Village Council Workshop

Village of Wellington 12300 Forest Hill Blvd Wellington, FL 33414 Action Summary - Final Monday, April 25, 2016 4:30 PM Village Hall Village Council Workshop Anne Gerwig, Mayor John T. McGovern, Vice Mayor Michael Drahos, Councilman Michael J. Napoleone, Councilman Tanya Siskind, Councilwoman Village Council Workshop Action Summary - Final April 25, 2016 1. CALL TO ORDER Council Members Present: Anne Gerwig, Mayor; John T. McGovern, Vice Mayor; Councilman Napoleone, Councilman Drahos and Councilwoman Siskind. Mayor Gerwig called the meeting to order at 4:30 p.m. 2. REVIEW OF COUNCIL AGENDA Paul Schofield, Village Manager, presented the Agenda for the April 26, 2016 Council Meeting for discussion and review. A. 16-0083 PRESENTATION BY SENATOR JOSEPH ABRUZZO ON THE 2016 LEGISLATIVE SESSION Mr. Schofield introduced the item. He said that a presentation will be given by Senator Abruzzo on the 2016 Legislative Session. There were no changes. B. 16-0060 PRESENTATION OF SCHOLARSHIPS AND CONTRIBUTIONS BY WASTE MANAGEMENT, INC., OF FLORIDA, TO LOCAL AREA SCHOOLS Mr. Schofield introduced the item. He said that Waste Management, Inc., of Florida (WMI) will be presenting sustainability scholarships to Wellington High School and Palm Beach Central High School in the amount of $2500 each and will provide contributions for the purchase of books to Binks Forest and New Horizons Elementary in the amount of $1800 each and Polo Park Middle School in the amount of $900. Ed De La Vega, Purchasing Manager, clarified a typographical error in the contract. He said that the contract is a five year agreement awarded on June 1, 2015 not 2016 and was through September 30, 2020. He indicated that WMI was responsible for providing funding for the sustainability scholarships to the local area high schools and $300 for the purchase of books for two Wellington elementary schools and one middle school. He announced that Ellen Smith from WMI will be present along with the principals of the five schools receiving funding. There were no changes recommended. C. 16-0106 STATUS REPORT ON TENNIS OPERATIONS Mr. Schofield introduced this item. This item is for a presentation on the status of the tennis operations. Mr. Schofield explained that he rejected all of the bids received and staff was in the process of bringing the programs in-house. The job description for the tennis director's position was prepared and meetings have taken place with tennis players, teams and Tommy Cheatham in Culture and Leisure Facilities. The plan was to have the tennis director and staff transition and be in place by October 1, 2016 and any changes made in the program in the future will be Village of Wellington Page 1 Village Council Workshop Action Summary - Final April 25, 2016 based on the input from the players and the teams. Mayor Gerwig said that the tennis program was a wonderful program and information regarding the cost needed to be available to the public. Mr. Barnes said that cost and revenues were accessible to the public. Mr. Schofield said that every document pertaining to the Request for Proposal was copied and sent to the Inspector General's office for transparency. He said that the Village has followed all rules established by the State of Florida and the rules established by the Office of the Inspector General. Vice Mayor McGovern suggested implementing a schedule so that the public can be engaged in the discussions for the upcoming process changes. He said that Mr. Barnes will take the lead and will prepare a schedule to include the meeting dates. There were no changes recommeded. D. 15-769 AUTHORIZATION TO RENEW EXISITNG CONTRACTS FOR THE PURCHASE AND DELIVERY OF FILL MATERIALS Mr. Schofield introduced this item. This item is for the authorization to renew existing contracts with multiple vendors for the purchase and delivery of fill materials, on an as-needed basis, in the amount of approximately $35,000 annually. Mr. De La Vega presented the item. He stated that there was a minimal annual increase in the amount of $500. There were no changes recommended. E. 15-771 AUTHORIZATION TO: 1) AWARD AN ANNUAL CONTRACT FOR PURCHASE OF SOD; AND 2) RENEW EXISTING CONTRACTS FOR MULCH, PINE STRAW AND GROUND PREPARATION MATERIAL Mr. Schofield introduced this item. This item is for the authorization to: 1) Award an Annual Contract to Multiple Vendors for the Purchase of Sod; and 2) Renew Existing Contracts with Multiple Vendors for the Purchase of Mulch, Pine Straw and Ground Preparation. Mr. De La Vega presented the item. He said that part one of the item was due to the Public Works Department seeking additional vendors because of the difficulty with the current vendors. When sod became scarce it was difficult to find the product. In order to remedy the problem, Mitch Fleury, Public Works Administration, asked staff to rebid. He noted that the contract was for a two year period. The pricing for part two of the item is the same with no changes. Vice Mayor McGovern asked if the pricing increased on part one of the agenda item. Mr. De La Vega replied affirmatively and reported the increases: 1) Floratam $.05 a square foot; 2) Palmetto $.05 a square foot; and 3) Bahia $.06 a square foot. Village of Wellington Page 2 Village Council Workshop Action Summary - Final April 25, 2016 Vice Mayor McGovern asked for the total yearly increase. Mr. De La Vega said that he did not have the information with him but he woud provide to Council before the end of the day. There were no changes recommended. F. 16-0046 RESOLUTION NO. R2016-25 (PARKS AND RECREATION FACILITIES FEE SCHEDULE) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL ADOPTING FEE SCHEDULES FOR PARKS AND RECREATION FACILITIES; PROVIDING A REPEALER CLAUSE; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced this item. This item is for the approval of a fee schedule for parks and recreation facilities. Bruce Delaney, Parks and Recreation Director, presented the item. He gave an overview of the fees charged for rooms and facilities. He noted that there were no changes to the fee schedule other than what was projected for the new community center and the Sunday morning aquatic pool rental. Mr. Delaney explained the Village's policy with regard to having a Palm Beach County Sheriff's officer at an event and the attempt to establish a policy requiring the proper liability coverage if alcohol was being served or sold at the event. He explained that there was a current waiting list for future reservations and they are awaiting Council's decision to move forward. Mr. Schofield advised that item will come before Council again during the first meeting in May for further direction if needed. Vice Mayor McGovern said that he would like staff to report to Council in a year with the progress of the happenings at the community center. Mr. Delaney said that he will provide a report to Council that will include the fees and the experiences moving forward. Council consensus was to have Mr. Delaney provide an annual report for the community center. There were no changes recommended. G. 16-0027 RESOLUTION NO. R2016-22 (WELLINGTON COUNTRY PLAZA - STARBUCKS VACATION/ABANDONMENT) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL, VACATING A 10 FOOT WATER LINE EASEMENT, APPROXIMATELY 600 SQUARE FEET, LOCATED IN WELLINGTON COUNTRY PLAZA OF THE WELLINGTON PUD; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced the item. He said that this item is for the approval of Resolution No. R2016-22 to abandon/vacate a 10 foot water line easement, approximately 600 square feet, located in Wellington Country Plaza of the Wellington PUD. Village of Wellington Page 3 Village Council Workshop Action Summary - Final April 25, 2016 Robert Basehart, Planning & Zoning, presented the item. He explained that the meters for the existing businesses have been moved to Forest Hill Boulevard and the 10 foot water line easement was not being used and was not needed. There were no changes recommended. H. 16-0079 CONSTRUCTION ENGINEERING SERVICES FOR THE SADDLE TRAIL PARK (SOUTH) NEIGHBORHOOD IMPROVEMENT PROJECT Mr. Schofield introduced this item. This item is for the approval of a Task Order with Wantman Group, Inc., in an amount not to exceed $244,571,000 for construction engineering services for the Saddle Trail Park (South) Neighborhood Improvement Project contingent upon issuance of debt. There were no changes recommended. I. 16-0076 AUTHORIZATION TO AWARD A CONSTRUCTION CONTRACT FOR THE SADDLE TRAIL PARK SOUTH NEIGHBORHOOD IMPROVEMENT PROJECT Mr. Schofield introduced this item. This item is for the authorization to award a construction contract to Rio-Bak Corporation for the Saddle Trail Park South Neighborhood Improvements. Mr. Schofield explained that the actual construction costs were lower than the estimated amount. He noted that there was $1.2 million worth of prepayments. He indicated that the bid amount was $3.7 million which is lower than the budgeted amount. Tanya Quickel, Assistant Village Manager, presented the item. She explained that the financing resolution will be brought to Council in May and the change will lower the annual principal and interest payment. The average total amount of $270,000 was the annual amount for fifteen years. Mr. Schofield stated that each resident will obtain a reduction whether the resident prepaid the amount or not. Mayor Gerwig asked if there was an additional cost to connect each property to the water lines. Mr. Schofield stated the amount will not include the connection to the water lines. Any gates that were currently installed by the property owners that lie within the Village's rights of way will need to be relocated at the owner's expense and the owners affected have been notified. There were no changes recommended. J. 16-0016 PALM BEACH CENTRAL HIGH SCHOOL AND WELLINGTON COMMUNITY HIGH SCHOOL PROJECT GRADUATION SPONSORSHIP Mr. Schofield introduced this item. This item is for the approval of Palm Beach Central High School and Wellington Community High School 2016 Project Graduation Sponsorship. Village of Wellington Page 4 Village Council Workshop Action Summary - Final April 25, 2016 Mr. Schofield explained that the item authorizes the Village to make a $500 contribution to each school and provide them with the use of Wellington's facility for Project Graduation. There were no changes recommended. K. 16-0099 RESOLUTION NO. R2016 – 26 (WELLINGTON PARC) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL, APPROVING AN AMENDED AND RESTATED DEVELOPMENT ORDER (PETITION NUMBER 15-137 / 2015-69 DOA 4) FOR CERTAIN PROPERTY KNOWN AS WELLINGTON PARC, TOTALING 15.83 ACRES, MORE OR LESS, LOCATED APPROXIMATELY ONE MILE SOUTH OF FOREST HILL BOULEVARD ON THE WEST SIDE OF STATE ROAD 7, AS MORE SPECIFICALLY DESCRIBED HEREIN; AMENDING THE WELLINGTON PARC MASTER PLAN BUILDOUT DATE TO DECEMBER 31, 2020, AND AMEND CONDITIONS; PROVIDING A CONFLICTS CLAUSE; PROVIDING A SEVERABILITY CLAUSE; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced this item. This item is for approval of Resolution No. R2016-26, a Development Order Amendment (Petition No. 15-137/2015-69 DOA) to extend the build-out date to December 31, 20202, for the Wellington Parc project. Mr. Schofield explained that the item was to extend the timeframe for the commercial component that has not been built and staff was recommending Council's approval. Mr. Basehart presented the item. He explained that the townhouses were completed last year but due to the economy and other issues, the commercial component was was not completed. Currently, the applicant was actively working to complete the project but without the extension they would not be able to. He noted that there were seventeen conditions of approval in the original resolution and most of have been completed. The ones that were time certain have remained and staff added two conditions related to money. There were no changes recommended. L. 16-0090 RESOLUTION NO. R2016-33 (ALCOHOL RISK MANAGEMENT POLICY) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL ADOPTING A REVISED ALCOHOL RISK MANAGEMENT POLICY; REPEALING RESOLUTIONS NOS. R2005-146 AND R2006-37 ; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced this item. This item is for the approval of Resolution No. R2016-33 adopting a new Alcohol Risk Management Policy and repealing Resolution Nos. R20015-146 and R2006-37 concerning the Village of Wellington's Alcohol Risk Management Policy. Village of Wellington Page 5 Village Council Workshop Action Summary - Final April 25, 2016 Mr. Delaney presented the item. He explained that a few changes were made to the policy: 1) the language was cleaned up; 2) recommendations from the Gehring Group was applied; and 3) recommendations from the Village Attorney's Department was applied. There was discussion about alcohol sales at Village Park and alternatives for transportation. Mr. Barnes stated that staff could change Section 3.5.1 (c) which would include the transportation issue. Council consensus was to revise Section 3.5.1 (c) and add: vehicle transportation service paid by the sponsoring group or the participant. There was discussion about alcohol sales at Village Park, making water available for patrons for rehydration purposes and transportation options. M. 16-0082 RESOLUTION NO. R2016-32 (MEETING DATES AND SCHEDULES OF VARIOUS BOARDS AND COMMITTEES) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL AMENDING RESOLUTION NO. R2010-46, SECTIONS 1.4, 1.6, 2.1 AND 2.2, RELATING TO MEETING DATES AND SCHEDULES OF VARIOUS BOARDS AND COMMITTEES OF WELLINGTON BY MODIFYING THE MONTHLY AND QUARTERLY MEETING DATES FOR THE EQUESTRIAN PRESERVE COMMITTEE AND THE PLANNING, ZONING AND ADJUSTMENT BOARD; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced this item. This item is for the approval of Resolution No. R2016-32 amending Resolution No. R2010-46 by modifying the monthly and quarterly meeting dates for the Equestrian Preserve Committee (EPC) and the Planning, Zoning and Adjustment Board (PZAB). Mr. Basehart explained that he will have staff provide an updated memo to Council the day after the Equestrian Committee meets and electronically send it to all the board members. There were no changes recommended. N. 16-0107 DISCUSSION OF VILLAGE ATTORNEY'S CONTRACT Mr. Schofield introduced this item. This item is for Council discussion of the Village Attorney's contract. Vice Mayor McGovern presented the item. He indicated that a one year contract extension with the same terms negotiated with the addition of the standard senior staff vehicle allowance was agreed upon. Vice Mayor McGovern said that he would like to have a discussion with regards to contracting legal services as opposed to having legal services in-house. Mayor Gerwig said that discussion was needed in regards to the Village's Village of Wellington Page 6 Village Council Workshop Action Summary - Final April 25, 2016 Ethics Officer and a clear ethics policy. Ms. Cohen said that a policy could be drafted and presented to Council. Councilman Drahos said that he would like to have a discussion regarding the cases currently in litigation. Ms. Cohen said she felt that a shade session needed to be scheduled to discuss the cases on an individual case by case manner and to discuss the strategies to pursue. She indicated that the Village was acting as the defendant in most of the cases. Councilman Drahos said that he wanted to know how much the Village was paying for outside counsel and the reason for them being retained. Ms. Cohen said that she would be able to discuss the matter on an individual basis, as well as, at the shade session that will be scheduled. Mayor Gerwig asked to have Ms. Cohen list all the cases that will be discussed at the shade session. Ms. Cohen said she would provide a list. She noted that that the meetings will be noticed and that the conversations during the sessions would need to be confined to matters related for which the shade session was called. Vice Mayor McGovern said he would like to have Bill Riebe, Construction & Engineering Services, attend the meeting. Ms. Cohen said she that was the intent and he has attended shade sessions in the past. There were no changes recommended. 3. WORKSHOP A. 16-0111 DISCUSSION ON VILLAGE BOARDS AND COMMITTEES Mr. Schofield explained the selection and appointment process. Councilman Drahos said that he would like to have a discussion with regard to how boards and committees can be more effective. Mayor Gerwig stated that they should look at how they want the boards and committees to function. She also said that she does not think that the members interact much with the public. Lastly, she spoke about removal and attendance. Mr. Schofield suggested providing Council direction to include direction, goals and objectives. Councilman Drahos suggested adding a component where the Education Board members can raise funds for schools. Ms. Cohen raised concerns with regard to ethics if board members are allowed to collect funds. There was discussion with regard to elected officials serving as liaisons to individual committees and relaying information back to the Council. Mayor Gerwig stated that she thinks that serving as a liaison and attending board and committee meetings exerts undue influence on the members. She noted that she does not attend the meetings often; however, she watches them online. Village of Wellington Page 7 Village Council Workshop Action Summary - Final April 25, 2016 There was discussion with regard to connecting the Wellington Community Foundation and the Education Board in order to raise money for schools. Vice Mayor McGovern referred to Equestrian Preserve Committee and suggested appointing members that are equestrian affiliated. Mayor Gerwig stated that those individuals participate in events and miss meetings. Discussion ensued with regard to the allowing board members the flexibility of appearing by phone. Ms. Cohen stated that appearing by phone is possible if there are no quasi-judicial hearings. Councilman Drahos asked about advertising for the appointments. Mr. Schofield stated that there will be advertising and each serving board member will be notified and asked if they are interested in continuing there service. There was discussion about the function of the Construction Board of Adjustment Appeals. There was Council consensus to keep all the boards and committees currently in existence. A workshop to further discuss the advisory boards and committees was scheduled to be held at the next Agenda Review on May 9th at 3:30 p.m. 4. ATTORNEY'S COMMENTS There were no comments. 5. MANAGER COMMENTS There were no comments. 6. COUNCIL COMMENTS There were no comments. 7. ADJOURN Village of Wellington Page 8