Village Council Workshop

Village of Wellington 12300 Forest Hill Blvd Wellington, FL 33414 Action Summary - Final Monday, April 27, 2020 4:00 PM Village Hall - Conference Rooms 1E & 1F Village Council Workshop Anne Gerwig, Mayor Tanya Siskind, Vice Mayor John T. McGovern, Councilman Michael Drahos, Councilman Michael Napoleone, Councilman Village Council Workshop Action Summary - Final April 27, 2020 1. CALL TO ORDER Mayor Gerwig called the meeting to order at 4:00 p.m. via communications media technology. Council Members present remotely: Anne Gerwig, Mayor; Tanya Siskind, Vice Mayor; John McGovern, Councilman; Michael Drahos, Councilman; and Michael Napoleone, Councilman. 2. PLEDGE OF ALLEGIANCE Mayor Gerwig led the Pledge of Allegiance. 3. REVIEW OF COUNCIL AGENDA Mr. Schofield introduced the agenda for the April 28, 2020, Regular Council Meeting for review. He said that there were no Presentations or Proclamations on the agenda. A. 19-3496 AUTHORIZATION TO AWARD CONTRACTS FOR BUS RENTAL AND DRIVER SERVICES Mr. Schofield introduced the item. He said that this is the authorization to award contracts to Academy Bus, LLC. as a primary vendor and Bus One, LLC. as a secondary vendor for bus rental and driver services in the amount of approximately, $50,000.00 annually. Mayor Gerwig asked who was scheduled to do the invocation. She said that it was not listed in her information and she expects the Clerk will tell her who it will be. Mr. De La Vega explained that this was a sealed bid, low bid. They had run out of renewals with Bus One, LLC. where they were paying $95/hour. During the bid process, they came back as the second lowest bidder at $105/hour. Academy Bus, LLC. came in at $90/hour. Staff is recommending using Academy Bus, LLC. He informed Council that Academy Bus has contracts with the Palm Beach County School District, Palm Beach County Parks and Recreation, St. Lucie County Public Schools and Broward County Public Schools. He said that all their references have checked out, so they feel very comfortable in utilizing them for summer day camp and special event programs. Mayor Gerwig asked if they have had difficulties with buses before. Mr. De La Vega stated that before Bus One, they had a company that Village of Wellington Page 1 Village Council Workshop Action Summary - Final April 27, 2020 went into bankruptcy. He said that they ended up re-bidding and that resulted in going with Bus One. He said that Bus One was with the Village for five years and ran out of renewals. Therefore, staff went out for bids and are recommending Academy Bus. Councilman McGovern mentioned that upon review of the contract, it does not seem to obligate the Village to a minimum. He asked if they just pay for what they use no matter how little. Mr. De La Vega stated that it was an hourly rate and use for how many hours we need, no matter how little. He said that if they do not end up having the summer camp this year, they will not be paying for that. Mayor Gerwig asked if after the first year, they could cancel the contract. Mr. De La Vega stated that was correct. B. 19-3502 AUTHORIZATION TO RENEW AN EXISTING CONTRACT FOR THE SUPPLY AND DELIVERY OF ROAD BASE Mr. Schofield introduced the item. He said that this is the authorization to renew an existing contract with Palm Beach Aggregates, LLC. for the supply and delivery of road base, in the amount of approximately $153,000.00 annually. He said that this last year it ended up being around $152,735. He said that this would be the final renewal. He stated that next year they will have to go out for bid. Mayor Gerwig asked if last year that included the Pine Tree roads. Ms. Quickel stated that it did not include the Pine Tree roads as they had already been removed. Mayor Gerwig asked if they knew how much it was the year before last. Ms. Quickel said that she would provide that information. Mr. Schofield stated that the Village only pays for what they buy and this is the unit price for what they buy. Councilman McGovern asked if there was a minimum for what they are to purchase. Mr. Schofield stated there was no minimum requirement. They just purchase what they need. Mayor Gerwig asked when the last time was that staff went out for bid on this. Village of Wellington Page 2 Village Council Workshop Action Summary - Final April 27, 2020 Mr. Schofield stated that it was four years ago. Mayor Gerwig confirmed that this was the last renewal. Mr. De La Vega stated that it was the last renewal and they are paying the per ton price. C. 20-3574 AUTHORIZATION TO AWARD A CONTRACT FOR HAULING AND DISPOSAL OF CLASS AA BIOSOLIDS AND UNCLASSIFIED DEWATERED SLUDGE Mr. Schofield introduced the item. He said that it was the authorization to award a contract to Revinu, Inc. for the Hauling and Disposal of Class AA Biosolids and Unclassified Dewatered Sludge in the amount of approximately $35,000 annually. Ms. LaRocque explained that currently the Village does not have a contract to remove and dispose of biosolids. It has been on an “on-call” basis and they feel that it has not provided enough security given the need to ensure uninterrupted removal of the biosolids from the facility . This contract provides the removal and disposal of dried biosolids, removal and disposal of de-watered biosolids to a common dryer at the Solid Waste Authority, and the removal and disposal of de-watered biosolids to the landfill in the event that the Solid Waste Authority dryer is not operational. She said that this is new for the Village as they have not had to pay for disposal of biosolids; but they have found over the last few years that the market for dry biosolids has changed significantly which is requiring them to now pay for it. She said that they are in a very good position as their biosolids are classified as “AA”, which is the best quality that can be had. This makes it significantly less than many other facilities that are having a challenge of disposing of their biosolids legally. This would ensure that we have uninterrupted operations. Mayor Gerwig stated that she thought the Village was making a usable product. She asked what has changed with that. Ms. LaRocque stated that the market has significantly changed. She said that the gradation of the pellets that are made is not consistent enough anymore to allow it to be marketed on a commercial basis . When the Village first built the dryer, that was not the case, but the market has changed significantly over the last few years. She said that the Village is still in a very good position because if they did not have the dryer, then it would be expending a lot more money because disposing of unclassified solids is extremely expensive. Mayor Gerwig asked if we expect the de-watered solids to be pelletized. Village of Wellington Page 3 Village Council Workshop Action Summary - Final April 27, 2020 Ms. LaRocque stated that it depends on if the dryer is down for maintenance or the dryer breaks for some reason, then they have that emergency backup to get rid of the solids in a de-watered state. She said that they currently do not have that back up mechanism. Mayor Gerwig asked what happens to the solids when they leave the Village. Ms. LaRocque stated that the AA is not regulated because it is such fine quality. There are no regulations as to its disposal. With the emergency removal of de-watered biosolids, it is going to the dryer at Solid Waste Authority or it is going to the landfill. Councilman Napoleone asked why it does it cost more to haul away the Class A biosolids than the de-watered sludge to Site 1. Ms. LaRocque stated that she asked the same question and said that they did not receive an answer on that from the bidder. She said that this was the third time they went out for bids on this. The first couple of times they received no bids, but that the $35,000 is well below what others are paying. Mayor Gerwig asked if it was more concentrated or heavier because it was dried. Councilman Napoleone commented that it was cheaper if it was not dried. Ms. LaRocque reminded the Council that the disposal on the unclassified waste is only on an emergency basis. She said that the Solid Waste Authority does not take unclassified solids routinely and the dryer only has certain capacity because it is a multi-owned dryer across the County. This would only be on an emergency basis, not something they would do all the time. Mr. Schofield explained that the way they got into doing the dryer in the first place was because several years back, the Solid Waste Authority would not take the Village’s waste and the Village’s cost to dispose of it was extremely high. This was the reason the Village built the dryer that would produce a product that was essentially fertilizer and with the regulations at the time, was fairly easy to dispose of and people were buying it to use it. Those regulations have changed and the Village ’s options for disposing of it are far more limited. He said that this request is due to requirement and market changes. Village of Wellington Page 4 Village Council Workshop Action Summary - Final April 27, 2020 Mayor Gerwig stated that she recalled a discussion that was had in Tallahassee about the Village being the only municipality in the state that was producing this on their own. She asked what the other municipalities are doing. Ms. LaRocque stated that she was unsure what the other municipalities are doing. She said that there may be a few others in the state, but she knew that they were the only ones in Southeast Florida. She said that is a challenge for all wastewater utilities. It is becoming more heavily regulated because of the nutrient issue. Wellington is in a very good position with the equipment that they have to dry the solids and with the emergency disposal contract, they will have all aspects covered. Councilman McGovern asked if the Village has prior experience with or know people, or checked references for this company, Revinu, Inc. Mr. De La Vega stated that the City of Sebring, City of Orlando and Florida Key Aqueduct all have been using them and all references have been positive. D. 20-3576 AUTHORIZATION TO AWARD A CONTRACT FOR LIME SLUDGE HAULING AND DISPOSAL Mr. Schofield introduced the item. He said it was the authorization to award a contract to Devland Site Paving and Utilities, Inc. for the Lime Sludge Hauling and Disposal, for an annual cost of approximately $150,000. He said that in the past, the lime sludge has been used in road base and riding rings. It is no longer approved for road base and there are other materials that are becoming far more popular in riding rings. They are now having to dispose of something that previously they did not. Ms. LaRocque explained that lime sludge is a byproduct from the water treatment plant from the lime softening plant. She said that it is an older technology, about 40-50 years old. She said that when it first started out, lime sludge was a commodity. Over the past couple of years, they have seen a significant decrease in the need or desire to use lime sludge for any type of stabilization. Last year was the first year that they had to pay to have it removed and it became very problematic operationally to try and wait to find someone. They felt they needed to have a contract in place so they could very quickly get the lime sludge removed so as to not impact operations. Based on current demands and the way the Village operates the lime plant in conjunction with membrane plants, the expenditure should be no more than $150,000 per year. Mayor Gerwig asked if the Village is getting away from the lime process Village of Wellington Page 5 Village Council Workshop Action Summary - Final April 27, 2020 completely or are working towards that. Ms. LaRocque stated that ultimately, the lime plant will be phased out, but that is not scheduled to happen for the next five years. She said that once that happens, there will be no more solid by-product from the treatment process. She said that there is nothing needed to pay for with the membrane process. E. 20-3751 AUTHORIZATION TO UTILIZE AN EXISTING PUBLIC WORKS ANNUAL CONTRACT TO REPLACE/ADD CULVERTS Mr. Schofield introduced the item. He said that this is the authorization to utilize an annual public works contract with D.S. Eakins Construction Corporation for the replacement/addition of a culvert, at a cost of $66,240.00. This will be for the C24 and C2 culvert replacement. Mr. De La Vega explained that this is an annual contract that the Village has with D.S. Eakins that the Council had approved in 2015. The Village is utilizing the unit price from that contract. D.S Eakins has done a lot of work with the Village, so they feel very comfortable with using them as contractors. Mr. Barnes said that they will be doing 80 feet of 72 inch CAP on Palm Beach Point Boulevard. He said that they have had success with using D.S. Eakins in the past. Mayor Gerwig asked for more clarification on the location of this work . She asked if this was near the former manure plant. She said that she could get this information later. Councilman McGovern asked if the Village has rebid this since it was a 2015 contract or have they just renewed it. Mr. De La Vega stated that this contract was bid and approved in 2015. He said that typically they go with three year contracts with two, one year annual renewals. He said that this current contract will expire in July 2020 and they are in the process of re-bidding this contract. Mayor Gerwig asked if this would be the last use of that contract. Mr. De La Vega stated that it would. Mayor Gerwig asked if staff foresees the price changing on it. Mr. De La Vega stated that staff is very comfortable with the pricing. He said that it is a per hour rate. He said that he does not believe the prices will increase or decrease significantly. Village of Wellington Page 6 Village Council Workshop Action Summary - Final April 27, 2020 Mayor Gerwig stated that there was no reason to delay it and to complete this summer. Councilman McGovern asked if this was budgeted and no transfers would have to be made. Mr. Schofield stated that the budget transfer is part of the agenda item. Mayor Gerwig asked if this was using ACME funds. Ms. Quickel stated that was correct. F. 20-3759 AUTHORIZATION TO UTILIZE HEALTH GOVERNMENTS ACROSS THE COUNTRY (HGAC) BUY CONTRACT FOR THE PURCHASE AND DELIVERY OF A TRAILER MOUNTED HYDRO EXCAVATOR Mr. Schofield introduced the item. He said that it is the authorization to utilize HGAC Buy Contract SC1-18, as basis for pricing, for the purchase and delivery of a Trailer Mounted Hydro Excavator in the amount of $76,325. This is essentially a large vacuum to vacuum lines at the utility plant. This has been budgeted and is new equipment. Ms. LaRocque mentioned that they have probably all seen the large vacuum trucks that they use to maintain the lift service, lift stations and excavations outside the plant. That vehicle is too large to get some of the internal areas of the water and wastewater plant. This trailer mounted equipment allows them to do maintenance work interior to the plant that they cannot do with the large vacuum truck. She said that this is a budgeted item under the fixed assets. Councilman Napoleone asked if staff did not have this before, how were they able to do the maintenance that this will now allow them to do. Ms. LaRocque explained that they have had to rent the equipment. The equipment may or may not be available when they need it. She said that a lot of what they do is unexpected repairs and when that comes up, they certainly would like to know that they have the equipment on hand so they do not delay the plants coming back online. Councilman McGovern asked how much has staff been spending on this per year. Ms. LaRocque said that she apologizes, but she did not have a tally for him. Councilman McGovern asked how long does this type of equipment last. Village of Wellington Page 7 Village Council Workshop Action Summary - Final April 27, 2020 Ms. LaRocque stated that it would last at least ten years. Councilman Napoleone commented that the Village should definitely get its money’s worth out of it compared to the rental fees and having it available when needed. Mayor Gerwig stated she appreciated the long term view on things. G. 20-3763 RESOLUTION NO. R2020-16 (HAZARD MITIGATION GRANT PROGRAM) A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF WELLINGTON, FLORIDA, APPROVING AND AUTHORIZING THE VILLAGE TO APPLY FOR AND RECEIVE FINANCIAL ASSISTANCE FOR THE HAZARD MITIGATION GRANT PROGRAM; PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; PROVIDING FOR AN EFFECTIVE DATE. Mr. Schofield introduced the item. He stated that it was the approval of Resolution No. R2020-16 authorizing the Village Manager or the Assistant Village Manager to apply with the Florida Division of Emergency Management (FDEM) Mitigation Bureau for the Hazard Mitigation Grant Fund for the Public Works Facilities Hardening Project. He said that the grants would be for a generator for the Wellington Community Center and the Public Works Facilities Hardening Project. He said that typically, when the Village gets these grants, they are reimbursements. It would be reimbursing up to 75% of the cost. Councilman Napoleone asked if there was a list of projects that Public Works plans to do with that grant money. Mr. Schofield said that he would provide a list to Council. Mayor Gerwig asked if this grant was based on Hurricane Irma. Ms. Quickel stated that was correct. She said that it is a backup project and is based on funding to be released by the State. Sometimes they have changes that affect the funding, so this is a backup project that they are reviewing. Mr. Barnes explained how hazard mitigation projects work. He said that there are a list of projects local governments, tribes and counties put in and the projects remain in a que for a long time. Many of the projects predate funding availability from a particular storm or disaster event . Once that disaster event qualifies for funding and funding goes out, the federal and state coordinating agencies go through a process based on Village of Wellington Page 8 Village Council Workshop Action Summary - Final April 27, 2020 the ranking of individual projects. Depending on the project ranking, then those projects move to a secondary and third level. There will still be no guarantee of funding availability until that funding is authorized for that particular project. Once you make it past the initial screening process, they want to see some commitment on the agency’s part and that is what this is. This project is generally improvements to the public works facility as an expansion to the existing yard covered storage. At some point, they would have to determine whether they would be constructing new or retrofitting an existing building there. Councilman McGovern stated that it would be a great thing to get if they can get it. Hardening is something that they are all committed to and benefits the Village in the long term and to get this grant would be spectacular. Mayor Gerwig commented that this was not obligating the Village to do the work without the grant. Ms. Quickel stated that was correct. H. 19-3521 AUTHORIZATION TO UTILIZE A PALM BEACH COUNTY CONTRACT, AS A BASIS FOR PRICING, FOR THE 50TH STREET SOUTH RAW WATER MAIN REPLACEMENT PROJECT Mr. Schofield introduced the item. He stated this was the authorization to utilize a Palm Beach County Contract with Johnson-Davis, Inc., as a basis for pricing, for the 50th Street South Raw Water Main Replacement Project in the amount of $942,481.48. Mayor Gerwig asked why it was not on the consent agenda. Ms. Addie stated that Mayor Gerwig was going to check to see if she had a conflict with this particular item. Mayor Gerwig asked if this was the one that Engenuity was working on. Ms. Addie stated that was correct. Mayor Gerwig stated that if that was the case, she needed to recuse herself from the discussion. She said that Engenuity was not listed in the document that she had. Mr. Barnes stated that they had to do some digging around because in this case, Engenuity is not working for the Village, but is working for the contractor as a sub-contractor and that is why it was not listed in description on the project. Village of Wellington Page 9 Village Council Workshop Action Summary - Final April 27, 2020 Mayor Gerwig stated that she would step out of the conversation and let Vice Mayor Siskind take over the meeting on this item. Mr. Schofield explained that this is a water main replacement and that there have been multiple breaks and is at the end of its service life. He said that this will cost approximately $942,481.48. He said that he believes it is budgeted. Ms. LaRocque stated that this is one of the well water mains. It is located on 50th Street between 441 and the C8 canal. She said that the line is more than 35 years old and they have had five breaks in the line, which three of those were in the last year and a half. She said that every time they have a break, they have numerous well water wells that come out of service. She said that this is a budgeted project in the capital projects scheduled for this year. Given the urgency of the replacement, they decided to utilize a piggyback contract with Palm Beach County. She said that every three to five years, the County goes out to bid with approximately close to 300 line items, primarily for underground work and they use that contract up to $15 million annually to award underground contracts. She said that the Village used that contract to get the plan to Johnson-Davis, Inc., who are very well-qualified to do the work and have been the Village’s emergency contractor, and they have used that contract to establish the contract value of $942,481.48. She said that it was a competitive bid and usually there are eight to ten contractors that bid on the contract with the County, so they feel very comfortable that it is the lowest price and it will allow them to expedite the project. She mentioned that the County is getting ready to pave a portion of 50th Street and they have met with them and told them that the Village’s project was coming. They asked the Village to expedite it or else it would require the Village to make significant overlays to 50th Street and would have increased the cost significantly. She said that this is a very good way to accomplish the Village’s goal and accommodate the County’s needs as well. Councilman Napoleone asked how many linear feet will be replaced. Ms. LaRocque stated that it was just about a mile. Councilman Napoleone asked how long it will take from start to finish. Ms. LaRocque said it could take approximately three to four months. Councilman Napoleone asked when they are looking to start. Ms. LaRocque stated that they have already applied for their health Village of Wellington Page 10 Village Council Workshop Action Summary - Final April 27, 2020 department permit and they already have the County permit. She said that they would expect to have all permits in hand within the next two weeks. She said that once they have the executed contract, they can start ordering materials. She said that mobilization would probably be at the end of May or the first of June. The Mayor returned to the meeting and asked Mr. Schofield if there was anything else that he had for them. 4. WORKSHOP 5. ATTORNEY'S COMMENTS Ms. Cohen stated that she had no report. Mayor Gerwig asked about fireworks on the specific holidays and if there were any provisions for life safety for animals. She asked if they can restrict that in the Equestrian Preserve area, based on land use. Ms. Cohen stated that she would take a look at that and let them know the next night. 6. MANAGER COMMENTS Mr. Schofield reminded the Council about an email he sent about a 4:00 p.m. press conference on the limited re-opening of parks, marinas and things of that sort. He said that the County has a draft order that is about 19 pages long. He explained that this order opens parks and natural areas with social distancing. It plans to keep all playgrounds, pavilions and gymnasiums closed. He said that they are prohibiting team sports. It does provide for parks and open spaces. He said that they will allow the opening of tennis courts for single play and no congregation. He said that there would be a limited opening of pools. He said that there was a section of the opening of golf courses with a fairly lengthy list of standards. Mayor Gerwig stated that for any facility that the Village has, she would like to hear management’s plan for safe use. Mr. Schofield stated that he would have that for her. He said that the order goes into effect at 12:01 a.m. on April 29, 2020. Councilman Napoleone asked if this order applies for seven days a week, weekends or weekdays. Mr. Schofield stated that he has not fully read through the order since he Village of Wellington Page 11 Village Council Workshop Action Summary - Final April 27, 2020 just received it. He stated he needed a little bit of time to read through it and he will let them know. He said that they will receive an email later that evening with the details. Mayor Gerwig stated that the single play for tennis is a good option for Wellington. She just wants to make sure they do it wisely. Mr. Schofield stated that the order mentions parks being open from sunrise to sunset, but not days. It also mentions that dog parks and recreational buildings shall remain closed. Recreational and organized sports are prohibited. Congregations of ten or more people is prohibited . Spectators and food and beverage concessions are prohibited. Mayor Gerwig asked if he could get clarification on the prohibition of ten or more people at a facility. Mr. Schofield stated that he will definitely get the clarification, but as he is reading the order, he thinks it is individual groups of more than ten people are prohibited. He said that it would depend on the size of the area of how many people would be allowed. He said that they will verify the information and get that to the Council. Ms. Cohen stated that the Village’s Emergency Order #1 is effective for the duration of the declared emergency, so they may need to modify it slightly as it is more restrictive than what the County is. Mayor Gerwig stated that she still had a concern that they do it with an intentional look at how it functions to make sure that they are not causing continued ongoing spread. She would like to see it even safer. Mr. Schofield stated that they have been anticipating this order, so they are prepared. They planned to have most of the staff back that would do that, but he would have more on that for them later in the day or the next day. He said he is in agreement with the Mayor. He said that the biggest challenge will be enforcing it. Mayor Gerwig stated that they may have to rope off pavilions at our facilities, including the boat ramp. Mr. Schofield stated that they will review the order and he will be more prepared to discuss it the next day. Councilman Napoleone asked if there was an update on that day’s food distribution. Village of Wellington Page 12 Village Council Workshop Action Summary - Final April 27, 2020 Mr. De La Vega stated that it went very well. He said that they are out of corn and out of United Way meals. He said that they had 500 cars and it went very smoothly. He said that the location off of Village Park seemed to be very efficient. He said that if they planned to have any more of these, that location would be the place to have it. Mayor Gerwig asked how long they were backed up before the gates were open. She said that she thought she mentioned 10:00 a.m. to someone and wanted to apologize. Mr. De La Vega stated that he thinks there may have been 14 cars lined up early and he said by the time they started serving at 11:00 a.m., there were 98 cars total. Mayor Gerwig asked if they received extra sweet corn. Mr. De La Vega replied that they did not, but they will be getting more corn this coming weekend. Mayor Gerwig stated that she received great feedback from some residents already, so they are happy. She said that the opening of the tennis courts will be good and it adds so much value. She said that especially in having the HOAs pools being open. She stated that she has been getting a lot of feedback that people are getting so “stir-crazy”, that they will be now able to use the HOA pools. It will be a nice relief for the residents. 7. COUNCIL COMMENTS Mayor Gerwig stated that one of the other complaints she has received is that one of the HOAs is upset about the A-frame sign the Village put up about the Census by their gate. She said that they were not happy. She said she understands that the Village is putting them out by where response has been poor. She said that maybe if the HOAs understand that, they may become helpers in this. She said that she was told by the HOA that if the Village took the sign down, they would do anything to help with the Census. She asked if the only places where the signs were put was in poor response rate areas. Mr. Barnes stated that the signs were placed in any entrance area, whether it be gated or not gated, a place with an HOA or no HOA, where they have had the poorest of response rates. Mayor Gerwig asked if Black Diamond was the only complaint that they had. Village of Wellington Page 13 Village Council Workshop Action Summary - Final April 27, 2020 Mr. Barnes stated that was the only one he has heard about. Mr. Schofield stated that he is sympathetic about the aesthetics of the signs, but he is far more concerned with getting the information out and making the count accurate. Mayor Gerwig stated that she agreed with that, but was more concerned that the Village put the signs up on private property and did not really have the legal right to put it on public property in this regard. She said that she wants the HOA to be on the Village’s side and knows the Census is very important. She asked if there was something that trumped the private property issue with the signage. Mr. Schofield stated that he will look into it, but he is sure that there are some easements that allow for this use. Councilman Drahos asked if they were going to go forward on the Visioning workshop as scheduled. Mr. Schofield stated that they were not going to be out from the Safer At Home recommendation, so his recommendation to the Council would be to postpone this until a time when they can all be together and they can reschedule that. He said that he suspects it will not be much longer before things get lifted. He said that as the parks regulations get lifted, he suspects they will be lifting some restrictions on businesses in the next several days and then public meetings recommendations after that. He said that he was expecting it would be sometime by mid-May that they will be allowing a bit more interaction with appropriate social distancing . He said that they could do the social distancing better if they move the meeting over to the Community Center. He said that he believes it will not be much longer before they lift the requirement of no gatherings of 10 people or more. Mayor Gerwig stated that this could be a significant amount of time and thinks they need to figure out how they can go ahead. She said that she does not know how staff can develop a budget without them at least having some kind of Directions Workshop. Mayor Gerwig mentioned that she called the Mayor of Palm Beach County and spoke to him about in-person meetings. She said that he had no problems with in-person meetings as long as social distancing can be done. She said that being in person is a whole lot easier than the Zoom meeting platform. She said that if they can accomplish the six foot spacing, then she would like to move back to public meetings in the Chambers. She asked what the rest of the Council thought about that. Village of Wellington Page 14 Village Council Workshop Action Summary - Final April 27, 2020 Councilman McGovern stated that he is ok with delaying Visioning for a short time depending on what they are going to hear from the Governor and his task force and the County. He said that he knows there is not another meeting until May 12 and the preference is to have in-person Council meetings. He said that the sooner they can get back to that, the better, but would like to have the guidance from the State and the County . He asked how long will the order regarding virtual meetings be in effect. Ms. Cohen stated that the order will be in effect until May 8, 2020. Mayor Gerwig stated that it would have expired before the meeting, so they would be required to have in-person meetings. Ms. Cohen stated that would be true, unless the Governor extends that. Councilman Drahos stated that he was partial to going to live meetings and getting away from the virtual meetings when it is safe to do so. He agrees that doing Visioning virtually would be a waste of everyone ’s time. He said that if they could meet in some modified way where the five of them are spread out in a room or whatever needs to be done, they definitely need to get Visioning done before June. He said that hopefully things will fall into place and they could meet in mid-May. Councilman Napoleone asked how soon staff could get prepared to have that meeting. He asked if staff could get that taken care of now so that when a date is set, they are not scrambling to get an agenda ready. He said that the Community Center seemed like a good venue if they can still have the ability to record it. Councilman McGovern stated that he agreed with the Community Center being a good place to hold the meeting. Mr. Schofield stated that they are ready to go already and would even be ready to go if they decided to have the meeting on Friday. He said that they plan on using the same model as they did last year where the discussion topics are ones that the Council wanted and it was not going to be staff driven. He said that he has back up materials for anything that the Council has indicated they want to talk about. Mayor Gerwig stated that unless there is an executive order, they will stay in person and just say that if anyone has a cough, fever or cold or any other symptom, then they still have the option to Zoom into the meeting . She said that they need to be vigilant, but they need to have options. Councilman McGovern asked Ms. Cohen, based on the ordinance Village of Wellington Page 15 Village Council Workshop Action Summary - Final April 27, 2020 passed at the last meeting, how does that affect the meetings. Ms. Cohen stated that it was actually a resolution, but it basically just allowed the Village to hold the meetings for the duration of the executive order. If the Governor decides to extend the emergency order longer, that automatically extends the virtual meeting order as well. If the state of emergency is extended, then that allows remote attendance at the meetings to be automatically extended with that. She said that does not mean they have to do it, but only if they thought it could be done safely and within the guidelines. Councilman McGovern asked if the order is not extended, what provisions does the Village have if one of them is feeling symptoms. Ms. Cohen stated that if it does not get extended, then it reverts back to how it was before. A quorum would have to be physically present at the meeting and any member that was ill, could appear remotely or by telephone with the unanimous consent of the other members. She said that the standard procedures provide for that. Mayor Gerwig stated that she understood. She said that it would be hard to not have everyone be there, but she said she is left with the question of how they are going to do things until there is a vaccine or some sort of better treatment option. She said that she would not want anyone to feel compelled to attend something if they had any symptoms. Mr. Schofield stated that the CDC is saying that social distancing will probably be the new norm at least through the summer or possibly the end of the year. He said that there are things that allow you to take temperatures of those coming in and making sure there are masks available for people. He said that they will have the masks available for people. He said that unless there is something going on with sports or horses, they do not usually see that many people at the meetings. Unless people are getting a recognition, they suspect many will wait and they will make sure that the number of people who gather are limited. They may have to celebrate in another way. He said at this point, they are prepared to make everything live again at the next Council meeting. He mentioned that it is hard to tell what is going on until they see the Governor ’s orders. He said he does not see them keeping the restrictions where they are right now. 8. ADJOURN There being no further business to be discussed by Council, the meeting was adjourned at 5:00 pm. Village of Wellington Page 16