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2008.06.09_TC_Minutes_Special• TOWN OF HIGHLAND BEACH MINUTES OF TOWN COMMISSION MEETING SPECIAL MEETING Monday, June 9, 2008 1::00 P.M. Mayor Jim Newill, CPA called the Special Meeting to order in Commission Chambers at 1:00 P.M. CALL TO ORDER: Roll Call: Members present: Mayor Jim Newill, CPA; Vice Mayor Mvriam S. Zwick; Commissioner Doris M. Trinley; Commissioner John J. Sorrelli; Commissioner John J. Pagliaro; Town Attorney Thomas E. Sliney; Town Manager Dale S. Sugerman; Town Clerk Beverly M. Brown; Public Works Director Jack Lee; Maintenance Supervisor Bill Moore; and members of the public. • Pledge of Allegiance: The Pledge of Allegiance was given, followed by a minute of silence in honor of members of the military, both living and deceased. Civility Pledge: Town Clerk Brown recited the Civility Pledge for the Commission and public. 1. ADDITIONS, DELETIONS OR ACCEPTANCE OF AGENDA None 2. PUBLIC COMMENTS AND REQUESTS None: 3. NEW 1~t~SINESS Aj, Authori~rn~ the Mayor to Sign a Joint Participation Agreement and a Maintenance Memorandum of Understanding_with the Florida Department of • Town Commission Special Meeting Minutes ' June 9, 2008 Page 2 of 4 Town Mana eg r Su eg_ rman -This agenda item deals with the Phase II and III Tree • Planting project along SR AlA. Unfortunately, the State of Florida, through District IV of the Department of Transportation has continued to drag its feet in approving our project plans, and in issuing the various documents needed for us to secure grant reimbursement funds. The original schedule issued by FDOT showed that our plans would be approved in March of this year. When they missed their first set of dates, a revised schedule was issued which also was not met. On June 14th, I received an "emergency" call from FDOT advising that Tallahassee was about to recall all tree planting grant funds if they were not locked up with a written agreement by June 15`x. Thus the need for a special meeting. I would recommend authorizing the Mayor to sign the agreement, that way we will have at least locked in the grant money. Our being able to meet a summer construction schedule is another issue. The grant is a 50% matching grant. The current budget year does contain funds for this project. The budget shows that we have $400,000 available for the project, $200,000 of which is reimbursable from FDOT. Discussion: Commissioner Trinley -Will Phase II & III have a mixture of trees? Reply - Yes. The architect's design-build plans can be reviewed in the Town Clerk's Office. Commissioner Sorrelli -Are any going to be planted in the Milani Park area? Reply - No. Commissioner Pagliaro -The first contract called for 98 trees being planted. Will these two phases have the same? Maintenance Supervisor • Moore -This time there will be about three times as many. The landscape architect and myself went through town and filled in the holes in the right-of-way where something could be planted. We are planting a variety of trees this time: coconut palms, screw pines, royal palms, sea grapes, canary date palms. Commissioner Pa liaro -Will there be a balance on both sides of the road? Bill Moore -The original plans were completed before the hurricane came through and knocked a good number of them down. In addition, the manager at Ambassadors East cut down a large amount of healthy trees. We have talked to property owners and condo managers to try and pacify everyone. Vice Mayor Zwick -Originally FDOT did not want all the same type of trees because of the possibility of a disease wiping them all out. Bill Moore -DOT was concerned about disease with the plantings of the royal palms. This time we have a variety of trees. They only agreed to allow us the coconut palms as long as we do not allow them to have any fruit They were afraid of someone getting hit by fallen fruit. Commissioner Sorrelli - Do we have a schedule and who maintains them? Bill Moore - If DOT does not change it, it should be at the end of July. Manager Su erman -This is a good time to work on AlA when the town is empty. The contractor is also responsible for one year to maintain trees. Mayor Newill - Is tliis the final decision on the location of the plantings? Can anyone come in and ask that it be changed? Mana e~ eg rman - We never turn a deaf ear to our residents, teat unless it conflicts with the underground utilities we will not change any locations. • Town Commission Special Meeting Minutes ' June 9, 2008 Page 3 of 4 Mayor Newill had the Town Clerk read Resolution No. 08-004 R into the record. • A Resolution of the Town of Highland Beach, Florida, authorizing the Mayor to execute on behalf of the Town a Joint Participation Agreement and a Maintenance Memorandum of Agreement with the State of Florida, Department of Transportation. MOTION: Vice Mayor Zwick moved to approve Resolution No. 08-004 R; seconded by Commissioner Pa lg iaro, Motion carried by unanimous voice vote. B) Amending the Offering of a Voluntary Early Retirement Program to Town E Town Mana er Su eg rman -After the Town Commission approved the Voluntary Early Retirement Program on June 3rd, I had one of the eligible employees come to me expressing an interest in participating in the program, but asked if the Commission would consider allowing one modification. The requested modification is as follows: "One of the incentives being offered is the equivalent of a lump sum payment of 90 days of salary." The employee checked with the Florida Retirement System and obtained a verbal ruling that lump sum payments are not considered wages earned and therefore are not credited to the employee's "highest five years of earnings" for purposes of calculating the retirement benefit. • The employee did not ask for any additional money beyond the 90 days offered, but asked if it could be paid out in salary for the 90 day period instead of a lump sum on September 26, 2008. I can support this request for a modification to the program because it does not cost the Town any additional pocket expense. Mayor Newill - If we do this, does it delay a search for the replacement? Mana er Su eg, rman - No. Their work will stop on September 26d'. Mayor Newill - Under the plan that we passed, the employee is scheduled to continuing working until September 26d'. Will they have lost their drive? Chief An elillo - As of October 2, I am entitled to a longevity check. If I accept this offer, would I still be entitled? R n1v - No. MOTION: Vice Mayor Zwick moved to Amend the Voluntary Early Retirement Program; seconded by Commissioner Sorrelli. ROLL CALL: Vice Mayor Zwick - Yes Commissioner Pagliaro - Yes Com..missioner Sorrelli - Yes Commissioner Trinley - Yes 11+Iayor i~Tewill - Yes • , Town Commission Special Meeting Minutes ' June 9, 2008 Page 4 of 4 Motion carried by unanimous vote, 4. PUBLIC COMIVIENTS AND REQUESTS RELATED TO ITEMS DISCUSSED AT MEETING: 5. ADJOURNMENT There being no further business to come before the Commission at this time, a MOTION was made by Commissioner Sorrelli and seconded by Commissioner Pagliaro to adjourn at 1:35 P.M. • Trinley, John . Sorrelli, Co issio Jo agliar , ommissio Attest: .J ~ ~ Beverly M. Brown, MMC Town Clerk Date: ~` ~ ~ ~~ n LJ APPROVF~~(// ~ r f Jim lYewill, CPA, Mayor