Village Council Workshop

Village of Wellington 12300 Forest Hill Blvd Wellington, FL 33414 Action Summary - Final Monday, August 7, 2017 3:00 PM Budget Workshop 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 August 7, 2017 1. CALL TO ORDER Mayor Gerwig called the meeting to order at 3:00 p.m. Councilmembers present: Anne Gerwig, Mayor; John T. McGovern, Vice Mayor; Michael Drahos, Councilman; Michael Napoleone, Councilman; and Tanya Siskind, Councilwoman. Advisors to Council: Paul Schofield, Manager; Aaron Dunlap, Esq., Assistant Attorney; Jim Barnes, Assistant Manager; Tanya Quickel, Director of Administrative and Financial Services; and Chevelle D. Nubin, Village Clerk. 2. PLEDGE OF ALLEGIANCE Mayor Gerwig led the Pledge of Allegiance. 3. BUDGET WORKSHOP Ms. Quickel introduced the Budget Workshop Agenda for August 7, 2017. Village of Wellington Page 1 Village Council Workshop Action Summary - Final August 7, 2017 A. 17-1422 UTILITIES CAPITAL OUTLAY INFORMATION Ms Quickel introduced this item. This item is a presentation of the Utilities Capital Outlay Information. Ms. LaRocque said she is providing the Utility Department's Capital Improvement Plan for the upcoming fiscal year. She noted the outcome from a recent survey conducted by the American Society of Civil Engineers grading Florida's water and wastewater infrastructure within the following categories: 1) Adequate system capacity; 2) Physical condition; 3) Funding availability versus funding needs; 5) Proper operation and maintenance; 6) Public safety; 7) System resilience; and 8) Level of innovation. She explained the projects recommended for next year were evaluated based on the mentioned factors to ensure the Village's utilities are the best in class. She continued with her presentation. Ms. LaRocque explained the Utility Department is a: 1) Guardian of public health and safety in the Village for clean drinking water, sanitary provisions and physical infrastructure to support fire protection; 2) Essential for economic viability; 3) Critical for long term Village sustainability; 4) Majority of the Village's water system was installed in the late 1970's and early 1980's and nearing useful life; 5) Excellent utility fund capital reserves available ($46.5 million); and 6) Funds have been set aside for these important capital projects required to maintain public health and safety. She noted safety comes first before all other considerations. Ms. LaRocque stated the Village utility is a highly regulated complex system with many different components needed to be operated and maintained in accordance with federal, state and local laws and regulations. The systems include: 1) Raw water supply system with 18 wells and over 35 miles of pipe line; 2) Water treatment facilities permitted by the Florida Department of Environmental Protection to treat 11 million gallons of water per day; 3) Water distribution system which includes 400 miles of pipe, 1,600 fire hydrants and 3,000 system valves; 4) Water storage and pumping system includes 6 concrete above ground storage tanks capable of storing over 8 million gallons of water; 5) Wastewater collection and forcemain system includes 160 miles of gravity pipe, 62 miles of forcemain, 106 sanitary lift stations, 500 valves and thousands of manholes; and 6) Water reclamation system that can treat 6.5 million gallons a day of domestic waste water, with the ability to treat 4 of the 6.5 million to use for irrigation reuse standards. Ms. LaRocque explained the proposed Capital Budget includes 8 specific investments categories with a total amount of $18,343,500 and will provide an overview of each catagory: 1) Communications - 3 projects totaling $3,110,000 - ERP System Replacement $1,200,000. She noted the replacement was critical to ensure proper utility building, fiscal management and the administrative and operational divisions rely heavily on the system for work order development, tracking and procurement of needed equipment, supplies and chemicals. Ms. LaRocque continued with her presentation referencing: 2) Backhaul Radio Replacement; and 3) Mesh Router Replacement. She explained these items relate to the transmission of operational data throughout the utility service area. The data is mandatory for the operational and monitoring of the system remotely from the water and wastewater treatment plants. She noted the Federal Department of Homeland Security categorizes water and the Village of Wellington Page 2 Village Council Workshop Action Summary - Final August 7, 2017 wastewater infrastructure as being critical to national security. Paramount is the day when the transmission superhighway becomes 100% secure and dedicated to the utility communications only. Mayor Gerwig asked for the meaning of ERP. Ms. Wadleigh said ERP stands for Enterprise Resource Planning. Ms. LaRocque continued with her presentation. General Facilities include two projects that total $1,805,000: 1) Centralized Warehouse located adjacent to and managed by the field services division at the cost of $1,380,000; and 2) Field Services Building Modifications would include a built out of the existing field warehouse. Mayor Gerwig asked Ms. LaRocque if the location she was mentioning was the water plant on Pierson Road. Ms. LaRocque said the plant location was on Wellington Trace and the projected cost is $425,000. Ms. LaRocque continued with her presentation. The Water Supply budgeted amount is $450,000. She explained the water treatment plant was the heart of the potable water system, the raw water system is the life blood and must constantly and carefully be monitored, evaluated and routinely rehabilitated. The Village has a consumption use permit (CUP) from the South Florida Water Management District (SFWMD) that regulates the operations of the 3 well fields and dictates the amount of water to be withdrawn from the aquifer on a monthly and yearly basis. During fiscal year 2018, the utility will complete a master plan which will project the ultimate demands for the water and wastewater systems. She noted the utility is nearing the limits established in the CUP which will require a permit modification to obtain additional water resources. A request for additional water resources must be supported by a specialized model called the Water Transport model which is used to demonstrate that the Village's withdrawals will not negatively impact the environment or the existing legal users. This extensive effort is very specialized and budgeted at $200,000. Concurrent with the CUP, the development of a comprehensive water supply plan as required by SFWMD's lower east coast plan, will be conducted. The CWS will evaluate all aspects of the Village's water which will include: 1) water surface management system; 2) water supply for consumption and irrigation; 3) well fail recharge; and 4) the ability to obtain extra water allocation through obtaining credits for the Village's reuse system. All resource options will be evaluated including the C-51 reservoir and is also specialized and budgeted at $200,000. Ms. LaRocque explained that the rehabilitation to the existing wells will improve well performance and provide water quality. The initial phase will include 3 of the18 wells and the budgeted cost is $320,000 of which $240,000 is included in next year's budget. Councilman Napoleone said the before and after maps on page 7 of the packet are a bit small and he is not able view the differences. Ms. LaRocque said the map on the left indicates the before picture of the Village's water management system functions and the right map indicates the functionality after the revisions; pumping northward and the well field recharge. Mayor Gerwig noted the after map indicates the Village is no longer crossing the levy for surface water movement. Village of Wellington Page 3 Village Council Workshop Action Summary - Final August 7, 2017 Ms. LaRocque continued with her presentation. The Water Treatment Plant: 1) Budget $14,200,000 renewal and replacement/expansion project to the reverse osmosis water treatment plants. She noted both treatment plants are located on the same site on Wellington Trace. The majority of the project is budgeted and allocated, the difference of $2,905,000 is required in FY 2018 to complete the project. The project will include: 1) Complete renewal and replacement of the reverse osmosis plant 1 due to age and condition. She explained in order for the replacement to occur, the plant will have to be taken out of service for one year and to meet the demands during that span of time; 2) Expansion to the reverse osmosis plant number 2 will occur first; 3) Chemical electrical high service pumping system will be upgraded or replaced; and 4) New control room and laboratory will be constructed in order to support emergency operations and improve resilience. She explained the design for the project is almost complete and the construction is projected to start during the first quarter of 2018 following Council's approval of the construction contract. Gravity Wastewater Collection: Budget $200,000 - system collects domestic wastewater from homes, schools and businesses and routes it to the Village's many lift stations and lastly to the water reclamation plant. She said currently, efforts are being made to evaluate the condition of the gravity wastewater system in many of the older neighborhoods within the southeast Lake Wellington area. The assessment effort will be completed during the current year and staff will prioritize the targeted areas and establish a scope of work. Wastewater Forcemain System: Budget $2,810,000 - first project is: 1) Forest Hill Forcemain Up Sizing $330,000. She explained the project is necessary to ensure excess operation pressures are not in the system and the completion of the project will occur after the replacement of the culverts along the C-8 canal; 2) Village Royale - Lift Stations: Budget $300,00. She noted the project is for the pumping improvements of the lift stations going downstream towards the proposed Village Royale project. The hydraulic determination indicates that many of the lift stations going downstream near Village Royale will be significantly impacted because of the development but the Village will be reimbursed by the developers of the project; 3) Southshore Forcemain Replacement: Budget $1,730,000. She explained the forcemain backbone located along South Shore Boulevard between Forest Hill Boulevard and Pierson Road is nearing the reachful life and material upgrades based on system operational pressures is a requirement. She noted the project is very complex because of the location being on a major road way in the Village; and 4) Lift Station Upgrades: Budget $1,730,000. She stated the goal is to complete 7 to 10 lift stations annually. The project will include modernizing technology to improve resiliency and reliability, replacing old pumps and piping with the goal of minimizing lift station overflows. Councilman Napoleone asked for the amount of lift stations in the Village. Ms. LaRocque said the Village has 106 lift stations. Ms. LaRocque continued with her presentation. Water Reclamation Plant: Budget $6,663,500. She indicated a renewal and replacement project budgeted at $13,200,000 and the majority of the project has already been budgeted and allocated and the difference of $6,663,500 is required in FY2018 in order to complete the project. Currently, the project is under design and staff anticipates the start of construction during the first quarter of 2018 following the approval of the construction contract by Council. Village of Wellington Page 4 Village Council Workshop Action Summary - Final August 7, 2017 The project includes: 1) Necessary structural repair work to the plant head; 2) Odor control improvements; 3) New blowers and digesters; 4) Safety improvements including replacements of the hand and guard rails; and 5) Chemical systems upgrades. She noted similar to the water plant, a new control room and operations laboratory will be constructed. Reuse System: Budget $400,000. Ms. LaRocque explained the reuse system is an important component for the water reclamation facility and for the Village's over all water supply system which must be properly managed and allocated. Reuse water is currently used to irrigate parks, roadway medians strips and hydrating Peaceful Waters Preserve at Pierson Park. The preserve is an important habitat for birds and animals and requires replacement to ensure visitor safety. Replacement of the boardwalk will occur in 3 years and a grant application has been submitted which will assist in the effort. An ecological master plan will be prepared to improve the overall water treatment aspect of the preserve, prioritize maintenance and improve the overall aesthetics of the vegetation. She noted one of her priorities is the preparation of a reuse master plan which will be a commodity for potential revenue and will play a vital role in seeking additional water consumption from SFWMD, identify potential users and partners, demand analysis and evaluate expansion impediments. Ms. LaRocque said she is very impressed with the quality and dedication of the utility staff and Council can feel confident that public health and safety is staff's priority and they all thanked Council for their continued support. Mayor Gerwig said approximately one week ago the Palm Beach Post published a story about drinking water and the article included a link where the reader could add their zip code to obtain informational rankings. She asked Ms. LaRocque if she checked to see what the link indicated for the Village. Ms. LaRocque said she did not see the story and indicated the Village does not have any violations. Mayor Gerwig said she would check for the story and follow the link to see what it indicates for the Village. Ms. LaRocque said Council is able to view the ASCE Water and Wastewater Treatment Infrastructure report card for the United States which includes each state. Mayor Gerwig asked if the reports were specific to Wellington. Ms. LaRocque said the report does not rate specific utilities but rankings for each of the states was included and noted Florida's ranking is C-. Mayor Gerwig asked if the reuse water is used only by the Village or is some of the water being sold to others. Ms. LaRocque said the water is not sold and the Village uses a small portion for irrigation purposes. She explained the master plan will identify all potential users: 1) Equestrian properties; and 2) Municipal partnerships or virtual reuse with utilities in South Broward County in need of credits. She noted if the Village implements reuse the municipalities will provide reimbursement to the Village and said there are many other interesting solutions for reuse water which is very high on her priority list. Vice Mayor McGovern asked Ms. LaRocque what she is anticipating in regards to revenue for the reuse water. Ms. LaRocque said she is not able to answer his question since current reuse rates have not been established by the Village. She said establishing the rates will be triggered by the rate study and noted currently Palm Beach County sells reuse water. She explained the targeted areas for the Village will be the users near the Pierson Park area and the large Equestrian Polo properties but before staff establishes communication with them, careful and specific plans needed to be in place. Village of Wellington Page 5 Village Council Workshop Action Summary - Final August 7, 2017 She stated an important issue is that the Village is getting very close to the allocation and the consumptive use permit and credits from SFWMD which will be very valuable can be obtained by using the reuse water. Mayor Gerwig asked if staff determined if the horse hair in the water reclamation plant is drawn in with the surface water. Mr. Schofield explained there were several systems directly connected into the Village's wastewater system. Ms. LaRocque said staff is currently looking at the design standards for any of the systems that have a direct connection to the Village's water reclamation system. Mayor Gerwig said for years staff has been asking the farms to install horse hair interceptors for their own septic systems. Ms. LaRocque said the installation of horse hair interceptors is currently part of the procedures used by the properties connected to the Village's system but they are only as good as they are maintained and designed, but staff continues to monitor the situation. Mr. Schofield said the Village does not require horse hair separators for systems that do not connect to the Village's water system but staff continues to advise owners that separators are better for their system. Mayor Gerwig asked how can someone tell the difference between horse and human hair. Ms. LaRocque said the Village does not analyze the hair but staff has noticed hair traveling through the solid waste sector which effects the processing part of the water reclamation facility but not the treatment facility. Mr. Schofield said horse hair is significantly coarser. Ms. LaRocque said currently staff is evaluating the horse hair issue. Councilman Drahos said the presentation included 8 categories with a total amount of $18,343,500. He asked if all the projects will be completed in fiscal year 2018. Ms. LaRocque explained that several of the projects will start in 2018 but will take several years to complete. Councilman Drahos asked how the list of projects came about and what if additional projects arise while performing one of the projects listed. Ms. Quickel explained that Ms. LaRocque has a 10 year master plan for water utilities and has reviewed all the current and future funding needed moving forward and has spread the projects over several years. She indicated the projects in each of the categories are fully funded and if any additional issue arises, staff will look to reserves to address the possibilities. She said the plan is to schedule all of the projects to be completed in 10 years and if something arises, another project could be pushed to a later date. Mr. Schofield said the master plan was started in 2008 and the process staff is using is the "pay as you go" process. The items on the current list could change but there is funding set aside for the projects and a separate utility reserve with 6 million dollars. Councilman Drahos asked if all of the 15 categories have a 15% contingency built into the amount. Vice Mayor McGovern asked if the project is a construction project, if a 15% contingency is already part of the total funded amount. Both Ms. Quickel and Ms. LaRocque replied affirmatively. Ms. Quickel said for instance, the Water Treatment Plant budget of $14,200,000 will be going out to bid in the next 3 months. Staff and Council will be able to see how accurate that amount is, based upon the bids received for the specific design. She indicated that is how staff can determine changes in the budgeted amounts. Village of Wellington Page 6 Village Council Workshop Action Summary - Final August 7, 2017 Ms. LaRocque explained the rates are based on a combination of her experience over the last 30 years within the utility field and her external partners, the consulting engineers. She noted she developed and refined the 10 year plan and used the consultants to assist her to develop the total amount for each project. She said she felt very confident with the figures but indicated that many things could effect the total amounts as market conditions and the economy but as the bids are received, staff will obtain information on the adequacy of the total amounts needed for the projects listed. Councilman Drahos said the worst case scenario is that the project goes beyond the 15% amount, the remaining amount would be taken from reserves. Ms. LaRocque replied affirmatively. Councilman Napoleone said the two largest projects are: 1) Renewal of the Water Treatment Reclamation Plant; and 2) Expansion of the RO 2 Plant. Ms. LaRocque replied affirmatively. Councilman Napoleone asked for the anticipated amount of time to complete the projects. Ms. LaRocque said the water plant will take a year and a half and the wastewater plants will take 2 years. She said both projects will overlap which is good since the same consultant will be handling both projects and the inspection services will overlap which will be a savings to the Village. Councilman Napoleone asked if all the projects are fully funded by the utility funding. Ms. LaRocque replied affirmatively. Mr. Schofield noted funding for utilities is spent on utility projects and not spent on any other areas in the Village. Mayor Gerwig asked if staff is using any of the new technologies for pipe bursting. Ms. LaRocque explained one of her main goals is to bring innovation and to update the utility with current technology that is currently being implemented across the country. There are many technology driven things that can be implemented that will save the Village money and provide a more proactive approach and less reactive in maintaining the Village's system. Mayor Gerwig asked if the Village is going to be reimbursed for the surveying being done on the borders for the upcoming project. Ms. LaRocque said the developers will be responsible for the capacity reservation fees which allows them to buy their share of the utility and the fees will be established in the new rate study. Many of the fees will increase, but the developer will pay those rates to the Village. Vice Mayor McGovern asked if the developer will reimburse the Village using the current rate fees or the new fees. Ms. LaRocque said the rates that the developer pays will depend on the timing. Mr. Schofield said all services provided outside of the Village's boundaries come with an added 20% surcharge which is a standard procedure for all utilities. Ms. LaRocque said the amount has changed to 25%. Mayor Gerwig asked how does staff control the exotics at Peaceful Waters. Mr. Schofield said the Public Works staff maintains the area on a regular basis. Mayor Gerwig said their maintenance is very good. Vice Mayor McGovern asked Ms. LaRocque if she will continue to revise and Village of Wellington Page 7 Village Council Workshop Action Summary - Final August 7, 2017 refine the 10 year master plan as the process moves forward. Ms. LaRocque replied affirmatively and explained with a utility, change is constant. Vice Mayor McGovern asked Ms. LaRocque to provide additional information regarding the processed grant application for the boardwalk. Ms. Quickel said the Village has had great success with the grant programs in the past and the application has been submitted. A reply should be received within the next 3 to 4 months. Vice Mayor McGovern asked for the amount that the Village could receive. Ms. Quickel said one of the grants could be $200,000 with a required match condition and the other grants could be for $400,000. Mayor Gerwig said she was very happy that the presentation included pictures of the Village, employees and Council. Village of Wellington Page 8 Village Council Workshop Action Summary - Final August 7, 2017 B. 17-1420 GOVERNMENTAL CAPITAL OUTLAY INFORMATION Ms Quickel introduced this item. This item is a presentation of the Governmental Capital Outlay Information. Ms. Quickel noted the total amount of new money included in the budget for the Capital Projects was $8,247,827 and proceeded to provide a presentation. 2014 Acme Renewal & Replacement Budget: Ms. Quickel explained this was the forth year receiving the additional $30 per unit which is approved for 10 years, ends in 2024 and generates $740,000 a year. The funding is used for different projects to include: 1) Ousley Farms/50th Roadway Realignment and Culvert Replacement; and 2) Phase 2 of Forest Hill Boulevard, Montauk Drainage and C13 Conveyance Design. Communications and Technology Investment: Ms. Quickel said the biggest project coming up in the near future, is the new computer system ERP for the entire Village. She explained it is a very large project and the Village has been building funding over the years for the project and noted the contract may be ready for Council's review by October. The project will start in January 2018 and the goal is to complete the project in 2020. The project is fully funded with contributions from the Building and Utility departments. Councilman Napoleone asked if the utility division is paying for the majority of the funding. Ms. Quickel replied affirmatively and explained additional funding is coming from the Software line items which is not part of Capital Projects. Ms. Quickel continued with the presentation. Multi-Use Paths & Bike Lane Expansion: Ms. Quickel noted the project is to provide enhancements to the Village's transportation system for non-vehicular connections. She explained there is a large amount of activity in this area and currently a MPO grant is in progress for bike lanes and striping on Big Blue Trace. Mayor Gerwig explained currently the Metropolitan Planning Organization (MPO) is seeking alternative transportation and if staff could think of any additional alternatives, she will make sure that MPO would review. Ms. Quickel noted that Mr. O'Dell and his staff have been working on the project and made the Village's applications as attractive and appealing as possible in order to obtain grant funding. Ms. Quickel continued with the presentation. Neighborhood Entrance Sign Program: She explained the budgeted amount is $75,000 for the smaller neighborhood entrance signage. Neighborhood Parks Program: She said the budgeted amount is for the smaller parks similar to Foresteria and Dorchester. Since the neighborhoods are waterfront locations that plays a very big part in obtaining grant funding. Ms. Quickel continued with the presentation. Neighborhood Trails: Ms. Quickel indicated this is a great funding success: 1) Binks Point Multi-use Path and C1 Crossing; and 2) Yellow Rail from South Shore to Southfields. She noted today staff received notification of additional funding that will be used to expand trails and fields and remove the tree farm located within the dog park area. Village of Wellington Page 9 Village Council Workshop Action Summary - Final August 7, 2017 Regional Parks Capital Improvements: Ms. Quickel said this project refers to the larger parks: Village Park - Rebuild and Improve Village Park Fields 6, 7, and 21. She noted the project is for major renovations and the projects have been funded. Safe Neighborhood Improvements - Yarmouth Linear Park: 1) Folkestone Circle road proposed closure; and 2) Linear park amenities funding added to the budget. Streetscape and Signage: Ms. Quickel noted that the funding is for the larger signage plans and a related the master plan is currently being worked on by staff. Mayor Gerwig asked if examples of the signage would be provided to Council on Wednesday. Ms. Quickel replied affirmatively. Mr. Schofield said staff just received the last revision of the signage but he has not completed reviewing the information provided. He will have staff distribute the information to Council. Councilman Napoleone asked for the amount of signs and the locations for the anticipated signage. Mr. Schofield explained staff is looking at different scenarios: 1) Re-doing the entry features in order for all the entrances into Wellington to be consistent; 2) Directional signage and the logos being placed in the correct places; and 3) Individual sub-division signage since many of the existing signs are past their service life. He added that staff is looking towards signage along the business district or SR 7 but they want to maintain the architectural and style of the Wellington core, the 75 acres of the Wellington PUD, the communities that are unique, and signage that provides identity to the equestrian communities. Ms. Quickel continued with the presentation. South Shore/Pierson Intersection Improvements: Widen intersection, align lanes, improve stacking and install drainage infrastructure at the intersection of South Shore Boulevard and Pierson Road. Surface Water Management Systems Improvements: 1) Projects include a feasibility study for debris removal device installation at Pump Station 5 and demolition of pump station 2; and 2) Future projects include Greenbriar Boulevard C-4 and Greenview Shores Boulevard North Drainage. Mayor Gerwig asked which pump station is number 5. Ms. Quickel said it is located midway toward the east side of Wellington. Mr. Schofield said pump station 5 is located in the middle of Wellington. Councilman Napoleone asked if pump station 2 is going to be demolished or replaced. Mr. Schofield explained that pump station 2 was originally a pump station that went into the Arthur R. Marshall Loxahatchee National Wildlife Preserve as part of Wellington's settlement in the early 2000's under the Comprehensive Restoration Program. The plan was to completely remove a pump station and currently there is one operable pump station. Ms. Quickel noted staff can apply for grant funding that recently opened for improvements. Mr. Barnes noted pump station 5 is located north of the Birkdale Drive civic site. Ms. Quickel continued with the presentation. Village of Wellington Page 10 Village Council Workshop Action Summary - Final August 7, 2017 Tennis Center Parking: Build expanded paved parking area to prevent grass parking resulting from increased facility use. Mayor Gerwig asked for the amount of the additional parking the project will provide. Mr. Barnes explained no additional parking spaces will be provided but the proposed project will include paving the current grassy area. Vice Mayor McGovern asked for the current amount of paved parking spaces and the amount after the paving project. Mayor Gerwig recapped that the current grassy parking area will be paved. Mr. Barnes replied affirmatively. Ms. Quickel continued with the presentation. Sales Surtax Projects: 1) Community Park Improvements. Ms. Quickel explained the rebuilding and the refurbishment of the park is a major park project and it has been some time since there has been a large park project. The fields, rebuilding rest rooms, pressbox and parking will need to be redone and the end result will be a brand new park. She explained the first year's collection of the surtax provided $2.5 million and the appropriation of the current year's surtax will be needed. To date $1.7 million has been collected in surtax and most of those funds plus a potion of next year's collections will be needed to complete the project. Mayor Gerwig said she would like staff and Council to go over the project since she has questions regarding the services that will be provided at the site. She indicated a new name is needed for the park because the current name of Community Park is not known. She explained that many people call the park the old Boys and Girls Club which is very confusing since the new Boys and Girls Club is across town. She suggested developing a new name for the park. Councilman Drahos said an interesting name can be obtained though a donation. Mayor Gerwig asked staff to provide Council with information on how the park is currently being used, amount programmed, and future needs for the building. Ms. Quickel said staff will provide Council with the information requested. She indicated if Council approves the project, the Parks and Recreation Advisory Board will be involved and their input will be noted as well. Mayor Gerwig said she will like PRAB to provide input as to what services and programs are suggested for the park because many members of the community think the park is not currently in use; the park is currently being used for the baseball program. Vice Mayor McGovern said the overall mission of the park needs to be communicated. Mayor Gerwig said staff needs to communicate how the park is used during the off season. If the design is done properly there can be many uses including the miracle park and meeting the community's needs. Ms. Quickel said she took note of Council's request and noted the project will be discussed further at the September budget meetings. Ms. Quickel continued with the presentation. Village Park Improvements: Dugouts, sod replacement and other Village of Wellington Page 11 Village Council Workshop Action Summary - Final August 7, 2017 improvements. Mayor Gerwig asked if staff is moving forward with the shade structures. Ms. Quickel said the shade structures are included in the budget. Ms. Quickel continued with the presentation. New & Replacement Assets FY 2017-2018: 1) Equipment; 2) Vehicles; and 3) Software is included in the Village's replacement assets and part of the Capital Project funding. Vice Mayor McGovern said he is not clear of the necessity to repave the parking lot of a fairly new facility and spending $500,000 and asked staff to provide data in order for him to understand the need. Mr. Barnes said staff will provide Council with additional information. He explained shortly after occupancy of the facility, the demand for parking was immediate. Staff's intention was to be sustainable with grass parking which is best suited for overflow parking but currently the area is being used for peak demand parking. Vice Mayor McGovern asked when is the peak demand time. Mr. Barnes said peak demand times are Monday through Friday from 7:00 a.m. to noon and 4:30 p.m. to 8:30 p.m. Vice Mayor McGovern asked if all of the paved parking is taken up during the peak time periods. Mr. Barnes said the grassy area parking will be used if its paved or not but the problem is that after the grassy area gets wet from the rain it takes a long period to dry and is difficult to be used. Mayor Gerwig said the area becomes muddy because the area does not drain well. Mr. Barnes noted because of the heavy use, the problem is exacerbated. He said for example parking on the grass at St. Ritas' church does not have the same problem because it is only used on Saturday and Sunday and not used very much on the weekdays. Mayor Gerwig said based on the feedback from the players they say the area is very messy for parking. She indicated the center is very well used and asked if enterprise funds can be used to pay for the paving. Ms. Quickel explained the tennis program is not an enterprise and the enterprise fund cannot be used. Mr. Schofield explained the programs will support their daily operating costs but none of the recreation programs provide enough to pay back their capital cost for ongoing maintenance. Mayor Gerwig said she recalled staff telling her that the tennis program is covering more than their operational expenses. Mr. Barnes said tennis is a direct program and covers the cost for the actual instructors and local management but does not cover the cost of the actual facility, electricity or the entire maintenance cost. Mayor Gerwig said she understands that tennis is very popular, a great program but she is aware of a request for additional seating in order for the facility to be more functional. She asked staff to communicate with the tennis staff in order to ensure they want the paved parking over obtaining additional seating or a deck. Ms. Quickel and Mr. Barnes said they would contact staff and find out which issue is more important for the players. 4. CLOSING COMMENTS Mayor Gerwig stated Council will take a 5 minute break before proceeding to the Council Agenda Review meeting. Village of Wellington Page 12 Village Council Workshop Action Summary - Final August 7, 2017 5. ADJOURN There being no further business for Village Council to discuss, the meeting was adjourned at 3:56 p.m. Village of Wellington Page 13