Village Council Workshop

Village of Wellington 12300 Forest Hill Blvd Wellington, FL 33414 Action Summary - Final Monday, June 8, 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 June 8, 2020 1. CALL TO ORDER Mayor Gerwig called the meeting to order at 4:00 p.m. Council Members in Attendance: 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 June 9, 2020, Regular Council Meeting for review. He said that there were no Presentations and Proclamations. A. 19-3464 AUTHORIZATION TO 1) UTILIZE A CITY OF DAYTONA BEACH CONTRACT, AS A BASIS FOR PRICING, FOR THE PLANNING, ZONING, AND BUILDING DEPARTMENT BUILDING PERMIT FEE EVALUATION; AND 2) AMEND THE AMOUNT APPROVED PREVIOUSLY BY COUNCIL FOR PLANNING, ZONING AND BUILDING INSPECTION SERVICES Mr. Schofield introduced the item. He said it was the Authorization to 1) Utilize a City of Daytona Beach contract, as a basis for pricing, for the Planning, Zoning, and Building Department Building Permit Fee Evaluation; and 2) Amend the amount approved previously by Council for Planning, Zoning and Building inspection services. He said that the first thing they would like to address is the building fees. He said a few years ago they had adjusted the rates and they would like to address it again as he believes they are a bit too high and would like to come into compliance with the State Statutes. He believes they will be lower somewhat, but does not want to commit to that. Mayor Gerwig asked if they were required by the State Statute to analyze the rates. Mr. Schofield stated that was correct. He said that the fees cannot exceed the Village’s cost. He mentioned that for the last couple of years, the fees have been above the Village’s cost and he wants to get that back in compliance. He stated that the cost to do that study will be $47,150. Councilman McGovern asked if Mr. Schofield and Mr. Stillings were Village of Wellington Page 1 Village Council Workshop Action Summary - Final June 8, 2020 confident that they are not in compliance and does money really need to be spent on the study. Mr. Schofield stated that they probably do because more goes into it than what they made this year and last year. They perform a more thorough study than just what the fees are and what services they are providing. Mayor Gerwig stated that they are in an ever-changing environment and do not have a lot of new construction going on and asked if this was part of the evaluation. Mr. Schofield mentioned that as they do not have a lot of new construction, they do have a lot of reconstruction going on. He said that another part of this is that they want to add another $97,725 to the outside consulting for inspection services because they are doing more inspections and more specialized inspections services. He said that it is cheaper to contract it out than it is to hire specialized inspectors. He reminded the Council that the $97,725 will not be coming out of the General fund, but will be coming out of the Building Department’s Enterprise Fund. He said that money brought in that department is spent in that department. He said that he will take a look at the $47,150 and see if they can do that in-house. Mayor Gerwig asked if that $47,150 would be coming out of the same Enterprise Fund. Mr. Schofield stated that it was. Mayor Gerwig stated that she thought it was worth it to make sure it was being done correctly. Mr. Barnes stated that a good benefit for bringing in an outside consultant is that they are going to look at the longer term and what changes could affect what types of permits could they be seeing. It also brings in a level of expertise and credibility should they ever be challenged. It is better than staff just coming up with a number of what the fee should be. Councilman McGovern stated that he agreed it was a good idea, but wanted to remind them that anytime he gets a request for studies for tens of thousands of dollars, he is going to question it. He said that if it comes down to it and things have to be cut, he is sure that the residents would not want to have these outside studies and more action. He said that if this is something that has to be done because of statutory compliance to keep the Village from being litigated against later and ensures they will Village of Wellington Page 2 Village Council Workshop Action Summary - Final June 8, 2020 not have to address this for years to come, then that is fine with him. He said that he feels that they should have to say on the record why they are doing this study. Mr. Barnes stated that he feels that the building community, the ones who have to pay these fees, would feel better with a more thorough and verified approach rather than staff just re-evaluating fees on their own. Mr. Tomasik mentioned that they will be doing the study to comply with HB127, which went into effect last year. This bill provides that for private providers, the inspection fee has to be adjusted down. He said that they will also do a comparison with other municipalities. Ms. Cohen stated that the private provider fees have been challenged in some municipalities already. Mr. Tomasik stated that Palm Beach County just reduces the fees by 50% when dealing with a private provider. They do not have any calculations, they just come up with a number. West Palm Beach reduces different numbers. He said that this company will gather the information from surrounding communities and figure out the fees and what is actually being reduced. B. 19-3509 AUTHORIZATION TO RENEW EXISTING CONTRACTS FOR UTILITY PROCESS CONTROL ANNUAL MAINTENANCE Mr. Schofield introduced the item. He said it is the Authorization to Renew Existing Contracts with Process Control Consultants, Inc. and CC Control Corp. for Utility Process Control Annual Maintenance, in the amount not to exceed $104,000 annually. He explained that they entered into a contract with Utility Process Control in 2019 and they have four options to renew. He said that this was the first option to renew and there is no price increase with this renewal. He said that staff is recommending approval. Ms. LaRocque stated that these are the contractors the Village uses for all of the programming and maintenance for all of the programmable logic controllers, which is basically the brains of the facilities. She said that it is very complicated, highly skilled work that cannot be done in-house. Mayor Gerwig asked if they were still on the SCADA system. Mr. Schofield stated that they would not be off the SCADA system for the foreseeable future. Ms. LaRocque stated that there is the SCADA system and then there is Village of Wellington Page 3 Village Council Workshop Action Summary - Final June 8, 2020 the behind the scene programming part. She said that this contract covers both of those. Mr. Schofield stated that they are very happy with the SCADA system as it works on both the utility and surface water systems. C. 19-3515 AUTHORIZATION TO RENEW AN EXISTING CONTRACT TO PROVIDE COURT MAINTENANCE AT THE TENNIS FACILITY Mr. Schofield introduced the item. He stated that it is the Authorization to Renew An Existing Contract to Provide Court Maintenance with K & B Maintenance Services, LLC, DBA Professional Tennis Court Services, to provide court maintenance at the tennis facility in the amount of $92,327.64 annually. He explained that it is the second and final renewal option with no price increase. He said that it would be effective through September 2021 and they would have to re-bid this next year. He said that they have been very happy with their work. Mayor Gerwig stated that it makes sense to do this so that they do not have to hire an in-house person to handle it. Mr. Schofield stated that contracting this out is much cheaper than hiring a person to do this in-house. D. 19-3516 AUTHORIZATION TO AWARD A SOLE SOURCE CONTRACT FOR THE PURCHASE OF BADGER METERS AND COMPONENTS Mr. Schofield introduced the item. He stated that it is the Authorization to Award a Sole Source Contract to Badger Meter, Inc. for the Purchase of Badger Water Meters and Components at a cost of $325,000 annually. He mentioned that these are the meters that they use for remote reporting. Ms. LaRocque explained that Badger is our meter supplier/manufacturer. No one else supplies or makes Badger Meters. The Village migrated towards Badger Meters approximately 10 years ago. She stated that this cost includes $250,000 to replace old, aging meters that are no longer reading properly and $75,000 for new meters for new customers. She reminded them that any new meter is paid for by the new customer, so they receive reimbursement for those. Councilman McGovern asked how much they spent on this last year. Ms. LaRocque said that she would get back with him on that. E. 19-3519 AUTHORIZATION TO RENEW AN EXISTING CONTRACT FOR ANNUAL LAB ANALYSES SERVICES Village of Wellington Page 4 Village Council Workshop Action Summary - Final June 8, 2020 Mr. Schofield introduced the item. He said that this is the Authorization to Renew An Existing Contract with Multiple Vendors for Annual Lab Analyses Services, in the amount of $155,000 ($60,000 for Public Works and $95,000 for Utilities) for FY 2020-2021. He informed them that this is the second and final renewal option of a contract that was done in 2016 and there is no price increase. He said that the primary is Pace Analytical Services, LLC. and the secondary is Advanced Environmental Laboratories, Inc. He mentioned that it will have to be re-bid next year. F. 19-3525 AUTHORIZATION TO 1) AWARD GUARANTEED MAXIMUM PRICE AMENDMENT NUMBER THREE (GMP 3) FOR THE CONSTRUCTION MANAGER AT RISK (CMAR) CONTRACT OF THE WATER TREATMENT PLANT WAREHOUSE, GENERATOR STORAGE, FIELD SERVICES BUILDING MODIFICATIONS, AND MISCELLANEOUS ARCHITECTURAL, SECURITY AND SITE IMPROVEMENTS; 2) AWARD A TASK ORDER TO PROVIDE ADDITIONAL BIDDING AND CONSTRUCTION ADMINISTRATIVE SERVICES FOR THE WATER TREATMENT PLANT WAREHOUSE, GENERATOR STORAGE, FIELD SERVICES BUILDING MODIFICATIONS AND MISCELLANEOUS ARCHITECTURAL, SECURITY AND SITE IMPROVEMENTS; AND 3) APPROVE RESOLUTION NO. R2020-22 AMENDING THE UTILITY FUND CAPITAL BUDGET FOR FISCAL YEAR 2019-2020 BY REASSIGNING BUDGETS FOR COMPLETED CAPITAL PROJECTS AND ASSIGNING FUND RESERVES TO THE UTILITY CENTRAL OPERATIONS FACILITY PROJECT; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced the item. He stated that this is the Authorization to 1) Award Guaranteed Maximum Price Amendment Number Three (GMP 3) for the Construction Manager at Risk (CMAR) Contract with Wharton Smith, Inc. for the construction of the Water Treatment Plant warehouse, generator storage, field services building modifications, and miscellaneous architectural, security and site improvements at a price of $5,604,044; and 2) Award a Task Order to Colome and Associates, Inc. to provide bidding and construction administrative services for the Water Treatment Plant warehouse, generator storage, field services building modifications, and miscellaneous architectural, security and site improvements, in the amount of $189,095.00; and 3) Approve Resolution No. R2020-22 Amending the Utility Fund Capital Budget for Fiscal Year 2019-2020 by Reassigning Budgets for Completed Capital Projects and Assigning Fund Reserves to the Utility Central Operations Facility Project; and Providing an Effective Date. Ms. LaRocque reminded Council that in April 2019, they approved a contract for Construction Manager At-Risk with Wharton Smith for the Village of Wellington Page 5 Village Council Workshop Action Summary - Final June 8, 2020 central operations facility and miscellaneous water treatment plant improvements. She said that the central operations facility houses all divisions of the water and wastewater operations. She said that primarily the project is the generator storage space, new warehouse space and new/renovated office space. She stated that for that portion of the project, that total is around $5.8 million. The second part of the project is miscellaneous water treatment plant improvements, which includes restoration of coatings and paintings in the remainder of the water plant, new storm water improvements for the entire plant, paving improvements, lighting improvements and some miscellaneous security improvements . That portion of the project is about $1.6 million. To date, the Council has authorized for Wharton Smith preconstruction services in the amount of $47,000 guaranteed maximum price, which then allowed them to buy the pre-engineered building for the generator facility in the amount of $300,000 guaranteed maximum price and the $1.6 million guaranteed maximum price, which allowed them to start the foundation work on all the storm drainage work. She explained that what this current guaranteed maximum price would do is bring forth the remainder of all the project ’s aspects and this will be the last time they will be before the Council on this project. This will allow Wharton Smith to move forward on the totality of the project. The funds for the central operations facility are budgeted and are being paid for through projects they have completed under budget. The funding for the water plant improvements and the site work improvements are aspects of the project that they always envisioned to do, primarily next year, but have decided to accelerate to this year because they are seeing huge cost increases due to COVID-19, supply and demand issues, and tariffs. They were concerned about the risks of waiting to do that work later and they had a contracting mechanism that allowed them to do that now. She said that there is a transfer of the money that would come from reserves because that money has not been allocated yet. She said that this way the water plant would be done at the completion of this project so they do not have to mobilize yet another contractor after this. They are accelerating this work, but it is still planned work. Mayor Gerwig asked if the reserves are Utility reserves. Ms. LaRocque stated that they were. Mr. Schofield stated that they would not be taking General Fund reserves . He said that the reserve money is money that through the rate studies, has been put aside and only gets allocated to the utility projects that get approved. The money then gets transferred from that capital lump sum into the specific project line. Village of Wellington Page 6 Village Council Workshop Action Summary - Final June 8, 2020 Ms. LaRocque explained that the benefit of doing the Contractor Management At-Risk Contracting method is that it is completely “open book". This means that they are hired to bid the project and execute the project. At the end of the project, if there have been any savings to the project, it all comes back to the Village. They saw this as a very favorable contracting mechanism to accelerate the other work. Vice Mayor Siskind asked by accelerating the project, how much are they are saving. Ms. LaRocque stated that it was hard to say, but what she has seen over the last three or four months cannot really be explained. Her example was that they put out a lighting and lightening project and they received bids last week. The opinion of probable cost was around $800,000 and the bid came in a $1.3 million. She said obviously they are not moving that project forward. She said that they have things that they normally maintain at the plant, like pumps, that normally cost $25,000 and they are getting quotes for $150,000. She said that it is getting harder and harder to estimate jobs and the lead times on getting items is longer. Mayor Gerwig asked if it was become of COVID-19 or production. Ms. LaRocque stated that it is a little bit of everything - supply and demand, production, COVID-19 and availability from overseas. Mayor Gerwig asked Ms. LaRocque to provide an estimated amount to answer the Vice Mayor. Ms. LaRocque stated that she would be honestly afraid to do that. She said that they have seen 30-35% cost increases on things in the last five to six months. She said that things can change dynamically in the six to eight months and things could come down, but she said that in her 32 years, she has not seen prices come down. Councilman McGovern asked if this would be the last of the project. Ms. LaRocque stated that it would be and there would be a final work authorization for Colome & Associates to help us oversee the construction phase of the project in the amount of $189,000. The contractor has started doing site work and building the forms for the generator facility. Councilman Napoleone asked after this project is complete, what would be next. Village of Wellington Page 7 Village Council Workshop Action Summary - Final June 8, 2020 Ms. LaRocque stated that next year, if it is approved, in the capital budget they would have the installation of Train #8 and some chemical improvements. She said that with a water plant, there is always something that needs to be done when regulations change, but the big work project would be done. Mr. Schofield stated that there would always be work in the plants. If they do not do it, then the plants lose function ability. Ms. LaRocque stated that down the road, the next big project would be getting rid of the lime plant. Mayor Gerwig asked about transparency. She asked Ms. LaRocque if it was her responsibility to go through the invoices to make sure they were correct. Ms. LaRocque stated that it was. She said that they sit down and go through them all and make sure what they are billing is correct. After they go through it all and at the end of the project, it should even out. If there was any savings, it comes back to the Village. Mr. Schofield stated that on the other end of it, if the contractors spend more, then the Village is not responsible for it as the Village is only required to pay the guaranteed maximum price, no more. Councilman Drahos asked if this was true even if we accelerate another job. Ms. LaRocque stated yes as that is part of the buy-in agreement. Mayor Gerwig stated that it was a good idea and something they should do now before it gets much worse. G. 20-3680 AUTHORIZATION TO AWARD A CONTRACT FOR THE PURCHASE AND DELIVERY OF FOUR DIESEL GENERATORS Mr. Schofield introduced the item. He stated that this is the Authorization to Award a Contract to TAW Power Systems, Inc. for the purchase and delivery of four diesel generators, in the amount of $188,096.00. This was a sealed bid, low bid as well as budgeted item. Ms. LaRocque mentioned that they were also able to get a grant to help pay for 50% of the work. Mayor Gerwig mentioned that the grant came from the Florida Division of Emergency Management. Village of Wellington Page 8 Village Council Workshop Action Summary - Final June 8, 2020 Ms. LaRocque stated that because of supply and demand issues, they broke it apart and did the generators first. By the time they have a contractor for the lift station, then in phase two, the generators would be available and they could install them. She said that this is purely an equipment only purchase, no installation. Councilman McGovern stated that it is nothing that was not planned for. Mr. Schofield said that there was nothing that was not identified in the rate structure and nothing that is not in the capital budget. He said that if preventative maintenance is not done, the cost to replace can become prohibitive. He said that there are municipalities in South Florida that are in need of over half a billion dollars in immediate maintenance that they do not even have the ability to bond for. He said that the Village is not in that position and will not find itself there. H. 20-3681 AUTHORIZATION TO AWARD A SOLE SOURCE CONTRACT TO VALOR WATER ANALYTICS, INC. TO PROVIDE ANALYTICS TO THE UTILITY Mr. Schofield introduced the item. He stated that this is the Authorization to Award a Sole Source Contract to Valor Water Analytics, Inc. to provide hidden revenue analytics for a twelve (12) month period at a cost of $37,260. Ms. LaRocque stated that this is an example of using technology to drive decisions. In the old days, they would say your meter is ten years old, you have 20,000 meters, you are going to spend $6 million and change them all out. Now, with the assistance of Valor Water Analytics, through data, they evaluate the performance of every meter on a monthly basis. If that meter is performing in accordance to specifications, then it stays in the ground. Over the last couple of years, they have identified 343 meters that need to be replaced and prevented the replacement of over 20,250 to an average cost of $250 per meter. It takes a lot of time for staff to go pull meter out and put it on a test bench to see if meter is reading accurately, now they are using analytics to test the meter. She said that the first couple of years they have spent around $36,000 with Valor and have received over $84,000 in benefits, basically lost revenue. She said that this is the way the industry is going by using analytics to maximize the asset life. She said that her goal is to keep pushing out that $ 6 million as long as she can and only budget what they need annually. Councilman McGovern asked if they are just spending a tiny fraction of that number. Ms. LaRocque stated that was correct in the attempt to save the expenditure of $6 million. Village of Wellington Page 9 Village Council Workshop Action Summary - Final June 8, 2020 Councilman Napoleone mentioned that it would be to capture revenue we might not otherwise be capturing. I. 20-3776 AUTHORIZATION TO RENEW AN EXISTING CONTRACT FOR INSURANCE BROKERAGE SERVICES Mr. Schofield introduced the item. He said that it is the Authorization to Renew an Existing Contract with The Gehring Group, Inc. to provide insurance brokerage services, at an annual cost of approximately $237,628 based on current annual premiums. Mayor Gerwig asked if she had a conflict with this item due to her involvement with Florida Municipal Insurance Trust (FMIT). Ms. Cohen stated that Gehring Group is the Village’s broker. Mayor Gerwig asked if they have a relationship in such that they only recommend FMIT for certain things. Mr. Barnes stated that they do not have an exclusive relationship with FMIT, so they are fine. Mr. De La Vega stated that the Village utilizes the Gehring Group to provide insurance brokerage services in the amount of approximately $237,000 a year and that is based on the current annual premium. He explained that staff bid this out in 2014 and there was an initial five year term with optional five one-year renewals. He said that typically they would go out for re-bids after this, but in this case, it is a little different. He said that Council instructed them last year to have the property casualty general liability insurance re-bid this year as well as the health insurance. Gehring Group does the re-bidding for those services and the Village would like to use their services for that bidding for those two major contracts. The intent would be go out next year and bid for brokerage services. He said that he looked at the last three years and in 2018, they were able to reduce the Village's health premiums by $300,000 based on plan design changes, in 2019, they were able to reduce by $280,000 when they went to the high deductible health insurance plan with the HRA funding and in 2020, they were able to reduce by $684,000 because of a plan design change. He mentioned that $237,000 is not much compared to the savings and the service that they are providing. He said that staff is very happy with their service. He stated that next year staff will re-bid for this and they expect the pricing for the two renewals to be in line and they have already started that process. Mayor Gerwig stated that she has found them very easy to work with. Village of Wellington Page 10 Village Council Workshop Action Summary - Final June 8, 2020 J. 20-3778 AUTHORIZATION TO AWARD A CONTRACT FOR THE AERO CLUB DRIVE PATHWAY IMPROVEMENTS PROJECT Mr. Schofield introduced the item. He said that this is the Authorization to Award a Contract to West Construction Inc. for the Aero Club Drive Pathway Improvements Project in the amount of $784,269.10. This was a sealed bid/low bid. He said that the original budget for this was $900,000 and 70% is being funded through a FDOT LAP grant and the other 30% is being funded by the Village. The grant amount that the Village is getting is slightly less because of the bid amount. They award based on the amount of the bid, not the budgeted amount. He said that with this project, they will be making the pathways wider. He said that staff is recommending approval of the project. Mayor Gerwig asked how many trees they will be losing. Mr. Lundeen stated that it would be 34 trees. Mayor Gerwig asked how many trees that was compared to the total amount of trees. Mr. Lundeen stated that he would have to let her know later. Mr. Schofield stated that they have done a lot of work with the neighborhoods and there has been a great amount of conversations. Mayor Gerwig asked if they were losing the least amount of trees possible. She said that she knows that neighborhood loves their trees. Councilman Drahos asked if there was any other way to do this without losing the trees or if there was anything that could be done with the trees to salvage them. Mr. Schofield stated that there was another option of going along the roadway, but that would take over 80% of the trees, not just 34 of the trees. He said that the trees would be replaced with landscaping that the neighbors have all seen. He said that they could leave the pathways as they are now or widen them for the reasons that they have discussed for the future. Mayor Gerwig stated that she would just like to get the correct percentage for them to be able to give an answer. She asked if the contractor is one that we have used before successfully. Mr. Lundeen stated that we had. Village of Wellington Page 11 Village Council Workshop Action Summary - Final June 8, 2020 Mr. Schofield stated that it was a sealed bid/low bid and the Village has a decade long relationship with West Construction. Mayor Gerwig asked to hear about the project. Mr. Lundeen explained that the limits of the project are from Greenbriar Boulevard to Binks Forest Boulevard. They are widening the existing path from eight foot wide to ten foot wide. The project does include intersection improvements with enhanced pedestrian crosswalks and drainage modifications along with the 34 trees that will be removed. Mayor Gerwig asked if it will be curbed and guttered the whole way. Mr. Lundeen said that it will not - only two foot towards the road. Councilman Drahos asked if they will see significant drainage improvements with this project. Mr. Lundeen said that it will be about the same. Councilman Drahos asked what will be the benefits of this project. Mr. Schofield stated that they are widening the pathways to ten feet to accommodate using alternate transportation modes, specifically golf carts, to get people from their neighborhoods to the places they need to go like schools and shopping centers. He said that this is one of the phases of this and there are multiple phases to go. Mayor Gerwig asked about the option of curbing and guttering the whole path to save the trees. Mr. Schofield stated that even if they curbed and guttered the whole path, they are still widening it and would still lose the same amount of trees. It does not change the trees or the pathway section, it would just change how the road drains. Mayor Gerwig said that there are drainage issues on some of the pathway. Councilman Drahos stated that he was hoping that this would be an improvement to the drainage issues. Mr. Schofield stated that these pathways are designed with grass swales. They are designed for a storm for a one in a 33 year occurrence. Anything over three inches in an hour is designed to flood that roadway . Village of Wellington Page 12 Village Council Workshop Action Summary - Final June 8, 2020 They are designed to flood. The solution is go to in and raise the road . The cost to do that would be over several million dollars to raise the roadway and improve the drainage for what would be a marginal benefit . In the future when they are looking to widen the road to add more lanes, they will then probably want to consider an alternative drainage option. Councilman Drahos stated that what it boils down to is that they are losing 34 trees to be able to ride your golf cart. Mr. Schofield stated that they would be wider for easier walking and for accessibility for golf carts, yes. Mayor Gerwig stated that it is tight to walk on the pathway when a golf cart is there as well. Councilman Napoleone stated that he uses the pathways and it is tight. It will be widened to accommodate more people to use the pathways. He said that by doing it this way and not putting in a bike lane, they are saving more trees than losing trees. Mr. Barnes pointed out that most of the tree removal will be at intersection points and crosswalks where the sight requirements at those intersections are not met. He said that of the 34 trees they are taking out, there are literally over 300 trees remaining. Mr. Schofield stated that it has been their plan for a while to take all their paths to ten feet. Vice Mayor Siskind stated that it is pretty congested as it is now and that it is a safety issue. K. 20-3780 AUTHORIZATION TO UTILIZE A US COMMUNITIES CONTRACT, AS A BASIS FOR PRICING, FOR THE PURCHASE AND DELIVERY OF REFUSE CARTS Mr. Schofield introduced the item. He said that it is the Authorization to Utilize a US Communities Contract with Rehrig Pacific Company, as a basis for pricing, for the purchase and delivery of refuse carts, in the amount of approximately $50,000 annually. This contract actually allows the Village to buy the bins $2.11 less than they are buying them now. He said that staff is recommending the award of this contract. Mayor Gerwig asked if these were the bins that were used at the homes and if the Village owned those. Mr. Schofield stated that the answer was yes to both questions. Village of Wellington Page 13 Village Council Workshop Action Summary - Final June 8, 2020 L. 20-3818 AUTHORIZATION TO UTILIZE A BROWARD COUNTY CONTRACT AS A BASIS FOR PRICING, FOR RADIO UPGRADES Mr. Schofield introduced the item. He said that it is the Authorization to Utilize a Broward County Contract with Radio One, Inc. as a basis for pricing for radio upgrades, in an amount not to exceed $72,005.00. Councilman McGovern asked when the radios were last upgraded. Ms. Quickel stated that it was about four years ago. Mr. Schofield stated that the full size radios are working fine, but staff had tried to go to some smaller slim-line radios and they are having some trouble with their reliability and the amount of time it takes to maintain them. Ms. Quickel stated that the GPS, the battery life and the signals are the problems they are having with the radios. Mayor Gerwig asked what is the reason for these radios versus having cell phones. Ms. Quickel explained that this is part of the emergency preparedness, especially when working the field. Mr. Barnes mentioned that when they look back in events like Hurricane Wilma, Frances and Jean, the cell phone towers were down, but they found complete reliability with the radio system. Mr. Schofield stated that staff does not just use them in hurricanes, but they use them every day in the field. M. 20-3821 AUTHORIZATION TO: 1) UTILIZE A PALM BEACH COUNTY CONTRACT WITH WYNN & SONS ENVIRONMENTAL CONSTRUCTION CO. INC., FOR THE GREENVIEW SHORES BOULEVARD/FORESTERIA AVENUE ROUND-A-BOUT; AND 2) APPROVAL OF RESOLUTION NO. R 2020-21 AMENDING THE GAS TAX CAPITAL FUND BUDGET FOR FISCAL YEAR 2019-2020 BY REASSIGNING CAPITAL PROJECT BUDGETS TO THE GREENVIEW SHORES AT FORESTERIA ROUNDABOUT; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced the item. He stated that this is the Authorization to 1) Utilize a Palm Beach County Contract #R2018-0012 with Wynn & Sons Environmental Construction Co., Inc., as a basis for pricing, for the Greenview Shores Boulevard/Foresteria Avenue Round-A-Bout at a cost Village of Wellington Page 14 Village Council Workshop Action Summary - Final June 8, 2020 of $257,447.40; and 2) Approval of Resolution No. R2020-21 Amending the Gas Tax Capital Fund Budget for Fiscal Year 2019-2020 by Reassigning Capital Project Budgets to the Greenview Shores Boulevard at Foresteria Avenue Roundabout Project; and Providing an Effective Date. He explained that this is at the first intersection at the east of the lighted signal on Paddock at Greenview Shores Boulevard . He mentioned that at peak school times, people have trouble getting out of that neighborhood and the roundabout will allow that to happen. The other issue they are having is a speeding problem on Greenview Shores and this should slow people down as they get into the roundabout. Councilman McGovern stated that this is right near a traffic light and wanted to know if this is where they have the speed problem. Mr. Schofield stated that it was. He said that they are also looking to do one at Meadow, but until they commit to that one, they want to see if this one works. Mayor Gerwig stated that this is a place where there is an additional right of way. She said that they do not have this luxury everywhere, but in this particular roadway, they only built half the roadway that was intended. Mr. Schofield stated that it lets people out and forces them to go slow through that intersection, which should help the speed problem. Councilman McGovern asked if there was a concern of the location and its proximity to Paddock. Mr. Schofield stated that roundabouts tend to work better than traffic lights. He said that he would not be surprised if later on they came back saying they wanted to take the light out at Paddock and Greenview Shores Boulevard and put in a roundabout. Councilman McGovern stated that when it hit the agenda book, it was the first he had heard of this project. He said that this was a concern for him and said that he was probably going to ask that this get pulled. He was concerned that the residents had not heard about this and it is a significant change to traffic flow through the Village. Mr. Schofield suggested that they pull it and place it on as a Regular Agenda item. Mayor Gerwig asked if there was any public outreach besides this meeting. Village of Wellington Page 15 Village Council Workshop Action Summary - Final June 8, 2020 Councilman Napoleone stated that he was ok with taking it off the agenda entirely. Councilman Drahos stated that he agreed and asked if there was any specific benefit for doing it now while school is out versus delaying it for several Council meetings. Mr. Schofield stated that if they do not do it while school is out, then they will hold off until next year. Councilman McGovern asked what the construction time is on this project. Mr. Lundeen stated that it would be less than 90 days. Councilman McGovern stated that there are less than 90 days before school starts now. Mr. Lundeen said that there was to be no underground work or drainage pipes going in. The project is at a high point in the road, so they would just be doing some milling, constructing new roadway, putting new asphalt down, new curbing and sidewalks. There would also be striping done. Councilman Drahos asked what this would aesthetically look like. He said that he could not read the map and asked if there was going to be landscaping on the roundabout. Mr. Barnes stated that the landscaping would be similar to the Stribling roundabout, but on a smaller scale. It would be lighting and landscaping with just shy of 2000 feet of the intersection of Foresteria to Paddock. Mayor Gerwig stated that she likes roundabouts, but is not sure this will solve the problem. Councilman McGovern asked how this roundabout will solve the getting out in the morning problem. Mr. Lundeen explained that as people will be slowing down to enter the traffic circle it gives others a break to be able to get out into the road. Councilman McGovern stated that a part of the problem on this road is that they have people stopping and dropping off their kids so they can walk the rest of the way to school. He asked how this roundabout would change this. Village of Wellington Page 16 Village Council Workshop Action Summary - Final June 8, 2020 Mayor Gerwig stated that they would not be able to stop in the roundabout. Councilman McGovern stated that they could at the end of the street before the roundabout. Mayor Gerwig stated that would make things worse. Councilman McGovern asked if this has been talked about with the neighborhood. Mr. Barnes stated that it had not been, but it had come up a couple times at a Public Safety Committee meeting and been discussed there. Councilman McGovern asked if this specific project had been discussed. Mr. Barnes indicated that was correct. Councilman McGovern stated that he was aware of discussion of a roundabout on Ousley and Greenbriar and thought that was the next one to come up for approval. Mr. Barnes stated that this particular roundabout came up at a Public Safety Committee meeting and the conversation actually started with a member who lives in that neighborhood. Councilman Drahos agreed that it would help with speeding, but said that an item like this should never be on the Consent Agenda. He said that they need to give residents the full opportunity to comment and if there are people in the neighborhood who do not like this, they should be heard. Councilman McGovern stated that this will change how traffic travels in the Village. Mayor Gerwig stated that she was not sure about that, but did agree that it should come off Consent Agenda. She said that she thinks the day to day driving will not change, but she does feel that the speeding will slow down. Councilman McGovern stated that he would like to see more data on this area. He would like to see traffic tickets in this area and accidents in the area. He stated that he is assuming the Village has data that warrants this decision on the placement of a roundabout. Village of Wellington Page 17 Village Council Workshop Action Summary - Final June 8, 2020 Mayor Gerwig stated that she thinks they like the project, but thinks they all want it to be publicized more. Mr. Schofield stated that they would pull it, talk to the neighborhood more and do a workshop with the Council before they put on the agenda. N. 20-3822 AUTHORIZATION TO CONTINUE UTILIZING A CITY OF WEST PALM BEACH CONTRACT, AS A BASIS FOR PRICING, FOR ADDITIONAL EXPENDITURES FOR LABOR AT THE WATER AND WASTEWATER TREATMENT PLANTS Mr. Schofield introduced the item. He stated that this was the Authorization to Continue Utilizing a City of West Palm Beach Contract, as a basis for pricing, for supplemental labor at the Utility Department for an additional $30,000 annual expenditure. Ms. LaRocque explained that they used the services of US Water during this critical situation and it has been invaluable. She said that staff has been able to rely on them and they have very qualified people. She said that they are going to start to wind this down and this proposed authorization will take the Village to the anticipated end. If they are needed again, they can be called back. Mayor Gerwig asked if everything else had already been spent. Ms. LaRocque stated that it had been. She said that she is sure they will spend the full allocated amount. She said that they are good, but they are expensive. It is like an insurance policy. Councilman McGovern stated that this is one thing that they really needed at the beginning of the emergency. Ms. LaRocque stated that they got the contract early March. O. 20-3769 ORDINANCE NO. 2020-09 (CODE OF ORDINANCES AMENDMENT TO MODIFY THE PARKING CITATION PROGRAM TO FACILITATE THE IMPLEMENTATION OF THE TRAFFIC AND CRIMINAL SOFTWARE (TraCS)) AN ORDINANCE OF WELLINGTON, FLORIDA’S COUNCIL, AMENDING CHAPTER 62 “TRAFFIC AND VEHICLES”, ARTICLE IV “PENALTIES”, SECTIONS 62-37 “PENALTIES”, 62-38 “LATE FEE”, AND 62-39 “ADMINISTRATIVE APPEAL” OF WELLINGTON’S CODE OF ORDINANCES TO MODIFY THE PARKING CITATION PROGRAM TO FACILITATE THE IMPLEMENTATION OF THE TRAFFIC AND CRIMINAL SOFTWARE (TraCS); PROVIDING A CONFLICTS CLAUSE; Village of Wellington Page 18 Village Council Workshop Action Summary - Final June 8, 2020 PROVIDING A SEVERABILITY CLAUSE; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced the item. He said that this is the Approval of Ordinance No. 2020-19 to Modify the Parking Citation Program to facilitate the implementation of the Traffic and Criminal Software (TraCS). He said that the Palm Beach County Sheriff's Office (PBSO) is implementing a new system by which they issue citations. This basically changes the ordinance to make things consistent with what PBSO is doing. Mr. Stillings explained that PBSO implemented a new software which will allow them to maintain a better database of information on citations and it also sends the citations directly to the County Clerk for processing . When a parking ticket is issued, the Village will no longer be processing those to go to the County Clerk. The Village needed to change their ordinance to reflect that new process. Once the Village adopts the ordinance, they will implement the system. The County is basically waiting on Wellington to take care of this. The other portion of this is that they had to increase the citation fee by $10.00 to cover the filing fee that the Clerk charges. The citation fee will go from $25 to $35. A benefit of this software is that PBSO will no longer have to print the ticket books, so it is a cost savings for them. It also means no more having to hand write the tickets as it is all automated. There will be no more lost tickets for the violator and creates a better database for PBSO to do searches. Councilman Drahos asked if it will be searchable for the officer or for the Clerk’s office. Mr. Stillings said it would be searchable for both. Mayor Gerwig explained that right now, if someone gets a parking ticket in the Village of Wellington, the Village has to pursue the ticket. Mr. Stillings stated that with the current system, the violator would have to pay the Village and then the Village reports that to the County Clerk. Mr. Barnes explained that with implementation of this system, the violator would pay that fine through the County Clerk’s office as opposed to coming to Village Hall. If someone gets a code violation ticket, they would still come to Village Hall to pay it. Councilman McGovern asked how many of these tickets do they write in a year. Mr. Stillings stated that right now they estimate around 300 a year. He Village of Wellington Page 19 Village Council Workshop Action Summary - Final June 8, 2020 said that they do not know the split on what are PBSO written tickets versus Code written tickets. Mayor Gerwig asked when Code Enforcement would be writing parking tickets. Mr. Barnes stated that it would be times when someone is parked in the swale or parking on the sidewalk, usually by complaint. PBSO would do these tickets by complaint when they are on a call or if it is late at night, when Code Enforcement would not usually be out. If PBSO is patrolling and they see a violation, they will write a ticket. Mr. Stillings stated that they may have the opportunity to incorporate some of the Code Enforcement tickets into the system as well. Mayor Gerwig stated that they rely pretty heavily on staff to do the vetting on these topics. She wanted to know if they were walking into any land mines with these things. Mr. Barnes stated that there are no issues that they are aware of and PBSO has done their vetting as well. Mr. Schofield explained that they are writing the same types of tickets for the same violations, the only difference is how they are processed. He said that possibly if it is easier, PBSO may write more, but the Village’s Code officers will not write them any more frequently than they do. The Village uses it only as a deterrent, they do not like to punish. He said that our staff likes to give warnings, whereas PBSO does not. Councilman Drahos asked what it meant with there not being any more issues with non-Wellington Deputies being unable to write citations in Wellington. Mr. Schofield explained that with vacations and things, they have in the PBSO contract that they have to bring in people to fill in if people are out . So, there will be times when there are non-Wellington Deputies out on road patrol, who are not normally stationed in Wellington, are here to meet their contract minimums. They will not have the Wellington citation books, so this will come right up on their computer. Mr. Barnes stated that the one land mine would be that someone who received a ticket comes to the Village to pay their ticket and cannot . There are provisions being made for that as they come with a pre -printed envelope and the Village would mail it out for them. Village of Wellington Page 20 Village Council Workshop Action Summary - Final June 8, 2020 Councilman McGovern stated that he assumes they could pay it online. Mr. Barnes stated that he assumes that is so. Vice Mayor Siskind asked if the $10 fee that is refundable back to the Village after collection is happening now. Mr. Barnes stated that it is not happening now with the written ticket, but will be with the County tickets. Mayor Gerwig stated that the Village is basically coming into parity with what happens in the County for parking. The residents will pay another $10. Councilman McGovern asked if there were any costs to the Village for this. Mr. Stillings stated that there was no cost. Mayor Gerwig stated that if it gets more compliance in the long run, then that is what they are trying to do. P. 20-3770 RESOLUTION NO. R2020-11 (CONDITIONAL USE FOR NEW AGE OF SENIOR CARE) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL, APPROVING A DEVELOPMENT ORDER (PETITION NUMBER 2019-0003-CU) TO AMEND CONDITIONS OF RESOLUTION NUMBER R2013–05 TO ALLOW A TYPE 2(B) CONGREGATE LIVING FACILITY FOR SENIOR HOUSING WITH A MAXIMUM OF 21 RESIDENTS FOR CERTAIN PROPERTY KNOWN AS NEW AGE OF SENIOR CARE, TOTALING 0.52 ACRES, MORE OR LESS, LOCATED AT 1074 HYACINTH PLACE, AS MORE SPECIFICALLY DESCRIBED HEREIN; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced the item. He stated that this is the Approval of Resolution No. R2020-11, a Conditional Use (2019-0003-CU) Type 2(B) Congregate Living Facility for New Age of Senior Care. He mentioned that this is an existing facility at 1074 Hyacinth Place and this resolution changes the occupancy from 14 to 21 beds. Mr. Stillings explained that this is an amendment to a conditional use. He said that Mr. Damian Newell is with him as the Project Manager. He said that the property is located at the southeast corner of Goldenrod and Hyacinth Place. He said that it is an existing congregate facility and they want to expand from 14 to 21 residents. He said that it will still be senior residents 65+. They meet all the Community Living Facility (CLF) Village of Wellington Page 21 Village Council Workshop Action Summary - Final June 8, 2020 standards, with the exception Type 2B, which is what it would now be with 21 residents. It requires a minimum separation from single family by 500 feet and they are only at 300 feet, but that was previously approved under the existing Type 2A at 14 residents. He said that they are physically separated by Goldenrod Road. A multi-residence is over the canal, so they do not directly abut single family. They meet all the CLF standards including parking, staffing, unit sizes and the additional care room, generators, as well as separation from other Type 2B CLF facilities. He said that in the resolution, there are eight conditions that are being proposed to be revised to reflect the new operating conditions. Mayor Gerwig asked if this was previously being used. Mr. Stillings stated that it is still being used. Mayor Gerwig said that it is still being used as a CLF facility, it is just being increased from 14 to 21 residents. Mr. Stillings mentioned that it is a four quad apartment building that they have been occupying. He said that they initially came in 2012 to expand to 21, but had some issues with fire and building regulations that were too cost prohibitive at the time. Since that time, they have been taken over by a new operator who is coming in to make those improvements in order to expand. Mayor Gerwig asked if they previously had a homeowner on site at the facility. Mr. Newell explained that they had staff that lived on site in one of the units. Mayor Gerwig asked if the operators of the Lily Place facility and this one are related. Mr. Newell explained that they were brother in laws, but the one that owned this one sold it to the new current operator. Councilman McGovern asked who the new operators are. Mr. Newell said their name was Desert Income. Councilman Drahos asked about the parking issue. He said that they are meeting the CLF standards, but he was concerned with the traffic coming in and out. He asked if this would change the parking and if they had any concerns in that regard. Village of Wellington Page 22 Village Council Workshop Action Summary - Final June 8, 2020 Mr. Newell explained that with these Type 2B’s, the residents would not have any vehicles. One of the features of those guests that have vehicles, the parking is confined and there is plenty of parking within their site and in the front and they still have over-flow parking, if needed. Mayor Gerwig stated that this one has a large parking area in the front. Mr. Stillings mentioned that one of the conditions is that the operator is agreeing to the prohibition of residents having vehicles as well as encouraging staff to carpool. They are also working with visitors to ensure that there is not a peak demand on parking. Councilman Napoleone asked what structural changes they are making to accommodate seven more residents. Mr. Newell stated that they had a unit that they were not using. They will now be converting that four bedroom, three bathroom unit to accommodate the additional residents. Mayor Gerwig stated that so far they have had no negative from having these in the communities. They have found it to be a real asset to the community to be able to have loved ones nearby. Mr. Stillings stated that they have had no comments from the public on this. Councilman Napoleone asked if the neighbors right around the facility know this is coming on the line. Mr. Stillings stated that they are aware as they received a mailing notice and it is also posted. Ms. Cohen mentioned that the applicant is a company out of Tallahassee. Mr. Newell commented that they have other units, but this would be their first in Wellington. Mr. Schofield stated that generally speaking, there is less traffic and are better kept at these facilities than most rental units. He said that these conversions are really good for the neighborhoods and they are quiet. Mayor Gerwig mentioned that they have a lot of common area so they do not look so “institutional". She asked if there were any comments at Village of Wellington Page 23 Village Council Workshop Action Summary - Final June 8, 2020 PZAB with this. Mr. Stillings and Mr. Newell both said no. 4. WORKSHOP None. 5. ATTORNEY'S COMMENTS Ms. Cohen mentioned that she relayed the offer that the Council authorized to Mr. Galley. He had a question and now she is waiting on a response. 6. MANAGER COMMENTS None. 7. COUNCIL COMMENTS Mayor Gerwig informed Mr. Schofield that there is a gang tag near the old Wellington Mall. 8. ADJOURN There being no further business to come before Council, the meeting adjourned at 5:10 p.m. Village of Wellington Page 24