Village Council Workshop

Village of Wellington 12300 Forest Hill Blvd Wellington, FL 33414 Action Summary - Final Monday, September 25, 2017 4:30 PM Village Hall - Conference Rooms 1E & 1F Village Council Workshop Anne Gerwig, Mayor John T. McGovern, Vice Mayor Michael Drahos, Councilman Michael J. Napoleone, Councilman Tanya Siskind, Councilwoman Village Council Workshop Action Summary - Final September 25, 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; and Tanya Siskind, Councilwoman. Councilman Drahos was not present. Advisors to Council: Paul Schofield, Village Manager; Laurie Cohen, Village Attorney; Jim Barnes, Assistant Village 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. 17-1550 EMPLOYEE OF THE MONTH OF SEPTEMBER, 2017 Mr. Schofield introduced this item. This item is for the recognition of the September 2017 Employee of the Month, Branden Miller. Mr. Basehart introduced Mr. Miller. He provided an overview of Mr. Miller's history, service and outstanding work. Mr. Schofield noted that Mr. Miller started his work with the Village at the pool while he attended college and then moved to the Planning Department once he graduated. He indicated that Branden works with Mr. O'Dell on many of his large projects. Mr. O'Dell mentioned that one of the large projects that Branden worked on was to obtain the Florida Green Building Certification for Village Hall which is part of the current agenda. Council then extended their congratulations to Mr. Miller for being the Employee of the Month. 4. REVIEW OF COUNCIL AGENDA Village of Wellington Page 1 Village Council Workshop Action Summary - Final September 25, 2017 A. 17-1398 PRESENTATION OF 2017 WELLINGTON TOP COP AND TOP FIREFIGHTER AWARDS Mr. Schofield introduced this item. This item is for the approval of the Public Safety Committee recommendations for the 2017 Wellington Top Cop and Top Firefighter. There were no changes recommended. B. 17-1496 PRESENTATION OF FLORIDA GREEN BUILDING COALITION (FGBC) LOCAL GOVERNMENT GOLD CERTIFICATION AWARD Mr. Schofield introduced this item. This item is for a presentation of the Florida Green Building Coalition (FGBC) Local Government Gold Certification Award to the Village of Wellington. Mr. Schofield said the certification is very difficult to obtain. Mr. Barnes added that Mr. Miller's work was instrumental in obtaining the recertification. He explained that in order to maintain the gold level standard, the required criteria and points had increased, and additional tasks and work was needed which he managed and coordinated. There were no changes recommended Village of Wellington Page 2 Village Council Workshop Action Summary - Final September 25, 2017 C. UPDATE ON HURRICANE IRMA DEBRIS Mr. Schofield announced that staff would be presenting an update on the storm. He noted the Village has been hauling more debris than any other municipality. Mr. Barnes presented a timeline on the work that has been done so far: 1) Village crews worked on clearing the debris from the public right-of-ways before, during and after the storm so that the residents could drive safely within the Village; 2) Afterwards, crews concentrated on the public facilities to allow programs to start as quickly as possible; 3) Village crews started working in the communities; 4) Monday damage assessment started; 5) Thursday the contractors arrived; and 6) During Friday and the weekend debris was being hauled away. He mentioned that last week was the first full week of debris collection. Mr. Barnes acknowledged that the residents' biggest concern has been when their pile of debris would be picked up. He said by end of the day or first thing the next morning, information will be posted on the Village's website. The information will include his best guess schedule for all of those communities that have not yet been picked up to date both in gated and non-gated communities. He explained in order to be eligible for disaster relief funding from FEMA, private communities that have private roadways, need to submit to the Village their right of entry forms noting that only half of the communities have the paperwork in place. Mr. Barnes indicated that staff expects the other communities will submit their forms before the end of the week. He noted that the collection for the gated communities was being prioritized for the picking up of debris based on when their forms are received. Some of the private communities will have the debris removed faster because all of the debris will be stacked in one location which will make the pick up easier. Mr. Barnes said in order to maximize the efficiency for the collection, instead of going to the county's site located at the 20 mile bend as was done during the first week, as of last week, the area at the dog park will be the new area to lay down the material. Some time this week, the contractor will have a grinder onsite in order to grind and chip all the material and, they will look at disposing the chipped material another way in the near future. Mr. Schofield added that once staff started to use the grinder, the residents will complain about the noise. Mayor Gerwig asked if the grinder will be used during the daytime hours. Mr. Barnes replied affirmatively. Mr Schofield noted that the grinding will occur Monday through Saturday but not on Sunday. Mayor Gerwig asked if there was a way to screen the noise. Mr. Barnes said there was no way to screen the Village of Wellington Page 3 Village Council Workshop Action Summary - Final September 25, 2017 noise. He explained that the same process had been used in the past at the 10-acre site. Mayor Gerwig asked if the Village has any use for the mulch. Mr. Barnes said there was none because the material will be mixed and the Village would not recommend using it, but staff will work to obtain a solution to dispose of the material. Mr. Barnes continued with his presentation, He noted: 1) A special contractor is picking up the debris from the storm; and 2) Waste Management is still picking up household trash, containerized vegetation and recycling. He explained the vegetation goes in the green containers and most areas in Wellington have the automated vegetation collection that started several years ago, but not all of the communities signed on for the service. He explained those that did not sign on did not have a lot of waste because their landscaping is serviced by outside contractors and they did not need or want another container. In those communities, Mr. Barnes said that since the hurricane, since waste collection has been non-existent, there may be a gap in service because they are waiting on the debris contractor. He stated that some of the communities are saying that the waste is not being picked up, however, Waste Management is picking up but there is a gap in service in those communities because the contractor that usually does the bulk collection is currently handling debris collection in Wellington. Mr. Barnes added that thirdly, the contractor has 6 trucks servicing Wellington but they are picking up large debris. Vice Mayor McGovern asked if the subcontractor from Waste Management is currently the Village's sub contractor. Mr. Barnes said they are the subcontractor to TAG Grinding who is currently the Village's principal contractor. He explained anything that is vegetation debris will be picked up as part of the hurricane debris collection. Vice Mayor McGovern thought that it was misleading when staff sends out messages to the community stating that vegetation pick up would resume as before the storm. Mr. Barnes agreed and said the communication provided should have been clearer that it was only containerized vegetation and small piles. He explained that containerized vegetation pickup could be delayed due the large volume and if one side of the street is picked up and the other side is not, residents should leave the can out because the trucks will be back. He added that the Code Enforcement Department will not be sending out citations if the cans are left out. Village of Wellington Page 4 Village Council Workshop Action Summary - Final September 25, 2017 Vice Mayor McGovern said people are saying they have a small pile at their house that has not been picked up. Mr. Barnes said the residents should leave it out noting that the debris collection schedule would be posted later on today or tomorrow. Vice Mayor McGovern asked where that information would be located. Mr. Barnes said there will be a press release, on the Village website and on social media. At this point, Mr. Barnes displayed a map showing those areas that debris had been picked up and those that were in the collection process. He said the first pass will happen before the second pass and emphasized the map and list are outdated as soon as they are published, but they are the best scenario dates possible. He noted that weather and equipment breakdown could impact the collecting. He explained how collection had been impacted when one contractor's equipment had broken down and a hauler from Texas had an accident. Mr. Barnes further stated that some of the residents feel that the work is not moving fast enough but the Village has 12 to 14 trucks running at any one time in addition to Village staff jumping in as quickly as possible. Mr. Barnes noted that bulk trash pickup has been suspended until further notice because Solid Waste has stopped receiving bulk trash at their location. He explained that they cannot pick it up because the Village does not have anywhere to put the bulk trash which includes appliances, electronics and anything that is usually picked up by the claw. Vice Mayor McGovern asked if the residents should leave the bulk trash outside or bring it into their house. Mr. Barnes said they can leave it out because Code Enforcement is not giving out citations; however, the Village is not encouraging residents to put out any household hazard waste until the appropriate dropoff facilities open. Mayor Gerwig asked if the Solid Waste Department has provided the Village with any dates to restart that collection. Mr. Barnes said he has not received a date yet and was not sure when that would restart. He advised that residents who have any questions can call the regular customer service line or go to social media for additional information. Vice Mayor McGovern thanked Mr. Barnes for his outstanding service and for providing continuous updates. Mayor Gerwig said that everyone needs to be patient. She indicated that some tree branches in different areas are falling and they will be passed on the first pickup but will be picked up on the second pass. Mr. Barnes replied affirmatively and said the Village's intention, as per FEMA's guidelines, is to make 3 passes; noting that the third pass is usually on Village of Wellington Page 5 Village Council Workshop Action Summary - Final September 25, 2017 an as needed pass basis and by that time regular service should resume. Councilman Napoleone said if the truck goes by a neighborhood and does not pick up, there will be another pass, and that they could return the following day to pick up. Mr. Barnes replied affirmatively explaining that at times they leave because the truck is full, but they will return to complete the entire neighborhood. He explained there is a different process for tree stumps and the FEMA guidelines indicate that if the stump is less than a certain size that stump will be picked up with the other vegetation but if the stump is large, it will be measured, marked and picked up at a different time in order to obtain reimbursement from FEMA. Mr. Schofield said staff will provide a similar update at the Council meeting. D. 17-1250 AUTHORIZATION TO AWARD A CONTRACT TO PROVIDE INVESTMENT MANAGEMENT SERVICES (This item was moved up in the Agenda, originally 4G) Mr. Schofield introduced this item. This item for the authorization to award a contract to Public Trust Advisors, LLC, to provide investment management services, in the amount of $65,000 annually. Mr. Schofield said there were 10 bidders, the current annual fee is $55,000 and the new fee will be $65,000 and staff is recommending hiring Public Trust Advisors. Mayor Gerwig said this is payment to the people that manage the Village's money. Ms. Quickel replied affirmatively and said the Village earns interest. Mayor Gerwig asked for the amount of interest earned in one year. Ms. Quickel said approximately $1.4 million. Mr. De La Vega noted over a 3 year period the Public Trust amount is $195,000 and PFM is $208,500. He indicated the RFP process is used since the Selection Committee is looking at different variables other than the price: qualifications, experience and their approach. In this particular case, the company chosen was lower in price than the incumbent. Mr. De La Vega reviewed the score sheets. There were no changes recommended. Village of Wellington Page 6 Village Council Workshop Action Summary - Final September 25, 2017 E. 17-1536 SECOND PUBLIC HEARING TO ADOPT THE FY 2017/2018 MILLAGE RATE AND ANNUAL BUDGET FOR WELLINGTON I. RESOLUTION NO. R2017-50 (MILLAGE RATE) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL ADOPTING THE TAX LEVY AND MILLAGE RATE FOR WELLINGTON FOR THE FISCAL YEAR COMMENCING OCTOBER 1, 2017, AND ENDING SEPTEMBER 30, 2018; AND PROVIDING AN EFFECTIVE DATE. II. RESOLUTION NO. R2017-51 (WELLINGTON BUDGET) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL ADOPTING A BUDGET FOR THE VILLAGE OF WELLINGTON FOR THE FISCAL YEAR COMMENCING OCTOBER 1, 2017, AND ENDING SEPTEMBER 30, 2018; AND PROVIDING AN EFFECTIVE DATE. This agenda item was moved up in the Agenda and was originally 4H. Mr. Schofield introduced this item. This item is for the approval of the proposed Fiscal Year 2017/2018 millage rate, operating and capital budget including balances brought forward. This is the second public hearing on the proposed budget and the corresponding ad valorem millage rate in accordance with the Wellington Charter and Florida Statutes Chapter 200, Section 200.065. Ms. Quickel indicated that a presentation would be provided at tomorrow night's Council meeting and no changes had occurred since the last presentation. Vice Mayor McGovern asked if tomorrow night's presentation was the same as the last presentation. Ms. Quickel said the presentation is slightly different. Vice Mayor McGovern asked if the presentation will include the reason for the increase and will provide an explanation regarding the pay as you go procedure. Both Ms. Quckel and Ms. Wadleigh replied affirmatively. There were no changes recommended. Village of Wellington Page 7 Village Council Workshop Action Summary - Final September 25, 2017 F. 17-1525 MINUTES OF THE REGULAR WELLINGTON VILLAGE COUNCIL MEETING OF AUGUST 22, 2017 Mr. Schofield introduced this item. This item is for the approval of the minutes of the Regular Wellington Village Council Meeting of August 22, 2017. There were no changes recommended. G. 17-1242 AUTHORIZATION TO UTILIZE A SOUTHEAST FLORIDA COOPERATIVE CONTRACT FOR THE PURCHASE AND DELIVERY OF QUICKLIME Mr. Schofield introduced this item. This item is for the authorization to utilize a Southeast Florida Cooperative contract with Lhoist North America for the purchase and delivery of quicklime in the amount of approximately $310,000 annually. Mr. Schofield noted the Village is part of the cooperative and the price fluctuates a bit but the Village pays whatever the market rate is. This is needed to soften the water that runs out of the Water Treatment plant and this is the best price found. Mayor Gerwig asked if the price is higher than what the Village is currently paying. Mr. De La Vega explained the price is the current price being paid but the price fluctuates quarterly although the amount of fluctuation is not huge. There were no changes recommended. H. 17-1243 AUTHORIZATION TO CONTINUE UTILIZING A SOUTHEAST FLORIDA CO-OP CONTRACT FOR THE PURCHASE AND DELIVERY OF WATER METER FITTINGS AND WATER LINE ACCESSORIES Mr. Schofield introduced this item. This item is for the authorization to continue utilizing a Southeast Florida Co-Op contract, with multiple vendors, for the purchase and delivery of water meter fittings and water line accessories in the amount of approximately $150,000 annually. Mr. Schofiled noted the item is part of the bid group and staff is recommending the utilization of the contract. He noted the Village spends approximately $150,000 a year for water meters which is a standard annual amount located in the budget. There were no changes recommended. Village of Wellington Page 8 Village Council Workshop Action Summary - Final September 25, 2017 I. 17-1488 AUTHORIZATION TO: 1) AWARD A TASK ORDER TO PROVIDE HYDROGEOLOGIC DESIGN AND CONSTRUCTION PHASE SERVICES; AND 2) AWARD A TASK ORDER FOR THE REHABILITATION OF SURFICIAL AQUIFER WELLS Mr. Schofield introduced this item. This item is for the authorization to: 1) Award a task order to JLA Geosciences, Inc. to provide hydrogeologic design and construction phase services for the rehabilitation of surficial aquifer wells at a cost of $57,911.00; and 2) Award a task order to Florida Design Drilling, Inc. for rehabilitation of surficial aquifer wells in the amount of $320,000. Mr. Schofield explained some of the wells are in the 20 to 30 year range. The first contract for $57,911 is to look at the wells and report back as to what is needed; however, the service is an inexact science. The second contract is to award and not to exceed $320,000 to Florida Design Drilling, Inc. for 4 wells and the amount could be less depending on what is needed to increase the capacity of the wells. This method is used before replacing a well because each replacement well is very expensive and could be millions of dollars per well. Councilwoman Siskind asked if the $320,000 was the maximum amount. Mr. Schofield replied affirmatively and said the amount could be less. Ms. LaRocque added that the amount could be less than the $320,000 but it is very hard to say. Councilman Napoleone asked if the amount is part of the budget. Ms. LaRocque replied affirmatively. Vice Mayor McGovern said he was unclear as to what Kimley Horn's role was in the project. Ms. LaRocque explained JLA Geosciences is a new consultant and they completed an analysis of the wells and from that analysis they made the recommendations which will improve the water quality and production which is the preferred first method. Vice Mayor McGovern asked if there will be engineering supervision as the project moves forward and will it be different from the supervision provided by Kimley Horn. Ms. LaRocque replied affirmatively and explained the project will include an actual geologist that will sit on the well with a driller and direct the driller on what needs to happen with respect to redeveloping. Councilman Napoleone asked what the life span is for wells. Ms. LaRocque said the life span could be 30 to 35 years. She explained she has been successful in the past with redeveloping wells and extending their life span which is what she hopes to do with the project. Vice Mayor McGovern noted there are 21 wells and asked if any of the Village of Wellington Page 9 Village Council Workshop Action Summary - Final September 25, 2017 wells have been rehabilitated in the past. Ms. LaRocque said the project is starting at number 1 and the project will continue over a span of 10 years. Eventually the wells will need to be replaced but she is currently trying to delay replacing them. There were no changes recommended. Village of Wellington Page 10 Village Council Workshop Action Summary - Final September 25, 2017 J. 17-1526 ORDINANCE NO. 2017-11 (ARTICLE 5– DEVELOPMENT REVIEW PROCEDURES) AN ORDINANCE OF WELLINGTON, FLORIDA’S COUNCIL AMENDING THE WELLINGTON LAND DEVELOPMENT REGULATIONS, MORE SPECIFICALLY, A ZONING TEXT AMENDMENT TO REPEAL AND REPLACE ARTICLE 5, IN ITS ENTIRETY, AS CONTAINED HEREIN; TO ESTABLISH SPECIFIC STANDARDS RELATED TO THE DEVELOPMENT REVIEW PROCEDURES FOR DEVELOPMENT APPLICATIONS; PROVIDING A CONFLICTS CLAUSE; PROVIDING A SEVERABILITY CLAUSE; PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced this item. This item is for the approval of Ordinance No. 2017-11 to repeal and replace Article 5 - Development Review Procedures of the Land Development Regulations. Mr. Basehart stated that after several hearings there is one outstanding issue. He noted that the Equestrian Preserve Committee and the Planning and Zoning Board had unanimously recommended approval at their hearings. During the first reading, the suggestion was made to modify the special use permitting which staff agreed with. It was decided that the number of event days before the applicant would have to come before Council for approval was 30 noting that change was made during the second reading. He explained staff looked at other alternatives that could be done to trigger the requirement to have the applicant come before Council. He explained that staff looked at the second closest issue which was based on the number of people that would be attending the events. However, they concluded that it would not work very well since many of the events are short in duration and draw a large amount of people. He noted that historically that has been done administratively with no problems, i.e., the National Soccer Championship, National Field Hockey and Lacrosse. He said if those organization needed to apply for a Council-level application, they would go elsewhere. Because of their performance record, staff does not see a need for them to come to Council. He noted that appeal provisions are built into the code. He explained that if staff does not approve a special use permit due to poor performance the prior year, neighbor complaints, or dramatic changes to the application, the applicant can appeal if the application is denied by staff. Mr. Basehart said one change has been made to the adopting ordinance which Ms. Cramer provided to Council. It was the same revised ordinance that had also been provided to Council via email. Mr. Basehart noted Council felt that all special use permits that had been previously approved, but exceeded the threshold in the code, should Village of Wellington Page 11 Village Council Workshop Action Summary - Final September 25, 2017 have to come back before them one time as if they were a brand new applicant because they were not approved under this ordinance. Afterwards the applicant can be approved administratively if there are no changes to days, size or the nature of the event. Vice Mayor McGovern said if an applicant asked for a renewal for the following year, how much of a change would they be allowed to make. Mr. Basehart said any change that would create any additional impact, such as an increase in attendance or tents, would trigger their having to come back to staff. Ms. Cramer said there would have to be an increase of the intensity from the prior year. She noted that staff felt that it would be difficult to come up with a percentage of the increase or decrease that would determine the threshold. Mayor Gerwig asked if the dollar value was determined for the consultant. Mr. Basehart said the amount varies but the typical special use permit that goes before Council is approximately $2,000 to $4,000 or maybe more. Mayor Gerwig said she would support the revision but she did not believe they were accomplishing the goal to make it easier for smaller events to occur. She thought the point was to encourage more industry, smaller shows and to create other opportunities for equestrians and others to have special events in Wellington. She noted that staff is very good in reviewing and compensating for impacts to the community, but she had not seen anything that was done to improve that. The point is to encourage more events and not be problematic to the charities or events that benefit the community. Ms. Cramer said if the event is a Village-sponsored or co-sponsored event the application does not have to go through the process. Mayor Gerwig asked who would decide if the event is Village-sponsored. Mr. Schofield said Council will decide and give staff consent to move forward. There were no changes recommended. Village of Wellington Page 12 Village Council Workshop Action Summary - Final September 25, 2017 K. 17-1527 RESOLUTION NO. R2017-40 (DEVELOPMENT REVIEW MANUAL) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL, ADOPTING THE DEVELOPMENT REVIEW MANUAL, AS MORE SPECIFICALLY DESCRIBED HEREIN, TO PROVIDE FORMS FOR PLANNING AND ZONING APPLICATION TYPES, SUBMITTAL REQUIREMENTS, REVIEW CRITERIA AND DETAIL THE PROCESS FOR DEVELOPMENT APPLICATIONS AS REQUIRED IN ARTICLE 5 OF WELLINGTON’S LAND DEVELOPMENT REGULATIONS AND TO COMPLY WITH FLORIDA STATUTES; PROVIDING A CONFLICTS CLAUSE; PROVIDING A SEVERABILITY CLAUSE; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced this item. This item is for the approval of Resolution No. R2017-40 to adopt the Development Review Manual. Mr. Schofield noted the manual provides the technical data in order to go through the review process. Mr. Basehart indicated that this is another device to make things more transparent and easier for people to process their applications. He noted there are no code requirements in the manual that are not part of Article 5 or in another part of the code. This is a "how to" manual to assist the applicant in navigating the system in order to submit better applications. Mr. Schofield explained that many years ago, a concern was raised that staff was not notifying everyone about criteria being used and manuals with the criteria were not available to research beforehand. Because of this, the Village has adopted internal policies. He said if the information is not online or available to the public, then the Village will not apply that criteria. Mr. Schofield said the information will be user friendly and easy-to-read. He added that the terminology is easy to understand and includes informational diagrams. He said the Planning Department did a phenomenal job in making the change. Mayor Gerwig asked if staff will be presenting the manual at tomorrow night's meeting. Ms. Cramer said staff will be happy to make the presentation. She indicated the review manual includes alot of checklists and is readily available on the Village's website. It will be housed in one place and expanded as needed by staff. There were no changes recommended. Village of Wellington Page 13 Village Council Workshop Action Summary - Final September 25, 2017 L. 17-1535 RESOLUTION NO. R2017-49 (URGING LEGISLATION MAKING TEXTING WHILE DRIVING A PRIMARY OFFENSE) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL URGING THE FLORIDA LEGISLATURE TO ENACT LEGISLATION THAT WOULD MAKE TEXTING WHILE DRIVING A PRIMARY OFFENSE; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced this item. This item is for the approval of Resolution No. R2017-49 urging the Florida Legislature to enact legislation that would make texting while driving a primary offense. Mr. Schofield explained that Council was asked to urge the legislation to make texting while driving a primary offense which he felt was a good idea. He noted that the resolution was for Council's consideration. Vice Mayor McGovern asked if Representative Slosberg will be attending the Council meeting tomorrow. Mr. Schofield said he did not think he would be attending the meeting. Mayor Gerwig asked what has been holding this up and what has the opposition been. Mr. Schofield said he was not sure but he would have the answers tomorrow at the Council meeting and will ask Mr. Coker. There were no changes recommended. 5. WORKSHOP None. 6. ATTORNEY'S COMMENTS None. 7. MANAGER COMMENTS None. Village of Wellington Page 14 Village Council Workshop Action Summary - Final September 25, 2017 8. STAFF COMMENTS PINE TREE WATER CONTROL DISTRICT Mr. Barnes stated that the Pine Tree Water Control District and Rustic Ranches had requested for the Village to continue handling the maintenance of the roadways through the Interlocal Agreement which expires on September 30, 2017. He noted that he met with their management company representative, Mr. Wright, President of Pine Tree, and Jeff Kurtz, Attorney for Pine Tree. He said their request and desire is for the Village to continue to maintaining the roadways. Ms. Cohen added that a policy determination would need to be made prior to that decision being made. Mr. Barnes said the intent of the interlocal agreement was to run for one year in order for Council to discuss the issue and have sufficient data complied regarding time, cost and projections to provide the level of service discussed which will include weekly dragging and inspections of the roadways and approximately 1,000 tons of shellrock to be applied. Mr. Kurtz has drafted Interlocal Agreement with that in mind and has forwarded it to Ms. Cohen for her legal review. Mr. Barnes said his recommendation was to keep moving forward with that set level of service until the Village can move forward with the Interlocal Agreement to set a policy. Mayor Gerwig asked Ms. Cohen if she was comfortable with Mr. Barnes' suggestion. Ms. Cohen said she was comfortable in doing this as part of an Interlocal Agreement but she will need to make some revisions to the draft that was provided by tomorrow. Mayor Gerwig asked if the gas tax amount being received is adequate to maintain the roads. Mr. Barnes said currently the gas tax is sufficient based on the level of service he mentioned earlier. Ms. Cohen said she recommended capping the Village's exposure of the gas tax. Mr. Schofield said he agreed with Ms. Cohen's recommendation and anything over the set amount of the gas taxes will be billed to them. Mayor Gerwig said she wanted to have a clear policy. Vice Mayor McGovern asked for the timeframe of the policy discussion. Mr. Schofield said a real discussion will not be held until the first quarter of next year. Councilwoman Siskind asked if shellrock was needed after this storm. Mr. Barnes said the roads were in good shape before the storm and held Village of Wellington Page 15 Village Council Workshop Action Summary - Final September 25, 2017 up very well afterwards. Mr. Schofield said the roads are in good condition but the biggest problem is the removal of the debris. He noted that Wellington will manage the roads but not the swales. 9. COUNCIL COMMENTS Vice Mayor McGovern asked that staff provide a summary of the committee schedules for the public for the Palm Beach Polo and Polo West applications. Mayor Gerwig asked if the application will be going to the Equestrian Preserve Committee (EPC). Mr. Schofield responded affirmatively. Mayor Gerwig asked if the advertisement went out indicating that the applications will be reviewed by the EPC. Ms. Cohen responded that it did. Vice Mayor McGovern asked for a schedule of events for the applications and stated that a link should be attached to the Village's website so everyone will be informed. Mr. Schofield said the information will be added to the website and also to the banner. He said everyone involved has been sent an informational letter. Vice Mayor McGovern asked if everyone that has sent Council emails and correspondence will receive the informational letter. Mr. Schofield replied affirmatively. Mayor Gerwig and Vice Mayor McGovern said they posted links to the FAQ on their emails. Councilman Napoleone said he included the timeline on his emails. Mr. Schofield said the application may go to EPC possibly in October and come before Council in November but it could be delayed. Mayor Gerwig said she wanted to meet with FPL to discuss their procedure on clearing power outage tickets. Mr. Schofield said he would set up a meeting. Mr. Schofield said there are several types of trees that did not fare well during the storm and he will present a proposal to Council regarding ficus and banyan trees indicating how to replace them. He said it will establish a plan that will provide 3 to 5 years to replant and consider heartier trees. He explained that after the hurricanes of 2004 and 2005 there was a significant die off of native pines. He asked Mr. Barnes to research the tree that the paper companies use in northern Florida that are disease resistant. He noted that Pines are the signature trees for Wellington. Village of Wellington Page 16 Village Council Workshop Action Summary - Final September 25, 2017 10. ADJOURN There being no further business to be discussed by the Council, the meeting ended at 5:20 p.m. Village of Wellington Page 17