2008.03.25_TC_Minutes_Workshop• TOWN OF HIGHLAND BEACH
MINUTES OF TOWN COMMISSION MEETING
WORKSHOP MEETING
Tuesday, March 25, 2008 1.30 P M
Mayor Jim Newill, CPA called the Regular Meeting to order in Commission Chambers at 1:30
P.M.
CALL TO ORDER:
Roll Call: Members present: Mayor Jim Newill, CPA; Vice Mayor Miriam S. Zwick;
Commissioner Doris M. Trinley; and Commissioner John J. Sorrelli. Also present: Town
Attorney Tom Sliney; Town Manager Dale S. Sugerman; Town Clerk Beverly M. Brown; and
members of the public.
Pledge of Allegiance: The Pledge of Allegiance was given, followed by a moment of silence
in honor of members of the military, both living and deceased.
• Civility Pledge: Mayor Newill stated that in addition to reciting the Pledge of Allegiance at
the beginning of every meeting, he has requested the Town Clerk to read the Civility Pledge.
Town Clerk Brown recited the Civility Pledge for the Commission and public.
Oath of Office: Town Clerk Brown administered the Oath of Office to Vice Mayor Zwick.
1. ADDITIONS, DELETIONS OR ACCEPTANCE OF AGENDA
• None
2. PUBLIC COMMENTS AND REQUESTS
Seymour Strauss -Boca Highlands
A concert will be held on Friday, March 28`~ at St. Lucy's beginning at 7:30 PM by the
Lyric Chamber Orchestra. There is an item on today's agenda in reference to the water
main replacement. Rather than spending 3 million dollars on replacing the line, and putting
the town in more indebtedness, why do we not just fix the breaks as they occur.
Allen Teller - 4210 S. Ocean Blvd.
The Commission will be appointing someone to fill the vacant position on the Commission
at Special Meeting immediately following this one. I would encourage the Commission to
appoint the most qualified individual of the potential candidates. Especially one who has
• completed a term on one of the other Boards.
Town Commission Workshop Minutes
March 25, 2008 Page 2 of 7
. 3. PRESENTATIONS
• TASER Demonstration
Sergeant Lundberg of the Highland Beach Police Department explained the reason
behind the use of TASER"S, various types available, and the type used by the Highland
Beach Police Department.
4. BOARDS AND COMMITTEES
A) Board Correspondence
• None
B) Board Action Report
• None
C) Board Vacancies
• None
D) Monthly Board Meetings
• Beaches & Shores Advisory -Apr. 8th -Regular - 9:30 A.M
• Planning Board -Apr. 9th -Regular - 9:30 A.M.
• Bd. of Adjustment -Apr. 15`x' -Quarterly - 9:30 A.M.
• • Code Enforcement Board -Apr. 16th - 5:30 P.M.
Public Hearing -Immediately Following.
• Cultural Advisory -Apr. 24th -Regular - 9:30 A.M.
5. PROPOSED ORDINANCES AND RESOLUTIONS
• None
6. NEW BUSINESS
1) Authorizing the Mayor to Sign a Contract for Engineering Services for the Water
Main Replacement on AlA
Town Mana er Su eg rman -The Town of Highland Beach desires to replace
approximately 3 miles of 6 and 8 inch old asbestos cement (AC) pipe. The AC pipes
have exceeded their service life of over 50 years and are in need of replacement as evident
by more frequent leaks in recent years. Because of the condition of the AC pipe, the
water plant limits water pressure leaving the plant to less than 55 psi to prevent AC pipe
failure. The 6-inch AC pipes at the north end of the Town's distribution system are also
under sized which potentially limit pressures and fire flow in the future in that-area.
The AC pipes in need of replacement are located along the eastern side of AlA (from the
. north end of Town limits to the south end of the Town limits -Approximately 15,500
feet). Because of its location, the pipe replacements will likely impact residents living
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March 25, 2008 Pa eg 3 of 7
• along AlA. The pipe replacement may affect driveways that are in the utility right of
way, as well as create limited access to residences during construction. Water services
will be temporarily interrupted as the old pipeline is deactivated and the new pipeline is
activated.
The proposed water main will be installed by traditional open-cut methods, which will
allow the water main to be installed with minimum 30 to 36" minimum cover.
Directional drill methods will only be used when the pipe cannot be installed by the open-
cut methods.
The scope of services that will be received from Mathews Consulting include six
component parts: 1) A series of workshop meetings with Town staff to make sure the
project is on the correct track. 2) The hydraulic modeling of the proposed replacement
pipe, to make sure that what is designed meets the Town's present and future needs. This
portion of the Scope will be subcontracted to GlobalTech, the Town's current water
engineering firm. 3) Data survey collection which will be a critical part of this entire
process. This is the portion of the work that will determine exactly where the new pipe
will go, and how it will be buried in the ground (taking into consideration things like
existing driveways, existing underground utilities, etc.). 4) The actual design
(construction drawings) of the work to be constructed. 5) Assistance in obtaining the
necessary permits to install the project. 6) Assistance in bidding the project to determine
its potential final cost.
This Scope of Work does not assume that the project will actually be approved by the
citizens under the Charter provision dealing with projects that exceed $350,000 in costs.
This initial project will get us to the point where we will have a clear understanding of
what work needs to be done and what costs we can expect to incur should the project be
approved by the voters in a referendum. Funds are available to pay the not-to-exceed
$224,504 cost associated with this contract in account number 001-581-000-5091-581.700
which has been identified as "Transfer to Water Fund Engineering."
Questions: When will it begin? Reply -Once the "Notice to Proceed" is issued by the
Town. How long will it take? Reply -The total contract is for 50 weeks. The bulk of
work will be completed within 26 weeks. It is estimated that permitting will take 8 weeks
and bidding 14 weeks. When would we have an estimate of cost so that a referendum
could be scheduled? We will know the cost at the end of 28 weeks. Who is responsible?
for replacing the driveways and other obstructions. Reply -These would be part of the
project costs and would not be charged to the residents.
Item to be included on April 1, 2008 Consent Agenda.
2) Amending the Pay Plan for the Position of Water Plant Oaerator "A"
• Town Mana eg_r Su eg rman -The Town employs three classes of water plant operators:
There are those that hold a "C" license (the entry level position), those that hold a "B"
Town Commission Workshop Minutes
March 25, 2008 Page 4 of 7
• license (a more advanced level position) and those that hold an "A" license. The "A"
license is earned by those individuals who have trained for and demonstrated the highest
and most accomplished level of certification in operating a water plant. Historically,
Highland Beach has employed operators holding both the "C" license and "B" license.
However, since the start up and operation of the new reverse osmosis water treatment plant,
we have done what we can to attract employees who hold the "A" license. Currently we
have two Class "A" water operators on staff. Unfortunately, our current Pay Plan has not
made a historical distinction between the "B" operator and the "A" operator. We are
proposing that the Commission authorize that "A" operators be assigned to Pay Grade 5 as
opposed to the current Pay Grade 4. By doing so, this would increase our current two "A"
operators' salaries by 5%. It will put our Class "A" operators just a few cents below the
average top-out pay for similarly situated municipalities.
Jack Lee -Public Works Director - The Town gives a 5% increase each time an operator
passes the class "C" and "B" licenses, but does not for the "A". These operators have
invested a significant amount of time and effort in procuring their "A" license. We have
lost two "A" operators in the last three years because they were offered more money from
another city that does compensate for the "A" license.
Mayor Newill -Would you recommend bringing the salaries up to the average in the area?
Reply -Yes.
• Item to be included on April 1, 2008 Consent Agenda.
3) Accenting a Bid and Authorizing the Mayor to Sign a Contract for
Telecommunications Equipment and Services
Town Mana eg r Superman -The current year's budget has funds available for the
replacement of the telephone system in Town Hall. The present telephone system, while it
has worked well for us historically, is a bit antiquated and does not fully support a modern
office operation. It has limited capabilities, does not allow direct inward dialing, does not
have a comprehensive group pick-up function, or many of the other technological
capabilities associated with modern day equipment. Zoie Burgess assembled an overview
and narrative, which was part of your packet, explaining why we are recommending the
AT&T System. If the Commission is supportive of awarding this bid and having the
Mayor sign the contract, we can place this item on the Consent Agenda for the meeting of
April 1 S`
Commissioner Trinley stated she would like to complement Zoie Burgess on the
comprehensive overview.
Item to be included on April 1, 2008 Consent Agenda.
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Town Commission Workshop Minutes
March 25, 2008 _ Pa eg 5 of 7
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4) Amending the Revised Investment Policy
Town Mana eg_r Su eg rman -Sometime back, Iforwarded amarked-up copy of the Town's
existing Investment Policy which has been in place since 2002. The purpose this agenda
item is to begin the process of discussing what modifications, if any, should be made to the
existing policy. In reviewing the copy of the policy in your packet, you will find where
there are strikethroughs indicating that particular section is deleted; and where it is
underlined that section is added. The proposal sets standards where the Town's staff has to
spread available cash amongst a variety of institutions. Present policy refers to quarterly
reports -have changed to monthly. This policy change will be a work in progress and will
be completed over time.
Mayor Newill -Still feel strongly that we need to remove all our money from the SBA
Account. Do not feel we should be investing in these types of funds. Mana er Sugerman -
Policy as proposed, would still allow up to 25°Io of total funds deposited in these funds.
Vice Mayor Zwick -What are advantages of being in the state pool? Manacer Su e~ -
There are a number, as long as there is not a run. There are over 1,000 local government
entities invested. It is a highly liquid fund. Pool did not have a problem, until a number of
jurisdictions panicked, and there was a run on the money. It is not without risk. Would
like the Commission to continue to review and give more feedback. Will continue to put
• this on next month's Workshop Agenda.
5) Authorizing the Sending of Fruit Baskets and Flowers to Citizens that are
Hospitalized and Defining that Action as a Public Puraose
Town Mana er Superman -Recently, there has been some discussion about the
appropriateness of having the Town Hall staff sending fruit baskets or flowers when an
individual on the Town Commission (including a spouse of a Commissioner) or a member
of one of the Boards has taken ill and is hospitalized. Unfortunately, this concept of
sending fruit baskets and flowers is a bit of a gray area. Therefore, the Town Commission
might want to establish a set of rules for when the Town staff sends fruit baskets and or
flowers to individuals who have been hospitalized. This item is being placed before the
Town Commission so that we can have some direction on how you would like this matter
handled. Some have said that because of the nature of the Town of Highland Beach, it is
appropriate for this municipality to send fruit baskets or flowers when certain individuals
have been hospitalized. Others have said that this is not a proper use of tax dollars.
Discussion: Alternative is to send a card. Fruit baskets and flowers should be sent not to
citizens, but to elected officials and members of Town Boards. A dollar amount should be
determined.
Item will be carried over to next meeting as "Miscellaneous -Items Left Over."
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Town Commission Workshop Minutes
March 25.2008 Pale 6 of 7
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7) MISCELLANEOUS -ITEMS LEFT OVER
4. Minutes Approval
Workshop Meeting -February 26, 2008
Regular Meeting -March 4, 2008
No corrections or omissions. Item to be included on April 1, 2008 Consent Agenda.
8) REPORTS -TOWN COMMISSION
Commissioner Sorrelli - Do we have a budget to maintain the mangroves?
Reply - No. The mangroves on town property are maintained by the staff; most of them
in Highland Beach are privately owned.
Commissioner Trinley - No Report.
Commissioner Zwick - We have had many complaints about the microphone system, as it
is very antiquated. Let's look into purchasing non-directional microphones. Town
Manager Sugerman - We had been waiting for the air quality report. Now that we know
• we are not moving from this facility, will bring a professional in to determine the
problem(s).
Mayor Newill -Have requested for each of the next six months meeting, that a Department
Head make a presentation before the Commission explaining what projects their
department is working on; if their budget is on track; what projects they will be including
in next years budget; and if there are any problems forthcoming.
9) REPORTS -TOWN ATTORNEY
• No Report
10) REPORTS -TOWN MANAGER
• No Report
11) CONSENT AGENDA
• None
Town Commission Workshop Minutes
March 25.2008 Pa eg 7 of 7
•
12) PUBLIC COMMENTS AND REQUESTS RELATED TO ITEMS DISCUSSED AT
MEETING
Joe Colby - 3210 S. Ocean Blvd.
If you adopt a policy about fruit baskets and flowers, you might insert: "not more than and
a dollar amount."
12. ADJOURNMENT
There being no further business to come before the Commission; Mayor Newill adjourned
the Regular Meeting at 3:15 P.M. upon a MOTION by Commissioner Sorrelli seconded by
Vice Mayor Zwick.
APPROV ~
Jim Ne i 1, CPA, Mayor
•
S. Zwick, V~c~ Mayor
M. Trinley,
J J. Sorre , C--ommissioner
TTEST:
Beverly M. B wn, MM ,Town Clerk
Date:
OATH OF OFFICE
TOWN OF HIGHLAND BEACH, FLORIDA
I, MIRIAM S. ZWICK DO SOLEMNLY SWEAR THAT I WILL SUPPORT,
PROTECT AND DEFEND THE CONSTITUTION OF THE UNITED STATES
AND OF THE STATE OF FLORIDA AGAINST ALL ENEMIES, DOMESTIC
AND FOREIGN, AND THAT I WILL BEAR TRUE FAITH, LOYALTY AND
ALLEGIANCE TO THE SAME, AND THAT I AM ENTITLED TO HOLD OFFICE
UNDER THE CONSTITUTION OF THE STATE OF FLORIDA, AND THAT I
WILL FAITHFULLY PERFORM ALL THE DUTIES OF THE OFFICE OF VICE
MAYOR IN THE TOWN OF HIGHLAND BEACH, ON WHICH I AM ABOUT TO
ENTER, SO HELP ME GOD.
MIRIAM S. ICK
OATH OF OFFICE ADMINISTERED THIS 25TH DAY OF MARCH, 2008 AT
TOWN H~4LL, TOWN OF HIGHLAND BEACH. FLORIDA.
Town C
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