Village Council Workshop

Village of Wellington 12300 Forest Hill Blvd Wellington, FL 33414 Action Summary - Final Thursday, May 22, 2014 3:00 PM Village Hall Village Council Workshop Bob Margolis, Mayor John Greene, Vice Mayor Matt Willhite, Councilman Howard K. Coates Jr., Councilman Anne Gerwig, Councilwoman Village Council Workshop Action Summary - Final May 22, 2014 1. CALL TO ORDER In Mayor Margolis’ absence, Vice Mayor Greene called the meeting to order at 3:00 pm. 2. REVIEW OF COUNCIL AGENDA Mr. Schofield presented the Agenda for May 27th Council Meeting for discussion and review. A. 14-379 PRESENTATION OF A MAYOR’S RECOGNITION PROCLAIMING THE MONTH OF MAY, 2014 AS LYME DISEASE AWARENESS MONTH IN THE VILLAGE OF WELLINGTON Mr. Schofield presented the item. There were no recommended changes. B. 14-207 AUTHORIZATION TO NEGOTIATE A CONTRACT TO PROVIDE INSURANCE BROKERAGE SERVICES Mr. Schofield presented the item. Mr. Del La Vega explained the bidding process for this RFP and the requirement by the Florida League of Cities to use the Gehring Group for brokerage services. He, Mr. Riebe and Mr. Poag responded to Council’s questions and concerns regarding the League’s broker requirement and scoring of the candidates. Councilman Coates requested this item be taken off the Consent Agenda due to the difference in cost. Mr. Schofield indicated it would be moved to the Regular Agenda as item 8C. Councilman Coates wanted some discussion at Tuesday’s Council Meeting on PRIA and why there was such a difference between the $110,000 and $198,000 bids. He wondered how two competitive companies could be so far off, especially when the sister company was not in that range. Mr. Schofield thought that indicated an issue with understanding the contract. Mr. Barnes explained if the Village elected to stay with the League for coverage of the services they now provide and use a broker other than Gehring Group, additional dollars would be needed for an outside contract as the time and expertise provided by the current contract would not be available in-house. Vice Mayor Greene asked Mr. Barnes to provide an analysis of those costs before Tuesday’s Council Meeting. Councilman Coates believed they needed a good reason to justify paying 80% above the next lowest proposed contract or provider and wanted staff to explain Tuesday why Council should approve such a recommendation. C. 14-62 AUTHORIZATION TO RENEW A CONTRACT FOR THE SUPPLY AND DELIVERY OF TROPHIES, PLAQUES, AND MEDALS Mr. Schofield presented the item. There were no recommended changes. D. 14-335 AUTHORIZATION TO UTILIZE A GENERAL SERVICES ADMINISTRATION (GSA) CONTRACT AS A BASIS FOR PRICING Village of Wellington Page 1 Village Council Workshop Action Summary - Final May 22, 2014 FOR THE PURCHASE OF A NEW WEBSITE, DESIGN AND CONTENT MANAGEMENT SYSTEM Mr. Schofield presented the item. Mr. Silliman explained the current version and technology of their website management software was dramatically behind and needed upgraded. He and Ms. Yap answered Council’s questions regarding the advantages of the proposed website content management system. Councilman Coates liked that Wellintgon’s current website contained a lot of content. He thought streamlining was a good goal, but he did not want them to remove any information the residents were used to accessing. He asked that Council have input before any serious content was deleted. Ms. Yap indicated the content would not be taken away, as the issue was duplicate information in several places. E. 14-387 AUTHORIZATION TO AWARD A CONTRACT FOR THE CONSTRUCTION OF THE C-23 MULTIUSE PATH AND BRIDLE TRAIL Mr. Schofield presented the item. Councilman Coates requested this item be taken off the Consent Agenda. Councilwoman Gerwig wanted public input on this issue. Mr. Schofield indicated it would be moved to the Regular Agenda as item 8D. Mr. Riebe reviewed the projects and options of the bridle trails/paths that could be completed under this contract. He also replied to Council’s questions. Councilman Willhite thought option 1 would be the most difficult; option 2 would be more direct, quicker and easier; and option 3 was questionable as to which way they would go, north or south. Councilwoman Gerwig liked option 4, because it would give them two main paths into the horse show and not just one. She suggested they keep in mind the potential future purchase of the executive golf course. F. 14-349 RESOLUTION NO. R2014-29 (VILLAGE GREEN PARCEL 6 VACATION/ABANDONMENT) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL AND BOARD OF SUPERVISORS OF ACME IMPROVEMENT DISTRICT VACATING 382 SQUARE FEET (0.009 ACRE) OF A 10-FOOT WIDE WATER EASEMENT WITHIN PARCEL 6 OF THE VILLAGE GREEN MULTIPLE USE PLANNED DEVELOPED (2815 STATE ROAD 7); AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield presented the item. Mr. Riebe indicated this item was basically cleaning up the plat. There were no reocmmended changes. G. 14-61 RESOLUTION NO. AC2014-03 (LEASE AGREEMENT BETWEEN ACME INPROVEMENT DISTRICT AND J. ALDERMAN FARMS, INC. FOR THE K-PARK SITE) Village of Wellington Page 2 Village Council Workshop Action Summary - Final May 22, 2014 A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE ACME IMPROVEMENT DISTRICT, FLORIDA APPROVING THE LEASE FOR PROPERTY LOCATED ON THE CORNER OF STATE ROAD 7 AND STRIBLING WAY TO J. ALDERMAN FARMS, INC. FOR THE PURPOSE OF ORGANIC VEGETABLE FARMING AND AUTHORIZING THE PRESIDENT AND BOARD SECRETARY TO EXECUTE THE LEASE AGREEMENT; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield presented the item. He reviewed the significant changes in staff processes and answered Council’s questions. There were no recommended changes. H. 14-388 RESOLUTION NO. R2014-28 (TENNIS CENTER MANAGEMENT AND MAINTENANCE AGREEMENT) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL APPROVING RENEWAL OF AN EXISTING CONTRACT WITH CHEATHAM, INC. TO PROVIDE TENNIS CENTER MANAGEMENT AND MAINTENANCE SERVICES; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield presented the item. Mr. Barnes reviewed the proposed changes to Mr. Cheatham’s contract. Mr. Poag responded to Council’s inquiries regarding the financials for the Tennis Center. Councilman Coates questioned some line items on the annual P&L related to Mr. Cheatham and the Tennis Center. He asked where the $110,000 paid to Mr. Cheatham for maintenance was reflected in the P&L. Mr. Poag stated the $110,000 was included in his sales revenue of $579,213.51. Councilman Coates stated he was skeptical because the service revenue was $55,000, one half of $110,000. He wanted to understand if the service revenues matched the maintenance costs, because the contract states they should be $110,000. He said if it is the same, $55,000 is under reported as the service revenues are supposed to match the $110,000. He asked what was related to the $55,000. Mr. Poag stated based on their review, the $55,000 for service revenue was income from passes and the services Mr. Cheatham provides. Councilman Willhite thought it would seem more logical for Mr. Cheatham’s accountant to separate the line item of $110,000 from the sales revenue category. Mr. Poag stated they could ask him to do that. Councilman Coates stated the tennis court maintenance was supposed to be $110,000, as indicated in paragraph 6 for maintenance. However, tennis court maintenance shows $47,344, which again is close to the $55,000 number. He indicated the numbers gave him a cause for concern. Councilman Coates recalled Mr. Cheatham’s anticipated compensation was to be $80,000 or $90,000 when his contract was initially approved and rqeusted a breakdown of Mr. Cheatham’s salary. Village of Wellington Page 3 Village Council Workshop Action Summary - Final May 22, 2014 Councilman Coates said he wanted the public to know they were asking the hard questions, even though they might not like the answer or ultimate decision. Mr. Poag stated they would have those answers for him on Tuesday. I. 14-389 AUTHORIZATION TO CONTINUE WITH THE DEVELOPMENT OF THE 40TH STREET PROJECT USING THE ALIGNMENT PROPOSED BY THE DEVELOPER Mr. Schofield presented the item. Mr. Riebe reviewed the maps he provided to Council as well as the history and conditions related to Grand Prix Village. He answered Council’s questions regarding the current issues, bridle trails and abandonments involved with this project. Ms. Cohen responded to the legal inquiries and the abandonment of right-of-ways for the construction of the roadway. She mentioned there was a section of their code that addressed abandonments and the requirement of a privilege fee, which would have to be discussed at some point as it was 80% of the value. There were no recommended changes. 3. WORKSHOP 4. ATTORNEY'S COMMENTS Ms. Cohen indicated they were just served with a lawsuit from Palm Beach Polo with respect to the Big Blue Preserve. She stated they were seeking an injunction and declaratory relief as to whose obligation it is to maintain, preserve, and hydrate the area. 5. MANAGER COMMENTS • Mr. Schofield stated he met with the residents who live along the C16A canal. He said the meeting was not as contentious as it could have been. He indicated, based on the meeting, he was scheduling it for discussion at the June 10th Council Meeting. He noted staff’s recommendation was not going to change. Councilwoman Gerwig wanted staff to show the exact equipment they would use and explain the need for 25 feet. Mr. Schofield stated they needed to dredge the 2 ½ feet of silk at the bottom of the canal and remove the vegetation with a small barge. He said the cleaning of the canal would be done by equipment from the side that required 20 to 25 feet to operate. He indicated the information would be posted on the website and Council would be provided with the information to review beforehand. • Mr. Schofield indicated they sent a notice to Equestrian Village stating their Equestrian Master Plan is in effect, but they had not complied with submitting a final site plan or providing a perimeter road. He stated they could exercise their uses by right until they complied. He believed the compliance issues were easily resolvable and would be taken care of within two weeks. Councilman Coates asked if it was going smoothly as they have had issues in the past. Mr. Schofield stated it looked that way. He said part of the master Village of Wellington Page 4 Village Council Workshop Action Summary - Final May 22, 2014 plan approval required a fence and an Areca Palm hedge. He indicated staff would probably tell Council the Areca Palms do a good job and there was no reason to install a fence beside them. Vice Mayor Greene questioned the status of the code violations on the site and asked what would happen if they submitted an application for a special use permit. Mr. Schofield stated they had come a long way towards resolving the code violations. He indicated the ordinance was being processed, but they have not applied it yet because it has not been adopted. • Mr. Schofield indicated traditionally Village parks have been closed on holidays because of vandalism; however, Village Park and Olympia Park would be open Memorial Day. He said the gym would be closed and there would be no organized activities. • Mr. Schofield stated bicycle and pedestrian safety was an issue reported in the papers lately. He said there was a tweet on slaughter.com about the thirteen lanes of traffic pedestrians have to cross on State Road 7 that appeared on Wellington’s twitter page. He indicated staff would respond to the tweet, but the Village did not control that roadway at Forest Hill and 441. 6. COUNCIL COMMENTS Vice Mayor Greene stated he met with Gary Fellers of Polo Gear. He believed Mr. Fellers was involved with some leases at Polo West and was trying to clean up some of the bad history. He was told an application was submitted to the Village months ago for a special event taking place May 31st. Vice Mayor Greene asked if Council needed to approve the special use permit or if staff could handle it administratively. Mr. Stillings indicated it would be handled administratively. He said as of this afternoon the applicant had paid all of their BTR fees. He confirmed the Village had received the application for a special permit and they were awaiting additional information, but it should be processed next week. Vice Mayor Greene thought these kinds of events benefited the community, so whatever staff could do to make sure it happened would be great. Mr. Stillings acknowledged his request. Village of Wellington Page 5