Village Council Workshop

Village of Wellington 12300 Forest Hill Blvd Wellington, FL 33414 Action Summary - Final Monday, March 13, 2017 4:00 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 March 13, 2017 1. CALL TO ORDER Mayor Gerwig called the meeting to order at 4:02 P.M. Councilmemebers present: Anne Gerwig, Mayor; John McGovern, Vice Mayor; Michael Drahos, Councilman; Michael Napoleone, Councilman; and Tanya Siskind, Councilwoman. Advisors to Council: Paul Schofield, Manager; Laurie Cohen, Esq., Attorney; Jim Barnes, Assistant Manager; Tanya Quickel, Director of Administrative and Financial Services; and Chevelle Nubin, Village Clerk. 2. PLEDGE OF ALLEGIANCE Mayor Gerwig led the Pledge of Allegiance. 3. REVIEW OF COUNCIL AGENDA A. 17-0999 A PROCLAMATION OF THE VILLAGE COUNCIL OF WELLINGTON, FLORIDA, RECOGNIZING LUCY DAVIS, KENT FARRINGTON, BEEZIE MADDEN, AND MCLAIN WARD ON THEIR 2016 OLYMPIC TEAM SILVER MEDAL IN SHOW JUMPING AND ALLISON BROCK, LAURA GRAVES, KASEY PERRY-GLASS, AND STEFFEN PETERS ON THEIR 2016 OLYMPIC TEAM BRONZE MEDAL IN DRESSAGE AT THE 2016 OLYMPICS IN RIO DE JANEIRO, BRAZIL Mr. Schofield introduced this item. This item is for a presentation of a Proclamation to the members of the United States Equestrian Olympic teams for winning the team silver medal in jumping and the team bronze medal for dressage at the 2016 Olympics in Rio de Janeiro. Mayor Gerwig asked if the members of the Olympic teams were going to be present at tomorrow night's Council meeting. Mr. Schofield said he was not sure if they would be present but he would have staff contact the team trainer. There were no changes recommended. B. 17-0991 PALM BEACH COUNTY FIRE RESCUE ANNUAL REPORT PRESENTATION Mr. Schofield introduced this item. This item is for Battalion Chief Michael Arena of Palm Beach County Fire Rescue Battalion 2 to present the Village of Wellington Annual Report for the period of October 1, 2015 through September 30, 2016. There were no changes recommended. C. 17-0948 PALM BEACH COUNTY SHERIFF’S OFFICE DISTRICT 8 WELLINGTON FY16 ANNUAL REPORT PRESENTATION Mr. Schofield introduced this item. This item is for Captain Rolando Silva to present the Palm Beach County Sheriff's Office District 8 Wellington FY16 Village of Wellington Page 1 Village Council Workshop Action Summary - Final March 13, 2017 Annual Report to Council. Mr. Schofield noted that Captain Silva and Major Araujo would present the information to Council. There were no changes recommended. D. 17-0890 PRESENTATION OF AUDIT RESULTS FOR THE FISCAL YEAR ENDED SEPTEMBER 30, 2016 Mr. Schofield introduced this item. This item is a presentation and discussion of the Village of Wellington audit results for the fiscal year ending September 30, 2016. Ms Quickel stated that a separate bound copy of the report was provided to Council. Mayor Gerwig noted that the complete report was located on the website and in the agenda for the public to review and ask questions at tomorrow night's Council meeting. There were no changes recommended. E. 17-0765 AUTHORIZATION TO UTILIZE A U.S. COMMUNITIES’ CONTRACT WITH CINTAS CORPORATION FOR THE RENTAL AND SERVICE OF EMPLOYEE UNIFORMS, MATS, MOPS, TOWELS AND OTHER RELATED PRODUCTS AND SOLUTIONS Mr. Schofield introduced this item. This item is for the authorization to utilize U.S. Communities' contract with Cintas Corporation for the rental and service of employee uniforms, mats, mops, towels and other related products and solutions. Mr. De La Vega explained in 2013 the Village changed from UniFirst to Cintas Corporation which provided an annual savings of $15,000. He said currently, after staff researched and found similar pricing with National Joint Powers Alliance (NJPA) and Southeast Florida, Cintas Corporation was still providing the best price. At this point, Mr. Schofield introduced Chevelle Nubin, the new Village Clerk. He said she was returning to Delray Beach to assist with tomorrow's election but would return the following day. Council welcomed Ms. Nubin to the Village. Vice Mayor McGovern asked Mr. De La Vega to explain the services provided by Cintas Corporation. Mr. De La Vega said the annual cost of $60,000 was for employee uniforms which included: Cintas providing 11 sets of uniforms for each employee; uniforms were picked up every week to be laundered; the clean uniforms were returned; and Cintas picks up and drops off the uniforms at each Village location. Vice Mayor McGovern asked if the procedure that Mr. De La Vega just described was the procedure used by all the Village's uniformed employees. Village of Wellington Page 2 Village Council Workshop Action Summary - Final March 13, 2017 Mayor Gerwig asked which employees were the uniformed employees. In response, Mr. Barnes explained that the uniformed employees include all of the field employees and employees located in the building which were part of the building and code compliance departments. He noted that there were other employees that wear other types of Wellington shirts or career apparel located in the Parks and Recreation and Customer Service departments but they were not provided by Cintas Corporation. Vice Mayor McGovern asked if the Village pays for the laundering of all the uniforms. Mr. Barnes replied affirmatively and explained that was the general traditional practice in both the public and private sectors if uniforms were a requirement. Mr. Schofield noted an additional service that was provided by Cintas Corporation was the replacement of the garments. Mr. Barnes explained the most expensive cost was the replacement of garments and not the laundering service. Vice Mayor McGovern asked if the Village was annually purchasing new uniforms for $60,000. Mr. Barnes explained the garments were not new. He said Cintas only replaces the garments if damaged, has a stain that was not removable or the employee needed a new size. Vice Mayor McGovern asked about the other services being used. Mr. Barnes explained that the Village uses other services which include consumables that staff were not able to clean along with mats. Mr. Schofield noted with the amount of Village employees, using the Cintas Corporation's service was less costly than purchasing uniforms for each employee. Mayor Gerwig said that the service was a convenience to the employees. Councilman Napoleone asked if the following year's contract would need to be bid out. Mr. De La Vega explained that the contract was valid until 2019. Mayor Gerwig reiterated that the Village saved $15,000 when they changed to Cintas Corporation. Mr. De La Vega replied affirmatively and said that the change was very cumbersome and costly and noted the change from UniFirst to Cintas Corporation was due to service issues. Mr. Barnes explained that changing to a new company would be very difficult because old uniforms would have to traded; dropped off; the fitting; and then collected. There were no changes recommended. F. 17-0805 AUTHORIZATION TO AWARD A TASK ORDER TO PROVIDE ENGINEERING CONSULTING SERVICES FOR A SOUTH EAST LAKE WELLINGTON AREA WATER AND SANITARY SEWER CONDITION ASSESSMENT Mr. Schofield introduced this item. This item is for the authorization to approve a task order to Keshavarz & Associates, Inc. to provide engineering consulting services for the South East Lake Wellington Area Water and Sanitary Sewer Village of Wellington Page 3 Village Council Workshop Action Summary - Final March 13, 2017 Condition Assessment at a cost of $197,205.00. Ms. LaRocque explained that full condition assessments would be provided for three neighborhoods located across from Village Hall along Wellington Trace; the neighborhoods are located on the right and left side and would end at the water plant. She indicated that the result of the assessment would be a preliminary design report that would allow staff to program a capital improvement program to review the replacement of the water mains and the lining of the pipes located in the manholes in order to extend useful life. She noted that $118,000 was for Layne Inliner, the sub contractor to provide sanitary sewer television and manhole inspections and provide staff with a recommendation in order to prioritize the neighborhood improvement programs. Mayor Gerwig said the area was south of the area where the water mains were replaced. Mr. Barnes said that the Block Island area was completed during the past year and the Stratford area was completed during the current year but the work was for potable water and sanitary services. He explained Ms. LaRocque would be analyzing and evaluating both systems and the needed work would be completed at the same time. Mr. Schofield said that the last condition assessment that was completed for the area was done nine years ago. Ms. LaRocque said she was in the process of doing condition assessments to all of the Village's infrastructure in order to look at the long range capital improvement program and to determine and prioritize the expenditures needed in order to reinvest in the utilities. She advised Council they would see additional agenda items that were similar to the current item. Mayor Gerwig asked for the results of the condition assessments completed in the past. Mr. Barnes said in the past, staff would monitor the problems based on the history of the service call issues, staff being proactive in checking for old and deteriorated conditions within the system and repairing them ahead of time. Currently, he said the reason for moving forward with the Block Island and the Stratford neighborhoods was due to numerous breaks and the awareness of the pipes' initial installation dates. Mayor Gerwig asked if the areas selected were due to the age of the pipes. Ms. LaRocque noted the areas were selected the same way as in the past but currently staff was keeping better historical records in order to set priorities for the future. Ms. LaRocque said the assessment would provide: an in-depth idea of the cost to replace the water mains; cost to replace the laterals; obtain the existing condition of all the pipes and water mains; and the cost to renew and replace the sanitary sewer. She explained that the sanitary sewers would not be able to be relined but the manholes would be recoated and by having the completed assessments, she was able to prioritize each neighborhood based on their needs. Councilman Napoleone asked if the entire Village would be assessed. Ms. LaRocque said that the older areas of the Village were being assessed first. She indicated there were several neighborhoods included in the first phase: 1) Village of Wellington Page 4 Village Council Workshop Action Summary - Final March 13, 2017 Lake Shore Heights; 2) Sunset Point; 3) Sturbridge Village; 4) Coventry Green; 5) Hanover East; 6) Park Place; and 7) South Shore. She indicated there was another project in the works that would include a portion of Sugar Pond Manor, which together would total 12 neighborhoods. Councilman Napoleone asked for the timeline for the next neighborhood to be assessed. Ms. LaRocque said the next neighborhood would be presented at the next Council meeting. Councilman Drahos asked for the amount of time for each project. Ms. LaRocque said the assessment would take three to four months to complete. Councilman Drahos asked why Keshavrez & Associates, Inc. was selected. Ms. LaRocque said the firm was on the rotation list along with Mock, Roos & Associates, Inc. and both companies have a solid utility background. Mayor Gerwig asked how many companies were part of the rotation. Ms. LaRocque said currently there were three firms on the rotation list. Councilman Drahos asked if the engineering firm would provide the assessments for each section. Ms. LaRocque said that the staff would shift the engineering firms around; 1) Keshavrez & Associates, Inc; 2) Mock, Roos & Associates, Inc.; and 3) Kimley-Horn & Associates, Inc. Mr. Barnes indicated the scope of work needed fits into Keshavrez & Associates, Inc. experience and background. He noted that Mock, Roos & Associates, Inc. was working on the lift stations and other sanitary improvement related work and Kimley-Horn & Associates, Inc. was currently working on inside the fence type of work: plant work; mechanical; wastewater plant and water plant. Mayor Gerwig asked if the firms were preapproved. Ms. LaRocque replied affirmatively. Mr. Schofield noted that a public selection process was held with open bids for qualifications and not proposals due to the professional nature of the firms, as price comparisons were not allowed. Vice Mayor McGovern asked if the projects did not go out to bid because the cost was below $200,000. Ms. LaRocque explained engineering services could not be bid under the State of Florida statute and must be selected based on qualifications only. However, since the project was under $200,000, the continuing contract could be used. Ms. LaRocque said that she felt that the price was fair for the very valuable information that the Village would be receiving. Mr. De La Vega explained that if staff felt that the price was out of line, the process would have to be repeated: 1) request for the qualifications, as in the past; 2) award the contract to the most qualified company based on the committees' recommendation; and 3) Council would approve the contract. Mr. De La Vega noted that staff would have to negotiate with the highest ranked firm but if a price was not negotiated at that time, staff would go to the second highest ranked firm. He said the going out for bid process for engineering services was not to obtain a lowest bid pricing, but was based on qualifications. He said the bidding for the engineering services was completed Village of Wellington Page 5 Village Council Workshop Action Summary - Final March 13, 2017 by using the CCNA (Consultant's Competitive Negotiation Act) process. Mr. Schofield indicated that in the older Village neighborhoods the underground material was reaching the end of the service life. Ms. LaRocque added that the underground material in the Wellington neighborhoods on the list was about 35 to 40 years old and the pipes were made out of a thin wall pvc which currently was not standard material. Mayor Gerwig asked Ms. LaRocque to explain the pipe lining procedure. Ms. LaRocque explained that access to the pipes would be gained through the manholes and a folded liner would be inserted, after all of the liner was inserted, then the liner would be opened. Mayor Gerwig explained that the liner was not a net and would become a hard material. Mr. Barnes said the lining would be very similar to stormwater slip linings for culverts which at times, the lining would cure in place. He said the concept was that a pipe was being installed within another pipe. Mayor Gerwig noted that the lining would become rigid after time passes. Ms. LaRocque explained after the lining becomes rigid, the manholes would need to be coated because of the highly aggressive atmosphere, the material tends to breakdown the manholes and the pipes. Vice Mayor McGovern asked if the project was in the budget. Ms. LaRocque replied affirmatively and explained that the funding was part of the Water Distribution and Transmission and Wastewater Collection System capital projects budget. There were no changes recommended. G. 17-0920 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 2017 Project Graduation Sponsorship. Mr. Schofield noted for the past 5 years the Village has donated $500 to each school in the form of a cash sponsorship as well as providing access to the Village Park gym for the project through the existing Interlocal Agreement with the Palm Beach County School Board. Council agreed that Project Graduation was a good project and wanted Wellington to continue to support it. There were no changes recommended. H. 17-0926 RESOLUTION NO. AC2017-01 (MINOR AMENDMENT TO ACME WATER CONTROL PLAN) A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE ACME IMPROVEMENT DISTRICT APPROVING A MINOR AMENDMENT TO THE DISTRICT’S WATER CONTROL PLAN; AND PROVIDING AN EFFECTIVE DATE. Village of Wellington Page 6 Village Council Workshop Action Summary - Final March 13, 2017 Mr. Schofield introduced this item. This item is for the approval of Resolution No. AC2017-01 A Approving a minor amendment to the District's Water Control Plan; and providing an effective date. He noted that the requirement was to update the Acme Water Control Plan every 5 years. Ms. Quickel stated that during the prior year's budget process, discussion was to move the neighborhood parks out of Acme and into the General Fund and the plan incorporates the change that was approved with the prior year's budget process. Vice Mayor McGovern asked if that was the minor amendment noted for the item. Ms. Quickel explained the information presented was one of the minor changes but included an update regarding projects discussed five years ago and projects that have been completed. Mr. Schofield noted that the information listed provided a summary of Scheduled Projects: Forest Hill Boulevard Drainage Improvements & C - 13 Canal Conveyance & Culvert and several others. There were no changes reccommended. I. 17-0917 RESOLUTION NO. R2017-11 (MISSION FARMS EVERGLADES PLAT) A RESOLUTION OF WELLINGTON, FLORIDA'S COUNCIL ACCEPTING AND APPROVING THE MISSION FARMS EVERGLADES RE-PLAT FOR A 1.03 ACRE PARCEL LOCATED IN SECTION 10, TOWNSHIP 44 SOUTH, RANGE 41 EAST, VILLAGE OF WELLINGTON, PALM BEACH COUNTY, FLORIDA, BEING A PORTION OF TRACT “C”, MONTAUK VILLAGE NO. 1, AS RECORDED IN PLAT BOOK 43, PAGES 41 AND 42, OF THE PUBLIC RECORDS OF PALM BEACH COUNTY, FLORIDA. Mr. Schofield introduced this item. This item is for the approval of Resolution No. R2017-11 accepting and approving Mission Farms Everglades Plat. He indicated that the request was for a re-plat. He noted that the modification would adjust and correctly describe the utility easements which was not uncommon practice after construction especially if the utilities were placed in a slightly different area than noted on the original plan. There were no changes recommended. J. 17-0968 RESOLUTION NO. R2017-12 (LAKE OKEECHOBEE REGIONAL COMPACT) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL APPROVING AND AUTHORIZING THE PARTICIPATION BY THE VILLAGE IN THE LAKE OKEECHOBEE REGIONAL COMPACT; SAID AGREEMENT BEING A JOINT EFFORT BY OFFICIALS IN A NINETEEN COUNTY AREA ENCOMPASSING THE NORTHERN EVERGLADES AND THE LAKE OKEECHOBEE WATERSHED TO WORK TOGETHER ACROSS JURISDICTIONAL BOUNDARIES TO Village of Wellington Page 7 Village Council Workshop Action Summary - Final March 13, 2017 CREATE, SUPPORT, AND ADVANCE A COMPREHENSIVE PLAN ADDRESSING ENVIRONMENTAL AND ECONOMIC CHALLENGES ASSOCIATED WITH DISCHARGES FROM LAKE OKEECHOBEE, AND TO DEVELOP A JOINT STRATEGIC PLAN TO SUCCESSFULLY MEET THOSE CHALLENGES; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced this item. This item is for Council's consideration and approval of Resolution No. R2017-12 authorizing and approving participation by the Village of Wellington in the Lake Okeechobee Regional Compact. He said the resolution was asking for every county and municipality in the Lake Okeechobee region to create, support and advance a comprehensive plan addressing the environmental and economic problems associated with discharges from Lake Okeechobee. He noted that the Village would not be committed to anything other than supporting the concept. Vice Mayor McGovern asked who submitted the request. Mr. Schofield indicated that the request came from the Mayor Kevin Ruane of the City of Sanibel. He then asked if staff spoke with Mayor Ruane personally. Mayor Gerwig said there were several meetings announced addressing the issue but she was unable to attend and asked if anyone attended any of the Regional Impact meetings regarding the Lake Okeechobee issue. She thought that the Village was not technically associated with the issue but were being invited to take a look at it. Mr. Schofield stated the resolution does not commit the Village other than working with the local regional governments, which the Village has been doing. He indicated that the Village was less affected by Lake Okeechobee discharges than the costal communities. Vice Mayor McGovern asked for a list of the municipalities that passed the resolution. Mr. Schofield said he was not sure of the municipalities that passed the resolution but he would obtain the information and provide it to Council. Vice Mayor McGovern said he would like to pull the agenda item from Consent Agenda. He noted that after reading the resolution, he felt that there were commitments that the Village would have to adhere to. Councilman Napoleone asked who was the body resolving to moving forward with the needed work. Mayor Gerwig said that she felt that the request was not a work assignment but a request for the Village to come together and discuss the issue. At this point, Vice Mayor McGovern read Section 5 of the resolution which stated that a commitment of staff resources was needed. He noted that a large amount of action was needed and not just having the Council working together in a collaborative manner. Mayor Gerwig said she would agree to removing the agenda item from the Consent Agenda and placing it on the Regular Agenda for discussion at tomorrow night's meeting. She added that by participating, the Village would not be designing or taking on an obligation other than sharing information that the Village has in order to share with everyone including the residents. She Village of Wellington Page 8 Village Council Workshop Action Summary - Final March 13, 2017 explained that many residents were not aware that the Village was not taking water from Lake Okeechobee and placing it into Wellington waterways but there were times where the Village has needs for water and the water was taken from the C-51. She noted, the Village tried not to take any water from the C-51 during the issue. Mr. Schofield pointed out that the Village was a member of the Water Task Force of Palm Beach County. Mayor Gerwig said she felt Council needed to spend time discussing the issue because the residents believe that Lake Okeechobee was negatively impacting the Village. Vice Mayor McGovern suggested not voting on the agenda item at tomorrow's Council meeting until additional information was received. He said the information he was requesting before moving forward was: 1) the names of the 164 listed municipalities; 2) 19 counties; 3) participation of the neighboring cities especially the cities west of the Village; and 4) the type of involvement requested from the Village. Mr. Schofield said he had a brief discussion with the Water Task Force of Palm Beach County and most of the things that the resolution calls for, were SFWMD's and the Corp of Engineers' responsibility. He noted that there was a bill sitting in front of the legislature that would take the responsibility for rehabilitating the Herbert Hoover Dike and make the SFWMD directly responsible for that project. Mayor Gerwig said the information that Mr. Schofield stated was on page 432, Section 6, Item (c). She indicated that the Village needed to be aware of these types of changes and make it a priority. Mr. Schofield said the Village was not going to dedicate resources for designing or construction because the issue does not affect us. Currently, staff was monitoring the condition of the Herbert Hoover Dike and beyond that, the condition of the dikes and canals around the storm water treatment areas. He said that he would not expect the Engineering Department to accomplish any additional coordination work and his suggestion was to remove the agenda item and add to the following meeting in order for him to provide answers to all of Council's questions. Council agreed to remove the item from the agenda at tomorrow night's Council meeting. K. 17-0998 RESOLUTION NO. R2017-13 (POLO WEST GOLF CLUB SPECIAL USE PERMIT) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL APPROVING A SPECIAL USE PERMIT FOR POLO WEST GOLF CLUB LOCATED AT 2470 GREENVIEW COVE DRIVE FOR AN EQUESTRIAN SHOW USE FROM MARCH 15, 2017 TO JULY 1, 2017; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced this item. This item is for the approval of Resolution No. R2017-13 for a Special Use Permit for Polo West located at 2470 Greenview Cove Drive from March 15, 2017 to July 1, 2017. He noted that the HOA has agreed with most of the conditions provided by staff. Village of Wellington Page 9 Village Council Workshop Action Summary - Final March 13, 2017 Mr. Basehart noted the road that provides access to the site was owned by the HOA. Mayor Gerwig asked if the road was privately owned going all the way to Greenview Shores. Mr. Basehart replied affirmatively and explained there was an agreement for the use of the road for golf related purposes only, unless otherwise approved by the HOA. He explained it was necessary for Mr. Fellers to obtain the approval from the HOA before staff could consider approving the permits. Councilman Drahos asked how Mr. Fellers obtained approval from the HOA. Mr. Basehart said that the HOA reviewed the application and the site plan and were aware of what he was requesting. Vice Mayor McGovern asked if staff verified that the HOA approved Mr. Fellers' request and agreed with the conditions. Mr. Basehart replied affirmatively. Councilman Napoleone said initially Mr. Schofield stated that the HOA was in favor of most of the conditions but not all of them. Mr. Schofield said he misspoke; his understanding was that the HOA had approved the application the way it was submitted. The original application that was submitted was for events to occur every night of the week, and the HOA was not in agreement with that request but the application was modified to 51 events. Mr. Basehart said the HOA approved the request for 51 events and staff was in frequent communication with the President of the HOA. Mr. Basehart explained that staff received several complaints regarding: 1) offsite signage; 2) a-frame signage on South Shore Boulevard and Greenview Shores Boulevard which was prohibited by condition number 16; 3) operations going past the allowed time; and 4) the use of the Village's canal right-of-way on the eastern side of the property to gain access to rear lot. He indicated that no complaints have been received regarding noise or the lights. He stated that conditions 1, 8 and 9 limit the time of the events. At this point Mr. Basehart referred Council to page 467 - Exhibit Site Plan and explained that Mr. Lundeen spoke to the applicant and advised him that he would not approve the use of the Village's canal right-of-way. He noted that the site plan indicates that trailer parking was proposed to be along the west side of the building and not along the canal right-of-way. Mayor Gerwig asked Mr. Basehart how was staff going to monitor the situation. Mr. Basehart said that the neighbors and staff would monitor the issue. Vice Mayor McGovern asked if staff had observed the violations. Mr. Basehart explained that staff has observed the applicant going past the time limits and issues with the signage because the Code Compliance officers work on the weekends and during the night time hours. Mr. Basehart asked Council to be inclined to approve the application because the events have been good and were gaining in popularity but he wanted to communicate to the applicant that violations of the conditions would result in him losing the permit. Village of Wellington Page 10 Village Council Workshop Action Summary - Final March 13, 2017 Councilman Drahos asked if the application could be revoked immediately if they violated any of the conditions. Mr. Basehart explained that a violation of a condition of approval would be considered the same as a violation of a code. Mayor Gerwig said the applicant would be contacted and provided with an opportunity to correct the violation or go before the Special Magistrate. Mr. Schofield said that the applicant would not be able to go before the Special Magistrate fast enough and noted that the applicant was trying to work with the Village staff and was being very proactive. He explained that the applicant was working towards acquiring the property and cleaning up any past issues. Mayor Gerwig explained that the past operators would not work with the neighborhood but the current applicant was working with the neighbors and was trying to provide an amenity for the community. She noted that she met the applicant on the site and they agreed to work with the neighborhood and comply with the Village. Councilman Drahos said he felt that Council wanted to see a successful business that was embraced by the community at that location. However, he was slightly concerned about approving the permit and not having the ability to pull it back if the applicant does not move forward in the appropriate manner. Mr. Basehart noted that the applicant communicated that if he was successful, they would return next year and request a similar permit. Councilman Drahos asked why the applicant would apply for special use permits and not a permanent permit. Ms. Cohen explained in order to obtain a permanent permit, a master plan amendment was needed and in order to do so, they would have to acquire the property. Mr. Schofield explained that the applicant was currently trying to obtain a master plan amendment approval. He noted that the applicant initially ran into a fair amount of confusion as to what was permitted by the Village or not, and staff has taken time to ensure that currently there was no confusion. He reiterated that the applicant has been very cooperative with the Village and assured Council if there were violations, the Code Compliance officers would be monitoring everything. Mayor Gerwig explained that the permit expires on July 1, 2017 and there was not an understanding of an automatic renewal and he would have to apply for a permit once again. Councilman Drahos asked if the yellow notices were post in front of the HOA. Mr. Schofield indicated that the HOA was notified. Ms. Cramer stated that the yellow notices or signs were provided to the applicant to post the day before the required date and they placed them near the entrance to the community in order for the landowners to be aware of the meeting. She explained that the required ad was placed in the newspaper. She said the applicant signs an affidavit stating that the signs were posted and they include date stamped pictures of the posted notices or signs being in place. Councilman Drahos asked if complaints were received from the nearby communities, particularly ones that were located towards the rear of the property, near the fields. Ms. Cohen said that she received one complaint from a resident of Polo West that was not pleased with the prospect of having Village of Wellington Page 11 Village Council Workshop Action Summary - Final March 13, 2017 equestrian events in the area and she said she encouraged him to attend the meeting in order to be heard. Mr. Basehart said the only community backing up to the area in question was Margate Place. Ms. Cramer indicated that an email was received last week from a property owner located in Margate Place. Ms. Ferraiolo spoke to the resident who advised her that the applicant was leaving manure in the area. Staff contacted the applicant, and the manure was removed immediately. Vice Mayor McGovern asked if the film festival event was going to be held inside the existing structure located on the property. Ms. Cramer replied affirmatively. L. 17-0710 AUTHORIZATION TO AWARD A TASK ORDER TO PROVIDE ENGINEERING CONSULTING SERVICES FOR WATER DISTRIBUTION SYSTEM HYDRAULIC MODELING Mayor Gerwig explained that both items were removed from the Consent Agenda because she needed to recuse herself. At this point, Mayor Gerwig left the Conference Room. Mr. Schofield introduced this item. This item is for the authorization to approve a task order to Mock, Roos & Associates, Inc. to provide engineering consulting services for water distribution hydraulic modeling at a cost of $145,000.00. Ms. LaRocque explained the consulting services were for a standard operational tool for any utility which would ensure the maintenance of good water quality within the Village's distribution system. The distribution system would help assess strengths or weaknesses in meeting water pressure and water quality requirements throughout the system along with working with the Village's Utility GIS system and continually provide updates as the improvements were made to the system. Vice Mayor McGovern asked why the Village did not have a water distribution system. Mr. Schofield said he was not sure if the Village ever had a system. Councilman Napoleone asked if the system would assist in developing a flushing program that could be implemented with the existing Village infrastructure. Ms. LaRocque replied affirmatively and explained as the demand pattern changes during season and non-season, stagnant areas occur within the water distribution system that could create water quality issues. The tool would model the valves as they go on and off and determine the areas that need to be flushed in order to constantly move the water and maintain a high level of water quality. Ms. LaRocque explained that the report would provide the Village with a tool to monitor the system at all times; identify areas of weaknesses; and areas where pipes were small or areas where there was low flow. She explained that it was a dynamic tool that could be used currently and in the future to maintain the health of the water system and allows to identify any current deficiencies within the system. Mr. Schofield noted that the cost was part of the Village's comprehensive plan to review issues and make sure staff was spending the money most efficiently Village of Wellington Page 12 Village Council Workshop Action Summary - Final March 13, 2017 and not have utility problems as other municipalities have run into. Councilman Drahos said that Ms. LaRocque was a fresh set of eyes and was recommending the system because it was worthwhile for the Village. Ms. LaRocque said that every utility has this operational tool. She explained that the mall has a very low flow of water which could be due to a poor flushing program and since the tool was not currently in place, staff was not able to prevent the situation. Councilman Drahos asked if the funding was in the budget. Ms. LaRocque said the funds were in the budget. Vice Mayor McGovern asked since the funds were already in the budget, had the Village planned to move forward with the system during the current year. Mr. Schofield replied affirmatively and explained every year the Village budgets funds for operation maintenance, capital replacement and capital studies. There were no changes recommended. M. 17-0940 AUTHORIZATION TO AWARD A TASK ORDER TO PROVIDE ENGINEERING CONSULTING SERVICES FOR VILLAGE ROYALE PHASE 2 Mr. Schofield introduced this item. This item is for the authorization to approve a task order to Mock, Roos & Associates, Inc. to provide engineering consulting services for Village Royale Phase 2, at a cost of $28,675.00. Ms. LaRocque explained that the services were for the large scale project behind Lowes' which consists of: 1) 1400 multifamily units; 2) 4000 square feet of retail and commercial; and 3) 1600 unit charter school. The location was in the Village of Royal Palm Beach but was located within the Village's utility service area. Ms. LaRocque noted that all the permits were in place for the project but she had a concern because the approval could impact the Village's wastewater force main system and staff needed to be aware before the construction commences. She indicated that a mini hydraulic model would be used to view the lift stations from Lift Station 92 to the Waste water Plant in order to review the increase of the water flow and pressure which could impact some of the lift stations. The model's results would identify deficiencies and/or recommendations of improvements which would include upgrading the lift stations. She explained if the lift stations needed to be upgraded, she would have the reports indicating the need, and they would be able to negotiate funding from the contractor to pay for the upgrade. There were no changes recommended. 4. WORKSHOP None. 5. ATTORNEY'S COMMENTS None. Village of Wellington Page 13 Village Council Workshop Action Summary - Final March 13, 2017 6. MANAGER COMMENTS None. 7. COUNCIL COMMENTS At this point Mayor Gerwig re-joined the meeting. Mayor Gerwig said she wanted to address the letter that was sent out last week regarding opioids and discuss the procedures on issuing a letter sent on behalf of Council. She said that her understanding was that when sending out a letter as a group, the majority of Council approves the letter's content and the information and there is discussion needed to come from an open public meeting. She explained that the letter was presented to Council the very next day and there was no way to discuss the letter publicly since they were all going to Tallahassee. She noted that she would sign any letter that comes from the majority of councilmembers because she is the Mayor or the presiding officer. She explained that if the letter would have been brought to her to review, discussion held regarding the issue and a vote taken, she would have signed it on behalf of the entire Council. She felt that the process that was taken was handled inappropriately. Councilman Drahos said he had not reviewed the issue from the Mayor's angle and noted that Mayor Gerwig was making a good point. He said his point of view was that the letter was provided to him and he did not have a problem, so he moved forward. He noted in the future if a letter is being sent out from the Council as a whole, he agreed with Mayor Gerwig that public discussion would need to be held before sending the letter out. Vice Mayor McGovern said that there was no existing policy. Ms. Cohen said there was not a policy but she clarified that Council was able to approve by consensus but as Mayor Gerwig noted, the content of the letter was not discussed. Vice Mayor McGovern said that there was a timing issue and at times, correspondence needed to be sent out in a prompt manner. He noted that Council was preparing to go to Tallahassee, and at the end of the meeting all the councilmembers agreed, at a public meeting to moving forward and send out the letter. He explained that the letter was to be circulated by the Manager and after that happened, 4 of the councilmembers did not have an objection to the content of the letter, and followed through with having the letter sent. Mayor Gerwig explained that the reason she did not sign the letter was she felt that there were additional issues that needed further consideration by Council. After reading the letter, she said that the content of the letter could have residents and the public in general, think that Wellington has a medical crisis with ophioid abuse. Vice Mayor McGovern said that message that he wanted to address was a need to have funds allocated for a growing or upcoming public health crisis which was not particular to Wellington but everywhere. He noted that the issue needed to be addressed and assistance was needed because lives were being lost; significant cost; additional demand on fire rescue and law enforcement; Village of Wellington Page 14 Village Council Workshop Action Summary - Final March 13, 2017 additional demand and stresses on communities including Wellington; sober homes; and other law enforcement issues. He noted the reason for the letter was to say that a crisis was beginning and residents of Wellington, Palm Beach County and other locations were dying. He said that the public including the Governor needed to focus and shine a light on the issue and start to put in place solutions that work. Mayor Gerwig said if Council would have met as a whole to discuss the contents of the letter, if she had not fully agreed with the content, she would have signed it because the majority of Council was in favor. She noted that she would not sign a letter on behalf of Council as a whole without public discussion. She explained that the crisis was not a local crisis but a national crisis which was very serious but Wellington needs to direct the issue in the proper manner. She indicated that the letter could have been more effective and accurate if Council had created the message together. She explained that she had asked Mr. Schofield for the data for Wellington and he did not have the information but Captain Silva would be available at tomorrow night's meeting and Council would be able to get the data. Mr. Schofield said he doubted that a single source would be able to provide the data because many of the issues were not law enforcement issues. Mayor Gerwig said the first responders have explained to her that they provide narcan to the same people during multiple occasions, daily. She said she knows that the issue was a large scale issue but she does not want to provide the public with a wrong impression about what Wellington was dealing with. She suggested Council to visit online the IEMO (Institute for Elected Officials) which provides resources on what an elected official says or posts on facebook could effect the community and how people view us. The majority of the time councilmembers were cheerleaders and marketers. Vice Mayor McGovern said by sending out the letter they were acting as cheerleaders for the state to act on the issue. Councilman Napoleone said he was under the impression after he left the Council meeting last Tuesday night that everyone was in agreement to send the letter. He noted that after the letter was circulated, it seemed fine to him and his opinion was the letter was not casting Wellington in a poor light. He noted his impression after the meeting was that there was not a need for another public meeting before the letter could be sent out; and if that was the case, he would not have signed the letter. Ms. Cohen said she wanted to go over the process because she wanted to avoid any comments stating that there was a Sunshine Law violation that occurred. She noted that by consensus, Council authorized the Manager to draft the letter, the letter was circulated and there were no comments made by Council. Mr. Schofield explained after the brief Council level discussion he drafted the letter by using the Palm Beach County letter. He noted in the future, he would add the talking points in the letter in order to cover all the issues. Ms. Cohen stated there was no discussion as to the content of the letter. Village of Wellington Page 15 Village Council Workshop Action Summary - Final March 13, 2017 Mayor Gerwig said her point was that she was not elected to serve Palm Beach County but to serve the Village of Wellington. She wanted to make sure that whatever she does was done on behalf of the Wellington community. She noted that Council, Wellington and Palm Beach County stand together when partnering with the League of Cities; Treasure Coast Regional Planning Council; and Metropolitan Planning Council. She indicated currently people all over have seen the circulated facebook post with the letter that was not signed by the Mayor and the content could lead them to believe that Wellington has an ophioid crisis. Councilwoman Siskind said she did not feel that the letter gave out the impression that Mayor Gerwig described. She said the content of the letter was focusing on the crisis and Council was voicing the message but was not indicating that there was a huge crisis in Wellington. She noted the timeliness of the letter was due to having to leave to for Tallahassee the following day and discussion on the issue was held at the end of the meeting. She noted that she had not known that the letter would be so controversial and stated possibly a procedure could be put in place so that the situation does not arise in the future. Vice Mayor McGovern indicated the procedure that Mr. Schofield mentioned earlier in the meeting would be good. Councilman Drahos said he signed the letter the morning that he left for Tallahassee. Mr. Schofield explained that any councilmember was able to write a letter on Village letterhead at anytime and the letter would not be censored. He noted when Council's direction was to draft a general non controversial group letter, after he drafts it he provides to the Mayor for signature. He stated in the future, he would commit to asking more questions, request Council to supply him with the points to add to the letter and circulate the letter with Council. He said if he thinks the issue needs Council's vote, he would bring to a public meeting for a vote. Mayor Gerwig said that she felt the procedure went off track when Mr. Schofield took the County Commissioner's letter and turned the County's perspective into Wellington's perspective. She felt a better job of drafting the letter could have been done in order to make sure the message was what Councilwoman Siskind mentioned earlier; Wellington was standing with the County and not associating with the issue. She said the opioid problem was so complex and she does not want to mishandle the issue in anyway. Vice Mayor McGovern said Wellington's message was more than just standing with the County and not associating with the issue; the issue does effect Wellington's residents and some that we all know and the Village was a part of the issue which was a national, state and county-wide problem. He felt that the letter was indicating that Wellington was part of the issue. Councilman Napoleone said that Council currently understands that going forward a different process is needed regarding the drafting of letters and there was not a way to take back the letter. Mayor Gerwig said in the future she wanted public discussion before sending out a group letter and wanted everyone to work together but if someone has a Village of Wellington Page 16 Village Council Workshop Action Summary - Final March 13, 2017 different opinion that was good. She noted that she would sign a letter on behalf of the majority of Council. 8. ADJOURN Meeting was adjourned. Village of Wellington Page 17