AGENDA REQUEST. Approval Re: Minutes of the Regular Sarasota City Commission Meeting of September 18, 2017.

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1 AGENDA HEADING: Approval of Minutes AGENDA REQUEST COMMISSION MEETING DATE: October 2, 2017 BY City Auditor and Clerk Pamela Nadalini City Auditor and Clerk Nadalini AGENDA ITEM NO: II.2. Originating Department SUBJECT: Department Head Presenter Approval Re: Minutes of the Regular Sarasota City Commission Meeting of September 18, COMMISSION PRIORITIES: Business Requirement EXPLANATION: N/A ADMINISTRATION'S RECOMMENDATION: Recommend to approve the Minutes of the Minutes of the Regular Sarasota City Commission Meeting of September 18, 2017, by consensus. APPROVAL SUMMARY: Approval Required Date Completed Completed By Status City Auditor and Clerk Approval Y 09/27/2017 Pamela Nadalini APPROVED

2 ADDITIONAL EXPLANATION: AGENDA REQUEST ADDITIONAL ADMIN RECOMMENDATION: FUNDING SOURCE: AMOUNT: HOUSING IMPACT (Per House): NEW CONSTRUCTION: REHABILITATION: $ 0 $ 0 SUPPORT DEPARTMENTS: City Auditor and Clerk - Pamela Nadalini COMMISSION ACTION: Final Action Motion: Motion By: AGENDA DISPOSITION Second By: Vote: 2

3 MINUTES OF THE REGULAR SARASOTA CITY COMMISSION MEETING OF SEPTEMBER 18, 2017 PRESENT: Mayor Shelli Freeland Eddie, Vice Mayor Liz Alpert, Commissioners Jen Ahearn-Koch, Hagen Brody, Willie Charles Shaw, Deputy City Manager Marlon Brown, Assistant City Manager John Lege, III, City Attorney Robert Fournier, and City Auditor and Clerk Pamela Nadalini ABSENT: City Manager Thomas Barwin The meeting was called to order by Mayor Freeland Eddie at 2:30 p.m. INVOCATION: City Auditor and Clerk Nadalini PLEDGE OF ALLEGIANCE: Vice Mayor Alpert 1. CHANGE TO THE ORDER OF THE DAY: Mayor Freeland Eddie presented the following Change to the Order of the Day: A. Move New Business, Item No. XIV.2., Report Re: Amendment to Zoning Code to allow Medical Marijuana dispensaries to immediate following the Scheduled Presentations per the request of Mayor Freeland Eddie. Mayor Freeland Eddie noted Commission consensus to approve the Change to the Order of the Day. City Auditor and Clerk Nadalini stated that the Commission is reminded public hearings are legally advertised and scheduled in the evening session of the Regular Sarasota City Commission Meetings beginning at 6:00 p.m. or as soon thereafter as possible; therefore, changes to the Agenda are not encouraged. Deputy City Manager Brown stated that additional time is requested during the Agenda Item VIII, Other Matters/Administrative Officers, to present a status report concerning the actions being taken by the City to recover from the impacts of Hurricane Irma. Mayor Freeland Eddie noted Commission consensus to allow additional time for a report concerning the actions being taken by the City to recover from the impacts of Hurricane Irma. 2. APPROVAL OF MINUTES (AGENDA II) Commissioner Ahearn-Koch stated that a few scrivener s errors will be provided to the Office of the City Auditor and Clerk for the minutes of the August 21, 2017, Regular Sarasota City Commission Meeting. Commissioner Ahearn-Koch stated that under New Business, Agenda Item XIV, Item No. 3, Approval Re: Authorize the Mayor and City Auditor and Clerk to execute the major encroachment agreement between the City of Sarasota and the Blvd. Sarasota, LLC, of the minutes of the August 21, 2017, Regular Sarasota City Commission Meeting, the question was raised concerning the height of the flood wall rather than the height of the planter boxes; that the minutes should reflect the question involved the height of the flood wall rather than the planter boxes. City Auditor and Clerk Nadalini stated that the revision will be made in the minutes of the current meeting to reflect the height of the flood wall rather than the planter boxes. Mayor Freeland Eddie noted Commission consensus to approve the minutes of the August 21, 2017, Regular Sarasota City Commission Meeting as presented with the noted corrections for scrivener s errors. Draft One Page 1 of 35 Page 1 of 35

4 3. CITIZENS INPUT CONCERNING CITY TOPICS (AGENDA ITEM I) The following people spoke: Martin Hyde read from a prepared statement indicating Hurricane Irma negatively impacted Sarasota, Florida, and disrupted daily routines throughout the City, many residents within the City are still without power, the aftermath of Hurricane Irma caused financial distress for City businesses which may lose approximately 2 percent of annual gross revenues cutting annual profits by approximately 20 percent, businesses in the City cannot operate or compensate employees for work due to the lack of power and other basic services, the City should publicize solutions for the community in dealing with the aftermath of Hurricane Irma. Ann Eldridge Snyder, also known as Susan B, indicating a site is necessary for the Get Better Club for a clubhouse for children and people addicted to alcohol, the City funding is not required and the cost of rent for the proposed site is $61.25 per year. 4. CONSENT AGENDA NO. 1 (AGENDA ITEM IV-A) Commissioner Ahearn-Koch removed Consent Agenda No. 1, Item No. 2, for Staff to provide clarification. 1) Approval Re: City of Sarasota's Public Official/Employment Practices Liability, Law Enforcement Liability, and other insurance renewals brokered through Public Risk Insurance Agency effective October 1, 2017 through September 30, 2018 in the amount of $419, (Agenda Item IV-A-1) 3) Approval Re: Authorize the Mayor and City Auditor and Clerk to execute the First Extension of Agreement between the City of Sarasota and Sister Cities Association of Sarasota, Inc., to promote the citizens diplomacy network which serves to create and strengthen partnerships between communities within the United States and international communities to increase global cooperation at the municipal level, to promote cultural understanding and to stimulate economic development for the purpose of promoting the City of Sarasota in an amount not to exceed $10, (Agenda IV-A-3) 4) Approval Re: Authorize the Mayor and the City Auditor and Clerk to execute the Fifth Extension of Lease Agreement between the City of Sarasota and Sarasota Ski-A-Rees, Inc., for property located at 1606 Ken Thompson Parkway in the annual rental amount of $1.00 per year (Agenda IV-A-4) 5) Approval Re: Authorize the Mayor and City Auditor and Clerk to execute the Second Amendment to and Second Extension of Lease Agreement between the City of Sarasota and Sarasota Bay Estuary Program pertaining to the 1,072 square feet of office space within the Federal Building from the City of Sarasota in the annual rental amount of $30, (Agenda IV-A-5) 6) Approval Re: Authorize the Mayor and City Auditor and Clerk to execute the Name Change Amendment to Agreement between the City of Sarasota and APTIM Environmental and Infrastructure, Inc., (RFP #15-09DB), previously known as CB & I Environmental and Infrastructure, Inc., pertaining to Consulting Engineering Services (10th Street Outfall Dredging and Storm Water Treatment Design) (Agenda IV-A-6) 7) Approval Re: Authorize the Mayor and City Auditor and Clerk to execute the Name Change Amendment to Agreement between the City of Sarasota and APTIM Environmental and Infrastructure, Inc., (RFP #14-55LKD), previously known as Draft One Page 2 of 35 Page 2 of 35

5 CB & I Environmental and Infrastructure, Inc., pertaining to Consulting Engineering Services for Coastal Management (Agenda IV-A-7) 8) Approval Re: Authorize the Mayor and City Auditor and Clerk to execute the Grant Award Agreement between the City of Sarasota, the State of Florida and the Department of State, Division of Cultural Affairs for the Van Wezel Performing Arts Hall Lighting Renovation Project in the amount of $25, (Agenda IV-A-8) A motion was made by Commissioner Shaw, seconded by Commissioner Brody, and carried by a 5-0 vote to approve Consent Agenda No. 1, Item Nos. 1 and 3 through ITEM REMOVED FROM CONSENT AGENDA NO. 1 (AGENDA ITEM IV-A) 1) Approval Re: Ratification of the Contract Opener Agreement between the City of Sarasota and the Southwest Florida Police Benevolent Association (PBA), Inc., for the final year of the contract October 1, 2016 to September 30, 2017 in the amount of $182, (Agenda IV-A-2) Commissioner Ahearn-Koch stated that Consent Agenda Item IV-A-2 was pulled from the Agenda to have Staff provide clarification concerning the contract negotiations. Human Resources Director Stacie Mason, Human Resources (HR) Department, came before the Commission and stated that the City is currently negotiating with the Southwest Florida Police Benevolent Association (PBA), Inc., for the final year of the contract of October 1, 2016, to September 30, 2017, in the amount of $182,106; that the City and the PBA agreed to a wage increase of a one percent lump sum for the wage increase; that Staff is seeking a ratification and approval from the Commission for the wage increase. In response to a question from Mayor Freeland Eddie asking if all previous items or issues are settled and the negotiations are current, Ms. Mason stated yes; that all contractual issues have been settled. A motion was made by Commissioner Brody, seconded by Commissioner Shaw, and carried by a 5-0 vote to approve Consent Agenda No. 1, Item No CONSENT AGENDA NO. 2 (AGENDA ITEM IV-B) 1) Adoption Re: Proposed Resolution No. 17R-2676, amending the budget for the Fiscal Year beginning October 1, 2016 by providing for supplemental appropriations in the amounts identified in Exhibit A; providing for severability if any of the parts hereof are declared invalid, etc. (Title Only) (Agenda Item IV-B-1) 2) Adoption Re: Second reading of proposed Ordinance No , adopting a Table of Organization for City Government for Fiscal Year as required by City Charter; providing for the severability of the parts hereof, etc. (Title Only) (Agenda IV-B-2) Deputy City Manager Marlon Brown distributed changes to the City organizational table presented in the Agenda backup material; and stated that Commission approval of the Table of Organization is required. City Auditor and Clerk Nadalini read proposed Resolution No. 17R-2676 and proposed Ordinance Nos , by titles only. A motion was made by Commissioner Shaw, seconded by Commissioner Ahearn-Koch and carried by a 5-0 vote to approve Consent Agenda No. 2, Item Nos. 1 and 2. Draft One Page 3 of 35 Page 3 of 35

6 7. UNFINISHED BUSINESS (AGENDA ITEM VI) 1) CONTINUED DISCUSSION RE: OPEB TRUST FUND/RETIREE MEDICAL HEALTH INSURANCE (AGENDA ITEM VI-1) Human Resources Director Stacie Mason, Human Resources (HR) Department, and General Manager April Bryan, Human Resources (HR) Department, came before the Commission. Ms. Mason displayed a PowerPoint presentation on the Chamber monitors; provided a brief overview of the available options for City retirees and stated that Agenda Item VI-1 is a continuation from Unfinished Business, Agenda Item VI, Item No. 3, Presentation and Discussion Re: Other Post Employment Benefits (OPEB) Trust Fund/Retiree Medical Health Insurance; continuation from the September 5, 2017, Regular Sarasota City Commission Meeting; that City Staff was tasked with meeting with a retiree group, reviewing three items and reporting back on the three items; that the three items to be reviewed are: Freezing pre-1993 retiree medical rates for Re-instituting a 50 percent reduction in medical rates if the retiree and a spouse remain on the City's medical coverage and the individuals are Medicare eligible. Implementing a timeline for a CanaRx prescription program and developing details. Ms. Mason referred to a memorandum included in the Agenda backup material indicating the details of the plan and stated that the Commission requested a legal opinion concerning Section , Florida Statutes, and the use of the Firefighters' Trust Fund; that the Agenda Item was placed back on the Agenda for direction and discussion; that Staff recommends the following: 1) a freeze for pre-1993 retirees rates for one year only for the dependent levels, 2) do not implement the 50 percent reduction for Medicare eligible retirees but offer a Group Medicare Plan in place of a premium reduction, and 3) direct Staff to implement the CanaRx program no later than January In response to a question from Mayor Freeland Eddie asking if the proposed plans for Medicare introduced by Staff and HR cover the entire family along with the dependents, Ms. Mason stated that the plan will cover the entire family including dependents on the plan and would remain on the City s Self-Insured Plan. In response to a question from Commissioner Ahearn-Koch asking if any negative comments have been received from retirees and if any potential concerns have been presented, Ms. Mason stated that currently no complaints have been received; that Staff believes the plans presented are the best options available for the retirees; that the retirees must participate in the proposed Medicare program for the greatest possible outcome to be achieved. In response to a question from Mayor Freeland Eddie asking how the proposed changes will be presented to retirees, Ms. Mason stated that Staff will conduct multiple enrollment meetings which can help the retirees learn the specific plans being presented; that CanaRx representatives will attend the enrollment meetings and will provide support and information. In response to a question from Commissioner Brody asking about the Medicare availability for current employees, Ms. Mason stated that the options proposed for the retirees are available to current employees as well. Ms. Mason stated that rates for dependents for pre-1993 retirees can remain at the current rates for one year while additional options are explored. Draft One Page 4 of 35 Page 4 of 35

7 In response to request from Mayor Freeland Eddie for clarification of the rate freeze for pre-1993 retirees, Ms. Mason stated that the options for freezing of the rates would include freezing rates at the 2017 level for the Family Plan as well as premium rates at the 2017 level for the Plus One Plan; that plans for retirees who are single and carry no dependents were not included in the new proposed plans as singles already have separate Medicare options available. Ms. Mason referred to the PowerPoint presentation displayed on Chamber monitors regarding the costs of the consumer driven and open access plans along with the amount the City and members would be individually charged and stated that the Plus One Plan for Freezing Premium rates would be singled out for discussion; that for the Plus One plan the member would pay 49 percent of the fee for the costs of Medicaid while the City would cover the other 51 percent of costs; that for the Family Option of the Medicare coverage plan the City would cover 43 percent of the costs while the member would pay for 57 percent of the costs. In response to a question from Vice Mayor Alpert asking the reason coverage costs for the Plus One Plan and the Family Plan differ, Ms. Mason stated that the calculations were done initially to ensure the numbers resulted in increment increases to reach the desired goal. In response to a question from Mayor Freeland Eddie asking if a savings could occur either by the City or the retiree by freezing the rates at the dollar amount rather than the percentage amount, Ms. Mason stated that freezing the rates at the percentage amount would cause the premiums to fluctuate each year causing costs to rise; that if the option of freezing the rates at a dollar amount is chosen by the Commission, fluctuation would only occur on the City s behalf and not the member. In response to a question from Commissioner Ahearn-Koch asking about the fluctuation of rates within the Family Plan and if the premium rates would rise yearly for the member, Ms. Mason stated that the flat dollar amount was the initial idea for the proposed plan; that the City would subsidize the exact dollar amount of the value for the retiree; that the projected numbers being requested will be researched but cannot currently be provided. In response to a question from Vice Mayor Alpert asking if the agreement with CanaRx with the City for the retirees would help reduce the fluctuation of premium costs the City and members may incur, Ms. Mason stated that premiums become reduced when the City can rely on cost impact savings on Self-Insured Plans. Ms. Mason referred to a chart included in the Agenda backup material and displayed on the Chamber monitors regarding the impact of freezing the percentage of premiums contributed by retirees at the 2017 level; and stated that the impact on the Unfunded Actuarial Accrued Liability is at approximately $6,441,734; that the freezing of rates for the Actuarially Determined Contribution (ADC) is $762,366; that the current ADC to the OPEB trust fund is $4,409,716. In response to a question from Commissioner Brody asking the increase to the current ADC rates if the option to freeze the dollar amount was chosen, Ms. Mason stated that an ADC calculation may be approximately $5 million. Discussion ensued about the ADC costs included in the Agenda backup material and the future financial impacts. Ms. Mason referred to the Agenda backup materials and provided a brief review of the costs of freezing the dollar amount of premiums contributed by retirees at 2017 levels; and stated that freezing the dollar amount of premiums will result in members' rates remaining steady while the City s rates would increase accordingly; that the Unfunded Actuarial Accrued Liability between the freezing the dollar amount versus freezing the percentage amount comparatively is approximately $20.7 million. Draft One Page 5 of 35 Page 5 of 35

8 In response to a question from Mayor Freeland Eddie asking the reason dependent premiums increases from 13.8 percent to 18.3 percent for freezing the dollar amount of premiums for dependent coverage, Ms. Mason stated that freezing the dollar amount would result in no escalation for the members toward the change in cost; and Mr. Lege stated that the rise in percentages from freezing the percentage of premiums versus the freezing the dollar amount of premiums is simply calculated as a percentage of payroll. Discussion ensued concerning the increase from freezing the percentage of premiums versus the freezing the dollar amount of premiums, along with the calculations being confirmed as percentage of the payroll. Ms. Mason referred to the Agenda backup material concerning the increases in premiums for dependent coverage and stated that freezing the dollar amount on the specific plan would result in an Unfunded Actuarial Accrued Liability of $17,350,000 with an annual impact of $2 million. In response to a question from Mayor Freeland Eddie asking who the $2 million impact of the Unfunded Actuarial Accrued Liability would affect and the reason no percentage raise is available for the moderate increases in premiums for dependent coverage, Ms. Mason stated that the City s contributions would be impacted with the presented option; and Mr. Lege stated that the additional contributions would be from the General Fund; that nearly 60 percent of the OPEB trust funds being contributed are derived from the City s General Fund. In response to a question from Mayor Freeland Eddie asking about the OPEB trust fund specifically and if transfers can be made to and from the specific fund, Mr. Lege stated that deposits from other funds can be made into the OPEB trust fund; that the City's actuary provided the calculations which are presented in the Agenda backup materials. In response to a question from Commissioner Brody asking if the use of the retired Firefighters' Trust Fund is prohibited, Mr. Lege stated that the funds from the retired Firefighters' Trust Fund have already been calculated into the budget. Discussion ensued over the City's utilization of the retired Firefighters' Trust Fund as a subsidy as well as the result of not utilizing specific trust fund dollars towards the OPEB. In response to a question from Mayor Freeland Eddie asking if the City can benefit from any savings provided by using CanaRX, Mr. Lege stated that once the Commission makes a decision regarding the options regarding the Retirees' Health Insurance the actuary will calculate the amount to determine if any savings may occur. Ms. Mason referred to the PowerPoint presentation displayed on Chamber monitors indicating the reduction of 50 percent contribution required from retirees hired before 1993 who are eligible for Medicare. In response to a question from Mayor Freeland Eddie asking how many retirees who are single currently utilize the Medicare plan, Ms. Mason stated that 251 singles currently utilize the Medicare plan; that 336 singles use the plan when including dependents; that the Actuarially Determined Contribution change in rates by reducing by 50 percent contributions from retirees is $410,000; that the ADC for the fiscal year ending September 30, 2018, is $1,985,000. In response to a question from Mayor Freeland Eddie asking if any savings will result from the impact of implementing the use of CanaRX as well as if the prescription cost decreases would result in fee decreases, Ms. Mason stated that the aspect of savings was not calculated within the current ADC; that the City s ADC would be affected by lower impacts on the cost of pharmacies; that decreased rates are a possibility but not a sure guarantee. Draft One Page 6 of 35 Page 6 of 35

9 Discussion ensued about the different options available for Medicare and the implementation of the CanaRX plan and possible savings. Ms. Mason stated that the retirees may choose another option with Medicare but using a different vendor; that a Group Plan for the member and family members is available for utilization. Discussion ensued about the actuary evaluations and how the City determined the rates. Mr. Lege stated that the current calculations by the actuary could change in the future which is an eventuality for which the City must be prepared. In response to a question from Vice Mayor Alpert asking if the savings from certain Medicare packages would benefit the member of the plan singularly, Ms. Mason stated that the entire family or whoever is covered on the plan would benefit. Ms. Mason continued the PowerPoint presentation displayed on Chamber monitors regarding the fifty percent reduction of contribution amounts for retirees and stated that the City engaged United Healthcare to create a Group Plan designed for Medicare eligible retirees; that meetings were held with United Healthcare to determine formularies and matches with the City's current plans; that United Healthcare will match approximately 98 percent of the drugs and prescriptions used by the City for the benefit of the members. Ms. Mason displayed a slide on the Chamber monitors entitled Medicare Advantage Medical Benefits and provided a brief overview of the benefits which can be provided to the retirees by utilizing United Healthcare. In response to a question from Mayor Freeland Eddie asking the separate Group Plans provided by United Healthcare and which plan will approach the 98 percent of the drugs used by the City plan, Ms. Mason stated that both plans will reach the number of drugs and prescriptions which can be matched. In response to a question from Vice Mayor Alpert asking the co-pays along with premiums, Ms. Mason stated that with Plan A of the Group Plan co-pays do not exist; that the out-of-pocket cost for retirees choosing the Group Plan would be less than the City s plan; that Plan 1 of the Medicare Group Plan would allow for a $478 premium per month; that the member would pay $459 in the premium per month; that the retiree would pay $116 as an individual on the City s current plan which is 17 percent of the actuarial value. In response to a question from Mayor Freeland Eddie asking about the Plus One options available for the provided Group Plans, Ms. Mason stated that Medicare plans are individual plans meaning Group Plans do not have a Plus One option; that the proposed Group Plan carries all the same benefits as the City rates. In response to a question from Commissioner Ahearn-Koch asking about the formularies, if the 98 percent of prescriptions being provided by the Group Plan would decrease in the future, and if any assurance is available the same drugs will be available for the future, Ms. Mason stated that changes in the formularies may occur due to adjustments by the vendor; that formularies may change due to changes in drugs by manufacturers or similar circumstances; that fluctuations occur when dealing with prescription drug changes; that the City has no guarantee vendors will ensure the stability of drugs available; that the Group Plan with United Healthcare allows for an appeals process for individuals who are in need of a certain drug which has been removed from the plan; that the appeal must be for an individual while proving a need for the desired prescription. Deputy City Manager Brown stated that the prescriptions available may change over time for individuals choosing the option of the Group Plan or the individual City Plan. Draft One Page 7 of 35 Page 7 of 35

10 In response to a question from Mayor Freeland Eddie asking the reason every premium is not covered for the retirees, Ms. Mason stated that retirees must pay the premium fees when choosing the individual option; that the City could incur the premium costs for retirees as well; that retirees may choose whichever plan is necessary; that some dependents are not covered by certain plans which also may result in lower out of pocket fees. In response to a question from Mayor Freeland Eddie asking if group rates would be lower if more retirees were enrolled in the Group Plan, Ms. Mason stated that the Group Plan is rated regionally and not locally; that the premium costs are derived from an outside source which is not specific to the City s Group Plan. Discussion ensued about the Group Plans and the proposed costs for the dependents following the plan. Deputy City Manager Brown stated that households would achieve a reduction from a Plus One plan due to nearly $200 in savings. In response to a question from Vice Mayor Alpert asking about the 50 percent reduction rates and the comparative costs, Ms. Mason referred to the PowerPoint presentation displayed on the Chamber monitors and stated that the 50 percent reduction in the Plus One plan is $669 that Plus One means both the retiree and the dependent. In response to a question from Mayor Freeland Eddie asking if the 34 drugs covered by Medicare would affect the costs, Ms. Mason stated yes; that the monetary value would cause the City to obtain savings. Ms. Mason referred to the presentation displayed on the Chamber monitors regarding the chart and monetary figures for the proposed Medicare plans. Discussion ensued about what would be paid by the retiree after the reduction of the 50 percent in medical rates along with how much of the money would be saved. In response to Vice Mayor Alpert clarifying the possible outcomes of all the plans proposed as well as the payments, Ms. Mason stated that the retirees would be saving out-of-pocket costs while choosing one of the options from the Group Plan. Commissioner Brody stated that the information from the meetings held with retirees should be shared; that the City is presenting one side of the issue; that hearing from the retiree representatives would be helpful to determine the best options for all parties involved. Ms. Mason stated that meetings were held with the retirees and Staff to discuss options regarding the Medicare options; that the retirees provided a mixed review concerning the feedback of the proposed plans. Commissioner Brody stated that if the City and retirees cannot reach an agreement both parties should continue to negotiate until a final decision is reached. Deputy City Manager Brown stated that Staff was tasked with the assignment to meet with the retirees to achieve a compromise if possible. Ms. Mason stated that Staff recommends the following: 1) a freeze for pre-1993 retirees rates for one year only for the dependent levels, 2) do not implement the 50 percent reduction for Medicare eligible retirees but offer a Group Medicare Plan in place of a premium reduction, and 3) for the Commission to direct Staff to implement CanaRx no later than January Draft One Page 8 of 35 Page 8 of 35

11 In response to a question from Mayor Freeland Eddie asking when open enrollment for the retirees occur, Ms. Mason stated that the changes could occur as soon as the current week. The following people signed up to speak: Bruce Porter, Chair of the Sarasota Municipal Retired Employee's Association, Inc., indicating the single payer on the current insurance plan must pay $116 per month, the retiree must purchase Medicare if eligible which the City will pay up to 20% of the fee, retirees pay twice the premium plan while the City only helps cover a small fee, The Henry J. Kaiser Family Foundation along with the Health Research and Educational Trust (HRET) conducts an annual survey of health plans, the City utilizes the Kaiser Report to compare the handling of the retirees and the Other Post-Employment Benefits (OPEB), the City should compare and contrast the national Medicare rates to the benefits received by retirees in Sarasota, Florida. Ernest Cave indicating the Commission is thanked for taking the time to place OPEB as an item for discussion on the Agenda, the rising costs which retirees must pay for dependents in the City s Medicare program has become too significant, representatives of the retirees have previously asked the Commission to freeze for pre-1993 retirees rates for one year for the dependent levels to allow an opportunity to meet with Staff and have discussions, including a request to reinstate the 50 percent insurance premium discount for all retirees on Medicare, the City should also consider approving the use of CanaRx for the benefit of the retirees, meetings were held to discuss the options and retirees determined the group or advantage plans to be a concern. Keith Austin displayed a presentation on Chamber monitors outlining the history along with the current status of the issue and indicating at the August 21, 2017 Regular City Commission Meeting Staff was directed to meet with the retirees to discuss the option of a freeze for pre-1993 retirees rates for one year for the dependent levels along with approving the use of CanaRx and implementing the 50 percent reduction for Medicare eligible retirees, freezing rates on a dollar basis rather than a rate of percentage is the best possible option for retirees, for retirees to receive benefits at the same national rate as other retirees is the sole goal and reason for the discussions occurring, the City is proposing a Medicare Advantage Plan which has a bad reputation among retirees which is very concerning. Matt Woodle indicating the Medicare Advantage Plans which the City plans to use for retirees is too confusing and has a bad stigma among retirees, the Commission should implement the 50 percent reduction for Medicare eligible retirees as well as the freeze for pre-1993 retirees rates for one year by the dollar amount, the retirees and the City can compromise on an agreement if the option to implement CanaRx is considered due to the available list of drugs which the City would help co-pay, the supplement Plan F from United Healthcare should be considered by the City as an alternative, premium costs for retirees and dependents on the same plan should be determined to continue City prescription coverage if one leaves the City s medical coverage plan. Edward Whitehead, former member of the Sarasota Police Department (SPD), indicating that the Commission should table any plans for discussion except for the implementation a freeze for pre-1993 retirees rates for one year only for the dependent levels, implementing the 50 percent reduction for Medicare eligible retirees which offers a Group Medicare Plan in place of a premium reduction and to implement CanaRx no later than January A motion was made by Commissioner Brody, seconded by Commissioner Ahearn-Koch, and carried by a 5-0 vote to extend the meeting beyond 4:30 p.m. In response to a question from Commissioner Brody asking if Staff feels a consensus can be reached with the retirees over the Medicare plans, Ms. Mason stated that she cannot speak for the retirees or on the behalf of any other party. Draft One Page 9 of 35 Page 9 of 35

12 Commissioner Brody stated that a consensus for the plan may not be reached as retirees and Staff have different opinions; that the CanaRx seems like a positive idea and may be passed; that the option for freezing the pre-1993 retirees rates should be on the dollar amount and not the percentage amount. In response to a question from Commissioner Brody asking for the calculations of what the City would be charged for implementing all three Medicare options, Ms. Mason stated that CanaRx is a savings program and would not cost the City any extra money; that the reduction of the 50 percent could be incurred into the OPEB budget and would result in a loss of $200,000; that the freezing of the dollar amount would equal approximately $100,000 totaling approximately $300,000 in total losses for the City. In response to a question from Commissioner Ahearn-Koch asking the difference between the Advantage Plan compared to supplement plans and if the three plans can be further discussed, Ms. Mason stated that the Group Plan is much more advantageous to the retirees; that Staff can alter the plans and discussions on the three available options which may not benefit the retirees. In response to a question from Commissioner Shaw asking if the Commission is negotiating and if the Commission should be involved in negotiations at all, City Attorney Fournier stated that the Commission's role regarding the discussion is not to negotiate with a non-binding party; that the Commission may make a motion whenever desired. Vice Mayor Alpert stated that too many questions concerning the Medicare options are left unanswered; that the Commission should decide upon implementation of a freeze for pre-1993 retirees rates for one year only for the dependent levels, implementing the 50 percent reduction for Medicare eligible retirees which offers a Group Medicare Plan in place of a premium reduction and implementing the CanaRx program no later than January A motion was made by Vice Mayor Vice Mayor Alpert, seconded by Mayor Freeland Mayor Freeland Eddie, to freeze benefit rates for one year at the dollar amount, to allow a 50 percent reduction in the Medicare rates for one year, to implement the CanaRx plan, and to direct Staff to work towards developing a viable solution during the next year. Discussion ensued about the length of the approved Medicare option which will last for one year until a new decision is made. Mayor Freeland Eddie stated that the CanaRx program will save the City money; that the City should look to save money and calculate the costs of all plans including the F Plan which was presented by the retirees; that the Commission should set the precedent on the Medicare issue. Commissioner Brody stated that both the Staff and retirees are thanked for the presentations and encouraged to work regarding the issues of Medicare; that the Commission will be looking forward to Staff returning with a plan. Commissioner Ahearn-Koch stated that the CanaRX program is supported; that she would be supportive of freezing the dollar amount regarding the pre-1993 retirees; that the Group Plan which was an option for healthcare is a good plan which would help with savings in the City budget; that the motion will not be supported due to all three options of the Medicare being included; that the presenters and Staff are thanked for the work done. Commissioner Brody stated that a resolution should be reached between the Staff and the retirees before it returns to the Commission. Mayor Freeland Eddie called for a vote on the motion to freeze benefit rates for one year at the dollar amount, to allow a 50 percent reduction in the Medicare rates for one year, to implement the CanaRx plan, and to direct Staff to work towards developing a viable solution during the next year which carried by a 3-2 vote with Commissioners Ahearn-Koch and Shaw voting no. Draft One Page 10 of 35 Page 10 of 35

13 2) APPROVAL RE: AUTHORIZE THE CITY COMMISSION TO APPROVE THE PROPOSED PURCHASE PARKING ACCESS REVENUE CONTROL SYSTEM BETWEEN THE CITY OF SARASOTA AND PSX FOR THE STATE STREET PARKING GARAGE, AND PALM AVENUE PARKING GARAGE INTEGRATION, USING A SINGLE SOURCE ACQUISITION IN THE AMOUNT OF $217, (AGENDA ITEM VI-2) Director Steve Cover, Planning Department and Parking Manager Mark Lyons, Parking Operations Division (POD), City Manager's (CM) Office, came before the Commission. Mr. Cover stated that Staff is seeking approval to proceed with the purchase and installation of parking access revenue control (PARC) system equipment for the State Street parking garage costing $212,043, along with additional peripherals to interface with the existing equipment at the Palm Avenue parking garage; that the project is being funded using previously allocated money from the State Street parking garage project of $217,062; that PSx Inc., the current vendor of the Palm Avenue parking garage equipment, would help facilitate the purchase; that the project garage construction contract was awarded to PSx, Inc., in August 2010 after being competitively bid; that the procurement of the PARC system was competitively bid by Suffolk Construction, Inc., the construction manager of the garage project under the City s Palm Avenue parking garage construction project; that the subsequent purchase and installation using the manufacturer s authorized distributor for the Sarasota market, PSx Inc., is the only authorized distributor of AMANO McGann parking equipment within the Central Florida region; that the equipment is used in several municipal parking operations and has been found to be very adequate in performance; that Staff recommends the City utilize the same manufacturer and distributor to save money and create continuity of services; that in summary, using the existing system creates greater efficiency with the integration of the two parking facility systems and would serve the City s best interest by: Saving approximately $40,000 in the cost of additional equipment. Enabling the use of interchangeable parts. Providing a more consistent and user-friendly approach to types of systems used at the two garages. Mr. Cover continued that during the construction of the State Street parking garage, funds were allocated to purchase the PARC equipment; that since the completion of the facility in 2015, the installation of the equipment has been delayed until an overall strategy for paid parking was developed with Commission approval and could be implemented; that as part of the Parking Division s Citywide Strategy for Parking Management, and in preparation of meeting the future hotel operation at Palm Avenue, plans are being developed to implement garage paid parking; that the paid parking garage will include a generous three-hour free parking time with an hourly charge thereafter; that Staff recommends the Commission approve the single-source purchase of parking access revenue control (PARC) equipment as requested. In response to a request for clarification from Mayor Freeland Eddie asking where the money was derived to fund the State Street and Palm Avenue parking garage integration, Mr. Lyons stated that money was set aside by the City for building projects and garages in the future; that $217,062 is the total cost to construct a garage. Mr. Cover stated that the State Street and Palm Avenue parking garage integration will need various pieces of equipment including ticket spinner machines, card readers, foot payment machines, pay-in lane machines, etc., to make the operation function; that the proposal is strictly intended to be utilized for constructing the parking garage. In response to a question from Vice Mayor Alpert asking about the logistics of payment within the parking garage by utilizing payment machines, Mr. Lyons stated that residents would have payment Draft One Page 11 of 35 Page 11 of 35

14 options available within the garage; that the option of pre-paying for parking allows for the resident to exit the garage faster by submitting the time card into the card reading machine; that the card reading machine allows for an accurate reading of how long the parking garage has been used by the resident as well as if the time spent has been appropriately paid. In response to a question from Mayor Freeland Eddie asking what will come from a surplus of the $5,000 in the operating budget after the funding is spent, Mr. Lyons stated that the excess funds may be needed for additional expenses such as extra cards for insertion into the payment machines along with any other electronic devices and upgrades which may be necessary. Mayor Freeland Eddie stated that the City should discover a way to track the number of citizens who use the parking garage during the hours of the night when parking is determined to be free of charge. Mr. Lyons stated that the City will implement some type of tracking device within the garage whether through the gated system or utilizing cameras on site; that the City is trying to reduce the exposure of incidents which could occur by not utilizing the gates after a certain time of night. A motion was made by Commissioner Shaw and seconded by Vice Mayor Alpert to approve the proposed purchase parking access revenue control (PARC) system between the City of Sarasota and PSx Inc, for the State Street parking garage and Palm Avenue parking garage integration using a single-source acquisition in the amount of $217, In response to a question from Commissioner Brody asking if a fee would be incurred for a patron who waited to exit the garage when the gate was not utilized, Mr. Lyons stated that although the City would not like the fact to be advertised, the outcome of the situation is a possibility; that the occurrence can be tracked by the City to see when the specific instance occurs; that Staff can review the payment system to ensure all citizens who use the garage during paying hours in fact pay the fee. Mayor Freeland Eddie called for a vote on the motion to approve the proposed purchase parking access revenue control (PARC) system between the City of Sarasota and PSx, Inc, for the State Street parking garage and Palm Avenue parking garage integration using a single-source acquisition in the amount of $217, which carried by a 5-0 vote. The following person signed up to speak: John McGruder indicating parking in the City of Sarasota, Florida, is free and should remain free, the Sarasota Institute of Lifetime Learning (SILL) has had to move events from the Downtown and surrounding areas due to a lack of parking, paying for parking will drive residents and tourists away from the area, the City should take notice of the issue to recognize parking is an important feature for a small town. 8. REMARKS OF COMMISSIONERS, ANNOUNCEMENTS AND ITEMS FOR NEXT AGENDA (AGENDA ITEM VII) COMMISSIONER BRODY: A. stated that City Staff exhibited a great amount of professionalism during and after Hurricane Irma took place. COMMISSIONER AHEARN-KOCH: A. stated that Staff is thanked for the work performed during Hurricane Irma. Draft One Page 12 of 35 Page 12 of 35

15 B. stated that the August 29, 2017, Climate Adaptation Meeting was attended; that the meeting was very informing concerning the environment; that the City should use examples from the meeting concerning making the City much more environmentally friendly. C. stated that the Sarasota Police Department (SPD) awards ceremony was attended and was a great event. D. stated that a proclamation was presented at the Young Men s Christian Association (YMCA) Hippy Program s 25th Anniversary Event. E. stated that the Commission should undertake serious discussions concerning the City s Downtown infrastructure; that the Commission should bring back the discussion of affordable housing as well. COMMISSIONER SHAW: A. stated that the Commissioners as well as the Charter Officials are thanked for the help and concern received at the time of his health incident. B. stated that Sarasota Memorial Hospital is to be commended for successfully operating during Hurricane Irma which was very impressive. C. stated that Staff and in particular Emergency Manager Richard Todd Kerkorian, Sarasota Police Department (SPD), are thanked for the terrific information and work completed during Hurricane Irma. D. stated that the Commission should impose a moratorium on all construction within the City until the damages caused by Hurricane Irma are assessed; that the issue of construction after natural disasters may need to be added to a future Agenda for discussion. E. stated that Agenda Item XIV-2 Bayfront 20:20 Stakeholders' Steering Committee discussion during the September 5, 2017 Regular Sarasota City Commission Meeting was added to the Agenda at his request and was missed due to an absence; that the outcome of the discussion was not positive; that the item will be brought back before the Commission; that the Steering Committee members provide service for too many other entities within the City which may create conflicts of interest; that the Sarasota Bayfront Planning Organization (SBPO) is the only group which is needed to report to the Commission concerning the Bayfront 20:20 plans. VICE MAYOR ALPERT: A. stated that the residents of the City of Sarasota, Florida, are thanked and appreciated for the arduous work, companionship, and clean-up efforts shown toward one another during the aftermath of Hurricane Irma. B. stated that the Agenda Item XIV-3 discussed at the September 5, 2017, Regular Sarasota City Commission Meeting concerning the Commission Meeting Times should be placed back on a future Agenda for further discussion. MAYOR FREELAND EDDIE: A. stated that the entire City Staff, Sarasota Police Department (SPD), and Emergency Manager Richard Todd Kerkering, Sarasota Police Department (SPD), are thanked for the services and communication provided during Hurricane Irma. B. stated that the Development Services Department is thanked for allowing the waiving of permit fees for the residents within the City who have experienced damages from Hurricane Irma; that Staff Draft One Page 13 of 35 Page 13 of 35

16 should create a memorandum for the residents of the City outlining the specifics of the permit fees being waived as well as how a citizen can apply for the benefit. C. stated that Arthur Larkins, Recreation Facilities Supervisor of the Robert L. Taylor Community Complex (RLTCC), as well as Parks and Recreation Director Jerry Fogel, Robert L. Taylor Community Complex (RLTCC), Bobby Jones Golf Club (BJGC), and Sarasota Municipal Auditorium are thanked for allowing the RLTCC to remain open and provide multiple types of services to the community during Hurricane Irma. D. stated that the City experienced numerous issues with power outages during Hurricane Irma; that shelters located around the City were without power due to insufficient generators; that the City should never experience a mass outage in power if enough generators are available for use; that hurricane shelters along with Assisted Living Facilities were without power due to a lack of generators which can result in a dangerous outcome; that a request is made for Staff to provide the Commission with the chain of command regarding power outages. E. stated that Staff should find a way to educate the residents concerning the debris collection process during the aftermath of Hurricane Irma. F. stated that the local school Staff and Administration such as Booker High School, Sarasota High School, and Riverview High School which participated in acting as a shelter during Hurricane Irma are thanked; that the City should focus on eliminating negative instances which occurred in some of the shelters. G. stated that the Fred Glossie Atkins Park bathroom issues should be addressed by Staff to help those in need of a restroom. Commissioner Shaw stated that Fred Glossie Atkins Park was closed in preparation of Hurricane Irma. 9. OTHER MATTERS/ADMINISTRATIVE OFFICERS (AGENDA ITEM VIII) DEPUTY CITY MANAGER BROWN: A. stated that Staff is appreciative of the compliments received from the Commission as well as the community for the work performed during Hurricane Irma; that City Manager Thomas Barwin is to be commended for the strong leadership exhibited before, during, and after Hurricane Irma. B. stated that several lift stations and wells lost power throughout the City and are currently functioning from generators; that power will be restored to the lift stations as soon as possible. C. stated that approximately 4,000 residents throughout the City remain powerless; that the Florida Power and Light (FPL) is being notified regularly by Staff of how many residents are powerless and why the need for power is so urgent. D. stated that residents within the City in need of garbage and debris disposal could utilize one of three sites opened after the hurricane to dispose of household garbage; that the City is currently picking up debris from homes in the area. In response to a question from Mayor Freeland Eddie asking what timeframe of the day will the City be removing the debris from homes, Deputy City Manager Brown stated that the times will vary concerning when pick-up will occur. E. stated that FPL is dealing with an Australian Pine Tree which has fallen on top of and disabled a transformer; that the power lines and traffic lights around the City are affected due to fallen trees. Draft One Page 14 of 35 Page 14 of 35