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HomeMy WebLinkAboutMinutes_Special_12/03/2009MINUTES VILLAGE OF TEQUESTA SPECIAL COUNCIL MEETING MINUTES December 3, 2009 CALL TO ORDER AND ROLL CALL The meeting was called to order by Mayor Pat Watkins at 2:00 p.m. A roll call was taken by Village Clerk Lori McWilliams. Present were: Mayor Pat Watkins, Vice Mayor Tom Paterno, Council Member Vince Arena, Council Member Jim Humpage, and Council Member Calvin Turnquest. Also in attendance were: Village Manager Michael R. Couzzo Jr., Village Clerk Lori McWilliams and Department Heads. Approval of Agenda MOTION: Council Member Turnquest moved approval of the agenda; seconded by Council Member Humpage. Motion carried unanimously 5-0. 1. Approval of Bid Award for Phone System Contract for Village-wide Phone Services Manager Couzzo offered a brief explanation of the item. Council Member Turnquest inquired on the necessity of the change. Mr. Brad Gomberg, IT Director, illustrated features and technology available with the proposed new system and noted the archaic qualities of the system in place at present. Vice Mayor Paterno confirmed that the contract at present expired April 2010. Mayor Watkins established the cost savings per month would be considerable. Manager Couzzo stated the change would take place at the most cost effective time. Vice Mayor Paterno felt the savings was considerable and because of the convenience suggested it may be more beneficial to make the change before April 2010. MOTION: Council Member Humpage moved approval Phone System Bid Award to Argent Systems; seconded by Vice Mayor Paterno. Motion carried unanimously 5-0. 2. Approving Assignment Agreement between the Village and MD7 (T-Mobile) Manager Couzzo offered an explanation of the item and noted a payment for 2010 had been received. Attorney Keith Davis noted monetary values, details and contract dates in the lease agreement. Manager Couzzo added alternate options available in the future. Vice Mayor Paterno inquired about the guaranteed payments and a catastrophic event. Attorney Davis clarified the details. Mr. Davis noted particulars on a provisional amendment for improvement and expansion for T-Mobile. Council Member Humpage asked if the tower was insured. Manager Couzzo replied all assets of the Village were insured. Vice Mayor Paterno asked that the Manager check the details of the insurance so there was a better understanding of what was in place. Minutes -Special Council Meeting - 12/3/09 Page 2 MOTION: Vice Mayor Paterno moved approval of the MD7 Agreement; seconded by Council Member Humpage. Motion carried unanimously 5-0. 3. Discussion and Approval of Engineering Services Manager Couzzo explained necessary changes required to accept stimulus funds. He pointed out the two firms, additional time spent and referred to their bills. Arcadis total was roughly $225,000, and Bridge Design, with the assisting firm's fee of approximately $108,000 ($110,523). Manager Couzzo noted the State had also hired consultants at roughly $500,000. He explained there were different segments of the project requiring special knowledge and expertise. Mr. Tom Jensen, Arcadis Engineer explained the State required one licensed engineer to be responsible for design and completion. Manager Couzzo noted the size and importance of the project and the need for various abilities to oversee the job. Manager Couzzo reiterated the State would be very involved as it mandated the regulations noting it was the first of its nature for the State. Mr. Jensen confirmed his estimate (approximately $50,000) was very close barring any unforeseen major condition. Mr. Brian Rheault, Bridge Design Associates, established his confidence with their proposed estimate. Manager Couzzo reminded Council the initial Arcadis figure was considerably higher. Vice Mayor Paterno questioned monetary savings on an early completion. Manager Couzzo confirmed money would be saved but an exact figure would be difficult to estimate. Mr. Jensen noted changes and revisions associated with the project along with the tight time line and apprehension on avoiding mistakes from all involved. Manager Couzzo suggested Council move to appropriate funds from fund balance to the appropriate designated line item. MOTION: Council Member Humpage moved approval; seconded by Council Member Arena. Motion carried unanimously 5-0. Vice Mayor Paterno inquired about the receipt of pension information and the possible need for additional funds for the pension. Mayor Watkins suggested keeping the items separate and confirmed the motion and the inclusion of the extension. Council Member Humpage replied yes. Mr. Jensen asked that two checks be prepared. Manager Couzzo asked that Mr. Jensen send an email authorizing him to do that. Minutes -Special Council Meeting - 12/3/09 Page 3 4. Discussion and Possible Action on Additional Funding through Construction of Bridge Manager Couzzo referenced the original $50,000 authorized on unexpected costs from the bridge closure and the overtime cost of $60,000 with an accumulative total of $260,000 and explained additional costs to the Village. He stated the Police Chief projected $78,000 including incurred cost and the Fire Chief's expected total costs of $108,000. Manager Couzzo stated another $55,000 was needed and $25,000 of that was for additional bike patrol on the west side and boat patrol. Manager Couzzo did not feel the appropriation was needed immediately, but expressed, at some point the budget may need to be amended as costs were accruing against the general fund. Mayor Watkins asked if there was something the Manager needed now. He responded no and suggested Council would need to approve a continuation of budget adjustments as needed. Vice Mayor Paterno stated he would like to see the information before any budget amendments were made. MOTION: Council Member Humpage moved approval of the Manager authorizing additional funding; seconded by Council Member Arena. Motion carried unanimously 4-1 with Vice Mayor Paterno dissenting. 5. Any Other Business Mayor Watkins suggested a banner on the Village website to remind residents to support local businesses and requested a workshop to discuss a less expensive alternative to temporary signs and the Village organizing a forum to help businesses in organizing their own support group. Council Member Arena noted benefits and progress of recycling waste from the bridge project. ADJOURNMENT MOTION: Council Member Humpage moved to adjourn; seconded by Vice Mayor Paterno; the motion to adjourn carried unanimously 5-0; therefore, the meeting was adjourned at 3:19 p. m. Respectfully submitted, Lori McWilliams, CMC Village Clerk