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HomeMy WebLinkAboutMinutes_Workshop_12/13/2021MINUTES WORKSHOP MEETING VILLAGE OF TEQUESTA, FL DECEMBER 13, 2021 6:00 PM VILLAGE HALL CONFERENCE ROOM CALL TO ORDER AND ROLL CALL The meeting was called to order by Mayor Frank D'Ambra at 6:00 p.m. A roll call was taken by Deputy Clerk Mary Ann Grieser. Present were: Mayor Frank D'Ambra, Council Member Molly Young, Council Member Laurie Brandon. Absent were: Vice -Mayor Kyle Stone, Council Member Bruce Prince. MOTION: Council Member Young made a motion to approve the agenda; seconded by Council Member Brandon. Carried 3-0. ( Absent: Vice Mayor Stone and Council Member Prince) AGENDA ITEMS 1. Strategic Plan Quarterly Update Village Manager Jeremy Allen listed the initiatives within the Strategic Plan. Included were: grants, proposed unassigned fund balance of 25%, increased communication and transparency, infrastructure, alternative transportation, underground utilities, long term building maintenance, economic development, Charter Review track, infrastructure (roads), bridge closing communications, opening of Village Recreation Center, Village parks survey, Magic of Tequesta, quiet train zones, Tequesta Country Club tree enhancement program, International Council for Local Environmental Initiatives (ICLEI) carbon footprint tracking, and water system upgrade details. Remembrance Park grant monies were very specific in how the funds could be used. The Village could not have two grants outstanding at the same time. and the current grant did not expire until April of 2023. Council suggested looking at different methods of printing Smoke Signals and asked for data on how many people opened the digital option. Council Member Young asked that budgets and projected costs be included in the agenda memos for all departments. New sidewalks within the Capital Improvement Plan were discussed. Mobility and transportation were discussed and Council believed they could do a trial during special events. Underground utilities pricing was estimated to be around $20 million dollars. It was recommended to report any and all outages in order for FPL to maintain its database of problematic areas. Mr. Tom Bradford of 44 Chestnut Trail, addressed Council and opined that underground utilities could be done one neighborhood at a time without taking out a loan. Non ad valorum assessments could be used to pay for the project. Mayor D'Ambra volunteered to write a piece of annexation legislation that would better serve the Village by presenting a redefinition of enclaves, and removing the county from the process of annexing an enclave. Council Member Brandon requested the annexation language be shared with the Manager and Council. The business liaison position was discussed and Council believed a yearly re-evaluation should be part of the plan. Currently, the point person with the Florida Department of Transportation (FDOT) would be Public Works Director Chambers, who would then communicate to the Village Clerk and Business Liaison. Council Member Brandon asked that any meetings regarding the bridge reconstruction be short, clear and available online. Manager Allen informed Council that the Village legal team advised the host committee to have no more than one member from each existing board. Mr. Tom Bradford of 44 Chestnut Trail asked about board members being part of the charrette process. Manager Allen felt there was no problem with attending. Council asked that the host committee applicants be in attendance at the next Council meeting. Quiet zones were mentioned and Mr. Chambers would find out when the Village could apply for the designation. Mayor D'Ambra asked that the shade tree initiative include the entire Village area. Council Member Brandon asked that boaters be provided information on how to traverse the waters surrounding the US Highway One bridge construction. 2. Discuss Terms of Amendment to Emergency Services Agreement For Mutual Aid Assistance with Palm Beach County Fire Rescue Manager Allen provided a proposed amendment to the current Mutual Aid agreement. Council Member Young questioned the calculating factors that were applied to the new amendment. She asked if current economic factors were considered when coming up with the new numbers. Manager Allen stated that depreciation of vehicles was now included. Inflation was discussed and the Consumer Price Index (CPI) was mentioned as a possible factor in the calculation of rates. Manager Allen believed a conversation could be had regarding the expansion of service areas. 3. Discussion on Revised Purchasing Policy Finance Director Hugh Dunkley offered an explanation to Council on the revisions to the Village purchasing policy. Changes included: a local vendor preference program, a bid protest procedure, clarification on authority to approve change orders, suspension or reinstatement of vendors and a cone of silence. Additionally, it was explained that purchase orders were triggered by purchases over $10,000 dollars. Local businesses were defined as those that had a valid business tax receipt within one year of the request for proposal. Local businesses would be able to submit a best and final offer per this policy. Council would like to further discuss the possible projects that could be used from the savings associated with Paradise Park. ADJOURNMENT The meeting was adjourned at 7:50 PM. MOTION: Council Member Brandon made a motion to adjourn the meeting; Council Member Young seconded the motion. Carried unanimously 3-0 (absent: Council Member Prince and Vice - Mayor Stone). Respectfully submitted, � A,� mcw , Lori McWilliams, MMC Village Clerk Note: These summary minutes are prepared in compliance with 286.011 F.S. and are not verbatim transcripts of the meeting. A verbatim audio record is available from the office of the Village Clerk. All referenced attachments are on file in the Village Clerk's office.