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HomeMy WebLinkAboutDocumentation_Regular_Tab 06B_08/12/1999 F T v� t�` '�' � � VILLAGE OF TEQUESTA �' Post O�ce Box 3273 • 250 Tequesta Drive • Suite 300 � \�'' a Tequesta, Fiorida 33469-0273 • (561) 575-G200 �; � Fax: (561) 575-6203 � ; �� Ch p � VILLAGE OF TEQUESTA STUPIVIWATER UTILITY BOARD MEETING MINUTES MAY 27, 1999 I. CALL TO ORDLR 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 Thursda�r, May 27, 1999. The meeting was called to order at 7:00 P.M. by Mayor Ron 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. Cap�etta, and Elizabeth A. Schauer. Also in attendance were: Village Manager Thamas G. Bradford and Vill.age 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 I�iTTERS of discussion of road repairs and hurricane season. Councilmember Sehauer made a motioa to approve the Agenda as ameaded. Couacilmember Capretta secoaded the motion. The vote on the motioa was: Roa T. Mackail - for Carl C. 8ansea - for Joseph N. Capretta - for 8].izabeth A. Schauer - for STORMWATER DTILITY BOARD b�BTING MINUTFS MAY 27, 1999 � PAG]3 2 The matfoa was the�efore passed aad adopted and the Agenda aras approved as ameaded. III. COb�tTNIeATIC?NS FROM CITIZENS (NC3N-AGLNDA IT�) There were no communications from citizens. IV. APPROVAL OF MINtTPSS & R�PpRTS A) Stormwater Utility Board; April 29, 1999 Couacilmember Sch�..uer made a motioa to approve the m�.a,utes for the S�ormwate�r IItility Board meetiag of April 29, 1999 a� submitted. Vice Ma3ror 8an.sea secoaded the motion. The vote on the motfon aas: Roa T. �aakaf.l - for Carl C. 8ansea - for Joseph N. Capretta - for 8lizabeth A. Schauer - for The motiaa �as therefore p�ssed aad adopted. �V. R13VIE6v' AND RSCC�iDATION OF PROFQSgD FY 2000 STORM�PATLR UTIL��I'Y OPBRATIONAL BtJDGL�T. Village Manager Bradford explained this was the second of the two required annual meetings of the Starmw�ter Utility Board; hov,rever, more could be held if desired. Matthew Morrison, Utilities Director, explained that total operat�.ng �cpenses for the Stormwater Utility had remained relatively constant over the past two fiscal years, and in r�viewing the expenditures tor those years onl�r a fraction of the available funds had becn expended, which he believed to be the result of lack of di�ection. Director Morrison STORMD4ATER UTILITY BOARD D�$TING MINOTBS r�nY a� , 1999 PAG� 3 recommended that all line items remain as proposed with the e�eeption of increasing engineering services by $2,000 by redueing sma11 tools/equipment, miscellaneous equipment, general maintenance, and drainage mair�tenance by $500 in each. The $2,000 would be utilized for engineering assistance in preparing grant applications for 5tormwater Capital Improvement Projects. Mayor Mackail questioned whether there was sufficient manpower to keep on top of available g�ants, to which Director Morrison responded he believed he and his staff could handle the process, but m.ight need heYp getting underway since deadl.ines were so close together in April, May, and June. Director Morrison exp].ained that this year's deadlines had either passed or were very close, �rhich did not allow time to appl�r for any grants this year. His intent was to start next year, allowing sufficient time to be sure applica�ions were in order, and expressed his bel.ief that Tong-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 i.mprovement projects. Director Ntorrison explained that South Florida water Management District would match 50� of a project at the local Zevel, and that sta�e and federal grants requiring a local match would allow utilizing the South F�.orida Water Management grant as a portion of the local match. Director Morrison pointed out that drainage impravem�nts in the Country Club would open up a lot of qrant oppartunities and he expected to be able �o fund 75� of that project through,grants. Council.member Capretta questianed whether everythzng possible was being done to accomplish projects as quickly as possibl.e and whether sufficient manpower 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 goa�. to get STORM�PATSR UTILITY BOARD �BTING MIN�T$$ MAY 2?, 1999 PI�kGE 4 ahead of the grant cycle so that the Village would have the money ahead of when it was needed. Councilmember Schauer questianed whether Mr. Morrison was sure $2,000 would be enough, to which Mr. Morrison re5ponded he believed it would be enough since he planned to use it only if Me found it cva� 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 paint, which was Mr. Morrison, it should be utilized to get outside help, because in the past g�ant money h�.d not been received b�cause the applications were not proper or timely. Counciimember �apretta expressed his o�inion that everything that r�eeded to be done to get the monsy should be done. Director Morrison stated he felt comfortable with the $2,000 request and asked that the Council let him move forward with his recommendation. Council.member Schauer stressed that it the $2,000 was not sufficient, that Direc�or Morrison should come back ta request more money. Vice Mayor Hansen commented that some members of the Village Council had been surprised that more capital projects had not been listed for impravement, and questioned whether Director Morrison felt there were more projects to be done. Director Morrison explained there were funds in Retained Earnings and h� had come across sinall areas that needed improvement and would bring more recommendations for projeets to the Coun�il as he became more familiar with the area. Director Morrison commented tha� if funding was not sufficient then the ERU rate could be in�reased enough to make up the difference. Councilmember Capretta commented about $100,000 in projects was being ac�omplished annually, and suggested that dduble that amount could be handled annually to accelerate the completion of a11 projects targeted for campletion 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, imp].ement, and complete plans on an accelerated schedule. Counc�.lmember Capretta mentianed a hole near his house that STOR�DPATSR UTILITY SOARD b�ETING MINUTES �nY 2�, 14s9 PAGB 5 had needed fixing for years. Director Morrison e�plained that he was not yet in a position to de�ermine what portion of tl�e entire system �.ad been completed, but stated that money had been budgeted this year for local service, and he would be e�barking on a program to utilize Florida Atlantic University graduate students to help the Village develop a ievel of service, to be completed in December, 1999 or in January. Director Morrison explained that establishing a Ievel of service was th� first step needed in order to develop a master plan for the stormwater utility. yI. �ZEVISIP AND RLCOb�TDATZON OF PROPOSED FY 2000 9TUTtM�PATLR UTILITY CAPITAL BUD(�RT. Director Morrison commented that at the last meeting, Vice Mayor Hansen had expressed interest in moving the Bridge. Road project forward one year. Director Morrison had inves�igated the project and now recommended shifting the B�idge Road Drainage Improvement project to the next fiscal - gear. Mr. Marrison expressed his opinion that Bridge�Road improvements would not cost the $900,000 budgeted amount and that any funds not utilized could be applied to Country Club System I and II improvements. village Manager Bradford com�ented there wa.s a possibility that JMZ would approach the Village to request acceleration of the Tequesta Plaza project, which would �ean Bridge Road improvements cauld start sooner, and money would be budgeted for this during the next fiscal year. Bridge Road drainage improvements ar�d landscaping would be done simultaneously. Councilmember Capretta commen�ed that the decision of when to do the Bridge Road project could not be made until Mr. Zuccarre].li had firmed up hi5 plan for the Tequesta Plaza project. Village Manager Bradford commented that on Bridge Road stormwater needed to be directed through u5e of a curb and gutter system; but the new road through Tequesta Plaza might require storage capacity tha� could use additional funds. Councilmember Capret�a ' questioned which road had a higher elevation--Tequesta STORM�ATFsR UTILITY BOARD I►�STI�� MIt,+1UTLS MAY 27, 1999 PAGL 6 �rive or Bridge Road--stating that would determ.ine how the water would flow. The Village Manager commented 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 complete, and that the budget was currently within $404 of what would be presented to the Village Council at the July budget hearings. VII. REVII� UF PROPOSBD F7t' 2000 S��RM4�ATLR UTILITY ERII R.ATL. Director Morrison stated he was not recommending an increase in the stormwater ut3lit� ER[J rate for the upcoming �ear. Director Morri�on explain�d that the Utilities Department was working closely with the D�partment of Community Development to update parcel5 that have increased their impervious parcel size which may slightly increase in the FY 90/00 stormwater utility revenue; and in addition, the Stormwater Utilit� had realized a red�zction in salaries and wages whi�cY� would �ree up additional money for Utility improvement e�cpenses. Councilmember Capretta que�tioned wh�ther the Village was convinced after three years of opera�ion that the ERU rate concept was fair, to which village Manager Bradford respc�nded 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 cammercial projects had complained about accuracy to the former Stormwater Utility Di�ector and tho�e had been corrected. Director Morrison expressed his opinion that Tequesta'S ERU rates were very consis�ent with those af other utilities. vice �ayor Haasen made a awtioa to recamamend to the village Couacil the proposed �RII rate for FY 2004. Couacilmember Schauer secoaded the motioa. The vote o� �he motioa was: xoa T. Mackail - for Carl C. Haaser� - for S�ORMD�ATSR 'E7TILITY BOARD �lEETING MINUTES MAY 27, i999 PAGE 7 Jaseph N. Capretta - for Elizabeth A. Schauer - for The motioa v�as therefore gassed aad adapted. VIII. STAT[TS REPORTS (A) 'ETpdate oa SF�.0 Respoase to Propased permit for Tequesta Couritry Club Co�iunity Draiaage =mprovemeats. U'tilities Director Matthew Morrisoz� reeal.led discussion at the la�t meeting regarding an overview of Country Club i3rive drainage improvements presented by J. B. F'rost of Gee & Jenson which highlighted issues associated with peak diseharges. Director Morrison reported that subsequent to that meeting he had contacted South Flarid� Water Management Di�trict regarding permit issues and had been offered options of demonstrate property had been. damaged, claim hard�hips, or go back and firid additional solutians. The solution arrived at was to increase storage, and with that in mind discussion would be held with Country Club communit� ta farmulate a strategy. J. B. Frost commented at the April 29, 1999 meeting the Storrnwater utility Board had direeted him and Director Morrison to diseuss options v�ith regulatory agencies to try to get a buy-in from them; prepare a strategy and talk to the Country Club community residents and the Country Club; and to prepare pre�entations. Mr. Frost explained the strategy would be to first notify residents of the issues and make them understand the problems, options, and remedies. A mailer to the residents would address a history of the problem, why improvements are needed, existing proposed design and its potential shortfalls which th� District would not accept, and. proposed modifications to the design. A• proposed meeting date would be included in the mailer, STORbi�ATBR tJTILITY BOARD �3BTING �IN[JTBS MAY 27, 1999 PAG� 8 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 meetings would be education of the public regarding improvements to quality of water discharged into the Loxahatchee River 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 f�ll removed €rom ponds for use on the golf �ourse. Mr. Frost commented that being able to demonstrate an improvement an the enwironment would help obtain grant fu�.ds. N1r. Frost requested appro�tal to proceed with development af the presentations and to implement the strategy. Vice Mayo� Hansen questioned whether there was any wa� to reduce peak discharg� from the �ountry Club community itself wi�hout going into the golf course. Director Morrison stated the swale program would be an improvement, but not to the level needed, and SFWNiD would require an in-depth study that the drainage improvemen�s would not cause adverse impact, which would be hard to prove. Mr. Morrison explained other areas couid 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, woul.d be �ufficient for water storage, to which Mr. Morrison responded that the best place for storage from an engineering standpoint was the Country Club. Mr. Morrison e�cplained that when the amount of water that need�d to be retained was known, �Chen the Village could see if ponds on vacan.t lo�s would help. Mr. Morrison stated staff would look at the options. Councilmember Capretta eommented that a pond should have been added when the golf course was tors� up, and explai.ned that the Country Club had voted 54-46 in favor of adding a pond at that ti3ne, but the Board had STORM�PAT}3R UTILITY BOAR.D �BTING MINOT$S MAY 27, 1999 PAG}3 9 been unwilling to move forward based on such a small margin. Councilmember Capretta �ommented there were still some places that ponds could be located on the golf course, �ueh as in the woods, without 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 one. Coun.cilmember Capretta questioned whether the golf course could be forced to install ponds, and stated he was in favor of going all the way and contacting the lawyers to get this done, if necessar,y. Councilmember Capretta stated the Vi3lage should not start this unless they planned to go a11 the way, and not make the same mistake as last time. Village �ta.nager Bradford stated he was 99�C sure the power of eminent domain applied to draina�e. Councilmember Capretta recalled the people who were again5t the ponds were the ones who got flooded, and stated ponds should be placed in areas least offensive, that the Village should start with peoplE living in th� Country Club�and`make them understand it would be to � their benefit. Council.member C�.pretta suggested three meet,ings rather than two, one at the Village Hal1 for the general public, one with the Country CZub community, and a third with the Country Club members. IIirector Morrison proposed gublic workshop meetings with a charrette atmospher� so that re�idents could �uggest ideas. Councilmember Sehauer requested a copy of tl�e maiZing when it went out, since the I.ast 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 �hat the existing ponds wer� not operating properly at the present time, and the ones on holes 12 and Z were not draining prQperly; that the Village needed to . double the size of the pipes and fix the pipes to dra,in properly and then inaintain the ponds for drainage and for aesthetics to make the gol� course management STORMD�ATER UTILITY BOARD �ETTNG MTN'[TPLS �n�r 2�, �.sss PAGP 10 happy. Mr. Frost stated that in advance of holding m.eetings it wau.ld be determined how much acreage was needed for water storage and vacant lots would be considered. Councilmember Schauer questioned wl�ether Mr. Morrison knew if the drainage pipes ar�d covers were being properly maintained. Mr. Morrison advised that they were naw, and others would be done, and gond5 he had inspected were not siltating and were percolating properly. Cauncilmember Schauer comm.ented if everything r�as properiy maintained the �eopie would be more amenabl�. vice Mayor Hansen commented he believed most residents were v�ry ignorant regarding the importance of swales, and rec�a:ested a st�ong plug for swales be included in the mailing. Councilmember Capretta suggested �ending a letter to the President of the Country Club and to Mrs. Hansen as Presiden.t of the �ountry Club xomeowners A�sociation, teliing them what the village was planning, requesting �heir cooperatio�., notifying them that a presentation would be made to them at their convenience, and i�forming them that a mailer would be sent out. A�ter these letters had been sent, the mailing could be sent out, and then the three meetings be he].d. 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. Councilmem�er Capretta reported he had met with the Tequesta Country Club greens person and informed him the Village wouZd determin� the level of the ponds, and showed him how it was done. Mayor Mackail indicated the Village Council wa� in agreement and a resolution needed to be brought about for the Village. village Manager Bradford suggested a rneeting with the T�CCA Board first to let the homeowners association critique and provide feedback, and they would filter the word out ta the �ommunity to help sell the project. Village Manager Brad�ard commented to Mr. Matthews and STORM4Q'ATSR UTILITY BOARD �STING MIN[J'PLS rsAY a7, igs9 PAGE 11 Mr. Frost that the Village owned a large right-of-way along Tequesta Drive between the Tequesta Drive bridge and the south 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 intersection of Tequesta Drive and Country Club Drive, was a 3t}-foot right-of-way to the river which belonged to the Village. The Village N�anager �ommented he wished the 8oard to be aware that because of the �umor that there was a buildup of sediment on the bottom of t�e drainage retention ponds, Mr. Morrison would be taking sdil borings from the pvnd bottoms to prove whether this was true; and he believed fram his observation of the.ppnds �here w�s no sediment buildup. (B} Ability to Proceed �ith Sauth Cypress Drive =mpro�remeat. Pro�ect Abseat p=ogress oa Cypres� nrive Draiaage Improvemeat Project by Northera Palm 8each Covaty =mprovem�at Dis�rict. Utilities Director Morrisan explained he had spoken with Mr. Pimentel's assistant at Northern Palm Beach County Improvement District regarding the Cypress Drive project, and they would be building the largest ex€iltration trench in the state of Florida. Tequesta's bid would be awarded simultaneously with their project. Mr. Morrison did not recommend procee�.ing with the streetscape until the drainage proaect was done. Going out for bid was anticipated in the fail with the project to be completed in spring of �ooa. Village Manager Bradford reported that the Department of Community Development had met with over half of 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 proje�t and their Ordinance 377 improvements being done as a part of the streetseape. The landawners had STORMOPATLR DTILITY BQARD �3STING MIN[�TLS MAY 27, 199g PAGS 12 requested the Village take action against the auto �epair shop two lots south of Tequesta Drive where double and triple parking took place. Village Ma.nager Bradford explained that this project shauld eliminate illegal parking. Vice Ma�or.Hansen commented he liked moving this project up to clear up �the list of out�tanding Ordinance 377 projects. IItilities Director Morrison commented since there was a lot of standing water there, some grant money inight be realized. (C) NPDES IIpdate Utilities Director Matthew Morrison announced he had submitted the second annual report for NPDES 1�1r. Morrison summarized ongo�ng activities, which included annual inspection �f control structures and cath basin inlets and bi-annual inspections lakes, ponds, and ditches. Th�se would continue throughout year� 3, 4, and 5. Ur�der the monitoring scenario, dry weather screening had been completed and all 13 outfalls had be�n compieted for the 5-year duration, and no contaminants had been found. Roadway maintenance activi�ies reported were the annual inspection of s�wa.les, �nd that potential high-risk facilities (Tequesta Police Department and Tequesta Country Club) had been inventoried. Activities which would be done in year three would be an.n.ua1 street sweeping on roads with cur?as and gutters, and dry w�ather 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 Ma.yor Hansen reported people living in Bay Harbor had complained they could no longer bring in their boat �o their docl� because of silt and sand that had callected at an outfall there, and questioned whether the Village could be sued because of that situation. Ntr. Morrison responded he found it hard to believe silt would collect in th� Intracoastal and he did not believe that was from STORMWAT$R iTTILITY SOARD MEBTING MINO'rES MAY 27, 1999 PAGE 13 village actions . Village Ma.nager Bradford commented there were areas where,swales came and went naturally and that people had complained in the past but then the silt had di�appeared naturally. The Village Manager reported that Bay Harbor owned their own outfall, and their road was a private road with a private drainage system. IX. ANY OTS�R MATTLRS � Vice Ma.yor Hansen commented he was glad Mr. Morrison had completed a walk through of the Tequsta Drive Drair�age project and made suggestion5 for resolution of problems. TYie Vice Mayor commented that the section of road from Teque�ta Drive on Riverside Drive to Dover Ditch looked bad, with manhole covers above the roadway, especi�lly since Jupiter had improved their section of Riverside _ Dr�ve. Village Ma.nager �radford responded that area was ��'�scheduled to be rebuilt in 2401. Vice Mayor Hansen �ugge�ted the possibility of going ahead with this project in conjunction with doing something on Tequesta Drive. vice Mayor Hansen commented there were several places in Constitutzon Park that needed covers on holes, and he believed Gary Prestan 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 completed bid specifications for tY�e job. The village Manager explained he had not had time since Mr. Preston left on medical Ieave to move that project forward, and Mr. Preston had commented the prbject might be over budget. Village Manager Bradforcl cammented if the project did not get done this year the funds wou�ld be reserved for next year. Vice Mayor H�nsen commen.ted that in tonight's news i� was stated there were only five days until hurricane season, STORM4PATSR UTILZTY BOARD b�FTING MINi]TT�S MAY 2?, 1999 PAGFs 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 kn�wledgeable 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 . ADJOIIR'N�.N7" vice Mayor 8ansen mov�d that the meetiag be ad�ouraed. Councilmember Capretta seconded the motioa. The vote oa the motion �,ras: Ron T. Mackail - for Carl C. 8ansea - for Joseph N. Capretta - for Elizaheth A. Schauer - for the motio� was therefore passed aad adopted aad the meetiag aras adjouraed at 8:38 P.M. Respectfully sub itted, _ Betty aur Recording Secretary ATTEST: Joann Manganiello village C1erk DATE APPROVED: