Village Council Workshop

Village of Wellington 12300 Forest Hill Blvd Wellington, FL 33414 Action Summary - Final Monday, July 9, 2018 4:00 PM Village Hall - Conference Rooms 1E & 1F Village Council Workshop Anne Gerwig, Mayor Michael Drahos, Vice Mayor John T. McGovern, Councilman Michael J. Napoleone, Councilman Tanya Siskind, Councilwoman Village Council Workshop Action Summary - Final July 9, 2018 1. CALL TO ORDER Mayor Gerwig called the meeting to order at 4:00 p.m. Council Members Present: Anne Gerwig, Mayor; Michael Drahos, Vice Mayor; John McGovern, Councilman; and Tanya Siskind, Councilwoman. Council Member Not in Attendance: Michael Napoleone, Councilman. 2. PLEDGE OF ALLEGIANCE Mayor Gerwig led the Pledge of Allegiance. 3. 18-2081 EMPLOYEE OF THE MONTH FOR MAY, 2018 – HEATHER NAVARRO Mr. Schofield introduced the agenda item. He announced Heather Navarro, who works at Wellington's Community Center, as the Village's Employee of the Month for May 2018. Mr. Joe Piconcelli read the nomination form that had been submitted by Debbie Liquori. Heather started her career in 2015 as a part time employee in the Parks & Recreation Department, and since then, has taken on many tasks. Her initial responsibilities were to assist in the set up and break down of events at the Wellington Amphitheater. Heather was offered a full time position as a Customer Service Representative when the new Community Center opened. Heather has successfully accomplished any new tasks that she has been assigned. She was recently promoted to a Program Coordinator. Ms. Liquori looked forward to Heather's future and watching her grow and take on new challenges. Ms. Navarro is an asset to the department and one of the most dedicated employees she has ever worked with. Ms. Liquori indicated that Heather deserves to be Employee of the Month because she shows true leadership in whatever she does. Mr. Piconcelli concurred with Ms. Liquori's statement. He said that he has known Heather for three years, and has never seen a young lady who is so organized, well spoken, and can willingly takes on any task. He said that he was very fortunate to have her work under him. Council offered their congratulations to Ms. Navarro. Ms. Navarro expressed her thanks to Council, the Parks & Recreation Department, staff at the Community Center, especially Mr. Piconcelli, Debbie Liquori and Michelle Garvey, and also thanked her parents for their support. Village of Wellington Page 1 Village Council Workshop Action Summary - Final July 9, 2018 4. REVIEW OF COUNCIL AGENDA Mr. Schofield presented the agenda for the July 10, 2018 Regular Village Council Meeting for review. A. 18-2162 MINUTES OF THE REGULAR WELLINGTON COUNCIL MEETINGS OF APRIL 24, 2018, MAY 8, 2018 AND MAY 22, 2018 Mr. Schofield introduced the agenda item. This was the approval of the Minutes of the Regular Wellington Council Meetings of April 24, 2018, May 8, 2018 and May 22, 2018. He advised Council that if they had any changes to contact Ms. Nubin who would make the changes. B. 17-1616 AUTHORIZATION TO AWARD A TASK ORDER, TO PROVIDE ENGINEERING CONSULTING SERVICES, FOR PEACEFUL WATERS SANCTUARY MASTER PLAN Mr. Schofield introduced the agenda item. This was authorization to approve a task order to Hazen and Sawyer, Inc., to provide engineering consulting services for the Peaceful Waters Sanctuary Master Plan, at a cost of $52,838. He explained that Peaceful Waters is a very nice environmental preserve, but it was actually built to help with the Wastewater Plant. He said that there are several environmental requirements, including monitoring that must be followed. He said that this allows Hazen and Sawyer to go in and evaluate the system and find what changes have to be made so the Village can meet regulatory requirements for the next several years. Ms. LaRocque said that Peaceful Waters Wetland was built by the utility and serves as a primary reuse affluent disposal system and also has secondary benefits in recharging the ground water while also providing a wildlife habitat. She said it is permitted by the Department of Environmental Protection because it is a reuse affluent disposal site which requires that the Village maintain the wetlands so they continue to perform as they were originally designed. Ms. LaRocque said that because of the quality of the reuse water, over the last ten years a significant amount of nutrients have been able to load on the base of the wetland causing alot of evasive species to start to flourish. She said that they need to go in and do an assessment, map the vegetation, and bring it back to its original operating condition. Ms. LaRocque indicated that this will be a plan that will outline the proposed improvements and costs and does not allow for any construction or design and would be just an assessment. She said that she provided pictures in the agenda so that Council could see the condition of the preserve. Ms. LaRocque said that they are also in the process of replacing the boardwalk so they were trying to do this comprehensively. Village of Wellington Page 2 Village Council Workshop Action Summary - Final July 9, 2018 Councilwoman Siskind asked if there was an estimated range of the cost. Ms. LaRocque said that it would not be a qualified number so she did not want to guess. Councilman McGovern asked how much work would this mapping entail. Ms. LaRocque said it would be about six months as there are alot of water quality aspects that have to be monitored, mapping of the vegetation, and the overall plan that has to be developed and reviewed with the Village. Councilman McGovern asked Ms. LaRocque to explain what they were looking for in a plan. In response, Ms. LaRocque said that it was a master plan that will set forth the needed improvements as well as the priorities. She said that they were also looking to increase the "loading" of the wetlands so they can get additional offset credits from the South Florida Water Management District. She said that by increasing this wetlands "loading" they can potentially get offset credits that will allow the Village to get more surface water for their supply for the Water Treatment Plant. C. 18-1916 AUTHORIZATION TO AWARD CONTRACTS FOR THE PURCHASE AND DELIVERY OF FILL MATERIALS Mr. Schofield introduced the agenda item. This was authorization to award contracts to a primary and secondary vendor for the purchase and delivery of fill materials in the amount of approximately $43,500 annually. He said that this included a primary and secondary vendor and they would only use the secondary vendor when the primary did not have the lowest price or the material wasn't available. He said that this was a case where the local preference was used noting that he did not realize they used that preference for single line items. Mr. De La Vega directed Council to page 83 item #4 of their agenda. He said that Florida Superior Sands originally came in at $40.50 and since they were within the 5% match of the local preference, they submitted a best and final offer of $40.05 to match which meant that they became the primary since they are the local vendor. He said that they will go to Florida Sands first, and then True Haul. He said that the reason they applied the local preference was because this contract is awarded based on an item, so for each of the line items, it is either a primary or secondary as opposed to a list of line items with one total product cost. D. 18-1929 AUTHORIZATION TO AWARD A CONTRACT FOR THE K-PARK LANDSCAPE BUFFER Mr. Schofield introduced the agenda item. This was authorization to award a contract to A Cut Above Landscape & Maintenance, Inc., for the Village of Wellington Page 3 Village Council Workshop Action Summary - Final July 9, 2018 K-Park Landscape Buffer in the amount of $360,000. Mr. Barnes explained that this was a project put together by the Public Works and Engineering Departments. He said that it consists of landscape enhancements for the area in front of K-Park along SR7 as well as the frontage along Stribling Road. He said staff constructed a berm that is where landscaping is supposed to go as a beautification aspect. He explained that the source of funds were assessments collected from the property owners along SR7 starting from 2002-2013. He said that it was for beautification, boardwalk, and landscaping improvements along the corridor. Mr. Barnes explained that they had looked at doing some of those improvements in the past and had a project further north on the corridor that they were partnering with the DOT which they did not do. He further explained that since the money was sitting there for such a long period of time, they looked at a project that would qualify and meet the requirements of the original basis for the collection while at the same time work with a willing property owner that being the Village. He said that they came up with this project, developed a palette in consultation with staff, and put it out to bid. Mr. Barnes said that while the low bid came in almost $20,000 over the amount that was allocated from the assessment fees, since it is a quantity bid, they propose to reduce the quantities in order to be able to meet the requirements of the funding available. He said that one of the other goals was to have a location for the existing trees that remain on the Greenbriar property since at some point the Village will no longer be able to maintain that nursery since it is the site of the proposed park. He said that they were proposing leaving some material on that site for that project, but the balance would go to this project. Mr. Barnes said that this item was for the relocation of that material as well as other materials that they don't have available from the site. Mr. De La Vega added that out of the pricing that was received for the bid, approximately $115,000 of that is all relocation of the materials from Greenbriar which they would have to pay for at any point. Mayor Gerwig asked if the trees could be moved later. Mr. Barnes said that they could make that decision in the future, but if there are trees of any value, they look to relocate them. Mr. De La Vega directed Council to page 194 that outlines what will be relocated. Mr. Barnes said if they could get a piece of material cheaper with a warranty as opposed to moving one without a warranty, they will take the new piece. He said that to the extent that it makes sense to relocate, they will do so. He said that it will make sense to replace the royal palms as it would be too expensive to move them. Village of Wellington Page 4 Village Council Workshop Action Summary - Final July 9, 2018 Vice Mayor Drahos asked if what was driving this decision at this time was that the money had to be spent within a certain time period or did they need to clear the area for the park. In response, Mr. Barnes said that he could not confirm the timing on the landscape assessments but they have had it for a while particularly from the larger projects, i .e., Versailles. He said that more importantly, they do need to do something about the park improvements. Councilman McGovern said that staff built the berm along the front portions of K-park, east and north side. Mr. Barnes said that was correct adding that they would be putting landscaping on and around that berm area. He said that it is similar to the type of a buffer that Olympia has although not the same size. Vice Mayor Drahos asked if they considered the entry signs on Forest HIll Blvd. to be within the corridor. Mr. Schofield said that they were outside of the corridor. Mayor Gerwig said a question had been raised by Mr. Klein asking why the Village didn't sell the trees. She raised the question particularly about the cost of the Village's bismarks. Mr. Barnes said that he would have to confirm the current value of them. He said that they would not get list price if they try to sell them because someone would have to move them . Mayor Gerwig said that the Village would not provide a warranty and so no one would probably buy it from the them. She felt it made more sense to use what they have as they got them for a good price. Mr. Schofield said that part of what is driving moving them is that Greenbriar Park is now under design and they intend to have that under construction before the end of the year. He said that those trees have to be gone before they start moving dirt in there. Mr. Barnes added that the material they were leaving on site will allow them to use it for the existing site. Vice Mayor Drahos said the Village staff was incapable of moving these trees and it was necessary to hire an outside service. Mr. Barnes said that was correct. Mr. Schofield noted that the Village does not have the equipment to move the larger ones noting that it is cheaper to call someone in to move them as opposed to getting staff to do it. Mr. Barnes said that they did something similar when they relocated the Royal Palms at the Tennis Center during that construction and even on the Village Hall site where the contractor had to bring in an outside company to bring the material in. Vice Mayor Drahos said that his understanding was these funds had to Village of Wellington Page 5 Village Council Workshop Action Summary - Final July 9, 2018 be spent for beautification along the 441 corridor, and asked if that included medians within 441. Mr. Barnes said that none of this was in the medians as it is along the property lines of K-Park. Mayor Gerwig said that putting it in the medians would require coordination with the DOT. Mr. Barnes said that was correct. He noted that he did not believe that any of the medians along SR7 were maintained by Wellington. He said that the funding for those median improvements and ongoing maintenance was funded mainly by the Mall, on the south side of Forest Hill Blvd. on 441, and north of the Mall, Wellington Regional. He noted that the adjacent development also maintains some of the medians through an Interlocal Agreement with the Village and the Department of Transportation. Vice Mayor Drahos said that the funding has to be spent along the 441 corridor and there was no wiggle room. Mr. Barnes indicated that was correct. Vice Mayor Drahos asked if there was no other locations considered other than this one that might be better financially. Mr. Barnes said that they felt this one has the best chance of being maintained well. Mr. Schofield added that the only other roads they could do this on would be Forest Hill Blvd which are already maintained by the Mall and the developments along the side of them within the corridor. He noted that they can't spend the money on Lake Worth Road because it is not in the Village, so this is all they have. He said that any developments they have along there are private so they won't be putting in or maintaining their sides. Mr. Schofield said that a question came up which was the condition of the bio swales on the west side of the road . He said that the reason they are not cut in the summer is that they are wet and they can't get equipment into them. Mr. Barnes pointed out that those swales are the responsibility of the DOT and the Village does not maintain them. Vice Mayor Drahos asked that even if the Village hired the contractor and spread the material all over Wellington instead of K-Park, would that mean that they would not have access to the assessment money. Mr. Barnes said that the Village would not be able to utilize those funds and it would cost more given that they would not be bringing them to one location. Councilwoman Siskind said that the funds that were collected between 2002 and 2013 were covering this expense. Mr. Barnes said that was correct. Mr. Schofield said that they were collected for specific purposes. He said that was all they could use them for, and if they don't use them for that purpose, they would end up returning the funds. Mayor Gerwig asked how long the Village had to spend those funds. Mr. Village of Wellington Page 6 Village Council Workshop Action Summary - Final July 9, 2018 Schofield did not know if there was a limitation on it. Vice Mayor Drahos said that he understood Mr. Klein's points as he had similar questions. However, after speaking with everyone, he said that the positive is that the Village has money in place for something like this, and secondly it was not like the trees would be there forever as they could move them if they wanted to. Mr. Barnes said that if some other use goes into that site in the future, there is nothing that says they can't maintain all or a portion of the berms or landscaping that is there in addition to having the option to relocate them. Vice Mayor Drahos said that he was considering moving this from consent because his concern was if people started to see landscaping in front of K-Park they will think something is going on especially since there are rumors that Loew's is going in there. Mr. Schofield said that they could do that although he felt that the audience they will get will be small. He said that when they start installing the landscaping they could put sandwich boards out there stating that it is a beautification project and there was no development contemplated. Council felt that even if they pulled it from Consent, the signs should still go out. Mr. Schofield said that they will do some social media things, some things on the website, put the signs out stressing that there is absolutely no development contemplated out there and staff doesn't intend to bring this property back to Council at least for the foreseeble future. Mr. Barnes clarified that the Loew's fencing is fencing that you will see all over the place and it was not marked for other future use. Vice Mayor Drahos said that even so, Mr. Klein made the point of spending $350,000 on vacant farm land, and thought it was a good idea to explain this publicly that there are reasons to justify it. Councilman McGovern thought that pulling it was fine and it would allow staff to bring the map and plans and walk them through the item. Mr. Schofield indicated that they would move it from Consent and it would become 8D on the Regular Agenda. E. 18-1993 AUTHORIZATION TO UTILIZE A TERM CONTRACT WITH SEMINOLE COUNTY, FLORIDA, AS A BASIS FOR PRICING, FOR WATER DISTRIBUTION VALVE MAINTENANCE PROGRAM Mr. Schofield introduced the agenda item. This was authorization to utilize Seminole County term contract IFB-602347-15/GCM, with Hydromax USA, LLC, as a basis for pricing, for valve maintenance services, in the amount of $168,000. He said that this is a contract for $168,000 to look at, test and decide what repairs have to be made for Village of Wellington Page 7 Village Council Workshop Action Summary - Final July 9, 2018 about 4,000 valves at a cost of $42.00 per valve which can't be done in-house for that cost. He said that the money was budgeted for this. Mr. LaRocque said that this was part of the Village's comprehensive approach to being proactive in maintaining their infrastructure. She said at the last Council meeting, they approved a contract to install valve boxes on the valves they have gotten to do to date, so this continues locating the valves and exercising them. She said that the American Waterworks Association strongly recommends that this be done on a regular basis, and because of the limited size of their field crews, it is not possible to do the work inhouse. Councilman McGovern asked when was the last time this was done. In response, Ms. LaRocque thought it was probably at least 10 years. Mr. Schofield added that he did not remember it being done since he has been the Village Manager. He noted that the fire hydrants are checked every year, but they do valves occasionally. Ms. LaRocque explained that the valves are critical as it relates to managing water quality and outage management when there is a break . She said that this is a priority for her, and they will try to do this annually moving forward. F. 18-2069 AUTHORIZATION OF DISPOSITION OF SURPLUS TANGIBLE PERSONAL PROPERTY AND DISPOSITION OF SURPLUS REAL PROPERTY Mr. Schofield introduced the agenda item. This was authorization to approve FY 2018 semi-annual disposition of surplus tangible personal property and surplus real property. He said that Council was provided with a list of tangible property on page 283 of the agenda. He said that there were three questions he had about the TPP list. He said that one question was why were they disposing of a 20-foot outdoor Christmas Tree. He explained that it is actually an indoor Christmas tree. There were also two items that were caterpillar generators that have an unknown acquisition value. He said that the reason was that they were developer-contributed assets so they did not have a cost to acquire them. Mr. Schofield said that there are some O'Ryan vehicle transceiver units that have reached their system life. He said that the Village is changing radios, and those will be donated to Jupiter as they still use that system. He said that the wrestling mats will be donated to Wellington High School. Mr. Schofield said that a request was received whether the Village would sell a piece of vacant property on Wellington Trace. He said that the property has vegetation on it, but they don't use it or have any identified uses. He said if Council is amenable, they can declare it as surplus property. Mr. Schofield said that he wanted it clear that although they had an individual request to surplus the property, once the Village of Wellington Page 8 Village Council Workshop Action Summary - Final July 9, 2018 property is declared suplus, it is then open to the public and there is no guarantee that any special person will get the property. Mayor Gerwig thought that the property appeared to be an environmental preserve, and asked if it was not dedicated as one. Mr. Barnes said that it was set up as an OSR, and explained that they have different OSRs as part of the original Wellington PUD master plan. He said that they are not set aside as an actual preserve. Mr. Barnes noted that the Birkdale Civic site is actually designated and permitted as an environmental preserve with jurisdiction wetlands and Army Corps of permits, etc. He said that although this property has some native vegetation on it, there is no designation. He said that any potential development or use of it, would be required to go through the Village's permitting process. Mr. Barnes noted that the Village maintains that property. Councilman McGovern asked if the Village was considering surplusing any other OSRs. Mr. Barnes indicated that they were not at this time. He said that they have not undertaken a comprehensive survey of the OSRs because they look at it on a case-by-case basis. . Councilman McGovern asked if there would be appraisals on this property. Mr. Barnes said that the Village would have to secure appraisals and then come back to Council to authorize the sale. Mr. Schofield said that because of the way it is zoned, there is no requirement that the Village put out an RFP for it; however if they make it available, anyone can make an offer. Councilman McGovern asked if they would post for sale signs and take bids. Mr. Schofield said they can if that was Council's desire. He said that once it is on the agenda, it becomes public knowledge. He said that the owner of the adjacent shopping center is aware that the Village is considering surplusing it . Ms. Cohen said that the Village hasn't done that in the past. Mr. Barnes said that there is usually one person who is interested in it. Councilman McGovern asked if staff would come back to Council after the appraisals to further discuss this. Mr. Schofield said that the property can't be sold without Council's approval. He said that Council was now only giving them the authority to surplus the property. He said that Council would have to vote on actually selling it. Mayor Gerwig asked Mr. Barnes how much is spent by the Village to maintain it. Mr. Barnes said that he did not know, but would find that out. He said that more than the cost, it is more of a nuisance issue having to respond to such things as garbage getting dumped there illegally. G. 18-2119 AUTHORIZATION TO AWARD A TASK ORDER, TO PROVIDE Village of Wellington Page 9 Village Council Workshop Action Summary - Final July 9, 2018 ENGINEERING CONSULTING SERVICES, FOR A WATER AND SANITARY SEWER CONDITION ASSESSMENT AND INFRASTRUCTURE EVALUATION FOR THE EASTWOOD SUBDIVISION Mr. Schofield introduced the agenda item. This was authorization to approve a task order to Keshavarz and Associates, Inc. to provide engineering consulting services for a Water and Sewer Condition Assessment and Infrastructure Evaluation for the Eastwood Subdivision at a cost of $189,445.00. Ms. LaRocque explained that this was the third and final condition assessment for the next couple of years. She noted that they had done the southeast Lake Wellington area and the Sugar Pond Manor area. She said that those assessments resulted in 10 neighborhood investment projects over a 10-year period. She said that at the conclusion of this assessment, they will fold the results into those recommendations so that they have a 10-15 year plan of improvements that will be programmed into the capital improvement plan moving forward. Ms. LaRocque said that the agenda had some maps that identify the water and sanitary sewer areas. She said that there are about 13 miles of water main and 7 miles of gravity sewer pipe that they will be evaluating. Ms. LaRocque said that at the conclusion, they will receive full condition assessments including tving of all the sanitary sewer systems and it assumes full replacement of all the water infrastructure. Ms. LaRocque said that they are trying to be proactive in trying to maintain their aging infrastructure. She said that the infrastructure in this neighborhood is one of the oldest. Councilman McGovern asked if this study completed the assessments. Ms. LaRocque said that it would for the most part, but noted that as time moves on, they will have to do other areas that are getting older. However, these were the primary older neighborhoods. She noted that this company did a good job on the prior two assessments so it was logical they could move into doing this. Vice Mayor Drahos said that it will take from 6-8 months from notice to proceed. Ms. LaRocque said that was correct noting that there is alot of underground work that needs to be done and then the compilation of the report. H. 18-2167 AUTHORIZATION TO AMEND THE VILLAGE’S SOLID WASTE AND RECYCLING CONTRACT WITH WASTE MANAGEMENT, INC. OF FLORIDA Mr. Schofield introduced the agenda item. This was authorization to amend the Village’s existing solid waste contract with Waste Village of Wellington Page 10 Village Council Workshop Action Summary - Final July 9, 2018 Management, Inc. (WMI) to include overfilling charges, to commercial accounts. Mr. Schofield explained that Waste Management has been experiencing a number of dumpsters that have been generally commercial where they are overflowing. He explained that the contracts require that people have dumpsters of the appropriate size. He said that the overflow ends up on the ground that has to then be cleaned up. He said that Waste Management was proposing a fine schedule which is $200.00 per occurrence, not to exceed $600.00 per month. Mr. Schofield said that hopefully this will encourage people to get the appropriate size dumpster. Mayor Gerwig said that people can increase the frequency of the collection. Mr. Barnes said that they can either upsize, get additional dumpsters or increase the pickups. He said that people are not paying for all of the volume that is being collected. Mr. Barnes said that the volume of refuge and the garbage that is there exceeds the capacity of what they are paying for. Vice Mayor Drahos asked how this works, i.e., are they sent a warning. Mr. Barnes said that it is a fee. He said that what has proven to be ineffective in the Village and in other communities is going through the code enforcement process. He said that the drivers are having to address the situation, but what is needed is compliance. He noted that the fee in other other communities have brought this into compliance . Vice Mayor Drahos asked who was enforcing compliance. Mr. Barnes said that it was Waste Management who sends the fine. He noted that the Village does not get involved, but the Village has to approve them taking that action pursuant to the contract. Councilman McGovern asked what happens when it becomes a repeat offense. Mr. Schofield noted that Waste Management's representative was in the audience and could address that, but he did not think it was a problem for the first time it was done, but they will see that happen with repeat offenses. Ms. Ellen Smith, Waste Management, said that they have been working with their commercial customers in the Village for about one year. She noted that they have taken photographs every time they see a dumpster after which the driver will send the photograph to their Customer Care Department who in turn calls the customer. She noted that the Village is losing money for anything sticking out of the dumpster. She said that they have made great progress and found that 80% of the problem is 10% of their customers. She said that they have given amnesty already by repeated calls and having salesmen show up. Ms. Smith said that this recommendation is from their Best Practices and it motivates, changes Village of Wellington Page 11 Village Council Workshop Action Summary - Final July 9, 2018 behavior and creates a great recycling diversion opportunity. Vice Mayor Drahos asked if they take a photograph and send it to the owner in each instance of a violation, and they will have supporting documentation when the fine is issued. Ms. Smith said that in their discussions with staff, staff asked for a 60-day notice for all customers prior to any implementation of any fine. Vice Mayor Drahos then asked what would happen during that time. Ms. Smith said that they would provide notice to the customers. Mayor Gerwig asked if the list of the photographs Council was provided was exhaustive or just a sample. Ms. Smith said that between January 2018 and April 30 2018, there were 1186 photographs of overages in the Village which are the ones they see repeatedly. She said that in areas where they don't have a franchise agreement, this is already in place. She said that they were asking for an amendment to the franchise agreement to allow this best practices to occur in Wellington. Vice Mayor Drahos asked what Waste Management considered overage noting that some pictures showed just a small amount of overage. Mayor Gerwig asked if the customer would get fined if the lid was not down. Ms. Smith said that the recommended language was that the fine would be if the lid is displaced 10 inches or more, but Council could set it higher. Mr. De La Vega pointed out that the current contract states 10 inches. He said that anything below the 10 inches, the customer would not be subject to the fine. Ms. Smith said that the customers would be paying for what they are throwing away. She said that this is not a revenue generator although it will add to the franchise fees, but over time, people will right size their dumpsters or increase the frequency of collection. Mr. De La Vega noted that the Village receives franchise fees based on the volume that is collected and paid for, but they don't receive fees for this additional volume. Ms. Smith said that people are throwing away anything outside of the dumpster for free which is a drain on the system. Mr. Barnes noted that this is also an esthetic issue because some of the dumpsters are clearly visible from adjacent roadways and properties. Mayor Gerwig said that they would also be interested in ways to divert the overflowing cardboard. She asked if they could get a recycling bin. Ms. Smith responded positively and said that was part of the purpose here to motivate some of the overage that may be cardboard and make a recycling container which is collected at a lower rate. Vice Mayor Drahos said that he wanted to provided Waste Management with the tools to enforce the clear violations, but he had some concern Village of Wellington Page 12 Village Council Workshop Action Summary - Final July 9, 2018 about the 10 inch displacement. Ms. Smith said that this was also about their drivers and their safety. She said that they can take the front end truck and put in the dumpster, but for the overages, they cannot. She explained that is a difficult issue they face. Mr. De La Vega corrected that the 10 inches was not presently in the contract, but was the proposed language in the amendment. Councilman McGovern raised concern about some of the photographs. He asked Ms. Smith to walk him through the process. Ms. Smith said that the driver would immediately take a photograph which goes to the Customer Care Center. She said that if he is able to empty it, the property owner will get the photograph and the overage charge with their normal bill. She said if the driver is unable to empty it, they would take a picture, send it to Customer Care Center who will call the property owner where they try to get the property owner to immediately meet them out there and ask them if they want to take the bags off the top or would they like Waste Management to do that. She said that the current Village agreement allows for those activities so they would be properly paid for. Councilman McGovern asked about the 60 day notice that was previously mentioned. Ms. Smith said that upon the effective date, staff has asked that they notify customers that the program has been adopted. Mr. Barnes said that as with everything they do, they provide notice so the customers don't immediately incur fee charges. He said that the notice would provide time to send out the notices and educate the public. Councilman McGovern said that would provide the customer time to get the recycling container, go on a different schedule and do whatever it is to comply. Ms. Smith showed a notice they use in Mangonia Park and the highlighted section indicated that if they have more items than would fit in their container, then please call them. Vice Mayor Drahos said that this was only for commercial customers. Mr. Barnes said that was correct. He said that for the residential, they say they can go above the container. Councilman McGovern asked how many commercial customers would they be sending the notice to. Ms. Smith said that it would be over 1,200 in Wellington. Mr. Barnes added that they would provide information and educate all the customers. Mayor Gerwig reiterated her concern about recycling. Ms. Smith said Village of Wellington Page 13 Village Council Workshop Action Summary - Final July 9, 2018 that recycling is not mandatory in the Village for commercial customers. Councilman McGovern asked if there were communities that had mandatory recycling. In response, Ms. Smith said that she was not aware of any in Palm Beach County. Mr. Barnes believed that there were some communities that require sustainability programs, but there were no local ones. Mayor Gerwig said that they wanted to do their best to encourage recycling and asked if there were costs associated with getting a recycling bin. Ms. Smith said that they would have to pay for the extra dumpster. She noted that if they were mixing their recycling, they could do down to a smaller dumpster and add the recycling container. She said that the reluctance for the recycling container is usually a space issue. Councilman McGovern asked if they could prepare an AT with the notice that will go out to customers and when it is being sent. I. 18-2178 AUTHORIZATION TO AWARD A CONTRACT FOR THE PURCHASE AND DEILVERY OF A HYPOWER GEARBOX Mr. Schofield introduced the agenda item. This was authorization to award a contract to Power & Pumps, Inc. for the purchase and delivery of a hypower gearbox in the amount of $45,945.65. He explained that the utility usually keeps a spare for any of the critical pumps. He said that this one is in the Water Treatment Plant and they had just installed the spare so this was a replacement. He noted that this was a sealed bid/low bid. Mayor Gerwig asked if this and the other utility items were all coming out of the utility funds. Ms. LaRocque said that everything relative to utility comes out of utility revenue noting that no general revenue goes to the utility. Mr. Schofield said that these are budgeted funds, and if they were not budgeted, then it would be a budget transfer, but this is from normal repair and replacement from the Utility Department. J. 18-2139 RESOLUTION NO. R2018-27 (15740 46TH LANE SOUTH AND 15680 46TH LANE SOUTH VACATION) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL, VACATING A 20-FOOT WIDE DRAINAGE AND UTILITY EASEMENT, TOTALING APPROXIMATELY 0.318 ACRES, LOCATED ON TRACTS 4 AND 5, OF THE UNPLATTED SUNGLADE POINT SUBDIVISION (15740 46TH LANE SOUTH AND 15680 46TH LANE SOUTH), MORE SPECIFICALLY DESCRIBED HEREIN; AND PROVIDING AN EFFECTIVE DATE. Village of Wellington Page 14 Village Council Workshop Action Summary - Final July 9, 2018 Mr. Schofield introduced the agenda item. This was the approval of Resolution No. R2018-27 to vacate/abandon a 20-foot wide drainage and utility easement straddling the property line between Tracts 4 and 5, of the unplatted Sunglade Point Subdivision (15740 46th Lane South and 15680 46th Lane South). He said that these two lots were being combined. Mr. Schofield noted that the Village does not use this, and there was a power line in it that has been relocated. He stated that in order for these to be abandoned, they have to get the approval of every utility that have the ability to use them which they have done. Staff recommended abandonment of the lot. Mayor Gerwig said that it says it was a drainage easement. Mr. Schofield said that in these old unrecorded subdivisions they typically put easements along property lines when they combined them, but there is nothing that goes through. Mr. Basehart explained that the properties were being unified and they want to put another structure which would be in the easement. K. 18-2193 RESOLUTION NO. R2018-32 (FLORIDA POWER AND LIGHT EASEMENT AGREEMENT) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL APPROVING AND AUTHORIZING THE MANAGER OR DESIGNEE TO EXECUTE THE EASEMENT AGREEMENT BETWEEN WELLINGTON AND FLORIDA POWER & LIGHT COMPANY (FP&L) TO PROVIDE AN EASEMENT FOR RIGHT-OF-WAY FOR CONSTRUCTION, OPERATION AND MAINTENANCE OF ONE OR MORE OVERHEAD AND UNDERGROUND ELECTRIC TRANSMISSION AND DISTRIBUTION LINES; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced the agenda item. This was authorization to execute the easement agreement between Wellington and Florida Power & Light Company. He explained this was to locate some lines that have to do with some expansion of their transmission lines. He noted that staff had talked to Council about this previously. He said that there is a separate agreement that has to do with this. Mr. Schofield said that one of the things that the Village wanted from FPL when they were doing this was the ability to put a light up at the Pump Station at Flying Cow and Southern Blvd.. He said that was being covered, but the Village will have to pay for the annual operation of the light. Mr. Barnes added that FPL will install a street light and the Village would then pay for the operation of it. L. 18-2189 RESOLUTIONS ADOPTING PRELIMINARY TRIM RATES FOR WELLINGTON, THE ACME IMPROVEMENT DISTRICT AND THE SADDLE TRAIL PARK NEIGHBORHOOD IMPROVEMENT DISTRICT Village of Wellington Page 15 Village Council Workshop Action Summary - Final July 9, 2018 AS FOLLOWS: A. RESOLUTION NO. R2018-28 (ADOPTING THE PRELIMINARY AD VALOREM MILLAGE RATE FOR WELLINGTON FOR TRUTH-IN-MILLAGE ("TRIM") PURPOSES WITHIN THE JURISDICTIONAL BOUNDARIES OF WELLINGTON) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL ADOPTING THE PRELIMINARY AD VALOREM MILLAGE RATE FOR WELLINGTON FOR TRUTH-IN-MILLAGE (“TRIM”) PURPOSES FOR THE MUNICIPALITY’S FISCAL YEAR 2018-2019 BUDGET WITHIN THE JURISDICTIONAL BOUNDARIES OF WELLINGTON; AND PROVIDING AN EFFECTIVE DATE. B. RESOLUTION NO. AC2018-01 (ADOPTING THE PRELIMINARY NON-AD VALOREM ASSESSMENT RATE FOR ACME IMPROVEMENT DISTRICT FOR TRIM PURPOSES) A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE ACME IMPROVEMENT DISTRICT ADOPTING THE DISTRICT’S PRELIMINARY NON-AD VALOREM ASSESSMENT RATE FOR TRUTH-IN-MILLAGE (“TRIM”) PURPOSES; AND PROVIDING AN EFFECTIVE DATE. C. RESOLUTION NO. R2018-29 (ADOPTING THE PRELIMINARY NON-AD VALOREM ASSESSMENT RATES FOR SOLID WASTE COLLECTION AND RECYCLING SERVICES FOR TRIM PURPOSES A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL ADOPTING THE PRELIMINARY NON-AD VALOREM ASSESSMENT RATES FOR SOLID WASTE COLLECTION AND RECYCLING SERVICE FOR TRUTH-IN-MILLAGE (“TRIM”) PURPOSES WITHIN THE JURISDICTIONAL BOUNDARIES OF WELLINGTON; AND PROVIDING AN EFFECTIVE DATE. D. RESOLUTION NO. R2018-30 (ADOPTING THE PRELIMINARY NON-AD VALOREM ASSESSMENT RATES FOR THE SADDLE TRAIL PARK NEIGHBORHOOD IMPROVEMENT DISTRICT FOR TRIM PURPOSES) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL ADOPTING THE PRELIMINARY NON-AD VALOREM ASSESSMENT RATES FOR THE SADDLE TRAIL PARK NEIGHBORHOOD IMPROVEMENT DISTRICT FOR TRUTH-IN-MILLAGE (“TRIM”) PURPOSES WITHIN THE JURISDICTIONAL BOUNDARIES OF WELLINGTON; AND PROVIDING AN EFFECTIVE DATE. Village of Wellington Page 16 Village Council Workshop Action Summary - Final July 9, 2018 Mr. Schofield introduced the agenda item. This was approval of the resolutions setting TRIM rates for ad-valorem taxes and non-ad valorem assessments for solid waste and recycling in Wellington, Acme Improvement District and the Saddle Trail Park South Neighborhood Improvement District as required by law: He reminded Council and the residents that setting TRIM rates does not approve a budget, it doesn't approve a capital budget or set the rate. The only thing that it does is says that this is the rate they cannot go above. He said that staff is saying what the preliminary assessment rates will be. He explained that there is the Truth In Millage rate which sets the maximum millage that the Village can charge, a resolution adopting the Non-Ad Valorem assessment rate for Acme which he believed had no change to the rate, a resolution adopting the Non-Ad Valorem rates for Solid Waste with no change, and a resolution adopting the preliminary Non-Ad Valorem assessments for the Saddle Trail Park Neighborhood. For Saddle Trail, Ms. Quickel explained that it was for the debt service which was around $1,720 per acre which is calculated for each property. Mr. Schofield said they were proposing a maximum TRIM rate of 2.55 reiterating that they were not adopting that rate, but were only saying that is a number that they can't set higher, but can be set lower. Mayor Gerwig said that in the past, they have traditionally gone lower which causes some confusion because people get the proposed mailing with the TRIM rate even though it is lower when they get their actual tax bill. Mr. Schofield said that much of the budget is still in flux. He said that there has been no agreement as to what the capital plan will look like, and they were still working through some staffing issues. He said as they go through these hearings in August and September, they will close in on those items. Mr. Schofield reiterated that they can go below the TRIM rate, but cannot go above it. He said that Council will get presentations and individual hearings on these so that they can set the TRIM rates. He said that in August, they will come back and set the Non-Ad Valorem trim rates for Acme, Utility, Solid Waste and Saddle Trail. He said that Acme, Saddle Trail and Solid Waste will stay the same; however, there is an indexing for the utility that will come back. Ms. Quickel said that they had a presentation for the public tomorrow evening that she was prepared to deliver at the Agenda Review if Council wanted to see it. Councilman McGovern asked if staff's recommendation was 2.55 for the millage rate. Mr. Schofield responded affirmatively noting that was for the maximum rate. Ms. Quickel said that they also discussed as part of the long-term financial plan that is presented to Council each year, when they look at roughly five years at the expenditures and revenues, they anticipate the $25,000 additional homestead passing which would be incorporated in the 2020 budget and not 2019 budget which will be a Village of Wellington Page 17 Village Council Workshop Action Summary - Final July 9, 2018 loss of approximately $820,000. They used their revenue figures they get from the State the changes they see with those and make those estimates based on that. Ms. Quickel said it was their way of looking ahead with good financial practice. She said they believe this will be necessary to maintain the levels of service that Wellington presently has . She added that staff was willing to look at anything that Council wanted them to look at. M. 18-2191 RESOLUTION NO. R2018-31 (PUBLIC SERVICE REVENUE BONDS DEBT PAYOFF) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL AMENDING THE DEBT SERVICE FUND BUDGET FOR FISCAL YEAR 2018 BY TRANSFERRING FUND BALANCE RESERVES FROM GENERAL FUND, GAS TAX ROAD CAPITAL FUND, ROAD IMPACT CAPITAL FUND, AND RECREATION IMPACT FUND TO THE DEBT SERVICE FUND FOR THE EARLY RETIREMENT OF WELLINGTON’S PUBLIC SERVICE TAX REVENUE BONDS, AND ADJUST RECREATION IMPACT FUND BALANCE; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced the agenda item. This was the approval of Resolution No. R2018-31 and associated budget amendment to authorize the early retirement of Wellington’s Public Service Tax Revenue Refunding Bonds, Series 2014. He explained that they were proposing to pay off $1.6 million in debt early which will save about $16,568.00 in interest payments. He said that they have the available funds to do that which will offset some of the other cost increases. Councilman McGovern asked if this decreased the Village's overall debt, and what point would it bring them to. In response, Ms. Quickel said it does decrease the overall debt said that the only remaining debt is Saddle Trail which does have a revenue stream. Mr. Schofield said that there is no debt where there isn't a separate revenue stream for them. Mayor Gerwig said that they now had no more utility bonds, but they expect they may have to or may want to bond some of it. Mr. Schofield said that in terms of the utilities, if they are several years out, there may be scenarios under which staff may recommend borrowing which would allow them to get a project done up front. Mr. Schofield said that the current budget proposal eliminates seven currently existing permanent full-time positions, two supplemental positions and it has essentially 1.25 positions in terms of what they pay for for hourly employees. The current proposed budget has 10 positions being removed. He said that they will take a closer look at that over the next few weeks, but they are trying to make sure they operate as effectively and efficiently as they can. He said that it has been seen alot Village of Wellington Page 18 Village Council Workshop Action Summary - Final July 9, 2018 in the newspapers that with their increase in assessment, Wellington will be collecting about $600,000 a year more in ad valorem taxes than they did last year which is true. He said by the same token, they have an inflation rate that they all deal with here and at home. Mr. Schofield said that the government inflation rate for Florida is about 3.1% which amounts to about $2.7 million more to do exactly the same as was done last year. He said that two years ago, they talked about changing the mode, i.e., how they are spending and delivering services. He said that he had told Council that with the current business model, they will have spent through their reserves by the year 2021. Mr. Schofield said that in the two budget years since then, they have adjusted what they are doing, i.e., eliminating positions, looking at things that are efficient, etc. For the model that they are currently using, those reserve funds are good until 2024/2025. Mr. Schofield said that he really needs to have them in a position that they are not dependent on reserves. He is looking that they have a model that has sufficient reserves 10 years from the date they are adopting the budget. He said that they will be changing the host which they will be hearing in the August and September timeframes especially as they go through the capital and personnel budgets. Mayor Gerwig said that the rollback rate does not consider inflation. Mr. Schofield indicated that was correct and explained that it is simply the rate at which they collect exactly the same number of dollars from last year. He said that as they were going through the recession and the inflation rate was less than 1%, it was easier to deal with these things; however, at 3% it makes a difference. N. 18-2192 AUTHORIZATION TO UTILIZE LAW ENFORCEMENT TRUST FUND MONIES FOR THE PURCHASE AND INSTALLATION OF AUTOMATED LICENSE PLATE READER (ALPR) CAMERAS AT VARIOUS LOCATIONS THROUGHOUT THE VILLAGE Mr. Schofield introduced the agenda item. This was authorization to utilize Law Enforcement Trust Fund (LETF) monies for the purchase and installation of automated license plate reader (ALPR) cameras at various locations throughout the Village. He said they are trying to get authorization to enter into negotiations to install license plate reader cameras for an amount not to exceed the LETF money at $354,164.66. He said that there were some changes as they have gone through this . He said that in order to make these cameras read real time, it requires about $4,000 worth of cellular cards to put in the cameras. He said that once that is done, then there is some operating costs for that. Mr. Schofield said that it is about $15,000 per year for the remote monitoring and reporting back and then a maintenance warranty for five years which is another $15,000. He said that they were looking at somewhere near $35,000 per year in operating costs. Mr. Schofield said that before any contract is awarded, it will come back to Council for approval. He said Village of Wellington Page 19 Village Council Workshop Action Summary - Final July 9, 2018 that he was trying to get the authorization to get the final numbers in place and bring back a contract. Councilman McGovern asked over what period of time had the $354,000 of LETF money been collected. Mr. Schofield said that most of it was collected over a number of years. He noted that there was one year where there was a very large lump sum payment which was about $250,000. He said that typically this fund has had between $10,000 to $30,000 in it, but this was the first time where there has been such a substantial amount of money in it. Mr. Schofield said that Law Enforcement Trust Funds cannot be used to pay for salary nor for anything other than new capital related/new services for law enforcement. These are forfeitures and fines that can't be used to offset a utility or a parks cost. Mr. Barnes said that it also can't be used for anything that was previously funded. Mayor Gerwig raised concern about showing the locations of the cameras. Mr. Schofield said that he would look to see if there is a public records exclusion for this, but he was not aware of one at this time. Vice Mayor Drahos said that PBSO determines the locations. Mr. Schofield responded affirmatively. Vice Mayor Drahos questioned whether there would be any money remaining in the Trust Fund after this. Mr. Schofield said that it would be none, but it would start replenishing itself. Councilman McGovern felt that this was money well spent. He indicated that he wanted to hear from the Captain and Lieutenant that of all the things that the money could be potentially used for that this is their recommendation and if they believe this will deliver in terms of safety and decreasing crime. In response, Captain Silva said that he felt it was a wise use of their funds noting that what the money could be used for was very limited. He said that this was congruent with what they are doing in other municipalities and other places they have contracts with. Captain Silva said that he hoped it would yield some definite returns. He was appreciative of the fact that Council was supporting this because he felt it was a good use of the money. Councilman McGovern asked how many other communities have these cameras. In response, Captain Silva asked Detective Black who has been an intrical part of these cameras to address that question . Detective Black introduced himself and said that he has been doing tech work for the last five years, and one of his big projects has been this LPR system. He said that he has been working on projects in their jurisdiction around the County. He noted that technically Wellington was the first Village of Wellington Page 20 Village Council Workshop Action Summary - Final July 9, 2018 large city to do this. He said other than Wellington, Lake Worth is in the process of getting these cameras installed, West Palm Beach, Town of Palm Beach, and small municipalities such as Juno Beach and Jupiter . He explained that as the system grows, it will go along the east of Florida down to the Keys, Monroe County to west coast all the way up to Tampa. Detective Black said that the system works on a premise of sharing information. He said that as these cities get these systems they technically will make their system bigger and stronger. Mayor Gerwig said that they want to hear that they are spending their money wisely. She noted that she was hearing that people are actually locking their cars. Mr. Schofield said that in the weeklies it was reported that there were several cars burglarized last week, but an arrest was made immediately after one of them. He said that the weeklies said that one of the people said that they did not get as many as they thought because people were locking the cars. Captain Silva said that the 19 year old that they caught was going into developments and was having a hard time finding unlocked cars which he admitted to PBSO. Captain Silva said that the good news was that more cars were being locked. Mr. Schofield said that Captain Silva and his counterparts in Greenacres, Royal Palm Beach and Loxahatchee have a program that is effective . He said that they are seeing some cyclical nature in auto burglaries. He said that as they make arrests, they see fewer. He said that over time, the peaks are steadily dropping although burglaries from last year were slightly up. Captain Silva said that year to date burglaries are barely up, but residentials are down. He said that last year they had a banner year in terms of residential burglaries so they are still decreasing in that area . He said they hoped that this cameras system will help. O. 18-2168 AUTHORIZATION TO AWARD A TASK ORDER TO PROVIDE ENGINEERING CONSULTING SERVICES FOR THE FOREST HILL BOULEVARD/C-8 CANAL IMPROVEMENT PROJECT Prior to Mr. Schofield introducing the agenda item, Mayor Gerwig announced that she needed to recuse herself from this item not because of this particular work, other outside contracts that the firm she works for and owns 1 share of stock in has worked with Mock Roos. Mayor Gerwig then left the Conference Room. Mr. Schofield said that this would normally be on the Consent Agenda, but because of the recusal it is on regular. He then introduced the agenda item indicating that it was authorization to award a task order to Mock Roos and Associates, Inc. to provide additional engineering design services for the Forest Hill Boulevard/C-8 Canal Improvement Project at a cost of $38,058.00. He noted that this was previously put out for an RFP and they received bids. He said that they looked at the first Village of Wellington Page 21 Village Council Workshop Action Summary - Final July 9, 2018 contract of the low bidder on this and they were not qualified to do the microtunneling. Because of that, Mr. Schofield said that they decided to rebid it. He said several contractors said that by working at night they could do direct cuts that would not cause problems for the pavement. He said that they did get significant savings by rebidding this and they won't have the problem of disqualifying the low bidder again. Councilman McGovern asked how much was previously spent on consulting services on this. In response, Mr. Lundeen noted that they had spent $72,000 or $75,000. Councilman McGovern then asked how much of that consulting work was being reused. Mr. Lundeen said that they will bid the entire first phase again. Mr. Schofield explained that the additional $38,000 was to provide the design framework to open cut. He said that the amount of money they are looking to save here will be potentially in excess of $400,000. Mr. Schofield said that they don't usually reject bids, but when they do, there is usually a very good reason for doing it. Councilman McGovern agreed that he did not think it was ideal to go back and redo this and redo the consulting service portion, but obviously if it was a significant cost savings to the residents and it can be done equally safely and effectively with the significant reduction in price they can't have items come in hundreds of thousands of dollars over the allocated amount. 5. WORKSHOP None 6. ATTORNEY'S COMMENTS None 7. MANAGER COMMENTS Mr. Schofield said that neither he nor Ms. Cohen had anything to report that they could not do at the Council Meeting. At this point, Mr. De La Vega advised that $1,680 was the maintenance cost to mow the OSR property. Mr. Barnes said it was $42.00/cut at 42 times per year. 8. COUNCIL COMMENTS Mayor Gerwig said that she used to work for Dave Brady who passed away, and In cleaning out his office, Dennis Painter found the Water Control Plan for Acme Drainage District from July 1953 last revised May Village of Wellington Page 22 Village Council Workshop Action Summary - Final July 9, 2018 1954. She said that she was busy making copies for the Historical Society and will save the original for them when they are ready for it. She will also provide a copy to the Village Engineer. Ms. Cohen advised Council that the Historical Society was planning to have a gala on New Year's Eve at Wellington National Country Club. She said that they will have an exhibition, but wasn't sure exactly what it will be. She advised Council to save the date. 9. ADJOURN There being no further business to be discussed by the Village Council, the meeting was adjourned at 5:35 p.m. Village of Wellington Page 23