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HomeMy WebLinkAboutDocumentation_Regular_Tab 4C_4/27/1989 5-C-- C---" a VILLAGE OF TEQUESTA .• /, Post Office Box 3273 • 357 Tequesta Drive �,- ��l Tequesta, Florida 33469-0273 • (407) 575-6200 - h,.= FAX: (407) 575-6203 c N7=LLAGE OF TEQL.TESTA COLJNCJ L MEET=NG M=NUT ES APR=L 1 3 , 1 9 a 9 I. The Tequesta Village Council held a regularly scheduled Village Council Meeting at the Village Hall, 357 Tequesta Drive, Tequesta, Florida on Thursday, April 13, 1989. The meeting was called to order at 9:00 A.M. by Mayor Joseph N. Capretta and a roll was taken by the Village Clerk. Councilmembers present were: William E. Burckart, Earl L. Collings, Ron T. Mackail, and Mayor Joseph N. Capretta. Vice- Mayor Edward C. Howell was out of town on business and was excused from the meeting. Village Officials present were: Thomas G. Bradford, Village Manager; Wendy K. Harrison, Administrative Assistant to the Village Manager; Scott Hawkins, Esq. Assistant Village Attorney; Department Heads and Bill C. Kascavelis, Finance Director/Clerk. II. Councilmember Ron T. Mackail gave the Invocation and led those in attendance to the Pledge of Allegiance to the American Flag. III. APPROVAL OF AGENDA A) The Village Manager requested that Item XII-A appearing on the Agenda be heard prior to Item XI-A as a courtesy to the representatives to the Fehlhaber Corporation who were in attendance at the meeting. Councilmember Mackail moved, seconded by Councilmember Burckart, "to approve the Agenda as amended. " The vote on the motion was: Earl L. Collings - for Joseph N. Capretta - for William E. Burckart - for Ron T. Mackail - for the motion therefore passed and the Agenda was approved as amended. IV. ADJOURNMENT TO WORKSHOP MEETING A) Councilmember Mackail moved, seconded by Councilmember Collings, "to adjourn the Council Meeting for the purpose of conducting a Workshop Meeting of Council to hear and Village Council Meeting Minutes April 13, 1989 Page 2 - discuss a proposal from Richard Staudinger, P.E. , Gee & Jenson Engineering, Inc. , recommending a revised Water Rates schedule using consumption thresholds to promote water conservation within the Village's water service area. " The vote on the motion was: William E. Burckart - for Joseph N. Capretta - for Earl L. Collings - for Ron T. Mackail - for the motion therefore passed and the meeting was temporarily adjourned. V. VILLAGE COUNCIL WORKSHOP MEETING A) Mayor Joseph N. Capretta called the meeting to order and a roll call was taken by the Village Clerk. Councilmembers present were: William E. Burckart, Earl L. Collings, Ron T. Mackail and Mayor Joseph N. Capretta. B) Village Engineer Richard Staudinger reviewed an analysis of residential water usage of Tequesta Water Service area including Jupiter Inlet Colony, a portion of Martin County, Tequesta, a portion of Palm Beach County and a portion of the Town of Jupiter for a three (3) year period beginning January 1986. The analysis revealed that water consumption by customers in Martin County, Jupiter Inlet Colony and the Jupiter Martin Water Association was greater than fifty (50) percent above the average consumption by other customers served by the water system. Mr. Staudinger stated, "typically water rates are established utilizing a formula or rate analysis intended to recover water production and delivery costs and allow a reserve fund for emergencies and long range planning. This methodology does not apply, however, for a step rate intended to encourage customers to conserve water. " "Our approach to recommending a conservation mandated water rate for usage over 30, 000 gallons per month is loosely based upon system costs to delivery peak flows. The American Water Works Association estimates that 85% of a water utilities system costs are for facilities to meet maximum day and peak hour water demands. In other words out of a $100,000 investment in capital facilities, Village Council Meeting Minutes April 13, 1989 Page 3 - only $15,000 is required for supplying average annual flows, while $85,000 is required for facilities to meet daily and hourly maximum demands. Any reduction in these peak flows (though conservation) could significantly impact the cost of future system expansions. " "The price "step up" for excessive usage (peak flows) for a water utility could, therefore, be at least 50% and as much as 85% of the total cost per thousand gallons when the step rate kicks in. The base rate presently is at $1.05 per thousand gallons. We would recommend a "step" of between $1. 50 and $2.00 per thousand gallons be added to the base rate of $1.05 per thousand gallons for all monthly water usage in excess of 30,000 gallons per dwelling unit. This represents a range of between 59% and 65% for the "step up" rate. " The step rate should be implemented as soon as NCR completes software modifications to allow the Village to separate multi- family units and commercial units for billing purposes. Tom Hall indicated this would occur withn the next few months. I also recommend publicizing the new rate and explaining the need for conservation of water by residents. Publicity should include newsletter and newspaper articles as well as a full discussion at the Village Council meeting prior to adoption. " Upon completion of the Engineer's presentation, Council discussed various tiered rate billing structures. Councilmember Collings also indicated that efforts should be made by ENCON to provide I.Q. Water to shopping centers and large commercial users for irrigation purposes, which would also be beneficial to water conservation in the Village Water Service Area. Mayor Capretta stated that our engineers have given a window to operate within and he indicated additional studies were not necessary for selecting tiered billing threshold necessary to effectuate conservation of water usage. Mayor Capretta further stated that he supported a two-step tiered rate structure for water consumption in excess of 30,000 gallons and 50,000 gallons per month. Mayor Capretta stated that our engineers have given as a window to operate within and he indicated conditional studies were not necessary for selecting tiered billing threshold necessary to effectuate conservation of water usage. Mayor Capretta further stated that he supported a two-step tiered rate structure for Village Council Meeting Minutes April 13, 1989 Page 4 - water consumption in excess of 30,000 gallons and 50,000 gallons per month. Councilmembers Mackail and Collings concurred with the recommendations of a two-tiered billing rate structure proposed by the Village engineer and Mayor Capretta's observations. There being no other matters to be discussed concerning the water rate analysis, the Workshop Meeting was adjourned at 9:30 A.M. VI. CALL TO ORDER AND ROLL CALL A) The regular scheduled Council Meeting was reconvened and called to order by Mayor Joseph N. Capretta. A roll call was taken by the Village Clerk. Councilmembers present were: William E. Burckart, Earl L. Collings, Ron T. Mackail and Mayor Joseph N. Capretta. VII. APPROVAL OF MINUTES AND REPORTS A) Councilmember Mackail moved, seconded by Councilmember Collings, "to approve the Local Planning Agency Workshop Meeting Minutes of the Village Council Meeting held March 16, 1989, the Local Planning Agency Workshop Meeting Minutes of the Village Council Meeting held March 21, 1989, the Village Council Reorganizational Meeting Minutes of the meeting held March 23, 1989, and the Village Manager' s Report covering the period of March 20 through April 7, 1989. " The vote on the motion was: William E. Burckart - for Joseph N. Capretta - for Earl L. Collings - for Ron T. Mackail - for the motion therefore passed and the Minutes and Reports were approved. VIII. COMMITTEE REPORTS A) The Village Manager reviewed the Public Safety Committee Meeting Minutes of the March 17, 1989 meeting held to discuss and review the Tequesta (TAVT) Fire-Rescue Report noting that Committee Chairman Capretta indicated that no action would be taken at this time and the Public Safety Committee members would provide its recommendations to Council, so Council as a whole, could determine the Village Council Meeting Minutes April 13, 1989 Page 5 - appropriate action to be taken concerning recommendations contained in the Reiort including consideration of the establishment of a Public Safety Department concept within the Village. Councilmember Mackail moved, seconded by Councilmember Burckart, "to adopt the Public Safety Committee Meeting Minutes of the March 17, 1989 meeting as presented. " The vote on the motion was: Earl L. Collings - for Joseph N. Capretta - for Ron T. Mackail - for William E. Burckart - for the motion therefore passed and the Public Safety Committee Minutes of the March 17, 1989 meeting was adopted. IX. COMMUNICATIONS FROM CITIZENS A) None X. DEVELOPMENT MATTERS A) A request by Mark Pantlin, Pantlin Associates regarding Unity of Title for Bank Atlantic located in County Line Plaza was tabled due to lack of representation and inform action from the developer. XI. UNFINISHED BUSINESS A) Christopher C. Cloney, Esq. , Attorney, and Molly Hughes, Transportation Engineer for Fehlhaber Corporation reviewed a proposal Including three alternatives concerning the proposed island barrier on Tequesta Drive in front of Tequesta Plaza. Their proposals consisted of: 1) emphasis "installation of a flashing light", 2) "installation of a flashing light and closing of the median at the east end of the property", and 3) "remove barrier as a capital expenditure savings. " The Village engineer's analysis of the three proposals resulted with the recommendation of consideration of closing the median located at the east center of the Village Council Meeting Minutes April 13, 1989 Page 6 - property; moreover, they concluded that the incorporation of a median barrier island on Tequesta Drive in front of Tequesta Plaza would reduce the number of accidents at this location thereby reducing the potential liability issues to all concerned. They therefore are not in favor of the proposed changes. A lengthy discussion was held concerning the safety aspects of the proposals and the resultant potential restrictions of access . to Tequesta Plaza. Village Manager Bradford suggested that Council consider a proposal contained in his memorandum to Council dated April 7, 1989 recommending removal of the barrier in question, closure of the eastern median opening, and consideration for requesting a flashing yellow light at the open intersection and, if denied by Palm Beach County, to consider signage which would prohibit the. undesirable east and westbound turning activity at this location. Mr. Bradford stated in return for this compromise, that the Village Council could consider the following conditions: 1) An agreement to settle the Tequesta Drive condemnation matter with Fehlhaber Corporation in an amount not to exceed the appraised value of the property taken. 2) Request Fehlhaber Corporation to provide al.l information previously requested by Mayor Capretta associated the Publix relinquishing its lease-hold on its space within Tequesta Plaza. 3) An agreement to meet with the Village and other parties, including but not limited to the Tequesta Downtown Development Task Force, in order to actively participate in the desired redevelopment of Tequesta Plaza and the commercial areas. Village Engineer Staudinger said that the bid documents have already been prepared and the request for bid proposals have been advertised. He indicated any modification to the project as designed will require modification to the project specifications requiring coordination with prospective bidders. Upon completion of the review and discussion, Councilmember Collings moved, seconded by Councilmember Mackail, "that we accept elimination of the diamond Village Council Meeting Minutes April 13, 1989 Page 7 - shaped median barrier located on Tequesta Drive at the access to Tequesta Plaza on a short term basis to permit the Village to move ahead with the Tequesta Drive Improvement Project contingent upon acceptance of the Village Manager's recommendations contained in his memorandum dated April 7, 1989 by the Fehlhaber Corporation. " The vote on the motion was: Joseph N. Capretta - for Ron T. Mackail - for Earl L. Collings - for William E. Burckart - against the motion therefore passed and was adopted. Council concurred with a recommendation from Councilmember Mackail that the Village Manager contact representatives of the Fehlhaber Corporation and schedule meetings with the appropriate Village Officials concerning compliance with the action taken by Council at today's Council meeting and also addressed concerns of the Village regarding approved landscaping at Tequesta Plaza and efforts to enable an anchor tenant for the old Publix Building. XII. NEW BUSINESS A) Mayor Capretta opened the floor to discussion, direction and action regarding the Water Conservation Rate Analysis presented earlier today at the Council Workshop Meeting. Upon completion of a brief discussion of the previously proposed tiered-billing rate schedule, Councilmember Collings moved, seconded by Councilmember Mackail, "that an Ordinance be drafted by Village staff personnel providing for a two-tier level water rate increase for residential water users of the system for the excess uses of water at the rate of $1.75 K for all water usage in excess of 30,000 gallons and a $2.00 K for all water usage in excess of 50,000 gallons per month, to become effective upon approval of an adopted ordinance of Council. " Mayor Capretta open the floor to discussion on the motion by Member Collings. During the discussion, emphasis was placed on ascertaining the appropriate level of implementing the tiered rate increases. Village engineer Village Council Meeting Minutes April 13, 1989 Page 8 - Staudinger stated that his previous recommendation of establishing a tier rate increase at 30,000 gallons consumption was in effect the recommended level which would effectuate consideration by the ten percent of water customers of the system who are responsible for increasing the required peak capacity of the water system and associated capital expenses. Councilmember Mackail expressed concerns that the rate increased proposed was adequate to meet the anticipated plan expansion cost. Engineer Staudinger replied that he was of the opinion that the tiered rates proposed would be adequate in that respect. The tiered rates contained in the motion before Council were also reviewed. The new rates proposed would be: Water Consumption Water Rate 1 - 30,000 $1.05 per thousand gals. 30,001 - 50,000 $2.80 " 50,001 - $4.80 " " During the discussion, it was also noted that the South Florida Water Management District may ultimately address the restriction of installation of private wells which affect the same water aquifer used to supply municipal water users. Upon conclusion of the discussion of the motion before the Council, Councilmember Mackail seconded the motion of Councilmember Collings. The vote on the motion was: William E. Burckart - for • Joseph N. Capretta - for Ron T. Mackail - for Earl L. Collings - for the motion therefore passed and was adopted. B) The Village Manager reviewed his memorandum to Council dated April 7, 1989 regarding recommendations relative to recording of minutes. The Village Manager recommended that the Village utilize Recording Secretaries on a contractual basis which would free up existing staff to concentrate on Village Council Meeting Minutes April 13, 1989 Page 9 - their functional specialties. Mr. Bradford further emphasized that approval of his recommendation would allow the Village to perform this important function on a timely and efficient manner by avoiding provision of a full time person for the function, thus saving the cost of benefits associated thereto. During a review and discussion of the issue, the Village Manager estimated that the annual cost for services to be performed by a contractual recording secretary would be approximately $5,000 per annum. Mr. Bradford noted that he would require Department Heads to secure his prior approval for utilization of a contractual recording secretary of designated meetings as a means of controlling the expenses associated thereto. Councilmember Mackail supported the recommendations of Village Manager Bradford and he made reference to recommendations contained in Village 1988 Comprehensive Annual Financial Report denoting areas requiring attention within the Department of Finance and Building Department which would be attributed to the utilization of such department heads in the capacity of minute takers resulting in the distraction from such individual 's primary duties requiring their attention. Mayor Capretta emphasized the need for cost constraints for such services to ensure that the anticipated cost of approximately $5,000 per year do not escalate drastically. Councilmember Mackail replied that a quarterly review of the cost associated with contractual secretarial services would enable adequate monitoring of such expenses and provide assurance that the proposed $5,000 was not exceeded. Upon completion of the discussion, Councilmember Mackail moved, seconded by Councilmember Collings, "to authorize the Village Manager to contract for recording secretarial services on a contractual basis at a cost not to exceed $5,000 per year. " The vote on the motion was: William E. Burckart - for Joseph N. Capretta - for Earl L. Collings - for Ron T. Mackail - for the motion therefore passed and was adopted. . y Village Council Meeting Minutes April 13, 1989 Page 10 - C) The Village Manager reviewed the Comprehensive Annual Financial Report for the period ending September 30, 1988 with Council. Mr. Bradford noted that Council was required to approve and accept the Annual Financial Report prior, to the document being forwarded to the State of Florida Auditor General as required by Florida Statutes. During a review of the document, the Village Manager noted recommendations cited in the external auditors recommendations to management concerning segregation of duties within the Finance Department, the deposit reconciliation within the Water Department and Building Department revenue and cash receipts journal postings. Mr. Bradford noted that three of the four comments had already been addressed. The issue of internal auditing functions would be addressed with the external auditors by the Finance Director for the purpose of determining their recommendations to satisfactorily resolve their concerns. Councilmember Mackail suggested that the Finance Director request that the external auditors provide him with recommended test checks for the various accounting functions of the Village at their scheduled meeting. Upon completion of a review and brief discussion concerning various details contained in the fiscal year 1988 Comprehensive Annual Financial Report, Councilmember Mackail moved, seconded by Councilmember Burckart, "to accept and approve the 1988 Comprehensive Annual Financial Report as submitted. " The vote on the motion was: Joseph N. Capretta - for Earl L. Collings - for William E. Burckart - for Ron T. Mackail - for the motion therefore passed and the Comprehensive Annual Financial Report for the Fiscal Year ended September 3o, 1988 was accepted. " D) The Village Manager reviewed his memorandum to Council dated April 7, 1989 recommending the transfer of excess Undesignated General Fund Balance to the Capital Improvement Fund in the amount of $400,000. Mr. Bradford indicated that approval of his request would minimize the impact of the Tequesta Drive Improvement Project for its construction is anticipated to commence in May of 1989. He also indicated that the transfer request would not place any burden on the Village Council Meeting Minutes April 13, 1989 Page 11 - General Fund cash position noting that an analysis of the Village's cash flow requirements for the General Fund was estimated to be set at a level of. $450,000. and the transfer request would result in a projected fund balance of $505,000 within the General Fund which should be enhanced by Fiscal Year 88/89 Revenues in excess of projected expenditures for the same period. Upon completion of the review, Councilmember Mackail moved, seconded by Councilmember Collings, "to authorize the Inter- Fund Transfer of $400,000 from the Village General Fund to the Village Capital Improvement Fund for the Village Manager's recommendation dated April 7, 1989. " The vote on the motion was: William E. Burckart - for Joseph N. Capretta - for Earl L. Collings - for Ron T. Mackail - for the motion therefore passed and was adopted. XIII. ANY OTHER MATTERS A) Mayor Capretta presented each Councilmember with evaluation forms he prepared for a performance appraisal of the Village Manager. Council discussed various methods which could be used for the appraisal process. During the discussion of the method to be used, it was a consensus of Council that each Councilmember would meet privately with Mr. Bradford for the purpose of reviewing their evaluation. Upon completion of the evaluation by each Councilmember, Mr. Bradford was instructed to prepare a memorandum to Council detailing the recommended pay increase of each Councilmember to enable a vote of Council to enact the same, with each Councilmember to meet with Village Manager prior to May 1st. B) Councilmember Collings stated that he had been questioned by various Village residents concerning the land clearing activities at the Village Boulevard Site. He indicated after investigating the work currently being performed at such site that the land clearing had actually been performed prior to the land clearing ordinance being • Village Council Meeting Minutes April 13, 1989 Page 12 - adopted by the Village and the only activity being performed at the site at this time was burning and clean up of the debris previously cleared. Councilmember Collings also stated that he took exception to a letter to the Village Manager from Councilmember Burckart concerning functions of the Community Appearance Board specifically addressing commercial landscape requirements, and the possibility of a potential of Council/Client conflict of interest. He also noted that he viewed the communication as an attempt to preempt the Community Appearance Board from performing its duties specified by Ordinance. Councilmember Burckart noted his concerns stated in the letter were intended to address the landscape process, and not an attempt to usurp the authority of the Community Appearance Board. Village Manager Bradford stated that the Village Attorney has been directed to provide Council with a final draft of the proposed landscape ordinance by the second meeting of April, which would possibly resolve Councilmember Burckart' s concerns associated with the commercial landscaped approval process. The Village Manager also emphasized that it was the responsibility and duty of the Building Official to keep both the Council and Community Appearance Board apprised of specific concerns of either body on individual development projects, which is necessary to properly coordinate development matters in process. There being no other business before the Council, the meeting was adjourned at 11:45 A.M. Respectfully submitted, Bill C. Kasc •velis Finance Dir• ctor/Clerk BCK/mk