Village Council Workshop

Village of Wellington 12300 Forest Hill Blvd Wellington, FL 33414 Action Summary - Final Monday, January 11, 2016 3:00 PM Village Hall Village Council Workshop Bob Margolis, Mayor John Greene, Vice Mayor Matt Willhite, Councilman Anne Gerwig, Councilwoman John T. McGovern, Councilman Village Council Workshop Action Summary - Final January 11, 2016 1. CALL TO ORDER CALL TO ORDER - Mayor Margolis called the meeting to order at 3:00 p.m. 2. REVIEW OF COUNCIL AGENDA Mr. Schofield presented the Agenda for the January 12th Council Meeting for discussion and review. A. 15-975 A PROCLAMATION OF THE VILLAGE COUNCIL OF WELLINGTON, FLORIDA RECOGNIZING HOWARD TRAGER ON HIS RETIREMENT FROM THE WELLINGTON SENIORS CLUB AND FOR HIS YEARS OF DEDICATION AND SERVICE TO THE VILLAGE OF WELLINGTON Mr. Schofield introduced the item. This item is to present Howard Trager with a proclamation expressing gratitude and appreciation for his years of leadership, service and dedication to the Wellington Seniors Club and to the Village of Wellington. There were no changes recommended. B. 15-945 MINUTES OF THE REGULAR WELLINGTON COUNCIL MEETING OF DECEMBER 8, 2015 AND THE SPECIAL COUNCIL MEETING OF DECEMBER 17, 2015 Mr. Schofield introduced the item. This item is for the approval of the Minutes of the Regular Wellington Council Meeting of December 8, 2015 and the Special Council Meeting of December 17, 2015. There were no changes recommended. C. 15-485 AUTHORIZATION TO RENEW EXISTING CONTRACTS FOR SUPPLY, DELIVERY AND INSTALLATION OF LANDSCAPE MATERIALS Mr. Schofield introduced the item. This item is for the authorization to renew existing contracts for supply, delivery, and installation of native plants, aquatic plants, trees, shrubs, and groundcover for various locations, Village-wide on an as-needed basis in the amount of approximately $48,000 annually. There were no changes recommended. D. 15-487 AUTHORIZATION TO AWARD CONTRACTS FOR PLANNING, ZONING AND BUILDING INSPECTION SERVICES Mr. Schofield introduced this item. This item is for the authorization to award a primary contract to C.A.P. Government, Inc. as a primary awardee and M.T. Causley, Inc. and GFA International, as secondary awardees, to provide planning, zoning and building inspection services in the amount of $70,000 annually. Mr. Schofield explained that the times that inspection services were needed Village of Wellington Page 1 Village Council Workshop Action Summary - Final January 11, 2016 was when staff was on vacation or when certain expertise was necessary. Councilwoman Gerwig asked for the types of services that staff was not able to handle in-house. Mr. Schofield explained that contracted inspectors have been used in the past for very high-end inspections; i.e. electrical or structural inspections. Mr. Barnes explained that in the past the inspections for the specialty mechanical service at the hospital were contracted out. There were no changes recommended. E. 15-845 AUTHORIZATION TO UTILIZE A SCHOOL DISTRICT OF PALM BEACH COUNTY CONTRACT FOR THE INSTALLATION OF A NEW CHILLER AT VILLAGE PARK GYM Mr. Schofield introduced this item. This item is for the authorization to utilize School District of Palm Beach County contract #16C-7T with Precision Air Systems, Inc., as a basis for pricing, for the installation of a new chiller at Village Park Gym at a cost of $124,447.00. Mr. Barnes presented the item and explained that the replacement was for the older chiller that was installed in 1998 located at the Village Gym. The manufacturer’s life expectancy was eight to twelve years but staff expects to obtain a life expectancy of more than ten years with the new chiller. Councilwoman Gerwig asked if local preference vendor specification was applicable with the bid. Mr. De La Vega explained that the local preference vendor specification was not applicable since staff was using the Palm Beach County contract as a piggy-back. The vendor that was selected happened to be a Western Community vendor that has been used by the Village in the past. There were no changes recommended. F. 15-846 AUTHORIZATION TO AWARD A CONTRACT FOR THE POTABLE WATER STORAGE TANK #1 REPAIRS Mr. Schofield presented the item. This item is for the authorization to award a contract to Crom Engineering & Construction Services for the Potable Water Storage Tank #1 Repairs in the amount of $31,993.00. In reply to Councilman Willhite’s question as to which tank needed to be repaired, Mr. Riebe explained that the tank was located at the water plant and was built in 1974 and was a 250 gallons ground storage tank. There were no changes recommended. G. 15-902 AUTHORIZATION TO UTILIZE AN EXISTING ASPHALT, MILLING AND RESURFACING CONTRACT FOR PAVEMENT REPAIRS AT GREENVIEW SHORES BOULEVARD Mr. Schofield introduced the item. This item is for the authorization to utilize annual asphalt, milling and resurfacing contract #009-15/DZ with Ranger Construction for pavement repairs at Greenview Shores Boulevard at an estimated cost of $55,000. Village of Wellington Page 2 Village Council Workshop Action Summary - Final January 11, 2016 There were no changes recommended. H. 15-939 AUTHORIZATION TO APPOINT AN ALTERNATE SELECTION COMMITTEE FOR THE TENNIS CENTER MANAGEMENT AND MAINTENANCE REQUEST FOR PROPOSALS (RFP) SOLICITATION Mr. Schofield introduced the item. This item is for the authorization to appoint the Parks and Recreation Advisory Board (PRAB) as an alternate selection committee for the Tennis Center Management and Maintenance RFP solicitation. Mr. Barnes explained that once the RFP was sent out, if the PRAB was selected by Council to be the selection committee they would be subject to a cone of silence until the contract was awarded. Mr. Schofield said that staff wanted to commence the RFP solicitation before the end of the current week. Councilwoman Gerwig asked who was currently on the Selection Committee. Mr. Barnes stated that the current Selection Committee members were: Ms. Quickel, Mr. Riebe, Mr. Basehart and two departmental user representatives. Mr. Schofield stated that one of the two departmental representatives could be Mr. DeLaney; however, he was not sure who the other representative was. Mr. Barnes said that the other representative could be Mr. Piconcelli or Mr. Hagopian. Councilman Willhite said that the staff members that were named were very good employees but Council chooses the advisory board members for their expertise; however, they do not utilize them enough. He explained that he has advocated for the Boards in the past and would continue to advocate for them. He said the Village needed to utilize them for issues similar to the agenda item that they were discussing. Mr. Schofield explained that Council had three choices for the Selection Committee; 1) Staff; 2) Council; 3) and his selection was PRAB; however, he was seeking Council direction. There were no changes recommended. I. 15-922 RESOLUTION NO. R2016-04 (15855 BARNSTORMER COURT VACATION / ABANDONMENT) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL, VACATING A 12 FOOT UTILITY EASEMENT, APPROXIMATELY 2,720 SQUARE FEET, LOCATED BETWEEN THE UNIFIED PROPERTIES OF LOTS 1 AND 2, BLOCK 19 OF WELLINGTON AERO CLUB OF THE LANDINGS AT WELLINGTON, PUD (15855 BARNSTROMER COURT); AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced this item. This item is for the approval of Resolution No. 2016-04 to abandon/vacate a 12 foot utility easement, approximately 2,720 square feet, located between the unified properties of Lots 1 and 2, Block 19 of Wellington Aero Club of the Landings at Wellington, PUD. Village of Wellington Page 3 Village Council Workshop Action Summary - Final January 11, 2016 Mr. Basehart presented the item. He explained that staff was recommending two standard conditions and the easement was a drainage easement and not a utility easement. Vice Mayor Greene asked if there were building plans for construction within the easement. Mr. Basehart explained that construction would be over the area and indicated that the site plan was located on page 256. Vice Mayor Greene asked if the easement was recorded with the County. Mr. Riebe replied affirmatively and explained that the applicant agreed to an agreement that states that the easement needed to be recorded and be part of public records and assigned to both properties. There were no changes recommended. J. 15-923 RESOLUTION NO. R2016-05 (14194 AND 14248 EQUESTRIAN WAY VACATION / ABANDONMENT) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL, VACATING A 12 FOOT UTILITY EASEMENT, APPROXIMATELY 2,789 SQUARE FEET, LOCATED BETWEEN THE UNIFIED PROPERTIES OF LOTS 5 AND 6, BLOCK 81 OF SADDLE TRAIL PARK AT WELLINGTON, PUD (14194 AND 14248 EQUESTRIAN WAY); AND PROVIDING AN EFFECTIVE DATE Mr. Schofield introduced this item. This item is for the approval of Resolution No. R2016-05 to a 12 foot utility easement, approximately 2,789 square feet, located between the unified properties of Lots 5 and 6, Block 81 of Saddle Trail at Wellington, PUD. Mr. Basehart presented the item. He explained that staff was recommending the same recommendation and conditions as the prior agenda item and all of the utility companies have sign off. There were no changes recommended. K. 15-966 RESOLUTION NO. R2016-09 (SADDLE TRAIL PARK SOUTH BOND ISSUANCE) A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF WELLINGTON, FLORIDA INITIALLY AUTHORIZING THE ISSUANCE IN ONE OR MORE SERIES OF NOT EXCEEDING $5,820,000 BONDS OF THE VILLAGE TO FINANCE THE COST OF IMPROVEMENTS WITH RESPECT TO THE SADDLE TRAIL PARK (SOUTH) NEIGHBORHOOD IMPROVEMENT PROJECT; PROVIDING THAT SUCH BONDS SHALL BE PAYABLE FROM SPECIAL ASSESSMENTS LEVIED BY THE VILLAGE PURSUANT TO RESOLUTION NO. R2015-89 ON CERTAIN PROPERTY AS DESCRIBED THEREIN, LAWFULLY AVAILABLE REVENUES OF THE VILLAGE NOT DERIVED FROM AD VALOREM TAXATION AND CERTAIN OTHER MONIES AS PROVIDED HEREIN; Village of Wellington Page 4 Village Council Workshop Action Summary - Final January 11, 2016 PROVIDING FOR THE RIGHTS, SECURITIES, AND REMEDIES FOR THE OWNERS OF SUCH BONDS; PROVIDING FOR THE CREATION OF SPECIAL FUNDS AND ACCOUNTS; MAKING CERTAIN COVENANTS AND AGREEMENTS IN CONNECTION THEREWITH; REPEALING RESOLUTION NO. 2015-88; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced this item. This item is for the approval of Resolution No. R2016-09 authorizing the issuance of bonds, not exceeding $5,820,000, for the Saddle Trail Park (South) Improvement Project and providing he framework for the bond issuance. Ms. Quickel presented the item. She explained that staff was in the financing phase of the project and the trustee requirement was removed from the bond resolution along with the debt service reserve fund requirement and staff was planning to finance the project as a bank loan. She stated that the cost for the project was below $10,000,000 and a fifteen year term loan could be used to finance the amount. The property owners would be assessed but if there was a failure to pay, the Village would guarantee the amount with the covenant to budget and appropriate which was provided in the debt policy. The debt would be backed by all lawfully governmental revenues except the ad valorem taxes. Furthermore Ms. Quickel said since the loan was not as credit worthy as a general obligation bond, there was not a requirement for a referendum and the savings were significant. Initially the cost for the project fund was over $5.4 but when Mr. Riebe received the construction bid prices the cost changed to approximately $4.6 to $4.7. The current estimates have been reduced from the original estimates that were $8.6 to $9.5 with a straight bond and 6.5% interest rate compared to the new interest rate of 3%. The total debt was dropping from $8.6 to $9.5 to $6.0 which was a tremendous savings for the residents and the financial phase of the project would be finalized by the end of March 2016. Staff would keep Council apprised of any changes and the outcome. Councilman McGovern asked the red-lined version of the revisions that were made. Ms. Quickel stated that she would provide Council with the red-lined revisions. Vice Mayor Greene asked if the residents were notified of the changes. Ms. Quickel explained that as soon as the financial amounts were finalized, staff would inform the residents. Councilwoman Gerwig said that she recalled that the amount of the neighborhood improvement project would be approximately $53,000 per acre and asked for the new cost per acre. Ms. Quickel explained that the total annual debt assessment was $430,470 a year and with the current change the approximation was $400,000 a year. Mr. Riebe said that the assessment would be $21,000 an acre and a two and a half acre property would be $52,000 which was 20% less from the initial amount. Ms. Quickel said that she would provide Council with the projected amount per acre and explained that the term was reduced from 20 years to 15 years. Vice Mayor Greene asked if the price quote for the 120th Street project had changed. Mr. Riebe explained that the design was 80% complete and staff planned to start the bid process on February 21st and the project should be completed by Thanksgiving with a cost of $1.8. Village of Wellington Page 5 Village Council Workshop Action Summary - Final January 11, 2016 Vice Mayor Greene asked for a spreadsheet that would indicate the cost per property owner in order to provide the good news to the residents. Ms. Quickel reiterated that another mailing with detailed information would be sent to each resident during the spring time after the validation process regarding the project and the cost involved. Councilwoman Gerwig indicated that the amount that was to be assessed would not include the individual cost to obtain the water service lines and other services and would not be included in the spreadsheet requested. Ms. Quickel said that she would provide Council with the information. Mayor Margolis indicated that the reduction was very good news for the residents to hear because there was misinformation and many of the residents thought that the cost of the project was millions of dollars higher. There were no changes recommended. L. 15-974 RESOLUTION NO. R2016-10 (AGREEMENT WITH PROPERTY APPRAISER REGARDING NON-AD VALOREM ASSESSMENTS FOR SADDLE TRAIL PARK SOUTH IMPROVEMENT PROJECT) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL APPROVING AN AGREEMENT BETWEEN GARY R. NIKOLTIS AS PALM BEACH COUNTY PROPERTY APPRAISER AND VILLAGE OF WELLINGTON FOR THE COLLECTION OF NON-AD VALOREM ASSESSMENTS FOR THE SADDLE TRAIL PARK SOUTH NEIGHBOROOD IMPROVEMENT PROJECT. Mr. Schofield introduced this item. This item is for the approval of Resolution No. R2016-10 approving the agreement between the Village of Wellington and Gary R. Nikolitis, Palm Beach County Property Appraiser, for their services relative to the collection of non-ad valorem assessments for the Saddle Trail South Improvement project. Councilwoman Gerwig asked if the fee of $150 was per lot. Ms. Quickel said that the fee was a yearly fee for all of the lots. There were no changes recommended. M. 15-924 ORDINANCE NO. 2015-13 (FISCAL YEAR 2015/2016 CAPITAL IMPROVEMENT ELEMENT UPDATE) AN ORDINANCE OF WELLINGTON, FLORIDA’S COUNCIL, UPDATING THE WELLINGTON COMPREHENSIVE PLAN BY INCORPORATING THE ANNUAL REVIEW AND REVISIONS TO THE CAPITAL IMPROVEMENTS ELEMENT TO REFLECT THE 2015/2016 THROUGH 2020/2021 FIVE YEAR CAPITAL IMPROVEMENT PLAN FOR LEVEL OF SERVICE PROJECTS; AND UPDATING THE SCHOOL DISTRICT OF PALM BEACH COUNTY CAPITAL IMPROVEMENT SCHEDULE; PROVIDING FOR CONFLICT AND SEVERABILITY; AUTHORIZING THE MANAGER TO UPDATE THE COMPREHENSIVE PLAN; AND PROVIDING FOR Village of Wellington Page 6 Village Council Workshop Action Summary - Final January 11, 2016 AN EFFECTIVE DATE. Mr. Schofield introduced this item. This item is for the approval of Ordinance No. 2015-12 updating the Capital Improvement Element (CIE) Schedule for Level of Service Improvements for Fiscal Years 2015/2016 to 2020/2021 (Table CIE 1) and the School District of Palm Beach County Capital Improvement Schedule (Table CIE 2) Located in the Capital Improvement Element of Wellington’s Comprehensive Plan. Mr. Basehart presented the item and explained that it was the second reading and the item was of a reporting project nature. Vice Mayor Greene asked if any of the projects come in under budget, would the funds be placed in the general fund. Mr. Basehart replied affirmatively and said that if there were any changes in the programs during the following year the same procedure would be followed. There were no changes recommended. N. 15-937 ORDINANCE NO. 2016-02 (CHANGES TO CHAPTER 18 OF WELLINGTON CODE OF ORDINANCES) AN ORDINANCE OF THE VILLAGE COUNCIL OF THE VILLAGE OF WELLINGTON, FLORIDA RELATING TO BUILDING CODES AND THE ADOPTION OF THE FLORIDA BUILDING CODE 5th EDITION (2014) AS REQUIRED BY STATE STATUTE; ADOPTING A LOCAL ADMINISTRATION SECTION AS PROVIDED FOR IN THE STATE BUILDING CODE BASED UPON THE BUILDING CODE ADVISORY BOARD OF PALM BEACH COUNTY MODEL AND BUILDING OFFICIALS ASSOCIATION OF FLORIDA MODEL; AMENDING SEC. 18.31 (1), (2) AND (3) REGARDING THE ADOPTION OF THE GROUP OF CODES KNOWN AS FLORIDA BUILDING CODE 5Th EDITION (2014), INCLUDING THE: BUILDING, RESIDENTIAL, EXISTING BUILDING, ACCESSIBILITY, MECHANICAL, PLUMBING, FUEL GAS, ENERGY, NATIONAL ELECTRICAL CODE, THE FLORIDA FIRE PREVENTION CODE AS AMENDED BY PALM BEACH COUNTY, INTERNATIONAL PROPERTY MAINTENANCE CODE; REPEALING AND READOPTING SEC. 18.32, WELLINGTON BUILDING CODE ADMINISTRATIVE CODE, IN ITS ENTIRETY; AMENDING SEC. 18.33 AMENDMENTS TO THE FLORIDA BUILDING CODE TO REFERENCE THE CHANGED SECTION REFERENCES OF THE STATE BUILDING CODE AND ADOPTING WINDSPEED MAPS; PROVIDING FOR CODIFICATION; PROVIDING AN ADOPTION DATE; PROVIDING A CONFLICTS CLAUSE; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced this item. This item is for the Adoption of Ordinance No. 2016-02 adopting The Florida Building Code 5th Edition (2014) and amending the Administrative provisions of the Building Code. Staff recommends approval to repeal the current language contained within Chapter 18 Wellington Code of Ordinances in its entirety and insert the attached language currently titled “Amendments to the Florida Building Code 5th Village of Wellington Page 7 Village Council Workshop Action Summary - Final January 11, 2016 Edition (2014) Chapter 1 Administration. Mr. Tomasik presented the item. He explained that the Village was using the 2010 Building Codes and currently has adopted the 2014 Building Codes which was known as the Fifth Edition along with revising Chapter 1 of the Florida Statutes, and codes for mechanical, gas, plumbing and the change to the 2011 codes which was an extensive change for staff who have undergone extensive training. Vice Mayor Greene asked if staff would be communicating with the contractors on a proactive manner to advise them of the changes to the building code. Mr. Tomasik indicated that the codes were changed by the state legislators and were well known to the contractors but the changes have been advertised on the Village’s website which additionally includes maps of the wind loads. Mr. Schofield explained that the Village does not heavily advertise the change to the building code because contractors are required to maintain their state license annually and the update to the code was part of the their annual training. Furthermore, Mr. Schofield stated that the Village requires the building inspectors to remain current with the current codes along with being licensed by the state and inspections by the CRA and ISO which included a series of checks to make sure that everyone is up to date on the codes. The Village’s building inspectors are the most heavily trained individual outside of the other outside professions. Councilman McGovern asked if there were any code changes made by the Village. Mr. Schofield replied affirmatively and explained that there were minor changes made to Chapter 1. Mr. Tomasik indicated that some of the changes that were made by the state were located on page 373: Existing mechanical equipment and page 376 Public swimming pools. He explained that on page 378 regarding Emergency Repairs, the Village revised the language to add: in person or via email or voice mail and page 398 Affidavit for inspection. Vice Mayor Greene asked how the Village would alert the contractors of the code revisions made by the Village. Mr. Tomasik explained that the contractors are trained to expect local amendments for each municipality to Chapter 1 of the Florida State Building Code adopted by the legislator and the changes made by the Village were the same throughout Palm Beach County. All local changes are uploaded to the state records. There were no changes recommended. O. 15-795 AUTHORIZATION TO AWARD NEGOTIATED CONTRACTS FOR WATER AND WASTEWATER TREATMENT ENGINEERING AS WELL AS WATER DISTRIBUTION, WASTEWATER COLLECTION, PAVING, GRADING AND DRAINAGE ENGINEERING Mr. Barnes introduced this item. This item is for the authorization to award negotiated contracts with Arcadis RMA, Carollo Engineers, Inc. and Kimley Horn and Associates, Inc. for water and wastewater treatment engineering and Keshavarz and Associates, Inc., Kimley Horn and Associates, Inc., Mock Roos ad Associates, Inc., and The Wantman Group, Inc. for water distribution, wastewater collection, paving, grading and drainage engineering. Village of Wellington Page 8 Village Council Workshop Action Summary - Final January 11, 2016 Mr. Barnes presented the item. He indicated that in October staff provided the information with the recommended firms for the project based on the Selection Committee’s evaluation, proposals and interviews and based on Council’s approval the staff negotiated the rates with the short listed firms. The scope of work was of a general nature and the negotiations included task by task selection and work order basis. Mayor Margolis asked why three firms were selected for the water treatment while four firms were selected for the wastewater treatment. Mr. De La Vega explained that on the second part; the wastewater distribution, wastewater collection there was a tie for third place and the committee recommended selecting four firms. Mayor Margolis asked if staff reviews the rate schedules when deciding which firms are going to be used. Mr. Barnes explained that staff does not necessarily select the firm because of the rates because the firms were listed on a rotating basis and task order. He indicated that rarely if ever, does staff issue a time and material task work order which includes a lump sum work orders. He explained that staff selection was also based on the complexity of the work and the work effort required. Furthermore Mr. Barnes explained if the cost was not acceptable to staff the cost would be negotiated and if negotiations fail, staff would then select a different firm. Councilwoman Gerwig said that she was not sure if she had conflicts with any of the firms listed as being awarded the contracts and would have to recuse herself but she would check her records and advise Council the following night. There were no changes recommended. 3. WORKSHOP None. 4. ATTORNEY'S COMMENTS None. 5. MANAGER COMMENTS Mr. Schofield had nothing to report. Mr. Barnes explained that a request was received from the American Cancer Society for the Relay for Life event for the authorization of the use of the soundstage for their event that occurs in Wellington. The current request was the same request as in prior years and they were seeking Council’s consensus. He said that the American Cancer Society would pay for the towing of the sound stage to Palm Beach Central High School. Council consensus was to provide the American Cancer Society with the soundstage for the Relay for Life event to be located at Palm Beach Central High School. Village of Wellington Page 9 Village Council Workshop Action Summary - Final January 11, 2016 Mr. Barnes stated that a request was received from the Wellington Film Festival to provide a presentation during the Public Comment section of the meeting and meet with Council to explain the nature of the festival and invite everyone to attend the event. Mayor Margolis asked who the principles were. Mr. Barnes said that he met with the gentleman who is a teacher at Palm Beach Lakes High School and lives in Olympia. During the prior year, the Film Festival was held at the Wellington 8 Theatre; however they discussed the possibility of using the Amphitheatre if the festival is a community-based program especially since this is a free the event. Mr. Barnes explained that their request was received before the agenda deadline. Councilwoman Gerwig said that during the prior year, she contributed a donation and attended the festival. She explained that the program was very student driven and the group filmed portions of their work at Section 24 and at the Veterans Park in Royal Palm Beach and other sources. Mr. Barnes explained that the organization looked for sponsors; however, they were only requesting to make a public service announcement, and not asking the Village to underwrite anything. Councilwoman Gerwig said that they wanted to engage and educate the kids and she had advised the organizer to contact Wellington Landings since they have a film program there. Council consensus was to have the Wellington Film Festival representative provide a presentation at the Council meeting the following night. Mr. Barnes said that he would contact them. 6. COUNCIL COMMENTS Councilman Willhite asked for an update regarding the Beautiful Wellington grants since he heard that even though it was the first quarter, there were no funds available and a resident was going to apply. Mr. Schofield explained that a large amount of residents applied for the grants early on and the majority of the budgeted amount would be entirely allocated to applicants. He said that he was not sure if all of the requests could be granted, but he would have Mr. Poag come before Council in March to discuss the allocation of additional funding. Councilwoman Gerwig asked Councilman Willhite if the grant money was needed for hedges. Councilman Willhite stated the residents were asking for the grant money for a wide range of items that were part of the Beautiful Wellington grant requirements. He explained that he did not like to see a program that was put place that was not adequately funded. Mr. Schofield explained that this was the first year that staff received so many applications. Councilman Willhite said that he understood the amount of applications received but he was addressing the issue because he does not want the program to be tarnished because of lack of funding. He asked for the amount that was funded, the amount that was projected, the current amount Village of Wellington Page 10 Village Council Workshop Action Summary - Final January 11, 2016 available and the amount of applications that were pending. He said that the Village was partnering with the residents and a solution was needed. Furthermore, Councilman Willhite said that the grant funding was up to $1500 per resident and since there were so many applications maybe a solution would be to give each resident half the amount so that they could all receive grant funding. Mr. Schofield said that staff would provide the information to Council via an administrative transmittal by the end of the current week. Councilman Willhite asked Ms. Cohen if she needed additional staff due to the large amount of litigation that was happening. Ms. Cohen replied that she had a bit of a backlog and would not need additional staff. Councilman Willhite asked if Council would be expecting a shade session soon to provide further direction on the items. Ms. Cohen said that a shade session could be scheduled for an overview but was not necessary because there were no issues that needed a strategy decision. However, once the preliminary motions pass to dismiss or summary judgment communication, then a shade session would be necessary. Mayor Margolis asked if only one subject could be discussed at each shade session. Ms. Cohen replied and said not necessarily but her advice was to discuss one issue at each meeting and each issue would need to be noticed separately. She indicated that the procedure would include a brief break which would involve everyone leaving the room after discussing each issue, returning, reopening for each individual case that would be discussed. Vice Mayor Greene congratulated Maria Pisz on the continuing education that she received. Mayor Margolis congratulated all the councilmembers for winning the Reindeer Games. 7. ADJOURN There being no further business, the meeting was adjourned. Village of Wellington Page 11