: a scope ofwork for the council to review and make a decision on. This project and MOTION by Vice-Mayor Cross to move ahead with scope of services for a request for  the way forward was discussed extensively and a motion was requested.  proposal; SECONDED by Councilman Teeters. For: Quiros, Teeters, Issartel, Cross, Mack  Against: None MOTION CARRIED 5-0  Town of Astatula Meeting Minutes December 12,2023 Page 40f6    APPROVALTO RATIFY THE HIRING OF JENNIFER LONG TO THE POSITION OF CLERICAL The Mayor said that this was an approval to formally hire Jennifer to the position of Clerical and Financial assistant. Currently she is working two days a week but the position is for thirty-two MOTIONI by Vice-Mayor Cross approve thel Miringaflennierlongto: thep positionofClerical  ANDEMANCALASISTANT  hours so more hours can be given when she is able to work them. and Financial Assistant; SECONDED by Councilwoman Issartel.  Aroll call vote was taken.  Cross Quiros Issartel Teeters Mack  YES YES YES YES YES  MOTION CARRIED. 5-0  APPROVAL OF A HOLIDAY BONUS EQUAL TO THE HOURS NORMALLY WORKED FOR The Mayor stated that this was a one-time bonus as he was not happy with the language in the resolution thatwasl brought forward after council approved holiday pay forpart-time employees at a workshop. The Clerk said that although this was being called a bonus, it would go through payroll int the normal way with the addition of FICA and FRS contributions.lItc tonlya affected Tracy, MOTION by Councilman Teeters to a approve al holiday bonus equal to thel hours normally worked for Christmas Day and New Years Day for part-time employees with a sunset of  CHRISTWASDAYANDNIV, YEARSDAYFORI PART-TIME EMPLOYEES.  Jennifer, and Heather.  January 2nd, 2024; SECONDED by Councilwoman Quiros.  Aroll call vote was taken.  Cross Quiros Issartel Teeters Mack  NO YES YES YES YES  MOTION CARRIED 4-1  COUNGILDEPARTMENT & COMMITTEE LIAISON REPORT  Councilman Cross (Finance) - asked the Clerk to confirm the levels ofpurchasing: authority for department heads and Council members as per the policy and procedure manual. There was a difference of opinion as to whether purchases over $2,500.00 had to be approved by the council, even if the cost was in the budget. Vice-Mayor Cross said that all contracts and agreements including health insurance, general insurance, grants, and any purchase over $2,500.00 should Mayor Mack (Public Works) - said that there was an upcoming workshop to discuss the fiber grant. There was also a grant meeting with Florida Commerce that has not yet taken place.  be approved at the time whether in the budget or not.  Town ofAstatulal Meeting! Minutes December 12,2023 Page e5of6    He also talked about the legislative money he wanted to apply for to build a new public works building at Swaffar Park. He: also wanted to extend the paving in thej parkingl lot at the community center. A design and proposal should be ready for the January meeting. He gave an update on the annexation process for County Materials and Mack Concrete. He also gave an update on the waterline for Tula Parc on Adams Street and the Hydrants in East Lake Harris Estates. FRWA were going to conduct flow testing on the hydrants which would be free of charge. Councilman Teeters (LDR's, Ordinances, Legal, Grants) - Suggestedthatt thet town uses the Boy Scouts to paint the fire hydrants. The town can donate an amount per hydrant towards their A motion to extend the meeting until 9:15 pm was requested. Councilman Teeters made the motion; seconded by Councilwoman Quiros and voted 3-2 to extend. Vice-Mayor Cross and Councilwoman Councilman Teeter said that new Councilwoman Quiros was not on the website. The Mayor said that he would add her. He: also said that the HRI liaison position had not been added to the agenda. The Clerk: said that it was only discussed ata av workshop and would need to be ratified. The Mayor concurred as the same had happened to the hiring of Jennifer Long. Councilman Teeters He then brought up the $15,000.00 that the town spent on Swaffar Park and wanted an explanation as to why nothing has happened since. He said that he can only see where $7,500.00 was approved and wanted to ensure that in future, all purchases including the advanced spending of grant money, even ifi it was to be reimbursed, be approved by the council.  troop funds.  Issartel voted against.  requested thati it be added to the January agenda.  Councilwoman Issartel (Economic Development) -NONE  REVIEW  Items for Workshops and possible dates NONE Items for Next Regular Council meeting - NONE Items for Special Meetings and possible dates - NONE COUNCIL MEMBER MISCELLANEOUS COMMENTS  ADJOURNMENT  There being no further business, the Mayor adjourned the meeting at 9.19 pm.  Respectfullysubmitteu, Mitchell Mack, - -  Mayor  Clerk  Towno of Astatulal Meeting Minutes December 12, 2023 Page 6of6  I