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HomeMy WebLinkAboutDocumentation_Regular Council_Tab 02_07/11/2019Agenda Item #2. MINUTES WORKSHOP MEETING VILLAGE OF TEQUESTA, FIL JUNE 3, 2019 6:00 PM VILLAGE HALL CONFERENCE ROOM 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 McWilliams. Present were: Mayor Abby Brennan, Mayor, Council Member Vince Arena, Council Member Laurie Brandon, Council Member, Vice -Mayor Kristi Johnson, Vice -Mayor, and Council Member Kyle Stone, Council Member. Due to the number of business owners in attendance, Item 7 was addressed first on the agenda. 1. Village of Tequesta - Needs Assessment Report Mayor Brennan noted the report was well done, however, it took into assumption the community center would be built which had not yet been approved by Council. Additionally, she stated some residents were questioning the need for an inside basketball court due to extra maintenance and staff costs that had not yet been considered. She was hearing from the community that people felt this was a done deal. She suggested if a community center was going to be built to build a new building with a second story on the exact same blue print without a gym as an option. She discussed the Community Center Advisory Committee (CCAC) cover letter and survey that was discussed at the last CCAC meeting and questioned if Council really wanted to put something out to the residents that stated $6 million and no tax increase She voiced concern that if you showed a plan and costs, then you are basically stating it was a done deal, and as a Council this has not been voted on. Marcia Nielson, 94 Beechwood Trail, stated the assessment was the same old flawed data in a prettier form. She felt Council needed to back track and felt decisions were being made based on flawed data and the target was always changing. She asked to let the committee to do their work and asked about an extension. Mayor Brennan stated the committee has a survey they want to send to every resident, yet council had not yet approved it. Acting Manager Weinand explained the survey came Page 9 of 537 Agenda Item #2. in too late to be placed on this workshop agenda, and would be added to the June 13 Regular Council Meeting for discussion. Mayor Brennan felt it needed to be discussed at the workshop level first. Ms. Nielson asked Council to stop now and not put anything out until Council decided what they wanted and asked what the vision was for Remembrance Park. Detailed discussion took place regarding the proposed survey, the vision for Remembrance Park, the need to solidify accurate and clear information to release to the public after the location and design had been chosen, and additional concept plans for a building with a gym and one for a building incorporating the current basketball court space. Need to do more work as a Council before going out to the public and consider smart modular multi -use areas that allow flexibility. Acting Manager Weinand explained REG was chosen to do the conceptual plan for the Seabrook Road site (Remembrance Park) and REG was not asked to see where the building would best fit at Constitution Park. The cost for the Remembrance Park plan was $35,000. Mark (last name inaudible), Country Club resident, stated there were two separate issues and both needed consideration: the building and comprehensive consideration of all park space and vision for development - green space was critical and should not be taken away. Consensus of Council agreed to place the proposed community center location of Constitution Park on the June 13 Regular Council agenda, not place the CCAC survey on the agenda, and hold a workshop on Saturday, June 8, 2019 at 9:00 a.m. to discuss what the community center committee has done to -date and the meeting would progress from there in regards to the community center topic (content, size and location). Attorney Davis discussed the CCNA procurement process that previously took place. Consensus of Council agreed to remain with REG and request quotes for two more designs without palm trees. 2. Discuss the Village's Audit Committee Attorney Keith Davis explained the resolution as written would have each Council Member appoint a member to the Audit Committee. He explained that beginning on July 1, 2019, the state law changes on the audit committee composition and selection, but would not affect the committee the Village established before July 1. Mayor Brennan suggested having three people serve on the committee with one being a CPA and she agreed to serve on the committee due to her finance background. Council Member Stone recommended Sebastian Loaiza, however, he was not a CPA. Mayor Brennan noted Council Member Arena had a specific staff member appointment and asked if Council wanted a staff member on the committee to which Consensus of Council agreed no staff members should serve on the committee. A resolution would be Page 10 of 537 Agenda Item #2. placed on the next meeting for approval. 3. Discussion on Environmental Working Group and Sunshine Law Implications Attorney Davis advised if the committee was going to do research, recommend Code changes, and make recommendations to Council, then it would be a decision making committee that would be held to the Sunshine Law. Council Member Brandon explained the group was passionate and pro -active with a great deal of experience. She stated they understood the sunshine committee requirements wanted to suggest solutions to Council. Attorney Davis would write a resolution and bring back to Council. 4. Water Distribution Update Acting Manager Weinand explained there had been a setback on the new meter install with Mr. Wickham's resignation. He stated Dennis Rick was working with Census who was not responsive to the Village's needs due to our small size. He noted there were a lot of changes taking place at the Water Treatment Plant and Water Distribution, a rate study was coming on the June Council Meeting and recommended hiring a full-time Utilities Director. Vice -Mayor Johnson recalled Council approving two superintendents rather than hiring a Utility Director. Mr. Weinand explained the Director would have a bigger picture of the plant, whereas Mr. Litteral was a water maker and Mr. Wickham handled getting the water from the ground. He reminded Council of the storm -water utility problems and the upcoming audit concerns. Ms. Reid, Assistant Manager/HR Director reminded Council they previously approved a Utility Director and Mr. Weinand had put it on hold when he came on -board - but it was always planned to have two superintendents and a Utility Director. Acting Manager Weinand noted the water utility would fund the Director position and then part of the manager's salary would return to the General Fund. He stressed the importance of a Director with the large projects forthcoming and the need to oversee the big picture. Mayor Brennan noted Mr. Allen (the incoming manager) would Skype in to help find the right person as he was in support of hiring a Utilities Director. 5. Discuss Request for Accommodation (ADA) Letter by Juan Carlos Gill Attorney Davis mentioned there had been two recent court dismissals - Long Boat Key and Ocala and suggested Council stay the course as there appeared to be positive forward movement in favor of municipalities. Village Clerk McWilliams explained she was asked to see what it would cost to have a company remediate the website files. She reviewed her recommendation to hire ADA Site Compliance to immediately remediate the Village's website documents as quickly as possible at a cost of $8,895. She noted she was not an ADA expert and was learning as much as she could. Vice -Mayor Johnson asked why IT was not involved and Acting Manager Weinand stated he could be brought into the issue. Attorney Davis advised the Court appeared to be of the opinion that the older documents were not causing harm, unlike new and current documents such as the current budget, filing out a website form, etc. Clerk McWilliams advised moving forward Page 11 of 537 Agenda Item #2. she had trained staff how to create compliant documents and stated staff could continue to remediate the files or IT could step in and take over and do it, or hire the outside company. Mr. Davis advised at this time the priority was to remediate the website documents - not those in the document center. Consensus of Council agreed to hire the outside company to remediate just the website files - not the document center. Mr. Mark (last name inaudible), Country Club resident, questioned what was meant by remediation and Clerk McWilliams explained. The resident stated it should be easy to acquire a list of all documents that required OCR. He stated it was was not a complicated process and producing the list was easy and there were plenty of agencies to do the conversion. 6. Discuss Council Discretionary Funds and Explain what the Funds can be Used Towards and Discuss Increasing the Mayor's Discretionary Fund Account (as requested by Council Member Arena during the 3114119 Council Meeting) Attorney Davis advised the last time action was taken on this item was in 2013 and basically if the item served as a public purpose it was good. Mayor Brennan stated that not every Mayor would do what she does and that she does everything she can. She noted she runs out of funds each year and Council Member Arena assists. Acting Manager Weinand stated a travel fund could be started in the General Fund for any Council Member who needed to travel. Council discussed attendance at events and meetings that were required as opposed to those that were not and how discretionary differed from travel funds. Council Member Brandon felt that if a travel fund was created, it be equal for all Council and Mr. Weinand noted it would be one fund for use by all and Council Member Stone suggested $5,000. Consensus of Council agreed to have a travel fund for Council's use established. 7. Discuss Limited Displays of Outside Merchandise for Businesses Mayor Brennan explained Lisa Hoyer, owner of Pleasure Tiki, discussed with her the difficulties experienced by the businesses during the off season summer months and asked to hold a discussion on allowing limited displays of outside merchandise. Attorney Keith Davis explained there had been a prohibition on the books for a long time disallowing outside displays, however, it was a Council decision and could be revised. Mayor Brennan noted there were frequent code compliance complaints with Home Goods and Tuesday Mornings in this regards. Attorney Davis reminded Council businesses were allowed four special events a year. Lisa Hoyer, owner of Pleasure Tiki, addressed Council and stated in this day and age, businesses need to be able to place a rack of merchandise outside their businesses to show they were open. She mentioned they were losing revenue and Council needed to rolling racks that would not block the sidewalk. She felt it would provide a friendlier atmosphere and stressed that businesses were simply trying to stay alive in the summer. Page 12 of 537 Agenda Item #2. She pointed out that every couple of years Code Enforcement comes down hard on the businesses. Vice -Mayor Johnson inquired on ADA requirements and Acting Manager Weinand advised he would research the requirements and report back. Glen Hoyer, owner of Pleasure Tiki, commented on approved benches and that a clothing rack would not exceed the bench size and suggested it be based on the square footage of the outside display area. Detailed discussion took place on busiest days, size of racks, small business versus big box business, and businesses taking advantage. Attorney Davis suggested researching other municipalities to see what they have codified into Code. Mr. Doug Chambers, Director of Public Works, reviewed FDOT (Florida Department of Transportation) standard minimums for ADA compliance. If there was a curb adjacent to the sidewalk, the sidewalk had to be a minimum of six feet; if there was curb, the sidewalk had to be a minimum of five feet. The standard was a four foot clearance for ADA compliance. Consensus of Council agreed to have Community Development look at other cities do and Legal to write recommended Code for discussion at a council meeting. 8. Discuss Village Manager Transition Plan Mayor Brennan referenced previous discussion regarding an overlap for a smooth transition. She explained Mr. Allen prefers to have Mr. Weinand on an hourly basis as needed - not a retainer (Ex. for union contract negotiations and budget). The hourly rate would be based on what Mr. Weinand is making now and would be handled internally through the Human Resources Office as a part-time employee. Consensus of Council agreed to 160 hours as needed. 9. Set Budget Workshop Dates for FY 19120 Budget The budget workshops were scheduled as follows: Monday, June 17 — 8:30 a.m. — General Fund Budget Workshop (half day) Tuesday, June 18 — 8:30 a.m. — General Fund Budget Workshop (half day) Thursday, June 20 — 8:30 a.m. — Utilities Fund Budget Workshop (half day) Council Member Brandon moved to adjourn the meeting at 8:15 p.m.; motion seconded by Vice -Mayor Johnson; motion carried unanimously. Council Member Brandon moved to re -open the meeting; seconded by Vice -Mayor Johnson; the meeting was re -opened at 8:16 p.m. for discussion regarding the colored cross -walks in the Country Club. 10. ITEM ADDED: Discussion Regarding the Colored Cross -walks in the Country Club Page 13 of 537 Agenda Item #2. Council Member Brandon voiced concern with the bright red cross -walks and Mr. Weinand and Mayor Brennan have heard both positives and negatives. Doug Chambers, Director of Public Works, explained there were limited color options, discussed costs and savings to complete the project in-house, and discussed asking Palm Beach County Transportation Authority for funding. He explained the yellow pilings were temporary. Detailed discussion ensued as well as discussion on creating an Aesthetics Committee. Mayor Brennan noted additional staff would be needed in the Clerk's Office with all the committees being added. Discussion took place on increasing the role of the Planning and Zoning Committee to include aesthetics. Mr. Chambers suggested putting a conceptual map of the community with sidewalks, swales and bollard lighting to see what it would look like and how far into the right-of-way it would extend. He asked Council to give the cross -walk fifteen days to cure and see what it looked like and noted it was a short-term fix. He suggested to continue to chase funding. ADJOURNMENT Vice -Mayor Johnson moved to adjourn the meeting at 8:33 p.m.; seconded by Council Member Brandon; motion carried unanimously. 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. Page 14 of 537 Agenda Item #2. MINUTES WORKSHOP MEETING VILLAGE OF TEQUESTA, FIL -JUNE 8, 2019 9:00 AM COUNCIL CHAMBERS CALL TO ORDER AND ROLL CALL The meeting was called to order by Mayor Abby Brennan at 9:00 a.m. A roll call was taken by Village Clerk McWilliams. Present were: Mayor Abby Brennan, Mayor, Council Member Vince Arena, Council Member Laurie Brandon, Council Member, Vice -Mayor Kristi Johnson, Vice -Mayor, and Council Member Kyle Stone, Council Member. The order of agenda items was reversed and Item 2 was handled first during the meeting. COMMUNICATIONS FROM CITIZENS None OLD BUSINESS 1. Discussion Regarding the Proposed Recreation/Community Center Location, Design, Cost and Program Needs Mayor Brennan advised Council had authorized $200,000 for engineering and architecture and Acting Manager Weinand had advised her it could be close to $400,000 at this point. The Mayor recollected the Community Center Advisory Committee (CCAC) had been tasked with obtaining additional feedback from the community as an information gathering committee and not a committee who would make recommendations or address costs. Vice -Mayor Johnson agreed and felt they were to serve as a liaison and attend Homeowner Association (HOA) meetings and talk to neighbors and gather input. Mayor Brennan felt the cart had been put before the horse being born and felt Council needed to take the issue back into their hands and to approve the location and go back to the architect to obtain more concept. She felt there were additional factors that needed to be considered by Council such as whether the building, if built, would have a basketball court and could it be placed in the same location as the current building. She mentioned Mr. Weinand had inquired with REG to see if the building could be turned to include the current basketball court and they advised "no". Council Member Stone felt the survey was a good way to get the information out to Page 15 of 537 Agenda Item #2. residents and acquire their input. Mayor Brennan agreed, however felt the committee needed clear direction. Council Member Arena stated the initial price was a quote pulled out of the clouds by the previous manager and that no one had dictated any amounts. He addressed the architect fees, permitting fees, and infrastructure costs being lower due to the new relocation to Constitution Park. He noted the initial committee (design team) spent hours gathering input from residents and staff and making changes as requested. Council Member Stone noted this meeting was for Council to provide clarity and decide the location and potential costs. Council Member Arena explained the architect had said the Constitution Park site was the best design and location for the building. CCAC Chair Frank D'Ambra, noted the process to -date had taken over a year and that he had reported to Council each month. He emphasized the design was based on input from the community, discussed various surveys done, HOA meetings attended and open houses held. He stated the only place the Remembrance Park concepts were presented were at the Shay Place HOA meeting and Tequesta Fest, then residents voiced why they wanted the building at Constitution Park. He noted the building started at 33,000 square feet and has gone down to 22,000 square feet. It was designed for ebb and flow with flexible and movable walls. The rooms would not be limited to what the design said and stated a basketball court was an integral part of the building as it offered a range of available activities and was included based on resident input. He addressed the tot park and stated less than five people were against its relocation and losing green space. The design allowed for a 50% increase in summer camp programs and noted that age factors recycle over the years and that it needs to meet the needs of the community into the future. He advised the $5.5 million was based on architect costs and was all inclusive including retrofitting inside. Mr. D'Ambra addressed the contents of the cover letter as beings elements based on inputs from all the various public meetings. He believed the renderings as part of the packet was important as residents would want to see what was being proposed and that if Council decided on a smaller building or no basketball courts, then it was important to explain to residents what was being given up in the design. He stated if the Council does not move forward with building a new building, there would be significant costs to remediate the current building. In regards to the survey, he explained the committee did not want to spend extra money on a consultant and based the questions on the one done by the Town of Palm Beach and noted that while the committee was not unanimous, there was a strong majority. Council Member Arena discussed the use of the gym for summer camps and additional recreation activities - not just basketball, allowing simultaneous activities to take place - with the potential for and additional $30,000 in revenues. Council Member Stone felt Council should move forward with the letter and survey and did not believe a secondary drawing was necessary. Mr. D'Ambra felt the decisions needed to be made sooner than later as costs were increasing. Page 16 of 537 Agenda Item #2. Council Member Brandon felt the survey was bland and that Council had one opportunity to meaningfully reach out to residents for input. She believed the CCAC wanted validation that the previous surveys collected were from residents and the same could be validated with this survey. Chair D'Ambra advised the survey needed to go to every household to ensure every resident had an opportunity to provide input. Council Member Brandon asked that an open ended question area be included after each question. CCAC Member Tracy Kerwin noted she was the dissenting vote and was not comfortable with the quality of the information going out. She suggested taking a step back and gathering information from residents as opposed to the survey. She stated she did not have good information provided to her from the beginning on the proposed budget, proposed location and was not given time to digest the current budgets when provided. She stated the meetings were not a friendly forum to ask questions and receive feedback. She supported a new community center and wanted it to be done right and the survey was being pushed out too fast. Vice -Mayor Johnson asked her what clarity and additional information she needed and Ms. Kerwin stated the needs assessment had blank fields and the project was 22,000 square feet on a site with no formal study completed and no numbers from vendors on how many kids were served within the last twelve months. Mayor Brennan stated it was not important to know all the different programs offered as was flexibility and stated she was concerned with the language that read "final drawings" and Council Member Brandon agreed the word final was her issue. CCAC Vice -Chair Liz Schauer, was unable to attend the last two meetings due to a family emergency, however believed the letter was too long and did not feel renderings should be included that were not approved by Council. Vice -Mayor Johnson agreed the letter was too long and residents would lose interest. She suggested a Q&A format and Ms. Schauer suggested placing additional information on the Village's website. Mayor Brennan agreed that Council had not voted on the $6 million building or even the revenue stream and indicated there were other things in the Village that needed to be done. She stressed that Council needed to approve anything before it went to the residents with numbers. Council Member Arena stated Mr. D'Ambra had reported to Council at every meeting and felt Council did not do its due diligence at these meetings. Council Member Stone inquired on the 5 -Year Capital Plan and the Mayor advised it would be discussed at the budget workshops. Chair D'Ambra discussed financing options and Council Member Arena stated there were bond possibilities. CCAC Member Kerwin stated the Town of Palm Beach hired a consultant to help them understand the process, lay the foundation - they created a business plan and organized a PR campaign. She asked if there were grants available, would there be a tax increase and suggested Council hire an outside consultant. Page 17 of 537 Agenda Item #2. Council Member Arena stated he did not want to move forward any longer without knowing the financing options available. Council Member Stone would like to see a 10 - year projection, wants to see in the budget the potential costs to fund a 6 million project in the 5 year plan, and discuss what will happen with Remembrance Park. CCAC Member Schauer suggested the Village utilize the next Smoke Signals for the community center project complete with Q&A, survey, renderings, Mr. Corbitt's input on the future of the Parks and Recreation program, finances, etc. As far as financing, she stated that was why you had a Finance Department - put it in their hands to provide recommendations. Norm Sayer, Country Club resident, stated he was disturbed with the direction being taken and felt the residents should be polled on what they wanted. He stated that finding donors to donate to fund the building was difficult work and questioned if the taxpayers wanted to pay for a new community center. He questioned what it would cost to gut and rebuild the current building. He stated he would not support the project as proposed and felt it would be under utilized. He stated pickle -ball was a fad and wanted to know how much his taxes would increase each year. Mr. Greg Corbitt, Parks and Recreation Director, stated parking needed to be considered and felt the renderings needed to show what the site would look like. He stated the splash pad area needed to be removed from the plans and discussed the location of the smaller tot area. Mayor Brennan explained the Gallery Square Reciprocal Parking Agreement was between Village Hall and Gallery Square and not the recreation center. Pat Watkins, former Mayor and Country Club resident, suggested doing a rendering with the gym and one without the gym. She stated if you including only one rendering, it would appear there was no option. Mayor Brennan agreed. Mr. Corbitt stated it was not as much a gym as an open space area to be used for multiple purposes by multiple groups. He stated REG needed to be creative and stressed the most important element of this project was to have an open space area. Mayor Brennan suggested allowing REG to work on this. Mr. Corbitt explained that fundraising and public relations as previously discussed would be a full-time job and that when requesting grants - nothing was guaranteed. Consensus of Council agreed on the following: • CCAC Member Kerwin would provide in writing to the Clerk a list of all her concerns and what she needed to be comfortable (Council Member Arena's request) • CCAC in coordination with the Clerk's Office would put together the next Smoke Signals Council to go through the budget and the 5 year plan Finance to research potential financing options REG to do a second site plan without the gym (so then there would be 2 site plans one rendering with the gym and one without the gym) 2. Presentation of the Community Center Proposed Cover Letter and Survey Page 18 of 537 Agenda Item #2. Discussion on this item was combined with the previous item on the agenda. ADJOURNMENT Vice -Mayor Johnson, Vice -Mayor made a motion to adjourn the meeting at 11: 10 a.m. Council Member Stone, Council Member seconded the motion. Carried unanimously 5-0. 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. Page 19 of 537