Village Council Workshop

Village of Wellington 12300 Forest Hill Blvd Wellington, FL 33414 Action Summary - Final Monday, June 13, 2016 4:30 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 June 13, 2016 1. CALL TO ORDER Council members present: Anne Gerwig, Mayor; John McGovern, Vice Mayor; Michael Drahos, Councilman; Michael Napoleone, Councilman. Councilwoman Tanya Siskind was not present. 2. REVIEW OF COUNCIL AGENDA Paul Schofield, Village Manager, presented the Agenda for the June 14th Council Meeting for discussion and review. A. 16-0215 PRESENTATION ON NILE MONITORS BY FRANK MAZZOTTI, PH.D., THE UNIVERSITY OF FLORIDA Mr. Schofield introduced the item. This item is a presentation by Frank Mazzotti, Ph.D., Professor, University of Florida to Council on the efforts of state and federal agencies to combat the proliferation of Nile Monitors along Wellington's northern boundary. Mayor Gerwig asked staff to place the information provided on the Village's website. Mr. Barnes said he would have staff add the information provided to the website. There were no changes recommended. B. 16-0214 MINUTES OF THE REGULAR WELLINGTON COUNCIL MEETINGS OF MAY 10, 2016 AND MAY 24, 2016 Mr. Schofield introduced the item. This item is for the approval of the Minutes of the Regular Wellington Council Meetings of May 10, 2016 and May 24, 2016. There were no changes recommended. C. 16-0095 AUTHORIZATION FOR DISPOSITION OF SURPLUS TANGIBLE PERSONAL PROPERTY Mr. Schofield introduced the item. This item is for the authorization to approve FY 2016 disposition of surplus tangible personal property. Ed De La Vega, Purchasing Manager, explained that all the products located on the top portion of page 49 would be listed on govdeals.com. The IT items would be recycled by a state certified recycling company since the value of the items were minimal. Mayor Gerwig asked if the IT equipment could be provided to the Kids Care Carousel station as in the past. Mr. Barnes explained the game station was on surplus due to the equipment reaching full capacity and additional games could not be loaded. A Wii station would be used at the Village Park's game room and used as a replacement. There were no changes recommended. D. 16-0186 AUTHORIZATION TO AWARD A TASK ORDER FOR CONTSTRUCTION ADMINISTRATION SERVICES FOR THE Village of Wellington Page 1 Village Council Workshop Action Summary - Final June 13, 2016 FOREST HILL BOULEVARD C-13 CANAL CULVERT AND APPROACH PROJECT Mr. Schofield introduced the item. This item is for the authorization to award a task order to Kimley-Horn and Associates, Inc., to provide construction administration services, in an amount not to exceed $60,000, for the Forest Hill Boulevard C-13 Canal Culvert and Approach Project. Jim Barnes, Assistant Village Manager, explained that the current contract was for the construction phase engineering services. The services include obtaining a separate design professional who would provide general review and consulting services for the in-house services to be rendered. He stated due to the current heavy workload, staff wanted to ensure all the issues were being addressed. There were no changes recommeded. E. 16-0198 AUTHORIZATION TO UTILIZE AN EXISTING STATE OF FLORDIA CONTRACT TO PURCHASE OFFICE FURNITURE FOR THE NEW WELLINGTON COMMUNITY CENTER Mr. Schofield introduced the item. This item is for the authorization to utilize the State of Florida contract #420-20-10-1, with Global Industries, Inc., as a basis for pricing, for the purchase, delivery, and installation of office furniture for the new Wellington Community Center (WCC) at a cost of $41,774.65. Mr. Schofield explained that furniture was not added to the WCC building construction bid. Mr. Barnes said the purchase would include all of the office furniture and other furniture to be placed in the common and circulating areas for the entire building. Vice Mayor McGovern asked if the agenda item included all the furniture for the banquet rooms. Mr. Barnes said many of the items for the banquet rooms were being reused but another order was placed for the remaining items needed, which would complete everything that was needed. Mayor Gerwig asked if the bid was handled by sending out a Request for Proposal (RFP). Mr. De La Vega explained that staff was using a State of Florida contract with Global Industries, Inc. with a 61% discount as listed on page 145. He further explained that staff was using the new database, Onvia Exchange (DemandStar), in order to view company pricing within the entire United States. Mr. Barnes noted staff surveyed two facilities that purchased furniture from Global Industries and were very happy and satisfied with the quality of the furniture. There were no changes recommended. 16-0199 PURCHASE AND DELIVERY OF INFORMATION TECHNOLOGY EQUIPMENT FOR THE WELLINGTON COMMUNITY CENTER Mr. Schofield introduced the item. This item is for the authorization to utlize Village of Wellington Page 2 Village Council Workshop Action Summary - Final June 13, 2016 NJPA contract #100614, with CDW-G, as a basis for pricing, for the purchase and delivery of IT equipment for the Wellington Community Center (WCC) at a cost of $66,075.34. Mr. Silliman explained that the equipment that being purchased was for fire walls, switches, cabling, cross connects from desk to computers, televisions, wifi for both inside and outside, mounts, UPS for all the equipment to include the batteries and blue ray players for some of the televisions. Mayor Gerwig asked if the equipment would cover all the audio and video needs all of the banquet rooms. Mr. Barnes said the purchase included a component of the audio and video portion within the building because part of the audio equipment was included in the Purtle contract. He explained that staff obtaining pricing and installing the equipment as the building was being completed seemed to be a more efficient practice. There were no changes recommended. G. 16-0192 APPROVAL OF FLORIDA EDUCATION INVESTMENT TRUST FUND TRUST AGREEMENT Mr. Schofield introduced the item. This item is the approval of the Interlocal Agreement to become a Signatory Public Agency of the Florida Education Investment Trust Fund and authorization for the Mayor to sign all necessary documents. Tanya Quickel, Director of Administrative & Financial Services, introduced Michael Stewart, Financial Advisor from PFM Fund Distributors. Mr. Stewart provided an overview of the company to include: Portfolio, maturity, fund facts, and rating information. Ms. Quickel explained that different firms would be evaluated and funding placed in investment policies in order to obtain diversity of the assets. There were no changes recommended. H. 16-0189 ORDINANCE NO. 2016-07 (FLYING COW RANCH ANNEXATION) AN ORDINANCE OF WELLINGTON, FLORIDA’S COUNCIL, PROPOSING THE VOLUNTARY ANNEXATION (PETITION NUMBER 16-017/2016-007ANX) OF REAL PROPERTY COMPRISING OF 2.8 ACRES, MORE OR LESS, LOCATED WITHIN SECTION 24, TOWNSHIP 44 AND RANGE 40, APPROXIMATELY 4.5 MILES SOUTH OF SOUTHERN BOULEVARD IN PALM BEACH COUNTY, FLORIDA, KNOWN AS THE “FLYING COW RANCH,” MORE PARTICULARLY DESCRIBED HEREIN; DECLARING THAT THE VOLUNTARY ANNEXATION PETITION BEARS THE SIGNATURE OF THE PROPERTY OWNER; AMENDING SECTION 11 OF THE VILLAGE CHARTER BY REDEFINING THE CORPORATE LIMITS OF THE VILLAGE OF WELLINGTON; DIRECTING THE VILLAGE MANAGER TO DO ALL THINGS NECESSARY TO EFFECTUATE THIS ANNEXATION; DIRECTING Village of Wellington Page 3 Village Council Workshop Action Summary - Final June 13, 2016 THE VILLAGE CLERK TO FILE A COPY OF THIS ORDINANCE WITH THE CLERK OF THE CIRCUIT COURT IN PALM BEACH COUNTY, THE CHIEF ADMINISTRATIVE OFFICER OF PALM BEACH COUNTY, AND THE FLORIDA DEPARTMENT OF STATE WITHIN SEVEN DAYS AFTER ADOPTION, IN ACCORDANCE WITH CHAPTER 171 OF THE FLORIDA STATUTES; PROVIDING A CONFLICTS CLAUSE; PROVIDING A SEVERABILITY CLAUSE; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced the item. This item is for the approval of Ordinance No. 2016-07, voluntary annexation of a 2.8 acre vacant parcel into the municipal boundary of the Village of Wellington. Robert Basehart, Planning & Zoning Director, stated that there were no changes made to the ordinance since first reading and staff has not received any complaints regarding the request of the voluntary annexation of the parcel. Mayor Gerwig asked if staff knew what was planned for the parcel. Mr. Basehart said that staff was expecting to receive applications for a development proposal and would communicate the information to Council when it is received. There were no changes recommended. I. 16-0187 ORDINANCE NO. 2016-15 (REFERENDUM QUESTION AMENDING THE VILLAGE CHARTER RELATING TO THE FILLING OF COUNCIL VACANCIES) AN ORDINANCE OF WELLINGTON, FLORIDA’S COUNCIL PROPOSING AMENDMENTS TO SECTION 5 OF WELLINGTON’S CHARTER RELATING TO FILLING OF VACANCIES FOR COUNCILMEMBERS BY AMENDING SECTION 5, SUBSECTION G, “VACANCIES; FORFEITURE OF OFFICE; SUSPENSION; FILLING OF VACANCIES”; PARAGRAPH 4 “FILLING OF VACANCIES” TO ELIMINATE THE POWER TO APPOINT TO FILL COUNCIL VACANCIES AND TO PROVIDE FOR SPECIAL ELECTION WHEN THE UNEXPIRED TERM IS 180 DAYS OR MORE; SPECIFYING THE TIMING REQUIREMENTS FOR SPECIAL ELECTIONS TO FILL MAYORAL AND COUNCILMEMBER VACANCIES; PROVIDING FOR SUBMISSION OF THE PROPOSED CHARTER AMENDMENT TO THE ELECTORS OF WELLINGTON AT THE ELECTION TO BE HELD ON AUGUST 30, 2016; PROVIDING FOR FILING WITH THE FLORIDA DEPARTMENT OF STATE; PROVIDING FOR PUBLICATION; PROVIDING FOR CONFLICT; PROVIDING FOR CODIFICATION; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced the item. This item is for the approval of Referendum Question and Adoption on second reading of Ordinance No. 2016-15 proposing amendments to Section 5 of Wellington's Charter relating to the filling of vacancies. Village of Wellington Page 4 Village Council Workshop Action Summary - Final June 13, 2016 Laurie Cohen, Village Attorney, stated that after combining referendum question no. 1 along with the title, the question was under the allowed seventy-five words. In the past, Council questioned if the title would be allowed to be part of the seventy-five word count and reiterated the final approval was that it was going to be allowed. There were no changes recommended. 3. WORKSHOP There was none 4. ATTORNEY'S COMMENTS Took place after Manager Comments • Ms. Cohen said she attended the following hearings on summary judgment motions during the week: Access Case - She stated the court denied the Summary Judgment with no explanation and the trial and calendar call was on July 15th. She said that she was trying to schedule the court ordered mediation to be held between July 12th and July 14th and asked Council to designate a councilmember to attend the mediation session. She explained that no binding decisions would be made at the mediation session and all discussion would be done at a shade session with the final approval at a public noticed meeting. Councilman Napoleone said he would attend. Council Drahos asked if the mediator had been selected. Ms. Cohen said that Steve Mayans would be selected. • Article 14 Retroactivity Case - Ms. Cohen explained that the Article 14 Retroactivity Case Summary Judgment went well but the ruling was not provided. She indicated as soon as the ruling was communicated to her, she would provide the information to Council. • Code - Ms. Cohen stated that the Code Enforcement Case hearing would be held on Thursday. • Soccer - Injunctive Relief Case - Ms. Cohen mentioned there was a motion to dismiss the case filed by the Village and the motion to dismiss the case, filed by Palm Beach Polo, was denied as expected. She said she would keep Council abreast of any updates. 5. MANAGER COMMENTS • Mr. Schofield said after speaking with Mayor Gerwig he wanted to know if Council wanted to have staff continue to add all of the background material for RFPs and purchasing agenda items. Mayor Gerwig said there was excess paper being produced and if the material was located on the website, paper copies for Council was not necessary. Council's consensus was to streamline the paper copies and the agenda Village of Wellington Page 5 Village Council Workshop Action Summary - Final June 13, 2016 packet. Mr. Schofield explained if Council needed additional material, staff would provide it. Mayor Gerwig further mentioned additional information could be asked for during the agenda review meeting or at any point in time and staff would provide to Council and made available to the public. Councilman Napoleone, Councilman Drahos and Vice Mayor McGovern agreed to obtain as much information as possible online. Mayor Gerwig and Vice Mayor Govern stated that they are favor of having hard copies of the agenda packet in order to make notations on certain pages. Mr. Barnes suggested providing Council with the DemandStar website hyperlinks for the bids in the agenda item and not include the entire agenda package. The public can access the information by following the link. Mr. Schofield reiterated that he understood that Council was going to read the agenda packet information electronically but wanted to continue obtaining hard copies of the agenda packet in order to make their personal notations. He indicated he would advise staff of the changes. • Mr. Schofield explained that Angeleigh Adorno was trying to coordinate and schedule the Visioning & Direction Workshop as soon as possible. Mayor Gerwig wanted to know the length of time of the workshop. Mr. Schofield said he felt that they needed to allot one full day because of the new councilmembers and historical contact would be needed. The Five Year Plan and the Budget would be discussed and the need to schedule the workshop before September was critical. Ms. Adorno said August 3rd or August 10th dates were available. Council consensus was to schedule the workshop for August 10th and asked Ms. Adorno to try to coordinate an earlier date. Mr. Schofield said staff was going to plan to have the workshop on August 10th and Ms. Adorno would try to coordinate an earlier date for Council to meet. • Mr. Schofield explained that staff was getting ready to place the Budget Challenge on the website as done during the past years. He noted that he has had communications with each councilmember regarding the conditions of the Wellington schools and the amount of funding needed to maintain and repair them. Staff was contemplating asking the residents about supporting the one cent sales tax for the needs of each school and in the future communicate the desire to have some of the funding come back to Wellington with Dr. Avossa. Vice Mayor McGovern said he has communicated the message to the school board and the Education Committee and he encouraged all of the councilmembers to meet with the school board members and clearly communicate that Wellington expects our schools to be taken care of. • Mr. Schofield stated that the Budget and Brief booklets would be completed shortly. After the booklets were distributed to Council, meetings would be coordinated for budget reviews on a one on one basis and Council's questions Village of Wellington Page 6 Village Council Workshop Action Summary - Final June 13, 2016 would be very helpful. • Mr. Schofield noted that the Village has an application for the Wanderer's Executive Course but there was confusion from the public that he wanted to clarify. The application was not for the entire Wanderer's Club; in order to avoid further confusion, the application would be re-labeled as Winding Trails. • Mr. Schofield reported that Mr. Barnes obtained a list of colors for the lighting of clock tower which would be provided to Council. He indicated the lenses were not available but the bulbs could be changed and in the future, staff would look into LED lighting and a system where the colors could be manually controlled. Mr. Barnes provided a report on the different health related awareness events along with the corresponding colors. He explained that certain months list multiple events as being recognized and Council would need to make selections. Mayor Gerwig said she felt that the lighting of the clock tower needed to be request driven. Vice Mayor McGovern said the practice could be similar to the annual proclamation list that council approves. Mr. Schofield noted purple lighting would be installed during the current week and staff would provide Council with an annual monthly list of colors for approval similar to the annual proclamation list. The list could be modified during the year. Council consensus was to have staff provide the annual monthly list for Council's review and approval. Mayor Gerwig said she felt that the residents needed to contact the Village for their requests. Mr. Barnes explained the white lights on the clock tower would be turned off and the colored lights would be turned on for visibility around the clock tower area where the numbers were located. • Vice Mayor McGovern asked staff for clarification regarding the Palm Beach Post article that ran last Friday about the bond and the construction on 40th Street. Mr. Barnes said that Mr. Morgan from the Palm Beach Post made an inquiry about two projects: 1- Mr. Bellissimo's projects 40th Street; 2- Pierson Road portion. Mr. Schofield explained the South Shore and Pierson construction project was required by the development order but was not bonded and there was no time certain for that project. The 40th Street project was bonded and part of their approval stated that the project was to start in May, however, it has not yet started. Mr. Schofield said he has spoken with the landowner who questioned the use of money in the bond for the construction. He indicated that the normal process was that the contractor would submit a bill along with the engineer's certified cost estimate and staff would verify the amount and reduce the bond amount by 90% of the amount. Afterwards, the landowner would be able to use the funds to pay the contractors. He said the Village would not be releasing the entire $2.4 million but would release the amount in segments. Mr. Schofield stated that if the project was not started by the Month July, his intention was to request that the bond be pulled after obtaining permission from Council and Village of Wellington Page 7 Village Council Workshop Action Summary - Final June 13, 2016 the contract be awarded. Mayor Gerwig asked if the bond company was holding the $2.4 million and not the Village. Mr. Schofield replied affirmatively. Mr. Barnes explained that the Village was not holding any of the money projected for the project as it is listed only as the beneficiary. Mr. Schofield stated if the work was not started soon, he would prepare an agenda item for the July meeting requesting the authority to pull the bond and award the contract. Councilman Drahos asked if the landowner was advised of the July time frame. Mr. Schofield replied affirmatively but indicated pulling the bond was not the Village's preference. Vice Mayor McGovern asked for the completion date for the project if not started in July. Mr. Schofield stated that it would be completed by the beginning of the year. In order for Mr. Bellissimo to operate the Equestrian Village shows during the current year, the requirement of a special use permit was necessary. Councilman Drahos stated he was concerned about having construction on Shore Boulevard and Pierson Road start late in the year because the Village would not want construction at that location during the equestrian season. Mr. Schofield replied affirmatively and said a bond was not provided for that project. The bulk of the construction would not be started between January and April. The Village moves towards completing any equestrian related construction by the end of the year. Councilman Napoleone asked for the total scope for the improvements on Shore Boulevard and Pierson Road. Mr. Schofield said there were improvements with the turn lanes. Mr. Barnes said the applicant advised staff they have sent out to bid those projects and were recommending an award, but the timeline for the initiation of the project has not been received. Mr. Schofield said he would ask Council for permission to use the contractor selected by the applicant because the Village would not be able to obtain a better price if sent out to bid again if the bond was called on the 40th Street project. Mayor Gerwig said that an email was received from the League of Cities regarding the acknowledgement of the sister city of Orlando due to the tragedy. A statement was included and she would like to read it along with a moment of silence at the beginning of the meeting. Mr. Schofield said Ms. Callovi would add to the beginning of the agenda before the presentations. Councilman Drahos asked if Council was going to have discussion regarding the structure of the June 28th fluoride meeting. Mr. Schofield said the standard three minutes would be provided to each person. He would obtain the point staff members from Mr. Riebe and provide to Council. Vice Mayor McGovern asked for staff's intentions after the June 28th meeting. Mr. Schofield said he would ask for Council's direction regarding moving forward or not with fluoridating the Village's water. Vice Mayor McGovern said he heard that many of the residents would be out of Village of Wellington Page 8 Village Council Workshop Action Summary - Final June 13, 2016 town and would not be able to attend the meeting and asked Council if there was a concern about having the meeting and making a decision in the middle of summer. Mr. Schofield stated there was not a certain time frame avaible when all of the residents were in town. The meeting was advertised and felt that none of the residents could miss the notifications. He noted that residents were able to submit their comments anyway they wanted and his recommendation was to continue to move forward with the meeting on June 28th. Councilman Drahos said if someone was not able to attend the meeting, they were welcome to reach out to him and he would meet with them privately beforehand to address their viewpoints. Councilman Napoleone said he had already scheduled several meetings with residents and Council was receiving emails from both sides. The public was clearly able to communicate their thoughts to Council. Mayor Gerwig said the last time the item was on the agenda it was placed as a discussion item and many of the residents contacted her two days later when they saw the item in the paper because they had no idea the item was up for discussion. She said that currently staff was doing a better job of disseminating the information to the public. Her goal was to have everyone that has a strong feeling on the issue have ample time to get their views known and present them. Mayor Gerwig asked what process was taken when the item was initially introduced in 1997. She asked if there more than one hearing and what time of the year was the meeting held. Mr. Schofield mentioned the 1999 hearing regarding fluoridation adoption was done by a single resolution during the summer. There was a public hearing in the July time frame and later on in August, Council reaffirmed their decision to add the fluoride to the water. A single public meeting was held to adopt the practice. Mr. Barnes said the public information meeting was held on July 18, 2000 and the vote was taken by Council in 1999 to authorize the installation of the equipment. On August 22, 2000 Council confirmed the decision after the public meeting was held in July. 6. COUNCIL COMMENTS 7. ADJOURN Village of Wellington Page 9