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HomeMy WebLinkAboutMinutes_Stormwater_05/21/1998 F rf yP �? G ��a � ° � VILLAGE OF TEQUESTA �� Post Office ]3oa 3273 • 3�? "fequcsta Dri��e �� �� o` Tequesta, I�londa 33�i69-0273 •(�61) �?�-6�(Nl 3 � 0 1�aY: C561) �77-6203 a��, �. 4� 4p Co .�y �IT ,I.: A r � pF �EQUESTA 5TORMWATER UTILITY BOARD MEETING MINUTES l�IAY 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, Villa�e Manager Thomas G. Bradford, and Department Heads. Councilmembers Joseph N. Capretta and Ron T. Mackail were absent from the meeting. I2. APPROVAL OF AGENDA vice Mayor Hansen made a motion to apprave the Agenda as submitted. Councilmennber Cameron seconded the motion. The vote an the motion was: Elizabeth A. Schauer - for Carl C. Iiansen - f or Alexander W. Cameron - for The motion was therefore passed and adopted and the Agenda was approved as submitted. Rc�cr<�h�d 1'rrprr Stormwater IItility Board Meetiag Minutes May 21, 1998 Page 2 III. CO�UNICATIONS FROM CITIZ�]'S (NON IT�'S) There were no communications from citizens. IY. APPROVAL OF MINIITES & RFPORTS A) Stormwater Utility Board; April 30, 1998 vice Mayor 8aasen made a motioA to approva the min.utes for the Stormwater Utility Board meetiag of April 30, 1998 as submitted. Couacilmember Cameroa secoaded the motiou. The vote oa the anotion was: Elizabeth A. Schauer - for C�rl C. 8ansea - for Alexaader �, Cameron - for The motion �vas therefore passed aad adop�ed. V. Cf}NSIDBR.ATI4W OF NPDLS ANNt1AL REPOR7.` A) Review and Approval Stormwater Utility Director A1 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 ycars. Mr. Oslund reviewed the sections included in the book, and explained that since some ot what was included was not required until the fifth year, there would be a 4-year grace periad to work on those structure�. In respanse to Mayor Schauer�s question regarding the dates pictures were taken during inspections, Mr. Oslund statecl he would add the inspection datES as well as a brief description of the location of each structure. Mr. Oslund explained that Stormwater IItility Baard 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 ta 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 quartesly basis for streets with curb and gutters. This would be included in the ZO- year budget by the tenth year, and was estimated at approxima.tely $1,500 annually. Mr. Oslund indicated there were several items indic�ted in th� 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. �n the map identifying structures, Councilmember Cameron commented that B253 and B264 were two separate dry wells, one on each side ot 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 e.xplained he had added to stop erosion of a driveway. Vice Mayor Han�en questioned whether projects such as Tequesta Oaks and the proposed Lighthouse Cove would affect the Village`s stormwater s�stem, 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 1�0-year storm; however, the Village was ultimately responsible for the maintenance of their outfall systems so that it wauld function properly for them. Vice Mayor Hansen questioned whether new �evelopments which adhered to Stormwater IItility Board Meeti�g 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 cQmmented that Dover Ditch needed to be added to the report. The Boardmembers commended Mr. O�lund for his good work on this report. Mr. Oslund explained his intent was to make small book� for employees showing al1 structures marked on a map so that structures needing work could be located easily. In response to a questian 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 b�lieved that Fire Chief Wein.and wa� 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 Ma.nager Bradford responded that was not advertised because the City Hall was not hurricane hardened and could go under water or be blown away. Councilmember Cameroa made a motioa to approve the Aaaual NPD$S Report with accompanyiag correspoad�ace. Vice Mayor �aasea seconded the a►otion. The vote oa the motiou aras z �lizabeth A. Schauer - for Carl C. BaASea - for Alexaader �. Cameron - for The motioa �vas therefore passed and adopted. Stormwater Utility Board Meetiag Minutes M�ay 21, 1998 Pag� 5 8) Sigaature Authorizatioa Couucilmember Cameroa made a motion to authorize Stormwater Utility Director Al Osluad to siga the certification frSr the Aanual NPDF�S Report. Vice �ayor i�anseu secoaded the motioa. The vote oa the motioa was: Elizabeth A. Schauer - for Carl C. Saasea - for Alexaader �P. Cameroa - for The motiox� was therefore passed aad adopted. VI. RSVIh'D� OF PROPOSBD FY 1999 STORM�PATBR tJTILITY OP�RATIONAL BIIDG�T AND VII. RTVIE'TiQ OF PROPOSFD FY 1999 STORM�AT�R IITILITY CAPITAL BIIDGET AND VIII. REVIB'V� OF PROPOSED FY 1999 STORM�ATTR t3TILITY LRII R.ATE Village Manager Bradford explain.ed that the Stormwater Utilit�r Ordinance required review of the operational and capital budget, which at �his 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 ali 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 ren� must be added to the budget in the amoun� of $1.,068 because the auditor had indicated the village must begin collecting rent on its entergrise funds. Ma�ror 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 questione� whether the Stormwater IItility 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. Viee Mayor Hansen recalled discussion some months previously regarding the Tequesta Drive Diversion Project for which the cost had increased over the original estimate, ancl 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 e€fect. 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 ltoad 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 av�.ilable. $250,000, which was the figure provided by the contractor for Tequesta Drive, had been taken ou� 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 cove� 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 praject in the amount o� $250,000, it cost $298,000 when re-bid later because of cost increases and e�ctra paperwork required to sta�r 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 cammented 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 �eeting Miautes May 21. 1998 Page 7 � �ecrease 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. Vil�age Manager Bradford requested that Mr. Oslund d�scribe the portion of the work presented by Cherie Sova at the last meeting that Mr. �slund believed cauld be accomplished for the $90,000 budgeted for the Fairview East drainage modification. Mr. Oslun� 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 a11ow discharge from the pond at a much faster rate. In response to Village Manager Bradford's question of how much above the $94,000 would be needed to make the pipe 42" from River Drive to the Loxahatchee River, Mr. Oslund estimated $30,040 -$35,400 in additianal 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 that the permit would probably con�ain conditions requiring that a portion of the swales be completed, but prabably would allow 5-10 years for all swales to be completed. Village Ma.nager Bradford questioned what would happen if SFwNID said the Village must complete a11 swales now. Mr. Oslund stated he would take exception and respond that the Village would no� do the project, and SFWNID would then back down. Mr. Oslund discussed the project further. Vice Mayor Hansen commented that the in.come shown in the Stormwater Utility Board Meetiag Minutes May 21, 1998 Page 8 budget from Jupiter for pover Ditch maintenance did not seem to be much in light of the fact that the Village spent $lOQ,000 every five years in maintenance. Village Manager Bradford explained the $100,000 scheduled for the year 2003 was not really a plan to sgend that amount every five years, and in 2003 the project would include work from Garden Street behind the First Baptist Church to Seabraok 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 exglained that �he water landward of the Dover Ditch weir was the result of the water table rising, and that Jupiter had controZ 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. Mr. Oslund explained that in an� future flooding of Dover Ditch there would be a question of whether Jupiter or Tequesta was li�.ble 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 twa 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 Utilit� Board that they were in agreement with Mr. Oslund's recommendation. Mayor Schauer commented that residents had seen the imgrovements made by the Stormwater Utilit�r 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 eas� side of Garden Street. Mr. Oslund commented that drainage in Eastwinds Landing was very good. Stormwater IItility Board Me.etiag Miautas Malr 21, 1998 Page 9 Vice Ma.yor Hansen cammented that the decision had been made ta implement the program presented by Cherie Sova 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. Sova 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 co�tly. 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 laok at that sectian 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 Sauth Flarida 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, sa that Cherie Sova could be hired just to assess specific areas and advise the Village on methods of correction. This would cost much less than having Ms. Sova assess the whole Vill.age. Village Nlanager Bradford explained that the Village had an adopted level of service, and the part-time emplo�ree could identify older sections with lesser levels of service so that they could be brought up to the current level of service. Joe 8a11, 159 Couatry 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, wh�.ch Mr. 4slund Stormwater Utility Board ffieeting Miautes Ma�r 21, 19 9 8 Pa�e 10 clarified was where a collectian of storm systems emptied into a retention pand, into Dover Ditch, into �the river etc., and that new prajects provided stormwater retention or�-site. Mr. Hall discussed the level of the c�.am in the ' golf course pond behind his home on the 18th fairway, which Mr. �slund 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 ga.ven to water in the streets rather than to water in houses. Mr. Hall stated when his house was flooded that the street was not floaded. Mr. �slund expl.ained 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 ques�ioned 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 or�e that could not be adjus�ed 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 11 Village Council meeting, which might or might not affect the ERU rate. The �7'illage Manager questioned whether if costs exceeded revenues by a couple of thousand dollars, Mr. Oslund would prefer to raise the r�te or increase the transfer of funds from the Stormwater TTtility Fund balance. Nlr. 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 preliminary tax run, when received from the County, would provide a basis for proper figures. Mr. OsZund advised that unless the figures were several thousand above the estimate, that the budget as presented could be fine tuned to accommodate increases. Couacilmember Cameron made a motioa to approve the teutative FY 1999 Stormwater Utility Operatioaal Budget. vice Mayor Haasea secoaded the motioa. The vote oa the Stormwater Vtility Board �eetia� MiAUtes May 21, 1998 Page 11 motioa was: Elizabeth A. Schauer - for Carl C. Sansea - for Alexander W. Cameron - for The matioA was therefore passed aad adopted. Vice Mayor 8ax�sea made a motioa to agprove the teatative FY 1999 Stormwater IItility Capital Budget. Councilmember Cameroa secomded the motioa. The vote ou the motion was: Elizabeth A. Schauer - £or Carl C. 8ansea - £or Alexaader W. Cameroa - for The motioa was therefore passed sud adopted. Councilmember Camerou made� a motiog to approve the teatativie FY 1999 Stormwater Utility LRU rate of $6.20 per month. Vice Mayor 8aasea seconded the motion. The vote oa the motion was: ' , �lizabeth A. Schauer - for Carl C. 8arisea � for Alexaader �. Cameroa - for The aiotion was therefore pass�d and adopted. =x. �nr oTSSR r��rsRs There were no other matters to come before the Board. St�rn��wat�r Utilivy �oar3 Me�t�r� ��autes �a� 2�, 1��� Fa,�r2 �2 L�i . iii+ai v i, .�.' V:i�:@ a�3yt3�' H8ri3@i1 T"ii�3ii@f�i �ai�t �21� IItE��1.ILc3 �i'iv af'.a�6ii�ilEt"�. Cou�ciln��r�be� Camero� seeonu�d �he moti�n. The v�te �n t�e ����ion wa�: Eli�a ;etr, A. Sehaua� ° for �arl C. �ansen ° f�r Alexa�der W. Camercn ° f�r the a►otior� was therefare pas�ed an3 adopte ;. and the mzeti��g was a�journed at �:�0 P.M. Respectfu�ly sub�r�i�tc3, ,_�? ��.�. �'�.��� �y r ��; �-'�,a . Betty Lc`lu� ,<J " " c '�=�. c-�'"�-� � Recarding Secretary ATTEST: Joann Manganie o Village �lerk DATE APFPOVED: c� a3 , i99P' �—�