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HomeMy WebLinkAboutMinutes_Regular_4-9-2020 MINUTES REGULAR COUNCIL MEETING VILLAGE OF TEQUESTA, FL APRIL 9, 2020 6:00 PM ZOOM/FACEBOOK LIVE CALL TO ORDER AND ROLL CALL The meeting was called to order by Mayor Abby Brennan at 6:21 PM. A roll call was taken by Village Clerk Lori McWilliams. Present were: Mayor Brennan, Vice Mayor Stone, Council Member D'Ambra, Council Member Brandon and Council Member Prince. INVOCATION AND PLEDGE OF ALLEGIANCE -Vice Mayor Kyle Stone An invocation was offered followed by the pledge of allegiance. APPROVAL OF AGENDA MOTION: Council Member Brandon, made a motion to approve the agenda; Vice-Mayor Stone, seconded the motion. Carried unanimously 5-0. NEW BUSINESS 1. RESOLUTION 12-20, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, ADOPTING POLICY AND IMPLEMENTING PROTOCOLS FOR THE USE OF COMMUNICATIONS MEDIA TECHNOLOGY TO FACILITATE ATTENDANCE BY ELECTED AND APPOINTED OFFICIALS AT PUBLIC MEETINGS AND TO ALSO FACILITATE PUBLIC PARTICIPATION AND ATTENDANCE AT SUCH MEETINGS; PROVIDING THAT THE USE OF SUCH PROTOCOLS IS LIMITED TO PERIODS OF DECLARED EMERGENCY WHEN PUBLIC HEALTH AND SAFETY GUIDANCE LIMITS THE SAFE ATTENDANCE AT SUCH MEETINGS IN PERSON AND WHEN SUNSHINE LAW REQUIREMENTS ARE LAWFULLY RELAXED TO PERMIT SAME Village Attorney Keith Davis read the Resolution 12-20 into the record. He explained the resolution as it related to meeting protocols during a declared emergency. Attorney Davis felt it was beneficial to have a process in place for current times as well as future events. Council Member D'Ambra believed it should be a collective Council decision to determine if the policy was to be in effect, going forward. Mayor Brennan thought it could be difficult to get Council together and would like to have the ability to meet online and be able to vote. Attorney Davis confirmed the policy would only be effective if an emergency had already been declared and sunshine requirements had been relaxed. MOTION.Vice-Mayor Stone, made a motion to approve Resolution 12-20 as presented; Council Member Prince, seconded the motion. Carried unanimously 5-0. CONSENT AGENDA MOTION: Council Member D'Ambra made a motion to approve the consent agenda with item numbers 4 and 5 removed for discussion; seconded by Council Member Laurie Brandon. Carried unanimously 5-0. 2. MINUTES: March 2, 2020 Workshop and March 12, 2020 Regular Meeting 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.) 1. Dover Engineering Water Treatment Plant Membrane Replacement Evaluation Study Agreement Memo-Utility/$19,799.53 (The Dover Engineering WTP Evaluation Study Agreement is on file in the Utilities Dept. Please contact Matt Hammond, 561- 768-0421 to view the file); 2. Great West Trust Company Agreement Memo- Finance/$500.00 Annually (The Great West Trust Company Agreement is on file in the Finance Dept. Please contact Hugh Dunkley, 561-768-0420 to view the file); 3. Lewis Longman Walker Engagement Agreement-Finance/Cost Varies; 4. National Vision Safety Eyewear Agreement Memo-Human Resources/$150.00 per 24 Mo's. (The National Vision Safety Eyewear Agreement is on file in the Human Resources Dept. Please contact Kathy Hannon, 561-768-0416 to view the file); 5. Superior Party Rental Contract-Administration/$253.84; 6. Vanguard ADA Systems Quote- Public Works/$2,424.19; 7. Palm Beach Gardens and Village of Tequesta Superion Access Agreement/$N/A; 8. Hand Cloud Backup -Direct Billing 4. Approve Marine Law Enforcement Contract for the Manatee Protection Plan Council Member D'Ambra inquired about additional funding for the marine patrol unit, in order to assist with Covid-19. Chief Medina stated that a line item had been placed on this year's budget in the amount of $25,000 which was over and beyond the normal manatee funding. Due to having the extra funds, the marine unit was being utilized 7 days a week, (daytime hours) during the emergency. He believed the additional costs would be partially eligible for Federal Emergency Management Agency (FEMA) reimbursements. MOTION: Council Member D'Ambra made a motion to accept the $2,000 from the Department of Environmental Resources Management; Vice-Mayor Stone seconded the motion. Carried unanimously 5-0. 5. Approve Palm Beach County Allocation of Funds to our Reentry and FUSE Programs Council Member D'Ambra asked for clarification of the Re-Entry and FUSE programs. Police Chief Medina explained to Council that the programs were designed to assist those coming out of prison and/or the homeless population. The grant provided transitional services as related to job placement as well as re-entry into society. Additionally, there were services available thru the County for those individuals needing assistance with behavioral health issues, which had lead to incarceration or homelessness. MOTION: Council Member D'Ambra made a motion to approve the Palm Beach County allocation of funds to our Reentry and FUSE Programs; Council Member Prince seconded the motion. Carried unanimously 5-0. 6. Approve Therma Seal Roofing First Addendum Contract Extension Through January 11, 2021 7. RESOLUTION NO. 11-20, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, CONFIRMING BY PROCLAMATION THE STATE OF EMERGENCY DECLARATIONS ISSUED ON MARCH 13, 2020, MARCH 20, 2020, MARCH 27, 2020 AND APRIL 3, 2020 FOR THE VILLAGE OF TEQUESTA DUE TO COVID-19 (CORONAVIRUS), ALL EMERGENCY REGULATIONS ACTIVATED UNDER THE PROVISIONS OF CHAPTER 26 OF THE VILLAGE CODE OF ORDINANCES, AND THE DESIGNATION OF THE FIRE CHIEF AS THE EMERGENCY MANAGEMENT DIRECTOR FOR THE VILLAGE FOR SO LONG AS THE LOCAL STATE OF EMERGENCY CONTINUES IN EFFECT; PROVIDING AN EFFECTIVE DATE,AND FOR OTHER PURPOSES. 8. Approve Personnel Policy Update - Temporary Policy "Expanded FMLA & Emergency Sick Leave Pay Pursuant to The Families First Coronavirus Response Act of 2020 END OF CONSENT AGENDA COMMUNICATIONS FROM CITIZENS Village Clerk McWilliams read aloud a question from the Village website from citizen Lee Hill. Mr. Hill asked how the Village would manage a scenario involving a quarantine of the fire shifts, should an employee become sick or exposed to Covid-19; would this affect the level of service; and is this a good time to look into consolidation of the fire department into Palm Beach County Fire Reserve? Fire Chief Trube explained that the fire department was already taking proactive steps, which included checking shifts for fevers twice daily, using full personal protective gear, limiting the number of paramedics having direct interaction with patients on each call, and opening a temporary second fire station for half of the department. COMMUNICATIONS FROM COUNCIL Council Member Brandon felt the Village had been doing a good job in dealing with the emergency guidelines. Vice Mayor Stone stated he was impressed with different segments of the community reaching out to help others. He thanked Manager Jeremy Allen for all he had done. Mayor Brennan appreciated the residents adhering to the Center for Disease Control (CDC) guidelines and for helping each other out during this difficult time. STANDING REPORTS Village Attorney Village Attorney Davis congratulated the newly sworn in Council Members and stated he looked forward to working with everyone. Village Manager Manager Allen stated there would be a drop in some service numbers due to Covid-19. He welcomed Council Member Prince and Council Member D'Ambra to Council. Manager Allen commended staff for their hard work during the emergency and reminded all to fill out their 2020 Census questionnaire. Manager Allen announced that due to the Covid-19 Pandemic there would be significant drops in revenue from the building department, sales tax and other areas. The ad-valorem tax could also have possible negative implications. The Environmental Advisory Committee and the Planning and Zoning Meetings might possibly proceed in May via virtual platform. Several events including "Tequesta's Camp at Home" and "Drive thru Easter Bunny' were going to be held this weekend. All beaches, parks, docks, and community pools were still closed but Manager Allen was hopeful they would be opened soon. Utilities Department Mayor Brennan asked about the safety protocol for Water Department staff during Covid-19. Utility Director Matt Hammond explained that the Distribution Team was working individually unless it was necessary for them to be together. Additionally, they wore personal protective gear and traveled in individual vehicles. Vice-Mayor Stone asked about the changeover to new water meters and asked about the erroneous water bills that had been missed. Utility Director Hammond assured him that the bills had been corrected and that the customer service manager was following up to find out how it had been overlooked. Council Member D'Ambra inquired about the automated readers for water meters. Utility Director Hammond stated that they were still in the transition phase and were looking forward to being automated. Vice Mayor Stone thanked Police Chief Medina for having Pastor Paul send out uplifting positive affirmations every day. Fire Department There were no reports. REGULAR AGENDA OLD BUSINESS 9. ORDINANCE 01-20, SECOND READING, AN ORDINANCE OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, AMENDING THE VILLAGE CODE OF ORDINANCES AT CHAPTER 78. ZONING. SECTION 78-561. SPECIAL EVENTS. BY AMENDING THIS SECTION TO PLACE RESPONSIBILITY FOR PROCESSING APPLICATIONS WITH THE BUILDING DEPARTMENT, TO REDUCE THE MANDATORY MINIMUM APPLICATION SUBMITTAL TIME FOR EVENTS THAT ARE INTENDED TO HAVE LESS THAN 200 ATTENDEES, AND TO GIVE THE VILLAGE MANAGER FINAL APPROVAL AUTHORITY IN THE APPROVAL PROCESS FOR SUCH APPLICATIONS Attorney Davis read Ordinance 01-20 into the record. Mayor Brennan opened the public meeting up for Council comment. There being no comments, she opened the meeting for public comments. There were none. MOTION: Council Member D'Ambra made a motion to approve Ordinance 01-20; Vice- Mayor Stone seconded the motion. Carried unanimously 5-0. ANY OTHER MATTERS Council Member D'Ambra asked Council to consider relaxing the code related to signage, as many restaurants had placed temporary signs out during Covid-19. Attorney Davis stated that Council could do something on a temporary basis. Manager Allen believed that if Council wanted to do something extra, it was possible to reach out to the businesses thru emails or letters. Council Member Prince lost connection to the meeting at 7:36 PM. Council agreed that as long as there was a state of emergency, the sign code could be relaxed, as it pertained to essential services. Manager Allen would meet with the Building Director and draft a letter for the essential businesses affected by the relaxed ordinance. Mayor Brennan recommended Council delay putting together the Audit Committee until next year. Council opted to exercise the renewal option within the contract. 10. Meeting Task Assignments ADJOURNMENT The meeting was adjourned at 7:44 PM. MOTION: Council Member D'Ambra made a motion to adjourn the meeting at 7:44 PM; Vice- Mayor Stone seconded the motion. Carried 4-0 (absent: Council Member Prince). �OF T ....... .. Q Respectfully submitted, Ogq . mlec��cEc — > SEAL DT Lori McWilliams, MMC :INCORPORATED:` 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.