Commission Budget Workshop Minutes

1. Discussion of Future Facility Needs (Town Manager)

This item was saved for discussion after the other items on this agenda.

Town Manager Kris Kollgaard stated that expansion of the Town Hall facilities may be needed since staff from several departments are split and are separated in the building. She stated an example is the Finance Department is located downstairs, although the Finance Director is over Utility Customer Services, which is upstairs. The I.T. Director is currently in the Clerk’s Office, and two I.T. staff are in the hallway by the Commission Chambers. And the Growth Management Department is outgrowing their space.

Ms. Kollgaard reviewed the drawing done years ago by Neel-Schaffer during construction of this building which showed ideas for future needs expansion. It shows a 10,000 square foot building proposed to be constructed to the north side of Town Hall building, between Town Hall and the Texas Roadhouse site. Ms. Kollgaard stated that if this building was constructed and connected to Town Hall by a covered walkway, Growth Management could move in there, and there may be room in the expansion for additional storage, perhaps for the Police Department. I.T. could move downstairs where Finance is currently housed as the server room is located in those offices. Finance and Utility Customer Service could move to where Growth Management is currently housed, and Human Resources could stay in the area where they are now located and have more privacy with Utility Customer Service moved to another area.

Commissioner Hannan suggested that Town Hall should expand more than 10,000 square feet. He was in favor of the using as much available space as possible.

Ms. Kollgaard stated the Town is currently in a good position financially to do an expansion of this nature. She stated the Police Department will probably need to be expanded further in the future. She stated staff will meet with the engineers and come up with an updated design to be approved.

Commissioner Kussard stated she would be against the Police Department using the new area for storage, although she agreed an expansion is needed. She stated she would be against borrowing money or increasing taxes for this.

Commissioner Vincent commented that he is in favor of this as long as the citizens’ availability to services is taken into consideration. He also discussed availability of meeting rooms.

Commissioner Holden stated the cost of building goes up three to five percent a year. He stated it would be worth borrowing money for a construction loan if the Town could borrow money at three percent interest.

Ms. Kollgaard noted that the one-cent sales tax was renewed, and that revenue will be coming in for the next 15 years. That revenue could be used to guarantee payment if a construction loan is taken out.

Mayor Richards arrived at this point.

After review of the items discussed prior to the Mayor’s arrival and more discussion regarding this item, the Commissioners were in favor of moving forward with looking at expansion of the Town Hall facility.

2. Discussion of Groomed Facial Hair Agreement for Police Officers (Town Manager)

Town Manager Kris Kollgaard stated some of the police officers have approached the Police Chief and requested to be allowed to have a neatly groomed beard or goatee; no more than a quarter inch in length. Chief Tempesta has drafted an agreement for the participating officers to sign. Ms. Kollgaard stated the Chief would like to give it a six-month trial and she concurs. She stated the agreement includes that if any officer does not maintain the neatly groomed appearance, the privilege will be either be revoked for that officer or the program will be suspended for the entire department.

After discussion, it was the consensus of the Commissioners to allow a six-month trial period for groomed facial hair for police officers.

3. Discussion Regarding Political Signs (Commissioner Holden)

Commissioner Holden stated that he would like to shorten the 30-day time period allowing political signs to remain after the election. He stated they are already allowed to put the signs up 30 days in advance of the election.

Town Manager Kris Kollgaard stated candidates have 30 days to remove the signs after the election or from the time a candidate withdraws or is eliminated according to the Florida Statutes . She stated she will check with the Town Attorney to see if the period can be shortened by Town ordinance. She noted that if signs are in the right-of-way, Code Enforcement staff can remove those signs at any time. Ms. Kollgaard stated the signs pulled by staff are stored for a time behind Public Works.

Commissioner Holden stated he would like the signs to be removed within two weeks of the election or withdrawal or elimination of the candidate.

Commissioner Kussard agreed that two weeks is a fair time frame.

After discussion, the Commissioners were in agreement that the Town Manager would check with the Town Attorney regarding this issue.

4. Open Discussion

Town Manager Kris Kollgaard stated the Town does a little something for the employees each year; it was tote bags last year. This year, the Town Manager’s assistant came up with the idea of portable fold-up chairs with the Town of Lady Lake logo printed on the back. She stated there are funds available in the Human Resources budget that were left over from the Bright Ideas program.

After discussion, the Commissioners were in agreement with using the available funds from the Human Resources budget to purchase portable fold-up chairs for employees.

Commissioner Kussard mentioned that new chairs are needed for the Commission Chambers as the arms are peeling on many of the chairs.