Village Council Workshop

Village of Wellington 12300 Forest Hill Blvd Wellington, FL 33414 Action Summary - Final Monday, April 11, 2016 4:30 PM Village Hall Village Council Workshop Anne Gerwig, Mayor John T. McGovern, Councilman Michael Drahos, Councilman Michael J. Napoleone, Councilman Village Council Workshop Action Summary - Final April 11, 2016 1. CALL TO ORDER Council Members Present: Anne Gerwig, Mayor; John T. McGovern, Councilman, Michael J. Drahos, Councilman, Michael J. Napoleone, Councilman. Mayor Gerwig called the meeting to order at 4:30 p.m. 2. REVIEW OF COUNCIL AGENDA Mr. Schofield presented the Agenda for the April 12th Council Meeting for discussion and review. A. 15-1164 APPOINTMENT OF VICE MAYOR B. 15-1115 PRESENTATION ON PALM BEACH COUNTY TOURISM BY MELISSA MCKINLAY, PALM BEACH COUNTY COMMISSIONER; GLENN JERGENSEN, EXECUTIVE DIRECTOR OF THE TOURIST DEVELOPMENT COUNCIL; AND GEORGE LINLEY, EXECUTIVE DIRECTOR OF THE PALM BEACH COUNTY SPORTS COMMISSION Mr. Schofield introduced the item. This presentation will be given to Council by Melissa McKinlay, Palm Beach County Commissioner; Glenn Jergensen, Executive Director of the Tourist Development Council; and George Linley, Executive Director of the Palm Beach County Sports Commission. The presentation was entitled "Palm Beach County Tourism Briefing - Wellington's Role". Mr. Schofield indicated the presentation will take ten minutes. There were no changes recommended. C. 16-0059 MINUTES OF THE REGULAR WELLINGTON COUNCIL MEETING OF MARCH 22, 2016 Mr. Schofield introduced the item. This item is for the approval of the Minutes of the Regular Wellington Council Meeting of March 22, 2016. There were no changes recommended. D. 16-0065 RESOLUTION NO. R2016-28 (PALM BEACH COUNTY INFORMATION SYSTEMS SERVICES AGREEMENT FOR THE SADDLE TRAIL PARK SOUTH IMPROVEMENT PROJECT) A RESOLUTION OF WELLINGTON, FLORIDA'S COUONCIL APPROVING AN INTERLOCAL AGREEMENT BETWEEN THE PALM BEACH COUNTY BOARD OF COUNTY COMMISSIONERS AND THE VILLAGE OF WELLINGTON FOR THE SADDLE TRAIL SOUTH IMPROVEMENT PROJECT FOR THE ASSIGNMENT OF PROPERTY DATA AND DEVELOPMENT OF ANNUAL Village of Wellington Page 1 Village Council Workshop Action Summary - Final April 11, 2016 ASSESSMENTS FOR PALM BEACH COUNTY NON- AD VALOREM DISTRICTS. Mr. Schofield introduced the item. This item is the Approval of Resolution No. R2016-28 approving the Interlocal Agreement between the Village of Wellington and the Palm Beach County Board of County Commissioners for Saddle Trail Park South Improvement Project for the Assignment of Property Data and Development of Annual Assessments for Palm Beach County Non-Ad Valorem Districts. Mr. Schofield explained the agreement was a one year agreement but automatically renews for each year the assessment was in place. There were no changes recommended. E. 16-0015 AUTHORIZATION TO: 1) AWARD A CONTRACT TO J. RAWN ENTERPRISES, INC. TO PROVIDE REPAIRS AND RECONDITIONING TO THE WELLINGTON COMMUNITY CENTER (WCC) GAZEBO AND WALKWAYS; 2) ASSIGN SUCH CONTRACT TO PIRTLE CONSTRUCTION, INC.; 3) ISSUE A CHANGE ORDER TO PIRTLE CONSTRUCTION FOR THE COST TO PROVIDE SUCH SERVICE; 4) APPROVAL OF RESOLUTION NO. R2016-29 AND ASSOCIATED BUDGET AMENDMENT #2016-025 AMENDING THE GOVERNMENTAL CAPITAL PROJECT FUND BUDGET FOR FISCAL YEAR 2015-2016 A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL AMENDING THE GOVERNMENTAL CAPITAL PROJECT FUND BUDGET FOR FISCAL YEAR 2015-2016 BY ASSIGNING GENERAL FUND UNASSIGNED RESERVES TO THE WCC GAZEBO AND WALKWAYS RECONDITIONING PROJECT; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced the item. This item is for the Authorization to: 1) award a contract to J. Rawn Enterprises, Inc. in the amount of $119,974.00 to provide repairs and reconditioning to the WCC gazebo and walkways; 2) assign oversight and management of the contract to Pirtle Construction, Inc.; 3) pursuant to the terms and conditions of the existing WCC construction contract, issue a change order to Pirtle Construction, Inc. to provide such service; and 4) approve Resolution No. R2016-29 and associated Budget Amendment #2016-025 amending the Governmental Capital Project Fund budget for Fiscal Year 2015-2016. Mr. Schofield explained the item consisted of a sealed bid, low bid contract in the amount of $119,974.00. Mr. Barnes stated that Pirtle Construction Inc. agreed to charge 3.1% of the value of the work for the change orders which was the agreed upon percentage amount indicated in the existing contract. The deck, pavilion to include the siding, railings, roof and gazebo will be replaced with new material; TREX, which was very durable. There were no changes recommended. Village of Wellington Page 2 Village Council Workshop Action Summary - Final April 11, 2016 F. 16-0003 AUTHORIZATION TO UTILIZE AN EXISTING PUBLIC WORKS ANNUAL CONTRACT TO WIDEN THE FORE BAY AREA ADJACENT TO PUMP STATION #8 Mr. Schofield introduced the item. This item is for the authorization to utilize annual public works contract #007-15/DZ with Rio-Bak Corporation, to widen the fore bay area adjacent to pump station #8, at an estimated cost of $60,000. Mr. Schofield stated the pump station was at the end of Pierson Road along the area that turns into Ousley Farms Road. The pumps move the water northward out of the Equestrian Preserve from Basin B to Basin A for pre-storm flexibility which enhances the Village's ability to move water before and after a storm. The funding for the project was from Acme funds. Mr. Fleury said the project would take 90 days and would be completed before the next equestrian season. There were no changes recommended. G. 15-1114 AUTHORIZATION TO AWARD A CONTRACT FOR THE 120TH AVENUE SOUTH ROADWAY IMPROVEMENTS Mr. Schofield introduced this item. This item is for the authorization to award a contract to J.W. Cheatham , LLC for the 120th Avenue South Roadway Improvements on the amount of $1,518,479.13. Mr. Schofield explained the project was for paving from Lake Worth Road south to 50th Street and was a sealed bid, low bid. He said the local preference policy was used and taken into account for the project. The project will commence quickly with completion occuring before the equestrian season starts and was a budgeted item. There were no changes recommended. H. 15-1140 AUTHORIZATION TO (1) AWARD A CONTRACT FOR THE FAIRLANE FARMS ROAD AND STRIBLING WAY INTERSECTION IMPROVEMENTS; AND (2) APPROVAL OF RESOLUTION NO. R2016-27 AND ASSOCIATED BUDGET AMENDMENT #2016-024 TO SECURE THE FUNDS REQUIRED TO COMPLETE THE PROJECT A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL AMENDING THE ROAD IMPACT FEE FUND CAPITAL PROJECT BUDGETS FOR FISCAL YEAR 2015-2016 BY TRANSFERRING MONIES FROM THE 120TH AVENUE IMPROVEMENTS PROJECT TO THE FAIRLANE FARMS/STRIBLING WAY INTERSECTION IMPROVEMENT PROJECT; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced this item. This is item is for the authorization to award a contract to J.W. Cheatham, LLC for the Fairlane Farms Road and Stribling Way Intersection Improvements in the amount of $490,698.00, and approval of Village of Wellington Page 3 Village Council Workshop Action Summary - Final April 11, 2016 Resolution R2016-27 and associated budget amendment #2016-024 in the amount of $100,000 for potential contingencies and to provide landscaping and lighting. Mr. Schofield explained the project was for the round-about. He said the project was budgeted and was a sealed bid, low bid but since the project was over budget, the difference would come from the savings of the prior agenda item. Mr. Riebe provided an overview of what was included in the project: landscape to the areas where the retention ponds were located; irrigation system; adding ornamental trees that fit under the FPL lines; shrubs, bushes and flowers inside and around the circle. Mayor Gerwig asked if a fountain would be installed. Mr. Riebe said currently there was not a plan to install a fountain in the middle of the round-about. Councilman Drahos said he agreed with taking the remaining funds from the prior project to use for this project. He explained the area was the entrance way into Pierson Road and the Equestrian Capital of the World and many residents have wanted a solution for the area. He asked if there was a plan to make the round-about look better. Mr. Riebe said he would provide Council with the plans including the full landscaping and lighting plans and he reiterated that the project was budgeted and would come in under the estimated amount. He explained due to the volume of traffic and visibility issues he would not recommend having anything in the middle of the round-a-bout except for small trees. The current design calls for the cars and tractor trailers to go around and without jumping the curb since the radius was sufficient to handle larger sized vehicles. Mr. Riebe reiterated he discouraged anything that will obstruct the line of sight for safety reasons. Councilman McGovern said he wanted to review the plans in order to move forward. Councilman Drahos agreed with Councilman McGovern in saying that Council needed to see the plans but he did not want the project to be delayed. Mr. Riebe explained the agenda item was for the road construction only and did not include signage, landscaping or street lighting. Mayor Gerwig asked Council to meet with staff before the following night's meeting to look at the plans. After reviewing the plans with staff, if there were further questions, the item could be moved to regular agenda for discussion. Mr. Riebe explained his intention was to get the traffic circle built. In the future staff will bring the agenda item back to Council because the remainder of the project including, lighting; and landscaping must go out to bid. There was sufficient time to make the selections that Council was mentioning. There were no changes recommended. I. 15-1162 AUTHORIZATION TO AWARD A CONTRACT FOR THE WATER RECLAMATION FACILITY DEEP INJECTION WELL MECHANICAL INTEGRITY TESTING Mr. Schofield introduced this item. This is item is for the authorization to award Village of Wellington Page 4 Village Council Workshop Action Summary - Final April 11, 2016 a contract to All Webbs Enterprises, Inc. for the Water Reclamation Facility Deep Injection Well Mechanical Integrity Testing in the amount of $36,200.00. Mr. Schofield indicated the project was a sealed bid, low bid. There were no changes recommended. J. 15-1159 AUTHORIZATION TO CONTINUE UTILIZING A SOUTHEAST FLORIDA COOPERATIVE CONTRACT FOR THE SUPPLY AND DELIVERY OF SODIUM HYDROXIDE Mr. Schofield introduced this item. This is item is for the authorization to continue utilizing a Southeast Florida Cooperative contract, with Allied Universal Corporation, for the supply and delivery of sodium hydroxide in the amount of approximately $103,000 annually. There were no changes recommended. K. 15-1160 RESOLUTION NO. R2016-23 (2923/2929 WINDING OAK LANE VACATION / ABANDONMENT) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL, VACATING A 12 FOOT UTILITY EASEMENT, APPROXIMATELY 1,383 SQUARE FEET, LOCATED BETWEEN THE PROPERTIES OF LOTS 8 AND 9, WINDING OAKS OF PALM BEACH POLO AND COUNTRY CLUB, WELLINGTON, PUD (2923 AND 2929 WINDING OAK LANE); AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced this item. This is item is for the approval of Resolution No. R2016-23 to vacate/abandon a 12 foot utility easement, approximately 1,383 square feet, located between the properties of Lots 8 and 9, Winding Oaks of Palm Beach Polo and Country Club, Wellington, PUD. There were no changes recommended. L. 16-0051 REVIEW OF CODE COMPLIANCE FINE REDUCTION FOR 1672 FARMINGTON CIRCLE Mr. Schofield introduced this item. This is item is for Council review of a fine reduction for 1672 Farmington Circle. Mr. Koch presented the item. He explained that all the code violations have been corrected and the new owner was hoping to close in 2 weeks. There were no changes recommended. M. 16-0072 RESOLUTION NO. R2016-30 (INTERLOCAL AGREEMENT SUPPORTING ONE CENT LOCAL GOVERNMENT INFRASTRUCTURE SURTAX) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL APPROVING AN INTERLOCAL AGREEMENT AMONG PALM BEACH COUNTY, THE SCHOOL BOARD OF PALM BEACH Village of Wellington Page 5 Village Council Workshop Action Summary - Final April 11, 2016 COUNTY, FLORIDA, AND THE SIGNATORY MUNICIPALITIES PERTAINING TO THE SHARED DISTRIBUTION AND USE OF THE ONE CENT LOCAL GOVERNMENT INFRASTRUCTURE SURTAX. Mr. Schofield introduced this item. This is item is for the approval of Resolution No. R2016-30 approving the Interlocal Agreement among Palm Beach County, the School Board of Palm Beach County, Florida, and the Signatory Municipalities Pertaining to the Shared Distribution and Use of the One Cent Local Government Infrastructure Surtax. Mr. Schofield recommended moving the item to Regular Agenda item 8C. Council consensus was to move the item to Regular Agenda as 8C. Mayor Gerwig asked for the number of municipalities in favor and against the resolution. Ms. Cohen said she did not have the count but would obtain the information and provide Council with the information tomorrow. Councilman McGovern asked for the amount of money that the Village would receive. Ms. Quickel explained the estimated amount was $36.2 million over a ten year term which equates to $3.6 million a year. Councilman McGovern said the taxation was a population driven distribution and asked if the population count was determined on day one or each year. Ms. Cohen said she would review the statute and provide Council with the requirements and the outline but her recollection was that the statute requires them to identify the distribution at the beginning of the process. She indicated that the resolution included in the packet was a form resolution. Councilman McGovern said that Section 1 of the resolution was not what Council was looking for. The resolution was not referring to the same references located on the interlocal agreement. Ms. Cohen said she would provide a copy of the statute and revise the resolution to combine Section 1 and Section 2 because Council supports submitting the resolution to the voters. Since Commissioner McKinlay was attending the Council meeting, Councilman McGovern asked if she bring someone to answer questions regarding this resolution. Mayor Gerwig said she would like to be informed on the percentages before the meeting tomorrow. Councilman McGovern asked Ms. Quickel about matching funding for every cultural project. Ms. Quickel said she has not received a reply regarding his question on matching funding but as soon as clarification was received she would provide Council with the information. Since Council would be hearing public comments on the Council, he did not support an elaborate presentation. Councilman Napoleone said staff could relay the information to Council and a presentation was not needed. Council consensus was for staff to obtain the answers to Council's on the two Village of Wellington Page 6 Village Council Workshop Action Summary - Final April 11, 2016 issues and provide the information to Council and a presentation was not needed. Mr. Schofield said staff would provide Council with the answers to their questions tomorrow, as early as possible. N. 15-932 ORDINANCE NO. 2015-21 (CANVASSING BOARD) AN ORDINANCE OF WELLINGTON, FLORIDA’S COUNCIL AMENDING ARTICLE I, CHAPTER 2 BY ADDING A NEW SECTION TO BE NUMBERED 2-2 ENTITLED CANVASSING BOARD; PROVIDING FOR CONFLICT; PROVIDING FOR CODIFICATION; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced this item. This is item is for the approval of Ordinance No. 2015-21 Amending Article 1, Chapter 2 by adding a new Section 2-2 entitled "Canvassing Board". Mr. Schofield mentioned this was the first reading of the ordinance. The item was due to Council's direction to provide an ordinance that prohibited someone that was serving on the Council Canvassing Board from participating in the campaign for someone running for election. Councilman McGovern said that a policy was needed before passing the ordinance. Ms. Cohen said that a policy could be provided which would include a method for handling the situation. Councilman McGovern said since there was no urgency to this, he felt that this could be discussed on a different night. Council consensus was to remove the item from the agenda. Mr. Schofield said the item would be placed on a future agenda after the budget has been adopted. O. 15-1163 ORDINANCE NO. 2016-03 (BICYCLE AND PEDESTRIAN CIRCULATION PLAN AND COMPREHENSIVE PLAN) AN ORDINANCE OF WELLINGTON, FLORIDA’S COUNCIL, UPDATING THE WELLINGTON COMPREHENSIVE PLAN BY ADOPTING THE BICYCLE AND PEDESTRIAN CIRCULATION PLAN OF THE TRANSPORTATION ELEMENT AND MODIFYING PEDESTRIAN AND BICYCLE POLICIES 1.1.14 THROUGH 1.1.20; PROVIDING FOR CONFLICT AND SEVERABILITY; AUTHORIZING THE MANAGER TO UPDATE THE COMPREHENSIVE PLAN; AND PROVIDING FOR AN EFFECTIVE DATE. Mr. Schofield introduced this item. This is item is for the approval of Ordinance No. 2016-03, a Comprehensive Plan Amendment incorporating the Bicycle and Pedestrian Circulation Plan into the Village's Comprehensive Plan's as part of the Transportation element and modifying Pedestrian and Bicycle Policies 1.1.14 through 1.1.20. Mr. Schofield said this was the second reading of the ordinance and there have Village of Wellington Page 7 Village Council Workshop Action Summary - Final April 11, 2016 not been any changes since the last meeting. Mr. O'Dell presented the item. He indicated that the first reading of the item was February 9, 2016 and there were no changes. No comments have been received from the Florida Department of Environmental Protection, FDOT, SFWMD and Treasure Coast Regional Planning Council. Mr. Schofield said the plan outlines where they are, what the Village was looking to do, formalize the item in the Capital Budget and establishes a mechanism for obtaining the trails or the multi-use paths. Mr. O'Dell said The Department of Economic Development suggested staff label the plans; Exhibit A - Pedestrian Pathway, Exhibit B - Bicycle Lanes. There were no changes recommended. P. 16-0061 SELECTION OF APPLICANTS TO BE INTERVIEWED AT THE SPECIAL COUNCIL MEETING ON WEDNESDAY, APRIL 13, 2016 Mr. Schofield introduced this item. This is item is for Council's selection of applicants to be interviewed at the Special Council Meeting on Wednesday, April 13, 2016 at 6:00 P.M. Mr. Schofield suggested that each applicant draw a number and Council will call the numbers in order. Council consensus was to have each applicant draw a number and Council will call the numbers in order to speak. Councilman McGovern suggested due to move time constraints moving the Regular Agenda items in an opposite manner as currently listed. Mr. Schofield recapped the change: Resolution No. R2016-30 (Interlocal Agreement Supporting One Cent Local Government Infrastructure Surtax) - Regular Agenda 8A; Discussion of the Village Attorney's Employment Agreement - Regular Agenda 8B; Selection of Applicants to be Interviewed at the Special Council Meeting on Wednesday, April 13, 2016 - Regular Agenda 8C. Council discussed this and agreed that they would name their candidates to come back on Wednesday to be interviewed as follows: Selection #1 - Councilman McGovern Selection #2 - Councilman Napoleone Selection #3 - Councilman Drahos Selection #4 - Mayor Gerwig Q. 15-1151 DISCUSSION OF THE VILLAGE ATTORNEY'S EMPLOYMENT AGREEMENT Mr. Schofield introduced this item. This is item is for Council discussion of the Village Attorney's Employment Agreement. Mayor Gerwig said a discussion regarding Ms. Cohen's agreement can be done at tomorrow's council meeting. There were no changes recommended. Village of Wellington Page 8 Village Council Workshop Action Summary - Final April 11, 2016 3. WORKSHOP NONE 4. ATTORNEY'S COMMENTS Ms. Cohen said she sent out a memo regarding the unsolicited cell tower lease proposals that had been received. She indicated she was looking for direction whether Council wanted staff to try and negotiate those. She said, if so, she noted that the memorandum she had sent out pointed out that the proposals were not structured the way they should be. Councilman McGovern asked if staff was making recommendations whether or not these should be pursued. Mr. Schofield said that he has looked at these over a number of years and they never found one that was a better financial benefit than what they were currently doing. He said that he had not looked at that one so he could not say for sure, but he would certainly evaluate it. Mayor Gerwig said that as long as they were not suffering from coverage issues because they were not doing this. Mr. Barnes stated that the Village currently has a tower at the Village's facility at the Water Plant where they have other vendors lease space from the Village. He said that what the proposals actually cover is that they identified several parcels within the Village, two different tower constructors, that they would like to solicit to utilize those sites, construct a tower and pertinent improvements including buildings for the different carriers that would be on that tower. He said that they wuld also afford the Village availability on those towers for the Village's needs and uses. He said that as part of that process, they would provide some reasonable assurance of being available for other carriers to be on there as well as what kind of coverage issues they would solve. Councilman Napoleone wanted to ensure they had a relocation provision in the lease as they are expensive to move. Mr. Barnes said that their issues would be the duration of the lease based on the amount and cost of improvements they would be looking to put on there. Ms. Cohen said that the other issue was how they calculate the lease payment to the Village. She said that sometimes they can be structured in a way where there is never any measurable use and the Village doesn't really get a fee for the long term lease they entered into. Mr. Barnes thought the first thing that Council needed to get to was decided if the locations that were identified were acceptable because at some point this body will be acting as the actual land use approval authority as well. Councilman McGovern wanted to have a general recommendation from staff whether it was needed and if they were okay with the location before pursuing it further. Mr. Schofield said that he would have Mr. Barnes' staff come back with a study. He said that they have coverage studies that were done for the last tower which can identify where they are needed and the approximate costs. Village of Wellington Page 9 Village Council Workshop Action Summary - Final April 11, 2016 Ms. Cohen said that Council needed to start thing about the board and committee members that they would like to appoint as the deadline was sixty days after the election or swearing in date. Councilman Drahos said before he makes his appointments he wanted to have a discussion with Council as to the mission of each board and committee. Mayor Gerwig suggested having a workshop after agenda review regarding the boards and committees. Mr. Schofield said he schedule the workshop. 5. MANAGER COMMENTS Mr. Schofield said he was going to make a announcement tomorrow regarding appointments that were critical: 1)Western Communities Council; 2) MPO (Metropolitan Planning Organization). Mayor Gerwig said she wanted to make the time commitments needed to serve on the boards known the time commitments needed to serve on the boards and make the decision at tomorrow night's council meeting. Mr. Schofield said he would provide Council with the information. 6. COUNCIL COMMENTS 7. ADJOURN Village of Wellington Page 10