2011.07.26_TC_Minutes_WorkshopTOWN OF HIGHLAND BEACH
MINUTES OF TOWN COMMISSION MEETING
WORKSHOP MEETING
Tuesday, July 26, 2011 1.30 PM
Mayor Bernard Featherman called the Workshop Meeting to order in Commission Chambers at 1:30
PM.
CALL TO ORDER:
Roll Call: Members present: Mayor Bernard Featherman; Vice Mayor Miriam S. Zwick;
Commissioner Doris M. Trinley; Commissioner John J. Pagliaro; and Commissioner Dennis J.
Sheridan. Also present: Town Attorney Tom Sliney; Town Manager Kathleen D. Weiser; Town
Clerk Beverly Brown; Acting Finance Director Cale Curtis; Assistant to the Town Manager Zoie
Burgess; and members of the public.
Pledge of Allegiance: The Pledge of Allegiance was given, followed by a minute of silence in honor
of members of the military, both living and deceased.
Civility Pledge: The Civility Pledge was recited by the Town Clerk.
1. ADDITIONS, DELETIONS OR ACCEPTANCE OF AGENDA
Mayor Featherman asked for any additions or deletions. Town Manager Weiser stated Thomas
DeLacy from Independent Inspections, Ltd., would like to say a few words to the Commission, and I
request that he be added under "Presentations."
2. PUBLIC COMMENTS AND REQUESTS
Joe Yucht — Boca Highlands
One of our residents of Dalton Place is very sick in New York — Allen Strumwasser. He has been a
gift to our condo and to the Friends of the Library. During his time of need, please keep him in your
prayers.
Harold Hagelmann —Boca Highlands
A number of people at Boca Highlands have spoken to me regarding the finances of the county.
Please keep our taxes down. It is becoming more difficult to pay our bills. When it comes to special
projects that are not broken, please put them off to better times.
Town Commission Workshop Minutes
July 26, 2011 Page 2 of 7
3. PRESENTATIONS
Thomas DeLacv - Independent Inspections, Inc.
Stated he wanted to introduce himself to the Mayor and the Commission. He is president of
Independent Inspections, the company that provides the Town with a Building Official plus plans
review and code enforcement services. Wanted the Commission to know that he was available to
answer any questions at any time.
Town Manager Weiser — Distributed a survey that the Building Dept. Staff had put together
regarding building fees in the area, and the staff will be returning with a recommendation.
4. BOARDS AND COMMITTEES
A) Board Correspondence:
• None
B) Board Action Report:
• None
C) Board Vacancies:
• Beaches & Shores Advisory Board — One Full Term
Interview: Jim Jiovanazzo — 3700 S. Ocean Blvd.
Mr. Jiovanazzo stated he has been a full time resident of Highland Beach since 2000, and is
a retired teacher from Dayton, Ohio. Since moving here, he has tried to get involved with
the community. Presently volunteers at the Florence Fuller Child Development Center; at
PEACE; and with the Supervisor of Elections. Likes to keep abreast of what is going on in
the community by attending Commission and Board meetings.
Consensus was to include the appointment on the August 2, 2011 Consent Agenda.
• Board of Adjustment and Appeals — One unexpired one-year term
• Code Enforcement Board — Two Appointments
• Financial Advisory Board — Three Appointments
Interview: Ronald B. Brooks — 4511 S. Ocean Blvd.
Mr. Brooks stated he has been a resident of Ambassador's South for fifteen years. He is
retire military (Major) and was the Intercontinental Cruise Commander and Chief of
Contracts for the State of Florida. He is interested in serving on the Financial Advisory
Board as his background involved budgets and purchasing.
Consensus was to include the appointment on the August 2, 2011 Consent Agenda.
D) Monthly Board Meetings
• Code Enforcement Board — August 4ffi — Hearing — 2 PM
• Beaches & Shores Advisory Board — August 9a' - Cancelled
• Bd. of Adjustment & Appeals — August 16t' — Regular — 9:30 AM
• Planning Board — August 17th — Regular — 9:30 AM
Town Commission Workshop Minutes
July 26, 2011 Pa e 3 of 7
5. PROPOSED ORDINANCES AND RESOLUTIONS
None
6. NEW BUSINESS
A) Authorizing the Mayor to sign Amendment 2 of the State Revolving Fund Loan
Agreement.
Acting Finance Director Curtis - Back in August of 2009, the Town secured a low -interest loan
with the Florida Department of Environmental Protection (DEP) to finance the construction
associated with the replacement of the water main transmission line adjacent to State Route AIA.
The total amount of the loan was $3,000,000 plus an estimated $44,000 of capitalized interest.
Construction of the project wrapped up toward the end of 2010 and the final disbursements from
the loan came shortly thereafter. The Town met with a representative from DEP back in May
2011 to finalize the project funding through a closeout audit. Amendment 2 to the loan agreement
finalizes the repayment schedule based on actual figures, whereas the original loan document
worked off of estimates. The Town received $2,992,563.00 from Loan DW500200. Accrued
capitalized interest totaled $23,775.90. Therefore, the total principal amount of the loan was
$3,016,338.90. In March 2011, the Town made its first payment of principal and interest on the
loan in the amount of $99,932.00, of which $59,017.89 went toward principal. Therefore, the total
unpaid principal balance is $2,957,321.01. Interest is calculated at 2.82% per annum. The Town's
semi-annual loan payment in the amount $98,583.10 is due September 15, 2011. It is my
recommendation to sign Amendment 2.
No questions from the Commission.
Consensus was to include on the August 2, 2011 Consent Agenda.
B) Site Plan Approval for Application #27719 —1001 Bel Air Drive.
(Actual Plans available in Town Clerk's Office)
Town Manager Weiser - At the regular meeting of the Planning Board on July 13th, the Board
reviewed a site plan for major modification to construct a new first floor addition (473 sq. ft.),
second floor addition (12 sq. ft.), and loft addition (30 sq. ft.), increasing conditioned/habitable
space of structure by approximately 515 square feet at the property located at 1001 Bel Air
Drive. The Board found the site plan to comply with the Town of Highland Beach Code of
Ordinances. According to the Town of Highland Beach Code of Ordinances Chapter 30, Section
30-31, Table 30-1 Development Application Review, the Planning Board is responsible to
perform an advisory review for multifamily site plan review, and transmit that recommendation
to the Town Commission, who is the final decision -making authority. It is the recommendation
of the Planning Board that the Town Commission approve the site plan for 1001 Bel Air Drive
Town Commission Workshop Minutes
July 26, 2011 Page 4 of 7
Comm. Sheridan — Have the impact fees been paid? Town Attorney Sliney — The impact fees
have to be paid before a certificate of occupancy is issued. The reason this application is before
you is because this is a multi -family district.
Consensus was to include on the August 2, 2011 Consent Agenda
C) Authorization to proceed with Allen Norton & Blue as Labor Attorney of Record.
Manager Weiser — A couple of meetings ago, I requested that the Commission terminate a
professional services agreement with the Town's labor attorney, now I am requesting that they
approve authorization of a new agreement with Allen Norton & Blue as the Labor Attorney of
record for the Town of Highland Beach. This is an extremely respected firm in the labor relations
market with a good reputation.
Town Attorney Sliney — I agree with the Town Manager, this is a very respected firm with a good
reputation.
Comm. Pa liaro — In terms of basic fess, are they competitive? Manager Weiser — They are in the
neighborhood of other labor firms.
Consensus was to include on the August 2, 2011 Consent Agenda
D) Review and Authorization of Revisions to the Town's Purchasing Policy
Acting Finance Director Curtis - Town Staff spends a considerable amount of time performing
due diligence on purchasing the products and services their departments need to operate. Their
due diligence is guided by the Town's Purchasing Policy and Procedures. The Purchasing Policy
provides the roles and responsibilities as well as purchasing thresholds that staff must follow to
gain approval of a purchase. As the purchasing thresholds increase, staff is required to obtain
additional quotes, documentation and/or information. These thresholds were established more
than 6 years ago and are in need of revisions in order for staff to remain efficient in their
purchasing duties. A survey conducted in 2010 shows that the proposed revisions are in line with
other municipality and county purchasing thresholds for obtaining competitive quotes. The
following is a summary of the revisions: 1) Purchasing threshold 1: Remove the requirement to
obtain a quote on purchases $500 or less. 2) Purchasing threshold 2: Increase purchasing
threshold from $501 - $1,500 to $501 - $2,500. 3) Purchasing threshold 3: Increase purchasing
threshold to $2,501 - $10,000. 4) Purchasing threshold 4: Increase purchasing threshold to
$10,001 - $25,000. 5) Purchasing threshold 5: Increase purchasing threshold to $25,001 and
above. 6) There have also been a number of grammatical revisions prepared such as replacing
Deputy Finance Director with "his/her designee".
Mayor Featherman — Is all purchasing done through one department? Director Curtis — Each
Department Head is responsible for their own purchasing. When purchases hit a certain
threshold, they are required to go out for a formal bid. Purchases between $10,000.00 and
$25,000.00 are required to have three quotes. Mayor Featherman — On small purchases, are
purchase orders required or do the departments just go out and buy the material? Director Curtis
Town Commission Workshop Minutes
July 26, 2011 Page 5 of 7
— Purchase requisitions are completed on every purchase. Each Department is issued a Town
credit card, and they can make purchases under $500.00. Each card has a maximum credit limit
of $2,500.00.
Consensus was to include on the August 2, 2011 Consent Agenda
E) Designation of Voting Delegate & Alternate(s) to the Palm Beach County League of
Cities.
Manager Weiser — Whenever business comes before the League that requires a vote, it is
necessary to have on record the person who is authorized to vote on behalf of the Town. Most
often, it is the Mayor with the Town Manager and the Commissioners listed as alternates.
Consensus of the Commission to appoint the Mayor as the voting delegate with the Town
Manager and the Commissioners as alternates. Item to be included on the August 2, 2011
Consent Agenda.
F) Declaring certain property surplus and authorizing sealed bid auction for surplus
items.
Manager Weiser — From time to time, departments will submit an inventory loss of items that they
would like to declare surplus, as these items are of no further value to the Town, and ready for
disposal. I have received surplus lists from the following departments: Town Manager's Office,
Town Clerk's Office, Finance Department and Public Works Department. Each item includes a
description, model number, and serial number and scrap value where applicable. Upon declaring
these items to be of no further value to the Town, they will be auctioned through a sealed bid
conducted by the Town Clerk's office. Upon completion of the auction, any remaining items will
be treated as waste and disposal through Waste Management and/or Solid Waste Authority.
Consensus was to include on the August 2, 2011 Consent Agenda
7. MISCELLANEOUS — ITEMS LEFT OVER
A) Minutes
June 28, 2011 — Workshop Meeting
July 5, 2011 —Regular Meeting
No corrections received from Commission, minutes to be included on the July 5, 2011 Consent.
8. REPORTS — TOWN COMMISSION
A) Commissioner Sheridan — Welcomed Carl Feldman to the Planning Board, and
congratulated Carol Stern on being elected Chair and Michael Kassower as Vice -Chair.
The Planning Board was very enthusiastic in receiving the assignment of the Strategic Plan.
Town Commission Workshop Minutes
July 26, 2011 Page 6 of 7
Manager Weiser advised them that the Town Staff would be at their disposable to assist
them with whatever assistance that they might need.
B) Commissioner Pagliaro — No report.
C) Commissioner Trinley — Congratulated Cale Curtis on his budget presentation.
D) Vice Mayor Zwick — No report.
E) Mayor Featherman — Would like to compliment the Planning Board in their interest in
working on the Strategic Plan. Once we receive their recommendation, we can adopt a
three-year plan to determine in which direction the Town will be moving.
9. REPORTS — TOWN ATTORNEY
Distributed a newspaper article from the Palm Beach Post regarding the Palm Beach County
Board of Education and the Sunshine Law in which the Council for the school board thought
there was a violation. Two members of the Board attended a public meeting at one of the high
school's regarding student participation. Even though neither member spoke publicly nor to each
other, the School Board's Council felt it was a violation of the Sunshine Law due to the fact that
the results of the hearing might come before the Board. This is an example of how you can
inadvertently violate the law.
10. REPORTS — TOWN MANAGER
We are ready to go into union negotiations with the police union. I would like to schedule an
Executive Session with our Labor Attorney to review their proposal. It will be the only time we
will discuss it, not in the public. No notes will be taken, no taping will be done, and this will be
the only discussion. If the Commission has no problem, I thought we could schedule this meeting
on August 2nd immediately after the regular meeting.
The Police Chief, Assistant to the Manager and myself attended a hurricane exercise in Delray
Beach recently. They have encompassed us in all of their emergency management plans.
The Highland Beach directional sign has been installed by FDOT on Spanish River just before
you come to AlA.
11. CONSENT AGENDA
None.
Town Commission Workshop Minutes
July 26, 2011 Page 7 of 7
12. PUBLIC COMMENTS AND REQUESTS RELATED TO ITEMS DISCUSSED AT
MEETING
Carl Feldman — 3210 S. Ocean Blvd.
Will the Financial Advisory Board be called upon to look at the proposed budget? I saw monies
allocated to the Cultural Board in the budget. They were discharged a while ago, why is there
money under their name?
13. ADJOURNMENT
There being no further business to come before the Commission, Mayor Featherman adjourned
the Workshop Meeting at 2:16 PM upon a MOTION by Vice Mayor Zwick and seconded by
Commissioner Pa liaro.
APPROVED:
Bernard Featherman, Mayor