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HomeMy WebLinkAboutDocumentation_Regular_Tab 02_11/08/2012 MINUTES VILLAGE OF TEQUESTA VILL�4GE COUNCIL SPECIAL MEETING SEPTEMBER 18, 2012 CALL TO ORDER AND ROLL CALL The meeting was called to order by Mayor Tom Paterno at 5:51 p.m. A roll call was taken by Village Clerk Lori McWilliams. Present were: Mayor Tom Paterno, Vice Mayor Vince Arena, Council Member Abby Brennan, Council Member Steve Okun and Council Member Frank D'Ambra. Also in attendance were: Village Manager Michael R. Couzzo, Jr., Attorney Keith Davis, Village Clerk McWilliams and Department Heads. Approve Aqenda 1. Council Continued Discussion regarding Health Insurance Mayor Paterno opened the item for discussion; hearing none he motioned to adjourn the meeting. No second was received. MOTION: Vice Mayor Arena motioned to accept plan five with the addition of employee hareiship /oans. Manager Couzzo suggested the motion be amended and the buyback of employee hours option be done administratively as Village policy and not be a part of the contract amendment language. Council Member Brennan asked that the record reflect that the urgency of this issue was unreasonable and unacceptable for the future. She expressed that Council needed ample time to deliberate on such important items. Mayor Paterno noted with the approval of this proposal the budget increase of $216,000 would increase the deficit to approximately $1,070,000. Council Member D'Ambra articulated his understanding that the long term liability would be reduced associated with the sick leave buy outs. MOTION: Vice Mayor Arena amended his motion to select option five (All-In HPHP 1000/1700) with the funding by employee leave hours separated and done through Village administrative policy; Council Member Okun seconded the motion. Motion carried 4-1 with Mayor Patemo dissenting. Anv Other Matters None Minutes — Special Council Meeting 9/18/12 Page 2 Adiournment: Council Member Okun moved to adjoum the meefing; seconded by Vice Mayor Ariena. The motion to adjoum carried unanimously 5-0; therefore, the meeting was adjoumed af 6:00 p.m. RespectFully submitted, Lori McWilliams, MMC Village Clerk Note: These summary minutes are prepared in compliance with 286.011 F.S. and are not verbatim transcripts of the meeting. A verbatim audio record is available #rom the Office of the Village Clerk. All referenced attachments are on file in the Village Clerk's office. MINUTES VILLAGE OF TEQUESTA VILLAGE COUNCIL WORKSHOP SEPTEMBER 18, 2012 CALL TO ORDER AND ROLL CALL The meeting was called to order by Mayor Tom Paterno at 6:08 p.m. A roil cail was taken by Village Clerk Lori McWilliams. Present were: Mayor Tom Paterno, Vice Mayor �nce Arena, Council Member Abby Brennan, Council Member Steve Okun and Council Member Frank D'Ambra. Also in attendance were: Village Clerk McWilliams and Ms. JoAnn Forsythe, Director of Finance. APPROVAL OF AGENDA May4r Paterno opened the meeting and asked that the order of 'rtems be adjusted. Consensus of Council was to hear Item 3 first (Budget) and Item 5(Branding) second, all other items would follow in sequence. 3. Discussion on the Proposed 2012/2013 Budget Planning Council Member D'Ambra questioned Ms. JoAnn Forsythe, Director of Finance regarding changes in the economic forecast. Ms. Forsythe responded that the State predicted the economy to be flat going forward and for some time. Mayor Patemo questioned the anticipated revenues. Ms. Forsythe expressed her feelings that the indicators called for adjustments to the Village budget which she had performed. She noted the reserves revenues estimated total was $9.6 million and expenditures were at $9,576,000. Ms. Forsythe stated the appropriated fund balance, at present, showed $411,922 firom reserves and the figure would most likely be adjusted. Council discussed Parks and Recreation events, resident and non-resident benefits, reducing police and fire overtime and lowering costs of Tequesta Fest. Council agreed to hold monthly workshops to review benchmarks and financials, evaluate the Village budget and discuss other priorities. They also suggested department heads offer presentations at the workshops before the items were brought to regular Council meetings. Attorney Keith Davis departed the meeting at 6:00 p.m. Minutes — Workshop 9/18/12 Page 2 5. Discussion on Strategic Planning Council agreed to accelerate the annexation efforts and discussed the recent insurance concem along with future renewal options. They also spoke about replacement of departing/retiring department heads. Council agreed to begin holding monthly workshops on the first Monday of the month with the first meeting to be held on October 1, 2012. 2. Discussion on Succession Planning Council collaborated on replacement avenues for senior staff positions in which retirement was on the horizon. Manager Couzzo stated the importance of cross training and staff assessments to evaluate abilities in covering positions when the time came. He suggested departments focus more on mentoring their staff. 4. Discu�sion on the Branding Enterprise Initiative Council Member Okun offered several ideas and offered his feelings that branding would enrich the Village to be a more desirable destination, therefore; raising property values. Council Member Brennan questioned outsourcing rescue boat senrice to cut �Ilage costs. Council discussed funding ofi branding projects and Council Member Okun returning with more detailed costs associated with the endeavor. Vice Mayor Arena suggested the possibility of utilizing the Burt Reynolds Studio and videographer as part of Tequesta's marketing package. Council Member Okun noted pet statistics, generational trends along with other ideas he believed would benefit the Village and their residents. Council Member D'Ambra suggested utilizing established resident emails to solicit interesf in the implementation of Council Member Okun's ideas. Council expressed concern with the costs of branding, although; the idea was well received. Mayor Pafierno suggested Council Member �kun adjust the numbers to be more affordable. Vice Mayor Arena suggested volunteers and donations be utilized. Consensus of Council was to add $1.00 and a line item for Marketing & Public Relations under the Manager's budget. Minutes — Workshop 9/18/12 Page 3 1. Mission Sta#ement Review and Discussion Item was tabled to the October 1, 2012 workshop. 6. Discussion of Jupiter Inlet Colony Progress ttem removed firom agenda. 7. JILONA Update Mayor Tom Paterno noted an upcoming JILONA meeting to be held at Commissioner Karen Marcus's office and oifered his opinion and additional information. ANY OTHER MATTERS Council Member Brennan noted recent happenings through the Parks and Recreation department. Mayor Paterno offered his thoughts regarding Tequesta Fest. Council Member Okun inquired about the upcoming Chili Cook off. Council Member Brennan confirmed that the Cook off was votunteer run and offered details of the charitable event. Council discussed details regarding annexation. ADJOURNMENT: Council Member Brennan moved to adjoum the meeting; seconded by Vice Mayor Arena. The motion to adjoum carried unanimously 5-0; therefore, the meeting was adjoumed at 9: 55 p. m. Respectfully submitted, Lori McWilliams, MMC Village Clerk Note: These summary minutes are prepared in compliance with 286.011 F.S. and are not verbatim transcripts of the meeting. A verbatim audio record is available from the Office of the Village Clerk. All referenced attachments are on file in the Village Clerk's o�ce. MINUTES VILLAGE OF TEQUESTA WORKSHOP Saturday, Augu�t 11, 2012 8:� a.m. CALL TO ORDER AND ROLL CALL The meeting was called to order by Mayor Tom Patemo at 8:00 a.m. A roll call was taken by Village Clerk Lori McWilliams. Present were: Mayor Tom Paterno, Vice Mayor Vince Arena, Council Member Abby Brennan, Council Member Steve Okun, and . Council Member Frank D'Ambra. Also in attendance were: Village Manager Michael R. Couzzo, Jr., Village Clerk Lori McWilliams, and Department Heads. APPR01/AL OF AGENDA Council agreed succession planning would be addressed first followed by the budget, annexation, mission statement and ending with Village initiatives. MOTION: Council Member Brennan moved approval of fhe amended agenda; seconded by Council Member Okun; motion carried unanimously. 1. Succession Planning Mayor Paterno explai�eti there were key positions that Council needed to consider for future personnel replacements due to retirements, such as the Manager, Fire Chief, and Public Works Manager. In house mentoring of current staff was discussed and the amount of time and resources necessary; it was noted succession planning also included training for emergency departures. Village Manager Couzzo noted departments would continue to function under emergencies, as intemal staff was competent to temporarily fill the gap, however, none that could rise to the level of department head. Council discussed having a written plan in place, and the Mayor inquired on what Council would do if the Manager resigned; it was suggested a Council Member could step in temporarily to serve as the Manager if necessary. Discussion ensued in identifying high potential perFormers who might wish to step up and actively engage themselves in a mentoring project; review upcoming retirement dates and look within; move to "Plan B" if there was not current qualified staff. The Manager reminded Council there was a mentoring program in place when there was an Assistant Manager, Assistant Chief and Assistant Finance Director, however, these positions have been removed from the budget. Council suggested the Manager meet with the department heads and determine how they want to proceed in their areas reference mentoring and to come back to Council; the Manager noted he would create a report. Village Council Workshop Meeting Minutes August 11, 2012 Page 2 Ms. Merlene Reid, Human Resources Director, commented on the size of the organization and strategies used and that the Village has staff to hold it together should the need arise. She commented on senior level staff being available 24/7 and in constant contact and moving to a full succession plan would be expensive. Mr. Greg Corbitt, Parks and Recreafion Director, agreed with Ms. Reid and stated senior staff had to constantly check iPad and voice mail when out-of-the office. Ms. JoAnn Forsythe, Finance Director, stated she has not taken a full week off; staff was at their limit; and there was not anyone else within the areas of specialization to complete #he work. Fire Chief Weinand agreed; there was no one ready to lead and it was difficult to take more than a week off. Village Clerk McWilliams stated senior level staff each had specializations that took years to learn and were experts in their chosen fields. Village Manager Couzzo noted there was no internal mechanism and that generally, staff did not have the basic qualifications or required education to operate as department heads; and noted senior staff was operating above-and-beyond. Council discussed the need for a long-temn plan, with a short-term plan for emergencies, as there were continuous demands placed on senior stafF and that even the department head's employees were specialists in their own ways. The Manager stated his plan for key positions was to immediately fill vacant positions from outside the Village, if necessary. Discussion ensued on the need to look internally before you consider going outside and the need to identify current Village staff with the potential to move up through development. Mr. Couzzo suggested Council consider a "Key Man Insurance Policy" for his position; Council discussed an assistant for the Manager who could learn and develop. Consensus of Council agreed to ha�e the Village Manager work with department heads, prepare a report and bring back to Council for review. 2. 2012/2013 Budget Planning (PART 1) Village Manager Couuo reviewed the General Fund revenues, which consisted of the Ad Valorem tax base; the current tax base was under $4.5 million and used to be over $6 million. He reviewed the revenue streams and noted #he proposed budget was less than last year's amended. Council Member Brennan understood the budget presentation was set via GASB (Governmental Accounting Standards Board), however, would like to know the true earned revenue. Mayor Patemo suggested a separate report taking out the appropriated fund balance. He wanted to see what operations were increasing — remove the one-time instances. Council Member Brennan wanted to see the earned Village Council Workshop Meeting Minutes August 11, 2012 Page 3 income and real expenses and noted when funds were moved from savings to operating — they were not eamed income. Discussion ensued on the amount of funds that would have to come out of savings to fund the proposed budget; which was due to the Village Council not increasing taxes due to having revenues set aside over the years. Council discussed moving to a 5-year plan; and taking smaller bites out of the apple so it would be a less painful taxing experience; opposition to increasing taxes; ability to pursue other options; bending the revenue curve up and the expenditure curve down; continuing to be prudent with taxpayer funds; and having personnel and technology in place to distinguish the Village. The Manager notified Council the Nextel revenues would be going down since they were shutting down Nextel; contract would be provided to Council reference the Palm Beach County Fire Rescue with a nine-year contract which should help revenues come close to last year and Palm Beach County would provide $70,000 worth of fleet maintenance to the Village as part of the contract. Together with the Department Heads, he reviewed each departmental budget individually. Council Mr. Couuo explained the Council budget was $28,000 and that "Aide to the Community" was removed. Manager Compensation and budget was split befinreen general fund and water. Human Resources No changes requested. Clerk The Village Clerk requested an additional $2,000 in Code Codification and $5,000 in legal advertising due to Council's recently approved comprehensive Code review by legal. Advertising is required for each ordinance as well as final codification into the Code Book. Legal estimated the Ordinances to double during their review. Council Member Okun commented on the need for a marketing budget to include funds for the various enterprise initiative plans he had for the Village. Council asked him to bring a plan and budget forward for review. Council agreed appropriations over the next year should be only due to emergencies or if there was a significant reduction in cost to purchase in this budget year. Finance No changes requested. Village Council Workshop Meeting Minutes August 11, 2012 Page 4 Legal An increase was included due to work on the comprehensive ordinance review. Community Development The Manager explained there was a 20% increase due to the changes made with personnel and other adjustments. The Manager and Ms. Zacarias reviewed the requested increases: legal services (annexation, code review legal advertisements, and legal advice), mapping, office supplies, and contractual servic�s. General Government Manager explained the IT position fell under General Govemment and was cost shared. Council Member Brennan noted the breast cancer awareness and volunteer appreciation events were not budgeted this year and asked that they be included. Mayor Paterno noted the Council's job was to run the Village efficiently and Council Member D'Ambra voiced concem with using taxpayer funds to support specific non- profit organizations; Mayor Paterno noted the Cauncil could not support non-prof�ts with Village staff and time. Manager Couzzo stated there was $800 in the Council's budget for volunteer appreciation. Consensus of Council agreed to fund $2500 for Volunteer Appreciation in the General Fund. Police The Manager and Chief Pitocchelli reviewed the benefits to the Village to reorganize the Reserve to permanent full time positions. Council discussed the better control offered through this reorganization and Consensus of Council (Mayor disagreed) agreed to proceed with the Chief's request to transition Reserve to full-time in January 2013. The Manager explained the Reserve Program would be a volunteer program rather than paid program. Community Development Detailed discussion er►sued by Council on businesses not following proper procedures and Council's response and communication and the need to find better communication outlets to eliminate misunderstandings between the Village and businesses. Ms. Zacarias noted the building official wanted to c�ntinue his 25 hours per week plus the eight hours for the additional staff member, who was brought on to help ensure the five-day turnaround time was met. Discussion on the need to have software in place to allow staff to determine who had pulled permits for specific projects, Code Enforcement working weekend and evening hours, using current resources more effectively and taking a softer approach to code and hanging cards on doors is not as effective as one- on-one conversations. Council and staff had a detailed discussion on the current proc�ss of sending three firefighters out to complete an inspection and did not believe that was necessary. The Village Council Workshop Meeting Minutes August 11, 2012 Page 5 status of the contract with the Palm Beach County Fire Rescue was discussed, as well as fire education, boat and dive certification and advanced courses. Public Works Manager Couzzo received a letter from FEC (Florida East Coast Railroad) that the Village would be billed $132,000, which would be funded out of capital improvement funds. Council discussed the Tequesta Drive project and requirements of capital fund project funding and road paving necessities and Council Member D'Ambra felt if it would cost tess to fund a project today it might be a more prudent investment. Parks and Recreation The Manager reviewed the parks budget, Council discussed lower camp attendance, travel, and per diem and building maintenance costs. Mr. Couuo noted the property, casual insurance cost was increasing, and they would continue to review deductible costs to help lower costs. MOTION: Vice-Mayor Arena moved to adjourn the meeting at 1:06 p.m. for a 5- minute break; seconded by Council Member D'Ambra; motion carried 4-1 (with Council Member Brennan was out of room). Meeting re-adjourned at 1:29 p.m. 3. Discussion of Annexation Matters Council discussed the annexation workshop that was scheduled and the need to review the code and possibly grandfather in certain code compliance issues that had no adverse costs to the Village. Council suggested a three-year window that would ride with the property and not the owner, free permits, incentives and to ensure property owners understood what code issues run with the property. Council discussed how to notice properties with code issues and the three-year window and the Manager noted it could be done through the Clerk's Office via the lien search process. Council continued discussion on how to correct code issues and discussed a three-year window and potentially waiving permit fees up to $500 within the first three years. Ms. Zacarias, Community Development Director, discussed dialogue with potential new residents and referendum issues and provided a status on the 48 letters she mailed. She suggested doing a cost analysis if Council considered annexing other areas; and noted she was contacting owners of area G— the commercial area on US 1. MOTION: Council Member D'Ambra moved to adjoum the workshop to an Executive Session at 3:11 p.m. to discuss /abor negotiation strategies seconded by Council Member Okun; motion carried unanimously. Wori�shop was re-adjoumed at 3:50 p. m. Village Council Workshop Meeting Minutes August 11, 2012 Page 6 4. 2012/2013 Budget Planning (Part 2) Mayor Paterno noted all the added requests of the department heads was an increase ofi $349,500 in the budget and Mr. Couzzo explained revenues budgeted for next year were less than this year by $30,000; and noted the fire rescue agreement would adjust by 3% this year and then each year, thereafter plus up to $70,000 per year in fleet maintenance. The ANanager explained the budget started off every year in the negative by $726,000. Council Member D'Ambra asked that the budget be reformatted as a work product for presentation to Council while continuing to utilize the required format for GASB. Council reviewed each departmental request with the consensus agreeing: Railroad project $130,000 Do not fund unless FEC invoices the Villa e Pavin ro'ect $100,000 Remove Pro e insurance - Mana er to obtain final fi ure Community Development • Legal $26,000 No (Community Development should advise the Manager if legal is necessa • Ma in $2500 Fund • Other Contractual $6000 Do not fund Services • Ins ector sala $123,000 Fund $113,000 • Software $1200 Fund • Office su lies $1100 Fund • Scanner $20,000 Do not fund Police $60,000 Leave at $60,000 • Gas • Roof ce air $15,000 Leave at $15,OU0 Volunteer Reco nition $1700 Fund at $2500 Fire Volunteer Program Manager to instruct the Fire Chief to move forward on the volunteer ro ram Police Reserves Program Continue to promote reserve program - leave the police as manager proposed in bud et Police art time osition $32,900 Remove — do not fund Fire-Rescue Do not fund • Educatian Reimbursement • Personnel Trainin Do not fund • Gas and Oil Cut to $20,000 • Mana er to come back to Council with a ro ram to train ins ectors so the Village Council Workshop Meeting Minutes August 11, 2012 Page 7 Ca tains do not have to continue to com lete the ins ections Clerk • Le al $5,000 Fund • Codific:ation $2,000 Fund After Council discussion on insurance costs and pending insurance requlations, Consensus of Council agreed all new part-time hires would be hired at 24 hours a week. Mayor Patemo inquired on the how much the Village paid staff when the park facilities were rented and suggested non-resident usage cost double. The Manager agreed to look into the cost. Mr. Couzzo agreed to have all the Village's white vehicles and police fleet in current rotation striped with the new design; new police cars would be striped as received; not to exceed $5,000 this year. Water The Manager explained the water revenues were expected to decrease when the Jupiter Island agreement expired as they purchased their own utility. He recommended a rate analysis, which had not been done in a while (Council did not agree to a rate analysis at this time). Refuse and Recycling Mr. Couzzo explained the Village was putting $4,700 in to offset rate increases. Branding (Council Meml�r Okun) Consensus of Council requested to see the final revised budget before deciding on an amount to place in the budget for Council Member Okun's branding projects. 5. Mission Statement Review and Discussion — Tabled to next workshop 6. Village Initiatives to Elevate Property Values — Tabled to next workshop MOTION: Council Member Okun moved to table #5 and #6 until the next workshop meeting; Council Member D'Ambra seconded; and the meeting was adjourned at 6:30 p.m. RespectFully submitted, Lori McWilliams, MMC Village Clerk Wote: These summary minutes are prepar�ec! in compliance with 286.017 F_S. and are not verbatim transcripts of the meeting. A verbatim audio rec:ord is available from the Qffice of the Village Clerk. All referenced attachme�ts are on file in the Village Clerk's office. MINUTES VILLAGE OF TEQUESTA VILLAGE COUNCIL SPECIAL MEETING MINUTES August 22, 2012 Call to Order and Roli Call The meeting was called to order by Mayor Tom Paterno at 5:09 p.m. A roll call was taken by Village Clerk Lori McWi{liams. Present were: Mayor Tom Paterno, �ce-Mayor Vince Arena, Council Member Abby Brennan, and Council Member Steve Okun. Also in attendance were: Village Manager Michael R. Couzzo Jr., Village Clerk Lori McWilliams, and Ms. JoAnn Forsythe, Director of Finance. Council Member Frank D'Ambra was absent. Approve Aqenda 1. Council Discussion and Possible Action Regarding Fire Rescue Agreement with Palm Beach County James Weinand, Fire Chief, explained the reopener and that the agreement now included a retroactive 3% multiplier for the next ten years and up to $70,000 provided for apparatus maintenance. Manager Couzzo added that the County changed the termination time from 30 days to 90. Vice Mayor Arena questioned if annexation would change the agreement. Attorney Davis responded that both sides might desire modi�cations in an annexation situation. Ms. JoAnn Forsythe, Director of Finance, questioned the insurance portion of the agreement. Chief Weinand explained that the County required a shop rider for employees entering the shop area. Mayor Paterno voiced his opposition to the maintenance exclusivity mandated in the agreement by the County. Manager Couzzo pointed out money given toward maintenance balanced that part of the agreement. Attorney Davis stated the mandate was to cover the County's liability. MOTION: Counci! Member Okun moved approval of the Fire Rescue Agreement; seconded by Council Member Brennan. Motion carried 3-1. Mayor Patemo was opposed. 2. Council Discussion and Possible Action Regarding Jupiter Inlet Colony Fire Rescue Agreement and Police Services Manager Couzzo referenced a certified letter received from JIC (Jupiter Inlet Colony} Mayor Comerford regarding past Village proposals and the Mayors satisfaction with service received from Tequesta. Manager Couzzo noted JIC would save approximately $400,000 if the Fire Rescue Agreement was agreed upon before October 1, 2012. He Minutes — Special Meeting 8/22/12 Page 2 added that he had discussed the proposal with a Village vendor and received firm affirmation of support for what the Village was ofFering. Manager Couzzo explained pricing changes after Oetober 1, 2012 and suggested Council continue deliberating on the item. Consensus of Council was for the Manager to move forward. 3. Update on Proposed 2012/2013 FY Budget Manager Couzzo noted changes in the budget including increased revenues from Emergency Medical Services (EMS) transport fees projected to be approximately $280,000. He also offered information regarding current health insurance negotiations. Mayor Paterno questioned the water fund and its expenditures. Manager Couuo responded that he would confer with finance to revisit water rate increases. Council Member Brennan confirmed that Tequesta had $4.7 million in cash but not all was acxessible. Manager Couzzo suggested Council hold a workshop before the end of the fiscal year #o discuss water rates and asbestos projects. Mayor Paterno referred to the $865,000 deficit and suggested stretching it out longer and Council discussing generating more income. Council Member Brennan agreed and suggested a strategic plan for the next three years be considered. 4. Update on JILONA (Jupiter Inlet Lighthouse Outstanding Natural Area) Shoreline Stabilization and Restoration Project Mayor Tom Paterno offered an update on the Jupiter Inlet Lighthouse Outstanding Natural Area project. Any Other Matters Manager Couuo offered an update on tropical Strom Isaac and noted there was no money in the budget for marketing. Council Member Okun suggested designating $50,000 as he believed the money would be spent to generate revenues. He stated he would communicate detailed specifics of his proposal to the Manager to convey to Council. ADJOURNMENT: Vice Mayor Arena moved to adjoum the meeting; seconded by Council Member Okun. The motion to adjoum carried unanimously 4-0; therefore, the meeting was adjoumed at 7:23 p.m. Minutes — Special Meeting 8/22/12 Page 3 RespectFully submitted, Lori McWilliams MMC Village Clerk Note: These summary minutes are prepared in compliance with 286.011 F.S. and are not verbatim transcripts of the meeting. A verbatim audio record is available from the Office of the Village Clerk. All referenced attachments are on file in the Village Clerk's office. MINUTES VILLAGE OF TEQUESTA VILLAGE COUNCIL SPECIAL MEETING MINUTES SEPTEMBER 20, 2012 Call to Order and Roll Call The meeting was called to order by Mayor Tom Paterno at 6:00 p.m. A roll call was taken by Village Clerk McWilliams. Present were: Mayor Tom Paterno, Vice-Mayor Vince Arena, Council Member Abby Brennan, Council Member Steve Okun and Council Member Frank D'Ambra. Also in attendance were: Village Manager Michael R. Couzzo Jr., Village Attomey Keith Davis, Village Clerk McWilliams and Finance Director Forsythe. Oaen Public Hearin� • Announce that the proposed operating millage rate necessary to fund the budget is 1.20%% greater than the rolled-back millage rate of 5.6988 mills. • Announce Proposed Mittage Rate is 5.7671 • Summary of Budget Finance Director Forsythe explained the percentage increase was 1.2% over the rolled back rate of 5.6988 mills to fund the budget; proposed millage rate was 5.7671. Ms. Forsythe noted the proposed fiscal year 2013 proposed budget as follows: • General Fund 9,642,990 � Capitallmprovement 290,440 • Capital Projects 112,000 • Water Utility 4,446,809 • Refuse 8� Recycling 485,180 • Storm Water Utility 319,100 • Special Law Enforcement 51,000 Total Budget 15,347,519 • Citizen Comments John Brand, 19257 Riverside Drive, and owner of three Tequesta residences asked why the Council was increasing the millage when residents were hurting financially and felt the Village should be cutting back at this time. Special Council Meeting Minutes — September 20, 2012 Page 2 Manager Couzzo noted the millage rate had not increased in many years and explained the millage rate would have been rolled back slightly over 1% to achieve the same amount of tax revenues last year since the property rates went up. The Village has done a good job in lowering all the costs so that millage rate did not increase and that the Village was working with 50% less funds than six years ago. Mr. Couzzo summarized the roll back rate and stated the Village will generate slightly more funds from property taxes this year from last year and to achieve the exact same amount the Village would have had to roll back the millage to 1.2% less than the current rate. 1. Resolution 22-12, Adopting Final Millage Rate by Motion of Council MOTION: Council Member D'Ambra moved approval of Resolution 22-12; seconded by Council Member Srennan; motion carried unanimously 5-0. 2. Resolution 23-12, Adoptinct Final 2012/2013 Budaet bv AAofion of Council MOTION: Counci! Member D'Ambra moved approval of Reso/ution 23-12; seconded by Council Member Brennan; Item was opened for further discussion. Council Member Okun commented on new revenue generation items and noted some of the ideas and projects that were currently in motion would require funding by the Council and felt by not providing the funds would compromise the real estate rejuvenation initiative, restaurant recruitment and annexation efforts, and the public safety publication project. Council discussed in detail the requests of Council Member Okun and Council agreed to create a line item in the budget titled "Marketing and Public Relations"; fund with $1.00 and agreed to consider additional funding via realized savings as to not increase the budget. Motion carried unanimously 5-0. Close Public Hearinq Mayor Patemo closed fihe public hearing. Special Council Meeting Minutes — September 20, 2012 Page 3 Adiournment MOTION: CounciJ Member Okun moved to adjoum; seconded by Vice Mayor Arena; the motion to adjoum carried unanimously 5-0; ther�efor�e, the meeting was adjoumed at 6:20 p.m. Respectfully submitted, Lori McWilliams, MMC Village Clerk Note: These summary minutes are prepared in compliance with 286.011 F.S. and are not verbatim transcripts of the meeting. A verbatim audio record is available from the Office o# the Village Clerk. All referenced attachments are on file in the Village Clerk's office. MINUTES VILLAGE OF TEQUESTA ANNEXATION WORKSHOP (River Pines) Monday, October 22, 2012 CALL TO ORDER AND ROLL CALL The meeting was called to order at 6:07 p.m. Present were: RAayor Tom Paterno, Vice Mayor Vince Arena, Council Member Abby Brennan, Council Member Steve Okun, and Council Member Frank D'Ambra. Also present were Manager Couzzo, Attorney Davis, Clerk McWilliams, and Department Heads. Village Manager Couzzo welcomed the River Pines residents and introduced the Village Council and staff. He explained the Village was a full service community with a fully equipped fire rescue and police department, parks and recreation program and water utility plant. He summarized the following key points and benefits: • Current financial status • Current millage rate - 2.25% lower than 20 years ago • Has not raised the millage in 20 years • Commitment to resident safety was paramount • Fire and police average response rates • Unwavering ability to minimize debt o Village Hall and water plant upgrade paid in full with cash — creating responsible government • Increased police department staffing • Creation of police bike unit • Intricate license plate reading camera system • Expanded parks and recreation program • Fire Rescue agreement with Palm Beach County • First to receive a 20 year permit from South Florida Water Management District • Police Department affiliation with Federal agencies and programs • Reviewed the County Fire-Rescue MSTU Ms. Zacarias explained Council agreed to a three-year grandfather clause on code compliance issues (unless a life safety issue existed); and the three-year clause would run with the property. As an incentive, Council has considered waiving permit fees on code related issues up to $500 for the three-year period. Mr. Couzzo noted annexation would be voluntary and the Village would not force an area to annex. The Manager, Council and staff responded to citizen comments and questions. Citizen Comments/�uestions: • What would the impact fees for new construction cost and they woutd like additional information on setbacks and lot coverage. o Ms. Zacarias explained there would be flexibility for a period of time to help the area adjust to the code regulations and agreed to review the setbacks and lot coverage requirements. Vitlage Council Workshop Meeting Minutes October 22, 2012 Page 2 • What were the differences between the County Code and Village Code? o The Manager stated Village staff could do an assessment — though not totally encompassing; the expectation was quality of life and maintenance of property; and the County did not have the staffing to effectively remain on top of North end code violations. • Why annex other than to generate revenue? o To help square off �Ilage boundaries; provide continuity and standard maintenance and quality of senrice • Was there a mutual aide agreement with the County for police services? o Yes, the Village responds to the County areas when the Village has available staffing. • Understands when an area falls within a municipal boundary only the first'/a acre falls under the protected homestead exemption o Mr. Davis advised unincorporated property, up to 160 acres, was protected from forced sale if it was a homestead. Property within a municipality was protected from forced sale up to '/ acre if it was a homes#ead. Unincorporated property that was annexed retains its entire homestead exemption protection so long as it's owned by the same person. Council Member Okun explained fire insurance would be less expensive as the Village had a better rating than the County, thereby, lowering the insurance costs. He clarified that the Village responds to mutual aid calls; however, only when police were not committed to other calls. Council Member D'Ambra commented on the benefits of having exceptional codes in place to ensure #he ambiance and that property values continued to increase; he explained annexing would give the River Pines area residents a voice and vote on what happened w+thin the Village and their community. Additional Citizen Comments / Questions • Was the quoted 15-minute County response time to respond to River Pines or to rural County locations? o Ms. Zacarias explained it was response to River Pines. • How many police ofificers were on the road at any given time? o Chief Pitocchelli advised six during the day and three at night. A River Pines resident mentioned it would be unreasonable to believe that with the high Tequesta patrol visibility, that a County resident would have to wait for mutual aid. The police and fire chief explained how County calls were received and dispatched and the Village Manager noted it was dependent on the nature of the call and the types and volume of calls the Village units were involved in at the time. Additionally, the police chief explained the County often would take reports over the phone for criminal mischief, neighbor disputes, etc. where Tequesta would send an officer. Village Council Workshop Meeting Minutes October 22, 2012 Page 3 • How many mutual aid calls had been requested of the Village over the past 30 days and 10-month period? A River Pines resident noted the homestead issue was a deal breaker even if the Village offered lower taxes and more services. The Village Attorney advised he would review the language and provide a legal advisory to the Village Manager. The voting process was reviewed as well as zoning and code requirements for residents with home based businesses. It was pointed out there was a retention area near River Pines (within the Village) that was overgrown and had frogs and mosquitoes. The Village Manager agreed to look into the area in question. Meeting adjourned at 7:28 p.m. Respeci#ully submitted, Lori McWilliams, MMC Village Clerk Note: These summary minutes are prepared in compliance with 286.011 F.S. and are not verbatim transcripts of the meeting. A verbatim audio record is available from the Office of the Village Clerk. All referenced attachments are on file in the Village Clerk's office. MINUTES VILLAGE OF TEQUESTA VILLAGE COUNCIL REGULAR AAEETING OCTOBER 11, 2012 CALL TO ORDER AND ROLL CALL The meeting was called to order by Mayor Tom Paterno at 6:00 p.m. A roll call was taken by Village Clerk McWilliams. Present were: Mayor Tom Patemo, Vice Mayor Vince Arena, Council Member Abby Brennan, Council Member Steve Okun and Council Member Frank D'Ambra. Also in attendance were: Village Manager Michael R. Couzzo, Jr., Attorney Keith Davis, Village Clerk McWilliams and Department Heads. INVOCA710N AND PLEDGE OF ALLEGIANCE Council Member D'Ambra provided the invocation and led the pledge of allegiance. 14PPROVAL OF AGENDA MOTION: Council Member Brennan moved approval of the agenda; seconded by Council Member Okun; motion carried unanimously 5-0. PRESENTATIONS 1. Palm Beach County League of Ci�es Update — Palm Beach County League of Cities Executive Director Richard Radcliffe Mr. Radcliffe, Executive Director of the Pafm Beach County League of Cities, reviewed the League's position on $12.50 funds and sober houses; he discussed Government Week, speaking at local schools and reminded Council to keep the League up-to-date on legislative issues. CONSENT AGENDA MOTION: Council Member Brennan moved approval of the fol/owing Consent Agenda; seconded by Council Member D'Ambra; motion carried unanimously 5-D. 2. MINUTES: 7/30/12 Workshop, 9/13/12 Regular Council Meeting, 9/13/12 Special — Budget 3. Approval of Contracts Signed by Manager under $25,000 a. Nextel Lease Termination Agreement and General Release b. Tanner Industries, Inc. Piggy Back Renewal Agreement c. Siemens Industry, Inc. Renewal Agreement Minutes — Regular Council Meeting 10/11/12 Page 2 d. Molly's Trolleys of West Patm Beach Agreement e. Toshiba Business Solutions Maintenance Contract/Police Department f. FP Mailing Rental Agreement (Postage Machine) 4. Council Approval to Hold the Annual Jupiter Tequesta Athletic Association (JTAA) Hotiday Parade on Decem�c 9, 2012 5. Resolu�on 21-12, Adopting a Revised Schedule of Fees and Charges for the Provision of Water Services Rendered by the Viltage of Tequesta for its Citizens and other Members of the Public; Repealing Resolution No. 22-11; Providing that this Schedule of Fees and Charges Shall be Available for Inspection at all Times at the Vitlage Hall During Regular Business Hours 6. Approval of Services from Island Time Productions for Annual Tequesta Festival to Provide Rides, Games and Food at the Village's Annual Tequesta Festival on Saturday, November 17, 2012 7. Council Approval to Hold the 12 Annual Thanksgiving Day, 4 IiAile Race � Kid's 100 Yard Dash on Thanksgiving Day 2012 8. Resolution 27-12, Approving a Proposal from Duval Ford of Jacksonville, Florida, for the Purchase of a Pickup Truck in the amount of $24,472.00 8A. Council Approval of Three (3) Year In�rim Employment Agreements for Firefighter Cole James END OF CONSENT AGENDA COMMUNICATIONS FROM CITIZENS Pastor Paul Beresford, 312 River Drive, reminded Council of the church sponsored annual Fall Festival on October 31. He noted the "Elder Board," the churches goveming body, had voiced concern with parking issues during the Green Market due to the event being held on Sunday - their day of worship. Kit Legato, Operation Care for Heroes, explained they were a grass roots group made up of six residents wha had mailed over 1,200 APO boxes to our soldiers in the past four years. She noted the group now had a Facebook page and asked everyone to friend request them. John Islieb, 561 N. Cypress Drive, noted parking was also an issue for properties located next to Paradise Park and mentioned a Tequesta Oaks resident who used a goif cart to Minutes — Regular Council Meeting 10/11/12 Page 3 transport residents to Tequesta Fest. He suggested utilizing his services for the Green Market events as well. COMMUNICATIONS FROM COUNCIL Council Member Okun suggested the Village be more pro-active regarding assistance to Busch Wildlife. Council agreed to discuss in a workshop setting. Council Member D'Ambra stated he had been invited to do a public service segment on WJTW radio station and encouraged other Council Members to participate each month with a segment; he mentioned the recent PSA's done by the Cierk. Council Member Brennan complimented the great turnout at the Green Market and understood the parking issue was being addressed; she met with Ms. Zacarias, Community Development Director, and was pleased with her vision. Vice-Mayor Arena voiced concem with hearing that police oificers were charging the Village's "Friends of Public Safety" to provide security during events. Council Member Okun explained officers were mandated by law to charge since they were providing law enforcement services. Ms. Brennan explained the firefighters were able to volunteer for these events as it was outside their normal job duties, but noted the police could assist in other ways. Council Member D'Ambra asked about National Night Out and the Village Manager noted it would not be held at Tequesta Fest and it would be addressed at a later date. REGULAR AGENDA OLD BUSINESS 9. Ordinance 10-12, Second Readin�, Adopting a Small Scale Amendment to its Comprehensive Development Plan in Accordance with the Mandates Set Forth in Section 163.3187, Et Seq., Florida Statutes, Pursuant to a Village Initiated Amendment No. LUPA 2-12 which Provides for an Amendment to the Future Land Use Map, Designating One Point Three Two (1.32) Acres More or Less of Land Recently Annexed into the Village at 4412 and 4480 County Line Road as well as the Lift Station Located Adjacent thereto, as "Low Density ResidentiaP' (First Reading 9/13/12) Attorney Davis read Ordinance 10-12 title into the record. Minutes — Regular Council Meeting 10/11/12 Page 4 Mayor Paterno opened the public hearing to Council for comments; there being none he opened the hearing to the public. There being no public comment the public hearing was closed. MOTION: Council Member Brennan moved approval of Ordinance 10-12; seconded by Counci! Member D'Ambra; motion carried unanimously 5-0. 10. Ordinance 12-12, Second Readinq, Adopting a Small Scale Amendment to its Comprehensive Development Plan in Accordance with the Mandates Set Forth in Section 163.3187, Et Seq., Florida Statutes, Pursuant to a Village Initiated Amendment No. LUPA 1-12 which provides for an Amendment to the Future Land Use Map, Designating Eight Tenths of One Acre (0.8 Acres) of Land Recently Annexed into the Village Located at 4534 and 4518 County Line Road, as "Medium Density Residential" (First Reading 9/13/12) Attorney Davis read Ordinance 12-12 title into the record. Mayor Paterno opened the public hearing to Council for comments; there being none he opened the hearing to the public. There being no public comment the public hearing was closed. MOTION: Council Member Okun moved approval of Ordinance 12-12; seconded by Council Member D'Ambra; motion carried unanimously 5-D. NEW BUSINESS 11. ANNEXATION UPDATE Ms. Zacarias, Community Development Director, reminded Council of the upcoming annexation workshops — October 22 and October 24. She explained letters had been sent to all residents of the two areas along with personalized comparison tables. 12. Council Discussion and Action on Non-Resident Fees to Enter Tequesta Fest Council discussed the non-resident fees to enter Tequesta Fest and agreed to the following: • $10 ages 4 & up • $5 Seniors • 3 and under FREE Minutes — Regular Councii Meeting 10/11/12 Page 5 13. Resolution 28-12, Increasing Revenues and Expenditures in the General Fund #001 in the Amount of $1,500 for ponation of Funds Received for pog Park Renovations at Tequesta Park MOTION: Council Member Okun moved approval of Resolution 28-12; seconded by Counci! Member Brennan; motion carried unanimously 5-0. 14. Ordinance 15-12, First Readina - Annexing Three (3) Parcels of Real Property Comprising a Total of 0.7278 Acres, more or less, Located at 19578 U.S. Highway 1, 19590 U.S. Highway 1, and 19600 U.S. Highway 1, as more Particularly Described Herein; Providing that the Subject Parcels are hereby Annexed Pursuant to Sec. 171.0413, Florida Statutes and Sec. 4.02 of the Village of Tequesta Charter Attorney DaviS read Ordinance 15-12 title into the record. Mayor Patemo opened the public hearing to Council for comments. Ms. Zacarias provided a handout and explained the County asked the Village to include within the annexation the alleyway behind the properties and the roadway in front of the properties. Village Attorney Davis noted the item would require additional advertising in order to include these additional portions and Council could hold a Special Council Meeting to approve. Council concurred with the County's suggested additions. Mayor Paterno opened the hearing to the public; there being no public comment the public hearing was closed. MOTION: Council Mem6er Okun moved approva! of Ordinance 15-12 and to re- advertise and hold a Special Council Meeting prior to second reading; seconded by Council Member D'Ambra; motion carried unanimously 5-0. 15. Ordinance 9-12, First Readinq, Amending its Code of Ordinances at Chapter 78. Zoning. Article XII. Flood Damage Prevention. by Repealing this Article in its Entirety and Re-Adopting it to Provide Updated Regulations in Conformance with Requirements of the National Flood Insurance Program; Adopting Certain Administrative Amendments to the Florida Building Code Pursuant to Sec. 553.73(5), Florida Statutes, in Furtherance of the National Flood Insurance Program Attorney Davis read Ordinance 9-12 title into the record. Minutes — Regular Council Meeting 10/11/12 Page 6 Mayor Paterno opened the public hearing to Council for comments; there being none he opened the hearing to the public. There being no public comment the public hearing was closed. MOTION: Council Member Bnennan moved approval of Oridinance 9-12; seconded by Council Member Okun; motion carried unanimously 5-0. 16. Ordinance 14-12, First Readinq, Amending Chapter 78. Zoning. Article IX. Supplemental Regulations. at Division 1. Generally. by Updating this Division to Add Regu�ations Regarding Finished Floor Elevation, the Use of Energy Savings Devices, Home Occupations, Manufactured Housing and the Placement and Screening of Emergency Generators and Other Mechanical Equipment, and by Removing Refierences to Broadcast and Receiving Antenna Regulations and Satellite Dish Regulations for Re-Location in Division 5; Further Amending Chapter 78. Zoning. Article IX. Supplemental Regulations. at Division 5. Wireless Telecommunication Towers and Antennas. by Updating this Division to Re-Locate Certain Regulations Regarding Broadcast and Receiving Antenna and Satellite Dishes Attorney Davis read Ordinance 14-12 title into the rec�rd. Mayor Paterno opened the public hearing to Council for comments. Attorney Davis explained this was to clean up wording in the Ordinance and the need to provide emergency generator placement regulations. Additionally, while cleaning up the language, he relocated the cell tower and satellite portions and cleaned for language consistency. He explained these properties were outside the flood plain and were not affected by the previous Ordinance. Mayor Paterno voiced concem with there �ing no max elevation and properties being built up five feet. Mr. Davis stated he could place that in the Code under maximum building height. Couneil agreed to address setbacks (Sec. 78-285 and 78-299). Council Member Okun discussed topographical character elements and retaining walls. Mr. Davis noted he could add wording requiring the character and building to remain at the same level as existing construction. Council Member Brennan discussed new construction and the need to fit into the current character ofi the area and the need to blend traditional with new and felt Palm Beach Shores did a good job in this regard. Minutes — Regular Council Meeting 10/11/12 Page 7 Council Member Okun suggested a moratorium on construction until action could be taken on these issues and suggested the Village seek the input of an engineer. Mr. Davis agreed an engineer should be present for the discussion. Mr. Couuo noted second reading could be held in December and Council Member Brennan suggested obtaining resident input on height and setbacks. Mayor Paterno suggested leaving the Ordinance as presented with further discussion prior to second reading during a workshop. Mayor Paterno closed the hearing to Council and opened to the public; there being no public input the public hearing was closed. MOTION: Council Member Okun moved approval of Orolinance 14-12 on first reading with a workshop to be held prior to second reading to address Council concerrrs seconded by Council Member Brennan; motion carried unanimous{y 5-0. 17. Ordinance 16-12, First Readinq, Amending Chapter 34. Fire Prote�tion and Prevention. Article III. Fire Prevention. at Section 34-61. Florida Fire Prevention Code Adopted. and Section 34-63. Fees. to Replace all References to Special Masters with References To Special Magistrates; by Further Amending Chapter 34. Fire Protection and Prevention. Article V. Pre-Hospital Emergency Medical Service. at Section 34- 125. Fee Schedule; Payment of Fees. to Eliminate the Requirement that Delinquent User Fees for Emergency Medical Care Treatment and Transportation be Sent to the Code Enforc�ment Special Master for The Village of Tequesta; Providing that Such Delinquent User Fees shall now be sent to a Debt Collection Agency for Collection Attorney Davis read Ordinance 16-12 title into the record. Mayor Paterno opened the public hearing to Council for comments; there being none he opened the hearing to the public. There being no public comment the public hearing was closed. MOTION: Council Member Brennan moved approval of Ordinance 16-92; seconded by Council Member Okun; motion carried unanimously 5-0. 18. Council Approvai to Set Dates for Next Two (2) Council Workshops The following meetings were scheduled: Minutes — Regular Council Meeting 10/11/12 Page 8 Wednesday, October 17 — 5:30 p.m. • Jupiter Inlet Colony (JIC) update • Feral cat report Monday, October 22 — 6:00 p.m. — Annexation Workshop (River Pines) Wednesday, October 24 — 5:45 p.m. — Special Council Meeting • Ordinance 15-12 — amend language for 2" reading and include County request to add roadway (will need to re-advertise) Wednesday, October 24 — 6:00 p.m. -- Annexation Workshop (Riverside on the Loxahatchee) Monday, November 5— 5:30 p.m. — Workshop • Mission Statement • Busch Wildlife • Budget Review • Annexation (take away discussion from workshops) • Business Friendly Issues and suggestions Update —(Comm. Dev) Council agreed the 1� Monday of each month would be a standing workshop at 5:30 p.m. Council agreed to keep in mind ending workshops prior to 9:00 p.m. when viable and that the Clerk would remind Council when 9:00 p.m. was approaching. STANDING REPORTS • Villa�e Attornev Village Attorney Davis provided an update on the County ethics opinion regarding voting conflicts and special benefits, and noted that when a conflict was declared the council or board member could not participate even as a resident or property owner — NO PARTICIPATION allowed. • Villaqe Manaqer Manager Couzzo commented on Finance completing their year-end process; he commented on the vacant water utility superintendent position and suggested hiring a utility engineer. He referenced a letter forwarded to Council from the County Fire Chief reference Palm Beach County providing fire rescue services to Jupiter Inlet Colony (JIC) and would like to know how to proc�ed. Council agreed to hold a workshop on October 17 at 5:30 p.m. for the Manager to provide an update. Minutes — Regular Council Meeting 10/11/12 Page 9 ANY OTHER MATTERS Mayor Paterr�o attended the Jupiter High School Homecoming parade and ran into Commissioner Marcus who indicated the County helped facilitate the fire-rescue meeting between JIC and the County. Council Member Brennan pointed out a pothole in the road on Water Way and inquired on jurisdiction. Mayor Paterno commented on the feral cat issue which was again becoming problematic. Council discussed at length and directed the Manager to provide a report at the October 17 Workshop. ADJOURNMENT: Council Member Okun moved to adjoum the meeting; seconded by Vice- Mayor Arena. The motion to adjoum carried unanimously 5-0; thenefore, the meeting was adjoumed at 8:53 p.m. RespectFully submitted, Lori McWilliams, MMC Village Clerk Note: These summary minutes are prepared in compliance with 286.011 F.S. and are not verbatim transcripts of the meeting. A verbatim audio record is available from the Office of the Village Clerk. All referenced attachments are on file in the Village Clerk's office.