HomeMy WebLinkAboutDocumentation_Regular_Tab 15_8/13/2020Agenda Item #15.
Regular Council
STAFF MEMO �97
Meeting: Regular Council -Aug 13 2020
Staff Contact: Jose Rodriguez, Building Official Department: Building
ORDINANCE 03-20, SECOND READING, AN ORDINANCE OF THE VILLAGE COUNCIL OF THE
VILLAGE OF TEQUESTA, FLORIDA, AMENDING THE VILLAGE CODE OF ORDINANCES AT
CHAPTER 78. ZONING. 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 SEVERABILITY CLAUSE AND AUTHORITY TO CODIFY; PROVIDING AN EFFECTIVE
DATE, AND FOR OTHER PURPOSES.
The proposed ordinance provides new construction standards for access driveways in the Village.
Approve on First Reading
Teguesta - Ordinance for Access Driveways KWD REVISED
Page 262 of 451
Agenda Item #15.
ORDINANCE NO.03-20
AN ORDINANCE OF THE VILLAGE COUNCIL OF THE VILLAGE OF
TEQUESTA, FLORIDA, 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 SEVERABILITY CLAUSE AND
AUTHORITY TO CODIFY; PROVIDING AN EFFECTIVE DATE, AND
FOR OTHER PURPOSES.
WHEREAS, the Village Council desire to revise current code regarding the construction
of access driveways which intersect or abut rights -of -way within the Village to ensure that
such driveways are maintained in a manner that safeguards public health, safety and welfare;
and
WHEREAS, the Village Council believes these revisions will be in the best interest, and
will promote the health, safety and welfare of the citizens of the Village of Tequesta.
NOW, THEREFORE, BE IT ORDAINED BY THE VILLAGE COUNCIL OF THE
VILLAGE OF TEQUESTA, FLORIDA, THAT:
Section 1: Chapter 78. Zoning. of the Code of Ordinances of the Village of Tequesta is
hereby amended at 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 which intersect or abut rights -of way within the Village, providing that Chapter 78.
Article X. Section 78-704(c) shall hereafter read as follows:
Sec. 78-704. -Control of access to streets.
(a) Intent. [This subsection shall remain in full force and effect as previously adopted.]
(b) Standards fog access driveways. [This subsection shall remain in full force and effect
as previously adopted.]
(c) Construction standards. Access driveways which intersect or abut rights -of -way
under the control or jurisdiction of the village shall be constructed in accordance with
the construction standards and details as available from the village building
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Agenda Item #15.
department ^f �Am���„�*�� �'�-��'�N��N* and public works department. In accordance
with the following guidelines, access driveways are regulated in two separate sections:
1. Portion on the owner's property. The portion of an access driveway
located on the owner's private property maybe constructed in
compliance with either of the following two methods:
a. Minimum four -inch thick concrete slab with wire mesh or fiber
on a stabilized subgrade; or
b. Minimum six-inch thick lime rock or coquina base with a one -
inch thick asphaltic concrete surface, all on a compacted base or
avers.
2. Portion in the adjacent public -right -of way. The portion of an access
driveway located in the adjacent public right-of-way shall be constructed
with a minimum six-inch thick concrete slab at 3000 psi with wire mesh
or fiber on stabilized subgrade. The use of pavers or asphalt to construct
the portion of an access driveway located in the adjacent public right-of-
way prohibited.
Section 2: Each and every other Section and Subsection of Chapter 78. Zoning. shall
remain in full force and effect as previously adopted.
Section 3: All ordinances or parts of ordinances in conflict be and the same are
hereby repealed.
Section 4: Should any section or provision of this Ordinance or any portion thereof,
any paragraph, sentence or word be declared by a court of competent jurisdiction to be invalid,
such decision shall not affect the validity of the remainder of this Ordinance.
Section 5: Specific authority is hereby granted to codify this Ordinance.
Section 6: This Ordinance shall take effect immediately upon passage.
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Page 264 of 451
Agenda Item #16.
Regular Council
STAFF MEMO �97
Meeting: Regular Council -Aug 13 2020
Staff Contact: Jose Rodriguez, Building Official Department: Building
ORDINANCE 04-20, SECOND 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 I. 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
SEVERABILITY CLAUSE AND AUTHORITY TO CODIFY; PROVIDING AN EFFECTIVE DATE, AND
FOR OTHER PURPOSES.
The proposed ordinance would require written proof of association approval of a construction project
prior to issuance of a building permit.
Approve on First Reading.
Teguesta - Association Approval Ch. 14 KWD
Page 265 of 451
Agenda Item #16.
ORDINANCE NO.04-20
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 I. 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 SEVERABILITY CLAUSE AND
AUTHORITY TO CODIFY; PROVIDING AN EFFECTIVE DATE, AND
FOR OTHER PURPOSES.
WHEREAS, the Village of Tequesta, Florida, desires to codify a requirement for
property owner associations with jurisdiction to approve construction projects in accordance with
applicable documents prior to an applicant being issued a building permit; and
WHEREAS, the Village Council of the Village of Tequesta has held all required public
hearings and has provided public notice in accordance with applicable State statutes and Village
ordinances; and
WHEREAS, the Village Council has determined that the proposed revision to its
building codes is in the best interests of the health, safety and welfare of the citizens of the
Village of Tequesta.
NOW, THEREFORE, BE IT ORDAINED BY THE VILLAGE COUNCIL OF THE
VILLAGE OF TEQUESTA, FLORIDA, THAT:
Section 1: Chapter 14. Buildings and building regulations. of the Code of Ordinances of
the Village of Tequesta is hereby amended at Article I. In general. By creating an entirely new
Section 14-6. To be entitled "Required Association Building Plan Approval." to require property
owner associations with jurisdiction to approve construction projects in accordance with
applicable documents prior to an applicant being issued a building permit; providing that Section
14-6 shall read hereafter as follows:
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Agenda Item #16.
Sec. 14-6. - Required association building plan approval.
La) Submittal of proof of review. At the time of application for a building permit, the
applicant must present written proof that the building Mans have been submitted to and
approved in accordance with association documents by the designated association
review committee or association board with review Jurisdiction for the subdivision or
development in which the construction is to occur.
b� Required written statement where inapplicable. If the subdivision or other
development has no building plan review requirements, then the permit applicant shall
make a written statement to that effect which may be relied upon by the building
official for issuance of a building ermit.
Uc No liability. The village assumes no liability or responsibility for the failure of an
applicant for a building permit to comply in advance with the building plan review
requirements of its property owner's association.
Secs. 14-7 14--30. - Reserved.
Section 2: Each and every other Section and Subsection of Chapter 14. Buildings and
building regulations. shall remain in full force and effect as previously adopted.
Section 3: All ordinances or parts of ordinances in conflict be and the same are
hereby repealed.
Section 4: Should any section or provision of this Ordinance or any portion thereof,
any paragraph, sentence or word be declared by a court of competent jurisdiction to be invalid,
such decision shall not affect the validity of the remainder of this Ordinance.
Section 5: Specific authority is hereby granted to codify this Ordinance.
Section 6: This Ordinance shall take effect immediately upon passage.
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Agenda Item #17.
Regular Council
STAFF MEMO �
Meeting: Regular Council -Aug 13 2020
Staff Contact: Nilsa Zacarias, Director of Department: Community Development
Community Development
SEU 3-20: Application from the VILLAGE OF TEQUESTA, for a Special Exception Use pursuant to
Section 78-179. R/OP Zoning District (d) Special Exception Process Required, of the Village of
Tequesta Code of Ordinances. The Applicant is requesting approval for a Special Exception Use
Modification (Neighborhood and Community Public Recreational Facilities) to build a one (1)-story
14,799 square foot recreational facility. The application also includes one (1) monument sign and
revised parking and landscaping plans. The subject property is located at 399 Seabrook Road,
Tequesta, Florida, 33469.
SEU 3-20: Application from the VILLAGE OF TEQUESTA, for a Special Exception Use pursuant to
Section 78-179. R/OP Zoning District (d) Special Exception Process Required, of the Village of
Tequesta Code of Ordinances. The Applicant is requesting approval for a Special Exception Use
Modification (Neighborhood and Community Public Recreational Facilities) to build a one (1)-story
14,799 square foot recreational facility. The application also includes one (1) monument sign and
revised parking and landscaping plans. The subject property is located at 399 Seabrook Road,
Tequesta, Florida, 33469.
N77P
Final - SEU 3-20 CC Staff Report
20-0710 VOT-CC Special Exception Use -Application
20-0612 VOT-CC Owner Consent
20-0710 VOT-CC Special Exception Use -Project Narrative
20-0723 VOT-CC Variance & Special Exception Drawings
Page 268 of 451
Agenda Item #17.
VILLAGE OF TEQUESTA
Department of Community Development
Staff Report —Village Council Hearing —August 13, 2020
Petition No. — SEU 3-20
APPLICANT: REG Architects Inc.
Rick Gonzalez AIA, President
120 South Olive Avenue, Suite 210
West Palm Beach, FL 33469
OWNER: VILLAGE OF TEQUESTA
REQUEST: SEU 3-20: Application from the VILLAGE OF TEQUESTA, for a Special Exception
Use pursuant to Section 78-179. R/OP Zoning District (d) Special Exception
Process Required, of the Village of Tequesta Code of Ordinances. The Applicant
is requesting approval for a Special Exception Use Modification (Neighborhood
and Community Public Recreational Facilities) to build a one (1)-story 14,799
square foot recreational facility. The application also includes one (1)
monument sign and revised parking and landscaping plans. The subject
property is located at 399 Seabrook Road, Tequesta, Florida, 33469.
LOCATION: 399 Seabrook Road
Tequesta, FL 33469
LOCATION MAP
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Agenda Item #17.
PETITION FACTS
a. Total Gross Site Area: 170,333.19 sq. ft. (3.91 Acres)
b. Total Community Center Facility Area: 14,799 sq. ft. (Gym: 5,043 sq. ft., Adult Activity: 1,523
sq. ft., Youth Activity: 1,688 sq. ft., Kids Zone: 825 sq. ft., & Administrative Offices 643 sq. ft.)
Land Use and Zoning
EXISTING LAND
FUTURE LAND USE
ZONING
USE
SUBJECT PROPERTY
Recreation and
Recreation and
R OP
ace Open S
p p
Open
O Space
p p
North
Multi -family
Residential —
R-2 (Multi Family
Tequesta Gardens
q
Residential
Medium Density
Dwelling District)
South
Jupiter in the Pines,
C-1 (Neighborhood
First Baptist Church, &
Commercial (C)
Commercial (C)
Commercial
Tequesta Professional
District)
Centre
East
Lighthouse Art Centre
C-1 (Neighborhood
Inc., Church of the
Commercial (C)
Commercial (C)
Commercial
Good Shepard, & Stop
District)
and Shop/ Jupiter in
the Pines
West
Multi -family
Residential —
R-2 (Multi Family
Tequesta Gardens
Residential
Medium Density
Dwelling District)
1. BACKGROUND
The Village of Tequesta contracted REG Architects to design and apply for permits for the
proposed Community Center facility. The Applicant is proposing a 14,799 square foot
recreational facility to replace the existing building. The proposed Community Center includes
the following land development applications: special exception use, variance, and site plan
rP vi P ini
The proposed Community Center will be located at Constitution Park, at the same address
where the existing facility is currently in place at 399 Seabrook Road, Tequesta, Florida, 33469.
The current 6,837 square foot Community Center was constructed in 1963, and recently
condemned and vacated.
In 2019, the Village prepared a Community Center Master Plan - Needs Assessment and
Conceptual Design Plan. The purpose of this document was to evaluate the need for a new
Community Center building based on (1) demographics and socioeconomic data, (2)
programming and building deficiencies; (3) surveys and community meetings, (4) the Village's
comprehensive plan and (5) existing inventory in terms of recreation programs and open space.
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Agenda Item #17.
The Master Plan document included three (3) chapters as follows:
Chapter A: Existing Conditions and Needs Analysis
o Demographics and Socio-Economic Analysis
o Comprehensive Plan - Recreation & Open Space Element
o Recreation and Open Space Inventory
o Existing Recreation Programming and Building Conditions
Chapter B: Community Outreach
o Meetings
o Surveys
Chapter C: Proposed Conceptual Design Plans
o Summary of Process
o Programing and Architectural Drawings
Chapter A: Existing Conditions and Needs Analysis
Evaluates demographics and socio-economic indicators as part of a needs assessment study.
This section includes information about population, household type, age, race, ethnicity,
employment, income level and housing for residents in Village of Tequesta. Chapter A also
presents existing conditions and deficiencies of the Recreation Center building.
The subject report presents the demographic and socio-economic information in numerous
tables based on the U.S. Census data and highlights the following trends in the Village:
• The population projection (permanent and seasonal population) will surpass 7,000 people
by the year 2035 (Table 113).
• The number of families with children under 18 years old continues to increase (Table 2).
• The number of children under 5 years old increased from 1.9% to 4.4% (Table 3).
• The number of residents 45 years and older accounts for 58.9% of the total population
(Table 3).
• The Village's residents have a high education level: a total of 70.6% of the population have
college degrees or some years of college attendance (Table 6).
• In terms of income, 43.7% of the residents have income below $50,000; 25.8% have
income between $50,000 and $100,000; and 30.4% have income above $100,000 (Table
10).
• The number of families with children under 18 years old and whose income is below the
poverty level increased from 3.8% to 5.5%. Overall, the poverty level in the Village of
Tequesta is lower than that of Palm Beach County (Table 11).
• There is a high level of housing ownership: 79.6% of the residents own their homes while
20.4% are tenants (Table 12).
• In terms of housing value, 53.5% of the housing stock is valued at lower than $300,000
(Table 13).
• 41.6% of occupied rental units cost between $1,000 and $1,500 monthly rent (Table 14).
The demographic and socio-economic analysis supports a need for increasing the number and
type of programs offered by the Recreation Center. The Village of Teguesta-s changing
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Agenda Item #17.
demographics and the variety of income levels support the need for programs that can benefit
young children, working parents, active adults, school age children and senior residents.
In summary, the demographics and socio-economic analysis indicates that the Village population
is well educated, with a growing number of families with young children, and a large number of
residents who are age 45 and older. The high rate of home ownership indicates stability in
comparison to the temporary character of rental communities. In terms of income, the data
indicates that the Village is a mixed income community with 43.7% of the residents having an
annual income below $50,000.
The Village is home to a number of educational facilities including the Lighthouse Art Center,
private grade schools, and tutoring facilities that offer programs to grade school children.
However, there are few gathering places for activities such as gymnasiums and event rooms. As
indicated in the report, 184 Tequesta residents live in Assisted Living Facilities who would
welcome the opportunity to participate in-group and interactive programs.
Mr. Jose Rodriguez, Village of Tequesta's Building Administrator, conducted a visual examination
and inspection of the Recreation Center building to determine the current condition of the
existing building's components and to report on any deficiencies regarding building systems,
components, and accessibility. He conducted his examination based upon current industry
standards, the Florida Building Code and the National Electrical Code. Please see complete
report in Chapter A.
As part of his summary, Mr. Rodriguez indicates, "Overall, the Building appears to be in poor
condition, is non-ADA compliant, and does not meet current wind load requirements. Also, the
Building likely contains mold and asbestos. I observed numerous deficiencies within the Property
and 1 have included a list of estimated costs to repair/replace those items (excluding the cost of
asbestos removal). It should be noted that an existing building must meet the same construction
standards as a new building if the cost of the renovation of the building equals or exceeds 50% of
the building's market value and, in this case, it is likely that the cost of renovating the Building
would exceed 50°0 of its market value. The purpose of this Report was to identify general items
of concern".
Chapter B: Community Outreach
The report presents a summary of the community outreach effort to listen, provide information
and obtain feedback from Tequesta's residents regarding the Community Center initiative. The
meetings included Home Owner Associations (HOA), public events and open forums. The
community outreach effort included the following HOA meetings: Shay Play, Tequesta Pines,
Tequesta Gardens, Cypress Ridge and Whitehall. In terms of public events, approximately 200
people were provided information at the Tequesta Fest on November 24, 2018, and more at the
Food Truck Pow Wow held on March 1, 2019.
Open forums were organized at the Village Hall for the purpose of presenting conceptual
designs and receiving input from the residents (3/27/19 and 3/30/19). Community input was
also gathered by surveys the results of which are presented in this document.
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Agenda Item #17.
Chapter C. Proposed Conceptual Design
The report provides information regarding the different steps that were taken to arrive to the
current conceptual architectural design. Meeting notes indicate that in April 2017, a conceptual
design for a new Recreation Center to be located in Remembrance Park was requested. As part
of this process, a Design Committee was organized, the Village published a Request for Proposal,
and REG was selected to prepare the conceptual design that is presented in this document. On
April 1, 2019, the Village Council appointed five (5) residents to the Community Center Advisory
Committee. This Committee held its first meeting on April 10, 2019.
The 2019 Community Center Master Plan -Needs Assessment and Conceptual Design Plan -
concluded that the Village's demographics and the community input support the need for
more recreation programs. The current Recreation Center is at capacity to offer additional
programs and has a number of building deficiencies. The findings presented in that report
strongly suggested building a new facility that can accommodate the growing needs of the
Village's residents.
This conclusion is supported by the 2018 Comprehensive Plan, Objective 1.1, which requires the
Village to "Maintain community and neighborhood parks and facilities meeting the current and
future needs of all age groups in Tequesta."
II. STAFF ANALYSIS
Per Section 78-179 (d), the proposed Community Center is considered a Special Exception Use in
the Recreation and Open Space R/OP zoning district.
Section 78-361 of the Village Code states that certain uses because their unique characteristics
cannot be classified or regulated in a particular zoning district without consideration in each
case of the impact of such uses upon neighboring uses and the surrounding area, compared with
the public need for them at particular locations. Such uses and features are treated as special
exceptions and the application needs to comply with a set of criteria and standards.
The Applicant is requesting approval for a Special Exception Use Modification (Neighborhood
and community public recreational facilities) build a one (1)-story 14,799 square foot
recreational facility including one (1) monument sign, a new landscaping plan. The subject
application will also include additional landscaping and parking revisions as required by the site
planning process.
Per the Village Code, once a the Special Exception Use is approved by the Village Council; then,
the subject application is required to be reviewed under the Site Plan Review process. The Site
Plan Review process include compliance with Article IX, Division 2, Site Plan Review. The subject
application will be heard by the Planning and Zoning Board; and then, it will be heard the by
Village Council. The Site Plan Review process includes compliance with zoning code, aesthetics
considerations and overall compatibility with the surrounding.
CRITERIA FOR GRANTING SPECIAL EXCEPTION
Per Section 78-362 of Village Code, special exception use shall be permitted only upon
authorization of the Village Council if such uses comply with the following requirements:
1. The proposed use is a permitted special exception use.
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Agenda Item #17.
In compliance with Section 78-179 (d) Special exception uses. Special exception uses in
the R/OP district are as follows: "Neighborhood and Community Public Recreational
Facilities" The existing Neighborhood and Community Public Recreational Facility
(Village of Tequesta Parks and Recreation) is a permitted special exception use on the
R/OP zoning district, which the property is located in."
2. The use is so designated, located and proposed to be operated so that the public
health, safety, welfare and morals will be protected.
The Village of Tequesta Recreation Center has been an existing use since 1963. The
proposed recreational facility will not impact the public health, safety, welfare and
morals.
3. The use will not cause substantial injury to the value of other property in the
neighborhood where it is to be located.
The Village of Tequesta Recreation Center has been an existing use since 1963. The
proposed recreational facility will not cause injury to the value of the other property in
the neighborhood where it is located.
4. The use will be compatible with adjoining development and the proposed character of
the district where it is to be located.
The Village of Tequesta Recreation Center has been an existing use since 1963. The
proposed recreational facility will be compatible with adjoining development(s) and the
proposed character of the district where is located.
The proposed recreational facility complies with R/OP Zoning District height requirement
of maximum 35 feet. Per the Village Code, once a the Special Exception Use is approved
by the Village Council; then, the subject application is required to be reviewed under the
Site Plan Review process.
The Site Plan Review process include compliance with Article IX, Division 2, Site Plan
Review. In addition, the subject application will be heard by the Planning and Zoning
Board; and then, final approval by Village Council. The Site Plan Review process includes
compliance with zoning code, aesthetics considerations and overall compatibility with
the surrounding.
S. Adequate landscaping and screening is provided as required in this chapter.
The Village of Tequesta Recreation Center has been an existing use since 1963. The
proposed recreational facility will not impact the existing landscaping and screening.
Landscaping will be reviewed as part of the Site Plan Review process, and the applicant
will address review comments at that time.
6. Adequate off-street parking and loading is provided and ingress and egress is so
designed as to cause minimum interference with traffic on abutting streets.
With regard to parking, the Applicant is requesting a variance for the required number of
parking spaces.
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Agenda Item #17.
With the proposed construction, the Applicant will be required to provide 60 parking
spaces per Sec. 78-705. Required number of parking space (5), (12), and (35):
• "(5) ... personal service: One space per 200 square feet of gross floor area,"
• (12) Governmental use (other than post office): One space per 300 square feet of
gross floor area.
• (35) Mixed uses: In the case of mixed uses (exclusive of shopping centers), the total
requirement for off-street parking shall be the sum of the requirements of the
various uses computed separately."
The parking spaces were calculated as follows:
• 71184 SF Gym parked at 1 space per 200 SF. = 35.92 parking spaces
• 7,176 SF remainder Community Center parked at 1 space per 300 SF = 23.92
FINDINGS REQUIRED FOR APPROVAL
Per Section 78-364 of Village Code, before any special exception is granted, the Village Council
shall apply the standards set forth in this division and shall determine that satisfactory provision
and arrangement of the following factors have been met with the applicant, where applicable:
1. Compliance with all elements of the Village Comprehensive Plan
The Village of Tequesta Recreation Center has been an existing use since 1963. The
subject property is located in the Recreation and Open Space Future Land Use
designation. The subject application complies with Policy 1.1.2 "the Village's Land
Development Regulations shall conform to, and implement, the use, density and
intensity standards as outlined on Table FLU 1".
2. Ingress and egress to property and proposed structures thereon with particular
reference to automotive and pedestrian safety and convenience, traffic flow and
control, and access in case of fire or catastrophe.
The Village of Tequesta Recreation Center has been an existing use since 1963. The
proposed recreational facility will add additional visitors and users to the facility.
Concurrently to this subject application, per the Site Plan Review process, Staff reviewed
and provided comment to the applicant in terms of ingress and egress to property with
particular reference to automotive and pedestrian safety and convenience, traffic flow
and control, and access in case of fire or catastrophe. The proposed entry and circulation
will be one way to better accommodate traffic flow.
3. Off-street parking and loading area, where required, with particular attention to the
items in subsection (2) of this section.
The applicant is requesting a variance from the requirement of Section 78-705 (required
number of parking spaces) to allow for 55 parking spaces, where the code requires 60
parking spaces. Required number of parking space (5), (12), and (35):
• "(S) ... personal service: One space per 200 square feet of gross floor area,"
• (12) Governmental use (other than post office): One space per 300 square feet of
gross floor area.
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Agenda Item #17.
• (35) Mixed uses: In the case of mixed uses (exclusive of shopping centers), the total
requirement for off-street parking shall be the sum of the requirements of the
various uses computed separately."
The parking spaces were calculated as follows:
• 711184 SF Gym parked at 1 space per 200 SF. = 35.92 parking spaces
• 7,176 SF remainder Community Center parked at 1 space per 300 SF = 23.92
• Total required parking spaces: 60
4. Nuisance factors detrimental to adjacent and nearby properties and the village as a
whole. Nuisance factors shall include but necessarily be limited to noise, odor, smoke,
glare, electrical interference and/or mechanical vibrations.
The Village of Tequesta Recreation Center has been an existing use since 1963. The
proposed recreational facility will not cause nuisance factors such as noise, odor, smoke,
glare, electrical interference and/or mechanical vibrations.
Upon completion of the proposed recreational facility, the following activities will take
place at the subject facility:
Gymnasium (5,043 SF)
• Middle School Size Basketball Court
• Two (2) Pickleball Courts
• Volleyball Court
• Family Events (Movie Night, Halloween, Parents Night Out) Local
Schools/Homeschool: Special Events
• Local Schools Physical Education Classes
• Open Play, Leagues, Rentals, JTAA
• Workshops, Seminars, Training, HOA Meetings
• Fencing
• Camps: Summer, Winter, Spring and No School Days Youth Tennis
• Youth Soccer
• Voting
• Drop in Rec: Adult, Youth, and Senior
Adult Activity (1,523 SF)
• Meeting: Clubs, HOA, Special Interest Groups
• Book Clubs, Card Room, Mah Jong
• Training: Rental, Village Departments
• Summer Camp Movie Room
• Classes: CPR, Village Dept., Self Defense, Workshops, Seminars
• Exercise, Stretch & Tone, Yoga, Tai Chi
Youth Activity (1, 688 SF)
• Gymnastics, Mommy & Me, Ninja Warrior
• Dance, Exercise Classes, Fencing, Fitness
• Camps: Summer, Winter, Spring, and No School Days After -School Programs
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Agenda Item #17.
• Youth Soccer
• Voting
Kids Zone (825 SF)
• Summer Camp, Movie Room, Birthday Parties, Gaming
• Teen Center, Pool Table, Skee Ball, Ping Pong
ADMINISTRATIVE OFFICES (643 SF)
OTHER AREAS:
• Storage, IT, Mechanical/Electrical Room, Lobby, Circulation
• Exterior (Rear and Front Porches)
• Restrooms
5. Utilities, with reference to location, availability and compatibility.
The Village of Tequesta Recreation Center has been an existing use since 1963. Per the
concurrent Site Plan Review process, Staff reviewed and provided comments to the
applicant in terms of utilities with reference to location, availability and compatibility.
The proposed facility does not indicate negative impact to the utilities, with reference to
location, availability or compatibility.
6. Screening and buffering, with reference, to type, dimensions and character.
The Village of Tequesta Recreation Center has been an existing use since 1963. Per the
concurrent Site Plan Review process, Staff reviewed and provided comments to the
applicant required screening and buffering are in place.
7. General compatibility with adjacent properties and other property in the district.
The Village of Tequesta Recreation Center has been an existing use since 1963. The
proposed recreational facility will be compatible with adjoining development(s) and the
proposed character of the district where is located.
The proposed recreational facility complies with R/OP Zoning District height requirement
of maximum 35 feet. Per the Village Code, once a the Special Exception Use is approved
by the Village Council; then, the subject application is required to be reviewed under the
Site Plan Review process. The Site Plan Review process include compliance with Article
IX, Division 2, Site Plan Review. In addition, the subject application will be heard by the
Planning and Zoning Board; and then, final approval by Village Council.
8. Whether the change subjected is out of scale with the needs for the neighborhood or
Village.
The Village of Tequesta Recreation Center has been an existing use since 1963. The 2019
Community Center Master Plan -Needs Assessment and Conceptual Design Plan -
concluded that -the Village's demographics and the community input support the need
for more recreation programs. The current Recreation Center is at capacity to offer
additional programs and has a number of building deficiencies. The findings presented in
that report strongly suggested building a new facility that can accommodate the
growing needs of the Village's residents.
0
Page 277 of 451
Agenda Item #17.
The Village of Tequesta's changing demographics and the variety of income levels
support the need for programs that can benefit young children, working parents, active
adults, school age children and senior residents. Also, the Comprehensive Plan,
Objective 1.1, which requires the Village to "Maintain community and neighborhood
parks and facilities meeting the current and future needs of all age groups in
Tequesta."
9. Any special requirements set out in the schedule of site regulations in 78-143 for the
particular use involved.
The subject application will comply with the site regulations of Section 78-143. Per the
Village Code, once a the Special Exception Use is approved by the Village Council, then,
the subject application is required to be reviewed under the Site Plan Review process.
The Site Plan Review process include compliance with Article IX, Division Z Site Plan
Review. In addition, the subject application will be heard by the Planning and Zoning
Board; and then, it will be heard the by Village Council.
III. FINAL REMARKS
The proposed Community Center facility includes the following land development applications:
special exception use, variance, and site plan review.
This subject Special Exception Use application met the requirements set on Section 78-368
notice of hearing. The notice of hearing will be advertised in the Palm Beach Post on August 3,
2020. The notice of hearing will be mailed to all property owners located within a 300-foot
radius of the subject property. Per Code Section 78-367, a special exception shall commence
within 12 months from approval date and only one extension shall be permitted by the Village
Council up to six months.
The 2019 Community Center Master Plan -Needs Assessment and Conceptual Design Plan -
concluded that -the Village's demographics and the community input support the need for more
recreation programs. The current Recreation Center is at capacity to offer additional programs
and has a number of building deficiencies. The findings presented in that report strongly
suggested building a new facility that can accommodate the growing needs of the Village's
residents. The current 6,837 square foot Community Center was constructed in 1963, and
recently condemned and vacated.
The Village of Tequesta's changing demographics and the variety of income levels support the
need for programs that can benefit young children, working parents, active adults, school age
children and senior residents. Also, the Comprehensive Plan, Objective 1.1, which requires the
Village to "Maintain community and neighborhood parks and facilities meeting the current and
future needs of all age groups in Tequesta."
Per the Village Code, once a the Special Exception Use is approved by the Village Council; then,
the subject application is required to be reviewed under the Site Plan Review process. The Site
Plan Review process include compliance with Article IX, Division 2, Site Plan Review. Also, the
subject application will be heard by the Planning and Zoning Board; and then, it will be heard
the by Village Council.
10
Page 278 of 451
Agenda Item #17.
The Village Council will conduct an Electronic Public Hearing utilizing Communications Media
Technology due to the COVID 19 health emergency on Thursday, August 13, 2020 at 6:00 p.m.
Communications Media Technology will be used to constitute a quorum of the Village Council
and Public Participation will occur using Communications Media Technology.
IV. EXISTING CONDITIONS PHOTOS
11
Page 279 of 451
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Agenda Item #17.
r- - - - - - - - - - - - - - - - - - - - - -
VILLAGE OF TE UESTA DEPARTMENTAL USE ONLY
Q
Department of Community Development Ck. #__
De
p YFee:
345 Tequesta Drive
Intake Date:
Tequesta, Florida 33469
Ph: 561-768-0451 / Fax: 561-768-0698
VV-WWAequesta.org PROJECT #
L— — — — — — — — — — — — — — — — — — — — — —I
SPECIAL EXCEPTION USE APPLICATION
ADMINISTRATIVE APPROVAL ❑
VILLAGE COUNCIL ❑ Meeting Date:
The undersigned requests a Special Exception for the Use Specified below. Should this application be approved, it is understood that
it shall only authorize that particular use described in this application and any conditions or safeguards required by the Village of
Tequesta.
PROJECT NAME: Village of Tequesta - Community Center @ Constitution Park
PROJECT ADDRESS: 399 Seabrook Road, Tequesta, FL 33469
Applicant Name: REG Architects Inc., Rick Gonzalez AIA, President
Applicant Address: 120 South Olive Avenue, Suite 210, West Palm Beach, FL 33401
Applicant Phone No: 561-659-2383 Cell No:
Fax No: E-Mail Address: Rick@regarchitects.com
Existing Use: Community Recreation Facility and Park Open Space
Description of Special Exception Use: Per Sec. 78-179 (d) Special exception process required. All permitted & accessory uses
in the R/OP district shall undergo special exception review as provided in article IX, division 3 of this chapter." All uses in R/OP,
both permitted and accessory, require special exception use approval. The subject Community Center is a permitted use per
78-179 (2) (b) "Neighborhood and community public recreational facilities."
The applicant will submit to the Village of Tequesta Department of Community Development the following documents for Planning
& Zoning Board review, forty-five business (45) days prior to the meeting date:
1. Current survey or site plan of property showing structures and setbacks.
2. Drawings to scale of proposed improvements requiring special exception use approval.
3. Written authorization from property owner if other than applicant.
4. All documentation required by Code: Chapter 78 — Zoning, Division 3 — Special Exception Uses
5. Three (3) 11x17 size and one (1) 24x36 size hard copies of all submittals and one (1) CD with PDF files and completed application.
6. List of all owners of property within a 300-foot radius of the boundary lines of the property for which a special exception is requested. The list
shall be provided by the applicant from the most recent tax roll information as provided by the county appraiser's office. The applicant must
furnish an affidavit signed by the person responsible for providing the list. Stamped, self-sealing envelopes with a Village of Tequesta return
address label and the property owner label is required. Note: this is not required for requests which are reviewed administratively by the
Community Development Director.
7. Special Exception Use Application Fee: Rick
a) Village Council: $500.00 PLUS Application Review Fee of $300.00 = $800.00 Digitally Gonzad by lez,
AIA
DN: cn=Rick Gonzalez, AIA, o=REG
b) Administrative Review by Community Development Director: Application Review fee = $300.00 Gonzalez, Architects Inc., ou=President,
email=rick@regarchitects.com, c=US
AIADate: 2020.07.09 17:24:52-04'00'
Applicant's Signature Date
To cover all additional administrative costs, actual or anticipated, including, but not limited to, engineering fees, consultant fees and
special studies, the applicant shall compensate the village for all such costs prior to the processing of the application or not later than 30
days after final application approval whichever is determined as appropriate by the village. Failure to make such payment may be
grounds for not issuing a building or zoning permit, certificate of occupancy or completion. Costs associated with advertising for public
hearings and other public notice requirements are the responsibility of the applicant. The fee shall be paid prior to such application
being scheduled for a public hearing requiring notice.
Page 282 of 451
Agenda Item #17.
Sec. 78-363. -Criteria. Also, see attached corresponding project narrative
Special exception uses to which this division applies as set forth in section 78-362 shall be permitted only upon authorization of
the village council provided that such uses shall be found by the village council to comply with the following requirements:
(1) The proposed use is a permitted special exception use.
Response: Not only is the proposed Community Center a permitted Special Exception Use, it is ideally located on a public park in
in the heart of the community. The Community Center use provides special amenities to the residents, such as indoor/ outdoor
activitya, Village public park services offices, and the opportunity to participate in a varietyprograms. It should also be noted
that the Community Center Use is already present on this property. No change in use is being proposed with this application.
(2) The use is so designed, located and proposed to be operated so that the public health, safety, welfare and morals will be
protected.
Response: The primary goal when designing this site and positioning this use was to provide a safe and accessible community
amenity. The use itself aligns with the goals and objectives of the Village of Tequesta in providing an important
service and amenity to local residents.
(3) The use will not cause substantial injury to the value of other property in the neighborhood where it is to be located.
Response: This use will not cause any injury to the value of other property within the neighborhood. This use is ideally located
to be accessible by the community and no nuisance is associated with this use.
(4) The use will be compatible with adjoining development and the proposed character of the district where it is to be located.
Response: As outlined within the surrounding property chart, the surrounding uses are compatible with the proposed use.
Addtionaly, the recreation open space zoning district is ideally suited for the inclusion of a Community Center. The
combination of the indoor and outdoor elements provides the largest benefit to the residents and fully utilizes the site
potential.
(5) Adequate landscaping and screening is provided as required in this chapter.
Response: Per the land development regulations for the Village of Tequesta the site has been designed to fully comply with the
screening and landscaping requirements. Additionally, great care and thought has been invested into the design of the
builidna architecture and the landscape architecture.
(6) Adequate off-street parking and loading is provided and ingress and egress is so designed as to cause minimum
interference with traffic on abutting streets.
Response: The existing site conditions do not fully comply with the off-street parking and loading requirements of the land
development regulations. through the use of creative site design and substantial investment from the Village,
great improements have been made to the pang and accessibility. A variance has been request for 5 parking spaces.
Page 283 of 451
Agenda Item #17.
PART II - CODE OF ORDINANCES
Chapter 78 - ZONING
DIVISION 2. - SITE PLAN REVIEW
DIVISION 3. - SPECIAL EXCEPTION USES
DIVISION 3. - SPECIAL EXCEPTION USES
Sec. 78-361. - Purpose.
Sec. 78-362. - Applicability.
Sec. 78-363. - Criteria.
Sec. 78-364. - Findings required for approval.
Sec. 78-365. - Imposition of additional conditions and safeguards.
Sec. 78-366. - Denial.
Sec. 78-367. - Reapplication after denial.
Sec. 78-368. - Time limit for commencement of use.
Sec. 78-369. - Optional pre -application review process.
Sec. 78-370. - Application; notice of hearing.
Sec. 78-371. - Filing fee.
Secs. 78-372-78-390. - Reserved.
Sec. 78-361. - Purpose.
The development and execution of a zoning ordinance is based upon the division of the village into districts, within which the
use of land and structures and the bulk and location of structures in relation to the land are substantially uniform. It is recognized,
however, that there are certain uses and features which, because of their unique characteristics, cannot be distinctly classified or
regulated in a particular district without consideration in each case of the impact of such uses and features upon neighboring uses
and the surrounding area, compared with the public need for them at particular locations. Such uses and features are therefore
treated as special exceptions. A special exception is not the automatic right of any applicant.
(Code 1977, app. A, § X(J)(1))
Sec. 78-362. - Applicability.
All initial requests for special exception uses as listed in this chapter, along with their related accessory uses shall be subject to
the requirements of this division. In addition, any modification to the use of a previously granted special exception, except for a
modification that changes said use to a permitted use as listed in this chapter, shall be subject to the requirements of this division.
Requests to expand, enlarge or revise the site of an existing special exception use shall be classified and processed pursuant to the
following three categories;
(1) Small scale, interior - interior expansion, enlargement or revision of less than ten percent of the originally approved special
exception site square footage and having construction costs of less than $100,00.00, once within any eighteen month
period (this category contemplates uses located in existing shopping centers or similar structures, where no change to the
overall building footprint is required).
a. Applicant shall submit the processing fee in an amount established by resolution of the village council and on file in
the village clerk's office.
b. Review and approval is provided by the community development director, following which, the applicant may apply
for building permits.
3
Page 284 of 451
Agenda Item #17.
(2) Small scale, exterior - exterior expansion, enlargement or revision of less than ten percent of the originally approved
special exception site square footage and having construction costs of less than $100,00.00 once within any eighteen
month period (this category contemplates a change to the existing structure's footprint, and other site related revisions
that flow therefrom).
a. Applicant shall submit the processing fee in an amount established by resolution of the village council and on file in
the village clerk's office.
b. Review and approval regarding the continuing special exception use is provided by the community development
director, following which, the applicant shall submit an application for site plan modification.
When reviewing small scale expansion, enlargement or revision, the community development director shall make a
determination that such expansion, enlargement or revision does not result in a violation of the requirements of sections
78-363 or 78-364, or a violation of any previously imposed condition of approval.
(3) Large scale - any expansion, enlargement or revision to the site of an existing special exception use that does not qualify
as either small scale interior or small scale exterior. Such expansion, enlargement or revision is subject to the
requirements of this division.
(Ord. rvo. 19-11, 9 1, 11-10-2011)
Sec. 78-363. - Criteria.
Special exception uses to which this division applies as set forth in section 78-362 shall be permitted only upon authorization of
the village council provided that such uses shall be found by the village council to comply with the following requirements:
(1) The proposed use is a permitted special exception use.
(2) The use is so designed, located and proposed to be operated so that the public health, safety, welfare and morals will be
protected.
(3) The use will not cause substantial injury to the value of other property in the neighborhood where it is to be located.
(4) The use will be compatible with adjoining development and the proposed character of the district where it is to be
located.
(5) Adequate landscaping and screening is provided as required in this chapter.
(6) Adequate off-street parking and loading is provided and ingress and egress is so designed as to cause minimum
interference with traffic on abutting streets.
(Code 19//, app. A, § X(j)(2); Ord. No. 19-11, § 1, 11-10-2011)
Sec. 78-364. - Findings required for approval.
Before any special exception to which this division applies as set forth in section 78-362 is granted, the village council shall
apply the standards set forth in this division and shall determine that satisfactory provision and arrangement of the following factors
have been met by the petitioner, where applicable:
(1) Compliance with all elements of the village comprehensive plan.
(2) Ingress and egress to property and proposed structures thereon with particular reference to automotive and pedestrian
safety and convenience, traffic flow and control, and access in case of fire or catastrophe.
(3) Off-street parking and loading area, where required, with particular attention to the items in subsection (2) of this
section.
(4) Nuisance factors detrimental to adjacent and nearby properties and the village as a whole. Nuisance factors shall include
but not necessarily be limited to noise, odor, smoke, glare, electrical interference and/or mechanical vibrations.
(5) Utilities, with reference to location, availability and compatibility.
(6) Screening and buffering, with reference to type, dimensions and character.
(7) General compatibility with adjacent properties and other property in the district.
4
Page 285 of 451
Agenda Item #17.
(8) Whether the change suggested is out of scale with the needs of the neighborhood or the village.
(9) Any special requirements set out in the schedule of site regulations in section 78-143 for the particular use involved.
(Code 1971, app. x, 9 X(J)(3); ura. rvo. 19-11, § 1, 11-10-2011)
Sec. 78-365. - Imposition of additional conditions and safeguards.
(a) In addition to the criteria listed in section 78-363, the required approval findings listed in section 78-364 and specific conditions
for the particular special exception use listed within the applicable zoning district regulations, the village council may impose
other such conditions and safeguards as it deems appropriate in conformity with this chapter for the protection of the
surrounding properties and the neighborhood or general welfare of the public.
(b) If the special exception use is granted by the village council, the use must conform to all the applicable regulations governing
the district where it is located, except as may otherwise be determined for planned developments. Failure to comply with all
the applicable regulations governing the district as required by the site plan approval process will void the granted special
exception use.
(Code 1977, app. A, § X(J)(4); Ord. No. 19-11, § 1, 11-10-2011)
Sec. 78-366. - Denial.
Should the village council deny a special exception, it shall state fully for the record the reasons for doing so. Such reasons shall
take into account the factors under section 78-363 and all other conditions and particular regulations relating to the specific special
exception requested.
(Code 1977, app. A, § X(J)(5))
Formerly, § 78-365
Sec. 78-367. - Reapplication after denial.
(a) Whenever the village council has denied an application for a special exception, the village shall not thereafter consider any
further application for special exception on any part of or all of the same property for a period of 12 months from the date of
such action.
(b) The time limits of subsection (a) of this section may be waived by three affirmative votes of the village council when such
action is deemed necessary to prevent injustice or to facilitate the proper development of the village.
(Code 1977, app. A, § X(J)(6))
Formerly, § 78-366
Sec. 78-368. - Time limit for commencement of use.
(a) A special exception shall commence within 12 months from the date of grant of the special exception unless extended by
action of the village council; otherwise it is automatically rendered null and void.
(b) Commencement of a special exception occurs upon the issuance of a building permit, preliminary plat or site plan, or upon the
initiation of significant action to satisfy requirements for improvements contained in a development order or other regulatory
documents relating to the special exception.
(c) Only one extension shall be permitted by the village council and the extension shall not exceed six months. A written request
for such extension of time must be received by the village prior to the expiration of the grant of approval.
(d) Special exceptions granted to any governmental unit shall be exempt from the provisions of this section unless a time limitation
is made a specific condition of the special exception.
(Code 1977, app. A, § X(J)(7); Ord. No. 1-08, § 4, 4-10-2008)
Formerly, § 78-367
5
Page 286 of 451
Agenda Item #17.
Sec. 78-369. - Optional pre -application review process.
Prior to submitting a special exception application and committing the resources required to proceed through the special
exception application process as required by section 78-370, an applicant may choose to participate in the following pre -application
process in order to gauge interest in his proposed project.
(1) Pre -application meeting. A pre -application submittal meeting shall be held with the applicant and his design team and the
community development director and development staff. The applicant's proposed use shall be reviewed and discussed in
order to identify any issues with the proposed use, the applicable use regulations and/or other applicable requirements.
(2) Conceptual presentation. Based on the outcome of the pre -application meeting, the applicant may request to present his
special exception use concept to the village council in order to receive further input. This conceptual presentation is not a
quasi-judicial proceeding, and no action shall be taken by the village council beyond discussion with the applicant. Neither
the outcome of this conceptual presentation, nor any comments made during this conceptual presentation by any village
council member or village staff is a guarantee or assurance in any way of the final action that may be taken by the village
council pursuant to a formal application for special exception use as provided in section 78-370
(3) Prior to being placed on a village council agenda for a conceptual presentation, the applicant shall submit the following:
a. Processing fee in an amount as established by resolution of the village council and on file in the village clerk's office.
b. Twelve copies of sketches and diagrams sufficient to convey the conceptual use to the village council. This may
include site plans, floor plans and/or surveys.
C. Twelve copies of a brief explanation that the proposed special exception use is compatible with the surrounding uses
and the neighborhood in general.
(Ord. No. 19-11, § 1, 11-10-2011)
Sec. 78-370. - Application; notice of hearing.
(a) A written petition for special exception shall be submitted indicating the section of this chapter under which the special
exception is sought and stating the grounds on which it is requested, with particular reference to the criteria under section 78-
363, the written findings under section 78-364, and other specific conditions, if applicable, which the village council shall
address. The petition shall include all material necessary to meet the requirements of the development concept plan listed in
subsection (b) of this section and any additional information that will demonstrate that the grant of special exception will be in
harmony with general intent and purpose of this chapter.
(b) A petitioner seeking special exception approval shall submit a development concept plan on one or more sheets of paper
measuring not more than 24 by 36 inches and drawn to a scale not smaller than 100 feet to the inch. The following shall be
provided on the development concept plan:
(1) Scale, date, north arrow, vicinity sketch, title of the project and total gross acreage.
(2) The boundaries and dimensions of the property and its relationship to the surrounding road system, including the width
of the existing travelway (pavement).
(3) The location and dimension of existing manmade features such as existing roads and structures, with indication as to
which are to be removed, renovated or altered.
(4) Identification of surrounding land use, zoning and existing buildings within 100 feet of the petitioned site, as well as the
zoning of the petitioned site.
(5) A layout of the proposed lots and/or building sites including the following site data:
a. Finished floor elevation.
b. Common open area.
C. Generalized landscaping and buffer areas.
d. Internal circulation patterns including off-street parking and loading facilities.
e. Total project density.
f. The shape, size, location and height of all structures.
Page 287 of 451
Agenda Item #17.
(6) The proposed phasing of construction for the project if applicable.
(7) For commercial uses, office uses and uses other than residential, the estimated square footage of the structure, the
number of employees, the estimated seating, and the estimated number of users of the facility, such as members,
students and patients.
(8) Proposed hours of operation for commercial uses.
(9) Twelve aerial maps at a minimum scale of one -inch equals 300 feet, showing the site in question with paved boundaries
superimposed.
(10) A legal description of the land proposed for development.
(11) Current survey of the subject property.
(c) The application shall be reviewed by the land development staff within 30 days of the submission deadline. Upon land
development staff review and analysis of all submitted materials, the building official shall forward a recommendation to the
village council.
(d) A public hearing shall be held by the village council. The property owner may appear personally or by agent or attorney.
(e) Notice of public hearing shall be advertised a minimum of ten days in advance of the public hearing in a newspaper of general
circulation in the area. The owner of the property for which special exception is sought or his agent or attorney designated by
him on the submitted petition shall be notified by mail of the date and time of the hearing. Notice shall be given by mail to all
owners of property within a 300-foot radius of the boundary lines of the property for which a special exception is requested.
The list of property owners within the stated radius shall be provided by the applicant from the most recent tax roll
information as provided by the county appraiser's office. The applicant must furnish an affidavit signed by the person
responsible for providing the list. Notwithstanding any other provision contained in this section, failure to provide written
notice to any adjacent property owners shall not constitute a jurisdictional defect provided that proper legal notice has been
published.
(Code 1977, app. A, § X(J)(8); Ord. No. 7-08, § 4, 4-10-2008; Ord. No. 19-11, § 1, 11-10-2011)
Formerly, § 78-368
Sec. 78-371. - Filing fee.
Upon filing an application for special exception, the applicant shall pay a fee to the village at the time of filing of such
application. The fee shall be in an amount as established by resolution of the village council and on file in the village clerk's office,
shall not be reimbursable, and is intended to defray costs of administering, processing, and reviewing the application. Additionally,
to cover all additional administrative costs, actual or anticipated, including, but not limited to, engineering fees, consulting fees,
attorneys' fees and special studies, the applicant shall compensate the village for all such costs prior to the processing of the
application, or not later than 30 days after final application approval, whichever is determined as appropriate by the community
development director.
twae lei i, app. A, § X(J)(9); Ord. No. 7-08, § 4, 4-10-2008)
Formerly, § 78-369
Secs. 78-372-78-390. - Reserved.
7
Page 288 of 451
Agenda Item #17.
OWNER'S CONSENT
The Village of Tequesta, Florida ("Owner"), a Florida municipal corporation organized and
existing in accordance with the laws of the State of Florida, certifies that it is the owner of the
property located at 483 Seabrook Road, Tequesta, Florida 33469 ("Subject Property") and
expressly consents to the use of the Subject Property as described in this development
application and to all conditions that may be agreed to as a part of the approval of this
development application, which may be imposed by the decision making board.
Owner hereby authorizes REG Architects, Inc., as agent, to file development
applications and represent Owner at any and all meetings and hearings required far the
approval of this development application.
owner's Signature.- A&n A Date:
o qe-
Name/Title of Signa o
C ery\\l Cko e, 6, r
THE STATE OF FLORIDA
COUNTY OF PALM BEACH
0'
The foregoing instrument was acknowledged before me by means of P0000physical presence or
online El notarization this day of May, 20203 by
le. re m v A who is personally known to me or who has produced
as identification and who did/did not take an oath, and who stated
that he/she executed same on behalf of the Village of Tequesta for the purposes therein
expressed.
(Seal)
NOTARY PUBLIC, state of oriel
1DEBRA ANN TELFRIN
0
41
1' CommL"ion # GG 027898
r = Explivs January 5,, 2021
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Page 289 of 451
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I '• N G t A N D S-CA PE ARCHITECTURE 4- TR A�M S R0R TAT 10INI 1 92...E COMMERCE LANE - SUITE I
Village of Tequesta-Community Center
Special Exception Use
Project Narrative
July 10, 2020
REQUEST
On behalf of the Village of Tequesta, REG Architects and Cotleur & Hearing are proposing a new
Community Center at Constitution Park located at 399 Seabrook Rd, Tequesta, FL 33469. The proposed
Community Center is 14,799 square feet and is to be constructed in place of the existing Community
Center. In addition to providing several new indoor amenities within the proposed Community Center, it
will also house several important Village offices. After substantial research and community involvement,
as highlighted in the Village of Tequesta Community Center master Plan Needs Assessment &
Conceptual Design plan, the need for this upgraded facility has become all too clear. Factors such as
economic income and demographics suggest this is both the right time and the right location for this
facility. Per the Village of Tequesta Code Section 78-179, all uses within the Recreation -Open Space
Zoning District are Special Exception Uses. The proposed use fully complies with the intent of the code
and will provide valuable services and amenities to the residents of the Village.
• Per Sec. 78-179 (d) Special exception process required. All permitted and accessory uses in
the R/OP district shall undergo special exception review as provided in article IX, division 3
of this chapter."
• All uses in R/OP, both permitted and accessory, require special exception use approval. The
subject Community Center is a permitted use per 78-179 (2) (b) "Neighborhood and
community public recreational facilities."
Per Policy 1.1.2 of the Comprehensive Plan, periodic evaluations should be conducted to ensure the
facilities provided on recreation open space properties are meeting the needs of the Village. In
accordance with this request a needs assessment was conducted and an evaluation of the existing
Community Center prepared. The outcome of this assessment signaled the necessity of a new
Community Center in this location. The existing building has recently been condemned and is to be
demolished prior to the construction of the new facility.
Page 290 of 451
Agenda Item #17.
PROGRAMMING TABLE
USABLE
PROGRAM / ROOM
SQUARE
SERVICES/ACTIVITIES
FOOTAGE
GYMNASIUM
5,043 SF
MIDDLE SCHOOL SIZED BASKETBALL COURT
TWO (2) PICKLEBALL COURTS
VOLLEYBALL COURT
FAMILY EVENTS (MOVIE NIGHT, HALLOWEEN, PARENTS NIGHT OUT)
LOCAL SCHOOLS / HOMESCHOOL: SPECIAL EVENTS
LOCAL SCHOOLS PHYSICAL EDUCATION CLASSES
OPEN PLAY, LEAGUES, RENTALS, JTAA
WORKSHOPS, SEMINARS, TRAINING, HOA MEETINGS
FENCING
CAMPS: SUMMER, WINTER, SPRING, AND NO SCHOOL DAYS
YOUTH TENNIS
YOUTH SOCCER
VOTING
DROP -IN REC: ADULT, YOUTH, AND SENIOR
ADULT ACTIVITY
1,523 SF
MEETING: CLUBS, HOA, SPECIAL INTEREST GROUPS
BOOK CLUBS, CARD ROOM, MAH JONG
TRAINING: RENTAL, VILLAGE DEPARTMENTS
SUMMER CAMP MOVIE ROOM
CLASSES: CPR, VILLAGE DEPT., SELF DEFENSE, WORKSHOPS,
SEMINARS
EXERCISE, STRETCH & TONE, YOGA, TAI CHI
YOUTH ACTIVITY
1,688 SF
GYMNASTICS, MOMMY & ME, NINJA WARRIOR
DANCE, EXERCISE CLASSES, FENCING, FITNESS
CAMPS: SUMMER, WINTER, SPRING, AND NO SCHOOL DAYS
AFTER -SCHOOL PROGRAMS
YOUTH SOCCER
VOTING
KIDS ZONE
825 SF
SUMMER CAMP, MOVIE ROOM, BIRTHDAY PARTIES,
GAMING, TEEN CENTER, POOL TABLE, SKEE BALL, PING PONG,
ADMINISTRATIVE OFFICES
643 SF
OTHER:
STORAGE / IT / MECH-ELEC
LOBBY / CIRCULATION / EXTERIOR REAR & FRONT PORCHES
RESTROOMS
Page 291 of 451
Agenda Item #17.
N i cTn Rv
The existing 6,837 square foot community center located at 399 Seabrook Rd, Tequesta, FL 33469 was
constructed in 1963. Constructed as part of Constitution park, the existing Community Center has served
the Village of Tequesta for many years. However, the age of the facility and its relatively small size no
longer fit with the needs of the Village or its residents. The existing building has 3 main recreational
rooms totaling approximately 4,043 square feet. In addition, there are several administrative and
director offices, a kitchenette, storage areas, and restrooms. The existing building has been recently
condemned by the Village of Tequesta.
SURROUNDING PROPERTY
The below Table 1 shows the adjacent parcels' Future Land Use Designation, Zoning Designation, and
existing Land Use.
TABLE 1
SURROUNDING LAND USES
NAME OF BUSINESS/
LAND USE
ZONING
EXISTING USE
APPROVED USE
SUBDIVISION
DESIGNATION
DESIGNATION
TEQUESTA GARDENS-
RESIDENTIAL-
MULTI -FAMILY
SECTION A
MEDIUM DENSITY
RESIDENTIAL -CONDOS
NORTH
R 2
YES
& RECREATION
AND OPEN SPACE
JUPITER IN THE
RESIDENTIAL-
SINGLE-FAMILY
R 1
YES
PINES- SECTION B
LOW DESNITY
RESIDNETIAL
FIRST BAPTIST
OTHER PUBLIC
CHURCH- PLACE OF
YES -SPECIAL
R 1
SOUTH
CHRUCH
FACILITIRES
ASSEMBLY
EXCEPTION
TEQUESTA
COMMERCIAL -
PROFESSIONAL
COMMERCIAL
C-1
BUSINESS
YES
CENTRE
LIGHTHOUSE ART
OTHER PUBLIC
COMMERCIAL- NON -
� 1
YES
CENTRE INC.
FACILITIES
PROFIT
CHURCH OF THE
RESIDENTIAL-
CHURCH- PLACE OF
YES- SPECIAL
EAST
R 1
GOOD SHEPARD
LOW DENSITY
ASSEMBLY
EXCEPTION
STOP &SHOP/
COMMERCIAL- RETAIL
COMMERCIAL
C-1
YES
JUPITER IN THE PINES
TEQUESTA GARDENS-
RESIDENTIAL-
MULTI -FAMILY
WEST
R 2
YES
SECTION B
MEDIUM DENSITY
RESIDENTIAL- CONDOS
NEEDS ASSESSMENT
there has been substantial research and resident communication through the process of determining
the need for a new Community Center at Constitution Park. Within the needs assessment that was
prepared there were a variety of factors examined to provide insight on the socio-economic status of
the Village of Tequesta and the residents that make it their home. As summarized in the report, the
demographics and socio-economic analysis indicates that the Village population is well educated, with a
growing number of families with young children, and a large number of residents who are age 45 and
older. The high rate of home ownership indicates stability in comparison to the temporary character of
rental communities. In terms of income, the data indicates that the Village is a mixed income
community with 43.7% of the residents having an annual income below $50,000. The Village is home to
3
Page 292 of 451
Agenda Item #17.
a number of educational facilities including the Lighthouse Art Center, private grade schools, and
tutoring facilities that offer programs to grade school children. However, there are few gathering places
for activities such as gymnasiums and event rooms. As indicated in the report, 184 Tequesta residents
live in Assisted Living Facilities who would welcome the opportunity to participate in group and
interactive programs.
SPECIAL EXCEPTION USE CRITERIA
1. The proposed use is a permitted special exception use.
Response: Not only is the proposed Community Center a permitted Special Exception Use, it is
ideally located on a public park in the heart of the community. The Community Center use
provides special amenities to the residents, such as indoor/outdoor activity area, Village public
park services offices, and the opportunity to participate in a variety of programs. It should also
be noted that the Community Center Use is already present on this property. No change in use
is being proposed with this application.
2. The use is so designed, located and proposed to be operated so that the public health, safety,
welfare and morals will be protected.
Response: The primary goal when designing this site and positioning this use was to provide a
safe and accessible community amenity. The use itself aligns with the goals and objectives of the
Village of Tequesta in providing an important service and amenity to local residents.
3. The use will not cause substantial injury to the value of other property in the neighborhood
where it is to be located.
Response: This use will not cause any injury to the value of other property within the
neighborhood. This use is ideally located to be accessible by the community and no nuisance is
associated with this use.
4. The use will be compatible with adjoining development and the proposed character of the
district where it is to be located.
Response: As outlined within the surrounding property chart, the surrounding uses are
compatible with the proposed use. Additionally, the recreation open space zoning district is
ideally suited for the inclusion of a community center. The combination of the indoor and
outdoor elements provides the largest benefit to residents and fully utilizes the site potential.
5. Adequate landscaping and screening is provided as required in this chapter.
Response: Per the land development regulations for the village of Tequesta the site has been
designed to fully comply with the screening and landscaping requirements. Additionally, great
care and thought has been invested into the design of the building architecture and the
landscape architecture.
6. Adequate off-street parking and loading is provided and ingress and egress is so designed as to
cause minimum interference with traffic on abutting streets.
Page 293 of 451
Agenda Item #17.
Response: The existing site conditions do not fully comply with the off-street parking and
loading requirements of the land development regulations. Through the use of creative site
design and substantial investment from the Village, great improvements have been made to the
parking and accessibility. A variance for a deficiency of 5 parking spaces has been requested for
the proposed site plan.
APPROVAL REQUIREMENTS
1. Compliance with all elements of the village comprehensive plan.
Response: The proposed use complies with all elements of the comprehensive plan for
recreation and open space facilities within the Village of Tequesta. The Community Center use
perfectly embodies the goals and objectives outlined on pages 57-60 of the comprehensive plan.
Below are some of the goals outlined. These goals highlight the importance of providing a
variety of opportunities for both active and passive recreation for all age groups and combining
indoor and outdoor recreation. Additionally, this new facility is a direct result of these goals,
objectives, and policies. After a periodic evaluation of the existing Community Center it was
determined that an important upgrade and revitalization was needed to support the current
and projected needs of the Village.
Goal: 1.0.0 The development of a sustainable recreation and open space system that adequately
provides for the current and projected recreational needs of the Village and enhances its built
and natural environment by providing active and passive recreation opportunities.
Objective: 1.1.0 Maintain community and neighborhood parks and facilities meeting the
current and future needs of all age groups in Tequesta.
Policy: 1.1.1 Provide recreation facilities which offer sufficient choice and variety for all age
groups.
Policy: 1.1.2 Continue the implementation of recreation programs for Tequesta Park that
complement and enhance the use of the Village's recreational facility assets, with periodic
evaluations of how these programs are meeting the recreation needs of the Village.
2. Ingress and egress to property and proposed structures thereon with particular reference to
automotive and pedestrian safety and convenience, traffic flow and control, and access in case
of fire or catastrophe.
Response: Proper ingress and egress have been maintained for the building, the parking areas,
and the public park. Accessibility has also been incorporated with several new paths leading to
and from the building. The safety of Village residents is a primary goal.
3. Off-street parking and loading area, where required, with particular attention to the items in
subsection (2) of this section.
5
Page 294 of 451
Agenda Item #17.
Response: The off-street parking and loading area is existing and has been reconfigured to
ensure the safety of residents and provide accessibility for all. The particular nature of this use
does not require the presence of a loading zone due to there not being a regular need for either
package delivery or pickup. Parking is deficient for the proposed use and as such a variance has
been requested.
4. Nuisance factors detrimental to adjacent and nearby properties and the village as a whole.
Nuisance factors shall include but not necessarily be limited to noise, odor, smoke, glare,
electrical interference and/or mechanical vibrations.
Response: The proposed use is part of a community amenity and public park. There are no
nuisance or detrimental factors associated. Active and passive recreational activities are
provided with no detrimental effects to surrounding property.
5. Utilities, with reference to location, availability and compatibility.
Response: As stated, this is an existing use on the subject property. The proposed facility is an
important upgrade and enhancement to the existing facility. All utilities are available for the
proposed use and are both located properly and compatible.
6. Screening and buffering, with reference to type, dimensions and character.
Response: Per the land development code the use is required to have a 5 foot landscape buffer
with both trees and shrubs. The character of said buffer is extremely thoughtful in creating the
appropriate screening effect and being aesthetically pleasing. Additionally, the use of primarily
native species is in keeping with Village policies and good planning practice.
7. General compatibility with adjacent properties and other property in the district.
Response: It is without question that the Community Center Use is compatible with the adjacent
properties and other property within the district. The use is existing on the subject property and
is a permitted special exception use within this zoning district.
8. Whether the change suggested is out of scale with the needs of the neighborhood or the village.
Response: As outlined in Policy 1.1.2 and Goal 1.0.0 of the Village of Tequesta Comprehensive
Plan, the facilities within the Recreation Open Space District need to adequately provide for the
current and projected recreational needs of the Village. Additionally, periodic evaluations are to
determine if the facility meet the needs of the Village. The Needs Assessment conducted for the
village of Tequesta incorporated a variety of data and community outreach. The proposed
Community Center is a direct result of the outcome of the Needs Assessment and aligns with the
Goals, Objectives, and Policies of the Comprehensive Plan.
9. Any special requirements set out in the schedule of site regulations in section 78-143 for the
particular use involved.
no
Page 295 of 451
Agenda Item #17.
Response: The requirements set out in Section 78-143 have been incorporated into the site
design. The site is in compliance with applicable code requirements and the minimum relief has
been requested in the form of a variance.
W-MTLV.Trr''r.-"L
Per the Goals, Objectives, and policies of the Village of Tequesta Comprehensive Plan it was determined
through a needs assessment that a new Community Center was vital on the subject property. As a direct
result of this conclusion REG Architects and Cotleur & Hearing are proposing a new Community Center
for the Village of Tequesta. Per Code Section 78-179, any use on a Recreation Open Space zoned
property is a special exception use. The proposed use is existing on the subject property and meets all
criteria outlined in the special exception process. On behalf of the Village of Tequesta we humbly
request approval of this special exception use.
7
Page 296 of 451
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Agenda Item #18.
Regular Council
STAFF MEMO �
Meeting: Regular Council -Aug 13 2020
Staff Contact: Nilsa Zacarias, Director of Department: Community Development
Community Development
VAR 4-20: Application from the VILLAGE OF TEQUESTA, for a variance from the requirement of
Sec. Section 78-705 (required number of parking spaces) to allow for 55 parking spaces, where the
code requires 60 parking spaces. The subject property is located at 399 Seabrook Road, Tequesta,
Florida, 33469.
SUMMARY:
VAR 4-20: Application from the VILLAGE OF TEQUESTA, for a variance from the requirement of Sec.
Section 78-705 (required number of parking spaces) to allow for 55 parking spaces, where the code
requires 60 parking spaces. The subject property is located at 399 Seabrook Road, Tequesta, Florida,
33469.
ATTACHMENTS: U
Final - VAR 4-20 CC Staff Report
20-0710 VOT-CC Variance Application
20-0612 VOT-CC Owner Consent
20-7020 VOT-CC Variance Request Justification
20-0723 VOT-CC Variance & Special Exception Drawings
Page 314 of 451
Agenda Item #18.
VILLAGE OF TEQUESTA
Department of Community Development
Staff Report —Village Council Hearing —August 13, 2020
Petition No. — VAR 4-20
APPLICANT: REG Architects Inc.
Rick Gonzalez AIA, President
120 South Olive Avenue, Suite 210
West Palm Beach, FL 33469
OWNER: VILLAGE OF TEQUESTA
REQUEST: VAR 4-20: Application from the VILLAGE OF TEQUESTA, for a variance from the
requirement of Sec. Section 78-705 (required number of parking spaces) to allow for
55 parking spaces, where the code requires 60 parking spaces. The subject property is
located at 399 Seabrook Road, Tequesta, Florida, 33469.
LOCATION: 399 Seabrook Road
Tequesta, FL 33469
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Page 315 of 451
Agenda Item #18.
PETITION FACTS
a. Total Gross Site Area: 170,333.19 sq. ft. (3.91 Acres)
b. Total Community Center Facility Area: 14,799 sq. ft. (Gym: 5,043 sq. ft., Adult Activity: 1,523 sq. ft.,
Youth Activity: 1,688 sq. ft., Kids Zone: 825 sq. ft., & Administrative Offices 643 sq. ft.)
Land Use and Zoning
EXISTING LAND
FUTURE LAND USE
ZONING
USE
Recreation and
Recreation and
R/OP Recreation
SUBJECT PROPERTY
Open Space
Open Space
and Open Space
North
Multi -family
Residential —
R-2 (Multi Family
Tequesta Gardens
q
Residential
Medium Density
Dwelling District)
South
Jupiter in the Pines,
C-1 (Neighborhood
First Baptist Church, &
Commercial (C)
Commercial (C)
Commercial
Tequesta Professional
District)
Centre
East
Lighthouse Art Centre
C-1 (Neighborhood
Inc., Church of the
Commercial (C)
Commercial (C)
Commercial
Good Shepard, & Stop
District)
and Shop/ Jupiter in
the Pines
West
Multi -family
Residential —
R-2 (Multi Family
Tequesta Gardens
Residential
Medium Density
Dwelling District)
1. BACKGROUND
The Village of Tequesta contracted REG Architects to design and apply for permits for the proposed
Community Center facility. The Applicant is proposing a 14,799 square foot recreational facility to
replace the existing building. The proposed Community Center includes the following land
development applications: special exception use, variance, and site plan review. This subject application
is requesting a variance from the requirement of Section 78-705 (required number of parking spaces)
to allow for 55 parking spaces, where the code requires 60 parking spaces.
The proposed Community Center will be located at Constitution Park, at the same address where the
existing facility is currently in place at 399 Seabrook Road, Tequesta, Florida, 33469. The current 6,837
square foot Community Center was constructed in 1963, and recently condemned and vacated.
In 2019, the Village prepared a Community Center Master Plan - Needs Assessment and Conceptual
Design Plan. The purpose of this document was to evaluate the need for a new Community Center
building based on (1) demographics and socioeconomic data, (2) programming and building
deficiencies; (3) surveys and community meetings, (4) the Village's comprehensive plan and (5) existing
inventory in terms of recreation programs and open space.
2
Page 316 of 451
Agenda Item #18.
The Master Plan document included three (3) chapters as follows:
Chapter A: Existing Conditions and Needs Analysis
o Demographics and Socio-Economic Analysis
o Comprehensive Plan - Recreation & Open Space Element
o Recreation and Open Space Inventory
o Existing Recreation Programming and Building Conditions
Chapter B: Community Outreach
o Meetings
o Surveys
Chapter C: Proposed Conceptual Design Plans
o Summary of Process
o Programing and Architectural Drawings
Chapter A: Existing Conditions and Needs Analysis
Evaluates demographics and socio-economic indicators as part of a needs assessment study. This
section includes information about population, household type, age, race, ethnicity, employment,
income level and housing for residents in Village of Tequesta. Chapter A also presents existing
conditions and deficiencies of the Recreation Center building.
The subject report presents the demographic and socio-economic information in numerous tables
based on the U.S. Census data and highlights the following trends in the Village:
• The population projection (permanent and seasonal population) will surpass 7,000 people by the
year 2035 (Table 113).
• The number of families with children under 18 years old continues to increase (Table 2).
• The number of children under 5 years old increased from 1.9% to 4.4% (Table 3).
• The number of residents 45 years and older accounts for 58.9% of the total population (Table 3).
• The Village's residents have a high education level: a total of 70.6% of the population have college
degrees or some years of college attendance (Table 6).
• In terms of income, 43.7% of the residents have income below $50,000; 25.8% have income
between $50,000 and $100,000; and 30.4% have income above $100,000 (Table 10).
• The number of families with children under 18 years old and whose income is below the poverty
level increased from 3.8% to 5.5%. Overall, the poverty level in the Village of Tequesta is lower
than that of Palm Beach County (Table 11).
• There is a high level of housing ownership: 79.6% of the residents own their homes while 20.4%
are tenants (Table 12).
• In terms of housing value, 53.5% of the housing stock is valued at lower than $300,000 (Table 13).
• 41.6% of occupied rental units cost between $1,000 and $1,500 monthly rent (Table 14).
The demographic and socio-economic analysis supports a need for increasing the number and type of
programs offered by the Recreation Center. The Village of Teguesta's changing demographics and the
variety of income levels support the need for programs that can benefit young children, working
parents, active adults, school age children and senior residents.
3
Page 317 of 451
Agenda Item #18.
In summary, the demographics and socio-economic analysis indicates that the Village population is well
educated, with a growing number of families with young children, and a large number of residents who
are age 45 and older. The high rate of home ownership indicates stability in comparison to the
temporary character of rental communities. In terms of income, the data indicates that the Village is a
mixed income community with 43.7% of the residents having an annual income below $50,000.
The Village is home to a number of educational facilities including the Lighthouse Art Center, private
grade schools, and tutoring facilities that offer programs to grade school children. However, there are
few gathering places for activities such as gymnasiums and event rooms. As indicated in the report, 184
Tequesta residents live in Assisted Living Facilities who would welcome the opportunity to participate
in-group and interactive programs.
Mr. Jose Rodriguez, Village of Tequesta's Building Administrator, conducted a visual examination and
inspection of the Recreation Center building to determine the current condition of the existing
building's components and to report on any deficiencies regarding building systems, components, and
accessibility. He conducted his examination based upon current industry standards, the Florida Building
Code and the National Electrical Code. Please see complete report in Chapter A.
As part of his summary, Mr. Rodriguez indicates, "Overall, the Building appears to be in poor condition,
is non-ADA compliant, and does not meet current wind load requirements. Also, the Building likely
contains mold and asbestos. I observed numerous deficiencies within the Property and I have included a
list of estimated costs to repair/replace those items (excluding the cost of asbestos removal). It should
be noted that an existing building must meet the same construction standards as a new building if the
cost of the renovation of the building equals or exceeds 50°a of the building's market value and, in this
case, it is likely that the cost of renovating the Building would exceed 50% of its market value. The
purpose of this Report was to identify general items of concern".
Chapter B: Community Outreach
The report presents a summary of the community outreach effort to listen, provide information and
obtain feedback from Tequesta's residents regarding the Community Center initiative. The meetings
included Home Owner Associations (HOA), public events and open forums. The community outreach
effort included the following HOA meetings: Shay Play, Tequesta Pines, Tequesta Gardens, Cypress
Ridge and Whitehall. In terms of public events, approximately 200 people were provided information at
the Tequesta Fest on November 24, 2018, and more at the Food Truck Pow Wow held on March 1,
2019.
Open forums were organized at the Village Hall for the purpose of presenting conceptual designs and
receiving input from the residents (3/27/19 and 3/30/19). Community input was also gathered by
surveys the results of which are presented in this document.
Chapter C: Proposed Conceptual Design
The report provides information regarding the different steps that were taken to arrive to the current
conceptual architectural design. Meeting notes indicate that in April 2017, a conceptual design for a
new Recreation Center to be located in Remembrance Park was requested. As part of this process, a
Design Committee was organized, the Village published a Request for Proposal, and REG was selected
to prepare the conceptual design that is presented in this document. On April 1, 2019, the Village
4
Page 318 of 451
Agenda Item #18.
Council appointed five (5) residents to the Community Center Advisory Committee. This Committee
held its first meeting on April 10, 2019.
The 2019 Community Center Master Plan -Needs Assessment and Conceptual Design Plan- concluded
that the Village's demographics and the community input support the need for more recreation
programs. The current Recreation Center is at capacity to offer additional programs and has a
number of building deficiencies. The findings presented in that report strongly suggested building a
new facility that can accommodate the growing needs of the Village's residents.
This conclusion is supported by the 2018 Comprehensive Plan, Objective 1.1, which requires the Village
to "Maintain community and neighborhood parks and facilities meeting the current and future needs of
all age groups in Tequesta."
II. STAFF ANALYSIS
The subject application is located in the Recreation and Open Space R/OP Zoning District. The Applicant
is proposing to build a one (1)-story 14,799 square foot recreational facility including one (1)
monument sign and revised parking and landscaping plans.
The proposed Community Center includes the following programming:
Gymnasium (5,043 SF)
• Middle School Size Basketball Court
• Two (2) Pickleball Courts
• Volleyball Court
• Family Events (Movie Night, Halloween, Parents Night Out) Local Schools/Homeschool:
Special Events
• Local Schools Physical Education Classes
• Open Play, Leagues, Rentals, JTAA
• Workshops, Seminars, Training, HOA Meetings
• Fencing
• Camps: Summer, Winter, Spring and No School Days Youth Tennis
• Youth Soccer
• Voting
• Drop in Rec: Adult, Youth, and Senior
Adult Activity (1,523 SF)
• Meeting: Clubs, HOA, Special Interest Groups
• Book Clubs, Card Room, Mah Jong
• Training: Rental, Village Departments
• Summer Camp Movie Room
• Classes: CPR, Village Dept., Self Defense, Workshops, Seminars
• Exercise, Stretch & Tone, Yoga, Tai Chi
Youth Activity (1,688 SF)
• Gymnastics, Mommy & Me, Ninja Warrior
• Dance, Exercise Classes, Fencing, Fitness
• Camps: Summer, Winter, Spring, and No School Days After -School Programs
• Youth Soccer
5
Page 319 of 451
Agenda Item #18.
• Voting
Kids Zone (825 SF)
• Summer Camp
• Movie Room
• Birthday Parties
• Gaming
• Teen Center
• Pool Table
• Skee Ball
• Ping Pong
ADMINISTRATIVE OFFICES (643 SF)
OTHER:
• Storage
• IT
• Mechanical/Electrical Room
• Lobby
• Circulation
• Exterior (Rear and Front Porches)
• Restrooms
The subject application is required to provide 60 parking spaces per Sec. 78-705. Required number of
parking space (5), (12), and (35):
• "(5) ... personal service (Gym): One space per 200 square feet of gross floor area,"
• (12) Governmental use (other than post office): One space per 300 square feet of gross floor
area.
• (35) Mixed uses: In the case of mixed uses (exclusive of shopping centers), the total requirement
for off-street parking shall be the sum of the requirements of the various uses computed
separately. "
The parking spaces were calculated as follows:
• 7,184 SF Gym parked at 1 space per 200 SF. = 35.92 parking spaces
• 71176 SF remainder Community Center parked at 1 space per 300 SF = 23.92
• Total required: 60 parking spaces
The applicant is requesting a variance from the requirement of Section 78-705 (required number of
parking spaces) to allow for 55 parking spaces, where the code requires 60 parking spaces.
With regard to the subject Variance application, per Sec. 78-65 (a (2), the Planning and Zoning Board
"Authorize upon application in specific cases such variance from the terms of this chapter as will not
be contrary to the public interest, where, owing to special conditions, a literal enforcement of the
provisions of this chapter will result in unnecessary hardship. The power to grant any such variance
0
Page 320 of 451
Agenda Item #18.
shall be limited by and contingent upon a finding by the planning and zoning board or village council
that:
a. Special conditions and circumstances exist which are peculiar to the land, structure, or building
involved and which are not applicable to other lands, structures or buildings in the same zoning
district.
b. The special conditions and circumstances do not result from the actions of the applicant.
c. Granting the variance requested will not confer on the applicant any special privilege that is
denied by this chapter to other lands, buildings or structures in the same zoning district.
d. Literal interpretation of the provisions of this chapter would deprive the applicant of rights
commonly enjoyed by other properties in the same zoning district under the terms of this
chapter and would work unnecessary and undue hardship on the applicant.
e. The variance granted is the minimum variance that will make possible the reasonable use of
the land, building or structure.
f. The grant of the variance will be in harmony with the general intent and purpose of this
chapter and such variance will not be injurious to the area involved or otherwise detrimental to
the public welfare."
III. FINAL REMARKS
The proposed facility includes the following land development applications: special exception use,
variance, and site plan review. The notice of hearing of the subject application was advertised on the
Palm Beach Post on August 3, 2020. The legal notice was mailed to property owners within a 300-foot
radius of the property.
The Village Council will conduct an Electronic Public Hearing utilizing Communications Media
Technology due to the COVID 19 health emergency on Thursday, August 13, 2020 at 6:00 p.m.
Communications Media Technology will be used to constitute a quorum of the Village Council and
Public Participation will occur using Communications Media Technology.
The 2019 Community Center Master Plan -Needs Assessment and Conceptual Design Plan- concluded
that —the Village's demographics and the community input support the need for more recreation
programs. The current Recreation Center is at capacity to offer additional programs and has a number
of building deficiencies. The findings presented in that report strongly suggested building a new facility
that can accommodate the growing needs of the Village's residents. The current 6,837 square foot
Community Center was constructed in 1963, and recently condemned and vacated.
7
Page 321 of 451
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Agenda Ite 8. -----------------------
+ "' r
' DEPARTMENTAL USE ONLY
VILLAGE OF TEQUESTA Ck. #
Department of Community Development Fee Paid:
345 Tequesta Drive Intake Date:
Tequesta, Florida 33469
Ph: 561-768-0451 / Fax: 561-768-0698 PROJECT #:
www.tequesta.org '
-------------------------
APPLICATION FOR VARIANCE
PLANNING &ZONING BOARD (Single Family) � Meeting Date:
VILLAGE COUNCILMeeting Date:
PROJECT NAME: Village of Tequesta - Community Center @ Constitution Park
PROJECT ADDRESS: 399 Seabrook Road, Tequesta, FL 33469
Applicant Name: REG Architects Inc., Rick Gonzalez AIA, President
Applicant Address: 120 South Olive Avenue, Suite 210, West Palm Beach, FL 33401
Applicant Phone No.: 561-659-2383 Fax No.:
Cell Phone No.: E-mail Address: Rick@regarchitects.com
Provide written approval from the property owner, if other than the applicant.
Property Owner's Name: Village of Tequesta
Property Owner's Address: 345 Tequesta Drive, Tequesta, FL 33469
Property Owner's Phone No.: 561-768-0700 Fax No.: E-mail Address: fallen@tequesta.org
NATURE OF VARIANCE: A variance is requested to reduce the total number of parking spaces from 60 per code to 55
55 represents the max. number of spaces feasible in response to the site constraints. The total number of spaces consists
of the existing spaces on site and proposed spaces along Dover Rd.
Digitally signed by Rick Gonzalez, AIA
DN: cn=Rick Gonzalez, AIA, o=REG Architects
Rick Gonzalez, AIA Inc., ou=President,
email=rick@regarchitects.com, c=US
SIGNATURE OF APPLICANT: Date: 2020.07.09 17:38:13-04'00' DATE:
NOTE: APPLICANT SHALL INCLUDE THE FOLLOWING ITEMS WITH THIS APPLICATION:
1) Current survey or site plan of property showing all structures and setbacks.
2) Drawings to scale of proposed improvements.
3) Variance Criteria Response — page 2 of application.
4) Any other documentation pertinent to this application.
5) List and map of all property owners within 300' radius of the outermost perimeter of subject property, obtained from PBC
Property Appraisers Office. Labels of each property owner must be affixed to stamped self-adhesive envelopes with a Village of
Tequesta return address label.
6) 15 Copies of all submittal documents.
7) Application Fee of: A) Single Family: $ 300.00 C) Multiple Family $ 1000.00
B) Duplex: $ 700.00 D) Commercial $ 1000.00
To cover all additional administrative costs, actual or anticipated, including, but not limited to, engineering fees,
consultant fees and special studies, the applicant shall compensate the village for all such costs prior to the processing of
the application or not later than 30 days after final application approval whichever is determined as appropriate by the
village. Failure to make such payment may be grounds for not issuing a building or zoning permit, certificate of occupancy
or completion.
Costs associated with advertising for public hearings and other public notice requirements are the responsibility of the
applicant. The fee shall be paid prior to such application being scheduled for a public hearing requiring notice.
Page 324 of 451
Agenda Item #18.
JUSTIFICATION OF VARIANCE: You must provide a response to each of the following questions per Zoning Code Sec. 78-65 (2)
a.-f. If additional space is needed, please attach extra pages to this application. If your variance request is related to the public
waters of the state comprising the Loxahatchee River and the Intracoastal Waterway and all creeks, canals or waterways or
tributaries connected therewith, located within the geographical boundaries of the Village, you must also address the ten criteria
listed in the Sec.76-7 (next page).
Also, see attached corresponding justification statement
1. Special conditions and circumstances exist which are peculiar to the land, structure, or building involved and which are not applicable
to other lands, structures or buildings in the same zoning district.
The subject property has existing facilities constructed on the property and such is bound by certain constraints that do not impact other
properties. The maximum amount of parking has been fit onto the subject property and has been placed in convenient locations. The
existing conditions are proposed to be improved to the greatest extent possible, but the restrictions created y the exiting conditions
require a variance.
2 The special conditions and circumstances do not result from the actions of the applicant.
No special conditions or circumstances are a result of the Applicant's request. This is the minimum variance being requested. If space
allowed, the Applicant would not choose to process a variance request.
3 Granting the variance requested will not confer on the applicant any special privilege that is denied by this chapter to other lands,
buildings or structures in the same zoning district.
No special privilege would be granted if the variance was approved. The conditions were created by an older existing development.
A shared parking agreement can be achieved at a later date. The proposed improvements are substantially better than existing conditions.
4 Literal interpretation of the provisions of this chapter would deprive the applicant of rights commonly enjoyed by other properties in
the same zoning district under the terms of this chapter and would work unnecessary and undue hardship on the applicant.
The literal interpretation of the code requirements in this situation could substantially impact the existing site and the public park. Not only
would open space areas have to be eliminated, but trees would as well. A small reduction in required parking will benefit the property and
the surrounding area.
5 The variance granted is the minimum variance that will make possible the reasonable use of the land, building or structure.
This is the absolute minimum variance needed to make possible the reasonable use of the site, 60 parking spaces are required per the
parking code and 55 spaces are provided. These spaces are properly located and are to be constructed to code. Additional parking
spaces cannot be constructed on the property in its current and existing layout.
6 The grant of the variance will be in harmony with the general intent and purpose of this chapter and such variance will not be
injurious to the area involved or otherwise detrimental to the public welfare.
The granting of this variance will be in harmony with the purpose and intent of this chapter. As stated, the literal interpretation of the code
in this circumstance would reduce the open space and recreational activity area. Additionally, mature landscaping would have to be
removed. The request will not be injurious tot the area. The proposed improvements tot the subject site will drastically improve the area.
Page 325 of 451
Agenda Item #18. Also, see attached corresponding justification statement
Sec. 76-7. Variances. (to be completed only if Variance request is related to Waterway Control)
(a) Any person desiring a variance from the terms of this chapter shall make application for such variance to the zoning board of adjustment of
the village in accordance with the procedures set forth in this section.
(b) In order to authorize any variance from the terms of this chapter, the Board of Adjustment MUST find with respect to the proposed project as
follows:
(1) The variance being requested meets the definition of the term "variance" as that term is used and understood in chapter 781 zoning.
Variance means a variation from the district requirements of this chapter which is granted by the zoning board of adjustment, where such
variance will not be contrary to the public interest and where, owing to conditions peculiar to the physical characteristics of that particular
property and not the result of the actions of the owner, agent, or applicant, a literal enforcement of this chapter would result in
unnecessary and undue hardship.
The variance being requested does meet the definition highlighted in Chapter 78.
(2) No hazardous condition would be created.
Absolutely no hazardous conditions are created by the granting of this variance. The existing conditions are proposed to be
improved to the maximum extent possible given the available site constraints.
(3) The flow of water would not be impeded or interfered with.
Site drainage has been improved through the proposed site changes. The flow of water is not being interfered with by granting
of this variance.
(4) No obstruction to navigation would occur.
No obstruction to site navigation is a result fo the granting of this variance.
(5) It would not interfere with traditional public uses of the waterway including, but not limited to, swimming, fishing, or boating.
The property is not located near any water and the granting of this variance would not impact any recreational activities.
(6) It would not create an appreciable obstruction of waterway views or otherwise detract from aesthetic values.
The proposed variance is only for a reduction in required parking and minor reduction in landscape island width due to existing
conditions. No obstruction of views is possible and no aesthetics are impacted.
(7) It would not appreciably disrupt, interfere with, or disturb marine or benthic life.
No marine or benthic life is proposed to be disturbed as part of this project.
(8) It would not contribute to the pollution of the waterway or the degradation of its condition.
No waterway is to be impacted by this project. The existing facility is on a Inad locked parcel and will not pollute or degrade any
waterway.
(9) It would not interfere with the lawful rights of riparian owners.
No riparian owner will be impacted by the granting of this variance.
(10) It would be consistent with any other applicable laws, rules or plans.
The requested waiver is consistent with the purpose and intent of the code. All other aspects of the site have been proposed
to meet or exceed the requirements wet within the code. The existing conditions are being greatly improved.
Page 326 of 451
Agenda Item #18.
OWNER'S CONSENT
The Village of Tequesta, Florida ("Owner"), a Florida municipal corporation organized and
existing in accordance with the laws of the State of Florida, certifies that it is the owner of the
property located at 483 Seabrook Road, Tequesta, Florida 33469 ("Subject Property") and
expressly consents to the use of the Subject Property as described in this development
application and to all conditions that may be agreed to as a part of the approval of this
development application, which may be imposed by the decision making board.
Owner hereby authorizes REG Architects, Inc., as agent, to file development
applications and represent Owner at any and all meetings and hearings required far the
approval of this development application.
owner's Signature.- A&n A Date:
o qe-
Name/Title of Signa o
C ery\\l Cko e, 6, r
THE STATE OF FLORIDA
COUNTY OF PALM BEACH
0'
The foregoing instrument was acknowledged before me by means of P0000physical presence or
online El notarization this day of May, 20203 by
le. re m v A who is personally known to me or who has produced
as identification and who did/did not take an oath, and who stated
that he/she executed same on behalf of the Village of Tequesta for the purposes therein
expressed.
(Seal)
NOTARY PUBLIC, state of oriel
1DEBRA ANN TELFRIN
0
41
1' CommL"ion # GG 027898
r = Explivs January 5,, 2021
Uv&d Tin Tmy Fab Mn" $WM5.701 9
Page 327 of 451
t7:I RKA, &
t�C'3ff ;ur&
1 tearing
I '• N G t A N D S-CA PE ARCHITECTURE 4- TR A�M S R0R TAT 10IN! 1 92...E COMMERCE LANE - SUITE I
Village of Tequesta-Community Center
Variance Request
Justification Statement
July 20, 2020
REQUEST
On behalf of the Village of Tequesta, REG Architects and Cotleur & Hearing are proposing a new
Community Center at Constitution Park located at 399 Seabrook Rd, Tequesta, FL 33469. The proposed
Community Center is 14,799 square feet and is to be constructed in place of the existing Community
Center. In addition to providing several new indoor amenities within the proposed Community Center, it
will also house several important Village offices.
After substantial research and community involvement, as highlighted in the Village of Tequesta
Community Center Master Plan Needs Assessment & Conceptual Design Plan, the need for this
upgraded facility has become all too clear. Factors such as economic income and demographics suggest
this is both the right time and the right location for this facility. Per Policy 1.1.2 of the Comprehensive
Plan, periodic evaluations should be conducted to ensure the facilities provided on recreation open
space properties are meeting the needs of the Village. In accordance with this request a needs
assessment was conducted and an evaluation of the existing Community Center prepared. The outcome
of this assessment signaled the necessity of a new Community Center in this location. As part of this
needs assessment a condition report was conducted by the Building inspector to review compliance
with Florida Building Code. The outcome of this inspection indicates that the replacement of the facility
is vital from a needs and safety standpoint.
As stated, the proposed Community Center will be placed in the location of the existing center. Due to
the existing development of the property, the surrounding area, and the orientation of the existing
amenities and public park, this is the best location. In any property redevelopment there are factors that
restrict the site, and if old enough, can cause nonconformities with newer code sections. The Applicant
is requesting approval of a variance for 5 parking spaces less than what is required by code due to
existing site constraints. This variance is not being requested due to decisions made by the Applicant.
The existing public park orientation significantly reduces the opportunity to expand the existing parking
field. The Applicant has taken advantage of the 25% compact parking space code allowance, but this has
not afforded a significant number of additional spaces.
141CTr)RV
The existing 6,837 square foot community center located at 399 Seabrook Rd, Tequesta FL 33469 was
constructed in 1963. Constructed as part of Constitution park, the existing Community Center has served
the Village of Tequesta for many years. However, the age of the facility and its relatively small size no
longer fit with the needs of the Village or its residents. The existing building has 3 main recreational
rooms totaling approximately 4,043 square feet. In addition, there are several administrative and
director offices, a kitchenette, storage areas, and restrooms. The existing building has recently been
condemned by the Village of Tequesta.
Page 328 of 451
Agenda Item #18.
SURROUNDING PROPERTY
The below Table 1 shows the adjacent parcels' Future Land Use Designation, Zoning Designation, and
existing Land Use.
TABLE 1
SURROUNDING LAND USES
NAME OF BUSINESS/
LAND USE
ZONING
EXISTING USE
APPROVED USE
SUBDIVISION
DESIGNATION
DESIGNATION
TEQUESTA GARDENS-
RESIDENTIAL-
MULTI -FAMILY
SECTION A
MEDIUM DENSITY
RESIDENTIAL -CONDOS
NORTH
R 2
YES
& RECREATION
AND OPEN SPACE
JUPITER IN THE
RESIDENTIAL-
SINGLE-FAMILY
R 1
YES
PINES- SECTION B
LOW DESNITY
RESIDNETIAL
FIRST BAPTIST
OTHER PUBLIC
CHURCH- PLACE OF
YES -SPECIAL
R 1
SOUTH
CHRUCH
FACILITIRES
ASSEMBLY
EXCEPTION
TEQUESTA
COMMERCIAL -
PROFESSIONAL
COMMERCIAL
C-1
BUSINESS
YES
CENTRE
LIGHTHOUSE ART
OTHER PUBLIC
COMMERCIAL- NON-
� 1
YES
CEIVTRE INC.
FACILITIES
PROFIT
CHURCH OF THE
RESIDENTIAL-
CHURCH- PLACE OF
YES- SPECIAL
EAST
R 1
GOOD SHEPARD
LOW DENSITY
ASSEMBLY
EXCEPTION
STOP &SHOP/
COMMERCIAL- RETAIL
COMMERCIAL
C-1
YES
JUPITER IN THE PINES
TEQUESTA GARDENS-
RESIDENTIAL-
MULTI -FAMILY
WEST
R 2
YES
SECTION B
MEDIUM DENSITY
RESIDENTIAL- CONDOS
Requested Variances
TABLE 2
Variance Table
#
CODE SECTION
CODE REQUIRED
PROVIDED
MINIMUM VARIANCE
REQUEST
1
SEC. 78-705
60 PARKING SPACES
55 PARKING SPACES
VARIANCE OF 5 PARKING
SPACES
Per code requirements, the existing parking configuration has several minor nonconformities that have
been present since the code was revised. These nonconformities are not being expanded and do not
require a variance. The Applicant is requesting a variance to the requirements of Chapter 78 of the land
development code for section 705. This code section details the requirement for the number of parking
spaces required. The location and configuration do not provide any opportunity to provide additional
parking spaces.
2
Page 329 of 451
Agenda Item #18.
Required Parking Spaces: SEC. 78-705,
The proposed Community Center building is required to have 60 parking spaces per the Village
of Tequesta land development code. The Applicant is proposing 55 parking spaces. It should be noted
that this is a significant improvement from the parking currently being provided. Due to the available
space for the proposed Community Center, there is no opportunity to create additional parking spaces.
The proposed Community Center is 14,799 Square feet. This means that the required number of parking
spaces is 60. The proposed site plan includes 55 parking spaces. A variance is being requested for the
reduced number of parking spaces provided on the site plan. This property will not require the receipt or
distribution of materials or merchandise (Sec. 78-696). No loading zone is proposed as part of this site
plan.
7,184 SF Gym parked at 1 space per 200 SF. = 35.92 parking spaces
7,176 SF remainder Community Center parked at 1 space per 300 SF = 23.92
1
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*Additional 439 SF shown on site data is not calculated in parking due those areas being the front and
rear porch SF.
VARIANCE JUSTIFICATION
1. Special conditions and circumstances exist which are peculiar to the land, structure, or building
involved and which are not applicable to other lands, structures or buildings in the same zoning
district.
Response: The subject property has existing facilities constructed on the property and such is bound by
certain constraints that do not impact other properties. The maximum amount of parking has been fit
onto the subject property and has been placed in convenient locations. The existing conditions are
proposed to be improved to the greatest extent possible, but the restrictions created by the existing
conditions require a variance.
2. The special conditions and circumstances do not result from the actions of the applicant.
3
Page 330 of 451
Agenda Item #18.
Response: No special conditions or circumstances are a result of the Applicant's request. This is the
minimum variance being requested. If space allowed, the Applicant would not choose to process a
variance request.
3. Granting the variance requested will not confer on the applicant any special privilege that is
denied by this chapter to other lands, buildings or structures in the same zoning district.
Response: No special privilege would be granted if the variance was approved. The conditions were
created by older existing development. A shared parking agreement can be achieved at a later date. The
proposed improvements are substantially better than existing conditions.
4. Literal interpretation of the provisions of this chapter would deprive the applicant of rights
commonly enjoyed by other properties in the same zoning district under the terms of this
chapter and would work unnecessary and undue hardship on the applicant.
Response: The literal interpretation of the code requirements in this situation could substantially impact
the existing site and the public park. Not only would open space areas have to be eliminated, but trees
would as well. A small reduction in required parking will benefit the property and the surrounding area.
5. The variance granted is the minimum variance that will make possible the reasonable use of the
land, building or structure.
Response: This is the absolute minimum variance needed to make possible the reasonable use of the
site. 60 parking spaces are required per the parking code and 55 are provided. These spaces are properly
located and are to be constructed to code. Additional parking spaces can not be constructed on the
property in its current and existing layout.
6. The grant of the variance will be in harmony with the general intent and purpose of this chapter
and such variance will not be injurious to the area involved or otherwise detrimental to the
public welfare.
Response: The granting of this variance will be in harmony with the purpose and intent of this chapter.
As stated, the literal interpretation of the code in this circumstance would reduce open space and
recreational activity area. Additionally, mature landscaping would have to be removed. The request will
not be injurious to the area. The proposed improvements to the subject site will drastically improve the
area.
rnnrh icinn
The Village of Tequesta conducted a Needs Assessment in 2019 to examine the current condition and
location of all Public Community Amenities and Offices. The outcome of this assessment revealed that
the Community Center at Constitution Park was in substantial need of repair, refurbishment, and in
many cases replacement. The presence of prohibited construction materials and the age of the facility
make it a safety concern. REG Architects and Cotleur & Hearing have prepared the proposed site plan
and architecture for the new facility that is to be constructed in the same positioning as the existing. It
was designed this way to reduce construction costs and improve overall functionality.
Due to the existing conditions and the Building placement there are several nonconformities within the
existing parking lot that do not require variances, but one variance is being requested for the number of
required parking spaces. Parking within this subject property is limited and while the site is being
updated these areas must be kept in their existing dimensions due to the subject property orientation.
One variance is being requested for the proposed site plan, and it is related to the existing parking lot.
The variances are a result of code section 78-705 and propose 5 parking spaces less than what is
required by code.
Page 331 of 451
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Agenda Item #19.
Regular Council
STAFF MEMO �
Meeting: Regular Council -Aug 13 2020
Staff Contact: Greg Corbitt, Director of Parks and Department: Parks and Rec
Recreation
Approve Request for a Temporary Trailer for Office Space to be Located at 465 Seabrook Road,
Tequesta
CEMEW
Request from Greg Corbitt, Village of Tequesta Parks and Recreation Director, for a temporary trailer
for office space to be located at 465 Seabrook Rd, Tequesta.
Letter to Village Council - Proposed Location of Temporary Office Trailer 7.23.2020 Upload
Agenda Item Memorandum - Temporary Office Trailer - 7.23.2020 Upload
Sec. 78-611 612. Temporary Trailers - Code Sections Upload
Site Plan - 465 Seabrook Rd - Proposed Location of Temporary Trailer
Page 349 of 451
Agenda Item #19.
V'111age
of Tequesta
561'76 8'0700
www.tequesta.o,g
July ZZ,ZO2O
Honorable Mayor and Village Council
Village ofTequesta
545TequestaDrive
Tequesta,FL33469
Dear Honorable Mayor and Village Council:
Onbehalf ofthe Village ofTequestaParks and Recreation Department, |arnseeking approval
fora temporary trailer for use as office space while the new Parks and Recreation building is
under construction. The site for the proposed temporary trailer is46SSeabrook Road,
Tequesta,F|orida 33469. The proposed temporary trailer measures 4O'xl2',per the attached
The proposed location for the temporary trailer, shown on the attached site plan, does not
meet the R,l zoning district front and side setbacks due to a hardship concerning safety (see
attached Village ofTequestaCode section 78-6lZ). However, Ibelieve the proposed location
for the temporary trailer is the safest location to accommodate Parks and Recreation
Department staff, and for purposes of public safety.
Please consider this proposed temporary trailer for approval.
Sincer l
Greg Corbitt
Parks and Recreation Director
Village ofTequesta
Vice -Mayor Kyle Stone Mayor Abby Brennan Council Member Laurie Brandon
Council Member Frank DAmbra Council Member Bruce Prince
Village Manager Jeremy Allen
Page 350 of 451
Agenda Item #19.
Memorandum
To: Jeremy Allen, Village Manager
Cc: Honorable Mayor and Village Council
From: Jose Rodriguez, Building Director
Date: July 23, 2020
Subject: Request for Temporary Office 465 Seabrook Rd
This agenda item is submitted for your review and consideration. This is a request from
the applicant, Greg Corbitt, Village of Tequesta Parks and Recreation Department
Director, for a temporary office trailer to be located at the front corner of 465 Seabrook
Rd, Tequesta. The proposed location of the temporary office trailer is optimal in terms
of ensuring the safety of the Parks and Recreation Department staff and the public. The
setbacks do not apply because the trailer will be in place temporarily.
It is my recommendation to approve this temporary office trailer because of the
aforementioned reasons.
Page 351 of 451
Agenda Item #19.
VILLAGE OF TEQUESTA CODE OF ORDINANCES
CHAPTER 78 — ZONING
ARTICLE IX. — SUPPLEMENTAL REGULATIONS
DIVISION 10. — OCCUPANCY OR USE OF TEMPORARY STRUCTURES, TRAILERS OR VEHICLES
Sec. 78-611. - Construction offices.
(a) On construction sites, trailers, temporary structures, or vehicles used for construction offices on a
construction site or in a subdivision shall be permitted during the period of construction only after a
building permit for the construction job has been issued.
(b) Such trailers, temporary structures, or vehicles must be removed from the building site or
subdivision in accordance with the provisions of the Florida Building Code.
(c) Such permitted trailers, structures, or vehicles may be used for sales habitation or promotional
purposes, only upon permission of the village council, and shall be permitted only after receiving a
permit from the building official for each such trailer.
(d) A trailer, temporary structure, or vehicle used for a construction office on a construction site located
within a residentially zoned district of the village shall not have an interior dimension greater than 96
square feet. The interior dimension restriction shall not apply to trailers, temporary structures, or
vehicles which may be permitted for subdivision infrastructure construction. Only one such trailer,
temporary structure, or vehicle used for a construction office on a construction site shall be permitted
for each owner -builder or prime contractor within any given subdivision for which the village has
previously accepted the tangible improvements required prior to the granting of approval of the final
plat.
(Code 1977, app. A, § X(K)(1))
Sec. 78-612. - Other uses.
(a) The intermittent or continual placement, parking, standing or utilization of any trailer, travel trailer or
temporary structure; or vehicle used for storage purposes shall be prohibited in all zoning districts,
except where the placement, parking, standing or utilization of such trailer, travel trailer, temporary
structure or vehicle used for storage purposes is specifically allowed by Code.
(b) Portable storage units (PSUs) shall be allowed in all residential zoning districts and in residential
areas in mixed use zoning districts so long as the following conditions are met:
(1) PSUs must be placed on driveways or approved parking areas; and
(2) PSUs are allowed at a location for no more than 14 calendar days per placement with no more
than two placements per year.
(c) PSUs shall be allowed in nonresidential zoning districts so long as the following conditions are met:
(1) PSUs are only allowed in conjunction with and during the duration of a valid build-ing permit;
and must be removed prior to the issuance of a certificate of occupancy; and
(2) PSUs shall be placed in an area approved by the building official but are not allowed to be
located in a right-of-way, easement, landscape buffer or drainage area; and
(3) PSUs shall be located in such a manner so as not to create a pedestrian or vehicular traffic
hazard.
Page 352 of 451
Agenda Item #19.
(d) A permit must be secured prior to the placement of a PSU. The permit fee shall be in the amount of
the minimum permit fee as set forth in appendix C of the Village Code of Ordinances, as may be
amended from time to time.
(Code 1977, app. A, § X(K)(2); Ord. No. 11-08, § 1, 6-12-2008)
Page 353 of 451
Agenda Item #19.
Site Plan — July 22, 2020
465 Seabrook Road, Tequesta, FL 33469
Temporary Trailer — Office Space
Proposed location of
temporary trailer
for office space
_;
O
.r
Page 354 of 451
Agenda Item #20.
Regular Council
STAFF MEMO �
Meeting: Regular Council -Aug 13 2020
Staff Contact: Greg Corbitt, Director of Parks and Department: Parks and Rec
Recreation
Approve Contract with Willscot, Williams Scotsman, Inc. to Provide Temporary Mobile Office for the
Parks &Recreation Department
• Contract with Willscot, Williams Scotsman, Inc. to provide temporary mobile office for the Parks &
Recreation Department.
• 48' X 12'
• Trailer to be located at 465 Seabrook Rd.
• Total Rental Charges Per Month: $1,555.14
• Total Delivery & Installation Charges: $6,627.68
• Total charges including (24) month rental, delivery, installation, & return $43,951.04.
• Total Additional Services: Skirting $784.00
• (3) Quotes were collected and Willscot was the lowest
BUDGETED AMOUNT: AVAILABLE AMOUNT: EXPENDITURE AMOUNT:
Additional Budgetary Information: Funding Source(s):
P R-B R8900-01 0000003135
P R-B R8900-01 0000003140
P R-B R8900-01 0000003145
Page 355 of 451
Agenda Item #20.
Williams Scotsman, Inc. Your Williams Scotsman Representative Contract Number:1302099
375 Kelly Drive Kenneth Dorsch Revision: 2
FWW
IL`.SCOT West Palm Beach, FL 33411 Phone: (954)406-9139 Date: June 23, 2020
Email: kedorsch@willscot.com
Toll Free: 800-782-1500
Lease Agreement
Lessee: 22816182
Contact: Ship To Address:
Village of Tequesta
Greg Corbett 365 Seabrook Rd
901 N. Old Dixie Hwy
901 N. Old Dixie Hwy JUPITER, FL, 33469
Tequesta, Florida. 33469
Tequesta, FL, 33469
Phone: (561) 254-5251 Delivery Date(on or about):
E-mail: gcorbitt@tequesta.org 7/13/2020
Rental Pricing Per Month
Quantity Price Extended
48x12 Sales Office (4402 Box)
Unit Number: 1 $650.00 $650.00
Property Damage Waiver (11/12)
1 $108.00 $108.00
ADA, 13C Ramp -w/ switchback
1 $346.00 $346.00
ADAIIBC Stair - Rental
1 S53.00 S53.00
General Liability - Allen Insurance
1 S22.00 S2 2.00
Data Hub Rental T2
1 S49.00 S49.00
Holding Tank
1 x week pump out service 1 $307.14 $307.14
Interior Wall -Rental
4 $5.00 S20.00
Minimum Lease Term: 24 Months
Total Monthly Building Charges. $650.00
Subtotal of Other Monthly Charges: $905.14
Total Rental Charges Per Month: $1,555.14
Delivery & Installation
State Approved Building Plans
1 $812.50 $812.50
Foundation 1 Tiedown Plans
1 $100.00 $100.00
Ramp J Stair Plans
1 $187.50 $187.50
Ramp - Delivery & Installation
1 $900.00 $900.00
Ramp - Knockdown & Return
1 $900.00 $900.00
ADAIIBC Step Del & Setup
1 $285.71 $285.71
ADA.IBC Step Dismantle&Return
1 $285.71 $285.71
Delivery Freight - Tank(s)
1 $75.00 S75.00
Interior Wall -Install
4 $5.00 S20.00
Block and Level
1 $1,451.27 S1,451.27
Delivery Freight
1 S537.14 $537.14
Teardown
1 S535.71 $535.71
Return Freight
1 S537.14 $537.14
Total Delivery & Installation Charges: $6,627.68
Final Return Charges'
Due On Final Invoice: $0.00
Total Charges Including ( 24) Month Rental, Delivery, Installation & Return": $43,951.04
Comments
Professional 2 office 1 conference furniture
included at no additional monthly cost. Please contact your local code officials for the following requirements
before signing this quote; -state seal -permit -anchoring (construction grade, footers, piers, sure walls, rebar) -wind load -engineered drawing If these are
required the pricing on this quote may
change to reflect updated needs. These answers will also assist in seeing if we have a matching unit readily
available for your project. Also make sure
all line locates are done prior to delivery of unit. For the safety of the team before setup, please have 811
Sunshine line locates done before delivery.
Customer responsible for permitting if required. If Grade is not level, there will be an additional cost for set.
Grade has to compacted at 2500 -- 3000 PSF. Additional charges may apply if any special equipment is required to spot the unit on the requested site.
Summary of Charges
Model SO4812
QUANTITY: 1
Total Charges for (1) Building(s): $43,951.04
Additional Services: For your convenience, we also recommend the following items (not included in this Agreement)
BY INITIALING BELOW, Lessee: HEREBY ACKNOWLEDGES AND CONFIRMS THAT IT HAS SELECTED THE INITIALED RECOMMENDED ITEMS TO BE ADDED
TO THIS CONTRACT AND AGREES TO PAY THE ADDITIONAL SPECIFIED AMOUNT(S) IN ACCORDANCE WITH THE TERMS AND CONDITIONS OF THIS
CONTRACT.
Initial Recommended Items Billing Frequency Qty Price Extended
Skirting (L) -
Vinyl LF Initial 112 S7.00 M4.00
Page 356 of 451
Agenda Item #20.
- - Williams Scotsman, Inc. Your Williams Scotsman Representative Contract Number:1302099
375 Kelly Drive Kenneth Dorsch Revision: 2
WILLSCOT West Palm Beach. FL 33411 Phone: (954)406-9139 Date: June 23. 2020
Email: kedorsch@willscot.com
Toll Free: 800-782-1500
Skirting Removal - Vinyl LF It;itial 112 S2.00 S224.00
Skirting (M) - Vinyl LF Initial 112 S2.22 $248.64
Page 357 of 451
Agen Item #20.
Williams Scotsman, Inc. Your Williams Scotsman Representative Contract Number:1302099
375 Kelly Drive Kenneth Dorsch Revision: 2
WILLSCOT West Palm Beach. FL 33411 Phone: (954)406-9139 Date: June 23, 2020
Email: kedorsch@willscot.com
Toll Free: 800-782-1500
INSURANCE REQUIREMENTS ADDENDUM
QTY PRODUCT EQUIPMENT VALUEiBUILDING DEDUCTIBLE PER UNIT
1 SO4812 S206385.00 S3000.00
Lessee:Village of Tequesta
Pursuant to the Williams Scotsman Lease Agreement and its Terms and Conditions ("Agreement"), a Lessee is obligated to provide insurance to
Williams Scotsman. Inc. ("Lessor") with the following insurance coverage:
1. Commercial General Liability Insurance: policy of combined bodily injury and property damage insurance insuring Lessee and Lessor
against any liability arising out of the use, maintenance, or possession of the Equipment. Such insurance shall be in an amount not less than
$1.000.000 per occurrence, naming the Lessor as Additional Insured and Loss Payee.
2. Commercial Property Insurance: covering all losses or damage, in an amount equal to 100% of the Equipment Value set forth in the Lease
providing protection against perils included within the classification and special extended perils (all "risk" insurance), naming the Lessor as
Additional Insured and Loss Payee.
By signing below. the Lessee agrees to the terms and conditions stated herein. All other general Terms and Conditions of the Agreement shall
remain the same and in full force and effect. Each party is hereby authorized to accept and rely upon a facsimile or electronic signature of the other
party on this Addendum. Any such signature shall be treated as an original signature for all purposes.
Commercial General Liability Insurance
Lessee elects to participate in the Commercial General Liability Insurance Program, whereby Lessee will receive insurance coverage through
American Southern Insurance Conipacy ("Insurer") and administered by Allen Insurance Group ("Agent"). The Lessee acknowledges and
agrees that the policy issued by the Insurer is a third party liability policy that covers those amounts that Lessee is legally obligated to pay due
to bodily insurance and property damage arising from the proper use and occupancy of Equipment leased from Williams Scotsman up to the
policy limits. Coverage is subject to underwriting and specific terms and conditions set forth in the policy. An outline of cover is available upon
request. By signing below, Lessee understands and agrees that the Lessor is not providing the insurance coverage and serves only as a
billing agent for the Insurer and its Agent; and, accordingly, it assumes no liability therefore.
Signature of Lessee- Print Name: Date:
Damage Waiver Program
Lessee elects to participate in the Lessor's Damage Waiver Program. Lessee understands and agrees that under this program. the Lessor waives, fora
fee, Lessee's obligation to carry Commercial Property Insurance and Lessee's liability to Lessor for repair or replacement of the modular units leased
from Williams Scotsman resulting from loss or damage as specified in the Lease Agreement. Lessee remains liable to Williams Scotsman for the
amount of the damage deductible per unit of equipment noted above. Please refer to the Agreement for specific details on coverage, eXCILisions and
restrictions on coverage. The Property Damage Waiver is not and shall not constitute a contract for insurance.
Signature of Lessee: Print Name: Date:
Please return this signed document with the signed lease agreement
Page 358 of 451
Agenda Item #20.
FW I L LSCOT
Clarifications
Williams Scotsman, Inc.
375 Kelly Drive
West Palm Beach, FL 33411
Your Williams Scotsman Representative
Kenneth Dorsch
Phone: (954)406-9139
Email: kedorsch@wiliscot.com
Toll Free: 800-782-1500
Contract Number:1302099
Revision: 2
Date: June 23, 2020
Final Return Charges are estimated and will be charged at Lessor's market rate at time of return for any Lease Term greater than twelve (12)
months. "All prices exclude applicable taxes. All Lessees and Leases are subject to credit review. In addition to the stated prices, customer
shall pay any local, state or provincial, federal and/or personal property tax or fees related to the equipment identified above ("Equipment"). its value or
its use. Lessee acknowledges that upon delivery of the Equipment, this Agreement may be updated with the actual serial number(s), delivery date(s),
lock serial number(s), etc, if necessary and Lessee will be supplied a copy of the updated information. Prices exclude taxes, licenses, permit fees. utility
connection charges, site preparation and permitting which is the sole responsibility of Lessee, unless otherwise expressly agreed by Lessor in writing.
Lessee is responsible for locating and marking underground utilities prior to delivery and compliance with all applicable code requirements unless
otherwise expressly agreed by the Lessor in writing. Price assumes a level site with clear access. Lessee must notify Lessor prior to delivery or return
of any potentially hazardous conditions or other site conditions that may otherwise affect delivery, installation, dismantling or return of any Equipment.
Failure to notify Lessor of such conditions will result in additional charges, as applicable. Physical Damage & Commercial Liability insurance coverage is
required beginning on the date of delivery. Lessor is not responsible for changes required by code or building inspectors. Pricing is valid for thirty (30)
days.
Please note the following important billing terms:
• In addition to the first month rental and initial charges. last month rent for building, other monthly rentals/service (excluding last month for General
Liability Insurance and Property Damage Waivers), will be billed on the initial invoice. Any amounts prepaid to Williams Scotsman will be credited
on the final invoice.
• invoices are due on receipt, with a twenty (20) day grace period. Interest will be applied to all past due amounts.
• Invoices are due on receipt, with a twenty (20) day grace period. Late fees will be applied to all past due amounts.
• Williams Scotsman preferred method of payment is ACH. Payments made by check are subject to a Paper Check Fee, charged on the next
invoice following payment by check.
• Williams Scotsman preferred method of invoicing is via electronic transmission. Customers are encouraged to provide an email address or use
61IlTrust. Invoices sent standard mail are subject to a paper invoice fee, charged on the following invoice.
Lessor hereby agrees to lease to Lessee and Lessee hereby agrees to lease from Lessor Modular Equipment and Value Added Products (as
such items are defined in Lessor's General Terms & Conditions) selected by Lessee as set forth in this Agreement. All such items leased by
the Lessee for purposes of this Lease shall be referred to collectively as the "Equipment". By its signature below. Lessee hereby
acknowledges that it has read and agrees to be bound by the Lessor's General Terms & Conditions (09-01-19) located on Lessor's internet
site(https://www_wiIIscot.com/Aboutlterms-conditions) in their entirety. which are incorporated herein by reference and agrees to lease the
Equipment from Lessor subject to the terms therein. Although Lessor will provide Lessee with a copy of the General Terms & Conditions
upon written request, Lessee should print copies of this Agreement and General Terms & Conditions for recordkeeping purposes. Each
party is authorized to accept and rely upon a facsimile signature, digital, or electronic signatures of the other party on this Agreement. Any
such signature will be treated as an original signature for all purposes and shall be fully binding. The undersigned represent that they have
the express authority of the respective party they represent to enter into and execute this Agreement and bind the respective party thereby.
Invoicing Options (select one)
[ ]Paperless Invoicing Option
Williams Scotsman prefers electronic invoicing, an efficient, convenient
and environmentally friendly process. To avoid fees. provide us with the
proper email address for your invoices.
A/P Email.
A/P Email on File:
Signatures
[ ]Standard Mail Option
Customer prefers to receive paper invoice via mail. Fees may apply.
Invoices will be mailed to:
901 N. Old Dixie Hwy
Tequesta Florida 33469
Enter a new billing address:
Lessee:: Village of Tequesta
Lessor: Williams Scotsman, inc.
Signature:
Signature:
Print Name:
Print Name:
Title:
Title:
Date:
Date:
PO#
PLEASE RETURN SIGNED AGREEMENT TO:
Page 359 of 451
Agenda Item #20.
Williams Scotsman, Inc. Your Williams Scotsman Representative Contract Number:1302099
375 Kelly Drive Kenneth Dorsch Revision: 2
W
EILLSCOTI West Palm Beach. FL 33411 Phone: (954)406-9139 Date: June 23, 2020
Email: kedorsch@willscot.com
Toll Free: 800-782-1500
WILLIAMS SCOTSMAN: THE FULLY STREAMLINED SPACE SOLUTION
When it's time to be productive on a project, you need temporary space that's as ready as you are. Our modular
solutions are complete to the last detail, so you can forget about building logistics and focus on the job at hand.
One call to Williams Scotsman and you're ready to work.
SIZED FOR YOU 4P/
A perfect fit, from compact to
spacious to stackable�.
p
CONVENIENT FACILITIES '' CLIMATE CONTROL
Optional restroom available Built-in central HVAC for
in almost any unit year-round comfort
i
INVITING EXTERIORS
I Convenient and accessible add-ons,
i including ramps, steps, canopies,
fencing, security and more
BRIGHTEN YOUR DAY FURNITURE & FIXTURES
Windows and doors that Complete selection of furniture,
keep your workspace open workplace appliances and lighting
and well -lit
and flooring options
READY -TO -WORK OPTIONS
Our in-house selection of amenities not only outfits your space for comfort, security
and productivity - it also eliminates extra work for you.
t
FURNITURE EXTERIORS APPLIANCES COVERAGE TECH SOLUTIONS
Page 360 of 451
Agenda Item #20.
Greg Corbitt
From: Joseph Tallarida <Jtallarida@alliedtrailers.com>
Sent: Tuesday, June 30, 2020 1:17 PM
To: Greg Corbitt
Subject: [EXTERNAL] RE: sales center trailer
Attachments: We sent you safe versions of your files; Village of Tequesta Switch Back Ramp.pdf;
Village of Tequesta.pdf
Mimecast Attachment Protection has deemed this file to be safe, but always exercise caution when opening files.
CAUTION: External
G reg,
The Switch Back Ramp is provided by M-N-M in Orlando. To avoid markups we are putting you in touch with them
directly to provide the ramp & installation. We are providing the trailer and small steps w/ railings. If you require
anchoring that would be another provider as we do not provide that directly. Please let me know if you need anything
additional. Thank you for your consideration. The lead time on a new trailer is 6 weeks.
Thx,
Joe Tallarida
Branch Manager
ALLIED TRAILERS
"Disabled -Veteran Owned Business"
itallarida@alliedtrailers.com
0: 561-210-3534
C: 240-688-0790
www.AlliedTrailers.com
"Sales & Rental of Office Trailers & Storage Containers"
From: Greg Corbitt <gcorbitt@tequesta.org>
Sent: Thursday, June 25, 2020 8:45 AM
To: Joseph Tallarida <jtallarida@alliedtrailers.com>
Subject: RE: sales center trailer
Joe,
Thank You for following up. Please provide a quote on the following or close to it:
Page 361 of 451
Age n d4%Jtpn#g9 office (44x12 Box)
Property Damage Waiver (11/12)
ADA/IBC Ramp -w! switchback
ADAl1BC Stair - Rental
General liability - Allen Insurance
Data Hub Rental T2
Holding Tare
Minimum Lease Term: 24 Months
State Approved Building Plans
Foundation f Tiedown Plans
Ramp Stair Plans
Ramp - Delivery & Installation
Ramp - Knockdown & Return
ADAtI BC Step Del & setup
ADAIIBC Step Dismantle&Return
Delivery Freight - Tank(s)
Block and Level
Delivery Freight
Teardown
Return Freight
Thank You,
Greg Corbitt, CPRP
Village Of Tequesta
Director Of Parks & Recreation
399 Seabrook Rd. Tequesta, F1 33469
(561) 768-0473
From: Joseph Tallarida <itallarida@alliedtrailers.com>
Sent: Wednesday, June 24, 2020 1:18 PM
To: Greg Corbitt <gcorbitt@tequesta.org>
Subject: [EXTERNAL] sales center trailer
Mimecast Attachment Protection has deemed this file to be safe, but always exercise caution when opening files.
CAUTION: External
Allied Trailers is a preferred provider of space and storage solutions. With operations throughout the East Coast and
through serving more than 50,000 customers, Allied Trailers has unparalleled access to modular space and storage units
through our network of eight (8) branch locations. We have been providing responsive customer service and quality
2
Page 362 of 451
Agendo420, dlt�s"tocutoers since the early 1950s, and we are proud to carry on the same uncompromising commitment to
on -site, on time, and on -demand service today. That's the Allied advantage.
We look forward to working with you,
Joe Tallarida
Branch Manager
ALLIED TRAILERS
"Disabled -Veteran Owned Business"
itallarida@alliedtrailers.com
O: 561-210-3534
C: 240-584-0377
www.AlliedTrailers.com
"Sales & Rental of Office Trailers & Storage Containers"
This email has been scanned for email related threats and delivered safely by Mimecast.
For more information please visit http://www.mimecast.com
Page 363 of 451
Agenda Item #20.
RENTAL QUOTE
Sell
To: VILLAGE OF TEQUESTA
JUPITER, FL 33469
Customer ID C 13462
Ship Via Company Truck
Terms Net 10 Days
Quote Number: RQ106377
Document Date: 06/30/20
Page: 1
Ship
To: VILLAGE OF TEQUESTA
365 SEABROOK RD
JUPITER, FL 33469
Exp. Date 07/10/20
Salesperson
Terms: PPT
Items Rented
Item /Description Quantity Rental Term From / Thru Unit Price
250C 1 Indef.
08/04/20 17800.00
12X50 Office Trailer with Cent Each
per Month
STEP 1 Indef.
08/04/20 60.00
Entry - Step ADA Each
per Month
Joe Tallarida is your rep 561.210.3534
jtallarida@alliedtrailers.com
*5% FEE WILL BE ADDED TO ALL CREDIT CARD PAYMENTS*
**WE DO NOT DELIVER ON SOFT SAND OR GRASS
***BUILDING PLANS $500 PER SET
***TIE DOWN PLANS $500 PER SET
*24 MONTH MINIMUM RENTAL
Items Sold
Item / Description Quantity Sale Date Unit Price
DEL -RENT
1
08/04/20
975.00
Delivery - Delivery/Pick Up
Each
STEP
1
08/04/20
150.00
STEP DELIVERY FEE
Each
BLOCK
1
08/04/20
450.00
Block and Level (2.5 Block)
Each
PERMITS
1
08/04/20
75.00
Permits
Each
ADV-RENT
1
08/04/20
13800.00
Last Month Rent
Each
The Rental Quote is valid for 10 days from the date of the Rental Quote and is based on availability.
Page 364 of 451
Agenda Item #20.
M-N-M Construction, Inc.
3421 Porter Road
Name / Address
Allied Trailer
335 W. Central Florida Park«<ay
Orlando,FL 32824
Estimate
Date
Estimate #
6/29/2020
5390
Project
Tequesta
Description
Qty
Cost
Total
LEASE OF 36' SWITCHBACK RAMP W/ 5 X 10 LANDING (1t: S
1
250.00
250.00
250.00 PER MONTH
DELIVERY AND INSTALLATION
1
700.00
700.00T
TEARDOWN AND RETURN
1
700.00
700.00T
NOTE: MNM CONSTRUCTION IS NOT RESPONSIBLE. FOR
SITE CONDITIONS. ESTIMATE IS BASED ON A FINISHED
FLOOR I IEIGIIT 01= 36" ABOVE LEVEL GRADE. PRICES ARE
SUBJECT TO CHANGE LASED ON SITE CONDITIONS.
Out-of-state sale, exempt from sales tax
0.00°i)
0.00
Total S1.650.00
Customer Signature
Page 365 of 451
Agenda Item #20.
AMRICAN
ustom
I MODULAR
INC.
# I in Custon er Sen ice
309 Center Street
.Jupiter, FI, 33.158
(561) 748-0704
(561) 748-37?80 FAX
h E-ail: Michael 4mericanC'ustoniNlodular.cotn
NVEB: www. AniericaiiCtistotiiModulai-.coni
Greg Corbitt June 18, 2020
Village of Tequesta
399 Seabrook Road
Tequesta, Florida 33469
RE: NEW 12X44 (528 Sq. Ft. Nominal)
Dear Greg,
We greatly appreciate the opportunity to submit our proposal to provide a pre-engineered
modular building for use as an administrative office environment in Tequesta, FL."
♦ Our proposal is based on meeting and exceeding the following objectives for Village
of Tequesta.
+ Provide (one) new first class modular structure, to be used by Village of Tequesta
for lease or purchase.
+ Provide the facility in the fastest time frame to allow for occupancy as soon as
possible.
+ Develop a financial offering that provides Village of Tequesta with a cost-effective
method of acquiring the building needed.
♦ Prepare a comprehensive and detailed proposal regarding construction and set-up
to allow for customer flexibility with our expertise in economical and functional
building design.
♦ Display the superior qualifications of AMERICAN CUSTOM MODULAR, "ACM INC",
and the tremendous cost -saving advantages of our construction over ordinary site -
built methods.
+ Demonstrate our commitment to excellent customer service.
The proposal that follows contains our building specifications, scope of work, pricing,
drawings, and information and references regarding "ACM INC" for your review. Thank
you again for the opportunity to present our proposal. We look forward to receiving your
notice to proceed at your earliest convenience. You will find that no other company can
match the superior quality and workmanship of the "ACM INC" Building System.
Sincerely,
Michael A. Moore
Enclosure
All contracts and agreements, in order to be binding on American Custom Modular, Bic., must be submitted on the printed contract forn) of this company.
Page 366 of 451
Agenda Item #20.
-`
# 1 in Customer Service
AMERICAN
Custom
309 Center Street
MODULAR
Jupiter, FL 33458
(561) 748-0704
4"
(561) '"/48-3%80 FAX
E-Mail: Michael(it- AjnericanCustonir%4odular.com
WE& www.AmericanCustomModuIar.com
INC.
DELINEATION OF RESPONSIBILITIES
For the purpose of the modular complex described herein, the following services will be provid-
ed by AMERICAN CUSTOM MODULAR "ACM INC".
• Financing based on credit approval
• design & engineering of modular facility
• Certified drawings of modular facility
• The modular facility constructed to Florida Code
• The delivery of the modular facility and the building spotted on customer's prepared site (by
truck only). If building cannot be spotted upon initial delivery, there will be an additional
charge of $100 per modular section of the building to spot or re -spot after the building site
is prepared.
• The construction management for the erection of the modular facility.
• The erection of the modular facility to include dry stack piers only, consisting of 837x811x16"
pre cast concrete blocks spaced on 6' to 8' centers, with 1611x1611x413 above grade dry
stack footings, consisting of pre cast concrete base pads. Building leveled with wood
shims.
• Building to be anchored firmly with auger type hurricane anchors in dirt, grass, or asphalt.
Anchoring through concrete or coral will require additional cost at $60.00 per anchor, if at
least one anchor can be drilled per hour with an auger extension on a bobcat.
• Finished floor elevation at 36" to 42" above site grade -due to the elevation of existing site.
• Plumbing stub outs, one for each individual fixture.
Quote based upon customary site conditions to include a dry, firm, compacted and level area,
clear of debris, plant material and with a minimum soil bearing capacity of 3,000 pounds per
square foot. No rock, water, or utility removal has been included. There should be no more
than a 1" variance in elevation the diagonal length of the building. Additionally, "ACM INC"
must be granted clear access to the modular site free of trees, shrubs, concrete curbs, soft
fill dirt, narrow bridges, fences or any other obstructions that would not allow us to spot the
modular building with a truck. Unless otherwise specified, tires and axles are provided
strictly for transportation of the individual modular floors, and are the property of "ACM INC"
after building installation.
"ACM INC" is to provide engineering pertaining to the modular complex only. All other
engineering such as site, utilities, drainage, and retention is to be provided by others. "ACM
I NC" will provide a suggested typical foundation plan only. Any exceptions to this plan may
require additional cost.
All contracts and agreements, in order to bt binding on American Custom Modular. hie., must be submitted on the printed contract forni of this company
Page 367 of 451
Agenda Item #20.
Page 2
This proposal is based on mutually agreeable terms and conditions, AMERICAN CUSTOM MODULAR
corporate technical review, and credit approval. Based on this proposal, Village of Tequesta
provide the following.
Foundations other than typical provided.
+ Spotting or setting the building by front-end loader and/or crane.
# Engineered site plans-
* Prepared site.
+ Permits and fees (and local cWQs & ordinances), to include all inspections and
re -inspection tees.
Drainage & retention,
,Any removal, installation or relocation of customer irrigation systems_
♦ Site Utilities & final connections to all stub outs.
* Security / fencing, ether during or after installation,
* Parking surfaces.
+ Sidewalks, steps, and handicapped ramps. (Please see Option)
♦ Landscaping & pavnng
�► Hurricane shutters or impact resistant glass, as required to meet new wind codes.
(Impact windows and doors are included)
Backfill/Skirting Labor and Material (Please See option)
Any pouring of concrete to include special foundation pads/piers: stem wall foundations,
which may be required by either State, County or Local Authr:nty,
+ Bain building distribution panel supplied and installed by a licensed electrician contracted by
customer,
♦ Connection from sub panels to main distribution panel, and electrical crossovers (in cases
where th;.='.�re are multiple building sections, i.e; double%mde, tnple-wide) will be :ontracred by
customer through a licensed electrician -
In cases where there are pad mount air conditioners; r i u ; i u work hookup, electrical
connections, plumbing connections, thermostat or c riccri:'Se,, pads are included unless
otherwise indicated in the proposal
Note: AMERICAN CUSTOM MODULAR will pro\nde quotations for the atone services if
requested on a cost-plus basis.
This proposal is valid for 45 days unless othenvise noted, and may result in additional costs thereafter_
Signature,
Date
Page 368 of 451
Agenda Item #20.
AMERICAN
Custom
% MODULAR
INC.
# 1 hi O i.stomt-*r ►Sen gi ce
309 Center Street
Jupiter, FL 33458
(561) '748-0704
(561) 748-3780 FAX
E-Mail: NfichaelCmAmericanCttstomNlodular.coin
4vEB: www..4 nericaiiCtistottiModtilar.com
Proposal Prepared for
VILLAGE OF TEQUESTA
Teguesta, Florida
June 18, 2020
Provide One, NEW Custom Deluxe (12X44-528 Sq. Ft.), (Nominal) Modular Building for use an
administrative office environment for your new project.
NOTES
The lie« building will be designed accol•ding to the attached floot•plan, alid built to meet the flew 180--N] PH
PBC Co[istal Zolie llul•1•icatie whid code. The building will have 8' intel•lol• ceilings, 1•ecessed intel•iol• LED
lightilla.,, Vinti�l Coverm Covered Gypsum tel•iol• walls, upgraded tl•im, coffee bal•, and (1) handicapped restrooln.
The building, will be equipped with an upgraded nioistul•e resistant Adv'antech 3/4" T&G subfloor, ducted
2 Ton AC"/Heat, block viii-0 flool•ing, al3d impact rated exterior doors front door- Stole Front Glass alid
1-ear door- Steal with View Block, and unpact rated K'indows as illdlcated oli the attached flool•plans. The
extel•iol• of the building «will be I'pgraded Hal•diyanel Concrete Stucco, and a 2b Gauge Hi Rib Steel Roof.
SALE PRICE (Option One) 12X44 NEW
Building $ 64,452
Delivery $ 21900
Set up 2,350
TOTAL $ 691702
24 Month Guaranteed Purchase Buy Back Option: $20,539
Note: This buy back option does not include customer disassemble and return of the
building.
Sales tax not included in above or below totals.
Operational Lease (Option Two) (BASED ON CREDIT APPROVAL}
24 Month Lease Rate $ 21455
36 Month Lease Rate $ 11897
Delivery $ 21900
Set up $ 21350
Note: Tear Down & Return Delivery, typically 1/2 the cost of the building delivery and set up, are not included in the
above lease arrangements and will be calculated at the prevailing rates upon request for removal of the above
modular building.
OPTIONS
Hardipanel Skirting Material & Labor : ... ......... .... S3;990
Break area Cabinets.......................................Inc.
All contract, and agreement:, in order to be binding on Amerim Custom -Modular. Inc., tnttst be tibniitted on the printed contract fonn of this company.
Page 369 of 451
Agenda Item #20.
—"
E RI CA�1
# 1 inCustomerServiceAM
Custom
309 Center Street
MODULAR :
Jupiter, FL 33458
(561) 748-0704
(561) 748-3780 FAX
F.-Mail: Michaels_ ArnericanCnstomNlodi lar.com
NNTB: www.Ame•ricanCustomModular.com
INC,.
2
CONCRETE & STEEL --STEP, DECK, & RAI'lt1P COST
Provide concrete steps and ramps as listed below. All handrails to be constructed of tube
type steel, painted black. Steps and ramps are built to all Florida local codes for handicapped
accessibility and engineered drawings will be provided for permit. All steps and ramps are
relocatable and can be moved at the same time with the modular buildings.
Provide (1) 30' Handicapped Ramp with Rails and (1) 5'X5' landing, (1) 5'x5' Landings with 4-
High Maximum Steps for second door.
Total Cost: $19,900 or lease, same as building term, at $795 per month.
Delivery & Set up Cost: $2,900
Signature
Date
All contracts and agreements, in order to be binding on American Custom INiodular. Inc., must be mbmitted on the printed contract form of this compxuly.
Page 370 of 451
Ac
Benda Item #20.
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Page 371 of 451
Agenda Item #21 0
Regular Council
STAFF MEMO �
Meeting: Regular Council -Aug 13 2020
Staff Contact: Matthew Hammond, Utilities Department: Utilities
Director
Approve Work Authorization KH-U20.01 b —Beach Road Water Main Replacement —Professional
Engineering Services — Kimley-Horn
The Utilities Department has identified a need to replace a segment of water main on South Beach
Road. The existing 8" water main on the west side of South Beach Road is the sole means of
delivering potable water to Village utility customers on the island. This project will replace
approximately 3,300 linear feet of asbestos cement piping constructed in the 1960's. Portions of this
section of water main have become exposed over time creating a high risk of damage to the
outdated pipe which would result in the loss of water service to a large number of customers. The
proposed Beach Road Water Main Replacement capital project was identified in the approved Fiscal
Year 2019-2020 budget.
Village Council approved Work Authorization KH-U20.01a with Kimley-Horn at the November 14,
2019 Regular Council Meeting for design, permitting and bidding services for the Beach Road Water
Main Replacement project. This work by Kimley-Horn has been successfully completed and the
construction of the project was awarded to Johnson -Davis, Inc. at the July 9, 2020 Regular Council
Meeting. A subsequent work authorization for professional engineering services is required for the
construction -phase of the project.
Work Authorization KH-U20.01 b, in the amount of $17,900, is for the construction -phase services
required to complete the project including construction observation, contract administration and
permit certification and closeout.
Note: The developers for the Sea Glass development are contributing $70,046-21 to the project cost
for the replacement of the segment of water main in front of the proposed Sea Glass development.
• • • - • - •
Authorize Work Authorization KH-U20.01 b with Kimley-Horn & Associates for construction -phase
services for the Beach Road Water Main Replacement Project
Work Authorization KH-U20.01 b - Kimley Horn.ada
Project Information Sheet - Beach Road Water Main.ada
Page 372 of 451
Agenda Item #21 0
VILLAGE OF TEQUESTA
ENGINEERING SERVICES WORK AUTHORIZATION KH-U20.01b
BEACH ROAD (A 1 A) WA TER MAIN REPLACEMENT
CONSTRUCTION PHASE SERVICES
This Work Authorization authorizes Kimley-Horn and Associates, Inc. to perform work set forth
herein and is issued pursuant to The Professional Engineering Services Agreement, between the
Village of Tequesta ("Client" or "Village") and Kimley-Horn and Associates, Inc. ("Kimley-Horn" or
"Consultant"), dated May 12, 2016 ("Agreement"). All terms and conditions of said Agreement are
hereby incorporated and made part of this Work Authorization.
PROJECT UNDERSTANDING
The Village has identified a need to replace approximately 3,300 linear feet of existing 8-inch
cement asbestos water main along Beach Road (Al A) that over the years has experienced leaks
and exposure during low tide events due to its current location. The portion being replaced is
generally described from 50 feet north of the northerly property line of the Cliveden
Condo/Loxahatchee River Lift Station No. 66 to 50 feet north of the southerly property line of the
Sea Watch Condo. The proposed main will generally run along the west side of Beach Road
(between the edge of pavement and the existing wooden rail fence) and will be replaced with a
new 10-inch water main. Note that the proposed condo development along Beach Road known
as Sea Glass, is required as a part of their Development Order to replace the existing water main
in front of their development. The Consultant has already coordinated with the Village and Sea
Glass' consultant for the completion of this design and permitting. The Village has requested the
Consultant to provide construction phase services for certification for these improvements as
outlined below.
SCOPE
Kimley-Horn will perform the following services:
1. Attend a pre -construction meeting prior to commencement of the work.
2. Review shop drawings and pay applications submitted by the Contractor and provide the
Village with recommendations for approval.
3. Visit the job site up to 24 times (an average of two (2) times per week during a 12-week
construction duration). These visits are not intended to be exhaustive but will be limited to
spot checking, selective measurement and similar methods of general observation of the
work based on the Consultant's use of professional judgement. Based on information
obtained, the Consultant will determine if the Contractor's work is generally in accordance
with the Contract Documents. The Consultant shall provide weekly updates to the Village
on observations made in the field and prepare a field report following each site visit.
1
Page 373 of 451
Agenda Item #21 0
4. Observe tests of the Contractor's work as required to provide certification of the project to
the Palm Beach County Health Department (PBCHD) and Palm Beach County Roadway
Department (PBC Roadway). These tests to be observed may include, but not be limited
to,
a. Mill and Overlay Activities
b. Pressure Tests
c. Connection of Proposed Water Mains to Existing Water Mains
d. Installation of Gate Valve south of the Project Limits
5. Review test data provided by the Contractor associated with approvals required from
PBCHD and PBC Roadway. The data to be reviewed may include, but not be limited to,
a. Density Tests
b. Bacteriological Sample Results
6. Review and comment on record drawings submitted by the Contractor. Comments will be
provided directly to the Village. All final record drawings will be compiled and provided to
the Village.
7. Prepare one (1) water main certification application of the project to PBCHD upon receipt
of satisfactory testing results and demonstration of a properly operating system by the
Contractor.
8. Prepare a letter of certification of completion to PBC Roadway to closeout the permit upon
construction completion.
9. Attend one (1) substantial completion walk-through and one (1) final completion walk-
through. Any items observed for the Contractor during these visits will be provided directly
to the Contractor with a copy sent to the Village.
ADDITIONAL SERVICES
Any services not specifically provided for in the above scope will be considered additional services
and can be performed at our current hourly rates as requested by the Village in writing. Additional
services could consist of;
1. Production of Maintenance of Traffic Plans
2. S u rvey
3. Geotechnical Services
ASSUMPTIONS
• The Consultant will not be responsible for completion and distribution of meeting minutes
for the pre -construction meeting.
• The Consultant will provide Contractor with CAD files for completion of record drawings.
• The Village shall pay any permit certification fees directly to the respective regulatory
agency.
2
Page 374 of 451
Agenda Item #21 0
• The Consultant will have access to site observations/notes made by the Village if required
for permit clearances.
SCHEDULE
Kimley-Horn will begin work upon receiving notice to proceed from the Village. This work will be
performed concurrently with the Village's and the Village's selected Contractor's schedule.
COMPENSATION
Kimley-Horn will perform the services described in the Scope of Services (items 1 thru 8 above)
on an hourly basis with a not to exceed amount of Seventeen Thousand Nine Hundred Dollars
($17,900) in accordance with the hourly rates established in the Professional Engineering
Services Agreement between the Village and Kimley-Horn.
Accepted by:
Village of Tequesta
Abby Brennan, Mayor
Date:
3
Kimley-Horn and Associates, Inc.
Michael F. Schwartz, P.E., Sr. Vice
President
Date:
Page 375 of 451
Agenda Item #21 0
F 7'-VO?
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cold
CAPITAL IMPROVEMENT PROJECT DETAIL
PROJECT
Project Name: Beach Road Water Main Replacement Project Manager: M Hammi
Department: Utilities Original Plan Date: FY20
Location: Distribution System
The Village serves potable water to customers within the Village Utility Service Area
on the southern end of Jupiter Island. The existing 8" and 10" water main on the west0
=� -
side of Beach Road is the sole source of delivering potable water to utility customers
on island. This project will replace two segments, totaling approximately 3,300 feet of
asbestos cement piping that were constructed in the 1960's. Portions of this water
_ h
f
main segment have become exposed over time creating a high risk of damage to this
WATER MAIN TO BE
outdated pipe. Note: The developers for the Sea Glass project have agreed to
REPLACED
contribute $70,046 for the construction of 175 feet of water main in front of their
property.
_
- 4
PROJECT
EXPENDITURES
FUNDING
SOURCES:
PROJECT COSTS:
FY20
FY21
FY22
FY23 FY24
FY25
Land/Easement Acquisition
Engineering & Planning
737500
Construction
4207000
Equipment
TOTAL PROJECT COSTS
4937500
-
-
- -
SOURCES OF FUNDS:
FY20
FY21
FY22
FY23 FY24
FY25
General Fund - Dept Name (001)
Water Enterprise Fund (401)
4237454
Stormwater Enterprise Fund (403)
Contribution from Developer
707046
TOTAL PROJECT REVENUE
493,500
-
-
- -
Ei
-• •
-•MiF
6
Note: A reduction in repair and maintenance costs is anticipated as a result of this project.
OPERATIONAL IMPACT
FY20
FY21
FY22
FY23
FY24
FY25
Additional Revenues/Savings
Charges for Services
Other Revenues
Less Additional Expenditures
New Personnel
Maintenance and Other Operating
Contracts & Leases
Agenda Item #22.
Regular Council
STAFF MEMO �
Meeting: Regular Council -Aug 13 2020
Staff Contact: Matthew Hammond, Utilities Department: Utilities
Director
RESOLUTION 22-20, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF
TEQUESTA, FLORIDA, AMENDING AND INCREASING THE 2019/2020 WATER UTILITY FUND
#401 BUDGET BY INCREASING REVENUES AND EXPENDITURES BY $70,046.00 AND
APPROPRIATING FUND BALANCE IN THE AMOUNT OF $707454.00 TO FULLY FUND THE
BEACH ROAD WATER MAIN REPLACEMENT PROJECT
Amending and increasing the 2019/2020 Water Utility Fund #401 Budget to fully fund the Beach Road
water main replacement project.
Approve amending and increasing the 2019/2020 Water Utility #401 Fund Budget to fully fund the
Beach Road Water Main Replacement Project.
20200813-BEACH ROAD WATER MAIN REPLACEMENT PROJECT -RESOLUTION 22-20.ADA
20200813-BEACH ROAD WATER MAIN REPLACEMENT PROJECT-CIPD SHEET.ADA
Page 377 of 451
Agenda Item #22.
RESOLUTION 22-20
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF
TEQUESTA, FLORIDA, AMENDING AND INCREASING THE 2019/2020
WATER UTILITY FUND #401 BUDGET BY INCREASING REVENUES
AND EXPENDITURES BY $70,046.00 AND APPROPRIATING FUND
BALANCE IN THE AMOUNT OF $709454.00 TO FULLY FUND THE
BEACH ROAD WATER MAIN REPLACEMENT PROJECT; PROVIDING
AN EFFECTIVE DATE; AND FOR OTHER PURPOSES.
WHEREAS, the cost of the Beach Road water main replacement project is
estimated to be $493,500.00; and,
WHEREAS, the Fiscal Year 2019/2020 Water Utility Budget currently includes
$353,000-00 for the project; and,
WHEREAS, an additional $140,500.00 is required to fully fund the project; and,
WHEREAS the Village Council authorizes the acceptance of a donation in the
amount of $70,046.00 for the construction of 175 feet of water main in front of the Sea
Glass property; and,
WHEREAS, the Village Council authorizes appropriating the remaining amount of
$70,460.00 from fund balance; and,
WHEREAS, the following accounts will be increased:
Revenues
Appropriate Fund Balance, 401-990-399.999, $70,454.00
Other Misc. Revenue, 401-000-369.000, $70,046.00
Expenditures
Engineering Services, 401-411-531.302, $8,500.00
R&M -Water Mains, 401-411-546.307, $132,000.00; and,
NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE
VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AS FOLLOWS:
Section 1: Resolution 22-20 amending and increasing the 2019/2020 Water
Utility Fund #401 Budget by increasing revenues and expenditures by $70,046.00 and
appropriating fund balance in the amount of $70,454.00 to fully fund the Beach Road
water main replacement project is hereby approved;
Section 2: This Resolution shall become effective immediately upon passage.
Page 378 of 451
Agenda Item #22.
F 7'-VO?
+r
cold
CAPITAL IMPROVEMENT PROJECT DETAIL
PROJECT
Project Name: Beach Road Water Main Replacement Project Manager: M Hammi
Department: Utilities Original Plan Date: FY20
Location: Distribution System
The Village serves potable water to customers within the Village Utility Service Area
on the southern end of Jupiter Island. The existing 8" and 10" water main on the west0
=� -
side of Beach Road is the sole source of delivering potable water to utility customers
on island. This project will replace two segments, totaling approximately 3,300 feet of
asbestos cement piping that were constructed in the 1960's. Portions of this water
_ h
f
main segment have become exposed over time creating a high risk of damage to this
WATER MAIN TO BE
outdated pipe. Note: The developers for the Sea Glass project have agreed to
REPLACED
contribute $70,046 for the construction of 175 feet of water main in front of their
property.
_
- 4
PROJECT
EXPENDITURES
FUNDING
SOURCES:
PROJECT COSTS:
FY20
FY21
FY22
FY23 FY24
FY25
Land/Easement Acquisition
Engineering & Planning
737500
Construction
4207000
Equipment
TOTAL PROJECT COSTS
4937500
-
-
- -
SOURCES OF FUNDS:
FY20
FY21
FY22
FY23 FY24
FY25
General Fund - Dept Name (001)
Water Enterprise Fund (401)
4237454
Stormwater Enterprise Fund (403)
Contribution from Developer
707046
TOTAL PROJECT REVENUE
493,500
-
-
- -
Ei
-• •
-•MiF
6
Note: A reduction in repair and maintenance costs is anticipated as a result of this project.
OPERATIONAL IMPACT
FY20
FY21
FY22
FY23
FY24
FY25
Additional Revenues/Savings
Charges for Services
Other Revenues
Less Additional Expenditures
New Personnel
Maintenance and Other Operating
Contracts & Leases
Agenda Item #23.
Regular Council
STAFF MEMO �
Meeting: Regular Council -Aug 13 2020
Staff Contact: Matthew Hammond, Utilities Department: Utilities
Director
Approve Contract Award -Purchase of Trailer -Mounted Valve and Hydrant Exerciser -Duval Fleet
The Utilities Department has a need to purchase atrailer-mounted valve and hydrant exerciser to
improve the efficiency of the Water Distribution team as well as add the ability to GPS locate each
valve. The Village has over 1,100 valves and 410 fire hydrants within the potable water distribution
system that require regular inspection and maintenance to comply with regulatory requirements and
ensure their operability when needed (e.g. during a water main break). Exercising each valve and
hydrant manually is a time and labor intensive activity that consumes a large number of man-hours by
the Water Distribution team each year.
To ensure the lowest possible price for these projects, the Village issued a Request for Quotes (RFQ)
on June 1, 2020, for Purchase of Trailer -Mounted Valve and Hydrant Exerciser. This process was
completed by the Village through a competitive selection process — RFQ UTIL 07-20 — June 1, 2020.
As a result of the Village's ITB, the following three bid proposals were received:
Vendor
Duval Fleet
E.H. Wachs
Total Quote
$727765
$747000
Vermeer Southeast No quote for diesel option
After review of the three (3) quotes received, Utilities staff determined that Duval Fleet provided the
lowest, responsible and responsive quote. As a result, staff is requesting the Council a Purchase
Agreement in the amount of $72,765 with Duval Fleet. If approved, the Village would accept Duval
Fleet's pricing including all terms, conditions and pricing as submitted within their quote and in the
Purchase Agreement.
BUDGETED AMOUNT: AVAILABLE AMOUNT: EXPENDITURE AMOUNT:
$90)000 $90)000 $72765
Additional Budgetary Information: Funding Source(s):
401-411-664.600
w ga"'"I
Approved purchase agreement with Duval Fleet for purchase a trailer -mounted valve and hydrant
exerciser.
Page 380 of 451
Agenda Item #23.
Proposed Agreement — Valve Exerciser - Duval Ford.ada
Quote — Duval Fleet.ada
Recommendation of Award - RFQ UTI L 07-20.ada
Quote Specifications & Request for Quotes - RFQ UTI L 07-20.ada
CI P Information Sheet.ada
Addendum No. 1.ada
Page 381 of 451
Agenda Item #23.
VILLAGE OF TEQUESTA
AGREEMENT FOR PURCHASE OF
TRAILER -MOUNTED VALVE AND HYDRANT EXERCISER
THIS AGREEMENT FOR PURCHASE OF TRAILER -MOUNTED VALVE
AND HYDRANT EXERCISER is entered into and effective this day of , by
and between the VILLAGE OF TEQUESTA, a Florida municipal corporation with offices
located at 345 Tequesta Drive, Tequesta, Florida 33469-0273, organized and existing in accordance
with the laws of the State of Florida, hereinafter the "Village"; and DUVAL FORD, LLC a Florida
limited liability company with offices located at 1725 Memorial Park Drive, Jacksonville, Florida
32204, hereinafter the "Contractor" and collectively with the Village, the "Parties".
WITNESSETH
The Village and the Contractor, in consideration of the mutual covenants contained herein
and for other good and valuable consideration, the receipt and sufficiency of which is hereby
acknowledged by both Parties, hereby agree as follows:
1. SCOPE OF SERVICES: The Parties hereby agree to enter into this Agreement for the
purchase of one (1) trailer -mounted, diesel -engine WACHS Standard LX — VMT (RH) valve and
hydrant exerciser with additions including shipping, pursuant to all applicable statutory, licensing
and Village code requirements. The Parties agree to enter into this Agreement pursuant to the
Village's Notice of Solicitation for RFQ # UTIL 07-20, which is hereby fully incorporated into
this Agreement and attached hereto as Exhibit "A".
2. COMPENSATION: In consideration for the above Scope of Services, pricing shall be
pursuant to the Contractor's quote, which is fully incorporated into this Agreement and attached
hereto as Exhibit "B". In consideration for the above Scope of Services and pursuant to Exhibit
"B", the Village shall pay the Contractor a total amount not to exceed seventy-two thousand, seven
hundred sixty-five dollars ($72,765.00).
3. TERM; TERMINATION; NOTICE: This Agreement shall commence on the Effective
Date, and may be terminated by either party upon thirty (30) days written notice to the other party.
Notice shall be considered sufficient when sent by certified mail or hand delivered to the Parties
during regular business hours at the following addresses:
Page 1 of 6
Page 382 of 451
Agenda Item #23.
Village
Contractor
Village of Tequesta
Duval Ford, LLC
345 Tequesta Drive
1725 Memorial Park Drive
Tequesta, FL 33469
Jacksonville, FL 32204
Attn: Matthew Hammond
Attn: Joanne A. Ackman
Utilities Director
Registered Agent
4. INSURANCE: The Contractor shall provide proof of workman's compensation insurance
and liability insurance in such amounts as deemed sufficient by the Village and shall name the
Village as an "additional insured" on the liability portion of the insurance policy.
5. INDEMNIFICATION: The Contractor shall at all times indemnify, defend and hold
harmless the Village, its agents, servants, and employees, from and against any claim, demand or
cause of action of whatsoever kind or nature, arising out of error, omission, negligent act, conduct,
or misconduct of the Contractor, its agents, servants, or employees in the performance of services
under this Agreement. Nothing contained in this provision shall be construed or interpreted as
consent by the Village to be sued, nor as a waiver of sovereign immunity beyond the waiver
provided in Section 768.28, Florida Statutes.
6. PUBLIC ENTITIES CRIMES ACT: As provided in Sections 287.132-133, Florida
Statutes, by entering into this Agreement or performing any work in furtherance hereof, the
Contractor certifies that it, its affiliates, suppliers, subcontractors and consultants who will perform
hereunder, have not been placed on the convicted vendor list maintained by the State of Florida
Department of Management Services within thirty-six (36) months immediately preceding the date
hereof. This notice is required by Section 287.133(3)(a), Florida Statutes.
7. INDEPENDENT CONTRACTOR: It is specifically understood that the Contractor is an
independent contractor and not an employee of the Village. Both the Village and the Contractor
agree that this Agreement is not a contract for employment and that no relationship of employee —
employer or principal —agent is or shall be created hereby, nor shall hereafter exist by reason of the
performance of the services herein provided.
8. INSPECTOR GENERAL: Pursuant to Article XII of the Palm Beach County Charter, the
Office of the Inspector General has jurisdiction to investigate municipal matters, review and audit
municipal contracts and other transactions, and make reports and recommendations to municipal
governing bodies based on such audits, reviews, or investigations. All parties doing business with
Page 2 of 6
Page 383 of 451
Agenda Item #23.
the Village shall fully cooperate with the inspector general in the exercise of the inspector general's
functions, authority, and power. The inspector general has the power to take sworn statements,
require the production of records, and to audit, monitor, investigate and inspect the activities of
the Village, as well as contractors and lobbyists of the Village in order to detect, deter, prevent,
and eradicate fraud, waste, mismanagement, misconduct, and abuses.
9. SCRUTINIZED COMPANIES: For Contracts under $1 M, the Contractor certifies that it is
not on the Scrutinized Companies that Boycott Israel List created pursuant to Section 215.4725,
Florida Statutes, and that it is not engaged in a boycott of Israel. The Village may terminate this
Agreement at the Village's option if the Contractor is found to have submitted a false certification
as provided under Section 287.135(5), Florida Statutes, if the Contractor has been placed on the
Scrutinized Companies that Boycott Israel List created pursuant to Section 215.4725, Florida
Statutes, or if Contractor is engaged in a boycott of Israel. For Contracts over $1 M, the Contractor
certifies that it is not on the Scrutinized Companies with Activities in Sudan List, the Scrutinized
Companies with Activities in the Iran Petroleum Energy Sector List, or the Scrutinized Companies
that Boycott Israel List created pursuant to Section 215.4725, Florida Statutes. The Contractor
further certifies that it is not engaged in a boycott of Israel, and that it does not have business
operations in Cuba or Syria, as similarly provided in Section 287.135, Florida Statutes. The
Village may terminate this Agreement at the Village's option if the Contractor is found to have
submitted a false certification as provided under Section 287.135(5), Florida Statutes or if the
Contractor has been placed on one of the aforementioned lists created pursuant to Section
215.4725, Florida Statutes. Additionally, the Village may terminate this Agreement at the
Village's option if the Contractor is engaged in a boycott of Israel or has been engaged in business
operations in Cuba or Syria, as defined in Section 287.135, Florida Statutes.
10. ATTORNEY'S FEES: In the event a dispute arises concerning this Agreement, the
prevailing party shall be awarded attorney's fees, including fees on appeal.
11. FORCE MAJEURE: The Contractor shall not be considered in default by reason of any
failure in performance under this Agreement if such failure arises out of causes reasonably beyond
the control of the Contractor or its subcontractors and without their fault or negligence. Such
causes include, but are not limited to: acts of God; acts of war; natural or public health
emergencies; labor disputes; freight embargoes; and abnormally severe and unusual weather
conditions.
Page 3 of 6
Page 384 of 451
Agenda Item #23.
12. CHOICE OF LAW; VENUE: This Agreement shall be governed and construed
In accordance with the laws of the State of Florida, and venue shall be in Palm Beach County
should any dispute arise with regard to this Agreement.
13. AMENDMENTS AND ASSIGNMENTS: This Agreement, all Exhibits attached
hereto, and required insurance certificates constitute the entire Agreement between both Parties;
no modifications shall be made to this Agreement unless in writing, agreed to by both Parties, and
attached hereto as an addendum to this Agreement. The Contractor shall not transfer or assign the
provision of services called for in this Agreement without prior written consent of the Village.
14. PUBLIC RECORDS: In accordance with Section 119.0701, Florida Statutes, the
Contractor must keep and maintain this Agreement and any other records associated therewith and
that are associated with the performance of the work described in the Proposal or Bid. Upon
request from the Village's custodian of public records, the Contractor must provide the Village
with copies of requested records, or allow such records to be inspected or copied, within a
reasonable time in accordance with access and cost requirements of Chapter 119, Florida
Statutes. A Contractor who fails to provide the public records to the Village, or fails to make them
available for inspection or copying, within a reasonable time may be subject to attorney's fees and
costs pursuant to Section 119.0701, Florida Statutes, and other penalties under Section 119.10,
Florida Statutes. Further, the Contractor shall ensure that any exempt or confidential records
associated with this Agreement or associated with the provision of services contemplated herein
are not disclosed except as authorized by law for the duration of the Agreement term, and following
completion of the Agreement if the Contractor does not transfer the records to the Village. Finally,
upon completion of the Agreement, the Contractor shall transfer, at no cost to the Village, all
public records in possession of the Contractor, or keep and maintain public records required by the
Village. If the Contractor transfers all public records to the Village upon completion of the
Agreement, the Contractor shall destroy any duplicate public records that are exempt or
confidential and exempt from public records disclosure requirements. If the Contractor keeps and
maintains public records upon completion of the Agreement, the Contractor shall meet all
applicable requirements for retaining public records. Records that are stored electronically must
be provided to the Village, upon request from the Village's custodian of public records, in a format
that is compatible with the Village's information technology systems.
IF THE CONTRACTOR HAS QUESTIONS REGARDING THE
Page 4 of 6
Page 385 of 451
Agenda Item #23.
APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE
CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING
TO THIS CONTRACT, PLEASE CONTACT THE VILLAGE CLERK,
RECORDS CUSTODIAN FOR THE VILLAGE, AT (561) 768-06859 OR AT
lmcwilliams(&,tequesta.org, OR AT 345 TEQUESTA DRIVE, TEQUESTA,
FLORIDA 33469.
15. HEADINGS: The headings contained in this Agreement are provided for convenience only
and shall not be considered in construing, interpreting or enforcing this Agreement.
16. SEVERABILITY: The invalidity or unenforceability of any provision of this Agreement shall
not affect the validity or enforceability or any other provision of this Agreement and this
Agreement shall be construed and enforced in all respects as if the invalid or unenforceable
provision is not contained herein.
17. WAIVER: No waiver by the Village of any provision of this Agreement shall be deemed to
be a waiver of any other provisions hereof or of any subsequent breach by the Contractor of the
same, or any other provision or the enforcement hereof. The Village's consent to or approval of
any act requiring the Village's consent or approval of any act by the Contractor shall not be deemed
to render unnecessary the obtaining of the Village's consent to or approval of any subsequent
consent or approval of, whether or not similar to the act so consented or approved.
18. ENTIRE AGREEMENT: This six (6) page Agreement constitutes the entire agreement
between the parties; no modification shall be made to this Agreement unless such modification is
in writing, agreed to by both parties and attached hereto as an addendum to this Agreement.
[THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.]
Page 5 of 6
Page 386 of 451
Agenda Item #23.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date and
year first above written.
WITNESSES: DUVAL FORD, LLC
ATTEST:
Lori McWilliams, MMC
Village Clerk
By: Laura Torbett, Contractor Representative
(Corporate Seal)
VILLAGE OF TEQUESTA
By: Abigail Brennan, Mayor
(Seal)
Page 6 of 6
Page 387 of 451
Agenda Item #23.
The quote provided by Duval Fleet is
available upon request from the Utilities
Department
Page 388 of 451
Agenda Item #23.
V*111age of Tequesta
345 Tegu+esta Drive
Tequestax FL 33469 -
M
7
9
Y
561-7 68-0700
www.tequesto.org
To: Jeremy Allen —Village Manager
Through: Matthew Hammond — Utilities Director
From: David Tinoco — Superintendent Water Distribution and Stormwater
CC: Lori McWilliams —Village Clerk
Hugh Dunkley— Finance Director
Date: July 6, 2020
Re: RFQ UTIL 07-20 - Purchase of Trailer -Mounted Valve and Hydrant Exerciser
Recommendation of Award
On June 1, 2020 a Notice of Solicitation seeking Quotes from qualified vendor to purchase a
trailer -mounted valve and hydrant exerciser was posted to the Village website and Demandstar.
Quotes were received from qualified vendors until June 23, 2020 at 5:00 PM. During this time
quotes were received from Duval Fleet, E.H. Wachs and Vermeer Southeast, ranging from
$72.,765 to $74,000 for the Diesel Engine option and $54,711 to $66,500 for the Gas Engine
option. Each quote was reviewed by Utilities staff for adequacy and the tabulation of quotes is
below:
Quotes
Notes
Vendor
Model
Diesel
Gas
Duval
WACHS Standard
$72,365
$65,341
Includes GPS Controller Data Logger and
Fleet
LX — VMT (RH)
valve over torque protection to prevent
damage to valves and hydrants
E.H.
WACHS Standard
$74,,000
$66;500
Includes GPS Controller Data Logger and
Wachs
LX — VMT (RH)
valve over torque protection to prevent
damage to valves and hydrants
Vermeer
Vermeer Vactron
N/A
$54,,711
Did not provide a diesel engine option
Southeast
LP373GT
and does not include a GPS option or
valve over torque protection
After evaluation of the submitted proposals, utilities staff recommends the diesel engine option
due to proven longer durability versus gas engine. The lowest quote for the diesel engine option
Vice -Mayor Kyle Stone Mayor Abby Brennan Council Member Laurie Brandon
Council Member Frank D'Ambra Council Member Bruce Prince
Village Manager Jeremy Allen
Page 389 of 451
Agenda Item #23.
was received from Duval Fleet in the amount of $72,765 including delivery. Utilities staff
recommends awarding the purchase for a WACHS Standard LX (Diesel) — VMT (RH) Trailer -
Mounted Valve and Hydrant Exerciser with required accessories to Duval Fleet at the price of
$72,765 which includes GPS Control ler/DataLogger and Valve over torque protection. The Fiscal
Year 20 Water Enterprise Fund budget includes $80,000 for this project.
Page 390 of 451
Agenda Item #23.
Village of Tequesta
345 Tequesta Drive
Tequesta, FL 33469
NOTICE OF SOLICITATION
RFQ # UTI L 07-20
561-768-0700
www.tequesta.org
Purchase of Trailer -Mounted Valve and Hydrant Exerciser
The Village of Tequesta is seeking Quotes from qualified vendor to purchase a trailer -mounted valve and hydrant exerciser.
The unit shall include at a minimum:
• Trailer mounted valve and hydrant exerciser with extended reach
• Gas and Diesel engine options
• 250-300 gallons tank with power hydraulic tilt and door
• Suction system with necessary tools to soft dig and clean valve boxes
• High pressure water system with necessary tools to soft dig and clean valve boxes
• 50 to 100 gallons water tank (largest preferred)
• Set torque limits
• Built in over -torque prevention to prevent damage to valves and hydrants
• All necessary tools, adapters and hoses to perform the desired functions
The following optional features shall be priced separately:
• GPS Equipment
• Hydraulic breaker for concrete and asphalt cutting
• Hydraulic Dewatering Pump
• Magnetic lifter for removal of valve box cover
• Valve nut replacement tools and parts
Quotes are being received beginning June 1, 2020 to June 12, 2020 at 5:00 PM. To submit a quote or for any questions
regarding the specifications and Solicitation process please contact David Tinoco, Distribution Superintendent, at
dti noco(a)-teq uesta. orq.
ADA ACCESSIBILITY NOTICE: The Village of Tequesta strives to be an inclusive environment. As such, it is the Village's
policy to comply with the requirements of Title II of the American with Disabilities Act of 1990 ("ADA") by ensuring that the
Contractor's [agreement/bid documents and specifications] are accessible to individuals with disabilities. To comply with the
ADA, the Contractor shall provide a written statement indicating that all [agreement/bid documents and specifications], from
Contractor, including files, images, graphics, text, audio, video, and multimedia, shall be provided in a format that ultimately
conforms to the Level AA Success Criteria and Conformance Requirements of the Web Content Accessibility Guidelines
2.0 (Dec. 11, 2008) ("WCAG 2.0 Level AX), published by the World Wide Web Consortium CWK"), Web Accessibility
Initiative ("WAI"), available at www.w3.org/TR/WCAG/.
The Village of Tequesta is exempt from Federal and State Taxes for tangible personal property tax. The Village of Tequesta
reserves the right to accept or reject any or all Proposals, in whole or in part, with or without cause, to waive any irregularities
and/or technicalities, and to award the contract on such coverage and terms it deems will best serve the interests of the
Village.
Vice -Mayor Kyle Stone Mayor Abby Brennan Council Member Laurie Brandon
Council Member Frank D'Ambra Council Member Bruce Prince
Village Manager Jeremy Allen
Page 391 of 451
Agenda Item #23.
CAPITAL IMPROVEMENT PROJECT DETAIL
lie
PROJECT
Project Name: Valve Exerciser Purchase Project Manager: D Tinoco
Department: Utilities Original Plan Date: FY20
Location: Distribution
- • A•
The Village has over 1,100 valves and 410 fire hydrants within the potable water
distribution system that require regular inspection and maintenance to ensure their,
operability when needed (e.g. during a water main break). Exercising each valve and
hydrant manually is a time and labor intensive activity that consumes a large number
of manhours by the Water Distribution team each year. A valve exerciser will allow for
r
greater efficiency of the Water Distribution team as well as the ability to GPS locate
each valve.
PROJECT EXPENDITURES
FUNDING
SOURCES:
PROJECT COSTS:
FY20
FY21
FY22
FY23
FY24
FY25
Land/Easement Acquisition
Engineering & Planning
Construction
Equipment
901000
TOTAL PROJECT COSTS
903000
-
-
-
-
SOURCES OF FUNDS:
FY20
FY21
FY22
FY23
FY24
FY25
General Fund - Dept Name (001)
Water Enterprise Fund (401)
90,000
Stormwater Enterprise Fund (403)
Unfunded
TOTAL PROJECT REVENUE
90,000
-
-
-
-
0
MiF
Note:
OPERATIONAL IMPACT
FY20
FY21
FY22
FY23
FY24
FY25
Additional Revenues/Savings
Charges for Services
Other Revenues
Less Additional Expenditures
New Personnel
Maintenance and Other Operating
Contracts & Leases
Agenda Item #23.
Village of Tequesta
345 Tegu+esta Drive 561-7 68-0700
Teguesta, FL 33469 www.tequesto.org
9
� 1
9
Purchase of Trailer -Mounted Valve and Hydrant Exerciser
Addendum No. 1
June 23, 2020
RFQ DUE: 5:00 PM, Local Time, June 26, 2020
TO ALL VENDORS PROVIDING QUOTES FOR THIS RFQ:
The changes, additions, substitutions, and/or deletions contained in Addendum No. 1 are hereby
made a part of the Request for Quotes Documents for the Purchase of Trailer -Mounted Valve
and Hydrant Exerciser solicitation, fully and completely as if the same were fully set forth herein.
1. REVISE DEADLINE TO SUBMIT QUOTATIONS TO 5:00 PM, LOCAL TIME, JUNE 26, 2020
END OF ADDENDUM
Vice -Mayor Kyle Stone Mayor Abby Brennan Council Member Laurie Brandon
Council Member Frank D'Ambra Council Member Bruce Prince
Village Manager Jeremy Allen
Page 393 of 451
Agenda Item #24.
Regular Council
STAFF MEMO �
Meeting: Regular Council -Aug 13 2020
Staff Contact: Matthew Hammond, Utilities Department: Utilities
Director
Approve Contract Award - Pinetree Drive and Tequesta Bridge Drainage Improvements —Ferreira
Construction
The Utilities Department has a need to implement stormwater improvements at the intersection of
Pinetree Drive and Tequesta Drive to address localized ponding in the roadway due to insufficient
drainage infrastructure and a short roadway turning radius. The improvements include the installation
of a new stormwater inlet and curb and gutter to provide positive drainage on the northwest corner of
the intersection, widening the existing northwest turning radius, and replacing the driveway apron to
the Carriage House to eliminate ponding on the northeast corner of the intersection. In addition, the
project includes restoration of the bridge embankment on the northeast side of the Tequesta Bridge.
To ensure the lowest possible price for these projects, the Village issued an Invitation to Bid (ITB) on
July 3, 2020, for Pinetree Drive and Tequesta Bridge Drainage Improvements. This process was
completed by the Village through a competitive selection process — Pinetree Drive and Tequesta
Bridge Drainage Improvements - ITB No. UTIL 01-20. As a result of the Village's ITB, the following
seven (7) bid proposals were received:
Vendor
Total Bid
AI mazan Construction
$1547264.00
CWR Contracting
$3357575.00
Ferreira Construction
$1207771.00
Heavy Civil, Inc.
$2257535-00
Hinterland Group
$1377250-00
Johnson -Davis Inc.
$1997500.00
South Florida Building
$1717336.30
Note: Village staff reviewed the bids received and found that two (2) of the bids contained
multiplication irregularities (Almazan Construction and Ferreira Construction). These errors were
corrected in favor of the unit prices that were submitted with the bid documents (in accordance with
Section 00100, Article 16 of the bid documents). The corrected bid values are presented in the table
above.
After review of the seven (7) bids received, the Utilities Director, Village Attorney and the Village's
contracted engineer, Mock -Roos, determined that Ferreira Construction provided the lowest,
responsible and responsive bid. As a result, staff is requesting the Council to approve the contract
award to Ferreira Construction in the amount of $125,771.00 (including a $5,000 allowance for
unforeseen conditions).
Page 394 of 451
Agenda Item #24.
If approved, the Village would accept Ferreira Construction's pricing including all terms, conditions
and pricing as submitted within their ITB proposal. Further, the proposed bid amount submitted by
Ferreira Construction ($120,771.00) is below the Engineer's cost estimate ($160,000) by
approximately 25%.
If approved, it is estimated that the proposed Pinetree Drive and Tequesta Bridge Drainage
Improvements project is expected to be completed by January 2021.
BUDGETED AMOUNT: AVAILABLE AMOUNT: EXPENDITURE AMOUNT:
$250)000 ($116,51 0) $1251771.00
Additional Budgetary Information: Funding Source(s):
Note: A budget amendment is presented on this 403-411-546.308
agenda to fund previously approved emergency
stormwater repairs funded out of this account.
Approved contract award with Ferreira Construction for Pinetree Drive and Tequesta Bridge Drainage
Improvements.
Bid Tabulation ITB UTIL 01-20
Recommendation of Award - ITB #UTI L 01-20.ada
Bid Proposal - Ferreira Construction. ada
Invitation to Bid - ITB #UTIL 01-20.ada
Front End Documents - ITB #UTIL 01-20.ada
Technical Specifications - ITB #UTIL 01-20.ada
Bid Drawings - ITB #UTIL 01-20.ada
Addendum No. 1.ada
Addendum No. 2.ada
Addendum No. 3.ada
Page 395 of 451
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Agenda Item #24.
mocl4cne X 00S
ENGINEERS •SURVEYORS •PLANNERS
August 3, 2020
Mr. Matthew Hammond
Utilities Director
Village of Tequesta
345 Tequesta Drive
Tequesta, FL 33469-0273
Ref. No.: B9033.00
Subj ect: Village of Tequesta - Pinetree Drive Drainage Improvements and Tequesta Drive Bridge
Supplemental Revetment - ITB #UTIL 01-20, BID REVIEW
Dear Matthew:
The Village received (4) four bids on July 30, 2020 for the construction of the subject project.
The Bids ranged from $120,770.50 to $335,575.00. Enclosed is the bid tabulation summary for review
and comparison of the bids. The apparent low bid was received from Ferreira Construction Southern
Division Co., Inc. in the amount of $120,770.00. This bid was below the Engineer's Opinion of Probable
Construction Cost of $160,000.
Ferreira Construction Southern Division Co., Inc. has not completed any past projects with
Mock•Roos or the Village, therefore, we reviewed the bid and called the professional references listed
with the bid. We were able to reach three of the four references listed which all indicated that the
Contractor had completed their individual projects successfully in a timely manner. The quality of the
work on the projects was acceptable and met the client's expectations. All references contacted would
consider the Contractor for future projects and would recommend them to others. Based on the above
findings, we recommend the award of this contract to Ferreira Construction Southern Division Co., Inc.
In addition to the bid tabulation enclosed is a copy of the low bidder's bid submittal. If you have
any questions or comments regarding this recommendation or the project, please contact me at 683-3113
extension 275. I would be happy to meet with you to discuss this recommendation further.
Enclosure
Copies: Garry Gruber
Sincerely,
MOCK, ROOS & ASSOCIATES, INC
John Cairnes, P.E.
Senior Project Manager
Mock, Roos & Associates, Inc.
5720 Corporate Way, West Palm Beach, Florida 33407-2066, (561) 683-3113, fax 478-7248 Page 397 of 451
Agenda Item #24.
Bold proposal from Ferreira Construction
is available upon request from the
Utilities Department
Page 398 of 451
Agenda Item #24.
NOTICE OF SOLICITATION
ITI3 # UTIL 01-20
Pinetree Drive and Tequesta Bridge Drainage Improvements
ITB SUBMISSION DATE: JULY 30. 2020 AT 2:00 P.M.
The Village of Tequesta is seeking Bids from qualified contractors to provide the Village with construction services for
drainage, watermain, and roadway improvements at the intersection of Pinetree Drive and Tequesta Drive and drainage
improvements at the northeast portion of Tequesta Bridge, in accordance with the terms, conditions, and specifications
contained in this Invitation to Bid.
Invitation to Bid documents are available beginning July 3, 2020. The Village of Tequesta utilizes electronic online
services for notification and distribution of its Solicitation documents. The Village's Solicitation information can be
obtained from: (a) Demandstar website — www.Demandstar.com; (b) Purchasing webpage on the Village of Tequesta
— www.teguesta.org.
Sealed Bid packages must be clearly marked "INVITATION TO BID NO. UTIL 01-20, PI N ETREE DRIVE AND TEQU ESTA
BRIDGE DRAINAGE IMPROVEMENTS" and delivered to the Village of Tequesta Village Clerk's Office, 345 Tequesta
Drive, Tequesta, Florida 33469. The deadline for submission of Bids is July 30, 2020 at 2:00 PM local time. At that time, the
Bids will be publicly opened. Late Bids will not be accepted and will be returned to the sender unopened.
The Village will hold a non -mandatory Pre -Bid Conference for this solicitation. The Pre -Bid Conference will be held at July
147 2020 at 2:00 PM in the Village Council Chambers at 345 Tequesta Drive, Tequesta, Florida 33469.
Any questions regarding the specifications and Solicitation process must be submitted in writing to the Village Clerk at
Imcwilliams(aD-tequesta.org, Questions and requests for clarification and additional information must be received prior to
the Deadline for Submission of Questions on July 24, 2020 at 5:00 PM.
The Village of Tequesta is exempt from Federal and State Taxes for tangible personal property tax.
The Village of Tequesta reserves the right to accept or reject any or all Proposals, in whole or in part, with or without cause,
to waive any irregularities and/or technicalities, and to award the contract on such coverage and terms it deems will best
serve the interests of the Village.
ADA ACCESSIBILITY NOTICE: The Village of Tequesta strives to be an inclusive environment. As such, it is the Village's
policy to comply with the requirements of Title II of the American with Disabilities Act of 1990 ("ADA") by ensuring that the
Contractor's [agreement/bid documents and specifications] are accessible to individuals with disabilities. To comply with
the ADA, the Contractor shall provide a written statement indicating that all [agreement/bid documents and specifications],
from Contractor, including files, images, graphics, text, audio, video, and multimedia, shall be provided in a format that
ultimately conforms to the Level AA Success Criteria and Conformance Requirements of the Web Content Accessibility
Guidelines 2.0 (Dec. 11, 2008) ("WCAG 2.0 Level AX), published by the World Wide Web Consortium CWK"), Web
Accessibility Initiative ("WAI"), available at www.w3.org/TR/WCAG/.
The Village of Tequesta is exempt from Federal and State Taxes for tangible personal property tax. The Village of Tequesta
reserves the right to accept or reject any or all Proposals, in whole or in part, with or without cause, to waive any irregularities
and/or technicalities, and to award the contract on such coverage and terms it deems will best serve the interests of the
Village.
Page 399 of 451
Agenda Item #24.
Front -End Documents are available
upon request from the Utilities
Department
Page 400 of 451
Agenda Item #24.
Technical Specifications are available
upon request from the Utilities
Department
Page 401 of 451
Agenda Item #24.
Bid Drawings are available upon
request from the Utilities Department
Page 402 of 451
Agenda Item #24.
V*111age
345 Tequesta Drive
Tequesta,, FL 33469
9
� 1
9
561-7 68-0700
www.tequesto.org
Pinetree Drive and Tequesta Bridge Drainage Improvements
ITB # UTI L 01-20
Addendum No. 1
July 13, 2020
ITB DUE: 2:00 PM, Local Time, July 30, 2020
TO ALL VENDORS PROVIDING QUOTES FOR THIS ITB:
The changes, additions, substitutions, and/or deletions contained in Addendum No. 1 are hereby
made a part of the Invitation to Bid Documents for the Pinetree Drive and Tequesta Bridge
Drainage Improvements solicitation, fully and completely as if the same were fully set forth
herein.
1. NOTICE OF SOLICITATION
DELETE: Fourth paragraph
REPLACE WITH: "The Village will hold a non -mandatory Pre -Bid Conference for this
solicitation. The Pre -Bid Conference will be held remotely on July 14, 2020 at 2:00 PM
using the following login information:
Join Zoom Meeting
https://us02web.zoom.us/i/85694889738?pwd=TG45MWtXaGIxZ3ZIZ1FpUGM1QINzZzO
9
Meeting ID: 856 9488 9738
Password: 932370
One tap mobile
+13017158592„85694889738# US (Germantown)
+131262667991$.,85694889738# US (Chicago)
Vice -Mayor Kyle Stone Mayor Abby Brennan Council Member Laurie Brandon
Council Member Frank D'Ambra Council Member Bruce Prince
Village Manager Jeremy Allen
Page 403 of 451
Agenda Item #24.
Dial by your location
+1 301 715 8592 US (Germantown)
+1 312 626 6799 US (Chicago)
+1 646 558 8656 US (New York)
+1 253 215 8782 US (Tacoma)
+1 346 248 7799 US (Houston)
+1 669 900 9128 US (San Jose)
Meeting ID: 856 9488 9738
Find your local number: https://us02web.zoom.us/u/kddzE6g7A"
2. SECTION 00300 — BID FORM
ADD: Add Village Clerk's Office ADA Compliancy Statement included as Attachment 1
ATTACHMENTS
ATTACHMENT 1 Village Clerk's Office ADA Compliancy Statement
END OF ADDENDUM
Page 404 of 451
Agenda Item #24.
TTACHMENT
Village Clerk's Office ADA Compliancy Statement
Page 405 of 451
Agenda Item #24.
REQUEST FOR PROPOSAL UTIL 01-20
RFP EXHIBIT " "
Village Clerk's Office ADA Compliancy Statement
The Village of Tequesta strives to be an inclusive environment. As such, it is the Village's policy
to comply with the requirements of Title II of the American with Disabilities Act of 1990 ("ADA")
by ensuring that the Contractor's [ agreement /bid documents and specifications ] are accessible
to individuals with disabilities. To comply with the ADA, the Contractor shall provide a written
statement indicating that all [ agreement /bid documents and specifications], from Contractor,
including files, images, graphics, text, audio, video, and multimedia, shall be provided in aformat
that ultimately conforms to the Level AA Success Criteria and Conformance Requirements of the
Web Content Accessibility Guidelines 2.0 (Dec. 11, 2008) ("WCAG 2.0 Level AA"), published by
the World Wide Web Consortium ("WK"), Web Accessibility Initiative ("WAI"), available at the
Web Content Accessibility Guidelines page.
Required Confirmation:
I, have read the above compliancy statement and confirm the
agreement, bid documents and specifications, including files, images, graphics, text, audio, video,
and multimedia, contained within this bid packet are accessible to individuals with disabilities
and conforms to the Level AA Success Criteria and Conformance Requirements of the Web
Content Accessibility Guidelines 2.0.
Representative Signature
Date:
Page 406 of 451
Agenda Item #24.
Village
345 Tequesta Drive
Tequesta,, FL 33469
of Tequesta
561-7 68-0700
www.tequesto.org
Pinetree Drive and Tequesta Bridge Drainage Improvements
ITB # UTI L 01-20
Addendum No. 2
July 17, 2020
ITB DUE: 2:00 PM, Local Time, July 30, 2020
TO ALL VENDORS PROVIDING QUOTES FOR THIS ITB:
The changes, additions, substitutions, and/or deletions contained in Addendum No. 2 are hereby
made a part of the Invitation to Bid Documents for the Pinetree Drive and Tequesta Bridge
Drainage Improvements solicitation, fully and completely as if the same were fully set forth
herein.
1. SHEET C1-3
Delete in its entirety
Replace with: Revised Sheet C1-3 — Signing and Striping included as Attachment 3
ATTACHMENTS
ATTACHMENT 1 Responses to Bidders Questions
ATTACHMENT 2 Pre -bid Meeting Minutes
ATTACHMENT 3 Revised Sheet C1-3 — Signing and Striping
END OF ADDENDUM
Vice -Mayor Kyle Stone Mayor Abby Brennan
Council Member Frank D'Ambra
Council Member Laurie Brandon
Council Member Bruce Prince
Village Manager Jeremy Allen
Page 407 of 451
Agenda Item #24.
TTACHMENT
RESPONSES TO BIDDER QUESTIONS
Page 408 of 451
Agenda Item #24.
RESPONSES TO BIDDER QUESTIONS
Question 1: When is the last day to submit questions?
Response 1: Pre -bid questions must be submitted to the Village Clerk by July 24, 2020 at
5:00.
Question 2: What is the Engineers Opinion of Probable Construction Cost?
Response 2: $160,000.
Page 409 of 451
Agenda Item #24.
TTACHMENT
PRE -BID MEETING MINUTES
Page 410 of 451
Agenda Item #24.
PRE -BID MEETING MINUTES
A non -mandatory pre -bid meeting was held via Zoom (Video Conferencing) on July 14, 2020 at
2:00 p.m. for the Pinetree Drive and Tequesta Bridge Drainage Improvements, ITB No. UTIL 01-
20 project. The following is a summary of the agenda and items discussed during the pre -bid
meeting.
1. Introduction — The following attendees — email address, were identified:
• Matthew Hammond - mhammond@tequesta.org
• John Cairnes - john.cairnes@mockroos.com
• Jesus Garza Jr - jgarzajr@almazanconstruction.com
• Job Ireland - jireland@ferreiraconstruction.com
• Buck Flowers - rflowers@cwrcontracting.com
• Ron (DS Eakins) -(Audio not available)
2. Schedule
• Bid Advertisement: Friday, July 3, 2020
• Non -Mandatory Pre -Bid Meeting: Tuesday, July 14, 2020, 2:00 p.m.
• Site Access Available to Contractors: Open access
• All inquiries, clarifications and/or corrections due: Friday, July 24, 2020, 5:00 p.m.
• Deadline for response submittal to the Village: Thursday, July 30, 2020 2:00 p.m.
• Anticipated Notice of Intent to Award: August 2020
3. Point of Contact for Questions
• Submit all questions in writing via email to Lori McWilliams,
Imcwilliams@tequesta.org
4. Project Background
• The project is located in the Village of Tequesta at the intersection of Tequesta Drive
and Pinetree Drive and at the north east corner of the Tequesta Bridge as shown on
the drawings.
• There is localized ponding at the intersection of Pinetree Drive and Tequesta Drive.
At this location the project generally includes demolition, saw cutting and removal
of existing asphalt, base and sidewalk for the installation of new curb, sidewalk, a
drainage inlet, pipe, connection to existing storm structure, roadway widening, base
installation, paving, and striping. The existing 8" AC watermain located within the
project limits will also be abandoned in place and a new 8" DIP WM will be installed
and connected to the existing AC watermain.
• There is existing bank erosion at the north east corner of the Tequesta Bridge. The
project generally includes maintenance of the existing revetment by supplementing
it with additional revetment, bedding stone and filter fabric.
Page 411 of 451
Agenda Item #24.
5. Scope of Work
• Village of Tequesta (Owner) is soliciting bids from responsible and experienced
contractors for drainage and roadway improvements at the intersection of Pinetree
Drive and Tequesta Drive and drainage improvements at the northeast portion of
Tequesta Bridge. The work is shown in the construction drawings titled "PINETREE
DRIVE AND TEQUESTA BRIDGE DRAINAGE IMPROVEMENTS", Mock•Roos Dwg No.
40-42-25-13, dated January 2020
• The project components generally include mobilization, general conditions, bonds,
insurance, layout, survey, record drawings, preconstruction video recording, permit
compliance, maintenance of traffic and pedestrian access around the sites, testing,
clearing, pavement and base installation, curb installation, signage, grading, rock rip
rap installation, FPL and utility coordination, landscaping, trees, bushes, and sod
restoration
• The Contractor shall furnish all labor, materials, tools, equipment, dewatering,
permitting, inspection, water, light, power, transportation, superintendence,
temporary construction of every nature, temporary sequencing of equipment,
offsite staging, and all other services and facilities of every nature whatsoever
necessary to demolish/remove, clear, modify, construct, complete, deliver, start-up,
test, and place in operation the subject project as described in the technical
specifications and drawings provided. The Contractor will be required to completely
restore all disturbed areas as a result of the construction work
6. Special Requirements
• Instructions to Bidders - Paragraph 32 Florida Public Records Act and Contractor
Content Ownership — Submittal shall comply to ADA requirements
• Agreement — Paragraph 9.20 ADA Accessibility — Contract shall comply with ADA
requirements
• Access to the Carriage House Condo shall be provided at all times. A temporary drive
may be constructed at the west end of the southern parking lot to connect the
parking lot to Pinetree Drive during construction. The existing guy wire shall be
protected
• Tequesta Drive lane closures will be allowed Monday through Friday 8:00 am to 4:30
p.m. with appropriate MOT and flaggers in place
7. Contract Time
• Anticipated Notice to Proceed: TBD
• Substantial completion by: 90 days
• Final Payment by: 120 days
• Liquidated Damages: $1,000/day after substantial completion and $1,000/day after
final completion
Page 412 of 451
Agenda Item #24.
ATTACHMENT 3
REVISED SHEET C1-3 - SIGNING AND STRIPING
Page 413 of 451
No Text
Agenda Item #24.
V*111age
345 Tequesta Drive
Tequesta,, FL 33469
9
� 1
9
561-7 68-0700
www.tequesto.org
Pinetree Drive and Tequesta Bridge Drainage Improvements
ITB # UTI L 01-20
Addendum No. 3
July 27, 2020
ITB DUE: 2:00 PM, Local Time, July 30, 2020
TO ALL VENDORS PROVIDING QUOTES FOR THIS ITB:
The changes, additions, substitutions, and/or deletions contained in Addendum No. 3 are hereby
made a part of the Invitation to Bid Documents for the Pinetree Drive and Tequesta Bridge
Drainage Improvements solicitation, fully and completely as if the same were fully set forth
herein.
Due to the COVID-19 pandemic the bid opening will be held via a public Zoom meeting at the
advertised date and time. The login information to access the virtual bid opening is:
Join Zoom Meeting
https://us02web.zoom.us/I/85634214728?pwd=ODYxYU9HaUxTGZrb2FzVnBWaU9JQT09
Meeting ID: 856 34214728
Passcode: 584757
One tap mobile
+13126266799„85634214728# US (Chicago)
+16465588656„85634214728# US (New York)
Dial by your location
+1 312 626 6799 US (Chicago)
+1 646 558 8656 US (New York)
+1 301 715 8592 US (Germantown)
+1 346 248 7799 US (Houston)
+1 669 900 9128 US (San Jose)
Vice -Mayor Kyle Stone Mayor Abby Brennan Council Member Laurie Brandon
Council Member Frank D'Ambra Council Member Bruce Prince
Village Manager Jeremy Allen
Page 415 of 451
Agenda Item #24.
+1 253 215 8782 US (Tacoma)
Meeting ID: 856 34214728
Find your local number: https://us02web.zoom.us/u/kbE3eMtm5c
Sealed bid packages are to be delivered to the Village Clerk's Office or Utilities Customer
Service desk prior to the deadline for submissions.
ATTACHMENTS
ATTACHMENT 1 Responses to Bidders Questions
END OF ADDENDUM
Page 416 of 451
Agenda Item #24.
TTACHMENT
RESPONSES TO BIDDER QUESTIONS
Page 417 of 451
Agenda Item #24.
RESPONSES TO BIDDER QUESTIONS
Question 1: Is there an anticipated start date?
Response 1: The Notice to Proceed is anticipated shortly after award by the Village
Council.
Question 2: What is the Engineers Opinion of Probable Construction Cost?
Response 2: See Addendum No. 2.
Question 3: 1 have a question about our access to the drainage area to place the riprap. 1
noticed there isn't easy access to that area. Are we responsible for clearing a
path to be able to get back to where we need to place the riprap?Also, there is
an existing fence there. Are we responsible for that fence?
Response 3: Any trimming to access the bank for installation of the riprap is the
responsibility of the Contractor. The existing fence and landscaping shall be
protected and/or replaced by the Contractor. All disturbed areas shall be
restored to like or better condition by the Contractor as a part of the project.
Page 418 of 451
Agenda Item #25.
Regular Council
STAFF MEMO
Meeting: Regular Council -Aug 13 2020
Staff Contact: Matthew Hammond, Utilities
Director
Department: Utilities
RESOLUTION 23-20, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF
TEQUESTA, FLORIDA, AMENDING AND INCREASING THE 2019/2020 STORM WATER UTILITY
FUND #403 BUDGET BY APPROPRIATING FUND BALANCE IN THE AMOUNT OF $3751000.00
TO FUND EMERGENCY STORM WATER PIPE REPAIRS
Amending and increasing the 2019/2020 Storm Water Utility Fund #403 Budget o fund emergency
storm water pipe repairs.
POTENTIAL MOTION- • - •
Approve amending and increasing the 2019/2020 Storm Water Utility Fund #403 Budget o fund
emergency storm water pipe repairs.
20200813-EMERGENCY STORMWATER PIP REPAIRS -RESOLUTION 23-20.ADA
20200813-EMERGENCY STORMWATER PIP REPAIRS-CIPD SHEET.ADA
Page 419 of 451
Agenda Item #25.
RESOLUTION 23-20
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF
TEQUESTA, FLORIDA, AMENDING AND INCREASING THE 2019/2020
STORM WATER UTILITY FUND #403 BUDGET BY APPROPRIATING
FUND BALANCE IN THE AMOUNT OF $375,000.00 TO FUND
EMERGENCY STORM WATER PIPE REPAIRS; PROVIDING AN
EFFECTIVE DATE; AND FOR OTHER PURPOSES.
WHEREAS, between May 22, 2020 and June 7, 2020 the Village received over
twenty inches of rainfall; and,
WHEREAS, the extremely high quantity and intensity of rainfall over this period
overwhelmed several storm water systems causing closures of roadways and pathways
and creating depressions within both Village right-of-ways and on private property; and,
WHEREAS, to address these issues, Village Council authorized the replacement
and/or lining of sixteen segments of failed storm water piping throughout the Village; and,
WHEREAS, the following accounts will be increased to fund the repairs:
Revenues
Appropriate Fund Balance, 403-990-399.999, $375,000-00
Expenditures
Drainage Improvements, 403-411-663.663, $375,000-00; and,
NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE
VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AS FOLLOWS:
Section 1: Resolution 23-20 amending and increasing the 2019/2020 Storm
Water Utility Fund #403 Budget by appropriating fund balance in the amount of
$375,000.00 to fund emergency storm water pipe repairs is hereby approved;
Section 2: This Resolution shall become effective immediately upon passage.
Page 420 of 451
Agenda Item #25.
F 7'-Vo?
+r
cold
CAPITAL IMPROVEMENT PROJECT DETAIL
PROJECT
Project Name: Emergency Stormwater Repairs Project Manager: D Tinoco
Department: Utilities Original Plan Date: FY20
Location: Stormwater Collection System
Between May 22, 2020 and June 7, 2020 the Village received over 20 inches of
- w,
rainfall. The extremely high quantity and intensity of rainfall over this period
IVY
overwhelmed several stormwater systems throughout the Village. The tremendous
amount of precipitation over a short period of time saturated local soils and mobilized'
the sandy soils surrounding failing stormwater pipes creating voids that resulted in the
`
closure of roadways and sidewalks as well and depressions within Village right -of
ways and on private property. To address these failures two emergency
authorizations to replace or line sixteen (16) segments of failed stormwater piping
were approved at a June 15, 2020 Special Council Meeting.AR
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,- JSi,?.kn.e....W.S...nRi w.."...sr,.,..1.,e..'YY..+. i:•__,. J.. _ "
- ' -
.?_..... .. _::'.+S
PROJECT EXPENDITURES FUNDING
SOURCES:
PROJECT COSTS: FY20 FY21 FY22
FY23 FY24 FY25
Land/Easement Acquisition
Engineering & Planning
Construction
375,000
Equipment
TOTAL PROJECT COSTS
3753000
-
-
-
-
SOURCES OF FUNDS:
FY20
FY21
FY22
FY23
FY24
FY25
General Fund - Dept Name (001)
Water Enterprise Fund (401)
Stormwater Enterprise Fund (403)
375,000
Unfunded
TOTAL PROJECT REVENUE
375,000
-
-
-
-
Note: A reduction in repair and maintenance costs is anticipated as a result of this project.
OPERATIONAL IMPACT
FY20
FY21
FY22
FY23
FY24
FY25
Additional Revenues/Savings
Charges for Services
Other Revenues
Less Additional Expenditures
New Personnel
Maintenance and Other Operating
Contracts & Leases
Agenda Item #26.
Regular Council
STAFF MEMO
Meeting: Regular Council -Aug 13 2020
Staff Contact: Jeremy Allen, Village Manager
Department: Manager
Consider Approval For Grant Writing Services Agreement
The attached agreement is for grant writing services in which the Contractor shall provide the
following grant research and writing services, pursuant to all applicable statutory, licensing and
Village code requirements:
A. Research potential government, private, community, and foundation sources for
potential funding matches.
B. Obtain proposal guidelines and applications; establish contact with the funder and
attend potential funding meetings.
C. Upon receipt of all pertinent information from the Village: write and edit grant
proposals, letters of intent and online submissions (including needs statement
research, recommendation of objectives, and outcomes and evaluation
techniques), and package and/or electronically submit applications on behalf of
the Village.
D. Create evaluation tools and prepare funder reports, as needed.
Grant Writing Services Contract
Page 422 of 451
Agenda Item #26.
VILLAGE OF TEQUESTA
AGREEMENT FOR GRANT WRITING SERVICES
THIS AGREEMENT FOR GRANT WRITING SERVICES is entered into and
effective this day of July, 2020 (the "Effective Date"), by and between the VILLAGE OF
TEQUESTA , a Florida municipal corporation with offices located at 345 Tequesta Drive,
Tequesta, Florida 33469, organized and existing in accordance with the laws of the State of Florida,
hereinafter the "Village"; and CYNTHIA MCDONALD, a professional grant writer in her
individual capacity, with offices located at 18252 SE Heritage Drive, Tequesta, Florida 33469,
hereinafter the "Contractor" and collectively with the Village, the "Parties".
WITNESSETH
The Village and the Contractor, in consideration of the mutual covenants contained herein
and for other good and valuable consideration, the receipt and sufficiency of which is hereby
acknowledged by both Parties, hereby agree as follows:
1. SCOPE OF SERVICES: The Parties hereby agree to enter into this Agreement
whereby the Contractor shall provide the following grant research and writing services, pursuant
to all applicable statutory, licensing and Village code requirements:
A. Research potential government, private, community, and foundation sources for
potential funding matches.
B. Obtain proposal guidelines and applications; establish contact with the funder and
attend potential funding meetings.
C. Upon receipt of all pertinent information from the Village: write and edit grant
proposals, letters of intent and online submissions (including needs statement
research, recommendation of objectives, and outcomes and evaluation
techniques), and package and/or electronically submit applications on behalf of
the Village.
D. Create evaluation tools and prepare funder reports, as needed.
2. COMPENSATION: In consideration for the above Scope of Services, pricing
shall be pursuant to the fee and cost structure listed below:
A. Two hundred fifty dollars ($250.00) for initial research. This includes locating
twenty (20) foundations that are a funding match for the Village.
Page 1 of 8
Page 423 of 451
Agenda Item #26.
B. Seventy-five dollars ($75.00) per letter of intent.
C. Three hundred dollars ($3 00) per grant, for `small' grants. This generally includes
grants from county or local governments, as well as grants from any community,
private, or corporate foundation.
D. Five hundred dollars ($500) per grant, for `large' grants. This generally includes
grants from state or federal governments.
E. The final determination of whether any particular grant application is for a `small'
grant or a `large' grant shall be made by the Village Manager or designee on a
case by case basis, considering the size of the grant as well as the length and
complexity of the grant application, and after consultation with the Contractor.
F. In the event that any particular grant application requires the Contractor to attend
mandatory training in order to complete and submit a grant application, the
Village will pay the Contractor Fifty -Five dollars ($55.00) per hour for attendance
at such training. The Village does not pay for travel to or from such training.
3. GUARANTEES: The Contractor shall use all resources at the Contractor's
disposal to perform duties as assigned and agreed to by both Parties and shall submit same in good
faith. However, no guarantee of receipt of funding by the Village is implied or promised by the
Contractor. Payment is due even if the Village does not submit a proposal or receive a grant. In
addition, the Parties recognize that performance of the aforementioned Scope of Services
necessitates communication and information exchange between the Parties and with funders, and
that delay in completing tasks associated with said performance may occur if there are delays in
information exchange. The Village also recognizes that, if grants are received, the Village is
responsible for any acknowledgements and reports to funders.
4. INDEPENDENT CONTRACTOR: It is specifically understood that the
Contractor is an independent contractor and not an employee of the Village. Both the Village and
the Contractor agree that this Agreement is not a contract for employment and that no relationship
of employee —employer or principal —agent is or shall be created hereby, nor shall hereafter exist by
reason of the performance of the services herein provided. The Contractor is responsible for the
payment of all federal, state, and local income taxes generated pursuant to this Agreement.
5. TERM; TERMINATION; NOTICE: This Agreement shall be for a term of one
(1) year commencing on the Effective Date and shall automatically renew for additional one (1)
Page 2 of 8
Page 424 of 451
Agenda Item #26.
year terms unless either party terminates this Agreement. This Agreement may be terminated by
either party upon fourteen (14) days written notice to the other party. Notice shall be considered
sufficient when sent by certified mail or hand delivered to the Parties during regular business hours
at the following addresses:
Village
Contractor
Village of Tequesta
Cynthia McDonald
345 Tequesta Drive
18252 SE Heritage Drive
Tequesta, FL 33469
Tequesta, FL 33469
Attn: Jeremy Allen,
Attn: Cynthia McDonald
Village Manager
6. INDEMNIFICATION: The Contractor shall at all times indemnify, defend and
hold harmless the Village, its agents, servants, and employees, from and against any claim, demand
or cause of action of whatsoever kind or nature, arising out of error, omission, negligent act,
conduct, or misconduct of the Contractor, its agents, servants, or employees in the performance of
services under this Agreement. Nothing contained in this provision shall be construed or
interpreted as consent by the Village to be sued, nor as a waiver of sovereign immunity beyond
the waiver provided in Section 768.28, Florida Statutes.
7. PUBLIC ENTITIES CRIMES ACT: As provided in Sections 287.132-133,
Florida Statutes, by entering into this Agreement or performing any work in furtherance hereof,
the Contractor certifies that it, its affiliates, suppliers, subcontractors and consultants who will
perform hereunder, have not been placed on the convicted vendor list maintained by the State of
Florida Department of Management Services within thirty-six (36) months immediately preceding
the date hereof. This notice is required by Section 287.133(3)(a), Florida Statutes.
8. INSPECTOR GENERAL: Pursuant to Article XII of the Palm Beach County
Charter, the Office of the Inspector General has jurisdiction to investigate municipal matters,
review and audit municipal contracts and other transactions, and make reports and
recommendations to municipal governing bodies based on such audits, reviews, or investigations.
All parties doing business with the Village shall fully cooperate with the inspector general in the
exercise of the inspector general's functions, authority, and power. The inspector general has the
power to take sworn statements, require the production of records, and to audit, monitor,
Page 3 of 8
Page 425 of 451
Agenda Item #26.
investigate and inspect the activities of the Village, as well as contractors and lobbyists of the
Village in order to detect, deter, prevent, and eradicate fraud, waste, mismanagement, misconduct,
and abuses.
9. SCRUTINIZED COMPANIES: For Contracts under $1 M, the Contractor
certifies that it is not on the Scrutinized Companies that Boycott Israel List created pursuant to
Section 215.4725, Florida Statutes, and that it is not engaged in a boycott of Israel. The Village
may terminate this Agreement at the Village's option if the Contractor is found to have submitted
a false certification as provided under Section 287.135(5), Florida Statutes, if the Contractor has
been placed on the Scrutinized Companies that Boycott Israel List created pursuant to Section
215.4725, Florida Statutes, or if Contractor is engaged in a boycott of Israel. For Contracts over
$1 M, the Contractor certifies that it is not on the Scrutinized Companies with Activities in Sudan
List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or the
Scrutinized Companies that Boycott Israel List created pursuant to Section 215.4725, Florida
Statutes. The Contractor further certifies that it is not engaged in a boycott of Israel, and that it
does not have business operations in Cuba or Syria, as similarly provided in Section 287.135,
Florida Statutes. The Village may terminate this Agreement at the Village's option if the
Contractor is found to have submitted a false certification as provided under Section 287.135(5),
Florida Statutes or if the Contractor has been placed on one of the aforementioned lists created
pursuant to Section 215.4725, Florida Statutes. Additionally, the Village may terminate this
Agreement at the Village's option if the Contractor is engaged in a boycott of Israel or has been
engaged in business operations in Cuba or Syria, as defined in Section 287.135, Florida Statutes.
10. ATTORNEY'S FEES: In the event a dispute arises concerning this Agreement,
the prevailing party shall be awarded attorney's fees, including fees on appeal.
11. FORCE MAJEURE: The Contractor shall not be considered in default by reason
of any failure in performance under this Agreement if such failure arises out of causes reasonably
beyond the control of the Contractor or its subcontractors and without their fault or negligence.
Such causes include but are not limited to: acts of God; acts of war; natural or public health
emergencies; labor disputes; freight embargoes; and abnormally severe and unusual weather
conditions.
12. CHOICE OF LAW; VENUE: This Agreement shall be governed and construed
Page 4 of 8
Page 426 of 451
Agenda Item #26.
in accordance with the laws of the State of Florida, and venue shall be in Palm Beach County
should any dispute arise with regard to this Agreement.
13. AMENDMENTS AND ASSIGNMENTS: This Agreement, any Exhibits
attached hereto, and required insurance certificates constitute the entire Agreement between both
Parties; no modifications shall be made to this Agreement unless in writing, agreed to by both
Parties, and attached hereto as an addendum to this Agreement. The Contractor shall not transfer
or assign the provision of services called for in this Agreement without prior written consent of
the Village.
14. PUBLIC RECORDS: In accordance with Section 119.0701, Florida
Statutes, the Contractor must keep and maintain this Agreement and any other records associated
therewith and that are associated with the performance of the work described in Scope of
Services. Upon request from the Village's custodian of public records, the Contractor must
provide the Village with copies of requested records, or allow such records to be inspected or
copied, within a reasonable time in accordance with access and cost requirements of Chapter 119,
Florida Statutes. A Contractor who fails to provide the public records to the Village, or fails to
make them available for inspection or copying, within a reasonable time may be subject to
attorney's fees and costs pursuant to Section 119.0701, Florida Statutes, and other penalties under
Section 119.10. Florida Statutes. Further, the Contractor shall ensure that any exempt or
confidential records associated with this Agreement or associated with the provision of services
contemplated herein are not disclosed except as authorized by law for the duration of the
Agreement term, and following completion of the Agreement if the Contractor does not transfer
the records to the Village. Finally, upon completion of the Agreement, the Contractor shall
transfer, at no cost to the Village, all public records in possession of the Contractor, or keep and
maintain public records required by the Village. If the Contractor transfers all public records to
the Village upon completion of the Agreement, the Contractor shall destroy any duplicate public
records that are exempt or confidential and exempt from public records disclosure requirements. If
the Contractor keeps and maintains public records upon completion of the Agreement, the
Contractor shall meet all applicable requirements for retaining public records. Records that are
stored electronically must be provided to the Village, upon request from the Village's custodian
of public records, in a format that is compatible with the Village's information technology systems.
Additionally, any and all records, including but not limited to reports, surveys, data, and documents,
Page 5 of 8
Page 427 of 451
Agenda Item #26.
that are provided or prepared by the Contractor in connection with this Agreement shall belong to
the Village and shall be furnished by the Contractor to the Village upon request.
IF THE CONTRACTOR HAS QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE
CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING
TO THIS CONTRACT, PLEASE CONTACT THE VILLAGE CLERK,
RECORDS CUSTODIAN FOR THE VILLAGE, AT (561) 768-06859 OR AT
lmcwilliams(&,tequesta.org, OR AT 345 TEQUESTA DRIVE, TEQUESTA,
FLORIDA 33469.
15. HEADINGS: The headings contained in this Agreement are provided for
convenience only and shall not be considered in construing, interpreting or enforcing this
Agreement.
16. SEVERABILITY: The invalidity or unenforceability of any provision of this
Agreement shall not affect the validity or enforceability or any other provision of this
Agreement and this Agreement shall be construed and enforced in all respects as if the invalid
or unenforceable provision is not contained herein.
17. WAIVER: No waiver by the Village of any provision of this Agreement shall
be deemed to be a waiver of any other provisions hereof or of any subsequent breach by the
Contractor of the same, or any other provision or the enforcement hereof. The Village's
consent to or approval of any act requiring the Village's consent or approval of any act by the
Contractor shall not be deemed to render unnecessary the obtaining of the Village's consent
to or approval of any subsequent consent or approval of, whether or not similar to the act so
consented or approved.
18. ENTIRE AGREEMENT: This seven (7) page Agreement constitutes the entire
agreement between the parties; no modification shall be made to this Agreement unless such
modification is in writing, agreed to by both parties and attached hereto as an addendum to this
Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the
date and year first above written.
Page 6 of 8
Page 428 of 451
Agenda Item #26.
Page 7 of 8
Page 429 of 451
Agenda Item #26.
WITNESSES: Cynthia McDonald, CONTRACTOR
ATTEST:
Lori McWilliams, MMC
Village Clerk
By: Cynthia McDonald, in her individual
capacity
(Corporate Seal)
VILLAGE OF TEQUESTA
By: Abigail Brennan, Mayor
(Seal)
Page 8 of 8
Page 430 of 451
Agenda Item #27.
Regular Council
STAFF MEMO �
Meeting: Regular Council -Aug 13 2020
Staff Contact: Matthew Hammond, Utilities Department: Utilities
Director
Approve Purchase and Sale Agreement for Harbor Road N Water Main with Wesley W. Oldham
CRY: M In
In 1977, Wesley W. Oldham (Oldham), along with several other then existing residential property
owners on Harbor Road North, pre -paid the cost of a water line to connect their Harbor Road North
properties to the Village's water system along U.S. Highway One in order to join the Village's water
service area which was extended along U.S. Highway One to intersect with Harbor Road North,
making it possible for the Harbor Road North water line to be connected to the Village's water service
area. Oldham, acting as trustee on behalf of himself and the other residents of Harbor Road North,
agreed via September 30, 1977 correspondence with the Village that the Village would not activate
any future water connections on Harbor Road North until the new residence had paid back to Mr.
Oldham its pro rats share of the costs previously extended by Mr. Oldham to connect the Harbor
Road North water line to the Village's water system. In 1985, the Village and Oldham attempted to
further memorialized the 1977 correspondence with a "Water Service Agreement" that restated the
connection arrangement and a reimbursement formula; however, there is no evidence that the Village
ever executed the 1985 Water Service Agreement, bringing its validity into question. In 2003, the
Village sent a letter to Oldham indicating that "the Tequesta Utilities Department is following the
agreement pertaining to Harbor Road North;" however, it is unclear if the 2003 letter was meant to
refer to the 1977 correspondence or the 1985 agreement.
Over the years, some additional residences have connected to the Harbor Road North water lines
and have paid their share of the prepayment costs to Oldham, however, some properties remain
unconnected, and the reimbursement formula, now more than 40 years old, has become unaffordable
to follow.To clarify the arrangement between the two Parties and provide an affordable means means
for the unconnected residents of Harbor Road K the Village and Oldham now desire to modify their
understanding, arrangement and agreement by having the Village acquire from Oldham the fee
simple ownership of the Harbor Road North water lines, including all ownership and maintenance
responsibilities for such water lines at an agreed upon price of $35,660.42, and thereby discontinue
the requirement for future residences to pay Oldham prior to the Village activating their water service
connection. The agreed upon price represents the pro -rated cost of the remaining life of the water
main based on a quoted replacement cost provided by the Village's on -board Contractor. In addition,
Oldham has executed an accompanying Bill of Sale transferring ownership of the water main to the
Village.
Note: The Purchase and Sale Agreement and Bill of Sale were prepared by the Village Attorney and
reviewed by Oldham and his legal representation.
Page 431 of 451
Agenda Item #27.
If approved, the purchase price will be funded out of the Water Enterprise Fund fund balance and
reimbursed by the remaining unconnected Harbor Road N property owners as part of their required
connection fees when they connect.
POTENTIAL MOTION- • REQUESTED: 'I
Approve Purchase and Sale Agreement with Wesley W. Oldham and acceptance of Bill of Sale
Purchase and Sale Agreement for Harbor Rd N Water Main.ada
Figure of Harbor Road N Water Main
Page 432 of 451
Agenda Item #27.
PURCHASE AND SALE AGREEMENT
Harbor Road North Water Main System
KNOW ALL MEN BY THESE PRESENTS that WESLEY W. OLDHAM, whose address is
19714 Harbor Road North, Tequesta, Florida 33469 hereinafter referred to as "Oldham"; and the VILLAGE
OF TEQUESTA, a Florida municipal corporation whose address is 345 Tequesta Drive, Tequesta, Florida
33469 hereinafter referred to as "the Village;" and who together are hereinafter referred to as "the Parties;"
hereby enter into this Purchase and Sale Agreement for the water main system that services Harbor Road
North in the Village's water service area, as more particularly described herein, in accordance with the
terms and conditions set forth below. This Agreement is entered into and effective this day of August
2020:
WHEREAS, in 1977, Oldham, along with several other then existing residential property owners
on Harbor Road North, pre -paid the cost of a water line to connect their Harbor Road North properties to
the Village's water system along U.S. Highway One in order to join the Village's water service area which
was extended along U.S. Highway One to intersect with Harbor Road North, making it possible for the
Harbor Road North water line to be connected to the Village's water service area; and
WHEREAS, Oldham, acting as trustee on behalf of himself and the other residents of Harbor Road
North who has then participated in the water line prepayment, agreed via September 30, 1977
correspondence with the Village that the Village would not activate any future water connections on Harbor
Road North until the new residence had paid back to Mr. Oldham its pro rata share of the costs previously
extended by Mr. Oldham to connect the Harbor Road North water line to the Village's water system, which
correspondence is attached hereto as Exhibit "A;" and
WHEREAS, in 1985, the Parties attempted to further memorialized the 1977 correspondence with
a "Water Service Agreement" that restated the connection arrangement and a reimbursement formula;
however, there is no evidence that the Village ever executed the 1985 Water Service Agreement, bringing
its validity into question, which Water Service Agreement is attached hereto as Exhibit "B;" and
WHEREAS, in 2003, the Village sent a letter to Oldham indicating that "the Tequesta Utilities
Department is following the agreement pertaining to Harbor Road North;" however, it is unclear if the 2003
letter was meant to refer to the 1977 correspondence or the 1985 agreement, which 2003 letter is attached
hereto as Exhibit "C;" and
WHEREAS, over the years, some additional residences have connected to the Harbor Road North
water lines and have paid their share of the prepayment costs to Oldham, however, some properties remain
unconnected, and the reimbursement formula which required the connection fee to increase by 10% a year
with no cap, has become unaffordable to follow; and
WHEREAS, the Parties now desire to modify their understanding, arrangement and agreement by
having the Village acquire from Oldham the fee simple ownership of the Harbor Road North water lines,
including all ownership and maintenance responsibilities for such water lines at an agreed upon price as set
forth herein, and thereby discontinue the requirement for future residences to pay Oldham prior to the
Village activating their water service connection; and
WHEREAS, the Parties believe that the Village's acquisition of the Harbor Road North water lines
as provided herein is in the best of the Village, Oldham, and all Harbor Road North property owners.
NOW THEREFORE, in exchange for good and valuable consideration, the receipt and
sufficiency of which are hereby acknowledged by both the Village and Oldham, the Parties hereby agree
and covenant as follows:
-1-
Page 433 of 451
Agenda Item #27.
1. Recitals. All of the foregoing recitals are true and correct and are incorporated herein and
by reference.
2. Harbor Road North Water Line. Oldham agrees to sell, and the Village agrees to purchase
in fee simple, the "Harbor Road North Water Line" consisting of approximately 990 linear feet of
8-inch PVC water main constructed on or about the year 1985 as more particularly described in
Exhibit "D." A Bill of Sale, in a form acceptable by the Village's Attorney, shall be executed by
Oldham and shall be recorded in the Public Records of Palm Beach County by Oldham upon the
closing of the sale.
3. Compensation. The Village agrees to pay Oldham the sum of Thirty -Five Thousand, Six
Hundred and Sixty Dollars and Forty -Two Cents ($35,660.42) in exchange for fee simple
ownership of the Harbor Road North Water Lines. It is understood and agreed further that:
a. there are currently seven (7) connections to the harbor Road North Water Line;
and
b. that all future connections to the Harbor Road Water Line shall be without any
further reimbursement to Oldham and shall not require concurrence by Oldham; and
C. that the development of Parcel No. 00-43-40-30-63-000-0010 is in process and
the Village will require the owner of that property to reimburse Oldham in the amount of
$34,506.54, and that Oldham must notify the Village in writing that he has received the
payment before the Village to activate that connection.
4. Due Diligence. The Parties have had sufficient time and have devoted sufficient effort and
resources, each in its own opinion and belief, to have made an informed, educated agreement on
the condition of the Harbor Road North Water Line and the agreed upon purchase price. The Parties
agree and acknowledge that they may discover facts different from or in addition to the facts they
now know or believe to be true with respect to the subject of this Agreement. This Agreement shall
operate as a full and complete release by the Parties, notwithstanding the discovery of any different
or additional facts.
5. Time is of the Essence. The Parties agree to close the purchase / sale of the Harbor Road
North Water Line no later than 30 days from the effective date of this Agreement. "Closing" the
purchase / sale includes exchange of compensation contemplated in paragraph 3, as well as
execution and recording of the Bill of Sale. The provisions of paragraph 3 a., 3b., and 3c. are
effective immediately upon execution of this Agreement independently of the closing of the
purchase / sale. However, neither Party shall be in default of this provision if a delay in the closing
of the purchase / sale arises out of causes reasonably beyond their control and without their fault or
negligence. Such causes include but are not limited to acts of God; acts of war; natural or public
health emergencies; labor disputes; freight embargoes; and abnormally severe and unusual weather
conditions.
6. Inspector General. Pursuant to Article XII of the Palm Beach County Charter, the
Office of the Inspector General has jurisdiction to investigate municipal matters, review and audit
municipal contracts and other transactions, and make reports and recommendations to municipal
governing bodies based on such audits, reviews, or investigations. All parties doing business with
the Village shall fully cooperate with the inspector general in the exercise of the inspector general's
functions, authority, and power. The inspector general has the power to take sworn statements,
require the production of records, and to audit, monitor, investigate and inspect the activities of the
Village, as well as contractors and lobbyists of the Village in order to detect, deter, prevent, and
eradicate fraud, waste, mismanagement, misconduct, and abuses.
7. Public Records. In accordance with Section 119.0701, Florida Statutes, Oldham
must keep and maintain this Agreement and any other records associated therewith. Upon request
from the Village's custodian of public records, Oldham must provide the Village with copies of
-2-
Page 434 of 451
Agenda Item #27.
requested records, or allow such records to be inspected or copied, within a reasonable time in
accordance with access and cost requirements of Chapter 119, Florida Statutes. Should Oldham
fail to provide the public records to the Village, or fail to make them available for inspection or
copying within a reasonable time, he may be subject to attorneys fees and costs pursuant to Section
119.0701, Florida Statutes, and other penalties under Section 119.10, Florida Statutes. Further,
Oldham shall ensure that any exempt or confidential records associated with this Agreement are
not disclosed except as authorized by law for the duration of the Agreement term, and following
completion of the Agreement if Oldham does not transfer the records to the Village. Finally, upon
completion of the Agreement, Oldham shall transfer, at no cost to the Village, all public records in
his possession, or keep and maintain public records required by the Village. If Oldham transfers
all public records to the Village upon completion of the Agreement, he shall destroy any duplicate
public records that are exempt or confidential and exempt from public records disclosure
requirements. If Oldham keeps and maintains public records upon completion of the Agreement,
he shall meet all applicable requirements for retaining public records. Records that are stored
electronically must be provided to the Village, upon request from the Village's custodian of public
records, in a format that is compatible with the Village's information technology systems.
Additionally, any and all records, including but not limited to reports, surveys, data, and documents,
that are provided or prepared by Oldham in connection with this Agreement shall belong to the
Village and shall be furnished by Oldham to the Village upon request.
IF OLDHAM HAS QUESTIONS REGARDING THE APPLICATION
OF CHAPTER 119, FLORIDA STATUTES, TO HIS DUTY TO
PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT,
PLEASE CONTACT THE VILLAGE CLERK, RECORDS
CUSTODIAN FOR THE VILLAGE, AT (561) 768-06859 OR AT
lmcwilliams(&,tequesta.o, OR AT 345 TEQUESTA DRIVE,
TEQUESTA, FLORIDA 33469.
8. Applicable Law. This Agreement is subject to and shall be construed and enforced in
accordance with the laws of Florida.
9. Legal Contract. This Agreement shall be deemed to constitute a contract made and entered
into under the laws of the State of Florida, and not a mere recital. This Agreement shall not be filed
with a court unless it is necessary to enforce any term or condition of this Agreement.
10. Litigation of Disputes. In the event of a dispute as to the interpretation, enforcement,
application, or violation of this Agreement, it is understood and agreed by the Parties that the Circuit
Court for the Fifteenth Circuit in and for Palm Beach County, Florida shall have jurisdiction to
resolve such dispute and to enforce its terms.
11. Severability. If any provision of this Agreement is held to be or becomes invalid, illegal,
or unenforceable, the validity, legality, and enforceability of the remaining provisions shall not in
any way be affected or impaired thereby.
12. Amendments. No amendment or variation of the terms or provisions of this Agreement
shall be valid unless made in writing and signed by each of the Parties.
13. Entire Agreement. This four (4) page Agreement constitutes the entire agreement between
the Parties; no modification shall be made to this Agreement unless such modification is in writing,
agreed to by the Parties and attached hereto as an addendum to this Agreement.
[REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK]
-3-
Page 435 of 451
Agenda Item #27.
WITNESSES:
Signed, sealed and delivered
in the presence of:
Print:
Print:
STATE OF FLORIDA
COUNTY OF PALM BEACH
OLDHAM:
0
WESLEY W. OLDHAM
The foregoing instrument was acknowledged before me by means of physical presence or
online notarization this day of August, 2020, by Wesley W. Oldham who is personally known
to me or who has produced a Florida driver's license as identification and who did/did not take an oath, and
who stated that he executed same on behalf of himself for the purposes therein expressed.
(NOTARY SEAL)
Notary Public
Print Name:
My commission expires:
WITNESSES: VILLAGE:
Signed, sealed and delivered
in the presence of:
UZZ
Print:
Print:
STATE OF FLORIDA
COUNTY OF PALM BEACH
Abigail Brennan
Mayor
The foregoing instrument was acknowledged before me by means of physical presence or
online notarization this day of August, 2020, by Jeremy Allen who is personally known to me
or who has produced a Florida driver's license as identification and who did/did not take an oath, and who
stated that he executed same on behalf of the Village of Tequesta for the purposes therein expressed.
(NOTARY SEAL)
Notary Public
Print Name:
My commission expires:
-4-
Page 436 of 451
Agenda Item #27. Exhibit D
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Agenda Item #28.
Regular Council
STAFF MEMO �
Meeting: Regular Council -Aug 13 2020
Staff Contact: Hugh Dunkley, Finance Director Department: Finance
RESOLUTION 21-20, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF
TEQUESTA, FLORIDA, AUTHORIZING ESTABLISHMENT OF A BUILDING FUND; AUTHORIZING
A BUDGET AMENDMENT TO TRANSFER CERTAIN MONIES INTO THE NEWLY CREATED
BUILDING FUND; AMENDING AND DECREASING THE FISCAL YEAR 2019/2020 GENERAL
FUND #001 BUDGET AS SPECIFIED IN THE ATTACHED "EXHIBIT A;" PROVIDING AN
EFFECTIVE DATE; AND FOR OTHER PURPOSES.
The Building Department's revenues and expenditures are currently accounted for within the Village's General Fund,
along with other activities, i.e., Fire, Police, Public Works, etc. Although this is permissible, it is not the most effective
way of accounting for the restricted Building Department operations. The State has passed recent legislation (via Sec.
553.80, Florida Statutes) requiring annual reporting of the revenues and expenditures of all building departments. This
reporting must also reflect the annual balance of all carryforward reserves (excess of revenues over expenditures) of the
Building Department. For this reason, staff recommends that a separate Building Fund Special Revenue Fund) be
established to account for all of the Building Department's activities.
Staff recommends the following:
■ Establishment of a Special Revenue Building Fund retroactive to October 1, 2019
■ Amendment of the FY20 General Fund budget to exclude the Building Department
■ Establishment of FY20 Building Fund budget
■ Authorization to transfer Building Department beginning balances at October 1, 2019 from the General Fund to
the Building Fund
■ Authorization to transfer funds in the amount of $195,378 from the newly -established Building Fund to the
General Fund for reimbursement of overhead (indirect) costs
BUDGET AMENDMENT RESOLUTION BLDG FUND (NEW) ADA
Budget Amendment Exhibit A Bldg Fund New ADA
Memorandum Template bldq fund ADA
Page 438 of 451
Agenda Item #28.
RESOLUTION 21-20
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF
TEQUESTA, FLORIDA, AUTHORIZING ESTABLISHMENT OF A
BUILDING FUND; AUTHORIZING A BUDGET AMENDMENT TO
TRANSFER CERTAIN MONIES INTO THE NEWLY CREATED
BUILDING FUND; AMENDING AND DECREASING THE FISCAL YEAR
2019/2020 GENERAL FUND #001 BUDGET AS SPECIFIED IN THE
ATTACHED "EXHIBIT A;" PROVIDING AN EFFECTIVE DATE; AND
FOR OTHER PURPOSES.
WHEREAS, the Village maintains within its General Fund separate revenue and
expenditure line items representing the operations of its Building Department; and
WHEREAS, the Governmental Accounting Standards Board (GASB) allows the
use of special revenue funds to account for specific revenue sources that are restricted
or committed to expenditures for specified purposes other than debt service or capital
projects; and
WHEREAS, the revenues generated by the Building Department are restricted
as to use pursuant to Section 553.80, Florida Statutes, and therefore meet the above
established criteria and may be accounted for in a special revenue fund; and
WHEREAS, the Fiscal Year 2019/2020 General Fund Budget currently includes
restricted Building Department revenues and associated expenditures; and
WHEREAS, staff is requesting the establishment of a special revenue Building
Fund, retroactive to October 1, 2019, so that beginning balances at October 1, 2019 can
be transferred from the General Fund to the newly created Building Fund; and all
revenues and expenditures for Fiscal Year 2019/20 can be accounted for in the new
fund; and
WHEREAS, the Village Council finds that accounting for the operations of the
Building Department within a separate special revenue fund will provide greater
financial transparency to its residents and to the users of the Village's financial
statements.
NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE
VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AS FOLLOWS:
Section 1: The appropriate officers of the Village are hereby authorized and
directed to take all necessary and appropriate steps to establish a Special Revenue
Fund entitled "Building Fund" to account for the fees, fines, investment earnings and
related expenditures of the Building Department;
Section 2: Resolution 21-20, amending the Fiscal Year 2019/2020 General
Fund and Building Fund budgets are hereby adopted in accordance with the attached
"Exhibit A";
Page 439 of 451
Agenda Item #28.
Section 3: This Resolution shall become effective immediately upon passage.
Page 440 of 451
Agenda Item #28.
EXHIBIT A - FY2019/2020 BUDGET - PAGE 1
FUND 001- REVENUES
-------------------------------------------
ORIGINAL BUDGET
----------------------
AMENDED BUDGETI (DECREASE)
-------------------------------------------
REVISED BUDGET EXPLANATION OF CHANGE
---------------------- ----------------------------------------------
General Property Taxes
7,482,400
7,482,400 -
7,482,400
Sales & Use Taxes
11454,900
1,454,900 -
1,454,900
93,000
Local Business Taxes
93,000
93,000 ----------------------------------------------
Franchise fees - gross receipt
4601000
4601000
7371100
-
(737,100)
4601000
- Reduce Building Department revenue
Building Permits
7371100
888,300
-
Intergovernmental Revenue
888,300
888,300
172,000
-
Chgs for Sery - Gen Gov
172,000
172,000
725,450 -
725,450
Intragovernmental Revenue
725,450
Chgs for Sery - Public Safety
11162,900
11162,900 -
11162,900
Charges for Services - Recr.
76,050
76,050 -
76,050
Fines & Forfeitures
16,000
16,000 -
16,000
Unrestricted Investment Earnings
115,000
115,000 -
115,000
Rents & Royalties
221,600
221,600 -
221,600
1,000
-
Impact Fees
1,000
15,000
1,000
Other Financing Sources
177,930
(20,000)
157,930
Reduce appropriation of fund balance
Operating Transfers
-
----------------------
49,750
- 195,378 195,378 Reimbursement for indirect costs
------------------------------------------- ----------------------------------------------
49,750 - 49,750
5,000 - 5,000
-----------------------
$ 13,838,380 W $ (561,722) $ 13,276.658
Miscellaneous Revenues
Contributions & Donations
5,000
$ 13,675,450
TOTAL REVENUES
I
INCREASE
I
FUND 001- EXPENDITURES
------------------------------------------------------------------
ORIGINAL BUDGET
AMENDED BUDGET
------------------------------------------
(DECREASE)
REVISED BUDGET EXPLANATION OF CHANGE
-----------------------------------------------------------------------
100
- Council
68,050
68,050
-
68,050
110
- Manager
286,100
286,100
-
286,100
111-
Human Resources
386,750
386,750
-
386,750
120
- Village Clerk
370,150
370,150
-
370,150
130
- Finance
425,400
425,400
-
425,400
140
- Lega 1
180,000
180,000
-
180,000
150
- Comprehensive Planning
163,800
163,800
-
163,800
160
- General Government
299,200
306,000
-
306,000
219,400
161- IT
219,400
219,400
-
175
- Police Department
3,394,230
3,473,424
-
3,473,424
180
- Building & Zoning
680,750
716,791
(716,791)
-
93,750
4,293,886
Reduce Bldg Dept expenses
181- Code Compliance
93,750
4,263,150
93,750 -
192 - Fire Control
4,293,886 -
210
- Public Works
1,408,500
1,405,400
-
1,405,400
231-
Leisure Services
690,650
686,950
-
686,950
700
- Debt Service
456,120
475,029
-
4751029
900
- Interfund Transfers
127,100
127,100
-
127,100
950
- Other Nonoperating
162,350
160,400
155,069
315,469 Adjust allocation to fund balance
TOTAL EXPENDITURES
$ 13,675,450
$
13,838,380 $
(561,722)
$ 13,276,658
Page 441 of 451
Agenda Item #28.
EXHIBIT A - FY2019/2020 BUDGET - PAGE 2
FUND 101- REVENUES
ORIGINAL BUDGET
AMENDED BUDGET
(DECREASE) REVISED BUDGET EXPLANATION OF CHANGE
Building Permits
-
-
-
-
-
-
508,000 508,000 Estimated Building Dept Revenues
- -
- -
Other Financing Sources
Miscellaneous Revenues
-
$ -
Other Reserves/Contingency
-
----- ------------------------------------------------
$ -
4041169 4041169 Usage of fund balance reserves
--------------------------------------
$ 912,169 $ 912,169
TOTAL REVENUES
INCREASE
FUND 101- EXPENDITURES
ORIGINAL BUDGET
AMENDED BUDGET
(DECREASE) REVISED BUDGET ..EXPLANATION -OF -CHANGE
180 - Building & Zoning
-
0
716,791 716,791 Transfer department FY20 budget
900 - Interfund Transfers
950 - Other Nonoperating
-
-
0
-
195,378 195,378 Reimburse indirect costs to Gen. Fund
- -
TOTAL EXPENDITURES
$ -
$
$ 912,169 $ 912,169 =
Page 442 of 451
Agenda Item #28.
Memorandum
TO: Jeremy Allen, Village Manager
FROM: Hugh B. Dunkley, Finance Director
DATE: July 23, 2020
SUBJECT: Accounting for Building Fund Activities
The Building Department's revenues and expenditures are currently accounted for within the Village's
General Fund, along with other activities, i.e., Fire, Police, Public Works, etc. Although this is permissible,
it is not the most effective way of accounting for the restricted Building Department operations. The State
has passed recent legislation (via Sec. 553.801 Florida Statutes) requiring annual reporting of the revenues
and expenditures of all building departments. This reporting must also reflect the annual balance of all
carryforward reserves (excess of revenues over expenditures) of the Building Department. For this
reason, staff recommends that a separate Building Fund Special Revenue Fund be established to account
for all of the Building Department's activities. The Governmental Accounting Standards Board ("GASB")
allows the usage of a special revenue fund to account for the proceeds of specific revenue sources that
are restricted or committed to expenditures for specified purposes. It is our belief that, since the building
permit fees and related fines and investment earnings would be considered restricted, insofar as these
funds can only be used to enforce the Florida Building Code, it would be best to account for these
transactions in a special revenue fund that is separate and distinct from the Village's General Fund.
Staff is therefore requesting the following:
■ Establishment of a Special Revenue Building Fund retroactive to October 1, 2019
■ Amendment of the FY20 General Fund budget to exclude the Building Department
■ Establishment of FY20 Building Fund budget
■ Authorization to transfer Building Department beginning balances at October 1, 2019 from the
General Fund to the Building Fund
■ Authorization to transfer funds in the amount of $195,378 from the newly -established Building
Fund to the General Fund for reimbursement of overhead (indirect) costs*
*In 2019, the Village Council adopted Resolution 35-19 which established an administrative fee for the Building
Department. The purpose of this fee was to recognize the indirect costs that were incurred by the Building
Department but were not previously charged to that department. Only indirect costs for FY19 was recognized.
Staff recommends that the reserves transferred from the General Fund to the newly established Building Fund
take into account prior indirect costs that should have been allocated to the Building Fund (FY16 — FY18).
cc: Jose Rodriguez, Building Official
Page 443 of 451
Agenda Item #29.
Regular Council
STAFF MEMO �
Meeting: Regular Council -Aug 13 2020
Staff Contact: Hugh Dunkley, Finance Director Department: Finance
RESOLUTION 24-20, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF
TEQUESTA, FLORIDA EXPRESSING ITS INTENT TO ISSUE TAX-EXEMPT DEBT TO ACQUIRE,
DESIGN, PERMIT AND CONSTRUCT (1) A COMMUNITY CENTER AND ASSOCIATED
RECREATIONAL FACILITIES, (11) STORMWATER DRAINAGE IMPROVEMENTS, AND (III) ROAD
AND STREET IMPROVEMENTS; EXPRESSING THE INTENT FOR PURPOSES OF COMPLIANCE
WITH UNITED STATES TREASURY REGULATION SECTION 1.150-(2)(E) TO REIMBURSE WITH
THE PROCEEDS OF SUCH TAX EXEMPT FINANCING, EXPENDITURES MADE WITH RESPECT
TO THE ACQUISITION, DESIGN, PERMITTING AND CONSTRUCTION OF SUCH PROJECTS;
PROVIDING FOR THE ISSUANCE BY THE VILLAGE OF NOTES, BONDS OR OTHER
OBLIGATIONS IN ONE OR MORE SERIES IN AN AGGREGATE PRINCIPAL AMOUNT NOT
EXCEEDING $7,000,000 TO PAY THE COST OF SUCH PROJECTS; AND PROVIDING AN
EFFECTIVE DATE; AND FOR OTHER PURPOSES..
Pursuant to IRS guidelines, before staff can actively seek financing for the construction of the projects that
have been identified in the Village's Capital Improvement Plan (namely, the Community Center as well as
other recreational and public works improvements), the Village Council must formally adopt a resolution
authorizing the issuance of tax-exempt debt. This resolution also serves the purpose of allowing the Village
Council to make an official declaration of its intent to reimburse itself from the proceeds of the future debt
issue expenditures that are typically incurred prior to the issuance of the debt, i.e., architectural and
engineering, lot clearing and the like. The total amount of the debt issue will not exceed $7,000,000.
• • • - • - 1 •
Approval of borrowing authorization for a principal amount not to exceed $7,000,000.
COMM CTR BORROWING AUTHORIZATION ADA
Page 444 of 451
Agenda Item #29.
RESOLUTION 24-20
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF
TEQUESTA, FLORIDA EXPRESSING ITS INTENT TO ISSUE TAX-
EXEMPT DEBT TO ACQUIRE, DESIGN, PERMIT AND CONSTRUCT (1)
A COMMUNITY CENTER AND ASSOCIATED RECREATIONAL
FACILITIES, (11) STORMWATER DRAINAGE IMPROVEMENTS, AND
(III) ROAD AND STREET IMPROVEMENTS; EXPRESSING THE
INTENT FOR PURPOSES OF COMPLIANCE WITH UNITED STATES
TREASURY REGULATION SECTION 1.150-(2)(E) TO REIMBURSE
WITH THE PROCEEDS OF SUCH TAX-EXEMPT FINANCING,
EXPENDITURES MADE WITH RESPECT TO THE ACQUISITION,
DESIGN, PERMITTING AND CONSTRUCTION OF SUCH PROJECTS;
PROVIDING FOR THE ISSUANCE BY THE VILLAGE OF NOTES,
BONDS OR OTHER OBLIGATIONS IN ONE OR MORE SERIES IN AN
AGGREGATE PRINCIPAL AMOUNT NOT EXCEEDING $7,000,000 TO
PAY THE COST OF SUCH PROJECTS; AND PROVIDING AN
EFFECTIVE DATE; AND FOR OTHER PURPOSES..
WHEREAS, Village of Tequesta, Florida (the "Village") is initiating the process to
undertake the acquisition, design, permit and construction of a community center and
associated recreational facilities, stormwater drainage improvements and road and
street improvements (the "Projects") in accordance with Chapter 166, Florida Statutes
and other applicable law (the "Act"); and
WHEREAS, the Village intends to finance the costs of such Projects with the
proceeds of its revenue bonds, notes or other obligations to be issued in the future in
one or more series the interest on which is intended to be excludable from gross income
for federal income tax purposes (the "Tax Exempt Financing"); and
WHEREAS, the Village expects to initially pay certain costs of the Projects with
funds other than proceeds of the Tax Exempt Financing (the "Advanced Funds") and to
reimburse itself for such expenditures with proceeds from the Tax Exempt Financing.
NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE
VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, THAT:
SECTION 1. AUTHORITY. This Resolution is adopted pursuant to the Act,
Section 1.150-(2)(e) of the United States treasury regulations and other applicable
provisions of law.
SECTION 2. FINDINGS. The members of the Village Council hereby find,
determine and declare as follows:
A. The Village is authorized under law, including, without limitation, the Act,
to issue the Tax Exempt Financing for the valid public purpose of paying the cost of the
Projects.
Page 445 of 451
Agenda Item #29.
B. It is necessary, desirable, convenient and in the interest of the Village that
the Projects be designed, permitted, constructed and financed as contemplated in this
Resolution.
C. The Village intends to finance certain of the costs of the design,
permitting, construction and installation of the Projects with the proceeds of its Tax
Exempt Financing to be issued in the future.
D. The Village expects to pay certain costs of the Projects with Advanced
Funds before the issuance of the Tax Exempt Financing.
SECTION 3. EXPRESSION OF INTENT. The Village reasonably expects to use
the proceeds of the Tax Exempt Financing to reimburse itself for expenditures
described herein made with the Advanced Funds. This Resolution is a declaration of
the official intent of the Village in that regard, within the contemplation of Section 1.150-
(2)(e) of the Income Tax Regulations promulgated by the United States Department of
the Treasury.
SECTION 4. MAXIMUM AMOUNT OF DEBT. The maximum principal amount
of the Tax Exempt Financing reasonably expected to be issued to finance the cost of
the Project is $7,000,000.
SECTION 5. FURTHER ACTION. The officers and employees of the Village are
hereby authorized as are its legal and financial consultants, to do all acts and things
required of them by this Resolution, including but not limited to engaging underwriters or
lenders, and financial advisor(s), for the Tax Exempt Financing for the full, punctual and
complete performance of all the terms, covenants and agreements contained herein or
necessary or convenient to the issuance of the Tax Exempt Financing as provided
herein.
SECTION 6. EFFECTIVE DATE. This Resolution shall take effect immediately
upon its adoption.
Page 446 of 451
Agenda Item #30.
Regular Council
STAFF MEMO �
Meeting: Regular Council -Aug 13 2020
Staff Contact: Merlene Reid, Director, HR &Risk Department: HR
Management
Approval of Health, Dental and Life Insurance 2020/21 Renewals
Due to the current uncertainties facing the health insurance industry, double digit renewal quotes
being seen locally, and an uptick in Tequesta employees medical claims, the Village anticipated and
budgeted for a 10% increase for FY2020/21. In line with our predictions, Florida Blue initially
submitted increases of 12% to retain current benefits for the Traditional PPO plan, and 14.3% for
the High Deductible Health Plan (HDHP). After subsequent rounds of negotiations, the Village was
able to secure a 5.8% increase for both plans (see Appendix 1). The attached cost summary is
based on the number of employees at July 1, 2020, and their current plan choices
(family/individual).
At its final meeting on July 10, 2020, the Benefits committee also reviewed other alternatives
provided, and agreed to add a third HMO plan option for employees to choose from. This new plan
is priced lower than the current PPO, but higher than the HDHP plan. An educational effort was
immediately started to help employees identify if this new plan is right for them, a switch that would
result in cost savings to both employee and employer.
In 2019, we went out to bid for all benefit lines which resulted in the Village moving its Dental and
Life coverage to The Standard, significantly reducing our costs for these lines. There are no 2020
increases as our agreement required the carrier to hold these rates for two years.
Benefits Committee Members:
Management Reps. Union Reps
Hugh Dunkley, Finance Director Vincent Chesnes, CWA
Brad Gomberg, I.T. Director Jason Fawcett, IAFF
Merlene Reid, Director, HR & Risk
Ray Ko rkows ki , P BA
Management/Chair
HR is requesting that Council approves the Benefits committee's recommendation to Village Manager
Allen, to renew the Village's health insurance with Florida Blue effective October 1, 2020, in line with
Attachment 1, and to also approve the 2020/21 renewing dental and life insurance premiums at the
2019/20 rates.
Page 447 of 451
Agenda Item #30.
2020-21 Medical Benefits Cost Summary.ada
Page 448 of 451
Em� gieft
en�elifs-E30 utive Cost Summary
Effective Date: October 1, 2020
-10 WWA
GEHRING GROUP"
F1 EMPLOYEE BENEFITS I RISK MANAGEMENT
COVERAGE
I
CURRENT
I
I
RENEWAL
HEALTH
PPO 3768
Total
Florida Blue
Employer
Employee
Total
Florida Blue
Employer
Employee
Employee
46
$707.18
$707.18
$0.00
46
$732.78
$732.78
$0.00
EE+Spouse
3
$1,683.08
$1,439.11
$243.97
3
$1,744.01
$1,491.20
$252.81
EE+Child(ren)
13
$1,301.20
$1,152.70
$148.50
13
$1,406.93
$1,238.39
$168.54
EE+Family
35
$2,206.39
$1,831.59
$374.80
35
$2,344.89
$1,941.86
$403.03
MONTHLY PREMIUM
97
$131,718.77
$115,938.27
$15,780.50
97
$139,301.15
$122,245.74
$17,055.41
ANNUAL PREMIUM
$1,580,625.24
$1,391,259.27
$189,365.97
$1,671,613.80
$1,466,948.85
$204,664.95
$ INCREASE
N/A
N/A
N/A
$90,988.56
$75,689.58
$15,298.98
INCREASE
N/A
N/A
N/A
5.8%
5.4%
8.1%
HDHP 5180/81
Total
Employer
Employee
Total
Employer
Employee
Employee
1
$620.73
$620.73
$0.00
1
$651.73
$651.73
$0.00
EE+Spouse
0
$1,431.51
$1,228.82
$202.69
0
$1,503.15
$1,290.30
$212.85
EE+Child(ren)
1
$1,106.71
$985.22
$121.49
1
$1,212.63
$1,072.41
$140.22
EE+Family
0
$1,876.60
$1,562.63
$313.97
0
$2,021.04
$1,678.71
$342.33
MONTHLY PREMIUM
2
$1,727.44
$1,605.95
$121.49
2
$1,864.36
$1,724.14
$140.22
ANNUAL PREMIUM
$20,729.28
$19,271.40
$1,457.88
$22,372.32
$20,689.68
$1,682.64
$ INCREASE
N/A
N/A
N/A
$1,643.04
$1,418.28
$224.76
INCREASE
N/A
N/A
N/A
7.9%
7.4%
15.4%
HMO 55
Total
Employer
Employee
Total
Employer
Employee
Employee
0
0
$681.94
$681.94
$0.00
EE+Spouse
0
Not Currently Offered
0
$1,623.02
$1,387.75
$235.27
EE+Child(ren)
0
0
$1,309.33
$1,152.48
$156.85
EE+Family
0
0
$2,182.22
$1,807.15
$375.07
MONTHLY PREMIUM
0
$0.00
$0.00
$0.00
0
$0.00
$0.00
$0.00
ANNUAL PREMIUM
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$ INCREASE
N/A
N/A
N/A
N/A
N/A
N/A
%INCREASE
N/A
N/A
N/A
N/A
N/A
N/A
SUMMARY
TOTAL MONTHLY PREMIUM
Total
$133,446.21
Employer
$117,544.22
Employee
$15,901.99
Total
$141,165.51
Employer
$123,969.88
Employee
$17,195.63
TOTAL ANNUAL PREMIUM
$1,601,354.52
$1,410,530.67
$190,823.85
$1,693,986.12
$1,487,638.53
$206,347.59
$ INCREASE
N/A
N/A
N/A
$92,631.60
$77,107.86
$15,523.74
INCREASE
N/A
N/A
N/A
5.8%
5.5%
8.1%
Page 449 of 451
Agenda Item #31 0
Regular Council
STAFF MEMO
Meeting: Regular Council -Aug 13 2020
Staff Contact: Merlene Reid, Director, HR & Risk Department: HR
Management
MOM*
Approve Property and Casualty Insurance Renewals FY 2020/21
L J
The 2020/21 property and casualty insurance renewals returned a 4.17% increase over the expiring
year, due to the following reasons:
1. Workers Compensation: Payroll estimates for FY20/21 was approximately $300,000 lower
than the expiring policy. This change was due to staff reduction mainly related to the 911 call
center's move to NorthComm. The Village's experience mod rate also fell from 1.04 to .91,
creating a credit of 7% to the Village's premium factor. These reductions significantly helped
to offset increases to the property and general liability coverages.
2. General Liability: This category saw a 12% increase. Across the industry, the primary driver
of significant premium increases is currently related to anticipated COVID-19 lawsuits,
however FMIT has resisted passing on extreme increases for the upcoming policy term. It is
yet to be seen how liability premiums will play out over the next year. Additionally, law
enforcement liability continues to experience an uptick in premiums across agencies.
3. Property & Inland Marine: This category saw the largest increase of 16%. Over the past
year, the Village added over $4 Million to its building values, which included increased values
for Village Hall, Public safety, and additional IT equipment. All inland marine items over
$15,000 are now required to be itemized and this category which includes the bucket truck,
loaders, excavators and generators are now valued at a total of $1,923,177. These
circumstances, in addition to what the brokers refer to as a hardening property insurance
market, led to the increases.
Attached is the 2020/21 evaluation numbers that propose a renewal premium of $577,763, inclusive
of brokers' fees. This represents a total increase of $23,122 over the expiring premium of $554,641
and includes our Drug -Free Workplace and Safety Program Premium Credits. An additional $10,000
is also being requested to cover deductible payments in respect of liability claims, making a total
request for approval of $587,763.
-• • • - •►s • �.
HR recommends that the Village renews the 2020/21 Property & Casualty Insurance with the Florida
Municipal Insurance Trust.
FMIT Renewal Evaluation 20-21.ada
Page 450 of 451
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