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Home My WebLink AboutDocumentation_Regular_Tab 01_6/11/2020Agenda Item #1. 01 Draft MINUTES WORKSHOP MEETING VILLAGE OF TEQUESTA, FL MAY 4, 2020 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 PM. A roll call was taken by Village Clerk Lori McWilliams. Present were: Prince, Arena, Brandon, Johnson, and Stone. APPROVAL OF AGENDA MOTION: Council Member Prince made a motion to approve the agenda; Council Member Brandon seconded the motion. Carried 5-0. COMMUNICATIONS FROM CITIZENS There were none. AGENDA ITEMS 1. COVID-19 Update Village Manager Jeremy Allen updated Council on some of the restrictions being lifted in certain areas of the State within Phase I. The Village was working with Palm Beach County on options for opening up the County. There had been a recent spike of cases within Palm Beach County and those were being looked at closely as decisions were being made. Within the Village of Tequesta, all employees were still working in some fashion, with some working from home and others on the job. A phased approach for employees returning to work was discussed; starting with Phase I and ending with Phase IV. Additionally, the Village was constantly receiving updates during daily conference calls with Palm Beach County officials. The water meter replacement project was temporarily on hold due to Covid-19. Pal@aftclf 662 Agenda Item #1. 01 Draft Summer camp was moving forward with some alternatives, such as a smaller group of kids and/or half days. The Tequesta Country Club sidewalk project was scheduled for commencement in May. Meetings would continue via electronic format until it was deemed safe to have meetings within the Council Chambers again. Council Member D'Ambra asked if the Village could reach out and ask if Village of Tequesta businesses would be able to open ahead of other parts of the County. He understood that the "hotspots" were largely concentrated in the southern areas of Palm Beach County. Manager Allen felt that until the State allowed the County to give the Village an exception, we would remain bundled with Miami -Dade, Broward and Palm Beach County. Attorney Keith Davis weighed in and stated this was a "top down" exercise and had to start with a change at the State level. Mayor Brennan asked if other northern Palm Beach County municipalities were asking for permission to open earlier than the rest of the County. Manager Allen related that he understood other municipalities were interested in opening back up as a united group, and not individually. Fire Chief Trube revealed that as of today, there was a hotspot of new cases in nearby Jupiter. Council Member Stone was in support of opening up the businesses earlier than the rest of the County, if the data supported it. Council Member D'Ambra felt that Village businesses were suffering and that safety precautions would be in place. Additionally, it would be up to the individual businesses as to whether they would choose to open earlier. Mayor Brennan felt an area of concern would also encompass knowing where the employees of the businesses were coming from, or if they were sick. People that worked in the Village did not necessarily live here, and she reminded Council that we were part of a bigger picture. Opening at the right time was extremely important to her. 2. Temporary Policy Change — Vacation Maximums Manager Allen informed Council that the normal vacation policy gave employees a cap of 320 hours in their banks. He was proposing a release of the cap, due to Covid-19 affecting employee vacation plans. This would remove the 320 hour cap up until September 30, 2021. Only 15-20 employees would be affected by this temporary change. Council was supportive of the temporary policy change. Vice Mayor Stone mentioned fishing from the bridge, Council being dilegent in wearing Pa@egbc2f 662 Agenda Item #1. 01 draft masks, and a future discussion on broadcasting Council Meetings. Mayor Brennan applauded Village Clerk McWilliams for all she was doing for for the Village during the Covid-19 crisis. ADJOURNMENT The meeting was adjourned at 6:41 PM MOTION: Vice -Mayor Johnson made a motion to adjourn the meeting; Council Member Prince 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. W. , ;�,; �eei Agenda Item #1. 01 Draft MINUTES REGULAR COUNCIL MEETING VILLAGE OF TEQUESTA, FL MAY 1452020 6:00 PM COUNCIL CHAMBERS CALL TO ORDER AND ROLL CALL The meeting was called to order by Mayor Abby Brennan at 6:03 PM. A roll call was taken by Village Clerk Lori McWilliams. Present were: Prince, Brandon, Stone, D'Ambra, and Brennan. INVOCATION AND PLEDGE OF ALLEGIANCE - Council Member D'Ambra Council Member D'Ambra delivered the invocation, followed by the pledge of allegiance. APPROVAL OF AGENDA MOTION: Council Member D'Ambra made a motion to approve the agenda; Vice -Mayor Stone seconded the motion. Carried unanimously 5-0. PRESENTATION A presentation of the Comprehensive Annual Financial Report (CAFR) was offered by Mr. Michael Futterman, Audit Partner and Mr. Brandon Lopez, Audit Manager for Marcum LLP. Mr. Futterman summarized the audit and noted the report was "clean" and added that accounting policies should be consistantly applied from year to year. Council inquired about the fund balance policy and consequences if the Village was to fall short, due to the pandemic. It was revealed that this was an internal policy and not a state requirement. 1. FY2019 CAFR Presentation by Marcum LLP MOTION: Council Member D'Ambra made a motion Motion by Council to approve/accept CAFR as presented. Vice -Mayor Stone seconded the motion. Carried unanimously 5-0. CONSENT AGENDA 2. MINUTES: MOTION: Council Member D'Ambra made a motion to approve the Consent Agenda with Pa@agbcf 662 Agenda Item #1. 01 Draft items 3-8 removed for discussion; Vice -Mayor Stone seconded the motion. Carried unanimously 5-0. 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. Mock -Roos Engineering Work Authorization-Tequesta Drive Water Main Replacement -Utilities, $8,,500.00,, (The Tequesta Drive Water Main Replacement Work Authorization is on file in the Utilities Dept. Please contact Matt Hammond, 561-768-0421 to view the file). 2. Mock -Roo Engineering Work Authorization Wellfield Condition Assessment -Utilities, $20,,650.00,, (The Wellfield Condition Assessment is on file in the Utilities Dept. Please contact Matt Hammond, 561-768- 0421 to view the file). 3. Orange Lien Data, LLC Service Agreement - Village Clerk, $12.50 Per Report, (The Orange Lien Data Service Agreement is on file in the Village Clerks Office. Please contact Lori McWilliams 561-768-0440 to view the file). 4. The Bureau of Land Management and Village of Tequesta Fire Department Memorandum of Agreement - Fire Department, see agreement for minor costs associated, (The Memorandum of Agreement is on file in the Fire Dept. Please contact Pat Nawrocki, 561-768-0550 to view the file); 5. Water Resources Management Associates Agreement - Utilities, $24.,880 Council Member D'Ambra asked about the under $25,000 Contracts signed by the Village Manager relating to Mock -Roos. Attorney Keith Davis answered that there was a master agreement already in place and it would show up under that agreement if under the $25,000. Manager Allen added that the master agreement would be going back out for services again. MOTION: Council Member D'Ambra made a motion to approve the approval of contracts signed by the Village Manager; Council Member Prince seconded the motion. Carried unanimously 5-0. 4. RESOLUTION NO. 13-20, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, PROVIDING FOR THE ANNUAL BOARDS AND COMMITTEE APPOINTMENTS AND RE -APPOINTMENTS; PROVIDING AN EFFECTIVE DATE; AND FOR OTHER PURPOSES. Village Clerk McWilliams explained that the terms stated on the appointment list had expired, however if the resolution was passed tonight, the terms would be extended. Vice Mayor Stone recommended getting residents involved in appointments by reaching out to them in April. Mayor Brennan agreed and felt it would be good to implement next year. Village Clerk McWilliams added that the Employee Member Boards were ministerially approved and did not come forth to Council. MOTION: Council Member D'Ambra made a motion to approve Resolution 13-20; Vice - Mayor Stone seconded the motion. Carried unanimously 5-0. ME; - El F, I wm Agenda Item #1. 01 Draft 5. Authorize Piggyback Contract and Purchase Order with Shenandoah General Construction Co. for Storm Drain Cleaning, Repairs and Maintenance Vice Mayor Stone asked for details on the proposed pipe lining project. Council Member Prince explained the process in which a pipline's life could be extended by adding a special coating or lining. Utility Director Matt Hammond went thru the process as it related to this particular project, including it's proximity to the proposed Recreation Center. It was a Concensus of Council to table this item until June 2020. 6. Approve Work Authorization KH-U20.02 - WTP Concentrate Disposal Relocation for FDOT Jupiter Federal Highway Bridge Replacement - Professional Engineering Services - Kimley-Horn Council Member D'Ambra asked if this project could be done once instead of having a temporary location and then moving it again. Utility Director Matt Hammond explained that due to the delicate nature of the environmental elements; a temporary location was required, necessitating a second move to the permanent location. MOTION: Council Member D'Ambra made a motion to approve Work Authorization KH- U20.02 with Kimley-Horn & Associates; Vice -Mayor Stone seconded the motion. Carried unanimously 5-0. 7. Approve Palm Beach County Urban Qualification Process FY 20-21 Letter and Agreement Amendment Council Member D'Ambra asked if there was a financial benefit to the Agreement. Manager Allen explained that the agreement allowed us to collaborate with other areas and be a good neighbor. MOTION: Council Member D'Ambra made a motion to approve Palm Beach County Urban Qualification Process FY 20-21 Letter and Agreement Amendment; Council Member Brandon seconded the motion. Carried unanimously 5-0. 8. RESOLUTION NO. 14-20, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, APPROVING AMENDMENT NO. 1 TO THE ADOPTION AGREEMENT FOR GOVERNMENTAL MONEY PURCHASE PLAN NO. 98781-02; AND PROVIDING AN EFFECTIVE DATE. Vice Mayor Stone asked for verification of the fee associated with the 401 K for two employees within this agreement. '.•rngw, ,I , Agenda Item #1. 01 Draft Finance Director Hugh Dunkley confirmed that the ten percent (10%) fee was reasonable compared to other plans. Manager Allen stated this was a housekeeping issue that had not been taken care previously, as there was a discrepancy in the percentage of the fee being paid. MOTION: Vice -Mayor Stone made a motion to approve the amended adoption agreement and effective date; Council Member D'Ambra seconded the motion. Carried unanimously 5-0. 9. Approve One Year Renewal of Auditing Contract with Marcum LLP END OF CONSENT AGENDA COMMUNICATIONS FROM CITIZENS Mr. Jim Tursi of 104 Yacht Club Place thanked the Building Department for waiving the fees associated with a roof permit for a disabled veteran in the Community. He thanked Public Works Director Doug Chambers for taking action when called upon. Mr. Tursi did not believe enough signs were installed in the community advising residents of upcoming meetings. Lastly, Mr. Tursi read a letter describing an alleged overgrown lawn in the Tequesta Country Club. Mr. Walter Harris left a comment on YouTube asking when the laid off water plant and public works staff would return to work at the Village. Manager Allen answered that as restrictions were relaxed, the positions would be re-evaluated. COMMUNICATIONS FROM COUNCIL Council Member Brandon commented that everyone was doing a good job and felt we could only go up from here. Council Member Stone encouraged residents to reach out to neighbors and offer assistance if possible. He also asked that residents support the Jupiter Tequesta Athletic Association (JTAA). Council Member D'Ambra temporarily lost connection at 7:09 PM Council Member Prince had no comments. Mayor Brennan announced that a Tequesta insurance business had generously donated funds to cover care packages for residents 65 years of age and up. The Tequesta Friends of Public Safety would be assisting with this project. Council Member D'Ambra re -joined the meeting via telephone at 7:12 PM. STANDING REPORTS Pag@cg 662 Agenda Item #1. 01 Draft Village Attorney Village Attorney Keith Davis reminded Council that as of last Friday, (May 8, 2020) the State had extended the Emergency Order out another 60 days; thus allowing municipalities to continue to meet digitally. Village Manager Village Manager Jeremy Allen updated Council on the upcoming sidewalk project, railroad construction work, Memorial Day door campaign, increased truck traffic on Country Club Drive, restaurant's extended outdoor seating, and possible cancellation of summer camp. He went over the department head reports, which included: police birthday visits, CPR by police officers, Tequesta Marine Patrol water rescues, Covid-19 tests to special needs residents by Fire Department, water meter replacement update, and repairs made to recent water line breaks. Vice Mayor Stone asked about projected revenues. Manager Allen stated the Village was expecting a significant drop in revenue, but they were still awaiting numbers from the State. It was a Consensus of Council to hold a Budget Workshop on June 15, 2020. Police Department Fire Department REGULAR AGENDA OLD BUSINESS NEW BUSINESS 10. ORDINANCE 2-20, FIRST READING, AN ORDINANCE OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, AMENDING THE VILLAGE CODE OF ORDINANCES AT CHAPTER 14. BUILDINGS AND BUILDING REGULATIONS. ARTICLE V. PROPERTY MAINTENANCE. SECTION 14-121. INTERNATIONAL PROPERTY MAINTENANCE CODE ADOPTED. TO PROVIDE APPLICABLE CONFLICTS AND ENFORCEMENT CLAUSES AND TO READOPT THE INTERNATIONAL PROPERTY MAINTENANCE CODE IN PART; PROVIDING THAT EACH AND EVERY OTHER SECTION AND SUBSECTION OF CHAPTER 14 SHALL REMAIN IN FULL FORCE AND EFFECT AS PREVIOUSLY ADOPTED; PROVIDING A CONFLICTS CLAUSE, A SEVERABILI TY CLAUSE AND AUTHORITY TO CODIFY; PROVIDING AN EFFECTIVE DATE, AND FOR OTHER PURPOSES. Village Attorney Davis read Ordinance 2-20 into the record. He explained that this ordinance would allow the code to conform to current practice. Additionally, he felt it was a housekeeping item, designed to clarify the code. Mayor Brennan opened the public meeting up to Council for comments. Pag@cff mfi2 Agenda Item #1. 01 Draft Vice Mayor Stone asked how anyone would know which provision took precedence within the code, if there were several different overlapping codes. Attorney Davis offered that the update would supersede any points of conflict. Mayor Brennan opened the public meeting up to the public. There were no comments from the public; therefore, the meeting was closed to the public. MOTION: Council Member D'Ambra made a motion to approve Ordinance 02-20 on first reading. The Local Planning Agency will then review and make a recommendation (tentatively May 21) prior to second reading (tentatively June 11); Council Member Prince seconded the motion. Carried unanimously 5-0. 11. Approval of the network switch and access control replacement project IT Director Brad Gomberg explained that the project would update and replace all 13 switches within the Village and would include a network access control system, including installation. It was a budgeted item and was critical for the security and functionality of the system. MOTION: Council Member Prince made a motion Authorize the purchase of Cisco products and services from PC Solutions &Integration (PCS) which includes all applicable agreements and purchase requisitions. Council Member Brandon seconded the motion. Carried unanimously 5-0. 12. 2020 Governmental Assemblies Representation Appointments Village Clerk Lori McWilliams informed Council of the current appointments and made adjustments at Council's discretion. ANY OTHER MATTERS Council Member D'Ambra asked about the maintenance of the landscaping along US Highway One, north of Beach Road, near the Jupiter Lighthouse Natural Area. He asked Council to consider reaching out to government agencies for assistance in enhancing the landscape in the area. Mayor Brennan acknowledged the area was undergoing some changes, but conveyed all plans were on hold due to Covid-19. ADJOURNMENT The meeting was adjourned at 8:08 PM. MOTION: Council Member D'Ambra made a motion to adjourn the meeting Vice -Mayor Stone seconded the motion. Carried unanimously 5-0. Pag@c$ 662 Agenda Item #1. [Draft) 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. Pagl@*fta 662