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2013.03.25_TC_Minutes_Workshop TOWN OF HIGHLAND BEACH MINUTES OF TOWN COMMISSION MEETING WORKSHOP MEETING Monday, March 25, 2013 1 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 Ron Brown; Commissioner Dennis J. Sheridan; Commissioner Louis P. Stern; and Commissioner Carl Feldman. Also present: Town Attorney Glen Torcivia (arrived at 1:45 PM); Town Manager Kathleen Dailey Weiser; Town Clerk Beverly Brown; Finance Director Cale Curtis; Library Director Maria Suarez; Assistant to the Manager Zoie Burgess; and members of the public. Pledge of Allegiance: The Pledge of Allegiance was given, followed by a minute of silence. 1. ADDITIONS, DELETIONS OR ACCEPTANCE OF AGENDA Mayor Featherman asked for any additions or deletions. Vice Mayor Brown requested that item #6A — Discussion on the Library Director and Library budget be removed from the agenda. Commission, by unanimous consensus, agreed to remove Item #6A from the Agenda. Agenda accepted as amended. 2. PUBLIC COMMENTS AND REQUESTS Peter Rodis, 3224 S. Ocean Blvd — During the last election, I was very puzzled how the Council could create five different amendments and have a yes or a no answer. I would like to know if someone on the Council, who worked on those amendments, could explain to me how that could be done. In the future, could we please have each amendment to be voted on, rather than five, because there is no way to vote yes or no on five different amendments? Mike Stein, 3912 S. Ocean Blvd — I am the individual that asked the agenda item be deleted. Town Commission Workshop Minutes March 25, 2013 Page 2 of 10 I'm sure we agree that, the depth, quality and vitality of our library programs depend on the mutually supportive relationship of the Commission, the Town Manager, Friends of the Library and our Library Director. Better put, our Library Director's ability to serve is dependent upon the support of our Town Manager and Commission. While we may not agree on all the causes, I'm sure we all agree that there were problems with the relationship between our Town Manager and our Library Director; there was a lack of understanding of Friends of the Library and its relationship to our Library Director and an unwillingness of the Commission to involve itself in this situation. As a result of the community's expression of concern at last month's Workshop, the parties addressed the problem. Marge Lanthier, President of Friends and Mari Suarez, our Library Director each met with Kathleen Weiser, our Town Manager. Both felt their discussions were fruitful and were satisfied with the understandings reached. As a result, they suggested I withdraw my request that the matter be included on this meeting's agenda. I discussed the matter with our Mayor, Commissioners Stern, Sheridan and Feldman and our Town Manager. They all reviewed and support the summary letter I am about to read, as does Marge Lanthier and Mari Suarez, our Library Director. "We are very pleased to have been advised by our Library Director Mari Suarez that she and Kathleen Weiser our Town Manager have reconciled their differences and are committed to a mutually respectful and productive relationship. Therefore, we have withdrawn our request that the Library matter be included on the agenda for this meeting. We have been library users since coming to Highland Beach in 1992. We have seen it grow from a 1200 square foot room to an 11,000 square foot state -of -the -art facility. But until our research, we never knew that Mari wrote and applied for the Public Library Construction Grant from the State of Florida that resulted in the award of a $500,000 Grant; the largest Grant ever received for a Highland Beach project. She is largely responsible for the design of the current library and the varied programs that oblige the Commission to investigate expanding our current facility and adding additional parking. We have also been frequent attendees of the many and varied Friends of the Library programs. We must admit until now, except for making our annual contribution, we had little knowledge of what Friends did; how they worked and their relationship with Mari. They run an outstanding, well attended, entertainment and educational programs; have donated furniture and other items that have enhanced our Library, and bring patrons into the Library without impacting the Town budget. What we learned is that Friends is a team and Mari is the coach. We all understand the value of outstanding coaching. I am honored to have been elected to serve on the Friends Board next year and look forward to contribute in the areas of fundraising and marketing. I have also become privy to some of the legitimate concerns of our Town Manager and Commission as have Mari and Marge Lanthier the President of Friends. We respect and appreciate the job you do and hope we can all use this as a productive learning experience. Highland Beach is a wonderful town and we have much to be proud of But when it comes to a turn on prudent investment we see the Library heading that list. We are a small gated community; the Police being our gatekeepers and the Library our Clubhouse. It is the resource that improves our property values and makes Highland Beach special. The future of the Library depends on the mutually supportive relationship of the Commission, the Town Manager, Friends of the Library and our Library Director." Harold Hagelmann, 4748 S. Ocean Blvd — I am here for a discussion regarding fire engine since I have a background of 33 years in the New York City Fire Department. Also, I know the Commission is doing their best, in helping the people of Highland Beach, in keeping the rates that we charge within reason. Boca Highlands is in the process of installing hurricane windows and doors. I feel that sooner or later everyone in Florida will be mandated to have these hurricane proof windows and doors. It is Town Commission Workshop Minutes March 25, 2013 Page 3 of 10 protection for everybody living in the building as well as visitors. My concern is the amount it costs to get a permit in Highland Beach to install these. It is over $2,000 per unit, and I think it is excessive. I am asking the Commission to look into this to see if we can't, in some way, cut this cost of $2,000 per unit. This is no reflection on the great job the Building Inspector is doing; just the cost itself, which is a bit above what I expect to be paying. 3. PRESENTATIONS: • Status of Highland Beach Ladder Truck Delray Fire Chief Danielle Connor Fire Chief Danielle Connor — Today marks the 152 consecutive day where your fire apparatus has been out of service. That dates back to October 25 There have been a number of reasons for that; many of which are reflective of the age of this truck, the usage of this truck and some of the incidents that have occurred with it such as brakes, extensive electric work, alternators have been replaced, inlet valve rebuilt, welding and fabrication repairs and a number of different repairs. The age of the truck is seventeen years going onto eighteen years. These repairs have taken place at several different garages and repair shop facilities. One of the questions that have come up before, regarding the replacement of this apparatus, is why can't we get a fire engine or commonly known as a Pumper. There is approximately a $300,000 difference between the two. The fire engine is small, so there would be good accessibility to the elevated parking ramps and garages. However, there would be some operational delays waiting for the closest aerial apparatus coming in from Delray Beach. An aerial apparatus, on the other hand, has very applicable capabilities as far as the high rise buildings here in Highland Beach. At the core of all this, it has to do with life safety such as evacuating people and using the apparatus as an elevated master stream. For the Town of Highland Beach to have an aerial apparatus in place down here versus a pumper, it would allow the Delray Beach Fire Rescue to get to a second alarm without having to get into our mutual aid partners; calling Boca, Boynton Beach or Palm Beach County Fire Rescue. In Highland Beach there are in excess of 60 high rises in your response zone. An aerial apparatus gives us, your provider, the opportunity to evacuate those residents; to provide a continuous escape route for residents and also used in special operations for high angle rescues. It is also ALS capable which provides us the opportunity to put our drug box, trauma materials, defibrillator, airway supplies, backboards, etc. on this apparatus. One ancillary, and important consideration for your municipality and ours, would be the ISO (Insurance Services Office) Impact. This is done every ten years and we are due in three years to be evaluated by this agency. The scores go between 1 and 10 with "1" being the highest score. Delray Beach enjoys a score of "2" and by default Highland Beach has the same rating as us. One of the most important factors would be apparatus. Based on speaking with the vendor today, the price on this truck is $829,000 and that would be for a 75 foot 2013 Pierce. We will obtain lease payment options at a later date. Since this is a single rear axle, there would be reduced overall length; accessibility and maneuverability; reduced maintenance costs; and fewer issues regarding ramps and parking garages, etc. The total calls in Highland Beach for the fiscal year ended September 30, 2012 was 736. Approximately 80% of these calls are EMS. Town Commission Workshop Minutes March 25, 2013 Page 4 of 10 I would like to close by saying I cannot emphasize enough, that time is of the essence, in getting this replaced. The build out on these trucks is close to a year, and it is going to take a while to get that. George Kelvin, Braemer Isle — As mentioned in your earlier presentation of the possibility of a fire on the seventh floor, the pumper truck comes along and pumps water. With the new hurricane impact glass, which can withstand quite an impact without being broken, how do you get the water into the apartment? Chief Green, Operations Chief — This is something we are trained on and we do have tools to open up the glass to gain access to those buildings. Harold Hagelmann — In reviewing the charts, approximately 80% of the calls in Highland Beach are EMS and we are looking at close to $900,000 for a replacement on a new aerial truck. How many road miles are there are on the current aerial truck? Chief Connor — I did not come prepared with that information but we will be able to provide you with any statistics you want. Mr. Hagelmann — How many times do we use the aerial truck? I am not talking about training; just service in Highland Beach. The truck is out of service now; but how much would it cost us, if parts are available, to replace them on the equipment we have now and put it back in service. Chief Connor — It has never been about being able to afford the parts. The truck is not reliable; the truck is increasingly out of service and we have provided a replacement truck for the past six months. It has not always been an aerial truck. In many instances it has been a pumper and that is not what is in the best interest of these residents, in our professional opinion. Mr. Hagelmann — I believe a piece of equipment in the form of an aerial ladder is a very essential point of view in firefighting. The use we would get out of it in Highland Beach is something I don't feel is warranted. It is almost a million dollars. The equipment we have is not that old; not 1995. Before we invest that kind of money, I would like to look into what it would cost us to bring our equipment up to full staff. Chief Connor — It is a very valid question; but the truth of the matter is, until this truck is serviceable, I cannot answer that. This truck has not been worn into the ground by overuse of calls or deployment; but one thing has precipitated one thing after another with this truck and it is age related. Mayor Featherman — The contract with the fire union states that, if a fire rescue goes out with two people, there must be two people as a backup. Would it be possible for the fire union to make an exception that a small truck or passenger unit follow the medical truck, so we would meet the union contract, where there would be two firemen followed by two firemen. We would use the fire truck; but sometimes it is impossible for the truck to make the turns into the condos or enter into the back of the condo units. Chief Connor — It is not necessarily about the union contract as much as it is our operational goals and objectives. These come to NFPA standards as far as having two people following two people in; following the other two out. This comes down to the safety of not only your residents, but the safety of my firefighters. There is a cost associated to leaving the truck here staffed, and then have a sedan follow the medic truck to provide the additional staffing. You would get into overtime costs which could be in the hundreds of thousands of dollars. The best way for me to try and explain to you your contract with us is, it is a preparedness; such as in the case of a fire, heart attack, shooting, stabbing, car accident, etc. and you are paying for our services when needed. You are blessed that they are not needed that often which is indicative of a good inspection program. Commissioner Feldman — You have a price of $19,000 so far this year for repairs. What else could go wrong? Even if a lot goes wrong and we have to put in $50,000 to bring this truck up to snuff, we would Town Commission Workshop Minutes March 25, 2013 Page 5 of 10 be way ahead. Do we have to send out the hooking ladder truck each time if we had an alternate vehicle, such as another rescue truck, and leave the aerial truck in the garage unmanned. Chief Conner — There may be an occasion where there would be two concurrent calls in Highland Beach. We have looked at many different staffing models in our town and to meet the requirements by the NFPA and our own safety projections, the staffing model that we have used; three on the fire engines or aerials and two on the medic units has helped us reach that goal 100% of the time. Comm. Feldman — If the hooking truck is at a medical call, how could they leave that medical call and go to the other fire call? Would they still be called in from Delray to cover the second event? Chief Conner — Yes, and that is your contract with US. Mayor Featherman — I was told by a Lieutenant that if we had a medical emergency here in town we could draw from several other places in the vicinity and a truck could be here in four minutes. It is a concern that our residents are protected in case of an emergency. Chief Connor — Your contract with us provides for a medic truck and a fire truck here. If your medic units were out on a call and someone had a kitchen fire or something minor rather than something significant, I would not be comfortable telling you that would be a four minute response time because they would be coming over the bridge and/or from Atlantic Avenue to get here. Commissioner Stern — I believe you said that the second piece of equipment that we would really need would come from Atlantic and Germantown. Chief Connor — That was for an aerial truck. It would take about eight minutes to get here and not to set up and get into an operational position. Mr. Hagelmann — Wouldn't it be appropriate to assign an MPO (Motor Pump Operator) to that unit that is left behind. The MPO could take the truck and go to the location and it is true that he will need additional help when he gets there but in the meantime that help is on its way. 4. BOARDS AND COMMITTEES A) Board Correspondence: • None B) Board Action Report: • None C) Board Vacancies: • Board of Adjustment & Appeals — One Appointment Have an application on file for this seat, but resident could not attend this meeting. • Code Enforcement Board — One Appointment Talent Bank Applicant interviewed at February Workshop. Peter Rodis — 3224 S. Ocean Blvd. • Planning Board — One Appointment Talent Bank Applicant interviewed at February Workshop. Harvey Mart — 3221 S. Ocean Blvd. Consensus was to include both appointments on the April 2, 2013 Consent Agenda. Town Commission Workshop Minutes March 25, 2013 Page 6 of 10 D) Monthly Board Meetings • Beaches & Shores Advisory — April 8 0 '— 9 AM — Beach Clean-Up • Planning Board — April 10th — 9:30 AM • Financial Advisory Board — April 12 — 9:30 AM • Code Enforcement — No Scheduled Meeting • Board of Adjustment & Appeals — No Scheduled Meeting 5. PROPOSED ORDINANCES AND RESOLUTIONS None 6. NEW BUSINESS A) Item withdrawn Discussion on the Library Director and Library Budget. B) Commission to authorize the purchase of a Police Sport Utility Vehicle (SUV) in the amount of $28,200.93 with funding coming from the Police Department Capital Outlay Account. Mayor Featherman — Why was this ordered before we voted on it? Town Manager Weiser — You had a presentation on it, but you never took a formal vote, and that is why we are bringing it back to you. Mayor Featherman — What type of equipment will be put in this vehicle that will be used, and is that the normal case for this type of use? Chief Hartmann — This is just for the purchase price of the vehicle. It is a regular patrol vehicle that would be used in the street, just as the other one is used right now. Consensus was to include item on the April 2, 2013 Consent Agenda. C) Strategic Plan Status Town Manager Weiser — We are one year into our three -year Strategic Plan. I have provided you a status from Staff on the different items. The high priority objectives are as follows: 1) On renovating the existing Town Hall Chambers and Police Department. An architect was hired and the plans developed. The construction date is to be determined by the Commission. 2) We are continuing to work with FDOT and outside agencies to address highway concerns. We have met with FDOT to discuss issues and are coordinating our activities with other agencies, and this is an ongoing project. Town Commission Workshop Minutes March 25, 2013 Page 7 of 10 3) Approve the Town's entryway signage, which is to be developed with the future streetscape plan that goes along with the Town Logo and Slogan. We received 43 different slogans from the residents. 4) We addressed the use of Reserves to balance the budget. This was completed in the fall of 2012 with the help of the FAB. 5) Repair construction for the walk path is to begin April 1, 2013. Commissioner Feldman — In reviewing the bids, we did take the alternative which gives us a much better repair job than the one inch thick, such as taking out the roots and going six inches deep. Town Manager Weiser — That is correct. 7. MISCELLANEOUS — ITEMS LEFT OVER A) Minutes February 26, 2013 — Workshop Meeting March 5, 2013 — Regular Meeting March 13, 2013 — Special Meeting No corrections received from Commission. Consensus was to include minutes on the April 2, 2013 Consent Agenda. 8. REPORTS — TOWN COMMISSION A. Commissioner Carl Feldman — In the last Town election I mailed over 7,000 pieces of literature, had over 4,000 phone calls and made over 500 personal contacts with the residents of Highland Beach. The most pressing subject discussed was the raising of the spending limits over one million dollars per project without a town referendum or vote of approval. Every person I spoke with would like to repeal the spending limit and allow the residents to have a voice on any major spending project. I would like to have this on the next meeting agenda for an open discussion with the Commissioners, or at the next workshop if we could schedule this. A discussion followed as to whether or not this should be put on the next workshop agenda. Commissioner Stern and Commissioner Sheridan stated that they would discuss it again. V ice Mayor Brown felt this had already been discussed and approved, and was not in favor of discussing it any further. Mayor Featherman asked the Town Attorney for his views on the subject. Town Attorney Torcivia — Even though it has already been voted on, a Commissioner can bring it up and ask for a discussion. It is up to the Commission if they want to discuss it again. You can leave it be, or if not, there would have to be a change in the Charter. Vice Mayor Brown — I know we had 200 signatures on a petition last year, but we need to have all the people, not just the 200. We represent all the people. Commissioner Feldman — I know there were 200 signatures. If the Commission wants, we could have a discussion and then these people can produce their petitions or whatever else they want. They might not Town Commission Workshop Minutes March 25, 2013 Page 8 of 10 need it after they hear the open discussion of the Commissioners. Mayor Featherman - Was in favor of discussing it further. Commission did not have a unanimous consensus. B. Commissioner Louis Stern — I would again like to welcome Carl Feldman, our newest elected Commissioner. We do look forward to working with you this year. I was given the Comprehensive Annual Report by Cale Curtis and I would like to compliment you for all the wonderful things the auditors had to say in the review. This report is excellent. When I see a town like this end up with a surplus that shows up in our Unassigned Balance which increased from 1.4 to 1.7 million; that is exciting. I would like to thank all our Department Heads for the fact that they took slight cuts in their departments and made this realization happen for us. Our Town Attorney has explained what strong and not strong Mayor Towns are. We are just one of many that are not a strong Mayor form of government. I am concerned because, as I walk the streets and some of the phone calls I am receiving, I am hearing that our Mayor has become an "I" person; not a "We" person and not enhancing a Board feeling. I am hearing from the Staff, and we are so lucky to have such a fabulous staff, that the Town Mayor is spending forty to seventy hours a week in the office and taking up a lot of staff time. We, as other Commissioners, do spend an hour or two there; but certainly do not take that time and don't think it is quite fair that we have this "I" as opposed to a "We" Commission. I am asking that as we start this New Year, it would be nice if we could now start to present a "We" Board so that these Commissioners can better serve our wonderful Town. C. Commissioner Dennis Sheridan — On February 21, 2013, I attended a Summit in Ft. Meyers entitled "Human Resources and Labor Relations." One segment of Labor Relations was conducted by a partner of the law firm that handles our relations here with both the Fire Department and Police Department. It was extremely informative, interesting and I certainly would encourage any of my fellow Commissioners to attend this Summit. I also would like to thank Jack Lee for painting our fire hydrants. D. Vice Mayor Ron Brown — I also would like to congratulate Commissioner Feldman. Please remember exactly what Commissioner Stern just said. This is not an "I" Board. We represent all residents of Highland Beach and are here to make Highland Beach a better place to live and continue with the quality of life we have. I had the opportunity to attend a Budget Workshop in Naples. It was called "Communicating Your Budget." It was very valuable and we went over how to communicate our budget to you, the residents, and hopefully it will assist us in this budget process. E. Mayor Bernard Featherman — When I attend the Condo Managers Association every month during the season, I get ideas that will help us, not only in our municipality here, but our own people in the condos. As a result of that, both the Mayor of Boca Raton and I have been invited as guest speakers again at their next meeting. It has been mentioned an "I" and "We ", and unfortunately we look at things that have to be done and you do it before you get approval. I talked with Mr. Williams in West Palm Beach to get exposure for our Staff and our Boards in a TV show that will repeat itself. I will be meeting with him later this month to discuss this with him before I bring it back to the Board for their views. The Town Manager and I have been working to try and solve the parking problems at the library, and a lot of contingencies are held back because we do not know how we stand with the sale of the property we have in Boca Raton. On April 1st at 9:45 in the Library Community Room, there will be a meeting "Coffee Town Commission Workshop Minutes March 25 2013 Page 9 of 10 with the Mayor ". I am inviting all of you to attend. There will be two guest speakers; Congresswoman Frankel and Dr. Mauceri, author of a book specializing in Strokes and Alzheimer. I want to thank the Chief and her assistant for coming here today. I also appreciate when people come forward and give their views on things. This is not a one person organization. This is five Commissioners, including the Mayor, who are speaking out on your behalf. This is a great community. 9. REPORTS — TOWN ATTORNEY GLEN TORCIVIA• No Report. 10. REPORTS — TOWN MANAGER KATHLEEN DAILEY WEISER: • Status Update of Boca Raton Property A status update on the Boca Raton Property for the benefit of the audience, we received an offer of three and a half million for both pieces of property which is right in line with the latest appraisals. We are required to give the City of Boca Raton the right of first refusal. They have thirty days to do so and they will need to get back to us by the second week in April. Provided all of this goes through, we will have a contract coming to you for approval. We received a draft of the beach restoration alternative report from Coastal Planning and Engineering which are being reviewed. We should have the final back to you within the next month and will be putting it out publically. 11. CONSENT AGENDA None. 12. PUBLIC COMMENTS AND REOUESTS RELATED TO ITEMS DISCUSSED AT MEETING Tim Burnich 4505 S. Ocean Blvd. — Is the Police SUV replacing a regular police cruiser? Commissioner Sheridan — Yes. 13. ADJOURNMENT There being no further business to come before the Commission, Mayor Featherman adjourned the Workshop Meeting at 2:55 PM upon a MOTION by Commissioner Sheridan and seconded by Commissioner Stern. Town Commission Workshop Minutes March 25 2013 Paize 10 of 10 APPROVED: f 2l �j,it. Bernard Featherman, Mayor Ron o , Vice Mayor .JO �, '� 4) Z 4� Dennis J. Sheridan, Vommissioner Stern, is i er Car'ffeldman, Commissioner ATTEST: Be erly M. Br , -MMC — '--- �� )-D Date