Commission Meeting Minutes

Minutes of the February 20, 2019 6 p.m.
Commission Meeting

The regular meeting of the Lady Lake Town Commission was held in the Commission Chambers at Lady Lake Town Hall, 409 Fennell Blvd., Lady Lake, Florida with Mayor Jim Richards presiding. The meeting convened at 6 p.m.


Citizens are encouraged to participate in the Town of Lady Lake meetings. Citizen groups are asked to name a spokesperson. Speakers will be limited to three minutes. Additional time may be granted at the Mayor’s discretion. Upon being recognized by the Mayor, please approach the dais, state your name and address, and speak into the microphone. The order of agenda items may be changed if deemed appropriate by the Town Commission. Please be respectful of others and put your cell phone on silent mode.

A. Call to Order

Mayor Jim Richards

B. Invocation

By Father Ed Waters of St. Timothy Catholic Church

C. Pledge of Allegiance

D. Roll Call

Commissioner (Ward) Present
Hannan (Four) YES
Kussard (One) YES
Holden (Two) YES
Vincent (Three) NO
Richards (Five) YES

Staff Present

Kris Kollgaard, Town Manager; Attorney Sasha Garcia; C.T. Eagle, Public Works Director; Interim Chief Captain Robert Tempesta, and Captain Jason Brough, Police Department; Pam Winegardner, Finance Director; Wendy Then, Senior Planner; Maureen Gochee, Human Resource Director; and Nancy Slaton, Deputy Town Clerk

E. Public Comment

Mayor Richards asked if anyone had any comments. There were no comments.

F. Presentation

By Band of Brothers to the Town of Lady Lake Regarding the Vietnam Memorial Traveling Wall (Command Sergeant Major Bob Sullivan and Mayor Richards)

Mayor Richards announced that the Band of Brothers was unable to attend this evening.

Mayor Richards asked if the Commissioners had any comments regarding the Consent items.

Commissioner Holden requested that Item G-1, the minutes of the February 4, 2019 Special Commission meeting, be pulled for discussion.

1. Minutes — February 4, 2019 —1 p.m. Special Commission Meeting

   — February 4, 2019 — 6 p.m. Special Commission Meeting

2. Consideration of Approval to Host the Annual Tree Raffle Utilizing Donated Tree and Beautification Funds (Mike Burske)

3. Consideration of Approval for the Lady Lake Historical Society to Host their Spring Rummage Sale on March 9, 2019 at the Log Cabin Park (Mike Burske)

Commissioner Kussard made a motion to approve Consent Items G-2 and G-3. Commissioner Holden seconded the motion. The motion passed by a vote of 4-0.

Commissioner Holden requested several revisions be made to the minutes of the 1 p.m. Special Commission meeting on February 4, 2019.

Mayor Richards asked that Commissioner Holden comment on the areas he found to be incorrect.

Commissioner Holden stated he disagreed with many items in the minutes. He mentioned that some of his comments were reported incorrectly, such as the mention of equipment repair. He stated he did not say he expected our Town Manager to do better than any other manager. Other items he brought up were comments noted in the minutes made by other Commissioners and the Town Manager and they were discussed. Commissioner Holden stated some items should be omitted if they are not pertinent. He noted that he was the one that requested a February workshop be held.

Commissioner Kussard confirmed that one item Commissioner Holden brought up concerning not micro-managing the Town Manager was something she did, in fact, state.

Commissioner Hannan stated that according to Roberts Rules, meeting minutes do not have to be reported in its entirety, so there is a lot of leeway.

Mayor Richards agreed, although he stated they should at least correctly reflect what was stated. He stated that if something is reported correctly, it should stay in the minutes.

The Deputy Town Clerk stated she will re-listen to the audio for that meeting and will make any necessary corrections.

Mayor Richards and the Town Manager stated these minutes will be brought back for review and approval by the Commissioners at the next meeting.

H. Old Business

No old business.

I. New Business

4. Consideration of a Proposal to Prepare a Planning Technical Assistance Grant Application for submittal to the Florida Department of Economic Opportunity (DEO) for the Town of Lady Lake by LTG, Incorporated (Wendy Then)

Senior Planner Wendy Then presented the background summary for this agenda item (on file in the Clerk’s Office). She noted that staff recommends approval of Option 1 to allow LTG, Incorporated to prepare the grant as this cost should be much lower than if the Town went through the RFP process.

Mayor Richards asked if anyone had any questions or comments.

Commissioner Kussard clarified that this Evaluation and Appraisal Report (EAR) is a mandatory report. She noted that the preparation of this report cost the Town $25,000 back in 2011. She asked if it is possible that this grant would cover the total cost of completing this report.

Ms. Then replied that this is what staff is hoping for. She stated the range for preparing this report due to the scope of work laid out could range anywhere between $25,000 and $40,000.

Commissioner Kussard stated that LTG was the firm that prepared the report last time and they are familiar with the Town’s operations. She stated it would make sense to go with them and save the Town $3,500.

Ms. Then noted that Matthew West was the Town’s consultant previously with Florida Engineering and he has since changed companies and works for LTG, Incorporated out of Ormond Beach.

Mayor Richards stated it looks as if this firm’s rates are comparable to what his firm charges. He stated they should have a good idea of the cost of completing the EAR. He stated he would have like for this to be listed in the documents since it is going to be part of the grant application.

Ms. Then replied that staff is still waiting on information, although she believed the amount of $35,000 was mentioned. She stated the scope of work is being refined due to state mandates and requirements that need to be incorporated within the Town’s Comprehensive Plan.

Ms. Kollgaard stated that they had estimated the preparation of this report to cost between $30,000 and $35,000.

Ms. Then stated that if the Town is awarded the grant, staff will bring the details back to the Commission. She stated it is clearly stated in the documents that both the client and the Town must agree to any additional services or changes made.

Commissioner Kussard made a motion to approve Option 1 of the proposal for LTG Incorporated to prepare free of charge an application for a Planning Technical Assistance Grant for submittal to the Florida Department of Economic Opportunity (DEO) for the Town of Lady Lake; with the understanding that the Town would be obligated to utilize LTG, Incorporated for the Evaluation and Appraisal of the Comprehensive Plan should the grant be awarded to the Town. Commissioner Hannan seconded the motion. The motion passed by a vote of 4-0.

J. Town Attorney's Report

Attorney Sasha Garcia of Bowen and Schroth wished everyone a Happy New Year since she had not seen the Commissioners since the start of the new year. There was no report this evening.

K. Town Manager's Report

Mayor Richards stated the appointments to the Boards were pulled so that they could all vote together when Commissioner Vincent is present.

5. Consideration of Three Appointments or Reappointments to the Planning and Zoning Board (Kris Kollgaard)

This item was postponed to the March 4th, 2019 Commission meeting.

6. Consideration of Three Appointments/Reappointments to the Parks, Recreation and Tree Advisory Board (Kris Kollgaard)

This item was postponed to the March 4th, 2019 Commission meeting.

L. Mayor and Commissioner's Report

Mayor Richards asked if there were any comments. There were no comments.

M. Public Comment

Mayor Richards asked if there were any comments from the audience. There were no comments.

N. Adjourn

There being no further business, the meeting was adjourned at 6:21 p.m.

s/ Kristen Kollgaard, Town Clerk

s/ Jim Richards, Mayor

Note: The original signed documents are on file at the Town Clerk's office. Copies are available upon request.

Minutes transcribed by Carol Osborne, Staff Assistant to the Town Clerk