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2013.10.29_TC_Minutes_Workshop TOWN OF HIGHLAND BEACH MINUTES OF TOWN COMMISSION MEETING WORKSHOP MEETING Tuesday October 29 2013 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 Ron Brown; Commissioner Dennis J. Sheridan; Commissioner Louis P. Stem; and Commissioner Carl Feldman. Also present: Town Attorney Glen Torcivia; Town Manager Kathleen Dailey Weiser; Town Clerk Beverly Brown; Finance Director Cale Curtis; Public Works Director Jack Lee; Police Chief Craig Hartmann; 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. Commissioner Feldman — I would like to add the Delray Fire Contract under New Business. Town Manager Weiser — I am bringing that up under my item. Commissioner Feldman — I would like to have a discussion. Town Manager Weiser — I have two changes. I would like to add a presentation and introduce our newest employee. Also, I would like to remove Item 6C (purchase of two vehicles for the Water Treatment Plant) from the agenda. We will be bringing this back to you with more information. By consensus the Commission accepted the agenda as amended. Town Commission Workshop Minutes October 29, 2013 Page 2 of 10 2. PUBLIC COMMENTS AND REOUESTS; Carol Wittenberg, 3912 S. Ocean Blvd — I am here today to represent myself, my husband, Michael Wally, Charles Whelan, Louisa Anderson, the retired Mayor of Delray Beach and all the other alternative vehicle owners and future owners in Highland Beach. I would like to discuss my concern for the environment and why I chose to own an alternative fuel vehicle (AFV) and what can be done to ensure the future of Highland Beach and the environment. Since this vehicle was only manufactured by car companies that were not in the United States, we purchased a Prius in 2005 and have been very happy. Last year General Motors manufactured an AFV (Volt) and my husband and I purchased this vehicle. We purchased this because we felt it would help the environment, be cost effective and help the economy. I have driven electrically for the last year with that car and the average expense is between six to eight dollars a month in electricity. My husband and I bought in Highland Beach three years ago and we feel the people here are very progressive. I would like to suggest that there be a charging station set up in the Town. This would go along with enhancing the environment in the future. 3. PRESENTATIONS: Town Manager Weiser — I would like to present David Richards, our newest employee in the Water Plant. Dave Ailstock, Water Plant Superintendent — David Richards has six years of Reverse Osmosis training; an AS degree from the Palm Beach State College; working on his BA in Information Management; has a Class B Water license and is working on his Class A. David Richards — I would like to thank everyone for giving me the opportunity to work for your Town. 4. BOARDS AND COMMITTEES: A) Board Correspondence: • None B) Board Action Report: • No Report C) Board Vacancies: • Beaches & Shores Advisory Board — One Appointment • Board of Adjustment & Appeals — Two Appointments. Talent Bank Interview Peter Rodis — 3224 S. Ocean Blvd.: Was not present. The Commission accepted Peter Rodis resignation from the Code Enforcement Board, but did not reappoint him to the Board of Adjustment and Appeals Board. • Code Enforcement Board - Two Appointments D) Monthly Board Meetings: • Planning Board — November 13 — 9:30 AM • Financial Advisory Board — November 15' — 9:00 AM • Beaches & Shores Advisory — No Meeting Scheduled • Bd. of Adjustment — Meetings are scheduled on a "as needed" basis • Code Enforcement — Meetings are scheduled on a "as needed" basis Town Commission Workshop Minutes October 29, 2013 Page 3 of 10 5. PROPOSED ORDINANCES AND RESOLUTIONS: A) ORDINANCE NO. 13 -003 O AN ORDINANCE OF THE TOWN OF HIGHLAND BEACH, FLORIDA AMENDING ARTICLE I, "IN GENERAL," OF CHAPTER 6, `BUILDINGS AND STRUCTURES," OF THE TOWN CODE OF ORDINANCES BY AMENDING THE ADMINISTRATIVE AMENDMENTS INCORPORATED INTO SECTION 6 -27 TO INCORPORATE STREAMLINED INSTALLATION AND PERMITTING PROCEDURES FOR LOW VOLTAGE ALARM SYSTEMS; PROVIDING FOR CODIFICATION PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. Town Clerk Brown read Ordnance No. 13 -003 O, title only, into the record. Mayor Featherman — Ordinance No. 13 -003 O is scheduled for a Second Reading and Public Hearing at next week's regular meeting. Does anyone on the Commission have any further comments or questions? Consensus was to schedule Ordinance No. 13 -003 O for a public hearing and second reading at the November 5, 2013 meeting. B) RESOLUTION NO. 13 -014 R A RESOLUTION OF THE TOWN COMMISSION OF THE TOWN OF HIGHLAND BEACH, FLORIDA, UPDATING THE SCHEDULE OF FEES AND CHARGES FOR THE TOWN BUILDING DEPARTMENT TO INCLUDE A PERMIT FEE FOR LOW VOLTAGE ALARM SYSTEMS; PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE. Town Clerk Brown read Resolution No. 13 -014 R into the record. Town Manager Weiser stated that this Resolution updated the Town's fee structure to include the fee allowed by State Statute for "low voltage alarm systems." Consensus was to include Resolution on the November 5, 2013 Consent Agenda. 6. NEW BUSINESS: A) Commission to Approve and Authorize Implementation of "2013 Classification And Compensation Pay Plan." Town Manager Weiser — In last year's budget you authorized us going out for a Consultant to redo our Classification and Compensation Plan which is commonly referred to as a Pay and Class Plan. This Town Commission Workshop Minutes October 29, 2013 Page 4 of 10 has not been done in fourteen years. We went out for bids and there were five different companies that bid for this particular project. We went with Cody & Associates. You have their report which includes their methodology: first, how they came in and analyzed the different employee's jobs; secondly, how they do their salary surveys and third, their recommendations to us. You have in front of you, a pay plan that has been recommended by them. With the exception of one re -class, there are no raises involved in most positions. It is just that their top -out is being changed to more modern times of what it should be. Comm. Stern — I think it is a great idea. Our employees will have more incentive to know that they have still some room for advancement. Comm. Sheridan — I spoke with the Town Manager and she has clarified several things that I did have questions on. Vice Mayor Brown — I think what this does is show new employees, when they come on board, the capability they have to advance versus the old way that we had. I am in favor of it. Mayor Featherman — Are we taking this classification according to the town size or just generally any town in Florida that can have up to several hundred thousand. Town Manager Weiser — A little bit of both. They use the Florida League of Cities surveys, which is all towns. They also specifically chose towns that are our size, or within our area, of who we would be competing for employees. Commissioner Feldman — Does this include merit bonuses also? Town Manager Weiser — No, merit bonuses are within their range. When they get a merit bonus that is how they move up in their range. This Pay and Class Plan should never sit on a shelf for fourteen years and I am hoping that we update a little more often. Consensus was to include this item on the November 5 Consent Agenda. B) Commission to Authorize the Mayor to Sign a Contract with Susan Bucher, Palm Beach County Supervisor of Elections for the March 11, 2014 Highland Beach Municipal Election. Town Manager Weiser — This is something we need to do to help pay for the election. This falls under the Clerk's Office. It is a contract we need to sign with the Supervisor of Elections in order to pay our pro rata share of the election. Comm. Feldman — Is it correct that we pay for the entire election. Town Clerk Brown — We pay for the rental of the equipment; we pay to move the equipment and we pay for the Supervisor of Election to train our employees. Then we have to pay a set -up fee to a company to design the ballot that we use for absentee ballots and voting machines. The Supervisor of Elections sets the salaries and all the fees involved in the election process. Comm. Feldman — What does it cost us approximately per ballot? Town Clerk Brown — The total cost is about $8,500. The last election breakdown was about $150 per vote, including absentee ballots. Town Commission Workshop Minutes October 29, 2013 Page 5 of 10 Vice Mayor Brown, Comm. Sheridan and Comm. Stern had no further questions. Consensus was to include this item on the November 5 Consent Agenda. C) Commission to authorize the purchase of Two Vehicles for the Water Treatment Plant. Town Manager Weiser had requested that this item be removed from the agenda. D) Discussion on Town's Contract with Delray Beach Fire Rescue. Commissioner Feldman — The Coastal Star newspaper reported on this and indicated that Delray Beach is going to the County for a quotation. We presently have a contract with Delray Beach. Under that contract it looks like if they take another source for themselves for fire and rescue, they can pass our contract over to the other source. My question to the Town Attorney is can they do that or can we refuse that. Town Attorney Torcivia — I don't have the contract with me but my memory is that there is an out clause in the contract, but I think it is a year's notice. Comm. Feldman — Can they take our contract and sell it to someone else. Town Attorney Torcivia — I am not sure if they are going to go to the Palm Beach Fire Rescue, but if they do, it will be at least a year long process. So, if they do that, we have the opportunity to give them notice that we are terminating the contract. Realistically we will never have to go to Palm Beach Fire Rescue. If they do go, then you will have a decision to make. Do you agree to that, or do you want to get out of the Delray contract? Town Manager Weiser — We would have all the provisions in front of us that the County would be providing at such time. So, you would be able to look at that contract and see if that is what you would want to do. Comm. Feldman — The Town of Gulf Stream is paying $389,000, which is a smaller town than us, and still has to be manned 24/7. Why are we paying 3.0 million dollars? Town Manager Weiser — We have a station and they don't. Comm. Feldman — Why can't we go to the County and get a quotation? Town Manager Weiser — They will not provide fire service unless they are providing service contiguous to you. They don't provide service to Boca, Delray or Gulf Stream which is all around us. It would open the door if they were providing it in Delray to provide it to us. The majority of the money we pay is going towards salaries. The salaries are not going to be that much different with the County then they are with Delray or Boca. It depends on what their salaries and pensions are. Comm. Sheridan — I heard that the situation in Delray was basically instituted by the fire department themselves, not the Commission, because there are better benefits coming out of the County then there are out of Delray at this point. I don't know whether the Commission is going to accept that or not. I can say that we had a situation here trying to change, or inquiring about changing, our police department from our local over to Palm Beach County, and the people certainly responded they didn't want that at all. They want their own. Comm. Stern — I think it is prudent for us to be aware of what is transpiring. But I don't think it is prudent for us to do anything at the moment. Vice Mayor Brown In Broward County, a lot of small towns went with the Broward Sheriff's Office and now they have had a tremendous increase because they have a new Sheriff. A lot of the small Town Commission Workshop Minutes October 29, 2013 Page 6 of 10 towns have actually had their costs doubled and are looking for ways to back out of their contract. I don't think we should jump into this. I don't think we should look into changing our fire department because it is on us, the Commission's inherent responsibility, to insure safety for this town. Mayor Featherman — I would agree with Commissioner Feldman to look into getting a price to at least get an indication to where we are competitive. Maybe we could get a lower price and that would give us a bargaining point to negotiate if they don't go with the County. Comm. Feldman — Could you check into what Manalapan is paying the County for their 24/7 service. Town Attorney Torcivia — The Palm Beach County League of Cities just formed a committee on this topic of Palm Beach Fire Rescue fees because more and more communities are with Palm Beach Fire Rescue which is a very strong union and is becoming very expensive for the communities using them. The task force is looking into evaluating how we can basically get the best bang for the dollar. Why are we spending so much money? The benefits, pensions and salaries are the best. I hear that Delray is being driven by the union members. I had a conversation today about West Palm Beach and the Sheriff and folks are encouraging other union members to go with the bigger organization. Then there is resistance by local governments because there is usually a higher price ticket. Palm Beach Fire Rescue goes on your tax bill and it is about 3.5 mills county wide. Town Manager Weiser — We would know long ahead of time if they were going to go with the County to look at different alternatives, if that is what we want to do. It is all going to be a price tag. There are various options involved. For the record, you have taken specific votes concerning dispatch and a fire truck. At this time, I am letting you know we are putting those on hold until we have a decision from Delray and what they are going to be doing with their fire service. 7. MISCELLANEOUS — ITEMS LEFT OVER: B) Minutes: September 24, 2013 — Workshop Meeting October 1, 2013 — Regular Meeting No corrections received from Commission. Consensus was to include minutes on the November 5, 2013 Consent Agenda. 8. REPORTS — TOWN COMMISSION: A) Commissioner Carl Feldman — At the last meeting I brought up the fact that we should look into the contract that the Building Dept. has with the outside source. Not looking to replace them, but under the original agreement they supplied us with two inspectors because they were very busy. It seems that Mike is really stretched out. He is putting out a lot of permits and inspections. I feel when he is overworked like that, we are giving them enough money that he should get some help and not use our Code Enforcement person, who we use as a full time employee. I would like to know why they supplied two people in the beginning and now we have one? Also, when is their contract up? Comm. Sheridan — It is my understanding that right now this company is advertising for an Town Commission Workshop Minutes October 29, 2013 Page 7 of 10 additional employee for us. Comm. Feldman — If they do delay any further, I would suggest we hold back money from them. B) Commissioner Louis Stern - My report today is a follow up request that was made by Commissioner Feldman to look into the fact that we may want to change from contract back to in- house. I was here with the former Building Inspector for the six years that I was on the Planning Board. I found out that as I worked with him, and he was the most intelligent, honorable person I knew; as time went on he got a little lazier, and developed an attitude that things could be done tomorrow that didn't have to get done today. He had plenty of help and plenty of time. So, with that in mind, I have a report to pass out comparing, which should help you understand, what we are paying and what we are getting. It is good news that they are looking for a second person; but generally they have given us help when we do need it. We have a fixed number here. If you look at what our expenses were, it was a very intelligent move for us at the very beginning because permits went down, income went down and we were paying between the two building inspectors, a large amount of money for salaries, bonuses, cars and so forth. During those years our fees were down to one hundred twenty to one hundred forty thousand dollars. We are now over two hundred thousand dollars in fees. That may or may not go up in the future, because I don't know how much more land can be developed, except for some teardowns in Bel Lido and on the ocean. I think we are probably at a pinnacle of what we are going to get for fees. We have a controlled cost of what it is going to be for us without reviews, salary increases and more bonuses to personnel in the house. It was an intelligent move in 2009 and in 2013 it is still intelligent to keep this as an outside contract; because it is to our benefit. With these numbers I think you can get a feel that I don't see any need for a change if they continue to meet our needs. I sat with our current Building Inspector and he does need some help and he will receive it. He will never get the attitude that I had when I was working along with the former Building Inspector. I would like to complement our staff for having gotten our walking path finished with a blacktop and at no additional cost over and above what we paid for our repairs. Congratulations staff - great job. (Chart that Commissioner Stern submitted is attached to the minutes as Exhibit A) C. Commissioner Dennis Sheridan — I would also like to complement those people who were responsible. The DOT did a great job. They were very conscientious and worked very well. D. Vice Mayor Ron Brown - Same thing. I have walked the path from one end to the other and it looks great. Thank you for all you did. I agree with Commissioner Stern. I think we should look seriously at costs before we jump into an emotional decision on any type of change in our Building Inspector. He is doing a great job and we don't have to pay him the retirement and all the other benefits tied into hiring a full time employee. To the Police Department; you have your work cut out for you Thursday night. Take care of all of our little goblins running around and make everybody safe. E. Mayor Bernard Featherman — I was very pleased that we got a grant that came in after we did the repairs on the walk path and it was finished properly. It was a money grant given to us by a government agency. We also have a Proclamation that was given to me which reads for the Town Commission Workshop Minutes October 29, 2013 Page 8 of 10 Mayflower Group coming over. There was one sent back in 1995 by our former Mayor Arlin Voress. They would like to get a Proclamation in stating their 393` anniversary of signing the compact on the Mayflower and it will take place on the 22nd day of November 2013. I would ask that the Commissioners approve this so they could have this in time for their meeting this coming month. Consensus was to issue the Mayflower Compact Proclamation. IEMO III — Leadership Challenge - November 22 -23, 2013 I am asking for permission to attend the Leadership Challenge. Most of our Commissioners have attended one or two meetings. There are three of them given for elected officials. The meeting will be held in Orlando on November 22 & 23 for only the elected officials that have gone through the first two meetings. Town Manager Weiser — With EMO, you have the first class and then you have the advanced. They are starting now a third class that is called the Leadership Challenge. The reason why the Mayor is bringing this to you is that we did not budget for this, because three of you have not gone through the second class. We anticipate the cost for going to this would be between $800 and $1,000. We don't have this budgeted this year so if you were going to authorize this expenditure you will have to add it. Comm. Feldman I don't think we should approve this. Comm. Stern It says it is an inaugural class and please note that it will be held in the future. I think we should go on the next go around when it is established. Comm. Sheridan — I am concerned that if it is not a budgeted item, at this particular point, can we put it off until next year. Town Manager Weiser — I would suggest if that is your route, then once all of you have gone through the advance class, we will know when we put in the budget how many of you will be going to the Leadership Challenge. Vice Mayor Brown — I agree. It is not in the budget and there are elections in March. After four nay votes by the Commissioners, Mayor Featherman stated that he would not attend the Leadership Challenge. 9. REPORTS — TOWN ATTORNEY GLEN TORCIVIA: A brief update on the Boca property transaction. It is moving along very well. Kathleen and I had a conference call last week with Mr. Durrett and his team and everything is on tract. This coming Tuesday we will submit our Comprehensive Plan Amendment to Boca; Mr. Durrett's team will submit their site plan amendment and at the same time we will meet there and walk it in together. We have been coordinating very well with them. We are within the budget that you gave us the authority to do. 10. REPORTS — TOWN MANAGER KATHLEEN DAILEY WEISER: A) Cancellation of the December 31, 2013 Commission Workshop Meeting. Your Workshop in December falls on Tuesday, December 31 Traditionally you have cancelled any meetings that take place between the holidays because so many people have families in Town and have plans, including our residents. Consensus was to include this item on the November 5 th Consent Agenda. Town Commission Workshop Minutes October 29, 2013 Page 9 of 10 B) Update on Water Tower painting. Town Manager Weiser — There was some action there last week. Sprint was putting up antennas that we had authorized months ago. They wanted to do that before the painting starts. The painting should start Friday. If not, Friday of next week. We are going to be putting up some ribbon and a sign for people. There is not supposed to be any spattering of paint but if people want to park back by the Library during the couple of weeks that we will be doing the painting; it is at their own risk. There will be a sign that will state PARK AT YOUR OWN RISK. Thursday is our annual Halloween party here at Town Hall. You are all invited to show up and be our judges for our costume contest. We will have treats all day long. That usually takes place at 10:00. Comm. Feldman — Has there been any progress at the 3200 S. Ocean site. People have been asking about it. Town Manager Weiser — I will get an update for you. The last I heard they had sold a couple of units and doing well. Comm. Sheridan — I spoke to Mr. Cohen today regarding my complaint about the mangroves and he did inform me that they are in thick negotiations right now with the mangrove situation with the Army Corp of Engineers. I also complained about the fence that you people are looking at and suggested that they not only repair it but replace it because it is falling down. He indicated that he was going there this afternoon to look at it. I also reminded him that we are six months into it so be aware that you have one year to put a shovel in the ground. He said they are moving along quite well. 11. PUBLIC COMMENTS AND REOUESTS RELATED TO ITEMS DISCUSSED AT MEETING Carol Wittenberg came before the Commission to speak about the electric car charging station which she had discussed during the public portion of the meeting. Since this was not an item on the agenda, it was ruled out of order. George Kelvin, Braemer Isle — The last time I read Roberts Rules, there is a section that says "no Commissioner can speak unless recognized by the Chair ". 12. ADJOURNMENT: There being no further business to come before the Commission, Mayor Featherman adjourned the Workshop Meeting at 2:15 PM upon a MOTION by Commissioner Sheridan and seconded by Commissioner Feldman. Town Commission Workshop Minutes October 29, 2013 Page 10 of 10 APPROVED: r . ✓ L J A Bern Featherman, Mayor Ron own, e Mayor Dennis J. She , Commissioner � n Stern, mmissioner OIA C el&An, CbG&ssioner ATTEST: Beverl M. own, MM C Date