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HomeMy WebLinkAboutMinutes_Miscellaneous_09/05/1995_Public Works Committee F ;�� '��; VILLAGE C�F 1"���7�5`�'� , Post Of�ce Box 3273 • 357 Tequesta IJrive ' Tequesta, Florida 33469-02.73 � (407) �7i 62(;0 ' J ` F�: (407) 575-b203 p - O r � O d 4 ,C H COUH� PUBLIC WORKS COMMITTEE MEETING MINUTES SEPTEMBER 5, 1995 I. CALL TO ORDER AND ROLL CALL The Village of Tequesta Public Works Committee held a regularly scheduled meeting at the Village Hall, 357 Tequesta Drive, Tequesta, Florida, on Thursday, September 5, 1996. The meeting was called to order at 5:02 P.M. by Chair Elizabeth Schauer. A roll call was taken by Betty Laur, the Recording Secretary. Committee mernbers present were: Chair Elizabeth Schauer and Co-Chair Michael R. Meder. Also in attendance were Village Manager Thomas G. Bradford, Village Clerk Joann Manganiello, and Director of Public Works and Recreation Gary Preston. TI. APPROVAL OF AGENDA Co-Chair Meder requested addition under Any Other Matters of a discussion regarding the project to complete landscaping around the Village Hall. Co-Chair Meder moved that the Agenda be approzred as amended. Chair Schauer seconded the motion. The vote on the motion was; Elizabeth Schauer - for Michael R. Meder - for The motion was therefore passed and adopted and the Agenda was approved as amended. III. COMMUNICATION FROM CITIZENS (non Agenda Items) I�t't�UClt'il Pi7��r� Public Works Commi.ttee Meeting Minutes September 5, 1996 Page 2 There were no communications from citizens. IV. CONSIDERATION OF POTENTIAL RECREATIONAL PR4GR�l�Il�lING AND SERVICE3 AT THE TEQUESTA RECREATION CENTER IN CONJUNCTION WITH THE YMCA. Village C1erk Manganiello introduced YMCA President and CE� T. Robert Giese, and explained that she and Mr. Preston had been meeting with Mr. Giese since April to come to an understanding so that the Village and the YMCA could work together in an agreement ta offer recreation programs from the Tequesta Recreation Center on Seabroak Road. M5. Manganiello explained that the Village would like to continue to offer the current summer camp programs. A draft lease agreement was in the proCess of being reviewed by YMCA attorneys. Highlights of the discussions held to formulate the lease agreement were listed by Village Clerk Manganiello: ♦ The YMCA is amenable to a Lease Agreement with the Village of Tequesta for use of the Tequesta Recreation Center for recreational programming and services. ♦ The �MCA requests name recognition on Recreation Center and bus, e.g., Village of Tequesta YMCA. ♦ �illaqe af Tequesta to budgetlaccount for maintenance and public util.ities and services for the `��questa Recreation Center, YMCA to budgetlaccount for programming/services/staffing, etc. ♦ Budgets reviewed at en.d a� year, profits shared equall�ldeficits absorbed individ�ally. The Village Clerk commented that the parties were aware that it would take a couple of years before any profits could be realized. ♦ Village's $6,400 yearly subsidy far the summer camp program to be used for start-up costs, i.e., recreational equipment, television/VCR, tables, Publ i c Work s Commi. ttee Meeting Minutes September 5, ].996 Page 3 ---------------------- chairs, etc. ♦ YMCA is willing to administer/coordinate rental of the facility on behalf of the Village: 1. Sunday - exclusive rental. 2. 2 dayslnights per week for various groups (days/times depending on program schedules) 3. Staff person provided by YMCA; cost of same included in rental fee. 4. Village to be paicl on a mon.thly basis, minus the cost of staff person. Co-Chair Meder questioned whether two groups could use the Recreation Center at the same time, to which the response was that there was a divider and bathrooms on each side, however, soun.d did carry through the divider. ♦ Programming/services based on Recreational Survey data (initially). ♦ Programming/services based on user fees; subjec't to minimum registration. ♦ Non-resident fees to be charged. ♦ Use of Constitution Park on a time certain posted "reserve" basis, e.g., basketball court. Since the YMCA had requested use of the basketbal.l court for accasional games, the Village Clerk suggested that a poster be used to notify others that the court was reserved for a specific time. Co--Chair Meder questioned whether the building would also be available to be reserved in this manner, and requested that he be notified when that was decided. ♦ Community representative appointed to the Metropolitan YMCA Board ot Directors. ♦ Target date for start of YMCA activities - January 1, 1997. Ms. Manganiello explained that the lease agreement �aould be brought to the Comm�.ttee for Public Works Committee Meeting Minutes September 5, 1996 Paqe 4 recommendation to the Village Council. Mr. Preston responded to Chair Schauer that the current construction would be completed in approximately 30 days, and that the locks on the building had been changed before the summer YMCA camp. Chair Schauer expressed concern regarding questions on the recreatianal survey relating to children since 58� of the respondents had been 65 years of age or older. Mr. Giese responded that traditional YMCA programs began with preschool and went throuqh adult programs for people in their 90's; and the YMCA wou like to obtain additional information from the community through the Village n�wsletter and other means to find out the interests of the community. The YMCA would proceed slpwly until those inte�e�ts were kno�un, and would try various programs to see which ones generated interest. Chair Schauer expressed concern that there were no � current activities for middle schoal children, and that several years ago the JTJC had held teen dances for that age group and that parent helpers had volunteered. Mr. Giese explained that the YMCA was interested in providing such a service, and that was the reason he would like to have a Village representative on the YMCA Board of Directors. Chair Schauer commented that she had a ci�izen in mind who would be an ideal representative. Village Manager Bradford explained that after the agreemen.t had been signed that an agenda item would call for the appointment of a representative by the Village Council. Village Clerk Manganiello reported that the Recreational Survey had indicated the residents wauld like to have supervised teen activities as raell as adult activities, and had been almost unanimous in approval of holdi.ng concerts in the park. Mr. Giese requested that a telephone line be set up for the YMCA with an answering machine so that residents could call to voice their opinions regarding the programs offered and others they would like. Public Works Committee Meeting Minutes September 5, 1996 Page 5 ---------------------- Ms. Manganiello reported that an after schaol program had been discussed in which the bus could be used to pick children up from Limestone Elementary School and deliver them to the Recreation Cent�r where their parents could pick them up after work. Mr. Giese reported that the YMCA Board of Directars had unanimously expressed delight in Tequesta's invitation to participate in this program. Chair Schauer comment�d that she had heard a lot of positive feedback regarding the YMCA summer programs. Mr. Giese explained that the North County Bar Association might be interested in painting the bus, and if so, the YMCA would like to place wording on the back of the bus: Courtesy of North County Bar Association. The Committee indicated they would have no problem with such signage. Village Clerk Manganiello suggested that a wish list of donated items could be requested through the Village newsletter. Chair Schauer recommended that a statement be included that the donations would be tax deductible. Co-Chair Meder expressed disappointment that although the survey had been available for some time, it had just been made available. The Committee expressed their total agreement with the program. Co-Chair Meder made a motian to recom�nend to the Village Cauncil pursuit of an agreement with the YMCA relative to the Tequesta Recreation Center. Chair Schauer seconded the mation. The vote on the motion was: Elizabeth Schauer - for Michael R. Meder - for The motion was therefore passed and adopted. V. CONSIDERATION OF "MEMORANDUM OF UNDERSTANDING" (CONDITTONS Public Works Conunittee Meeting Minutes September 5, 1996 Page 6 AND FEES) FOR RENTAL OF TEQUESTA RECREATION CENTER Directar of Public Works and Recreation Gary Preston explained that all recreation centers used �orms similar to the anticipated cc�sts and Memorandum af Understandinq which had been provided to the Committee, and that these had been formulated using portions from forms used by other municipalities as a starting point, with changes anticipa�ed to be made as needed. Mr. Preston commented that the fee structure met the mid-range offered by other cities; that the cost estimate for the Recreation Center was very conservative; and that fees were intended to be sufficient so that the Village would not lose money. Mr. Preston explained that Memorandum of Understanding would be given `ta groups interested in utilizing the Recreation Center to notify them of the policies regarding use of the facilities, and indicated that the Village Attorney had requested clarification of item {3}, The Facilities Permit Request wouid be filled out by potential users, and reviewed by the Finance Department and the Recreation Department; and would cover such items as fees, liability, general release, etc. Chair Schauer recommended that the Standard and Non Profit fee categories be changed ta Resident, Non-Resident, an.d Non-Profit, so that residents would pay a iower fee than non-residents, since many peaple who lived in areas which had rejected annexation wanted to use the facilities. Discussion ensued regarding how to designate the group member who must be a Tequesta resident in order to get the lower resident tee. Village Manager Bradford recommended that one of the officers of a club or other organization would have to be a resident and would have to produce proof of such residency in order for that group to qualify for the resident fee. A,fter discussion, it was the consensus of the Comm.ittee that the Rental Fee schedule listed in the Memorandum of Understanding be chanqed so that "Standaxd" fees would become "Resident" fees, that the "Non-Profit" category would remain as presented, and that a third "Non- Resident" category would be added in which the fees would be increased 10's ov�r those for residents. Mr. Preston discussed item (7} regardinq liabiiity Public Works Committee Meeting Minut�s September 5, 1996 Page 7 insurance, and suggested a policy used by West Palm Beach which was that the Village would furnish a separate policy beyond that carried by the Village and if any claims were made against that policy they would have no effect on the main policy or its premiums. A standard policy of this type wi�h a$500 deductible would cost approximately $2,500 annually for $1,000,000 coverage; and if the facility was used four time per week, each group would pa� agproximately $15 in additional fees for use of the building to obtain this coverage. Recommended procedure was to provide an option on the form to be checked off either that the group had their own insurance and must submit proof of insuranee; or that they would pay the extra fee to obtain supplemental coverage from the Village. Ms. Manganiello commented that the form would be amended. Co-Chair Meder requested that the I�lemorandum af Understanding contain. an opening statement to indicate �hat it was a memorandum, such as: The renta.l party agrees to the following conditions of rental set forth by the Village of Tequesta. Mr. Preston responded that this form had been prepared by Vill.age Attorney Randolph, and that Co-Chair Meder's request would be forwarded to Attorn.ey Randalph. Co-Chair Meder also recommended that both parties shauld sign and date the Memorandum of Understan.ding to indicate agreement. In response to Co-Chair Meder's question regarding the difference between iterns 9 and 10, Ms. Manganiello responded by describing an example where if no tables and chairs were set up and a group wanted to use them that they should break them down and put them away. Co- Chair Meder suggested that item 9 could be used as an explanatory statement for item 10. Co-Chair Meder requested that the words "or agency" be deleted from Item 11, and that additional language be added similar to "or other activities prohibited by the laws of the State of Florida" replace the specifically n.amed prohibited items. Discussion ensued regarding whether smoking and alcoholic beverages should be excluded since people would want to use the facility for wedding receptions. Points raised were that insurance rates would be higher, and that the Village had a responsibility for persons Zeaving the Recreation Center. The Village � Clerk commented that she had checked with Building Official Scott D. Ladd and found that the Vi2lage Cade did not allow , Publia Works Comanittee Meeting Minutes Septemb�� 5, 1996 Page 8 ---------------------- alcoholic beverages to be served within a certain distance �rom a church, and in this case a church was riqht across the street. Mr. Ladd had advised that the Village would have to qrant a variance in order 'to allow alcoholic beverages ta be served. Village Manager Bradford recommended that this item not be allowed unless protested by �he residents, or that an alcoholic beverage rider mzght be obtained for which the renter would pay an additional fee. Mr. Preston indicated he would check on such a rider. After dis�ussion, Co-Chair Meder requested that skateboards and rol.ler skates be deleted from item 15 and that two other examples be used in their place, and that skateboards and roller skates be strictly prohibited. Chair Schauer suggested addition of the statement: "Li�t subject to change at any time." Village Clerk Manganiello commented that allowances had been made on the form so that if a potential user wanted something over and abave listed equzpment that it could be approved subject to conditions. Co-Chair Meder requested that item 16 be changed to read, "The Recreation Center approved cooling system operating temperature sha1l be 76 degrees." Chair Schauer commented that the building used to have heat. Co-Chair Meder requested that a space for fax numbers be added to the permit request form. Following discussion of the charge for a YMCA staff person during special events, Mr. Preston reported that charge had been included in the fees. Village Clerk Manganiello commented that she would indicate this in the statement following the fee schedule. Ms. Manganiello suggested that since there was a current waiting Iist for the building that the Memorandum of Understanding be adopted to be effective October 1, 1996 so that the Village could rent the building prior to the YMCA operation target date of January l, 1997. Village Manager Bradford cautioned that research must be conducted to determine whether there would be any problem with a YMCA employee collecting Village monies in order to Public Works Committee - Meeting Minutes September 5, 1996 Page 9 ---------------------- avoid any problems with auditors regarding point of collection and the trail of funds. Chair Schauer requested that receipts be given. During ensuing discussion, the Vill,age Manager explained that banding only extended to Village employees. �Mr. Preston commented that the concept was that the YMCA would col.lect fees for their programs and the Village would have no involvement; and that the Vizzage would collect fees for use of the building, and would reimburse the YMCA for their staff person who worked at special events. Ms. Manganiello commented that language would have to be cha.nged to clar�fy that procedurs. Villa�e Manager Bradford requested that the auditors still be consulted. Co-Chair Meder made a rnotion that the, Pubiic Works Com�nittee re�nd to the Village Council use of th� rules set forth in thzs proposal far our work with the YMCA beginning January 1, 1997 and beginning October 1, 1996 with rental of the Tequesta Recreation Center. Chair Schauer seconded the motion. The vote on the motion was: Elizabeth Schauer - for Michael R. Meder - far The motion was therefore passed and adopted. Further discussion ensued regarding placing this matter on the Village Council agenda for the September 24 meeting, which woulct allow rental of �he building to begin October 1; that current work would require closing of the building for approximately 30 days; and that many items stored there for years would need to be discarded. V'I. ANY OTHER MATTERS Co-Chair Meder discussed the landscaping around the Village Hall which had been considered complete; however, he had understood that the area behind �the Village Green was to have been completed during phase three of the project. Mr. Preston advised that was not a part of Ordinance 377 compliance. Co-Chair Meder objected to the dumpst�rs and trash in the area. Mr. Preston e�plained that r�moval of Public Works Comn►ittee Meeting Minutes September 5, 1996 Page 10 ---------------------- all Florida HQlly was ongoing, which had provided room for additional parking spaces, and that approximately 15 - 20 dumpsters of that type of debris had been removed. Co-Chair Meder sugqested moving the staging area and the dumpsters to the Bridge Road site of the proposed garage facility, to which Mr. Preston responded that the veqetation would have to be hauled to that site when removed, and requested enoug� time to remove the vegetation before moving the dumpsters. After further discussion, Village Manager Bradfard suggested that Mr. Preston consult with Water Department Manager Tom Hall to see if there was sufficient room at the new qarage site to move the staging area there in the near future. Mr. Preston indicated that work would proceed with removal of the Florida Hol1y and underbrush and general cleanup of the area, and that a hedge would be planted along the front and along the edge. Mr. Preston commented that a new irrigation system would be needed and that it would take at least two years for the hedge to grow sufficiently to block any view. Mr. Meder requested that any non-living materials be removed first, and then the dumpsters be removed. Mr. Preston indicated that the last clean-up would be along the eastern edge of the property and the edge along the Villaqe Green, after which the dumpsters would be removed. Chair Schauer commented that the work being done on the Dover Ditch looked terrific. Mr. Preston provided a brief update on the project. Peggy Verhoven expressed concern over remarks made by an individual who was unhappy with the way the Viilage had dealt with him and his property, to which Mr. Preston responded that he knew the individual and had been working with him, but that he was unhappy that landscaping he had added outside his property line had tq be removed. Mr. Preston reported that the Village had surveyed his property, and that although the resident claimed he had an agreernent with the Vi�lage to place landscaping in the right-of-way, no such agreement could be found. Chair Schauer requested that the resident place his complaints in writing and submit thsm to Mr. Preston. VII. ADJOU►RNMENT Co-Chair Meder moved that the meetinq be adjourned. Chair Public Works Committ�e Meeting Minutes September 5, 1996 Page 11 ---------------------- Schauer seconded the motion. The vote on the motion was: Elizabeth Schauer - for Michael R. Meder - for the motion was therefore passed and adopted and the meeting was adjourned at 6:24 P.M. Respectfully submitted, , ��/?__ � � y� i , �. ^� �t'. ��f:;,7_7'-�_ � � ; ��4 �; �,� ,�, Betty Laur ��'�`'�- r Recording Secretary c` � , T•? � �....� n ATTEST: J ann Manga ello Village Clerk DATE APPROVED: � ��� i99�