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HomeMy WebLinkAboutDocumentation_Regular_Tab 7F_6/8/2000 . F rt,04, /6-0.L.1 VILLAGE OF TEQUESTA Post Office Box 3273 • 250 Tequesta Drive • Suite 300 e Tequesta, Florida 33469-0273 • (561) 575-6200 ;' 0N7'- i Fax: (561) 575-6203 c0 VILLAGE OF TEQUESTA STORMWATER UTILITY BOARD MEETING MINUTES MAY 25, 2000 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 25, 2000. The meeting was called to order at 7 : 00 P.M. by Mayor Joseph N. Capretta. A roll call was taken by Betty Laur, Recording Secretary. Councilmembers present were: Mayor Joseph N. Capretta, Vice Mayor Elizabeth A. Schauer, Councilmember Geraldine Genco, and Councilmember Sharon Walker. Also in attendance were Acting Assistant Village Manager Richard Diamond, and Department Heads . Councilmember Basil E. Dalack was absent from the meeting. II. APPROVAL OF AGENDA Mayor Capretta requested addition under ANY OTHER MATTERS of discussion of the process of choosing a new Village Manager. Vice Mayor Schauer made a motion to approve the Agenda as amended. Councilmember Walker seconded the motion. The vote on the motion was: Joseph N. Capretta - for Elizabeth A. Schauer - for Geraldine Genco - for Sharon Walker - for The motion was therefore passed and adopted and the Agenda Recycled Paper STORMWATER UTILITY BOARD MEETING MINUTES May 25, 2000 PAGE 2 was approved as amended. III. COMMUNICATIONS FROM CITIZENS (NON-AGENDA ITEMS) There were no communications from citizens. IV. APPROVAL OF MINUTES & REPORTS A) Stormwater Utility Board; April 27, 2000 Vice Mayor Schauer made a motion to approve the minutes for the Stormwater Utility Board meeting of April 27, 2000 as submitted. Councilmember Genco seconded the motion. The vote on the motion was: Joseph N. Capretta - for Elizabeth A. Schauer - for Geraldine Genco - for Sharon Walker - for The motion was therefore passed and adopted. V. REVIEW AND RECOMMEND PROPOSED FY 2001 STORMWATER UTILITY BUDGET Utility Director Josef Grusauskas highlighted this year' s budget versus last year' s budget . This year' s budget included approximately $38, 000 in hurricane costs which would be paid by the State; however, the Village had to pay those expenses up front, which impacted the budget. Unplanned expansion of the budgeted Tequesta peninsula project as a result of a $235, 0000 grant had also changed the original budget. Mr. Grusauskas explained that the Stormwater Utility was approximately five years old, and at inception a drainage study had been done and a 10-year plan developed. The goals of this ten-year plan, which had established an approximate $1 million budget over the ten- year period, were to make the Village as stormwater protected as possible during the ten-year period without over burdening the residents, and to provide a funding STORMWATER UTILITY BOARD MEETING MINUTES May 25, 2000 PAGE 3 mechanism through seed money and planning to get additional grant monies . Mr. Grusauskas reported that with completion of the Tequesta peninsula project, six of the 20 miles of roads within the Village would have been improved, and that the plan had been to fix ten road miles within ten years . This acceleration had been possible due to increased capital received from grants totaling over $400, 000 . Mr. Grusauskas referred to the budget summary of this year' s and next year' s revenues and expenditures, which took the ten-year plan and moved it forward from the current date to the end of its creation. Stormwater Utility revenues were shown at $250, 000 to $300, 000 per year, with actual expenditures much more than that due to getting mitigation grants of $273, 000+, as well as other related project monies. In the 2000-2001 budget, reserves would be depleted in order to make the scheduled projects happen; therefore, a slight increase in stormwater assessment rates was proposed in order to replenish reserves and position the Village for additional grants in the future. The operating budget was roughly half the revenues from assessments and the other was half made up of capital projects with a bond repayment of $60, 000 annually. The remainder of the ten-year plan was noted, which showed that the original monies planned for infrastructure had been met or exceeded. Mayor Capretta commented that this plan when added to the original plan would increase the $1 million expenditure over ten years to approximately $3 million, and approximately $300, 000 per year instead of $100, 000 . Mr. Grusauskas noted that about ten roadway miles would still be completed at the end of the ten-year period, as originally planned. The original plan had been to resolve all drainage projects identified to that point within the ten-year period, and the current plan was to attack any newly identified problems at the end of the original ten years . Mr. Grusauskas commented that with completion of the ten-year plan, residents should be protected from a 25 or 50-year flood. Mayor Capretta commented that the October 1995 storm had been a 100-year storm. Mr. Grusauskas explained that the Village was saving money on the Tequesta peninsula project by installing new water lines and making stormwater improvements in conjunction with ENCON' s sewering project. Mayor Capretta commented STORMWATER UTILITY BOARD MEETING MINUTES May 25, 2000 PAGE 4 that the water pipes being replaced in the Tequesta Country Club were 40-50 years old. Mr. Grusauskas explained that at this time there was no plan to replace all the water pipes in the Village, and that present policy for the future was to upgrade water pipes on an as-needed basis. Mayor Capretta commented that the water system was in bad condition in the area where approximately 900 Jupiter residents lived who bought their water from Tequesta, that the contract with Jupiter was up in 2004, and that the Village needed to look at that area and decide what to do about it. Mayor Capretta recommended looking at areas of the water system instead of individual water pipes, and commented that the whole Country Club area of pipes would be replaced. In response to Mayor Capretta' s question regarding asbestos in the old water pipes, Mr. Grusauskas explained that it was safe to drink the water, but it would not be safe to breathe in the asbestos. Councilmember Genco questioned the deficit shown in the budget, to which Finance Director Connie Holloman responded that budget amendments had not yet been made to bring in grant revenue which had been received, and that total receipts would actually exceed the deficit currently shown. Vice Mayor Schauer commented that former Utility Director Matthew Morrison had reviewed individual property owners who had made improvements to their parcels and had been able to bring more money into the Stormwater Utility. Vice Mayor Schauer questioned whether Mr. Grusauskas had been able to update that review. Mr. Grusauskas responded that he was currently working to identify all the improvement which had been made. The Vice Mayor suggested the possibility of increasing the rate assessment to handle future projects since no more funding would be done from the General Fund; which might also provide enough money for a full or part-time assistant for Mr. Grusauskas, since he was handling two functions-Water Department Director and Stormwater Utility Director. Vice Mayor Schauer expressed her opinion that this was too much for one person to handle. Mayor Capretta commented that 3-4 years ago there had been separate directors for these two functions, and at the suggestion of former Village Manager Tom Bradford the positions had been combined after the resignations of Tom Hall and Al Oslund. Both functions had subsequently been STORMWATER UTILITY BOARD MEETING MINUTES May 25, 2000 PAGE 5 handled by Matthew Morrison and now by Mr. Grusauskas . Mayor Capretta commented that the first issue was the proper way to handle the departments-whether to have two separate functions as in the past or one combined function with only one director and possibly an assistant under that director to work either full-time or part-time. Mayor Capretta explained that it was Mr. Grusauskas' job to tell the Village Council the best way to manage the two departments, and suggested that he consider bringing a proposal to the Village Council--after which discussion could be held by the Village Council regarding how to get the money to pay for an additional person if one was recommended. Mayor Capretta commented that the Vice Mayor had brought up the issue of how to get the money first, but that deciding how the departments should be managed should be the first step. Councilmember Genco commented that if grant money was received for projects, then the money currently budgeted could be used to accommodate another person. Mayor Capretta posed the question of whether work could be done faster on the stormwater projects if there was another person, and stated that the Village wanted to go as fast as possible. Mayor Capretta advised Mr. Grusauskas that if he had any thoughts on this matter that he should present a proposal to the Village Council and indicated that they would be willing to consider his proposal and could probably get the money that would be required. Mr. Grusauskas responded that he would work with the Village Manager on a proposal. Vice Mayor Schauer commented that this was the beginning of the hurricane season and that Mr. Grusauskas had a large responsibility. Mr. Grusauskas commented that a weak spot in the department was lack of GIS computer networking and planning, which could be improved, and that with automated information the current staff could do more. Mr. Grusauskas commented that how to coordinate the departments needed to be discussed with the Village Manager. Vice Mayor Schauer commented that the Village had hired a firm to help with applying for grants, and questioned whether staff must tell them the types of grants needed or whether the firm would make suggestions . Assistant Village Manager Diamond responded that the firm was meeting with various Department Heads to look at needs so that they STORMWATER UTILITY BOARD MEETING MINUTES May 25, 2000 PAGE 6 could then solicit grants . Councilmember Walker commented that tied in with her long-term project to develop the Integrated Action Strategy Plan, which was a portion of the Tequesta Sewer Agreement with ENCON. Councilmember Walker reported she had been meeting with Mr. Dent regarding this matter and would provide a report to the Village Council in June. Councilmember Walker explained that she hoped information regarding stormwater collection, how to maintain stormwater collection systems, updating requirements, and how to retrofit a neighborhood would be presented in a public information program; and that South Florida Water Management Systems had indicated to her that grant money for this effort might be available from the Indian River Lagoon. Councilmember Walker questioned whether there was an extra $7, 000-$8, 000 in the current budget to begin to develop this type of program. Mr. Grusauskas indicated that finding the money would not be a problem. Mayor Capretta commented that it was up to Mr. Grusauskas to decide how much management was needed, by looking at how much time grants took, how much engineering was needed, and how much supervision was needed to get the right balance in the Stormwater function; and that the Village Council was interested in accelerating the stormwater improvements for the Village. VI. REVIEW AND RECOMMEND PROPOSED FY 2001 NON-AD VALOREM STORMWATER UTILITY ERU ASSESSMENT RATE. Utility Director Josef Grusauskas distributed copies of a proposed Resolution which contained an increase in the ERU assessment rate. Mr. Grusauskas reviewed the rates for past years, and requested that the Village Council consider a 10% increase in the base ERU rate this year to $6. 82 per month for a medium size single-family residence. Mr. Grusauskas explained that this increase would accommodate a 2% increase for the mandatory public notification of change in rates required by Florida Statute, and that the additional 8% would bring reserves back up to a minimum 10%, and that reserves would level out at the desired 20% after two years . Mr. Grusauskas recommended that this increase be proposed to the Village Council at their meeting scheduled for June 8, 2000 . Mayor Capretta commented that at origination of the Stormwater Utility, STORMWATER UTILITY BOARD MEETING MINUTES May 25, 2000 PAGE 7 three ways of financing stormwater costs had been considered-to include a stormwater assessment in the property taxes, to base an assessment on the impervious area found on each property (which was the method adopted by the Village) , or a mixture of the two methods. Mayor Capretta questioned whether there was any doubt among the Village Council as to whether the Village had chosen the right method. Councilmember Genco questioned whether Mr. Grusauskas had researched rates charged by other municipalities, to which Mr. Grusauskas responded he had researched Palm Beach County and surrounding counties and found the Tequesta program to be in line with others . Mayor Capretta commented that completing projects too fast could cost double because there would not be time to obtain grant money, and that going too slow could result in flooding. Mayor Capretta commented that the worst area was the Country Club, which needed to be improved before the rainy season. Mr. Grusauskas responded that project was to be completed in November. Vice Mayor Schauer questioned whether the video of the drainage system had found any unforeseen problems. Mr. Grusauskas responded that postponement of the video project until 2002 to plan for replacement pipes to be installed in 2004 was currently under discussion. Mr. Grusauskas reported that the Tequesta Peninsula Project drainage system had been videotaped or surveyed and would be replaced, which would use all the budgeted money for this year and next year. Vice Mayor Schauer made a motion to recommend to the Village Council approval of $6.82 as the base ERU rate. Councilmenber Genco seconded the motion. The vote on the motion was: Joseph N. Capretta - for Elizabeth A. Schauer - for Geraldine Genco - for Sharon Walker - for The motion was therefore passed and adopted. Mayor Capretta complimented Mr. Turner from the Jupiter Courier on a recently well-written article regarding the STORMWATER UTILITY BOARD MEETING MINUTES May 25, 2000 PAGE 8 Tequesta stormwater charges . Mr. Shepard, 195 River Drive, questioned when the swales on River Drive would be installed. Mr. Grusauskas responded that Phase I would be beginning June 5 with completion anticipated in November. Mr. Shepard indicated his street was probably in Phase II, which Mr. Grusauskas explained was just being designed to go for permitting. Mr. Shepard questioned whether this was a two-step process instead of all of the work being done when the roads were torn up to install the sewers, to which Mayor Capretta responded that after installation of the sewers a rough coat of paving would been done, and then the Village could come in to do their work which included the swales . Mayor Capretta explained ENCON' s problems with their paving contractor, which had delayed the project, and that the Village had wanted to do everything at one time. Mr. Shepard explained that his was the only property that already had a swale, so that there was a lake in his yard when it rained, and he would be very glad to see the other swales completed. VII. ANY OTHER MATTERS Mayor Capretta commented that the Village was in the process of trying to hire a new Village Manager, and that the 44 resumes which had been received had been distributed to each member of the Village Council. As a way of accelerating the process, Mayor Capretta suggested each Councilmember narrow the field down to a few which they considered the top candidates, to be considered by the whole Village Council. It was the consensus of the Village Council that each Councilmember choose their top five candidates to be presented to Acting Assistant Village Manager Diamond in random order, from which a list of the top 3-5 could be chosen at a workshop meeting. Mayor Capretta explained that the final meeting when the top 3-5 would be interviewed would be a public meeting, and he assumed it would be a long meeting since he expected residents to also ask the candidates questions . Following the interviews, the Village Council could decide on a first and second choice, and offer the position to the number one candidate. If the offer was not accepted, the position could be offered to the number two candidate . Discussion STORMWATER UTILITY BOARD MEETING MINUTES May 25, 2000 PAGE 9 ensued regarding a deadline to give the top five to the Acting Assistant Village Manager, and Monday, June 5 was indicated as the final date for each Councilmember to present their list to Mr. Diamond, since the Vice Mayor would be out of town until May 31. Councilmember Walker suggested that a date for the workshop be set at the June 8 Village Council meeting, since all of the Councilmembers had been requested to bring their calendars to that meeting. X. ADJOURNMENT Councilmember Genco moved that the meeting be adjourned. Vice Mayor Schauer seconded the motion. The vote on the motion was: Joseph N. Capretta - for Elizabeth A. Schauer - for Geraldine Genco - for Sharon Walker - for the motion was therefore passed and adopted and the meeting was adjourned at 7:55 P.M. Respectfully submitted, 45tf Betty Laur Recording Secretary ATTEST: Joann Manganiello Village Clerk DATE APPROVED: