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2013.05.28_TC_Minutes_Workshop TOWN OF HIGHLAND BEACH MINUTES OF TOWN COMMISSION MEETING WORKSHOP MEETING Tuesday, May 28, 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; and Commissioner Louis P. Stern. Commissioner Carl Feldman was absent. Also present: Town Attorney Glen Torcivia (arrived at 1:40 pm); Town Manager Kathleen Dailey Weiser; Town Clerk Beverly Brown; Finance Director Cale Curtis; Public Works Director Jack Lee; Police Chief Craig Hartmann; 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. 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. Receiving none, the agenda accepted as submitted. 2. PUBLIC COMMENTS AND REQUESTS No comments received. 3. PRESENTATIONS: No presentations. Town Commission Workshop Minutes May 28, 2013 Page 2 of 13 4. BOARDS AND COMMITTEES A) Board Correspondence: • None B) Board Action Report: • None C) Board Vacancies: • Board of Adjustment & Appeals - One Appointment D) Monthly Board Meetings • Beaches & Shores Advisory — June 11` — 9:30 AM • Planning Board —June 12th — 9:30 AM • Board of Adjustment & Appeals — Meetings are scheduled on a "as needed" basis • Code Enforcement — Meetings are scheduled on a "as needed" basis 5. PROPOSED ORDINANCES AND RESOLUTIONS A) RESOLUTION NO. 13 -005 R A RESOLUTION OF THE TOWN OF HIGHLAND BEACH, FLORIDA, PROVIDING FOR THE EXTENSION OF RESOLUTION NO. 10 -002R WHICH PREVIOUSLY EXTENDED THE VARIANCE AND DEVELOPMENT ORDER OF THE HIGHLAND BEACH RENAISSANCE (NOW KNOWN AS 3200 SOUTH OCEAN) PROJECT; PROVIDING FOR APPROVAL OF A REVISED FACADE AND ELEVATIONS; PROVIDING FOR SEVERABILITY, CONFLICTS AND AN EFFECTIVE DATE. Mayor Featherman — I understand the Planning Board did not offer a unanimous support for this and that the vote was very close: 4 to 3. I would like to know why four members voted for and three members voted against it so I, the Commissioners and the people of Highland Beach can have a better understanding of the issue. Manager Weiser — You would have to read the minutes. I would not want to propose what they were thinking. You have a copy of the minutes in your packet. Tom Sliney, Attorney for the Petitioner — We did not think you would want a formal presentation again since you have heard it three times. However, my co- council Mitch Kirschner and property owner Gary Cohen are here to answer any questions. Carol Stern, Chairman - Planning Board — Two of our members who voted no were, I believe, a little confused about the variances. The other member who voted no was out of town when we had a big discussion about it and I think he would probably change his vote now if he were here. He is new on the Board, and stated that he did not completely understand what was going on. Comm. Stern — I spoke with the three members and their confusion was they thought they should also be involved in the fagade change, and not just the height variance. When I explained it to them, I think they were very comfortable afterwards. Consensus was to include item on the June 4, 2013 Consent Agenda. Town Commission Workshop Minutes May 28.2013 Page 3 of 13 6. NEW BUSINESS A) Commission to schedule a Special Meeting on Monday, July 15, 2013 at 9:30 AM to set the "Tentative Maximum Millage Rate for Fiscal Year 2013 - 2014." Town Manager Weiser — Each year, following the certification of property values on July 1 the Commission is required to notify the property appraiser of the Town's proposed "Tentative Maximum Millage Rate." We are proposing the Commission schedule this meeting on July 15' at 9:30. Consensus was to include item on the June 4, 2013 Consent Agenda. B) Discussion of Town Manager Performance Evaluation and Merit Increase. Mayor Featherman — I understand there is some concern regarding the procedure set forth in Resolution No. 759 in reference to the Manager's evaluation. Is the procedure in compliance with the State Statutes? Town Attorney Torcivia — It is not really in compliance with the statutes of your own Charter because the normal way you always conduct business is in public; you make a decision, you make a motion, then you vote on it and you approve it. This Resolution from twelve to thirteen years ago indicates that each Commissioner would give the Mayor an evaluation form. The Mayor then determines the percentage increase. It sounds like it is done in private, but I am not sure how it has been done in the past. My suggestion would be considering rescinding this Resolution, and evaluate the way you have done all your other business which is publically discuss; publically evaluate; decide on the amount of the increase if any; make a motion, second and vote on it. Mayor Featherman — We had an averaging before and it was rather unusual because it ran from five percent down to three percent. Normally, from my understanding, it should be a set figure in speaking with people from other towns. Town Attorney Torcivia — The way you generally conduct business is any one of the Commissioners would make a motion for X percent. Then it would either be voted up or down; there would be a debate and discussion, and then it would be modified. You could also go with the average. The difficulty I am having with the Resolution is it sounds like it is done privately. Any method you want to do is fine as long as it is public. Vice Mayor Brown — Last year we had the averaging. We publically gave a brief overview of how we felt the Town Manager is performing. We then said what our percent of increase was, and that is how we got the averaging. Town Attorney Torcivia — You did it the correct way last year and did it publically. I did not know about this Resolution; so again, my suggestion is to rescind it and conduct your business your normal way publically. Mayor Featherman — I feel we should adhere to something more than what is given out by other people in other cities according to the economy, and the economy has not been good elsewhere. We could look at a determination, in the future, of a set figure rather than averaging out going from high to low, which I think is not representative of what should be done. Vice Mayor Brown — Are we going to do something to set a figure or go ahead and discuss it like we did last year; come up with a proposal and put it on the Consent Agenda for next time? Right now, from the Personnel Policies in the Town, it is a flat five percent if the employee is performing satisfactorily. Moor Town Commission Workshop Minutes May 28, 2013 Page 4 of 13 Featherman — I think you have to be tuned into what the economy is and what is going on all over Florida and the United States. I feel we should be more realistic in what we want to raise a person rather than just throw out figures. Vice Mayor Brown — I disagree. If the performance of the employee is performing exceptional, it should have nothing to do with how the economy is performing. We are evaluating the person's performance and not the economy. Mayor Featherman — That is true. But nevertheless, there should be a set figure that is going along generally within the communities, rather than just basing it on a high figure or a low figure. Manager Weiser — If our employees get a satisfactory evaluation, you budget every year what that number is going to be, and this year you budgeted five percent. Mayor Featherman — I believe it should be changed. It should be more in tune. If the economy picks up, certainly we could increase the amount for someone who is doing a good job. Vice Mayor Brown — If we are not going to discuss the Town Manager's evaluation at today's meeting, I recommend we move it to the Consent Agenda for the next meeting. Comm. Stern — A question for the Town Attorney. Are you suggesting that we dissolve Resolution No. 759 first? Town Attorney Torcivia — I suggest you discuss putting rescinding Resolution No. 759 on the agenda and I will prepare a short Resolution that does that. The second part of the discussion would be what the evaluation is and what would be the compensation. These are two different items. Under the Manager's current agreement, if no action is taken by June 30` it automatically increases by five percent. Vice Mayor Brown — I feel we should discuss the percentage of raise today and then be able to move it to the Consent Agenda at the next meeting. Comm. Sheridan — I recommend we do anything between three and five percent. Comm. Stern — I am very comfortable with three percent at this time. Moor Featherman — I am also comfortable with three percent at this time. Vice Mayor Brown — I think the job she has done for us, the increase in the morale, the way she runs her day -to -day operation is outstanding. She sold the property; she gives us information on fire trucks and short term projects, and answers any questions we might have. She has an open door policy that people are very happy with. The way she manages the Town keeps all the employees very happy. I think we should give her five percent. Town Clerk Brown — The Managers salary increase is done by Resolution. The Resolution will be on next week's regular agenda where the Commission will decide the percentage by motion, second and a vote. Q Authorization for Mayor to Sign Renewal of existing Employee Health Insurance Plan, BCBS Blue Options 5461. Town Manager Weiser — Every year we have to renew our employee health insurance. Once again we are recommending that we keep with Blue Cross/Blue Shield for renewal on July 1, 2013. Even though our rates are going up, it is lower than most insurance plans. Finance Director Curtis — Each year we look at similar Blue Cross /Blue Shield Plans and at competing provider plans that are similar to our plan. This year there is going to be an increase in premiums, and there is very little cost savings out there. Our ten percent increase is a hit. It amounts to about $50,000 for the fiscal year; but it keeps employee benefits intact, and is on the low end of estimated increases for the upcoming year in insurance. Town Commission Workshop Minutes May 28, 2013 Page 5 of 13 Comm. Stern — In studying the chart that was supplied to us, it makes good sense to stay with the Blue Cross/Blue Shield Plan we have. It is less money even though it has increased from over a year ago. Comm. Sheridan — I also feel we should stay the way we are. Vice Mayor Brown — I also agree we should stay with Blue Cross/Blue Shield. Mayor Featherman — I feel staying with Blue Cross/Blue Shield is the right direction. Consensus was to include this item on the June 4, 2013 Consent Agenda. D) Presentation and Discussion on 5 -Year Capital Improvement Plan. Town Manager Weiser — This is the plan we follow. Nothing is set in stone except for the year coming up. It helps and guides us for what your priorities are for your larger projects. Finance Director Curtis — Around this time last year was the first time you were introduced to the concept of a 5 -Year Capital Improvement Plan (CIP). Over the course of the last six years, many of our big projects, Capital Improvements, have been taken out of the budget and have been delayed. We have some catching up to do in the first couple of years of the Plan. To qualify to get into the Plan, the project has to be a substantial size. The way we have defined it is a minimum price tag of $25,000 and up and a minimum of three year life expectancy. We are looking at buildings, vehicles, infrastructure improvement, etc. It is primarily a planning document; updated annually and subject to change. The following is a Power Point presentation given by Finance Director Curtis: CIP BASICS — Lists proposed capital projects: expected year to start; summarization/justification; projected cost; method of financing. The first year of the Plan is enacted as the Capital Budget. The following four years make up the Plan. OVERVIEW -YEAR ONE OF THE CIP- BUDGET FY2013 -2014 — First year of the CIP is the basis for actual appropriations; authorized by the Town Commission when adopting the FY2014 Budget; Total FY2014 Budget is $1.795 Million. YEAR ONE: PUBLIC SAFETY - RENOVATE PUBLIC SAFETY FACILITIES — Summary: Renovate, remodel and rehabilitation of the South side Town Hall facilities to include the Police Department and the Commission Chambers. Recognized Improvements: Improves and unifies public safety facilities; public accessibility; ensures building, fire, ADA code compliances; creates a multi - purpose commission chambers (town meetings, cultural, civic, and other community activities). Project Status: Project was divided into four phases (analysis, design, construction documentation, and construction administration). Analysis- completed FY2012; Design- completed FY2012; Documentation (bid process) - placed on hold FY2013; Construction Admin - placed on hold FY2013. Recommendation: Immediately fund (FY2013 Budget) Phase 3- Construction Documentation: Develop an RFP for Construction based on the design; Town Commission Workshop Minutes May 28, 2013 Page 6 of 13 Establish a budget for construction to begin FY2014; Phase 3 cost - approximately $25,000 and can be made available in the Reserve for Contingency line item of the FY2013 Budget. Allocate funds for the construction phase in the FY2014 Budget: Estimated at $825,000 (based on 2012 estimate). Funding: General Fund (GF) Unrestricted Fund Balance; Proceeds old water plant property sale. PUBLIC SAFETY - REPLACE FIRE TRUCK — Summary: Replacement of the current fire apparatus owned by the Town. The current ladder truck is a 1995, 104' Sutphen mid -mount aerial ladder truck. The truck is nearing 19 years of age, and must be replaced due to its unreliability and outdated technology. Recognized Improvements: Increased reliability; out of service time; properly configured storage compartments; accessibility; response time to medial and trauma situations. Funding: Option 1: Purchase replacement truck outright for $830,000; Option 2: Execute lease agreement with manufacturer. Terms: Five years at $170,975 per year. Adds $25,000 to total cost. Ten years at $93,590 /year. Adds $106,000 to total cost. Option 3: Amend Fire Services Agreement with Delray — Establish a "Vehicle Maintenance Fee "; We don't get a new truck per se, rather an adequate truck would be provided from Delray's fleet; Delray assumes responsibility for repairs and replacements, updates and retrofits and insurance. This additional fee would anticipate replacement of Rescue Vehicle as well; fee estimate $150,000 per year; Removes this project from CIP. PUBLIC SAFETY - REPLACE POLICE VEHICLES — Summary: Replacement of two (2) police vehicles that are at or above 100k miles and have become increasingly unreliable. Establish a 3 year replacement plan for police patrol vehicles. Recognized Improvements: Increased reliability; Out of service time; Improved fuel economy; Higher residual value at trade -in; Ability to remain current with changing police standards and technology. Funding: $68,000: Annual revenues of the GF; Allocation from the GF's Unrestricted Fund Balance. ENTERPRISE (WATER FUND)- REPLACE UTILITY TRUCK — Summary: Replacement of the 10- year old 4x4 Utility truck. Recognized Improvements: Increased reliability; Out of service time; Improved fuel economy. Funding: Estimated cost of new Ford F -150 4x4 is $32,000. Funds are available from the Water System's renewals and replacements and/or water system revenues. ENTERPRISE -WATER SERVICES: WELL PUMP MOTOR — Summary: Purchase a back -up well pump motor for the Reverse Osmosis (RO) Plant. A back -up motor will provide the RO Plant with a way to ensure uninterrupted water service. Recognized Improvements: Continuation of operations in the event of another pump failure. Funding: Estimated cost of new Hitachi motor is $40,000. Funds are available from the Water System's renewals and replacements and/or water system revenues. OVERVIEW -YEAR TWO THRU FIVE OF THE CIP — Years two through five of the CIP are a work plan; No formal authorization; Total FY2015 CIP Plan is $1.143M. YEAR TWO: PUBLIC SAFETY - REPLACE POLICE VEHICLES — Summary: Replacement of two (2) police vehicles that are at or above 100k miles and have become increasingly unreliable. Continuation of a 3 year replacement plan for police patrol vehicles. Recognized Improvements: Increased reliability; Out of service time; Improved fuel economy; Higher residual value at trade -in; Ability to remain current with Town Commission Workshop Minutes May 28, 2013 Page 7 of 13 changing police standards and technology. Funding: $68, 000: Annual revenues of the GF; Allocation from the GF's Unrestricted Fund Balance. PUBLIC SAFETY- LICENSE PLATE RECOGNITION CAMERAS — Summary: Purchase and installation of License Place Recognition Cameras. One camera at the north end of Town and a second camera on the south end of Town. Recognized Improvements: Crime prevention; Crime solving; Alerts nearby officers to stolen vehicles entering or exiting Town. Funding: $50, 000: Annual revenues of the GF; Allocation from the GF's Unrestricted Fund Balance. CULTURAL & RECREATION — LIBRARY — Summary: This project is enclosing the two outdoor library terraces. This project is being proposed based on the Library's inability to accommodate small meeting groups. The present configurations of the terraces are exposed to heat, rain, cold, and noise from boating activities on the Intracoastal Waterway. Recognized Improvements: Provide increased space for meetings and events; Meeting space for medium -sized groups (20 -30 guests); Viewing area for overflow guests of larger presentations; Air conditioned and weather - proof. Funding: $150, 000: Allocations from the GF Unrestricted Fund Balance; Donations via "Naming Rights Campaign ". GENERAL FUND — STREETSCAPE (DESIGN) — Summary: This CIP proposal is the first of two phases for an improved "streetscape" of the AIA corridor in Highland Beach. Phase 1 -Hire an architect/engineer- FY2014 -2015; Phase 2- Construction FY2015 -2016. Funding: Phase 1 $50, 000: Annual revenues of the GF; Allocation of G Unrestricted Fund Balance. Phase 2 funding will be identified at a later date, but could possibly include a portion of the sale proceeds from the old water plant properties. ENTERPRISE (WATER SERVICE) - REPLACE WATER MAINS — Summary: Replacement of the water mains in Bel Lido Isle. Current water mains have reached their life expectancy at over 50 years. Several small leaks over the past couple of years indicate that the pipes and joints are beginning to fail. Recognized Improvements: Constructed with C -900 PVC (life expectancy of 100 years); Fire Hydrants repositioned to meet current fire code (300' apart); Eliminates current use of cement asbestos (very brittle material, especially with age). Funding: $500, 000: Water systems Renewal and Replacement Fund; Transfer from the GF Unrestricted Fund Balance; Proceeds from the sale of the old water plant property; Any combination of the above. ENTERPRISE (WATER SERVICE)- CALCITE FLOW SYSTEM — Summary: Replace the existing 10 year old calcite flow system. Recognized Improvements: Ease of maintenance; Efficiency in adjusting alkalinity and hardness; Water quality; Mechanic delivery of calcite vs. human delivery reduces risk of injury. Funding: $250, 000: Water systems Renewal and Replacement fund; Proceeds from the sale of the old water plant property. ENTERPRISE (WATER)- REPLACE AIR CONDITIONER — Summary: Replacement of the primary air conditioning at the RO Plant. The current ac unit is 5 years old; showing signs of distress, and is out of warranty. The salt -air environment expedites the life span of ac units in Town. Recognized Improvements: Reduction on repairs; Cooled working conditions for the Plant electrical equipment and staff. Funding: $75, 000: Water system's Renewal and Replacement fund; Proceeds from the sale of the old water plant property; Water system revenues; Any combination of above. Town Commission Workshop Minutes May 28, 2013 Page 8 of 13 OVERVIEW -YEARS THREE THROUGH FIVE OF THE CIP (FY2016 -2018) Years three through five of the CIP, as with year two, are a Plan and not an authorization for funding. We do not provide great detail on the remaining three years because the information is largely unreliable. Comm. Stern — I think it is time we take a hard look at renovating the Town Hall, and a definite look at what we can do for the safety with the fire truck, the EMS truck and the police cars. If we accomplish nothing more than that, we need to accomplish that in Year -One. Comm. Sheridan — I would like to have our Commission authorize our Manager to start negotiations, as soon as possible, with Delray regarding this use of their equipment and have them take over rather than us paying the $875,000 for a new fire truck. I think it has a lot to do with public safety. Both the Manager and the Chief have included our rescue vehicle in the cost for the future. I think it is time to move on with this project. Vice Mayor Brown — Regarding the issue of redoing this building which was $875,000; the problem I see is that we did a horrible job of selling this to the Public. The Public perceived that what we were redoing was the Commission Chambers; when, in fact, it was an afterthought. We redid the Commission Chambers because we needed to consolidate the Police Department, and there was no place to do that, except to move the Chambers. In addition, once we decided to start moving the Chambers we were going to make it into a multi - purpose; i.e. people could have meetings in there of up to 100 people. I am in favor of doing this because then we will have a Police Dept. the way Highland Beach should have a Police Dept. I also think the Fire Truck and the Rescue Vehicle is a wonderful idea. We can budget this each year and not have to worry about it being our truck, and where it is or what is happening with it. The new contract with Delray Fire Department would have them responsible for the truck and its maintenance. As long as we have fire safety available, I don't care who owns the vehicle. Moving into the water situation, does the cost include repaving the roads? When we replace those pipes, the neighborhood will be a mess. I think there is some added costs we need to look at. What is the residual value of the police cars at the end of three years? Finance Director Curtis — I don't have any hard numbers on the residual value after three years and I am not sure if the Chief would have them. We do know that it would be much better than what we are receiving on our seven and eight year old vehicles. Vice Mayor Brown — I know our vehicles need to be replaced. They sit idling all day using the air conditioning, scanners, radar, etc. Are we pulling the equipment out of these vehicles and putting it in the new vehicles to save money? Police Chief Hartmann — The initial cost you see in this year's budget, and next year's budget, is replacing the vehicles and all the equipment which will have to go in them, since it is equipment that is no longer made. We have to re- outfit new cars. That includes a cage in the back of the car for prisoners; some of the lighting; some of the internal things. The cars are rundown because they are idling all day using this equipment. The thought process is that when you purchase new vehicles every three years, they are always under warranty. We are getting ready to replace these cars and have about $4,000 in two cars that have 100,000 miles on them, and that was in 2012. We still have to make it to October. The initial cost for a car is close to the $24,000 mark for new police cars without everything else. We will be able to reuse the new equipment when we have to purchase a new vehicle. We are looking at not having the continual maintenance that is outside of warranty, decreasing liability of the vehicle, downtime for the vehicle that sits. We took our fleet from eight marked patrol vehicles down to five; so every vehicle needs to be kept running. Our police officers sit in these vehicles for twelve hour shifts and every year you see Town Commission Workshop Minutes May 28, 2013 Page 9 of 13 the technology, the fuel economy, the efficiency that comes with the update of these vehicles. We are driving seven and eight year old vehicles with 100,000 miles and still putting money into them. Mayor Featherman — In looking over the blueprint, this hall that we have here is four chairs less than it is now when it is built at the new location. I understand it also has computers. Assistant to the Town Manager Zoie Burgess — At the time, the technology that was included was replacing the projector; the dais would be outfitted for any future upgrades. Mayor Featherman — Is that included in the pricing that we had of $850,000? Ms.Bur ess — Cale did add some incidental costs which would include replacing the chairs, replacing the guest chairs. There was a section off to the side of the Commission Chambers that included conference room tables and furniture as well. Mayor Featherman — Was there an additional cost for air conditioning, electricity, etc. Ms .Burgess — There were some additional mechanical charges that amounted to $127,000 because they would have to replace the HVAC mechanical systems and some of the plumbing. This was included in the cost of $850,000. Comm. Stern — This is a guesstimate. Mayor Featherman — It can run a million and a quarter with add -ons, change orders and so forth. Finance Director Curtis — We cannot say that yet. We are trying to reengage with the Architect for this year, our current year, that way he can put together a design, or a fee, a bid that we can put out on the street; contractors can give us their cost estimate on what they would do the job for. Mayor Featherman — We should have the pricing before we agree to put this into effect so we would know what the real cost is. Manager Weiser — If we budget for the project in the upcoming year, we are asking to move forward this year since the funds are there to go ahead with the design documents; get that out on the streets so that we have an exact number. Comm. Stern — Will you be able to get pricing without the Commission approval? Manager Weiser — We are assuming, with you putting it into the Capital Improvement Plan, that people understand it is your intent to budget this in the next fiscal year. The budget does not go into effect until October 1 and you will have to show, in your Capital Improvement Plan, that you are allocating the funds. However, the funds are an estimate. We are recommending that you tell us to move forward with Phase III and have the construction documents drawn out; put them out on the street, along with the tentative agreement that you are including the cost of the project in the Capital Improvement Plan in the upcoming budget. Mayor Featherman — Does this include a project that we would have to raise taxes on our residents? Finance Director Curtis — No. Funding sources we have identified for it are Unrestricted General Fund Balance or using the proceeds from the sale of the water plant. Manager Weiser — Any of the projects that we have presented to you today for the first couple of years for the plan, we are not intending any tax increase. Mayor Featherman — I am questioning the return of our truck. I believe we received the ladder part but not the cab. Fire Chief Danielle Connor — Your truck has been returned for about four or five weeks now. The truck with the attached cab came back and they were never separated. Mayor Featherman — The approximate three million dollars we pay you; does that include maintenance of our facilities and trucks? Chief Connor — Yes it does. Mayor Featherman — I noticed four cars here over the weekend which indicates four firemen working at this facility. Is there a full supplement of people each week that are here to take care of our facility? Chief Connor — Contractually, providing the fire and EMS services, it is provided for five people to be stationed here; 24 hours a day, 365 days a year. Mayor Featherman — I know our truck is going on nineteen years old. In speaking with a former Mayor and Fire Captain of New York, stating that they normally hold a truck for about thirty years before turning them in; do you feel this time limit is obsolete today? Chief Connor — Obsolete to the way these vehicles are used. We discussed this many times before, and I am very comfortable and confident in telling you that vehicle needs to be replaced for the safety of the citizens here; for the accessibility and maneuverability of our access to the Town Commission Workshop Minutes May 28, 2013 Page 10 of 13 various developments here in Highland Beach. Mayor Featherman — Is it necessary to send the ladder truck out on every call? Chief Connor — We try to withhold sending the engine or the ladder truck whenever possible to keep these vehicles off the road; reduce the wear and tear, if we don't need the additional personnel on scene. For the most part, that apparatus travels with the medic unit to the scene of say a heart attack, cardiac arrest for personnel support. Mayor Featherman — Can that procedure be changed? Chief Connor — No. It can be modified and we modified it at the supervisor level. If the call necessitates not having the additional personnel, then we keep the unit here at your station. It is handled on a case by case basis. Consensus was to move forward with a vehicle maintenance fee with Delray Beach and removing the fire truck from the Capital Improvement Plan. Consensus to place the following item on the June 4, 2013 Consent Agenda: Moving forward with Phase 3 for the renovation of the Police Department and what is budgeted for this year; and go ahead with the plans to include the funding in order to put it out on the street and get a firm number on what it would cost to do the renovations. Vice Mayor Brown — When we look at the Library at a $150,000 cost, are we going to look at the matching funds (i.e. possibly budget something like $75,000 with the caveat of seeing if we can do the name rights campaign to match the other $75,000)? Dorothy Kellington, Co- President of the Friends of the Library — All of the plans that we have put together, so far, are for just that. When we are sure that you are going to go ahead with the project, then those plans will come together. The Friends are prepared to make a substantial donation to this project. Comm. Sheridan — I am in favor of the change in the Library; but I am concerned, if we are going to make the facility more available for more people, where are we going to park these people. My suggestion would be to consider what Delray has done. They have an extended golf cart to use at the facility or cooperate with St. Lucy's to park the cars there. Then, on a part time basis when the activities are in force, drive this golf cart over with the people. Ms. Kellington — I believe Mari Suarez has looked into a project of that nature. Library Director Mari Suarez — Friends activities all take place starting at 5:00 PM and all employees are home. We already have an agreement with St. Lucy's concerning parking. Parking has been alleviated this year when we put up two parking spots for 15 minutes and 1 parking spot for the volunteer. I think we only had problems twice this year. Basically, I don't see a parking problem. Mayor Featherman — I think we should make a $150,000 firm commitment to the Library. Finance Director Curtis — I think the Commission would want to allocate enough funds for that year to do the project, and any funds that the Friends raise for this campaign will go to offsetting that cost. If we budget too less, and the Friends fall short and we don't have enough available funding to complete the project; we will be coming back here to amend our budget and ask for additional funding. 7. MISCELLANEOUS — ITEMS LEFT OVER A) Review of proposed contract for the sale of Town owned Boca Raton Property and Authorization to the Mayor/Town Manager to sign said contract. Town Commission Workshop Minutes May 28.2013 Page 11 of 13 Town Attorney Torcivia — This has been a very positive and smooth negotiation. The only question was, who pays the dock stamps and who pays the title insurance which is about $30,000. It is customary that the Seller (the Town) pay; but Kathleen negotiated that and the Buyer will be paying it. We are saving $30,000. Attorney Mitch Kirschner — I am here on behalf of Mr. Durrett. Not having the Town pay any costs whatsoever, the total closing costs to Mr. Durrett will be $35,900 which would be Dock Stamps of $24,500 that goes to the State, and there is no negotiating there. The title insurance, which is known as the promulgated rate, on 3.5 million dollars will be $11,400. Mr. Durrett asked if he could select who prepares the Title Insurance since he is paying for it. He asked if I could do the title insurance, and I would give him some type of discount since we have known each other for many years and could save him some money. Town Attorney Torcivia — It makes no difference. Attorney Kirschner — I am sure you will want this gentleman to, if he doesn't prepare the deed, certainly review it. Mr. Durrett will pay the hourly rate on that. Town Attorney Torcivia — I think that is fair. Consensus to place this item on the June 4, 2013 Consent Agenda. B) Minutes: April 30, 2013 — Workshop Meeting May 7, 2013 — Regular Meeting No corrections received from Commission. Consensus was to include minutes on the June 4, 2013 Consent Agenda. 8. REPORTS — TOWN COMMISSION A. Commissioner Carl Feldman — Not in attendance. B. Commissioner Louis Stern — I would like to give a report on what is happening at the Boca Raton Airport and Control Tower. The Tower personnel contacted five private vendors in case the Tower was shut down due to lack of funds. They do have funds in reserve should they have to run the Tower with one of the outside vendors. According to Senator Bill Nelson's office, the Federal Government (FAA) has come through with funds and they will run until the fiscal year of October 1. C. Commissioner Dennis Sheridan — On May 16 Chief Hartman gave a very inspiring and informational talk on senior safety to about 45 men and women at a pizza luncheon sponsored by the Women's Club of St. Lucy. His topics included automobile safety, scams, internet issues and other areas vital to all. I commend the Chief on his presentation and suggest that any condo or group interested in this topic, please contact the Chief. D. Mayor Bernard Featherman — There was an article in the Sun Sentinel about a bridge that was built over a canal in Davie, a town in Broward County which was supposed to be used by bikers and horseback riders. Unfortunately, a vehicle bridge was built. The bridge cost $150,000 and is for sale. I just want to remind us how easy it can be to make a big and costly mistake. E. Vice Mayor Ron Brown No Report. Town Commission Workshop Minutes May 28, 2013 Page 12 of 13 9. REPORTS — TOWN ATTORNEY GLEN TORCIVIA: No Report. 10. REPORTS — TOWN MANAGER KATHLEEN DAILEY WEISER• No further comments. 11. PUBLIC COMMENTS AND REOUESTS RELATED TO ITEMS DISCUSSED AT MEETING George Kelvin, 4740 S. Ocean Blvd — Comm. Sheridan's report on the Police Chief's presentation to this group was impressive. Would it be possible that, the next time the Chief speaks, we have a town videographer tape it and put it on our local channel. That would be a great service to the Town. Mike Stein — I really urge this Commission to expend funds as soon as possible on the engineering end of the pathway the same way that you are spending $50,000 on the engineering advanced study for the building. The reason for this is as follows: We all know that the palm trees in close proximity with the asphalt walkway are not compatible. At the time the palm trees were installed, you should have considered a plan for doing the concrete walkway at a later date. Not having done that, we are now faced with a situation where we have the trip and falls and are now doing a patch job on the walkways. You are doing a third of the pathway. All I am asking you to do is get the project ready; so if you need it, you can do it, and you won't have to waste money doing another patch job. I would like to thank the Commission and Town Manager Weiser for the consideration of enclosing the rooms at the Library. Ann Roy, Bel Lido Isle — I do agree with Comm. Sheridan that we do have a parking problem. Would the fire trucks be in Delray or here? Response - They would be here. 12. ADJOURNMENT There being no further business to come before the Commission, Mayor Featherman adjourned the Workshop Meeting at 2:50 PM upon a MOTION by Commissioner Sheridan and seconded by Commissioner Stern. Town Commission Workshop Minutes May 28, 2013 Page 13 of 13 APPROVED: Bernard Featherman, Mayor Ron r wn, V Mayor Dennis J. Sheri m ,Comissioner Stern, issioner Ohri Fel man, Commissioner ATTEST: Bev rly M. B own, MMC