Village Council Workshop

Village of Wellington 12300 Forest Hill Blvd Wellington, FL 33414 Action Summary - Final Monday, June 26, 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 June 26, 2017 1. CALL TO ORDER Mayor Gerwig called the meeting to order at 4:00 p.m. Councilmembers present: Anne Gerwig, Mayor; John T. McGovern, Vice Mayor; Michael Napoleone, Councilman. Councilman Michael Drahos and Councilwoman Tanya Siskind were not present. Advisors to Council: Paul Schofield, Manager; Laurie Cohen, Esq., Attorney; Jim Barnes, Assistant Manager; Tanya Quickel, Director of Administrative and Financial Services; and Rachel R. Callovi, Deputy Clerk. 2. PLEDGE OF ALLEGIANCE Mayor Gerwig led the Pledge of Allegiance. 3. 17-1322 EMPLOYEE OF THE MONTH FOR THE MONTH OF JUNE 2017 This item was removed from the Agenda. 4. REVIEW OF COUNCIL AGENDA Village of Wellington Page 1 Village Council Workshop Action Summary - Final June 26, 2017 A. 17-1281 RECOGNITION OF DISTRICT CHIEF MICHAEL ARENA Mr. Schofield introduced this item. This item is for recognition of District Chief Michael Arena for his many years of service with Palm Beach County Fire Rescue and the Citizens of Wellington. Mr. Schofield said Chief Arena was retiring after thirty years and it was time to bid him farewell. Mr. Schofield explained he received several requests from Council asking for Captain Silva to provide an update regarding the recent incidents in the Village. He recommended that the presentation be after Council recognizes Chief Arena. Council agreed to have Captain Silva provide his update after Chief Arena's recognition. Vice Mayor McGovern asked to have Captain Silva focus on the investigation and prevention as PBSO moves forward. Mr. Schofield said Captain Silva will be prepared to provide information at tomorrow night's meeting. Mayor Gerwig said the situation was a highly emotional situation for many since they knew the victim that was involved. Vice Mayor McGovern said the location and time of day that the crime happened needed additional investigation. Mr. Schofield said overall there was a great deal of confusion because initially he thought the crime happened on South Shore Boulevard but when he read the police report, he then understood that the crime happened at the bank on Greenview Shores Boulevard. Mayor Gerwig said she encountered something similar when she was the victim's age at the Palm Beach Mall. Someone grabbed her purse, ran and later on threw her purse on the floor and only took her wallet because she chased him and screamed. She said if the same thing were to happen now she would not chase the person and was asking Captain Silva to assist the residents by providing information on what to do in certain situations. Mr. Schofield stated Wellington has a low crime rate but not a no crime rate; however, if you are the victim, a low crime rate does not mean anything to you. He explained national statistics state 1 person in 900 are subject to a personal burglary and in Wellington the statistics state 1 person in 5,100 are subject to a personal crime. He said there were some fundamental things that have changed as noted in the email received earlier from Bill Klein regarding the burglary across the street; there were no cameras at the bank, shopping center or at the parking lot and he felt those were things that Council needed to address. Mr. Schofield said last week there was an email from a resident who noted that she was not feeling safe in her community because there were 2 cars stolen out of Wiltshire Village but they were both unlocked and the keys were in the ignition. There were 3 cars stolen last week and one was a Highway Patrol car that was unlocked. Mayor Gerwig said she wanted Captain Silva to also focus on the correct way Village of Wellington Page 2 Village Council Workshop Action Summary - Final June 26, 2017 to act during a crime. Mr. Schofield said he will advise Captain Silva to concentrate on Council's request. B. 17-0937 AUTHORIZATION TO AWARD A TASK ORDER TO PROVIDE ENGINEERING CONSULTING SERVICES FOR THE WATER TREATMENT PLANT MASTER PLAN LIME PLANT REPLACEMENT PROJECT Mr. Schofield introduced this item. This item is for the authorization to approve a task order to Kimley-Horn and Associates, Inc. to provide engineering consulting services for the Water Treatment Plant Master Plan Lime Plant Replacement project at a cost of $144,300.00. Mr. Schofield said the lime plant was 35 years old and need to be replaced. Ms. LaRocque said the master plan will review: 1) water quality requirements; 2) raw water availability; 3) built out requirements for the Village's utility in order to meet the demands; 4) project costs; and 5) present worth analysis and the best available treatment technology to allow the Village to meet water quality requirements for the next 35 years. She said the process would take 6 to 7 months to complete and she felt that Kimley-Horn was the most qualified because they are very familiar with the plant, have water treatment expertise in both RO and lime softening and other types of technologies. Vice Mayor McGovern asked what will the study provide. Ms. LaRocque said the study will provide information regarding: 1) available treatment technology; 2) the best treatment technology available to replace the lime pump plant; 3) demand projections; 4) source water availability; 5) upcoming federal and state rule making relating to water quality, water quality goals RO iron exchange; 6) possibility of building another lime softening plant; and 7) space constraints. Mr. Schofield explained RO water was basically distilled water and the Village adds to the water because no one likes water that has no taste or smell. The study will provide the parameters for design and cost involved. He added the project will need to be completed within the next 10 years. Councilman Napoleone asked for the amount of time the project would take to determine what was needed for the future. Ms. LaRocque said the master plan would take 6 to 7 months. Vice Mayor McGovern asked how many people from Kimley-Horn will be working on the task order. Ms. LaRocque said the team would be a total of 3 to 4 professional engineers. Vice Mayor McGovern asked why the task could not be done in-house. Ms. LaRocque said the type of work needed is not something that could be done in-house and her recommendation is to have an outside firm doing the work since they are the most qualified, up to date and are qualified engineers that do the work on a daily basis. Mr. Schofield said the Village's engineering staff are very good but the process is not something that staff is equiped to do and it could cost more annually to have a staff member with this type of expertise and knowledge. Ms. LaRocque said the job is not a full time job but everyone has their expertise in the consulting world. There were no changes recommended. Village of Wellington Page 3 Village Council Workshop Action Summary - Final June 26, 2017 This 17-1017 AUTHORIZATION TO UTILIZE A PALM BEACH COUNTY item CONTRACT WITH WYNN & SONS ENVIRONMENTAL CONSTRUCTION CO., INC., FOR THE BIG BLUE TRACE AND WILTSHIRE VILLAGE DRIVE ROADWAY IMPROVEMENTS Mr. Schofield introduced this item. This item is for the authorization to utilize Palm Beach County contract #R2016-0230 with Wynn & Sons Environmental Construction Co., Inc., as a basis for pricing, for the Big Blue Trace and Wiltshire Village Drive roadway improvements in an amount not to exceed $421,660.50. Mr. Schofield noted the roadway improvements are budgeted items and the work will start on July 5, 2017. Mr. Lundeen explained during the start of the project the pathway along the east side of the road will be moved and a new traffic lane will be built on the east side of the road along with overlay of the pavement which will include restriping. Councilman Napoleone asked for the time period of the project. Mr. Lundeen said the project will take 2 months with completion in August. Mr. Schofield said the project will solve the current drainage problem at the location. Mayor Gerwig asked if some of the funding for the drainage portion was taken from the Acme budget. Mr. Schofield replied affirmatively. Ms. Quickel said the budgeted amount for both intersections came from 2 different parts of the current year's budget. Mr. Lundeen said the project was designed in-house. Councilman Napoleone asked for the traffic impact during the two months that the project wwill be under construction. Mr. Lundeen said staff is going to try and keep 2 lanes open in each direction at all times except during the pipe crossing work along Wiltshire Village Drive, asphalt overlay and the milling of the asphalt which is minimal and flag men will be present in order to maintain the traffic. Mr. Schofield said the traffic impact will be less intrusive than the Forest Hill Boulevard project and a significantly shorter time span. Vice Mayor McGovern asked what is the time line for the pipe crossing work. Mr. Lundeen said the pipe crossing portion of the project will be done during the initial portion of the project. Vice Mayor McGovern said that is important to do because school starts on August 14. Mr. Lundeen said most of the pipe work is to be done within the swales but a small amount of work included the crossing of Wiltshire Village Drive but the work can be completed in one day. Vice Mayor McGovern explained he would like to see as much of the work that impacts traffic to be done before school starts. Mr. Lundeen said he concurred with Vice Mayor McGovern in having the majority of the work done before school starts. Mayor Gerwig said there were a large number of school buses that run through the area. Mr. Lundeen said his goal is to complete the asphalt portion of the project before school starts and the swale and striping work which is minimal Village of Wellington Page 4 Village Council Workshop Action Summary - Final June 26, 2017 will be done afterwards, towards the end of the project. Mayor Gerwig said the project is on the list to be done for approximately 5 years. She noted the residents have been asking for the project to move forward in order to bring closure to the current drainage and provide traffic solutions. There were no changes recommended. D. 17-1019 AUTHORIZATION TO UTILIZE A SOUTHEAST FLORIDA COOPERATIVE CONTRACT FOR THE PURCHASE AND DELIVERY OF GASOLINE AND DIESEL FUEL Mr. Schofield introduced this item. This item is for the authorization to utilize a Southeast Florida Co-Op contract with Port Consolidated, Inc., as a basis for pricing, for the purchase and delivery of gasoline and diesel fuel in the amount of approximately $280,000.00 annually. There were no changes recommended. E. 17-1020 AUTHORIZATION TO AWARD MULTIPLE CONTRACTS FOR THE SUPPLY AND DELIVERY OF ROAD BASE Mr. Schofield introduced this item. This item is for the authorization to award a primary and a secondary contract, to Palm Beach Aggregates, LLC and Austin Tupler Trucking, Inc., respectively, for the supply and delivery of road base and drain rock in the amount of approximately $130,000.00 annually. Mayor Gerwig asked since the Pine Tree community will be handling their own road maintenance, will the qualities listed be affected. Mr. Schofield said the quantities listed will not be affected. Vice Mayor McGovern said the Village needs to stay with the first awardee since the secondary awardee's cost was 2/3 higher. There were no changes recommended F. 17-1261 AUTHORIZATION TO UTILIZE A FLORIDA SHERIFFS ASSOCIATION CONTRACT FOR THE PURCHASE AND DELIVERY OF A MOBILE GENERATOR Mr. Schofield introduced this item. This item is for the authorization to utilize Florida Sheriffs Association (FSA) contract #16-VEH14.0, as a basis for pricing, for the purchase and delivery of one (1) mobile generator in the amount of $33,776.00 from Zabatt Power Systems and to dispose of surplus equipment pursuant to Village policies and procedures. Mayor Gerwig asked if the generator was moved around within the Village locations. Mr. De La Vega replied affirmatively. Vice Mayor McGovern asked what does staff plan to do with the other generator. Mr. Schofield said since the other generator has reached the life period, staff is recommending bidding it out and disposing it. Mr. De La Vega stated staff will list the generator on govdeals.com. There were no changes recommended. Village of Wellington Page 5 Village Council Workshop Action Summary - Final June 26, 2017 G. 17-1296 AUTHORIZATION TO UTILIZE AN EXISTING PUBLIC WORKS ANNUAL CONTRACT TO DESILT CANALS Mr. Schofield introduced this item. This item is for the authorization to utilize an annual public works contract with Murray Logan Construction, Inc., to desilt portions of the C-4 and C-25 canals (location maps attached), at an estimated cost of $171,384.00. Mr. Schofield assured Council, trees will not be removed and vegetation will be touched or removed only if located over the water or sewer line which is necessary in order to obtain proper water flow within the canal section. He indicated the procedure is part of a canal project that was started in 2008 and the desilting procedure is part of the normal maintenance sequence. Mr. Lundeen noted the project will additionally assist with phosphorus removal. Mayor Gerwig asked if the spoil pile is going to be noticeable. Mr. Schofield said the equipment and the barge will be noticeable. He noted the project is intrusive but the canal banks or backyards will not be effected. Vice Mayor McGovern asked if notifications and press releases are being sent to the residents. Mr. Schofield said as soon as the project starts, staff will walk through the neighborhoods and place informational door hangers which include information regarding the project. He noted the communications department will send out the press releases. Mayor Gerwig said a resident spoke to her about the end of 140th Avenue South which is a little messy. Mr. Schofield stated the project will be moving along to that area. There were no changes recommended. H. 17-1307 AUTHORIZATION TO UTILIZE A PALM BEACH COUNTY CONTRACT WITH HINTERLAND GROUP, INC., FOR MANHOLE REHABILITATION Mr. Schofield introduced this item. This item is for the authorization to utilize Palm Beach County contract #R2015-0318 with Hinterland Group, Inc., as a basis for pricing, for manhole rehabilitation in the amount of $61,613.67. Ms. LaRocque explained the project. Councilman Napoleone asked if a premium is being paid due to the emergency situation. Ms. LaRocque stated no extra premium is being paid. There were no changes reccommended. Village of Wellington Page 6 Village Council Workshop Action Summary - Final June 26, 2017 I. 17-1301 RESOLUTION NO. R2017-24 (IRON SPRINGS FARM VACATION) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL, TO VACATE CERTAIN EASEMENTS WITHIN A PARCEL, KNOWN AS IRON SPRINGS FARMS; TO VACATE A 0.44 ACRE PORTION OF A 10-FOOT DRAINAGE AND UTILITY EASEMENT LOCATED AT 4035 130TH AVENUE SOUTH, MORE SPECIFICALLY DESCRIBED HEREIN; A 0.67 ACRE PORTION OF A 10-FOOT DRAINAGE AND UTILITY EASEMENT LOCATED AT 4107 130TH AVENUE SOUTH, MORE SPECIFICALLY DESCRIBED HEREIN; A 0.67 ACRE PORTION OF A 10-FOOT DRAINAGE AND UTILITY EASEMENT LOCATED AT 4179 130TH AVENUE SOUTH, MORE SPECIFICALLY DESCRIBED HEREIN; A 0.66 ACRE PORTION OF A 10-FOOT DRAINAGE AND UTILITY EASEMENT LOCATED AT 4219 130TH AVENUE SOUTH, MORE SPECIFICALLY DESCRIBED HEREIN; A 0.68 ACRE PORTION OF A 10-FOOT DRAINAGE AND UTILITY EASEMENT LOCATED AT 4280 SOUTH SHORE BOULEVARD, MORE SPECIFICALLY DESCRIBED HEREIN; A 0.68 ACRE PORTION OF A 10-FOOT DRAINAGE, UTILITY AND ROAD EASEMENT LOCATED AT 4220 SOUTH SHORE BOULEVARD, MORE SPECIFICALLY DESCRIBED HEREIN; A 0.61 ACRE PORTION OF A 20-FOOT INGRESS AND EGRESS ACCESS EASEMENT LOCATED AT 4280 SOUTH SHORE BOULEVARD, MORE SPECIFICALLY DESCRIBED HEREIN; AND A 0.21 ACRE PORTION OF A 15-FOOT INGRESS AND EGRESS ACCESS EASEMENT LOCATED AT 4220 SOUTH SHORE BOULEVARD, MORE SPECIFICALLY DESCRIBED HEREIN; PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced this item. This item is for the approval of Resolution No. R2017-24 to abandon/vacate six (6) drainage easements and two (2) ingress/egress access easements within Iron Springs Farm. Mr. Basehart said the owner is asking for the vacate because they are going to plat other property and new easements will be established. Vice Mayor McGovern asked Mr. Basehart to explain the replatting that will take place. Mr. Basehart explained the purpose of the plat is to merge the properties into one parcel. Councilman Napoleone asked for the current amount of properties involved. Mr. Basehart said there are 6 properties involved. Mayor Gerwig said page 191 indicates the different parcels involved. Mr. Basehart said the easements being abandoned add up to 4.62 acres. Mayor Gerwig asked if other easements will be provided in the future in order to accommodate the internal utilities. Mr. Basehart replied affirmatively. Village of Wellington Page 7 Village Council Workshop Action Summary - Final June 26, 2017 There were no changes recommended. J. 17-1315 ORDINANCE NO. 2017-10 (PROHIBITING CONVERSION THERAPY ON MINORS) AN ORDINANCE OF THE VILLAGE OF WELLINGTON, FLORIDA, AMENDING CHAPTER 36; ADDING ARTICLE V (PROHIBITION OF CONVERSION THERAPY ON MINORS); ADDING SECTIONS 36-45, 36-46, 36-47, AND 36-48; TO PROHIBIT THE PRACTICE OF CONVERSION THERAPY ON PATIENTS WHO ARE MINORS; PROVIDING FOR CONFLICT; PROVIDING FOR CODIFICATION; PROVIDING FOR SEVERABILITY; PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced the item. This item is the consideration of Ordinance No. 2017-10 adding Article V (Prohibition of Conversion Therapy on Minors) adding Sections 36-45, 36-47, and 36-48 on Second Reading. Ms. Cohen explained this is the second reading and the item is in the exact same form as the first reading. She said there was a request to work on the definition of conversion therapy but it was her opinion that the way the current ordinance was written has withstood the challenges and felt currently it would not be in the Village's best interest to make any changes. She indicated after reading the communications that Council has received, she would not change the prior legal opinion with respect to legally adopting the ordinance if Council chooses to do so. She indicated she corresponded with Mr. Hoch and does not believe extended time is needed unless there is an additional issue that they will want to comment on. She said she will contact Dr. Hamilton to find out if she needed extended time and will report back to Council. Mayor Gerwig said the issue was covered very well during the last council meeting. Vice Mayor McGovern said if there were any other comments to please forward to Council. Ms. Cohen said she was sure that Council received everything but staff will provide all information received. There were no changes recommended. Village of Wellington Page 8 Village Council Workshop Action Summary - Final June 26, 2017 K. 17-1297 OUTSIDE LEGAL FEES AND COSTS Mr. Schofield introduced this item. This item is for the approval of continued outside professional legal services with multiple firms in an amount up to $123,827.91 through September 30, 2017. Ms. Cohen explained the amounts listed were budgeted and part of the legal budget but when the amount exceeds the purchasing threshold, the policy is to bring it before Council. She pointed out certain expended amounts have been recovered with funds through the Florida League of Cities but at a lower rate initially agreed upon. Mayor Gerwig said she serves on the FMIT Board and asked if she should recuse herself. Ms. Cohen said Mayor Gerwig currently does not have to recuse herself but additional discussion will be needed if a situation arises regarding the FMIT lawsuit being filed. Mayor Gerwig asked if the majority of the legal services and expenses is due to the Straub lawsuits. Ms. Cohen said the primary amount is for the Palm Beach Polo litigation and other outside legal services with Torcivia and Associates for human resources services and various other attorneys for specific matters. Vice Mayor McGovern asked if all the services that Ms. Cohen mentioned are included in the cost noted. Ms. Cohen replied affirmatively. Councilman Napoleone asked if the outside legal fees decreased due to the amount of litigation. Ms. Cohen said the outside fees have decreased. Councilman Napoleone recommended for Ms. Cohen to report that information at tomorrow night's meeting in order for the residents to be aware of the decrease in the cost of litigation that is being cleared. Ms. Cohen said the amount of lawsuits have been reduced and the list fits one page. Vice Mayor McGovern said the percentage amount of the fees recuperated should also be reported. Councilman Napoleone asked Ms. Cohen if $134,765.00 was recuperated from the total invoices in the amount of $146,172.09. Ms. Cohen replied affirmatively and explained the reimbursement payments came from FMIT. She said she will provide Council with the amount for the outside legal expenses and the amount reimbursed for the entire fiscal year. Ms. Quickel said the amount of $146,172.00 was accurate and was for outside legal services rendered through May 2017. The amount recovered, $134,765.00 was not necessarily received during the same fiscal period. Mayor Gerwig said the amount overlapped from the prior year. Ms. Quickel replied affirmatively. Vice Mayor McGovern said the amount recovered was not received during the same period of time as expended, and was not a direct subtraction. Ms. Quickel replied affirmatively. Ms. Cohen said the legal department may have additional expenses with the upcoming enforcement case trial. Village of Wellington Page 9 Village Council Workshop Action Summary - Final June 26, 2017 Vice Mayor McGovern said the additional expenses will be offset by the fact that after the trial, there will not be any additional ongoing expenses. Ms. Cohen replied affirmatively and said there is a possibility that the reimbursement rate by the League could change to a higher hourly rate. Mr. Schofield suggested Ms. Cohen provide Council with a copy of her old spreadsheet. There were no changes recommended. 5. WORKSHOP None. Village of Wellington Page 10 Village Council Workshop Action Summary - Final June 26, 2017 L. 17-1313 PLANNING, ZONING AND BUILDING FEE SCHEDULE WORKSHOP Mr. Schofield introduced this item. This item is for discussion of the proposed Planning, Zoning and Building's proposed fee schedule and elimination of Planning and Zoning's cost recovery system to be replaced with a flat fee/escrow system. At this point, Ms. Cohen stated she had to leave and Mr. Dunlap will represent the legal department at this point. At this point, Ms. Ferraiolo provided Council with updated material for the agenda item. Mr. Basehart said staff made a change to the Building Permit Fees and eliminated the increase of the re-inspection fees. The purpose for the zoning related fee is not to raise the fee but to replace the current cost recovery system with an upfront clear and concise fee schedule that creates reliability for the applicants. He noted staff received letters supporting the changes from applicants, engineers and planners which have all indicated that the change will be a better system because the clients will be able to rely on what the cost of going through the process is, which is not possible with the current fee schedule. The cost recovery system was adopted into the code in 2007. In 2008, the Zoning fee schedule was established and in 2009 the current building code fee schedule change took place. He emphasized that the primary reason for the change is: 1) create more transparency; 2) introduce more certainty for the applicants; and 3) improve efficiency. He explained the current system creates a large amount of accounting, invoicing and a money chasing exercise for Village staff. Vice Mayor McGovern said there will be an increase in efficiency and a decrease in manpower. Mr. Basehart replied affirmatively. Mayor Gerwig said she met with some of the attendees at the Planning Congress last week and they all mentioned that the change will be a great benefit for them because having the knowledge of the cost ahead of time will enable them to bill their clients based on the charges. She said currently the Village is not able to complete the paper work and provide a final bill upfront so the applicant is not able to bill their clients initially. Mr. Basehart stated staff had discussions with several of the applicants that have submitted paperwork during the past year and staff has received positive comments in favor of the change. He indicated that the fee schedule represents a one time upfront fee. He explained in order to obtain the amount, a cost analysis was done and staff established average costs which became the base fee located in the new resolution. Mr. Basehart stated staff reviewed other municipalities similar to the Village's size throughout the county and charted their fees. The results were that the Village's fees were at the lower end. Mr. Basehart explained the building division is an enterprise fund and operates solely off of the permit fees taken in and noted that the fee schedule has not been adjusted since 2009. He said after review and research, staff would like to keep the building division on break even level for the near future. Village of Wellington Page 11 Village Council Workshop Action Summary - Final June 26, 2017 Mayor Gerwig asked how many years will the building department be able to remain on that level because as the Village hits build out it will be tougher. Mr. Basehart said that was another reason for the change and as revenues and the number of applications decrease, staff can only be reduced a certain amount because the disciplines need to be maintained for the various trades. Mr. Schofield said at times the building division had up to 12 full time building inspectors but the budget that will be presented to Council indicates 5 full time building inspectors. Mr. Schofield said the key point is that the Planning and Zoning fees look low because the original deposit is $3,000 but the cost could increase to $7,000. He noted that staff would rather tell the applicant the cost upfront. For example, an applicant applied for a bed and breakfast and at the end of the process they received a bill for over $6,000. Staff wants to make the applicant aware of the cost upfront, be transparent, reflect an easy to deal with, we are here to assist attitude and not create obstructions. Mr. Schofield said he was asked how does staff deal with large versus small applications. He said the large application does not mean that the charge would be a larger amount because the process is the same for a small or large application. The problem comes up when the application starts to evolve and at times the application could evolve on a weekly basis. If that occurs, staff is able to address the issue every time the applicant makes a change unless the change is more than the 25% limit. If that is the case, then the process would have to be started again. As an example, he cited the application regarding the comprehensive plan for hotels. He explained with the Winding Trails project, Council and the residents requested several community meetings to be held and staff may have spent over 100 hours meeting with the residents to review the changes to the project. That expense does not go to the applicant, the Village needs to make provisions for when the applicant makes substantial changes to recover those costs. He noted the applicant needs to know what to expect and the costs upfront. Mayor Gerwig asked if the applicant makes changes is there a reapplication fee. Ms. Cramer said when there is a revision staff must read and review every single line of the application. Mr. Schofield said the majority of the applicants know the system and go through the process very seamlessly. He noted that an application on a 5 acre piece of land could take as long to review as an application on a 25 acre piece of land. Mr. Basehart said the large variable was the quality of what was submitted. Mr. Schofield agreed with Mr. Basehart. Mayor Gerwig said the Village does not have control over the submitted information. Mr. Schofield said the comments from the engineers, planners and the architects that deal with applications have the universal statement that states they do not like having to explain to their client that the fee was twice or more than the amount they quoted upfront. He felt providing them with a more predictable amount was better. Village of Wellington Page 12 Village Council Workshop Action Summary - Final June 26, 2017 Vice Mayor McGovern said the additional changes staff made are good and it is something that Council has asked of staff for a long time. He stated they want the process to be clear, transparent, efficient, and have the applicants know what to expect when doing business with the Village. Mayor Gerwig said the applicants need predictability. Mr. Schofield said he felt that Council could perceive the manner in which staff brought a major policy issue to them which was not a last minute agenda item. As staff changes their presentation method, they will include meeting with each council member individually and afterwards discuss the same issue at the agenda review meeting in order for everyone to hear each others comments and if needed, direct staff to make any revisions. Councilman Napoleone said the meeting was great and having staff provide information on the issue was very helpful. Vice Mayor McGovern asked if the only change was located in Section 7 Re-Inspection Fee. Ms. Cramer said the fees would remain as they currently were and would not change. Mr. Schofield said after any additional changes are made and staff would provide the final agenda item to Council in approximately 6 to 8 weeks. Vice Mayor McGovern asked why would the inspection fees not change. Mr. Schofield explained there were not a large number of reinspections and when there is a job that need to be reinspected the Village usually does not charge a reinspection fee. Mayor Gerwig said she disagreed with Mr. Schofield because every time she was reinspected at her home in 2001 she was charged. Mr. Schofield said that was the process in 2001 but in 2004 the Village instituted a process called "approved with exception" where at times when the inspector is at the location, he would encounter a minor problem but would still have to red tag the work. Since the problem is minor, the Village would not charge a reinspection fee. The only time the Village charges a reinspection fee is when the contractor calls for the inspection, the inspector arrives and the contractor is not ready. At that point, a reinspection fee would be applicable. Very rarely is a reinspection fee charged to a home owner unless there are several misses. Mayor Gerwig said the re-inspection fee is $50. Mr. Schofield replied affirmatively and there are no increases to the fee. Mr. Schofield said that staff is listening to Council's direction and are trying to become fair, consistent, reasonable and transparent. Mr. Basehart said he stated he felt there will not be any opposition from the public during the public hearings. There were no changes recommended. 6. ATTORNEY'S COMMENTS None. Village of Wellington Page 13 Village Council Workshop Action Summary - Final June 26, 2017 7. MANAGER COMMENTS None. 8. COUNCIL COMMENTS None. 9. ADJOURN There being no further business for the Village Council to discuss, the meeting was adjourned. Village of Wellington Page 14