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HomeMy WebLinkAboutDocumentation_Regular_Tab 05_8/13/2020Agenda Item #5. 01 Draft MINUTES WORKSHOP MEETING VILLAGE OF TEQUESTA, FL JUNE 299 2020 6:00 PM ZOOMNOUTUBE 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 Brennan, Vice Mayor Stone, Council Member Brandon, Council Member Prince, and Council Member D'Ambra. COMMUNICATIONS FROM CITIZENS There were none. AGENDA ITEMS MOTION: Council Member D'Ambra made a motion to approve the agenda; Council Member Brandon seconded the motion. Carried unanimously 5-0. Mayor Brennan asked that item number 3 be switched with item number 4 for improved time management. 1. Council Discussion Regarding Density and Land Use Village Manager Jeremy Allen reminded Council of the request made by former Vice Mayor Johnson to revisit the topic of density and land use within the Village. He invited Community Development Director Nilsa Zacharias to present on the topic. Ms. Zacharias prepared a detailed power point and presented it to Council. The presentation provided information, which included: a land use map, current re- development, land use zones, the review process, Sea Glass Condominiums, annexation, current trends, as well as a comparison of land use and density within neighboring municipalities. Code changes and property owner rights were also discussed. Manager Allen stated he was open to direction from Council, but recommended leaving the current requirements in place. 0 E Z XMI-0 1 Me' F W1_ � Agenda Item #5. 01 Draft Council discussed certain properties within the Village and recalled Council procedures from prior years regarding development. 2. Council Discussion on Fishing from the Tequesta Drive Bridge Vice Mayor Stone was in favor of having residents fish from the Tequesta Drive Bridge, which currently did not allow fishing. Council discussed fishing from the bridge and the possibility of building a dock beneath the bridge for added convenience. In the past, cleaning the bridge was a challenge when people left trash, debris, fishing line etc. in pedestrian areas. Additionally, safety for boaters was a concern as people tended to cast their lines into the channel. Police Chief Medina stated the Village received an average of 2 calls per day regarding people fishing from the bridge. Attorney Keith Davis believed repealing the ordinance was the easiest way to achieve the new change on fishing from the bridge. Council could decide whether or not this was to be permanent or temporary and how to notify residents. Manager Allen added staff would work on policy wording for the new change. 3. Council Discussion on Capital Items and Financing Options Manager Allen asked Council for feedback on capital items and to give direction on whether or not to move forward with an RFP (Request for Proposal) for a financial advisor. He explained the necessity to assist with expenses up to the year 2023, as the Public Safety building loan would be satisfied at that point. Council asked about improvements and additions to Tequesta Park. Council Member D'Ambra requested to join Manager Allen in reaching out to Florida House of Representatives Member MaryLynn Magar, for funding opportunities. A new rendering of improvements to the park would be forthcoming, as well as a copy of the former plan. Police and driving simulators were mentioned, as they were available now thru North Com. The fire department request for a Chevrolet Tahoe was discussed. Leasing computer equipment was mentioned and IT Director, Brad Gomberg relayed that it was sometimes a viable option although interest rates were high. Council Member D'Ambra recommended moving forward with the RFP. An intermediary financial advisor would be used instead of going directly to a lender. It was a Consensus of Council to move forward with the RFP. In other matters, Council Member D'Ambra noted there was signage along US Highway 0 E ME 24 1 F W1_ � Agenda Item #5. 01 Draft One, advertising a roofing company, which needed to be removed. Vice Mayor Stone mentioned cars illegally parked near PNC Bank. Manager Allen announced the Palm Beach County beaches would be closed July 3rd- July 5th for the holiday weekend. 4. Council Discussion on Variance Process Attorney Davis created a memo to Council, which explained 3 possible options related to the variance process. He believed the current process was clear and tidy, and recommended keeping it as it was. Council felt that none of the options were a significant improvement over what was currently in place. ADJOURNMENT The meeting was adjourned at 8:11 PM. MOTION: Council Member D'Ambra made a motion to adjourn the meeting; 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. 0 E *Mi IS F W1_ � Agenda Item #5. 01 Draft MINUTES WORKSHOP MEETING VILLAGE OF TEQUESTA, FL JULY 20, 2020 6:00 PM ZOOM/YOUTUBE 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 Deputy Clerk Mary Ann Grieser. Present were: Mayor Brennan, Vice Mayor Stone, Council Member Brandon, Council Member Prince, Council Member D'Ambra. COMMUNICATIONS FROM CITIZENS There were none. AGENDA ITEMS 1. Review Proposed FY 202012021 Budget Village Manager Jeremy Allen provided a slideshow demonstrating the fiscal year 2021 which included: some sales tax numbers, a summary of the general fund, budget summary by department, general fund budgetary highlights, general expenditure history, five year capital improvement plan, general fund balance projection, capital projects funds, capital improvement surtax fund, capital projects -fund 303, enterprise fund - budgetary highlights, water utility highlights, water utility -fund 401, other enterprise funds, storm water utility and fund 403, and the refuse and recycling fund 402. Council asked various questions regarding water meters and costs/revenues associated with them. Utility Director Matt Hammond felt there would be improved water conservation with the new system. Additionally, accelerating the water meter project was discussed along with collection rates. Reconsideration of salary adjustments for the employees slated to receive a .33% rate increase this year was discussed. Manager Allen believed Tequesta Fest (if cancelled) could possibly provide some funding for a slight salary increase. Additionally, end of year bonus amounts were discussed, along with employee morale and Consumer Price Index (CPI). Bargaining sessions from prior years were part of the conversation as well as how 0 E ZXV -10, Am Z' F W1_ � Agenda Item #5. 01 Draft to move forward in the upcoming fiscal year. Manager Allen reminded Council that there was still a $600,000 deficit in the reserve balance and that he had kept this in mind when creating the budget for the coming year. Fire Chief Trube presented a PowerPoint for Council which illustrated: fire rescue history, a personnel chart, Covid-19 management, overtime expenditures, fire rescue services, rescue statistics, 5-year operating costs, personnel vs. operating expenditures, fleet and infrastructure, capital improvement plan, inter -local agreements, revenue, and vision. Vice Mayor Stone asked about the aerial truck and why it was not included in the CI P. Chief Trube believed it currently did not fit in the 5-year plan but he was hopeful that it would be included in the future. The current ladder truck would be used until it could no longer be maintained. Council pondered whether an additional truck was actually necessary based upon the number of incidents requiring it per year. Vice Mayor Stone questioned the percentage of fire department salary increase and felt there was a disconnect with what residents received compared to this 4.5% increase. Additionally, Vice Mayor asked about personnel changes that had occurred since the 1990s. It was explained there was a minimum number of personnel required on the trucks per Palm Beach County requirments. Pastor Paul's salary was split between the fire and police department. Vice Mayor Stone stated that according to the figures, 37% of the fire budget was salary for supervisors, which represented 27% of the total general fund. Manager Allen would look into those figures and provide verification. The ideal structure for the Village, as it related to senior fire staff, questioned, as it was the biggest concern for Vice Mayor Stone. Chief Trube believed a Co -Chief was actually necessary, although he was not asking for the position in this climate. Council Member D'Ambra believed the current structure worked well for now, however he acknowledged it was a top-heavy structure. Fire department morale was spoken of and Chief Trube believed Covid-19 was having an effect although he believed morale was good overall. Police Chef Medina provided a PowerPoint presentation that included: a mission statement, employee breakdown, a decrease in employees due to transfer to North Com, calls for service, historical personnel budget, overtime operations and communications, police highlights and level of service, police accomplishments, community outreach programs, capital needs, and budget requested. Council Member D'Ambra asked if there were any funds remaining in the seizure account. Chief acknowledged there was still $84,000 remaining and he would not like to deplete the account as he anticipated it would be needed. Vice Mayor Stone asked about the structure of the personnel and it was confirmed that the current structure was as effective and efficient as could be, and would be continually re-examined. The marine unit was on the water more as the Bureau of Land Management contract indicated. Morale was important to Chief Medina and his door was always open. He felt the department was moving in the direction of what was best for the residents. ADJOURNMENT The meeting was adjourned at 9:20 PM. imz"IATZ-Old Agenda Item #5. [Draft) MOTION: Council Member D'Ambra 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. 0 E =- r I J'S" "! T-ei F I To & Agenda Item #5. 01 Draft MINUTES REGULAR COUNCIL MEETING VILLAGE OF TEQUESTA, FL JULY 912020 6:00 PM ZOOMNOUTUBE 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 Brennan, Vice Mayor Stone, Council Member Brandon, and Council Member Prince. Absent were: Council Member D'Ambra. INVOCATION AND PLEDGE OF ALLEGIANCE - Mayor Abby Brennan An invocation was offered by Pastor Paul Beresford, followed by the pledge of allegiance. APPROVAL OF AGENDA MOTION: Vice -Mayor Stone made a motion to approve the agenda; Council Member Prince seconded the motion. Carried unanimously 4-0 (absent: Council Member D'Ambra). PRESENTATION 1. Proclamation Proclaiming June 23, 2020 as James Thompson Day in the Village of Tequesta in Recognition of his 100th Birthday Mayor Brennan praised the Village for their involvement in celebrating Veteran James Thomas on his milestone birthday by participating in a drive -by celebration. CONSENT AGENDA 2. MOTION: Vice -Mayor Stone made a motion to approve the Consent Agenda as presented; Council Member Brandon seconded the motion. Carried unanimously 4-0 (absent: Council Member D'Ambra). MINUTES: June 1, 2020 Workshop; 611512020 Special Council Meeting; June 11, 2020 Regular Council Meeting; and June 15, 2020 Workshop jo Z., lIZU91DIN721 Agenda Item #5. 01 Draft 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. CivicPlus Annual Maintenance Agreement -Village Clerk: $5,000.00 Annually. (The CivicPlus Annual Maintenance Agreement is on file in the Village Clerk's Office. Please contact Lori McWilliams, 561-768-0445 to view the file). 2. CWA Landscape Architects Design Service Proposal -Parks & Recreation: $4,000.00 (The CWA Landscape Architects Design Service Proposal is on file in the Parks & Recreation Department. Please contact Greg Corbitt, 561-768-0473 to view the file). 3. KW Power Systems Corporation Generator Repair Services Agreement -Utilities: $16,610.50. 4. Southeastern Printing Quote 34168-Village Clerk: $1,377.00 (The Southeastern Printing Quote is on file in the Village Clerk's Office. Please contact Lori McWilliams, 561-768-0445 to view the file). 5. VOT & Johnson Davis Milling & Paving Services Agreement -Utilities: $22,250.00. 4. Approve Municipal Public Safety Communications Consortium of Palm Beach County, Inc. Memorandum of Understanding 5. Approve Termination Agreement between the Village of Tequesta and Palm Beach County to Deprogram the Tequesta Police Department Motorola Radios 6. Approve Contract to Purchase an AceWatchDog Pro Portable Car Temperature Sensor 7. RESOLUTION NO. 18-20, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, CONFIRMING BY PROCLAMATION THE STATE OF EMERGENCY DECLARATIONS ISSUED ON APRIL, 10, 2020, APRIL 17, 2020, APRIL 24, 2020, MA Y 1, 2020, MA Y 81 2020, MA Y 15, 2020, MA Y 223, 2020, MA Y 29, 20203, JUNE 51 20203, JUNE 12, 20203, JUNE 19, 2020, JUNE 26 2020, AND JULY 3, 2020 (A CONTINUANCE OF RESOLUTIONS NO. 11-20 AND 15-20) 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 8. RESOLUTION 19-20, ADOPTING REFUSE, RECYCLING AND YARD WASTE COLLECTION RATES FOR FISCAL YEAR ENDING 0913012021 9. RESOLUTION NO. 20-20, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, ADOPTING THE STORM WATER RATES FOR FISCAL YEAR ENDING SEPTEMBER 30, 2021 jo Z., 31MI-0. 1M*721 Agenda Item #5. 01 Draft END OF CONSENT AGENDA COMMUNICATIONS FROM CITIZENS There were no comments from citizens. COMMUNICATIONS FROM COUNCIL Vice Mayor Stone commented about employees using good judgement, and looked forward to further discussion on fishing from the bridge. Council Member Brandon commented that residents were doing a great job managing during Covid-19 and thanked the IT department for helping her and assisting with "behind the scenes" matters. Council Member Prince had heard from residents regarding safety concerns on fishing from the bridge. He did not believe there was money in the budget for a fishing platform underneath the bridge. Mayor Brennan asked that the fishing from bridge topic be moved to a workshop setting. STANDING REPORTS Village Attorney Attorney Davis reminded Council that the current circumstances, which allowed meetings to be held remotely, would need a renewal from the governor by the end of this month. Village Manager 10. July Manager's Report Manager Jeremy Allen revealed that the State was reporting a 24% reduction in sales tax. He shared an attachment illustrating a "Shop Local" campaign from the Palm Beach North Chamber of Commerce. He asked if any Council Members would be interested in using their discretionary funds to pay the $780 to support this campaign. All Council Members present were agreeable to use their discretionary funds in the amount of approximately $160 each. Manager Allen acknowledged there would be some savings that could be placed back into the fund balance to hedge some of the losses. Although, he admitted the tax assessments could be more challenging next year as some individuals could then challenge their assessments as they receive them. Police Chief Medina related to Council that feedback from police officers had been very positive in regards to the dispatchers' transition to North Com. Police Department There were no comments. i 0 Z r 9' 1] - Tei Agenda Item #5. 01 Draft Fire Department There were no comments. Uti I ites There were no comments. REGULAR AGENDA OLD BUSINESS - NONE NEW BUSINESS 11. Approve Setting the Proposed Ad Valorem Millage Rate for the Village of Tequesta for Fiscal Year 202012021 at a Rate of 6.6290 Mills per $1,,000.00 of Assessed Value and Setting the Budget Public Hearings as Follows: September 10, 2020 - 5:30 p.m. - Approve Tentative Budget; and September 17, 2020 - 5:30 p.m. - Approve Final Budget Manager Allen stated the proposed rate of 6.6290 mills per $1000.00 was the same as the current year rate. MOTION: Vice -Mayor Stone made a motion to approve setting the millage rate at 6.6290 m ills per $1,000 and set dates for public hearings; Council Member Brandon seconded the motion. Carried unanimously 4-0 (absent: Council Member D'Ambra). 12. Approval to Change Voice Service Providers IT Director Brad Gomberg revealed this was standard business as the existing agreement was expiring. The new contract was with a different vendor and would save the Village $28,000 over the next 3 years. MOTION: Vice -Mayor Stone made a motion Approve the change to New Horizon Communications for voice services; Council Member Prince seconded the motion. Carried unanimously 4-0 (absent: Council Member D'Ambra). 13. Approval of Contract and Memorandum of Understanding with the Bureau of Land Management Police Chief Medina explained that this contract with the Bureau of Land Management would give the Village the authority to enforce the civil and criminal law in the area of US Highway One and Beach Road. The area waterways, roads, trails and dunes would be patrolled at a contracted price of $109,470 for 3 years. The Village would utilize the marine patrol boat as needed. 0 E M r 9' 21! �r�c I Agenda Item #5. 01 Draft MOTION: Council Member Brandon made a motion to approve the contract; Council Member Prince seconded the motion. Carried unanimously 4-0 (absent: Council Member D'Ambra). 14. Approve Work Authorization with Johnson -Davis, Inc. for Replacement of 3,300 linear feet of Water Main on Beach Road Utility Director Matt Hammond explained that this work authorization was for the replacement of the Beach Road water main. The pricing came in 7% below the cost estimate, with Sea Glass developers agreeing to pay approximately $70,000 to cover the portion of work on their property. MOTION: Council Member Prince made a motion to approve the work authorization and associated purchase requisition with Johnson -Davis, Inc. for Replacement of 3,300 linear feet of Water Main on Beach Road; Council Member Brandon seconded the motion. Carried unanimously 4-0 (absent: Council Member D'Ambra) 15. ORDINANCE 03-20, FIRST READING, AN ORDINANCE OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FL ORIDA, AMENDING THE VILLAGE CODE OF ORDINANCES AT CHAPTER 78. ZONING. ARTICLE X. OFF-STREET AND ON - STREET PARKING AND LOADING REGULATIONS. SECTION 78.704(C). CONTROL OF ACCESS TO STREETS. TO REVISE CONSTRUCTION STANDARDS FOR ACCESSWAY DRIVEWAYS IN THE VILLAGE; 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 SEVERABILI TY CLAUSE AND AUTHORITY TO CODIFY; PROVIDING AN EFFECTIVE DATE, AND FOR OTHER PURPOSES. Attorney Davis read the ordinance into the record. Mayor Brennan opened the meeting up for public comments. There being none, she closed the meeting for public comments and opened it up for Council Comments. Manager Allen explained the process as it related to driveway aprons in the standard design. Public Works Director Doug Chambers relayed to Council that the feedback from residents had been very positive as it related to the design and progress of the project. Mayor Brennan closed the meeting to Council Comments. MOTION: Council Member Brandon made a motion to approve on first reading; Council Member Prince seconded the motion. Carried unanimously 4-0 (absent: Council Member D'Ambra). 16. ORDINANCE 04-20, FIRST READING, AN ORDINANCE OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, AMENDING THE VILLAGE CODE OF i0ZETMIME71*721 Agenda Item #5. 01 Draft ORDINANCES AT CHAPTER 14. BUILDINGS AND BUILDING REGULATIONS. ARTICLE 1. IN GENERAL. BY CREATING AN ENTIRELY NEW SECTION 14-6. TO BE ENTITLED "REQUIRED ASSOCIATION BUILDING PLAN APPROVAL. " TO REQUIRE THE APPROVAL OF ANY PROPERTY OWNER ASSOCIATION WITH JURISDICTION OVER THE SUBJECT PROPERTY TO APPROVE PROPOSED CONSTRUCTION IN ACCORDANCE WITH ITS APPLICABLE DOCUMENTS PRIOR TO THE APPLICANT BEING ISSUED A BUILDING PERMIT; 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. Attorney Davis read the ordinance into the record. Mayor Brennan opened up the meeting to public comments. There being no public comments, she closed the meeting to the public and opened it up to Council comments; there being none, the meeting was closed. Manager Allen summarized that this ordinance required Home Owner Associations (HOAs) to give their permission, if needed, prior to a permit being issued. MOTION: Vice -Mayor Stone made a motion Approve on First Reading. Council Member Prince seconded the motion. Carried unanimously 4-0 (absent: Council Member D'Am bra). 17. Approve Purchase of CrowdStrike Falcon Complete IT Director Brad Gomberg explained there had been a malicious email campaign, which had cost the Village $25,000 for remediation. This purchase would negate the need for another forensic analysis. It was currently in the budget for 2021 and it could be paid for as a prepaid expense for 2021. The system would be proactively monitored to prevent attack mechanisms before harm could occur. Resident Joanne Beukes asked if there had been a competitive review performed (ex: Microsoft, Semantics) before this was brought to Council. IT Director Brad Gomberg explained that there was a competitive review performed and that products such as Microsoft and Semantics were not in the same level of category needed for security. MOTION: Council Member Brandon made a motion to approve the purchase of CrowdStrike Falcon Complete; Vice -Mayor Stone seconded the motion. Carried unanimously 4-0 (absent: Council Member D'Ambra). 18. Village Manager Jeremy Allen Annual Performance Review Council discussed and agreed to offer Manager Allen $12,000.00 for his performance 0 E Z., I - "*�JrZU ff t7 17*2 1 Agenda Item #5. 01 Draft review compensation. ANY OTHER MATTERS Vice Mayor Stone asked if there was a way to request a reduction in the millage rate being proposed by the Palm Beach County School Board, due to a decrease in projects, as a result of Covid-19. Manager Allen assured Council he would do some behind the scenes work on the topic. Vice Mayor Stone asked that discussion be initiated on term limits. Mayor Brennan added that there should also be conversation on districts within the Village during that same meeting. Deadlines for adding language to an upcoming ballot were discussed. ADJOURNMENT- The meeting was adjourned at 7:21 PM. MOTION: Council Member Brandon made a motion to adjourn the meeting; Vice -Mayor Stone seconded the motion. Carried unanimously 4-0 (absent: Council Member D'Ambra) 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. ZEZHP�Ml-e M1*721