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HomeMy WebLinkAboutMinutes_Stormwater_05/27/1999 F Tf 'v r , �. GE,�a � VILLAGE OF TEQUESTA ��' Post Office Box 3273 • 250 Tequesta Drive • Suite 300 �� � o Tequesta, Florida 33469-0273 • (561) 575-6200 �; o Fax: (561) 575-6203 A '_ 4� � Co y VILLAGE OF TEQUESTA STORMWATER UTILITY BOARD MEETING MINUTES MAY 27, 1999 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 27, 1999. The meeting was called to order at 7:00 P.M. by Mayor R.on T. Mackail. A roll call was taken by Betty Laur, Recording Secretary. Councilmembers present were: Mayor Ron T. Mackail, Vice Mayor Carl C. Hansen, Joseph N. Capretta, and Elizabeth A. Schauer. Also in attendance were: village Manager Thomas G. Bradford and Village Clerk Joann Manganiello, and Department Heads. Councilmember Basil E. Dalack was absent from the meeting. II. APPROVAL OF AGENDA Vice Mayor Hansen requested addition under ANY OTHER MATTERS of discussion of road repairs and hurricane season. Councilmember Schauer made a motion to approve the Agenda as amended. Councilmember Capretta seconded the motion. The vote on the motion was: Ron T. Mackail - for Carl C. Hansen - for Joseph N. Capretta - for Elizabeth A. Schauer - for fiTORMW�TLR UTZLI3'Y BOARD �dEETING MINUTLS MAY 27, 1999 PAG� 2 The motioa was therefore passed aad adopted sad the Agenda �+ras approved as ameaded. TII. COM�[JNICATIONS FROM CITIZENS (NON ITSM$J There were no communication.s from citizens. IV. APPROVAL t�F MINtTPBS & RBPORTS A) Stormwater Utility Board; April 29, 1999 Couacilmember Schauer made a motion to apprave the miuutes for the S�ormwater IItility Board meetiag of April 29, 1999 a�s submitted. Vice Ma3ror 8aasea secoaded the mot3on. The vote on the motion was: Roa T . Mackai.l - for Carl G. 8aasea - for Joaeph N. Capretta - for 8lizabeth A. Schauer - far �he motioa was therefore passed and adopted. �T. RBVIE�P AND RLCO�TDATION OF PROPOSED FY 2000 STORM�TATER IITILITY OPEItATIONAL BUDGET. Village Manager Bradford explained this was the second of the two required annual meetings of the Stormwater Utility Board; however, more could be held if desired. Matthew Morrison, Utilities Director, explained that total operating expenses for the Stormwater Utility had remained relatively constant aver the past two fiscal years, and in reviewing the expenditures �or those years only a fraction of the available funds had been expended, whiCh he believed to be the result of lack of direction. Director Morrison 5TORMOPATBR '[JTILITY BOARD �BTING MIN[TPES a�y Z7, is�9 PAG� 3 recommended that all line items remain as proposed with the exception of increasing engineering serviCes by $2,000 by reducing small tools/equipment, miscellaneous equipment, general maintenance, and drainage ma.intenance by� $500 in each. The $2,000 would be utilized for engineering assistance in preparing grant applications for S�ormwater Capital Improvement Projects. Mayor Ma.ckail questioned whether there was sufficient manpower to keep on top of available grants, to which Director Morrison responded he believed he and his staff could handle the process, but might need help getting underway since deadlines were so close together in April, May, and June. Director Morrison explained that this year�s deadlines had either passed or were very close, which did not allow time to apply for any grants this year. His intent was to start next year, allowing sufficient time to be sure applications were in order, and expressed his beZief that long-term the Village could realize a large sum of revenue from grant opportunities, realistically expecting to pay only 25 to 35 cents on the dollar for improvement projects. Director Morrison explained that Sauth Florida water Management District woul.d ma�ch 50� of a project at the local level, and that state and federal grants requiring a local match would allow utilizing the South Florida Water Management grant as a portion of the local match. Director Morrison pointed out that drainage improvements in the Country Club would open up a lot of grant opportunities and he expected to be able to fund 75� of that praject through grants. Councilmember Capretta questioned whether everything passible was being done to accomplish projects as quickly as possible and whether sufficient manpor�er was available. Councilmember Capretta commented he did not want projects to slide as had happened in the past. Mayor Mackail commented the Village's engineering firm had suggested a 3� increase in rates, to which Director Morrison responded funds were available and he felt it was important to leverage funds through potential grants rather than raising rates. Director Morrison explained it was his goal to get STORM�ATSR UTILITY SOARD MELTING MIN�'P]�S MAY 27, 1999 PAGB 4 ahead of the grant cycle so that the Village would have the money ahead of when it was needed. Councilmember Schauer questioned whether Mr. Morrison was sure $2, Ofl0 would be enough, to which Mr. Morrison responded he believed it would be enough since he planned to use it only if �.e found it was necessary to utilize engineering help to prepare grant applications. Councilmember Capretta commented that if money was going to be put in to accelerate the pert chart on the critical point, which was Mx. Morrison, it should be utilized to get outside help, because in the past grant money had not been received because the applications were not proper or timely. Councilmember Capretta expressed his opinion that everything that needed to be done to get the money should be done. Director Morrison stated he felt comfortable with the $2,000 request and a�ked that the Council let him move farward with his recommendation. Councilmember Schauer stressed that if the $2,000 was not sufficient, that Direc�or Morrison should come back to request more money. Vice Ma.yor Hansen commented that some members of the Village Council had been surprised that more capital projects had not been listed for improvemen.t, and questioned whether Director Morrison felt there were more projects to be done. Director Morrison explained there were funds in Retained Earnings and he had come across small areas that needed improvement and would bring more recommendations for projects to the Council as he became more familiar with the area. Director Morrison commented tha� if funding was not sufficient then the ERU rate could be increased enough to make up the difference. Councilmember Capretta commented about $100,000 in projects was being accomplished annually, and suggested that double that amount could be handled annually to accelerate the completion of alI projects targeted for completion within the next ten years. Councilmember Capretta questioned in ten years what percentage would have been achieved spending $1 million in ten years; and favored establishing a planning organization that could conceive, implement, and complete plans on an accelerated schedule. Councilmember Capretta mentioned a hole near his house that STORM�PATLR UTILITY BOARD �LTING MINU''P8S MAY Z7, 1999 PAGE 5 had needed fixing for years. Director Morrison explained that he was not yet in a position to determine what portion of the entire system had been completed, but stated that mone�r had been budgeted this year for local service, and he would be embarkiMg on a program to utilize Florida Atlantic University graduate students to hel.p the village develop a level of service, to be completed in December, 1999 or in January. Director Morrison explained that establishing a l�vel of service was the first step needed in order to develop a master plan for the stormwater utility. VI. RLVIEN AND RSCOb�N'DATION OF PROPOSSD FY 20Q0 STOR�ATBR UTZLITY CAPITAL BIIDGET. Director Morrison commented that at the last meeting, Vice Mayor Hansen had expressed interest in moving the Bridge Road project forward one �rear. Director Morrison had investigated the project and now recommended shifting the Bridge Road Drainage Improvement project to the next fiscal year. Mr. Marrison expressed his opinion that Bridge Road improvements would not cost the $90�,000 budgeted amount and that any funds not utilized could be applied to Country Club System I and II improvements. village Manager Bradford commented there was a possibility that JMZ would approach the Village to request acceleration of the Tequesta Plaza project, which would mean Bridge Road improvements could start soan.er, and money would be budgeted for this during the next fiscal year. Bridge Road drainage improvements and landscaping would be done simultaneously. Councilmember Capretta commented that the decision of when to do the Bridge Road project could not be made until Mr. Zuccarrelli had firmed up his plan for the Tequesta Plaza project. Village Manager Bradford commented that on Sridge Road stormwater needed to be directed through use of a curb and gutter system; but the new road through Tequesta Plaza might require storage capacity that could use additional funds. Councilmember Capretta ' questioned which road had a higher elevation--Tequesta STORMWATER UTILITY SOARD �rTI�G �Ia�r$s r�Y a�, �.999 PAC�I� 6 Drive or Bridge Road--stating that would determine how the water would flow. The Village Man.ager cammented he believed they both sloped toward Old Dixie Highway. Village Manager Bradford commented regarding the operational and capital budgets that staff would have another budget meeting before the budget was camplete, and that the budget was currentl�r within $400 of what would be presented to the Village Council at the July budget hearings. VII. REVIEW OF PROPOSLD FY 200Q STORMWATLR UTILITY ERII R.ATL. Director Morrison stated he was not recommending an increase in the stormwater utility ERU rate for the upcoming �rear. Director Morrison explained that the Utilities Departmen.t was warking closely with the Department of Community Development to update parCels that have increased their impervious parcel size which may slightly in.crease in the FY 99/00 stormwater utility revenue, and in addition, the Stormwater Utility had realized a reduction in salaries and wages which would �ree up additional money for Utility improvement expenses. Councilmember Capretta questioned whether the Village was convinced after three years of operation that the ERU rate concept was fair, to which Village Manager Bradford responded he had had onl� one complaint in three years which had been a single family homeowner who had believed they were over assessed, and a couple of commercial projects had complain.ed about accuracy to the former Storrnwater Utility Director and those had been corrected. Director Morrison expressed his opinion that Tequesta`s ERU rates were very consis�ent with those of other utilities. vice �ayor Haasen. made a a�wtion to recommend to the village Couacil the proposed �RII rate for FY 2000. Couacilmember Schauer secoaded the motioa. The vote oa the motion was: Roa T. Mackail - for Carl C. Hansen - for STOR�ATSR IITILITY BOARD MEETTNG MINUTES MAY 27, 1999 PAGE 7 Joseph N. Capretta - for 8lizabeth A. Schauer - for The matiaa was there�ore passed aad adapted. VIII. STATUS REPORTS (A) trpdate oa SFW� Respoase ta Propased permit for Tequesta Couritry Club Ccmamauni ty Draf nage �mprovemer�.ts . U'tilities Director Matthew Morrison recalled discussion at the last meeting regarding an overview of Country Club Drive drainage improvements presented by J, B. Frost of Gee & J'enson which highlighted issues associated with peak discharges. Director Morrison reported that subsequent to that meeting he had contacted South Florida Water i�anagemen.t District regarding permit issues and had been offered options af demonstrate property had been damaged, claim hardships, or go back and find additional solutions. The solution arrived at was ta increase storage, and with that in mind discussion wouid be held with Country Club community to formuiate a strategy. J. B. Frost commented at the April 29, 7.999 meeting the S�oxmwater Utili�y Board had directed him and Director Morrison to discuss options with regulatory agencies to try to get a buy-in from them; prepare a strategy and talk to the Country Club cammunity residents and the Country Club; and to prepare presentations. Mr. Frost explained the strategy would be to first notify residents o� the issues and make �.hem understand the problems, options, and remedies. A mai3er to the residents would address a history of the problem, why improvements are needed, existin.g proposed design and its potential shortfalls which the District would not accept, and proposed modifications to the design. A proposed meeting date would be included in the znailer, STORMWATL�R UTILITY BOARD MEBTTNG �![INLJTLS MAY 27, 1999 PAG� $ one to be a general public meeting at Village Hall to address concerns, and a meeting held at the clubhouse with appropriate members of the Country Club to discuss the situation and to hear their issues. The outcome of the mailer and the me�tings would be education of the public regarding improvements to quality of water discharged into the Loxahatchee l�iver and make sure the public understood that the improvements would improve the water quality, conservation of the natural aquifer, increased water storage to alleviate flooding, and potential to utilize fill removed from ponds for use on the golf Course. Mr. Frost commented that being able to demonstrate an improvement on the environment would help obtain grant funds. Mr. Frost requested approval to proceed with development of the presentations and to implement the strategy. Vice Mayor Hansen questioned whether there was any wa� to reduce peak discharge from the Country Club community itself without going into the golf course. Director Morrison stated the swale program would be an improvement, but not to the level needed, and SF'WNID would require an in-depth study that the drainage improvements would not cause adverse impact, which would be hard to prove. Mr. MQrrison explained other areas could be considered for storage, using back pumping to divert water, but that could be very expensive, and there was not a lot of vacant land left in the village. vice Ma.yor Han�en questioned whether the few vacant lots left, if purchased by the Village, would be sufficient for water storage, to which Mr. Morrison responded that the best place for storage from an engineering standpoint was the Country Club. Mr. Morrison explained that when the amount of water that needed to be retained was known, then the Village could see if ponds on vacant lots would help. Mr. Morrison stated staff would look at the options. Councilmember Capretta commented that a pond should have been added when the golf course was torn up, and explained that the Country Club had voted 54-46 in favor of adding a pond at that time, but the Board had STORbi9�ATLR UTILITY BOARD I�LTING MINUTLS �Y Z�, a.sgs PAGE 9 been unwilling to move forward based an such a small margin. Councilmember Capretta commented there were still same places that ponds could be located on the golf course, such as in the woods, u�ithout interfering with play. Councilmember Capretta cautioned that the relationship between the Country Club golf course and the community was separating into two factions, where it used to be on.e. Councilmember Capretta questioned whether the golf course could be forced to install pands, and stated he was in favor of going all the way and contacting the lawyers to get this done, if necessary. Councilmember Capretta stated the Village should not start this unless they planned to go all the way, and not make the same mistake as last time. Village Manager Bradfard stated he was 9�� sure the power of eminent domain applied to drainage. Councilmember Capretta recalled the people who were against the ponds were the ones who got flaoded, and stated ponds should be placed in areas least offensive, that the Village should start with people living in the Country Club and make them understand it would be to their benefit. Council.member Capretta suggested three meetings rather than two, one at the Village Hall for the general public, one with the Country Club communit�, and a third vaith the Country Club members. Director Morrison proposed public workshop meetings with a charrette atmosphere so that x�esidents cou].d suggest ideas. Councilmember Schauer requested a copy of the mailing when it went out, sinc� the last time residents had called her. Mayor Mackail commented every existing pond on the golf course could be utilized for more storage without creating an adversarial impact. Councilmember Capretta commented that the existing ponds were nQt operating properly at the present time, and the ones on holes 12 and 2 were not draining properly; that the Village needed to double the size of the pipes and fix the pipes to drain properly and then maintain the ponds for drainage and for aesthetics to make the gol� course management STORM�PATLR tJTILITY BOARD �PsTTNG MTNTJTLS MAY 27, 1999 PAGE 10 happy. Mr. Frost stated that in advance of holding meetings it would be determined how much acreage was needed for water storage and vacant Iots would be considered. Councilmember Schauer questioned whether Mr. Morrisan knew if the drainage pipes and covers were being properly maintained. Mr. Morrison advised that they were now, and others would be done, and ponds he had inspected were not siltating and were percolating properly. Cauncilmember Schauer commen.ted if everything was properly maintained the people would be more amenable. Vice Mayor Hansen commen�ed he believed most residents were very ignorant regarding the importance of swales, and requested a strong plug for swales be i.n,cluded in the mailing. Councilmember Capretta suggested sending a letter to the President of the Country Club and to Mrs. Hansen as President of the Country Club Homeowners Association, telling them what t�he Village was planning, requesting their cooperation, notifying them that a presentation would be made to them at their convenience, and informing them that a mailer would be sent out. After these letters had been sent, the mailing could be sent out, and then the three meetings be held. Councilmember Capretta suggested making a map of the golf course showing the location of the ponds to be enlarged and proposed new ponds, and indicating the depth of the ponds. Councilmember Capretta reported he had met with the Tequesta Country Club greens person and informed him the Village would determine the level of the ponds, and showed him how it was done. Ma.yor Mackail indicated the Village Council was in agreement and a resolution needed to be brought about for the Village. village Ma.nager Bradford suggested a meeting with the TECCA Board first to let the homeowners association critique and provide feedback, and they would filter the word out to the community to help sell the project. Village Manager Bradford commented to Mr. Matthews and STOR�WATBR UTILITY SOARD �ETING �IINOTES MAY 27, 1999 PAGE 11 Mr. Frost that the Village owned a large right-of-way along Tequesta Drive between the Tequesta Drive bridge and the sou�h gate of the Country Club, and there was a possibility drainage basin on the south gate could be diverted to the west. In addition, south of the interse�tion of Tequesta Drive and Country Club Drive, was a 30-foot right-of-way to the river which bel.onged to the village. The Village Manager commented he wished the Soard to be aware that because of the rumor that there was a buildup of sediment on the bo�tom of the drainage retention ponds, Mr. Morrison would be taking soil borings from the pond bottoms to prove whether this was true; and he believed from his observation of the ponds there was no sediment buildup. t8) Ability to Proceed �ith South Cypress Drive =mgrovenneat Pro�ect 1�,bseat Progress og Cypress Dr3ve Drainage Improvemeat Project by Northera Palm Beach Couaty =mprovem�at District. Utilities Director Morrison explained he had spoken with Mr. Piment$1's assistant at Northern Palm Beach County Improvement District regarding the Cypress Drive project, and they would be building the largest exfiltration trench in the state of Florida. Tequesta's bid would be awarded simultianeously with their project. Mr. Morrison did not recommend proceeding with the streetscape until the drainage project was done. Going out for bid was anticipated in the fall with the project to be completed in spring of aoaa. Village Ma.nager Bradford reported that the Department of Community Development had met with over half af the landowners on South Cypress since the last meeting of the Stormwater Utility Board, and Kara Irwin had reported they were overwhelmingly in favor of the project and their Ordinance 377 improvements being done as a part of the streetscape. The landowners had STORMWATSR UTILITY BOARD ��TING �INtiT�S MAY 27, 1999 PAG$ 12 requested the Village take action against the auto repair shop two lots south of Tequesta Drive where double and triple parking took place. village Manager Bradford explained that this project should eliminate illegal parking. Vice Mayor Hansen commented he liked moving this project up to clear up the list of outstanding Ordinance 377 projects. Utilities Director Morrison commented since there was a lot of standing water there, some grant money might be realized. (C} NPDBS Update Utilities Director Matthew Morrison announced he had submitted the second annual report for NPDES. Mr. Morrison summarized ongoing activities, which included annual inspection of control structures and cath basin inlets and bi-annual inspections lakes, gonds, and ditches. Th�se would continue throughout year� 3, 4, and 5. Under the monitoring scenario, dry weather screening had been completed and all 13 outfalls had been comgl.e�ed for the 5-�ear duration, and no contaminants had been found. Roadway maintenance activities reported were the annual inspection of swales, and tMat potential high-risk facilities (Tequesta Police Department and Tequesta Country Club) had been inventoried. Activities which would be done in year three would be annual street sweeping on roads with curbs and gutters, and dry weather screening. Mr. Morrison clarified for Vice Mayor Hansen that outfalls were where pipes went out into the river. The Vice Mayor discussed before and after photos of the outfall on Tequesta Drive. vice Mayor Hansen reported people living in Bay Harbor had complained they could no longer bring in their boat �o their dock because of silt and sand that had collected at an outfall there, and questioned whether the Village could be sued because of that situation. Mr. Morrison responded he found it hard to believe silt would collect in the Intracoastal and he did not believe that was from STORMD�ATLR UTILITY S�ARD �ETING MINUTES MAY 27, 1999 PAGE 13 Village actions. Village Manager Bradford commented there were areas where swales came and wen.t naturally and that people had complained in the past bu.t then the silt had disappeared naturally. The Village Manager reported that Bay Harbor owned their own outfall, and their road was a private road with a private drainage s�stem. IX. A11Y OTHER MATTERS Vice Mayor Hansen commented he was glad Mr. Morrison had completed a walk through of the Tequsta Drive Drainage project and made suggestions for resolution of problems. The ZTice Mayor commented that the section of road from Tequesta Drive on Riverside Drive to Dover Ditch looked bad, with manhole covers above the roadway, especially since Jupiter had improved their section of Riverside Drive. village Manager Bradford responded that area was scheduled to be rebuilt in 2001. Vice Mayor xansen suggested the possibility of going ahead with this project in conjunction with daing something on Tequesta Drive. Vice Ntayor Hansen commented there were several places in Constitution Park that needed covers on holes, and he believed Gary Preston had made plans to have that done. village Manager Bradford responded that recreation project was in this year�s Capital Improvement budget, and Harry Benoit had campleted bid specifications for the job. The village Ma.nager explained he had not had time since Mr. Preston left on medical leave to move that project forward, and Mr. Preston had commented the project might be over budget. village Manager Bradford commented if the project did not get done this year the funds would be reserved for next year. Vice Mayor Hansen commented that in tonight�s n.ews it was stated there were only five da�rs until hurricane season, STORMWATER UTILITY BOARD MEETING MINUTES MAY 27, 1999 PAGE 14 and questioned who was in charge in the absence of Fire Chief Jim Weinand. Village Manager Bradford responded that Acting Fire Chief Bud Burnsed was very knowledgeable on emergency management issues and that he was the emergency operations person in Chief weinand's absence. village Manager Bradford stated staff would be having a hurricane operations meeting in the near future. X . ADJOURNMEI�7'I' Vice Mayor Hansen moved that the meeting be adjourned. Councilmember Capretta seconded the motion. The vote on the motion was: Ron T. Mackail - for Carl C. Hansen - for Joseph N. Capretta - for Elizabeth A. Schauer - for the motion was therefore passed and adopted and the meeting was adjourned at 8:38 P.M. Respectfully submitted, � , Betty aur Recording Secretary A�TEST: Joann Mangani lo village Clerk DATE APPROVED: �,.,..� �� � 9 9 s � ��� SROAL�CASZ' REL�ORT ��� MAY-24-99 09:43 ID:5615756203 VILLAGE OF TE�USSTA GROUP2 MEINKEN No. NAMB TELEPHOTIE NUMBER ENTRY RESULT 01 BETTY LAUR 96941591 OT15 OK 02 JUP COURIER 97430673 OT06 OK 03 PBPOST 98203021 OT16 OK 04 TOM JEI�iSON 9433B011 SD00 OK 05 VIC STRAHAN 97476569 SD81 OK 06 CHAMBER OF COM 97467715 SD02 OK 07 BERUBE 97466566 SD93 OK 08 COBEt1 97472882 SD08 OK 09 LIGHTHSE GALLRY 97463241 SD04 OK 10 COURIER AIEWSRM 97�152403 SD06 OK 11 FPL 96402575 SD07 OK 12 SHENKMAN 96222841 SD09 OK 13 MUEHLMEIER 97460192 OT1@ OK 14 NEWS ADV 98445917 OT17 OK - ' ��7J�� �� a �, ���� ��� ="RAl�iSM I SS I OI�I R�POIZT ��� MAY-21-99 13:45 ID:5615756203 VILLAGB OF TE�UESTA START TIME MAY-21-99 13:44 TELEPHONE AtUMBER 96204401 I�IAMECID NUMBER) 5B1 B20 4407 TRATISMISSION MODE EMMR RESOLUTION STD PAGES TRANSMITTED 05 MAIL$pX OFF SECURITY OFF INFORMATION CODE OK REDIALING TIMES 00 MACHINE ENGAGED pJl'22 �,�� � " `�-� - 9 � ��,�- �- ---- �-- � �� � �E�E3E TRATISM I SS I OI1i REPOR'=' ��� � MAY-21-99 13:36 ID:5615756203 VILLAGE OF TE�UESTA START TIME MAY-21-99 13:35 TELEPHOTIE NUMBER 95756218 NAMECID IIUMBER) 4075756216 TRATISMISSION MODE ECM RESOLUT I OI�[ STD PAGES TRANSMITTED 05 MAILBOX OFF SECURITY OFF INFORMATION CODE OK RHDIALIIIG .TIMES Be MACH I NE ENGAGED 01 ' 30 � �� 7-�� ��� 5-- a..1- � � ��� TRAI�ISM I SS I OI�I R�1�ORT �E�� MAY-21-99 13:4B ID:5615756203 VILLAGE OF TEDUESTA START TIME MAY-21-99 13:46 TELEPHONE NUMBER 97452403 A[AMEtI17 NUMBER) 561 745 2403 TRANISMISSION MODE EMMR RESOLUTIOId STD PAGES TRANSMITTED 05 MAILBOX OFF SECURITY OFF INFORMATION CODE OK REDIALIAiG TIME3 00 MACH I AIE EI�IGAGED 01 '�! 1 - � �-�, a 7, I � 9�' � � �5 -a I- ��