Village Council Workshop

Village of Wellington 12300 Forest Hill Blvd Wellington, FL 33414 Action Summary - Final Monday, May 9, 2016 3:30 PM Village Hall- Conference Rooms 1E/1F 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 May 9, 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 3:30 p.m. 2. REVIEW OF COUNCIL AGENDA Paul Schofield, Village Manager, presented the agenda for the May 10th Council meeting for discussion and review. He asked that the presentation on Saddle Trail, Item No. 6G, be moved up on the agenda as the consultants are in attendance. Tanya Quickel, Assistant Village Manager, stated that Mark Raymond is in attendance to go over the closing documents with the Council. Mr. Raymond stated that adopting the resolution is the final step in approving the issuance of debt to finance the cost of the Saddle Trail South improvement project. He said that the resolution authorizes $3,235,000.00 in the principal amount of debt. He explained the interest rate, maturity and debt service annual payments. Mayor Gerwig asked for a summary of financing for the project. Ms. Quickel briefly explained the cost of the project, the awarded amount, the project fund, the cost of issuance, the capital interest and assessments and debt and prepayment. A. 16-0143 A PROCLAMATION OF THE VILLAGE COUNCIL OF WELLINGTON, FLORIDA RECOGNIZING JOHN GREENE FOR HIS DEDICATED SERVICE AND SIGNIFICANT CONTRIBUTIONS TO THE VIILLAGE OF WELLINGTON AND ITS RESIDENTS Mr. Schofield introduced the item. He advised that former Vice Mayor John Greene will be recognized at the Council meeting for his service to Wellington during his four years as a Councilmember. There were no changes recommended. B. 15-1126 PRESENTATION OF AUDIT RESULTS FOR THE FISCAL YEAR ENDED SEPTEMBER 30, 2015 Mr. Schofield introduced the item. Ms. Quickel advised that the auditor will provide a presentation at tomorrow night's Council meeting. She explained the Governmental Accounting Standards Board's (GASB) new requirement pertaining to long term debt activity disclosure. Vice Mayor McGovern inquired as to the $11.4 million net pension liability. Ms. Quickel explained that the new standard requires that the Village's portion of the public pension plan's unfunded liabilities be shown. She stated that the portion of the Florida State Retirement System (FRS) related to Wellington that Village of Wellington Page 1 Village Council Workshop Action Summary - Final May 9, 2016 is unfunded is $11 million. The Village is required to account for this in the financial statement; however, is not required to fund the liability. Ms. Quickel spoke about the the unnasigned fund balances and revenue notes. There were no changes recommended. C. 16-0145 MINUTES OF THE REGULAR WELLINGTON VILLAGE COUNCIL MEETING OF APRIL 12, 2016 Mr. Schofield introduced the item. There were no changes recommended. D. 15-1142 AUTHORIZATION TO RENEW AN EXISTING AGREEMENT WITH PFM ASSET MANAGEMENT, LLC (PFM) TO PROVIDE THE VILLAGE WITH INVESTMENT MANAGEMENT SERVICES Mr. Schofield introduced the item. He advised that this is a renewal of an existing agreement. Ed De La Vega, Purchasing Manager, explained the request for authorization to renew an existing agreement with PFM Asset Management to provide the Village with investment management services. Vice Mayor McGovern inquired as to an annual yield at 2.26% which exceeds the general benchmark from 2004 to the present. He asked how the Village is doing presently if a shorter time period is used. Steven Alexander, Partner at PFM, stated that as of March 31, 2016, the Village is at approximately 88 basis points within the last twelve months and the bench mark is approximately 92 basis points. He explained that the basis points is less than the benchmark due to having to shorten the portfolio in order to provide liquidity for various expenditures. Ms. Quickel spoke about the cost for capital improvement programs and working with PFM with regard to timelines and structure of the projects. She also spoke about revenues received via collection of taxes and assessments. There were no changes recommended. E. 16-0057 AUTHORIZATION TO: 1) AWARD A CONTRACT FOR THE PIERSON ROAD REALIGNMENT PROJECT; AND 2) APPROVAL OF RESOLUTION NO. R2016-37 AMENDING THE BUDGET FOR THIS PROJECT; AND PROVIDING AN EFFECTIVE DATE Mr. Schofield introduced the item. Bill Riebe, Construction & Engineering Services, advised that this project realigns Pierson Road. He noted that it will address safety and provide room for a bridle trail or bridal trail extension. Councilman Napoleone inquired as to the budget for this project being off. Mr. Riebe stated that a detailed analysis was not done of all elements. There were soil conditions to be addressed and the guardrail has to be replaced. Vice Mayor McGovern asked how this will impact the usage of Pierson Road Village of Wellington Page 2 Village Council Workshop Action Summary - Final May 9, 2016 during construction. Mr. Riebe said that the road will be open and users will have access to two lanes. There was discussion with regard to rebidding, safety and a private bridal trail being used by the public. Mr. Riebe stated that this is an important bridal trail connection to the equestrian community. Councilwoman Siskind stated there is a safety issue as it is difficult to navigate horses and golf carts. Vice Mayor McGovern asked where the money will be moved from to fund this project. Ms. Quickel spoke about a budget amendment for $125,000.00 and said that this budget amendment is for $190,000.00. She explained that funds will be used that were appropriated in the capital projects fund. However, funds are being moved in between projects. There was discussion about the cost to remove and replace the guardrail, the cost of the project and contingencies in the case of unforeseen expenses. There were no changes recommended. F. 16-0096 AUTHORIZATION TO AWARD A CONTRACT FOR THE FOREST HILL BOULEVARD C-13 CANAL CULVERT AND APPROACH PROJECT Mr. Schofield introduced the item. Mr. Riebe explained that the existing culvert is in poor condition and needs to be replaced. He explained that the roadway is lower than the minimum road elevation. This raises the roadway and gets it above elevation. Mayor Gerwig asked for the date of completion. Mr. Riebe responded that September 6th is the target date. Vice Mayor McGovern asked about the bid amount and change in the contingency. Mr. Riebe explained that the contingency was dropped in order to come in under budget. There were no changes recommended. G. 16-0139 RESOLUTION NO. R2016-38 (RENAMING A SEGMENT OF 40TH STREET SOUTH TO GRACIDA STREET) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL RENAMING A SEGMENT OF 4OTH STREET SOUTH TO GRACIDA STREET; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced the item. He explained that there was a request from the equestrian community to rename the section of 40th Street to Gracida Street in honor of Mr. Gracida after he passed away. There were no changes recommended. H. 16-0098 RESOLUTION NO. R2016-34 (EVERGLADES POLO PLAT) Village of Wellington Page 3 Village Council Workshop Action Summary - Final May 9, 2016 A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL ACCEPTING AND APPROVING THE EVERGLADES POLO PLAT FOR A 126.4824 ACRE PARCEL LYING IN PORTION OF THE SOUTHWEST ¼ OF SECTION 33, TOWNSHIP 44 SOUTH, RANGE 41 EAST, VILLAGE OF WELLINGTON, PALM BEACH COUNTY, FLORIDA. Mr. Schofield introduced the item. He explained that this formalizes the approved master plan and site plan. There were no changes recommended. I. 16-0130 A. RESOLUTION NO. R2016-35 (SADDLE TRAIL PARK SOUTH BOND ISSUANCE) A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF WELLINGTON, FLORIDA AUTHORIZING THE ISSUANCE OF $3,235,000 PRINCIPAL AMOUNT OF THE VILLAGE'S SPECIAL ASSESSMENT BOND, SADDLE TRAIL PARK (SOUTH) NEIGHBORHOOD IMPROVEMENT PROJECT, SERIES 2016; ESTABLISHING THE PRINCIPAL AMOUNT, INTEREST RATES, MATURITY SCHEDULE AND PREPAYMENT PROVISIONS FOR SUCH SERIES 2016 BOND; AUTHORIZING THE ENGAGING OF RAYMOND JAMES & ASSOCIATES, INC. AS PLACEMENT AGENT; AWARDING THE SALE OF SERIES 2016 BOND TO RAYMOND JAMES CAPITAL FUNDING, INC. AND MAKING CERTAIN FINDINGS IN CONNECTION THEREWITH; AUTHORIZING THE EXECUTION AND DELIVERY OF A PLACEMENT AGREEMENT; AMENDING AND SUPPLEMENTING CERTAIN PROVISIONS OF RESOLUTION NO. R2016-09; AUTHORIZING AND DIRECTING CERTAIN OFFICIALS OF THE VILLAGE TO TAKE ALL ACTION REQUIRED IN CONNECTION WITH THE ISSUANCE OF THE SERIES 2016 BOND; MAKING CERTAIN OTHER COVENANTS AND AGREEMENTS IN CONNECTION WITH THE ISSUANCE OF THE SERIES 2016 BOND; AND PROVIDING AN EFFECTIVE DATE. B. RESOLUTION NO. R2016-36 (BUDGET AMENDMENT) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL AMENDING THE SADDLE TRAIL PARK FUND BUDGET FOR FISCAL YEAR 2015/2016 FOR THE TOTAL PROJECT COST OF $4,458,996; INCLUDING ISSUANCE OF $3,235,000 PRINCIPAL AMOUNT OF THE VILLAGE’S SPECIAL ASSESSMENT BOND, SADDLE TRAIL PARK (SOUTH) NEIGHBORHOOD IMPROVEMENT PROJECT, SERIES 2016; AND PROVIDING AN EFFECTIVE DATE. This item was discussed under the "Review of Council Agenda." There were no changes recommended. Village of Wellington Page 4 Village Council Workshop Action Summary - Final May 9, 2016 J. 16-0007 AUTHORIZATION TO AWARD A CONTRACT FOR HAWTHORNE PARK IMPROVEMENTS Mr. Schofield introduced the item. He said that the Village acquired vacant property with plans to construct a neighborhood park. Mr. Barnes explained that this is the first phase of the park which includes a basketball court and other facilities. The second phase is the build out of the rest of the park. Mayor Gerwig asked about funding for the property and the cost for the purchase. Mr. Barnes stated that it will be funded by Community Development Block Grant (CBDG) monies received from the federal government. Mr. Schofield noted that the cost was approximately $125,000.00. There were no changes recommended. K. 15-1161 OUTSIDE LEGAL FEES AND COSTS Mr. Schofield introduced the item. Laurie Cohen, Village Attorney, stated that this has been budgeted; however, authorization is required if the fees are beyond $25,000.00. She said that there are summary judgments pending and the legal staff is hopeful to bring a conclusion to some of the cases. There were no changes recommended. Vice Mayor McGovern asked if a motion can be filed to schedule the cases. Ms. Cohen stated that some of the cases have been scheduled and they are trying to schedule additional cases as quickly as possible. She advised that motions to compel have also been filed. Vice Mayor McGovern inquired as to the last time funds had to be reallocated. He noted that he recalled this being done recently. Ms. Cohen stated that the funds reallocated were already committed for cases in process. She said that this will get us through to the end of the fiscal year. Vice Mayor McGovern asked about invoices being paid in arrears. Ms. Quickel stated that the invoices were not being paid in arrears. She explained that funding was used for different projects. However, this was rectified. At this time, Mr. Schofield announced that he would like to add an item to the agenda. He said that the Council recently adopted a resolution supporting putting the 1 cent sales tax in front of the voters. The item was moved forward without the cultural and economic element. Consequently, an amended resolution is needed. There was discussion with regard to the charter amendments as it relates to filling vacancies. Ms. Cohen stated that a new appeal of a code enforcement matter was received having to do with the repeat violation at the soccer tournaments. Secondly, a request for an informal written opinion to the Commission on Ethics was made Village of Wellington Page 5 Village Council Workshop Action Summary - Final May 9, 2016 related to gift disclosure reporting. She said that the Commission on Ethics would like to give a formal opinion on this matter. There was additional discussion related to gift disclosure. 3. WORKSHOP A. 16-0140 DISCUSSION ON VILLAGE BOARDS AND COMMITTEES Mr. Schofield introduced this item. He noted that the Architectural Review Board (ARB) and the Construction Board of Adjustment and Appeals (CBAA) are required by statute. He briefly listed all existing boards and committees and suggested that the Council readdress the roles of each board. Councilman Drahos referred to the ARB and asked how often they met last year. Mr. Barnes stated that ARB usually meets on demand. Mayor Gerwig addressed the qualifications of members. She said that architects that are interested in serving on the ARB may have conflicts because they do work in the Village. She also mentioned appointing individuals who has an interest in architecture. Mr. Schofield referred to the ordinance and stated that appointments should be made based on experience or interest in the businesses and professions involved in building and development. Mr. Schofield referred to the CBAA and advised that members have to have knowledge of the technical code. He said that the board does not meet often resulting in difficulty in getting people to serve. Vice Mayor McGovern asked if there were other duties that can be handled by the CBAA. Mr. Schofield stated staff can work with the board in being more active on the building side. Mayor Gerwig asked if people that serve on the board can still do work for the Village if they are a contractor. Mr. Schofield responded that people that serve are regulated and cannot do work for the Village. He stated that CBAA members may be involved in the building process by providing input in the Florida Building Code changes. There was discussion with regard to the makeup of the CBAA board. Mayor Gerwig referred to the Education Committee and asked if there were portables at high schools. Mr. Barnes stated that there are portables at Wellington High School. However, the numbers have been reduced. Mr. Schofield addressed the powers and duties of the Education Board. Councilman Drahos stated that he believes the primary responsibility of the Education Board is to bring forward to the Council, issues going on at a particular school. There was discussion about assignment of schools in the past. Village of Wellington Page 6 Village Council Workshop Action Summary - Final May 9, 2016 Vice Mayor McGovern stated that there should be a connection between the Education Committee and representatives of the schools. Councilwoman Siskind suggested including the committee's thoughts as to what they would like to see and rewrite the mission statement and requirements. Mayor Gerwig mentioned meeting with all boards and committees. Councilman Napoleone suggested having a meeting with each chairperson. Mr. Schofield suggested that the meetings be placed on a workshop agenda. He advised that staff will create a questionnaire for boards and committee member's input. 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 7