Item No. Orange Park, Florida The meeting of the Orange Park Town Council was called to order in the Town Hall Council Chambers at 7 p.m. with Mayor Eugene Nix presiding. Other Councilmembers present were Vice-Mayor Scott Land, Councilman Gary Meeks, Councilman Steve Howard and Councilwoman Connie Thomas. Also in attendance were Town Manager Jim Hanson, Police Chief Gary Goble, Finance Director John Villanueva, Capital Projects Manager Glenn Reed, Attorney Sam Garrison of Kopelousos, Bradley & Garrison and Town Clerk Sarah Campbell. The invocation was given by Councilman Meeks followed by the Pledge of Allegiance. SWEARING IN OF MR. RON RAYMOND TO SEAT 1 Mr. Ron Raymond was sworn in to a first term in Seat 1. Judge Kristina Mobley executed the oath of office. Councilman Howard stepped down. SWEARING IN OF MR. ALAN WATT TO SEAT 2 Mr. Alan Watt was sworn in to a first term in Seat 2. Judge Kristina Mobley executed the oath of office. Mayor Nix stepped down and was recognized with a plaque. He stated he and his father are the only father and son duo that have both been Town mayors. He thanked Steve Howard, Gary Meeks, Scott Land, Barbara Davidson, Frank Ricketts, Joyce Bryan, Kenny Radwanski, Ron Raymond, and his wife. He stated he never had a personal agenda. He stated his job was to carry out the agenda for the people of the Town. SWEARING IN FOR POSITION OF MAYOR Councilman Meeks moved to nominate Vice-Mayor Land to the position of Mayor for the 2017-2018 term. No other nominations were made. Councilman Raymond seconded the motion which passed 5 to 0. Vice-Mayor Land was sworn in as Mayor by Judge Mobley. SWEARING IN FOR THE POSITION OF VICE-MAYOR Councilman Raymond moved to nominate Councilman Meeks to the position of Vice-Mayor for the 2017-2018 term. No other nominations were made. Councilman Watt seconded the motion which passed 5 to 0.
Page 2 Councilman Meeks was sworn in as Vice-Mayor by Judge Mobley. PROCLAMATION HONORING COUNCILMAN STEVE HOWARD Vice-Mayor Meeks moved to approve the proclamation honoring Councilman Steve Howard. Councilman Raymond seconded the motion which passed 5 to 0. Ms. Campbell read the proclamation into the record while Mayor Land presented the proclamation and a plaque to Councilman Howard. Vice-Mayor Meeks praised Councilman Howard on the work he did while on the Council and all that was accomplished. Councilman Howard thanked everyone. He stated it has been an honor to serve the Town. PRESENTATION OF 2015-2016 AUDIT REPORT Mr. Hanson stated this is the third year with Purvis and Gray. Mr. Ron Whiteside, Purvis and Gray, discussed the Town s annual audit. He stated he considers the audit to be very positive and successful. He stated it was a good fiscal year and there were no major compliance issues. He discussed the Independent Auditors Report. He stated they have issued an unmodified opinion, which is the highest level of assurance that auditors can give as a result of an audit. He reviewed the Income Statement and the Statement of Net Position. He stated revenues and expenditures increased from the prior year. He stated the Town is approaching the upper limits of the Fund Balance Policy. He stated there is a carryover recommendation for this year that has to do with line gain in the water utility. He stated he would expect there to be 15%- 20% line loss in an older water system. He stated the Town is at zero. He stated he does not believe that it is because of a billing issue. He stated he believes it has something to do with the operations, metering or cross-connection side of things. Mr. Whiteside addressed a couple of Code issues. He stated a question was asked if the Town s sanitation activities should be included in the General Fund. He stated the Code says it should be included in the General Fund. He stated currently the Town uses the Enterprise Fund. He stated if the Town elects to continue to use the Enterprise Fund, which is a best practice, then the Code needs to be amended. He stated another question that was asked was if the 405 Water and Sewer Capital Projects Fund can be rolled into the Water and Sewer Operating Funds. He stated he believes that it can be. He stated the Town currently has six funds to account for water and sewer operations. He stated he believes the best practice is to use two funds; one for the water utility and another for the sewer utility. He stated using six funds creates additional accounting efforts for staff. He stated he does not see a reason that the 405 Fund cannot be eliminated. He suggested changing the Code to eliminate the need for a separate revenue fund for water and sewer.
Page 3 Mr. Whiteside read the Management Letter into the record. Mr. Hanson stated the Town is finishing its third year of its contract with Purvis and Gray. He stated the Charter requires an audit RFP selection every three years. He stated Purvis and Gray has done a good job with looking at the financial system. He stated the pension changes for the General Employees Fund were originally recommended by Mr. Whiteside. Ms. Barbara Davidson, 2710 Holly Point Road West, Orange Park, stated she is interested in the Police Pension Fund. She stated the general employees just recently started contributing into the General Employees Pension Fund. She addressed the second paragraph on page 26 of the audit report about budgetary comparisons. She stated two funds were compared and seven funds were not compared. She commented on the issues with the Capital Fund. She discussed water and sewer revenue and fund alignment. She suggested getting a more comprehensive report from the auditors in the future. She stated the amounts in the report are not in line with the amounts in budget amendment #4. Vice-Mayor Meeks moved to accept the 2015-2016 Financial Statements and Independent Auditor s Report as presented by Purvis, Gray and Company. Councilwoman Thomas seconded the motion. Vice-Mayor Meeks commented on the performance that Purvis and Gray has provided over their three-year contract. He commended them on their service. He stated he hopes that they come back and bid on the Town s business in the future. Councilman Watt stated the audit report reflects highly on the management skills of staff. He stated the Town has saved money while working with Purvis and Gray and that should be commended. The motion to accept the 2015-2016 Financial Statements and Independent Auditor s Report as presented by Purvis, Gray and Company passed 5 to 0. AUDIENCE COMMENTS Mr. Kenny Radwanski, 2061 Azalea Lane, Orange Park, thanked the Orange Park Police Department and presented them with a $500 check. He stated he pledged $5,000 toward refurbishing the green house at Clarke Park. Ms. Fran Jones, 2313 Dogwood Lane, Orange Park, stated many trees came down on Dogwood Lane from the storms. She stated she is having an issue with the debris pickup. She requested that Advanced Disposal come out and look at all the debris on Dogwood Lane. She stated there is also an issue with speeders on Dogwood Lane. She stated she would like to see speed bumps or signs and more traffic enforcement in that area. She stated there are still trees in the creek from the storm.
Page 4 PUBLIC HEARING AND SECOND READING OF AN ORDINANCE AMENDING THE BURIAL PERMIT FEES Vice-Mayor Meeks moved for a second reading, by title only, of an ordinance amending the burial permit fees to $250. Councilwoman Thomas seconded the motion which passed 5 to 0. Ms. Campbell read the ordinance into the record, by title only, as follows: AN ORDINANCE AMENDING CHAPTER 14 OF THE ORANGE PARK TOWN CODE ESTABLISHING AND AMENDING FEES RELATED TO THE ISSUANCE OF PERMITS FOR BURIAL OR DISINTERMENT AT MAGNOLIA CEMETERY; PROVIDING FOR CONFLICT WITH OTHER ORDINANCES; PROVIDING SEVERABILITY; PROVIDING AN IMMEDIATE EFFECTIVE DATE. Mayor Land opened the public hearing. No one addressed Council at this time. Mayor Land closed the public hearing. Vice-Mayor Meeks moved to approve the ordinance amending the burial permit fees to $250. Councilwoman Thomas seconded the motion which passed 5 to 0. This ordinance is recorded as #04-17. APPROVAL OF THE COUNCIL MINUTES OF THE REGULAR MEETING DATED MAY 2, 2017 Vice-Mayor Meeks moved to approve the minutes from the regular meeting dated May 2, 2017. Councilman Watt seconded the motion which passed 5 to 0. FIRST READING OF AN ORDINANCE AMENDING CHAPTER 2, ARTICLE IV DEPARTMENTS Ms. Barbara Davidson, 2710 Holly Point Road West, Orange Park, stated this is the same ordinance that came up for a first reading in November. She stated it has been to Council and the General Government Administration Committee previously. She asked what the intention of the ordinance is. She stated the Code still does not address what department human resources is assigned to. She stated there is not an administrative department in the Code. She addressed the Town Clerk and Events Coordinator position descriptions. She discussed Code Enforcement placement. Vice-Mayor Meeks moved for a first reading, by title only, of an ordinance amending Chapter 2, Article IV of the Town Code. Councilman Watt seconded the motion which passed 5 to 0. Ms. Campbell read the ordinance into the record, by title only.
Page 5 Councilman Raymond asked if the ordinance can still be amended after the first reading. Attorney Garrison stated at the second reading of the ordinance, if there is a substantive amendment that is approved, then the process would start all over again; the ordinance would have to go back for a first reading. AUTHORIZATION TO DISPOSE OF SURPLUS POLICE VEHICLE Vice-Mayor Meeks moved to dispose the 2010 Chevrolet Impala (police unit #28). Councilman Watt seconded the motion which passed 5 to 0. APPROVAL OF AMENDMENTS TO BUDGET POLICY Councilwoman Thomas stated the General Government Administration Committee recommended amending the budget policy to further define capital funds that are carried forward to the subsequent fiscal year. Councilwoman Thomas moved to amend the budget policy. Vice-Mayor Meeks seconded the motion which passed 5 to 0. APPROVAL OF PUBLIC SAFETY HVAC CAPITAL PROJECT Mr. Hanson stated the air conditioning unit in the Police Department s archives room went out. He stated there is enough capital funds leftover from the police vehicle purchases coming in under budget. He stated he needs Council permission to add a project to the capital budget. Chief Goble stated the purchase of a new HVAC system will be $5,258. He stated the Public Safety building is aging; it is 13 years old. Councilman Raymond stated this is something that needs to be fixed. He stated he does not think the HVAC needs to be bought with the funds budgeted for police cars. He stated there needs to be a repair and maintenance line item for things like this. Vice-Mayor Meeks stated the police cars have been purchased and they came in under budget. Council and staff discussed the Public Safety building chiller project. Mr. Hanson stated the funds are available to purchase the new HVAC unit. He stated he needs permission to add a new project. He stated there is money in the operating accounts, but this is a capital purchase. Councilman Raymond moved to add the project of replacing the public safety air handling unit to the Machinery and Equipment line in the police section of the 2016-2017 Capital Improvement Plan. Councilman Watt seconded the motion which passed 5 to 0.
Page 6 AMENDMENT TO GAS TAX INTERLOCAL AGREEMENT Mr. Hanson stated a couple of months ago he brought to the attention of Council that Green Cove Springs had requested to amend the existing Interlocal Agreement (ILA) on the distribution of the 6-cent gas tax. He stated the managers of the five jurisdictions met twice. He stated the only entity that would benefit from amending the formula would be the Town of Orange Park. He stated the ILA set the distribution formula based on the past expenses for transportation projects done by each of the five entities in the five years preceding when the agreement was started in 1989. He stated all jurisdictions agreed that all gas and sales tax distributions should be based on current numbers that the state holds rather than on the old formula. He stated the new 5-cent gas tax, which will start in January, will not have an ILA; it will utilize the state s Default Distribution and will be based on current numbers. He stated sales tax also has an old ILA that has a formula based upon the population that existed at the time that the ILA was set in place; the ILA will expire at the end of 2019. He stated the County voted to extend the sales tax for another 20 years, but they do not intend to enter into an ILA; the state formula will apply to the renewal of the sales tax. He stated the five jurisdictions agreed to recommend to their elected bodies to phase out the old formula for the 6-cent gas tax over several years. It will have a more acceptable impact to the jurisdictions if the phase out starts in 2020. He stated this will benefit Orange Park in the long run. Councilwoman Thomas moved to authorize the approval of the amendment to the Interlocal Agreement for distribution of proceeds of the local option fuel tax levied under Section 336.025 (I) (a), Florida Statutes (all six cents). Councilman Watt seconded the motion which passed 5 to 0. APPOINTMENT OF MEMBERS TO SEATS 1 & 2 ON THE ENVIRONMENTAL QUALITY BOARD Councilman Raymond moved to reappoint Ms. Jeane Knowles to Seat 1 on the Environmental Quality Board. Vice-Mayor Meeks seconded the motion which passed 5 to 0. Councilman Watt moved to appoint Ms. Kelly Watt to Seat 2 on the Environmental Quality Board. Councilwoman Thomas seconded the motion which passed 5 to 0. APPOINTMENT OF MEMBERS TO SEATS 1 & 2 ON THE MAGNOLIA CEMETERY BOARD Councilman Raymond moved to reappoint Mr. Ron Rees to Seat 1 on the Magnolia Cemetery Board. Vice-Mayor Meeks seconded the motion which passed 5 to 0. Councilman Watt moved to nominate Ms. Alice Basford to Seat 2 on the Magnolia Cemetery Board. Councilman Raymond seconded the motion which passed 5 to 0.
Page 7 APPOINTMENT OF MEMBERS TO SEATS 1 & 2 ON THE NUISANCE ABATEMENT BOARD Councilman Raymond moved to appoint Mr. John Capes to Seat 1 on the Nuisance Abatement Board. Vice-Mayor Meeks seconded the motion which passed 5 to 0. Councilman Watt moved to appoint Mr. Joe Kissane to Seat 2 on the Nuisance Abatement Board. Councilwoman Thomas seconded the motion which passed 5 to 0. APPOINTMENT OF MEMBERS TO SEATS 1 & 2 ON THE PLANNING & ZONING BOARD Councilman Raymond moved to reappoint Mr. Lew Beaudrot to Seat 1 on the Planning and Zoning Board. Councilwoman Thomas seconded the motion which passed 5 to 0. Councilman Watt moved to appoint Mr. Danny Garcia to Seat 2 on the Planning and Zoning Board. Councilwoman Thomas seconded the motion which passed 5 to 0. APPOINTMENT OF CHAIRS & VICE-CHAIRS TO TOWN COMMITTEES Mayor Land made the following appointments for Town committees: Finance and Budget Committee Mayor Scott Land, Chairman Vice-Mayor Gary Meeks, Vice-Chair General Government Administration Committee Councilman Ron Raymond, Chairman Councilwoman Connie Thomas, Vice-Chair Culture and Recreation Committee Councilwoman Connie Thomas, Chairman Councilman Alan Watt, Vice-Chair Public Safety/Public Works Committee Vice-Mayor Gary Meeks, Chairman Councilman Ron Raymond, Vice-Chair Land Use Planning & Policy Committee Councilman Alan Watt, Chairman Mayor Scott Land, Vice-Chair
Page 8 TOWN MANAGER REPORTS Mr. Hanson stated the next meeting for the Land Use Planning and Policy Committee (LUPPC) will be on June 1. There are two major projects that need site plan approval. He stated these businesses have submitted their applications in a timely manner. He stated one option is to use the newly appointed chairman, vice-chairman and the existing three members and meet on June 1. The other option would be to confirm the three new members at the next Council meeting and move the LUPPC meeting to mid-june. Ms. Campbell stated the current members on the LUPPC are Mr. Frank Ricketts, Ms. Leigh Howard and Mr. Hans Wahl. Attorney Garrison stated the cleaner way to approach this would be to push the meeting back two weeks. Councilman Watt stated he prefers to meet on the regularly scheduled committee meeting date. Councilman Watt moved to extend the terms of the current three members until the next Council meeting. Councilman Raymond seconded the motion which passed 5 to 0. Mr. Frank Ricketts, 2253 Marcia Court, Orange Park, stated he resigned at the last LUPPC meeting. Councilman Watt moved to nominate Mr. Eddie Henley to fill Mr. Ricketts place on the Land Use Planning and Policy Committee. Councilwoman Thomas seconded the motion which passed 5 to 0. Mr. Hanson stated the monthly Code Enforcement, Finance and Capital Program Reports were included in the agenda packet. Vice-Mayor Meeks discussed that the ad valorem tax revenue that has been collected this year is less than that was collected last year at this same time. This year 93.3% has been collected. Last year 94.6% was collected. Mr. Hanson stated he has no concerns at this time with the small decrease in revenue. Mr. Hanson distributed the Capital Improvement Plan (CIP) to Council. He stated Council needs to amend and adopt the CIP Budget by the end of June. He stated Council may want to schedule a meeting to discuss this or combine it with the already scheduled visioning session. Mr. Hanson stated the Town is not in poor fiscal condition. The General Fund balance is up $500,000. He stated the audited numbers started going up in FY 2014-2015 and continued in FY 2015-2016. He stated there should also be an increase to Fund Balance at the end of this year.
Page 9 Council agreed to include the CIP to the agenda for the visioning meeting on June 12. It can be carried over to a separate meeting if Council needs more time to discuss. ATTORNEY REPORTS Attorney Garrison stated the Interlocal Agreement (ILA) on the gas tax is a multi-party agreement. He stated it is scheduled to come up at the next Board of County Commissioners (BCC) meeting. Councilman Raymond asked if the BCC can approve or reject the ILA. He asked if the BCC does approve it, would it have to come back to Council. Attorney Garrison reviewed the history of the agreement. He stated the BCC saw the agreement at their last meeting. He stated now that the Town has approved it, it will go back to the BCC for approval at their next meeting. Councilman Raymond asked about the double taxation issues regarding County residents using Town owned property. Attorney Garrison stated there are separate ILA for various issues between the Town and County. He stated the County used to give a lump sum payment to the Town, but after the great recession, the County had the ability to unilaterally eliminate that ILA. COUNCILMEMBER REPORTS/COMMENTS Councilman Raymond stated he is looking forward to working with Council. Councilwoman Thomas welcomed Councilman Raymond and Councilman Watt and the newly elected Mayor and Vice-Mayor. She stated she is excited to chair the Culture and Recreation Committee. She stated there are many things that the Town can do to help support the youth. Councilman Watt stated he is honored to be on the Council. He requested that staff come up a legislative calendar to help Council stay on track with meetings and events. Vice-Mayor Meeks congratulated Mayor Land. He welcomed Councilman Raymond and Councilman Watt. He requested that Ms. Campbell update the Mayor plaque in Chambers. Mayor Land welcomed Councilman Raymond and Councilman Watt. He thanked Council for placing their confidence in him to be Mayor. AUDIENCE COMMENTS Mr. Eugene Nix, 441 Stowe Avenue, Orange Park, stated he is disappointed that audience members only have a three-minute limit to speak. He stated Ms. Davidson was cut off, and there is still plenty of time left in the meeting for people to talk. He stated this is sending a message that Council does not want to hear from the people. He stated the Town Manager s comments need to be limited. He stated he is glad to see Mr. Henley at the meeting. He stated he thought he was doing Councilman Watt a favor by putting Mr. Henley on the Planning and Zoning Board, but he is disappointed that Mr. Henley was put on a committee instead.
Page 10 Ms. Nadine Cooper, 2242 Furma Street, Orange Park, stated she could not hear Council speaking. She stated she could hear those speaking from the podium fine. Ms. Barbara Davidson, 2710 Holly Point Road West, Orange Park, stated she also had a hard time hearing Council. She stated she is familiar with the Standing Rules. She discussed the ordinance on departments. She stated Council did not accomplish anything they set out to accomplish. She stated the Town does not need to pay to advertise an ordinance again when nothing was fixed the first time. ADJOURNMENT There being no further business before the Council, the meeting was adjourned at 9:10 p.m.