[5:11] please rise for invocation by pastor
Sheila Trott thank you for coming let us
[5:21] bow our heads and hearts together we
thank your father for this evening in
[5:25] this commissions meeting we think that
you're allowing us to make the right
[5:29] decisions for this city
and we thank you Father for everything
[5:33] amen the clerk call the roll please
hear hear hear hear hear
[6:01] item for recognition of Mary wittmeyer
who's her 35 year pin before we progress
[6:08] with that I was just thinking what was
going on 35 years ago 1984 there's this
[6:17] little album by Van Halen of the same
name 1984 I was a junior at Spruce Creek
[6:24] High School getting ready to become a
senior and sleeping a little port orange
[6:30] and I was thinking or we've grown to the
interstate we must be done growing right
[6:35] there's nowhere else where we could go
now we got everything over there this
[6:39] was 1984 that's when Mary started
volunteering with the volunteers and
[6:45] police services
she's one of her originals and council
[6:49] if you join me below we're going to
recognize her for 35 years of volunteer
[6:53] service
[Applause]
[7:12] okay for those of that those of you in
the audience who I'm Mary Mary wittmeyer
[7:18] is part of our VIP program our
volunteers and police service and those
[7:21] that don't know what our volunteer and
Police Service is each one of the the
[7:26] individuals standing in back here in the
uniforms are our VIP some of our VIPs
[7:31] not the entire contingent but some they
help us out tremendously on a daily
[7:36] basis they provide services that
typically we would provide police
[7:40] officers for we can pull our police
officers and send them to other calls
[7:44] for service to service our citizens so
they very very very much are valued not
[7:49] only to the police part but to the
entire city
[7:52] before I begin speaking about Mary I'd
like to call up there major major low
[7:58] mountain padlet Mountain would you step
forward please Pat's our major of the
[8:03] VIP team and she helps run the daily
operations there Mary wittmeyer so as a
[8:09] as a mayor said Mary began her service
with Port Orange VIPs in 1983 and during
[8:16] that time she served five Chiefs I'm
told which she probably deserves a an
[8:22] award just for that alone I know how we
can get and so and I'm told how we can
[8:28] get so probably deserve an award for
that but during her 35 years she served
[8:37] different capacities on the VIPs so she
served as a secretary the treasurer she
[8:42] served us in the police department with
not only our patrol division she's
[8:47] helped out our Traffic Division and even
has served time with our Detective
[8:52] Division chasing down pawn tickets and
and pawnshop lists and stuff for us so
[8:57] that we can investigate crimes mary on
average averages correct me if i'm wrong
[9:04] pal over 900 hours a year volunteering
for our city she is in our building at
[9:10] least three times a week serving right
now she does a lot of them are courier
[9:15] service we see her all over the city
she'll come to City Hall
[9:18] does anything really that we asked for
but it's not just that it's these
[9:22] special events to whenever we pick up
the phone and say you know we have a
[9:26] special event in all of our VIPs respond
with Mary as well and she responds to
[9:31] our family days our Spring Fair our
fourth of July events our Christmas
[9:37] parades any event that is there you'll
see Mary out there working yes but you
[9:47] know we talk about our service but
what's just as important as her service
[9:51] is probably more important is you know
Mary anytime you see or she's smiling
[9:56] she has a great attitude something that
I can't put a price tag on that and I so
[10:01] so appreciate Mary if you'd step forward
please
[10:05] [Applause]
[10:10] Mary and on behalf of the entire police
department of Port Orange Police
[10:16] Department and dare I say the city of
Port Orange thank you so much for your
[10:21] service and again thank you not only for
your service but thank you for the great
[10:25] disposition you bring into our Police
Department every day we love seeing you
[10:29] and we can't wait to 35 more
[10:33] [Applause]
[10:52] [Music]
[10:56] they're they're very rare though that's
true we need a picture with what the
[11:14] council do a picture yeah
[11:39] [Music]
[11:50] [Music]
[12:14] you see one more thing all these
wonderful people of blue shirts give you
[12:21] some help
anybody who's interested in joining the
[12:25] volunteers of police services white golf
paying $20 of seriously anybody watching
[12:36] at home if you're interested call police
we'll get you the information reliable
[12:41] kitchen applications
[13:15] give everybody a minute
clear out I think Mary should have a she
[13:20] should have a stripe on her uniform for
every hurricane she's worked because I
[13:23] know she's been there long sleep laughs
they don't make sure it sleeves that
[13:28] long may I have a motion for the
approval of tonight's agenda so moved
[13:42] they have a second second all in favor
signify by saying aye the agenda for
[13:48] tonight is approved public comments on
consent agenda items only they may like
[13:53] to speak to anything on the consent
agenda come on
[14:05] Savannah Weaver Port Orange council
mayor last meeting we just did the same
[14:11] thing we waved over five thousand
dollars of fees for a developer mr.
[14:15] Rhyne Hagan had made a great point
what precedent are we setting and what
[14:20] standards do we have another developer
is now asking well they paid $4,500 and
[14:26] it is now asking for a refund of over
3,900 dollars we understand this is not
[14:32] impact fees but if this is calculated as
actual cost of staff review could this
[14:37] money possibly go towards possible
higher wages and because it has recently
[14:42] been brought to my attention that the
National Association of government
[14:46] employees and the civil workers union
have stated that we have high employee
[14:53] turnover that leave to go to other
cities and that are compared on have
[14:59] competitive wages and so I just want our
employees to feel like they're worth
[15:07] more along with why are we waiving fees
for developers I'm aware that there's
[15:13] another agenda item where a developer is
requesting to waive a fee and then
[15:19] there's also another agenda item where
there's an amendment to a PC d-md a will
[15:25] that developer be asking for a fee
waiver to what why the question why did
[15:32] we set these standards if we're
constantly going back on them or because
[15:39] what if every small business or what if
every homeowner comes before you and
[15:43] starts asking if we can track staff
review to lessen their fees are we going
[15:48] to also do that so I would like you to
possibly reconsider this because these
[15:54] are not nonprofit they are non not
nonprofit developers and we need to be
[16:01] setting a good precedent so I'm asking
you to please reconsider waiving this
[16:07] fee thank you who's next
[16:18] mayor councilmembers Robert Ryan Hagan
1425 Dexter Drive Port Orange
[16:25] the only other thing I'd like to add is
that well you know you did mention the
[16:29] need for flexibility I would suggest
that you consider looking at making the
[16:36] fee schedule more flexible and in that
way everybody will be playing by the
[16:42] same rules thank you thank you anybody
else come on you want to speak to any of
[16:52] the issues on the consent agenda be
ready please come on at ball all roads
[17:01] are 607 powers Avenue for runners for I
think there should be no waivers period
[17:14] for a developer they should have their
money's already I should not even be
[17:22] considered without their monies period
this is port orange we're running out of
[17:33] property to develop thank you thank you
anybody else
[17:43] I don't see anybody else okay can I have
a motion in regard to the consent agenda
[17:48] so move you to approve we have a motion
for approval of the consent agenda items
[17:53] 7 through 12 second we have a second all
in favor I'm sorry we got a resolution
[17:58] call the roll
yes yes yes yes yes by though this isn't
[18:11] participation let's start with mr. e
Andrew burns I live 1116 Mill Brook
[18:25] Avenue Port Orange
that's right at the intersection of
[18:28] Taylor Road and Spruce Creek Road and in
the last three years I've watched a
[18:33] steady increase of vehicles that have no
mufflers pickup trucks cars and the roar
[18:38] is incredible I bite oh you come my
house hang out in the back guard by the
[18:42] pool have a nice cool drink and listen
to the roar traffic I mean it's just
[18:46] gotten to the point I started off by
talking to one of the police officers
[18:49] and he told me well as we have a decimal
meter for it I wasn't satisfied with
[18:54] that I called I emailed II what's it one
of it offices and she passed it on to
[19:06] the police department heard nothing for
three weeks I got back to I said who you
[19:10] can't it was the police he says all he
retired I'll pass on again officer came
[19:14] to my house and basically told me the
same thing
[19:16] we have no no way to stop it and code
enforcement only handles properly you
[19:21] know noise at properties bars and
whatever they don't handle it on the
[19:24] street and I'm like well if you have a
decimal meeting how do you pick that up
[19:31] when your cars are going by his they're
not standing there waiting if you do
[19:34] tell him how loud they are
and he left I moved on - I believe the
[19:40] controller I sit the next email - and he
sent a sergeant to my house and I said
[19:46] well he's moving up but he says yes you
made it
[19:48] an indentation of mic well good let's
get something done and he told me the
[19:52] same thing they don't have any tools to
do it and I from where I used to live in
[19:57] New Jersey I had lots of friends in the
police force and I understand their
[20:00] frustration when they don't have the
tools to help their citizens that they
[20:04] want help but they have no tools and as
I discussed it with the mayor and emails
[20:09] I guess you don't know where the heart
of the Doppler effect you know and
[20:14] something's coming at your ongoing way
the sound changes so you can't measure
[20:18] it with a stationary device I think a
simple revolution would be to have a
[20:26] motion or an ordinance that all vehicles
should have a manufacturer's muffler or
[20:33] some a Midas imitation of it you know I
may go to a dealer but an invitation
[20:39] some kind of muffler on I mean catalytic
converters were invented to make the air
[20:45] cleaner these cars you know catalytic
and burn no muffler there they're
[20:49] affecting the health and everything else
is a everybody in a town I would like to
[20:54] see you gentlemen do something thank you
thank you
[21:01] uh if I'm gonna butcher the last name so
forgive me if I called Garrett Tina I
[21:09] tell me how close I got you're gonna
introduce yourself and correct and when
[21:15] you come to the microphone and correct
me anyway right
[21:18] mayor chase hey Jim Garrett Ty and I 68
Raintree Drive I'm just here to voice my
[21:24] opinion about the great historic oak
tree out in front of our neighborhood
[21:33] the tree
I'll just read bits and pieces of the
[21:38] EMI sent by bet it's a basically says
I'm voicing opinion to save the historic
[21:43] oak tree out in front of Raintree off
Taylor Road I believe a small adjustment
[21:49] to the common ground on either side of
the tree island could what could widen
[21:52] the road enough to preserve the bulging
root system I've been a resident for
[21:56] this area for over 40 years I grew up in
leisure villas then moved to Ponce Inlet
[22:01] and bought a home in Raintree 68 been
there since 2003 I've been there for 15
[22:07] years the trees always meant to value
you know scenic value historic value of
[22:13] our neighborhood we enjoy its beauty and
prestige every time we entered or passed
[22:21] by our home many or nearly all of the
neighborhood residents are in support of
[22:25] keeping the tree not the one or two
bothered by the slight inconvenience of
[22:30] the root bumps that can be remedied by
widening the road there or even taking
[22:34] away some of the common ground up front
to pass by safely please take in our
[22:39] consideration to save this great tree
we'd like to reestablish a sign to
[22:43] welcome our guests as well when all has
been decided thanks for your time guys
[22:47] appreciate it thank you we got Dave ant
off looks like on the same issue
[22:57] good evening mayor members council thank
you for your time
[23:02] Dave vance off raintree drive for the
Raintree subdivision district to the
[23:09] March 6 the city posted the sign about
removing this historic tree it gave to
[23:17] March 31st to solicit opinions the city
had an environmental board meeting on
[23:26] March 20th and didn't tell the citizens
that this was going on we notified
[23:32] citizens on code enforcement city zoning
even paving the roads so why can't we
[23:38] notify citizens on what's going on with
other boards within the city I've been a
[23:46] member on that road since 1991 Marta
from the original owner my grandfather
[23:53] so to say that I've been associated with
this tree for over 40 years so instead
[24:00] of removing it have other considerations
been made for repairing it like we've
[24:07] done in town park we've done a Madeline
Ave and we've done in our own entrance
[24:13] to City Center to save this tree please
save it thank you you all might want to
[24:25] stick around for our council comments
section because I'm going to ask the
[24:29] assistant city manager to update the
status of that and also you might want
[24:32] to stick around for a little later in
the meeting as we discuss a tree
[24:36] preservation ordinance for the city so
there's a lot going on stay tuned
[24:40] oby walker
[24:50] my name is Obie Walker I live at 53:35
two boys Avenue in February 2002 I moved
[24:58] to a quiet dead-end street with only
three homes on it in my front yard
[25:03] I had a canal they had otters ducks
birds and fish it was a nice place so he
[25:09] had a new home put on the property our
forever home things were good
[25:14] then about 2010 or 2011 Massey
construction bought the property on us
[25:20] 150 460 which would have is the address
when he started to bridge the canal from
[25:28] us 1 to Dubois we had concerns so we had
the city manager at that time Ken Parker
[25:35] the engineers Public Works
superintendent come to see what was
[25:40] going on they assured me it was just a
shop to fix trucks no flooding would
[25:45] affect us when Massey finished he filled
the property with over six feet of fill
[25:50] making his property four feet higher
than mine and my neighbor's property now
[25:56] when we have a heavy rain or storm our
property has over two feet of flood
[26:00] water I have been the council meetings
and told that would be looked into that
[26:05] was five or six years ago I've heard
nothing now I have a canal that stinks I
[26:11] have no life in the canal mosquitoes and
the water stationery Massey's property
[26:17] on the residential side would have held
the overflow which had always had this
[26:23] in our yard at the end of the dead-end
street and Dubois
[26:27] Massey's property is four feet higher
than all the Residential's on that side
[26:32] of the canal now we to make matters
worse Massey bought the property across
[26:37] the canal in front of us less than a
hundred feet away from my bedroom window
[26:41] I again had concerns I was sure I was
assured it was only for parking
[26:47] I now have dump trucks front-end loaders
concrete saws and whatever else can make
[26:53] noise 24/7 the noise is bad enough
during the day in cooler weather I can't
[26:59] even open my windows for the noise and
the dust
[27:03] I've had my truck my wife's car my house
everything outside covered in dirt I'm
[27:08] not asking for anything that any normal
person would not expect this has been
[27:14] going on for over eight years I don't
know if you can if the flooding can be
[27:18] fixed but it would only think of fair to
have Massey put up an 8 foot concrete
[27:23] block wall to stop the noise this is a
residential neighborhood I tried to have
[27:30] this resolved numerous times by calling
code enforcement police Coast code
[27:35] enforcement says they sent emails
Deborah Pearson from code enforcement
[27:40] has been very helpful but the noise is
not when code enforcement is working
[27:45] I've contacted the police on numerous
occasions by the time they arrived the
[27:50] people have stopped working I was also
informed grabbed up in the next five
[27:56] seconds yeah I'm retired and I don't
have I won't get a fair price from my
[28:02] property if I sell it and I really don't
want to move from where I am I think
[28:06] thank you very much as to what you say
yeah I have also left a letter from my
[28:09] next-door neighbor he lives in New York
so he couldn't be here thank you jack
[28:14] that's your district I'm gonna make sure
you have Obie's address so that you can
[28:19] talk to him and yeah I've got a little
insight on that anyway okay Savannah
[28:28] Weaver
[28:34] Savannah Weaver council mayor I just
wanted to come up here and hope that we
[28:40] can facilitate some better communication
between Council on the city tour to the
[28:45] community I've been looking at other
cities agendas and like Daytona Beach's
[28:51] and I thought it was really great how
they talked about how you can have
[28:54] access to the disability for days
disabled and then when you when you go
[29:01] through it it's not 500 pages long and
so you don't have to scroll for forever
[29:05] and it's really easy to access like hey
here's this agenda item yep you can go
[29:11] on it click the link to find out more
information instead of scrolling or
[29:16] forever I also think it's really great
how they include these notes on here on
[29:21] how the consent agenda works for people
who show up and don't necessarily know
[29:27] how City Council meetings work so I that
we should really do something to improve
[29:35] this for Port Orange then also this
newsletter I just don't understand why
[29:41] we're spending tax money to increase to
talk about increasing taxes and there's
[29:48] really a lot of space that we could have
used in here to communicate things to
[29:52] our public like how there's open board
positions and I also would like to see
[29:59] our our City Hall social media maybe
post more on how we're going to be
[30:06] having council meetings and how what's
on the agenda
[30:09] Daytona Beach does it you know I don't
understand why we can't do it so I'd
[30:13] really like to just see more
communication because it gets really
[30:17] frustrating on this and for not only me
but a lot of people thank you
[30:25] council comments we'll start with Scott
I'm good tonight you sure yeah drew I
[30:34] just want to come again we had another
successful big event the no dough bus
[30:41] show this past weekend at City Center
was pretty much there were Volkswagens
[30:46] from end to end and a ton of people so
another well attended event so just
[30:50] wanted to give kudos to staff for all
they do and for putting those you know
[30:54] for facilitating these events and you
know we had good weather and a great
[30:58] turnout so congratulations to staff and
everybody else have participated in
[31:04] making these things happen Jason I did
want to give a compliment and I
[31:14] mentioned it earlier to our fire chief I
did see our new transport units out
[31:20] while I was not a proponent of the
initiation of it I will support the
[31:24] implementation of it and I just
appreciated seeing the American flag and
[31:29] the patriotism all across it so you know
hats off that's off to our chief and our
[31:35] fire department and certainly wish a
great success okay I have three things
[31:41] they won't take too long
one is there's an election on April 30th
[31:47] for this district one seat so if there's
a prevailing party out there that ends
[31:54] up being elected on the 30th with 50% or
more of the vote this would be my last
[31:59] meeting so I would like to thank the
staff for their support and guiding me
[32:06] and also council for putting me in this
position I'm very grateful it's been a
[32:10] growing experience for myself and
certainly learned quite a bit of how the
[32:15] city works and you guys have been great
in terms of you know sharing ideas and
[32:20] thoughts so staff thank you very much
I've learned that you a lot of knowledge
[32:24] you're professionals in your job and you
do a superb job so take my hats off to
[32:29] you because I've seen the inside of how
the city works and it's
[32:33] it's very very interesting and rewarding
secondly meeting with the auditors last
[32:41] week I was looking at some at the
financials and one of the things that
[32:48] really jumped out at me and I'm sure
it's been talked about on the council
[32:52] before but I'm the new guy on the block
so I just wanted to kind of bring it up
[32:56] and see what the council thought about
it but I noticed every group such as
[33:02] fire police and general pension have an
administrative fee of around 76 to
[33:09] $80,000 to need it seems logical that we
hire a person in-house administrative
[33:18] person in-house to to do that job for
around 80,000 70 60 $80,000 whatever we
[33:24] can find someone to do it and
consolidate those positions and take
[33:28] care of the administrative aspects of it
for all three of those those pension
[33:33] boards that would save the city
somewhere around $150,000 a year I know
[33:40] the board's themselves the police fire
and general pension would have to agree
[33:44] to it but it certainly seems like that's
something that we might be able to try
[33:49] and move the ball on but I'd like to see
us try and do that I mean $150,000 and
[33:53] nothing to sneeze at and that's the neck
and I'm not sure we're getting our
[33:57] money's work in terms of the value of
$75,000 per administrator I think some
[34:03] of those boards get more value than
others there's no doubt about it right a
[34:07] couple with that the administrative the
men are straighter we would have here I
[34:10] don't think it would be a full-time job
so obviously we could give them some
[34:13] other duties so it would even get more
bang for our dollar that would be one
[34:17] thing I would I would like to see us try
to try to do that I'm sure there's
[34:20] people here representing those pension
groups so hopefully they can bring that
[34:25] up to the boards and get some buy-in on
that but I think would be a great idea
[34:29] to move forward with that
Allen is over there typing furiously I
[34:33] hope you can get some information on
that back to us okay very good
[34:37] and the third thing and it was brought
up tonight I noticed myself that and I
[34:45] noticed this in reviewing these
reduction of fees being brought forward
[34:52] by developers from $4,500 down to you
know $600 $800 I think what we're
[35:02] missing here and looking at those is
there is a extremely a lot more time
[35:09] being spent than the $528 you think
about it
[35:13] sadi has to prepare that presentation to
this council somebody has to review that
[35:18] which I don't believe it's being
factored into the for example the one
[35:21] tonight of $528 we all have to review it
ourselves and decide whether it's a good
[35:28] move or not so if you think about five
of us the city manager the person
[35:34] preparing and putting it on the agenda
it's a lot more than than what we're
[35:38] showing what I would like to propose and
we can do it as a recommendation or as a
[35:43] motion or however you want to do it but
what I'd like to see is this go to a
[35:47] minimum of for example if the cost the
real costs associated with it is less
[35:53] than 20 $250 which would be 50% then we
approve that as $2,250 in other words
[36:01] that would be the charge instead of
coming out with a $4,500 charge it would
[36:04] be 2250 provided it's less than 50% if
there's $1 over 50% which would be over
[36:11] twenty two hundred and fifty one dollars
then it would go to the $4,500 and that
[36:17] would eliminate us having to review
those every week I think it's just time
[36:21] consuming I think it's a waste of our
energy in time and I think it's probably
[36:26] a smart move to do that and we would
actually begin compensated for the work
[36:31] that's being put into it in addition to
that I think if somebody wants to apply
[36:35] and and say that I'd like to get a
release or some relief on the fee even
[36:43] if we said is 2250 and they said well
your real dollars is only 1,200 what
[36:47] we're showing I'd like to get that
so they wanted to come forward they'd be
[36:50] a thousand dollar charge to bring that
forward I think that would eliminate
[36:56] these us having to see these going
forward so that would be something that
[37:01] I would probably recommend let me play
off that for just a second because I had
[37:05] this in my notes we have certain fixed
costs just for turning the lights on
[37:12] everyday and staffing and this is
something anybody can do if we they feel
[37:18] like they're being overcharged for
something it doesn't matter whether
[37:20] you're a developer or a citizen you have
the right to redress that to address
[37:23] that with us that's what we're here for
right but one of the things that this
[37:28] doesn't account for and we're following
the procedures and the rules as the
[37:33] recommendations brought to Council that
are established for bringing it to
[37:37] councils the way it is right now so that
way it isn't arbitrary but I do think it
[37:43] needs some updating because it doesn't
account for some of those fixed costs
[37:47] that we have simply for you know we
we've got to turn the lights on every
[37:51] day Allen one of the things that I had
in a playoff jacked one of the things I
[37:57] had was do we need to charge a 10%
contingency on top of those things so
[38:02] that we account for that I don't want to
rip anybody off if it's costing us X
[38:06] dollars to provide this service we
should come close to that with our
[38:09] charge
we shouldn't charge if it costs us $50
[38:13] to provide water and trash service to
somebody's house we should be charging
[38:18] them roughly $50 we shouldn't be
charging up $200 and we try our best to
[38:23] set our rates accordingly to do that
this shouldn't be any different but Alan
[38:28] I'd like to workshop it and staff could
take a look at some options including
[38:32] the ones that Jack just mentioned what I
just mentioned because I think this I
[38:38] not I don't want any but I'm not the
business of ripping anybody off but at
[38:43] the same time I do want to make sure
that we really are when we take a look
[38:47] at these getting full cost recovery and
we need to update well the way we do
[38:51] business every once in a while I've said
that a lot this before a lot of things
[38:57] probably need to be reviewed once every
five years to make sure that we're
[39:00] with current practices because the way
we do business has changed dramatically
[39:04] the thing and you think about the amount
of paper we had to push in the 1990s to
[39:09] approve one one building permit for one
house or one replacement roof or
[39:14] whatever the case might be and we don't
do that anymore and it's about to get
[39:19] even better with the implementation of
ERP but now and I think that this is a
[39:25] great example something that probably
should workshop bring some options back
[39:30] to us at that workshop that we can
discuss as a council that we so that we
[39:34] can update our policy yeah and I and I'm
not in business of Brooklyn anybody off
[39:41] either that's not the intent obviously I
think you know basically if it's but
[39:45] we're charging 4500 dollars and is that
I mean that's a fee that were to amend
[39:50] an MDA or PCD it's forty five hundred
bucks so a lot of folks may not know
[39:58] there's an option to come forward so
they're paying that $4,500 so in reality
[40:03] I just thought it would be closer to do
the fifty percent at twenty two fifty
[40:06] and that would mean a minimum and then
if it's over that reasonable when I
[40:13] agree maybe a workshop to talk about it
in more detail but this kind of sprung
[40:17] on us and it's been I've just noticed it
three or four times since I've been here
[40:21] in four or five three four five meetings
so I thought it was something it was
[40:25] waking up to a long time with nothing
being built years it seemed like and now
[40:30] all of a sudden things are popping again
you're right jack okay it's all I can
[40:34] think you've just done in that note for
the workshop one of the discussions that
[40:37] we need to you know have with that is to
also realize that a lot of times these
[40:43] are very minor amendments and then also
many times the amendments themselves
[40:48] actually are a benefit to the community
so we need to be able to have a way to
[40:53] lay that out as well because I'd hate
for somebody not to bring an amendment
[40:57] forward in fear of having to pay a 440 a
full $4,500 kind of minor change or
[41:03] amendment that could be something that's
more beneficial to
[41:06] the community and less impactful on
those that are closest you know what I'm
[41:11] saying so I just think I think it
workshops a great idea in you know what
[41:14] these are things that are always gonna
have to be workshop than this time goes
[41:17] on things change and and the in the need
to continually look at that I was
[41:22] talking to a resident today about an
unrelated thing but somewhat similar and
[41:26] you're talking about fee structures and
we had that very conversation that you
[41:29] know this is this is an always an area
that's gonna be constant in review and
[41:35] when you charge it a one-size-fit-all
fee jobs at all
[41:41] that works for one person it might take
an hour's worth of work for another
[41:44] person might take twenty hours were the
work but you've got it you've got to
[41:48] have a fee schedule right but I think
you know if you're doing something like
[41:52] that you got to go to actual cost sure
you got to figure out what actual costs
[41:55] are really it because there's a lot of
coffee ER that we're going through
[41:58] there's not really been you know
factored in okay you good yes sir all
[42:04] right we just help me knock out one of
the three things I had on my list the
[42:13] other mr. burns talked about noise in
the city and making sure that our Police
[42:22] Department has the tools that they need
for enforcement I know for a fact that
[42:27] there's a certain establishment on Nova
Road that during certain times of the
[42:32] year makes a whole lot of noise and can
be heard from miles away and we have
[42:38] officers that will go out with with a
noise meter and will cite them but he's
[42:43] right that's a fixed point of origin
that the one has of car shows no no I
[42:51] won't mention the dog house by name but
I don't want to embarrass anybody but if
[42:57] you can hear them quite loudly in my
back yard
[43:00] a couple miles away you know and my
neighbors are looking at me like what
[43:03] are you doing I'm like but I think that
that's a valid point and I wanted to ask
[43:11] you guys I want to make sure first of
all that PD has the tools that they need
[43:15] to address it I don't know exactly what
it is Alan maybe you can
[43:20] some answers for us what we have and
what we might need and if we need an
[43:25] ordinance to improve what we have I
don't know what's on the books where's
[43:29] it with state law we might have statutes
and state law I this is not an area of
[43:35] expertise for me but if you could come
back and let council know what we have
[43:39] versus what we need and this council can
have a conversation about what we can do
[43:44] to improve that because these are
quality of life issues and if we can do
[43:49] something to improve people's qualities
of life that makes sense and a
[43:52] reasonable I want to make sure that we
do that turn does that make sense do you
[43:56] guys like to go on record say when the
state ended the inspection program years
[44:02] ago that was it yeah yeah decades ago
that probably was a bad thing because
[44:06] these are mufflers were one of the
things that was checked during
[44:10] inspection and said I have to believe
that state law just because it is state
[44:16] law I don't know that that's changed
that property how do you want a system
[44:20] and to have a catalytic converter but
you know it's against the law for a
[44:24] muffler shop to remove a catalytic
converter to my knowledge so if they're
[44:28] doing that then I mean that's not
something we can control but it is a
[44:34] fact that people break the law although
times it happens what do we do about it
[44:39] that's what I'm exactly yeah we're how
do how does it you know how do you
[44:44] address that you certainly can't have an
officer out there following every loud
[44:49] car around but there's got to be there's
got to be a happy medium somewhere okay
[44:56] and I just wanted to mention one more
time I was very very happy that we were
[45:03] able to recognize Mary wittmeyer for her
contributions and 35 years of volunteer
[45:08] service hey that's not just somebody
working 35 years of one job and
[45:14] collecting a paycheck it's an incredible
thing
[45:16] this is volunteer service and I think
about what I was doing
[45:21] yeah I was just a teenager running
around Port Orange in 1983 1984
[45:27] this place is very different she's seen
so many changes I just think that that's
[45:31] an incredible thing
and when I think about what that whole
[45:34] group of volunteers and police services
does I'm serious if there are people out
[45:39] there listening you want to be part of
something bigger something better you
[45:43] just want to contribute a few hours a
week they would love to have you
[45:47] Dwight Galt sitting out there with a
half smile on his face an application
[45:51] his hand he would love to real you guys
in and we'd absolutely love to have you
[45:57] it's a fabulous fabulous group of people
it is one of the reasons why they
[46:03] contribute their contribution to what
we've been named the second safest city
[46:07] in the state there are many many reasons
why we got that ranking and that's
[46:14] certainly one of them and we a great
group of people anybody wants to be part
[46:17] of that we'd love to have you mayor just
quick comment on that note Saturday
[46:21] night I was at an event here in our
community and in reflection listening to
[46:27] some of the stories and this is what
event were a lot of community members
[46:31] were being recognized and awarded for
their volunteer service and the things
[46:34] they do in the community and in
reflection of that you're absolutely
[46:37] right there are so many ways to
volunteer in the community and one of
[46:42] the things that we we kind of really
felt the other night was there's a lot
[46:46] of things that community volunteers can
do that's so much better than what
[46:50] government can do really can do it they
do it so much better and they do it with
[46:54] a great sense of pride and compassion
and an effectiveness at it and we are
[46:58] blessed to have a community that has so
many organizations that are incredibly
[47:03] effective and we we should look for
every opportunity to recognize them as
[47:07] much as we can and and anybody that's
out there you know looking for a way to
[47:11] get involved or serve just contact any
of us we can point you in a lot of
[47:16] different directions because there
really are some great organizations and
[47:19] the vips program is is phenomenal
if you're right the things that they do
[47:25] people a lot of people think that they
just show up sometimes and they take
[47:29] paper from one office to the next or
from one building to the next and that's
[47:32] that's just not even a tip of the
iceberg of what these folks do they get
[47:36] out there and they're out there and the
Hurricanes and the storms and the fires
[47:38] and the disasters and helping us at
criminal events and crime scenes and
[47:44] just all kinds of ways to serve and so
it's a fabulous fabulous organization
[47:49] and it is amazing when we're out there
enjoying family days mm-hmm
[47:53] we're having a great time they're
working it to make sure things go well
[47:57] and that people are safe and they save
this community a tremendous amount of
[48:02] money
I mean it's if we had to pay for all of
[48:05] that I know well we've doubled we've
doubled Mary what Meyers salary twice
[48:13] they have their fun to do I tried to
write me a ticket the other day and I
[48:23] was gonna ask you to give us an update
on the rain tree on the tree I think I
[48:28] have some good news so I'm glad you guys
stuck around I'm gonna invite the
[48:33] Utilities Director up because they were
working on this problem and I think
[48:37] they've found a solution that will make
people happy for as long as the tree
[48:42] will live Lynn Stevens Public Works
Utilities Director so we we did take
[48:53] quite a bit of input from residents in
the neighborhood we put all the
[48:57] different options together we met with
the environmental advisory board and and
[49:01] I apologize I'm not sure how those
things get promoted to the public but
[49:08] with input from the environmental
advisory board the final decision was
[49:12] the tree is going to stay we're not
removing the new tree
[49:16] [Applause]
[49:20] yeah we are going to root prune the tree
so that we can restore the pavement and
[49:26] and take some of the big pumps out of
the roadway and make it a little safer
[49:30] entrance and exit I did hear something
about the sign to Raintree
[49:35] the sign is not the city sign that was
something that was done by the HOA years
[49:40] ago from what I understand so not
something that we public works we're
[49:45] planning to repair or replace but the
tree is staying we are going to again
[49:51] ruin the tree replace the concrete
replace the pavement and and that's our
[49:58] plan well done thank you I'd like to
express my gratitude as well I grew up
[50:03] down Devon Street right next door to to
Raintree and fond memories driving
[50:08] through riding my bike through that
neighborhood yeah may have begged one of
[50:12] your houses at some point it was like
six years old but fond appreciation for
[50:25] that particular neighborhood and mothers
occasionally those trees are good at
[50:29] slowing people down too well we'll do a
better job of getting that information
[50:33] out to the public on the website I'll
work with Christine and we'll get it out
[50:37] on social media please do thank you very
much
[50:43] [Applause]
special Awards reports recognition and
[50:50] Proclamation item 14 general employees
retirement plan mr. David Leonard he was
[51:04] hiding behind the VIPs that's a tough
act to follow
[51:10] save the tree that's good deal like
trees yeah you couldn't you couldn't
[51:13] come up at a worse time yeah well good
evening everybody
[51:18] Jack I wanted it cause this second and
address your administrative expense
[51:25] comment just to clarify that that's not
a monolithic number that goes to one
[51:29] person I can't speak for all the pension
boards but for the general board I can
[51:34] say that it covers actuary fee which I'm
fond of getting the actual administrator
[51:41] of the plan who does all the processing
of the distributions and is there for
[51:45] the participants legal fees and also
audit fees so it's not just one person
[51:51] it would be hard to replace me I'm sure
they're all that way but I don't know
[51:56] it's the same way it's a combination of
all those jobs ask the question so we
[52:03] get answers I'm assuming regardless of
who administers the plan you still got
[52:06] to do an audit he's still got to do the
actuarial work so absolutely yeah
[52:09] absolutely and and they're not all equal
in terms of the fees but you know
[52:14] they're all being done very
professionally I might see them all soon
[52:19] so I'm here to report on the 2018
valuation report which we finished about
[52:25] we really finished it a couple months
ago presented it to the board in March
[52:30] and first of all it was a good year for
the pension plan I'm showing on the on
[52:39] the screen here the 2017 numbers I'm
going to flip over we were 84% funded in
[52:44] the plan as of September 30th 2017 moved
to 18 that jumped up to 89 percent
[52:50] funded the assets and the liabilities
both grew the assets are shown here by
[52:58] the gray boxes on
on the chart and the liabilities by the
[53:03] blue so you can see that both have been
growing that the liabilities are
[53:06] starting to level off the light blue
line on the graph there is the history
[53:12] of the funded ratio and that has
improved from the low 60% in 2009 at the
[53:19] beginning of the chart all the way up to
89% today and that improvement occurred
[53:24] even though we've tightened up the
assumptions by reducing the interest
[53:28] rate during that period so that's that's
a good sign - 89 % is a it's a pretty
[53:33] good funded ratio for these kind of this
slide has the contribution summary and
[53:44] also the benefit payment summary and
they go hand in hand it's it's good to
[53:47] look at them together the gray boxes are
the city's contributions the blue boxes
[53:51] if you can see them are what the
employees contribute to the plan and the
[53:56] light blue line above there's two lines
of yellow line and a blue line the light
[54:00] blue line there are the benefit payment
so you can see the benefit payments have
[54:04] been on the way up and the contributions
have been on the way down the gap has
[54:10] has grown but that is actually what the
trust assets are for so we keep track of
[54:17] the differential there and some people
tend to get concerned but that's why we
[54:21] have a trust fund and putting the money
away so that when people retire it'll be
[54:26] there for them and we'll discuss the
future of how have a contribution bars
[54:33] will go a little bit further down in the
presentation this is a summary of the
[54:42] plan participants the gray are the
active participants in the plan and the
[54:48] dark blue are the retirees the light
blue of people that terminated with
[54:52] vested benefits so you can see here that
the the retiree dark Blues have been
[54:57] growing and the Grays have been
shrinking the yellow line on the chart
[55:04] is the salary base which is what we
based the contributions on and that's
[55:08] also shrinking obviously with the with
the number of actives and now
[55:13] probably as of a half hour from an hour
and how that works will be closed
[55:17] completely to new members so that grade
will continue to shrink one one aspect
[55:25] of the plan that that's interesting to
me anyway this is a fairly young planet
[55:30] started in 2003 so even though there's a
lot of retirees they're actually a very
[55:36] young retiree group the plan has a early
retirement feature and the average age
[55:41] of the retirees right now is about sixty
seven and a half years old so that means
[55:48] they're gonna be collecting for a long
time this slide shows the investment
[55:58] performance historically the last three
years you can see have been have been
[56:02] very good double-digit returns the last
three years and there's two lines on
[56:07] there there's a blue line and a yellow
line the blue line represents the market
[56:11] value return so you can see that's kind
of all over the lot even though it's
[56:15] been you know generally been very good
and the yellow line is something that we
[56:19] call the valuation assets and just a
real quick I don't want to make
[56:23] actuaries out of it but yeah it's it's
not my goal with any of my clients what
[56:31] we do one of our main goals is to help
the city budget it be as stable as
[56:38] possible with these contributions and I
know that they do vary some and using
[56:44] these smooth valuations as assets is one
of the ways we do it what we do is we
[56:48] recognize those ups and downs of the
fluctuation of market value over several
[56:52] years if you look at the valuation
report carefully in it I know you all
[56:57] did you'll see that the trust assets
that we use in our calculations is more
[57:02] than two million dollars less than the
actual market value and somebody might
[57:06] look at that and say well use the market
value because we want our contributions
[57:10] to be less but the idea is we're kind of
saving for a rainy day so that when you
[57:16] have a bad year and 2019 you know you've
all seen what what happened in the
[57:20] fourth quarter of 2018 that's our first
quarter for the fiscal year when you
[57:26] have a bed
here it doesn't impact next year's
[57:29] evaluation you know we were able to look
ahead and even if this year the the
[57:37] value or the market value is flat zero
percent will still have gains as far as
[57:43] the actual reports concerned things to
help keep the contribution stable this
[57:49] year through six months through March
31st the trust fund is at a loss of less
[57:54] than 1% which is is really pretty good
considering how bad the fourth quarter
[58:00] was and this slide just shows a few
composite returns the graphs the same
[58:10] graph our three-year composites over
eleven percent five-year 9.25 and ten
[58:16] years which is really a pretty long time
and investment terms is 8.05 percent so
[58:23] you might say okay we have a 7 percent
assumption we're beating that assumption
[58:26] on a 10-year basis that's great what
does you know what is the future hold
[58:30] for this plan since it's completely
closed down to new members that the plan
[58:35] is going to continue to mature and what
that means is there's going to be a
[58:39] larger discrepancy every year between
the benefits and the contributions and
[58:43] the seller base will continue to shrink
even though the assets about perform the
[58:50] 7 percent yield regularly we there are
certain pressures to to maybe to
[58:55] decrease that assumption when you just
decrease an interest assumption what
[58:59] happens is the need for contributions
goes up and a couple of reasons why we
[59:06] might want to consider decreasing it is
that we've been you know 10 years 8 8%
[59:12] it's been kind of a historic bull market
and there's obviously signs that that
[59:16] may be over but maybe a bigger reason is
that our cash flow needs and our
[59:22] investment advisor has told us this the
cash flow needs dictate a more
[59:27] conservative portfolio meaning less risk
and probably lower returns so the
[59:35] question is should we reduce the 7%
interest and we've been talking about it
[59:38] and we'll see what what comes of that we
might wait to do it we might see how the
[59:44] markets go I did do some searching and a
a nationwide study of public retirement
[59:53] plan shows that having a 7% assumption
it's kind of in the lower third the
[59:58] median across the country is seven point
two eight so we're below that the state
[1:00:02] of Florida has an annual survey that
they publish in 334 out of 485 some
[1:00:09] municipal in Florida have higher than 7%
so obviously we've already taken some
[1:00:15] steps to be conservative with that but
being wrong with the pact is it's not
[1:00:21] really our goal we want to try and do it
right so we'll keep keep our eyes open
[1:00:25] and see what happens what we don't want
to do is pass you know the burden of an
[1:00:31] underfunded plan on to future
generations so that that's what we're
[1:00:35] always looking out for this is more gear
on this is your board customers don't
[1:00:43] worry yep Scott why don't we start with
you you did what I think you did a great
[1:00:47] job explaining all that as far as the
board itself
[1:00:55] I was just say that of a there's some
great creation on there and folks were
[1:00:58] hired to manage these funds and do these
reports have done a great job for us
[1:01:05] recovery of the plan of the last few
years has trended in the right direction
[1:01:10] so that's that's been a relief to see
and but I do think I think the assumed
[1:01:16] rate of returns that were my my caution
my concerns are you know if you go back
[1:01:21] twenty twenty-five years ago everybody
the state was looking for eight and a
[1:01:24] half percent some places even higher for
return those are just unrealistic and
[1:01:28] and you know you could look at these
things in five year increments or twenty
[1:01:32] year increments or however I'd like to
look at them more so a twenty year ten
[1:01:37] years of great snapshot but these things
are these things take a long time and
[1:01:41] they're they gotta be they're
sustainable for a really really long
[1:01:45] time and I think that assumed rate of
return is as a topic of discussion that
[1:01:49] this council and future councils will
need to continue to look at the state
[1:01:54] can is continue to trend down what their
assume rate of returns rather than the
[1:01:58] FRS seven and eight seven and a quarter
now they're around they're down they're
[1:02:02] 30 yeah I think we've been I think we've
done the right thing incrementally
[1:02:06] bringing those assumed rate of returns
down to the benefit of the plan to the
[1:02:10] sustainability for sure and the the
assumed interest rate is really the most
[1:02:15] important assumption one of the things
the state of Florida has us do some
[1:02:19] separate calculations and we have to
file those and I actually did them today
[1:02:23] at a five percent what if we assume five
percent or the cost of the plan would go
[1:02:28] from twenty three percent of a to fifty
percent of pay so you know for that two
[1:02:32] percent job now in our business a two
percent change in interest rates is
[1:02:37] considered really drastic but you know
what if we had to go to five percent
[1:02:43] this is probably statistically speaking
the best performing of the three plans
[1:02:48] as far as history and also I mean at our
funding status and the like and this is
[1:02:54] the one where percentage-wise we're
making the least controversial
[1:02:57] controversial to per employee and
there's there's a lot of good news out
[1:03:03] of this but I would challenge the board
to continue asking the right questions
[1:03:09] because and staying on top of that
because making a bad thing good is good
[1:03:15] but keeping a good thing and making it
great sometimes
[1:03:19] even harder and that's what we're
looking for is excellence true yeah the
[1:03:24] Dave the the ten year that three five
and ten year number was that net or was
[1:03:29] that net of fees I believe its net of
administrative fees but non investment
[1:03:35] no yeah well of course but the other fit
okay so yeah and then you have a plan
[1:03:40] well in 18 it was eighty nine percent I
would imagine with the 0.67 loss were
[1:03:45] probably guess in 83 or 84 percent hey I
mean it I know it took a hit but it
[1:03:52] probably wasn't a tremendous it's not
gonna be a tremendous hit okay that that
[1:03:57] particular measure is on the market
value it's yeah I yeah so it's going to
[1:04:02] take it from so and and when it earned
zero it doesn't mean it's gonna hold
[1:04:08] steady because we're assuming it's gonna
rinse it yeah correct and and you know a
[1:04:13] lot of people have that eighty percent
funded ratio as a healthy plan and we're
[1:04:18] so above that so the plan is is a good
one obviously all the plans have shown
[1:04:25] great improvement since 2010 in the
funded ratio it's not just us when
[1:04:29] they've all gone up and so it's you know
encouraging but you know you have to be
[1:04:36] able to you have to be prepared for when
there's gonna be when the market crashes
[1:04:42] or takes a hit you know we're gonna have
those downs we're enjoying a lot of ups
[1:04:46] right now we you know ahead of us could
be plenty of downs and and you know the
[1:04:51] plans are prepared for that so
appreciate it Dave you mean it's not a
[1:04:55] straight line up I wish I wish chase
yeah no I'm happy to super-rad Scott hit
[1:05:01] it well I was going to remark the same
thing about our assumed rate and I
[1:05:04] appreciated that direction last year I
mean I've always going to want to err on
[1:05:08] the side of a conservative evaluation
even
[1:05:12] that means more than a pocket from us
I'll appreciate that that continued
[1:05:19] guidance and direction thank you
Jack yeah Thank You Jamie just dressing
[1:05:28] administrative fee I think there's
Seabreacher actuary for the
[1:05:31] administrator for the auditors right so
regarding the funding of the the
[1:05:42] unfunded liability and maybe you can
shine some light on it I always look at
[1:05:47] a deserve advantage too I don't like
debt number one but is there a way to
[1:05:55] look at that from a bonding standpoint
with the via savings in that you bonded
[1:06:00] that unfunded liability and got away
from that that would be something that
[1:06:05] would you'd need some analysis but
assuming you could you could bond at a
[1:06:08] lower interest rate obviously we're
assuming seven I don't think that's
[1:06:14] necessarily the right thing to compare
to so you could issue a bond at three or
[1:06:18] four it would just have to be a kind of
a financial analysis by the city to see
[1:06:24] if it would rather do that because you
can bring it to one hundred percent
[1:06:28] funded but then what's it going to be
next year I just know it's a big number
[1:06:33] so when you're looking at that much
money you want to see if there's I mean
[1:06:36] a half percent would make a huge
difference
[1:06:38] so one percent would be right because
something to look at think about yeah
[1:06:44] thank you very much appreciate thank you
thanks for coming
[1:06:47] appreciate you coming every year this
has been a point of emphasis with all
[1:06:52] our pension boards and the fact that you
guys are willing to spend a little time
[1:06:56] with us to make sure that we have a
comfort level with a whole lot of data
[1:07:00] appreciate the time yeah we try and
break it down and make it understandable
[1:07:04] that's that's one of the best parts of
the job good job
[1:07:07] thank you
more deployments interviews reports item
[1:07:11] 15 citizen advisory committee from the
TP oh let's just say I know I saw Bobby
[1:07:17] ball somewhere we've all at the CSC for
the TPO we had our monthly meeting this
[1:07:24] week heard today actually and the agenda
was pretty short so I'll be brief but
[1:07:30] the one thing I wanted to mention is
something we've talked about before up
[1:07:33] here which is the PD me study going on
for the interchange at Pioneer Trail and
[1:07:38] 95
there is a public workshop meeting on
[1:07:42] April 30th at 5:30 at the Brandon Center
in Houston Myrna so that's really for
[1:07:48] you and everybody behind me with that
actually they did give a presentation
[1:07:54] today the PD new study itself a brief
one and there are three options
[1:07:57] alternatives for the on and off ramps so
if you get an opportunity might be good
[1:08:02] to take a look at this
I'm sure it's available online and the
[1:08:06] TP o--'s website as well they showed us
four five options they've narrowed it
[1:08:16] down to three is that because the land
acquisition plan probably through the
[1:08:19] process of the PD nice yeah some of
those options look at me environmental
[1:08:22] the acquisition and the environmental
impacts could be much more significant
[1:08:31] that was an easy one for you try
sometimes swift and painless you got all
[1:08:36] these numbers talking going on I'm
sixteen environmental advisory board
[1:08:44] appointments we have two openings just
wanted to let council know of the five
[1:08:50] applicants that we have to choose from I
got a call this morning from Joe fazzy
[1:08:55] and Joe said that it has been very
difficult for him since taking a new job
[1:09:02] to show up and that he is withdrawing
his name he does it with trepidation
[1:09:10] because he's enjoyed he enjoys doing it
but right now he needs he feels like he
[1:09:14] needs to take a step back because his
personal situation has changed and would
[1:09:19] certainly like to
be considered later on in the future
[1:09:23] when things change for him but I thanked
him first service and I appreciated him
[1:09:27] reaching out to me and letting me know
so that takes us down to four names we
[1:09:32] have two openings at this point any of
the nominees or I'm sorry we don't have
[1:09:39] nominees yet before we accept any
nominations the people who have applied
[1:09:45] Christina berry Michael Anderson
Michael Arminio and Jonathan Foley if
[1:09:51] any one of them would like to come and
address us in advance and tell us why
[1:09:56] you'd like to do this otherwise council
will continue to deliberate and make
[1:09:59] nominations are Annie here at this point
in time where we have like good evening
[1:10:12] board miss Robert Roberts my name is
Michael Anderson and I volunteered for
[1:10:19] the environmental advisory board a
little bit about myself I'm from Ocala
[1:10:23] Florida born and raised left there to
join the military the Navy for your vet
[1:10:29] go now the Navy went to the University
of Florida obtaining bachelor's in
[1:10:34] agricultural and environmental
engineering with a specialization and
[1:10:39] Water Resources Conservation got out of
college and got mine license as a civil
[1:10:47] engineer and worked very many projects
over my career since 2001 doing a lot of
[1:10:54] dris commercial development residential
development subdivisions and I
[1:11:02] volunteered for the Palm Coast planning
and land development regulation board in
[1:11:08] the mid-2000s while I was there I helped
them write and implement their first
[1:11:14] unified land development code and served
there until I moved away from Palm Coast
[1:11:19] I am a one of your former community
development engineers from 2012 to 2014
[1:11:30] Matt Jones and I
wrote the land development code for your
[1:11:36] flood plain compensating storage
requirements and we got that implemented
[1:11:41] by the board so and I'm also a licensed
contractor so I've seen a lot of
[1:11:48] development throughout my career from
both sides or from all three I say all
[1:11:54] three sides of the spectrum the design
the regulation side and the construction
[1:11:58] side I with my special specialization in
Water Resources I see that Port Orange
[1:12:07] is unique and they have a unique
resource here meaning the water
[1:12:12] resources they have I've taken a
particular interest in Spruce Creek I
[1:12:17] live down in River wood and experienced
pretty serious situations going through
[1:12:26] the railroad trestles in my boat you
have done some significant damage over
[1:12:30] the last month and a half or so I've
probably gotten a lot farther with
[1:12:36] trying to get to some sort of solution
to that project then certain public
[1:12:42] groups you know that are organized
trying to work on that project so I
[1:12:47] think with my qualifications and
experience and connections you know the
[1:12:55] marketing that you know the networking
I've done it throughout my career I
[1:12:58] would be an asset to Port Orange on the
environmental advisory board and you try
[1:13:05] to help do it what's right with
sustainable development well we have
[1:13:14] them up here no questions but thank you
for your service thank you appreciate it
[1:13:19] thank you thank you any other candidates
here for that position there being none
[1:13:26] ah he's hiding over in the corner
[1:13:33] tell sue yard why you think qualified
yeah mayor City Council say staff my
[1:13:38] name is Jonathan Foley and for those who
don't know I've lived in Port Orange for
[1:13:41] 23 years I've grown up alongside this
town and my interest in being on the EAB
[1:13:48] comes from wanting to see a little bit
of balance when it comes to measures I
[1:13:54] think it's important that we work
hand-in-hand to take care of our
[1:13:58] environment take care of what we've been
blessed with here in terms of our city
[1:14:02] while also making sure we don't overstep
when it comes to regulation that we put
[1:14:06] on businesses so I have concerns about
that and I would like to lend my voice
[1:14:11] and offer to volunteer to be a part of
this I'm kind of an active person I like
[1:14:18] to get out and I like to shake hands and
meet people I attended the EAB meeting
[1:14:22] recently about the Raintree situation
and I took it upon myself just as a
[1:14:28] citizen to meet a handful of residents
and kind of discuss it with them and
[1:14:33] that's my approach to anything I get
involved in like be active and I like to
[1:14:37] make sure that I'm actually going out
and meeting with the people who were
[1:14:40] affecting so I appreciate your
consideration and your time and I hope
[1:14:44] you'll consider me get everybody who's
present okay
[1:14:53] Azura I'm curious as to is there as to
why someone so some of the others are
[1:14:59] not here has there been an explanation
I'm just curious as to if anybody have
[1:15:04] been informed
[1:15:07] okay okay I just like to know that
sometimes you just don't know the answer
[1:15:12] to that because they're not here to give
you that answer no with that we have two
[1:15:19] positions council nominations are now
open we could nominate one at a time or
[1:15:25] two I'm gonna take all the nominations
that you have if you have one two three
[1:15:31] four well being I'll start out doesn't
matter being prison oh go ahead I like
[1:15:36] to mount them all at once and we have we
have two two people here for two
[1:15:41] positions for applicants total I'd like
to nominate John Donne Foley to serve
[1:15:48] for one of the positions second we have
a nomination for mr. Jonathan Foley okay
[1:15:54] I'll nominate Michael for the Bible
Michael Anderson Anderson for the second
[1:16:01] position second we have a motion second
are there any other nominations one one
[1:16:11] last call any other nominations
nominations are now closed we have two
[1:16:16] nominees for two positions so there is
no need for a paper ballot all in favor
[1:16:21] signify by saying it now you know what
let's do a vote voice vote on each one
[1:16:25] of them let's do a voice walk those
point both vote yay or nay on the
[1:16:32] appointment of mr. Michael Anderson the
city clerk could take over this yeah
[1:16:36] good work could call the roll before
before I really spoil this thing which
[1:16:44] one is this which one
Michael Anderson I'm going alphabetical
[1:16:48] yes yes yes yes yes five Oh
[1:17:00] and for the nomination of mr. Jonathan
Foley yes yes yes yes new doesn't matter
[1:17:15] wait till these people find out how much
the pay is for this lot of they are
[1:17:20] addition they already know next year
will double their pay appreciate that
[1:17:26] public hearing item 17 second reading of
ordinance number 2019 - 6 an ordinance
[1:17:36] hornist number 2019 - 6 is an ordinance
of the city of Port Orange Felicia
[1:17:41] County Florida mending the Code of
Ordinances chapter 54 article 6 relating
[1:17:45] to the 2003 general Employees Retirement
System amending the code sections 54 - 1
[1:17:50] 4 7 & 54 - 1 6 - providing for pension
participation and contributions pursuant
[1:17:55] to plan documents for each 401 a and 457
plan providing for codification
[1:18:02] providing for conflicting ordinances
providing for severability and providing
[1:18:05] for a second providing for an effective
date through the prove ordinance number
[1:18:11] 2 0 1 9 - 6 now second we have a motion
we have a second one anybody here care
[1:18:16] to speak to this there being none
council comments there being none call
[1:18:26] the roll please
yes yes yes yes yes five Oh
[1:18:38] that brings us to you know what and Dave
Leonhard said it'd take us half an hour
[1:18:42] to get to that what was he wrong second
reading more December 2019 - 14 that
[1:18:51] it's a second reading of the first
amendment to the catfish Commons plan
[1:18:54] commercial development master
development plan ordinance number 2019 -
[1:19:00] 14 is an ordinance of the city of Port
Arthur Lucien County Florida proving the
[1:19:04] first amendment of the master
development agreement for catfish
[1:19:06] Commons playing commercial development
and conceptual development plan for
[1:19:09] approximately plus or minus 1.5 3 acres
generally located at forty eighty-five
[1:19:14] Ridgewood Avenue and 4108 Halifax Drive
providing for conflicting ordinances
[1:19:19] severability and an effective date
motion to approve or December 2 0 1 9 -
[1:19:24] 14 now second you have a motion a second
item is on the floor second reading when
[1:19:30] anyone here care to speak to this come
on up Robert
[1:19:40] mayor councilmembers Robert Ryan Hagan
1425 text urban north text drive sorry
[1:19:51] you know I went back and reread the
exhibits and one thing that I still
[1:19:57] don't understand and which I did have
did not hear any comments on it the last
[1:20:01] time had to do with the conceptual
development plan in this exhibit one the
[1:20:09] first amendment
it replaces the exhibit B with a new
[1:20:14] exhibit B and I have copies of the
Exhibit B the original Exhibit B shows a
[1:20:22] future events lawn where they're
currently is a restaurant now the second
[1:20:31] one does not still shows the restaurant
does not show that the events lon so I
[1:20:38] don't know if they drop to that of the
thing out of the program or not because
[1:20:44] it's still when you read the words it
still talks about the event lawn and all
[1:20:50] the events such as the farmers markets
and the races and things that'll be done
[1:20:54] there so I think it needs to be
clarified whether the event lawn is
[1:20:58] still in or it has dropped out with the
the new exhibit the another thing that
[1:21:06] is of concern is the setback the the
building setbacks from the roadway a
[1:21:14] couple of them were reduced from 10 feet
to 5 feet and I heard no discussion
[1:21:19] about that and I'm sort of concerned you
know about the 5 feet it doesn't seem
[1:21:24] like very much setback and then the the
other thing of concern had to do with
[1:21:33] the floating dock again it's it it talks
about providing 35 spaces and then the
[1:21:42] amendment changes it down to 29 spaces
to be available for the floating dock no
[1:21:49] comments about why that was done or
whether you really want to do that and
[1:21:55] then the final thing of concern has to
do with the waiver of future city
[1:22:01] submittal fees I would strongly
recommend against that I just generally
[1:22:08] object to waivers of fees and this is a
CRA as far as I understand it's a
[1:22:16] redevelopment area so there should be
plenty of built-in incentives to get
[1:22:23] somebody to expand and to offer a fee
reduction to as an additional incentive
[1:22:31] I think is going overboard and if it's a
good idea to do it then it should be
[1:22:38] built into the CRA structure and not a
separate thing so my three minutes are
[1:22:44] up
thank you so much fairies Robert anyone
[1:22:48] else care to speak to this there being
none back to council questions Scott no
[1:22:56] drew no there's the second reading I'm
good chase okay no case call the roll
[1:23:05] yes yes yes yes okay
I was gonna make you sweat for just a
[1:23:16] second thank you good luck with it
that brings us to item 19 item 19 his
[1:23:33] second reading of ordinance number 2019
- 15 nor Ness of the city Port Orange
[1:23:38] Volusia County Florida mending the land
development code chapter 9 relating to
[1:23:41] updating requirements for the tree
survey and tree mitigation payment
[1:23:45] requirements providing for repeal of
conflicting ordinances providing for
[1:23:49] civility and provided for a second
providing for an effective date motion
[1:23:57] to approve ordinance number 2 0 1 9 - 15
I'll second we have a motion second
[1:24:06] there's a second reading generally
speaking there aren't a lot of comments
[1:24:10] on second reading but it because there
are a lot of people here that are
[1:24:16] interested in the subject Alan can we
have somebody just give a quick recap of
[1:24:20] what this is accomplishing see this is
how good we are I don't even have to ask
[1:24:25] good evening Penelope Cruz planning so
back in July of last year the
[1:24:31] environment very mental Advisory Board
had a series of recommendations for
[1:24:36] amendments they thought were needed to
the land development code chapter 9 in
[1:24:40] chapter 13 with regards to tree
preservation and landscaping those
[1:24:44] recommendations were bought before the
City Council in October and a workshop
[1:24:47] and staff was directed to move forward
with with the set of amendments so the
[1:24:53] amendments are being brought forward in
a series this is part two but back in
[1:24:57] February we finished part 1 which dealt
with some things and with landscaping on
[1:25:01] smaller Lots in Chapter 13 this is part
2 of the amendment this is chapter 9 of
[1:25:07] the land development code with regards
to tree preservation this part 2
[1:25:11] addresses basically two things tree
mitigation and tree surveys the first
[1:25:16] item basically just increases the amount
of mitigation that would be required it
[1:25:20] doesn't change the tree preservation
requirements but it does require more
[1:25:25] trees to be mitigated for so the code
we has a certain standard for how many
[1:25:31] trees are required to be saved on a
property when it's being developed that
[1:25:35] doesn't change but what it does do is it
it states now that you can still remove
[1:25:40] the same number of trees however you
have to mitigate for all of them whether
[1:25:44] that be through the mitigation bank or
through tree replacement so it's kind of
[1:25:49] like an encouragement to try to preserve
more existing trees rather than
[1:25:52] replanting the second piece of it is
with regards to tree surveys there was
[1:25:57] two standards in our code one for site
plans and one for subdivisions and it
[1:26:01] constantly caused confusion with the
development community because we
[1:26:03] wouldn't get the right survey for the
right application so it just it just
[1:26:07] clarified and simplified it and made it
one standard to be able to get the
[1:26:11] majority the more data than what one of
them was requiring so that we can
[1:26:14] capture all the data on trees and make
sure everything is properly mitigated so
[1:26:18] that's what that's what this amendment
is about I appreciate that I know from
[1:26:23] my part this is Tree City USA Arbor Day
Foundation 30 years running we know from
[1:26:33] a practical standpoint we can't save
every tree and that we're just being
[1:26:37] practical I also know that when people
have property rights for something
[1:26:41] that's been zoned that something is
going to be developed there based on the
[1:26:46] zoning and there's not much we can do
that that because people have property
[1:26:49] rights whether it be residential or
business and certainly there is zoning
[1:26:54] in place to make sure those are
developed accordingly but I think like
[1:26:59] to think being Tree City USA means is
that we have a higher standard towards
[1:27:04] encouraging as saving as many of those
trees as possible I like to think that
[1:27:11] part of the reason that Port Orange is a
special place is because sometimes we're
[1:27:16] pain to deal with but it's because we
have higher standards and we try to
[1:27:21] preserve as much as that for a community
as is possible
[1:27:23] I remember when Wawa
I called Wawa East came before us and we
[1:27:30] held firm on some of the requests they
had on historic trees on that property
[1:27:34] and they haven't still have a nice shade
canopy today with trees that in a lot of
[1:27:40] cities they would have been a
loud to remove them entirely - one that
[1:27:44] was a victim of the hurricane yeah well
that's nature yeah I can't control
[1:27:49] nature but I'd like to think that we do
the best we possibly can within the law
[1:27:55] to promote tree preservation and promote
a higher standard of living in the city
[1:28:01] port arch as with what makes sense you
know being anti everything doesn't make
[1:28:10] sense but we do want to strike a balance
community and that's not easy to do
[1:28:15] sometimes I struggle with it I admit but
this is one of those things that you do
[1:28:19] and I also wanted to thank the
environmental advisory board for taking
[1:28:24] on this issue this is not easy when we
have boards that serve this city
[1:28:30] those are volunteers hopefully we
appoint with certain expertise that we
[1:28:35] can rely on it's impossible for us up
here to have expertise in everything so
[1:28:40] we rely on our volunteer boards to give
us good feedback and they work very hard
[1:28:45] on this one to bring it forward and John
I just wanted to thank you and your
[1:28:49] board for the work that you've done here
before we go to the floor be any opening
[1:28:55] comments counsel I'll just just to give
a a different perspective I don't
[1:29:01] support this but you know I want to
explain you know why you know and that's
[1:29:07] what I love about this council we we can
all agree to disagree and it's always
[1:29:11] respected it's usually respectfully done
[Laughter]
[1:29:17] but I appreciate the intent behind this
behind this this ordinance but I you
[1:29:24] know one of my favorite quotes by a
freedman is one of the great mistakes is
[1:29:28] to judge a policy or program based on
the intent rather than the results and I
[1:29:34] think you know the it's measures like
these at times it I look at it as - as
[1:29:42] to why home rule is really under attack
by the state by that I mean the state
[1:29:47] passes a lot of laws that a lot of
legislation that preempts local
[1:29:52] localities from making decisions and I
think
[1:29:54] it's its measures like these the intent
is is is very noble it's valid and I
[1:30:01] appreciate it
where I get caught up is mandated and on
[1:30:05] the businesses in order to force forcing
them to contribute to the to to this
[1:30:11] bank that that's that's my my little
issue with it and I wrestled with it
[1:30:15] just as the mayor and many others though
do but that's just I wanted to put that
[1:30:22] out there the opposite perspective of
them Jack just kind of long the same
[1:30:28] lines of chase I think I think we have a
program in place now with a city that
[1:30:33] was why we are the tree city we have
good you know good policy on on
[1:30:38] preserving trees wherever possible I
don't really see this as much of saving
[1:30:45] trees those people are going to probably
remove those trees we're just going to
[1:30:49] do this but an initial burden on those
people wanting to improve the properties
[1:30:53] or or develop something so I just don't
see it getting the result they were
[1:30:59] hoping for other than maybe adding a
little bit of money to our coffers but
[1:31:02] not much so other than that I mean again
I appreciate all the environmental board
[1:31:10] does to come up with ideas and
suggestions and I think one of part of
[1:31:15] this is the survey trying to consolidate
those things to I think they did a good
[1:31:20] job in reviewing as there's a very good
vitality yeah
[1:31:24] so there's commend them for their work
on it but I kind of leaned the way
[1:31:31] chases
on this particular one thank you anyone
[1:31:36] out there want to speak to this issue
public it's a ball throughs our siding
[1:31:42] come on up all
[1:31:51] gentlemen Paul Rhoads our 607 powers
having it Port Orange Florida this thing
[1:32:00] about the trees we are we are tree
friendly and not to point out any
[1:32:15] gentleman of course not as we talk
because we can't agree to disagree I've
[1:32:27] seen a major lot not too far from me the
trees totally destroyed and come down
[1:32:39] and there seems to be a large wind
effect now that those trees are gone in
[1:32:50] my neighborhood these large trees have
an effect on our environment and we need
[1:33:00] to look really strongly and I'm glad
this young lady over here who I'm
[1:33:10] looking right at you from the water
department so glad that you took care of
[1:33:17] keeping that one big tree going and you
remember when I stated that in our
[1:33:23] meeting you cannot allow people to
[1:33:31] arbitrarily take these trees down and
[1:33:37] I'm disagreeing with you and disagreeing
with mr. Wiles on your last time you're
[1:33:43] up here maybe as of right now
it's just not right to arbitrarily take
[1:33:57] down large trees
I lost 22 on my lot a lot of more palm
[1:34:02] trees but also lost other trees and it
hurt me as I drug out the remains out to
[1:34:15] the road during the Hurricanes so what
I'm trying to say is please keep the
[1:34:27] restrictions in process that are in
process and please take care of our
[1:34:36] trees you have the birds in the trees
you have animals your raccoons and
[1:34:47] whatever that live inside a lot of the
big oak trees we have to maintain this
[1:34:53] thank you thank you Paul got it down to
a point else care to speak to this just
[1:35:04] a quick question of blame a sec okay
anyone else care to speak to this we'll
[1:35:10] make sure we come back okay I saw there
was no one just just a quick question
[1:35:19] from a legal standpoint this applies to
every current property that people
[1:35:24] already own it'll go into effect right
away from any any development that
[1:35:30] happens right now my question is you
know I know we have we have legal issues
[1:35:37] if we change a zoning on somebody's
property adding a new ordinance like
[1:35:41] this this wouldn't give us any any legal
issues going forward correct there's
[1:35:47] always a possibility of a legal contest
but I'm going to defer to penny to give
[1:35:51] you the full picture on this because
consequences and also knows this
[1:35:57] proposed ordinance you know you know
what I'm asking all right okay Penelope
[1:36:01] Cruz planning so this would apply to
non-residential development
[1:36:05] non-residential multifamily not
single-family homes and things any new
[1:36:10] development that would come in for
review at this point once this goes into
[1:36:14] effect if it's approved tonight so it's
not retroactive once something's already
[1:36:19] developed up and running you don't go
back and try to mitigate anything
[1:36:24] questions or comments anything else I
think the main thing is just to clarify
[1:36:29] we really aren't asking I don't think by
saying no to this for any less trees and
[1:36:36] what's required by the our tree city
ordinances now it's just that if there's
[1:36:42] any in the buffer that they want to take
out and still meet the requirement
[1:36:48] there's a dollar value for those trees
that would go into a tree bank so really
[1:36:54] there's only a monetary expense to the
developer if they wanted to take those
[1:36:58] trees out that's that's the only
difference here well we thought
[1:37:02] everybody understands it's not it and
and the monetary expense is enticing
[1:37:06] them to keep the trees in their
landscape buffer let's hope so yeah just
[1:37:12] to clarify mayor this this is not an
ordinance that allows for anybody to
[1:37:15] arbitrarily remove trees nor was the
previous order right and also I don't
[1:37:23] believe it's going to require a payment
they have an option of leaving the truck
[1:37:27] leaving the tree or placing tree's
elsewhere on the property and replant or
[1:37:31] but yet replanting or paying in so it's
not they're not being fined they're
[1:37:37] given an option good because right now
they could take the trees down and
[1:37:40] nothing would happen but with this
they'd be able that have they could
[1:37:45] still take the same amount of trees down
but it would require a payment or trees
[1:37:50] to be replanted elsewhere on the
property
[1:38:00] any other comments none call the roll
no yes yes no yes
[1:38:13] three two brings us the second reading
of ordinance number 2019 - 16 the fifth
[1:38:22] amendment of the west supports our
office Park BCD master development
[1:38:25] agreement which is an ordinance of the
city poured onto Volusia County Florida
[1:38:28] approving the fifth amendment to the
master development agreement for
[1:38:30] Westport storage and office part plan
commercial development BCD and
[1:38:34] conceptual development plan for
approximately plus or minus twelve point
[1:38:38] four three two acres generally located
at 1415 to fifteen eighty fifty eight
[1:38:43] eighty nine fifty eight ninety five and
fifty eight ninety eight Williamson
[1:38:47] Boulevard provided for conflicting
ordinances severability and an effective
[1:38:52] date listen to approve Horne was number
two zero one nine - sixteen second we
[1:38:58] have a motion to second second reading
comments questions counsel second anyone
[1:39:06] here care to speak to this item there
being none last bite of the Apple I see
[1:39:14] nobody call the roll yes yes yes yes yes
five Oh
[1:39:22] and at this point before we get into the
audit report from our audit or I'd like
[1:39:29] to declare a 10-minute recess and we
will we stand in excess for the next ten
[1:39:35] minutes
[1:39:44] you
[1:50:35] we're back the audit report 2018 capper
who are you sir good evening Zack shall
[1:50:48] for partner James Morin company yes we
are here to discuss the annual audit for
[1:50:53] the fiscal year ended September 30th
2018 first and foremost thank you to the
[1:50:58] council for the opportunity to continue
working with acidity always exciting to
[1:51:03] just be a part of the process our being
our hometown for myself pretty much the
[1:51:07] entire audit team and many members of
the firm that Gillikin manager on the
[1:51:12] audit back in the corner and also want
to yes and a large appreciation as well
[1:51:17] to city staff in the finance department
for all of their hard work obviously in
[1:51:22] an especially challenging year for them
given the circumstances going through
[1:51:27] the audit and closeout process Zac I was
under the impression you weren't going
[1:51:31] to be here and I was kind of looking
forward to we could go through it then
[1:51:41] we can have Doug do it - I'm gonna
shapers kind of emptied out so we might
[1:51:44] be able to get a few are you done yet
let's go so these are management's
[1:51:51] financial statements we do have five
reports that we issue as part of the
[1:51:54] audit the first report is our audit
report on the financials where we did
[1:51:58] issue an unmodified opinion that the
city's financial statements are fairly
[1:52:02] presented in all material respects this
is the best opinion that we can issue in
[1:52:07] performing your audit we also issued a
single audit report and performed a
[1:52:12] federal single audit basically taking a
more in-depth look at some of your
[1:52:16] federal grant expenditures based on the
city going over a threshold we have to
[1:52:21] perform this work when the city spends
more than $750,000 of either federal or
[1:52:27] state monies so you did exceed the
threshold on the federal grant side this
[1:52:31] year we also report on internal control
and compliance over financial reporting
[1:52:37] where if we come across any internal
control or compliance matters those
[1:52:40] would be reported here we did report one
significant deficiency related to
[1:52:45] year-end capital asset
close out adjustments really the
[1:52:49] highlight here is nothing from a
budgetary standpoint or really
[1:52:53] operational was not done properly it was
just some of the year-end
[1:52:56] reconciliations purely for the financial
statements again no that's a booking
[1:53:02] issue correct as relates to these
statements nothing in the budget are
[1:53:07] actually what was it did not have the
system on a day-to-day basis nothing
[1:53:10] missing
there's nothing unaccounted for it was
[1:53:13] accounted for in an incorrect category
basically is what you're saying correct
[1:53:18] and basically we had an adjustment to
true that up for purposes of the
[1:53:22] statements all right because when we say
significant and that deserves the
[1:53:30] scrutiny that you're getting right now I
want to want to make sure that we're
[1:53:34] talking about what we're talking about
here for sure we're not talking about
[1:53:38] malfeasance or misfeasance we're correct
where we have something missing we need
[1:53:42] to go hunting for it that's not the case
absolutely crack ass and just kind of
[1:53:46] for perspective there are two levels of
internal control deficiencies that could
[1:53:50] be reported a significant efficiency is
the lower level the more severe would be
[1:53:55] called a material weakness and that even
isn't necessarily that something bad or
[1:54:00] there was any malfeasance even that
scenario would just be there would be
[1:54:03] conditions that present a much greater
risk of any such situation happening
[1:54:09] significant deficiency is a much lower
threshold in terms of ultimately was
[1:54:13] just because we had the audit adjustment
as part of those either and
[1:54:17] reconciliations the fourth report is a
management letter required by the
[1:54:23] Auditor General this addresses a series
of other items first and foremost
[1:54:29] there's a financial condition element to
this where we have to look at the city's
[1:54:33] financial condition benchmark you all
against other similar cities based on a
[1:54:37] state generated template if there were
any issues here we would have to report
[1:54:42] those the word no such issues we also
report any other recommendations
[1:54:47] observations or comments here not
deficiencies just kind of thoughts of
[1:54:51] hey here's something to consider we did
have one other recommendation in there
[1:54:56] really
two time cards and also we have to
[1:55:00] follow up on any prior year comments or
recommendation so that's always you know
[1:55:06] very notable in terms of okay what
actions have been taken to follow up on
[1:55:10] anything that we brought to your
attention last year we did have three
[1:55:14] comments in the prior year all of those
were taken care of are corrected this
[1:55:18] year and then our final report is an
examination report again required by the
[1:55:22] state are we have to look at the city's
compliance with state statutes over
[1:55:27] investments and investment policies and
in this report we did say that the city
[1:55:31] was in compliance with those specified
statutes other separatists there was
[1:55:38] some discussion of the pension plans I
we do audit the police and the general
[1:55:41] plans we also perform some more detailed
testing on a separate audit related to
[1:55:46] the golf course management agreement
just to highlight those we had no
[1:55:50] comments or deficiencies to report in
those separate audits this year to look
[1:55:57] at the numbers a little bit we've got
here the general fund broken out for the
[1:56:01] three past years again primarily the
general fund is the primary operating
[1:56:06] fund of the city while there are other
funds the other funds generally have
[1:56:10] very specific restricted monies going
into those funds or otherwise designated
[1:56:15] for a very specific purpose as the
general operating fund of the city your
[1:56:20] fund balance or really your reserves or
retained earnings as the private sector
[1:56:23] terminology is broken down into a few
different categories non spendable
[1:56:29] monies those are those where you've
already spent the cash on prepaids or
[1:56:33] inventory so you can't go use that money
for a different purpose restricted
[1:56:37] monies those are where the external
source of those monies restricts them to
[1:56:42] be used for a very specific specific
purpose you can't go use those for
[1:56:47] whatever you want or change the intended
use of those monies committed there were
[1:56:53] no committed revenues or fund balance in
the general fund as of this year that
[1:56:58] would be kind of an internal restriction
so for instance the the tree ordinance
[1:57:03] that you all just discussed any revenues
and net revenues from that
[1:57:09] those fees those would qualify as
committed in future years if there was a
[1:57:13] residual balance but there were none in
the general fund this year and then the
[1:57:17] aside I'm assigned a bucket those are
kind of your unrestricted monies within
[1:57:21] those to the assigned is effectively
saying it's earmarked so those two are
[1:57:26] kind of what we look at and combined we
say okay what is available in
[1:57:30] unrestricted resources as of the end of
the fiscal year and you can see on this
[1:57:34] trend there's been a decrease the past
three years both in total and if you
[1:57:39] combine there's a sign unassigned
buckets the main reason for that relates
[1:57:44] back to the Hurricanes
all of your hurricane irma expenditures
[1:57:48] that took place in fiscal year 17 and 18
those have obviously been reflected that
[1:57:53] cash was expended but due to the the
timing of those grant agreements in the
[1:57:57] process I was getting those
reimbursements none of the revenue or
[1:58:02] expected reimbursements has been
recorded yet so hopefully some of that
[1:58:05] deficit or kind of not deficit but
decrease the last couple years should be
[1:58:10] made up and once those reimbursements
are ultimately settled I had I was
[1:58:15] saving a question for the end but I'm as
we'll ask it now since you addressed
[1:58:19] that with the Hurricanes our reserves
are those cash reserves or are we
[1:58:26] sitting on an Accounts Payable I'm sorry
two accounts receivable
[1:58:30] where we're still waiting on hurricane
money so our reserves are they all cash
[1:58:34] mostly cash yes I mean there's some
small timing differences just normal
[1:58:38] receivables and payables but not any
significant amount of the amount
[1:58:42] reflected here as in receivable form
basically what I'm asking is are our
[1:58:48] reserves actual liquid cash or are we
still sitting on a piece of paper that
[1:58:54] says the federal government owes us
money for sure there was a little bit
[1:58:57] odd most of it is cash to kind of put
into perspective this year you have
[1:59:02] about thirteen and a half million in
cash relative to the 16 point two so
[1:59:08] it's a little bit short most of that
there's some amounts that were just due
[1:59:11] from others last year though yeah but
there is some that was due from other
[1:59:15] funds and also just normal receivables
in terms of sales taxes on other state
[1:59:20] revenues that take a cup
all months to get in versus when they
[1:59:23] were earned okay so looking at the fund
balance and again looking at your
[1:59:31] assigned plus your unassigned fund
balance relative to your annual budget
[1:59:36] there's a recommendation out there from
the the GFO a which is the government
[1:59:40] finance Officers Association and they're
the ones who issue the certificate of
[1:59:45] achievement for excellence in financial
reporting which the city did receive on
[1:59:48] the 2017 Kafur and the GF Way recommends
that looking at your sign plus your
[1:59:53] unassigned general fund balance that you
have a bare minimum of two months and
[1:59:57] reserves relative to your operating
budget two months about 17% a number of
[2:00:03] years back the council did set an
internal policy or a target of thirty to
[2:00:08] thirty five percent under this
measurement as at the end of the year
[2:00:11] you're about thirty nine percent so
pretty much right in line with that
[2:00:15] target again whenever we look at this
recommendation we always emphasize this
[2:00:20] is a bare minimum recommendation when
you factor in being a more or less
[2:00:24] coastal community where we've seen
hurricanes it doesn't take much to have
[2:00:29] to yeah one storm and you've got to find
the cash suggests we when we when we
[2:00:33] know we've had neighboring cities in our
county that had to borrow money
[2:00:36] absolutely okay yeah looking at some of
your other funds on that your business
[2:00:43] type funds so water and sewer solid way
stormwater in the golf course what we
[2:00:48] look at here is your unrestricted in
that position very much a similar
[2:00:51] measurement as we had for your general
fund in kind of look at this to look at
[2:00:55] the trends and see if there's any major
negative trends or anything potentially
[2:01:00] indicative of a Fe that's not being
charged at a high enough level or
[2:01:04] anything like that where a fund is
struggling all of your water and sewer
[2:01:09] solid waste stormwater all either flat
or trending in an upward direction the
[2:01:14] notable changes in 2018 from 2017 is the
golf course deficit was cut about in
[2:01:20] half and your internal service funds
reduced by about two million dollars
[2:01:24] this was primarily due to the
forgiveness of the loan from the loan
[2:01:29] pool fund to the golf course fund that
was approved by the council early in the
[2:01:33] fiscal year to talk a little bit more
about pensions of course you heard
[2:01:39] earlier on the general plan some of the
highlights there this is year four year
[2:01:44] five I believe that we have been
recording the unfunded pension
[2:01:49] liabilities those show up on your
financial statements the bulk of that
[2:01:53] shows up in the governmental activities
column and looking at the very first
[2:01:57] statement in the kafir'
but this thirty four million dollar
[2:02:01] liability about thirty two million shows
up I led to all of police all of fire
[2:02:06] much of the general employees plan
ultimately their general fund employees
[2:02:10] so it shows up as a governmental
activities obligation there was about
[2:02:14] two million dollars of your general
employees plan that gets allocated to
[2:02:18] your proprietary funds primarily the
water and sewer fund and does show up
[2:02:22] there a couple of different trends just
to look at all of your plans moving in
[2:02:28] the right direction the last couple
years both in terms of that unfunded
[2:02:32] liability coming down from about forty
million to thirty four million as well
[2:02:36] as your funded percentages increasing
from about five to eight or nine percent
[2:02:42] across the board for all three plans
these are all of course a market value
[2:02:47] measurement that gets recorded in these
financial statements so it's a little
[2:02:51] bit different than what's used for
funding purposes when they smooth some
[2:02:54] of the investment returns to not take
all of the hit in one year where for
[2:02:59] financial reporting if there was a
really good year really bad year that
[2:03:02] will all be reflected at that point in
time I know there was some talk about
[2:03:07] the discount rates where Generals come
down and of both the police and fire
[2:03:11] plans have been working to trend those
numbers down as well just because the
[2:03:16] the lower the discount rate ultimately
there isn't more of a contribution now
[2:03:19] but it reduces the risk and exposure of
any liability being pushed into the
[2:03:25] future of those investment returns that
are being projected are not hit that
[2:03:31] really covers the highlights of what I
have so if there's any other questions
[2:03:35] more than glad
to answer them and thanks again for the
[2:03:37] time so all the times that I interrupted
you it doesn't preclude me from ants
[2:03:42] asking that so be careful all right
let's start with Scott this is this is
[2:03:49] exactly what we have an audit and and I
appreciate the work that goes into it
[2:03:53] not only with your team but the the city
staff and this provides a great deal of
[2:03:59] confidence and comfort every year
knowing that we have this process and we
[2:04:03] have this opportunity to double the
triple check things and to to make sure
[2:04:07] that if there's clerical adjustments
that need to be made or bookkeeping
[2:04:12] records that need to be tightened up or
anything like that at all this is the
[2:04:16] process and it's it's a good it's a good
feeling it almost would be somewhat all
[2:04:22] it would be great was a little bit less
confident if you came back and said we
[2:04:27] don't see anything so I appreciate the
work that goes into it I appreciate the
[2:04:34] city finance department for sure and all
the work they put in it is a is a mantra
[2:04:39] tough job running the finance of a
municipality of this size and it's I'm
[2:04:44] sure it's quite the task to audit one as
well but it's it's a great deal of
[2:04:48] comfort and competence to have an audit
like this every year that's so so
[2:04:54] intense and it covers a lot of the
things that we need to be able to have
[2:04:57] that confidence and so I appreciate the
job with it and we obviously met and I
[2:05:02] went through some of the details as well
so I appreciate the time you guys made
[2:05:06] to do that with me
[2:05:09] yeah I'd agree there is a level of
comfort when you know we have that
[2:05:13] exterior set of eyes you know looking at
us and reviewing it every year and and
[2:05:18] doing things in depth also like to point
out that the 145 some odd page Cafer
[2:05:27] anybody that would like to review it it
is available online for your reading
[2:05:31] pleasure and we got hosted already did
we get it posted down is it on the
[2:05:36] finance page yet I can check in a couple
minutes
[2:05:40] yeah if not I mean last year's was but
this one as soon as that we approve I
[2:05:44] mean it'll be on everybody posted yeah
yeah they're they're available for
[2:05:48] anybody that wants to see it so I you
know it's tough for somebody to sit out
[2:05:53] here and and glance at that and they're
overwhelmed but if you wanted to spend
[2:05:57] more time on it hours and hours it's
available for you to do that but yeah
[2:06:04] the the the news is is good we're in a
good position financially we still are
[2:06:12] owed some money from the government I
get that but if you know God forbid
[2:06:17] another hurricane or something major
happens we can take care of ourselves
[2:06:20] without having to borrow money from
somebody to do that and have to you know
[2:06:24] go through that red tape and then pay
that money back so I you know our
[2:06:29] financial picture is good and you know
things are things are things are going
[2:06:33] well Jason I have no comments I
appreciate the work you guys put in I
[2:06:40] appreciate you spending time the other
day you guys do a great job yeah it's in
[2:06:45] preparation for a workshop and we may
have later I'd asked the question about
[2:06:49] administrative fees do other cities seem
to do that in-house most comparably the
[2:06:56] I mean well how are cities in your size
Ormond Beach DeLand kind of being two
[2:07:01] that are similar they have an internal
bit kind of the HR department they have
[2:07:07] really a pension administrator that
handles a lot of content just overall
[2:07:11] administrative oversight of the
plans okay the other question I briefly
[2:07:16] touched on was unfunded liabilities a
person you know like bonding that you
[2:07:20] see any you see savings and doing that
again it's one that you would have to
[2:07:26] run the number so I'm just kind of a gut
feel so to speak we haven't seen much in
[2:07:30] terms of that being the road anyone has
gone down I know the City of
[2:07:36] Jacksonville either did something or it
looked at it but they had a major crisis
[2:07:40] with their plans where 40% or something
funded so nice reductions on this one so
[2:07:45] it looks like it's you know we'll manage
to yeah I mean we're making progress
[2:07:48] each and every year
yeah and ultimately that there's so many
[2:07:51] moving pieces that really the key is
that you've got
[2:07:54] I think the reasonably some attainable
assumptions in place and making the
[2:07:59] required contributions there's been some
years as well I know this year for
[2:08:03] instance the police plan there was an
extra 60 or 90 thousand dollars
[2:08:07] contributed there basically but the
estimates based on a percent of pay or a
[2:08:12] little bit different so some of the
excess that had been paid and versus
[2:08:15] what the requirement was that was kept
in the plan to kind of help pre-fund it
[2:08:20] to a degree and get some extra money in
there so there have been some steps
[2:08:23] taken over the years to add a bare
minimum fund what's required but
[2:08:28] sometimes also keep a little bit of
extra money the plan if it worked out
[2:08:32] that more cash had been put in then was
ultimately required okay very good thank
[2:08:36] you appreciate it
before you leave could dr. Scott come up
[2:08:42] for just a second please
you got a very important question for
[2:08:45] him and as he's coming up just as a
point usually I don't think city of most
[2:08:51] cities will post this kind of stuff
until it's approved and reviewed by the
[2:08:53] council so it's not on the it's not on
the site yet but I don't know Jay I
[2:08:58] think we're waiting on Jake's signature
for the front letter that will go into
[2:09:02] the final draft he's out of town so if
we don't if we don't get him to sign it
[2:09:06] soon we'll put up a draft and then once
that's in there won't put up the fine
[2:09:09] choice yeah well the most up-to-date one
I mean last year's is on there that's
[2:09:12] the current one we have to go by until
this one gets posted but it is we should
[2:09:16] there is no document there yeah most
current information possible as quickly
[2:09:20] as well the question I have for you sir
is as our finance director
[2:09:25] you comfortable with the results of this
audit and you're able to implement
[2:09:28] whatever changes are necessary I am sir
and I appreciate the work from James
[2:09:34] Moore they've been very helpful in us
getting through some difficult times and
[2:09:37] their advice and counsel is very helpful
and I would trust that if there are
[2:09:41] issues you would let us know so that we
depend on this guy accordingly because
[2:09:45] we can do that right all right thank you
thank you you were summarily dismissed
[2:10:01] digital Adams item 22 City Attorney
report item 23 city manager we've got
[2:10:10] the substitute teacher down in the end
what do you got for Salem Council just
[2:10:13] one or two quick things just wanted to
remind Council that we do have a shade
[2:10:17] meeting next Tuesday April 23rd at 5:00
p.m.
[2:10:21] thanks for it's on your calendar yeah
that's where we usually yeah okay I'm
[2:10:28] sorry and the workshop on the 23rd on
the 23rd yep right after that and you
[2:10:35] kind of beat me to the punch mayor as
everyone knows we've been going through
[2:10:40] a big project over the last couple of
years we've really were amped up
[2:10:42] recently which is the new financial HR
system it's a really heavy lift for the
[2:10:46] finance department dr. Scott Neil's has
had no easy task of coming in in the
[2:10:51] middle of budget audit ERP we just keep
throwing stuff at him until he falls
[2:10:56] down you haven't fallen down yet so now
we're gonna keep on throwing things his
[2:10:59] way but I do want to also just pick him
up but I do also want to provide my
[2:11:05] thanks from the Dyess for the hard work
the men and women in the finance
[2:11:10] department pushing through getting the
audit on their daily jobs as well as a
[2:11:15] double job on top of that working on the
ERP I hear great things from our project
[2:11:19] manager each day and also from people
that are working with to help us
[2:11:23] implement the system so thank you very
much city council committee reports
[2:11:29] arthouse we currently have nobody on
that until we have an elected position
[2:11:34] for a step shelter mr. chase no update
just
[2:11:38] thing since last correct when we read
was that on the next agenda we're gonna
[2:11:43] discuss the use of funds
we'd request that be put on the agenda I
[2:11:49] think that was from okay you used the
original funds for operating versus
[2:11:56] capital I should remove the restriction
thrilled to allow them to do what they
[2:12:01] need to do we can add that to do stop
time to add it to the next one or no
[2:12:11] well we have to take council action so
and it's I don't think it's a long
[2:12:15] discussion we could get that on the May
7th agenda appreciate it there's time
[2:12:27] what aren't South Daytona Chamber of
Commerce this Thursday is the I have to
[2:12:35] admit there are some good things that
happen outside of Port Orange and the
[2:12:39] Daytona Tortugas is one of them they are
out of town but they will be hosting the
[2:12:44] after-hours for the port iron South
Daytona Chamber this Thursday from 5:00
[2:12:49] to 7:00 I believe in the picnic porch at
City at City Island at Jackie Robinson
[2:12:55] ballpark so anybody can make that that's
always lorries event there's no game
[2:13:01] this Thursday ok ok so there's no
Thirsty Thursday to compete against or
[2:13:04] anything like that and roundtable of
elected officials I believe it reported
[2:13:11] that we met we got an update on the
upcoming election for the half cent
[2:13:17] sales tax beginning via mail May first
and of course the big presentation from
[2:13:24] the county on growth management growth
management is going to be a very hot
[2:13:29] topic moving forward and we were
reviewed of the it was reviewed with us
[2:13:35] the work that was done in the last
iteration about 15 years ago or so and
[2:13:41] we're gonna continue to talk amongst the
mayor's about what we can do to improve
[2:13:46] that as we move forward and modernize
that
[2:13:50] I have to do this jack this made us our
last council meeting yes might not be
[2:13:57] right we do have a workshop next week in
which case you may have cast your last
[2:14:03] vote
you might not have we don't know but
[2:14:06] well we will know for sure is April 30th
which is two weeks from today is
[2:14:11] Election Day in the City Board Orange I
want to remind everybody to get out and
[2:14:16] vote polling places will be open if you
a lot of people who vote by mail have
[2:14:21] already received balance there are five
good candidates to choose from make your
[2:14:26] choice wisely and if one of those
candidates emerges from that race on
[2:14:32] April 30th with 50% plus one May 7th
will have a swearing-in ceremony if they
[2:14:39] don't the top two vote Gator top two
vote getters did you say Gators and one
[2:14:50] son who's a gator and I have another
he's gonna be a knight see this is how
[2:14:55] we get off target if I may have a runoff
it will occur ten weeks later in June
[2:15:00] between the top two vote-getters so I
would encourage everybody to mark it on
[2:15:06] your calendars to get out and vote two
weeks from today Jack if this is your
[2:15:13] last meeting thank you very much for
stepping up appreciate you sitting there
[2:15:17] really do Thank You mayor just on that
note of the election just real quick I
[2:15:22] know what is it
Park there's two there's two precincts
[2:15:32] that why is it jumping out of my head
right off Nova Park would those I don't
[2:15:38] believe those are viable precincts
anymore what I'm sorry
[2:15:47] okay yes very good yeah it's all been on
things her supervisor of elections for a
[2:15:54] very it was supposed to be a an off year
for her she's been plenty busy has been
[2:16:00] quite busy and lastly I wanted to thank
everybody who did the hard work on
[2:16:06] Yorktown Boulevard to get that sidewalk
redone and regraded I heard from
[2:16:12] somebody after a large heavy rain whose
kid did not have to walk to school
[2:16:16] either in the road or in the water they
were actually able to use the sidewalk
[2:16:21] in there absolutely elated so thanks a
lot for that with that nothing else
[2:16:27] comes in for us this evening have a good
night
[2:16:38] you