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HomeMy WebLinkAboutMinutes_Workshop_07/31/2017 MINUTES VILLAGE OF TEQUESTA WORKSHOP July 31, 2017 � �, , 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, Council Member Vince Arena, Council Member Steve Okun, and Council Member Tom Paterno. Vice Mayor Frank D'Ambra was absent. 1. Discussion on Capital Budget Items Village Manager Couzzo provided a conceptual, non-prioritized, very preliminary worksheet of project ideas for discussion and identified revenue sources for the projects as the surtax, funds from the one percent sales tax increase and funds available once payment of the public safety facility was complete. He cautioned that since revenues were annual, if a project was selected that cost more than the revenue for that year, another mechanism for paying for the project would have to be found. Due to monthly income and changing needs, Council Member Arena recommended reviewing capital projects at each monthly workshop meeting and proposed that after this year's 3.62% budget increase and for the next two to three years, all department heads adhere to their budgets without increases, except for pay raises. He felt it was time to focus on capital projects and said that Mr. Couzzo did great job on budget this year. When Mayor Brennan asked what percentage of the budget was total cost of employees, Finance Director Chris Quirk advised 70-80%. Council Member Arena further suggested that any benefit cost increases be absorbed within each department by that department refraining from some purchases. Manager Couzzo responded that the budget was very tight (within one to two percent on the expenditure side). Council Member Paterno asked if any new employees were in the new budget (according to Finance Director Quirk there were two) and whether Council Member Arena was suggesting they be taken out of the new budget. Council Member Arena clarified that his idea was to use the new 2017-18 budget and only increase it for pay raises for the next two to three years. Discussion ensued regarding last year's budget versus this year's, benefit costs, department purchases, and emergency repairs culminating in the same dollar amount budgeted to each department next year with increases only for raises and possibly insurance costs. Manager Couzzo advised keeping within the 3.62% maximum budget increase was already tough when costs such as gas and electric tended to increase. It was Council Member Arena's opinion that in past, items were squeezed into the budget in the name of safety and now it was time to focus on improvements for the enjoyment of all residents. Council Member Arena wanted signs to be improved in some areas and scaled back in others. Village Councii Workshop Minutes July 31, 2017 Page 2 Other areas of potential savings according to Council Member Okun were a comparison of materials such as concrete versus blacktop sidewalks. q� �� !`��a�Council Member Arena offered to contribute $1000 of his next year's discretionary fund, Sve��or plus whatever money he had left over from his 2017 funds, towards the dog items, since '�`" it was his idea. Village Manager Couzzo refocused the conversation back to capital projects and stated that even with monthly evaluation of projects, a detailed yearly plan was needed. Council Member Arena recalled that the first project Council desired was to replace sidewalks on the south side of Tequesta Drive from Riverside to Seabrook. He then requested that Mr. Couzzo obtain a price for both concrete and blacktop. Council Member Okun liked the idea of the Public Works employees doing the work themselves, however Deputy Public Works Director poug Chambers advised that while the department had been gearing up with equipment to make sidewalk repairs, they were not equipped to replace the length of sidewalk being discussed. Sidewalk width was finally revisited with consensus of a six-foot minimum width. In answer to Council Member Paterno's inquiry, Mr. Couzzo advised that the payments for the Public Safety building would be finished in 2022. Council Member Paterno wanted to see a percentage of the money that would no longer go toward those payments set aside to address "acts of God" should they occur. He gave his opinion on the overabundance of signs in the Village and asked about how road improvements would coordinate with future water line work. He stated that he wanted to avoid making improvements, then having them torn up again for other improvements. Mr. Couzzo did not feel this was an issue due to the location of the water lines and in the past, road restoration work caused by utility repairs was absorbed the utility. He added that as previously discussed, there was no plan for a methodical change out of existing water lines; the cost was prohibitive and since all was functioning properly, there was no need right now. Council Member Okun recalled a discussion about replacing pipes in sections; however, Mr. Couzzo stated he did not know which pipes would break at any time and asked why they should be replaced now. He also stated that the majority of manhole cover areas in the Country Club would be fixed by end of this year and the rest repaired next year. In conclusion, Mr. Arena and Mr. Couzzo opined that repairing a pipe break would not necessitate much if any road destruction and it was reasonable not to replace pipes at this time. Mr. Chambers added that water quality was an indicator of when pipes needed to be replaced. Again, Mr. Couzzo brought the conversation back to what projects Council wished the Village to pursue over the next ten years, specifically next year. Council Member Arena asked Mr. Couzzo to obtain estimates for various projects (or parts of projects where applicable) to enable Council to make educated decisions and better prioritize the projects. Council Member Paterno voiced his opinion to build savings before moving ahead with projects. Consensus was to proceed with sidewalk repairs on the south side of Tequesta Drive from Riverside Drive to Short Avenue. Village Council Workshop Minutes July 31, 2017 Page 3 Council Member Paterno asked about a renovation of Constitution Park. Mr. Couzzo outlined an idea that would first turn Remembrance Park into a passive park that would eventually have a one-story community center built with plenty of rooms for activities and parking. Parks and Recreation staff would temporarily work from that building while Constitution Park would either be demolished or dramatically renovated to build a gymnasium/recreation center that would accommodate a variety of activities. Council Member Arena summarized that there would be a gymnasium in Constitution Park and a low profile building in Remembrance Park with several rooms. Mr. Couzzo added to the vision that it would be a gathering place for the community and would house various classes and clubs or even an after school program. Council Member Paterno wondered aloud how these changes would be in keeping with Council Member Arena's limitation of budget increases for pay increases only and thought that with the new buildings, operating costs would increase. Given properly maintained buildings and since most classes were led by outside contractors, Parks and Recreation Director, Greg Corbitt estimated only one person would need to be added to his department. Mr. Couzzo did not see it as an explosion in staff costs but rather an investment in providing for the changing demographics of the community. He did recommend separation between passive and active recreation and gave an example of a loud basketball game distracting a card game in a nearby room. When Council Member Arena asked, Mr. Couzzo shared his vision of the new recreation facilities as a 10,000 square foot community center into which staff would move; the Constitution Park building used as storage until a gymnasium was built there; then staff would move back to Constitution Park into the new gym. Council Member Paterno was still concerned that more staff would be needed; however, Council Member Arena did not agree and stated that someone just needed to monitor that building access was given to the appropriate people. Parks and Recreation Director Corbitt stated that these renovations and additions would allow his department to offer more activities simultaneously instead of having to cancel some due to lack of space; he anticipated the one additional hire would be part time. Council Member Paterno asked about the size of the building relative to the lot. Mr. Couzzo described a 10,000 square foot, one story structure that would blend in very well with and make no impact on neighboring properties; the building would cover over 50% of the property but would leave sufficient room for parking, drop off and turnaround. There was further discussion about possible parking solutions for both parks. Mr. Couzzo suggested using a professional architect to maximize utilization of space; however, Council Member Arena thought a survey of other facilities in Florida would be a good idea before engaging an architect. Mr. Couzzo stated confidence in his and Director Corbitt's abilities to determine the best facility for the community adding that a new facility allowed regular programs to continue to run concurrent with summer camp. Discussion continued on funding for the project with possibilities including a loan, leveraging income, and penny tax funds. Talk went back to the topic of paving roads and sidewalks and the particulars of recording items on next year's budget. Mayor Brennan felt that the one percent tax funds should Village Council Workshop Minutes July 31, 2017 Page 4 NOT be included in the regular revenue account and wanted a separate account for it. She also wanted a projection of operating income and expenses to the end of the year. Manager Couzzo felt that he did an excellent job of budgeting. Mayor Brennan summarized that by next month, Mr. Couzzo would have a better handle on the budget particulars discussed; capital projects will be a rolling item at monthly workshops; he was to move forward with details for capital projects identified for next year; and he would help her with some P and L items. Village Attorney Davis reminded that the capital oversight committee would need to start meeting and reviewing selected projects. Mr. Couzzo advised the cost to improve the Tequesta Drive railroad crossing next year was $178,000. This would go into the operating budget. Mayor Brennan announced that Kim Delaney of the Treasure Coast Regional Planning Council would like to update Council at a future meeting (possibly September's Council meeting) on the status of All Aboard Florida and FEC Railway. 2. Discuss Establishing a Reasonable Accommodation Policy Pursuant to the Fair Housing Act and Title II of the Americans with Disabilities Act Village Attorney Davis explained that the Village needed some sort of reasonable accommodation policy (not necessarily codified) whereby modifications/exceptions could be considered should someone with a disability that required modifications wish to live within the Village. He gave an example of a man who required a motorized cart for mobility but to park it where he needed to violated the code. Mr. Davis prepared a reasonable accommodation policy which had been vetted and approved by the Department of Justice and complied with the Americans with Disabilities Act and Fair Housing requirements. He explained that consideration would be handled at staff level where applications were either approved, modified or denied. A denied application could be appealed to a special magistrate. According to Mr. Davis, if there was no policy regarding accommodation it must be granted so it was better to have a policy in place and he would like it to be on next week's Council meeting agenda. Mr. Paterno thought this was duplicitous since federal law already covers such matters but Mr. Davis explained that this did not change any laws, rather it put a procedure in place to address requests should we get them. Mayor Brennan was in favor of putting the item on the agenda. 3. ORDINANCE 15-17, AN ORDINANCE OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, AMENDING ORDINANCE 586 REGARDING THE VOLUNTARY ANNEXATION OF CERTAIN REAL PROPERTY LOCATED ON U.S. HIGHWAY ONE PREVIOUSLY OWNED BY DEBORAH AND DOUGLAS HOWELL AND CURRENTLY OWNED BY BARTL REAL ESTATE, INC., IN ORDER TO REVISE AND AMEND THE STATED INTENT OF THE ANNEXATION AND THE LEGAL DESCRIPTION OF THE PROPERTY SO ANNEXED TO INCLUDE THE EASTERLY RIGHT OF WAY BUFFER AS ORIGINALLY CONTEMPLATED; PROVIDING THAT THE REAL PROPERTY VOLUNTARILY ANNEXED BY ORDINANCE 586, ALONG WITH THE EASTERLY RIGHT OF WAY BUFFER THERETO,ARE HEREBY ANNEXED PURSUANT TO SEC. 171.044, FLORIDA STATUTES AND SEC. 4.02 OF THE Village Council Workshop Minutes July 31, 2017 Page 5 VILLAGE OF TEQUESTA CHARTER; REDEFINING THE BOUNDARIES OF THE VILLAGE OF TEQUESTA TO INCLUDE ALL OF SAID REAL PROPERTY AND EASTERLY RIGHT OF WAY BUFFER; DIRECTING THE VILLAGE MANAGER TO DO ALL THINGS NECESSARY TO EFFECTUATE THIS ANNEXATION; DIRECTING THE VILLAGE CLERK TO FILE A COPY OF THIS ORDINANCE WITH THE CLERK OF THE CIRCUIT COURT IN PALM BEACH COUNTY, THE CHIEF ADMINISTRATIVE OFFICER OF PALM BEACH COUNTY AND WITH THE DEPARTMENT OF STATE WITHIN SEVEN (7) DAYS AFTER ADOPTION; PROVIDING A CONFLICTS CLAUSE AND A SEVERABILITY CLAUSE; PROVIDING AN EFFECTIVE DATE; AND FOR OTHER PURPOSES. Village Attorney Davis explained that this was to annex part of the alley parallel to US 1 behind the newly planned, recently annexed Austrade building site. This was a voluntary annexation and although it was thought that Palm Beach County owned the alley, they could find no records confirming that and were unwilling to enter into an interlocal agreement. At this point, The Village awaited a signed letter from the County to proceed with the annexation. Mr. Couzzo supported the annexation as The Village would then control the property and have the authority to attach conditions to the site plan. Mayor Brennan brought up a fishhook mailbox she saw on River Drive and was worried that it was a safety hazard. Mr. Couzzo asked Doug Chambers to send a picture of it to Attorney Davis for his evaluation of its liability and appropriateness in the right of way. Council Member Paterno asked whether a train station would be located in Tequesta and Mayor Brennan answered that that was why Kim wanted to give an update; All Aboard Florida would tell us where the stations would be placed. ADJOURNMENT: Council Member Okun moved to adjourn the meeting; seconded by Council Member Arena. The motion to adjourn carried unanimously 4-0; therefore, the meeting was adjourned at 8:13 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.