2015.09.01_TC_Minutes_Regular TOWN OF HIGHLAND BEACH
MINUTES OF TOWN COMMISSION MEETING
REGULAR MEETING
Tuesday, September 1, 2015 1:30 P.M.
Mayor Bernard Featherman called the Regular Meeting to order in the Town Commission Chambers at
1:30 PM.
CALL TO ORDER:
Roll Call: Members present: Mayor Bernard Featherman; Vice Mayor William Weitz, Ph.D;
Commissioner Carl Feldman; Commissioner Louis P. Stern; and Commissioner Rhoda Zelniker. Also
present: Town Attorney Brian Shutt; Town Manager Beverly Brown; Town Clerk Valerie Oakes; Finance
Director Cale Curtis; Public Works Director Edward J. Soper; Interim Library Director Suzi Hayes 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 called for any additions or deletions to the agenda.
Item No. 7B: Vice Mayor Weitz wanted to discuss adding a concept of looking at the possibility of
finding a way to build a structure to safeguard our police and public works vehicles. We currently
have no in -house provision of providing security and coverage of those vehicles from the
environmental elements.
Receiving no further additions or deletions, the agenda was accepted as amended.
2. PUBLIC COMMENTS AND REQUESTS:
None.
3. PRESENTATIONS:
None.
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Tuesday, September 1, 2015 Page 2 of 8
4. BOARDS AND COMMITTEES:
A) Board Correspondence:
• None
B) Board Action Report:
• Town Clerk Oakes read the report into the record.
C) Board Vacancies:
• Financial Advisory Board — Unexpired Term Ending October 2017
D) Monthly Board Meetings:
• Board of Adjustment & Appeals — September 2 " — 9:30 AM
• Beaches & Shores Advisory Board — September 8th — 9:30 AM
• Town Commission 1 Budget Public Hearing — September 10 — 5:01 PM
• Town Commission 2 " Budget Public Hearing — September 24 — 5:01 PM
• Town Commission Workshop Meeting — September 29 — 1:30 PM
• Town Hall Closed: September 7 — Labor Day
5. PROPOSED ORDINANCES AND RESOLUTIONS:
None.
6. CONSENT AGENDA:
A) Minutes:
• July 28, 2015 — Workshop Meeting
• August 4, 2015 — Regular Meeting
• August 4, 2015 — Budget Meeting
MOTION: Commissioner Stern moved to accept the Consent Agenda as read. The motion was
seconded by Commissioner Feldman.
ROLL CALL:
Commissioner Stern - Yes
Commissioner Feldman - Yes
Commissioner Zelniker - Yes
Vice Mayor Weitz - Yes
Mayor Feartherman - Yes
Motion passed 5 to 0.
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Tuesday, September 1, 2015 Pame 3 of 8
7. NEW BUSINESS:
A) Budget Information Update
Finance Director Cale Curtis — You have update #2 of the proposed budget which is based on the
feedback that was received at the last Workshop Meeting. The following has been implemented:
o A three percent (3 %) across the board raise on October 1 This program will save
approximately $18,000 in the General Fund.
o The Town Manager has added $15,000 for a merit pay concept program to be awarded to
individuals that have proven significant contributions to the Town.
o Added $4,000 to the Town Clerk's budget for overtime costs associated with an ongoing
effort to organize and electronically file the Building Department files.
o Added $5,000 to the Town Clerk's budget for a public referendum.
o Added $12,000 to the Public Works Department so the existing janitorial services
contract can take over the cleaning in the Library.
o Transferred the existing maintenance position in the Library over to the Public Works
Dept.
o Eliminated $6,500 in the Library's budget for cleaning and janitorial services. Those
costs will be absorbed in the janitorial contract.
o The sidewalk repairs budget in Public Works has been reduced down to $10,000 which
was $100,000.
The net effect of these adjustments in the General Fund have freed up an additional $69,500 in the
General Fund. Those funds are currently set in the Reserve for Contingency which now sits at
$534,000 in the General Fund. That is utilizing the rollback rate of 3.7053.
Commission Discussion:
Vice Mayor Weitz — What is the $4,000 for overtime costs for the Building Dept. project? Town
Manager Brown — They are expanding the program to include previous files that had not been
included. With the elimination of the Assistant to the Town Manager position, the Town Clerk's
Office had to assume additional responsibilities.
Vice Mayor Weitz — I am in favor of the $12,000 additional money for contract janitorial services
for the Library. Do we currently have a vacant position in the Public Works Department? Fin.
Dir. Curtis — Not at this time. Vice Mayor Weitz — We are transferring a person from the Library
to the Public Works Dept. without a budgeted position available, and we are maintaining that
person's salary and benefit package. Instead of a savings, we have increased our cost by $12,000.
Utilities Superintendent Bill Moore — The extra functions that would be required could be done at
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Tuesday, September 1, 2015 Pasie 4 of 8
a minimal cost on an hourly basis. Town Manager Brown — This person not only did janitorial
duties, he did maintenance, set up the Library and many other duties. We will discuss this with
the individual to see if he is willing to take a 20 hour a week position. If not, we will have to hire
a part-time employee.
Commissioner Zelniker — I thought we needed the $100,000 to do the immediate repairs to the
sidewalk. Fin. Dir Curtis — At our last budget workshop, the Commission's action was to
immediately fund up to $100,000 to make repairs in the current year's budget. We will not need
the $100,000 in next year's budget. Town Manager Brown — I have a quote and will ask for the
funding at next week's meeting.
Commissioner Feldman — I feel we should not have received this update to the budget just before
this meeting. There are many inaccuracies that I see. Town Manager Brown —We wanted some
direction from the Commission so we could complete the budget for next week's budget public
hearing and give you the updated proposed budget.
Commissioner Stern — It was my request that we would have an update. They did an excellent job
picking up the items we already discussed, but there were no numbers attached to them.
Comm. Zelniker — We never agreed to use the rollback rate of 3.7053. That number has to be
discussed. Comm. Stern — That was a recommendation from the Financial Advisory Board, and
that is the number we are using until we come to the final hearings. Town Manager Brown — The
Commission will decide in the next two weeks just what the millage rate will be. This is just an
idea of where it is, how much we have, and where we are going in the future.
Mayor Featherman — I believe we should have a moratorium on hiring someone if they leave,
retire or are fired. We should have some time to look at this update rather than go any further
today.
Vice Mayor Weitz — The money budgeted for certain training programs for the Police
Department, the Florida League of Cities conference and whether it is necessary for every
Commissioner, their spouse and certain staff members to attend each year and other various
conferences. I recommend that the Town Manager and Finance Director look over these
budgeted items to see what is necessary, and what could be cut from the budget asthese are fairly
high budgeted items.
Comm. Stern — Some of the conferences we attended were very enlightening. This Town got a
great deal of benefit by going to the Florida League of Cities Conference for Elected Officials. At
these conferences we were able to find great deals on the water fountain in front of Town Hall,
our Christmas tree and this year three possible vendors to replace our walkway. Two of these
vendors will be coming to Highland Beach to give us an evaluation. The longevity program is
offering a little too much in the way of percentages. It should top out at five percent (5 %) max.
Mayor Featherman — We want to cut back our overhead because we do not want taxes to be
increased. We benefit greatly from the Florida League of Cities conferences because there are
many seminars to attend with useful information for our Town. I believe our Commissioners,
Town Manager and Town Clerk should attend.
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Tuesday, September 1, 2015 Pate 5 of 8
Comm. Stern — I want to make it clear that there is no way we are raising our taxes. They will be
going down. As long as we maintain our Unassigned Balance at a good level, I see no problem.
Comm. Zelniker — I don't believe every Commissioner needs to attend these conferences. One
Commissioner and the Mayor should go with the Town Manager. I am opposed to the
membership to the Boca Raton Chamber of Commerce and the Delray Beach Chamber of
Commerce as these two towns have businesses; however, Highland Beach does not. The
different classes and programs in the Library should be provided by the Town, and not have the
residents pay for them. I have no problem with the percentages on the longevity program as long
as it is one time.
8. MISCELLANEOUS — ITEMS LEFT OVER:
A) Authorization for Town Manager to Hire a Consultant for the Strategic Plan.
Town Manager Brown — The initial Strategic Plan was put into effect in 2011 and we are coming
to the end of it. With the change in elected officials, we have new ideas and philosophies. I
would like to bring a professional person in so we could get everyone's ideas and strategize on
how we want to handle it, and prioritize improvements that need to be made in the town. I found
a consultant that would do it for under $10,000, and would like authorization to negotiate a
contract with Trainnovations.
Comm. Zelniker — I read this very carefully and feel these are motivational speakers. I do not see
what they have to do with our strategic planning. I believe the Town Manager, with the help of
the department heads and the Commissioners could do this and we do not need to spend this
money. Town Manager Brown — I contacted other municipalities within the County and this is
the firm they all use for the Strategic Plan.
Comm. Feldman — The Strategic Plan is something the people need and want. I would like to see
what this consulting firm has done for other towns of our size, and what they would propose
doing for us.
Comm. Stern — The Commissioners really need to get involved. It would be our thoughts, along
with the department heads, that could put the plan together. We could prioritize what the needs
are for the next five years as we did in this last plan. I do not feel it is necessary to pay $10,000.
1 think we can have a meeting with a facilitator and have a list of items given to us from the
Town Manager and the Town Clerk that was put together from the department heads.
Vice Mayor Weitz — The concept makes sense to me. I feel we should have some idea as to what
this firm is proposing, what they can do for us, and how they can benefit our town. We have
certain limitations which are very different from many of the communities they are providing
services to. We have no business or industry, but do have a full range of services. I would like
to see a more focused itemized proposal from this group in terms of what their plan of action
would be.
Mayor Featherman — I believe we need to have our own people get together and find out what we
need over the next three years. When we gather all the information, we may need a facilitator.
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Comm. Feldman — The Library is the only major part of our Town for our citizens, and should be
the major part of our Strategic Plan. Our Capital Improvement Plan has everything in it that is
necessary to go forward. In the plan that we are now talking about, it is mainly geared to the
residents. Are we concentrating on that now, and are we looking at a Strategic Plan for the
Library? Town Manager Brown — It is up to the Commissioners if they want to include the
Library being taken over by LSSI in the Strategic Plan. The company is coming to meet with
each Commissioner on a one -on -one basis.
Consensus was to table this item.
B) Discussion on looking into the possibility of finding a way to build a structure to safeguard
our police and public works vehicles.
Vice Mayor Weitz — This town has no way to safeguard our police and public works vehicles.
These vehicles are parked in open air parking susceptible to all the environmental elements
which significantly adds to our service and maintenance costs. There is a piece of property in
Town for sale and, for the right price, could the Town purchase this land for the purpose of
building a facility to care for our equipment and cars. In the long run we are spending huge
amounts of money for service and maintenance on these vehicles. We need to consider, at some
point in time, how to find a way to safeguard very expensive equipment that we are purchasing.
Comm. Feldman — I am not in favor of this idea as it would not benefit the residents of the Town.
Comm. Zelniker — I am in favor of Vice Mayor Weitz's suggestion, but the property in question
should remain as is because of the mangroves. There are other properties that may be available.
9. REPORTS — TOWN COMMISSION:
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A) Commissioner Zelniker — It is a very volatile market at this time, and we have to prepare for the
future. Our finances are in excellent shape. I believe our Town Manager can put together a
Strategic Plan with the help of the department heads, and it is not necessary to have a facilitator.
B) Commissioner Feldman — As elected officials we represent the people. We have to do what the
residents of Highland Beach would like to see. I feel the Commissioners, with the help of the
Town Manager and Town Clerk, are doing that.
C) Commissioner Stern — Just an update, Boca Raton has just approved a study for Palmetto Park
Road to see how they can figure out how they are going to take care of all the new projects they
just approved.
D) Vice Mayor Weitz — My concept that I presented was for strategic planning in the future. I want
to wish everyone a happy and safe Labor Day weekend.
E) Mayor Bernard Featherman — I want to thank all the residents for attending this meeting.
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Tuesday, September 1, 2015 Paze 7 of 8
10. REPORTS — TOWN ATTORNEY GLEN TORCIVIA:
Town Attorney Shutt had no report.
11. REPORTS — TOWN MANAGER BEVERLY BROWN:
I would like to thank all our department heads for their cooperation last week in preparing for the
impending hurricane, which fortunately did not impact us. The cement pouring last week at 3200 S.
Ocean Blvd. was very well organized. I gave authorization to have it done on a Saturday for public
health and safety purposes. The Town Attorney and I are working on a policy for the Library. We
will have information on the sidewalk repairs next week as requested.
Mayor Featherman invited Interim Library Director to the podium to provide an update on Library.
Interim Library Director Suzi Ham — We are trying to maintain the relationship we have with the
residents. We have been looking at things we can do to streamline the operations such as automating
the cataloging records. We are also looking at a variety of new programs, offering computer classes
and prepared a survey regarding services for resident feedback.
Comm. Feldman — How are you utilizing the volunteers? Lib. Dir. Hayes — There are three
volunteers a day, each work a three hour shift. The Library has an excellent core of people that put in
hundreds of hours per year. Comm. Feldman — You said you were familiar with the outside service
LSSI. Does the town lose the personal touch? Lib. Dir. Hayes — That is generally the complaint.
Comm. Zelniker — Would it be possible to have some of your concerts recorded and viewed on
Channel 99? Lib. Dir. Hayes — I am sure it is possible to do this, but there would be a cost involved.
12. PUBLIC COMMENTS AND REOUESTS RELATED TO ITEMS DISCUSSED AT
MEETING:
Peter Rodis, 3224 S. Ocean Blvd — I am not in favor of an outside source for the Library because
they could not do a better job then what we have here. Also, the Town should clean the beaches at
least once a week because people are complaining about the seaweed, and the fact that the beaches
are private should not be the issue.
James Jiovanazzo, 3700 S. Ocean Blvd — In case of an emergency situation, there is an underground
garage in Toscana and Villa Nova. Perhaps an arrangement could be made so the cars could be
placed there. We should look into having our own antennas for a communication system for our
town, underground wiring and some type of golf cart that could bring seniors back and forth to the
Library.
Carl Gehman, 1123 Highland Beach Dr . — The Commission and the staff are doing a fine job for the
residents.
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Tuesday, September 1, 2015 Page 8 of 8
Myles Schlam, 3600 S. Ocean Blvd — There is no need to hire a consultant for the strategic plan
since the Town Manager and department heads could do the job. I am also concerned about all the
seaweed on the beach.
13. ADJOURNMENT:
There being no further business to come before the Commission, Mayor Featherman called for a
motion to adjourn the Regular Meeting at 3:14 PM.
MOTION: Commissioner Stern moved to adjourn the regular meeting at 3:14 PM. Motion was
seconded by Vice Mayor Weitz which passed unanimously.
APPROVED:
Bernard Featherman, Mayor W' 'am Weitz, Vice Mayor
c
Lou . Stern, ro issioner C Feldman, Commissioner
C� '
o a Zelnike , ommissioner
ATTEST:
Valerie Oakes, CMC, Town Clerk Date
