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Home My WebLink About02-06-01 Minutes SS MINUTES OF THE OCOEE CITY COMMISSION SPECIAL SESSION HELD FEBRUARY 6, 2001 CALL TO ORDER ROLL CALL AND DETERMINATION OF A QUORUM Mayor Vandergrift called the special session to order at 6:30 p.m. in the Commission Chambers located at 150 N. Lakeshore Drive. The roll was called and a quorum declared present. PRESENT: Mayor Vandergrift, Commissioners Anderson, Howell (arrived at 6:35), Johnson (arrived at 7: 15), and Commissioner Parker. Also present were Acting City Manager Gleason, City Attorney Rosenthal (arrived at 6:45), City Clerk Grafton, and Community Relations/Projects Director Shira. DISCUSSIONS: ADDRESS TRAVEL POLICY (Ordinance No. 2000-24 continued from November 21, 2000, and January 4, 2001) Mayor Vandergrift stated he did not want the travel policy to be a part of an ordinance. Commissioner Anderson. seconded by Commissioner Parker. moved to direct the City Attorney to prepare whatever is necessary to remove the elected officials from the travel policy established in Ordinance No. 93-20 and create a Travel Policy. Motion carried 4-0. Commissioner Johnson was not present. Commissioner Parker said she would like to see the policy establish a set number of meetings each month they are required to attend and they could then turn in all mileage to meetings over that figure. Discussion ensued about a stipend versus mileage, and the tax implications. Without objection, Acting City Manager Gleason was directed to review Mayor Vandergrift's records and check with other cities regarding their policies and report back. Regarding the existing policy which allows for one telephone call per day when out of town, Commissioner Anderson said he felt $10.00 per day would be more realistic as they were businessmen with business to conduct. Commissioner Howell said he has a problem with the charges on his cell phone, as the incoming calls are not recorded, and, although a high percentage of the calls are city business, he has no receipt to show, so he is not reimbursed for those minutes. Mr. Gleason said it was possible to get a detailed report from the cell phone company for a fee. Mr. Rosenthal advised in his company they reimburse a certain percentage of the entire bill as it is understood that some of the calls made would be personal; and they save both time and money by not requiring the itemization. Ocoee City Commission Special Session February 6, 2001 CITY GRANT PROGRAM - Policy Concerning Grants to Individuals. (Community Relations/Projects Director Shira) This item was moved to last on the agenda and, as the meeting ran overtime, this was not discussed during the special session. However, at the end of the regular session Commissioner Anderson asked that this be discussed and the brief discussion resulted in the following motion regarding the Grant Policy: Commissioner Anderson. seconded bv Commissioner Johnson. moved to grant funds only to non-mofit or not-for-profit groups. Motion carried 5-0. Community Relations/Projects Director Shira advised staff has put a time limit on the requests, requiring two weeks notice before the request goes on an agenda for consideration by this Commission. She then asked for clarification on the definition of a group: Are two a group? The response was yes, and they must be sponsored by an organization. DIRECTION FOR NEXT YEAR'S FOUNDERS' DAY (Community Relations/Projects Director Shira) Mrs. Shira reviewed the information in the report on the last Founders' Day which she had provided at the January 4, 2001 meeting, noting the extraordinary expenses that were one time only and the overtime paid. She said there were several avenues which could be taken for the next Founders' Day and she would need direction before proceeding. Among those options were 1) charging for seats for the audience in the half of the field closest to the stage, 2) allowing alcoholic beverages, 3) hiring an agency to run the event, manage the spaces and just submit a check at the end of the day. During the ensuing discussion, consensus was reached to not hire an outside agency, to not allow alcoholic beverages, to try to break even but to keep as much of the event free as possible, and to have the volunteer committee make some of the decisions. ADJOURN The meeting adjourned at 7:30 p.m. Attest: APPROVED: City of Ocoee 'J 5"~'. II ':_. ~;),;tr V 2