Village Council Workshop

Village of Wellington 12300 Forest Hill Blvd Wellington, FL 33414 Action Summary - Final Monday, October 26, 2020 4:00 PM Village Hall - Council Chambers 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 October 26, 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 Napoleone, Councilman and Michael Drahos, Councilman. 2. PLEDGE OF ALLEGIANCE Mayor Gerwig led the Pledge of Allegiance. 3. REVIEW OF COUNCIL AGENDA Mr. Schofield introduced the agenda for the October 27, 2020, Regular Council Meeting for review. A. 20-4041 PROCLAMATION DECLARING NOVEMBER 10, 2020 AS WELLINGTON COMMUNITY FOUNDATION DAY IN WELLINGTON Mr. Schofield introduced the item. He mentioned that they were going to have a proclamation for the Wellington Community Foundation. B. 20-4054 MINUTES OF THE REGULAR WELLINGTON COUNCIL MEETING OF OCTOBER 13, 2020 Mr. Schofield introduced the first item on the Consent agenda. He stated that it was for the Approval of the Minutes of the Regular Wellington Council Meeting of October 13, 2020. Councilman McGovern asked about the proclamation for the Wellington Community Foundation. He said that the thought this proclamation was just added to the standard list of proclamations. Mr. Schofield stated that he believes it will be just a thank you and they put a lot of money back into the community through community service. Mayor Gerwig stated that she thought they were going to share with the Council how they were planning on managing the Red, White and Blue Jeans event as a COVID-19 friendly event. She asked if the agenda was otherwise a pretty light agenda. Mr. Schofield stated that it was. Mayor Gerwig mentioned that they usually do the event in conjunction with Veteran's Day. Village of Wellington Page 1 Village Council Workshop Action Summary - Final October 26, 2020 C. 19-3508 AUTHORIZATION TO 1) AWARD CONTRACTS FOR ANNUAL ASPHALT MILLING, RESURFACING AND SEALCOATING VILLAGE-WIDE; AND 2) UTILIZE EXISTING CONTRACTS FOR VARIOUS FY 2021 PUBLIC WORKS PROJECTS Mr. Schofield introduced the item. He said that this is the Authorization to 1) Award Contracts for Annual Asphalt Milling, Resurfacing and Sealcoating Village-wide; and 2) Utilize Existing Contracts for Various FY 2021 Public Works Projects. He said that this is actually done in three sections and they have different contractors for each one. For the asphalt milling and resurfacing, they intend to utilize Ranger Construction, All Paving, Inc. and Wynn and Sons. For the pathway resurfacing, they intend on utilizing Hard Drives of Delray, Inc., All Paving, Inc. and Florida Blacktop, Inc. They intend on utilizing All Paving, Inc. and Florida Blacktop, Inc. for sealcoating. He said that there were nine proposals received and all were sealed bids. He said that they will always go with the lower one first and staff is recommending the proposed awards. He said that this is for a section of the road that is west of Greenview Shores. It is in the equestrian portion of Paddock. Mayor Gerwig said that it had not been that long since they did the other side. She asked where they are proposing to do the sealcoating. Mr. Barnes stated that they will only be doing the sealcoating in a few instances. The first instance being in a couple of parking lots as a "stopgap" measure. He said that as a general rule, they are not fans of painting asphalt. He said it is used the majority of the time as stopgaps in between major milling overlays in parking areas. He said that the other instance that they use sealcoating is on pathways. He said that a few years back they had done an extensive seal coating project on Big Blue Trace on that pathway. Mayor Gerwig said that it is not the main focus to do sealcoating. Mr. Barnes said that was correct. Mayor Gerwig stated that she was not a fan of it and it did not extend the life of the pavement, but it does make it look at little better. Mr. Barnes said that was correct and they do not generally use in the roadways. He said that it had been used once on some graffiti on a roadway to cover that up. D. 20-3891 AUTHORIZATION TO UTILIZE A SOUTHEAST FLORIDA COOPERATIVE CONTRACT FOR THE PURCHASE AND DELIVERY OF QUICKLIME Village of Wellington Page 2 Village Council Workshop Action Summary - Final October 26, 2020 Mr. Schofield introduced the item. He said that this was the Authorization to Utilize a Southeast Florida Cooperative Contract with Lhoist North America for the Purchase and Delivery of Quicklime in the amount of approximately $350,000 annually. Quicklime is calcium hydroxide and they use it to soften the water at the water plant. He said that last year they budgeted $394,000 and this year they are budgeting $350,000 for it because they should see some reduction based on more water being treated through the membrane plant. He said that they actually spent $320,000. They are looking to reduce the numbers some and depending on the year and the quality of water, that number can vary greatly. Councilman McGovern asked if the prior year was $320,000. Mr. Schofield stated that was correct. He said that it will depend on the quality of the water with the hardness and how much they will have to put in. Councilman McGovern asked if this obligated the Village to $350,000 or was it an "up to" amount. Mr. Schofield said that it does not obligate them to that. He said that the Village pays for what they buy. E. 20-3892 AUTHORIZATION TO CONTINUE UTILIZING A PALM BEACH COUNTY CONTRACT WITH SULLIVAN ELECTRIC & PUMP, INC., FOR REPAIRS TO VARIOUS PUMPS AND MOTORS Mr. Schofield introduced the item. He said that this is the Authorization to Continue Utilizing a Palm Beach County Contract with Sullivan Electric & Pump, Inc., as a Basis for Pricing, for Pump and Motor Repairs at Sanitary Lift Stations, the Water Plant, the Water Reclamation Facility, Raw Water Supply Wells and Remote Booster Stations in an amount not to exceed $75,000. He mentioned that prior year expenditures were $60,000, so this is up a little bit. He explained that as the pumps are aging, they are trying to extend their lives by rebuilding instead of buying new ones. New pumps normally run on the low end about $20,000 and on the high end around $200,000. He commented that in rebuilding the pumps, there is a significant savings. He said that they can rebuild them for less than half of buying a new one and potentially end up with the same service life. Mayor Gerwig mentioned that it would take a little more time to rebuild them than it would be to just replace them, but it gives us an extended life. F. 20-3993 AUTHORIZATION TO AWARD CONTRACTS FOR HARDWOOD TREE PRUNING VILLAGE-WIDE Village of Wellington Page 3 Village Council Workshop Action Summary - Final October 26, 2020 Mr. Schofield introduced the item. He said that this is the Authorization to Award a Hardwood Tree Pruning Village-Wide Contract in the amount of approximately $40,000.00 annually. He commented that they received five proposals and staff is recommending that they award for the primary and secondary contractors. He said that the first one was Duffy's Total Lawn Care Service, Inc. and the secondary was Superior Landscaping & Lawn Service, Inc. Mr. Barnes stated that some of this work is done in house, but depending on the job, equipment that is needed or if there are multiple demands on things to be done, they may need to call one of these contractors to assist. Councilman Drahos asked if this would include the Washingtonians. Mr. Barnes stated that it would. He said that this is one of the areas in where the contractors would be utilized because they have a taller tree boom that goes up to 80 feet that allows them to get the upper reaches of those Washingtonians. Councilman McGovern asked if this was a three year contract with two, one-year renewals. Mr. Barnes stated he believed so. Councilman McGovern asked how much were they up to in the prior contract. He asked if it was around the same $40,000. Mr. Barnes stated that they would have to ask Mr. De La Vega, but he said that he thought they generally stayed around the same amount as what they used in the previous year. He said that unless they have a major problem and they have to have a lot more trimming and pruning due to any kind of storm, it should be generally consistent to what they did last year. Mayor Gerwig asked if they were able to trim the Washingtonians with the active power lines or do they have to re-route the power to work on them. Mr. Barnes stated that these are fronds that are not in the proximity of the FPL lines and they are able to get them trimmed without having the worry about a disruption in power. He said that he was able to get verification that their cost on the contract last year was about $40,000 as well. G. 20-4037 RESOLUTION NO. R2020-52 (DUNES PRESERVE AT PALM BEACH POLO & COUNTRY CLUB P.O.A. INC. PLAT) Village of Wellington Page 4 Village Council Workshop Action Summary - Final October 26, 2020 A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL ACCEPTING AND APPROVING PLAT OF DUNES PRESERVE AT PALM BEACH POLO & COUNTRY CLUB P.O.A. INC., BEING A REPLAT OF DUNES PLAT NO. 1 HOLES 14 AND 18, PLAT BOOK 68, PAGES 158 THROUGH 161, PUBLIC RECORDS OF PALM BEACH COUNTY, FLORIDA, LYING IN SECTION 14, TOWNSHIP 44 SOUTH, RANGE 41 EAST, VILLAGE OF WELLINGTON, PALM BEACH COUNTY, FLORIDA. Mr. Schofield introduced the item. He stated that this was the Approval of Resolution No. R2020-52, Accepting and Approving the Dunes Preserve at Palm Beach Polo & Country Club P.O.A. Inc. Plat. He explained that the property owner's association acquired that golf course and it has never been platted. This item is the plat for that property. He said it does not confer development rights, but it does separate into parcels. It is a simple plat that establishes boundaries. They got their permits to do this in 2002, but 18 years later they are just now getting the plat. Mayor Gerwig mentioned that it was previously all one land owner and then they separated it all out and a plat was required. Councilman McGovern asked for an explanation on the divisions as to what and how it is being platted. Mayor Gerwig stated that it just looked like the golf course pieces and is providing for lake easements. She asked if the lake easements were already there or are they new. Mr. Stillings stated that the only change, other than the parcels, is designating it as an "open space area" versus a golf course. The easements on the plat were all existing easements and there were no further changes. Councilman Drahos asked if Ingenuity Group does the actual surveying, what are the Village's obligations to check their work. He asked how do they know the plat is accurate. Mr. Stillings stated that in this case, DJG Survey are the Village's surveyors and they reviewed it. By State Statute, they are to have an independent surveyor review submitters surveys. Mayor Gerwig asked if this item was highly ministerial in that the work is already done and done by a professional. She asked if they are obligated to sign it. Village of Wellington Page 5 Village Council Workshop Action Summary - Final October 26, 2020 Ms. Cohen stated that if they meet all the elements in the Village code, then it would be their obligation to approve it. Councilman Drahos asked if this was okay to go on the Consent Agenda. Mr. Schofield stated that it was. Mayor Gerwig stated that initially on the Master Plan it was designated as a golf course and now it is being laid out as open space area. Mr. Stillings stated that it was part of the overall plat for Palm Beach Polo, so now it is being separated out into its' own plat. Mayor Gerwig asked if there was a difference in referring to it as the golf course versus now the open space. Mr. Stillings stated there was not a difference on the plat. Councilman McGovern asked if it was just the golf course land itself, minus Holes 15, 16 and 17. Mr. Schofield stated that was correct. He stated that the Master Plan specified this area as Open Space Recreation with a subtitle for Golf Course, which does not change the Master Plan. All this does is for the plat, it does not list it as Golf Course, it lists it as Open Space. It does not change the Master Plan and it does not entitle rights. The designation is OSR for Golf Course on the Master Plan. He said that if at some point they want to change it, they can, but under that OSR for Golf Course, which is what they are using it for today. If they want to just use it for open space, it is permissible even in that case. Mayor Gerwig stated that it just establishes property lines. Councilman McGovern asked if the applicant on this is the POA. Mr. Schofield stated that was correct. Mayor Gerwig asked if the POA had the plat produced, not the seller. Ms. Cohen stated that was correct. Mayor Gerwig stated that it was a requirement from the Village, so now they are getting the plat. Village of Wellington Page 6 Village Council Workshop Action Summary - Final October 26, 2020 Mr. Schofield stated that the County Code that this was approved under in 1973, he does not believe had the requirement to have everything platted, but their later code in 1978 did. He said that when the Village took building and planning responsibilities from the County in 2000, the requirement to come in and plat these parcels was actually put in with Blue Cypress and another subdivision. He said that this was put in the system in 2002 and it is now finally being recorded. H. 20-4042 RESOLUTION NO. R2020-55 (COVID 19 TEST SITE BUDGET AMENDMENT) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL AMENDING THE FISCAL YEAR 2020-2021 GENERAL FUND BUDGET TO FUND THE COVID-19 TEST SITE; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced the item. He said that this item is the Approval of Resolution No. R2020-55 for a Budget Amendment of $37,000 increasing the General Fund from Unassigned Reserves to fund provision of the COVID-19 Test Site. He said that up until this point, the expenditures for the COVID-19 test site have run within his ability to approve, but they are getting ready to go over that $25,000 mark. He said that they are putting everything together and put a total budget amount of $37,000 there and that will cover what they have spent and what they think they are going to spend. He stated that at this point, they think they are looking at a recommended closing date of December 17. He said that they probably do not need this full amount, but anything they do not spend will go back to Unassigned General Reserves. Premier has indicated that they are willing to go past December 17 should the tests kits become available and there would be a need, but right now they know they are only going through December 17. He reminded them that Palm Beach County is paying for the test kits and the processing. He said that what Wellington is responsible for is the costs associated with maintaining the building and some set up/take down, which is what this is covering. He said that he would like to have this in one budget line in case there is a chance that the Village can get any of this reimbursed. Mayor Gerwig stated that the County is providing the test kits and Premier is providing the workers involved. She asked who was doing the contact tracing and the other things that go along with that. Mr. Schofield stated that is also being done by the County to the extent that it is being done. He said that the only thing that the Village is providing during the day is the one person at the desk making sure that people are separated, but the Village has nothing to do with the testing at all. Village of Wellington Page 7 Village Council Workshop Action Summary - Final October 26, 2020 Councilman McGovern asked if all the contact tracing was done by the Department of Health or whoever needs to be involved in that. Mr. Barnes stated that Premier is providing the staffing for the testing and that is what the County funding is going for as well as the test kits. That is going directly through Premier and not through the Village. With Palm Beach County through its Health Department, every time there is a positive result there is a protocol that is followed by Premier as the test taker that they contact the Health Department. The Health Department handles that themselves and does the contact tracing. The Village provides the cleaning of the facility and intake staff to assist in getting people processed though and set up for the testing. Councilman McGovern asked that as they have seen this small increase in the past couple of weeks, what is the number of people that are being tested on a daily average. Mr. Barnes stated that he believed they were remaining pretty consistent whereas they did have a couple of peak days of around 100 people, but generally they have 50-70 per day. Councilman Drahos asked how they came to the December 17th cut off day. He asked if that was when they projected that the kits will run out or is that a deadline by someone else. Mr. Schofield stated that is a recommendation made by Premier based on what they know they have been approved for funding. He said that he does know that Premier has been in discussions with the County in possibly extending it, but there is no commitment beyond that. Mayor Gerwig stated that the Village's commitment is offering the location and maintaining it. Mr. Schofield stated that was correct and said that the Village does do additional cleaning when they leave because it is COVID-19. He said that in the evenings and on weekends, the Village uses that location for other activities. He said that they do know that some people that go through there are COVID-19 positive so they do a pretty thorough cleaning. Councilman McGovern stated that this ends on December 17, 2020 which is a week before Christmas and two weeks before the New Year. They will have to see where they stand at that time. Mr. Schofield stated that there are some dates the testing will be closed. Village of Wellington Page 8 Village Council Workshop Action Summary - Final October 26, 2020 For example, on November 3, 2020, that is a polling location as well. He said that there are other dates and he will be sure to get them to the Council and have them up on the website. I. 20-4052 RESOLUTION NO. R2020-56 (COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM CARES ACT FUNDING) A RESOLUTION APPROVING AND ADOPTING AN AMENDMENT TO THE FY 2020/2021 ANNUAL ACTION PLAN FOR THE COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM CARES ACT FUNDING. Mr. Schofield introduced the item. He said that this is the Approval of Resolution No. R2020-56 Approving and Adopting an Amendment to the FY 2020/2021 Community Development Block Grant Program for Additional CARES Act Funding. He said that they are authorized to receive $297,908 in CDBG CARES Act funding and they have to do a couple of things in order for them to receive that money. He said that they have to develop an action plan. He indicated that in the provided action plan, they would notice there are items in that action plan that indicate funding of $125,000 for the Rental Assistance, $30,000 to Utility Assistance, $50,000 to Business Assistance, $33,327 to Youth Programs and $59,581 in Planning and Administration. As they go through, some programs may need more or less and it is amendable, but they have to have the plan "in place" in order to receive the funding. He said that this is their recommendation to amend the budget to bring that money into it and come up with the action plan. Mayor Gerwig stated that she felt the item should be a Public Hearing. Ms. Cohen stated that this item does require a public hearing. Mr. Schofield stated that it does not require a public hearing and Council is just required to vote on it. Ms. Cohen indicated that it is stated in the paperwork that it does. Mayor Gerwig stated that they would move the item to the Public Hearing Agenda as Item C. Councilman Napoleone asked if there was criteria as to how they would proportion those grant funds into the specific programs or is that still being worked on. Mr. Schofield stated that most of them are done, but they do have criteria and some of it has been expanded to account for some of the problems that had occurred in previous grants. Village of Wellington Page 9 Village Council Workshop Action Summary - Final October 26, 2020 Councilman McGovern asked how they determined the allocations between the programs. Mr. Schofield stated that they had looked at what they had been getting and in many cases, they are the best estimates they have. They looked at what they had been getting requests for, the most prevalent has been rent and utility assistance. He said that they had not had business assistance in previous programming, but with this amount, they allocated it for businesses that may need it. This is all based off the information they have and cannot really give them a formula for exactly what they need. Councilman Napoleone asked what the Planning and Administration dollars were for. Mr. Schofield stated that it was because they do have staff that administers these and that covers the Village's cost for administering these programs. Mayor Gerwig stated that this was the portion that the Village is allowed to charge for administration. Mr. Schofield stated that was correct. Councilman McGovern asked what their "best estimates" were based on. Mr. Schofield stated it was based on the calls and requests that they have received. Mayor Gerwig asked if the notice came that the Village was receiving $297,908 from the Federal government. Mr. Schofield stated that amount arrived via a formula based on population. Mayor Gerwig asked if this is what the Village believes it is best used for and asked if there was any freedom to move money around. Mr. Schofield stated that was correct and said that if it turns out they are off in one category, then it is a simple amendment to change it. Councilman McGovern asked if it would have to come back to them to have another vote on it. Village of Wellington Page 10 Village Council Workshop Action Summary - Final October 26, 2020 Mr. Schofield stated that was correct. He said that there would not be movement of money without the Council being aware of it. Mr. Stillings stated that they can shift up to 50% to any of the line items without amending the plan. To answer Councilman McGovern's question, he said that they looked at what other programs are being offered throughout the County with some of these grant dollars and generally the maximum for any recipient to receive for either rental or business assistance is up to $5,000. He said that they then looked at what their maximum distribution might be and looked at demand and eligibility for the programs. With the utility assistance, they looked at what an average bill may be for a certain amount of time and by how many people they could help that would fall within the required criteria. Mayor Gerwig stated that FPL had a program as well. She asked if the Village had a way to find out if they have not already received benefits from some other program. Mr. Stillings stated that this was specific to Wellington and specific to lower end HUD criteria. He said that the County had $25 million in business assistance, so they are able to provide a greater amount of business assistance than Wellington would as well as providing a different level of assistance. Mayor Gerwig stated that she is sure there is more need than money, but the Village will do the best they can because that is the amount that is being given to the Village. J. 20-4043 RESOLUTION NO. R2020-51 (EQUESTRIAN VILLAGE SEASONAL PERMIT 2020/2021) A RESOLUTION OF WELLINGTON, FLORIDA’S COUNCIL, APPROVING A SEASONAL PERMIT FOR THE GLOBAL DRESSAGE COMPLEX, AKA EQUESTRIAN VILLAGE, AT 13466 SOUTH SHORE BOULEVARD FOR AN EQUESTRIAN SHOW USE FROM NOVEMBER 9, 2020 TO APRIL 30, 2021; AND PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced the item. He said that this is the Approval of Resolution No. R2020-51 for a Seasonal Permit for Global Dressage Complex, AKA Equestrian Village, at 13466 South Shore Boulevard from November 9, 2020 to April 30, 2021. He said that this is similar to permits they have done in the past. He said that he wanted to call attention to the special condition #28. He said that this condition requires them to follow CDC guidelines. He said that there were some additional items with the actual plans that were approved through the United States Equestrian Federation that have some additional limits to them. Village of Wellington Page 11 Village Council Workshop Action Summary - Final October 26, 2020 Councilman Napoleone asked if there were any specific changes from the last year's application other than the CDC. Mr. Stillings said that it was only the number of events and the CDC guidelines. Everything else stayed the same. Councilman McGovern asked about the number of events and what they changed it from and to. Mr. Stillings stated that the previous year was less 9 events. Mayor Gerwig stated it was 62 last year and this year is 71. Councilman McGovern mentioned that when they say CDC guidelines, those tend to change from time to time. He asked if those guidelines were their responsibility and were they doing a "self-policing" type of thing or what is the enforcement mechanism there. Mr. Stillings stated that to the extent that the Village has any enforcement authority, they can, but at this stage, that has been taken away from the Village. Councilman McGovern asked what was the point of having the criteria if that was the case. Mr. Stillings stated that it was much like any other business. He said that they have submitted their action plan on how they are intending on following the guidelines. Councilman McGovern stated that they are not like any other business in that their business has to come get a seasonal permit every year. Mayor Gerwig stated that those who hold seasonal events have to come get seasonal permits. She said that her understanding in this particular one, is that the United States Equestrian Federation (USEF) and Federation Equestre Internationale (FEI) are not allowing spectators and they have actually come in with higher standards than the CDC guidelines. She said that she was confused as to why they are referring it to as Spectator Events when there will be no spectators. Councilman McGovern stated that was his question and wanted to know how this was going to operate in comparison to how it operated in the past. He wanted to know if there were going to be spectators, if not, will there be amplified music. He asked if there were going to be vendor Village of Wellington Page 12 Village Council Workshop Action Summary - Final October 26, 2020 tents and food service tents and if any of those types of things will be changed. He said that previously those things were operated as buffet type events, which would certainly be out. He wanted to hear how the operation was planned. Mayor Gerwig asked if the applicant would be at the next meeting. Mr. Stillings stated that they would be. He said that it would be Mr. Sexton and/or Mr. Stone. Councilman McGovern stated that he hopes someone will be able to explain to him how this will operate in comparison to how it has operated in the past and exactly what they are approving. He said that if the Village has no oversight authority, yet they have to issue the permit, this is not controlled the way the Governor said they cannot go into any other business. He said that this permit comes from the Village and they live under the regulations that the Village gives them. If they did not want to get this permit, they could make the road improvements and they would not have been discussing this permit at all. He said that they have been discussing this permit for the past nine years and are discussing it now in the scope of a pandemic. He said that it is not okay for him to approve all the conditions that had previously existed before when they are not nearly where they previously existed before. Ms. Cohen stated that if there was a violation of one of the conditions that is part of the permit, then the Village certainly has the ability to enforce that. Councilman McGovern stated that he wanted someone to look at the conditions and wants to know how these conditions specifically apply to this season that is being extended and operated in the middle of a pandemic that has not concluded. Mayor Gerwig stated that they have that night and the next day to go through the documents also. She said that the document is called the "Re-Opening Guide." She said that it probably has much of the information that they are asking about. Councilman McGovern asked if what was in the Guide was a condition of the permit. Councilman Drahos stated that he had no doubts that the applicant has thoroughly considered all of this and had implemented numerous safety measures. He said that he thinks the concern is did Village staff go in and update the permit to be consistent with what the applicant is Village of Wellington Page 13 Village Council Workshop Action Summary - Final October 26, 2020 probably already preparing for. He said that he is hoping they get a pretty thorough presentation at the next meeting. Councilman McGovern commented that if they want to operate the food service tents in a buffet style as has previously been done, he is not going to approve that. Mayor Gerwig mentioned that as they go through the Guide, they will see that it states that self service operations are prohibited, which is on page 8 and on page 458 of the Village's document, it states that customers are prohibited from self dispensing any unpackaged food or beverage. Ms. Cohen stated that they should review it and make sure that there are no inconsistencies with what is in their plan. Councilman McGovern stated that he wants to be able to tell residents that the applicant's plan is not just what they intend to do, but things that they are required to do. Mayor Gerwig stated that she has had conversations with some that have participated in the summer shows that took place at the other site and it was mentioned that they have been very impressed with every measure that has been taken. She said that the last thing that the horse show operator wants, or anyone wants, is to have COVID-19 spread to the residents and within for those that do the international travel. She said that she is sure they will get more information at the next meeting, but they have had to get special dispensation to get Olympic athletes here for the purpose of these finals since the Olympics was actually delayed a year. So, now they are back to having Olympic trials again. She said that she agrees with Councilman Drahos in that they need to go with the CDC guidelines because the guidelines really could change. She said that this is an unusual circumstance that has changed almost daily since they have been through it. Councilman McGovern pointed out that in the Conditions section, Condition #19 said "food and alcohol may be served on the site provided all necessary permits and inspections are obtained." Mayor Gerwig stated that was the previous condition. Mr. Schofield said that a condition could be fairly easily added to the list that could say something similar to "all operations shall be consistent with the Palm Beach International Equestrian Center (PBIEC) Reopening Guide dated August 31, 2020. Amendments to that plan shall be approved by the Village of Wellington prior to implementation." This Village of Wellington Page 14 Village Council Workshop Action Summary - Final October 26, 2020 would allow them to change it, but not without prior approval. Councilman Napoleone stated he agreed that the Reopening Plan needs to be incorporated into the conditions of the permit. This way it would be required, not aspirational. Ms. Cohen suggested adding language such that the "stricter requirement between the plan and the CDC" would be enforced. Mayor Gerwig asked if any major changes should occur, could they come back and look at it during the season. Mr. Schofield stated that once they issue the permit, it can be amended at either the applicant's request or at the request of Council. It can be revisited during the season. Councilman McGovern stated that they would have to take some affirmative step in order to do that. Mr. Schofield stated that was correct. Mayor Gerwig stated that she had great concern about the lack of the community being involved in these events. She said that this is a big part of the community and many do enjoy going. She said that unless they are a part of the show, you cannot go see the event. Mr. Stillings mentioned that Condition #28 is probably where they would want to make that adjustment. He said that they could add the date of that plan and he suggested adding in some flexibility or a range of when they can administratively allow any revisions to the plan in consideration of the time it takes to get it in front of Council. The season could be over as it takes a few weeks and it might negatively impact their operation. Councilman McGovern stated that he would be open to that if it was identified clearly. He said that as of now, he is not clear if they plan to operate this fall's season under what was this summer plan that they have these additional events. Mr. Schofield stated that as they go through this, some discussions could include that certain minor changes could be done at a staff level. He said that there would be no changes that would come out of USEF or FEI that they are not going to know about and they could be asked to submit the change to us at the same time. He said that these processes all take time. Village of Wellington Page 15 Village Council Workshop Action Summary - Final October 26, 2020 Councilman McGovern mentioned that everyone loves these events, but asked how this program is going to occur. He said what the residents should expect in that regard is,that they will operate under the special permit review process, within the Council's purview. He said how parking will be handled, people riding in golf carts and are people going to be required to wear masks are all issues that need to be addressed. He mentioned that if the information is provided in the document that they have, then that is fine, but he wants to know what the requirement is. K. 20-4053 ORDINANCE NO. 2020-15 (AMENDING CHAPTER 2, ARTICLE IV (CODE ENFORCEMENT), SECTION 2-203 (SPECIAL MAGISTRATE) OF WELLINGTON’S CODE OF ORDINANCES TO CORRECT A SCRIVENER’S ERROR) AN ORDINANCE OF WELLINGTON, FLORIDA’S COUNCIL, AMENDING CHAPTER 2, ARTICLE IV (CODE ENFORCEMENT), SECTION 2-203 (SPECIAL MAGISTRATE) OF WELLINGTON’S CODE OF ORDINANCES TO CORRECT A SCRIVENER’S ERROR IN THE DATES OF THE INITIAL STAGGERED TERMS TO BE SERVED BY THE REAPPOINTED SPECIAL MAGISTRATES; PROVIDING FOR CONFLICT; PROVIDING FOR CODIFICATION; PROVIDING FOR SEVERABILITY; PROVIDING AN EFFECTIVE DATE. Mr. Schofield introduced the item. He said that this is the Approval of Ordinance No. 2020-15 to Correct a Scrivener's Error in the dates of the initial staggered terms of Special Magistrates. He said that this is the second reading for adoption. Ms. Cohen stated that there had been no changes from the first reading and this is just to clean up a scrivener's error. Mayor Gerwig stated that there had been no public input since the last meeting and asked if Ms. Cohen had received anything else. Ms. Cohen stated that she had not. 4. WORKSHOP None. 5. ATTORNEY'S COMMENTS Ms. Cohen stated that she put an envelope on Council's desks regarding an email that she had received from Ms. Laura Manning-Hudson. 6. MANAGER COMMENTS Village of Wellington Page 16 Village Council Workshop Action Summary - Final October 26, 2020 Mr. Schofield stated that he was going to be taking some time off from Wednesday through Friday and potentially the next Monday. 7. COUNCIL COMMENTS Councilman Drahos asked if someone could discuss the Halloween event. He wanted to know what went wrong, what the Village is going to do to fix it and why it was not identified until midway through the event. Mr. Barnes stated that he believed generally what happened was that they were overwhelmed with demand for the event and he said that he was not sure there was anything they could do to fix it, except not have the event. He said that any facility they have is not set up to handle that kind of event with that kind of demand. He said that the only places that have done that successfully locally have been large regional parks either in Broward or Palm Beach County. They have extensive roadway systems that are not single spine roads, like we have. He said that the Village had the best intentions, but in this case, were not able to execute it because of the demand. Mr. Barnes said that when they are queuing off a site, they lose any ability they had to actually be able to restrict access, limit access to residents only or ticketed individuals only. He said that generally you would do that at the entrance, but in this case, if they were doing that all the way down to 120th or IPC, you end up technically queuing on thoroughfare. He said then you have to figure some spot to do that checkpoint, in either case, you do it too far back or too far down. In any case, it is too late to redirect someone who is unable to attend. Councilman Drahos asked how they normally gauge demand in advance to know how to prepare for an event and what was it about this one that led them to miss the mark. Mayor Gerwig asked how many people normally attend the Fall Festival. She said that this was sort of the Village's attempt to provide something in lieu of the Fall Festival. Mr. Barnes stated that was correct and that a lot depends on weather and the cost. Mayor Gerwig asked if there was a fee for the festival. Mr. Barnes stated that there was a fee for some parts of it, but you could also attend the fest and pay nothing. He said that if you choose not to eat, not to enjoy the bounce houses or the Halloween haunted hallways, play free bingo, take part in the costume contest and visit with the vendors then you could absolutely go for free. Gauging interest plays on Village of Wellington Page 17 Village Council Workshop Action Summary - Final October 26, 2020 history, experience, demand, weather and cost. With this event, the Village had no experience because it was the first time they attempted it. He said that with the Brew Fest, he knows exactly how many people are showing up because they are paying for a ticket. Everything else that is free, you just do not know and it depends on history and weather. If they have great weather, they will get a large turnout. If the weather isn't the best, then you will get the "die-hards" showing up and the remainder of the time you are sitting in the rain until/if it clears up. For the past few years on 4th of July, it has rained, then cleared up and people show up and then they have the fireworks. He said that the number of people can range from 4,000-5,000 people to where they are having to move additional parking elsewhere and shuttle people in, not including this year. Councilman McGovern asked if this had been a ticketed event, and there was no other entrance except for the one on 120th, and no turning to go southbound from Pierson to 120th, could tickets not have been taken at the corner of 120th and Lake Worth or would that have been too close to the event. Mr. Barnes stated that he had been given reports that they had cars lined up to Panther Run. Councilman McGovern asked if there were signs saying "Tickets to be collected at Lake Worth Road and 120th", does he think a person would be waiting in that line if they did not have one. Mr. Barnes said replied in the affirmative. Councilman McGovern stated that may be true, but he did not think it would be nearly as many as there were that evening or that they had heard from saying that their child's weekend was ruined because they waited hours in line and were turned away. Mr. Barnes stated that they had PBSO working the entire outer reaches and had Village staff working the more immediate confines of the actual site and the immediate facility adjacent the site and that was not including the 40 plus people they had working the actual event. He said that they could have at some point, to err on being overly cautious, start turning people away earlier. He gave an example of possibly the 4th of July event or Fall Festival and said that normally they have staff stationed at every parking location and have a real time count of available parking on site. He said that similarly they have a real time count on buses at the mall. He said that these counts are throughout the entire event and they keep in contact with the Incident Commander. He said that at any time Village of Wellington Page 18 Village Council Workshop Action Summary - Final October 26, 2020 they can contact each other and say, do not have people go to this particular lot as they are full, send them to this other lot. He said that in this situation, had they called that sooner and turned them away sooner, they may have had as many if not more posts on Facebook complaining. He said that maybe they would not have waited in line as long, but they still would have waited. They would have had more disappointed people. Mayor Gerwig asked if they kept it open longer than was originally scheduled. Mr. Barnes stated that they kept it open as long as they could once the decision was made at 8:00 p.m. Mr. Schofield said that it was scheduled to close at 10:00 p.m. and they actually stayed until 10:30 p.m. He said that he wanted to answer Councilman Drahos's question about how they got caught so unprepared on the number. He said that there are a lot of reasons why that happened and they cannot give a good excuse and they can learn from this. He said that what they do know is that on a case like this, there were about 4,500 who expressed interested in the event and in a typical case, usually about 40% maximum of those show up. He said that what they were prepared for was something around 2,000 total people. What they got through that park was 4,700 and by PBSO's count it was higher. He said that there were some things that they should have done better. He said that they only did one social media post. He said that was in large part due to the fact that during the course of that event, there was the blocking of people coming in and they had several people selling tickets to a non-ticketed event. There were a whole number of things. He said that they do have another event coming up like this. Mr. Barnes recommended that they do not do another one of these events. He said that he likes to manage expectations and the managing expectations here is that they just do not have the accommodations to operate an event like this at any of our facilities. Councilman Drahos said that this leads to a discussion that he felt they should have at some point, whether or not if Wellington feels they need to be the sole means of entertainment for the County, the discussion of if they have a responsibility to the Wellington residents to say "residents first" then. He said that he has no problem with saying that if they are going to put forth the effort and the cost to put on these programs, then the Wellington residents should come first, whether that is ticketed or not. He said that he feels they are at that point to do that. Councilman McGovern stated he agreed with that, but he understands Village of Wellington Page 19 Village Council Workshop Action Summary - Final October 26, 2020 from Mr. Barnes that the Village has no way of doing that. Mr. Schofield stated that there are some ways that they could have. He said that he could think of several things that they could have done now. He said that one thing that they were not prepared for was 75,000 Facebook hits and that brings on a whole other wrath of problems. If they had limited this to just advertising on Channel 18 and putting out A-frames, it would have been predominately Wellington residents and their friends. They would not have had people coming up from Dade County. He said that if they are down to the only people doing these events, he does not know how they would properly gauge the impact that it might be. He said that at the Fairgrounds, one of the ways they dealt with it was by charging $25 a ticket and maybe the Village is at that point where they need to do the same. Mayor Gerwig mentioned that the Village charges for the Haunted Hallways, so having a ticket to purchase is not a horrible idea. She said that it may dissuade people who were not interested in putting anything out for it. She said that she does not want the Village to stop doing the events. She said that she had one person that reached out to her and asked if the event was being offered on Sunday as well. She thought that was something that people were willing to try again another night. She suggested offering the event on two nights instead of just one and possibly selling tickets. She said that she wanted to watch how the Fairgrounds are doing on their event as this is more of a regional place than the Village Park. She said that they are charging $25 a car and not really providing not much more than what the Village was. Councilman Napoleone stated that they have far better access. He said that if you go to the 4th of July at Village Park with 1,500 spaces, it is taking you an hour to get out of there. He said that at this event, they had to maneuver 4,700 cars through there. Councilman McGovern said that he wanted to give staff tremendous credit for having the foresight to take on this event when no one else did. He said that he is not saying do not try and is certainly not saying to throw up their hands and give up. He said that it was an unacceptable outcome to him. He said that when they miss, in real time, they need to tell people that they are really sorry that your child did not get to come to this event because we did "too well" and got overwhelmed by the interest. He stated that the Village should declare a success and offer an apology at the same time. Councilman Drahos said that he does not want staff to wonder why he is bringing this up as an issue. He said that he is trying to protect the Village of Wellington Page 20 Village Council Workshop Action Summary - Final October 26, 2020 brand. Residents have a level of confidence that when Wellington puts on an event, it is going to be at the highest level. He said that he does not want the new standard to be to shoot for a homerun and be happy with a single. He said that it will not be his standard as long as he is on the Council. He said that his frustration came more from the response he got when he started questioning about this. He said that if we are not able to put on a top quality event, then we need to take a step back and review and try to figure out why it is the case. He said that from his perspective, the Village is on notice now that there are issues with traffic in that particular area. They have had too many notable problems now. This one being on the Village and the other being on the LaCrosse event. He agreed with Councilman Napoleone in saying that there are many residents who are frustrated with how the Village moves them around for the fireworks and they think we are not going above and beyond to try and correct that problem. He said that now that he is on notice, he is going to start asking questions as to why have they not figured out a new way to move around that area. He said that adding more officers seemed to work for the LaCrosse event, but it did not seem to work here. He asked why if there were more officers for this event than they had at LaCrosse and they were able to figure it out, why did we not implement whatever it was that they did. Mr. Barnes stated that it was a totally different event. Mr. Schofield stated that he would be happy to go through those things with him. He said that they were very different events and they were handled very differently. He said that LaCrosse was a problem Friday night. When they went out Saturday morning and took a look at it, they looked at how they were operating, they were moving people around and they were working with no more than 800-900 cars. They were also coming in and not exiting and they did not have to take them from one place to another. With this specific event, there were limited numbers of ways in and out. He said that if they missed with the event, which he does not believe they completely missed, they did not hit a home run. Councilman McGovern stated that for those that got through the event, the kids loved it. Mr. Schofield stated that the things that happened here was that staff did not know, and we will know this next time. They should have parked in a circular pattern so it was easy to leave. They should have had restroom, although they were not wanting people to get out of their cars. Mayor Gerwig stated that the concept was no restrooms, drive through and leave and COVID-friendly. Village of Wellington Page 21 Village Council Workshop Action Summary - Final October 26, 2020 Councilman McGovern stated that was not completely true as they had vendors there that they could walk up to and buy food. Mr. Schofield stated that one of the things they did not consider was that they had actors in the scenes and cars wanted to stop and look at it. He said that they have looked at several things for when they do this in the future and they have to do better. The queuing is one of those things that they have to do better. They have to have better control, the cars need to keep moving, the actors cannot be stopped. He said that they had planned for 3 miles per hour and then cars were stopping and then there was a second part for the 13+ year olds. If you had kids that were 13+, you took off towards the football fields and they had to stop traffic to let those in. Those are all things that they know they need to do better. Councilman Drahos stated that it sounded like we put on an event that relies on a free flow of traffic in an area that has been incapable of doing that. Mr. Barnes stated that goes back to his original statement that he really does not believe that we can have any kind of event that is a drive through event. He said that we had our hands full when staff did the Backpack Drive-through event because of COVID. He said that event was less than 1,000 cars. He said that you are tying up that entrance on 120th of Village Park almost to Pierson Road continuously to where you cannot have any other activity in the park. Councilman McGovern suggested that this could have been done in a better area such as the mall parking lot where they could loop around, there were multiple access and exit points. Mr. Barnes stated that was a better location. He said that at this location, once you are in the queue, you are stuck. If an emergency vehicle had to come through, you were stuck. Mayor Gerwig stated that there were also residents that just had a traffic hazard when they were just going shopping or trying to get home. Mr. Barnes stated that happened. He said that there was a car that went through the whole venue as they were on their way home. They were not planning on going through the whole venue. He said that he does not feel that Wellington can accommodate this large of an event, unless you are going to limit the visitors. For example, they do the event from 6:00 p.m. to 10:00 p.m. and only allow 400 cars. He said that at some point there is going to be a cost. He said that if you book Eventbrite as a free event, Village of Wellington Page 22 Village Council Workshop Action Summary - Final October 26, 2020 but have to register, 50/50 that people will arrive. They found that out with the movie night. They made room for 100 cars and maybe 40 showed up. There has to be a reason that someone does not want to miss out on the event, such as a monetary value. Councilman Napoleone said that you have to ticket them and stop selling the tickets once you have reached the maximum amount of cars you want to allow. Mr. Barnes stated that you have to be overly conservative the day of, because queuing is still the biggest problem and you will never solve that problem. He said that they have found that there is no other way that they can do 4th of July or Fall Fest, that they do circulation-wise, unless the Village decides to buy more property, which does not exist, and book more property for parking. There is one road in and out. Councilman Drahos stated that he was told that there is one way in and one way out for July 4th, and you cannot use the second exit because it had to stay open for the Fire Marshall. Mr. Barnes stated that they were planning on changing that a little bit this year, but it will not solve a lot. He said that as far as circulation, there is only one spine going through the park. Any magnitude drive through facility is going to be untenable just because you cannot accommodate that kind of demand. Unless, for example, you plan on 50 cars an hour, tell them to show up no earlier than "x" time and no later than "x" time to get in. It will be far more labor intensive, which will be a cost issue, and that is fine. Mayor Gerwig stated that if they are charging, it will cover that. Councilman Napoleone stated that they have all waited to go to the egg hunt when they are on Polo. There is always a long line and you could miss the whole event. It is just a site with a lot of logistical problems and there are not many good solutions. Mr. Schofield stated that they did learn a lot. In most other events, they have been able to build and experience base and build slowly in to it. With this event, if you take the number of cars that went through there and average the number of people in the cars, there were about 4,700 cars with four people a car. He said that it was about 16,000 people and that was one of the best attended events. He said that they were not prepared for the magnitude that they got. He said that there were some responses that they should have gotten better and if they go into this in the future, they have learned a lot of lessons. One of the things that was Village of Wellington Page 23 Village Council Workshop Action Summary - Final October 26, 2020 happening was that traffic was all the way back onto Lake Worth Road. They could not leave that closed, so Sgt. DeJoy made a decision to use two lanes to come in and get the traffic off of Lake Worth Road. Then, he started turning the way down. This happened around 8:00 p.m. and they did not let anymore cars in after that and there were still twice more than they thought were coming. Mr. Schofield said it just was not a good estimate on their part. He said that they are looking at how they could have done things better. There are some things that they came away with from this. This was learning that they will change the way that they communicate. There were communications people there, but they were concentrating on other items. He said that they thought that the animated displays was a good way to go and did not anticipate people slowing down and stopping to watch. Mr. De La Vega stated that once people have waited an hour or two, they are taking their time through. He mentioned that the event started at 6:00 p.m. and from that time until 7:45 p.m., they had already had 6,000 cars. They stopped taking cars at 7:45 p.m. and put the notice out that they could not take anymore cars. Mr. Barnes commented that there were over a 100 cars in line before 6:00 p.m. Mayor Gerwig suggested touching base with the fairgrounds and see what they are doing. Mr. Barnes explained that Spookyville is where they come in and get a goody bag, then have the option of doing the "fair eats" or exit. Councilman McGovern asked if that was all drive through. Mr. Barnes stated that it was all drive through because of COVID-19. He said that they are located off of Southern Boulevard and that site is set up so that the drivers can snake through and there are multiple access points. Councilman Napoleone commented that even with the multiple access points, there is still back up of traffic. Mayor Gerwig stated that with any great event there will be traffic. She said that she applauds the Village for trying to do something that no one else is really doing. She said that she agrees that we should learn from it and do it better next time. She said that she feels bad for those that were not able to participate, but she thinks that going forward, it should be done for two days. She suggested charging for tickets and have time Village of Wellington Page 24 Village Council Workshop Action Summary - Final October 26, 2020 slots. Mayor Gerwig said that she knows it will be more work, but then they could cover some of their costs. She said that the coverage in the Palm Beach Post was awesome, but she thinks it may have hurt us. She suggested not doing the press releases ahead of time and showing them what to expect, just mention that Wellington will try. She said that she is proud of the attempt and knows that the Village can do better. Councilman McGovern stated that it was not that they attempted the event and the event was not great. The event portion, people were very pleased with. He said it was purely the logistical crowd control, limiting to residents and making sure the Wellington residents are getting access to their event. He said that we just have to find a way to work the "pre-entry" portion of the event. Mr. Barnes stated that our on base percentage is still pretty good. Councilman McGovern stated that was correct, but it would have been better had they apologized that night to the people that did not make it into the event. Mr. Barnes stated that they certainly could have done more, such as putting out more information. Mayor Gerwig stated that there are not a lot of things going on with theaters not being open and people cannot go to the movies. There are things that people are wanting to do and things are still not to that point of being open. It is not that they are not allowed to be open, it is that there are no movies being produced. It is not a matter of the Governor waving a wand to grant all things to be open, the theaters are not going to open if they cannot sell enough tickets to cover their expenses. She said that we are definitely in a unique circumstance and this pandemic has been a daily learning experience. Mr. De La Vega stated that he received information on Spookyville. He said that lines have been outrageous, traffic lined up on Southern Boulevard and over two hour waits. He said that they do charge $25. Mr. Schofield stated that they are not going to go down the path of not being creative with events, but they will go down the path of learning from their mistakes. He said that possibly if they had just limited advertising to just Channel 18 and their A-frame signs, then they would have had much better control over who came in and only Wellington residents would have seen those. He said that they are looking at the ticket option and the multi-night option. He said that the multiple nights was a little harder because of the 40 plus actors having to get into costumes. He said that Village of Wellington Page 25 Village Council Workshop Action Summary - Final October 26, 2020 they will look at several options because giving up is not one of those options that staff will ever take. He said that he is not looking at this as a failure. He said that it was a success for those that got in, but there were many who did not get in and they have to do a better job on that. Mayor Gerwig stated that the Village wants to come together as a community and have these events. She said that the pent-up desire to get out and come together is part of the problem. People are being creative with things like car parades for birthdays and such. She said that it feels odd, but it is better than nothing. She said it is the same with the Village as we are making an attempt at community spirit and she applauds that. She said that she heard and saw pictures that it was amazing. She mentioned that someone asked if we did a video of the event so others could experience it and asked if we happened to do that. Mr. Barnes stated that there is different coverage of the entire event, but not a specific video of going through the event. Mayor Gerwig asked if they could put something together and put it up so that others could see what did occur at the event. Councilman McGovern stated that was the type of thing that would have been perfect to display with an apology of "Due to limited capacity, and we are sorry, this is what the even looked like." Mayor Gerwig suggested putting those video clips together and running it on Channel 18 with an apology. She said that we will learn and do better. Mr. Barnes stated that we always do. Mayor Gerwig said that we will get through this pandemic, once there is a vaccine and they will not have to have events like this and be able to have them like they want to in person and have that community feeling that Wellington is known for. She said that she thinks that is why people came from places like Westin and Vero Beach because our reputation is that good. She said that we do have a very good reputation and we do need to maintain it. She said that under these circumstances, the only thing they could have done better is got the message out better that night. Mr. Barnes mentioned that they should have gotten an email from Ms. Aldrich about the activities for that Friday evening. He said that at the opening game at Wellington High School, there will be a ribbon cutting and debut of the stadium field at the high school. The game starts at 6:00 p.m. and Senior Night, being the most popular night of the season, will start around 5:00 p.m. or 5:30 p.m. Due to COVID protocols, people Village of Wellington Page 26 Village Council Workshop Action Summary - Final October 26, 2020 will not be allowed to get in before 5:00 p.m. He said that for those who plan on participating in the opening coin toss, that is still available to participate in, just to remember that game time is 6:00 p.m. In order to prevent Senior Night and the start of the game from being delayed, they will have the ribbon cutting at half time. He said that if they only wish to do the ribbon cutting and not the coin toss, then that should probably occur around 7:15 p.m. He said that this is the Royal Palm Beach vs Wellington game. He said that if they skipped the coin toss, to plan on arriving at least by 6:45 p.m. to make the half time ribbon cutting. He mentioned that they would be sending out a reminder the next day with parking information included. He gave the Council information on where they would be sitting until the ribbon cutting. Mayor Gerwig asked if there would be any other games going on that field. Mr. Barnes stated that there would not be that night, but there would be over the weekend. He said it was one game on Friday and possibly three games on Saturday. Councilman McGovern explained that there are only three sites in Palm Beach County where high school football is being played and Wellington is one of them. Mr. Barnes informed the Council that the three sites were Wellington High School, Boca Raton High School and Jupiter High School. He said that all three have synthetic fields and will be hosting all the games. He said that is basically four games a week. Councilman McGovern mentioned that they are excited to host their portion of the County's games. Councilman Drahos stated that he could not be more excited about the field. Mr. Barnes stated that it will be a different feel when they come into the complex and he would be happy to take any of them on a tour in advance of that day. Mayor Gerwig stated that Feeding South Florida was the following morning and she would be there. She said that they are continuing that at least until the end of November at this point. She mentioned that she had asked for the numbers on how much it is costing the Village. Mr. Barnes stated that he thought they had those numbers roughly Village of Wellington Page 27 Village Council Workshop Action Summary - Final October 26, 2020 prepared and he said that on an average they are spending a little bit over $7,000 per event. He said that was including the equipment, the expenses for that equipment and staff's rates. Mayor Gerwig gave thanks and said that she knew it was hard to do anything with the circumstances that we are dealing with. She said that she was proud of the Village for the attempt and knows they will do better at the next one by learning from Spookyville and this past event. She said that she was not sure what the Village is going to do for the holidays. Mr. Barnes said that they are not sure. He said that for the Halloween event, staff did wonderful job and the determination to not sending anything out more was on him. He stated that for the holiday event, there are a few components that they are trying to get a handle on. One of those is the actual display. He said that they have a few years of Haunted Hallways that they know how to scare people, but the holiday event is a little new to them because they are looking at totally new exhibits. He said that there is the other component of really being a holiday experience. Mr. Barnes said that they need to decide whether it will be exhibits, props and people or are they looking at something along the lines of what is at CB Smith Park where it is like a holiday lighting experience. Mayor Gerwig stated that Paddock Park does that same thing with the lighting experience and traffic backs up through those neighborhoods. Mr. Barnes stated that there are a few options, but they are just not sure which way they are going to go. Mayor Gerwig suggested using the Promenade as a way of social distancing outside and mentioned that they have had the boat parade in the past. She said that with any of those, they cannot have the whole community come out, so they will have to have a virtual experience on a lot of this. She mentioned that they are not having trouble with the Twilight Green Market. She asked if that has been well attended. Mr. Barnes stated that it had been well attended. He said that right now there has been a "sweet spot" with the amount of people and they are able to social distance. Councilman McGovern stated that it was because it was a "come in, go out" type of thing and not everyone gets there at the same time. Mr. Barnes stated that at some point, word will get out on that too. He said that the Green Market experience is not unlike other green markets Village of Wellington Page 28 Village Council Workshop Action Summary - Final October 26, 2020 in the area. He said that with this past event, we had no competition. 8. ADJOURN There being no further business to be discussed by Council, the meeting was adjourned at 5:28 p.m. Village of Wellington Page 29