CENTRAL FLORIDA REGIONAL PLANNING COUNCIL
MEETING
Highlands County Health Department Conference Room
7205 South George Blvd.
Sebring, FL
9:30 a.m.
Chairman Bob Bullard called the meeting to order. Clifton Lewis led the Council in prayer. The Pledge of Allegiance was led by Minor Bryant. Roll was called and the following members were present.
Delma Allen Paul Whitlock
Jackie Tucker June Fisher
Minor Bryant Clarence Bolin
Thomas Macias Bob Bullard
Jim Rimer Gene Woods
Pat Huff Kay Fields
Clifton Lewis Jeff Potter
Missie Barletto Joanne McClellen
Connie Steele (representing Lynn Topel)
Members absent were:
Jeff Carlson Jim Polatty
Michael Ratliff Bill Royce
Randy Wilkinson Howard Wiggs
Merle Bishop Brenda Arnold-Williams
Elizabeth Thomas
Under announcements, Chairman Bullard moved Agenda Item #3 up to #2, and added the HMEP Contract under Agenda Item #4. There were on objections to these changes.
A. September 14, 2005, Council Meeting Minutes
Chairman Bullard asked if there were any additions, deletions, or corrections to the September 14, 2005, Council Meeting Minutes.
There being none, Pat Huff moved to approve the September 14, 2005, Council Meeting Minutes as submitted. Jackie Tucker seconded.
Motion carried unanimously.
B. August Financial Report
Shereen O’Neill referred to the balance sheet for the month ending August 31, 2005, and stated that assets totaled $1,825,150. Liabilities totaled $402,532. Year to date revenue exceeds expenses by $84,296.
On the Statement of Revenues and Expenditures, Ms. O’Neill stated that revenue as of August 31, 2005, was $1,422,564. Total operating costs were $1,338,269. Excess revenue over expenses was $84,296.
There being none, Jackie Tucker moved to accept the August Financial Report as presented. Clifton Lewis seconded.
Motion carried unanimously.
Chairman Bullard introduced Fred Carino, Highlands County Human Resources Director, who gave the Council a short seminar on some of the laws affecting hiring, and on proper procedures and interviewing techniques for the executive director position.
Mr. Carino extensively addressed the “Veterans’ Preference” requirement when hiring new staff. He provided a list of questions to ask a potential executive director. These questions would require some thought, and something other than a yes or no answer. He gave the Council a number of questions they legally were not allowed to ask. Interviews for the executive director position are scheduled for the next Council meeting.
AGENDA ITEM #3 EXECUTIVE DIRECTOR SEARCH COMMITTEE REPORT
Pat Huff, Search Committee Chairman, stated that six candidates have been invited for interviews at the November 9th meeting. The candidates were told that their travel expenses would not be paid. The candidate from Texas has asked if the Council will consider interviewing him during the Thanksgiving Holidays when he will already be in the area. Mr. Huff stated that he felt that all interviews should take place on November 9th. The candidate from California withdrew. That leaves four candidates for interviews. Mr. Huff stated that the interviews will be conducted before the entire Council. Each candidate will be given three minutes for opening remarks, 15 minutes of questions and answers, and two minutes for closing remarks. Each voting Council Members will be given a rating sheet to rate each candidate. At the end of the interviews, the rating sheets will be collected and totaled. This will give each candidate a ranking. Chairman Bullard will be in charge of conducting each interview. He will ask the same basic questions to each applicant. Individual Council Members will be given an opportunity to ask a follow up question. At the end of the interviews, the ranking sheets will be public record. The candidates will be encouraged to stay through the entire process. The Candidates will be told at the end of the process which one of them is the first choice. Chairman Bullard will begin the negotiating process. The Council Meeting is scheduled for the Bartow Public Library, second floor conference room. A member of the CFRPC staff will meet the candidates and show them where to wait.
Pat Huff distributed to each voting member a copy of each candidates resume, and a copy of the ranking sheet. He asked them to review those six resumes.
After discussion, Jackie Tucker moved to start the November 9th Council Meeting at 8:30 a.m. to allow more time for interviews. Kay Fields seconded.
Under discussion, Kay Fields suggested having a working lunch and give the candidates more time for interviewing.
Chairman Bullard stated that he thought only four candidates will likely be interviewed. With only four, each interview can be given 30 minutes and be done by 11:30, and have time for negotiating, etc. If the Council wants to give more than 30 minutes per candidates, then a working lunch might need to be considered.
Kay Fields asked if the Search Committee was doing a telephone interview or any other type of interview in addition to the one with the full Council.
Chairman Bullard stated that one reasons the Committee decided to interview before the entire Council is because the person chosen for this position needs to be able to make public presentations.
Kay Fields expressed concern about being able to get the information the Council needs to make a decision with only a 20 or 30 minute interview. She added that from reviewing the resumes, public presentations wouldn’t be an issue for either of the candidates. The more information the Council has on each individual applicant, the better the decision. If the Council needs to spend more time, then the Council should make the commitment to do that.
Clifton Lewis pointed out that the Search Committee is only recommending this process and procedure. It is up to the full Council to decide how it wants to interview the candidates. Mr. Lewis also felt that since the public and media is used to the Council meetings starting at 9:30 a.m., he felt that this meeting should not be changed.
A Roll Call Vote was as follows:
Delma Allen – No
Paul Whitlock – No
Jackie Tucker – Yes
Minor Bryant – No
Clarence Bolin – No
Tomas Macias – No
Bob Bullard – No
Jim Rimer – No
Gene Woods – No
Pat Huff – No
Kay Fields – Yes
Clifton Lewis – No
Jeff Potter – No
Motion failed.
Chairman Bob Bullard reviewed the process and procedures for conducting the interviews.
Council Members will receive the applicants resume in advance, knowing the attorney has already conducted the background checks. An interview with each candidate will be conducted. The amount of time will be extended, since there will only be four people to interview. The Council members will be given a ranking sheet to score each candidate from 1 to ten, with ten being the highest. After interviewing the first couple, you may want to change your rating. If you do, simply cross out your score and initial it. After all interviews are complete, all ranking forms will be turned in. Two different staff members will add the scores up individually. They will determine who is ranked first, second, etc. That result will be announced to the Council. Chairman Bullard will then ask for authorization to negotiate an employment contract with candidate number one. If he is unable to reach an agreement, the Chairman will be authorized to negotiate with candidate number two. The contract negotiations are authorized to be conducted within the parameters of the advertised salary range. If there is a tie, the Search Committee proposed that the Council would open it up for discussion and determine which candidate should be number one. If it can’t be decided, the Candidates in questions will be asked to come back before the Council for another five minutes or so.
Regarding questions, Chairman Bullard stated that the Search Committee had decided that three or four essential questions would be asked of each candidate. These questions will be asked by the Chairman. Then the voting members will have an opportunity to ask questions, as time permits. He stated this is the process being recommended.
After discussion, it was agreed that the questions that will be asked of each candidate are question number 7, 10, and 20 from the list of questions distributed by Mr. Carino earlier, and a question suggested by Kay Fields: “As the new Executive Director, what would you do during your first 90 days on the job.”
It was decided that Jeff Potter would ask question #16, if he would like to.
Chairman Bullard stated that the closing question would be question number 24, from Mr. Carino’s list.
It was ultimately determined that there would be three minutes for opening statements by each candidate, 25 minutes for questions, and three minutes for closing remarks.
Clifton Lewis asked if the Council plans to discuss each individual candidate after each interview.
Chairman Bullard suggested not doing that. He stated that each Council Member should make there own individual decisions without being influenced by other Council Members. If there is a tie, then there will be discussion.
Pat Huff stated that an initial invitation letter had been sent to each of the six candidates. This letter specified the time limitation. He stated he would send another letter specifying the longer interview time. A copy of the long job description was included in the first letter.
Jeff Potter asked to see a copy of the benefits package being offered to the Executive Director.
Chairman Bullard stated that would be sent to each member, including the long job description. He added that in negotiations, things come up that may or may not be in the standard benefits package, such as additional vacation time, automobile, etc. He intends to negotiate a reasonable package with the executive director. If a reasonable agreement can’t be reached, he will move to the next candidate. The attorney will be present at the negotiations.
Chairman Bullard stated that the Council will tell the top ranked individual that they have been selected as the Council’s first choice. The position will be offered to that person, contingent upon two things. One, the Council will conduct a site visit or phone calls to confirm that everything they have stated in the interview is verifiable. This should only take a matter of days. Two, reach a mutually agreed upon employment contract. The Council Attorney has a basic employment contract as a starting point.
Clifton Lewis asked if the Council will give the new executive director their specific expectations, such as they need to hire a certain number of planners, etc.
Chairman Bullard stated that he would like to hold a management retreat, or retreat type meeting once the new Executive Director has been in place for an appropriate amount of time. At that time the Council and the Executive Director can reach an understanding on the direction they need to go in.
Pat Huff added that the letter sent to the candidates stated that the start date would be in January, 2006.
Paul Whitlock moved that the Council approve the interview and hiring process and procedures as described and discussed and agreed upon by the Council at this meeting. Gene Woods seconded.
Motion carried unanimously.
Minor Bryant asked if the candidates were told that the Council expects to hire at the mid point of the salary range.
Chairman Bullard stated that looking at the quality of the candidates, most of them will expect to come in at the top of the salary range.
After discussion, it was determined that if the Chairman needs of offer a salary above the given salary range of $65,000 to 85,000, he will have to bring it back before the Full Council.
Marcia Staszko, Interim Executive Director, stated that the Council is in receipt of the Hazardous Materials Emergency Preparedness (HMEP) grant, and it needs the Chairman’s signature. It is in the amount of $11,000 for planning, and $17,739 for training.
Minor Bryant moved to authorize the Chairman to sign the HMEP grant. Paul Whitlock seconded.
Motion carried unanimously.
Ms. Staszko introduced Brady Smith, who replaced Parrish Simmons, as the Council’s Mapping and Information Systems Manager. She stated that she had received some applications for the Senior Planning position and plans to fill that position as soon as possible. Meanwhile, Allen Klose has been hired on a part time basis to fulfill the Planning Advisory Services contracts the Council has with various cities within the region.
Ms. Staszko announced that DCA has some extra budget money this year of about $600,000. DCA wants to set these funds aside for technical assistance and they are considering dividing it between the Regional Planning Councils. She stated she will be meeting tomorrow with the Florida Regional Councils Association, and will be discussing some of the possible contractual arrangements that they might enter into. This will mean extra money for the agency.
Brian Sodt updated the Council on the status of current Developments of Regional Impact, as follows.
1. Four Corners Town Center: The proposed development is a 130.68 acre site at the intersection of CR54 and US 27, north of I-4 in the rapidly developing NE Polk corridor. The applicant has proposed development of 1,170,000 GLA of retail service, a 16 screen, 2,400 seat theater and 5,850 parking spaces by 2012. The site is a former citrus grove typical of the Lake Wales Ridge. The Application for Development Approval was submitted July 5, 2005. The initial sufficiency review has been completed. Issues are largely transportation and public utilities and services. The first sufficiency response is to be provided by October 15th. A second round of sufficiency appears unlikely. A December public hearing appears feasible.
2. Williams DRI: This is a substantial deviation to a previously approved mixed use DRI in the City of Lakeland. The University of South Florida has selected a site within this development for a new campus. The substantial deviation is necessary to sever the university site from the remainder of the development and revise the proposed land use mix and reevaluate the transportation impacts. The application was received May 4th, 2005. Sufficiency comments have been provided to the applicant. During sufficiency, the applicant determined that the transportation model needed to be rerun. Another round of sufficiency review appears unlikely. A December public hearing appears feasible.
3. Lakeland Central Park: The Applicant, Flagler Development Company, is a large, highly respected, developer of office and wholesale distribution projects in Florida. The site, a 718 acre parcel, east of the Polk Parkway, has been planned and zoned by the City of Lakeland for this type development. Two distribution facilities, each in excess of 1,000,000 sq. ft. adjoin the site. Flagler is currently proposing development of 5,000,000 GLA Industrial, 650,000 GLA office, 225,000 GLA Retail Service, a 125 room hotel and 300 multifamily units, while keeping 224 acres under conservation. The development program is from 2007 to 2023, with 80 percent of the industrial to be developed in the first 10 years. The pre-application meeting was held on July 15th and the applicant anticipates submittal of the application by October 24th. A March or April hearing before the CFRPC appears feasible.
4. Florida International Airport: This 22,000 acre cargo airport and new town in North West Hardee and South West Polk County is proceeding as anticipated. Numerous technical meetings are being conducted. The formal pre-application meeting may be held in November, with submittal of the ADA anticipated in February.
5. Clear Springs DRI: The pre-application meeting for this 6,000 acre, largely residential DRI was held on October 6th. This is a portion of the 16,000 acre site in Bartow.
6. Mosaic Green Bay Substantial Deviation: Mosaic is constructing a Regional Process Water Storage Pond in Polk County, adjacent to the existing Green Bay Gypsum Stack, west of Bartow. This 173 acre, above grade, lined impoundment will provide additional surge storage capacity for Mosaic’s adjoining and nearby Bartow, Mulberry, and Green Bay phosphate production complexes. In addition, Mosaic is proposing development of a new reverse osmosis based water treatment system that would transfer 5,400 gallons per minute of process water from the Regional Pond and separate the process water into 1,000 gpm of ultra-pure permeate that would be discharged through the permitted outfall and 4,400 gpm of concentrated reject that would be pumped into the plant for re-use in the manufacturing processes. Pursuant to an emergency order and pre-development agreement, the site is well into construction. Liner is currently being laid. The ADA was received August 8th. A December hearing is likely.
7. Mosaic – Ona Mine DRI: Due to issuance of the Recommended Order by the ALJ, the ADA is being modified to be consistent. Technical meetings are being held to bring the review agencies up to speed. A February – March hearing date is possible.
8. Mosaic – South Fort Meade DRI: The ADA is expected in the fall. At this time a hearing date cannot be projected beyond a possible Summer event.
9. CF – South Pasture DRI : This is an extension to an existing mining operation. CF is preparing a Notice of Proposed Change (NOPC). The ADA is being prepared but is not expected until early 2006. This would lead to a late Summer hearing.
10. Carlton Ranch DRI: The pre-application meeting for this project was held on August 8th. This roughly 6,000 acre development is proposed in DeSoto County on SR 31, east of Arcadia. The applicant is proposing to develop 17,000 housing units and over 1,000,000 sq. ft. of retail service over a ten year period. The applicant is an experienced Florida developer and recognizes this is a highly ambitious development schedule. The applicant will be involving CFRPC consultants during development of the ADA. ADA submittal is not expected until late Spring at best.
Mr. Sodt suggested that the December meeting be held in Polk County since at least two public hearing are proposed, and they are both in Polk County.
A. Ms. Staszko stated that DCA has scheduled a Regional Workshop on Monday, October 17, 2005, in Sebring at the Quality Inn Conference Center. This workshop is to help educate local officials and planners on requirements contained in Florida’s new growth management legislation.
B. The next meeting was scheduled for November 9, 2005, at the Bartow Public Library 2nd Floor Conference Room, at 9:30 a.m. It was suggested that lunch be brought in, since the library was situated away from any restaurants.
C. Other Business – A representative from the SWFWMD stated that they are holding their Cooperative Funding Workshop, the next Wednesday at 1:30 p.m. at the Bartow office, to discuss new changes to senate bill 444.
There being no further business, the meeting adjourned.
Respectfully Submitted,
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Robert F. Bullard, Chairman