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HomeMy WebLinkAboutDocumentation_Recreation_Tab 05_04/10/2019_2018REGULAR MEETING MINUTES VILLAGE OF TEQUESTA December 13, 2018 CALL TO ORDER AND ROLL CALL The meeting was called to order by Mayor Abby Brennan at 6:00 p.m. A roll call was taken by Deputy Village Clerk Mary Ann Grieser. Present were: Mayor Abby Brennan, Vice Mayor Tom Paterno, Council Member Vince Arena, Council Member Laurie Brandon, and Council Member Kristi Johnson. INVOCATION AND PLEDGE OF ALLEGIANCE Pastor Paul Beresford gave the invocation after which Vice Mayor Paterno led the pledge of allegiance. APPROVAL OF AGENDA MOTION: Council Member Arena moved approval of the agenda; seconded by Vice Mayor Paterno; motion carried unanimously 5-0. PRESENTATIONS Presentation of Proceeds of the 8th Annual Chili Cook -Off Fire Chief Trube credited Firefighter Dave McGovern with the original idea of a Chili Cook- Off/Beer Tasting to support veterans then remarked on how it had grown. Firefighter McGovern thanked Council for their support of the event that benefitted Operation 300, Southeast Honor Flight, Tequesta Friends of Public Safety and The Renewal Coalition. He reported that over 2000 people enjoyed great music, fly -overs, and out of 25 teams, The Tequesta Fire Department won first place. Mr. McGovern acknowledged the sponsors, volunteers, and Public Works Department, and announced the date of the next Chili Cook -Off as September 9, 2019. To resounding applause, he presented each charity with $13,000. At 6:15 p.m. the meeting temporarily recessed, then reconvened at 6-22 p.m. 2. Recognition of 2018 Nautical Club Police Chief Medina introduced Sergeant Ray Korkowski who presented awards to the Austin Blu foundation, the family of Carly Black, Jerry Carroll and his wife of Jupiter Dive Center and Bill Taylor of Black Dog Fishing Charter who explained that they taught the children responsible fishing. Mayor Brennan thanked the Sergeant and all the volunteers. 3. Conceptual Presentation by Gentile Glas Holloway O'Mahoney & Associates, Inc. to Propose a Residential Townhome Project Minutes — Regular 12/13/18 Page 2 Troy Holloway of Gentile, Glas, Holloway, O'Mahoney & Associates, Inc. introduced developer Royal Tequesta, LLC as a third generation company based in Delaware with extensive experience. Pictures of some of their completed projects were displayed while Mr. Holloway advised that a land use change from commercial to medium density residential would be requested for this townhouse community on 6.03 acres. Council Member Johnson expressed concern over the project's density, entrance traffic and affordability for families. Mr. Holloway countered that whereas 18 units per acre was allowed, the density for this project was just under 12 units per acre. Mr. Holloway answered Council Member Brandon's question about unit square footage by explaining that the units were similar but not identical. Council Member Arena also commented on density but stated that the developer was well represented by Gentile, Glas, et. al. Vice Mayor Tom Paterno said that with the entrance on U.S. Highway One, a right turn lane was very important and he expressed concern about water runoff; Mayor Brennan agreed. Mr. Holloway described each unit as having a two -car garage, then opined that the current commercial zoning would result in more traffic than the residential zoning that would be requested. Council Member Arena thought the project was beneficial to the residents. CONSENT AGENDA MOTION: Council Member Arena moved approval of the Consent Agenda; seconded by Vice Mayor Tom Patemo, motion carfied unanimously 5-0 with Items 5, 8, 9 and 10 pulled for discussion. 4. MINUTES: 10/01/18 Workshop; 10/29/18 Workshop; and 11/8/18 Regular 6. SE 05-18: Special Event application for an annual Brewery Anniversary Party by Tequesta Brewery, LLC. The event is to be held on Saturday, January 12, 2019 from 2:00 p.m. - 11:00 p.m. at the Tequesta Village Square Shopping Center, 287 S US Highway 1. The projected number of attendees for the event is 400. Alcohol will be served. 7. Approval of the Purchase of Laserfiche Avante to Replace the Existing Legacy Laserfiche Platform END OF CONSENT AGENDA 5. Approval of Contracts Signed by Manager Under $25,000 (Per Village Ordinance we are presenting the following agreements, proposals, commitments and memorandum of understanding to Council.) 1. Granicus ADA Proposal -Village Clerk $N/A; 2. N. Alkurid Interim Firefighter Contract -Fire Department $N/A -Position Previously Budgeted; 3. Pride Enterprises Proposal -Parks & Recreation Department $966.73; 4. Southeastern Printing Quote 11053/Smoke Signals - Administration $587.00; 5. Southeastern Printing Quote 13406/Smoke Signals $1882.00. Council Member Johnson was concerned that Interim Firefighters were paid minimum Minutes — Regular 12/13/18 Page 3 wage and wanted to know the financial impact of converting the position to full time. Acting Village Manager Weinand offered to obtain this data for review then invited Fire Chief Trube to address the matter. Chief Trube briefly explained the Interim program, cost of gear, staffing and competing employers; Manager Weinand added that the program worked well when first introduced because due to the economy at that time, not many places were hiring. Chief Trube reviewed the number of employees per shift and Vice Mayor Paterno wanted to retain the flexibility to change with the times. Consensus of Council was to revisit the Interim Firefighter program at the next Council meeting. Council Member Johnson questioned the necessity of printing and mailing Smoke Signals and asked whether it could be included in the water bills. Mayor Brennan cautioned that many residents do not access the internet; she suggested that distribution to unincorporated areas be discontinued and Manager Weinand advised the annual cost savings would be $6000.00. Council Member Arena suggested consultation with the Town of Juno Beach regarding their newsletter costs. MOTION: Council Member Johnson moved approval of Contracts Signed by Manager Under $25, 000, seconded by Vice Mayor Paterno; motion carried unanimously 5-0. 8. Approval of the Purchase of a New Cisco Next -Gen Firewall and Security Solution Acting Village Manager James Weinand requested this item be removed for discussion at a future meeting. 9. Approve Purchase of Two (2) New Vehicles for the Fire -Rescue Department to Replace the 2000 Chevrolet Silverado 2500, and the 2002 Dodge Durango Vice Mayor Paterno asked about purchasing one vehicle now and the other in the future. Chief Trube advised that the pick-up truck was inoperable, outlined his plan for exchanging vehicle use within the department but adhered to his recommendation. The Vice Mayor inquired about a once available spare vehicle but Manager Weinand advised that it was given to the police department for their Citizens on Patrol program. He further explained that vehicle purchases had previously been postponed which was why this request was for two vehicles. Discussion continued on vehicle sharing and purchase options. MOTION. Vice Mayor Paterno moved approval of the Silverado purchase only, seconded by Council Member Johnson, motion carried unanimously 5-0. 10. Approve Revised Purchasing Manual Vice Mayor Paterno asked what revisions were and Village Attorney Keith Davis replied that for consistency, a purchase order was required for purchases under $10,000 whether there was a contract or not and language was added regarding prompt payment. MOTION: Vice Mayor Paterno moved approval of the Revised Purchasing Manual; seconded by Council Member Arena; motion carried unanimously 5-0. Minutes — Regular 12/13/18 Page 4 COMMUNICATIONS FROM CITIZENS Mr. Darrell Pastuch of 391 Riverside Drive spoke about Village expenditures and a recent Inspector General's report. Marilyn Muller of 324 Leigh Road had left the meeting but on her behalf, Deputy Village Clerk Mary Ann Grieser stated that the residents on Leigh Road wished to have a speed bump on each end of their short street. Mayor Brennan retorted that the issue had been thoroughly explored and speed bumps would not work in The Village. COMMUNICATIONS FROM COUNCIL Council Member Johnson was appreciative of all the work that went into the recent Holiday festivals as well as decorations around The Village. Council Member Brandon wished that everyone would enjoy the season. Council Member Arena thanked Public Works Director Doug Chambers for the holiday decorations and wished all a Merry Christmas and Happy New Year. Vice Mayor Paterno wished all a Merry Christmas and Happy Holidays and hoped all appreciated their families; he recognized the volunteers in the community that made Tequesta so special. Mayor Brennan thanked Village staff for their hard work, the amazing volunteers in The Village and the residents who attended the Council meetings. STANDING REPORTS Village Aftomey Village Attorney Keith Davis announced the conclusion of the recent Inspector General's audit report in November in which some technical issues were found but the overriding findings of the report showed no wrongdoing, corruption, fraud or mismanagement; the Village's controls and processes were adequate. This was the fourth audit he had been through for various municipalities recently and something was always found; the process was designed to make a good system better. He fondly recalled his youth in Tequesta and wished all a Happy Holiday. Village Manage Acting Village Manager Weinand wished everyone a Merry Christmas and summarized his numerous meetings and activities since the last Council meeting. Police Police Chief Gus Medina detailed the many events and meetings the police department had participated in over the past month. He thanked Lieutenant Pike for organizing the Bike Rodeo again and giving away several bicycles purchased with his personal funds. Chief Medina spoke of succession planning, cross training and hostage negotiation training and he confirmed that speeding issue continued to be addressed. Council Member Brandon asked for coordination between The Village's Santa Ride and a Santa boat. Fire Fire Chief James Trube provided an update on the activities and meetings he and the Fire Department participated in during the past month; he mentioned Fire prevention and public Minutes — Regular 12113/18 Page 5 education. He announced that the Lieutenant's promotional exam was in progress and by March, a lieutenant would be in place; he anticipated that an open firefighter position would be filled in January. REGULAR AGENDA OLD BUSINESS 11. ORDINANCE 17-18, SECOND READING, AN ORDINANCE OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, APPROVING A PROPOSED VILLAGE INITIATED AMENDMENT TO THE VILLAGE'S CHARTER; WHICH PROPOSED AMENDMENT WOULD REVISE THE CURRENT REQUIREMENT FROM REQUIRING NO LESS THAN FOUR MEMBERS OF THE VILLAGE COUNCIL TO VOTE IN FAVOR OF HIRING A VILLAGE MANAGER OR REMOVING A VILLAGE MANAGER, TO REQUIRING NO LESS THAN THREE MEMBERS OF THE VILLAGE COUNCIL TO TAKE SUCH ACTIONS, AND ALSO REQUIRING A 30 DAY NOTICE BE PROVIDED TO THE VILLAGE MANAGER PRIOR TO ANY COUNCIL DISCUSSION OR ACTION REGARDING THE REMOVAL OF THE VILLAGE MANAGER; FURTHER PROVIDING A BALLOT TITLE AND A BALLOT SUMMARY IN ACCORDANCE WITH THE REQUIREMENTS OF FLORIDA LAW; PROVIDING FOR THE PROPOSED CHARTER AMENDMENT QUESTION LANGUAGE; AND PUTTING SAID CHARTER AMENDMENT QUESTION TO A VOTE OF THE ELECTORS OF THE VILLAGE AT THE MARCH 12, 2019 MUNICIPAL ELECTION; PROVIDING AN EFFECTIVE DATE; AND FOR OTHER PURPOSES. Village Attorney Keith Davis read Ordinance 17-18 title into the record and stated that this was the second reading. Mayor Brennan opened the hearing to the Council for comment but there was none; she opened the hearing for public comment but there was none. MOTION: Council MemberArena moved approval of Ordinance 17-18, seconded by Vice Mayor Patemo; motion carded unanimously 5-0. 12. ORDINANCE 19-18, SECOND READING, AN ORDINANCE OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, PROVIDING FOR THE REZONING OF CERTAIN REAL PROPERTY WITHIN THE CORPORATE LIMITS OF THE VILLAGE OF TEQUESTA, FLORIDA; WHICH PROPERTY CONSISTS OF ONE POINT ZERO FOUR SEVEN (1.047) ACRES MORE OR LESS OF LAND IN FOUR PARCELS LOCATED AT 691 AND 19626 U.S. HIGHWAY #1, 3471 INLET COURT AND 3486 CANAL COURT; PROVIDING THAT THIS REAL PROPERTY WHICH IS MORE SPECIFICALLY DESCRIBED HEREIN SHALL BE RE -ZONED FROM THE VILLAGE ZONING DESIGNATION OF "C-2 COMMUNITY COMMERCIAL DISTRICT" TO THE VILLAGE ZONING DESIGNATION OF "MU MIXED USE"; PROVIDING THAT THE ZONING MAP OF THE VILLAGE OF TEQUESTA BE AMENDED TO REFLECT THE PROPER DESIGNATION FOR THIS REAL PROPERTY; PROVIDING A CONFLICTS Minutes — Regular 12/13/18 Page 6 CLAUSE AND A SEVERABILITY CLAUSE; PROVIDING AN EFFECTIVE DATE; AND FOR OTHER PURPOSES. Village Attorney Keith Davis read Ordinance 19-18 title into the record and stated that this was the second reading. Mayor Brennan opened the hearing to the Council for comment but there was none; she opened the hearing for public comment but there was none. MOTION: Council MemberArena moved approval of Ordinance 19-18, seconded by Vice Mayor Paterno; motion carried unanimously 5-0. NEW BUSINESS 13. RESOLUTION NO. 42-18, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, DECREASING THE FISCAL YEAR 2018/2019 GENERAL FUND #001 BUDGET BY UNAPPROPRIATING FUND BALANCE IN THE AMOUNT OF $551,860.00 Village Attorney Keith Davis read Resolution 42-18 title into the record. Mayor Brennan noted the word unappropriating and the amount and opened the hearing to the Council but there were no questions. MOTION: Council Member Arena moved approval of Resolution 42-18,- seconded by Vice Mayor Patemo; motion carried unanimously 5-0. 14. RESOLUTION NO. 43-18, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, INCREASING THE FISCAL YEAR 2018/2019 CAPITAL IMPROVEMENT FUND #301 BUDGET BY APPROPRIATING FUND BALANCE IN THE AMOUNT OF $20,000.00 TO FUND THE INSTALLATION OF CROSSWALKS AT VARIOUS LOCATIONS THROUGHOUT THE VILLAGE Village Attorney Keith Davis read Resolution 43-18 title into the record. Mayor Brennan said that this item had been discussed for two years and asked Public Works Director Doug Chambers to address questions from Council Member Brandon and Vice Mayor Paterno. Village Manager Weinand announced that the money saved by the Public Works Department performing the work resulted in more areas completed than originally estimated. MOTION: Council MemberArena moved approval of Resolution 43-18, seconded by Vice Mayor Paterno, motion carried 5-0. 15. ORDINANCE 22-18, FIRST READING, AN ORDINANCE OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, APPROVING A PROPOSED VILLAGE INITIATED REFERENDUM QUESTION ON THE ISSUE OF WHETHER THE VILLAGE COUNCIL SHOULD APPROVE THE FULL DESIGN, FUNDING, AND CONSTRUCTION OF A NEW COMMUNITY CENTER Minutes — Regular 12/13/18 Page 7 ON THE VACANT VILLAGE OWNED LOT AT 483 SEABROOK ROAD; FURTHER PROVIDING A BALLOT TITLE AND A BALLOT SUMMARY IN ACCORDANCE WITH THE REQUIREMENTS OF FLORIDA LAW; PROVIDING FOR THE PROPOSED REFERENDUM QUESTION LANGUAGE; AND PUTTING SAID REFERENDUM QUESTION TO A VOTE OF THE ELECTORS OF THE VILLAGE AT THE MARCH 12, 2019 MUNICIPAL ELECTION; PROVIDING AN EFFECTIVE DATE; AND FOR OTHER PURPOSES. Village Attorney Keith Davis read Ordinance 22-18 title into the record and Mayor Brennan introduced Frank D'Ambra for a report. Mr. D'Ambra summarized the progress of plans for the Community Center, and then announced a new possible location as Constitution Park. The design team felt strongly that Constitution Park was the best site and recommended withdrawal of the March referendum to ensure all viable possibilities were thoroughly evaluated. Lew Hayward of 27 Shay Place advised that he was initially unaware of the planned building, which would especially affect him and his neighbors. He summarized a meeting with Council Member Arena and Frank DAmbra about potential ways to mitigate the impact of such a facility on neighboring properties. Pat Watkins of 167 River Drive spoke about location, size and consideration for neighboring properties. Council Member Brandon agreed that if some residents were not yet aware of the project, it was best to wait. Mr. D'Ambra said that the committee would persevere and wanted both the best location and facility. When Council Member Johnson asked about a timeline for completion, Mr. D'Ambra estimated two years. Though Vice Mayor Paterno supported withdrawal of the referendum and was in favor of the Constitution Park site (and another one he would disclose in the future), he felt that progress was needed. Attorney Davis explained that The Village went through the Consultant Competitive Negotiation Act Process to retain an architect, however since the Request For Proposal was for a specific vacant lot, he would need to investigate what a change of location entailed. Council Member Arena reminded that in 2017, Council approved funds for research by him and Parks and Recreation Director Greg Corbitt who visited recreation centers for ideas; he stated that the committee worked diligently to gather information and was happy to meet with residents about any concerns. Vice Mayor Paterno appreciated that after all the work done to date, Mr. D'Ambra would suggest postponement. Mayor Brennan thanked Council Member Arena, Director Greg Corbitt and Frank D'Ambra for their hard work and diligence. MOTION: Vice Mayor Paterno moved denial of Ordinance 22-18 moving forward as a referendum; seconded by Council Member Arena; motion carfied unanimously 5-0. ANY OTHER MATTERS Though the Village Manager search was to commence on January 2, 2019, Mayor Brennan suggested postponement due to the upcoming election and observed that a lesson learned from the prior search was swifter action on the more promising resumes. She said she noticed reduced drama and increased camaraderie in staff and asked whether Council would consider a postponement until April 1, 2019. This made sense to Council Member Arena, and Acting Village Manager Weinand offered that he was available to continue in the position except for the week of March 10, 2019. Although Vice Minutes — Regular 12/13/18 Page 8 Mayor Paterno felt that Mr. Weinand was doing a great job, he did not want to wait but Council Member Johnson did not mind waiting. Council Member Brandon said she felt torn but did not see the need to wait. Mayor Brennan added that she did not want to disrupt the momentum she observed lately. Attorney Davis and Mayor Brennan discussed voting since the search was to commence before the next Regular Council Meeting, then Mayor Brennan requested a Special Council meeting for a vote on the issue. Council Members Johnson and Brandon wished to discuss the topic of golf carts on the road. Police Chief Gus Medina and Lieutenant Pike spoke about safety, state statutes, cart occupants and other related hazards. Council Member Johnson reiterated her request to discuss this at a Workshop. Vice Mayor Paterno mentioned he noticed young kids driving golf carts and Lieutenant Pike assured that the police department enforced this. Mayor Brennan did not feel a Workshop discussion would be productive but as different questions were being raised, agreed to discuss again at the Workshop in February. Meeting Task Assignments Set up PBA Negotiations Jim Special Meeting in December (Manager) Lori Cut Smoke Signals to residents only (and JIC) Lori Need hard #'s on fulltime vs. intern program for Fire Trube Next Workshop Agenda: Lori * Golf carts * Quarterly budget review i 0 17/18 Year End Budget Status i Storm Water Rate Studv ADJOURNMENT: Council Member Arena moved to adjourn the meeting; seconded by Vice Mayor Paterno. The motion to adjourn carried unanimously 5-0; therefore, the meeting was adjourned at 8:4 7 p.m. Respectfully submitted, Lori McWilliams, MMC Village Clerk Note: These summary minutes are prepared in compliance with 286.011 F.S. and are not verbatim transcripts of the meeting. A verbatim audio record is available from the office of the Village Clerk. All referenced attachments are on file in the Village Clerk's office. Council Workshop Meeting Notes 12-3-18 1. Review Shay Place and Tequesta Pines Meeting November 18, 2018. - History of events leading to this meeting - Review Meeting Feedback— distribute meeting notes - Address concern that the original questionnaire was generalized and not in response to the design provided and the Seabrook site 2. Tequestafest - Distribute and Review Survey Spread sheet — focus on the survey responses were directed to the proposed plan and site - Have Greg and staff review survey responses and questions posed 3. Review plan design changes driven by citizen input. Discuss ECIC and Building dept. funding. 4. Discuss meeting with the Manager and Address Council's options regarding approval (Council vote vs referendum). Referendum draft language prepared by Council at the Manager's direction. 5. Next steps — REG to obtain guideline construction methods, pricing, and additional community meetings — pre or post the holidays. (Council input on the same). MINUTES VILLAGE OF TEQUESTA WORKSHOP December 3, 2018 CALL TO ORDER AND ROLL CALL The meeting was called to order at 6:00 PM. A roll call was taken by Deputy Clerk, Mary Ann Grieser. Present were: Mayor Abby Brennan, Vice -Mayor Tom Paterno, Council Member Vince Arena and Council Member Laurie Brandon. Council Member Kristi Johnson was absent. I . Community Center Update by the Negotiation Committee Chair Frank D'Ambra Resident, Mr. Frank D'Ambra informed Council of a recent meeting between the Negotiation Committee and residents who resided in the immediate area of the proposed Community Center. During the meeting, pros and cons were discussed as well as suggestions and ideas from Village residents. Mr. D'Ambra revealed to Council the results from several surveys, including a recent one conducted at TequestaFest. Mr. Greg Corbitt, Director of Parks and Recreation, offered his experience in speaking with residents about the proposed Community Center. He felt that the vast majority of feedback was very positive with many people asking how soon the center could be built. Mayor Brennan asked the committee members to remember to poll the older residents in order to have feedback from all ages that reside within the Village. Mr. D'Ambra advised keeping Village residents as the main users of the facility, with the ability to have occasional guests. Vice Mayor Paterno asked how much the facility would cost, as he had heard several different cost estimates. Mr. D'Ambra answered that the architects were currently speaking to contractors in order to zone in on a close estimate. Currently the price range for such a building was approximately $230 per square foot. This translated to just over $5 million dollars based upon the current drawing; including exercise equipment and furniture. Vice Mayor Paterno preferred to have the cost estimates for review, prior to deciding on whether or not the topic should go to a referendum. Attorney Keith Davis reminded Council that any games such as Bingo were highly regulated by the State. Additionally, if Council wished to regulate access to residents only, there could be no grants involved. Lastly, Council would need to decide if this was a yes/no vote for the proposed center or if it would have a bond attached to it. Council discussed the timeline for replacing the Village's current fire trucks, in relationship to the costs of building the proposed Community Center. Village Fire Chief James Trube stated that a Village Council Workshop Minutes December 3, 2018 Page 2 new ladder truck would cost approximately $1.2-1.3 million and would be needed within the next yearortwo. Mrs. Pat Watkins, 167 River Drive, addressed Council and admitted that she had no objection to the facility. However, she was concerned with having funding available to take care of the roads and sidewalks that were in need of repairs. Mr. Chris Quirk, Director of Finance commented that $414,000 had been received this year from the one -cent sales tax and had already been spent. Mr. Tom Bradford, 44 Chestnut Trail, opined that there was much work to be done before taking the referendum to the voters in March of 2019. He believed that outside grants should be utilized and questioned what would be done with the old recreation center. Council Member Arena reminded Council of the fact that the project architect would be speaking to contractors next week in order to obtain estimates on construction costs. He felt that time was of the essence to at least get the referendum started and move towards a first reading. Mrs. Marcia Nielson, 94 Beachwood Trail, felt the project was being rushed and had heard some negative feedback as well. She recommended a survey be sent to every single resident in order to have all voices heard. Council Member Arena responded by reminding Council that the project had been in the discussion phase for almost a year. There had been approximately 20 meetings thus far with thoughtful discussion and feedback. Additionally, the Constitution Park building was in need of repairs to walls, roof, electrical, plumbing and more. Council Member Brandon asked why the referendum needed to be on the March 2019 ballot. Mr. D'Ambra felt that there was adequate time to gather the pertinent information needed, and there was simply no reason to delay, as the residents were eager to have it built. Additionally, if Council waited until August, many residents would not be in town for a vote. Mr. Chris Quirk reminded Council of rising interest rates when putting together their projected costs. Council Member Brandon stated she was agreeable to moving forward with bringing the referendum to the first reading. Vice Mayor Paterno disagreed with moving forward at least until cost estimates had been submitted and reviewed. Mayor Brennan was agreeable with moving forward to bringing the referendum to a first reading status, with the understanding that it would not go further, unless Council had the recommended figures in hand. Village Council Workshop Minutes December 3, 2018 Page 3 2. Discussion on the Police Department Pension Plan and Actuarial Valuation Report Acting Manager Weinand acknowledged that the Police and Fire pensions must be the same, and that Fire must now match the 2.35% Police pension increase, regardless of whether other changes would be made or not. Bonni Jenson of Klausner, Kaufman, Jensen & Levinson answered questions and offered insight on several of the options available to the Village. Several different scenarios were discussed with Council in Consensus of moving towards an Executive Session as soon as possible. 3. Review Inspector General Audit Report Findings and Management Response Acting Manager Weinand revealed that the Inspector General (IG) had spent many hours over the past 3 months investigating allegations. In summary, the report stated that the right hand did not know what the left hand was doing in regards to contract administration, payments and permitting. There were 21 recommendations within the report, which the Village would adopt and implement. 4. Discussion on Possible Funding Sources Mayor Brennan advised looking for funds thru the Palm Beach Planning Organization, which could possibly help fund the Village's private roads and sidewalks. She believed there were also other funding opportunities available for the Village, which would be beneficial in funding upcoming projects. Acting Manager Weinand announced that Mr. Doug Chambers was going to be part of the Local Mitigation Strategy Board, which helped in planning projects. He promised to keep all Council Members up to date on future funding sources. Pendina Tasks: Item: Assigned: Commmunity Center Referendum ready for first reading -- Keith Davis Schedule Executive Session for Public Safety Pension Lori McWilliams Cost Estimates for Council on Community Center Acting Manager Weinand Lori McWilliams, MMC Village Clerk Note: These summary minutes are prepared in compliance with 286.011 F.S. and are not verbatim transcripts of the meeting. A verbatim audio record is available from the office of the Village Clerk. All referenced attachments are on file in the Village Clerk's office. I Council Presentation 11-08-2018 Good evening Mayor Brennan, Council and Manager Weinman. The Community and Recreation Center Design team is excited to present to you this evening the design concept for the Village of Tequesta's new Community and Recreation Center. Since the Council approved moving forward with Phase 1 on September 13t' the team has been working diligently meeting weekly and at times bi-weekly to produce the work product you will be reviewing this evening. I want to thank all the team members - from Parks & Rec, Greg Corbitt, Wendy Schmidt, Kathleen Worley, Brad Gomberg, Jose Rodriquez., Doug Chambers, Chief Gustavo Medinaffl Vince Arena and new to the team Chief Jim Trube along with Christine Merrell and her associates at REG, for their time, input and dedication. The objective for the Center is a building that has the inherent flexibility and infrastructure to meet the needs of the Tequesta community today and well into the future. To accomplish this goal it was critical that we tap into the knowledge and expertise of all our departments and this design is reflective of their input. While there will be significant community outreach following this evening's meeting it is important to note that the design you are now looking at already incorporates input from conversations between Tequesta residents and Park & Rec staff as well as the completion of 500 surveys consisting of 250 paper surveys completed at Parks & Rec and another 250 online surveys. The survey asked 20 core questions but importantly residents also had the opportunity to provide additional information as to how the center could best serve the interests of the Tequesta community. The resulting Center design provides the Village with the capability to address the multiple needs and interests of our residents from the youngest amongst us to our valued senior citizens. Children's and young adult activities will be focused on the first floor while adult and senior activities will be focused on the second floor. At last week's workshop Council expressed its concern with respect to the vulnerability of our servers in the event of a catastrophic event. As you will recall from our earlier discussions the new community center features a hardened activity and IT server room that will enable us to secure our critical IT infrastructure. As compared to the draft design concept provided to Council at last week's workshop the design you now have in front of you has been enhanced with additional elevations, floor dimensions, and widening of the paved area around the gymnasium to accommodate public safety vehicles. Tonight, we want to address any questions Council may have as to the overall design of the Center. The team plans to roll out the Center design to the Tequesta community with a large-scale display during Tequesta-fest, at which REG and various members of the design team will be present to answer questions and gather additional resident input. The team would then like to come back to the Council at its December workshop to share input from Tequesta-fest and seek Council's thoughts and input. After Tequesta-fest the Center display at Tequesta-fest will be transferred to the current Rec Center for continuous resident viewing and input. Plans are also in the works for community meetings including weeknight and weekend meetings at Village Hall. MINUTES VILLAGE OF TEQUESTA REGULAR MEETING November 8, 2018 CALL TO ORDER AND ROLL CALL The meeting was called to order by Mayor Abby Brennan at 6:00 p.m. A roll call was taken by Village Clerk, Lori McWilliams. Present were: Mayor Abby Brennan, Vice Mayor Tom Paterno, Council Member Vince Arena, Council Member Laurie Brandon, and Council Member Kristi Johnson. INVOCATION AND PLEDGE OF ALLEGIANCE Pastor Paul Beresford gave the invocation after which Mayor Brennan led the pledge of allegiance. APPROVAL OF AGENDA MOTION: Council Member Arena moved approval of the agenda; seconded by Vice Mayor Patemo,- motion carried unanimously 5-0. PRESENTATIONS I a. Community Center Design Presentation by REG Architects Former Council Member Frank D'Ambra thanked the members of the Community Center Design committee, summarized the results of a community survey (all supported it), pointed out some enhancements from the previous concept, and advised on the next steps. He then introduced Christine Merrill of REG Architects who referred to distributed materials and reviewed highlights of the project. Mayor Brennan confirmed that the community center information would be at Tequesta Fest for residents to review. Council Member Arena thanked Ms. Merrill for her work. Council Member Brandon asked about the play and wait area and Ms. Merrill explained that it combined a viewing area for parents and play space for waiting siblings. When Council Member Johnson asked if the model fit the budget, Mr. DAmbra answered that the design was scaled down for affordability though future enhancements were possible. Feedback that Council Member Brandon received questioned a playground in a parking lot. Mr. D'Ambra advised that it was simply an idea for consideration in an available space. After inquiry by Vice Mayor Paterno, Mr. D'Ambra estimated the cost at $5 million. Vice Mayor Paterno recalled a $3 million estimate and Mr. D'Ambra explained that while $3 million was an estimated cost of the building, an estimate for the entire site was $5 million, which included equipment. He continued that after community feedback, bids would be Minutes — Regular 11/08/18 Page 2 sought but $5 million was a solid estimate. Another concern of Vice Mayor Paterno was the proximity of the parking lot to the neighboring lot line. Consensus of Council was to discuss the concept further at the December workshop. Resident Dave Smith of 375 Franklin Road opined that a better use for the money was the repair and maintenance of existing infrastructure. Vice Mayor Patemo agreed that infrastructure maintenance was important and advised that Council planned to review the budget again. Council Member Arena reminded that funds from the one -cent sales tax were also forthcoming for use on infrastructure. Mayor Brennan said she expected a balance between caring for infrastructure and building a recreation center. CONSENT AGENDA MOTION: Council MemberArena moved approval of the Consent Agenda; seconded by Council Member Lautie Brandon, motion carried unanimously 5-0. After the vote, Vice Mayor Paterno requested additional information on Item number six, which was then pulled for discussion. Approval of Contracts Signed by Manager Under $25,000 (Per Village Ordinance we are presenting the following agreements, proposals, commitments and memorandum of understanding to Council.) 1. Technology Engineering Agreement, Pressure Tank -Public Works $995.00; 2. Technology Engineering Agreement, Sump Pump -Public Works $3,908.00; 3. Verizon GPS Module 1 Year Agreement - Utilities Depart. $18.95 Monthly Service Fee; 4. Zoll Extended Warranty & Preventive Maintenance Agreement -Fire Dept. $3,953.25 (3 Devices); 5. DG Carpentry Install Ceiling Access -Public Works $465.00; 6. DG Carpentry Painting Finance & Building Depts. Hallways $1,250.00; 7. DG Carpentry Painting Exterior Mechanical Room and Exit Doors $1,200.00; 8. SAC Wireless -Spring Consent Letter -Village Manager/ Legal $N/A 2. MINUTES: 9113/18 Special; 10111/18 Regular; and 10111/18 Attorney Client Session 3. Approve Contract with Trane US Inc. to Service and Maintain the Air Conditioning Units at Village Hall and the Public Safety Buildings in the Amount of $11,993.00 4. Approval of the Annual Maintenance Renewal for CTS America SmartCop RMS Software for the Police Department. 5. Fiscal Year 2018/2019 Budget Amendments 7. RESOLUTION 39-18, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, CALLING FOR THE GENERAL MUNICIPAL ELECTION TO BE HELD TUESDAY, MARCH 12, 2019, AND IF NECESSARY, THE MUNICIPAL RUN-OFF ELECTION TO BE HELD TUESDAY, MARCH 26, 2019, FOR THE PURPOSE OF ELECTING COUNCIL SEATS 2 AND 4 FOR TWO Minutes — Regular 11/08/18 Page 3 YEAR TERMS; REQUESTING THE PALM BEACH COUNTY SUPERVISOR OF ELECTIONS CONDUCT THE ELECTION; DESIGNATING POLLING LOCATIONS; NAMING THE CANVASSING BOARD; ESTABLISHING ELECTION PROCEDURES. 8. RESOLUTION 40-18, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUEST, FLORIDA, DECLARING CERTAIN PROPERTY TO BE SURPLUS AND DIRECTING THE VILLAGE MANAGER TO DISPOSE OF SURPLUS PROPERTY IN ACCORDANCE WITH THE VILLAGE'S ADOPTED PROCEDURES END OF CONSENT AGENDA 6. Approve Personnel Policy Revision — Family and medical Leave Policy (5.7) to Allow Certain Employees to be Placed on I ntermittent Leave with the Ability to Work Remotely as Needed After Human Resources Director/Assistant Village Manager Merlene Reid gave some examples of how this policy would apply, Vice Mayor Paterno questioned whether it was needed and how it would benefit The Village. MOTION: Council Member Johnson moved approval of Item 6. Personnel Policy 5.7 Revision; seconded by Council Member Arena; motion carried 4-1 with Vice Mayor Paterno opposed. MOTION: Council Member Arena moved approval of the Consent Agenda without Item 6,- seconded by Vice Mayor Patemo,- motion carried unanimously 5-0. COMMUNICATIONS FROM CITIZENS Carolyn Schwartz of 360 Venus Avenue asked whether bicycle lanes would be added on Tequesta Drive; she asked how bicyclists would travel to the new bike lanes on U.S. Highway 1 and stated that there was no room for bicycles on Tequesta Drive and no room for everyone on the sidewalk. COMMUNICATIONS FROM COUNCIL Council Member Johnson had no comments; Council Member Brandon wished all a Happy Thanksgiving. Council Member Arena apologized for raising his voice at the last Council meeting and explained that he took issue with an ordinance that limited the rights of some residents that others enjoyed; he recommended the use of odorless paint or that interior painting be performed after hours. Council Member Arena recalled the idea of a hurricane preparation event and that Parks and Recreation Director, Greg Corbitt would provide cases of water for distribution; he suggested, with consensus of Council, a complimentary letter sent to the Baptist church for their Harvest Festival; he mentioned upcoming community activities and urged a focus on the good within The Village. Vice Mayor Patemo was happy to see greater meeting attendance. Mayor Brennan congratulated newly promoted Fire Chief Trube. Minutes — Regular 11/08/18 Page 4 STANDING REPORTS Village Aftonney Village Attorney Keith Davis encouraged Council to R.S.V.P. to the League of Cities Tri - City event on December 7, 2019. He was thankful to serve in the city. Villa -go Manage Acting Village Manager Weinand reported the following meetings: • Attorney Davis regarding various activities in the Village • Tom Jensen regarding a utility project listed later on the agenda • Frank D'Ambra, Council Member Arena, Parks and Recreation Director Greg Corbitt regarding the community center • Tequesta Country Club regarding cell tower placement • Mr. Poulette regarding CWA issues • Marilou Kuper regarding a personnel issue • Attended Planning and Zoning meeting • Staff and Inspector General office meeting • Troy Holloway and Steve Cohen regarding a vacant lot north of Publix • Palm Beach County League of Cities meeting • Ms. Massey re: annexation of Tequesta Hills • Village Council Workshop (discussed budget changes for December's meeting) • Troy Holloway and Rob Steinem re: Pelican Square development • Keith Davis'staff regarding return correspondence to the Inspector General's report He closed with congratulations to Finance Director Chris Quirk on his department's Award of Financial Reporting Achievement from the Government Finance Officers Association of the United States and Canada. Police Police Chief Gus Medina announced that many upcoming events required security but the department was prepared; a system for License Plate Readers with built-in cameras was being tested; interviews for police officer and communication officer were being conducted; Halloween was safe and uneventful with extra patrols on duty; Active Shooter training was recently conducted in two local schools and Lieutenant Smolen was sent for additional training. He mentioned that the department was participating in "Movember" for the benefit of men's health issues; the bike rodeo was scheduled for November; collections for. -...s, disaster relief were being collected and would be personally delivered by Sergeant Yildiz; last month the department participated in Fire Fest. Police Chief Medina closed by recalling that Tequesta was declared the seventh safest city in Florida and the first in Palm Beach County but there were still victims for whom Tequesta was not the safest which was what drove him to maintain a well-prepared department. Fire Fire Chief Trube appreciated the opportunity of Fire Chief for the Village of Tequesta. He continued by saying that October, November and December were busy for the department with public education and outreach and gave several examples: Fire Fest, Stop the Bleed, Minutes — Regular 11/08/18 Page 5 Hands Only CPR seminars, Trick or Treating at the Fire Station, and participation in the Harvest Festival. Chief Trube offered statistics on the upcoming Chili Cook -off and stated that the Department supported Tequesta Fest and Run 4 The Pies. He stated that due to his promotion to Chief, there were open positions that he would work to fill and that an interim firefighter was recently hired. Vice Mayor Paterno questioned why he had to wait until March to promote a Lieutenant and Chief Trube explained the factors involved in the process. Mayor Brennan elaborated that acting Lieutenants were in place. Council Member Johnson questioned Chief Trube about the Interim firefighter recently hired and thought the position was going to be eliminated. Chief Trube explained that there was a need to hire someone and the position was open already, so he made the decision to go forward with it. REGULAR AGENDA OLD BUSINESS 9. ORDINANCE 15-18, SECOND REQDING, AN ORDINANCE OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTAQ, FLORIDA, ADOPTING A SMALL SCALE AMENDMENT TO ITS COMPREHENSIVE DEVELOPMENT PLAN IN ACCORDANCE WITH THE MANDATES SET FORTH IN SECTION 163.3184, ET SEQ., FLORIDA STATUTES, PURSUANT TO A PRIVATELY -INITIATED APPLICATION # LSC 2-18 WHICH PROVIDES FOR AN AMENDMENT TO THE FUTURE LAND USE MAP, DESIGNATING ONE POINT ZERO FIVE (1.05) ACRES, MORE OR LESS, OF REAL PROPERTY AS MIXED USE; WHICH PROPERTY IS LOCATED AT 691 U.S. HIGHWAY 1, 19626 U.S. HIGHWAY 1, 3486 CANAL COURT AND 3471 INLET COURT, INFORMALLY KNOWN AS "PELICAN SQUARE"; PROVIDING FOR COMPLIANCE WITH ALL REQUIREMENTS OF CHAPTER 163, FLORIDA STATUTES; PROVIDING A CONFLICTS CLAUSE AND A SEVERABILITY CLAUSE; PROVIDING AN EFFECTIVE DATE; AND FOR OTHER PURPOSES. Village Attorney Keith Davis read Ordinance 15-18 title into the record and declared that this was the second reading. Mayor Brennan opened the hearing to the Council for comment but there was none; she opened the hearing for public comment but there was none. MOTION: Vice Mayor Paterno moved approval of Ordinance 15-18,- seconded by Council Member Arena,- motion car7ied unanimously 5-0. NEW BUSINESS 17. ORDINANCE 19-18, FIRST READING, AN ORDINANCE OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, PROVIDING FOR THE REZONING OF CERTAIN REAL PROPERTY WITHIN THE CORPORATE LIMITS OF THE VILLAGE OF TEQUESTA, FLORIDA; WHICH PROPERTY CONSISTS OF ONE POINT ZERO FOUR SEVEN (1.047) ACRES MORE OR LESS OF LAND IN FOUR PARCELS LOCATED AT 691 AND 19626 U.S. HIGHWAY #1, 3471 INLET Minutes — Regular 11/08/18 Page 6 COURT AND 3486 CANAL COURT; PROVIDING THAT THIS REAL PROPERTY WHICH IS MORE SPECIFICALLY DESCRIBED HEREIN SHALL BE RE -ZONED FROM THE VILLAGE ZONING DESIGNATION OF "C-2 COMMUNITY COMMERCIAL DISTRICT'TO THE VILLAGE ZONING DESIGNATION OF "MU MIXED USE"; PROVIDING THAT THE ZONING MAP OF THE VILLAGE OF TEQUESTA BE AMENDED TO REFLECT THE PROPER DESIGNATION FOR THIS REAL PROPERTY; PROVIDING A CONFLICTS CLAUSE AND A SEVERABILITY CLAUSE; PROVIDING AN EFFECTIVE DATE; AND FOR OTHER PURPOSES. Village Attorney Keith Davis read Ordinance 19-18 title into the record; this was the first reading. He explained that this ordinance amended the zoning map whereas the previously read ordinance was more detailed. Mayor Brennan opened the hearing to the Council but there was no comment. She opened the hearing to the public but there was no comment. MOTION: Vice Mayor Paterno moved approval of Ordinance 19-18, seconded by Council Member Arena; motion carried unanimously 5-0. 10. SPR 01-18 Replat for Blowing Rocks Condominiums (proposed) — 1550 Beach Road, Tequesta, FL 33469 Village Attorney Keith Davis suggested that the presentations for items ten and eleven be combined since they were related. He announced the quasi-judicial nature of both items and swore in seven people. Mayor Brennan and Council Member Johnson disclosed exparte communication with the applicant earlier in the process. Community Development Director Nilsa Zacarias explained the progress of the items thus far through the approval process and pointed out some features of the site plan. She thanked the plan review committee departments and members, then introduced applicant George Gentile on behalf of Turnberry Beach Road LLC. Mr. Gentile thanked staff, then explained the following: the initial plan was modified to minimize impact to the area and comply with ordinances; there was no significant impact to traffic and surrounding land; drainage would improve; The Village would benefit from property taxes; and it was consistent with the comprehensive plan. He closed by thanking Council and offered to answer questions. Vice Mayor Paterno requested an explanation of the variance and Mr. Gentile answered that though the project met the drainage standards of the South Florida Water Management District, it did not comply with The Village's drainage requirements however, neither did any other barrier island condominium project. Vice Mayor Paterno asked about a building to the rear of the property and Mr. Gentile confirmed that the state had been consulted and the building was able to remain but would be renovated and upgraded according to current codes. Mayor Brennan was complimentary of the proposed project. MOTION: Vice Mayor Paterno moved approval of SPR 01-18, seconded by Council Member Arena; motion carried 5-0. Minutes — Regular 11/08/18 Page 7 11. SPR 01 -18 Application of Tumberry Beach Road LLC. for a site plan review to build an eleven (11) story 21 -unit mufti -family 210,028 sq. ft. condominium building including one (1) monument sign, one (1) swimming pool, and a new landscaping plan. This application includes the renovation of an existing building into a pool cabana and a 10,500 sq. ft. outdoor amenity space. The address of the property is 1550 Beach Road, Tequesta, Florida, 33469. Village Attorney Keith Davis combined the quasi-judicial announcement, swearing in and ex -parte communication question of both the Replat and Site Plan Review of SPR 01-18. Summarized discussions for both items were noted under item ten. MOTION: Vide Mayor Paterno moved approval of SPR 01-18, seconded by Council Member Arena,- motion carried unanimously 5-0. 12. Approve Piggyback Contract with Shenandoah Construction for the Purpose of Lining Bad Storm Water Drain Pipes in the Amount of $78,375.00 Mayor Brennan introduced Water Distribution/Storm water Superintendent, Jay Wickham who advised he was following through on a previously set plan to repair failing storm drains. When Mayor Brennan asked, Mr. Wickham confirmed that the contract was budgeted. MOTION: Vice Mayor Patemo moved approval of Item 12 — Piggyback Contract with Shenandoah Construction for Lining Bad Storm Water Drain Pipes, seconded by Council Member Arena; motion carried 5-0. 13. Award Water Treatment Plant Upgrade Project to Florida Design in the Amount of $1,801,500.00 Water Production Superintendent, Nate Litteral advised that the original filter plant was forty years old and most equipment well past its expected life span. This would replace tanks, valves, motor control valves, and electronic controls. Pumps three and four were three years old but the controls were original; the existing generator would be stored offsite as a secondary unit. Vice Mayor Patemo asked if new buildings were required and Mr. Litteral replied that existing buildings would be used but required repairs. Mr. Litteral stated that the typical useful life of such equipment was 20-25 years. MOTION: Vice Mayor Patemo moved approval of Item 13 - Award Water Treatment Plant Upgrade Project, seconded by Council Member Arena.- motion carried 5-0. 14. Approve Utility Engineering Services Work Authorization — Water Treatment Plant Miscellaneous Upgrades with Kimley-Horn and Associates in the Amount of $122,150-00 Water Production Superintendent Nate Litteral explained that this sought Council approval for Kimley-Horn to manage the water plant upgrades. Minutes — Regular 11/08/18 Page 8 MOTION: Vice Mayor Patemo moved approval of Item 14 - Approve Utility Engineering Services Work Authorization; seconded by Council Member Arena, motion carried 5-0. 15. RESOLUTION 38-18, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, INCREASING THE FISCAL YEAR 2018/2019 GENERAL FUND #001 BUDGET BY APPROPRIATING FUND BALANCE IN THE AMOUNT OF $3,600.00 TO FUND VARIOUS COMMUNITY OUTREACH PROGRAMS Village Attorney Keith Davis read Resolution 38-18 title into the record. Finance Director Chris Quirk explained that this was a special request from the Police Department who had funds left in their community outreach account from last fiscal year to purchase of bicycles for the upcoming Bike Rodeo. In the past, bicycles were donated but the Police Department wished to fund ft. The Rodeo was rescheduled from last fiscal year to the new fiscal year, which necessitated the movement of the funds. MOTION: Council.Member Brandon moved approval of Resolution 38-18, seconded by Council Member Arena; motion carried 5-0. 16. ORDINANCE 17-18, FIRST READING, AN ORDINANCE OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, APPROVING A PROPOSED VILLAGE INITIATED AMENDMENT TO THE VILLAGE'S CHARTER; WHICH PROPOSED AMENDMENT WOULD REVISE THE CURRENT REQUIREMENT THAT NO LESS THAN FOUR MEMBERS OF THE VILLAGE COUNCIL ARE REQUIRED TO VOTE IN FAVOR OF HIRING A VILLAGE MANAGER AND FIRING A VILLAGE MANAGER, BY REQUIRING NO LESS THAN THREE MEMBERS OF THE VILLAGE COUNCIL TO TAKE SUCH ACTION; FURTHER PROVIDING A BALLOT TITLE AND A BALLOR SUMMARY IN ACCORDANCE WITH THE REQUIREMENTS OF FLORIDA LAW; PROVIDING FOR THE PROPOSED CHARTER AMENDMENT QUESTION LANGUAGE; AND PUTTING SAID CHARTER AMENDMENT QUESTION TO A VOTE OF THE ELECTORS OF THE VILLAGE AT THE MARCH 12,2019 MUNICIPAL ELECTION; PROVIDING AN EFFECTIVE DATE; AND FOR OTHER PURPOSES. Village Attorney Keith Davis read Ordinance 17-18 title into the record, explained that this was the first of two readings, was Council's approval of the ballot question and its proceeding to the Supervisor of Elections for -4 -the March ballot. Mayor Brennan opened the hearing to Council for comment but there was none. She opened the matter to the public and former Mayor Pat Watkins of 167 River Drive expressed concern and felt that a supermajority was good to have in place for such an important position as Village Manager. Resident Marcia Nielson agreed with Ms. Watkins. Mayor Brennan reported speaking with another municipal manager who advised against this ordinance; he felt a good manager was less likely to come to a municipality where the position was prone to overturning more frequently due to changes in the Council. Mayor Brennan then expressed her opposition. Council Member Brandon recalled that that point was made at the last meeting. Vice Mayor Paterno felt that it was very difficult to fire a manager the Minutes — Regular 11/08/18 Page 9 way things were; if legislation could be changed with three votes, the manager position should be as well; he mentioned the difficulty in agreeing on a new manager with the number of votes required. Council Member Johnson was concerned about the potential of Tequesta losing applicants if the number of votes was changed and was curious about the number of votes required by other municipalities. Resident Tom Bradford of 44 Chestnut Trail advised that a majority vote was standard and opined that this forced a manager to work harder. He further suggested that a compromise was for a 3-2 vote on the Manager's contract every year; Palm Beach Gardens' Council was required to provide the manager 30 days' notice if anyone wished to consider manager termination. Attorney Keith Davis explained that amendments could be made that evening and would be voted on again at the second reading, which still allowed sufficient time. More discussion ensued Attorney Davis agreed that a supermajority was not the rule in other municipalities. Mayor Brennan closed the hearing to the Council and again opened it to the public. Carolyn Schwartz of 360 Venus Avenue asked whether severance changes should be considered but Mayor Brennan advised that that was a contract issue. MOTION: Vice Mayor Paterno moved approval of Ordinance 17-18 amended to provide for a vote of three to hire or fire with a 30 -day termination provision notice; seconded by Council Member Johnson,- motion carried 5-0. ANY OTHER MATTERS Meeting Task Assignments Thank you letter to Baptist Church for Harvest Fest Lori Budget Changes from 10/29 workshop - Dec meeting Chris Community Center on next Workshop Lori ADJOURNMENT: Vice Mayor Paterno moved to adjourn the meeting, seconded by Council Member Johnson. The motion to adjourn carried unanimously 5-0,- therefore, the meeting was adjourned at 7:50 p.m. Respectfully submitted, Lori McWilliams, MMC Village Clerk Note: These summary minutes are prepared in compliance with 286.011 F.S. and are not verbatim transcripts of the meeting. A verbatim audio record is available from the office of the Village Clerk. All referenced attachments are on file in the Village Clerk's office. MINUTES VILLAGE OF TEQUESTA WORKSHOP October 29, 2018 CALL TO ORDER AND ROLL CALL The meeting was called to order at 6:00 PM. A roll call was taken by Assistant to the Village Clerk, Mary Ann Grieser. Present were: Mayor Abby Brennan, Vice -Mayor Tom Paterno, Council Member Vince Arena, Council Member Laurie Brandon and Council Member Kristi Johnson. 1. No Wake Zone Update — Frank D'Arnbra Mr. Frank D' Ambra, Village of Tequesta resident, updated Council on the No Wake Zone issue. Three different municipalities, which included Jupiter, Jupiter Inlet Colony and the Village of Tequesta had residents that were directly affected by the high traffic area known as Jupiter Narrows. Council Member Laurie Brandon arrived at 6:03 P.M. Mr. Frank D'Ambra revealed that a study was needed, however the Fish and Wildlife Commission (FWC) would not pay for it, leaving the affected municipalities to cover the cost. A speed reduction proposal was made to the County, and submitted to the FWC from Mayor Brennan on behalf of the Village. There were concerns regarding safety while maintaining the natural appearance of the Coral Cove Park area. Council Member Paterno revealed that he was rethinking his position on the speed reduction of the Jupiter Narrows area. He was concerned that areas for the Village's recreation boaters were disappearing. Mr. Frank D'Ambra revealed that The Federal Bureau of Land Management was supportive of the speed reduction and was aware of the environmental damage that had occurred over the last 30 years. Council Member Paterno believed the expanded parking area along AlA, near Coral Cove, was a negative factor in the scenario and requested a reduction in off street parking be proposed. Seasonal speed zones were discussed and Mr. D'Ambra assured Council he would pass along their concerns. Mr. Jim Tursi, 104 Yacht Club Place, felt that Council should poll the residents to see if they were on board with the wake reduction. He felt that facts and statistics should be included in the decision. Village Council Workshop Minutes October 29, 2018 Page 2 2. Budget Discussion — Capital Spending Acting Village Manager, Jim Weinand informed Council of several recent personnel and operational changes which included: leadership changes, freezes on positions, a contract employee as Acting Village Manager, reducing open positions in Public Works,and a reduction in the planner position in the Building Department. He recommended not continuing to pay a public affairs consultant, as it was a large ticket item that was not necessary. Manager Weinand suggested splitting the Managers salary between the Utility and General Budget as per the Village Charter language. Additionally, Manager Weinand revealed that there would be approximately $201,000 coming in from FEMA from prior hurricane costs. Manager Weinand also believed there was no need for a new Utility Director, as it was not warranted as we could utilize current staff and engineers. The recent appropriations had been reduced to $193,000 in the general fund budget, and $125,000 in the utility budget. Mr. Brad Gomberg, IT Director, revealed to Council that the Laserfiche Avante document storage replacement came in under budget at $26,000. Time and money would be saved using this new software and support services would be necessary for workflows. It was a consensus of council to go forward with the purchase. Additionally, the firmware host, which was used by multiple departments, and cost approximately $15,450 was deemed necessary by Council. There was a Consensus of Council to replace the firewall, which cost $50,000 and would protect the Village against viral attacks. Additionally, Council agreed that the Council Chambers and Conference Room was in need of repair and improvements at a cost of approximately $100,000. Scheduling software for the Police and Fire Department was agreed upon as a Consensus of Council. The Building Department was asking for $150,000 to go towards a generator for Village Hall as the current old generator was not functioning. The Fire Department and Village Hall were on the same FPL line, which was hardened and normally was prioritized. Further research regarding natural gas and engineering costs were still needed. Council advised going forward with the planning and,engineering costs at approximately $20,000. Acting Manager Weinand advised that there might be grant money available for the generator. Other miscellaneous items from various departments were removed from the budget and/or postponed to next year or beyond. The Fire Department safety cartridge and bunker gear was discussed and Council decided to allocate $50,000 with bunker gear being the priority. Acting Manager Weinand believed there was a possibility of obtaining a grant for the safety cartridge. Two new trucks were needed in the Fire Department as the current ones were out of service and/or extremely old. There was a consensus of Council to replace both Fire Department vehicles. Village Council Workshop Minutes October 29, 2018 Page 3 There were some changes that were necessary in the Water Department upgrade project in regards to generator power, that would be brought to Council at a later date. Acting Marnager Weinand revealed that Storm Water Drainage Projects were estimated at $125,000. Mr. Jay Wickham, Superintendent of Water Distribution and Storm Water Drainage, updated Council on several projects currently underway. He felt that the drainage had been neglected and was not working properly. Additionally, there were issues with Loxahatchee River District cross problems and metal culvert pipes collapsing. It was a Consensus of Council to go forward with the projects at a cost of $125,000. 3. Discussion Police Department Pension Plan and Actuarial Valuation Report Village Attorney Keith Davis, gave a summary of the history of the police pension. Four different scenarios were discussed at length. Attorney Davis asked if Council would like to reopen the contract and start negotiating those issues with a concentration on using the Chapter 185 Funds, or stay where they were; either way the ordinance would have to be amended. It was a Consensus of Council to obtain more information and continue the discussion at a later meeting. Acting Manager Weinand asked to discuss several Capital improvement projects. Mr. Doug Chambers, Director of Public Works explained that the Village's crosswalks were in need of repairs. He recommended a product that would last longer at a cost of $18,000. Mr. Chambers also recommended applying a sealant on all of the Village Roads in order to prolong the life of the asphalt. Council came to a Consensus regarding the crosswalks, but was unsure about the roads. They asked that a sample stretch of road be tested before committing to the road project. Mr. Chambers revealed that Florida Power and Light offered an opportunity to switch out the existing streetlights and replace them with LED lights. It was about a 6 -month wait for the new technology which would also self monitor any lights that were out. Additionally, the LED lights would shine towards the street only, and would not illuminate any surrounding areas. Council Member Arena distributed a hand-out on the proposed Community Recreation Center. Mayor Brennan applauded Acting Manager Weinand's progress wfth the budget, staff and other issues, in a very -short amount of time and recommended not going back out to hire. a new manager yet. Council discussed having a permanent Manager and agreed to begin the hiring process again on January 2, 2019. Hiring an outside firm was also a possible variable. Pendina Tasks: Item: Assigned: List of items deleted from budget Manager Weinand More information on pension and actuarial report Manager Weinand I Chris Quirk Advertise for Village Manager Position on January 2, 2019 1 Merlene Reid Village Council Workshop Minutes October 29, 2018 Page 4 Lori McWilliams, MMC Village Clerk Note: These summary minutes are prepared in compliance with 286.011 F.S. and are not verbatim transcripts of the meeting. A verbatim audio record is available from the office of the Village Clerk. All referenced attachments are on file in the Village Clerk's office. PARKING REQ 73 ps PARKING PROVIDED 99 ps m. SITE PLAN I "=50' REG Architects Interiors Planners c;saw ��trsz�e: Im* C.Oumd@. AM PreaNlent erne TEQUESTA CC 1!0_ pxfG �ESC0.iP::Ofu zAm VD aiEt�:.o C31 REGn igmf SITE PLAN DIAGRAM 1 PROGRAM LEGEND GYMNASIUM I TRACK RESTROOMS ACTtVITY ROOMS STORAGE OFFICES MECHIELEC I.T. CIRCULATION KITCHENETTE 91-Lxyd I - Coucc-ptq0 - , I & 2 ACTIVIY ROOM 5GAME ROOM 3 MULTI -PURPOSE 6 PLAY I WAITING Millis= ?D7 SF 4 MEETING ROOM SUPPORT SPACE FIRST FLOOR PLAN 111=20' ........... — ---------- ac,"s w REG Architects - hitects Interiors Planners Bona. w�amue; President TEQUESTA CC DRAVC VI) REGO fStiCR FIRST FLOOR ALI' 2 PROGRAM LEGEND GYMNASIUM I TRACK RESTROOMS ACTIVITY ROOMS .:STORAGE OFFICES MECH I ELEC I.T. CIRCULATION KITCHENETTE I & 2 ACTIVIY ROOM 3 MULTI -PURPOSE 4 MEETING ROOM 5GAME ROOM 6 PLAY WAITING SUPPORT SPACE SW ....... - T-1 V, 3 se AMWIty It— J ml S, I" 02-1xvel 2 - Conceptual SECOND FLOOR PLAN III =20' .... . .... . .. . ........ .. .......... SECOND FLOOR ALT AERIAL VIEW NTS REG Architects Interiors PEanners f.JHP 4M0Y0:{a� Rick G;Lar, AIA Preslde�X TEQGESTA CC ItAM Oro CM R`'GP k84t6 AERIAL VIEW 4 • VIEW FROM PARKING NTS REG Architects interiors Planners Rilk G.nzalez, AiA r'�eiitl!?nr TEQUESTA CC wo. wte orscalnttoR vAiE 10/4/16.... D,:4ri'� V F5 ...................... Olm c;at .................... _..:.................... REGr ;8Ut8 ......................................... AERIAL VIEW 5 REG TEQUESTA cc ENTRY VIEW I REG Architects Interiors Planners corcv.. nwvn«- fo* Gonealez. A10. Pr ftnt wx .ertt e'v�.: +�Yso TEQUESTA CC ENTRY VIEW 2 REG ARCHITECTS, INC. ARCHITECTURE * INTERIOR DESIGN * PLANNING Meeting Minutes #SD-3 Subject Conceptual Design Review Progress Meeting 10/08/2018 Project Name Village of Tequesta — Community Center By Christine Merrell Attendees Doug Chambers — Village of Tequesta Greg Corbitt — Village of Tequesta Frank D'Ambra — Village of Tequesta Joel Medina — Village of Tequesta Not Attending Vince Areana — Village of Tequesta Brad Gomberg — Village of Tequesta CC All Those Present, Project File Date 10/15/2018 Project REG-18018 Number Jose Rodriguez — Village of Tequesta Wendy Schmidt — Village of Tequesta Kathleen Worley — Village of Tequesta Vlad Dumitrescu — REG Architects Christine Merrell — REG Architects Rick Gonzalez — REG Architects Via E-Mail Old Business 1. Program: modifications / additions as per the direction of the Village of Tequesta a) b) c) d) The middle school basketball court dimensions are 74' x 42'. In addition, the gymnasium shall also accommodate a volleyball court and two (2) pickleball courts per the diagrams provided by the Village. The bleachers are to be at one side only to meet the required pickleball court dimensions. 10/04/18 L1 floor plan sketch reflects this change. Gymnasium put bleachers on the North side of the court opposite the current location. Per the 9/29/18 L1 floor plan sketch the apparatus bay dimensions are 20' x 68'. Doors shall be provided between the gymnasium and apparatus bay at the first floor and a roll -up door shall be provided between the track and loft storage. The Village would like to add an equipment lift to the space for access to the storage above. The Fire Department to provide a sketch showing the layout of vehicles / equipment that will fit within the apparatus bay during an emergency (i.e. hurricane). 10/04/18 L1 floor plan sketch reflects this change. Roll -Up doors shall be provided at both level between the Gymnasium and Apparatus bay. The Apparatus Bay door to be a roll -up type door in lieu of the Bi-fold Hurricane Fire Station Doors. 9/29/18 L1 floor plan sketch reflects this change. The location of the Yoga Studio will be addressed along with the other comments received today for the L2 9/29/18 L2 (2nd) floor plan. 10/04/18 L1 floor plan sketch reflects this change. Village of Tequesta — Community Center REG Project #18018 e) fl g) h) i) D k) Activity Room #4 (labeled EOC on the 9/29/18 L 1 floor plan sketch) is 625 SF and is separated from Activity Room #5 with a movable partition. Activity Room #5 is 1,375 SF for a total of 2,000 SF. The EOC consists of Activity Room #4, #5, and the IT Room and shall be hardened see Item #3 Emergency Shelter / Secondary EOC. 10/04/18 L1 floor plan sketch reflects a different SF, Activity Room #4 is 800SF and Activity Room #5 is 850SF. 9/29/18 LI floor plan sketch reflects this change. 9/29/18 L1 floor plan sketch reflects this change. The 9/29/18 L1 floor plan shall be revised so that most of the plumbing fixtures are to be located at the first floor, easily accessible to the children and minimizes traffic to the second floor. The showers can be located at the second floor. It was determined that the showers will not be located within the apparatus bay as it changes the use and creates additional challenges regarding accessibility and services. REG to provide estimated preliminary plumbing calculations for the next team meeting; (see new business). 10/04/18 L1 floor plan sketch reflects this change. The 9/29/18 L2 (2nd) floor plan sketch relocated the offices to the area above Activity Area #6 on the first floor. The Village indicated that the preference is to locate the offices as per the sketch dated 9/23/18; REG to address for the next team meeting. 10/04/18 L1 floor plan sketch reflects this change. 1) L2 (2nd) floor plan sketch dated 9/29/18 shows a server closet. It is anticipated that a server closet will not be required; however, this space will be reserved until the design is developed and can be verified. 2) Conduits shall be provided for all EOC wiring; all conduit penetrations shall be properly smoke/ fire sealed per code requirements. 3) Extending the raised floor system beyond the IT Room into the EOC can be considered; however, it is not a requirement of the IT Department. The intent is to recess the concrete slab at the first floor to accommodate the raised floor system and avoid the need for a ramp to access the 1T Room. 4) The EOC monitors (Crestron display) will be dedicated for emergency use only. Separate TV's will be provided for public use. 300 CLEMATIS STREET,3RD FLOOR WEST PALM BEACH, FL 33401 PHONE: (561) 659-2383 • FAX: (561) 659-5346 W W W. REGARCHITECTS.COM AA-0002447 EST. 1988 Village of Tequesta — Community Center REG Project #18018 2. Building: a) Target 23,000 SF under air. The 9/29/18 L1 & L2 floor plans sketches (excluding the apparatus bay, loggia, port cochere, and running track) reflect 23,000 SF under air. The under -air SF is subject to change based on the comments received at today's meeting. Additionally, the distribution of the program may have implications on the massing of the building and site. 10/04/18 LI floor plan sketch reflects 23,800 SF under air with the same exclusions. 1) Note: additional program &SCLIS,rd may exceed the tar11et Sl" b) Type of Construction (suggested Tilt -Up in lieu of pre -fabricated metal structure and infdl panels) walls and roof to be investigated based on proposed Emergency Shelter / EOC functions which have been added to the original scope by the Village of Tequesta 1) REG to further investigate the most practical and economical approach with the Structural Engineer, considering that the entire building is to be designed to CAT 5 construction (170MPH), additional hardening will be required at the EOC. Based on initial conversations with the structural engineer a shelter is Risk Category 4 and designed to 180-190MPH. The best roof shape is hip, and the worst gable. It was agreed that a gable roof should be avoided. 2) Size and number of openings may be reduced and / or eliminated as required. 3) Hardening the building to CAT 5 construction will increase costs; T.B.D. 3. MEP Systems: a) Elevator, REG suggests a machine room -less hydraulic elevator with an integrated controller to eliminate the requirement for a machine room or closet. b) Electrical / Mechanical Rooms, space needs to be allocated in the design for these services. REG proposes placing as much equipment at / within the ceiling where practical; to be discussed further. REG to reach out the MEP to get an estimated area required for these room(s). 4. Emergency Shelter / Secondary EOC (for redundancy): a) Joel Medina, the Fire Chief has been and will continue to communicate with FEMA throughout the design process. He will be reaching out to FEMA regarding the continuity of operations (coop), office, housing, and shelter functions; including the requirements showers and kitchen facilities. b) The Village of Tequesta will investigate funding options available from FEMA for this project. c) REG to initiate investigation into the building requirements. d) The project team to work to further define scope and extent of Emergency Services. e) It was agreed that the Generator(s) will be above ground. The location, capacity, fuel type, etc. are to be determined. 5. Site: a) REG to recalculate parking requirements based on the revised design based on: 1) 1 space / 300 SF for Office Areas 2) 1 space / 200 SF for Activity Spaces & Gymnasium b) The layout of the site will maximize parking; however, a wavier may be required. 10/04/18 site plan shows 90 parking spaces; only 79 spaces are required when the entire building is calculated at 1 space / 300 SF. If calculated as indicated by 5(a) above a total of 102 spaces is required and may be attainable with the use of some compact spaces. Jose indicated that compact spaces should be avoided and would rather lose a few spaces than incorporate compact spaces. c) A total of 5-6 Employee parking spaces needed at the rear of the building. 10/04/18 site plan shows a 15'-0" landscape buffer at rear. d) REG to provide estimated parking calculations at the next team meeting. See 10/04/18 site sketch. e) A grant for a playground at activity area #6 was discussed; however, it will not be pursued because the grant is only available to outdoor playgrounds. An exterior playground is shown on the site plan dated 10/04/18. Playground will be proposed to the Community for feedback. 300 CLEMATIS STREET23AD FLOOR — WEST PALM BEACH, FL 33401 PHONE: (561) 659-2383 • FAR: (561) 659-5546 WWW.REGARCHITECTS.COM AA-0002447 EST.1988 Village of Tequesta — Community Center REG Project #18018 f) Driveway at drop-off area to be 25'-0" wide. Drop-off to be the standard 14'-0" high clear. g) Site circulation based on a one-way traffic pattern. h) Add bicycle parking. i) Loading zone to be added at or adjacent to the parallel parking spaces along the North side of the building j) 95% water retention on site required. REG to reach out to Civil to get an estimate for an underground exfiltration system. 6. REG Project Team: a) (Revision 02). REG emailed revised site & floor plan sketches (Revision 03) on 10/04/18 for today's discussion. b) The Village provided REG with the contact information of the surveyor (Legacy). REG contacted Legacy on 10/5/18 and found out there is no Autocad file for the site, as the scope of the surveyor's work consisted of staking the site only. The Village will need a survey for site plan approval and permitting. 7. Additional Post -Meeting Notes: a) REG received final copy of executed agreement on 10/05/18. b) A follow up meeting was held on 10/10/18 with Greg, Vince, Wendy, and Kathleen to discuss Option B. Please see the informal meeting minutes issued via email on 10/11/18, including the one-story floor plan sketch dated 10/09/18; Option B REG presented at this meeting. New Business 1. Building: a. Use Classification — Gymnasium. Confirmed the A-4 occupancy classification w/spectator seating (bleachers). Alternately, the bleachers can be deleted to reduce the fixture count if cost prohibitive, to be determined later in the design process. b. Preliminary / Estimated Occupancy Load Calculations c. Preliminary / Estimated Plumbing Fixture Counts. The higher fixture count confirmed reflects the A-4 classification use with spectator seating (bleachers). 2. Floor Plans: a. 10/04/18 sketch plans were approved by the Village to be developed into presentation drawings for the next scheduled meeting. 3. Project Costs: a. The committee is concerned about the estimated project cost for the current design. Suggested an option B should be considered that will be more in line with the currently $3.5-$4.5 million budget. Project Schedule: Conceptual Design Phase — On Schedule Next Meeting: October 29, 2018 at 9:OOAM (re -scheduled via email after meeting) Oeteber- 22, 2918 a n:OO ^ M NOTE: The above is the writer's understanding of the items discussed and agreed to. If any attendee has comment, correction, deletion or addition, contact the writer at t "ici rrll;a r3gg c h yei i ti. (mv._ or (561) 659-2383 ext. 111, so an amendment to these minutes can be issued. 300 CLEMATIS STREET,3RD FLOOR WEST PALM BEACH, FL 33401 PHONE: (361) 659-2383 • FAX: (561) 659-5546 W W W. REGARCHITECTS.COM AA-0002447 I:S 1'. 19X8 MINUTES VILLAGE OF TEQUESTA WORKSHOP CALL TO ORDER AND ROLL CALL October 1, 2018 The meeting was called to order at 6:00 PM. A roll call was taken by Assistant to the Village Clerk, Mary Ann Grieser. Present were: Mayor Abby Brennan, Vice -Mayor Tom Paterno, Council Member Vince Arena, Council Member Laurie Brandon and Council Member Kristi Johnson. Community Center Update by the Negotiation Committee Chair Frank D'Ambra. Mr. Frank D' Ambra, Community Center Committee Chairperson, updated Council on some of the concepts and ideas the Committee had come up with recently. Some of the ideas were to make the new building hurricane safe (up to a Cat 5) and incorporate an Emergency Operations Center within the building. Additionally, the input from residents had been encouraging and positive. Mr. D'Ambra believed the new community center was a preview to the future and could provide valuable amenities without raising taxes. Mr. Greg Corbitt, Director of Parks and Recreation, revealed that the feedback from the surveys taken online (and hard copy) were all positive and full of suggestions. He described the many functions of the Community Center and of the different types of activities it could support. Additionally, the square footage of the plan could be changed as feedback was analyzed. Mr. Jose Rodriguez, Building Director, commented that the new building could be designed to withstand winds of up to 180 miles per hour. He also informed Council that there was $791,000 in savings that the Building Department could put towards funding of the Community Center. In the event of a major hurricane, the building department could then function at the new Community Center. Fire Chief Joel Medina agreed that the Community Center would provide a legitimate way to continue residential services after a storm. He also was concerned with the extremely crowded conditions in the current EOC during hurricanes. The new EOC at the Community Center would open up grant possibilitie's as well as some funding from the Federal Emergency Management Agency (FEMA) after a storm event. 2. Discuss Offering Transportation Services, with Pickup at Certain Designated Locations Throughout the Village, with a Drop Off at Local Business Plazas, Parks and Village Hall. Council Member Arena revealed to Council that the Molly's Trolley Service estimate came back at $6800 for eight days at eight hours per day. The hourly rate was $95, which was cost prohibitive. Village Council Workshop Minutes October 1, 2018 Page 2 3. Discuss Moratorium on Construction and Budget Requests Council Member Arena asked that consideration be given to placing a moratorium on road and sidewalk type work until April of 2019. He stated building repairs should come out of the one - cent sales tax. Council Member Arena recently learned there was $378,000 collected within the past nine months. He strongly believed funds should not be taken out of the general fund going forward. He continued by stressing the importance of cuffing the budget by 2% in the coming year while acknowledging that there were some discrepancies in the budget regarding revenue. He believed that staff could be creative in finding solutions to create savings within their budgets. Council Member Arena reminded Council of the possible loss of tax money because of the exemption on the ballot and felt that it could be made up in other ways. He further believed that the $13.2 million dollar budget that was recently adopted, should have only been $12 million. In speaking to staff, he realized that numbers had not been entirely accurate and felt a 2% budget cut was an achievable goal. He understood that Brad Gomberg, Director of IT, had $100, 000 in his current budget and if there was not an election this year, Village Clerk Lori McWilliams would save $15,000. He welcomed questions from staff and asked to meet with Department Heads to discuss budget strategies. Village Attorney Keith Davis reminded Council that directions to staff must be handled thru the Village Manager as per the Charter. Mayor Brennan believed that any directions toward staff must be sanctioned by Council. Vice Mayor Patemo stated that the Village could only spend the one -cent sales tax, one time. He agreed with having a quarterly Budget Workshop and acknowledged that the Village was spending funds on salaries from the water department and he would like to figure out a different way of doing this. Additionally, Vice Mayor Paterno was concerned with not performing needed maintenance and upkeep on roads and sidewalks. Mayor Brennan agreed that a quarterly Budget Workshop was a good idea. Council Member Johnson wondered why a moratorium was needed if there were no projects planned. Mr. Doug Chambers, Director of Public Works, indicated that it would cost approximately $300,000 per year for road improvements and repairs. Council Member Arena believed the Village could postpone any sidewalk projects for the next two years. He felt the Community Center should be the first priority and had heard that the Loxahatchee River District was coming thru soon, which could have an impact on road and sidewalk projects. Vice Mayor Paterno firmly believed that roads had to be maintained in order to avoid deterioration. The Village could not stop running as usual. Council Member Arena urged Council to put money aside in order to avoid having a sub -par Community Center. Village Council Workshop Minutes October 1, 2018 Page 3 Council Member Johnson agreed that having a budget meeting was a good idea. Council Member Brandon felt that touching base with Department Heads was also a good thing. Vice Mayor Patemo added that all Department Heads should be present at the proposed Budget Workshop in order to have questions answered in a timely fashion. It was a Consensus of Council to have a Budget Workshop on October 29, 2018 and Council required that all Department Heads attend. Village Resident Mr. Frank D'Ambra suggested having a simplified reporting format that Department Heads would fill out, prior to the Budget Meeting, in order to be productive and ready for the Council. Mayor Brennan asked that the budget not contain dozens of line items. Council asked that all Departments Heads use discretion on spending and place a hold on any large purchases until Council had a chance to discuss such items at the Budget Workshop. They realized that a firewall was imperative and would allow Mr. Brad Gomberg, Director of IT, the ability to purchase the $50,000 Rem 4. Discuss Information on the Village's Website Vice Mayor Patemo stated that he preferred a Council based, neutral message on the Village website instead of a message from the Mayor. Attorney Davis related that controversial topics should not have differing views next to each other. 5. Discuss Uploading Meeting Audio within a Definite TimeFrame Vice Mayor Paterno would like to see the audio portion of meetings placed on the Village website as quickly as possible and Council agreed the audio would be posted within 72 hours. He would prefer a live stream /live audio and Mr. Brad Gomberg agreed that it was a possibility, as the core function capability already existed. 6. Discuss Two Amendments to the Village of Tequesta Charter Village Attorney Keith Davis informed Council of the proposed changes to the Village Charter which included a requirement that within one year of appointment as Village Manager, the Village Manager shall reside within the corporate limits of the Village. The other proposed change included the requirement that the Village Manager shall be appointed by affirmative vote of at least four members of the Council, and must be removed by a like vote of said Council. It was ultimately decided by Council to move forward with removing the last sentence in the charter. However, Council agreed that the residency requirement could be placed in the employment contract as needed. Attorney Davis assured Council he would rewrite the wording for the Charter, as it would receive a charter referendum. Village Council Workshop Minutes October 1, 2018 Page 4 7. Discuss Village Manager Vacancy Assistant Village Manager Merlene Reid advised Council that the added responsibility of filling in for the Village Manager had been a huge burden. She was not interested in accepting the position but recommended former Fire Chief Jim Weinand. She was confident that he would be a good choice and could easily transition into the position. Mayor Brennan mentioned that Chief Weinand would need no benefits and would have the same type of contract as he previously had. It was agreed that Mayor Brennan would speak to Chief Weinand about a 90 -day contract, with a month to month option, and language stating that a new hire could replace him at any time. Council believed that advertising the Village Manager position should begin again on November 1, 2018. Attorney Davis reminded Council of the upcoming litigation meeting scheduled for October 11, 2018 at 5:00 PM, with the Regular Council Meeting following Pending Tasks: Item: As igned: Post Ad for Village Manager, November 1, 2018 Merlene Reid Next Budget Workshop 10/29 all Department Heads to attend Merlene Reid Lori McWilliams, MMC Village Clerk Note: These summary minutes are prepared in compliance with 286.011 F.S. and are not verbatim transcripts of the meeting. A verbatim audio record is available from the office of the Village Clerk. All referenced attachments are on file in the Village Clerk's office. L__� X - A C oils's A YiTF-M7&-2 Ti I eq4ebLd 345 Tequesta Drive Tequesta, FL 33469 PARKS AND RECREATION DEPARTMENT REQUEST FOR PROPOSALS RFP NO.: RFP2018-01PR TITLE: PLANNING AND DESIGN FOR NEW VILLAGE COMMUNITY CENTER DUE DATE: TIME: 2:OOPM (Local Time) INSTRUCTIONS Sealed proposals must be received on or before the due date and time (local time) at the office of the Village Clerk, 345 Tequesta Drive, Tequesta, Florida 33469. Normal Village business hours are 8:30 a.m. to 5:00 p.m., Monday through Friday, except holidays. All proposals will be publicly opened at Village Hall and will be reviewed and ranked. Each proposal submitted to the Village Clerk shall have the following information clearly marked on the face of the envelope: the Proposer's name, return address, RFP number, due date for proposers, and the title of the RFP. Included in the envelope shall be one (1) original and five (5) copies of the proposal, and one (1) electronic version on CID. The original should be marked "ORIGINAL". Each copy must be identical to the original and the file format on the CD should be in Portable Document Format (pdf). BROADCAST The Village of Tequesta utilizes electronic online services for notification and distribution of its solicitation documents. The Village's solicitation information can be obtained from the Village of Tecluesta website at http://www.teguesta.org or by contacting the Village Clerk's Office at (561) 768- 0443. Proposers who obtain RFP packages from sources other than those named above are cautioned that the RFP package may be incomplete. The Village will not evaluate incomplete proposal packages. The Village is not responsible for errors and omissions occurring in the transmission or downloading of any documents, addenda, plans, or specifications from these websites. In the event of any discrepancy between information on these websites and the hard copy solicitation documents, the terms and conditions of the hardcopy documents will prevail. CONTACT PERSON Any questions regarding the specifications and RFP process must be submitted in writing to the Parks and Recreation Department at gcorbitt@teguesta.org. To allow enough time for the Village to respond, requests for clarification and additional information should be received at least forty-eight (48) hours before the Proposals Due Date. OF rr 0 -k 345 'requesta Drive Tequesta, FL 33469 LEGAL ADVERTISEMENT REQUEST FOR PROPOSALS NO. RFP2018-01PR PLANNING AND DESIGN FOR NEW VILLAGE COMMUNITY CENTER The Village of Tequesta is seeking proposals from qualified firms for professional services to plan and design a new community center at 483 Seabrook Road, Tequesta, Florida, in accordance with the Florida Consultants Competitive Negotiation Act (Sec. 287.055, Florida Statutes), and the terms, conditions, and specifications contained in this Request for Proposals (RFP). RFP documents are available beginning Tuesday, May 1, 2018, at 8:30 a.m. local time on the Village of Tequesta website at http://www.teguesta.org or by contacting the Village Clerk's Office at (561) 768- 0443. Sealed proposals must be clearly marked "RFP2018-01PR, PLANNING AND DESIGN SERVICES FOR NEW VILLAGE COMMUNITY CENTER" and must be delivered to the Office of the Village Clerk at 345 Tequesta Drive, Tequesta, Florida 33469. The deadline for submission of proposals is Monday, June 11, 2018, at 2:00 p.m. local time. At that time, the proposals will be publicly opened and read aloud at Village Hall, 345 Tequesta Drive, Tequesta, Florida 33469. At that time, proposals will also be ranked, and the top ranked proposal will be recommended to the Village Council for contract negotiations. Late proposals will not be accepted and will be returned to the sender unopened. The Village will hold a Pre -proposal Conference on Monday, May 14, 2018 at Village Hall, Village of Tequesta, starting promptly at 10:00 a.m. Attendance is recommended, but not mandatory. It is the responsibility of the Proposer to ensure all pages are included in their proposal. All Proposers are advised to closely examine the RFP package. Any questions regarding the completeness or substance of the RFP package or scope of services must be submitted in writing via email or fax to Greg Corbitt, Parks and Recreation Director, gcorbitt@teguesta.org, or (561) 768-0473. The Village of Tequesta reserves the right to accept or reject any or all proposals, in whole or in part, with or without cause, to waive any irregularities and/or technicalities, and to award the contract on such coverage and terms it deems will best serve the interests of the Village. VILLAGE OF TEQUESTA Lori McWilliams, MMC, Village Clerk Publish: Palm Beach Post May 1, 2018; and May 8, 2018 2 AGREEMENT FOR PROFESSIONAL ARCHITECT SERVICES COMMUNITY CENTER PHASE I THIS AGREEMENT, between the Village of Tequesta, a municipal corporation with offices located at 345 Tequesta Drive, Tequesta, Florida 33469 (hereinafter referred to as the "Village") and REG Architects, Inc., a Florida corporation with offices located at 300 Clematis Street, 3rd Floor, West Palm Beach, Florida 33401 (hereinafter referred to as "REG") is entered into this ;'— _day of October, 2018, effective immediately. WHEREAS, the Village has utilized the Consultants' Competitive Negotiation Act (hereinafter referred to as the *'CCNA") process as set forth in Sec. 287.05S, Florida Statutes, in order to procure architect services for the design of a new community center; and WHEREAS, REG was the top ranked proposer as a result of the competitive selection process of the CCNA; and WHEREAS, the Village has met with REG and has negotiated this contract (hereinafter referred to as the "Agreement") as a result of the competitive negotiation process of the CCNA, for certain professional architect services for the design of a new community center; and WHEREAS, the Village now desires to enter into this Agreement for Community Center Phase I architectural services, and REG desires and represents it is capable and prepared to provide such services to the Village pursuant to the CCNA Request for Proposals, and under the terms and conditions as set forth herein. NOW, THEREFORE, in consideration of the promises contained herein, the Village and REG hereby agree as follows: L SCOPE OF SERVICES: REG shall provide Phase I architect services for the Village's new community center pursuant to RFP 2018-01PR which is attached hereto and fully incorporated herein as Exhibit -A", as well as REG's response to said RFP 2018-OIPR which is attached hereto and fully incorporated herein as Exhibit "B", and REG's September 11, 2018 (REVISED on September 14, 2018) correspondence which is attached hereto and fully incorporated herein as Exhibit "C". 2. COMPENSATION: Pursuant to REG's September 11, 2018 (REVISED on September 14, 2018) correspondence, REG shall be paid an amount not to exceed Thirty Five Thousand Dollars ($35,000.00) for all services to be provided as part of Phase 1. REG's September 11, 2018 (REVISED on September 14, 2018) correspondence is attached hereto as Exhibit "C". Page I of 6 3. OWNERSHIP OF DOCUMENTS: All instruments of professional services, including, but not limited to, documents, records, disks, original drawings or other information created or procured by REG for any work which is the subject of this Agreement shall, upon completion of the work and payment of all monies due REG, become the property of the Village for its use and/or distribution as may be deemed appropriate by the Village. However, both the Village and REG specifically acknowledge and agree that any re -use of such documents by the Village, for other than the specific purpose intended, without written verification and adaption by REG for such specific purpose will be at the sole risk of the Village and without liability or legal exposure to REG. 4. STANDARD OF CARE: REG shall exercise the same degree of care, skill and diligence in the performance of the services as is ordinarily provided by a comparable professional under similar circumstances and shall be obligated to correct services which fall below such standards at no additional cost to the Village. REG warrants that all services shall be performed by skilled and competent personnel. 5. AUTHORffY TO PRACTICE: REG hereby represents and warrants that it has and will continue to maintain all licenses and approvals required to conduct its business, and that it will at all times conduct its business activities in a reputable manner. 6. INSURANCE AND INDEMNIFICATION: In accordance with Exhibit "A", REG shall provide all necessary insurance including workman's compensation and liability insurance in such amounts as are approved by the Village and shall name the Village as an "additional insured" on the liability portion of the insurance policy. In accordance with Exhibit "A", REG shall at all times indemnify, defend and hold harmless the Village, its agents, servants, and employees, from and against any claim, demand or cause of action of whatsoever kind or nature, arising out of error, omission, negligent act, conduct, or misconduct of REG, its agents, servants, or employees in the performance of services under this Agreement. 7. PUBLIC ENTITIES CRIMES ACT: In accordance with Exhibit "A", and as provided in sections 287.132-133, Florida Statues, by entering into this Agreement or performing any work in furtherance hereof, REG certifies that it, its affiliates, suppliers, subcontractors and consultants who will perform hereunder, have not been placed on the convicted vendor list maintained by the State of Florida Department of Management Services within thirty-six (36) months immediately preceding the date hereof. This notice is required by section 287.133(3)(a), Florida Statutes. Page 2 of 6 8. TERMINATION; NOTICE: In accordance with Exhibit "A", this Agreement may be terminated by the Village upon written notice to the Contractor. Notice shall be considered sufficient when sent by certified mail or hand delivered during regular business hours at the following addresses: Village REG Village of Tequesta REG Architects, Inc. 345 Tequesta Drive 300 Clematis Street, 3rd Floor Tequesta, FL 33469-0273 West Palm Beach, FL 33401 Attn: Director of Parks and Recreation Attn: Rick Gonzalez, President 9. MDEPENDENT CONTRACTOR: It is specifically understood that REG is an independent contractor and not an employee of the Village. Both the Village and REG agree that this Agreement is not a contract for employment and that no relationship of employee --employer or principal—agent is or shall be created hereby, nor shall hereafter exist by reason of the performance of the services herein provided. 10. ATTORNEY'S FEES: In accordance with Exhibit "A", in the event a dispute arises concerning this Agreement, the prevailing party shall be awarded attorney's fees, including fees on appeal. Any award of attorney's fees against the Village shall be limited pursuant to the limits set forth in Sec. 768.28, Florida Statutes. 11. CHOICE OF LAW; VENUE: In accordance with Exhibit "A", this Agreement shall be governed and construed in accordance With the laws of the State of Florida, and venue shall be in Palm Beach County should any dispute arise with regard to this Agreement. 12. AMENDMENTS & ASSIGNMENTS: This Agreement, all exhibits attached hereto, and required insurance certificates constitute the entire agreement and understanding between the Village and REG; no modifications shall be made to this Agreement unless in writing, agreed to by both parties, and attached hereto as an addendum to this Agreement. REG shall not transfer or assign the provision of goods or services called for in this Agreement without prior written consent of the Village. 13. INSPECTOR GENERAL: Pursuant to Article XII of the Palm Beach County Charter, the Office of the Inspector General has jurisdiction to investigate municipal matters, review and audit municipal contracts and other transactions, and make reports and recommendations to municipal governing bodies based on such audits, reviews, or investigations. All parties doing business with the Village shall fully cooperate with the inspector general in the exercise of the inspector general's functions, authority, and power. The Office of the Inspector General has the power to take sworn statements, require the production of records, and to audit monitor, investigate and inspect the activities of the Village, as Page 3 of 6 well as contractors and lobbyists of the Village in order to detect, deter, prevent, and eradicate fraud, waste, mismanagement, misconduct, and abuses. 14. PUBLIC RECORDS: In accordance with Sec. 119.070 1, Florida Statutes, REG (herein the "Contractor") must keep and maintain this Agreement and any other records associated therewith and that are associated with the performance of the work described in the Proposal or Bid. Upon request from the Village's custodian of public records, the Contractor must provide the Village with copies of requested records, or allow such records to be inspected or copied, within a reasonable time in accordance with access and cost requirements of Chapter 119, Florida Statutes. A Contractor who fails to provide the public records to the Village, or fails to make them available for inspection or copying, within a reasonable time may be subject to attorney's fees and costs pursuant to Sec. 119.0701, Florida Statutes, and other penalties under Sec. 119.10, Florida Statutes. Further, the Contractor shall ensure that any exempt or confidential records associated with this Agreement or associated with the performance of the work described in the Proposal or Bid are not disclosed except as authorized by law for the duration of the Agreement term, and following completion of the Agreement if the Contractor does not transfer the records to the Village. Finally, upon completion of the Agreement, the Contractor shall transfer, at no cost to the Village, all public records in possession of the Contractor, or keep and maintain public records required by the Village. If the Contractor transfers all public records to the Village upon completion of the Agreement, the Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Contractor keeps and maintains public records upon completion of the Agreement, the Contractor shall meet all applicable requirements for retaining public records. Records that are stored electronically must be provided to the Village, upon request from the Village's custodian of public records, in a format that is compatible with the Village's information technology systems. IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES9 TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, PLEASE CONTACT THE VILLAGE CLERK, RECORDS CUSTODIAN FOR THE VILLAGE, AT (561) 768-06859 OR AT Immilliams(a-0equesta.org, OR AT 345 TEQUESTA DRIVE, TEQUESTA9 FLORIDA 33469. 15. SEVERABILITY: The invalidity, illegality or unenforceability of any provision of Page 4 of 6 this Agreement, or the occurrence of any event rendering any portion or provision of this Agreement void, shall in no way affect the validity or enforceability of any other portion or provision of the Agreement. Any void provision shall be deemed severed from the Agreement and the balance of the Agreement shall be construed and enforced as if the Agreement did not contain the particular portion or provision held to be void. 16. UNCONTROLLABLE FORCES: Neither the Village nor REG shall be deemed in default of this Agreement if delays or failure of performance is due to uncontrollable forces, the effect of which, by the exercise of reasonable diligence, the nonperforming party could not avoid. The term "uncontrollable force(s)" shall mean any event which results in the prevention or delay of performance by a party of its obligations under this Agreement which is beyond the reasonable control of the nonperforming party. It includes, but is not limited to fire, flood, earthquakes, storms, lightning, epidemic, war, riot, civil disturbance, sabotage and governmental actions. The nonperforming party shall, within a reasonable time of being prevented or delayed from performance by an uncontrollable force, give written notice to the other party describing the circumstances and uncontrollable forces preventing continued performance of the obligations of this Agreement. Notice as required hereunder shall be sufficient when provided in accordance with paragraph 8 hereinabove. Neither party shall, however, be excused from performance if nonperformance is due to forces which are preventable, removable, or remediable and which the nonperforming parry could have, with the exercise of reasonable diligence, prevented, removed or remedied with reasonable dispatch. 17. ENTIRETY OF AGREEMENT: The Village and REG agree that this Agreement sets forth the entire agreement between the parties, and that there are no promises or understandings other than those stated herein. None of the provisions, terms and conditions contained in this Agreement may be added to, modified, superseded or otherwise altered except by written instrument executed by the parties hereto. [THE REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK] IN WITNESS WHEREOF, the parties hereto have executed this Contract on the date and year first above written. Page 5 of 6 IN WITNESS WHEREOF, the parties hereto have executed this Contract on the date and year first above written, WITN ESSES: REG ARCHITE9&$, INC. AA1.% By: —R$'; Zmesident On: October,# -*2'-2018 (Corporate Seal) ATTEST: VILLAGE OF TEQUESTA Abigail Brennan, Mayor Lori McWilliams, MMC Village Clerk On: October 2019 (Seal) Page 6 of 6 WITNESSES: (Corporate Seal) ATTEST - Lori McWilliag ,' asm V i I I a - e C I e"""" 0 V, I ...... .......... (Seal) SF—AL -TED: 01F�POFIP, C !N, E b� REG ARCHITECTS, INC. By: Rick Gonzalez, President On: October 2018 V LLJ�A G OF TEQU�;�A Abigai Brenjp"rm;�or f, On: October Z—, 2018 Page 6 of 6 Community/Recreation Center Update to Council 10/1/18 1. The Committee is focused on execution of the Council approved Phase 1: - Conceptual Design & Review - Council Input - Community Input - Marketing/Communication of - plans, renderings, elevations - Final Conceptual Package for Community and Council Review and a Council Decision 2. Committee members are: 3. Greg Corbitt, Vince Arena, Jose Rodriquez, Joel Medina, Brad Gomberg, Doug Chambers, Gustavo Medina, Wendy Schmidt & Kathleen Worley and Frank D'Ambra. Lori McWilliams will be joining in for communications. 4. Design Considerations: - Meet the needs of Village Residents for recreation, general use purposes and emergency services. - Build with a view 15 to 20 years in the future. - Center cost to be accommodated within the Village's current revenue structure, no increased taxes. 5. Greg Corbitt— overview of interior space, function and community feedback to date. Parks and Recreation have been gathering initial community input on the general idea of a Center 6. Jose Rodriquez: - Current Public Safety Building and Village Hall wind standards (110mph) - EOC opportunity — Center can function as a stand in for Village Hall for the Building Dept. (as well as other departments including Public Works etc.) allowing for the application of Building's restricted funds. 7. Joel Medina: - Need and benefits of a second EOC - Center capabilities being considered — Housing, staging, vehicle & equipment preservation. - FEMA considerations and Grants 8. Brad Gomberg: - Building with the proper IT infrastructure - Benefits of relocating servers and other IT gear to the new Center 9. Vince Arenas — Closing remarks Next scheduled meeting with REG is Monday October 8th at 9:00am. REG ARCHITECTS, INC. ARCH ITECTURE * INTERIOR DESIGN * PLANN ING Meeting Minutes #SD-2 Subject Conceptual Design Review Progress Meeting Project Name Village of Tequesta — Community Center By Christine Merrell Attendees Vince Arena — Village of Tequesta Doug Chambers — Village of Tequesta Greg Corbitt — Village of Tequesta Frank D'Ambra — Village of Tequesta Brad Gomberg — Village of Tequesta Joel Medina — Village of Tequesta Not Attending CC All Those Present, Project File Date 10/01/2018 Project REG-18018 Number Jose Rodriguez — Village of Tequesta Wendy Schmidt — Village of Tequesta Kathleen Worley — Village of Tequesta Vlad Dumitrescu — REG Architects Christine Merrell — REG Architects Rick Gonzalez — REG Architects. Via E-Mail Old Business 1. Program: modifications / additions as per the direction of the Village of Tequesta a) The basketball court to be changed from a regulation size court to a middle school size court to reduce the size of the Gymnasium. Spectator bleachers are located on one (1) side of the court only to further reduce the size of the Gymnasium. The middle school basketball court dimensions are 74' x 42'. In addition, the gymnasium shall also accommodate a volleyball court and two (2) pickleball courts per the diagrams provided by the Village. The bleachers are to be at one side only to meet the required pickleball court dimensions. b) An Apparatus Bay (footprint approx. 17'4" w/14'-0" opening X width of the building) with loft storage accessible from the Gymnasium has been added to the scope of work at the rear of the building to be part of the emergency services. Per the 9/29/ 18 L I floor plan sketch the apparatus bay dimensions are 20' x 68'. Doors shall be provided between the gymnasium and apparatus bay at the first floor and a roll -up door shall be provided between the track and loft storage. The Village would like to add an equipment lift to the space for access to the storage above. The Fire Department to provide a sketch showing the layout of vehicles / equipment that will fit within the apparatus bay during an emergency (i.e.. hurricane). c) Activity Room #3 (Gymnastics) to `flip-flop' locations with Activity Room #2 (Yoga Studio) as shown on the floor plan sketch dated 9/23/18. 9/29/ 18 L I floor plan sketch reflects this change. d) Activity Room #2 (Yoga Studio) to be relocated to the 2"d Floor area designated as Activity Room #4 and #5 on the floor plan sketch dated 9/23/18. The location of the Yoga Studio will be addressed along with the other comments received today for the L2 9/29/18 L2 (2nd) floor plan. e) Activity Room #4 and #5 to be reduced to 1,400 SF (from 2,000SF) and relocated to the I" floor adjacent to the Men's and Women's Restrooms and Breakroom/Warming Kitchen as shown the floor plan sketch dated 9/23/18. Activity Room #4 (labeled EOC on the 9/29/18 L 1 floor plan sketch) is 625 SF and is separated from Activity Room #5 with a movable partition. Activity Room #5 is 1,375 SF for a total of 2,000 SF. The EOC consists of Activity Room, #4, #5, and the IT Room and shall be hardened see Item #3 Emergency Shelter / Secondary EOC. Village of Tequesta — Community Center REG Project #18018 f) Activity Area #6 to be relocated between the two (2) stairs and elevator on the first floor; area to include play area and chairs for views into Activity Room #3. 9/29/18 L 1 floor plan sketch reflects this change. g) Reception — Security Desk to be located at the front entry utilizing the open-air space under the stair. 9/29/18 L1 floor plan sketch reflects this change. h) The Breakroom / Warming Kitchen to consist of a microwave, refrigerator, and sink only. i) Minimum two (2) accessible showers per bathroom to be added at the first floor only as part of the shelter requirements during an emergency. Note: the total number of required fixtures will be determined by the occupant load of the building. The 9/29/18 L1 floor plan shall be revised so that most of the plumbing fixtures are to be located at the first floor, easily accessible to the children and nunimizes traffic to the second floor. The showers can be located at the second floor. It was determined that the showers will not be located within the apparatus bay as it changes the use and creates additional challenges regarding accessibility and services. REG to provide estimated preliminary plumbing calculations for the next team meeting. j) Office Area as shown on 2nd floor plan sketch dated 9/23/18 to consist of three (3) equal sized offices, one (1) larger corner office with conference table, and a copy / storage room. The 9/29/18 L2 (2nd) floor plan sketch relocated the offices to the area above Activity Area #6 on the first floor. The Village indicated that the preference is to locate the offices as per the sketch dated 917, -'.G to address for t?., ee611g. k) An IT Room (approx. 300SF) housing the Villages server and computer technologies has been added to the scope the room to have dedicated power and A.C., a raised floor system; this room to be hardened and secured. Refer to Village of Tequesta's Recreation & Community Center Development Committee's takeaways dated 9/19/18 for additional information. 1) Note: Second Server Closet is not required providing the longest home run circuit does not exceed 300 feet. L2 (2nd) floor plan sketch dated 9/29/18 shows a server closet. It is anticipated that a server closet will not be required; however, this space will be reserved until the design is developed and can be verified. 2) Note: Specific requirements for cabling, power, circuits, etc. to be addressed in the next phase of design. Conduits shall be provided for all EOC wiring; all conduit penetrations shall be properly smoke/ fire sealed per code requirements. 3) Extending the raised floor system beyond the IT Room into the EOC can be considered; however, it is not a requirement of the IT Department. The intent is to recess the concrete slab at the first floor to accommodate the raised floor system andavoid the need for a ramp to access the IT Room. 4) The EOC monitors (Crestron display) will be dedicated for emergency use only. Separate TV's will be provided for public use. 2. Building: a) Target 23,000 SF under air. The 9/29/18 LI & L2 floor plans sketches (excluding the apparatus bay, loggia, port cochere, and running track) reflect 23,000 SF under air. The under air SF is subject to change based on the comments received at today's meeting. Additionally, the distribution of the program may have implications on the massing of the building and site. 1) Note: additional program discussed may exceed the target SF b) Type of Construction (suggested Tilt -Up in lieu of pre -fabricated metal structure and infill panels) walls and roof to be investigated based on proposed Emergency Shelter / EOC functions which have been added to the original scope by the Village of Tequesta 1) REG to further investigate the most practical and economical approach with the Structural Engineer, considering that the entire building is to be designed to CAT 5 construction (170MPH), additional hardening will be required at the EOC. Based on initial conversations 300 CLEMATIS STREET,3RD FLOOR - - WEST PALM BEACH, FL 33401 PHONE: (561) 659-2383 • FAX: (561) 659-5546 WWW.REGARCHITECTS.COM AA-0002447 LS-1. 1988 Village of Tequesta — Community Center REG Project #18018 with the structural engineer a shelter is Risk Category 4 and designed to 180-190MPH. The best roof shape is hip, and the worst gable. It was agreed that a gable roof should be avoided. 2) Size and number of openings may be reduced and / or eliminated as required. 3) Hardening the building to CAT 5 construction will increase costs; T.B.D. 3. Emergency Shelter / Secondary EOC (for redundancy): a) Joel Medina, the Fire Chief has been and will continue to communicate with FEMA throughout the design process. He will be reaching out to FEMA regarding the continuity of operations (coop), office, housing, and shelter functions; including the requirements showers and kitchen facilities. b) The Village of Tequesta will investigate funding options available from FEMA for this project. c) REG to initiate investigation into the building requirements. d) The project team to work to further define scope and extent of Emergency Services. e) It was agreed that the Generators) will be above ground. The location, capacity, fuel type, etc. are to be determined. 4. Site: a) REG to recalculate parking requirements based on the revised design based on: 1) 1 space / 300 SF for Office Areas 2) 1 space / 200 SF for Activity Spaces & Gymnasium b) The layout of the site will maximize parking; however, a wavier may be required. c) A total of 5-6 Employee parking spaces needed at the rear of the building d) REG to provide estimated parking calculations at the next team meeting. 5. REG Project Team: a) REG to email Frank D'Ambra for distribution to the Attendees revised floor plan sketches in PDF format for review on Friday 9/28/18. REG Mad) emailed the revised floor plans for today's meeting via email on Saturday 9/29/18. 6. Additional Post -Meeting Notes: a) Village of Tequesta to provide REG with a copy of the signed conceptual proposal approved by the Town Council on 9/13/18. Post Meeting Now. The Village Attorney, Keith Davis emaited REG on 10.02.18 the Agreement for Professional Architect Services Community Center Phase I, which REG executed and returned the same day. New Business 1. A grant for a playground at activity area #6 was discussed; however, it will not be pursued because the grant is only available to outdoor playgrounds. 2. REG to request the Autocad file for most recent survey. 3. Elevator, REG suggests a machine room -less hydraulic elevator with an integrated controller to eliminate the requirement for a machine room or closet. 4. Electrical / Mechanical Rooms, space needs to be allocated in the design for these services. REG proposes placing as much equipment at / within the ceiling where practical; to be discussed further. Project Schedule: Conceptual Design Phase — On Schedule Next Meeting: October 8, 2018 at 9:OOAM NOTE: The above is the writers understanding of the items discussed and agreed to. If any attendee has comment, correction. deletion or addition, contact the cr y•iter at c or (561) 659-2383 ert. 111. so an amendment io these minutes can be issued. 300 CLEMATIS STREET,3RD FLOOR WEST PALM BEACH, FL 33401 PHONE: (561) 659-2383 • FAX: (561) 659-5546 WWW.REGARCHITECTS.COM AA-0002447 Esr. i9ss Village of Tequesta Preliminary Estimated Occupant Load 10/4/2018 Community Center USE ROOM AREA OCCUPANTLOAD OCCUPANTS CLASSIFCATION FACTOR 1 /7 net Assembly A-4 or A-3 Gymnasium 6,000 SF Concentrated w/o 857 fixed seats 1/50 gross A-3 Dance / Fitness Room (Activity) #1 1,900 SF 38 Exercise Room 1/50 gross A-3 Yoga Room (Activity) #2 1,400 SF 28 Exercise Room 1/50 gross A-3 Gymnastics (Activity) #3 3,500 SF 70 Exercise Room 1 /15 net A-3 Computer / EOC (Activity) #4 800 SF Assembly 53 Unconcentrated w/o fixed seats 1 /15 net A-3 Games (Activity) #5 850SF Assembly 57 Unconcentrated w/o fixed seats 1 /15 net A-3 Play & Wait (Activity) #6 900 SF Assembly 53 Unconcentrated w/o fixed seats 1/300 gross S-2 IT 300 SF I Storage 1/300 gross S-2 Apparatus Bay 1,360 SF Storage 5 1/300 gross S-2 Apparatus 2nd FL Storage 1,360 SF 4 Storage 1/100 gross B Offices 1,000 SF business 10 F5-2 Mech / Elect / Storage Areas 1,000 SF 1/300 gross 3 Storage 1179 For Monday, October 18tb Meeting Hi Frank, Please find attached the revised floor plan sketches based on the comments received at this week's meeting. Please distribute to the committee. Building SF: The floor plans represent a total of 23,800 SF; this number does not including the loggia, covered drop- off, apparatus bay, or running track. Gymnasium Use Classification: In our upcoming Monday meeting we would like to discuss with the building official (Jose) the use classification for the gymnasium, which is A-3 if there is no spectator seating and A-4 if there is spectator seating (bleachers); as it impacts the total number of plumbing fixtures. Estimated/ Preliminary Occupancy Load Calculations: (see attached) We can review this information as well on Monday to confirm that Jose is in agreement with Load Factors for each of the spaces. The total occupants in addition to the use classification are the basis for the plumbing fixture requirements. Estimated/ Preliminary Plumbing Fixture Counts: We can review on Monday how we got to these fixture counts, but very quickly to give you an idea. if the gymnasium is going to be considered A-4, a total of 14 toilets will be required for women and 8 toilet/urinal combination for men. If the gymnasium is going to be considered A-3, a total of 10 toilets will be required for women and 5 toilet/urinal combination for men. Estimated Parking Counts, if the parking is going to be based on 1/300 SF for the entire building a total of 79 spaces will be required, the attached sketch shows 90 spaces. If the parking is going to be based on 1/200 SF for the multipurpose spaces (76 spaces) and 1/300 for the remainder of the building (26 spaces) = 102 spaces will be required. And we would need to provide 12 more spaces than what is shown on the attached sketch, If we can make a percentage of those spaces for compact cars we may be able to get close to that number or meet it. if you have any questions please let us know. We look forward to meeting with everyone on Monday. Thanks, Christine RG Architects Interiors Planners AA0002447 Christine Merrell, RA Project Manager W.W., reg i fcn,tects.ccni 30'' X,O Clematts Flool 11je-SI P". flm r J .,- �C) fS. P&-ov kovo, P-V-k. :23�. 1 REGArchitects Interiors Planners —1's A—— I I Rick Gonzalez, AIA Pres,d"nl IRQO� 6C - NO OATS DESCRIPTION m E 4; OaAM JD CHECKEO `i1*- o'� 00 h m f 4t- REG ARCHITECTS, INC. ARCH ITECTURE * INTERIOR DESIGN * PLANNING Meeting Minutes #SD-2 Subject Conceptual Design Review Progress Meeting Project Name Village of Tequesta — Community Center By Christine Merrell Attendees Vince Arena — Village of Tequesta Doug Chambers — Village of Tequesta Greg Corbitt — Village of Tequesta Frank D'Ambra — Village of Tequesta Brad Gomberg — Village of Tequesta Joel Medina — Village of Tequesta Not Attending CC All Those Present, Project File Date 10/01/2018 Project REG-18018 Number Jose Rodriguez — Village of Tequesta Wendy Schmidt — Village of Tequesta Kathleen Worley — Village of Tequesta Vlad Dumitrescu — REG Architects Christine Merrell — REG Architects Rick Gonzalez — REG Architects Via E-Mail Old Business 1. Program: modifications / additions as per the direction of the Village of Tequesta a) The basketball court to be changed from a regulation size court to a middle school size court to reduce the size of the Gymnasium. Spectator bleachers are located on one (1) side of the court only to further reduce the size of the Gymnasium. The middle school basketball court dimensions are 74' x 42'. In addition, the gymnasium shall also accommodate a volleyball court and two (2) pickleball courts per the diagrams provided by the Village. The bleachers are to be at one side only to meet the required pickleball court dimensions. b) An Apparatus Bay (footprint approx. 17'4" w/14'-0" opening X width of the building) with loft storage accessible from the Gymnasium has been added to the scope of work at the rear of the building to be part of the emergency services. Per the 9/29/ 18 L 1 floor plan sketch the apparatus bay dimensions are 20' x 68'. Doors shall be provided between the gymnasium and apparatus bay at the first floor and a roll -up door shall be provided between the track and loft storage. The Village would like to add an equipment Iift to the space for access to the storage above. The Fire Department to provide a sketch showing the layout of vehicles / equipment that will fit within the apparatus bay during an emergency (i.e. hurricane). c) Activity Room #3 (Gymnastics) to `flip-flop' locations with Activity Room #2 (Yoga Studio) as shown on the floor plan sketch dated 9/23/18. 9/29/18 L 1 floor plan sketch reflects this change. d) Activity Room #2 (Yoga Studio) to be relocated to the 2"d Floor area designated as Activity Room #4 and #5 on the floor plan sketch dated 9/23/18. The location of the Yoga Studio will be addressed along with the other colmnents received today for the L2 9)29118 L2 (2nd) floor plan. e) Activity Room #4 and #5 to be reduced to 1,400 SF (from 2,000SF) and relocated to the 1" floor adjacent to the Men's and Women's Restrooms and Breakroom/Warming Kitchen as shown the floor plan sketch dated 9/23/18. Activity Room #4 (labeled EOC on the 9/29/ 18 L 1 floor plan sketch) is 625 SF and is separated from Activity Room #5 with a movable partition. Activity Room #5 is 1,375 SF for a total of 2,000 SF. The EOC consists of Activity Room #4, #5, and the 1T Room and shall be hardened see Item 43 Emergency Shelter / Secondary EOC. Village of Tequesta — Community Center REG Project #18018 f) Activity Area #6 to be relocated between the two (2) stairs and elevator on the first floor; area to include play area and chairs for views into Activity Room #3. 9/29/ 18 L 1 floor plan sketch reflects this change. g) Reception — Security Desk to be located at the front entry utilizing the open-air space under the stair. 9/29/18 Ll floor plan sketch reflects this change. h) The Breakroom / Warming Kitchen to consist of a microwave, refrigerator, and sink only. i) Minimum two (2) accessible showers per bathroom to be added at the first floor only as part of the shelter requirements during an emergency. Note: the total number of required fixtures will be determined by the occupant load of the building. The 9/29/18 L1 floor plan shall be revised so that most of the plumbing fixtures are to be located at the first floor, easily accessible to the children and nunimizes traffic to the second floor. The showers can be located at the second floor. It was determined that the showers will not be located within the apparatus bay as it changes the use and creates additional challenges regarding accessibility and services. REG to provide estimated preliminary plumbing catculations for the next team meeting. j) Office Area as shown on 2' floor plan sketch dated 9/23/18 to consist of three (3) equal sized offices, one (1) larger corner office with conference table, and a copy / storage room. The 9/29/18 L2 (2nd) floor plan sketch relocated the offices to the area above Activity Area #6 on the first floor. The Village indicated that the preference is to locate the offices as per the sketch dated 9/23/18; REG to address for the next team meeting. k) An IT Room (approx. 300SF) housing the Villages server and computer technologies has been added to the scope the room to have dedicated power and A.C., a raised floor system; this room to be hardened and secured. Refer to Village of Tequesta's Recreation & Community Center Development Committee's takeaways dated 9/19/18 for additional information. I ) Note: Second Server Closet is not required providing the longest home run circuit does not exceed 300 feet. L2 (2nd) floor plan sketch dated 9/29/18 shows a server closet. It is anticipated that a server closet will not be required; however, this space will be reserved until the design is developed and can be verified. 2) Note: Specific requirements for cabling, power, circuits, etc. to be addressed in the next phase of design. Conduits shall be provided for all EOC wiring; all conduit penetrations shall be properly sinoke/ fire sealed per code requirements. 3) Extending the raised floor system beyond the IT Room into the EOC can be considered; however, it is not a requirement of the IT Department. The intent is to recess the concrete slab at the first floor to accommodate the raised floor system and avoid the need for a ramp to access the IT Room. 4) The EOC monitors (Crestron display) will be dedicated for emergency use only. Separate TV's will be provided for public use. 2. Building: a) Target 23,000 SF under air. The 9/29/18 L 1 & L2 floor plans sketches (excluding the apparatus bay, loggia, port cochere, and running track) reflect 23,000 SF under air. The under air SF is subject to change based on the continents received at today's meeting. Additionally, the distribution of the program may have implications on the massing of the building and site. 1) Note: additional program discussed may exceed the target SF b) Type of Construction (suggested Tilt -Up in lieu of pre -fabricated metal structure and infill panels) walls and roof to be investigated based on proposed Emergency Shelter / EOC functions which have been added to the original scope by the Village of Tequesta 1) REG to further investigate the most practical and economical approach with the Structural Engineer, considering that the entire building is to be designed to CAT S construction (170MPH), additional hardening will be required at the EOC. Based on initial conversations 300 CLEMATIS STREET,3R- FLOOR WEST PALM BEACH, FL 33401 PHONE: (561) 659-2383 • FAX: (561) 659-5546 WWW.REGARCHITECTS.COM AA-0002447 EST. i hs Village of Tecluesta Preliminary Estimated Occupant Load 10/4/2018 Community Center USE ROOM AREA OCCUPANTLOAD OCCUPANTS CLASSIFCATION FACTOR 1 /7 net Assembly A-4 or A-3 Gymnasium 6,000 SF Concentrated w/o 857 fixed seats A-3 Dance / Fitness Room (Activity) #1 1,900 SF 1/50 gross 38 Exercise Room A-3 Yoga Room (Activity) #2 1,400 SF 1/50 gross 28 Exercise Room A-3 Gymnastics (Activity) #3 3,500 SF 1/50 gross 70 Exercise Room 1 /15 net A-3 Computer / EOC (Activity) #4 800 SF Assembly 53 Unconcentrated w/o fixed seats 1 /15 net A-3 Games (Activity) #5 850 SF Assembly 57 Unconcentrated w/c, fixed seats 1 AS net A-3 Play & Wait (Activity) #6 800 SF Assembly 53 Unconcentrated w/o fixed seats S-2 IT 300 SF 1/300 gross 1 Storage S-2 Apparatus Bay 1,360 SF 1/300 gross 5 Storage S-2 Apparatus 2nd FL Storage 1,360 SF 1/300 gross 4 Storage B Offices 1,000 SF 1/100 gross 10 business �- S2 Mech / Elect / Storage Areas 1,000 SF J300 gross 3 Storage 1179 For Monday, October 181h Meeting Hi Frank, Please find attached the revised floor plan sketches based on the comments received at this week's meeting, Please distribute to the committee. Buflding SF: The floor plans represent a total of 23,800 SF; this number does not including the loggia, covered drop- off, apparatus bay, or running track. Gymnasium Use Classification: In our upcoming Monday meeting we would like to discuss with the building official (Jose) the use classification for the gymnasium, which is A-3 if there is no spectator seating and A-4 if there is spectator seating (bleachers); as it impacts the total number of plumbing fixtures. Estimated/ Preliminary Occupancy Load Calculations: (see attached) We can review this information as well on Monday to confirm that Jose is in agreement with Load Factors for each of the spaces. The total occupants in addition to the use classification are the basis for the plumbing fixture requirements. Estimated/ Preliminary Plumbing Fixture Counts: We can review on Monday how we got to these fixture counts, but very quickly to give you an idea. If the gymnasium is going to be considered A-4, a total of 14 toilets will be required for women and 8 toilet/urinal combination for men. If the gymnasium is going to be considered A-3, a total of 10 toilets will be required for women and 5 toilet/urinal combination for men. Estimated Parking Counts: If the parking is going to be based on 1/300 SF for the entire building a total of 79 spaces will be required, the attached sketch shows 90 spaces. if the parking is going to be based on 11200 SF for the multipurpose spaces (76 spaces) and 1/300 for the remainder of the building (26 spaces) = 102 spaces will be required. And we would need to provide 12 more spaces than what is shown on the attached sketch. if we can make a percentage of those spaces for compact cars we may be able to get close to that number or meet it. If you have any questions please let us know. We look forward to meeting with everyone on Monday. Thanks, Christine Village of Tequesta — Community Center REG Project #18018 with the structural engineer a shelter is Risk Category 4 and designed to 180-190MPH. The best roof shape is hip, and the worst gable. It was agreed that a gable roof should be avoided. 2) Size and number of openings may be reduced and / or eliminated as required. 3) Hardening the building to CAT 5 construction will increase costs; T.B.D. 3. Emergency Shelter / Secondary EOC (for redundancy): a) Joel Medina, the Fire Chief has been and will continue to communicate with FEMA throughout the design process. He will be reaching out to FEMA regarding the continuity of operations (coop), office, housing, and shelter functions; including the requirements showers and kitchen facilities. b) The Village of Tequesta will investigate funding options available from FEMA for this project. c) REG to initiate investigation into the building requirements. d) The project team to work to further define scope and extent of Emergency Services. e) It was agreed that the Generator(s) will be above ground. The location, capacity, fuel type, etc. are to be determined. 4. Site: a) REG to recalculate parking requirements based on the revised design based on: 1) 1 space / 300 SF for Office Areas 2) 1 space / 200 SF for Activity Spaces & Gymnasium b) The layout of the site will maximize parking; however, a wavier may be required. c) A total of 5-6 Employee parking spaces needed at the rear of the building d) REG to provide estimated parking calculations at the next team meeting. 5. REG Project Team: a) REG to email Frank D'Ambra for distribution to the Attendees revised floor plan sketches in PDF format for review on Friday 9/28/18. REG (Vlad) emailed the revised floor plans for today's meeting via email on Saturday 9/29/18. 6. Additional Post -Meeting Notes: a) Village of Tequesta to provide REG with a copy of the signed conceptual proposal approved by the Town Council on 9/13/18. Post Meeting Note. The Village Attorney, Keith Davis emailed REG on 10.02.18 the Agreement for Professional Architect Services Community Center Phase 1, which REG executed and returned the same day. New Business 1. A grant for a playground at activity area #6 was discussed; however, it will not be pursued because the grant is only available to outdoor playgrounds. 2. REG to request the Autocad file for most recent survey. 3. Elevator, REG suggests a machine room -less hydraulic elevator with an integrated controller to eliminate the requirement for a machine room or closet. 4. Electrical / Mechanical Rooms, space needs to be allocated in the design for these services. REG proposes placing as much equipment at / within the ceiling where practical; to be discussed further. Proieet Schedule: Conceptual Design Phase — On Schedule Next Meeting: October 8, 2018 at 9:OOAM NOTE: The above is the writer's understanding of the items discussed and agreed to. 1/•any attendee has continent, correction, deletion or addition, contact the writer at c merrel!(h reaar c hirerrs.conr or (561) 659-1383 ert. 111. so an amendment to these minutes can he issued. 300 CLEMATIS STREET,31Cr> FLOOR WEST PALM BEACH, FL 33401 PHONE: (561) 659-2383 • FAX: (561) 659-5546 W WW. REGARCHITECTS.COM AA-0002447 EST.I9SS REG, Architects Christine Merrell, RA Interiors ProjectManagcr Planners AA00024 a? v,:w., reg 1 rcnle--ts cem 3` :>':�f t.lt`t1?d!!=: Si•`r:�? .. FIi;O� '.'d�_ ,1 ., , (l Workshop Meeting 10/02/2018 IAU-11= 3. Discuss Moratorium on Construction and Budget Requests Council Member Arena spoke to Council and asked that consideration be given to have a moratorium on road and sidewalk type work until April of 2019. Hestated that the building repairs should come out of the one -cent sales tax. Additionally, he stated that $378, 000 was collected within the past nine months. He strongly believed that money should not be taken out of the general fund going forward. Council Member Arena stressed the importance of cutting the budget by 2% in the coming year. He acknowledged that there were some discrepancies in the budget regarding revenue. He believed that staff could be creative in finding solutions to find savings within their budgets. Council Member Arena reminded Council of the possible loss of tax money because of the exemption on the ballot and felt that it could be made up in other ways. He further believed that the $13.2 million dollar budget that was recently adopted, should have only been $12 million. In speaking to staff, he realized that numbers had not been entirely accurate and felt that a 2% budget cut was an achievable goal. He understood that Brad Gomberg, Director of IT, had $100, 000 in his current budget and if there was not an election this year, Village Clerk Lori McWilliams would save $15,000. He welcomed questions from staff and asked to meet with Department Heads to discuss budget strategies. Village Attorney Keith Davis reminded Council that directions to staff must be handled thru the Village Manager as per the Charter. Mayor Brennan believed that any direction toward staff must be sanctioned by Council. Vice Mayor Paterno stated that the Village could only spend the one -cent sales tax, one time. He agreed with having a quarterly Budget Workshop and acknowledged that the Village was spending money on salaries from the water department and he would like to figure out a different way of doing this. Additionally, Vice Mayor Paterno was concerned with not performing needed maintenance and upkeep on roads and sidewalks. Mayor Brennan agreed that a quarterly Budget Workshop was a good idea. Council Member Johnson wondered why a moratorium was needed if there were no projects planned. Mr. Doug Chambers, Director of Public Works, indicated that it would cost approximately $300,000 per year for road improvements. Council Member Arena believed the Village could postpone any sidewalk projects for the next two years. He felt the Community Center should be the first priority and had heard that the Loxahatchee River District was coming thru soon, which could have an impact on road and sidewalk projects. Vice Mayor Paterno firmly believed that roads had to be maintained in order to avoid deterioration. The Village could not stop running as usual. Council, Member Arena urged Council to put money aside in order to avoid having a sub -par Community Center. Council Member Johnson agreed that having a budget, meeting was a good idea. Council Member Brandon felt that touching base with Department Heads was also a good thing. Vice Mayor Paterno added that all Department Heads should be present at the proposed Budget Workshop in order to have questions answered in a timely fashion. It was a Consensus of Council to have a Budget Workshop on October 29, 2018 and Council required that all Department Heads attend. Village Resident Mr. Frank DAmbra suggested having a simplified reporting format that Department Heads would fill out, prior to the Budget Meeting, in order to be productive and ready for the Council. Mayor Brennan asked that the budget not contain dozens of line items. Council asked that all Departments Heads use discretion on spending and place a hold on any large purchases until Council had a chance to discuss such items at the Budget Workshop. They realized that a firewall was imperative and would allow Mr. Brad Gomberg, Director of IT, the ability to purchase the $50,000 item. e,mm- �M, g�c� REG ARCHITECTS, INC. ARCHITECTURE * INTERIOR DESIGN * PLANNING 1=�_ Subject ; Conceptual Design Review Progress Meeting Project Name Village of Tequesta - Community Center By I Christine Merrell 4 ........... Attendees Vince Arena - Village Greg Corbitt - Village of Tequesta Frank DAmbra - Village of Teque Brad Gomberg - Village of Tequesta Joel Medina - Village of Tequesta Not Attending I ..... . ...... -_4-­­-- cc 1 All Those Present, Project File Old Business 1. 'None. 1 09/24/2018 Date I Project REG- 18018 Number Wendy Schmidt - Village of Tequesta. Kathleen Worley - Village of Tequesta Vlad Dumitrescu - REG Architect-, Christine Merrell - REG Architects Rick Gonzalez - REG Architects Via I E -Mail New Business 1. Program: modifications / additions as per the direction of the Village of Tequesta a) The basketball court to be changed from a regulation size court to a middle school size court to reduce the size of the Gyninasiurn. Spectator bleachers are located on one (1) side of the court only to further reduce the size of the Gymnasium. b) An Apparatus Bay (footprint approx. 17'4" w/14%0" opening X width of the building) with loft storage accessible from the Gymnasium has been added to the scope of work at the rear of the building to be part of the emergency services. c) Activity Room #3 (Gymnastics) to 'Rip -flop' locations with Activity Room #2 (Yoga Studio) as shown on the floor plan sketch dated 9/23/18, d) Activity Room #2 (Yoga Studio) to be relocated to the 2" Floor area designated as Activity Room #4 and #5 on the floor plan sketch dated 9/23/18. e) Activity Room #4 and #5 to be reduced to 1,400 SF (from 2,OOOSF) and relocated to the 1, " floor adjacent to the Men's and Women's Restrooms and Breakroom/Warming Kitchen as shown the floor plan sketch dated 9/23/18. Activity Area #6 to be relocated between the two (2) stairs and elevator on the first floor; area to include play area and chairs for views into Activity Room #3. g) Reception -- Security Desk to be located at the front entry utilizing the open-air space under the stair h) The Breakroom / Warming Kitchen to consist of a microwave, refnigerator, and sink only. i) Minimum two (2) accessible showers per bathroom to be added at the first floor only as part of the shelter requirements during an emergency. Note: the total number of required fixtures will be determined by the occupant load of the building. j) Office Area as shown on 2nd floor plan sketch dated 9/23/18 to consist of three (3) equal sized offices, one (1) larger comer office with conference table, and a copy / storage room. k) An IT Room (approx. 300SF) housing the Villages server and computer technologies has been added to the scope the room to have dedicated power and A.C., a raised floor system; this room to Village of Tequesta — Community Center REG Project #18018 be hardened and secured. Refer to Village of Tequesta's Recreation & Comm -unity Center Development Committee's takeaways dated 9/19/18 for additional information. 1) Note: Second Server Closet is not required providing the longest home run circuit does not exceed 300 feet. 2) Note: Specific requirements for cabling, power, circuits, etc. to be addressed in the next phase of design. 2. Building - a) Target 23,000 SF under air 1) 'Note: additional program discussed may exceed the target SF b) Type of Construction (suggested Tilt -Up in lieu of pre -fabricated metal structure and infill panels) walls and roof to be investigated based on proposed Emergency Shelter / EOC functions which have been added to the original scope by the Village of Tequesta 1) REG to further investigate the most practical and econon-dcal approach with the Structural Engineer, considering that the entire building is to be designed to CAT 5 construction (170MPH), additional hardening will be required at the EOC. 2) Size and number of openings may be reduced and / or eliminated as required. 3) Hardening the building to CAT 5 construction wilt increase costs; T.B.D. 3. Emergency Shelter / Secondary FOC (for redundancy): a) Joel Medina, the Fire Chief has been andwill continue to communicate with FEMA throughout the design process. He will be reaching out to FEMA regarding the continuity of operations (coop), office, housing, and shelter functions; including the requirements showers and kitchen facilities. b) The Village of Tequesta will investigate funding options available from FEMA forthis project.. C) REG to initiate investigation into the building requirements d) The project team to work to further define scope and extent of Emergency Services. 4. Site: a) REG to recalculate parking requirements based on the revised design based on: 1) 1 space / 300 SF for Office Areas 2) 1 space / 200 SF for Activity Spaces & Gymnasium b) The layout of the site will maximize parking; however, a wavier may be required. c) A total of 5-6 Employee parking spaces needed at the rear of the building 5. REG Project Team: a) REG to email Frank D'Atnbra for distribution to the Attendees revised floor plan sketches in PDF forma� for review on Friday 9/28118. 6. Additional Post -Meeting Notes: a) Village of Tequesta to provide REG with a copy of the signed conceptual proposal approved by the Town Council on 9/13/18. Project Schedule: Conceptual Design Phase — On Schedule Next Meeting: October 1, 201 gat 9:OOAM NOTE: The above is the writer's. underslanding,,�f the items discussed and agreed to. If any aftndee has comment, correction, deletion or addition, contact the writer at or (561) 659-2383 ext. III, so an amendment to these minutes can be issucel. 300 CLEMATIS STREET,IRD FLOOR WEST PALM BEACH, FL 33401 PHONE, (5,61) 659-2383 - FAX. (S61) 659-5546 WWW.REGARCH,ITECTS.COM AA -0002447 EST. j988 IN w PH ra Recreation & Community Center Development Committee September 18, 2018 1. Space Utilization& Design 2. Building Code Considerations & Input 3. IT Considerations & Input: a. Creating anew EOC 4. Communication Plan Ideas & Timing: a. Council Input - Initial input - Individual Meetings, Group Discussion (October 11 workshop) or both? b. Resident input Evening and weekend meetings - Utilize food truck events - Survey/flyers at parks & recs - Smoke Signals - Water bills - Tequestafest — final preview prior to seeking Council approval S. Gant Chart Timeline: - 24 month development schedule — opportunity to compress? - Tequestafest is Saturday, November 24', present final design to Council at its December 3 rd workshop for a decision? 6. Confirm Meeting with REG for Monday, September 24 1h at 9:00am Recreation & Community Center Development Committee September 18,.2018 Takeaways from the committee's September 18th meeting. Attending were Chief Joel Medina, Vince Arena, Greg Corbitt, Brad Gomberg, Jose Rodriguez, Wendy Schmidt, Kathleen Worley and Frank DAmbra. Building size approximately 20,000 square feet. 13,500 sq. ft. first floor including a 7,000 sq. ft. gymnasium. 6,500 sq. ft. second floor (excludes 7,000 sq. ft. of gymnasium air space). All activity rooms on first floor. 2 nd floor to be offices and limited use space (example?) Relocate all Village server and computer technology to the community center. This will require dedicated AC and power to the server room. Room size required is 20'x 20'. Room needs to be centered within the community center to accommodate building cabling. The second -floor room immediately above the server room to contain all second -floor communication circuits. Both rooms will be secured rooms. The activity room adjacent to the server room will also serve as a second ECIC (and could also be equipped and used as the Village computer lab and training center for employees). Display and data connections to be built into the wall and protected by a movable hard-shell cover. This room will be required to be built of solid concrete to provide a CAT 5 structure within the overall CAT 5 community center. HVAC and power to this room is of critical importance. The second EOC will serve as the primary gathering place for all Village departments except police and fire who will continue to use the current EOC as their command center. The two EOC's to be connected by redundant cabling. Pursuant to input from Chief Medina FEMA requires a secondary ECIC to insure continuity should the primary EOC be compromised. Currently FEMA has reluctantly accepted North County as our secondary center which would require the relocation of Village personnel. The Village having its own center would be viewed very favorably by FEMA. It should also enable us to receive FEMA grants (to be worked on by Jose and Chief Joel) to offset the costs of hardening the designated ECIC room within the community center to include the associated costs of the ECIC room construction, phone lines, internet and satellite communications etc. The building department will have operating space in the ECIC and will plan and be prepared to operate out of the community center should Village Hall be damaged by a hurricane or other catastrophic event. Per Jose this would allow the building department to allocate approximately $500,000 of its restricted reserve funds to the construction of the community center. Maintain the entrance as currently designed to provide for needed building security. No concession or snack bar. Design to include a break room with refrigerator, sink, microwave etc. Greg and his team will pull together the best ideas from various community center designs they have researched to provide guidance to REG on the interior Center layout, functionality and creating a compelling interior design. The committee is generally happy with the exterior design with the requested addition of a covered portico at the Center entrance. September 19th meeting to focus on the Center design and Council and resident plans for input/communications. Vince and Frank to work with Chris Q. to develop funding plan with the objective of paying for the construction of the center without the need for a tax increase. The plan to also address projected operating costs factoring in expected Center revenues from fees. .dw. Recreation & Community Center Development Committee September 19, 2018 Takeaways from the committee's September 19' meeting. (Amending September 18th discussion). Attending were Vince Arena, Greg Corbitt, Brad Gomberg, Wendy Schmidt, Kathleen Worley and Frank D'Ambra. Building size approximately 23,000 square feet. 15,000 sq. ft. first floor including a 7,000 sq. ft. gymnasium. 8,000 sq. ft. second floor (excludes 7,000 sq. ft. of gymnasium air space including the square footage of the walking track). All activity rooms on first floor. 2nd floor to be offices and limited use space (example?) Relocate all Village server and computer technology to the community center. This will require dedicated AC and power to the server room. Desired room size is 20' x 20'. (Clean agent fire suppression system) Room needs to be centered within the community center to accommodate building cabling. The second -floor room immediately above the server room to contain all second -floor communication circuits. Both rooms will be secured rooms. The activity room adjacent to the server room will also serve as a second EOC (and could also be equipped and used as the Village computer lab and training center for employees). Display and data connections to be built into the wall and protected by a movable hard-shell cover. This room will be required to solid concrete to provide a CAT 5 structure within the overall CAT 5 community center. HVAC and power to this room is of critical importance. The second EOC will serve as the primary gathering place for all Village departments except police and fire who will continue to use the current EOC as their command center. The two EOC's to be connected by redundant cabling. Pursuant to input from Chief Medina FEMA requires a secondary EOC should the primary EOC be compromised. Currently FEMA has reluctantly accepted North County as our secondary center which would require the relocation of Village personnel. The Village having its own center to provide for continuity would be viewed very favorably by FEMA. It should also enable us to receive FEMA grants (to be worked on by Jose and Chief Joel) to offset the costs of hardening the designated EOC room within the community center to include the associated .&1 costs of the EOC room construction, phone lines, internet and satellite communications etc. The building department will have operating space in the EOC and will plan and be prepared to operate out of the community center should Village Hall be damaged by a hurricane or other catastrophic event. Per Jose this would allow the building department to allocate approximately $500,000 of its restricted reserve funds to the construction of the community center. Maintain the entrance as currently designed to provide for needed building security. No concession or snack bar. Design to include a break room with refrigerator, sink, microwave etc. Greg and his team will pull together the best ideas from various community center designs they have researched to provide guidance to REG on the interior Center layout, functionality and creating a compelling interior design. The committee is generally happy with the exterior design with the requested addition of a covered portico at the Center entrance. September 19th meeting to focus on the Center design and Council and resident plans for input/communications. (Vince provided a summary of communication opportunities to be addressed in a separate memo). Vince and Frank to work with Chris Q. to develop funding plan with the objective of paying for the construction of the center without the need for a tax increase. The plan to also address projected operating costs factoring in expected Center revenues from fees. A copy of this memo along with Greg's PDF with updated use specifications provided to REG on September 20tn MINUTES VILLAGE OF TEGUESTA REGULAR MEETING September 13, 2018 CALL TO ORDER AND ROLL CALL The meeting was called to order by Mayor Abby Brennan at 6:00 p.m. A roll call was taken by Village Clerk, Lori McWilliams. Present were: Mayor Abby Brennan, Council Member Vince Arena, Council Member Laurie Brandon, and Council Member Kristi Johnson. Vice Mayor Tom Paterno and Manager Michael Couzzo were absent. INVOCATION AND PLEDGE OF ALLEGIANCE Pastor Paul Beresford gave the invocation followed by the pledge of allegiance led by Council Member Brandon. APPROVAL OF AGENDA Before approval of the agenda, Attorney Keith Davis recommended that item la under Presentations be moved to New Business as item 8a since it required Council action. MOTION: Council Member Arena moved approval of the agenda; seconded by Council Member Brandon,- motion carried unanimously 4-0. IUVAdM91 I Informal Conceptual Presentation: Property at 4534 and 4546 County Line Road, Owned by Thomas Faure Romanelli, for Townhomes on the North Portion of the Site and Detached Single Family Homes on the South Portion of the Site with Intent to File an Application for a PRD - Presented by Timothy Hernandez, AICP, Principal, New Urban Communities Owner Thomas Romanelli introduced Timothy Hernandez, principal of New Urban Communities who presented a conceptual plan of townhomes and single-family homes with a coastal architectural style. He stated that driveways fed to an internal alley system maintained by the homeowner's association. While zoning allowed 12 units per acre, this plan was for nine units per acre. Mayor Brennan added that an informal presentation was previously made for the site development as Key Estates assisted living facility. She further explained that The Village invited informal presentations from developers before they entered the permit process. Attorney Davis clarified that Council was not bound by nor was the developer able to rely on comments made regarding the presentation. Council Member Johnson stated that affordable housing was needed but the plan looked congested. Council Member Brandon asked about the square footage and townhouse number of stories. Mr. Hernandez advised that the square footage range was 1600 to 2000 and that though the concept showed three stories, they could be two with an adjustment to single-family homes. Council Member Brandon said she was not a fan of Minutes — Regular 09/13/18 Page 2 three stories and agreed that it looked congested. Mr. Hernandez countered that with .driveways in the rear of the homes, it would not seem congested. Council Member Brandon asked whether individual pools were possible and whether the community would be gated. Mr. Hernandez replied that there would be enough room for small individual pools and he was interested in Council input on a gate. Council Member Arena agreed with the Council comments already made and asked Village Police Chief Gus Medina's preference for a gated or open community; Chief Medina preferred it open. Mayor Brennan was not in favor of a gated community, thought Tequesta needed more housing and though the project appeared dense, she wanted to see the developer proceed. CONSENT AGENDA MOTION.- Council Member Arena moved approval of the Consent Agenda; seconded by Council Member Brandon, motion caryied unanimously 4-0. 2. Approval of Contracts Signed by Manager Under $25,000 (Per Village Ordinance we are presenting the following agreements, proposals, commitments and memorandum of understanding to Council.) 1. Christopher Baker Interim Firefighter Contract -Fire Department - Previously Budgeted Position; 2. Southeastern Printing Fall Smoke Signals Quote 11052 $2,439.00; 3. Southeastern Printing Fall Smoke Signals Quote 11053 $587.00; 4. Superior Party Rental Contract -Administration $344.42; 5. ASI Asphalt System Infrastructure, LLC $1,500,00; 6. DG Carpentry $3,975.00; 7. Johnson Controls $2, 400; 8. Triple M Pavers - Walkway $1,100.00; 9. Triple M Pavers - Fountain $2,400.00; 10. All American Trailer $2,586.00; 11. Cintas, Inc. - cost varies depending on usage; 12. Johnson Controls $1,475.78; 13- Metro Fire $850.69; and 14. Call Doctor Plus (Teladoc) $8,400.00 3. MINUTES: 7/16/18 Budget Workshop, 8/8/10 Special Meeting, 8/9/18 Regular Council Meeting, and 8/10/18 Special Meeting 4. SE 10-31 - Special Event Permit Application for a Fall Festival event by the First Baptist Church of Tequesta. The event will be on Wednesday, October 31, 2018 from 6:00 p.m. - 9:00 p.m. No alcohol will be served. The projected number of people attending the event is 600. There will be 23 tents at the event. The event will take place in the East Parking Lot of the Church. 5. RESOLUTION 34-18, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, ADOPTING A SCHEDULE OF FEES AND CHARGES FOR THE PROVISION OF WATER SERVICES RENDERED BY THE VILLAGE OF TEQUESTA FOR ITS CITIZENS AND OTHER MEMBERS OF THE PUBLIC; PROVIDING THAT THIS SCHEDULE OF FEES AND CHARGES SHALL BE AVAILABLE FOR INSPECTION AT ALL TIMES AT THE VILLAGE HALL DURING REGULAR BUSINESS HOURS Minutes — Regular 09/13/18 Page 3 6. Approval of IAFF Collective Bargaining Contract October 1, 2018 - September 30, 2021 (backup to follow after ratification) 7. Approve Fiscal Year 2017/2018 Budget Amendments END OF CONSENT AGENDA COMMUNICATIONS FROM CITIZENS Frank D'Ambra of 375 Beach Road began an update on the Jupiter Narrows initiative by stating that a letter was sent from Mayor Brennan to the Florida Fish and Wildlife Commission since the location was within our boundaries. The FWC rejected the request for a non -motorized facility in Coral Cove Park and required improvements, which were inconsistent with Palm Beach County's designation of that shore as a natural area. The Beach Road committee was preparing a response for Mayor Brennan's signature. When asked by Mayor Brennan, Mr. D'Ambra confirmed that the County had approved moving a fence and installing signage but the FWC wanted more improvements made. Tequesta Firefighter Jason Fawcett thanked Council for their work on the recent International Association of Fire Fighters contract negotiations. As a resident and taxpayer, he was pleased; Mr. Couzzo complimented the IAFF negotiating team as well. Mark Cleveland, Commander of the Jupiter Flotilla of the United States Coast Guard Auxiliary promoted their boater safety courses and requested a link to them on The Village's website; consensus of Council was to allow the link. COMMUNICATIONS FROM COUNCIL Council Member Brandon was excited for fall and thanked the police and fire departments for their participation in Operation Safe Stop. Council Member Arena spoke about the search for the new Village Manager and expressed appreciation for Village staff, the department heads, Village Attorney, Executive Assistant Debra Telfrin and Pastor Paul (Beresford) in particular. STANDING REPORTS Villane Aftomey Village Attorney Keith Davis reported that he had an upcoming hearing to attempt recovery of The Village's costs regarding the Dalack case. He advised that GMH filed a lawsuit against Tequesta for which he may need to request a shade meeting. Although the final report was still pending and the results confidential, the Inspector General's investigation into the sidewalk project was complete. The investigators were complimentary of staff and were very clear that there were no findings of corruption or fraud; the final report was expected in October. Attorney Davis advised that he had worked with many municipal managers and had learned more from Mr. Couzzo than any others; Mayor Brennan reinforced Attorney Davis' report of the Inspector General's compliments of staff and of Manager Couzzo, which made her proud. Minutes — Regular 09/13/18 Page 4 Villa-ge Manag-e Village Manager Couzzo thanked all for the journey and complimented the staff. Police Police Chief Gustavo Medina thanked Mr. Couzzo for bringing him to Tequesta as Police Chief, announced the National Night Out on October fifth and offered details on an upcoming Bike Rodeo. He advised he reached out to The Fusion Center, which shared intelligence, then relayed that a case was able to close because of that relationship. Fire Fire Chief Joel Medina thanked Council for their support of the Fire Department and for allowing a 9/11 Ceremony. He informed that the Department participated in the Muscular Dystrophy Boot Drive; several Tequesta Fire Rescue officers received the Palm Beach County Fire Rescue Life Saving Award. Chief Medina thanked Village Manager Couzzo for his support of him as Fire Chief. REGULAR AGENDA OLD BUSINESS 8. ORDINANCE 12-18, SECOND READING, AN ORDINANCE OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, ADOPTING A SMALL SCALE AMENDMENT TO ITS COMPREHENSIVE DEVELOPMENT PLAN IN ACCORDANCE WITH THE MANDATES SET FORTH IN SECTION 163.3184, ET SEQ., FLORIDA STATUTES, PURSUANT TO A PRIVATELY -INITIATED APPLICATION WHICH PROVIDES FOR AN AMENDMENT TO THE FUTURE LAND USE MAP, DESIGNATING ZERO POINT SEVEN ONE NINE (0.719) ACRES, MORE OR LESS, OF REAL PROPERTY AS RESIDENTIAL MEDIUM DENSITY; WHICH PROPERTY IS LOCATED AT 1550 BEACH ROAD, INFORMALLY KNOWN AS THE "NORTH PARCEL"; PROVIDING FOR COMPLIANCE WITH ALL REQUIREMENTS OF CHAPTER 163, FLORIDA STATUTES; PROVIDING A CONFLICTS CLAUSE AND A SEVERABILITY CLAUSE; PROVIDING AN EFFECTIVE DATE; AND FOR OTHER PURPOSES. Attorney Davis read Ordinance 12-18, title into the record. He stated that this was the second reading and a housekeeping issue. Mayor Brennan opened the hearing to the public for commebt but there was none; she opened the hearing to Council for commehit but there was none. U017ON: Council Member Arena moved approval of Ordinance 12-18, seconded by Council Member Johnson, motion carTied unanimously 4-0. NEW BUSINESS 8a. Presentation on Community Center Planning and Design Negotiations - Committee Chair Frank DAmbra Minutes — Regular 09/13/18 Page 5 Mr. DAmbra wished Village Manager Couzzo the best in his retirement and complimented Village staff. He then introduced Christine Merrill (a Tequesta resident) of REG Architects and explained the process whereby REG was selected, summarized some design possibilities and advised that the committee was now in Phase I (conceptual design, Council input, community outreach and input). He referenced a handout that detailed ideas and costs; Council Member Arena requested an estimate for a 20,000 square foot facility and asked about the next step, which Ms. Merrill explained was determining and creating a design based on needs. Mr. D'A at community outreach would be done over several meetings and that the ommittee wasen for Council input. Several tt outreach suggestions were made and M�rayo7r 7rennan wanted to ensure that efforts included residents of all ages. MOTION: Council Member Arena moved approval of Community Center contract for $35, 000. 00, seconded by Council Member Johnson; motion carried unanimously 4-0. 9. VAR 02-18: Application from Turnberry Beach Road, LLC for a Variance from the level of service requirement of Sec. 62-92 (3) requiring to maintain 95 percent (9.5" of rainfall) of all stormwater runoff on-site from a 25 year -1 day storm event. The applicant will comply with Florida Department of Environmental Protection and South Florida Water Management District surface water management criteria, as well as Palm Beach County's requirements as the receiving body for the site's stormwater discharge, by retaining approximately 30 percent of a 25 year -1 day storm event's runoff (3" of rainfall). This amounts to an overall improvement of 500 percent from the site's current runoff retainage, which could be approximated at a maximum of 5 percent (0.5" of rainfall). The address of the property is 1500 & 1550 Beach Road, Tequesta, Florida 33469. Village Attorney Davis announced the quasi-judicial nature of Variance 02-18 and swore in four people; Council Member Johnson disclosed ex -parte communication with Phil Perko in March or April and Mayor Abby Brennan had communicated with George Gentile. Community Development Director Nilsa Zacarias explained that this variance was required for the project to move to the Planning and Zoning Board. Surrounding landowners were contacted, according to Ms. Zacarias and Palm Beach County (one of the landowners) requested a meeting to review the project. Mr. Gentile thanked Mr. Couzzo for his work through the years. He informed that the drainage plan complied with county requirements and Village drainage requirements were impossible for a barrier island property. He reviewed storm water data from other island projects and stated that all other land development requirements would be met. M077ON: Council Member Arena moved approval of VAR 02-18, seconded by Council Member Johnson; motion carried unanimously 4-0. 10. SPM 10-18: Application from RCMRJV, LLC (known as Village Square) for a Site Plan Modification to modify the building color including walls, roof and other Minutes — Regular 09/13/18 Page 6 architectural features, install a mansard roof and replace exterior lighting. The application also includes a new plaza identification wall sign and modifications to the existing uniform sign code. The subject property is located at 221 US Hwy 1, Tequesta, FL 33469. Village Attorney Davis announced the quasi-judicial nature of the Rem and swore in three people; no ex -parte communication was disclosed by Council. Community Development Director Nilsa Zacarias advised that the Planning and Zoning Board recommended SPM 10-18 for approval. She introduced Joseph Wallace who detailed improvement plans for the Village Square shopping center. Attorney Davis clarified that the visuals shown were enlarged versions of those in Council's materials except for the sign picture, which was then made part of the record. Several Council Members complimented the improvements. MOTION: Council Member Arena moved approval of SPM 10-18, seconded by Council Member Johnson; motion carried unanimously 4-0. 11. SPM 12-18: Application from Hannah's Home of South Florida Inc. for a Site Plan Modification to install a 450 sq. ft. storage structure and revise the phasing plan of previously approved Master Site Plan. The application also includes the installation of new landscaping. The subject property is located at 4390 County Line Road, Tequesta, FL 33469. Village Attorney Keith Davis announced the quasi-judicial nature of SPM 12-18 and swore in two people. Regarding ex -parte communication, Council Member Johnson disclosed a recent tour of Hannah's Home. Community Development Director Nilsa Zacarias thanked Mr. Couzzo for all the years they had worked together, then introduced the SPM, which the Planning and Zoning Board recommended for approval. Board Chairman of Hannah's Home, Jon Olson explained that more storage was needed and they sought a site plan revision to take advantage of some benevolence that would double the occupancy. MOTION: Council Member Arena moved approval of SPM 12-18, seconded by Council Member Brandon; motion carried 4-0. 12. Approve the Renewal of a 1 -Year Agreement with FMIT for Property, Liability, Automobile and Workers' Compensation Human Resources Director, Merlene Reid thanked Mr. Couzzo for the years they worked together. She explained that an 18.45 percent insurance rate increase was due to three heart claims, and noted that claim history affected rates for three years. Rodney Louis of the Gehring Group outlined legislative changes that broadened Worker's Compensation coverage for Post -Traumatic Stress Disorder, which influenced Worker's Compensation costs. Some discussion followed regarding claims, safety and accident prevention. MOTION: Council MemberArena moved approval of the I-YearAgreement with FMITfor Property, Liabiffly� Automobile and Workers' Compensation; seconded by Council Member Johnson; motion carried 4-0. Minutes — Regular 09/13/18 Page 7 13. Approve a Terracon Mowing and Landscaping Services Contract for the Maintenance of the Village of Tequesta's Rights-of-way, Streets, Medians, etc. in the Amount of $71,299.00 Public Works Director Doug Chambers explained that competitive bids were sought near the expiration of the current contract. The new contract was for five years with an option to renew for five years at the same price. Council Member Johnson asked the cost of the current contract. Mr. Chambers replied $49,539.00 per year but the new contract resulted in a $15,000.00 savings from staff performing the work. Mayor Brennan complimented improvements made by the Department and Mr. Chambers thanked Mr. Couzzo, for his support and friendship. MOTION: Vice Mayor Arena moved approval of a Tefracon Mowing and Landscaping Services Contract for the Maintenance of the Village of Tequesta's Right-of-ways, Streets, Medians, etc.; seconded by Council Member Johnson; motion carried 4-0. 14. RESOLUTION 31-18, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, INCREASING THE FISCAL YEAR 2017/2018 GENERAL FUND #001 BUDGET BY APPROPRIATING FUND BALANCE IN THE AMOUNT OF $50,000.00 TO FUND ADDITIONAL LEGAL FEES Village Attorney Davis read resolution 31-18, title into the record. Finance Director Quirk explained that this was a result of unanticipated legal fees; he further stated that he hoped to see an offset of the fees but it had not yet transpired. According to Mr. Quirk, if the bill was less than estimated, the difference would go back into the budget. Mayor Brennan also announced that Village Attorney Davis would reduce his fees. NOTION: Council Member Arena moved approval of Resolution 31-18, seconded by Council Member Johnson; motion caffied 4-0. 15. RESOLUTION 32-18, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, INCREASING THE FISCAL YEAR 2017/2018 GENERAL FUND #001 BUDGET BY APPROPRIATING FUND BALANCE IN THE AMOUNT OF $37,541.00 TO FUND ADDITIONAL EXPENDITURES IN THE HUM AN RESOURCES DEPARTMENT Village Attorney Davis read resolution 32-18, title into the record. Finance Director Quirk explained that this was an increase for the added title of Assistant Village Manager to the Human Resources Director, along with an unbudgeted salary study. MOTION: Council Member Arena moved approval of Resolution 32-18; seconded by Council Member Johnson; motion carried 4-0. 16. RESOLUTION 33-18, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, INCREASING REVENUES AND Minutes — Regular 09/13/18 Page 8 EXPENDITURES IN THE GENERAL FUND #001 2017/2018 BUDGET IN THE AMOUNT OF $160,450.00 RECOGNIZING ADDITIONAL BUILDING PERMIT FEE REVENUES AS WELL AS RECOGNIZING ADDITIONAL EXPENDITURES IN THE BUILDING DEPARTMENT Village Attorney Davis read Resolution 32-18, title into the record. Finance Director Quirk provided some detail and Mayor Brennan reminded that revenues earned in a department were required to be spent by the same department. MOTION: Council Member Arena moved approval of Resolution 33-18; seconded by Council ember Brandon; motion carried 4-0 ANY OTHER MATTERS Council Member Arena sought consensus of Council at a workshop to enact a temporary moratorium on construction until April or May. Parks and Recreation Director, Greg Corbitt recalled how he came to work at The Village and stated he has had a wonderful life. Task Assi Boater Safety classes — web and social Lori media REG to provide number for 18-20000 sq Frank D'Ambra Community Center information — Greg volunteers set up in park on Saturday's to discuss with residents; place info in water bills, website, social media, etc. Moratorium on Construction — Vince Lori for agenda requested — to be addressed at next workshop ADJOURNMENT: Council Member Arena moved to adjourn the meeting,- seconded by Council Member Brandon, The motion to adjourn carried unanimously 4-01- therefore, the meeting was adjourned at 8.-20 p.m. Respectfully submitted, Lori McWilliams, MMC Village Clerk Note: These summary minutes are prepared in compliance with 286.011 F.S. and are not verbatim transcripts of the meeting. A verbatim audio record is available from the office of the Village Clerk. All referenced attachments are on file in the Village Clerk's office. MINUTES VILLAGE OF TEQUESTA COMMUNITY CENTER PLANNING AND DESIGN NEGOTIATION W September 10, 2018 MEETING CALL TO ORDER The meeting was called to order at 9:12 Am by Attorney Keith Davis. Present were Village Manager Michael Couzzo, Mr. Greg Corbitt, Mr. Frank D'Ambra, and Rick Gonzalez of REG Architecs, There was an audio failure which rendered only a partial recording. Mr. Gonzalez, REG Architects, submitted renderings and discussed plans for the proposed Community Center. An indoor walking track, multiple floors, a gymnasium, activity classrooms and staff offices were described. A multi-purpose hall was suggested as other municipalities had recently built. Attorney Davis stated that the Village was now in the Community Center Negotiation Analysis process. They had now moved into the competitive negotiation piece of the process. It was to be a fair, competitive and reasonable process and would include an analysis of the cost of services and scope and complexity of the project. There could be no contingent fees built into the contract per State Statute. A standard contract would be used. A timeline which included input from the Village Council was part of stage one, with planning and zoning next, followed by schematic design, landscaping design, development and construction documents, bi weekly meetings, engineering reviews, bid advertisements, contractor resources, construction management, interior design, insurance, and furniture. Generator power was discussed for emergency situations. Manager Couzzo asked for stage one to be presented to Council soon. Manager Couzzo felt that construction management was not necessary and Village Staff was also able to do site development work internally, as the savings were considerable. Utility and purchasing work was also able to be managed internally. It was suggested that Council receive the renderings before the upcoming Council Meeting this week. A package price of $35,000 for phase one, which included three meetings, conceptual design, conceptual site plan, renderings, floorplans, and schedule was agreed upon. Minutes — Community Center 9/10/2018 Page 2 ADJOURNMENT: The meeting was adjourned at 10:02 AM Respectfully submitted, Lori McWilliams, MMC Village Clerk Note: These summary minutes are prepared in compliance with 286.011 F.S. and are not verbatim transcripts of the meeting. A verbatim audio record is available from the office of the Village Clerk. All referenced attachments are on file in the Village Clerk's office. , .1 MINUTES VILLAGE OF TEQUESTA COMMUNITY CENTER PLANNING AND DESIGN SELECTION COMMITTEE AUGUST 14,2018 CALL TO ORDER AND ROLL CALL The meeting was called to order at 9:00 am by Village Clerk / Admin P10 Lori McWilliams, MMC who also called the roll. Selection Committee Members present were: Greg Corbitt, Doug Chambers and Stephen Fowler. Council Member Arena and Attorney Mitty Bernard were also in attendance. 1 Proposal Presentations 0 9:00 a.m. REG Architects Mr. Rick Gonzalez presented on behalf of REG Architects, introduced his team including Christine Merrell as the Project Manager and Don Hearing as the Landscape Architect. He noted they have 17 architects on staff and have been in business for over 30 years. He offered a Saturday or evening charrefte for resident feedback and noted the office was close to the Village. He reviewed the proposed design including parking (130 spaces), gym size, and office space in the middle to monitor all around activities, a warming kitchen to serve up to 300 for banquets, and use of a pre-engineered building. Mr. Gonzalez, Mr. Hearing and Ms. Merrell answered Selection Committee inquiries regarding value engineering, other projects the project manager has previously managed, cost per square foot ($150-$180), project size and priority, minimization to neighboring residents, low bid versus construction manager at risk, a running track, park and shuttle, solar panels, a generator, grants for green building, and LEED buildings. 0 9:30 a.m. Stephen Boruff Architects & Planners Mr. Stephen Boruff presented on behalf of Stephen Boruff Architects & Planners, introduced his team including Nelo Freijomel, Robert Curto and Don Hearing. He commented on similar completed projects and a current project in the Town of Palm Beach. He advised there were no limitations, only design opportunities, the need to be sensitive to surrounding residents, parking for staff in the back of the building (99 spaces), alternate construction techniques, tiltwall construction to minimize impact to the neighborhood, times and cost savings. He commented on the design, which leads people past the building to interact prior to entering the building, the playground/splash pad area, colonnade, two-story building, future expansion and their broad range of experience. Mr. Boruff's team responded to the Selection Committee questions regarding cost per square foot ($150-$200), utilization of both Parks and Recreation sites, Spanish Revival architecture, other potential design styles to better fit the Village character, option for outdoor playground, sufficient parking, lien process for shared project pool to save money, contractors involved on the front-end, low bid versus CMA, rising costs would be site work, utilities and drainage, and owner purchase of materials when possible to cut costs. 0 10:00 a.m. Synalovski Romanik Saye, LLC Ms. Merrill Romanik presented on behalf of Synalovski Romanik Saye, introduced her team. She reviewed local projects they have been involved with, advised they are certified minority in Florida but not Palm Beach County with over 30 years experience, 286 municipal projects and 87 of them similar. She discussed materials to celebrate parking (80-160 spaces), process, time, how to bring people in without cars, covered drop-off, single point entry, visibility of reception area for safety, natural light, cost ($240 sq. ft.), and tilt wall construction. Ms. Romanik and her team responded to the Selection Committee questions regarding engineering in-house, mitigating rising costs, and priority of project. 2. Evaluation and Ranking of Proposals The Selection Committee discussed the three presentations noting that the third presentation had all costs including finishing incorporated in the square footage cost, whereas the first two were shell only. Additionally, they discussed the side only access of the third presentation, grant funding ideas, pre -fabs, and benefits of the project manager living in Tequesta. Mr. Fowler suggested the evaluation should be based on qualifications at this point and not on price. The scores for each presenter were read aloud and the Village Clerk totaled the scores. The results of the evaluation and ranking were: Firm 7/19/18 Score 8114/18 Score Total Score -1. RE6`,*chiitectii,/. 274 291 665", 2. Synalovski Romanik Saye, LLC 283 260 543 3. Stephen Boruff, Architect and Planners 258 240 498 ADJOURNMENT: The meeting was adjourned at 11:18 a.m. Respectfully submitted, Lori McWilliams, MMC Village Clerk Note: These summary minutes are prepared in compliance with 286.011 F.S. and are not verbatim transcripts of the meeting. A verbatim audio record is available from the Office of the Village Clerk. All reference attachments are on file in the Village Clerk's Office, MINUTES VILLAGE OF TEQUESTA COMMUNITY CENTER PLANNING AND DESIGN SELECTION COMMITTEE JULY 19, 2018 CALL TO ORDER AND ROLL CALL The meeting was called to order at 9:00 am by Village Clerk / Admin PIO Lori McWilliams, MMC who also called the roll. Selection Committee Members present were: Greg Corbitt, Doug Chambers and Stephen Fowler. The scores for each rating category were read aloud and the Village Clerk totaled the scores. The results of the evaluation and ranking were: 1 . Evaluation and Ranking of Proposals 1 . Synalovski Romanik Saye, LLC 283 out of 300 2. REG Architects 274 out of 300 3. Step en Boruff, Architect and Planners 258 out of 300 4. Song and Associates 257 out of 300 5. Alleguez Architects, Inc. 254 out of 300 Lavoie Collaborative 250 out of 300 tOhlson Facilities, Inc. 238 out of 300 8�Jacobs R. J. Heisenbottle Architects 234 out of 300 The Committee agreed to request a fifteen minute presentation from the top three ranked firms (Synalovski Romanik Saye, REG Architects and Stephen Boruff). The Village Clerk will determine the availability of the proposers and committee and set a meeting date and time. ADJOURNMENT: The meeting was adjourned at 9:24 a.m. Respectfully submitted, V1 Lori McWilliams, MMC Village Clerk Note: These summary minutes are prepared in compliance with 286.011 F.S. and are not verbatim transcripts of the meeting. A verbatim audio record is available from the Office of the Village Clerk. All reference attachments are on file in the Village Clerk's Office. MINUTES VILLAGE OF TEQUESTA JULY 19, 2018 CALL TO ORDER AND ROLL CALL The meeting was called to order at 9:00 am by Village Clerk / Admin P10 Lori McWilliams, MMC who also called the roll. Selection Committee Members present were: Greg Corbitt, Doug Chambers and Stephen Fowler. The scores for each rating category were read aloud and the Village Clerk totaled the scores. The results of the evaluation and ranking were: 1 . Evaluation and Ranking of Proposals 1 . Synalovski Romanik Saye, LLC 283 out of 300 2. REG Architects 274 out of 300 3. Stephen Boruff, Architect and Planners 258 out of 300 1 - Song and Associates 257 out of 300 5. Alleguez Architects, Inc. 254 out of 300 6. Ohlson Lavoie Collaborative 250 out of 300 7. Jacobs Facilities, Inc. 23,9 nut of 300 8. R. J. Heisenbottle Architects 234 out of 300 The Committee agreed to request a fifteen minute presentation from the top three ranked firms (Synalovski Romanik Saye, REG Architects and Stephen Boruff). The Village Clerk will determine the availability of the proposers and committee and set a meeting date and time. ADJOURNMENT: The meeting was adjourned at 9:24 a.m. Respectfully submitted, ' g t� Lori McWilliams, MMC Village Clerk Note: These summary minutes are prepared in compliance with 286.011 F.S. and are not verbatim transcripts of the meeting. A verbatim audio record is available from the Office of the Village Clerk. All reference attachments are on file in the Village Clerk's Office. MINUTES VILLAGE OF TEQUESTA REGULAR MEETING July 12, 2018 CALL TO ORDER AND ROLL CALL The meeting was called to order by Mayor Abby Brennan at 6:00 p.m. A roll call was taken by Assistant to the Village Clerk, Mary Ann Grieser. Present were: Mayor Abby Brennan, Vice Mayor Tom Paterno, Council Member Vince Arena, Council Member Laurie Brandon, and Council Member Kristi Johnson. INVOCATION AND PLEDGE OF ALLEGIANCE Pastor Paul Beresford expressed thankfulness for The Village of Tequesta, then gave the invocation followed by the pledge of allegiance led by Vice Mayor Paterno. APPROVAL OF AGENDA MOTION. Council Member Arena moved approval of the agenda; seconded by Vice Mayor Patemo; motion carried unanimously 5-0. PRESENTATIONS Bonni Jensen, Attorney for the Public Safety Board stated that an opportunity to participate in 185 Funds presented itself. She referenced an actuarial packet that was distributed to Council and stated that it reduced the cost of the pension plan that was recently negotiated. Participation required an ordinance drafted for review by the state of Florida; a question was whether employees would be eligible for benefits during the time the department did not participate. She stated that $470,000 remained with the state in The Village's name and the police union was in favor of the participation. When Mayor Brennan inquired about the 9/30/18 deadline, Ms. Jensen answered that this was much easier to do at the required annual filing of participants than if it were made too far retroactively. Though Mayor Brennan stated that the numbers appeared favorable for The Village, questions remained. Ms. Jensen stated that participation would require a change of the benefit multiplier in the union contract to two point seven five percent. Council Member Arena clarified that even if a draft ordinance was approved by the state, Council still held the final decision of whether to participate in the 185 Funds. Mayor Brennan suggested that the draft ordinance be discussed at the next Council Workshop. Vice Mayor Paterno requested all financial calculations necessary for deliberation. Consensus of Council was for discussion at the next Workshop. CONSENT AGENDA Vice Mayor Paterno requested number seven removed for discussion. MOTION. Council Member Arena moved approval of the Consent Agenda; seconded by Vice Mayor Patemo; motion carried unanimously 5-0 with item seven removed. Minutes — Regular 07/12/18 Page 2 2. MINUTES: 6/4/18 Workshop and 6/14/18 Regular Meeting Minutes 3. Approval of Contracts Signed by Manager Under $25,000 (Per Village Ordinance we are presenting the following agreements, proposals, commitments and memorandum of understanding to Council.) 4. Approve Mutual Aid Agreement for Operational Assistance and Voluntary Cooperation Between the Martin County Sheriffs Office and the Village of Tequesta Police Department 5. Approve Interlocal Agreement for Law Enforcement Services Between Palm Beach County and the Village of Tequesta 6. RESOLUTION 23-18, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, ADOPTING THE STORMWATER RATES FOR FISCAL YEAR ENDING SEPTEMBER 30,2019 END OF CONSENT AGENDA 7. RESOLUTION 25-18, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AMENDING RESOLUTION 06-17, ESTABLISHING A PUBLIC RECORDS AND ADMINISTRATIVE FEE POLICY AND SETTING A UNIFORM FEE SCHEDULE FOR PUBLIC RECORDS INSPECTION I DUPLICATION AND ADMINISTRATIVE FEES. Vice Mayor Patemo requested more information and Village Clerk Lori McWilliams informed that since there had been no increase in lien search fees since 2009, Tequesta's lien search fees were at the extreme low end when compared to those of other local municipalities and except for contractors working with the building department, this item introduced a notary fee for non-residents. Vice Mayor Paterno did not want the fee increase as it would pass on to property buyers but Ms. McWilliams explained that the increase only covered staff time and many lien search companies already charge a higher rate, regardless of our fees. Village Attorney Keith Davis read Resolution 25-18 title into the record. MOTION: Council Member Arena moved approval of RES 23-18, seconded by Council Member Johnson,- motion carried 4-1 with Tom Paterno in dissent COMMUNICATIONS FROM CITIZENS Carolyn Schwartz of 356 Venus Avenue complained that a neighbors overgrown plants caused problems on her property. Discussion ensued about a property owners right to trim offending branches and that municipal codes required neat, orderly yard maintenance. Mayor Brennan suggested that Building Director Jose Rodriguez speak to the neighbor and if unsuccessful, Attorney Davis would be asked to research a possible remedy. Minutes — Regular 07/12/18 Page 3 Lyette Reback of 12150 Lost Tree Way thanked Council for the opportunity to hold the Freedom 4 Miler running road race in Tequesta and gave a brief accounting of the r -ace proceeds. She reported that six local gold star families attended the race and everyone was very appreciative of The Village. Mayor Brennan said she was impressed with the immediate clean up after the race. COMMUNICATIONS FROM COUNCIL Council Member Johnson advised that preliminary budget reviews were being given Council's attention along with the search for a new Village Manager and firefighter union negotiations. Council Member Arena urged continued patience with construction projects, reported on a large group of bicycles he saw recently, and requested the consensus of Council and The Village Manager to allow the Village Clerk to conduct a resident survey on the idea of starting a Village trolley service. Council Member Arena relayed a resident's comments to him that the crosswalk signal at US1 and Tequesta Drive did not allow sufficient time for pedestrians to cross US1 safely. Council Member Arena asked Fire Chief Medina about revenue from the Tequesta Hills Golf Tournament; he asked Police Chief Medina about an upcoming police versus fire department softball game, invited residents to attend and receive information about hurricane preparation and stated he wished to purchase signs to advertise the event. Council Member Arena then proposed that some of the one - cent sales tax money be used for the upfront costs associated with the installation of solar panels on the new recredtion center. Neither Council Member Brandon nor Vice Mayor Paterno had comments. Mayor Brennan opined that though the new Council Members may have thought their roles consisted of two meetings per month, the reality was that recently, there had been as many as two per week. STANDING REPORTS Villaae Attomey Village Attorney Keith Davis advised that Verizon Wireless was five years into a twenty- five year lease with The Village for a cell tower at the water plant; the original lease started at $36,000 per year, had a 4% escalator and generated $42,000 in rent this year. If the contract did not terminate, the rent would be $92,000 per year by the end of the lease term. Verizon wished to change the lease terms to $2500 per month ($30,000 per year) with a 3% escalator every five years. The offer guaranteed total rent over five years of $159,000; Verizon was required to give six months advance notice if they wished to terminate the lease; it was unknown what they would do if we did not accept their request. Attorney Davis had not seen a lease terminated upon denial of a request to change terms before but there were no guarantees that it would not happen. Council Member Arena asked whether right of way use would eliminate leases on owned property but Attorney Davis advised there was still a need for general cell communication. Minutes — Regular 07/12/18 Page 4 The rights of way use was for newer technology and he was unable to predict future needs, but presently there was a moratorium on cell companies' right of way use and last years legislation exempted applications to co -locate small wireless facilities in rights of way from the full permitting process. Vice Mayor Paterno wished to decline Verizon's request but Council Member Johnson advised she wanted to take a closer look at what was asked. Village Manage Village Manager Couzzo introduced Community Development Director Nilsa Zacarias who declared that the process had taken two years, but Florida's land planning agency approved Tequesta's comprehensive plan with new maps; two developers had been waking for this approval. She thanked the Council Members, The Planning and Zoning Board, Village Manager Couzzo and Attorney Davis for their support. State statute dictated a municipality review their plan every seven years but only a letter to the state was required if no changes to the plan were wished. Mr. Couzzo thanked Ms. Zacarias for her hard work. Police Police Chief Gustavo Medina announced, to applause, that it was his 10011 day as Tequesta's Police Chief. He continued by sharing his goals for the department and the progress made toward them. Additional training included all officers being retrained on fingerpdnting and kits available in all vehicles. He spoke of an upcoming promotion ceremony for Lieutenants Lally and Pike, and Sergeants Johnson and Korkowski and stated that the promotion process enlightened him to the high caliber of the Tequesta police officers. He relayed that at a recent award ceremony, Amber Krauss received the civilian award; K-9 Erik and Officer Loney graduated from training and were patrolling The Village; the Department continued to meet with community members. Chief Medina advised that a schedule reorganization resulted in more night coverage without jeopardizing day coverage and overtime was reduced from the same period last year, with two less personnel. He announced that the National Night Out was rescheduled for October 5, 2018, which coincided with the food truck invasion; other municipalities and the Sheriffs Departments would participate. Chief Medina reported working with nearby agencies regarding border patrol and school threat assessment, expressed thanks for the opportunity to lead the agency, and then shared the Department's new mission statement. Fire Fire Chief Joel Medina spoke about the Freedom Run on the 4 th of July and how he was y ry thankful to be a citizen of the United States; the Public Safet bike ride Ih rough the Count Club; hurricane preparedness; community involvement; and electronic plan review in conjunction with the Building Department. He announced that it was the 25 th anniversary of the Tequesta Fire Department and that Firefighter Andre Dodd (who had 18 years of service with The Village) received the Paramedic of the Year Award at the Public Safety Awards and Zach Wichert received the Jim Weinand Firefighter of the Year award. REGULAR AGENDA OLD BUSINESS There was none. Minutes — Regular 07/12/18 Page 5 NEW BUSINESS 8. Approve Setting the Proposed Ad Valorem Millage Rate for the Village of Tequesta for Fiscal Year 2018/2019 at a Rate of 6.2920 Mills per $1,000.00 of Assessed Value and Setting the Budget Public Hearings as Follows: September 13, 2018- 5:30 p.m. — Approve Tentative Budget; and September 20, 2018 — 5:30 p.m. Approve Final Budget Village Manager Couzzo explained that the millage rate was the same as last year. MOTION: Vice Mayor Paterno moved approval of the proposed millage rate and Budget Hearing dates of September 13 and 20, 2018, seconded by Council Member Arena; motion car7ied unanimously 5-0. 9. RESOLUTION 24-18, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, AUTHORIZING THE WRITE-OFF OF UNCOLLECTABLE EMS TRANSPORT FEES AS IDENTIFIED IN THE ATTACHED EXHIBITS A AND B, AMENDING AND INCREASING THE FISCAL YEAR 2017/2018 GENERAL FUND #001 BUDGET BY APPROPRIATING FUND BALANCE IN AN AMOUNT EQUAL TO THE AMOUNT IDENTIFIED IN THE ATTACHED EXHIBITS A AND B TO FUND BAD DEBT AND AUTHORIZING THE VILLAGE MANAGER TO PROCEED ON BEHALF OF THE VILLAGE PROVIDING FOR SEVERABILITY; PROVIDING AN EFFECTIVE DATE Village Attorney Keith Davis read Resolution 24-18, title into the record. Council Member Johnson asked about the debt collection process. Firefighter Zach Wichert explained that uncollected debt inflated accounts receivable and with 10 years of medical bookkeeping experience, he knew that 90-95% of debt sent to collections was never recovered. He advised that the last write off was in 2016; once he exhausted his efforts (approximately 90 days), debts were sent to a collection agency; bills over 90 to 120 days old were unlikely collectable at all. Finance Director Chris Quirk advised that this would now be done once per year; Fire Chief Medina said that software and personnel changes caused a backlog and he did not expect this in the future. Vice Mayor Paterno wanted immediate write off of uncollectable debt but Consensus of Council was to continue the existing _process. MOTION: Vice MayorPaterno moved approval of Resolution 24-18, seconded by Council Member Arena; motion carried 5-0. 10. RESOLUTION 26-18, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, UPDATING THE VILLAGE'S PUBLIC PARTICIPATION RULES AND POLICIES TO INCLUDE GENERAL MEETING DECORUM RULES AND POLICIES AND A PROCESS FOR ADDRESSING AND HANDLING DISRUPTIONS DURING PUBLIC MEETINGS; PROVIDING AN EFFECTIVE DATE, AND FOR OTHER PURPOSES. Minutes — Regular 07/12/18 Page 6 Village Attorney Davis read Resolution 26-18, title into the record and explained that this addressed rules of decorum in public meetings (aside from the three-minute rule) in an effort to allow the public to enjoy attending meetings. Vice Mayor Paterno felt that three minutes, once per month was not sufficient time for a citizen to communicate with Council. Consensus of Council was to explore Resolution 26-18 further at a Workshop. ANY OTHER MATTERS Nothing further was discussed. Meeting Task Assignments TASK ASSIGNED Jose to inquire of landowner to cut Jose Rodriguez back/remove invasive bamboo so that it will no longer be a hindrance to their neighbor Trolley survey Lori US1 / Tequesta Drive crosswalk — Mayor to Mayor request a longer period be given to walkers to cross. Vince says there is not enough time. Banner for Village Hall regarding softball Police/Fire Chiefs game — Vince will pay if there is enough money in his account Keith to clarify if the Village is exempt from Keith cell tower ROW mandate Discussion on citizen comments to be Manager addressed at an upcoming workshop (not the next one per the Mayor) ADJOURNMENT: Council Member Johnson moved to adjourn the meeting; seconded by Council Member Arena. The motion to adjourn carried unanimously 5-0; therefore, the meeting was adjourned at 7:43 p.m. Respectfully submitted, Lori McWilliams, MMC Village Clerk Note: These summary minutes are prepared in compliance with 286.011 F.S. and are not verbatim transcripts of the meeting. A verbatim audio record is available from the office of the Village Clerk. All referenced attachments are on file in the Village Clerk's office. MINUTES VILLAGE OF TEQUESTA REGULAR MEETING June 14, 2018 CALL TO ORDER AND ROLL CALL The meeting was called to order by Mayor Abby Brennan at 6:00 p.m. A roll call was taken by Assistant to the Village Clerk, Mary Ann Grieser. Present were: Mayor Abby Brennan, Vice Mayor Tom Paterno, Council Member Vince Arena, Council Member Laurie Brandon, and Council Member Kristi Johnson. INVOCATION AND PLEDGE OF ALLEGIANCE Pastor Paul Beresford gave the invocation, and then Mayor Brennan led the pledge of allegiance. Mayor Brennan asked about topics to discuss under Any Other Matters. Council Member Arena wished to speak on the Charter and Mayor Brennan about a conversation with Palm Beach County Commissioner Valeche. APPROVAL OF AGENDA MOTION: Council Member Arena moved approval of the agenda,- seconded by Council Member Brandon; motion carried unanimously 5-0. PRESENTATIONS There were none. CONSENT AGENDA MOTION: Council Member Arena moved approval of the Consent Agenda,- seconded by Council Member Johnson,- motion carried unanimously 5-0. 1 . MINUTES: 4/30/18 Workshop and 5/10/18 Regular Meeting Minutes 2. Approval of Contracts Signed by Manager Under $25,000 (Per Village Ordinance we are presenting the following agreements, proposals, commitments and memorandum of understanding to Council). 1. JustFOIA Records Software Proposal — Village Clerk: $4,838.00; 2. Innerworkings Magic Card Quotation — Administration: $3,790.50; 3. Statewide Mutual Aid Agreement — Fire Department: $N/A 3. Approve Fiscal Year 2017/2018 Budget Amendment 4. RESOLUTION 20-18, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, PROVIDING FOR THE ANNUAL BOARDS AND COMMITTEE APPOINTMENTS AND REAPPOINTMENTS; PROVIDING AN Minutes — Regular 06/14/18 Page 2 EFECTIVE DATE; AND FOR OTHER PURPOSES. 5. RESOLUTION 21-18, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, ADOPTING THE REFUSE, RECYCLING AND YARD WASTE COLLECTION RATES FOR FISCAL YEAR ENDING SEPTEMBER 30, 2019 6. RESOLUTION 22-18, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, DECLARING CERTAIN PROPERTY TO BE SURPLUS AND DIRECTING THE VILLAGE MANAGER TO DISPOSE OF SURPLUS PROPERTY IN ACCORDANCE WITH THE VILLAGE'S ADOPTED PROCEDURES 7. Purchase of a Stryker Power Stretcher to Accompany the Stryker Power Loader we Recently Received through a PBC EMS Reimbursement Grant END OF CONSENT AGENDA Vice Mayor Patemo asked what a magic cube was and Village Manager Couzzo explained that ft was a marketing tool for distribution to residents and area businesses that pictured the Council Members, staff, and Village services. COMMUNICATIONS FROM CITIZENS Harold Taylor of 13 Chapel Court felt that neighbors of the recently abandoned alley should have together purchased the properties if they wished a certain disposition for them. COMMUNICATIONS FROM COUNCIL Council Member Johnson thanked Police Chief Medina and his department for assisting residents during the recent severe storms. She encouraged residents to contact her with any concerns and stated as her first year serving on The Village Council, she intended to focus closely on the budget. She asked Village Manager Couzzo to explore ways other than a paper survey to garner input for a new recreation center. Council Member Brandon was recently out of town, which caused her to appreciate the quality of services The Village of Tequesta and nearby towns offer. She welcomed questions from residents and encouraged thankfulness for what we had. Council Member Arena complimented Pastor Beresford and stated that the community center arch itect/plan ner application deadline was June 25, so he anticipated the review committee would present to Council at the July workshop. According to Council Member Arena, 22 children attended this years Nautical Club; he suggested starting a bike club; and he requested revitalization, not removal of two markers at Tequesta Drive and US 1. Council Member Arena shared his vision of a hurricane party at the firehouse with information for and vendor discounts to residents. He then complimented Village Clerk Lori McWilliams for informing residents, the public works employees for clearing drains, and the police for assistance during the recent rain deluge. Minutes — Regular 06/14/18 Page 3 Vice Mayor Paterno said he was glad to see the different departments doing their part during the recent storms; he referenced a letter to Council from The Village Bootery, which claimed that their sales had suffered because of the construction on US 1; and he said he supported recent new hires. He addressed a complaint from someone who wished to, but did not speak at a prior meeting and stated that everyone should have opportunity to speak. Vice Mayor Paterno spoke about the Tequesta Drive sidewalk project, however due to an open Inspector General's investigation, Village Attorney Keith Davis advised against comment. The Vice Mayor continued and took issue with the project's planning; details about the work; offered a handout in explanation; and questioned the account from which some of the funds came. Vice Mayor Paterno expressed dissatisfaction that Village Manager Couzzo did not attend part of the last workshop and quoted that his attendance was a job responsibility. He noted that Public Works Director Doug Chambers was also absent, then quoted a directive from the Village Manager that senior staff or a knowledgeable representative were to attend if an agenda item involved their department. Council Member Arena advised that since the standard three minutes was insufficient time for a resident to express his concerns, Council Member Brandon invited him to speak at a workshop. He came and spoke to Council, then staff came in afterward, as senior staff was not the intended audience. Vice Mayor Paterno said he was unable to ask questions and never received a response from the manager to which Mayor Brennan reminded of the Inspector General's open investigation. In addition, she stated that for their safety, staff was asked not to attend as this resident was confrontational in the past and the resident would be free to speak without reservation. The Mayor reminded that Council directed the manager to obtain and disseminate information regardless of whether in a group or individual setting. Vice Mayor Paterno stated that though Mr. Pastuch had called him names in the past, he must still be treated with respect and his concerns investigated. Vice Mayor Paterno wanted all council members to get the same information at the same time. Council Member Johnson suggested discussion of the Inspector General's report, once concluded, at a workshop and Attorney Davis again advised against discussion until then. Vice Mayor Paterno cautioned Attorney Davis not to infringe on making policy and Attorney Davis clarified that he rendered an opinion and stood by it; there was no violation. Council Member Arena reminded that this was the first time a resident was invited to speak at a workshop and could be handled differently should it occur again. Council Member Brandon was not in favor of staff not in attendance but understood due to the safety aspect. STANDING REPORTS Village Aftonney Village Attorney Keith Davis had nothing to report. Village Manage Village Manager Michael Couzzo complimented staff during recent rains; he reiterated Council Member Arena's update on the progress of a community center. Police Chief Gus Medina thanked Council for commending his officers, summarized the assistance they gave during recent heavy rainstorms and stated it was a team effort. In Minutes — Regular 06/14/18 Page 4 an effort to maintain beneficial ties with other agencies, he continued to meet with representatives of those agencies as well as school personnel regarding safety. Chief Medina complimented the talent in the police department, thanked Assistant Chief McGrew for his help, and recognized that there were several leaders in the agency though the decision of whom to promote would be difficult. Fire Chief Joel Medina thanked Chief Gus Medina for his work that helped make the fire and police departments a great partnership. Critical Incident Stress Management training was recently conducted at the behest of Human Resources Director Merlene Reid and Pastor Paul Beresford was a critical resource to employees in that regard. He mentioned that firefighter Andre Dodd received the Palm Beach County distinguished paramedic service award in May which was well deserved; the first Chili Cook -off meeting was held and the Public safety awards and recognition were next week to which all Council and Senior staff were invited. Chief Medina announced that Public safety was wholeheartedly here for the residents of Tequesta. REGULAR AGENDA OLD BUSINESS 8. RESOLUTION 19-18, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, INCREASING THE SPECIAL LAW ENFORCEMENT TRUST FUND #605 2017/2018 BUDGET BY APPROPRIATING FUND BALANCE IN THE AMOUNT OF $57,596.00 TO PURCHASE A CAMERA SYSTEM Attorney Davis read Resolution 19-18 title into the record. Information Technology Director Brad Gomberg explained that this was updating the Automatic License Plate Readers and Finance Director Quirk said that the fund movement was standard procedure. MOTION: Vice Mayor Patemo moved approval of Resolution 19-18, seconded by Council Member Arena; motion carried unanimously 5-0. 9. ORDINANCE 9-18, SECOND READING, AN ORDINANCE OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, IMPOSING A MORATORIUM ON THE ACCEPTANCE OF NEW APPLICATIONS, AND THE ISSUANCE OF ANY VILLAGE PERMITS OR APPROVALS CURRENTLY OUTSTANDING AND REQUIRED FOR PENDING APPLICATIONS, FOR THE INSTALLATION OF TELECOMMUNICATIONS EQUIPMENT AND FACILITIES WITHIN THE VILLAGE AS SET FORTH IN THE TELECOMMUNICATIONS ACT OF 1996, SEC. 337.401 FLORIDA STATUTES, CHAPTER 63 ART. 11 OF THE VILLAGE OF TEQUESTA CODE OF ORDINANCES, AND CHAPTER 78, ZONING, OF THE VILLAGE OF TEQUESTA LAND DEVELOPMENT CODE; PROVIDING THAT SAID MORATORIUM SHALL BE IN EFFECT FOR A PERIOD OF ONE YEAR; DIRECTING VILLAGE STAFF TO UNDERTAKE A COMPREHENSIVE REVIEW OF THE VILLAGE'S EXISTING Minutes — Regular 06/14/18 Page 5 TELECOMMUNICATIONS EQUIPMENT AND FACILITIES REGISTRATION AND PERMITTING CODES WITH AN EMPHASIS ON THE PROTECTION OF RESIDENTIAL PROPERTIES, AND COMPLIANCE WITH FEDERAL AND STATE REQUIREMENTS; PROVIDING FOR CONTINUATION OR TERMINATION OF SAID MORATORIUM; PROVIDING A CONFLICTS CLAUSE AND A SEVERABILITY CLAUSE; AND PROVIDING FOR AN EFECTIVE DATE. Attorney Davis read Ordinance 9-18, title into the record. This was the second reading. Mayor Brennan opened the hearing to Council and the Public but there were no comments. M077ON: Vice Mayor Paterno moved approval of Ordinance 9-18, seconded by Council Member Arena; motion carried unanimously 5-0. NEW BUSINESS According to Attorney Davis, items ten, eleven and twelve were quasi-judicial in nature. He swore in five people and no Council Members disclosed ex -parte communication. 10. VAR 01 -18: Application of F & S Venture Partners, LLC, d/b/a Josco Bar and Oven, 157 N. US 1, Tequesta, FL 33469, for a Variance from the requirement of Sec. 78- 298 to sell intoxicating liquors, wines and beverages for consumption on the premises within a 697.74 +/- foot radius of any church, school or youth center, where Sec. 78-298 currently allows for such sale only at a 1,000 foot radius or greater from any church, school or youth center. The property owner is RVT TEQUESTA SHOPPES LLC (known as Tequesta Shoppes). Community Development Director Nilsa Zacarias explained this variance was for sale of alcohol due to the proximity of the location a church. Council Member Paterno asked who F&S ventures were and Julia Silver and Stephanie Flora identified themselves as owners. MOTION: Vice Mayor Paterno moved approval of VAR 01-18; seconded by Council Member Arena; motion carried 5-0. 11. SPM 8-18: Application from RVT TEQUESTA SHOPPE-S LLC (known as Tequesta Shoppes) for a Site Plan Modification to install a metal translucent and operable awning on the -courtyard, modify storefront openings, and remove an existing canopy and exterior bar area on the Josko Bar and Oven tenant space. The application also includes installing artwork on the courtyard wall and replacing the existing metal railing and gate at the entrance. The subject property is located at 157 N. US Hwy 1, Tequesta, FL 33469. Community Development Director Nilsa Zacarias explained that this was for the same business as the previous item but addressed requested improvements to the site. MOTION: Vice Mayor Paterno moved approval of SPM 8-18, seconded by Council Member Arena; motion carried unanimously 5-0. Minutes — Regular 06/14/18 Page 6 12. SPM 7-18: Application from Gerald M. Barbarito DD JCL Bishop of Diocese of Palm Beach (known as St. Jude Catholic Church) for a Site Plan Modification to install a 1 200 square foot Adoration Chapel including landscape plans. The application also includes the installation of a 32 Kw emergency generator on the east side of the existing residency building. The subject property is located at 204 N. US Hwy 1, Tequesta, FL 33469. Community Development Director Zacarias summarized SPM 7-18 and stated that the Planning and Zoning Board recommended approval. When Mayor Brennan inquired about the generator, architect James Sturgis explained that since the generator for the residence was too large for a permit, it was included in this SPM instead. MOTION: Vice Mayor Paterno moved approval of SPM 7-18, seconded by Council Member Arena; motion carried unanimously 5-0. 13. ORDINANCE 10-18, FIRST READING, AN ORDINANCE OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, AMENDING THE VILLAGE CODE OF ORDINANCES AT CHAPTER 78. ZONING. ARTICLE 1. IN GENERAL. SEC. 784. DEFINITIONS. BY AMENDING THE DEFINITION FOR "REHABILITATION FACILITY" TO PROVIDE FOR THE LIMITED PROVISION OF INSURANCE PAYMENTS FOR PATIENT CARE, INCLUDING PARTIAL PAYMENTS FROM COMMERCIAL OR SELF-FUNDED INSURANCE PLANS FOR PATIENT CARE; PROVIDING THAT EACH AND EVERY OTHER SECTION AND SUBSECTION OF CHAPTER 78. SHALL REMAIN IN FULL FORCE AND EFFECT AS PREVIOUSLY ADOPTED; PROVIDING A CONFLICTS CLAUSE, A SEVERABILITY CLAUSE AND AUTHORITY TO CODIFY; PROVIDING AN EFFECTIVE DATE, AND FOR OTHER PURPOSES. Attorney Davis read Ordinance 10-18 title into the record and announced that the Local Planning Committee recommended it 5-0 for denial. Mayor Brennan opened the item for Council comment. After he gave some history of Futures, Council Member Arena stated he was against the ordinance. Public Comment was from former Tequesta Mayor Pat Watkins of 167 River Drive, who reminded that a prior Council worked hard to ensure that Futures would be an asset, not a detriment to The Village. Both she and Liz Schauer of 85 Teakwood Circle, also a former Mayor and Council Member, and current Planning and Zoning Board member were against the ordinance. Senior Vice President of Futures of Palm Beach, Michael Holloway, explained how their acceptance of health insurance would help Futures and therefore benefit The Village. He suspected that residents were concerned about safety but stated there was no correlation between crime and insurance; further, Futures had no interest in treating patients who were a threat to the community. Deja Gilbert, Chief Operating Officer of Futures said that Futures would retain the right to reject patients. Council Member Brandon stated she did not understand why Futures was losing patients; Council Member Arena advised that if this was proposed originally, Futures would never have been built here and the residents had spoken. Mayor Brennan was concerned for the future if any Minutes — Regular 06/14/18 Page 8 Note: These summary minutes are prepared in compliance vAth 286.011 F.S. and are not verbatim transcripts of the meeting. A verbatim audio record is available from the office of the Village Clerk. All referenced attachments are on file in the Village Clerk's office. Minutes — Regular 06/14/18 Page 7 changes were made and Council Member Johnson felt this was too much of a deviation from the original model, which she would not have originally approved. MOTION: Council Member Brandon moved to disapprove Ordinance 10- 18; seconded by Council Member Arena; motion carried unanimously 5-0. ANY OTHER MATTERS Council Member Arena requested a Workshop discussion about the use of Village sign holders, then explained how the Village Charter stipulated that all direction to staff was through the Village Manager, not individual department heads. Vice Mayor Paterno advised that any person can make a public record request but he only used it when necessary. Mayor Brennan met with Palm Beach County Commissioner Hal Valeche who was amenable to annexation. Looking ahead to the bridge closing, she asked that discussion on a substation contract be held at a future workshop. Council Member Arena spoke about the Jupiter Narrows Project and complaints about a post blocking kayak access; he would look into whether the post could be removed. Meeting Task Assignments TASK ASSIGNED Another mode of communication for Manager residents to fill out the recreation survey Sign Holders out front, who can use — Manager / Brad Discuss at next Workshop Hold a 2nd workshop on the sidewalk Merlene findings to be scheduled after the IG report is released Substation contract discussion at Manager Workshop ADJOURNMENT: Council Member Vice Mayor Paterno. The motion meeting was adjourned at 8.-07 p.m. Respectfully submitted, �� I L� I) I 1&'C)Lat� a,,. - Lori McWilliams, MMC Village Clerk Arena moved to adjourn the meeting,- seconded by to adjourn carried unanimously 5-01- therefore, the A A MINUTES VILLAGE OF TEQUESTA COMMUNITY CENTER PLANNING AND DESIGN MEETING CALL TO ORDER AND ROLL CALL The meeting was called to order at 10:02 a.m. by Greg Director. Present were Selection Committee Members: Works Director Doug Chambers, Building Department Fowler. Also present were Village Manager Micl- Representative Tony Montero. May 14, 2018 Corbitt, Village Parks and Recreation Council Member Vince Arena, Public Director Jose Rodriguez and Steve ael Couzzo and Inspector General Mr. Corbitt handed out an information packet to attendees, which included both the proposed and the current recreation center. Mr. Corbitt requested the attendees pay attention to the lifestyle and geographics of the Village of Tequesta. He was looking for a building with the same style of design as Village Hall and Public Safety. In addition, Mr. Corbitt related that the design should blend in with the style of the surrounding neighborhood. He offered to have the attendees visit the site in the Village Recreation Department van, after the meeting had ended. It was noted that the new building should have a lobby area with a welcome desk and security was a factor because of the many children that would frequent the building. Manager Couzzo remarked on the fact that as a municipality, cost would be a huge consideration with this project. In addition, the Village had the ability to handle many of the components of the project such as utilities, inspections, project management. Further he believed the plan thus far, was very close to being ready. A firm that could help the Village utilize existing personnel and skills, in order to offset some of the costs, would be desirable. Building Director Rodriguez commented that cost was a factor when considering Leadership in Energy and Environmental Design (LEED) elements. Mr. Corbitt added that the building would be in existence 20 years from now and that he preferred to think towards the future. A variety of needs had to be met for this one facility, as it was the main usable structure within the community. It was revealed that this was a low bid project and that a project management firm was notneeded. There was a question regarding conceptual design being a weighted component of the process along with the qualifications of the planning firm. It was clarified that the Minutes — Community Center Planning and Design Meeting 05/14/2018 Page 2 qualifications and experience would be made the main criteria with the conceptual design being amended in the new documentation. Cost was mentioned but it was reiterated that the goal was need based with the cost following. Budget was a main consideration. Building Director Rodriguez stated that his role would be building review and permitting of the project. Fees for the project would not be waived. The calendar dates within the RFP offered some incentives for expeditious construction. The sunshine law would apply in relation to the bid process and the Inspector General Representative, Tony Montero was present and available to answer any questions. Setbacks were discussed and could be adjusted to enhance the neighboring properties. Building Director Rodriguez noted that setbacks were 25 feet in the front, 20 feet in the back and 10 feet on the sides. Manager Couzzo suggested the planners visit the site to appreciate the neighborhood, residences and traffic. Mr. Corbitt also suggested a visit to the current Recreation Center to see and understand the importance of Constitution Park within the community. ADJOURNMENT: The meeting was adjourned at 10:29 a.m. Respectfully submitted, � ia �Y) Lori McWilliams, MMC Village Clerk Note: These summary minutes are prepared in compliance with 286.011 F.S. and are not verbatim transcripts of the meeting. A verbatim audio record is available from the office of the Village Clerk. All referenced attachments are on file in the Village Clerk's office. MINUTES VILLAGE OF TEQUESTA REGULAR MEETING May 10, 2018 CALL TO ORDER AND ROLL CALL The meeting was called to order by Mayor Abby Brennan at 6:00 p.m. A roll call was taken by Village Clerk Lori McWilliams. Present were: Mayor Abby Brennan, Vice Mayor Paterno, Council Member Vince Arena, Council Member Laurie Brandon, and Council Member Kristi Johnson. INVOCATION AND PLEDGE OF ALLEGIANCE Council Member Arena spoke the invocation and led the pledge of allegiance. MOTION: Council Member Arena moved approval of the agenda; seconded by Council Member Brandon; motion carried unanimously 5-0. PRESENTATIONS I . Proclamation Designating May 13-19, 2018 as Water Reuse Week Village of Tequesta Clerk, Lori McWilliams read a proclamation, which explained the benefits of and encouraged people to work toward the reuse of water. Mayor Brennan presented the proclamation to Village Manager/Utility Director Michael Couzzo. 2. Proclamation Proclaiming May 20-26, 2018 as National EMS Week Village Clerk McWilliams read a proclamation, which stressed the importance of Emergency Medical Services. Mayor Brennan presented the proclamation to Fire Chief Joel Medina who voiced appreciation on behalf of the Fire Department. CONSENT AGENDA Village Attorney Davis announced a conflict with Council Member Johnson voting on item number four. MOTION: Council Member Arena moved approval of the Consent Agenda without Item four; seconded by Council Member Brandon; motion carried unanimously 5-0. 3. MINUTES: 4/12/18 Special and 4/12/18 Regular Meeting Minutes 5. RESOLUTION 14-18, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, ADOPTING A REVISED BUILDING DEPARTMENT FEE SCHEDULE AS PROVIDED BY CHAPTER 14, ARTICLE Minutes — Regular 05/10/18 Page 2 VI OF THE VILLAGE CODEOF ORDINANCES; PROVIDING THAT THIS SCHEDULE OF FEES AND CHARGES SHALL BE AVAILABLE FOR INSPECTION AT ALL TIMES AT THE VILLAGE HALL DURING REGULAR BUSINESS HOURS; PROVIDING FOR PUBLICATION OF THIS SCHEDULE OF FEES AND CHARGES IN APPENDIX C. OF THE VILLAGE'S CODE OF ORDINANCES; PROVIDING AN EFFECTIVE DATE; AND FOR OTHER PURPOSES. 6. Approval of Contracts Signed by Manager Under $25,000 (Per Village Ordinance we are presenting the following agreements, proposals, commitments and memorandum of under -standing to Council). END OF CONSENT AGENDA 4. Memorandum of Understanding with Regard to All Full -Time Personnel Employed by the Village of Tequesta Represented by the Palm Beach County Police Benevolent Association, Inc., Within Perc Bargaining Unit Numbered 1615 and Pertaining to Promotions. MOTION., Council Member Arena moved approval of Item four, seconded by Council Member Brandon; motion carried unanimously 4-0 with Council Member Johnson abstaining from the vote due to contlict of interest Attorney Davis reminded that Council Member Johnson was required to complete a Voting Conflict Form, which would be made part of the record. COMMUNICATIONS FROM CITIZENS Harold Taylor of 13 Chapel Court in Tequesta described the purpose and benefits of a municipal code as a rulebook by which all residents, which included Council, must abide. Darrell Pastuch wanted Council Workshops to be more interactive and described a ping- pong paddle with "YES/NO" on it system of communication from citizens during such meetings. He felt the new sidewalks were not thick enough and asked for more timely inspections before invoices for completed work were paid. COMMUNICATIONS FROM COUNCIL Council Member Johnson thanked the people she spoke with over the past month. She appreciated their patience while she worked through issues and invited communication. Council Member Brandon said that she loved all the fun activities available in The Village during summer. She stated that she worked to find answers to things she did not know and welcomed resident contact, Council Member Arena thanked Building Director Rodriguez for responding to a residence at the end of the day on a Friday. He received a complimentary letter regarding the work done at Key West Village and lauded Public Works Director Chambers for it as well as the Minutes — Regular 05/10/18 Page 3 nice paving work done in the Tequesta Country Club. He offered to monitor and report on a Florida Department of Transportation bike study for consideration of whether a bike path was warranted. The next suggestion from Council Member Arena was to promote the Tequesta business community by means of an event such as a Seafood Festival, Art show, etc. His vision included a Village Trolley that transported attendees to the event in addition to other areas in The Village (parks, shopping plazas and other businesses). Vice Mayor Paterno expressed appreciation for the residents in attendance at the meeting. He mentioned that based on resident input, some adjustments were made along the US 1 construction route to help alleviate traffic issues and he clarified that Tequesta's project costs were $127,515. Mayor Brennan elaborated that these funds were for turn lanes that The Village wanted but that the FDOT felt were unnecessary. Council Member Arena promised to provide regular updates on a proposed community center and announced that planners were scheduled to view the potential site on Monday. Mayor Brennan thanked new Council Members (Brandon and Johnson) for their work in the short time since elected. While she had previously announced she would retire at the end of the term, Mayor Brennan expressed interest in continuing on The Village Council. STANDING REPORTS Village Attorney Village Attorney Keith Davis reported that The Village was dismissed with prejudice from the Dalack lawsuit and that the legal fee reimbursement request was still pending. Villa -go Mananer Village Manager Michael Couzzo stated that budget process had begun. He thanked the Building and Finance Department staff for their cooperation during a recent office move. Vice Mayor Paterno requested comment from the Village Manager on reports of a road blockage at the Budget Rent A Car site. Mr. Couzzo explained that this was due to the alley's poor condition and its use primarily by the car rental business, Vice Mayor Paterno also asked Assistant Village Manager and Human Resources Director Merlene Reid for an update on the search for a new Village Manager but Mayor Brennan determined that that topic was better addressed under "Any Other Matters". Police Chief Gus Medina reported that Department members had attended Association meetings in the Country Club and Brookdale Assisted Living Facility; speeding was being addressed; a candidate who seemed to be a good fit was just interviewed and the Community Walk continued. He recounted meeting the owner of Red's Barber Shop who still spoke of a positive interaction with Officer Keith Smolen from years ago and th announced that the National Night Out was scheduled for August 7 , 2018 from 4p.m. to 9 p.m. Chief Medina advised that he was a member of a committee of the Florida Municipal Insurance Trust tasked with studying ways to reduce liability claims within the police department. Next, he announced that Officer Ray Korkowski received the Jupiter Minutes — Regular 05/10/18 Page 4 Community Service Award for his work with the Nautical Club and Officers Michael Loney and Thomas Jarrell were acknowledged for their traffic safety initiatives. Fire Chief Joel Medina stated that hurricane season preparation made this a busy month; the Tequesta Fire Department participated in the 2018 statewide hurricane exercise coordinated by the Palm Beach County Emergency Operations Center. He advised that not only was it good practice, it gave The Village credit toward a community rating system, which benefitted the Building Department in their work. Chief Medina reported a surprise FEMA audit occurred due to the difference between damage claimed by The Village from hurricane Matthew ($27,320.67) and that from hurricane Irma ($207,961.14). He credited latitude given by the Village Manager and Finance Director Chris Quirk's assistance for successful resolution and said he expected reimbursements soon. Chief Medina announced the installation of a Stryker patient lift, an improvement to prevent employee injuries. Though he stated much of the cost was obtained from grants, he thanked Council and The Village Manager for the ability to purchase such equipment. Lastly, he reminded everyone of the upcoming Jupiter Hills Country Club golf tournament for which the Tequesta Fire Department would provide emergency services. REGULAR AGENDA OLD BUSINESS 7. ORDINANCE 1-18, SECOND READING, AN ORDINANCE OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, AMENDING ITS COMPREHENSIVE DEVELOPMENT PLAN TO ADOPT EVALUATION AND APPRAISAL REVIEW ('EAR-) BASED AMENDMENTS PURSUANT TO SECTION 163.3191, FLORIDA STATUTES, WHICH PROVIDES FOR AN EVALUATION AND FOR PLAN AMENDMENTS DETERMINED TO BE NECESSARY; WHICH INCLUDES REVISED TEXT AND MAPS NECESSARY TO UPDATE THE DATA AND ANALYSIS OF THE COMPREHENSIVE DEVELOPMENT PLAN; PROVIDING THAT THE TEXT AND MAPS, AS AMENDED OR REVISED, SHALL BE SUBSTITUTED FOR AND REPLACE IN FULL THE EXISTING TEXT AND MAPS IN ALL AMENDED ELEMENTS; PROVIDING FOR TRANSMITTAL TO THE STATE LAND PLANNING AGENCY; PROVIDING A CONFLICTS CLAUSE AND FOR SEVERABILITY; PROVIDING AN EFFECTIVE DATE; AND FOR OTHER PURPOSES. Attorney Davis read Ordinance 1-18 title into the record. Mayor Brennan opened the item for Council then Public Comment but there were no comments. MOTION: Council Member Arena moved approval of Ordinance 1-18, seconded by Council Member Johnson; motion carried 5-0. 8. RESOLUTION 13-18, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, VACATING AND ABANDONING A TWENTY FOOT WIDE, TWO HUNDRED FORTY FOOT LONG ALLEY LOCATED IN THE JUPITER HEIGHTS SUBDIVISION; LYING IN BLOCK3 AND ADJACENTTO THE Minutes — Regular 05/10/18 Page 5 EAST OF PARCELS 1 AND 4 ACCORDING TO THE PLAT THEREOF AS RECORDED IN PLAT BOOK 23, PAGE 69 OF THE PUBLIC RECORDS OF PALM BEACH COUNTY, FLORIDA; PROVIDING AN EFFECTIVE DATE AND FOR OTHER PURPOSES. Attorney Davis read Resolution 13-18 title into the record and said that this was continued from the last Council meeting. Mayor Brennan announced that this item was strictly regarding the abandonment of the alleyway, nothing more and stated that the question to consider was whether the alleyway served a public purpose for the residents of Tequesta. She acknowledged the many cards requesting time to speak and called on Carlene McGlone of 3411 Inlet Court; Katrina and Charles Faulconer of 3462 Inlet Court; Erin and Phillip Babbitt of 3447 Palm Court; Laura Spalding of 3453 Inlet Court; James Guyn of 3443 Inlet Court; and Michelle Delgado of 3468 Canal Court. Their remarks included some history of the alley, Council's prior vote against abandonment, a letter from The Tequesta Water Department dated April 28, 2017 denying an abandonment request and The Village's Mission and Vision Statements. Further comments were that the alley was a valuable buffer between commercial and residential properties; residents (especially children) used the alley instead of US 1 to travel within the five streets of the Jupiter Heights neighborhood; and abandonment would interfere with efficient movement of emergency vehicles. All were against abandonment of the alley. Mayor Brennan called on Gall Osborne of 3442 Inlet Court and Harold Taylor of 13 Chapel Court but neither had comments regarding alley abandonment. When Mayor Brennan inquired about the aforementioned April 28, 2017 letter, Attorney Davis recalled that prior Council deliberations on alley abandonment did not include an alternative plan. This request was different in that it was contingent on items agreed to in the application, including replacement of public access and utility easements. He explained that any actual abandonment would not occur until an approved replacement plan was filed and both would be recorded at the same time. Vice Mayor Paterno sought to understand the plan before voting and stated that if no variances were required, he was in favor of the project. Attorney for the applicant, Jack Rice of the Nason, Yeager law firm said he was present to assist with legal questions and the applicant and Troy Holloway of Gentile, Glas, Holloway, O'Mahoney and Associates, Inc. were present for technical questions. Mayor Brennan addressed Mr. Holloway who clarified that if abandoned by The Village, an alley was still in their plan, which he described as a 25 -foot drivable public access approximately ten feet from the current alley location with improvements � "Such as a sidewalk, landscaping and lights. The developer had met with nearby residents, listened to their concerns, revisited the site and made adjustments accordingly, which included removing a townhouse and adding a recreation room for resident use. During Mr. Holloway's explanation, there were several uninvited comments from the audience. Troy Holloway confirmed that no variances would be requested and Vice Mayor Paterno asked that Council adhere to this. Attorney Davis explained the timing of an abandonment process in relation to recording of utility and easement relocation regardless of who owned the property. Vice Mayor Paterno reiterated that if a proposed project was within the limits of Village Code, he had no Minutes — Regular 05/10/18 Page 6 problem with it. Mr. Holloway reviewed a diagram with Vice Mayor Paterno, then Council Member Arena summarized the proposed changes and recording thereof. Village Attorney Davis advised that a zoning change to mixed use was required. MOTION: Council Member Arena moved approval of Resolution 13-18, seconded by Council Member Johnson, motion carTied 4-1 with Council Member Brandon opposed NEW BUSINESS According to Attorney Davis, item nine was quasi-judicial in nature. He swore in four people and no Council Members disclosed ex -parte communication. 9. SEU 4-18: Application from RVT TEQUESTA SHOPPES LLC (known as Tequesta Shoppes) for a Special Exception Use pursuant to Section 78-177. C-2 District (d) (14) Shopping Centers, of the Village of Tequesta Code of Ordinances. The Applicant is requesting approval to install a metal translucent and operable awning on the courtyard, modify storefront openings; and, remove existing canopy and exterior bar area. The application also includes installing an artwork on the courtyard wall and replacing existing metal railing and gate at the entrance. The subject property is located at 157 N US Hwy 1, Tequesta, FL 33469. Community Development Director Nilsa Zacarias explained that this request was for a modification to the courtyard of the Tequesta Steakhouse and introduced applicant Niki Norton of N2 Architecture Design. She predicted that the changes would be a vast improvement over what existed now and included modifications to the outdoor bar, and a translucent awning that would open and close. Though entertainment was planned for the courtyard, the applicant claimed she was aware of Tequesta's noise ordinance. Vice Mayor Paterno expressed concern over noise and hours of operation. Attorney Davis explained that since the shopping center itself was a special exception in the zoning district, whenever any modifications to it were desired, a Special Exception Use was required. Ms. Zacarias advised the SEU would next go to the Planning and Zoning Board and that the Fire Department had been consulted regarding the outside seating area. MOTION: Council Member Arena moved approval of SEU 4-18, seconded by Vice Mayor Patemo; motion carried 5-0. 10. RESOLUTION 15-18, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, INCREASING REVENUES AND EXPENDITURES IN THE GENERAL FUND #001 2017/2018 BUDGET IN THE AMOUNT OF $34,897.00 RECOGNIZING THE FAIR MARKET VALUE OF SERVICES RECEIVED FROM PALM BEACH COUNTY FIRE RESCUE AS WELL AS RECOGNIZING RELATED VEHICLE REPAIR AND MAINTENANCE EXPENDITURES Attorney Davis read Resolution 15-18 title into the record; Mayor Brennan stated that this Minutes — Regular 05/10/18 Page 7 was routine in nature, but the cost prohibited it from being on the consent agenda. MOTION: Vice Mayor Paterno moved approval of SEU 3-18, seconded by Council Member Arena; motion carried unanimously 5-0. 11. ORDINANCE 9-18, FIRST READING, AN ORDINANCE OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, IMPOSING A MORATORIUM ON THE ACCEPTANCE OF NEW APPLICATIONS, AND THE ISSUANCE OF ANY VILLAGE PERMITS OR APPROVALS CURRENTLY OUTSTANDING AND REQUIRED FOR PENDING APPLICATIONS, FOR THE INSTALLATION OF TELECOMMUNICATIONS EQUIPMENT AND FACILITIES WITHIN THE VILLAGE AS SET FORTH IN THE TELECOMMUNICATIONS ACT OF 1996, SEC. 337.401 FLORIDA STATUTES, CHAPTER 63 ART. 11 OF THE VILLAGE OF TEQUESTA CODE OF ORDINANCES, AND CHAPTER 78, ZONING, OF THE VILLAGE OF TEQUESTA LAND DEVELOPMENT CODE; PROVIDING THAT SAID MORATORIUM SHALL BE IN EFFECT FOR A PERIOD OF ONE YEAR; DIRECTING VILLAGE STAFF TO UNDERTAKE A COMPREHENSIVE REVIEW OF THE VILLAGE'S EXISTING TELECOMMUNICATIONS EQUIPMENT AND FACILITIES REGISTRATION AND PERMITTING CODES WITH AN EMPHASIS ON THE PROTECTION OF RESIDENTIAL PROPERTIES, AND COMPLIANCE WITH FEDERAL AND STATE REQUIREMENTS; PROVIDING FOR CONTINUATION OR TERMINATION OF SAID MORATORIUM; PROVIDING A CONFLICTS CLAUSE AND A SEVERABILITY CLAUSE; AND PROVIDING FOR AN EFECTIVE DATE. Attorney Davis read Resolution 9-18 title into the record, advised it was the first reading and served to pause telecommunication right of way permits, which then allowed us to review Village Code in an attempt to balance The Code with federal and state laws and the best interests of residents, Mayor Brennan opened the hearing to Council for comment but there was none; there was no comment when she opened the hearing to the public. MOTION: Vice Mayor Paterno moved approval of Ordinance 9-18; seconded by Council Member Arena; motion carried unanimously 5-0. 12. Discussion and Action Regarding Replacement of the ALPR System Mayor Brennan called on Information Technology Director Brad Gomberg who advised there was no net increase from this proposal. He explained that the current vendor was less responsive than they originally were and The Village paid $14,000 annually to maintain their service. He continued that over five years, a lease from Genetec cost less than the support and maintenance for the current system; there was, in fact a small savings with new equipment, superior technology and one company to manage it all together. Interest was included on the lease but if Council wished, an outright purchase at $60,000 saved $16,000 over five years. Mayor Brennan was concerned about a five-year lease term due to the rapidly changing nature of technology; however, Mr. Gomberg did not Minutes — Regular 05/10/18 Page 8 foresee a need to upgrade within five years. Finance Director Quirk advised he preferred to spread out the payments however, Manager Couzzo and Police Chief Medina agreed that funds were available for the purchase through the Special Law Enforcement Trust Fund, thereby saving The Village $16,000. MOTION: Council Member Arena moved approval of the purchase (not to exceed $57,595.51) of the ALPR System from the Special Law Enforcement Trust Fund, seconded by Council Member Johnson; motion carried unanimously 5-0. 13. 2018 Governmental Committee Appointments Mayor Abby Brennan explained and reviewed the current committee appointments. Some revisions were made due to the new Council members. Although no longer a Council Member, but due to his extensive work on the committee, Mayor Brennan suggested and consensus of Council was that former Council Member D'Ambra remain The Village's lead representative on the No Wake Extension of the Waterway committee with Council Member Arena as his alternate. 14. Discussion and Action Regarding Donation Request from Jupiter High School for the 2018 Project Graduation Mayor Brennan explained that some years ago, Council discontinued monetary donations from The Village budget to local not for profit agencies however, Council was free to donate from their discretionary funds if they wished. Vice Mayor Paterno offered a personal donation of $500 so taxpayer money would not be used. ANY OTHER MATTERS Vice Mayor Paterno requested discussion of replacing Village Manager Couzzo who was expected to retire at the end of the year. Assistant Village Manager and Human Resources Director Merlene Reid advised that she had begun to assemble questions for Council's consideration but recommended that this was best discussed at a Workshop. She estimated the process to take between three and eight months. Mayor Brennan asked Ms. Reid to distribute the questions along with the job description and copy of Mr. Couzzo's contract to Council for review before the workshop. Vice Mayor Paterno wished to reduce the number of votes required in the Village Charter to hire or fire a Village Manager. Mayor Brennan advised this was unlikely to change until there was time for a Charter review. Consensus of Council was to discuss the Village Manager position at the June Workshop. Council Member Brandon asked for an itemized discussion of resident Darryl Pastuch's complaints at the next Workshop. Mayor Brennan was concerned about the potential length of the Workshop due to an upcoming Executive Session that traditionally followed. Vice Mayor Paterno suggested separating the Executive Session from the Workshop to allow ample time for both but consensus of Council was to cover all the items in the June Workshop rather than postpone any of them. Mayor Brennan again acknowledged Darryl Pastuch who thanked Council for their Minutes — Regular 05/10/18 Page 9 consideration and requested that the sidewalks be addressed in the future, He would also like to see a requirement that the next Village Manager be a Tequesta resident. He then spoke disapprovingly to Vice Mayor Paterno about granting ten feet to a developer without the need to request a variance. Meeting Task Assignments TASK ASSIGNED Look at Southside alley at Budget Rent- - Manager Car Provide Council with a cost benefit analysis Manager / Brad report for additional ALPR cameras Merlene to bullet point her questions re: Merlene Manager search and provide to council along with the managerjob description and current contract -----M-a —ag Create bullet points on Pastuch's concerns n e r regarding sidewalk issue and place on 6/4 agenda Provide proposal to Council on what staff Manager feels needs to be discussed in IAFF negotiations ADJOURNMENT: Council Member Vice Mayor Paterno. The motion meeting was adjourned at 8:25 p.m. Respectfully submitted, Lori McWilliams, MMC Village Clerk Arena moved to adjourn the meeting; seconded by to adjourn carried unanimously 5-0; therefore, the Note: These summary minutes are prepared in compliance with 286.011 F.S. and are not verbatim transcripts of the meeting. A verbatim audio record is available from the office of the Village Clerk. All referenced attachments are on file in the Village Clerk's office. FORM 8B MEMORANDUM OF VOTING CONFLICT FOR COUNTY, MUNICIPAL, AND OTHER LOCAL PUBLIC OFFICERS NAME OF BOARD, COUNCIL, COMMISSION, AUTHORITY, OR THE BOARD, COUNCIL, COMMISSION, AUTHORITY OR COMMITTEE ON WHICH I SERVE ISA UNIT OF. NAME (3COUNTY Ll OTHER LOCALAGENCY ELECTIVE 0 APPOINTIVE WHO MUST FILE FORM 88 MAY 2 2 2018 This form is for use by any person serving at the county, cit)6 or other local level of government On VtLhAJ81*9RK0J" rd, council, commission, authority, or committee. It applies to members of advisory and non -advisory bodies who are presented with a Mng conflict of Interest under Section 112,3143, Florida Statutes. Your responsibilities under the law when faced with voting on a measure in which you have a conflict of interest will vary greatly depending on whether you hold an elective or appointive position. For this reason, please pay close attention to the instructions on this form before completing and filing the form. INSTRUCTIONS FOR COMPLIANCE WITH SECTION 112.3143, FLORIDA STATUTES A person holding elective or appointive county, municipal, or other local public office MUST ABSTAIN from voting on a measure which would inure to his or her special private gain or loss. Each elected or appointed local officer also MUST ABSTAIN from knowingly voting on leasure which would inure to the special gain or loss of a principal (other than a government agency) by whom he or she Is retained Auding the parent, subsidiary, or sibling organization of a principal by which he or she is retained); to the special private gain or loss of a relative; or to the special private gain or loss of a business associate. Commissioners of community redevelopment agencies (CRAs) under See. 163.356 or 163.367, F.S., and officer's of independent special tax districts elected on a one -acre, one -vote basis are not prohibited from voting in that capacity. For purposes of this law, a "relativd' includes only the officer's father, mother, son, daughter, husband, wife, brother, sister, father-in-law, mother-in-law, son-in-law, and daughter-in-law. A "business associate' means any person or entity engaged in or carrying on a business enterprise with the officer as a partner, joint venturer, coowner of property, or corporate shareholder (where the shares of the corporation are not listed on any national or regional stock exchange). ELECTED OFFICERS: In addition to abstaining from voting in the situations described above, you must disclose the conflict: PRIOR TO THE VOTE BEING TAKEN by publicly stating to the assembly the nature of your interest in the measure on which you are abstaining from voting; and WITHIN 15 DAYS AFTER THE VOTE OCCURS by completing and filing this form with the person responsible for recording the minutes of the meeting, who should incorporate the form in the minutes. APPOINTED OFFICERS: Although you must abstain from voting in the situations described above, you are not prohibited by Section 112.3143 from otherwise participating in these matters. However, you must disclose the nature of the conflict before making any attempt to influence the decision, whether orally or in writing and whether made by you or at your direction. IF YOU INTEND TO MAKE ANY ATTEMPT TO INFLUENCE THE DECISION PRIOR TO THE MEETING AT WHICH THE VOTE WILL BE TAKEN: - You must complete and file this form (before making any attempt to influence the decision) with the person responsible for recording the ninutes of the meeting, who will incorporate the form in the minutes. (Continued on page 2) CE FORM 8B - EFF. 1112013 PAGE I Adopted by reference In Rule 34-7.01 00)(f), F-A.C, APPOINTED OFFICERS (continued) A copy of the form must be provided immediately to the other members of the agency. The form must be read publicly at the next meeting after the form is filed. IF YOU MAKE NO ATTEMPT TO INFLUENCE THE DECISION EXCEPT BY DISCUSSION AT THE MEETING: You must disclose orally the nature of your conflict in the measure before participating. You must complete the form and file it within 15 clays after the vote occurs with the person responsible for recording the minutes of the meeting, who must incorporate the form in the minutes. A copy of the form must be provided immediately to the other members of the agency, and the form must be read publicly at the next meeting after the form is filed. DISCLOSURE OF LOCAL OFFICER'S INTEREST 1'—a(9q k. hereby disclose that on AAAM 10 20 I (a),A measure came or will come before my agency which (check one or more) inured to my special private gain or loss; inured to the special gain or loss of my business associate, inured to the special gain or loss of my relative inured to the special gain or loss of whom I am retained; or inured to the special gain or loss of is the parent subsidiary, or sibling organization or subsidiary of a principal which has retained me. (b) The measure before rny agency and the nature of my conflicting interest in the measure is as follows: I by , which MCI) qZ14'VL-Q111'A-) FZ:;-7 VIA vu CAV -0-:0-A) 1A Covi-A-7) *V1 A-V�l S) If disclosure of specific information would violate confidentiality or privilege pursuant to Jaw or rules governing attorneys, a public officer, who is also an attorney, may comply with the disclosure requirements of this section by disclosing the nature of the interest in such a way as to provide the public with notiite- of the conflict. Date Filed 3ignhturb NOTICE: UNDER PROVISIONS OF FLORIDA STATUTES §1,12.3,17, A FAILURE TO MAKE ANY REQUIRED DISCLOSURE C014STITUTES GROUNDS FOR AND MAY BE PUNISHED BY ONE OR MORE OF THE FOLLOWING: IMPEACHMENT, -ZMOVAL OR SUSPENSION FROM OFFICE OR EMPLOYMENT, DEMOTION, REDUCTION IN SALARY, REPRIMAND, ORA ,VIL PENALTY NOT TO EXCEED $10, 000. CE FORM 8B - EFF 11/2013 PAGE 2 Adopted by reference in Rule 34-7.010(1)(% FAC. MINUTES VILLAGE OF TEQUESTA Air% REGULAR MEETING April 12, 2018 CALL TO ORDER AND ROLL CALL The meeting was called to order by Mayor Abby Brennan at 6:37 p.m. A roll call was taken by Village Clerk Lori McWilliams. Present were: Mayor Abby Brennan, Vice Mayor Paterno, Council Member Vince Arena, Council Member Laurie Brandon, and Council Member Kristi Johnson. PLEDGE OF ALLEGIANCE Mayor Brennan led the pledge of allegiance. APPROVAL OF AGENDA MOTION: Vice Mayor Paterno moved approval of the agenda,- seconded by Council Member Arena; motion carried unanimously 5-0. PRESENTATIONS Presentation of Commendation Award to Firefighter Paul Kigel Village Clerk Lori McWilliams read the Commendation Award and Mayor Brennan presented the award to Firefighter Paul Kigel for his brave assistance during an attempted murder incident. The victim was expected to make a full recovery. Fire Chief Medina shared some details of the incident and stated that Mr. Kigel's attitude personified the mission of the Tequesta Fire Department: to serve and protect. Paul Kigel thanked The Village for the honor and Mayor Brennan noted that Paul's mother (in attendance) was President of the North Palm Beach County Chamber of Commerce. 2. CAFR Presentation Finance Director Chris Quirk introduced Baila Sherman of Marcum, LLC Accountant Advisors who explained that the state of Florida required that municipalities undergo an independent audit each year. Nine months was allowed for completion but it only took six. Ms. Sherman highlighted several sections of the Comprehensive Annual Financial Report and thanked staff for their cooperation. Village Manager Couzzo complimented Finance Director Chris Quirk and his staff for their work. CONSENT AGENDA MOTION: Council Member Arena moved approval of the Consent Agenda; seconded by Council Member Brandon,- motion carried unanimously 5-0. Minutes — Regular 04/12/18 Page 2 3. MINUTES: 2/26/18 Workshop and 3/8/18 Regular Meeting Minutes 4. Proclamation Designating April as Water Conservation Month 5. RESOLUTION 10-18, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, INCREASING REVENUES AND EXPENDITURES IN THE GENERAL FUND #001 2017/2018 BUDGET IN THE AMOUNT OF $6,281.00 RECOGNIZING THE FAIR MARKET VALUE OF SERVICES RECEIVED FROM PALM BEACH COUNTY FIRE RESCUE AS WELL AS RECOGNIZING RELATED VEHICLE REPAIR AND MAINTENANCE EXPENDITURES 6. RESOLUTION 11-18, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, CERTIFYING THE RESULTS OF THE REGULAR ELECTION HELD ON MARCH 13, 2018 FOR THE VILLAGE OF TEQUESTA COUNCIL; AND FOR OTHER PURPOSES. 7. RESOLUTION 12-18, INCREASING REVENUES AND EXPENDITURES IN THE GENERAL FUND #001 2017/2018 BUDGET IN THE AMOUNT OF $1756.00 RECOGNIZING ADDITIONAL REVENUES FROM PALM BEACH COUNTY FOR MANTEE PATROL SERVICES AS WELL AS RECOGNIZING RELATED OVERTIME EXPENDITURES AND AUTHORIZING THE VILLAGE MANAGER TO PROCEED IN ACCORDANCE WITH THE VILLAGE'S ADOPTED PROCEDURES 8. Approve a Brenntag Mid -South Inc. Piggyback Contract for purchase of 50% Liquid Caustic Soda for Water Treatment Plant (WTP) END OF CONSENT AGENDA COMMUNICATIONS FROM CITIZENS Darrell Pastuch of 391 Riverside Drive criticized the sidewalk replacement between Seabrook and Riverside Drives, Russel White, Village Manager Couzzo and Public Works Director Doug Chambers. Manager Couzzo defended Russell White by stating that he was a dedicated employee who had worked for The Village for thirty years. Lydia Maclear, 59 Birch Place wondered if the US1 lane reduction project was reversible later if so desired. Council Member Paterno answered that the chances of re-claiming the bike lane for auto traffic in the future was slim. He understood initially that lane lines could be painted over but that had now changed. Ms. Maclear felt the Council Members who voted for the project were irresponsible to vote for the project without knowing this. Mayor Brennan determined that other people who wished to speak about a particular agenda item would be allowed their time when the agenda item was reached. Minutes — Regular 04/12/18 Page 2 COMMUNICATIONS FROM COUNCIL Council Member Johnson repeated that she was happy to be on the Council, thanked those who trusted her with the job and stated that she looked forward to serving the people. Council Member Brandon said she appreciated all feedback from residents whether positive or negative, and encouraged same. Council Member Arena spoke fondly about the recent Easter egg hunt hosted by the Fire Department and was surprised by the number of employees who volunteered for the event. He mentioned the Parks and Recreation Department's Easter egg hunt, addressed newly hired Police Chief Medina and introduced the idea of a Village trolley service. Vice Mayor Patemo thanked those in attendance for coming to the meeting and stated he was here for them. Mayor Brennan voiced support and appreciation for Village staff s work and dedication. STANDING REPORTS Village Aftomey Village Attorney Davis congratulated the new Council Members and incumbents and stated that he looked forward to working with them. Villaae Manage Mr. Couzzo yielded his time to the Police and Fire Chiefs. Police Chief Gus Medina thanked Council for allowing him to protect the residents of Tequesta. He recognized Lieutenant Pike and Officer Korkowski for saving the lives of 16 people who lost power on their boat. He talked about the upcoming Nautical Program, the safety drill for nearby Good Shepherd school and said he was impressed by the dedication of the department's officers. Fire Chief Joel Medina advised that the "March of the Bull" went through Tequesta last Saturday and explained that a retired Orange County firefighter marched from south Florida to Tallahassee to raise awareness of a connection between cancer and a firefighting career. Firefighter/Paramedic Jason Fawcett carried his gear through the area. Chief Medina spoke about reviewing Village Staffs hurricane action plan; planning for the upcoming USGA Golf Tournament; and his department's spirit of volunteerism. He told of a recent fuel cross drop (filling a diesel storage tank with gasoline) due to an honest clerical mistake by the supplier; Firefighter Jimmy Sanchez noticed and promptly acted; a potentially catastrophic event was averted and the Village's fleet of vehicles was saved. Minutes — Regular 04/12/18 Page 3 REGULAR AGENDA OLD BUSINESS 12. RESOLUTION 13-18, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, VACATING AND ABANDONING A TWENTY FOOT WIDE, TWO HUNDRED FORTY FOOT LONG ALLEY LOCATED IN THE JUPITER HEIGHTS SUBDIVISION; LYING IN BLOCK 3 AND ADJACENT TO THE EAST OF PARCELS 1 AND 4 ACCORDING TO THE PLAT THEREOF AS RECORDED IN PLAT BOOK 23, PAGE 69 OF THE PUBLIC RECORDS OF PALM BEACH COUNTY, FLORIDA; PROVIDING AN EFFECTIVE DATE AND FOR OTHER PURPOSES. Attorney Davis read Resolution 13-18 title into the record after which Community Development Director Nilsa Zacarias introduced Troy Holloway of Gentile, Glas Holloway, O'Mahoney and Associates who outlined a proposed project in conjunction with the currently unimproved, inaccessible, publicly owned alley abandonment request. The following people commented on Resolution 13-18: Hector Delgado of 3468 Canal Court; Charles Faulconer of 3462 Inlet Court; James Guyn of 3443 Inlet Court; Carlene McGlone of 3411 Inlet Court; Dennis Pilla of 3463 Inlet Court; Laura and Jonathan Spalding of 3453 Inlet Court; and Lome Stitsky of 3424 Inlet Court. Their concerns included the proposed project's density and size; street parking; Budget/Avis Car Rental vehicles; emergency and commercial vehicle accessibility; barricades; possible increased traffic and use of their private dock. James Guyn suggested a possible solution to the road congestion. Vice Mayor Paterno reminded that a variance was required for deviation from Village building code. After being recognized again, the developer clarified some project details and opined that this was a small development for a commercial zone, which allowed four stories and changing the zone to mixed use allowed a gentle transition from residential to commercial use. Vice Mayor Paterno warned that he was not inclined to vote for a zone change, stated that there was a reason the alley existed and felt that residents should be able to use it, especially with the changes taking place on US 1. He reiterated the need to adhere to the existing codes. Mayor Brennan stated that current commercial zoning allowed four stories without a request for variance, some commercial businesses were less desirable adjacent to residences; therefore she felt that changing the zone would actually benefit all parties involved. Mayor Brennan also pointed out that the proposal upgraded the alley, which would be available for public use, not just for the new development. Council Member Arena thought that the alley needed improvement and identified the real issues as the traffic and Budget/Avis Car Rental activity and any changes The Village would make would not alleviate trucks turning around or reversing for the length of the street. Although they were county owned streets, Council Member Arena asked that the residents list their concerns for Council consideration of possible assistance. Mayor Brennan suggested a continuance to investigate options to alleviate residents' concerns. Minutes — Regular 04/12/18 Page 4 Vice Mayor Patemo believed that the people deserved the paved alley as it previously existed and Manager Couzzo offered to meet with residents about the alley and project. MOTION: Council Member Arena moved to continue Resolution 13-18 so Council could consider other options, seconded by Council Member Laurie Brandon; motion carried 4-1 with Council Member Patemo opposed. NEW BUSINESS According to Attorney Davis, items nine and ten were quasi-judicial in nature. He swore in three people and no Council Members disclosed ex -parte communication. 9. SPM 1-18: Application from Terrace Communities Tequesta LLC to install a 350 KW emergency generator, a 3000 gallon above ground fuel storage tank on the rear of the premises; and, six (6) off-street parking noted as "future" on previously approved site plan. The address of the property is 400 N. U.S. Hwy 1, Tequesta, Florida, 33469. Community Development Director Nilsa Zacadas relayed that the Planning and Zoning Board recommended SPM 1-18 for approval. Vice Mayor Patemo asked James Stergas, present on behalf of the applicant, whether they needed the parking spaces where the generator would sit. Council Member Arena mentioned that there was already a generator in their parking lot and Mr. Stergas explained that that generator was for emergency services and powered only the fire pump and certain lighting. The state was mandating a generator capable of powering air conditioning, which was the purpose of this addition. MOTION: Vice Mayor Paterno moved approval of SPM 1-18; seconded by Council Member Arena; motion carried 5-0. Ms. Zacarias pointed out four conditions of approval recommendations on the staff report and Mayor Brennan advised that they had voted. Vice Mayor Paterno then added "with those conditions". 10. SEU 3-18: Application from RVT TEQUESTA SHOPPES LLC (known as Tequesta Shoppes) for a Special Exception Use pursuant to Section 78-177. C-2 Distdct (d) (14) Shopping Centers, of the Village of Tequesta Code of Ordinances. The Applicant is requesting approval to enclose an existing loading dock space on the rear of Horne Goods/Marshalls tenant space. The subject property is located at 105 N US Hwy 1, Tequesta, FL 33469. MOTION: Vice Mayor Patemo moved approval of SEU 3-18, seconded by Council Member Arena; motion carried unanimously 5-a Minutes — Regular 04/12/18 Page 5 11. Approve Jupiter Hills Golf Tournament Support Services License and Agreement for 2018 U.S. Amateur Four -Ball Championship from May 16-24, 2018 Fire Chief Medina briefly spoke about the Village of Tequesta's involvement in this event. Attorney Davis touched on the fact that the agreement included compensation to The Village, Public Works employee involvement, as well as parking spaces in Tequesta Park. A representative of Jupiter Hills Country Club estimated that 1000 people would be involved and the Country Club did not have sufficient parking. He complimented Village staff on their detailed approach to planning and thanked The Village for their support. MOTION: Vice Mayor Paterno moved approval of the Jupiter Hills Goff Tournament Support Services License and Agreement for 2018 U. S. Amateur Four -Bali Championship from May 16-24, 2018,- seconded by Council Member Arena; motion carried unanimously 5-0. ANY OTHER MATTERS Council Member Arena reported that he investigated, and budgeting was in place for architect and engineer to move toward a Village recreation center. He sought consen s of council to proceed with compiling a list of architects and engineers in an effort to narr w s down whom to engage. Vice Mayor Paterno felt it important to have a funding plan prior to investing in an architect but Mr. Couzzo advised that would come when the architect was selected. Vice Mayor Paterno was concemed about spending $200,000 on an archftect, then deciding it was not feasable or desired, however Mr. Couzzo was confident I that a recreabon center would be welcomed. Council Member Arena explained that initial costs were for an ad seeking architects, then time spent listening to their presentations. Attorney Davis requested discussion at the next Workshop of current Village Code regarding rights of way and use of same by utility and cable providers. New legislation was passed and Village code needed to conform to it; he would bring wording for consideration. Council Member Arena reminded that a discussion of golf carts was to be on the May workshop and requested the Village Clerk to place an ad for the architect and engineer. Village Manager Couzzo intedected his understanding and consensus of Council was that Council Member Arena would act as Council representative and liaison between the Village Manager, staff and Council on this idea. Parks and Recreation Director Greg Corbitt requested that discussions involving Parks and Recreation be placed toward the beginning of agendas enabling families with children to participate. Mr. Couzzo assured that there would be extensive notification and involvement with the community. Vice Mayor Paterno recommended Council begin the process of replacing the manager who would retire December 31, 2018. Mayor Brennan confirmed that after discussion at a Council Workshop, Human Resources Director/Assistant Village Manager Merlene Reid would manage the recruitment process and Council would act as the selection committee. Vice Mayor Paterno also wished to explore with the new Council the potential for softening Minutes — Regular 04/12/18 Page 6 the impact of the US1 project. Council Member Johnson said she was open to looking at alternatives and reported a discussion with Stacy Miller of the Florida Department Of Transportation. After much discussion, Council consensus was that the Village Manager would meet with Ms. Miller and if any project flexibility existed, a Special Council Meeting would be scheduled to explore those possibilities with her. Meeting Task Assignments TASK ASSIGNED Deal with the Budget Rental Car problems discussed at meeting Manager / Jose Find out what the County Ordinance is regarding parking on the County streets the Gus residents voiced complaints about Keith to put together the CCNA advertisement for the Community Center Keith and to coordinate with the Clerk Place discussion on the building of a new community center towards the top of the Lori agenda so families can attend Set Special Meeting regarding US 1 quickly after Mike meets with the FDOT Secretary Mike (Mike to get available dates from her so she can attend the meeting) Workshop — Discussion on current code on ROW and use of ROW by utility providers Keith / Lori Golf carts on next workshop agenda Lori ADJOURNMENT: Council Member Vice Mayor Paterno. The motion meeting was adjourned at 8.-50 p.m. Respectfully submitted, Lori McWilliams, MMC Village Clerk Arena moved to adjourn the meeting,- seconded by to adjourn carried unanimously 5-0, therefore, the Note: These summary minutes are prepared in compliance with 286.011 F.S. and are not verbatim transcripts of the meeting. A verbatim audio record is available from the office of the Village Clerk. All referenced attachments are on file in the Village Clerk's office.