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HomeMy WebLinkAboutDocumentation_Regular_Tab 02_10/13/2016 MINUTES VILLAGE OF TEQUESTA SPECIAL MEETING SEPTEMBER 8, 2016 �� � � CALL TO ORDER AND ROLL CALL The meeting was called to order by Mayor Abby Brennan at 6:00 p.m. A roll call was taken by Clerk Lori McWilliams. Present were: Mayor Abby Brennan, Vice Mayor Vince Arena, Council Member Steve Okun, Council Member Tom Paterno, Council Member Frank D'Ambra. 1. Director of Finance, JoAnn Forsythe announced the Proposed Millage Rate of 6.2920, then briefly summarized the budget and stated the Proposed Operating Millage Rate Necessary to Fund the Budget would be 7.47% greater than the Rolled-Back Millage Rate of 5.8549 Mills. Mayor Brennan opened the hearing to the public however, no one came forward to speak. 2. Approve Proposed Millage Rate of 6.2920 Mills for fiscal year 2016/2017. MOTION: Council Member Okun moved approval to set the Proposed Millage Rate for fiscal year 2016/2017 at 6.2920 Mills; seconded by Vice Mayor Arena; motion carried unanimously 5-0. 3. Council Member Paterno cautioned that with using $256,000 from savings, there was not much room for anything extra in the budget as it was already stretched. Council Member D'Ambra inquired of Finance Director Forsythe what amount was appropriated for Capital Investment in the Water Utilities area. She replied that the expenditures for physical environment were $6,587,150.00. Manager Couzzo described the Water Utilities department's expenditures. MOT/ON: Council Member Okun moved approval of adopting the tentative 2016/2017 Budget; seconded by Council Member D'Ambra; motion carried unanimously 5-0. 4. Mayor Brennan announced that the Final Budget Public Hearing for the 2016/2017 budget would take place on September 15, 2016 at 6:00 p.m. in the Village Hall. The meeting was adjoumed af 6: 07 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. MINUTES VILLAGE OF TEQUESTA REGULAR MEETING SEPTEMBER 8, 2016 � CALL TO ORDER AND ROLL CALL The meeting was calied to order by Mayor Abby Brennan at 6:07 p.m. A roll call was taken by Clerk Lori McWilliams. Present were: Mayor Abby Brennan, Vice Mayor Vince Arena, Council Member Steve Okun, Council Member Tom Paterno, Council Member Frank D'Ambra. INVOCATION AND PLEDGE OF ALLEGIANCE Vice Mayor Vince Arena led the meeting with the invocation followed by the pledge of allegiance. APPROVAL OF AGENDA MOT/ON: Council Member D'Ambra moved approval of the agenda; seconded by Vice MayorArena; motion carried unanimously 5-0. PRESENTATION 1. Public Safety Pension Board Chair Ed Sabin summarized the Plan's holdings and noted that a real estate category had been added as of July 1, 2016. The real estate was comprised of high quality, income producing, over 85% occupied, commercial assets located in large cities which provided balance to the fixed income market. Otherwise, the same allocation (greater than 50% in equities) had been maintained consistently for a number of years which took advantage of long term investing. Quarter and fiscal year returns were lower than the benchmarks. The long term expected return assumed by the actuaries for the past few years had been 7.5% net of fees however, an independent study found that was too high and the expected rate of return over the long term would now be in the range of 6.5% to 7%. Many other public, municipal plans have begun to lower their assumption on expected rate of return. Therefore, the board approved a decrease in the expected return of the plan from 7.5% to 7.25%. This was higher than the new expected rate of return but the board felt it prudent to take action that was not drastic. Although this plan was very well funded, the new rate required $64,000 more from the Village in the 2016/2017 fiscal year. The expense ratio of the plan was 1.1 %. Council Member D'Ambra recalled that the Plan's fees were higher in the past to which Mr. Sabin explained that plan size and other factors caused expenses to fluctuate. Beginning in February, Council Member D'Ambra asked that the board report at least annually on the expense ratio and components of it. Since the purpose of active management was to outperForm the index but the plan was actually underperForming it, he also suggested consideration for an increased amount invested in index funds rather than active management. Mr. Sabin was cautious about making a drastic change due to the long term nature of pension plan investing � Minutes — Regular Council Meeting 09/08/16 Page 1 but a trend in that direction would be reviewed in November. Council Member Paterno restated that the cost to the Village for each lower expeeted quarter point was $64,000, then thanked Mr. Sabin and the board for their work. CONSENT AGENDA Council Member Patemo requested Items six and seven be removed for discussion. MOTION: Council Member D'Ambra moved approval of the following Consent Agenda as amended; seconded by Vice MayorArena; motion carried unanimously 5-0. 2. MINUTES: 7/21/16 Workshop and 8/11/16 Regular Council Meeting 3. Approval of Contracts Signed by Manager Under $25,000 (Per Village Ordinance we are presenting the following agreements, proposals, commitments and memorandum of understanding to Council.): 1. EAP 2 Year Agreement - Human Resources -$3,069.36 Per Year 2. Phillips & Jordan Hurricane Disaster Debris Commitment/Agreement-Public Works - N/A 3. Southeastern Mailing Quote-Initiative Letter-Village Clerk -$ 507.00 4. Southeastern Printing Quote-Initiative Letter-Village Clerk -$2,036.00 5. Totalcaring, Inc. Training Agreement-Fire Department -$ 500.00 6. TVEyes Renewal Annual Agreement-Village Clerk -$1,200.00 4. Approval of a Contract with Sheehan TurF Care for Tequesta Park Ball Fields Landscape Maintenance 5. Approval of a contract with Shrieve Chemical Contract for the purchase of sulfuric acid. 8. Appointment of Kevin Cassidy as a Regular Member on the Historic Preservation Committee Replacing Bob Jacks - Term Expires 5/10/18 9. Approve Human Resources Sick Leave Policy Revision - Standardization of 1-Year Look Back Period 10. Approval to Allow JTAA (Jupiter Tequesta Athletic Association) to: 1. Hold the 40tn Annual Holiday Parade on Sunday, December 11, 2016 Starting at 11:00 a.m., 2. Utilize a Portion of Old Dixie Highway in Tequesta, and 3. Village of Tequesta to Provide the Necessary Police Coverage for the Event 11. RESOLUTION 25-16, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VI�LAGE OF TEQUESTA, FLORIDA, INCREASING THE FISCAL YEAR 2015/2016 GENERAL FUND #001 BUDGET BY APPROPRIATING FUND BALANCE IN THE AMOUNT OF $63,108.52 TO FUND ADDITIONAL EXPENDITURES IN THE PUBLIC WORKS DEPARTMENT PROVIDING FOR SEVERABILITY Minutes — Regular Council Meeting 09/08/16 Page 2 END OF CONSENT AGENDA 6. Approval of Locally Funded Agreement between the Village of Tequesta and the State of Florida Department of Transportation Council Member Paterno withdrew his support of this project as he felt his concerns were not being addressed. Council Member D'Ambra countered that the project had been thoroughly reviewed by the Florida Department of Transportation (who had expertise in these matters) and also by consultants for the Village. Mayor Brennan then added her thoughts in favor of the project. MOTtON: Council Member D'Ambra moved approval of the Locally Funded Agreement between the Village of Tequesta and the State of Florida Department of Transportation; seconded by Vice Mayor Arena; motion carried 4-1 with Council Member Patemo opposed. 7. RESOLUTION 23-16, OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, AUTHORIZING THE MAYOR OF TEQUESTA TO EXECUTE THE DISTRICT FOUR MAINTENANCE MEMORANDUM OF AGREEMENT WITH THE STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION REGARDING MAINTENANCE OF CERTAIN DECORATIVE FEATURES CONSISTING OF PEDESTRIAN LIGHTING WITH BANNER MOUNT ARMS TO BE INSTALLED ALONG U.S. 1 IN CONJUNCTION WITH THE CURRENT U.S. HIGHWAY ONE RECONFIGURATION PROJECT, BEGINNING JUST NORTH OF BRIDGE ROAD TO JUST NORTH OF WATERWAY ROAD, AS MORE PARTICULARLY DESCRIBED THEREIN; PROVIDING AN EFFECTIVE DATE, AND FOR OTHER PURPOSES. Regarding the resolution, Mayor Brennan explained that although the FDOT was completely paying for installation of the road improvements, the Village was responsible for maintenance. Council Member Okun recalled that several Council Members wanted to keep the concrete of the decommissioned lanes in the event that the Village needed to go back to three lanes, however the state had the final say. He felt that the Council got the best that they could get for the Village and that residents would be pleased. MOTION: Council Member D'Ambra moved approval of Resolution 23-96; seconded by Council Member Okun; motion carried 4-1 with Council Member Patemo opposed. COMMUNICATIOIdS FROM CITIZENS Bob Anderson, director of the annual Run 4 the Pie race, wanted consideration for a July 4t" race with a kids run included followed by American themed refreshments. Mayor Brennan liked the idea while Council Member Paterno spoke of a bike parade and picnic in Tequesta Country Club on the same day and hoped the race would not interfere with those events. Minutes -- Regular Council Meeting 09/08/16 Page 3 COMMUNICATIONS FROM COUNCIL Council Member Okun complimented the Village Manager and Public Works Department for the beautiful work on the medians. He congratulated the Water Plant for passing a surprise visit by the Department of Environmental Protection. Council Member D'Ambra mentioned the rate study that recommended a water utilities rate increase (they remain well below the county average). The Village levied a utilities tax on residents at the same time. Council Member D'Ambra suggested balancing the increase against reducing the tax on residents. STANDING REPORTS Villaae Attornev Village Attorney Keith Davis was to present with the Community Development Director at the American Planning Association's Florida conference on the topic of microbreweries and zoning, using the Village of Tequesta as a case study. Villaqe Manaqer Village Manager Couzzo would electronically provide a monthly update of his communications with the Department of Transportation. He thanked Village staff for the time they put into the budget though there would be continued obstacles and challenges, especially with lower than expected retirement plan rates. Council Member D'Ambra made the point that the plan was almost fully funded which was good but Council Member Paterno advised that by the end of the next fiscal year, the plan would be 10% underFunded. Mayor Brennan assured that we are ahead of the issue, aware, conservative and proactive. Vice Mayor Arena brought back the point that out of consideration for Village residents, the utility tax was being reduced in spite of a very tight budget. REGULAR AGENDA OLD BUSINESS There was none. NEW BUSINESS 12. Appointment of Alternate 2 Member to the Planning and Zoning Board Replacing Mary Inglima Village Clerk Lori McWilliams explained that recent appointee Mary Inglima resigned, subsequently, Theresa Maggio was recommended for the position. MOTION: Council Member Patemo moved approval of the appointment of Altemate 2 Member to the Planning and Zoning Board; seconded by Council Member Okun; motion carried unanimously 5-0. 13. SE 2-16: Special Event Application from Pam Beach County Roadrunners for the 16th Annual Run 4 the Pies four (4) mile road race and kid's one-hundred (100) yard Minutes — Regular Council Meeting 09/08/16 Page 4 dash. The event will take place on November 24, 2016, from 6:OOam to 10:OOam. The event will start and finish at Constitution Park. The projected number of attendees is 2,200 people. No alcohol will be served. MOTION: Council Member Okun moved approval of SE 2-16; seconded by Council Member Patemo; motion carried unanimously 5-0. 14. Renewal of Park Lease (Paradise Park) with JMZ Properties Village Attorney Davis explained that the previous rent amount was just a token amount but a new lease has been presented for consideration which was for a five-year term at a cost of $3568.00 per month which would cover the lessor's insurance and taxes on the property. Discussion about insurance, taxes and the monthly amount of the lease followed. MOTION: Council Member D'Ambra moved approval of the Renewal of Park /ease; seconded by Council Member Patemo; motion carried unanimously 5-0. ANY OTHER MATTERS There were none. ADJOURNMENT: Council Member Okun moved to adjoum the meeting; seconded by Vice MayorArena. The motion to adjoum carried unanimously 5-0; therefore, the meeting was adjoumed at 6:55 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 office. MINUTES VILLAGE OF TEQUESTA SPECIAL MEETING 8� _� 2ND pUBLIC HEARING � SEPTEMBER 15, 2016 2016/2017 BUDGET 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 McWilliams. Present were: Mayor Abby Brennan, Vice Mayor Vince Arena, Council Member Steve Okun, Council Member Tom Paterno and Council Member Frank D'Ambra. Open Public Hearinq Mayor Brennan opened the public hearing. • Announce that the operating millage rate necessary to fund the budget is 7.47% greater than the rolled-back millage rate of 5.8549 mills. • Announce Proposed Millage Rate is 6.2920 Ms. JoAnn Forsythe, Finance Director, announced the operating millage rate necessary to fund the budget is 7.47% greater than the rolled-back millage rate of 5.8549 mills and announced the proposed millage rate is 6.2920 mills. • Summary of Tentative Budget Ms. JoAnn Forsythe, Finance Director, summarized the budgetary figures. • Citizen Comments Mayor Brennan asked for public comment. There being no public comment the hearing was opened to Council. There were none. Close Public Hearina Mayor Brennan closed the public hearing. 1. Resolution 26-16, Adopting Final Millage Rate by Motion of Council Attorney Davis read Resolution 26-16 title into the record. MOTION: Council Member D'Ambra moved to approve Resolution 26-16 to set the final millage rate at 6.2920 mills; seconded by Vice-MayorArena; motion carried unanimously 5-0. 2. Resolution 27-16, Adopting Final 2016-2017 Budget by Motion of Council Attorney Davis read Resolution 27-16 title into the record. MOTION: Council Member D'Ambra moved approval of Resolution 27-16 adopting the 2016/2017 FY budget; seconded by Vice-Mayor Arena; motion carried unanimously 5-0. Minutes — Special 2"d Budget Hearing Meeting and Special Council Meeting 9/15/16 Page 2 ADJOURNMENT: Council Member Okun moved to adjoum the meeting; seconded by Vice- Mayor Arena. The motion to adjoum carried unanimously 5-0; therefore, the meeting was adjoumed at 6:05 p. m. Respecifully 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.