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HomeMy WebLinkAboutMinutes_Workshop_06/04/2018 MINUTES VILLAGE OF TEQUESTA WORKSHOP June 4, 2018 � 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 Tom Paterno, Council Member Vince Arena, Council Member Laurie Brandon and Council Member Kristi Johnson. Staff left the meeting at 6:01 P.M. 1. Discussion on Public Works Sidewalk Project Mr. Keith Davis, Village Attorney reminded Council of the public participation rules and read them aloud, so there was no misunderstanding amongst meeting attendees. Vice Mayor Paterno asked if staff would be available to speak and Mayor Brennan answered that staff would not be present. Vice Mayor Paterno believed the proceedings were unethical due to staff not being available for questions, and as a result, stated he would not be able to participate. Vice Mayor Paterno left the meeting at 5:05 PM. Mr. Darrell Pastuch, a resident at 391 Riverside Drive, distributed a hand-out to Council. He believed that the sidewalk project was done incorrectly between Seabrook Drive and Tequesta Drive. He questioned why Mr. Rudy Smith, Assistant Utility Director and Civil Engineer, was not consulted on this project. He offered a comparison of the north side of Tequesta Drive and noted that it looked beautiful. Mr. Pastuch further pointed out that there was now a drain, located in a residents driveway, however there was no swale installed within the sidewalk project to ensure proper drainage. Mr. Pastuch read a portion of a letter he had received from Village Attorney Davis, regarding the sidewalk project and responded in disagreement that the sidewalks were inspected and permitted per the Florida Building Code. He further recalled a conversation he had with Mr. Jose Rodriguez, Village Building Director, who at the time, had stated the project had never been inspected. Mr. Pastuch also disagreed with Attorney Davis' correspondence which declared the project a success, as he believed the sidewalks would need to be ripped out in order to properly install swales and stormwater drainage. Mr. Pastuch referenced the master contract with R�D Paving, (top paragraph, number 2 highlighted) "setting forms". He indicated that he had repeatedly asked staff from the Village to inspect the concrete, however, no one had done so. Mr. Pastuch further stated that Council Member Arena told him there was 6 inches of concrete, however, he believed there was only 3.5 inches. Village Council Workshop Minutes June 4, 2018 Page 2 Mr. Pastuch referenced a third document for Council to examine. He notated the section which contained the wording "Mr. Couzzo you have requested info regarding the above referenced permits for the sidewalk project on the south side of Tequesta Drive between Seabrook Road and Country Club Drive.." He continued, "The permits have been issued, finalized, in accordance with the cont�actual requirements and the Florida Building Code....a signed contract was provided as part of the RFP reveiw". Mr. Pastuch continued to inform Council that the project was completed during the first week of January, 2018, yet Mr. Rodriguez did not get out to inspect the project until April 18, 2018. Furthermore, Mr. Pastuch revealed that Mr. Rodriguez inspected the area, which encompassed Portal Drive, Pointe Drive and Country Club drive, in an attempt to smooth the issue over, to show he had inspected the entire project at the same time. Mr. Pastuch reminded Council that he had been voicing his concerns all the while, and had asked for payment to be delayed due to all the concerns, yet the Village went ahead and paid the contractor $163,000 dollars. Mr. Pastuch requested that Council examine the $163,000 dollar Purchase Order document. On page finro, he observed the mobilization fee of$750 with letters A and B, which indicated the removal of sidewalk, at a value of $132,750. He reaffirmed the fact that asphalt was removed, not concrete. He stressed to Council the fact that asphalt removal was much easier and less expensive than concrete removal. Mr. Pastuch noticed that the other contract, priced at $113,000 was written the same way. He remarked that there was one section near the church, where there was 6 inches of concrete installed. He reiterated that the swale project should have been done first, as it would now need to be ripped up and redone. Mr. Pastuch, read to Council, portions of the master contract pricing list and pointed out that the actual job performed involved much less labor and concrete than the contract specified. Mr. Pastuch asked Council why Mr. Doug Chambers, Director of Public Works, was involved with the oversight of this project, when there was a civil engineer on staff, who would be much more suitable for this type of job. Mayor Brennan advised that she would direct Village Manager Couzzo to meet with staff and address all of Mr. Pastuch's concerns. She reaffirmed that the entire Council was interested in obtaining answers on the questions that Mr. Pastuch presented. Village Manager Couzzo returned to the meeting. 2. Council Discussion on Golf Cart Report Village Police Chief Gus Medina provided a report to Council regarding golf cart statistics and safety. Council Member Brandon relayed that she had received some feedback from residents with concerns about speed and traffic safety. Council Member Arena commented that he had heard concerns on the age of kids driving the carts in addition to golf carts permitted to drive on Tequesta Drive. He believed that many people were already using golf carts on side streets within the Village. The history of golf carts within Village Council Workshop Minutes June 4, 2018 Page 3 the Village was discussed and Chief Medina informed Council that golf carts were supposed to drive on the road only, and not the sidewalk. Village Police Lieutenant James Pike, recalled many years ago the only roads designated for golf carts within the Village were located within Tequesta Country Club, Bay Harbor and BayView neighborhoods. Golf Carts travelling on Tequesta Drive were not permitted. Mr. Darrell Pastuch commented that the golf carts should have flags installed on them in order to offer visibility to other vehicles. Mr. Jim Tursi, 104 Yacht Club Place, remarked on golf cart speed and bicycles on the road with other traffic. He further commented that he would be interested in having his voice heard on Council matters. Mayor Brennan explained that the Workshop Meetings were not "action meetings" and as a result, the public did not frequent these meetings as often. She further explained that the Regular Council Meetings were the place to voice an opinion as everyone received 3 minutes to address Council if they desired to do so. Mr. Tursi clarified that he was searching for an avenue to communicate with Council and have questions answered. Mayor Brennan advised reaching out to Council Members on an individual basis. Council agreed to table the discussion on golf carts until further input was available. 3. Discussion on Village Manager Hiring Process Ms. Merlene Reid, HR Director and Assistant Village Manager, had given Council 3 different choices on how to proceed with the hiring process. Council Member Brandon opined that she would like to go with option number 2, and asked for a list illustrating which applicants were denied and the reasoning behind the determination. Mayor Brennan thought it would be advisable to have Ms. Reid remove the applicants that did not meet the minimum requirements. Ms. Reid offered to create a spreadsheet with qualifications for Council to review. She further explained the selection tools involved in the hiring process, which included a writing exercise, interview, and a multi-leveled background check. Costs would include background checks, which could cost approximately$1600 per applicant as well as travel expenses. Council Member Johnson asked to see the list of qualified applicants vs disqualified applicants, in addition to all of the resumes. Assistant Village Manager Reid suggested Council review the resumes and applications, and then supply her with a ranking for each qualified applicant. Ms. Reid would then apply a writing exercise, and the results would go back to Council for assessment and a second ranking. Council would determine (at a later date)whether the new hire would overlap with the current Village Manager. The advertisement for a new Village Manager would be placed within the following publications/websites: The International City Managers Association, Florida League of Cities, Village of Tequesta, Indeed, Glass Door, local newspapers, notice boards, National League of Cities and Government Jobs.com. Council advised Ms. Reid to start the search for a Village Manager as soon as possible. Mayor Brennan informed Council of her conversation with Palm Beach County Commissioner, Mr. Hal Valache, regarding the Tequesta Park signage and his suggestion that it clearly indicate its' status as a county park. Village Council Workshop Minutes June 4, 2018 Page 4 Additionally, Mayor Brennan spoke briefly of annexation pockets within the Village. She asked Council for support in going forward to establish a dialog with the County Commissioners to re-open the discussion. Mayor Brennan announced the Workshop Meeting adjourned at 7:17 P.M. Respectfully submitted, ���. � 1 eu;�:a�-� 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.