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HomeMy WebLinkAboutDocumentation_Regular_Tab 02_1/12/2023Agenda Item #2. [Draft) v P� OF re couat� MINUTES REGULAR COUNCIL MEETING VILLAGE OF TEQUESTA, FL NOVEMBER 10, 2022 6:00 PM COUNCIL CHAMBERS CALL TO ORDER AND ROLL CALL The meeting was called to order by Mayor Molly Young at 6:00 p.m. A roll call was taken by Village Clerk Lori McWilliams. Present were: Mayor Molly Young, Vice -Mayor Kyle Stone, Council Member Frank D'Ambra, Council Member Laurie Brandon, and Council Member Aaron Johnson. INVOCATION AND PLEDGE OF ALLEGIANCE - Council Member Frank D'Ambra An invocation was offered by Council Member D'Ambra followed by the pledge of allegiance. APPROVAL OF AGENDA Mayor Young added Resolution 37-22, which declared the State of Emergency for the Village ahead of Hurricane Nicole, to the agenda. MOTION: Vice -Mayor Stone made a motion to approve the agenda; Council Member Johnson seconded the motion. Carried unanimously 5-0. PRESENTATION 1. Presentation of Certificate of Recognition to Post Office Mail Carrier Christopher Mena for his Loyal Service and Dedication to the Residents and Businesses of the Village of Tequesta Vice -Mayor Stone presented a certificate of recognition to Postal Carrier Christopher Mena. Vice -Mayor Stone was impressed by Mr. Mena's dedication to the Village and his loyal service to all residents. Mr. Mena was joined by his family and was thankful for the recognition. CONSENT AGENDA PlRggE9 bb#i98 Agenda Item #2. 01 Draft MOTION: Council Member D'Ambra made a motion to approve the consent agenda; Council Member Johnson seconded the motion. Carried unanimously 5-0. 2. MINUTES: August 22, 2022 Workshop; August 29, 2022 Workshop; September 15, 2022 Special; October 3, 2022 Special; October 3, 2022 Workshop and October 13, 2022 Regular 3. Consider Approval of Contracts Signed by Manager Under $25,000 (Per Village Ordinance we are presenting the following agreements, proposals, commitments and memorandum of understanding to Council.) A. Florida Department of Health Emergency Medical Services Program, Ground Ambulance Service Provider License 2 Year Renewal -Fire Department, $1,,450.00. B. Florida Coast Equipment Account Credit Application - Water Distribution/Stormwater ,N/A C. Palm Beach County Certificate of Public Convenience & Necessity (COPCN) Renewal -Fire Department, $500.00 Application Fee. 4. Consider Approval of the 2023 Municipal Election Vote Processing Equipment Use and Elections Services Agreement with the Palm Beach County Supervisor of Elections for the March 14, 2023 Municipal Election 5. RESOLUTION NO. 35-22, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, APPROVING THE AWARD THROUGH PIGGYBACK CONTRACT OF TOWN OF JUPITER CONSULTANT AGREEMENT CONTRACT #W1821 A TO GFA INTERNATIONAL, INC. ("AWARDEE"") FOR PLAN REVIEW, INSPECTION, AND PERMIT TECHNICIAN CONTRACTUAL SERVICES AS NEEDED BY THE VILLAGE; AUTHORIZING THE EXECUTION OF THE CONTRACT WITH THE A WARDEE 6. Consider Approval to Change our Credit Card Interchange Process Company to InvoiceCloud. END OF CONSENT AGENDA COMMUNICATIONS FROM CITIZENS There were none. COMMUNICATIONS FROM COUNCIL Vice -Mayor Stone announced his decision to not seek re-election for Village Council. He thanked the Village and was excited for the future of Tequesta. Council Member Johnson wished a Happy Birthday to the Marine Corps and a Happy Veteran's Day to all those who had served. Council Member Brandon wished Vice -Mayor Stone well and thanked him for his time on Council. She also highlighted the Senior programs offered at the Recreation Center. Agenda Item #2. 01 Draft Council Member D'Ambra wished everyone a Happy Thanksgiving, thanked Vice -Mayor Stone, and wished a Happy Birthday to the Marine Corps. Mayor Young echoed her fellow Council Members sentiments and also acknowledged staff for their amazing work during Hurricane Nicole. STANDING REPORTS Village Attorney Village Attorney, Keith Davis, did not have any reports to share. Village Manager 7. Manager's Report through October 31, 2022 Village Manager, Jeremy Allen, announced SHOP VOT running November 26th to December 18th. He also thanked all staff for their hard work and dedication during Hurricane Nicole. Police Department 8. Police Department Standing Report Assistant Police Chief, James McGrew, highlighted the different activities and events the department participated in including Government week and Halloween events. He announced the department would be the recipient of $16,000 for marine safety during Manatee season which runs from November 15th to March 31 st. Chief McGrew requested everyone stay vigilant during that time. He was also pleased to announce the warm reception the motorcycle unit had received from residents. Council Member Johnson was pleased to see the motor unit within the neighborhoods and not just on main roads. Council Member D'Ambra stated Cypress Drive residents were looking for speeding interventions in their community and would be requesting meetings with the police department in the future. Fire Department 9. Fire Department Standing Report Fire Chief, James Trube, detailed the multiple fire calls within the Village recently. He recognized Elizabeth Spring who passed her Emergency Medical Service billing exam and highlighted the many fall festivals and events the department attended. Chief Trube '.,:9 � I; : Agenda Item #2. 01 Draft detailed the emergency operations that took place during Hurricane Nicole and praised all departments for their hard work and dedication during the storm. He concluded by announcing the Chili Cook -Off on Saturday and the Fire Departments Christmas Open House. Council Member D'Ambra highlighted Fire Fest at Jonathan Dickinson and was interested on the air refills. Chief Trube announced that was on the agenda for approval tonight. Council Member Brandon thanked Village Clerk Lori McWilliams and Elizabeth Spring for the detailed social media updates during Hurricane Nicole. UTILITIES 10. Utilities Department Standing Report Utilities Director, Marjorie Craig, thanked the team at Tequesta for all their efforts in researching recent pressure spikes. She stated the last several years of improvements helped with the recent rain storms and hurricanes and additional pipe lining quotes will be reviewed to continue the improvements. The DEPSRF (Department of Environmental Protection State Revolving Funds) loan was fully executed and water main replacement projects one and four would be placed through the bid process for a March 2023 time frame. She concluded with the County Line Road bridge replacement project meeting being rescheduled so that all parties would be able to coordinate together. REGULAR AGENDA OLD BUSINESS 11. ORDINANCE 14-22, SECOND READING, AN ORDINANCE OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, ORDERING AND CALLING FOR A BOND REFERENDUM ELECTION TO BE HELD ON MARCH 14, 2023, TO DETERMINE IF THE QUALIFIED ELECTORS RESIDING IN THE VILLAGE APPROVE THE ISSUANCE BY THE VILLAGE OF GENERAL OBLIGATION BONDS IN PHASES FROM TIME TO TIME, WHICH SHALL MATURE NOT LATER THAN TWENTY (20) YEARS FROM THEIR VARIOUS DATES OF ISSUANCE IN AN AGGREGATE TOTAL PRINCIPAL AMOUNT NOT EXCEEDING $10,000,000 PAYABLE FROM AD VALOREM TAXES LEVIED IN AMOUNTS SUFFICIENT TO PAY DEBT SERVICE ON SUCH BONDS ON ALL TAXABLE PROPERTY WITHIN THE VILLAGE TO FINANCE COSTS RELATING TO THE ACQUISITION AND CAPITAL IMPROVEMENT OF LANDS TO BE USED FOR VARIOUS PURPOSES DESCRIBED HEREIN; PROVIDING SEVERABILITY AND AN EFFECTIVE DATE. Attorney Davis read the title into record. This was second reading. Agenda Item #2. 01 Draft Attorney Davis detailed the added language throughout to clarify the phases and ballot questions. Council Comments: • Council Member D'Ambra was concerned with the use of the word recreational, Attorney Davis felt the revised language adequately clarified the concern. • Council Member Brandon requested clarification on traffic mitigation. She also confirmed all decisions would still be voted on by Council at a public meeting. • Mayor Young was not in favor of including the referendum on the upcoming ballot. MOTION: Council Member D'Ambra made a motion to approve Ordinance 14-22; Vice - Mayor Stone seconded the motion. Carried 4-1 (opposed: Mayor Young). 12. Consider Acceptance of Final Commercial Corridor Plan Prepared by Treasure Coast Planning Council. Mr. Dana Little of Treasure Coast planning Council was available to answer questions. Council Comments: • Council Member D'Ambra was not in favor of increasing density within the Village. • Mayor Young requested Council think about removing or editing items from the plan including the train station, developer incentives, and building height. She also suggested a public information campaign. • Council Member Brandon was not in favor of adding a train station. • Council Member Johnson was also concerned with the density and train station and felt those items could be discussed as needed. • Vice -Mayor Stone felt the train station was and idea to show the value of the land and did not view the plan as encouraging density. Attorney Davis noted the plan would not change code and was just a guideline for Council. Mr. Little clarified the train station, traffic circles, and other elements were guidelines and suggestions. Code would not be changed and he was open to adding language clarifying Council's concerns. He also detailed the public information campaign to keep momentum. MOTION: Vice -Mayor Stone made a motion to approve adoption of the commercial corridor plan by Treasure Coast Planning Council; Council Member Johnson seconded the motion. Carried 4-1 (opposed: Council Member D'Ambra). 13. Consider Acceptance of the Tequesta Customer Foot Traffic Trends Prepared by BusinessFlare Mr. Kevin Crowder of Business Flare detailed the changes made from the previous report which included adaptability by business, communication recommendations, monitoring Agenda Item #2. 01 Draft trends, additional tips for business engagement with each other, and transportation recommendations. Manager Allen stated all information would be shared with Village business contacts, placed on the website, and shared at future business forums. MOTION: Vice -Mayor Stone made a motion to approve the Tequesta customer foot traffic trends by Business Flare and distribute to local businesses; Council Member Johnson seconded the motion. Carried unanimously 5-0. NEW BUSINESS 14. RESOLUTION 32-22, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, CALLING FOR THE GENERAL MUNICIPAL ELECTION TO BE HELD TUESDA Y, MARCH 14, 2023, AND /F NECESSARY, THE MUNICIPAL RUN- OFF ELECTION TO BE HELD TUESDA Y, MARCH 28, 2023 FOR THE PURPOSE OF ELECTING COUNCIL SEATS 2 AND 4 FOR TWO YEAR TERMS AND CHARTER REFERENDUM AND BOND BALLOT QUESTIONS; REQUESTING THE PALM BEACH COUNTY SUPERVISOR OF ELECTIONS CONDUCT THE ELECTION; DESIGNATING POLLING LOCATIONS; NAMING THE CANVASSING BOARD; ESTABLISHING ELECTION PROCEDURES; PROVIDING AN EFFECTIVE DATE; AND FOR OTHER PURPOSES. Council Member D'Ambra confirmed that should the charter referendum pass the new term limits for Council Members would start for the next election. MOTION: Council Member D'Ambra made a motion to approve Resolution 32-22; Council Member Johnson seconded the motion. Carried unanimously 5-0. 15. Consider Approval to Purchase a New Phone System Mitel VOIP Virtual PBX IT Director, Brad Gomberg, announced the current phone system was 15 years old and a new system was needed. He explained the new software based system and how updates would be easier and more cost effective. Manager Allen stated this would be purchased with surtax funds as it was a capital improvement. Mr. Gomberg confirmed the system was quoted off government contracts and a bid was not needed. MOTION: Council Member D'Ambra made a motion to approve the purchase of a new phone system; Vice -Mayor Stone seconded the motion. Carried unanimously 5-0. 16. RESOLUTION NO. 36-22, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, AUTHORIZING AN AMENDMENT TO THE FISCAL YEAR 202112022 BUDGET Agenda Item #2. 01 Draft Finance Director, Jeff Snyder, explained the state statute that allowed sixty days after year end to amend budgets and the need to amend the planning and fire budgets by $160,000 for 2021 /2022. The funds were available and not coming from reserved. MOTION: Council Member D'Ambra made a motion to approve Resolution 36-22 amending the Fiscal Year 2021 /2022 Budget in accordance with Exhibit A; Vice -Mayor Stone seconded the motion. Carried unanimously 5-0. 17. Consider Approval to purchase from Zoll Medical Corporation (Quotation # Q-34450) for the Purchase of Two (2) Zoll X Series Advanced Monitor/Defibrillators Fire Chief, James Trube, detailed the need for two new cardiac monitors/defibrilaltors, which were some of the most vital equipment used by the department. The purchase of two new monitors and the return of an old monitor would bring the department to four monitors. The older two units would be replaced the following year. This item was within budget. MOTION: Vice -Mayor Stone made a motion to approve the purchase of two Zoll X Series Advanced Monitor/Defibrilaltors; Council Member D'Ambra seconded the motion. Carried unanimously 5-0. 18. Consider Approval to Purchase Self-contained Breathing Apparatus (SCBA) Refill Station Chief Trube stated the installation of a breathing apparatus refill station would eliminate travel to other fire stations. This item was also under budget. Council Comments: • Council Member D'Ambra inquired on the life span of the apparatus and if it was upgradeable. Chief Trube estimated a 15 year life span and that the hydro test for air bottles was part of the maintenance agreement. He also stated a new unit would be needed when it's life span was over. • Mayor Young wanted clarification on any other expenses associated with the installation besides the annual maintenance cost. Chief Trube stated their may be electrical costs which would come from Public Works, and training expenses. MOTION: Council Member D'Ambra made a motion to approve the purchase of an SCBA Refill Station; Vice -Mayor Stone seconded the motion. Carried unanimously 5-0. 19. Consider Approval to Purchase of Traffic Pre-emption Devices Chief Trube explained the need for the traffic pre-emption devices, which would be installed on two engines, the ladder, two rescue trucks, and four intersections along Tequesta Drive, arose from the US1 Bridge closure. FDOT (Florida Department of Transportation) was also purchasing and installing the same devices along the Alternate Al A corridor towards Agenda Item #2. 01 Draft Jupiter Medical Center. This would improve response times, reduce accidents, and mitigate traffic on the way to the hospital. He also stated the devices would be able to be relocated to other trucks. Palm Beach County was also purchasing devices for their trucks, but the company being used was not finalized. This item was also under budget. MOTION: Council Member D'Ambra made a motion to approve the purchase of the Glance Priority and Preemption Suite as described from Temple, Inc.; Council Member Johnson seconded the motion. Carried unanimously 5-0. 20. Consider Approval to Purchase of Two Ford Mavericks for the Building Department Manager Allen detailed the replacement of a 2010 Ford F-150 and a 2003 Dodge Dakota with two Ford Mavericks. He stated this would come from the building fund. MOTION: Council Member D'Ambra made a motion to approve the purchase of two Ford Mavericks in the amount of $50,964.00; Council Member Brandon seconded the motion. Carried unanimously 5-0. 21. Consider Approval of Addendum No. 5 to Renew the Village of Tequesta's Agreement with Odyssey Manufacturing Company (RFQ# UTIL 04-19) to Supply 50% Liquid Sodium Hydroxide for an Additional Year Utilities Director, Marjorie Craig, explained the renewal was for one additional year. MOTION: Council Member D'Ambra made a motion to approve addendum No. 5 modifying the termination clause and renew the agreement for another year for a fixed rate for a fixed rate of $1,190 per dry ton and no surcharges; Council Member Johnson seconded the motion. Carried unanimously 5-0. 22. Approve Piggyback on Marion County Utilities' Contract with Odyssey Manufacturing Company for Purchase of Bulk 12.5% Sodium Hypochlorite Mrs. Craig announced the approval of the piggyback contract would ensure the Village was receiving the lowest possible cost for Sodium Hypochlorite as prices had increased. Sodium Hypochlorite was used to clean the water. MOTION: Council Member D'Ambra made a motion to approve the piggyback contract and associated purchase requisition with Odyssey Manufacturing Company; Vice -Mayor Stone seconded the motion. Carried unanimously 5-0. 23. Consider Approval of Ride and Game services for Tequesta Fest provided by Big Time Fun, Inc. Agenda Item #2. 01 Draft Manager Allen announced the event would be help at Paradise Park for another year and made Council aware of the potential for Tequesta Fest being over budget. Fencing and restrooms were included in this agreement and staff was in the process of reviewing vendor options. Parks and Recreation Manager, Greg Corbitt, stated this was the only response received from DemandStar for rides and games. Mayor Young was concerned with the liability insurance and requested staff further research amounts. MOTION: Council Member D'Ambra made a motion to approve the proposal submitted by Big Fun, Inc. with staff confirming the liability insurance amount; Council Member Johnson seconded the motion. Carried unanimously 5-0. 24. RESOLUTION NO. 37-22, A RESOLUTION OF THE VILLAGE COUNCIL CONFIRMING BY PROCLAMATION THE STATE OF EMERGENCY DECLARATION ISSUED ON NOVEMBER 9, 2022 AT 8:00 AM FOR THE VILLAGE OF TEQUESTA DUE TO HURRI CAN NI COLE., ALL EMERGENCY REULA TIONS ACTIVATED UNDER THE PROVIDON OF CHAPTER 26 OF THE VILLAGE CODE OF ORDINANCES, AND THE DESIGNATION OF THE FIRE CHIEF AS THE EMERGENCY MANAGEMENT DIRECTOR FOR THE VILLAGE SO LONG AS THE LOCAL STATE OF EMERGENCY CONTINUES IN EFFECT; PROVIDING AN EFFECTIVE DATE; AND FOR OTHER PURPOSES. MOTION: Council Member D'Ambra made a motion to approve Resolution 37-22; Council Member Johnson seconded the motion. Carried unanimously 5-0. ANY OTHER MATTERS Council Member Frank D'Ambra requested a re-evaluation of the parks usage policy for Tequesta Little League. He felt a Tequesta Little League would be beneficial for the area and any improvements to the field would be welcome. Council Member Brandon provided an update from the Palm Beach County Sustainability Committee. At a recent meeting the discussion centered around the hospitality industry and their green initiatives. The largest hurdle was education which was also a focus of the Village. Council Member Johnson echoed Council Member D'Ambra's sentiments regarding the Tequesta Little League. Agenda Item #2. 01 Draft Vice -Mayor Stone requested clarity of the State of Emergency and funds for those working from home. Manager Allen stated it was an intensive process and the Village had the potential of being reimbursed up to 75%. Vice Mayor Stone also requested further discussion take place regarding Linear Park, the lease on the land was up for renewal in January 2023. Mayor Young requested engaging the Environmental Advisory Committee and Village Staff for the Cypress Drive area beautification. ADJOURNMENT The meeting was adjourned at 8:20 PM. MOTION: Vice -Mayor Stone made a motion to adjourn the meeting Council Member Johnson seconded the motion. Carried unanimously 5-0. Respectfully submitted, Lori McWilliams, MMC Village Clerk Note: These summary minutes are prepared in compliance with 286.011 F.S. and are not verbatim transcripts of the meeting. A verbatim audio record is available from the office of the Village Clerk. All referenced attachments are on file in the Village Clerk's office. P@ggel8(bf)#i98 Agenda Item #2. [Draft) v P� OF re couat� MINUTES WORKSHOP MEETING VILLAGE OF TEQUESTA, FL NOVEMBER 28, 2022 6:00 PM VILLAGE HALL CONFERENCE ROOM CALL TO ORDER AND ROLL CALL The meeting was called to order by Mayor Molly Young at 6:00 p.m. A roll call was taken by Deputy Clerk Mary Ann Grieser. Present were: Mayor Molly Young, Vice Mayor Kyle Stone, Council Member Frank D'Ambra III, Council Member Laurie Brandon and Council Member Aaron Johnson. AGENDA ITEMS 1. Discussion on Priority of Facility and Field Use Manager Allen reminded Council of their request for a priority use agreement for Tequesta Park field usage. He believed the closest agreement to what the Council was looking for was Palm Beach County's current agreement. In -kind donations for priority use was a possibility and residential play was another factor to be considered. Manager Allen explained the intent was to give everyone the ability to play on the fields. A rough estimate to rehabilitate the fields was received at a cost of one hundred thousand dollars. ($100,000). Council deliberated on how to decide between the different styles of play being requested through leagues. It was determined it would be up to the league to decide on the style of play. Safety, lighting, fencing, in -kind donations, practice time and park improvements were part of the conversation. Ms. Marcia Nielson of 94 Beachwood Trail believed the lease could be lost with the State, if Tequesta Park was subleased. Mr. Thomas Bradford of 44 Chestnut Trail had not read the backup but believed the agreement should go through the RFP (Request for Proposal) process. M1:::7 �',- • fir: Agenda Item #2. 01 Draft Mr. Paul Bosse, of Little League Baseball, commented on the agreement and believed his league would not be able to participate due to the proposed stipulations within the policy. It was a Consensus of Council to tighten up the policy and to obtain more detailed cost information. 2. Discuss Prioritization of Key Recommendations from the Treasure Coast Regional Planning Council Village Manager Allen had a handout for Council on key tasks and rankings related to recommendations from the Treasure Coast Regional Planning Council. Council discussed each task and deleted, kept or added to the list, while ranking the importance level. Manager Allen asked Council to be aware that some of the code changes would not be covered under Community Development Director Zacarias' contract and could cost additional funds. Council discussed names of Village districts, civic open space, building height, drive throughs, parking locations, primary streets, green infrastructures, bird friendly glazing, dark sky night lighting, architectural design guidelines, pre -application processes, development incentives, and adopting formula business. Green building related topics were to be added to a future Workshop Meeting. Community Development Director Nisa Zacarias, would create another packet for Council containing building style guidelines. Mr. Thomas Bradford of 44 Chestnut Trail, commented on design guidelines not being included in the code. 3. Discussion on Lease of FEC ROW known as Linear Park Manager Allen reminded Council of the lease renewal of Linear Park coming due in January of 2023. If Council chose not to renew, the obligation would be to remove all of the landscaping and sidewalk, and have it returned back to its' original state. Initial costs on removal of landscaping were in the ballpark of fifty thousand dollars ($50If,000). Additionally, several Council Members were not supportive in calling the area a park". Ms. Marcia Nielson of 94 Beachwood Trail, was opposed to spending funds on more trees in Linear Park, because of possible increases from FEC (Florida East Coast) Railroad. Mr. Tom Bradford of 44 Chestnut Trail, asked that Council not do anything until the streetscape design for Old Dixie Highway was completed. 4. Discussion Regarding Temporary Signage Manager Allen reminded Council of the direction given to him to bring the temporary signage topic to a Workshop Meeting. A single business owner was concerned with not being allowed to have an A -frame sign and/or flutter flags. Council agreed that there was no need to address the signage topic at this time. ZEZXjf2 S, Agenda Item #2. [Draft) ADJOURNMENT The meeting was adjourned at 7:42 PM. MOTION: Vice -Mayor Stone made a motion to adjourn the meeting; Council Member D'Ambra seconded the motion. Carried unanimously 5-0. Respectfully submitted, Lori McWilliams, MMC Village Clerk Note: These summary minutes are prepared in compliance with 286.011 F.S. and are not verbatim transcripts of the meeting. A verbatim audio record is available from the office of the Village Clerk. All referenced attachments are on file in the Village Clerk's office. MS ! 7-ej f6T3