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HomeMy WebLinkAboutDocumentation_Regular_Tab 8B_2/10/2000 s T .t , ) -;_i- � E,GfsA VILLAGE OF TEQUESTAV F' -- . e; DEPARTMENT OF COMMUNITY DEVELOPMENT z '`4� l;' w Post Office Box 3273 • 357 Tequesta Drive 1 Tequesta, • �;•of .-~ o Florida 33469-0273 (561) 575-6220 e ' -J{4' Fax: (561) 575-6239 eta VILLAGE OF TEQUESTA FINANCE AND ADMINISTRATION COMMITTEE MEETING MINUTES JANUARY 7, 2000 I . CALL TO ORDER AND ROLL CALL The Tequesta Finance and Administration Committee held a regularly scheduled meeting in the Village Hall Council Chambers, 357 Tequesta Drive, Tequesta, Florida, on Friday, January 7, 2000 . The meeting was called to order at 9: 38 A.M. by Chair Joseph Capretta. A roll call was taken by Betty Laur, the Recording Secretary. In attendance were the following Committee members : Chair Joseph Capretta, Co -Chair Basil E . Dalack, and Co-Chair Sharon Walker. Also in attendance were Village Manager Thomas G. Bradford and Department Heads. Village Clerk Joann Manganiello was absent from the meeting. II. APPROVAL OF AGENDA Village Manager Bradford requested addition under ANY OTHER MATTERS of discussion of the problem of hiring building inspectors . Co-Chair Walker made a motion to approve the agenda as amended. Co-Chair Dalack seconded the motion. The vote on the motion was: Joseph N. Capretta - for Basil E. Dalack - for Sharon Walker - for The motion was therefore passed and adopted and the agenda was approved as amended. Recycled Paper FINANCE AND ADMINISTRATION COMMITTEE MEETING MINUTES January 7, 2000 Page 2 III . COMMUNICATIONS FROM CITIZENS (NON-AGENDA ITEMS) There were no communications from citizens. IV. REVIEW OF WATER ENTERPRISE FUND AND STORMWATER UTILITY FUND CAPITAL COST ESTIMATES FOR WORK ASSOCIATED WITH THE TEQUESTA PENINSULA SEWERING PROJECT. Village Manager Bradford reported that when the Village Council had approved the Tequesta Peninsula Sewering Agreement with ENCON that they had directed staff to do whatever they could to make contemplated capital improvements of the Village at the same time ENCON was constructing the gravity sewer in order to minimize disruption to the residents in the future. Additionally, residents in the Tequesta Country Club and Tequesta Country Club Point had expressed an interest in new sidewalks, streetlights, and placement of overhead utilities underground, which must be paid for by special assessments . Village Manager Bradford explained that staff had accomplished all the preliminary work and that ENCON was on a fast track to begin the Phase I sewer work. A meeting was scheduled for the next Monday with the Tequesta Country Club Board of Directors to seek their permission to place dewatering water into the golf course ponds . Reese Macon & Associates had been authorized to do the necessary engineering work. Village Manager Bradford reported that the cost of the Tequesta work would run in the millions of dollars, and that the sewering was scheduled in two phases . The Village Manager explained that two of the Village funds would be utilized to provide funding for the Tequesta work, the Water Enterprise Fund and the Stormwater Utility Fund; however, the Stormwater Utility Fund' s portion of the cost exceeded the ability of that fund to pay. Village Manager Bradford pointed out on a map the areas to be sewered during each phase, and explained that the Village would do their work in the places where ENCON had excavated, and that ENCON wanted to begin as soon as possible after they had obtained a permit from South Florida Water Management District, for which they needed a letter from the Village saying it was alright to use the Village' s c FINANCE AND ADMINISTRATION COMMITTEE MEETING MINUTES January 7, 2000 Page 3 stormwater system for dewatering and a letter from Tequesta Country Club that their golf course ponds could be used for dewatering water storage . Mr. Bradford announced that the Village, ENCON, the engineers for the project, and Mr. Tezarik of the Tequesta Country Club Board were going to meet that day. Village Manager Bradford reported that the water mains in some areas of the peninsula were approaching 50 years old, and the average life was 30-50 years, so that now was the time to replace them. Replacement cost for the water mains in Phase I was estimated at $1, 300, 000, and stormwater improvements in Phase I were anticipated to be approximately $650, 000 . In accordance with the Village Council' s priority task list, an estimated $500, 000 was needed to extend water service to approximately 350 southern Martin County homes, so that the total cost to the Village for Phase I and the southern Martin County water project was $2, 450, 000 . The Village Manager listed the following sources of obtaining the $2, 450, 000 : 1) $350, 000 left After conpleticn of the RO plant project. 2) $266, 000 from a grant ror which Tequesta had been approved (the grant was made to improve unmet needs of the Stormwater Utility in Tequesta Country Club) . 3) $136, 000 in the Stormwater Utility Capital Budget . 4) $50, 000 from Undesignated Funds of the Stormwater Utility. 5) $500, 000 from the Water Enterprise Fund Capital Improvement Account. 6) $1, 150, 000 from the Water Enterprise Fund Undesignated Fund Balance . Total time to complete both phases was estimated at 9 -14 months . Chair Capretta recommended that both phases be considered together since the time was so short . The Village Manager agreed, and noted that for Phase II another $800, 000 would be needed: $500, 000 for new water mains and $250, 000-$300, 000 for stormwater improvements . Utilities Director Matthew Morrison explained that permitting to replace pipes was divided into two phases, and that during the first phase pipes internal to the system would be upgraded; and permits would also be obtained to improve FINANCE AND ADMINISTRATION COMMITTEE MEETING MINUTES January 7, 2000 Page 4 outfall areas and to add outfalls. No permitting problems were anticipated. Mr. Morrison explained that the plan was to install a control outfall so that while during small rain events the system would drain, during large rain events a telephone call could be made to South Florida Water Management District personnel to open the gates to the river, eliminating problems of finding storage areas and associated costs . Village Manager Bradford explained that the Village had the money to fund the $800, 000 needed for Phase II; however, Village reserves would be depleted. Mr. Bradford explained that the Water Department could be asked to pay a portion of the new Village Hall, so that money needed to be set aside for future and anticipated expenditures in the Water Enterprise Fund. The Village Manager stated that money for this project could be borrowed, but there was no need to do so, and that although the water main improvements could be delayed, they would be needed in a few years . Chair Capretta favored doing all the work during the sewering in order to have only one construction mess, and commented that it would take a lot of money but there was really no alternative. Co-Chair Dalack questioned whether there was a demand for water from southern Martin County residents and whether that project would provide funds to the Village. Village Manager Bradford responded that the residents periodically requested water service and that Martin County Commissioner Janet Gettig had written to the Village making the request. Mr. Bradford explained that because of the economic status of the people in that area, the Village may need to pay for hookup, but that extending the water service would make money for the Village. Utilities Director Morrison commented that it would provide an almost immediate return on the Village' s investment. Chair Capretta commented that Jupiter and Seacoast Utilities had both made offers to purchase Tequesta' s Water Department with the objective of providing service into the northern areas . Co-Chair Walker questioned the location of the present water mains, to which Mr. Morrison responded they were in the Village right-of- ways. Co-Chair Walker questioned whether a second permit would be needed for Phase II, to which ENCON representatives responded they had a Health Department permit for the whole project but needed separate permits from South Florida Water FINANCE AND ADMINISTRATION COMMITTEE MEETING MINUTES January 7, 2000 Page 5 Management District for Phase I and Phase II . Utilities Director Morrison explained that a meeting had been held with SFWMD and they were aware of the Tequesta project and that both projects would be dovetailed. Co-Chair Walker asked whether on Phase II if a permit was not obtained or if it was too expensive to install gravity sewers could low pressure still be done, to which Mr. Morrison responded that it could still be done but would probably be more expensive . The Village Manager assured Co-Chair Walker that there would be enough money to accommodate a worst case scenario. In response to a question from Chair Capretta to the ENCON representatives as to whether they were now more certain about areas in which low pressure sewering would be done, the ENCON representatives responded that Anchorage Point and possibly Pine Tree Lane would have low pressure because they could experience salt water intrusion. Village Manager Bradford suggested that the Village might sell water to those areas . Dewatering was discussed. Utilities Director Morrison explained that dewatering could not be done below mean sea level within 1, 000 feet of a saline water body. ENCON representative Paul Brienza commented that it was hoped the water and sewer contractor would be one and the same . Chair Capretta discussed alternative ways to connect to the sewers after installation: that individual property owners could hire plumbers; groups of individual property owners could band together and hire one plumber; or ENCON could offer a list of plumbers who would do the connections . Chair Capretta explained that residents whose sewers were already completed had gone to several plumbing companies as soon as their sewers were finished but the plumbers would not bid because the sewers had not yet been approved by the Health Department . Village Manager Bradford explained that residents had requested overhead utilities be placed underground, and that sidewalks and streetlight be installed. Utilities that would be involved were FPL, Bell South, and Adelphia. Bell South and Adelphia had not yet provided their charges . FPL had advised that it would cost $8, 000 per home to place their utility underground, and the Village Manager explained that this would mean granting new easements to FPL in the front yards and possible abandonment of the existing easements in the back yards . Village Manager Bradford 1 FINANCE AND ADMINISTRATION COMMITTEE MEETING MINUTES January 7, 2000 Page 6 explained that since FPL had overstated the cost of the underground placement of their transmission line, he estimated the true cost to be $4, 000 - $5, 000 per home, and advised that individual homeowners would not have a choice-that everyone must either do it or not. The Village Manager explained that FPL costs could be paid up front by everyone, which was not likely to happen; or the Homeowners Associations could pay and assess homeowners annually to pay it back; or the Village could internally finance the cost as a special assessment project which would be paid back over 10 - 20 years as a non-ad valorem tax on property tax bills. Village Manager Bradford explained that the Village did not have the option of fronting the money because of the costs of sewering. Finance Director Holloman explained that the Village could either obtain a bank loan or borrow from Florida League of Cities, who offered loans not less than $1 million. Chair Capretta suggested that since individuals would have no choice that a referendum might be needed. Village Manager Bradford responded that the Village would ask the Homeowners' Associations if they wanted the underground utilities and if they were not interested the Village would not proceed. Village Manager Bradford estimated approximately 600 homes in the Country Club and 125 homes in Tequesta Country Club Point would be involved, and that sidewalks would cost an additional $1 million+. Village Manager Bradford commented that the associations would need to tell the Village if their residents were interested and the Village would need to borrow the money, and was limited by law to charging 8% interest. Co-Chair Dalack reported many Tequesta Country Club residents did not even pay the $75 annually that they were supposed to pay to the association, and indicated he did not believe the residents would be interested. Co-Chair Walker requested that both homeowners associations be asked to provide to the Village an accounting by address of what was desired by the homeowners . Village Manager Bradford stated if they were interested the Village would go through a public hearing process . Chair Capretta stated time was of the essence and there would not be time to get everyone to agree. Co-Chair Dalack questioned whether there would be a great savings to place utilities underground during this project, to which Utilities Director Morrison responded that although some savings would be realized, separate trenches must be dug. FINANCE AND ADMINISTRATION COMMITTEE MEETING MINUTES January 7, 2000 Page 7 Village Manager Bradford explained that at 20 years the annual assessment would be $450 per home plus the annual sewer assessment, so people would probably not be interested. Village Manager Bradford explained that the telephone and cable companies had not yet provided their numbers, and that for sidewalks the County' s contract could be piggybacked since that would be the least costly alternative . The current price for the County Contractor was $12 . 88 per linear foot, and the minimum lot size was 100 ' x 100 ' , making the sidewalk cost $1, 288 for each homeowner except for corner lots where the cost would double . Village Manager Bradford discussed streetlights, which typically were paid for by the Village. Mr. Bradford explained it was not known who would want the lights, or the type they might want, and that some people preferred it to be dark, while others wanted lighting for safety. The Village Manager reported that FPL had advised the cost of their new decorative streetlight would be 2-3 times the cost currently paid by the Village, and although there was normally no assessment for streetlights it might be another story if the decorative lights were chosen. Village Manager Bradford explained that the current procedure was for a resident desiring a streetlight to fill out a request form, have their neighbors sign off, and then the Village would contact FPL, who would install the light . The difficulty of obtaining signatures from the neighbors was discussed. It was reported that at the December 6 meeting of the Board, Tequesta Country Club residents had seemed cool on sidewalks and underground utilities, but had seemed receptive to streetlights . Village Manager Bradford explained that streetlights were not essential to this project . Chair Capretta stated he was not very optimistic about any of the items, and that ENCON would not put up with a delay. Village Manager Bradford explained that in a new subdivision the Village would install several streetlights and would install utilities underground, and a case should be made to place an underground power line at this time for future streetlights . Co-Chair Walker recommended the homeowners associations be offered the streetlight fixture used in Tequesta Oaks, which was not so expensive, and expressed her opinion that there should be an assessment. Village Manager FINANCE AND ADMINISTRATION COMMITTEE MEETING MINUTES January 7, 2000 Page 8 Bradford commented that the cost for the light used in Tequesta Oaks was $5. 85 per month per light, and that there was no initial cost. Chair Capretta commented that ENCON already had a contractor. Mr. Morrison explained that the Village had a bid opening scheduled for January 21, and that it was not impossible to do the utilities if a decision was made within two weeks . Co-Chair Walker requested the Village Manager contact the Homeowners Associations on the next Monday and request a response by the following Monday, and if they could not meet that deadline the matter would be ended because the Village could not delay ENCON. The Committee agreed. The Committee also agreed to a suggestion from Reese Macon representative Tom Jenkins to place streetlight conduit under the roads at this time so that digging would not have to be done later. V. ANY OTHER MATTERS Village Manager Bradford explained that following Hurricane Andrew the State of Florida had instituted more stringent requirements for certification of building inspectors . Larger cities had separate inspectors for each trade, however, Tequesta was so small that they could not afford separate inspectors and needed a building inspector certified in all trades, which was very difficult to find. Village Manager Bradford reported that the Village had not had a staff inspector for over two years and had been contracting with a company who provided inspectors, but the company was now having trouble finding inspectors, and their rate had increased from roughly $25 to $30 per hour to $43 per hour for an inspector. Village Manager Bradford explained that the Village had advertised for and found one person who had indicated an interest in the job of staff inspector but would only accept the job at the top of the scale, which was $20 to $25 per hour plus benefits, and he still did not know if this individual would take the job. Mr. Bradford explained that paying top of the scale was still better than the $43 per hour currently being charged I FINANCE AND ADMINISTRATION COMMITTEE MEETING MINUTES January 7, 2000 Page 9 by the outside company. Village Manager Bradford explained that the building inspector would be rented out to do inspections for other entities such as Jupiter Inlet Colony, and that after the current building boom had subsided, there was a need for a building inspector 4 hours per day for remodeling projects . Co-Chair Walker commented she had discussed this matter with Director of Community Development Scott D. Ladd, who had indicated there was always a need for an inspector in the Village and that one individual qualified in all trades was equally as qualified as separate trades inspectors. Village Manager Bradford reported that the Village Code contained a provision that a contractor could be required to pay for and hire an on-site inspector for a specific project . Mr. Bradford indicated he would hire the applicant for the job if he would accept; but wanted the Committee to know why he was hired at the top of his scale. VI. ADJOURNMENT Co-Chair Dalack made a motion to adjourn the meeting. Co- Chair Walker seconded the motion. The vote on the motion was: Joseph N. Capretta - for Basil E. Dalack - for Sharon Walker - for The motion was therefore passed and adopted and the meeting was adjourned at 10:50 A.M. Respectfully submitted, etty our Recording Secretary FINANCE AND ADMINISTRATION COMMITTEE MEETING MINUTES January 7, 2000 Page 10 ATTEST: Joann Manganiello Village Clerk DATE APPROVED: