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HomeMy WebLinkAboutDocumentation_Regular_02_03/09/2017 MINUTES VILLAGE OF TEQUESTA REGULAR MEETING February 9, 2017 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 Patemo, Council Member Frank D'Ambra. INVOCATION AND PLEDGE OF ALLEGIANCE Pastor Paul Beresford led the meeting with the invocation followed by the pledge of allegiance. Mayor Brennan asked if any council members wished to speak under Any Other Matters. Vice Mayor Arena wanted to speak about money. APPROVAL OF AGENDA MOTION: Council Member Okun moved approval of the agenda; seconded by Vice Mayor Arena; motion carried unanimously 5-0. PRESENTATION There were none. CONSENT AGENDA Item two was removed for discussion of contract number one by Council Member Patemo and item four was removed for discussion by Council Member D'Ambra. MOTION: Council Member D'Ambra moved approval of the Consent Agenda as amended with items two and four removed; seconded by Council Member Okun; motion carried 5-0. 1. MINUTES: 1/5/17 Workshop and 1/12/17 Regular Meeting 3. RESOLUTION NO. 06-17, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AMENDING RESOLUTION 20-09, ESTABLISHING A PUBLIC RECORDS POLICY AND SETTING UNIFORM FEE SCHEDULE FOR PUBLIC RECORDS INSPECTION I DUPLICATION. 5. RESOLUTION 10 -17, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, DECLARING CERTAIN PROPERTY TO BE Minutes — Regular 02/09/17 Page 2 SURPLUS AND DIRECTING THE VILLAGE MANAGER TO DISPOSE OF SURPLUS PROPERTY IN ACCORDANCE WITH THE VILLAGE'S ADOPTED PROCEDURES; PROVIDING FOR SEVERABILITY; PROVIDING AN EFFECTIVE DATE; AND FOR OTHER PURPOSES. 6. RESOLUTION 11 -17, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, DESIGNATING THE VILLAGE PLANNING & ZONING BOARD AS THE VILLAGE INFRASTRUCTURE SURTAX CITIZEN OVERSIGHT COMMITTEEE; ESTABLISHING THE RESPONSIBILITIES AND DUTIES OF THE OVERSIGHT COMMITTEE; ESTABLISHING PROCEDURES FOR THE CONDUCT OF MEETINGS AND OPERATIONS; ESTABLISHING A SUNSET DATE; PROVIDING AN EFFECTIVE DATE; AND FOR OTHER PURPOSES. 7. RESOLUTION 12 -17, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, EXPRESSING SUPPORT FOR THE EXTENSION OF THE "MINIMUM SPEED / NO WAKE ZONE" IN THE INDIAN RIVER LAGOON INTRACOASTAL WATERWAY NORTH FROM THE C.R. 707 BRIDGE TO THE NORTHERN BOUNDARY OF CORAL COVE PARK FOR A DISTANCE OF 0.8 MILE; DIRECTING THE VILLAGE MANAGER TO DO ALL THINGS NECESSARY TO EFFECTUATE THE INTENT OF THE VILLAGE COUNCIL AS EXPRESSED HEREIN; DIRECTING THE VILLAGE CLERK TO PROVIDE COPIES OF THIS RESOLUTION TO THE FLORIDA FISH AND WILDLIFE COMMISSION, PALM BEACH COUNTY, THE TOWNS OF JUPITER AND JUPITER INLET COLONY, AND THE MARINE INDUSTRY ASSOCIATION OF PALM BEACH COUNTY; PROVIDING AN EFFECTIVE DATE; AND FOR OTHER PURPOSES. END OF CONSENT AGENDA 4. RESOLUTION 09 -17, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, INCREASING REVENUES AND EXPENDITURES IN THE GENERAL FUND #001 2016/2017 BUDGET IN THE AMOUNT OF $10,850.00 RECOGNIZING THE FAIR MARKET VALUE OF SERVICES RECEIVED FROM PALM BEACH COUNTY FIRE RESCUE AS WELL AS RECOGNIZING RELATED VEHICLE REPAIR AND MAINTENANCE EXPENDITURES AND AUTHORIZING THE VILLAGE MANAGER TO PROCEED IN ACCORDANCE WITH THE VILLAGE'S ADOPTED PROCEDURES; PROVIDING FOR SEVERABILITY; PROVIDING AN EFFECTIVE DATE; AND FOR OTHER PURPOSES. Council Member D'Ambra asked whether the requested expenditure was part of, or in addition to, the amount of the agreement with Palm Beach County. Director of Finance JoAnn Forsythe explained that this was part of the agreement but had to be recognized as an expenditure. There was an offset and the resolution was for accounting purposes. Minutes — Regular 02/09/17 Page 3 MOTION: Council Member D'Ambra moved approval of RESOLUTION 09 -17; seconded by Council Member Patemo; motion carried unanimously 5-0. 2. 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. Comcast Cable Agreement - Water Treatment Plant ($144.80 Per Month), 2. el Latino Election Advertisement Agreement - Village Clerk ($432.00 Publishing Twice), 3. FEMA Federally Funded Public Assistance State Agreement - Fire Dept. (N.A.) Council Member Patemo recalled that a prior agreement granted Comcast the lifetime lease of a small building at no charge and in exchange, the Village received free Internet in its buildings for 99 years. Village Manager Mike Couzzo stated that the new agreement had not been signed and suggested that Village Attorney Keith Davis research the issue and advise. Attomey Davis suggested that this might have been an old franchise agreement that dissolved in the early 2000's. MOTION: Council Member Patemo moved approval of only agreements two and three under Approval of Contracts Signed by Manager Under $25,000; seconded by Council Member D'Ambra; motion carried unanimousl y 5 -0. COMMUNICATIONS FROM CITIZENS Barry Rosenfield of 158 -G Village Boulevard, manager of the Comer Cafe, voiced concem over Tequesta Brewery's parking lot party on January 14th. There was no advance notice and parking was atrocious. He spoke not only on behalf of Comer Cafe' but also for West Marine and the liquor and flower stores. Mr. Rosenfield found out about the event by a phone call from an upset member of a wedding party at the Cafe' for their rehearsal dinner that night. Had he known about the possibility of no parking close by, he would have used a valet. The Cafe lost revenue as food was available for purchase in the parking lot and Mr. Rosenfield suggested that portable toilets would have been better placed behind the brewery instead of in the front. Parking was the biggest problem and rather than 400 people, he estimated closer to 600 attendees. Mayor Brennan suggested to Council that permit applications require at least 30 days' notice to fellow tenants prior to an event. It was incumbent on the shopping center owner to notify its businesses but that did not happen. Although Council Member Okun agreed that tenant notification was the property owner's responsibility, it would be good for Tequesta Brewery to know the negative impact of this event on its neighbors. Village Manager Michael Couzzo requested that staff consider the issue for a simple solution such as tenants notified prior to a Council Meeting in which an event would be considered for approval. Council Member Patemo added that notice of the meeting would need to occur far enough in advance and asked about police requirements in regards to capacity. Manager Couzzo explained that police coverage along with drawings were required for a permit. According to Police Chief Elg, the requestor was required to hire at least two police officers and if more than expected attended, additional officers were called at the requestor's expense. Mr. Rosenfield did note that the Tequesta police were very helpful Minutes — Regular 02/09/17 Page 4 when he spoke with them at the site. Mayor Brennan advised that staff would review the permit application and make changes if warranted. COMMUNICATIONS FROM COUNCIL Council Member D'Ambra mentioned the recent shooting of three young people in Jupiter, one of whom was a Tequesta resident. He wished to send his condolences and prayers to her family. Council Member Patemo asked whether we gave resident preference (as we did military preference) to Village job applicants. Human Resources Director Merlene Reid answered that she had not had opportunity to use a form of resident preference. Not a lot of applications were received from residents. The process was to look for the most qualified person but certainly if it came down to a tiebreaker situation, that would be considered. Mr. Patemo asked about a point system ranking of candidates to which Ms. Reid replied that while that was something to think about, the Village always wanted the best candidate. Council Member Okun complimented Village Clerk, Lori McWilliams' office on the preparations for the Inauguration event. Vice Mayor Arena also thanked the Village Clerk and staff who decorated for various occasions. He spoke about Coffee with a Cop, which he thought was fantastic. Twenty five to thirty people attended and seeing six little people there prompted his idea of a juice bar. In his opinion, this was a very successful event. Mayor Brennan spoke about the recent Federal Highway Administration Road Diet presentation held here which promoted what in Florida was called "complete streets" (new or improved sidewalks and bicycle lanes created by the elimination of some motor vehicle lanes). It was a fully attended, very good course. STANDING REPORTS Villacie Attorney Village Attomey Keith Davis advised that late last year, the Florida Inspector General's office conducted an audit of the Village's fleet maintenance and fuel program. An exit conference took place that moming between Attorney Davis, Manager Couzzo and the Audit Team. According to the Director of Audits, it was a good, clean audit with only the suggestion that the Village have written fuel consumption and practices. A draft report was expected in a few weeks to which the Village would respond before it was published. Council Member D'Ambra said it was unknown whether the audit was a result of impropriety alleged by a citizen or whether it was routine in nature. Either way, with six months of work that culminated in one recommendation of a written procedure, it was as good as you could get. Controls were in place and our people took care of public resources. Mayor Brennan added that audits were conducted on other municipalities as well and whatever the cause, the Village passed with flying colors. Minutes – Regular 02/09/17 Page 5 Village Manaaer Manager Couzzo asked Jeff Sabin, Waste Management's Govemment Affairs Director to speak on an issue. It came to Mr. Sabin's attention in September that the Lighthouse Cove community had been double - billed for services. In 2004, when Waste Management set up their account, Lighthouse Cove was established as a luxury apartment complex of rental units —a commercial account. The Waste Management franchise agreement stated that they independently contracted with commercial accounts and Lighthouse Cove leased a trash compactor. During the subsequent real estate boom, the apartments (commercial account) were converted to a condominium association (residential account) and condominium units were added to the tax roll as residential properties. Since Waste Management was not aware of the conversion they continued the commercial billing which the (now) condominium association continued to pay. Because of this situation, Waste Management conducted a self - audit, which revealed that this situation was an anomaly. A reimbursement settlement agreement was drafted for presentation to Lighthouse Cove. Mr. Sabin did not want this to tamish Waste Management's relationship with the Village. They took full responsibility and intended to make the property owners whole. It appeared to Council Member Patemo that Lighthouse Cove had the option to establish service directly with Waste Management, independent of the Village. Commercial accounts were cheaper and if the association wanted to keep it, he did not want something done today to prevent that in the future. According to Village Attorney Davis, the franchise agreement defined both residential and commercial collection services. Residential meant curbside pickup by hand; commercial involved container rental and actions such as unlocking, rolling -out, and locking again. Once residential, billing occurred through taxes. Any agreement reached must absolve the Village of liability. Mr. Patemo was also concemed that Waste Management had no record that matched the type of pickup to a specific address. Mr. Sabin assured that the same level of service was provided, regardless of the pickup methodology, however the definition presented a question. Had the development remained a luxury apartment complex, there would be no issue. Mr. Sabin assured that he would look into record keeping according to individual addresses. Mayor Brennan suggested the addition of another service category to the agreement. Manager Couzzo stated that Lighthouse Cove was residential, the Village would pre- qualify future contractors, and Mr. Sabin would resolve the issue with Lighthouse Cove. Mr. Sabin added that although the Solid Waste Authority billed the county for extra debris pickup after Hurricane Matthew, Waste Management considered us partners and did not bill for their extra work. REGULAR AGENDA OLD BUSINESS Minutes — Regular 02/09/17 Page 6 8. Discuss the Purchase of Sensus iPERL Water Meters from HD Supply to Replace the Aging Water Meter System Manager Couzzo stated that since there was a considerable amount of work required for this issue, he suggested discussion at the next workshop. This would allow time to compile sufficient information for a proper decision. Council Member D'Ambra wished to move quickly and asked the expected time frame for the information. Manager Couzzo just needed to know what Council's expectations were. 9. Discussion on Proposed Rate Increase for Automatic Meter Reader System This item was related to item eight above and discussion of it postponed until the next workshop. 10. ORDINANCE 1 -17, SECOND READING, AN ORDINANCE OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, AMENDING CHAPTER 70. TAXATION. OF THE CODE OF ORDINANCES OF THE VILLAGE OF TEQUESTA BY AMENDING ARTICLE IV. PUBLIC SERVICE TAX, DIVISION 2. ELECTRICITY, GAS AND WATER., SECTION 70 -121, BY REDUCING THE PUBLIC SERVICE TAX ON THE PURCHASE OF WATER FROM 6% TO 3 %; LEAVING THE PUBLIC SERVICE TAX ON THE PURCHASE OF ELECTRICITY, NATURAL GAS, LIQUEFIED PETROLEUM GAS, MANUFACTURED GAS AT THE CURRENT 9 %; PROVIDING THAT EACH AND EVERY OTHER SECTION AND SUBSECTION OF CHAPTER 70 SHALL REMAIN IN FULL FORCE AND EFFECT AS PREVIOUSLY ADOPTED; PROVIDING A CONFLICTS CLAUSE, A SEVERABILITY CLAUSE, AND AUTHORITY TO CODIFY; PROVIDING AN EFFECTIVE DATE; AND FOR OTHER PURPOSES. Attorney Davis read Ordinance 1 -17 title into the record and stated that this was the second reading. Mayor Brennan opened the public hearing for Council comments. There were none. She then opened the hearing to the public for comments. There were none. MOTION: Council Member D'Ambra moved approval of Ordinance 1 -17; seconded by Council Member Patemo; motion carried unanimously 5 -0. NEW BUSINESS 11. SPM 14-16, Application from Blowing Rock Condominium Association for a Site Plan Modification to Replace the Existing Asphalt Driveway and Carports with Pavers; Remove Overhead Electrical Power Poles; Install Underground Lines and a Screened Transformer. The Application Also Includes Replacing Existing CBS Retaining Wall with Stones and Concrete Walkways with Pavers; and Landscape Improvements. The Address of the Property is 1500 Beach Road, Tequesta, Florida 33469. The Property is Located in the R -3 Multiple Family Dwelling District. Attomey Davis announced the quasi-judicial nature of the item and swore in two people. Minutes — Regular 02/09/17 Page 7 No ex parte communications were disclosed by Council. Director Nilsa Zacarias advised that this site beautification plan was reviewed and recommended for approval by the Community Development Department. Terri Futch, President of Blowing Rock Condominium Association introduced herself and explained the proprosed improvements. MOTION: Council Member Patemo moved approval of SPM 14-16; seconded by Council Member Okun; motion carried unanimously 5-0. 12. Conceptual Presentation by Michael Sanchez to Propose Austrade Office Building to be Located at US Highway 1 Community Development Director, Nilsa Zacarias introduced the item after which Attorney Davis explained that a Conceptual Presentation was not a quasi-judicial proceeding but was for informal feedback from the Council. Certified Land Planner Michael Sanchez briefly introduced his clients, the subject property owners who purchased the land as their nearby import/wholesale businesses needed office space. An approved site plan from 2005 was uncovered; however, some of the previously approved elements were no longer code compliant. As commercial development regulations were researched, they realized that the property was not big enough for their needs. Available options were to sell the property and look for another or investigate the possibility of requesting a variance from Village Council. Due to a nine -foot drop in elevation, there was room for underground parking which was not visible from the street. The building concept was a contemporary design with lots of windows but the challenge was to create the site plan on a half -acre. At a minimum, there were five well justified variances required to make the lot usable. Mr. Sanchez proceeded to outline those variances. Mayor Brennan opened the item for Council comment. Council Member D'Ambra inquired about the outcome of the Community Development Department's site plan review after which Ms. Zacarias relayed concems about possible inadequate parking. With the exception of the stairwell facing US Highway 1, Mr. D'Ambra liked the design however, Council Member Patemo was not in support of variances and thought the project was too large for the site. Council Member Okun felt it was overdevelopment of the lot and had concems about parking and storm water runoff. Vice Mayor Arena was supportive of the project as was Council Member D'Ambra. While Mayor Brennan would love to see the site developed, she felt that the project needed to be scaled back further to avoid future problems. She also felt that they were asking for a lot but if reductions were made, she would entertain another consideration. According to Council Member D'Ambra, this site was difficult to develop into a meaningful site. This was a viable option should they continue. Council Member Patemo felt consideration was needed for neighboring businesses, there were codes for a reason and the Village needed to adhere to them. Minutes — Regular 02/09/17 Page 8 13. RESOLUTION 03-17; A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, AUTHORIZING THE MAYOR OF TEQUESTA TO EXECUTE THE "UTILITY WORK BY HIGHWAY CONTRACTOR AGREEMENT" WITH THE STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION IN THE AMOUNT OF $19,432.00 REGARDING CERTAIN UTILITY CONFLICT RELOCATION ACTIVITIES IN CONJUNCTION WITH THE CURRENT U.S. HIGHWAY ONE RECONFIGURATION PROJECT BETWEEN ALTERNATE A1A/BEACH ROAD AND COUNTY LINE ROAD Village Attomey Keith Davis read Resolution 03-17 title into the record. MO71ON: Council Member Okun moved approval of Resolution 03-17; seconded by Council Member D'Ambra; motion carried 4 -1 with Council Member Patemo opposed. 14. RESOLUTION 08-17; A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, ADOPTING A SCHEDULE OF FEES AND CHARGES FOR THE PROVISION OF WATER SERVICES RENDERED BY THE VILLAGE OF TEQUESTA FOR ITS CITIZENS AND OTHER MEMBERS OF THE PUBLIC; PROVIDING THAT THIS SCHEDULE OF FEES AND CHARGES SHALL BE AVAILABLE FOR INSPECTION AT ALL TIMES AT THE VILLAGE HALL DURING REGULAR BUSINESS HOURS At the request of Village Manager Couzzo, item number 14 was pulled from the agenda. 15. BACKUP ADDED: RESOLUTION 13 -17, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, INCREASING THE FISCAL YEAR 2016/2017 CAPITAL IMPROVEMENT FUND #301 BUDGET BY APPROPRIATING FUND BALANCE IN THE AMOUNT OF $231,400.00 TO FUND THE PURCHASE OF ONE (1) BRUNSWICK MODEL 850IM POLICE/FIRE RESCUE BOAT & TRAILER and ONE (1) 2017 FORD UTILITY VEHICLE USING ASSET FORFEITURE FUNDS 17. ITEM ADDED: RESOLUTION NO 14 -17, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AUTHORIZING THE EXPENDITURE OF $171,400.00 FROM THE LAW ENFORCEMENT TRUST FUND TO BE USED TO PURCHASE ONE (1) BRUNSWICK MODEL 8501M POLICE/FIRE RESCUE BOAT & TRAILER AND ONE (1) 2017 FORD UTILITY VEHICLE; PROVIDING AN EFFECTIVE DATE; AND FOR OTHER PURPOSES. Mayor Brennan announced that items 15 and 17 were related and therefore would be discussed together. Police Chief Elg explained that the police and fire departments operated a joint police and fire /rescue boat. Firefighter/Paramedic Peter Allen worked hard to secure a $60,000 grant toward replacement of the boat. The balance of the cost came from the sizeable Immigration and Customs Enforcement task force fund. The current boat was inflatable; it did not sink but became unsteady in certain situations. Fire Minutes — Regular 02/09/17 Page 9 Chief Medina concurred with Chief EIg and explained that this was not so much what they wanted but what they needed. Mayor Brennan noted that a trailer and truck were included with the boat purchase. This was to satisfy the asset forfeiture fund requirements. The vehicle not only towed the boat but also stored patrol and quick response equipment currently in Station 11 and a trailer. Although the current trailer was in good condition, its configuration did not fit the new boat. The intent was to surplus the old vessel and trailer. Council Member Okun restated that the new boat was more stable and safer. Council Member Patemo did not agree with the truck purchase, as there were other four -wheel drive vehicles available and the recent purchase of a floating dock made the truck unnecessary. Chief Elg elaborated that the truck would be used for more than just pulling the boat: it housed a large sign that displayed vehicle speeds and was a portable storage unit for on -scene equipment. Council Member Patemo approved of the boat purchase but was not in favor of the new truck. Manager Couzzo stated that any surplus went back to the Village's General fund. Council Member D'Ambra advised that since it did not cost taxpayers, we always say we supported police and fire and therefore the residents, he was in favor of the purchases. If the boat sat in water, Vice Mayor Arena suggested two bilge pumps. Chief Medina advised that the boat had a bilge pump system and added there were three batteries. Vice Mayor Arena asked if police and fire needed anything else for the boat that was NOT included. Forward - looking infrared and thermal imaging cameras were briefly mentioned however, Chief EIg explained that the Police and Fire Departments identified what they needed versus what was nice to have and went with the needs. Council Member D'Ambra asked what the forfeiture fund balance was after the purchase and whether other purchases were expected in the future. The remaining fund balance was between $150,000 and $160,000 after the purchase. In the four years he has been here, Chief EIg said that the fund balance did not change so it was not something they were quick to spend. It was a valuable addition as it was the only marine medical boat in north Palm Beach or Martin Counties. FIRST MOTION: Council Member Okun moved approval of the General Fund 001 increase of revenues and expenditures by $60,000.00 for the purchase of boat and related equipment; seconded by Council Member D'Ambra; motion carried unanimously 5-0. SECOND MOTION: Council Member Okun moved approval of Appropriating fund balance from 605 Law Enforcement Trust Fund and increased budget by $171,400.00 for the purchase of boat and related equipment; seconded by Council Member D'Ambra; motion passed 4 -1 with Council Member Patemo in dissent. THIRD MOTION: Council Member Okun moved approval of the purchase of the boat, truck and trailer; seconded by Council Member D'Ambra; motion passed 4-1 with Council Minutes — Regular 02/09/17 Page 10 Member Patemo in dissent. 16. Discussion on Village's 60th Anniversary Vice Mayor Arena summarized his plan for the Village's 60th birthday party which included games, a bounce house, food trucks, face painting, raffles, police and fire exhibits, time capsule, and birthday cupcakes. Council Member D'Ambra left the meeting at 8:07 p.m. then retumed at 8:10 p.m. Vice Mayor Arena was confident that the event would cost Tess than the budgeted $15,000. He mentioned awards for the oldest person and oldest living resident and suggested discussion of any additional ideas at a future workshop prior to the event. For the next fiscal year, Vice Mayor Arena suggested Council consider a donation fund that would be used for a graduation event, or donated to other local groups that are a benefit to the Village such as The River Center, Busch Wildlife Sanctuary, Friends of Jupiter Beach, and Lighthouse Arts Center. This was in lieu of the money Vice Mayor Arena and Council Member D'Ambra donated from their discretionary funds each year. Manager Couzzo advised that he and the finance department were available for discussion of next year's budget at any time. They actively sought applicants but did not anticipate the Director of Finance position would be filled by March. Although they would consider an Interim Finance Director until a new one was found, staff was competent and comfortable in the daily accounting functions. He also stated that new software would be fully implemented by the new fiscal year. Though retiring Finance Director JoAnn Forsythe was a Certified Public Accountant, the manager did not want to overlook someone that was not a CPA yet had a lot of municipal experience. Mayor Brennan mentioned that a group photo of Council had been requested. ADJOURNMENT: Council Member Okun moved to adjourn the meeting; seconded by Vice Mayor Arena. The motion to adjoum carried unanimously 5-0; therefore, the meeting was adjourned at 8:25 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 WORKSHOP Or hod January 30, 2017 Cl ik co. - 11 i •'• •w Goan, t 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, Mary Ann Grieser. Present were: Mayor Abby Brennan, Vice -Mayor Vince Arena, Council Member Steve Okun, Council Member Tom Paterno and Council Member Frank D'Ambra. 1. Discuss the Purchase of Sensus iPERL Water Meters from HD Supply to Replace the Aging Water Meter System Sam Heady, Deputy Utilities Director explained that during the last Council Meeting there was a request to compile some information on the replacement of all the water meters in the Village, with iPERL meters. Mr. Heady informed Council that some the benefits of the iPERL system included: immediate leakage alerts, identification of dead meters, "up to the minute" billing, identification of outages within the system and the ability to pinpoint water usage consumption for a specific location. Vice Mayor Arena asked Mr. Heady if he knew how much water the Village lost every year. Mr. Heady estimated that it was between seven and ten percent over the year, which was considered "good" according to AWWA (American Water Works Association) standards. He attributed the loss to leaks, older and ineffective meters, and billing errors. Mr. Heady revealed that the cost of the Sensus iPERL would be a one -time fee of four percent, or it could be extended over a time span of two years, at a rate of two percent per year, according to the rate study. Mr. Heady expressed to Council that there would be an approximate 10 to 20 percent Y P PP P savings in labor, allowing employees to concentrate on other areas of water system upkeep. He mentioned that using an outside vendor for anything other than installation, was not advisable as other area utilities had reported unsatisfactory results. Council Member D'Ambra inquired as to whether or not the system was fully automated or would it still require an employee to drive by to access the information. Mr. Heady explained that it was dependent upon the system that was purchased. The difference in cost was about $100,000 more for the system that was fully automated and did not require a "drive -by ". Council Member Paterno confirmed that the difference was eighty -five thousand dollars. Vice Mayor Arena inquired as to how the chemical cost would be reduced with the new system. Mr. Heady revealed that there would be savings from the decrease in lost water as well as savings in energy costs on the distribution side. The same chemicals would Village Council Workshop Minutes January 30, 2017 Page 2 still be used, just in a lesser amount due to a decrease in the amount of water lost per month. Mr. Heady further informed Council that the new system would give the water department the ability to set up parameters within the software, to have analytic information available for both the Village and the water customer. Other municipalities, such as Seacoast, Stuart and Jupiter were already using similar technology. Council Member D'Ambra recalled that Council raised the water rates to address some capital requirements which did not include distribution. He wondered how far an increase of four percent would go, towards addressing the distribution system, over the next 10 to 20 years. Mr. Heady felt that it would be another $200,000 in revenue or it could be a cost reduction in water rates. Vice Mayor Arena questioned if there was an additional contract for this system or if extra expenses were involved. Mr. Heady revealed that this was a standard system which included software support, and noted that the fees were minor. It would service both businesses and residential properties. Mr. Heady advised Council that the software offered a °customer portal" which could be set to flag certain criteria deemed to be of importance to the consumer. This type of information would cut down on leakage due to the near instant availability of data. He added that the life of the meter was approximately 20 years. Mr. Heady felt that there were still some issues that needed to be addressed but overall the system looked promising. Council Member Patemo pointed out that many meters were located in pairs between properties, which in tum, created the need for only one reader, which the two could share. Mr. Heady determined that he did not have a hard count of dual box meters as of yet. Conversation ensued regarding the location of the antennae and boxes. Council agreed that the newer technology made a lot of sense. Mr. Heady determined that the cost presented was a rough estimate and was not the final cost estimate. Council Member Patemo offered his final thoughts on the subject and felt that the labor involved in reading meters would be decreased substantially if the new system was implemented. In addition, he felt the need for price adjustments would greatly diminish, due to the leak alerts built into the new software. Attorney Davis advised Council to wait until the next Council meeting in February, where the topic would then appear on the agenda. Village Council Workshop Minutes January 30, 2017 Page 3 2. Discuss Option and Cost to add a Landscaped Curbed Median on Old Dixie Highway Just North of Tequesta Drive (Similar to the New Median on Tequesta Drive) Mr. Doug Chambers, Deputy Public Works Director, conveyed to Council that he and Manager Couzzo had discussed building a curbed median on Old Dixie Highway, just north of Tequesta Drive. He explained that he had also contacted Palm Beach County and imparted that they loved the idea but would not be able to partner with the Village. Mayor Brennan reminded Council that Old Dixie Highway was owned by the County and was scheduled for road work in the near future. Council felt the project was a good idea but was premature at the moment. 3. Discuss Options and Relative Costs in Repairing and Replacing the Sidewalk on Country Club Drive Mr. Chambers explained that the sidewalk area on Tequesta Drive and Country Club Drive was in dire need of repair. He proposed either replacing it with concrete or continuing to patch the asphalt. He informed Council that the concrete was $60 per square yard as opposed to the asphalt which cost $50 dollars per square yard. Council Member D'Ambra felt it would be beneficial to get one large area completed instead of doing the project in small increments. Mr. Chambers agreed and stated that the funding was not in place to do the entire project. Council Member Patemo felt that Tequesta Drive was an area that had the greatest need for reconstruction and should be the first area addressed. Council agreed that it would be prudent to separate the project into two separate phases and bids. The first portion of the project would be Tequesta Drive with Country Club Drive being the secondary phase. Council Member Patemo mentioned that he had been receiving a lot of complaints from residents regarding the man holes in the area of Tequesta Country Club and along Country Club Drive. The area surrounding the man hole covers had recessed and was causing an extremely bumpy and irregular surface for vehicles as they travelled the streets. Council Member Patemo advised that a petition would be forthcoming regarding this defect. Mr. Heady assured Council that he would assess the issue and present it to Council. 4. Discuss Options and Costs: Village of Tequesta Right of Way on Tequesta Drive in Front of 4979 Tequesta Drive — Continuing Sidewalk to end of the Property Line and Adding 1 or 2 Driveway Aprons Mr. Chambers revealed that the homeowner at the comer of Tequesta Drive and Country Village Council Workshop Minutes January 30, 2017 Page 4 Club Drive had been cordial over the phone, but at the same time non - responsive to Mr. Chambers requests. He further explained that the owner was planting trees within the Village's right of way. Council determined that it would be practical for the Village to plant a hedge behind the sidewalk, and to continue the sidewalk past the comer property. 5. Discussion on Medical Marijuana Dispensaries Attorney Davis informed Council that this item was pulled at the Manager's request. 6. Discussion on the Jupiter Narrows Resolution Vice- Mayor Arena informed Council of the request to write a resolution of support to back the no wake extension in the area of the Intracoastal Waterway, just north of Cato's Bridge. Attomey Davis stated that he could have the resolution ready for the February Council Meeting. Council Member D'Ambra mentioned that he recently attended an event and spoke with Senator Clemens regarding the recent topic of annexation. He revealed that there was a concem regarding enclaves and the current wording involved with the legislation. Council Member D'Ambra was hopeful that the legislation would be amended. Mayor Brennan revealed that Commissioner Valache did not attend several meetings on his calendar recently. Attorney Davis reminded Council that the annexation topic was not an agenda item and therefore must be limited. He mentioned that an update was within the workshop parameters, however, an in -depth discussion was not advisable as notice had not been made public. Mayor Brennan reminded Council of the 60th Birthday Celebration coming up for the Village of Tequesta. Vice Mayor Arena announced that he would have detailed information regarding the event at the next Council Meeting in February. Council Member Okun mentioned that he was interested in having a dog adoption event sponsored by an outside organization. Council Member Patemo thought that honoring the residents that had been here the g 9 longest, would be a good idea. Mr. Chambers asked Council for guidance in reference to the sidewalk issue, and homeowners who had installed pavers within the right of way. Council agreed that extending the sidewalk with cement should be no problem, even if pavers were present. Council Member Patemo informed Council that the Loxahatchee River District was creating a plan to go back to a natural- flow, producing a much clearer river. Village Council Workshop Minutes January 30, 2017 Page 5 ADJOURNMENT: Mayor Brennan moved to adjoum the meeting; seconded by Council Member Okun. The motion to adjoum carried unanimously 5-0; therefore, the meeting was adjoumed at 7:45 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.