OFASTAN ll CCUNTY, SINCE 1872  TOWN OF ASTATULA MAYOR AND TOWN COUNCIL MINUTES  REGULAR SESSION TOWN HALL  MONDAY FEBRUARY 10, 2020  Having been duly advertised as required byl law, Mayor Mitchell Mack called the Regular Session meeting to order at 7.00pm. He gave the invocation and led the Pledge of Allegiance.  Members Present: Mitchell Mack, Mayor Kimberly Kobera, Vice-Mayor Stephen Cross Gayle Sikkema Orita Issartel  StaffPresent: Graham Wells, Town Clerk Wally Hoagland, Police Chief Jane Whaley, Deputy Clerk  Roll Call was performed, and it was determined that a quorum was present. Mayor Mack welcomed guests Mark Ogles from Safebuilt and Randy Robinson from Renegade.  CITVZENSQUESTIONSAND COMMENT  Mr. Randy Robinson 24621 Ranch Road, Astatula - said that he purchased the property in 2011 and cleaned itup. Hel had ani ideal last year to use the property for hosting classic car shows. On applying for his business license, he found that he also required a special event permit to host The cost of the permit is $200.00, and he was asking for a waiver of the fee based on that it was taking place on his land, that it was a static event and that he paid a high level of taxes on the property. He felt that there was no impact on the town and that there would be no alcohol served at the event and suggested maybe paying an annual fee for his recurring events. The Mayor suggested that he would get with the planner and see what could be done to accommodate him. Subsequently in discussion with the clerk, a proposal would be put to the Council in March to reduce the fee for a class C event from $200.00 to $100.00 as part oft the amended fee schedule. This would mean that the town would not have to look at future events for the waiving of fees Julene Pritchett 13700 Kansas. Ave - asked: ifitwould be permitted for a prayer meeting to take place out on the front porch ofTown Hall. Likely they would take place on Saturdays. Councilor Cross said that hel had no objection as it is a public building as long as it did not cause a nuisance. Mayor Mack asked that ifa meeting took place during town hall hours that the entrance would  the event that he had already planned to take place in less than two weeks.  and that each applicant would be treated the same.  not be impeded. AGENDA REVIEW renumbered.  The Mayor requested that item 4 of new business be brought forward to item 1 and then  Town ofA Astatula Meeting Minutes February 10, 2020 Page 1of6    MEETING MINUTES  Approval of Minutes for November 12, 2019 Regular Council Meeting Approval of Minutes for December 10, 2019 Regular Council Meeting  MOTION by Councilman Cross to approve the minutes show above; SECONDED by  Councilwoman Issartel MOTION CARRIED 5-0 NEW BUSINESS  For: Cross, Kobera, Mack, Sikkema, Issartel  REVIEW OF APPROVAL OF PROPOSAL FROM MT. CAUSLEY, LLC TO REPLACE NOVA The Mayor explained that the City of Umatilla had terminated their agreement with NOVA Engineering for their building inspection services and subsequently NOVA terminated their contractwith the Town. The Clerkl had issued an RFPinviting firms tol bid tot take over from NOVA Mark Ogles, ,arepresentativer with Safebuilt was present and the Mayor gave him the opportunity to address Council. Clerk Wells gave an overview of the response from Safebuilt including the difference between the way they and NOVA billed the town. NOVA was on an 80/20 split of permit fees, whereas Safebuilt charged by the hour with a 2-hour minimum. He said that the permit fee schedule would have to be reviewed to ensure that the town covered the new cost. Ac contract had been received from Safebuilt; however, it had onlyjust arrived and had not been reviewed by the attorney and sent to Council. A meeting was scheduled with their management, coordinator and inspector on February 12th to have our questions answered, and the clerk opined that we could not put this off until the March meeting as there was already a backlog of The Clerk also stated that he had reviewed the proposal and felt that it was a good fit for the town; the only issue was he way that they billed for their services. A further benefit was that theirinspector was also a certified for fire inspector. The change ofbilling could benefitt the town once the fee schedule has been looked at. Also that the current fire inspector comes from Tampa and charges the town for his travel time. Jane had worked tirelessly to get inspections on all, but a couple ofthe Outstandingpermits before the end ofthe contract. Clerk was working with NOVA to have a refund for all inspections that had not taken place on open permits that would have to Ins summary, the Clerk suggested that as we only have one response we needed to move forward with negotiations on the contract, have the attorney review it and bring it back retroactively to the Council for approval. Mr. Ogles addressed the Councils concerns. Councilman Cross asked about the billing for travel time; the Clerk responded that their billing started when the inspector  ENGINFERINGFORTHETOWNSBUILDINGINSPECTIONSERVICFS.  and M.T. Causley, LLC dba as Safebuilt was the only respondent.  permits applications.  be done by the new: firm.  was on site.  TownofAstatula Meeting Minutes February 10, 2020 Page2of6    Councilman Cross stated that he wanted to review the contract but was happy to move forward once the attorney had looked ati it. He added to ensure that there was an adequate termination The Mayor suggested a motion to approve him to negotiate and execute the contract with M.T. MOTION by Councilman Cross, sO moved; SECONDED by Councilwoman Kobera  clause, should things not work out.  Causley, subject to the review from the attorney.  A Roll Call vote was taken  Mack Kobera Sikkema Cross Issartel MOTION CARRIED 5-0  YES YES YES YES YES  APPROVALTOAFFOINTSAKDONNEIYTOTNE PLANNING, AND ZONING BOARD. Mayor Mack introduced Sean Donnelly who was present and asked Council for a motion to MOTION by Councilman Cross to approve the appointment of Sean Donnelly to the  confirm his recommendation.  Planning and Zoning Board; SECONDED by Councilwoman Sikkema  A Roll Call vote was taken  Mack Kobera Sikkema Cross Issartel MOTION CARRIED 5-0  YES YES YES YES YES  The Mayor said that Council should annually approve all Board and Committee members, however as it was not an agenda item it would be tabled to the March meeting. DISCUSSION AND APPROVALOFLIAISON POSITIONS FOR 2020.  The Mayor asked if Council were happy with their current liaison positions. Councilwoman Sikkema requested that she move from Economic Development to Legal, Grants, Land Development, Regulation, Ordinances and Councilwoman Issartel take over Economic The positions for 2020 are as follows: Finances Councilman Cross; Public Works/ Streets - Mayor Mack; Public Safety/Code Enforcement - Vice-Mayor Kobera; Legal, Grants, Land Development, Regulation, Ordinances - Councilwoman Sikkema; Economic Development  Development.  Councilwoman Issartel.  Town of Astatula Meeting Minutes February 10,2020 Page3of6    MOTIONby Councilman Sikkema to approve the liaison positions for 2020; SECONDED by  Councilwoman Issartel Against: NONE MOTION CARRIED 5-0  For: Mack, Kobera, Sikkema, Cross, Issartel  RESOLUTIONZ020-020-01APPROVING BUDGET, AMENDMENT FOR PHYSICAL ENVIRONMENT Clerk Wells explained that Council had approved the staking at the cemetery at a cost of $3,363.00, however there was nothing in the budget for that. Also, the town had to replace a monument that had been broken at a cost of $1,090.00. The budget amendment to cover both The: second part was fort thej police retirement fund. FRSi in August 2019 had put the rate up from 24.5% to 25.48% which had an impact on the budget of $3,500.00. Both amounts would be covered from funds from a prior year. Being no further discussion, the Mayor entertained a MOTION by Councilman Cross to approve Resolution 2020-01; SECONDED by  (539)ANDI POLCEDFPARIMENT RETIREMENT CONTRIBUTIONS5ZI).  was $4,500.00.  motion.  Councilwoman Issartel AI Roll Call vote was taken  Mack Kobera Sikkema Cross Issartel  YES YES YES YES YES  MOTION CARRIED 5-0  BUDGET AND FINANCE REPORTI REVIEW  Finance Officer Wells asked if there were any questions regarding the December report sent to Council. There being none, he moved on to the report for January provided at the meeting. He had added an additional color to the report; the yellow being predictable amounts yet to be received or paid at thei time oft the reportand the green being revenues for Ad Valorem taxesand Solid Waste amounts which where expected but the values unknown and marked as zero. He went over the individual revenues and stated that all the sales taxes were deficient at this time. Overall the town was $15,000 below the expected revenues, however the. Ad Valorem and Solid waste revenues were: not available at that time but were expected to cover the deficit. The In the expenditures, the budget was approved by department and the summary shows where each department stands against their budgets overall. The Police Department was over budget buti much oft that was due to the retirement and would be changed once the budget amendment goes through. Het then went over thei major changes to the bank balance which are: shown below.  carry forward figure put into the budget is also not reflected in the revenues.  Towno ofA Astatulal Meeting Minutes February 10, 2020 Page4of6    January Bank Balances: General Fund: Impact Fees: Transportation Fund: Infrastructure Fund: CDBG Fund: Cash Drawer:  376,957.31 86,825.02 119,671.69 369,265.48 25.00 150.00  Onreviewing page 7 (Road Fund) the Mayor said that there was as section ofroad on Daffodil that needed tol bel looked at. There was also considerable deterioration on Rosehollow. He asked the Clerk when sufficient funds would be available to fix those roads. The Clerk responded that we technically have the funds to doitnow, however his concern was thatt there was limited revenue His biggest concern was that the moneyi int the infrastructure fund was going to be depleted with thej progression ofthe community! ybuildingand wer will shortlyl be forced tor using thei moneyf from the bank loan. The general fund is very limited as there are little to no reserves sO our only fall backi in the event of an emergency, is the money we. have in the transportation fund. The Mayor requested ai forecast of the funds that could be made available att this time. The Clerk would also  from the gas taxes and State Revenue Sharing.  contact DAB to get an estimate for the cost to resurface the two roads.  COUNCIDEPARIMENT & COMMITTEE] REPORT  Finance - Councilman Cross - Asked about what if anything the town can do or put influence  on the cable companies to improve the internet service to the residents. Public Works - Mayor. Mack - Gave an update on the community building. Public: Safety/Code Enforcement- Councilwoman Kobera - NONE Office- - LDR's, Ordinances, Legal - Councilman Sikkema - NONE Economic Development- Councilwoman Issartel-NONE  STAFF REPORTS  Town. Attorney- Tom Wilkes - ATTORNEY WAS ABSENT  Police Department - Chief Hoagland - Wanted to organize a town cleanup with dumpsters provided by WCA: and trash pick-up. He also gave an overview report on law enforcement in the town including crime, burglaries, domestic issues. He stated that the new body cameras were  helping with citations and giving thel him feedback on officer safety.  Town Clerk- Graham Wells-I NONE  REVIEW  a. Items for Workshops and possible dates - Mayor wanted a workshop to discuss future planning, the fee schedule and. staff reviews. This would be scheduled at the next council  meeting.  b. Items putf forward for the next Council meeting NONE  Review ofi items needing Special Meetings and possible dates - NONE  Town of Astatulal Meeting Minutes February 10, 2020 Page! 5of6    COUNCIL MEMBER MISCELLANEOUS COMMENTS- NONE  ADJOURNMENT  There being no further business Mayor Mack adjourned the meeting at 8:34 pm.  Respectfillysubmitted, L Mitchell Mack, Mayor De  Graham Wells, Town Clerk TATUL  1927  Town ofA Astatula Meeting Minutes February 10, 2020 Page 60f6