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HomeMy WebLinkAboutDocumentation_Regular_Tab 7-B_7/23/1998 r , i — ,. VILLAGE OF TEQUESTA ti , Post Office Box 3273 • 357 Tequesta Drive 2,4 . �o` Tequesta, Florida 33469-0273 • (561) 575-6200 0 Fax:(561)575-6203 es, CO VILLAGE OF TEQUESTA • • STORMWATER UTILITY BOARD MEETING MINUTES MAY 21, 1998 • • I. CALL'TO ORDER AND ROLL CALL The Tequesta Village Council held a meeting sitting as the Stormwater Utility Board at the Village Hall, 357 Tequesta ' Drive, Tequesta, Florida, on Thursday, May 21, 1998. The meeting was called to order at 7:00 P.M. by Mayor Elizabeth • A. Schauer. A roll call was taken by Betty Laur, Recording . Secretary. . Councilmembers present were: Mayor Elizabeth A. Schauer, Vice Mayor Carl C. Hansen, and Alexander W. Cameron. Also in attendance were: ,Village Clerk Joann Manganiello, Village Manager Thomas G. . Bradford, and Department Heads. Councilmembers. Joseph N. Capretta and Ron T. Mackail were absent from the meeting. II. APPROVAL OF AGENDA • Vice Mayor Hansen made a motion to approve the Agenda as • submitted. Councilmember Cameron seconded the motion. The vote on the motion was: • Elizabeth A. Schauer - for Carl C. Hansen - for Alexander W. Cameron - for The motion was therefore passed and adopted and the Agenda was approved as submitted. • Recycled Paper • i ` 1 Stormwater Utility Board Meeting Minutes May 21, 1998 Page 2 III. COMMUNICATIONS FROM CITIZENS (NON-AGENDA ITEMS) There were no communications from citizens. IV. APPROVAL OF MINUTES & REPORTS A) Stormwater Utility Board; April 30, 1998 Vice Mayor Hansen made a motion to approve the minutes for the Stormwater Utility Board meeting of April 30, 1998 as submitted. Councilmember Cameron seconded the motion. The vote on the motion was: Elizabeth A. Schauer - for Carl C. Hansen - for Alexander W. Cameron - for The motion was therefore passed and adopted. V. CONSIDERATION OF NPDES ANNUAL REPORT A) Review and Approval Stormwater Utility Director Al Oslund explained that he had compiled a report in book form in accordance with government requirements, and that since this was the first year for the report, it had been more difficult than it would be to provide updates in subsequent years. W. Oslund reviewed the sections included in the book, and explained that since some of what was included was not required until the fifth year, there would be a 4-year grace period to work oh those structures. In response to Mayor Schauer' s question regarding the dates pictures were taken during inspections, Mr. Oslund stated he would add the inspection dates as well as a brief description of the location of each structure. Mr. Oslund explained that t Stormwater Utility Board Meeting Minutes May 21, 1998 Page 3 the report was a complete list of all outfalls within the village of which he was aware. Mr. Oslund responded to a question from Vice Mayor Hansen that he could revise item 2.4 to read that the Village stormwater pipe and structure system has not deteriorated to the point it will fail. Mr. Oslund explained that the permit required the Village and all co-permittees to implement some kind of street maintenance program by the third year. Street sweeping could be required on a quarterly basis for streets with curb and gutters. This would be included in the 10- year budget by the tenth year, and was estimated at approximately $1, 500 annually. Mr. Oslund indicated there were several items indicated in the report as not yet in place because at the time the report was compiled the ordinance had not yet been implemented. The report could now be revised to reflect that these items were in compliance. On the map identifying structures, Councilmember Cameron commented that B263 and B264 were two separate dry wells, one on each side of the street, and not connected as shown. Mr. Oslund responded to Village Manager Bradford that by next year the storm outfall at Tequesta Oaks would be added to the report. Village Manager Bradford questioned two new outfalls at Dover Ditch, which Mr. Oslund explained he had added to stop erosion of a driveway. Vice Mayor Hansen questioned whether projects such as Tequesta Oaks and the proposed Lighthouse Cove would affect the Village' s stormwater system, to which Mr. Oslund responded these projects would only affect the system in the event of a storm larger than a 25-year storm, since their on-site retention was designed to hold a 25-year storm event on the sites, and the buildings were designed for a 100-year storm; however, the Village was ultimately responsible for the maintenance of their outfall systems so that it would function properly for them. Vice Mayor Hansen questioned whether new developments which adhered to Stormwater Utility Board / Meeting Minutes May 21, 1998 Page 4 the new regulations would add to the Village stormwater system, to which Mr. Oslund responded that they would not, or if they did they would be required to re-size their systems. Mr. Oslund reported that no illicit dumping into outfalls had been found during the inspections. Mr. Oslund commented that Dover Ditch needed to be added to the report. The Boardmembers commended Mr. Oslund for his good work on this report. Mr. Oslund explained his intent was to make small books for employees showing all structures marked on a map so that structures needing work could be located easily. In response to a question from Mayor Schauer, Village Manager Bradford explained that although the Village had a hurricane evacuation plan, it did not. currently have a plan for an organized process whereby the Fire and Police would begin an orderly evacuation, but he believed that Fire Chief Weinand was working in his role as Disaster Preparedness Coordinator to prepare such a plan. Mayor Schauer commented that during the October 1995 flood the dispatcher had told her that the City Hall was being prepared for people to stay there. Village Manager Bradford responded that was not advertised because the City Hall was not hurricane hardened and could go under water or be blown away. Councilmember Cameron made a motion to approve the Annual NPDES Report with accompanying correspondence. Vice Mayor Hansen seconded the motion. The vote on the motion was; Elizabeth A. Schauer - for Carl C. Hansen = for Alexander W. Cameron - for The motion was therefore passed and adopted. w Stormwater Utility Board Meeting Minutes May 21, 1998 Page 5 B) Signature Authorization Councilmember Cameron made . a motion to authorize Stormwater Utility Director Al Oslund to sign the certification fOr the Annual NPDES Report. Vice Mayor Hansen seconded the motion. The vote on the motion was: Elizabeth A. Schauer - for Carl C. Hansen - for Alexander W. Cameron - for The motion was therefore passed and adopted. VI. REVIEW OF PROPOSED FY 1999 STORMWATER UTILITY OPERATIONAL BUDGET AND VII. REVIEW OF PROPOSED FY 1999 STORMWATER UTILITY CAPITAL BUDGET AND VIII. REVIEW OF PROPOSED FY 1999 STORMWATER UTILITY ERU RATE Village Manager Bradford explained that the Stormwater Utility Ordinance required review of the operational and capital budget, which at this time was slightly premature relative to the budget process but this budget must be approved at the next Village Council meeting in order to meet the July 15 Property Appraiser' s submittal deadline, which would be before all the numbers were finalized for stormwater assessment and refuse and recycling assessment. The Village Manager explained that in the past the operational capital budget had been approved subject to final numbers. Village Manager Bradford commented that rent must be added to the budget in the amount of $1, 068 because the auditor had indicated the Village must begin collecting rent on its enterprise funds. Mayor Schauer questioned that no amounts were shown for dues for 1998/1999. Mr. Oslund explained that dues were paid every two years. Village Manager Bradford questioned whether the Stormwater Utility Board Meeting Minutes May 21, 1998 Page 6 $12,000 for the LOS study was in the operational or capital portion of the budget. Mr. Oslund responded it was added into the capital outlay but was not indicated as a line item. Vice Mayor Hansen recalled discussion some months previously regarding the Tequesta Drive Diversion Project for which the cost had increased over the original estimate, and questioned why that project was not shown in this budget. Mr. Oslund explained that work on that project would be completed before this budget went into effect. Village Manager Bradford explained that current work was not shown in the capital budget. Vice Mayor Hansen questioned whether there were more projects which would cost more than the original estimate. Mr. Oslund explained that Seabrook Road and Tequesta Drive had originally been one project for which the cost had been estimated as $500, 000+, and the village did not have funding available. $250, 000, which was the figure provided by the contractor for Tequesta Drive, had been taken out by change order. The Seabrook Road portion of the project was then completed, which ended up including Seabrook Road, Seabrook Road landscaping, Seabrook Road irrigation, Shay Place, and Seabrook Road South. Money was taken from various locations to cover the five projects and these had been accomplished for a considerably smaller amount than if they had been done separately. Mr. Oslund eXplained that funding for the Tequesta Drive project was still short, and that although it had been pulled out of the original Seabrook Road/Tequesta Drive project in the amount of $250, 000, it cost $298, 000 when re-bid later because of cost increases and extra paperwork required to stay in line with block grant funding. Village Manager Bradford added that the original estimate had also been under the amount it should have been. Village Manager Bradford commented he was satisfied with the operational budget, but that minor changes would be made; for example, a reduction would be made to reflect a Stormwater Utility Board Meeting Minutes May 21, 1998 Page 7 decrease in the rate for the retirement contribution for employees in the Florida Retirement System. The Village Manager advised that Mr. Oslund would receive a memo the next day reflecting that rate reduction so that he could change the budget. Village Manager Bradford requested that Mr. Oslund describe the portion of the work presented by Cherie Soya at the last meeting that Mr. Oslund believed could be accomplished for the $90, 000 budgeted for the Fairview East drainage modification. Mr. Oslund stated the general location of the work would be the south golf course pond, and indicated the actual location on a map, stating this work would involve replacing existing pipe with 42" pipe, which would stop at River Drive. The existing pipe from that point to the Loxahatchee River was 36", which would be replaced in the next year or so. Work would include dropping the golf course pond pipe approximately four feet, which would allow discharge from the pond at a Much faster rate. In response to Village Manager Bradford' s question of how much above the $90, 000 would be needed to make the pipe 42" from River Drive to the Loxahatchee River, Mr. Oslund estimated $30,000 - $35, 000 in additional funds, and explained it would be cheaper to do all the work at one time; however, it would necessitate an almost 30% increase in utility fees. Mr. Oslund explained that he and Cherie Sova believed the Village could obtain a permit from South Florida Water Management District for swales because a mechanism and funding was in place, and at the permit would probably contain conditions requiring that a portion of the swales be completed, but probably would allow 5-10 years for all swales to be completed. Village Manager Bradford questioned what would happen if SFWMD said the Village must complete all swales now. Mr. Oslund stated he would take exception and respond that the Village would not do the project, and SFWMD would then back down. Mr. Oslund discussed the project further. Vice Mayor Hansen commented that the income , shown in the Stormwater Utility Board Meeting Minutes May 21, 1998 Page 8 budget from Jupiter for Dover Ditch maintenance did not seem to be much in light of the fact that the Village spent $100,000 every five years in maintenance. Village Manager Bradford explained the $100, 000 scheduled for the year 2003 was not really a plan to spend that amount every five years, and in 2003 the project would include work from Garden Street behind the First Baptist Church to Seabrook Road. Mr. Oslund stated it was his intent not to spend any more than absolutely necessary but that in 2-5 years maintenance dredging would probably have to be done. Mr. Oslund explained that the water landward of the Dover Ditch weir was the result of the water table rising, and that Jupiter had control of discharge on their side, and that water must rise to an elevation of 4.9 before it would spill over into Dover Ditch, and that according to permit calculations Dover Ditch could accommodate the spillover. Oslund explained that in any future flooding of Dover Ditch there would be a question of whether Jupiter or Tequesta was liable for damages. After further discussion, the increase in the ERU rate that would be necessary to increase the size of all the pipe to 42" was calculated to be a. 24.6% increase, or $7.11 per month in order to budget a total of $125, 000 for the project. Mr. Oslund stated he would not recommend such a large increase in one year, and that he preferred to spread the project over two years, beginning in July 1999, and to include in the contract that payment would be delayed until the second fiscal period. It was the consensus of the Stormwater Utility Board that they were in agreement with Mr. Oslund's recommendation. Mayor Schauer commented that residents had seen the improvements made by the Stormwater Utility and knew their money was being spent wisely. Mr. Oslund commented that this project was the most crucial area and that there were other serious drainage problems on Garden Street. Councilmember Cameron commented there was a natural swale on the east side of Garden Street. Mr. Oslund commented that drainage in Eastwinds Landing was very good. Stormwater utility Board Meeting Minutes May 21, 1998 Page 9 Vice Mayor Hansen commented that the decision had been made to implement the program presented by Cherie Soya incrementally, but inquired what the cost would be to do all the work she had recommended at one time. Village Manager Bradford explained that Ms. Soya had recommended two separate projects, the most critical of which she labeled as Project #2, which was the project Mr. Oslund had just described, which included everything except cutting the swales if that was required by South Florida Water Management District. The other project, Project #1, was not as critical as Project #2, and ideally would include expanding golf course ponds, but that was too costly. The project would bring remaining pipes up to 42" . Mr. Oslund commented that there was also an area west to Yacht Club Drive that needed to be resized which was not in the. budget. After discussion, Mayor Schauer suggested that next year the Village look at that section and address whether there were other areas in the Village which needed the same type of work, and prioritize them at that time. Mr. Oslund commented that $12, 000 had been budgeted for a part-time employee, probably a college student, who would work during the summer months, whose job would be to start going through records of South Florida Water Management and the Village to see what permits were in place and what the permits were for, and to locate areas which needed work, so that Cherie Soya could be hired just to assess specific areas and advise the Village on methods of correction. Phis would cost much less than having Ms. Soya assess the whole Village. Village Manager Bradford explained that the Village had an adopted level of service, and the part-time employee could identify older sections with lesser levels of service so that they could be brought up to the current level of service. Joe Hall, 159 Country Club Drive, inquired where he could see a copy of the annual NPDES report and was directed to Mr. Oslund' s office at 139 Bridge Road. Mr. Hall questioned the meaning of outfall, which Mr. Oslund Q Stormwater Utility Board Meeting Minutes May 21, 1998 Page 10 clarified was where a collection of storm systems emptied into a retention pond, into Dover Ditch, into the river etc. , and that new projects provided stormwater retention on-site. Mr. Hall discussed the level of the dam in the golf course pond behind his home on the 18th fairway, which Mr. Oslund explained was supposed to be at 3.5' elevation, or 2-1/2 ' lower than the top of the structure. Mr. Hall expressed concern that attention was given to water in the streets rather than to water in houses. Mr. Hall stated when his house was flooded that the street was not flooded. Mr. Oslund explained that the objective was to stop the flooding and the best way to accomplish that objective was the project outlined earlier in the meeting. Mr. Hall questioned plans to correct flooding from the pond behind his house. Mr. Oslund responded there had been no discussion regarding that pond, that the weir there now would need to be replaced with one that could not be adjusted by Country Club personnel, and that he would study the problem. Village Manager Bradford commented that there would be minor additions and reductions to the budget before the June li Village Council meeting, which might or might not affect the ERU rate. The Village Manager questioned whether if costs exceeded revenues by a couple of thousand dollars, Mr. Oslund would prefer to raise the rate or increase the transfer of funds from the Stormwater Utility Fund balance. Mr. Oslund stated he would prefer not to raise the rate, and that the budget at this point was merely an estimate, which included the 5% discount for early payment. The pareliminary tax run, when received from the County, would provide a basis for proper figures. Mr. Oslund advised that unless the figures were several thousand above the estimate, that the budget as presented could be fine tuned to accommodate increases. Councilmember Cameron made a motion to approve 'the tentative Fr 1999 Stormwater Utility Operational Budget. Vice Mayor Hansen seconded the motion. The vote on the Stormwater Utility Board Meeting Minutes May 21, 1998 Page 11 motion was: Elizabeth A. Schauer - for Carl C. Hansen - for Alexander W. Cameron - for The motion was therefore passed and adopted. Vice Mayor Hansen made a motion to approve the tentative FY 1999 Stormwater Utility Capital Budget. Councilmember Cameron seconded the motion. The vote on the motion was: Elizabeth A. Schauer - for Carl C. Hansen - for Alexander W. Cameron - for The motion was therefore passed and adopted. Councilmember Cameron made a motion to approve the tentative FY 1999 Stormwater Utility ERU rate of $6.20 per month. Vice Mayor Hansen seconded the motion. The vote on the motion was: Elizabeth A. Schauer - for Carl C. Hansen - for Alexander W. Cameron - for The motion was therefore passed and adopted. IX. ANY OTHER MATTERS There were no other matters to come before the Board.