HomeMy WebLinkAboutDocumentation_Regular_Tab 02_5/14/2020Agenda Item #2. Draft MINUTES WORKSHOP MEETING VILLAGE OF TEQUESTA, FL MARCH 30, 2020 6:00 PM TEQUESTA FACEBOOK LIVE 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 Johnson, Council Member Arena, Council Member Brandon, and Council Member Stone. AGENDA ITEMS 1. Discussion on Village Procedures and Polices Related to the Coronavirus (CoVid- 19) Mayor Brennan explained how the meeting would be run, with Manager Allen and Council taking turns speaking and then addressing citizen comments. This was the first meeting of Council using Facebook Live and Zoom, as the Village was adhering to the new social distancing parameters. Manager Allen discussed the estimates of Covid-19 spread, and was expecting the virus to surge thru April or May before it started to flatten out. It was possible that it could even continue on into the next flu season. Village businesses were expected to be in compliance with state regulations and would be given a warning if necessary. Most all businesses had been agreeable to the new mandates. All capital projects would be halted (including the Community Center project) with the exception of the Country Club Drive sidewalk project; although the sidewalks could be delayed depending on the progression of the virus. After May, a reallocation of funds for essential services could be necessary on a daily and/or case by case basis, and revenues were projected to be much lower than initially predicted. Sales tax, and ad -valorem revenues would be discussed when more data was available. Agenda Item #2. Draft Council Member Stone asked about any confirmed cases of Covid-19 within the Village. Manager Allen mentioned there was a confirmed case of an employee that worked within the Village boundaries, but the individual was not an employee or resident of the Village. Manager Allen indicated the State of Emergency needed to be renewed every 7 (seven) days and it was beneficial because it gave some leniency in regards to contracts and payments. The Police Benevolent Association (PBA) and Fire Department essential employees would receive a 5 percent (5%) increase on their base salary during this emergency. However, the Communication Workers of America (CWA) and the Village had not come to an agreement over the emergency pay rates. Manager Allen revealed the additional costs due to the pandemic would exceed $100,000 at the end of the next 4 weeks. The Village was currently at $1.7 million in unallocated operating funds, but needed to be at $2.2 million. Council Member Brandon asked about revealing the identities of those that may be sick from Covid-19 in our community. Manager Allen believed there could be several privacy issues involved and did not believe identifying individuals would be prudent. Vice -Mayor Johnson inquired about future plans should the virus remain a threat several months from now. Manager Allen believed there could be organizational changes, although he felt it was premature to discuss at this point. Mayor Brennan asked about the CWA negotiations during the pandemic emergency. Manager Allen explained that the Village had offered to pay an additional 5% to CWA workers; however, the group rejected the offer. There was daily discussion between the CWA, the Village's labor attorney and Human Resources Director, Merlene Reid. Mayor Brennan asked about the possibility of a low interest credit line to utilize funds during this time. Manager Allen believed a loan would be a "last case scenario" and believed there were other options before such a discussion would be necessary. Council Member Elect D'Ambra suggested the Village explore opportunities regarding personal protection devices being paid for with law enforcement funds. Mr. Tom Bradford, of 44 Chestnut Trail suggested Council have a written policy in order to acquire Federal Emergency Management Agency (FEMA) reimbursement for emergency pay costs. Meetings would continue to be held remotely via facebook or zoom, until it was deemed safe to meet in person. Council Member Stone thanked Village Clerk Lori McWilliams and her staff for keeping residents up to date and aware of the ever -developing information coming in from both local and state authorities. Agenda Item #2. Draft COMMUNICATIONS FROM CITIZENS Pat Watkins of 167 River Drive thanked Council for having a live meeting online, which she felt was helpful for residents to hear and be able to comment. Linda Eich, commented that she loved the town. ADJOURNMENT MOTION: Vice Mayor Johnson made a motion to adjourn the meeting at 6:54 PM; Council Member Stone seconded the motion. Carried 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. Agenda Item #2. Draft MINUTES SPECIAL 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 6:04 PM. A roll call was taken by Village Clerk Lori McWilliams. Present were: Mayor Brennan, Council Member Brandon, Council Member Stone, Council Member D'Ambra and Council Member Prince. INVOCATION AND PLEDGE OF ALLEGIANCE - Council Member Kyle Stone Father Doug Scharf of Good Shepherd Church of Tequesta offered the invocation. Council Member Stone led Council in the Pledge of Allegiance. APPROVAL OF AGENDA MOTION: Council Member Brandon, made a motion to approve the agenda; Council Member Stone seconded the motion; carried unanimously 5-0. AGENDA ITEMS 1. COUNCIL OATHS OF OFFICE - Seat 1 Frank D'Ambra - Seat 3 Laurie Brandon - Seat 5 Bruce Prince Village Clerk Lori McWilliams administered the Oath of Office for Council Members: Laurie Brandon, Frank D'Ambra and Bruce Prince. 2. VILLAGE COUNCIL REORGANIZATION Mayor 1. Call for Nominations 2. Election Vice -Mayor 1. Call for Nominations 2. Election Agenda Item #2. Draft MOTION: Council Member Brandon, made a motion to nominate Abby Brennan as Mayor during the 2020/2021 term; the vote was as follows: Council Member Brandon for Council Member D'Ambra for Mayor Brennan for Council Member Stone opposed Council Member Prince for Motion carried 4-1, with Council Member Stone opposed. MOTION: Council Member Brandon, made a motion to nominate Council Member Kyle Stone as Mayor during the 2020/2021 term; the vote was as follows: Council Member Brandon for Council Member D'Ambra for Mayor Brennan for Council Member Stone for Council Member Prince for Motion carried 5-0. 3. COUNCIL REMARKS - Mayor - Vice -Mayor - Council Members Mayor Brennan congratulated the two new members of Council, as well as Vice Mayor Stone. She conveyed that this would be her last year on the Council and she appreciated the opportunity. Vice -Mayor Stone was looking forward to serving the residents of the Village as the next Vice -Mayor. Council Member D'Ambra stated he was looking forward to working with Council and was happy to be back. He felt it was an honor to occupy former Council Member Arena's seat. Council Member Brandon was excited to serve with the new Council and looked forward to a good year. Council Member Prince was excited to serve the Village of Tequesta and hoped the Corona virus would quickly be behind us. Agenda Item #2. Draft ADJOURNMENT The meeting was adjourned at 6:20 PM. MOTION: Council Member Brandon made a motion to adjourn the meeting at 6:20 PM; Vice - Mayor Stone 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. Agenda Item #2. Draft 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 explained the resolution as it related to meeting protocols during a declared emergency. He 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 Agenda Item #2. Draft 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 in 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; 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 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. Agenda Item #2. Draft 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. Agenda Item #2. Draft 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 Agenda Item #2. Draft 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 everyday. 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 signage 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 Agenda Item #2. Draft 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 unanimously 4-0 (absent: Council Member Prince). 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.