Village Council Workshop

Village of Wellington 12300 Forest Hill Blvd Wellington, FL 33414 Action Summary - Final Monday, January 9, 2017 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 January 9, 2017 1. CALL TO ORDER Mayor Gerwig called the meeting to order at 4:30 P.M. Councilmembers present: Anne Gerwig, Mayor, Michael Drahos, Councilman; Tanya Siskind, Councilwoman. Vice Mayor Mc.Govern arrived late; Councilman Napoleone was not present. Advisors to the Council: Paul Schofield, Manager; Laurie Cohen, Esq., Attorney; Jim Barnes, Assistant Manager; Tanya Quickel, Director of Administration and Financial Services; Rachel R. Callovi, Clerk. 2. PLEDGE OF ALLEGIANCE Mayor Gerwig led the Pledge of Allegiance. 3. 17-0784 EMPLOYEE OF THE MONTH FOR THE MONTH OF DECEMBER 2016 – CARLOS CANALES This item was heard after Agenda Item 4A - A Proclamation of the Village Council of Wellington Florida Recognizing Palm Beach Central High School Bronco Band on Winning the 3A State Championship. 4. REVIEW OF COUNCIL AGENDA A. 17-0700 A PROCLAMATION OF THE VILLAGE COUNCIL OF WELLINGTON, FLORIDA RECOGNIZING PALM BEACH CENTRAL HIGH SCHOOL BRONCO BAND ON WINNING THE 3A STATE CHAMPIONSHIP Mr. Schofield introduced this item. This item is a proclamation of the Village Council of Wellington, Florida recognizing Palm Beach Central High School Bronco Band on winning the 3A State Championship. Mayor Gerwig said she hoped to see the video of the band receiving their award. Mr. Barnes noted that a video was provided of the band's award winning performance and was to be shown at tomorrow night's Council meeting. At this point in the meeting Mr. Schofield stated that Mr. De La Vega had an announcement to make. Mr. De La Vega introduced Paulette Edwards, the new Neighborhood Services Director and provided a brief synopsis of her background and experience. Ms. Edwards stated she was excited to be part of the Village of Wellington. Council welcomed Ms. Edwards and extended their congratulations. At this point in the meeting Mr. Schofield introduced the Employee of the Month of December 2016, Carlos Canales. Mr. Lundeen gave an overview of Mr. Canales history and service with the Village. Council extended their congratulations. There were no changes recommended. Village of Wellington Page 1 Village Council Workshop Action Summary - Final January 9, 2017 B. 17-0403 AUTHORIZATION TO CONTINUE UTILIZING A SOUTHEAST FLORIDA CO-OP CONTRACT FOR THE PURCHASE AND DELIVERY OF WATER METER FITTINGS AND WATER LINE ACCESSORIES Mr. Schofield introduced this item. This item is for the authorization to continue utilizing a Southeast Florida Co-op contract with multiple vendors, for the purchase and delivery of water meter fittings and water line accessories in the amount of approximately $150,000 annually. Mr. De La Vega noted there were four vendors listed and explained there were sixteen municipalities that were part of the co-op using the contract and benefiting from the pricing and discounts available. There were no changes recommended. C. 17-0623 AUTHORIZATION TO RENEW AN EXISTING CONTRACT WITH SOUTHWEST ENGINEERS FOR SUPPLY AND DELIVERY OF LIQUID DISPERSION POLYMER Mr. Schofield introduced this item. This item is for the authorization to renew an existing contract with Southwest Engineers, for supply and delivery of liquid dispersion polymer, in the amount of approximately $73,000. At this point in the meeting, Vice Mayor McGovern joined the meeting. There were no changes recommended. D. 17-0666 AUTHORIZATION TO AWARD A CONTRACT FOR STRIBLING WAY AND FAIRLANE FARMS ROAD LANDSCAPE AND IRRIGATION IMPROVEMENTS Mr. Schofield introduced this item. This item is for the authorization to award a contract to Next Era Landscaping, LLC for Landscaping and Irrigation Improvements at Stribling Way and Fairlane Farms Road in the amount of $34,874.58. Mr. Schofield noted the lighting portion of the project was awarded and the completion date was mid February. He explained the intersection was working very well and the only problem was the darkness at night. Staff was monitoring the hot right turn issues closely but in the future, staff may suggest the removal of the extension of the merge lane on Fairlane Farms that goes to Stribling Way. He indicated currently there were no issues with the project. There were no changes recommended. E. 17-0797 AUTHORIZATION TO UTILIZE STATE OF FLORIDA AND GENERAL SERVICES ADMINISTRATION CONTRACTS FOR THE PURCHASE AND DELIVERY OF HEAVY EQUIPMENT Mr. Schofield introduced this item. This item is for the authorization to utilize the State of Florida Contract #2110000015-1 and General Services Administration (GSA) Contract #GS-21F-001DA, as a basis for pricing, for the purchase and delivery of heavy equipment in the total amount of $74,084.26. Village of Wellington Page 2 Village Council Workshop Action Summary - Final January 9, 2017 Mr. De La Vega noted the sweeper vacuum was a replacement for the vehicle listed on the surplus list that was presented to Council in the past but the utility tractor was a new piece of equipment. Mr. Barnes explained the utility tractor was approved and part of the budget. Mayor Gerwig asked if the local purchasing procedure was used. Mr. Schofield said the local purchasing procedure was not used due to the prices that were obtained were the lowest available prices for the equipment. There were no changes recommended. F. 17-0781 AUTHORIZATION TO APPOINT AN ALTERNATE SELECTION COMMITTEE FOR THE ENTERPRISE RESOURCE PLANNING (ERP) REQUEST FOR PROPOSAL (RFP) SOLICITATION Mr. Schofield introduced this item. This item is to authorize to appoint an alternate election committee for the Enterprise Resource Planning (ERP) request for proposals. Mr. Schofield noted the current standing members were Ms. Quickel, Mr. Lundeen and Mr. Basehart. He was asking Council to approve the replacement of Mr. Basehart with Mr. Tomasik due to his significant expertise and was one of the heaviest users of the information. There were no changes recommended. G. 17-0806 RESOLUTION NO. R2017-02 (WELLINGTON GREEN MUPD “F” VACATION / ABANDONMENT) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL, VACATING A PORTION OF THE 12 FOOT WIDE WATER AND SEWER EASEMENT, TOTALING APPROXIMATELY 2,253 SQUARE FEET, LOCATED WITHIN WELLINGTON GREEN MUPD “F”; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced this item. This item is for the approval of Resolution No. R2017-02 to abandon/vacate a portion of the 12 foot wide Water and Sewer Easement, totaling approximately 2,253 square feet, located within Wellington Greene MUPD "F". Mr. Basehart explained that replacement easements would be provided. There were no changes recommended. H. 17-0807 RESOLUTION NO. NO. R2016-71 (BINKS COMMERCIAL CENTER LOT 9 CONDITIONAL USE) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL, APPROVING A CONDITIONAL USE (PETITION NUMBER 16 – 87 / 2016 – 34 CU 1) FOR CERTAIN PROPERTY KNOWN AS LOT 9 OF THE BINKS COMMERCIAL CENTER; CONSISTING OF APPROXIMATELY 0.73 ACRE, MORE OR LESS, LOCATED IN THE Village of Wellington Page 3 Village Council Workshop Action Summary - Final January 9, 2017 SOUTHEAST CORNER OF BINKS FOREST DRIVE AND BENT CREEK ROAD ON PROFESSIONAL WAY, AS MORE SPECIFICALLY DESCRIBED HEREIN; TO ALLOW A 3,600 SQUARE FOOT VETERINARY CLINIC IN A PLANNED UNIT DEVELOPMENT ZONING DISTRICT SUBJECT TO CONDITIONS OF APPROVAL; PROVIDING A CONFLICTS CLAUSE; PROVIDING A SEVERABILITY CLAUSE; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced this item. This item is for the approval of Resolution No. R2016-71, a Conditional Use (Petition No. 16-87/2016-34 CU 1) to allow a 3,600 square foot veterinary clinic on Lot 9 within the Binks Commercial Center project with conditions of approval as presented. Mr. Basehart noted staff was offering to change Condition #8; instead of the requirement of a driveway connection in the turn lane, the inbound turning radius of the driveway at the location would be a minimum of 50 feet. The request was by the Village Engineer and the 50 foot inbound turning radius was to be utilized until a right turn lane was required at the location. In response to Mayor Gerwig's question regarding the cost difference of the driveway and the reason the connection was not made initially, Mr. Lundeen said he was not able to obtain the reason the connection was not initially made but he would continue with his research and report back to Council. Mr. Basehart explained he was the agent for the project when the initial decision was made. He said the reason for not installing the connection was due to the Village Engineer wanting the driveway to be installed and he added a requirement of a installation of a stub to be used as the future connection. He said in order to comply with Condition #9 outlined on the agenda item, a limited access placement easement would be added to the plat. Mr. Lundeen noted there was a drainage structure located along the curb line where the driveway connects which would need to be converted and modified to a valley gutter type item. He explained that the cost difference of the driveway was $44,000 and an additional $44,000 for the turn lane. Mr. Basehart said staff was not saying the turn lane was not neccessary but indicated the driveway connection was absolutely necessary because it would provide the way to go in and out of the development, which was especially important for the children. He noted that staff determined that a 50 foot inbound turning radius or hot right, would be sufficient with the current car volume, and all the required standards would be met. He emphasized in the future, when the day care center adds their addition, the turn lane was not going to be sufficient to handle the increase in car volume. Councilman Drahos stated that safety was of the upmost concern for him when the roadway opens. Mr. Lundeen explained the traffic counts received from the applicant's engineering firm indicate the impact from the veterinary clinic was minimal. Councilman Drahos indicated his concern was for the families using the entrance and exit for access to the school. Mayor Gerwig noted the drivers coming from the school would be backup if they use the driveway. Mr. Basehart stated the applicant agreed to the revised condition. Village of Wellington Page 4 Village Council Workshop Action Summary - Final January 9, 2017 Vice Mayor McGovern noted Ms. Vail, the representative for the applicant, was present. He asked Ms. Vail if she received additional information from the day care facility. Mayor Gerwig asked if Council was in order in having the applicant speak during the agenda review meeting. Mr. Schofield noted having the applicant speak at the agenda review meeting was not a historical practise but on occasions, in the past Council has asked for verification and the applicants were allowed to speak during the meeting. Council agreed to have Ms. Vail speak or answer any questions that Council may have. Ms. Vail said she had not provided the day care operator with the new information regarding Condition #8 but the veterinary clinic operator has agreed to the revised condition terms. She stated she would provide Council with any additional input at tomorrow night's Council meeting. Mayor Gerwig thanked Ms. Vail, staff and Ms. Cohen for all of their research regarding the project. There were no changes recommended. 5. WORKSHOP 6. ATTORNEY'S COMMENTS Ms. Cohen noted that a injunction action was filed against Palm Beach Polo regarding the soccer games being played on the north course, that was argued upon in June. She indicated over the weekend, an order granting a temporary injunction was received. She explained either a cessation of the soccer matches would occur on a permanent or temporarily basis until a special use permit was applied for and approved. Ms. Cohen explained she has not received the trial order as of yet. Vice Mayor McGovern asked for the name of the Judge issuing the order. Ms. Cohen stated Judge Gregory Keyser was issuing the order. Mayor Gerwig said the solution was simple, to obtain a special use permit. Ms. Cohen agreed with Mayor Gerwig and explained the process was; 1) obtain a special use permit; and 2) the permit would come before Council for approval. She indicated the process would take approximately six weeks. Mr. Schofield noted if the games were going to happen every weekend, the Village was seeking an adequacy of parking and sanitary facilities but if the games were going to occur for only one weekend, the issue would be less of a concern. He explained every special event dictates the conditions especially regarding nuisance or safety issues. Councilman Drahos asked if staff communicated the procedure to obtain the permit to the applicant. Ms. Cohen said there was a meeting held today and she would discuss the out come with Council on a individual basis. In the near future a shade session was needed regarding the issue. Village of Wellington Page 5 Village Council Workshop Action Summary - Final January 9, 2017 Mr. Schofield explained that the amendment for a certain portion of the Equestrian Preserve area was received last week and Ms. Kelly would contact each councilmember to schedule time to discuss individually. He said all the material was loaded into Wellington's website and copies would be distributed to Council. Mayor Gerwig asked for the procedure in order to move forward with the issue and the date for the DRC meeting. Mr. Schofield said date for the DRC meeting was not selected but the review for code compliance was currently underway. The public meeting process would not be held before the month of February and the process would involve meeting with the boards and committees in such order; 1) DRC; 2) EPC; 3) PZAB; and 4) Council. He said all the meetings were open to the public, minutes and the video of the meeting were recorded. Mr. Basehart said all three of the meetings were broadcasted live via the website. Vice Mayor McGovern noted that staff was trying to provide expedited review when they could. Mr. Schofield replied affirmatively and said based on the statutory requirements in the code, staff would expedite the reviews. 7. MANAGER COMMENTS Mr. Schofield noted the Village was currently on a full 5 day work week schedule and asked Council if they wanted to revise the start time for the Council Agenda Review meetings. Council agreed to change the time of the Council Agenda Review meetings to 4:00 P.M., commencing on January 23rd. 8. COUNCIL COMMENTS 9. ADJOURN Village of Wellington Page 6