Village Council Workshop

Village of Wellington 12300 Forest Hill Blvd Wellington, FL 33414 Action Summary - Final Monday, August 24, 2020 4:00 PM Village Hall - Virtual 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 August 24, 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 August 25, 2020 Regular Council Meeting for review. A. 20-3803 RESOLUTION NO. R2020-42 (PALM BEACH COUNTY SHERIFF’S OFFICE VILLAGE OF WELLINGTON LAW ENFORCEMENT SERVICES PLAN (LESP) FOR FY21) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL APPROVING THE LAW ENFORCEMENT SERVICES PLAN (LESP) FOR FISCAL YEAR 2020-2021; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced the item. He stated this is for Approval of Resolution No. R2020-42 (Palm Beach County Sheriff’s Office Village of Wellington Law Enforcement Services Plan (LESP) for FY21). He said Captain Silva will conduct this presentation. He stated Major Eric Coleman is also participating in the Zoom meeting. Mr. Schofield stated later on the agenda is Resolution No. R2020-41(Palm Beach County Sheriff’s Office District 8 Wellington FY2021 Budget and Contract Addendum). Mr. Schofield said that there is no increase in the amount of the annual contract. There is an $87,500 addition to add a Crime Analyst position in the Real Time Crime Center. He spoke regarding the traffic cameras and other high concern areas (Wellington Trace, Forest Hill Boulevard and Greenview Shores). He stated the analyst is dedicating to looking at certain areas of Wellington. Mayor Gerwig asked if Council will receive a presentation today or tomorrow night. Mr. Schofield stated he would like for Council to receive a brief overview of the LESP. He stated PBSO has implemented a series of plans and Village of Wellington Page 1 Village Council Workshop Action Summary - Final August 24, 2020 programs to address some of the issues we have faced nationally and locally over the last few months. Captain Silva stated the FY 2021 LESP will be similar to the FY 2019-2020 LESP. The reason is the success realized regarding fighting crime and traffic crashes. He stated the three priorities for the LESP will be: 1) the reduction of traffic crashes, 2) reduction of property crimes in general, and 3) dealing with juvenile matters. Captain Silva stated the J.A.M. Unit Deputy will attend the meeting tomorrow night. He stated the same action plans are in place; and last year there was a reduction of robberies by 35% and vehicle burglaries decreased and are continuing to trend downwards. He stated the Village does not have “persons” crimes and experiences very few shootings, if at all. He stated they will continue to focus on the priorities for FY 2021. At this point, Captain Silva introduced Major Coleman to speak about the budget items. Major Coleman thanked Council for their commitment to help staff the Real Time Crime Center. He stated the License Plate Reader (LPR) cameras have helped to apprehend those persons coming into the Village to do harm. He referenced the digital forum on policing that was held. He stated PBSO is an accredited law enforcement agency and discussed the programs and best practices that PBSO has implemented. He stated they have implemented Fair and Impartial Policing which is a training that all of the sergeants and lieutenants were required to attend. Major Coleman said the Sheriff has formed a committee regarding body cameras and the first assignment is to complete a needs assessment to produce a proposal. He spoke regarding the incident that happened with a deputy approximately two weeks ago. Mayor Gerwig stated some of the language that the officer used was inappropriate and asked that this be addressed. Brief discussion ensued regarding the incident. Councilman McGovern thanked Major Coleman for the report and thanked Major Coleman, Captain Silva and the Sheriff for their outspoken and immediate reaction to the event. He stated it was a tense situation that escalated out of hand on all sides. He stated Council is excited about the body cameras. Councilman McGovern inquired about the training for sergeants and lieutenants. Major Coleman briefly discussed the training. Councilman McGovern asked Captain Silva if he will review the Village of Wellington Page 2 Village Council Workshop Action Summary - Final August 24, 2020 decreases in vehicle burglaries and crashes tomorrow night. Captain Silva stated he will review the numbers from the Annual Report and discuss the action plan. Vice Mayor Siskind thanked Captain Silva and Major Coleman and stated she looks forward to the more detailed report tomorrow night. B. 20-3953 MINUTES OF THE REGULAR WELLINGTON COUNCIL MEETINGS OF JULY 14, 2020 AND AUGUST 11, 2020 Mr. Schofield introduced the item. He stated this was for Approval of the Minutes of the Regular Wellington Council Meeting of July 14, 2020 and August 11, 2020. He said that if Council has any corrections, additions or deletions to let Ms. Addie know. Councilman Napoleone inquired about Council discussion regarding the Winding Trails public hearing. C. 19-3514 AUTHORIZATION TO CONTINUE UTILIZING AN ORANGE COUNTY CONTRACT WITH XYLEM WATER SOLUTIONS USA, INC., AS A BASIS FOR PRICING, FOR THE PURCHASE, DELIVERY AND SERVICE OF FLYGT PUMPS Mr. Schofield introduced the item. He stated this was for Authorization to Continue Utilizing an Orange County Contract with Xylem Water Solutions USA, Inc., as a basis for pricing, for the Purchase, Delivery and Service of Flygt Pumps. He stated they are a sole source provider and this is the best price that staff could find. He said this includes a 5% discount and this item is budgeted. Mr. Schofield stated this is standard maintenance. D. 20-3575 AUTHORIZATION TO UTILIZE A MARTIN COUNTY CONTRACT, AS A BASIS FOR PRICING, FOR THE WELL NO. 24 WELLHEAD MECHANICAL AND ELECTRICAL EQUIPMENT REPLACEMENT PROJECT Mr. Schofield introduced the item. He stated this was for Authorization to Utilize a Martin County Contract, as a basis for pricing, for the Well No . 24 Wellhead Mechanical and Electrical Equipment Replacement Project. He stated the well has been upgraded and this replaces the pumps in the well. Ms. LaRocque stated the underground portion of the well was rebuilt and this contract allows for the rebuild of the underground pump and the all of the surface components i.e. electrical, mechanical and controls. She stated Wharton Smith does an excellent job and staff is recommending Village of Wellington Page 3 Village Council Workshop Action Summary - Final August 24, 2020 the award of the project to them in the amount of $411,379 which includes a $25,000 contingency. Mayor Gerwig asked if the Village is getting another 40 years out of the well. Ms. LaRocque replied yes. Mayor Gerwig thanked staff for finding the best price. E. 20-3792 AUTHORIZATION TO: 1) RENEW AN EXISTING SOLE SOURCE AGREEMENT TO PROVIDE GEOGRAPHIC INFORMATION SYSTEMS (GIS) LICENSING, MAINTENANCE AND SUPPORT; AND 2) CONTINUE UTILIZING A CONSULTANT TO PROVIDE GIS SUPPORT, DEVELOPMENT AND INTEGRATION Mr. Schofield introduced the item. He stated this was for Authorization to: 1) Renew An Existing Sole Source Agreement to Provide Geographic Information Systems (GIS) Licensing, Maintenance and Support; and 2) Continue Utilizing a Consultant to Provide GIS Support, Development and Integration. He stated this contract is for three years for a total of $168,000 and is a 1.1% increase over the previous 3 years. GIS has a number of licenses and the data is available to the public via the website . He stated it is an integral part of operations. The Village uses ESRI and it ties into all of the databases. Mayor Gerwig asked about the outside consultant. Mr. Schofield discussed the outside consultant and stated they have to write specialized reports and tailor ESRI to meet the Village's specific needs. F. 20-3898 AUTHORIZATION TO UTILIZE A SCHOOL DISTRICT OF PALM BEACH COUNTY CONTRACT WITH PRECISION AIR SYSTEMS, INC., AS A BASIS FOR PRICING, FOR VILLAGE PARK CHILLER UPGRADES Mr. Schofield introduced the item. He stated this was for Authorization to Utilize a School District of Palm Beach County Contract with Precision Air Systems, Inc., as a basis for pricing, for Village Park Chiller Upgrades. He stated Precision Air is a western communities vendor, the cost for this is approximately $57,634 and it is a far better price than expected. He stated the Village has experience with this local vendor and the Village has always received good service. Therefore, staff is recommending the award to Precision Air Systems, Inc. Mayor Gerwig stated they are located in Wellington's industrial park. Village of Wellington Page 4 Village Council Workshop Action Summary - Final August 24, 2020 Councilman Napoleone asked how old are the air handlers that are being replaced. Mr. Barnes stated they are original to the Village Park gym and the air handlers have been in place since 1998. Councilman McGovern stated the air handlers have lasted more than twenty years and asked what are the technological upgrades. Mr. Barnes stated this will allow the Village do some programming so that the fans can be on a cycle and will be more energy efficient. Mayor Gerwig asked if there will be cost savings. Mr. Barnes responded regarding efficiency. Councilman McGovern stated there should be a decrease in electrical costs. Mr. Barnes explained some aspects of the chiller system. G. 20-3924 AUTHORIZATION TO UTILIZE A CITY OF DAYTONA BEACH CONTRACT FOR EVALUATION AND UPDATE OF THE PARKS AND RECREATION FACILITIES IMPACT FEE AND MULTIMODAL TRANSPORTATION (FKA ROAD) FACILITIES IMPACT FEE Mr. Schofield introduced the item. He stated this was for Authorization to Utilize a City Of Daytona Beach Contract for Evaluation and Update of the Parks and Recreation Facilities Impact Fee and Multimodal Transportation Facilities Impact Fee. He stated there is a requirement by state statute and in the Village's Code of Ordinances to update these on a five year cycle. Mr. Schofield stated the Village will also update the way the fees are written. He stated they do very good work and the prices are competitive. He stated staff wanted transparency regarding these contracts to update the fees and wanted the Council to see the contracts and weigh in on them. As the Village is going through the Parks Master Plan, this will update the impact fees and look for any future impact fees from Parks and Recreation based on redevelopment. He spoke regarding the redevelopment of properties. Mr. Schofield stated the contracts will also review how the Village is dealing with the former road impact fee to make sure it is applicable to any of the multimodal trail systems for the future. He stated impact fees cannot be used to meet existing demand and can only be used to provide new levels of service. Village of Wellington Page 5 Village Council Workshop Action Summary - Final August 24, 2020 Mayor Gerwig stated this is an important regulatory requirement and the Village has to have a nexus between the fees that are being charged and how they are being used. H. 20-3926 AUTHORIZATION TO AWARD A CONSULTING SERVICES CONTRACT FOR PHASE II OF THE TOWN CENTER PROJECT Mr. Schofield introduced the item. He stated this was for Authorization to Award a Consulting Services Contract for Phase II of the Town Center Project. He stated this is the phase to expand the amphitheater, provide additional restroom facilities and change the parking. The cost is between $7 and $8 million and is lower than what was expected. This produces the design and construction documents . He stated the plan may change as the Village talks with Council and goes through the design process. Mr. Schofield stated this does not touch the pool, Lake Wellington Professional Center and does not change Ken Adams Way. Councilman McGovern asked if the Village stops here, will this be a singular project. Mr. Schofield replied affirmatively and further explained the conceptual plan. He stated Council will receive the design plans for construction. Mayor Gerwig asked if this was the actual working drawings and stated she is checking to see if she has a conflict. Mr. O'Dell spoke regarding the sub-consultants. Mayor Gerwig asked who the engineer is for the project. Mr. Schofield stated the funds are budgeted for FY 21. Councilman Napoleone inquired about the parking for the pool. Mayor Gerwig stated the space is being moved. Mr. Schofield stated staff is aware that the parking is changing and shuttles have been put into place for events to move people back and forth. Mayor Gerwig stated this plan does allow for some open spaces. Mr. Schofield stated there are plans regarding road closures for large events. I. 20-3955 RESOLUTION NO. R2020-38 (REGULAR COUNCIL MEETING SCHEDULE) A RESOLUTION OF WELLINGTON, FLORIDA'S COUNCIL ADOPTING A SCHEDULE FOR REGULAR COUNCIL MEETINGS FOR 2020/2021; AND PROVIDING AN EFFECTIVE DATE. Village of Wellington Page 6 Village Council Workshop Action Summary - Final August 24, 2020 Mr. Schofield introduced the agenda item. This was Council approval of Resolution No. R2020-38 approving the Regular Council Meeting Schedule for FY2020/2021. He stated the conflicts have been identified for Council discussion. Mayor Gerwig asked if there were questions about the July meeting. Mr. Schofield stated historically there is only one meeting in July and December. He stated sometimes Council only holds one meeting in November when it falls too close to Thanksgiving. Mayor Gerwig inquired about the budget hearings. Mr. Schofield stated budget hearings cannot be held the same day as the County or School District. Councilman McGovern inquired about Palm Beach County Days. He commented regarding the Florida League of Cities (FLC) Legislative Action Days. Ms. Addie stated the schedule will be updated regarding Palm Beach County Days. J. 20-3954 RESOLUTION NO. R2020-39 (ANNUAL LISTING OF PROCLAMATIONS) A RESOLUTION OF WELLINGTON, FLORIDA'S COUNCIL AUTHORIZING THE MAYOR TO EXECUTE CERTAIN PROCLAMATIONS FOR FISCAL YEAR 2020/2021; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced the agenda item. This was Approval of Resolution No. R2020-39 approving the Annual Listing of Proclamations for FY 2020/2021. He stated items in red are new proclamations being added. Councilman Napoleone commented regarding Wellington Community Foundation Day. Mayor Gerwig stated it is nice to see the things that are being added. K. 20-3802 RESOLUTION NO. R2020-41 (PALM BEACH COUNTY SHERIFF’S OFFICE DISTRICT 8 WELLINGTON FY2021 BUDGET AND CONTRACT ADDENDUM) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL APPROVING AND AUTHORIZING THE MAYOR AND CLERK TO Village of Wellington Page 7 Village Council Workshop Action Summary - Final August 24, 2020 EXECUTE THE SIXTH ADDENDUM TO THE LAW ENFORCEMENT SERVICES AGREEMENT WITH THE PALM BEACH COUNTY SHERIFF’S OFFICE FOR LAW ENFORCEMENT SERVICES; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield stated that Council had already completed the item for the Palm Beach County Sheriff’s Office District 8 Wellington FY2021 budget earlier in the meeting. L. 20-3927 RESOLUTION NO. R2020-43 (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 ALL COSTS ASSOCIATED WITH ANNUAL DEDUCTIBLES; (2) AWARD A CONTRACT TO CIGNA TO PROVIDE DENTAL INSURANCE TO ELIGIBLE EMPLOYEES, DEPENDENTS, AND RETIREES; (3) AWARD A CONTRACT TO HUMANA TO PROVIDE VISION INSURANCE TO ELIGIBLE EMPLOYEES, DEPENDENTS AND RETIREES; (4) AWARD A CONTRACT TO 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. R2020-43 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 $5,756,936.88 annually, and approve HRA funding for each eligible employee at a cost of approximately $699,000, 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 $356,971.44; (3) Award a contract to Humana to provide vision insurance to eligible employees, dependents and retirees at an annual cost of approximately $35,175.12; (4) Award a contract to CIGNA Group Benefits to provide Life/AD&D and disability insurance, to eligible employees, at a cost of approximately $250,511.91. He stated this is up 5.9% from last year and is significantly lower than the initial rate. He stated the Gerhing Group has done a good job of keeping this as affordable as health insurance can be. Ms. Quickel stated Rommi Mitchell, The Gerhing Group, is also on the Zoom call. She stated this is the menu of health insurance coverages and staff is recommending a continuation of the existing providers in all categories. She stated there are no proposed changes and there are Village of Wellington Page 8 Village Council Workshop Action Summary - Final August 24, 2020 minor adjustments to the contributions the employees will make for their various coverage options for the health portion. This is within the proposed budget and is an overall 5.9% increase. Staff appreciates the work The Gerhing Group did in negotiating this renewal for the Village . Ms. Quickel stated the Village will still be paying the single and family deductibles and that is budgeted with the HRA plan. Mayor Gerwig asked what are the limits. Ms. Quickel stated the deductible is $1,500 for single and $3,000 for family. She stated the out of pocket is a higher amount. Mayor Gerwig inquired about the cost of the benefit regarding HRA funding. Ms. Quickel stated staff feels the plan has been well received. Ms. Rommi Mitchell, The Gehring Group, said that the accounts are preset and funded with CIGNA. Therefore, as claims are incurred up to the deductible amount, the claims should be processed on an automatic basis. She stated if there are any issues their staff is readily available to assist with any discrepancies. Ms. Quickel stated staff has open enrollment where the plan is reviewed. Mayor Gerwig thanked staff for getting these costs down. Ms. Quickel reiterated that The Gerhing Group did a really good job. M. 20-3959 RESOLUTION NO. R2020-40 (FY 2019-2020 REVENUE BUDGET AMENDMENT) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL AMENDING THE FISCAL YEAR 2019-2020 GENERAL FUND BUDGET FOR REDUCED REVENUE COLLECTIONS RESULTING FROM THE PANDEMIC; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced the item. He stated this was Approval of Budget Amendment R2020-40 to appropriate General Fund Unassigned Fund Balance for revenue shortfalls due to the pandemic. He stated this removes $2.4 million in unrealized revenues from the budget. He stated there have been shortfalls in several items and these are state shared revenues, franchise fees, gas tax and sales taxes that were not collected and a significant drop in income in Parks and Recreation Department due to programs being closed based on COVID-19 related emergency orders. Mr. Schofield stated the budget has to be adjusted. Village of Wellington Page 9 Village Council Workshop Action Summary - Final August 24, 2020 Councilman McGovern asked that this item be placed on the Regular Agenda. Mr. Schofield stated this item will become Item 8B. N. 20-3910 ORDINANCE NO. 2020-11 (VACATION RENTALS) AN ORDINANCE OF WELLINGTON, FLORIDA’S COUNCIL, MODIFYING ARTICLE 6 OF THE LAND DEVELOPMENT REGULATIONS RELATED TO VACATION RENTALS BY ADDING VACATION RENTALS TO TABLE 6.2-1: USE REGULATIONS SCHEDULE; AMENDING SEC.6.2.2.A BY CR E A T I N G SUPPLEMENTARY REGULATIONS FOR VACATION RENTALS; PROVIDING A CONFLICTS CLAUSE; PROVIDING A SEVERABILITY CLAUSE; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced the item. He stated this was for Approval and Adoption of Ordinance No. 2020-11 to modify Article 6 as it relates to Vacation Rentals. He stated that Mr. Stillings should have provided the change regarding parking requirements. Mr. Schofield briefly discussed the changes. He stated objections have been received regarding the ordinance. Mayor Gerwig asked that Mr. Schofield respond to the email regarding Business Tax Receipts (BTR) previously being required. Mr. Schofield replied affirmatively and discussed the ordinance regarding vacation rentals. He stated the Village is creating one clear set of regulations that are defensible and enforceable. He commented about a pop up party that occurred this weekend. Mr. Stillings indicated that a correction needed to be made on page 3 of the ordinance. Mayor Gerwig asked about the large lots in regards to parking. Mr. Stillings reviewed the parking regulations regarding the larger lots. Councilman McGovern inquired about the change explained in Ms . Cramer's memo and asked if it had been included in the ordinance. Mr. Stillings stated that is in Section 2 of the ordinance. Mayor Gerwig stated the Village cannot regulate frequency and zoning on vacation rentals. She stated the Village wants the neighbors to be able to enjoy their properties too. Village of Wellington Page 10 Village Council Workshop Action Summary - Final August 24, 2020 Ms. Cohen stated the preemption provision under the statute is that the Village cannot prohibit vacation rentals nor regulate frequency and duration. Councilman McGovern asked if the language in the ordinance is what the Village is allowed to do under state statute. Ms. Cohen stated yes. Mayor Gerwig stated there is an advantage to have all of the information under one place in the code. Councilman McGovern stated this brings certainty and uniformity. Councilman Napoleone stated the information also highlights what persons need to know in one place. Mayor Gerwig stated she appreciates the work staff put into this ordinance. O. 20-3790 AUTHORIZATION TO RENEW A CONTRACT TO PROVIDE PROPERTY AND CASUALTY INSURANCE SERVICES Mr. Schofield introduced the agenda item. He stated this is with Florida Municipal Insurance Trust. Mayor Gerwig stated she is a trustee of the Florida Municipal Insurance Trust and recused herself. Mr. Schofield stated this was Authorization to Renew an Existing Agreement with Florida Municipal Insurance Trust (Florida League of Cities) to provide general liability, property, casualty, and workers compensation insurance at an estimated annual cost of $1,112,279. He stated this is approximately $95,500 increase or 9%over last year. He stated new facilities including the Promenade and additional facilities at the Water and Wastewater Plant have been added. He stated there is a slight premium increase and new facilities are being insured. Mr. Schofield thanked The Gerhing Group for working on this with the Village and staff recommends renewal at this rate. 4. WORKSHOP None. 5. ATTORNEY'S COMMENTS None. Village of Wellington Page 11 Village Council Workshop Action Summary - Final August 24, 2020 6. MANAGER COMMENTS None. 7. COUNCIL COMMENTS None. 8. ADJOURN There being no further business to be discussed by Council, the meeting was adjourned at 5:08 p.m. Village of Wellington Page 12