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HomeMy WebLinkAboutDocumentation_Regular_Tab 03_08/14/2014 MINUTES VILLAGE OF TEQUESTA WORKSHOP JUNE 23, 2014 � , CALL TO ORDER AND ROLL CALL The meeting was called to order at 6:00 p.m. A roll call was taken by Village Clerk Lori McWilliams. Present were: Mayor Abby Brennan, Vice Mayor Vince Arena, Council Member Steve Okun, Council Member Tom Paterno and Council Member Frank D'Ambra arrived at 6:24. APPROVAL OF AGENDA *Items were heard out of original agenda order; fire budget (item 2) was heard first. 2. Review of Fire Department Budget Fire Chief Weinand reported revenue was up five percent and there were no major changes within the budget. He offered details and suggestions associated with the budget, a handout showing comparisons of operations for other Palm Beach fire departments and noted that Capt. Burnsed would retire the end of July 2015 and the position would be fitled internally. 1. Discussion Traffic A�cle Restrictions on Tequesta Drive Bridge Chief Elg noted that regulatory signs would be too wordy and drivers would not have time to read and know Village restrictions. Chief Elg then explained the following: • Weight Standard • Axle restriction • Create a local traffic only Vice Mayor Arena suggested trailers be permitted by sticker, with residential verification that the company did work at their home. Council Member Paterno felt the original intention was to reduce truck traffic and suggested leaving the traffic route as is. Chief Elg stated he would not recommend stickers as he felt that process was too time consuming. Consensus of Council was to leave the restriction as is with sign verbiage simplified per Chief Elg and an additional sign placed at Riverside Drive. 3. Review of Water and Storm Water Budget Nathan Litteral, Water Plant Superintendent provided a summary of the plants projects, the facility's procedures and operations and answered Council questions. Ms. Michelle Gload, Senior Accountant, offered budget clarity and Manager Couzzo explained the Village's Engineering contract with Arcadis. Viliage Council Workshop Minutes June 23, 2014 Page 2 Council 11�ember Patemo suggested hiring a Water Utility Director. Mr. Litteral noted fin�o new positions for the plant - maintenance technician and relief operator. Manager Couzzo noted that Mark McClintock coufd not attend tonight to represent Storm Water. Ms. JoAnn Forsythe, Finance Director, questioned Council's desire regarding storm water fees and noted there were no major projects scheduled. Manager Cou7ao noted four minor projects under drainage maintenance totaling $275,000. Mayor Brennan suggested the problem areas be addressed in the current budget as she felt they were priority. She also felt the Village should speak to the County regarding the drainage issue on Old Dixie and possible repair to that area as vuell. ANY OTHER MATTERS Council Member Patemo voiced his frustrations with areas on Tequesta Drive not up to Village code standards and noted details he felt needed to be more aggressively addressed. Mayor Brennan noted her conversation with the FDOT (Florida Department of Transportation) regarding AAF (All Aboard Florida). She also mentioned that the Community Devetopment budget and total costs for Tequesta Fest figures wrould be eompleted for Council information by Manager Couzzo. She offered additional information and asked for Council support regarding Council Member D'Ambra's involvement with AAF. Council Member Okun voiced his opinion that Tequesta Park should remain Tequesta's park with the maintenance responsibility transferred to JTAA (Jupiter Tequesta Athletic Association). ADJOURNMEIVT: Vice MayorArena moved to adjoum; seconded by Council Member Okun. The mofion to adjoum carried unanimous/y 5-0; therefore, the meefing wras adjoumed at 8:53 p.m. Respectfully submitted, Lori Mc�lliams, MMC Village Clerk Note: These summary minutes are prepared in compliance with 288.011 F.S. and are not verbatim transcripts of the meeting. A verbatim audio recrord is available from the Office of the Village Clerk. All referenc�d attachments are on file in the vllage Clerk's office. MINUTES VILLAGE OF TEQUESTA WORKSHOP JUNE 30, 2014 � CALL TO ORDER AND ROLL CALL The meeting was called to order at 6:00 p.m. A roll call was taken by Assistant to the Village Clerk Deanna Mayo. Present were: Mayor Abby Brennan, Vice Mayor Vince Arena, Council Member Steve Okun, Council Member Tom Paterno and Council Member Frank D'Ambra. APPROVAL OF AGENDA MOTION: Council Member Okun moved approval of the agenda; seconded by Council Member D'Ambra; motion carried unanimously 5-0. 1. Review of IT Budget Brad Gomberg, IT Manager, offered details associated with the IT budget and noted there were upgrades, renewals with no extreme increases. Council questioned future plans and existing numbers. Mr. Gomberg explained that he was working with finance to produce an IT expense report and he would provide that to the Manager soon. Councit asked Mr. Gomberg to state his needs. He responded that the present work load did not require an additional full time person, which had been offered to him from Manager Couuo but, he felt assistance from the vendors which held experience and familiarity with Village equipment would be helpful several hours per week. Council agreed and asked Mr. Gomberg to come back with a proposal for their review. A midlevel hire in the department, key man insurance for it and additional budget resources were discussed. 2. Review of Community Development Budget Manager Couzzo noted that the Village was in search of a director to oversee the department and a part time permit person. He stated the director may be a difficult placement as knowledge, licensing and certification to cover Planning and Zoning with Community Development was a tall order. Ms. Merlene Reid, Human Resources Director, recommended reevaluation in two weeks to give the Village time to receive applications for the position. Manager Couzzo went over past and future budgetary figures and noted that the Code department would be moving from the police facility and police budget to Community Development. Village Council Workshop Minutes June 30, 2014 Page 2 3. Overview of Entire 2014/2015 Budget Ms. JoAnn Forsythe, Finance Director offered details associated with the budget and noted that all department heads had signed off. Manager Couzzo highlighted events and changes to the revenue side. Council Member D'Ambra suggested property sale funds be utilized toward IT needs and felt Tequesta Park may be necessary to meet green space requirements. Mayor Brennan voiced concern that losing Paradise Park would affect green space. Manager Couzzo stated he would research information concerning grant money and green space requirements. He also noted he wrould check on receipt of the appraisals for the Seabrook Road property Council Member Okun felt Tequesta did not need to maintain the park to the level they had become accustomed too. Council Member Patemo suggested Martin County be not+fied that their assistance was considered necessary in maintaining the park for their resident use. He also stated he would contact Senator Joe Negron to ask for possible funding support. Council Member Patemo noted services through the League of Cities who currently offer inexpensive soitware programs such as resource management and planning and zoning and suggested Brad Gomberg research the option for Tequesta. Council Member Patemo questioned reimbursement possibilities from the recent gas tank leak. Mayor Brennan brought up the All Aboard Florida venture and multiple trains traveling past the antiquated tank. Council Member D'Ambra felt legal action should be initiated to cover Tequesta. Manager Couzzo noted a scheduled meeting in the moming regarding the issue. Manager Couzzo continued his review of the budget. Council discussed the contingency figure. Ms. Forsythe noted a possible deficit of $130,000 from the current numbers. Council Member Patemo suggested placing the $9�,000 from the contingency into c�pital funds. He also believed the police budget had overage. Mayor Brennan suggested the $90,000 being placed in Fund Balance. 4. Reconciliation of 535 Plan 11�anager Couuo went over his 535 conceptual plan handout which showed a projection to include revenue growing at five percent and expenses lowered at three percent over a five year span. Council Member Patemo questioned the expenses highlighted in the plan and suggested they be amortized over time. Mayor Brennan pointed out that an additional $488,000 would need to be achieved in 2016 for the plan to work. Manager Couuo stated the Verizon contract would be added revenue, and noted there were many variables and options for Council to consider regarding future budgets. ANY OTHER MATTERS There were none. �Ilage Council Workshop Minutes June 30, 2014 Page 3 ADJOURNAAEIdT: Council Member Okun moved to adjoum; seconded by Vice Mayor Arena. The motion to adjoum carried unanimously 5-0; therefor�, the meeting was adjoumed at 9:20 p. m. RespectFuliy submitted, Deanna Mayo, CMC Vllage 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 vllage Clerk. All referenced atfachments are on file in the vllage Clerk's office. MINUTES VILLAGE OF TEQUESTA REGULAR MEETING JULY 10, 2014 � �3, ;. CALL TO ORDER AND ROLL CALL The meeting was called to order by Mayor Brennan at 6:00 p.m. A roll call was taken by Village Clerk Lori McWilliams. Present were: Mayor Abby Brennan, Vice Mayor Vince Arena, Council Member Steve Okun, Council Member Tom Paterno and Council Member Frank D'Ambra. INVOCATION AND PLEDGE OF ALLEGIANCE Vice-Mayor Arena offered the invocation followed by the pledge of allegiance. APPROVALOFAGENDA MOTION: Council Member Okun moved approval of the agenda; seconded by Vice Mayor Arena; motion carried unanimously 5-0. PRESENTATIONS 1. Presentation of Resolution 2014-007 — A Resolution of the Florida Association of City Clerks Expressing Appreciation to the Village of Tequesta, Florida for Supporting the Role of Village Clerk Lori McWilliams, MMC, as President of the Florida Association of City Clerks for 2013-2014, and Expressing Gratitude for Sharing her Time with the ("FACC") Membership Mayor Brennan introduced Audrey Sikes, MMC, City Clerk, Lake City and President of FACC (Florida Association of City Clerks) who introduced FACC members' attending tonight's meeting and read Resolution 2014-007. She then thanked the Village Manager and Council for their support of Clerk Lori McWilliams and of FACC. 2. Presentation of Resolution 2014-008 — A Resolution of the Florida Association of City Clerks Expressing Appreciation to Lori McWilliams, MMC, Village Clerk for the Village of Tequesta, for her Outstanding Leadership and Performance as FACC President for 2013-2014 Audrey Sikes, FACC (Florida Association of City Clerks) President thanked Clerk Lori McWilliams for her dedication and her inspiration during her presidency in FACC and read Resolution 2014-008. Clerk McWilliams thanked the FACC for all they offer their members and her experience through the association and their constituents. Mayor Brennan expressed her admiration for Clerk McWilliams knowledge and efforts in the Village and thanked her on behalf of the Village Council. CONSENT AGENDA MOT/ON: Council Member Okun moved approval of the agenda; seconded by Vice Mayor Arena; motion carried unanimously 5-0 with items seven and eight pulled for discussion. Village Council Minutes July 10, 2014 Page 2 3. MINUTES — 6/2/14 Workshop, 6/12/14 Regular Meeting, 6/18/14 Workshop 4. Approval of Contracts Signed by Manager under $25,000 a. InSource Solutions — 1 Year Software Support Maintenance $4,975.10 Agreement for Water Plant b. Martin Fence Co. Agreement for Repairs to the Tequesta Park $ 620.00 Tennis Courts c. SimplexGrinnell Service Agreement for Repairs to Sprinklei $ 616.00 Systems d. JMZ Tequesta Properties, Inc. and the Village of Tequesta N/q Lease Extension Agreement 5. Council Approval of Agreement Between the Village of Tequesta and Palm Beach County Interlocal Cooperation Agreement to Participate in the Community Development Block Grant for FY 2015, 2016 and 2016 6. Approve 14�' Annual Run-4-The-Pies Race Course Change END OF CONSENT AGENDA 7. Council Approval to Award Contract to Xylem for Purchase of a Godwin Portable Generator in the Amount of $54,507.65 Nate Litteral, Water Plant Superintendent explained that the original first bidder was unable to fulfill their obligation and staff moved forward and selected the second bidder. MOTION: Council Member Paterno moved approval; seconded by Council Member Okun; motion carried unanimous/y 5-0. 8. Approve Setting the Proposed Ad Valorem Millage Rate for the Village of Tequesta for Fiscal Year 2014/2015 at a rate of 6.2920 Mils per $1,000.00 of assessed value and setting the Budget Public Hearings as follows: September 11, 2014 — 6:00 p.m. — Approve Tentative Budget; and September 18, 2014 — 6:00 p.m. — Approve Final Budget Council Member Paterno questioned the increase and expressed his understanding that there would not be one. Mayor Brennan responded with her recollection of Council's recent discussions and explained how the proposed projection number was determined. She noted assumptions from the finance department and her understanding that the 2015 budget would be a zero based budget with no funds from resenre and, that the Village reserve could be $135,000 less than the policy mandated. Mayor Brennan noted additional details from the finance director's analysis, explained there were many variables that could change the budget and pointed out that the taxes had not been raised during the entire economic downfall. Council Member Paterno voiced his disappointment and felt Council was told the fund balance was in good condition for many years and was now labeled as a problem. He commented that Village Council Minutes July 10, 2014 Page 3 the action showed bad faith and was inappropriate to raise taxes again. He suggested reserves should be rebuilt gradually. Mayor Brennan reminded Council they had, in fact, lowered taxes over the years and that Council would lower this proposed increase if at all possible. Vice Mayor Arena felt the Village should have been raising taxes gradually all along; they did not but lowered them twice in the last 10 years. Council Member Okun supported moving forward with the increase and stated the figure was an adjustable number which could not be exceeded. Council Member D'Ambra voiced his understanding that tax bills had decreased due to the decline in property values and citizens were frustrated with doing less and expected their government to do the same. He concluded that he was an adamant supporter of no increase, however, felt this proposed rate allowed the Village flexibility. MOTION: Vice Mayor Arena moved approval; seconded by Council Member Okun; motion carried 4-1 with Council Member Paferno opposed. COMMUNICATIONS FROM CITIZENS Joe Petrick, CWA Local Representative and Village employee, offered to answer Council questions regarding bargaining and stated the union proposal was at bare minimum and, felt a lack of productivity regarding the negations to the contract which had expired in October 2013. Mayor Brennan responded that an Executive Session would be held after the Council meeting and that Council was unable to speak about the current negotiations. Mr. Harold Taylor, 13 Chapel Court, questioned the finro week time frame regarding permit approvals. He suggested a list of approved doors be listed in the department to expedite the process. He then asked why local agencies were not aware of outstanding warrants and suggested all agencies be linked with the same warrant knowledge. Mayor Brennan asked the Police Chief to provide a report concerning Mr. Taylor's concern regarding warrants and suggested Manager Couuo look into the particulars of the building department issue. Council Member Paterno agreed with Mr. Taylor and stated the permitting department was under poor management and Council would need to ensure changes. COMMUNICATIONS FROM COUNCIL Council Member Paterno referenced an article regarding whistle blowers and supported appropriate corrections on any claim being brought forward. He felt covering up only brought about bigger issues. Council Member Okun commended the Village's communication center staff and the license plate recognition system in coordination with a recent recovered stolen vehicle. He also applauded the two officers who stepped up during the propane gas leak. Village Council Minutes July 10, 2014 Page 4 Mayor Brennan commented that the propane gas leak was extremely well covered by the public safety department. Council Member Paterno stated that officers were often taken for granted and should be acknowledged. Mayor Brennan noted that St. Jude's Church opened a shelter for those who required evacuation and teamed with the Red Cross to accomplish an amazing support system for those in need during the gas tank event. STANDING REPORTS VillaQe Attornev Attorney Davis noted the following: • A written response to Amerigas regarding the tanks location and cost recoveries • A finalized water sharing agreement with Jupiter Island • Paradise Park lease renewal (to include taxes and insurance) • The upcoming IOG funding litigation • The final code updates • A speaking engagement at Florida League of Cities conference regarding: o Sunshine Law o Public Records Law o Information Technology • Current pension issue and speaking with the pension attorney Villaqe Manaqer Manager Couzzo advised that the Amerigas tank which had recently leaked resulting in evacuation and chaos held grandfather rulings in code as it was zoned in the 1960s. Council Member Okun questioned Homeland Security regulations. Manager Couzzo added that alternate options were being explored. REGULAR AGENDA NEW BUSINESS 9. Approval of Verizon Cell Tovver Agreement for 136 Bridge Road (Public Works Facility) Brad Gomberg, IT Manager offered a time line of events relating to Verizon and noted they had requested installation at both cell towers within the Village; one at the water plant and one at the public works facility. He then noted representatives from Verizon were in attendance. Council Member Patemo questioned the lease termination clause. Attorney Davis explained Verizon's stance was to maintain a yearly option regarding termination in all their lease agreements. Mr. Gomberg noted details of the agreements and payment structure of $36,000 annually on the 901 North Dixie and $30,000 annually (paid monthly) for the Public Works location. 10. Approval of Verizon Cell Tower Agreement for 901 North Dixie Highway (Water Treatment Plant) Village Council Minutes July 10, 2014 Page 5 MOTION: Council Member Okun moved approval of items nine and ten; seconded by Council Member D'Ambra; motion carried unanimous/y 5-0. ANY OTHER MATTERS Council Member D'Ambra noted enhancements and restructuring of local roads and the FDOT (Florida Department of Transportation) plans for the Tequesta area. He pointed out his past and planned meetings with them to discuss Tequesta visions including a boulevard concept. Council Member D'Ambra offered details regarding responsibilities of Tequesta and adjacent municipalities. Council Member Paterno clarified details associated with the release of Tequesta Park. He noted that alternate agencies would have dibs on the property beginning with the State followed by any State University, counties, cities and/or private entities. Mayor Brennan felt the park offered green space to the Village and was part of the Comprehensive Plan and it did not make sense to let it go. Council Member Okun stated the Village's investment in Tequesta Park ball fields was expensive to maintain and suggested leaving it as a passive park to reduce the costs. Mayor Brennan asked that the Manager perform a cost analysis. Council Member D'Ambra suggested the Village seek funding to enhance the park as he felt the condition and maintenance was an important asset of the property. ADJOURNMENT: Council Member Okun moved to adjoum the meeting; seconded by Vice- Mayor Arena. The motion to adjourn carried unanimous/y 5-0; therefore, the meeting was adjourned at 7.•31 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. P!�!/Plfl/ ��