Village Council Workshop

Village of Wellington 12300 Forest Hill Blvd Wellington, FL 33414 Action Summary - Final Monday, September 21, 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 September 21, 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 September 22, 2020 Regular Council Meeting for review. A. 20-3991 A PROCLAMATION OF THE VILLAGE COUNCIL OF WELLINGTON, FLORIDA RECOGNIZING THE CROWNED PEARLS OF WELLINGTON AND THE WELLINGTON ROTARY CLUB FOR THEIR HUMANITARIAN EFFORTS AND SUPPORT OF THE WELLINGTON COMMUNITY Mr. Schofield introduced this item. He stated this proclamation is recognition of The Crowned Pearls of Wellington and the Wellington Rotary Club for their participation in Feeding South Florida. He stated they have been there every single week since it began. Mayor Gerwig asked that other groups who have participated during this time be recognized also. Mr. Schofield stated staff will get a complete list of everyone who has participated. B. 20-3990 MINUTES OF THE REGULAR WELLINGTON COUNCIL MEETING OF SEPTEMBER 8, 2020 Mr. Schofield introduced the item. He stated this was for Approval of the Minutes of the Regular Wellington Council Meeting of September 8, 2020. He said that if Council has any corrections, additions or deletions to let Ms. Addie know. C. 19-3510 AUTHORIZATION TO AWARD A CONTRACT FOR THE SUPPLY AND DELIVERY OF LIQUID DISPERSION POLYMER Mr. Schofield introduced the item. This is for Authorization to Award a Contract to Sterling Water Technologies, LLC for the supply and delivery of liquid dispersion polymer in the amount of approximately $80,000 annually. He stated the Village uses approximately 45,000 gallons per Village of Wellington Page 1 Village Council Workshop Action Summary - Final September 21, 2020 year. The recommended award is to the low bidder and this is a 10.5% price increase and is budgeted in Utilities from other savings to cover this cost. Mayor Gerwig stated as long as we know we have the best price and have what the Village needs to do the job. Councilman Napoleone asked if these are all new vendors. Mr. Schofield stated these are the same vendors. Vice Mayor Siskind stated the 10.5% increase seems like alot and asked if this is due to COVID-19. Mr. Schofield stated the Village has had this for a while and all of the prices are going up. D. 20-3881 AUTHORIZATION TO CONTINUE UTILIZING A NATIONAL COOPERATIVE PURCHASING ALLIANCE (NCPA) CONTRACT WITH MUNICIPAL CODE CORPORATION INNOVATIONS (MCCI), LLC FOR LASERFICHE DOCUMENT MANAGEMENT ANNUAL LICENSING, MAINTENANCE AND SUPPORT Mr. Schofield introduced the item. This is for Authorization to continue utilizing a National Cooperative Purchasing Alliance (NCPA) contract, as basis for pricing, with Municipal Code Corporation Innovations (MCCI), LLC. for Laserfiche document management annual licensing, maintenance and support in the amount of $35,611.29 annually, which is a slight increase of $378.00 from last year’s renewal pricing and actual expenditure. He stated this is approximately a 1% increase. Staff recommends approval of the contract. Mayor Gerwig asked if there has been any difficulty with this process and asked if this is the industry standard. Mr. Schofield replied yes. E. 20-3939 AUTHORIZATION TO UTILIZE A CLAY COUNTY CONTRACT FOR THE BLOCK ISLAND PARK PAVILION REPLACEMENT PROJECT Mr. Schofield introduced the item. This is for Authorization to Utilize a Clay County Contract with REP Services, Inc., as a basis for pricing, for the Block Island Park Pavilion Replacement Project in the amount of $41,942.60. He stated staff compared several costs and this was the lowest available. Mr. Barnes provided the overview of the project. He stated the park is Village of Wellington Page 2 Village Council Workshop Action Summary - Final September 21, 2020 located in the Lakeside Shores Neighborhood and the pavilion was installed in 2005. It is now exhibiting signs of wear and tear and is eligible for replacement. He stated the funding is available in the Parks Major Maintenance account. Staff is utilizing the same standard manufacturer, Polygon Structures. Mayor Gerwig asked about the park's location. Councilman McGovern reiterated that all that is being done is replacement of the structure. Mayor Gerwig asked if it has the green roof. Mr. Barnes replied affirmatively. F. 20-3964 AUTHORIZATION TO UTILIZE A FLORIDA SHERIFFS ASSOCIATION CONTRACT FOR THE PURCHASE AND DELIVERY OF ONE PORTABLE EMERGENCY POWER GENERATOR Mr. Schofield introduced the item. This is for Authorization to Utilize Florida Sheriffs Association (FSA) Contract FSA #19-VEH17.0, as basis for pricing, for the purchase and delivery of one (1) portable emergency power generator, from Tradeswinds Power Corp., in the amount of $65,814.00. He stated there are a variety of uses for this. Mr. Barnes stated the Public Works department has undertaken evaluation of the Village's facilities that do not have standby power . He discussed where the Village currently has emergency generator service. He stated for maintenance purposes and immediacy of use after an emergency event where there may be a disruption/interruption of power service, staff has looked at retrofitting the existing panels and electrical service to allow the Village to temporarily connect a portable generator to run multiple things. Mr. Barnes stated at the Tennis Center, it would be to operate general amenities there. He discussed the maintenance components for certain Village facilities regarding irrigation systems and pumps. Lastly, Mr. Barnes stated the other use for the generator would be for events. Mayor Gerwig asked if this generator is primarily for the Tennis Center. Mr. Barnes stated yes and it is portable. He reiterated the generator can have multiple uses. Village of Wellington Page 3 Village Council Workshop Action Summary - Final September 21, 2020 Councilman McGovern asked what was done in the past. Mr. Barnes stated that in the past the Village has not had a major storm event since 2004 or 2005 and stated there was no underground irrigation system. So, staff would manually try to pull service from different locations. He said over the years better work has been done at the fields and the investment gets higher and higher. Councilman McGovern asked Mr. Barnes to explain this item. Mr. Barnes explained how the system works at the Tennis Center and stated this item is focused on if we lose power during a storm. Mayor Gerwig commented regarding the calculations. Councilman Napoleone inquired how many generators does the Village have that are comparable to the one being discussed. He asked if this will be the biggest mobile generator. Mr. Barnes stated he is not sure if it is the biggest. However, it is possibly bigger than what they are using to run the lift stations. Councilman Napoleone asked why staff could not manually water the courts. Mr. Barnes stated there are no above ground sprinklers. It is set up for underground irrigation. Councilman McGovern asked if this is in the Aquatics & Sports Facilities Fixed Assets Budget from FY 2019-2020. He asked if more of these are budgeted for next year. Mr. Barnes stated that was correct. One more is budgeted from a prior budget and will be utilized for fields at Village Park. Councilman McGovern asked if this is a value added purchase. Mr. Barnes replied affirmatively and stated this is protecting the Village's investment. He spoke regarding the standards the Village has set for maintenance of facilities. Village of Wellington Page 4 Village Council Workshop Action Summary - Final September 21, 2020 Brief discussion continued between Council and staff regarding watering of the Tennis Courts and the purchase of the generator. G. 20-3999 RESOLUTION NO. R2020-47 (AUTHORIZATION AND APPROVAL OF A QUIT CLAIM DEED BETWEEN THE VILLAGE OF WELLINGTON AND THE STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL APPROVING A QUIT CLAIM DEED BETWEEN THE VILLAGE OF WELLINGTON AND THE STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION; PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced the item. This is for Authorization and Approval of a Quit Claim Deed between the Village of Wellington and the State of Florida Department of Transportation for a parcel described as an Access Easement between the School Board of Palm Beach County and the Village of Wellington. He stated a number of years ago, the Village received an access easement onto Palm Beach Central High School to allow the Village to get to facilities they own. Because it was school district property, the Village needed the easement. Now, FDOT is expanding the roadway and that part of the easement is going to be a part of the public roadway. However, FDOT will not take possession of the property with that encumbrance on the property. Staff is recommending abandoning the easement so that FDOT can complete their work. Mr. Barnes discussed the location of the easement and the Quit Claim Deed regarding the description. Councilman McGovern asked if the Village needed the easement. Mr. Barnes replied no. H. 20-3906 SECOND PUBLIC HEARING TO ADOPT THE FY 2020/2021 MILLAGE RATE AND ANNUAL BUDGET FOR WELLINGTON I. RESOLUTION NO. R2020-45 (MILLAGE RATE) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL ADOPTING THE TAX LEVY AND MILLAGE RATE FOR WELLINGTON FOR THE FISCAL YEAR COMMENCING OCTOBER 1, 2020, AND ENDING SEPTEMBER 30, 2021; AND PROVIDING AN EFFECTIVE DATE. Village of Wellington Page 5 Village Council Workshop Action Summary - Final September 21, 2020 II. RESOLUTION NO. R2020-46 (WELLINGTON BUDGET) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL ADOPTING A BUDGET FOR THE VILLAGE OF WELLINGTON FOR THE FISCAL YEAR COMMENCING OCTOBER 1, 2020, AND ENDING SEPTEMBER 30, 2021; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced the agenda item. This was the Approval of the Proposed Fiscal Year 2020/2021 Millage Rate, Operating and Capital Budget including balances brought forward. This is the second public hearing on the proposed budget and the corresponding ad valorem millage rate in accordance with the Wellington Charter and F.S. Chapter 200.065. He stated that Ms. Quickel would be a giving a PowerPoint presentation. Mayor Gerwig stated that if anyone watching has questions, they can contact Council prior to tomorrow night. Councilman Napoleone asked if there was anything new with the budget since first reading. Ms. Quickel replied no. Mayor Gerwig stated it is going to be tough for municipalities this year. 4. WORKSHOP None. 5. ATTORNEY'S COMMENTS None. 6. MANAGER COMMENTS None. 7. COUNCIL COMMENTS Mayor Gerwig inquired about the construction schedule for the Wellington High School Project. Mr. Barnes reviewed the schedule. Mayor Gerwig stated the school district has been discussing field use at the three facilities that have turf. She asked if this will impact the Village's use. Village of Wellington Page 6 Village Council Workshop Action Summary - Final September 21, 2020 Mr. Barnes stated it will not impact the Village's use and discussed field use and sports programs. He stated the process is working and everyone is working together. Mr. Juckett and Mr. Hagopian are working to accommodate practices as needed. Mayor Gerwig inquired about the email from the parent regarding travel soccer. Mr. Schofield stated he responded to the email. He spoke about Phase 2, Step 1 and county orders regarding the 50 person limitation. Mr. Barnes stated that the programs are vastly different and commented about the process for the recreation program and travel program this year compared to previous years. He stated it becomes difficult to have multiple fields for the games going on and having multiple spectators participating in the event. Mr. Barnes stated that is why the Village has those limitations. Mr. Schofield discussed the participation limits for recreational soccer and travel soccer. He stated the Village has the 50 person limit. Councilman McGovern asked if the Village is passing out census information during Feeding South Florida. Mr. Schofield replied yes and stated the Village is at 71.4% completion. Councilman McGovern stated this is the last time due to the upcoming deadline to use social media to send out information for the census. Mayor Gerwig asked if food distribution will continue until the end of October. Mr. De La Vega replied yes and stated the Village will go to 800 vouchers tomorrow and will review the process. Councilman McGovern stated food is free on school campuses and felt 800 vouchers is a good number. Mr. Barnes stated the Village may obtain an exact count on perishables and stated sometimes you have certain types of foods left over. Mayor Gerwig stated this has been a great process. She stated the people who are coming are really in need. Village of Wellington Page 7 Village Council Workshop Action Summary - Final September 21, 2020 Mayor Gerwig inquired about social distancing for tomorrow night's Council Meeting. Mr. Schofield discussed the social distancing for the meeting. Councilman McGovern stated Civics 101 will be held at 5:30 p.m. tomorrow on Zoom. 8. ADJOURN There being no further business to be discussed by Council, the meeting was adjourned at 4:44 p.m. Village of Wellington Page 8