Village Council Workshop

Village of Wellington 12300 Forest Hill Blvd Wellington, FL 33414 Action Summary Monday, October 21, 2019 4:00 PM Village Hall - Conference Rooms 1E & 1F Village Council Workshop Anne Gerwig, Mayor Michael J. Napoleone, Vice Mayor John T. McGovern, Councilman Michael Drahos, Councilman Tanya Siskind, Councilwoman Village Council Workshop Action Summary October 21, 2019 1. CALL TO ORDER Mayor Gerwig called the meeting to order at 4:00 p.m. Council Members in Attendance: Anne Gerwig, Mayor; Michael Napoleone, Vice Mayor; John McGovern, Councilman; Michael Drahos, Councilman; and Tanya Siskind, Councilwoman. 2. PLEDGE OF ALLEGIANCE Mayor Gerwig led the Pledge of Allegiance. 3. 19-3339 EMPLOYEE OF THE MONTH FOR SEPTEMBER, 2019 - JOY HUGGARD, PAYROLL AND BENEFITS ADMINISTRATOR Mr. Schofield announced that Joy Huggard was being recognized as September's Employee of the Month. He then spoke about when Joy was sent to the Community Center in 2004 after the hurricanes to work on the timekeeping. He said that Joy has done a wonderful job for the Village. He thanked her for all of her years of service. Ms. Marisol Pearson, OFMB, announced that she had the pleasure of introducing Joy Huggard, the Village’s Payroll and Benefits Administrator, as the September Employee of the Month. She stated that Joy began her career with Wellington in 2001 and has been paying Village employees accurately and on time ever since. She said that Joy’s personal mission statement is paying employees right the first time . She added that Joy works tirelessly during each payroll cycle. She added that during times when there are emergency events like hurricanes; Joy ensures that employees receive their pay and overtime within a short window while continuing to process normal payroll, which is no small task. Ms. Pearson said that, over the last eight months, Joy worked diligently along with other members of her team to ensure a smooth payroll transition from Sungard to Munis. She said that this has taken months of meticulous review, countless calculations and multiple validations to guarantee accuracy. Ms. Pearson said that it was for these reasons and many more that Joy was being recognized as September's Employee of the Month. Ms. Huggard said that about 25 years ago before she came to the Village, she was tasked to create a mission statement. She said that statement was to be sure that every employee is paid on time the first and every time, which she adheres to. Council extended their congratulations to Ms. Huggard on her being named the September Employee of the Month. Village of Wellington Page 1 Village Council Workshop Action Summary October 21, 2019 4. REVIEW OF COUNCIL AGENDA Mr. Schofield presented the agenda for the October 22, 2019 Regular Wellington Council Meeting for review. A. 19-3268 FISCAL YEAR 2020 KEELY SPINELLI GRANT AWARDS Mr. Schofield introduced the agenda item. This was the presentation of the FY 2020 Keely Spinelli Grant Awards. He stated that the schools would be attending the meeting to pick up their checks. Mr. Schofield then spoke of Civics 101 noting that the students were there tonight. He said he wanted to show Council a short video and wanted to know if they wanted it to be shown at the meeting. Mr. De La Vega explained that there were actually two videos: one for Civics 101 and one for Florida City Government Week. The videos were then played for Council. Council approved playing the videos at the Council meeting. Ms. Paulette Edwards, Community Services Director, advised Council that they have created a Student Council who will be introduced to Council at the meeting. She said that the Student Council is comprised of students from the Student Government from both Palm Beach Central and Wellington High schools. Ms. Edwards said that the students will tell Council what their platforms are or at least discuss some of the ideas they have. She said that staff will be meeting with them monthly and will be getting them very involved with all of the Village's projects and activities. Ms. Edwards said the group will be required to perform community service working with the Village at their events and going around the Village to better understand what makes Wellington a great community. Mayor Gerwig asked if they would be participating in the State’s Youth Council Video Competition. Ms. Edwards said that their plan is to have them be part of the Florida League of Cities, so that when they do the presentations and awards, they will be able to enter into that competition . Mayor Gerwig noted that the criteria has already been established and thought they may have already missed this year's deadline. Ms. Edwards indicated that they had, but they would be preparing for next year. Mayor Gerwig said that this group will graduate and they will have a new group next year. She thanked staff for doing this. Mr. De La Vega added that the two young ladies, who were in the back of the room, would be addressing Council at the meeting. He noted that the students were from the two high schools. Village of Wellington Page 2 Village Council Workshop Action Summary October 21, 2019 B. 19-3361 PRESENTATION OF PROCLAMATION TO THE WELLINGTON COMMUNITY FOUNDATION DESIGNATING NOVEMBER 8, 2019 AS "WELLINGTON COMMUNITY FOUNDATION DAY" Mr. Schofield introduced the agenda item. This was the presentation of a proclamation to the Wellington Community Foundation designating November 8, 2019 as “Wellington Community Foundation Day.” Mr. Schofield explained that at the last Council meeting, Council approved a proclamation for Wellington Community Foundation Day. He further explained that the Foundation asked if they could come and receive it. He felt it was a reasonable request given the amount of work they do and how much they contribute to Wellington's programs. Mr. Schofield thought that that the entire board would be attending the meeting. C. 19-3354 MINUTES OF THE REGULAR WELLINGTON COUNCIL MEETING OF SEPTEMBER 10, 2019 Mr. Schofield introduced the agenda item. This was Council approval of the Minutes of the Regular Wellington Council Meeting of September 10, 2019. Mayo Gerwig said she would get with Ms. Nubin regarding some comments of hers in the Minutes. D. 19-3264 AUTHORIZATION TO AWARD A CONTRACT FOR CONSTRUCTION OF TIGER SHARK COVE PARK BASKETBALL COURT Mr. Schofield introduced the agenda item. This was authorization to award a contract to Creative Contracting Group for construction of Tiger Shark Cove Park Basketball Court in the amount of $138,855.40. He explained that this was a sealed bid/low bid. Mr. Schofield indicated that they were not recommending the award go to the original low bidder because the second low bidder was a western communities vendor. He noted that under the Village's policy, they are offered the opportunity to match the lowest bidder, which they did. He said they made an offer that was just slightly under the low bid. Mr. Schofield said that, pursuant to Chapter 9 of the Village's Purchasing Manual, they were recommending awarding the contract to Creative Contracting for $138,855.40. He said that was their best and final offer was $1.40 less than Republic Construction. Mr. Tom Lundeen, Village Engineer, stated that the photo on the screen showed the location of the basketball court in conjunction with the baseball fields. He said that the project includes the placement of one full-sized basketball court with two concrete support basketball hoops . He said that this also includes sidewalk construction, fencing and other site modifications, such as grading. Mr. Lundeen said that staff Village of Wellington Page 3 Village Council Workshop Action Summary October 21, 2019 recommended an award to Creative Contracting. Mayor Gerwig asked if the Village previously worked with this contractor . In response, Mr. De La Vega said that they previously worked with them noting that they have done a lot of the Village's CBDG work and did the Village Park dugouts. He pointed out that they had no issues with them. Vice Mayor Napoleone asked if these courts would be lit for nighttime use. Mr. Barnes said that they were not supposed to be lighted at this time, but the game plan was to look at the use and based on that, they could do some minimal lighting. Mayor Gerwig asked if they needed to have the property owner's approval to do this project. Mr. Barnes said that, within the scope of the Village's Interlocal Agreement with the School District,, they have the ability to work within the confines of the area. Mayor Gerwig asked about the drainage calculations. Mr. Lundeen explained that if they do anything it would just be swale work, which would be enough to handle the minor pavement that they would be putting down . Mayor Gerwig asked if a private developer came in with this if it would be the only thing they would be required to do. Mr. Lundeen responded affirmatively. Mr. Barnes explained that this included more information than they get from a lot of construction. He said that there is a lot more information here in terms of site topography and that type of thing. Mayor Gerwig thought this was a good project to give children something to do. Mr. Schofield said that they have been looking for a basketball court in that area for a while. He said that this one would not draw the opposition that the last one did. E. 19-3330 AUTHORIZATION TO UTILIZE EXISTING CONTRACTS FOR VARIOUS FY 2020 PUBLIC WORKS PROJECTS Mr. Schofield introduced the agenda item. This was authorization to utilize previously awarded and competitively bid Village and Palm Beach County contracts, for FY 2020 Public Works projects with a budgeted total of $3,182,109. He explained that this is for a variety of projects noting that there are nine roadway projects and three drainage projects outlined in the agenda item. He said that they would go through each of the contracts and utilize the lowest one. Mr. Schofield said that this was on the agenda because each of the projects will exceed the $ 25,000 Village of Wellington Page 4 Village Council Workshop Action Summary October 21, 2019 limit. He said that these are all budgeted items. Mr. Lundeen added that they were ready to move forward on them. Councilman McGovern asked how these projects were selected. Mr. Barnes explained that the roadway projects were done through their annual process of assessing roadways and grading them. He said that the number they shoot for is below 75 and they go down the list and prioritize the need for them. He said that this is just a cycle noting that they get looked at every year. Mr. Barnes said you may have a roadway that may have somewhat new pavement but there is an underlying problem, so it will still be looked at. He reiterated that every road is looked at. Mr. Barnes stated that the Public Works staff goes out to look at the roadways, scores them, prioritizes the list, and based on the amount of funding that has provided; they then prioritize within that list. He said that the swale maintenance program goes companion to that program. Mr. Schofield said that the important thing to remember is that they look at every single road every year, and it is based on the condition of the road, and the need to repave it. He said that there is no program where they do roads in different parts of the Village this year and then others next year as it is based on its actual condition when the road is looked at that year. Mayor Gerwig referred to the first aerial that showed adding a valley gutter. She asked if they determined that the drainage in that area was not sufficient, and asked if it was unusual to add the gutter. Mr. Lundeen said that if there had been a valley gutter there and was broken up, it would be replaced and the same with the sidewalks. Mayor Gerwig said that this indicated that a valley gutter would be added. She said that generally they do not have a lot of that except on feeder roadways so she thought there was a drainage problem. Mr. Barnes said that most of the public roads in Wellington are generally swale sections without any valley gutters, but in this case, he thought it might be the best-case scenario to get the flow going better. He said that they might have a problem where it is blocking the drainage. Vice Mayor Napoleone asked if there was a breakdown of costs for each of these projects. Mr. Barnes said that they did not include not as they have general estimates. He said that each time they are getting ready to do the project; there would be a PO for that amount. He said that they have a total line item budget and if they go over it, they will come back to Council. However, if they have excess at the end of the project, they would add another one to the list. He said that they do have proposals and estimates; however, they were not included. Village of Wellington Page 5 Village Council Workshop Action Summary October 21, 2019 With regard to the valley gutters, Mr. Schofield pointed out that was at Morning Glory, which is a multi-family area that have a lot of driveways and crossings; however, he said he would go back and look at it. He said that the reason to add the valley gutter was that given the configuration of that, it is hard to maintain the swales. Mayor Gerwig said she appreciated that staff is trying to solve problems that have been ongoing. She said that the Village was working with the School District on Royal Fern at Elbridge Gale, and expressed concern about the timing of the work. Mr. Lundeen said that they would be mindful of scheduling that work and would do that when school is out. F. 19-3271 RESOLUTION NO. R2019-66 (EMPLOYEE HEALTH INSURANCE) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL AUTHORIZING THE MANAGER TO (1) AWARD A CONSUMER DRIVEN HEALTH PLAN (CDHP) AGREEMENT WITH CIGNA HEALTHCARE TO PROVIDE HEALTH INSURANCE TO ELIGIBLE EMPLOYEES, DEPENDENTS AND RETIREES, AND APPROVE HRA FUNDING FOR EACH ELIGIBLE EMPLOYEE TO COVER COSTS ASSOCIATED WITH ANNUAL OUT OF POCKET COSTS, INCLUDING DEDUCTIBLES; (2) AWARD A CONTRACT TO CIGNA TO PROVIDE DENTAL INSURANCE TO ELIGIBLE EMPLOYEES , DEPENDENTS, AND RETIREES; (3) RENEW AN AGREEMENT WITH CIGNA GROUP BENEFITS TO PROVIDE LIFE/AD&D AND DISABILITY INSURANCE; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced the agenda item. This was authorization to approve Resolution No. R2019-66 to (1) Award a Consumer Driven Health Plan (CDHP) agreement with CIGNA HealthCare to provide health insurance to eligible employees, dependents, and retirees, at a cost of approximately $5,515,125, and approve HRA funding for each eligible employee at a cost of approximately $708,000, to cover all associated annual deductibles; (2) Award a contract to CIGNA to provide dental insurance to eligible employees, dependents, and retirees, at an annual cost of approximately $347,457; (3) Renew an agreement with CIGNA Group Benefits to provide Life/AD&D and disability insurance to eligible employees at a cost of $237,155. Mr. Schofield said that this is the approval of the Employee Health Coverage, which has been a long and lengthy process. He said that the original proposal for this started at 13.3% higher than the current costs. He said that the first pass in the negotiating it brought it down to 9.2 where they currently were at. Mr. Schofield said that it is a 2% increase and they budged it at 5%. He said that it is an 11.3% reduction from the original one presented. Mr. Schofield said that it was better than what he Village of Wellington Page 6 Village Council Workshop Action Summary October 21, 2019 thought they could do. Mayor Gerwig asked how many people were covered under the insurance noting the $5.5 million in cost. Mr. Schofield indicated that was the Village's cost. Ms. Rommi Mitchell, The Gehring Group, said that $5.5 million would be the total premium cost. She said that there is about 298 employees covered, but total membership is closer to 600. Councilman Drahos asked what the total increase was. Ms. Mitchell said that the increase for the premium dollars, in addition to the reduction in the HRA funding, was roughly $125,000. She said that, with the adjustments to cost sharing of the employer/employee, there is a reduction to the Village overall. She said that there is about a $ 17,000 reduction in cost to the Village specifically in the adjustments in the payroll deductions to bring them closer to the standard. Councilman Drahos asked if the coverage remained the same. Ms. Mitchell said that there was a slight design plan change. She noted that there would be an increase in the maximum out-of-pocket cost to $1,000 for a family. However, in order to reach that there would have to be some significant outlays and services that are rendered for individuals or families. She said that there is also a reduction to what is being offset by the Health Reimbursement Account to cover the deductibles. She said that is the first high dollar cost out of pocket before the plan starts the sharing benefits with the employee. Councilman McGovern asked if those were the only plan changes. Ms. Mitchell said that they were the only two changes and the network remains the same and all of the other benefits with respect to the 10% co-insurance and pharmacy costs after deductible remain the same. Councilman McGovern said that the Village was raising the amount of the employee responsibility by $1,000 for employee and $2,000 for a family . Ms. Mitchell said that would be the maximum outlay under the plan and would probably result from some type of catastrophic condition receiving treatment, i.e., cancer or extended hospital stay. She reiterated that was the maximum that would have to come out-of-pocket for medical services under the plan. She said that it was still pretty rich to cap an individual at $2,500 in expenditures per year for medical care and the family would be $5,000. She said that most entities either like size or larger have at least a $3,000 deductible for individuals. Ms. Mitchell said that this was kind of a nice offset to be able to renew the insurance coverage and continue to offer excellent benefits. Mayor Gerwig asked if the health reimbursement changed. Ms. Mitchell Village of Wellington Page 7 Village Council Workshop Action Summary October 21, 2019 said that currently the out-of-pocket maximum is being covered in full at 100% and it will be reduced to cover the deductible. She said that the deductible is the first dollar cost that the member is responsible for all services. She added that, once that is satisfied, there is a 10% cost share for the employee or member and the plan picks up the remainder on the pharmacy which is a small co-pay depending on which type of medication you are filling. Councilman McGovern said that the employees would now be paying that 10%. Ms. Mitchell indicated that was correct if they should reach that 10%. Mr. De La Vega said that the deductible is covered under the HRA. Councilman McGovern asked how long the Village with Cigna was. Ms. Mitchell said that the Village moved to Cigna in 2015 so this would be the 6th year renewal. Councilman McGovern asked how many different carriers they had looked at in determining this. Ms. Mitchell said that with the current plan they did not, but did it 3 or 4 years ago. She said that they looked at roughly six alternatives, which brought it back to plan design changes as well as health reimbursement account adjustments. Councilman McGovern asked when they anticipated looking at the entire plan again. Ms. Mitchell believed it might take place next year. Mr. Schofield that they would be doing this and the property insurance next year. 5. WORKSHOP NONE 6. ATTORNEY'S COMMENTS Ms. Cohen said that Council might have read that there was a settlement with the Ohio counties in the opioid litigation that does not affect the multi-district litigation that is still being negotiated. She said that they have a deadline of November 22, 2019 to opt out. She recommended that the Village stay in because the likelihood of the Village launching their own lawsuit in this type of litigation would not be an advantage and would be an expensive proposition. 7. MANAGER COMMENTS Mr. Schofield reported on the following: CVS Mr. Schofield reported that, as of last week, they have done a significant Village of Wellington Page 8 Village Council Workshop Action Summary October 21, 2019 amount of work in terms of securing the building. He said that he has seen the new roof trusses, they are making arrangements to sure up the walls until the roof gets put in. He said that the they have another engineer that they will be able to come to an agreement where they can assure that the building is safe and they can move forward. Mr. Schofield said that it has been 5 1/2 months since they red-tagged it the first time. He said that he would distribute to Council the list that the Building Official, Jacek Tomasik, provided him with on the things that they have been told to do that have been done. He said that they have done a significant amount of work. Mr. Schofield said that it appears at this point that if they keep on the current path they will be able to show us that the building is safe and will finish it. He indicated that he did not have a schedule yet, but he believed it would be relatively quickly. Councilman McGovern asked Mr. Schofield what he meant by "relatively quickly." Mr. Schofield believed that they will be starting back to work on it in earnest in the next two weeks. He said that given where they are at, he believed they were at least four to five months before they are ready to occupy. Mr. Schofield did not believe it could be sooner than that because the Village will insist having the building inspectors on site during each step of the way moving forward to ensure they don't run into additional issues with it. Mayor Gerwig said that they are fortunate that no one was hurt in that initial roof installation. She said she did not want anything rushed. Polo West Golf Course Mr. Schofield said that on Friday, he was sent an article that said that Dr . Swerdlin had closed on the course although they were not aware of prior to that notice. He said that they have since talked to Dr. Swerdlin who said he closed on the property. Mr. Schofield said that there has never been a formal application on this project; however, sometime in early summer, they had looked at a proposal that they had made. He explained that, depending on the iteration, it had 24 or 26 equestrian lots, but reiterated that they never received it as an application. Mr. Schofield said that there was some discussion about what it would be, they had a preliminary site plan; but again stated that, at this moment, the Village did not have an application on it. He said that sometime later this week, Dr . Swerdlin would be in to talk to the Planning Department about his concept; however, that does not qualify as a pre-application meeting. Mr. Schofield said he was not anticipating him submitting an application. He said that Council now knows what he knows, and as staff finds things out, they will let the Council know. He said that he looked at the Property Appraiser's valuation of that property, which has dropped. He said that Village of Wellington Page 9 Village Council Workshop Action Summary October 21, 2019 they asked for a justification for that action, which they sent to the Village and he will distribute it. He reiterated that, at the moment, they know a bit more than what is in the paper. Mr. Schofield said that they talked to Dr. Swerdlin on Friday and he confirmed that he did purchase the property . He said that there is an issue with part of the property having been sold to another person, which had not been resolved. He said that Ms. Cohen spoke with the attorney representing that and the litigation is ongoing. Mr. Schofield said that the Village would not consider an application if they don't know if the property is owned by the person who is making an application. Mr. He added that the other thing that is problematic for this or any other application on these properties is the entrance road into the Polo West subdivision. He explained that the road is wholly-owned by the Property Owners' Association, and their agreement with the golf course operator for access to it. He said that the western most leg of the golf course could be accessed from Greenview Shores, but there is not enough room between the entrance to Polo West and the next entrance to actually put another entrance on to South Shore. He said that there is no room on the eastern side and they have not addressed those issues at all. Mr. Schofield said that the access issues do not go away, but they have not actually seen a planner application and they don't know when they will. Councilman Drahos asked if the Village had pending code cases on that property. Mr. Schofield said that they do and noted that they would all have to be resolved before an application can be submitted. Mayor Gerwig asked about the transfer of land and did they have to pay that in the transfer. Ms. Cohen said that typically if a title company was looking at this, they would require that those fines be paid off. She said that she understood that Mr. Straub was holding the paper on this deal. Councilman Drahos asked if the Village could request to see the actual purchase agreement. He said because if it is not an owner-financed deal, then how do they know that this is Dr. Swerdlin in name only and there really isn't a transfer of ownership. Ms. Cohen said that perhaps if an application came in they could request certain documents to establish ownership. Councilman Drahos asked if they could get recorded copies. Ms. Cohen noted that purchase and sale agreements typically are not recorded; but if there was a mortgage, that would be recorded. Mr. Schofield said that if and when an application comes in, they will do things that the Code provides to ensure that the person making the application owns the property or has the legal right to it He said if he can't show a deed, then they will ask for the contract for sale and purchase to show that he has the right to do that. He said if he comes in Village of Wellington Page 10 Village Council Workshop Action Summary October 21, 2019 with a recorded deed that would satisfy the Code requirement. Councilman Drahos said that the Village was not a party to the litigation with Mr. Fellows. Ms. Cohen said they were not. Ms. Cohen said that she believed it was an Action for Rescission. Vice Mayor Napoleone asked what was the nature of the code violations on the property. Ms. Cohen said she did not know. Mr. Schofield added that it was maintenance, such as grass and weeds and those types of things. Mayor Gerwig asked about the operations on the property. Mr. Schofield said that most of those violations were corrected. He said that they may have issued a courtesy notice noting that there were a couple of nights where they were doing religious services there. He explained that was not permissible if the facility cannot be legally opened. He said that he would provide Council with the outstanding violations. Mr. Schofield reiterated that if there are unresolved code issues, they would not process an application on the property and Dr. Swerdlin is aware of that. Councilman Drahos said that he did not learn that Dr. Swerdlin had come in here with some sort of rough plan until Vice Mayor Napoleone requested it and it was sent to each of them. He asked that, moving forward, that even if there are any further "rough" plans or anything that is shown to staff, that the Council be fully informed what is going on. Mayor Gerwig indicated that it was in the Weekies. Mr. Schofield thought that the Weeklies had discussed that Dr. Swerdlin had acquired the property although he did not know if they ever sent a site plan on it, but it mentioned that he had come in and talked to staff. Mr. Schofield said that he would go back and look at that. Mayor Gerwig said that it was a theory and not an actual application. She said that a resident seems to be upset that people talked to us; however, there was no way for them to know at what point they were at. She said there seemed to be some question why it wasn't publicly known. Mayor Gerwig said that because the Village has a process in place when applications are made, they do go into the public record and they can make that file available. She said that it is difficult because it is privately-owned property, although it is considered an amenity to everyone who backs up to as a golf course. Mr. Schofield said that it is important to remember that people come in and talk to staff that they have an idea and will bring a drawing with them, but they won't leave it. He said the reason they do not leave it is because Village of Wellington Page 11 Village Council Workshop Action Summary October 21, 2019 it becomes a public record which can be made available to anyone who asks. As an example he said when they had the discussions earlier in the summer with Starwood, they brought in things; however, they did not leave any of that with the Village. He said that when they finally received them, they were made available. He reiterated that any information will be sent to Council and it will be put in the Weeklies. Mr. Schofield said that the application comes in, he would call each Council member individually to advise them. OTHER Ms. Quickel reminded Council that the Town Center Boardwalk groundbreaking was tomorrow night at 5:30 p.m. behind the Wellington Community Center. Mr. Barnes also reminded Council that they had Civics 101 at 5:30 p.m. following the Agenda Review. 8. COUNCIL COMMENTS NONE 9. ADJOURN There being no further business to be discussed by Council, the meeting was adjourned at 4:45 p.m. Village of Wellington Page 12