OFASTAT  TOWN OF ASTATULA MAYOR AND' TOWN COUNCIL MINUTES  REGULARSESSION MONDAYMAY10,2021 TOWN HALL  Having been duly advertised as required by law, Mayor Mack called the Regular Session meeting  to order at 7.04pm. He gave the invocation and led the Pledge of Allegiance.  Members Present: Mitchell Mack, Mayor Kimberly Kobera, Vice-Mayor Steve Cross Gayle Sikkema Orita Issartel  Staff] Present: Graham Wells, Town Clerk Wally Hoagland, Police Chief  Roll Call was performed, and it was determined that a quorum was present. The Mayor  welcomed Mr. Issartel and Mr. Deavers. CITIZENS QUESTIONS. AND COMMENT There was no public comment. AGENDA REVIEW arrives. MEETING MINUTES  Mayor Mack said that he would move the Audit Presentation to a time certain when the Auditor  Approval of Minutes for April 12, 2021 Regular Council Meeting  MOTION by Councilwoman Sikkema to approve the minutes as shown above; SECONDED  by Councilwoman Issartel MOTION CARRIED 5-0  For: Cross, Kobera, Issartel, Sikkema, Mack  PROCLAMATION-MOTORCYCLEAWARENESS MONTH - MR.GRIZ DEAVERS  The Mayor stressed the importance of the awareness of motorcycles. He said that the proclamation would be put onto the website and in thel bulletin board. Mr. Deavers thanked the council for supporting the proclamation and putting Motorcycle Awareness Month on the sign on CR561. Mayor Mack read the proclamation aloud and requested that the council members  sign it. A copy was given to Mr. Deavers.  NEW BUSINESS  Town ofA Astatula Meeting Minutes May 10, 2021 Page 1of11    PROPOSALFOR LAWENFORCEMENTRESPONSEI TOCOIDIBANDCPIIDHEST Due to the outbreak of Covid -19 and using funds sent to the Town for use in fighting the Pandemic, the Chief asked Council to consider his proposal of adding a part-time Law Enforcement Officer to assist in the ongoing fighta against this disease. The addition would help the department protect its citizens while also protecting are officers while on shift due to the ongoing violence against Law Enforcement Officers in this country and the lack of immediate The addition of this officer would allow coverage if an Officer within the department contracts COVID-19 or has come into contact with by someone who is. Currently there is a sick time and a quarantine time, for recovery, which puts al large strain on all personnel. Currently the Astatula Police department has four full time Officers, one part-time Officer and one part-time Officer/part time Code Enforcement Officer plus the School Resource Officer which is funded by the School Board. This gives us thel limited ability tol have only one officer on patrol at a time on the day and night shifts. The Chief stated that it has become increasingly dangerous for these officers and it has become necessary to have a second officer on scene as quick as possible not The new proposal is to have three working shifts: Day shift would work from 0600-1800 hours Mid Shift would be the supervisors shift and would work from 1600-0400 with Night shift from 1800-0600. This change will: allow fortwo officerstol be on Duty at the heightened time for crime. It will also provide a supervisor on every shift. This gives us higher accountability along with a The Chiefasked for these changes to be funded out of the Cares Act money that was issued to us earlier this budget year. Part of the Cares Act funding was granted to us for reasons of Law Enforcement expenses to include payroll. He anticipated using one of his reserve officers as a temporary position for four months to take it to the end oft the fiscal year. The funding requested was up to $20,000.00 to implement this Proposal. Any extension would be included in the next Councilwoman Sikkema did not like to use non-recurring funds such as the Cares Act to fund a recurring cost. Clerk Wells suggested that it can be funded from the reserves that have been generated so far this year and not touch the Cares Act money. There being no further discussion the Mayor stated that he felt strongly about the safety of our officers and asked for a motion to MOTION by Councilwoman Kobera to approve the Chief's proposal; SECONDED by  back-up response from other agencies.  just for safety and protection but for witness reasons as well.  better ability to protect the citizens and the officers.  budget cycle.  approve the Chiefsproposal. Councilwoman Issartel. ARoll Call vote was taken.  Cross Sikkema Kobera Issartel Mack  YES YES YES YES YES  MOTION CARRIED 5-0  Town ofA Astatula Meeting Minutes May1 10,2 2021 Page 2of11    FIRST READING OF ORDINANCE 2021-09, RENEWING THE LAKE COUNTY AMBULANCE AN ORDINANCE OF THE TOWN COUNCIL OF THE TOWN OF ASTATULA, FLORIDA, ADOPTED PURSUANT TO SECTION 125.01(1)(9), FLORIDA STATUTES, EXTENDING THE TOWN'S INCLUSION IN THE COUNTY-WIDE MUNICIPAL SERVICE TAXING UNIT FOR THE PROVISION OF AMBULANCE AND EMERGENCY MEDICAL SERVICES, AS ADOPTED BY THE BOARD OF COUNTY COMMISSIONERS OF LAKE COUNTY, FLORIDA; PROVIDING FOR AN The inclusion in the county-wide municipal service taxing unit for the provision of ambulance and emergency medical services has been adopted every three years by ordinance and is scheduled to expire on July 19,2021. As the town cannot provide ambulance service and to save having to advertise and pass an ordinance every three years, the following language has been The Town shall continue to be included in Municipal Service Taxing Unit unless and until the Town provides notice to the County of the Town'sdesire to not be included. In such event the Town must provide written notice to the County on or before March 1 and the Town will no longer be included A motion was made by Councilman Cross to read by title and seconded by Councilwoman Sikkema. The title was read by Mayor Mack. He opened public comment and there being none MOTION by Councilman Cross, to move Ordinance 2021-09to second reading; SECONDED  MSTU.  EFFECTIVE DATE.  added in Section 2.  in the Municipal Service Taxing Unit beginning on October1 of the sameyear.  requested a motion to send it to second reading.  by Councilwoman Issartel. AE Roll Call vote was taken.  Cross Sikkema Kobera Issartel Mack  YES YES YES YES YES  MOTION CARRIED 5-0  At 7:28 pm, a two-minute recess was requested by Mayor Mack. The meeting reconvened at PRESENTATION OF THE FY 2019-2020 AUDIT BY ZACH CHALIFOUR, CPA, FROMJAMES Mr. Chalifouri introduced himself and stated that the town has had a very solid year and was in a much stronger position that previous years. He went over details of the audit report. He  7:30 pm. MOORE.  commended the internal controls and stated that there were no deficiencies.  The report detail included:  Town ofAstatula Meeting Minutes May 10, 2021 Page3of11    Independent Auditors' Report (pages1 1-2). Unmodified Opinion, except Qualification for OPEB. Report on Internal Control and Compliance (pages 30-31). Noi internal control or compliance findings reported. Management Letter Required by Ch. 10.550 (pages 32-33). One other recommendation: - New Debt and Budgetary Compliance. Independent Accountants' Examination Report (page 34). In compliance with specified investment statutes. toward two months (16.7%) of General Fund Reserves..  The fund balance comparisons against previous years are: shown below along with the progress  Fund Balance Non-spendable $ Restricted Committed Assigned Unassigned Total  9/30/2020 9/30/2019 9/30/2018 -0- $ -0- $ 945 161,761 183,677 79,679 7,500 7,500 7,500 -0- 14,000 35,000 196,581 133,769 61,815 366,959 $ 338,973 $ 184,939 $ 196,581 $1,253,560  Total Assigned/Unassigned Fund Bal. CYExpenditures and Transfers Out Percentage Assigned/Unassigned Fund Balance as a percentage of Expenditures and Transfers out: Percentage for Fund 001 Only GFOA Minimum Rec. =2 2N Months  15.7% (13.2% in PY) 16.5% At least 16.7%  The unassigned fund balances! have increased from a negative in FY2016 to aj position  just below the recommended minimum in FY2020.  20.00% 15.00% 10.00% 5.00% 0.00% -10.00%  -Actual --Minimum Recommendation  -5.00% 2016_2017 201820192020  Town of Astatulal Meeting! Minutes May 10,2021 Page 4of11    The Mayor opened questions from the Board. Councilman Cross asked about whether the financial controls were sufficient. Mr. Chalifour said that having an outside accounting firm looking at the controls and providing information to the Auditor was a major rbenefit for a small There being no further questions, the Mayor thanked Mr. Chalifour for his presentation. CONSIDERATIONANDAPPROVAL OF) RESONITONZD/LIORUPGETAMENDMIENI A RESOLUTION OF THE TOWN OF ASTATULA, LAKE COUNTY, FLORIDA, AUTHORIZING BUDGET. AMENDMENTS FORT THE TOWN OF ASTATULA FORI FISCAL YEAR2 2020-2021.  town.  The Clerk went over the amendments which are shown below.  Generall Fund:  539.631: The amount of $7,500.00 was approved by council for the drafting ofaj proposal for the pre-  application for a CDBG grant by Pennoni Associates, Inc to extend fiberi in Astatula.  Infrastructure Fund:  519.640: The Amount ofs7960wasapproved by Council at the October12, 2020regular meeting fort the 521.640: The. Amount of $8,995.00 was approved by Council at the January 11, 2021 meeting for the purchase of10 Glock pistols, sights, and holsters. The sights were purchased with impact fees in the GF. The pistols and holsters totaling $6,219.74 were purchased from thei infrastructure fund. An amount of $3,005.00 was realized from the sale oft the .45 caliber pistols which is shown in the General Fund under 533.621: The Amount of $2,875.00 is the architect's fees to design the Chlorination Building, approved 572.621: The. Amount of 1,239.62 was paid to the architects to close out the CDBG grant, and to have There were no questions from the Board and Councilman Cross Made al motion to read by title; seconded by Councilwoman Issartel. Mayor Mack read the title and opened comment from the MOTION by Councilman Cross, to approve Resolution 2021-10; SECONDED by  purchase ofa" Heay-DwtyLow-Prolle Dump" Trailer.  disposition of fixed assets.  by Council at thel March 81 regular meeting.  windowsills installed int the new community center.  public. There being none, hei requested a motion to approve the resolution.  Councilwoman Kobera. AF Roll Call vote was taken.  Cross Sikkema Kobera Issartel Mack  YES YES YES YES YES  MOTION CARRIED 5-0  Townc ofA Astatula Meeting Minutes May 10,2021 Page 5of11    CONSIDERATION AND APPROVAL TO WAIVE THE INCREASE ON THE RATES FOR SOLID The town has a contract with WCA for solid waste collection in the town. The contract provides for an annual increase in the rates charged by WCA to the town of 70% of the CPI rate which is currently 3.4% (2.38%). The town normally passes this rate increase to the residents, however due to COVID-19, WCA did notl levy an increase last year and the town did noti increase the rates WCA will be increasing the rates for the upcoming fiscal year, however it is proposed that no increase is passed on to the residents. We are still in the middle of the pandemic and although the increase to residents would be small, $5.48 per household, the money received in COVID Mayor stated that accepting the proposed rate increase from WCA and not passing on the increase to the residents is what is for discussion. Councilman Cross asked what the impact was on the town. The Clerk responded that the effect was $4,200 for the year. The $230.41 charged Mr. Cross stated that the increase should be passed onto the residents asi itisaservice provided. He asked whether the increase from WCA was contractual. The Mayor responded that it can be requested butt thatthe council has the right to not accept the increase. He furtheradded that twith the number of complaints that the town is receiving about the service provided by WCA, a rate increase is not appropriate. Clerk' Wells said that they were. having issues keeping gandr recruiting The Mayor suggested that the issue be tabled to the next meeting where a representative from WCA can be present. Councilman Cross made that motion; Seconded by Councilwoman Issartel FURTHER DISCUSSION ON THE' TOWN HAVINGASTREETIGHT INSTALLED AT CR48AND Thel Mayor stated that hel had looked at the pick-up point on Fair Streeta and that it was very dark. Councilwoman Sikkema said that the Meadows HOA wanted two lights at the main entrance to the subdivision where other students are picked up. The would be willing to fund one of the lights ifsomeone would donate the other and the' Town put the light on Fair Street. The cost to put a pole with light is approximately $2,000 per pole. The Meadows HOA would pay the electricity cost for the lights. Councilman Cross did not have an issue with contributing towards al light but did not want to have responsibility for ongoing maintenance or power cost. Following further discussion and input from residents, it was agreed that the Clerk would reach out to the County Public Works Director, Fred Schneider and it would be reviewed again at the  WASTECOLIECTION.  tor residents.  relief more than covers the loss in revenue to the town.  on the tax bill would remain the same.  drivers which was affecting the level ofservice.  and unanimousyaPproved.  FAIR ST.FOR SAFETY AT THE) BUSPICK-UP.  next meeting.  Town ofA Astatula Meeting Minutes May 10, 2021 Page 6of11    CONSIDERATION AND APPROVALOFINTEINTERLOCALAGREMENTWITHLAKFCOUNTYFOR The County has been responsible for issuing addresses to new properties within the Towns limits. There is no formal agreement for this service in place and the county will no longer provide the service without an agreement being put in place. Combined with issuing of the addresses, the county also liaises with the GIS mapping department. The $20.00 cost for each Councilman Cross said that the agreement stated that the town would pay a plan review fee in addition to the addressing fee and that the fees ont the addendum could be charged if the: service was provided. The Clerk responded that the town would only pay the $20.00 addressing fee. Some towns and cities usel Lake County fort their permitting and those fees apply to them and not applicable to Astatula. Clerk Wells said that he would ask the County to clarify in writing thatthe There being no further comments from the Board, thel Mayor requested a motion to approve the MOTION by Councilman Cross, to approve the Interlocal Agreement with Lake County for  ADDRESSING.  address issued, is passed onto the resident when the permits are issued.  plan review feei is not: applicable to the town.  interlocal agreement.  Addressing; SECONDED by Councilwoman Issartel.  Al Roll Call vote was taken.  Cross Sikkema Kobera Issartel Mack  YES YES YES YES YES  MOTION CARRIED 5-0  CONSIDERATION AND APPROVAL TO VACATE THE 50-FOOT EASEMENT RECORDED IN 1996, OFFICIAL RECORD BOOK 1458. PAGE 1019, LOCATED IN THE COLINA DEL LAGO The title company for Colina Del Lago require the easement to be vacated. The easement was granted by the county and therefore mustl be vacated by the county. The process has been given to the developer, however, there has been conflicting information about the town's roll in the vacation as thej propertyi is in the town limits. Thisi is requested, should the title companyrequire The Mayor gave a detailed overview of the history of the easement and the County's recent position taken on the vacation. Theyl had said thati it was up to the town to vacate ita and the town planner said that it would be vacated once the final plat is recorded. This did nots satisfy the title company and the clerk reached out to our attorney for a remedy. In turn the County attorney responded withl her fix which is both costly on would take three months to complete.  PROIECT.  approval from thei town to clear any cloud on the title.  Towno ofA Astatula Meeting! Minutes May 10,2021 Page7of11    Councilman Cross said that hel had no issue with releasing the easement ifiti is only inside oft the subdivision, Colina Del Lago. The Clerk stated that the motion being requested was written by the attorney to allow the Mayor to take whatever action necessary to release the easement should itl be required. There being no further discussion, Councilman Cross made the following MOTION by Councilman Cross, to authorize the Town to vacate the 50-foot easement recorded in 1996, Official Record Book 1458, Page 1019, located in the Colina Del Lago projectonoraround' the property with. Altl Key 3699726, and that thel Mayori is authorized to take any and all action, including preparing, signing and recording any necessary documents to] process such vacation; SECONDED by Councilwoman Issartel.  motion.  AR Roll Call vote was taken.  Cross Sikkema Kobera Issartel Mack  YES YES YES YES YES  MOTION CARRIED 5-0  CONSIDERATION. AND APPROVAL TO REPLACETHE TOWN HALLSERVER.  The existing server is a 2010 model and was upgraded in 2016. The unit is at the end of its serviceable life and al near critical failure occurred on May 4th. The unit was able to be recovered without any loss of data but is only partially operational. The server urgently requires replacement beforeai more catastrophicevent: happens. The Mayor felt that $3,000.00 will cover MOTION by Councilman Cross, to approve the replacementofthe: server with a maximum  the cost for the: specifications required.  budget of $3,000; SECONDED by Councilwoman Sikkema.  AI Roll Call vote was taken.  Cross Sikkema Kobera Issartel Mack  YES YES YES YES YES  MOTION CARRIED 5-0 CONSTRUCTION.  CONSIDERATION AND APPROVAL FOR THE INCREASED COST OF THE NEW WELL During the drilling of the new well, it encountered a void ofl loose limestone which resulted in an open cavern. Thisi is nota Contractor error, butag geological situation that is outofscope. The fixi is to complete a caliper log, then install a packer either up into the 18" surface casing or below, based on the review oft the caliper, and pump a grout, with bentonite mixed under  pressure into the area causing thei issue.  Towno ofA Astatula Meeting! Minutes May1 10,2021 Page 8of11    The additional cost to complete this work is $38,934.00 and will need to be borne by the Town as there is a cap in the developer agreement. There is likely to be a rebate mitigating The Mayor gave a much-detailed explanation of the drilling issues and asked council to approve the additional cost to rectify the problem. Councilman Cross asked whether the contractor should be liable for the cost. The Clerk said that he had spoken to David Bolan, the towns engineer to see where in the contract this situation is covered. His response was that it was outside oft the scope in their bid as it was an unforeseen circumstance. The alternative would have been to employ a hydrologist and drill a pilot well. This would have cost a considerable sum of money to find the issue that we now know is there and the F cost of remedying it would then be added to the bid. The town would be paying either way. During the casting of the vote, Councilman Cross stated that his no vote was because the attorney had not reviewed the contract. Councilwoman Sikkema asked if the vote could be contingent on the attorney's opinion. Clerk Wells said that he had spoken to our engineer from Florida Rural Water Association who advised that if the town would not pay then it would go before a judge in arbitration. This would be costly and time consuming and the MOTION by Mayor Mack, to approve the budget increase of $38,934 to continue the well  some of the cost att the end oft the project.  This atl least is cheaper.  result likely found against thet town as it was not a fault oft the well driller.  drilling; SECONDED by Councilwoman Kobera.  A Roll Call vote was taken.  Cross Sikkema Kobera Issartel Mack  NO YES YES YES YES  MOTION CARRIED4 4-1  At this point in the meeting a motion was made by Councilman Cross to extend the meeting for a further fifteen minutes; seconded by Councilwoman Sikkema and unanimously approved.  BUDGET AND FINANCE REPORT REVIEW  There were no questions about the March 2021 final report. The April preliminary report included the budget amendments approved earlier in the meeting. There had been no Ad On the expenses side the Police (521) were over budget mitigated by the approve purchase of ten new pistols sights from impact fees, overtime to cover holidays and vehicle repairs on an old fleet. Fire Control (522) was also overb budget due to the payment of $7,740 from Impact Fees for  Valorem or Solid Waste revenues received for April.  Town ofAstatula! Meeting! Minutes May 10, 2021 Page 9of11    the chlorination building. There will be a further budget amendment to cover this once the final Clerk Wells stated that the General Fund bank balance was $280,000 more than the same period last year. The Transportation Fund had a net balance (revenues less expenses) of$19,537.The Infrastructure Fundi is $15,927 overi in revenue and the expenses includes a $15,300 unbudgeted : payment for the chlorination building. Overall, the netl balance is $30,267.A further $10,000 has been repaid on the loan for the Community Center which now has a balance of $180,000. The enterprise fund, revenues have exceeded expenses by $5,541.54. There are currently five homes hooked up to city water with three more pending. There will be al lot ofr new connections coming once the new well is completed and the new subdivisions are built out. Councilman Cross thanked the Clerk for what he had done on the finances and added that the town had never been in such a positive financial position where itl has had reserves.  paymentisi made.  April Bank Balances: General Fund: Impact Fees: Transportation Fund: Infrastructure Fund: Enterprise Fund: Cash Drawer:  632,308.04 32,853.71 141,979.20 8,293.14 150.00  12.81 plus $204,415.74 to complete the new well).  COUNCI.DEPARIMENT & COMMITTEE REPORT  Finance - Councilman Cross - Talked about an upcoming webinar for Fiber.  Public Works - Mayor Mack - Gave a report on the visit from Steve Elias from Pennoni on the extension of water and potential sewer systems that can be funded by the Recovery Actmonies.  Public-Safety/Code Enforcement- - Councilwoman Kobera - NONE Office - LDR's, Ordinances, Legal - Councilwoman Sikkema- - NONE Economic Deretbpment-Coumchivenan Issartel-NONE  STAFF REPORTS  Town. Attorney - Heather Ramos - ABSENT  Police. Department- Chief Hoagland - Gave an update on the Astatula Dawgs football team. He  had applied for a grant to replace some of the bullet proofvests.  Town Clerk- - Graham Wells-NONE  REVIEW  a. Items for Workshops and possible dates -I NONE b. Items put forward for the next Council meeting NONE Review of items needing Special Meetings and possible dates NONE  Town ofA Astatula Meeting! Minutes May10,2021 Page 10of11    COUNCIL MEMBER MISCELLANEOUS COMMENTS-NONE  ADJOURNMENT  There being no further business Vice-Mayor Kobera adjourned the meetingat9 9:15pm.  Respectfalysubmite4,  Mitchell Mack, Mayor ATTEST:  Clerk  L  Town of Astatula Meeting Minutes May 10,2 2021 Page 11 of11    47113  1  s.