MINUTES OF THE INFORMAL MEETING OF THE CITY COMMISSION OF APRIL 24, 2018 PRESENT: Mayor Shelli Freeland Eddie, Vice Mayor Liz Alpert, and Commissioners Hagen Brody, Jen Ahearn-Koch, and Willie Charles Shaw, City Manager Thomas Barwin, City Attorney Robert Fournier, and City Auditor and Clerk Pamela Nadalini ABSENT: None The meeting was called to order by Mayor Freeland Eddie at 3:01 p.m. 1. AGENDA ITEMS (AGENDA ITEM I) 1) RECEIPT RE: MINUTES OF THE INFORMAL MEETING OF THE CITY COMMISSION OF JANUARY 9, 2018 (AGENDA ITEM 1.1.) Minutes of the January 09, 2018, Informal Meeting of the Sarasota City Commission were acknowledged. 2) CONTINUED DISCUSSION RE: TRANSITIONING OF CITY COMMISSION (AGENDA ITEM 1.2.) Commissioner Shaw stated that the item was placed on the Agenda for possibly addressing the issue of transitioning of the Commission and possibly receiving insight from former City Commission members. The following items were discussed: Met with former Mayor and Commissioner Mary Anne Servian regarding previous versions of the Sarasota Bayfront 20:20 Initiative which should be reviewed by the current Commission. Mayor Freeland Eddie thanked Commissioner Shaw for bringing the topic before the Commission. 3) DISCUSSION RE: BOBBY JONES GOLF COMPLEX (BJGC) ADVISORY BOARD (AGENDA ITEM 1.3.) Commissioner Ahearn-Koch stated that the item was placed on the Agenda as the result of a pre-existing Bobby Jones Golf Course (BJGC) Advisory Board; that Vice Mayor Alpert and Carl Shoffstall, Chair of the Parks, Recreation and Environmental Protection (PREP) Advisory Board, and President of the Lido Key Neighborhood Association have both expressed interest in bringing back the BJGC Advisory Board, along with Millie Small, a former BJGC Board Member. The following items were discussed: Recent appointees to the PREP Advisory Board possibly serving on a future BJGC Advisory Board Creation of an Ad Hoc Committee rather than an Advisory Board Receiving additional insight from prior BJGC Advisory Board members Long-term changes being best suited by an Advisory Board Future receipt of final recommendations regarding the BJGC Master Plan City Manager Barwin stated that an Agenda Item has been placed on the May 07, 2018, Regular Sarasota City Commission Meeting to request a Special Sarasota City Commission Meeting be scheduled for May 31, 2018 for presenting choice alternatives for a BJGC Advisory Board. Informal City Commission Meeting 1 04/24/18 The following items were also discussed: Number of County parks to be absorbed by the City in October 2018 Transitioning without loss of services for parks Hiring a management group with golf course specialty Removal of several Advisory Board five to six years ago Previous Ad Hoc Committees transitioning into Advisory Boards Financial losses from BJGC Management of BJGC not being specialized Input from those who previously served and were involved with BJGC The hiring of Richard Mandell, Proprietor of Richard Mandell Golf Architecture, Inc., a golf course consultant, at a cost of $100,000.00 Previous Advisory Boards, with the inclusion of the PREP Advisory Board, being responsible for BJGC issues The importance of BJGC in the community both financially and aesthetically Citizens being uniquely suited to a BJGC Advisory Board The previous records indicating BJGC funds were utilized for budget purposes BJGC not being subsidized by the City Determining which portions of the BJGC Master Plan can be accepted due to budget constraints Renewal of contracts without the finalized BJGC Master Plan A: section of BJGC remaining open during rehabilitation In response to a question from Commissioner Ahearn-Koch asking if the relevant tree survey has been completed and a report prepared, Deputy City Manager Brown, City Manager's Office, came before the Commission and stated that the information would be available at the proposed May 31, 2018, Special Sarasota City Commission Meeting and City Manager Barwin stated that a three-hour meeting is being requested to discuss the topic. Discussion continued with the following items: The American Golf Course at BJGC in disrepair The marketing of BJGC during rehabilitation Mayor Freeland Eddie thanked Commissioner Ahearn-Koch for bringing the topic before the Commission. 4) CONTINUED DISCUSSION RE: HISTORIC PRESERVATION TAX INCENTIVE PROGRAM FOR LOCALLY DESIGNATED PROPERTIES (AGENDA ITEM 1.4.) Commissioner Ahearn-Koch stated that the item was placed on Agenda to received input from the City Attorney. The following items were discussed: Email sent by the City Attorney to. Senior Planner Clifford Smith, Jr. of the Historic Preservation Board (HPB) in January 2018, regarding available tax credits for historic preservation County Ordinance regarding tax bills applicable in the City Credit for a period of 10 years for the City's share of taxes on increased property value Old and historic structures being torn down Historic Preservation being an explicit part of the City's Strategic and Comprehensive Plans Importance of updating the City's Florida Master Site File (FMSF) Four structures designated locally have been demolished in the last 10 years Informal City Commission Meeting 2 04/24/18 Historic designation should be encouraged and incentivized Updating use classification of historic structures Clarifying Standards of Review Vested trips incentives are not workable according to Planning Board/Local Planning (PBLP) Rehabilitating brick streets in Laurel Park increasing the overall value of the City through Historic Preservation Options for lobbying at the State level Zoning and Development Review incentives Legislative authorization requirements for tax incentives Finding ways to better inform the public of the process and benefits of Historic Preservation Designating a fund for incentivizing Requests made of the Historic Preservation Board in October 2017 Tampa, Florida's historic districts and their creation Possibly implementing additional land use and zoning restrictions Availability of Historic Preservation Board Report Process of notification regarding Certificate of Appropriateness (COA) expiration Structures not designated locally but listed in the FMSF Local and national designation Mayor Freeland Eddie thanked Commissioner Ahearn-Koch for bringing the topic before the Commission. 5) CONTINUED DISCUSSION RE: NOTICES FOR SITE AND BUILDING PLAN APPROVAL = ADMINISTRATIVE PROCESS (AGENDA ITEM 1.5.) Commissioner Ahearn-Koch stated that administrative approval is of concern the Form-Based Code (FBC); that as discussed at the March 15, 2018, Special regarding Sarasota Commission Meeting, Site Plans (SP) submitted simultaneously with Building Permit City applications do not require notices to be provided to neighbors within 500 feet of development; (BP) that development Downtown is primarily through AA and Public Hearings are not that the current status of AA can be changed by the Commission without the final version required; of the FBC as is within the Zoning Code. it The following items were discussed: Types of SP approval SPs filed with the Office of the City Auditor and Clerk versus those which are not Notice requirements of different SPs Payment and exemptions for SPs and BPs Legal basis of arguments for and against noticing Notice in unaffiliated and unincorporated neighborhoods Lack of Public Hearings and appeal constituting restriction of rights Choice of neighbors to submit changes or not request an appeal Clarification of appeal process for public knowledge Implementation of a reference/file number and notice for all SPs Requests for notice of decision in appeals Classification as an Aggrieved Person Conditions beginning the 10-day appeal countdown Zoning Text Amendments (ZTA) Placing the administrative approval process on a future City Commission Agenda for discussion Informal City Commission Meeting 3 04/24/18 Mayor Freeland Eddie thanked Commissioner Ahearn-Koch for bringing the topic before the Commission. 6) CONTINUED DISCUSSION RE: RANKED-CHOICE VOTING IN CITY OF SARASOTA ELECTIONS (AGENDA ITEM 1.6.) Commissioner Ahearn-Koch stated that the item was placed on the Agenda for discussion due to the recent developments and endorsements regarding Ranked-Choice Voting (RCV). In response to a comment and question from Commissioner Ahearn-Koch indicating that the March 5, 2018, Regular Sarasota City Commission Meeting was missed but viewed and asked Commission Shaw the reason he voted against the motion to direct the City Attorney to contact the Division and Supervisor of Elections and gain insight as to their position regarding RCV and certification of RCV software, Commissioner Shaw stated because he can. The following items were discussed: The position of the Division of Elections regarding RCV software certification The City's lack of obligation to certify RCV software Contact with County Supervisor of Elections and Division Director Legal and practical concerns from the State regarding RCV Potential legal arguments for considering municipal elections differently Meetings held in Tallahassee, Florida regarding RCV Development of software by Election Systems & Software (ES&S) The City Attorney's findings on RCV made available to the public Mayor Freeland Eddie thanked Commissioner Ahearn-Koch for bringing the topic before the Commission. 7) DISCUSSION RE: CHARTER OFFICIALS PERFORMANCE EVALUATION PROCESS The following items were discussed: Director of Human Resources (HR) Department preparing a report for presentation to the Commission regarding options and updates to the evaluation process The value of receiving input from employees anonymously via surveys Updating the current form used to evaluate Charter Officials 2. REMARKS OF COMMISSIONERS (AGENDAI ITEM II) The following items were discussed: Safety information regarding the April 22, 2018, shooting at Lido Beach Importance of defining "shooting" when information is conveyed to the public Independent Police Advisory' Panel (IPAP) and Police Complaint Committee investigations ongoing due to the two most recent incidents Proliferation of firearms and mental health issues in the State of Florida Community impact of firearms Increased Police presence and staffing concerns Commission Chambers safety protocol and the positioning of Police Officers in the Chambers Implications of Senate Bill 7026 being signed into law Funding sources for School Resource Officers (SROs) The following items were also discussed: Informal City Commission Meeting 4 04/24/18 Protocol and format for public input and receipt of information Adding a line on the Request to Speak cards for obtaining email addresses which is optional Decorum and impartiality regarding issues brought before the Commission Appreciation of community involvement and advocacy Concern of disruptions and reactions from the public while in the Commission Chambers during meetings The public not being enticed to support or oppose issues before the Commission Improved tone during Citizens' Input Commissioner Shaw left and returned to the SRQ Media Studio at 4:30 p.m. In response to a question from Mayor Freeland Eddie asking the status of public access located in the Office of the City Auditor and Clerk, City Manager Barwin stated that a brief computers is forthcoming from Staff; however, the public access email system is now cloud-based. update The following items were further discussed: Communication between Commissioners in terms of districts represented Protocol for email communication with constituents Staff response to email being prompt Protocol for social media communication of Commissioners In response to a question from Mayor Freeland Eddie asking how the closures of local Winn-Dixie grocery stores will impact neighborhoods and what can be done to offset these impacts, Deputy City Manager Brown, City Manager's Office, came before the Commission and stated that Office of Economic Development (OED) will investigate. the Deputy City Manager Brown stated that the Sarasota County School Board (SCSB) is the May 8, 2018, Joint Workshop of the Sarasota City Commission and Sarasota County requesting School Board be changed to a Meeting to afford the Commission to take action regarding the Interlocal Agreement only. Discussion ensued about the Interlocal Agreement not been discussed previously as a item, the Commission's inability to take action and the opportunity for SCSB to take separate action if changed to a Meeting, the location of the Meeting, affording the public proper notice and to comment, and concern of the SCSB's timing of the request. opportunity Deputy City Manager Brown stated that the May 8, 2018, Joint Workshop of the Sarasota Commission and the Sarasota County School Board will remain as a Workshop as City concerns voiced by the Commission. the result of City Manager Barwin stated that a pedestrian crossing light at First Street and U.S. 41 is installed; that the Lido Beach Renourishment project is moving forward and the will be entitled being to some form of reimbursement. City 3. ADJOURN (AGENDAI ITEM I) The Commission adjourned at 4:51 p.m. Informal City Commission Meeting 5 04/24/18