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2018.05.29_TC_Minutes_Workshop • TOWN OF HIGHLAND BEACH TOWN COMMISSION WORKSHOP MINUTES Town Hall/Commission Chambers Date: May 29,2018 3614 South Ocean Boulevard Time: 1:30 PM Highland Beach, Florida CALL TO ORDER: Mayor Carl Feldman called the Workshop Meeting to order at 1:30 PM. PRESENT UPON ROLL CALL: Mayor Carl Feldman Vice Mayor Alysen A.Nila Commissioner Rhoda Zelniker Commissioner Elyse Riesa Commissioner Peggy Gossett-Seidman Town Attorney Pamala Ryan Interim Town Manager William Thrasher Pledge of Allegiance: The Pledge of Allegiance was led by the Commission, followed by a moment of silence. Civility Pledge: Deputy Town Clerk Cuebas recited the Civility Pledge. 1. ADDITIONS,DELETIONS OR ACCEPTANCE OF AGENDA: Vice Mayor Nil a requested Item 6F, Discussion on Beach Ordinance and New Law Effective July 1 st be removed from the agenda. The agenda was accepted as amended. 2. PUBLIC COMMENTS AND REQUESTS: The following residents provided comments: Peter Rodis Jane Perlow Tim Burnich Ira Oaklander Town Commission Workshop Minutes Date: May 29,2018 Page 2 of 10 David Axelrod Peter Corrales Eva Kleeman Gilds Corrals John Ross Mayor Featherman Greg Babij 3. PRESENTATIONS/PROCLAMATIONS: A) Saint Lucy Catholic Church Proclamation Deputy Town Clerk Cuebas read the Proclamation into the record. 4. BOARDS AND COMMITTEES: A) Board Action Reports: Greg Babij, Chair of the Financial Advisory Board Report provided a report on the actions taken during the Financial Advisory Board Meeting held on May 18, 2018. B) Board Vacancies/Interviews: Code Enforcement Board—Seven(7) Full Three-Year Terms Financial Advisory Board — Two (2) Vacancies: One (1) Full Term and One (1) Unexpired Term ending November 2020 Natural Resource Preservation Advisory Board—Seven(7) Full Three-Year Terms Planning Board—One(1) Vacancy for a Three-Year Term ending May 2019 C) Monthly Meetings and Events: Town Commission Regular Meeting—June 5, 2018— 1:30 PM Town Commission Workshop Meeting—June 26, 2018— 1:30 PM Town Commission Workshop Minutes Date: May 29,2018 Page 3 of 10 5. PROPOSED ORDINANCES AND RESOLUTIONS: A) ORDINANCE NO. 18-004 O Deputy Town Clerk Cuebas read the title of Ordinance No. 18-004 O into the record. AN ORDINANCE OF THE TOWN COMMISSION OF THE TOWN OF HIGHLAND BEACH, FLORIDA, AMENDING CHAPTER 2 "ADMINISTRATION", BY ENACTING A NEW ARTICLE V "BOARDS AND COMMITTEES", AMENDING AND RENUMBERING ARTICLE V "CODE ENFORCEMENT BOARD", BY CREATING A NATURAL RESOURCES PRESERVATION ADVISORY BOARD; BY CREATING A FINANCIAL ADVISORY BOARD; BY AMENDING CHAPTER 20 "PLANNING AND DEVELOPMENT BY DELETING ARTICLE II "PLANNING BOARD" AND ARTICLE III "BOARD OF ADJUSTMENT AND APPEALS; ADMINISTRATION" IN ORDER TO MODIFY AND CLARIFY THE REGULATIONS RELATED TO THE VARIOUS TOWN BOARDS; PROVIDING FOR THE REPEAL OF LAWS IN CONFLICT; PROVIDING FOR CODIFICATION AND SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. Mayor Feldman asked questions regarding the following: Chairperson of every advisory board having to attend each Town Commission Meeting; Page 3, Section 2-100 1(b) — Change "may" interview board members to "will" interview board members; Town employees being on advisory boards; Page 5 (d) — members shall serve without compensation; Language including Special Magistrate; and Qualifications of Natural Resources Preservation Advisory Board are too broad and the powers and duties are the same as the previous beaches and shores. Town Attorney Rvan mentioned she would make the change from "may" to "shall" as requested by Mayor Feldman. It was the consensus of the Commission to place Ordinance No. 18-004 O on the June 5, 2018, Regular Meeting agenda for a second reading. Town Commission Workshop Minutes Date: May 29, 2018 Page 4 of 10 6. NEW BUSINESS: Deputy Town Clerk Cuebas read Item 6A into the record. A) Approval of Town Commission Meeting Minutes: April 24, 2018 —Workshop Minutes May 1, 2018—Regular Minutes It was the consensus of the Commission to place Item 6A on the June 5, 2018, Regular Meeting Consent Agenda. Deputy Town Clerk Cuebas read Item 613 into the record. B) Authorize the Mayor to Execute an Agreement between the Town of Highland Beach and CC Control Corp. (Lowest qualified bidder), in an amount of $56,100.00 for the Replacement of and Installation of 24 Transmitters and 24 Manifold on Water Treatment Plant RO Membrane Trains A, B, and C. (Invitation to Bid No. 2018-03) Vice Mayor Nila asked about the large discrepancy between both bidders. Public Works Director Edward Soper explained the reason for the discrepancy. Interim Town Manager Thrasher asked if there was any chance that there would be anything in this phase of operation that would cause value added in the work process. Public Works Director Soper explained that there is a provision for unforeseen circumstances. Funding has already been budgeted It was the consensus of the Commission to place this item on the June 5, 2018, Regular Meeting Consent Agenda. Duty Town Clerk Cuebas read Item 6C into the record. C) Authorize the Mayor to Execute an Agreement between the Town of Highland Beach and the City of Delray Beach, in the amount of $69,513.00 per year for Police Dispatching and Communications Services. Chief Craig Hartman presented this item. Commissioner Gossett-Seidman requested an explanation be placed in the Highlander and online for the residents to understand the new system. It was the consensus of the Commission to place this item on the June 5, 2018, Regular Meeting Consent Agenda. Deputy Town Clerk Cuebas read Item 61) into the record. Town Commission Workshop Minutes Date: May 29, 2018 Page 5 of 10 D) Discussion Regarding the Employee Medical Insurance Program. Finance Director Cale Curtis presented this item. He explained the three options available to employees including the HRA (Health Reimbursement Account). Commission Discussion: Commissioner Riesa requested the HRA be explained further to the employees. Commissioner Zelniker commented regarding Interim Town Manager Thrasher's suggestion to implement the HRA program. Finance Director Curtis explained the HRA program would offset the out-of-pocket costs for increased deductibles and co-pays; create a substantial savings to the Town, and also would be helping to reduce the out-of-pocket costs to the employees. Vice Mayor Nil a inquired about the HRA breakdown. Finance Director Curtis outlined the three options. Staff is recommending the third option for distributing the HRA program. Commissioner Gossett-Seidman asked if there was a brokerage fee for the broker to review these plans. Mark Rheingold of Mark Rheingold Associates provided comments regarding the broker fees and explained the fees are included in the rates. It was the consensus of the Commission to take the third option for the HRA and place this item on the June 5, 2018, Regular Meeting Consent Agenda. Deputy Town Clerk Cuebas read Item 6E into the record. E) Discussion Regarding Construction Activity in the Bel Lido Community by Commissioner Zelniker. Commissioner Zelniker spoke about the email from Peter and Gilda Corrales regarding the issues in Bel Lido neighborhood. Commission discussion: Commissioner Gossett-Seidman spoke about the amount of trucks and construction activity in Bel Lido as well as the construction sites along AIA where the builders are leaving their trucks on the side streets in the Bel Lido neighborhood. She suggested a plan be put in place regarding the parking. The Town of Palm Beach codes are well outlined, strict codes about parking and there is no construction activities on Saturdays. There should be limited construction projects being done at the same time. Commissioner Riesa suggested that there should be a distinction between renovations, tear downs and new construction with regard to time frames and work hours. Saturday work hours Town Commission Workshop Minutes Date: May 29,2018 Page 6 of 10 should only be utilized for interior renovations. She suggested the Town Manager meet with the residents and provide the Commission with their recommendations. Vice Mayor Nila explained that the issue is with code enforcement. There must be a plan that ensures the policies are enforced and the code is clear and concise. Mayor Feldman explained that he met with some residents and their main concern was parking. He also commented on the Police Department and the HOA's enforcing the parking as well as restrictions being placed on how many tear down projects should be allowed at the same time. These issues should be addressed for the entire town, not just Bel Lido. Commissioner Gossett-Seidman provided comments about the Bel Lido Homeowner's Association. She also suggested that there should be a six month wait for permitting with new construction. Interim Town Manager Thrasher suggested there be a management construction plan available for the review by the Planning Board, which will give us a starting block. Going forward we need to be able to control construction traffic. Commissioner Riesa recommended that the plan should include all of Highland Beach and not just Bel Lido. She provided comments with regard to St. Lucy Church charging the construction workers to park in the church parking lot. F) Discussion on Beach Ordinance and New Law Effective July 1st — Vice Mayor Nila. (THIS ITEM WAS REMOVED FROM THE AGENDA) Deputy Town Clerk Cuebas read Item 6F into the record. G) Discussion on the Town Attorney's Law Firm Fees—Vice Mayor Nila Vice Mayor Nila introduced this item and proposed the Town Attorney fees be on a retainer basis. She explained her reason for this proposal. She had spoken with Attorney Glen Torcivia and they agreed on an amount of$150,000 per year on a one-year trial basis. Commission Discussion: Commissioner Gossett-Seidman was not in agreement with having a retainer. Commissioner Riesa was not in favor of changing the way the law firm was being paid. Commissioner Zelniker was in favor of a retainer. Mayor Feldman was not in agreement with Vice Mayor Nila's proposal. Deputy Town Clerk Cuebas read Item 6H into the record. Town Commission Workshop Minutes Date: May 29,2018 Page 7 of 10 H) Discussion on Salary Adjustment for the Interim Town Manager effective May 1, 2018—Mayor Feldman Mayor Feldman proposed a salary increase for Lanelda Gaskins for the time served as Interim Town Manager. Discussion ensued regarding the adjustment in her salary. Finance Director Curtis referred to Section 5 in the Policy Rules and Regulations regarding this issue. Interim Town Manager Thrasher recommended adjusting Lanelda Gaskins salary for the time served from May 1, 2018 to May 21, 2018 as Interim Town Manager and task the Finance Department to calculate the monies owed to her. 7. MISCELLANEOUS—ITEMS LEFT OVER: A) Discussion on the Walk Path Overlay Project. Public Works Director Edward Soper presented this item and provided a revised price of $180,000 for a full overlay with a contingency added. If the Commission was in favor of this, he would obtain a revised proposal. If they chose to continue with patching the sidewalk, the cost would be approximately $10,000 to $15,000 per year. Commissioner Gossett-Seidman advised that the sidewalk was the property of Florida Department of Transportation (FDOT). She did not agree with spending close to $200,000 to have an overlay. Mayor Feldman suggested tabling this item until there was further information from FDOT. Town Attorney Ryan proposed having a FDOT workshop with regards to this matter, and that a meeting should be schedule before any decision is made. Commissioner Zelniker mentioned that Interim Town Manager Thrasher should spearhead this project. Commissioner Riesa suggested Interim Town Manager Thrasher work with Commissioner Seidman and Vice Mayor Nila and their contacts. Interim Town Manager Thrasher explained that he has worked with the FDOT regarding swales and they have their own standards. He advised the Commission to be cautious of FDOT and their promises. Commissioner Gossett-Seidman provided comments with regard to the issues of flooding due to the construction in Town with over landscaping and concreting. Town Commission Workshop Minutes Date: May 29,2018 Page 8 of 10 Interim Town Manager Thrasher explained that he will meet with Commissioner Gossett- Seidman and Vice Mayor Nila to discuss their individual plans and make his recommendation to the Commission. He will organize a meeting with FDOT. B) Public Works Off-Road Vehicle Replacement.3 Public Works Director Soper presented this item and explained his recommendation was the John Deere 835M. It was the consensus of the Commission to place this item on the June 5, 2018, Regular Meeting Consent Agenda. 8. REPORTS—TOWN COMMISSION: A) Commissioner Peggy Gossett-Seidman asked that the Town people come together to work for the Town. She also thanked the Police Department for the excellent work they do for this Town. B) Commissioner Elyse Riesa also asked that everyone work together for the good of the Town. She provided comments on the many projects that need to be discussed and worked on, which should be prioritized. C) Commissioner Rhoda Zelniker provided comments regarding the base salary for the Town Manager plus benefits. She read a letter written by Police Chief Hartmann to John Ross regarding his comments at the May 1, 2018 Commission meeting with respect to a bicycle incident that occurred on AIA into the record. D) Vice Mayor Alysen A. Nila had no comments. E) Mayor Carl Feldman thanked all the Town residents and staff for their well wishes during his surgery and mentioned that his home care nurse, Rachel Carpenter is a Highland Beach resident. He provided comments about reading emails into the record at the Commission meetings. 9. REPORTS—TOWN ATTORNEY PAMALA RYAN: Town Attorney yan presented a draft copy of an employment agreement with Mr. Thrasher. She asked that the Commission to review the agreement so it can be placed on the June 5, 2018, Regular Meeting Agenda. Interim Town Manager Thrasher requested a time limit be outlined in the contract. He was willing to stay for one-year with full benefits or short term as outlined in the contract for a period of 90 days. If the Commission was looking for short term, he suggested moving forward with the hiring of a full time Town Manager as quickly as possible. Town Commission Workshop Minutes Date: May 29,2018 Page 9 of 10 Mayor Feldman suggested a one-year time frame. Commissioner Riesa suggested a six-month time frame. Vice Mayor Nila suggested 90 days. Commissioner Zelniker asked if a full-time Town Manager was not hired within the 90 days, could there be some negotiations as to an extended time frame. Interim Town Manager Thrasher indicated that he would not be in favor of extending the time past 90 days. Commissioner Zelniker provided comments with regard to the qualifications and hiring of a full-time Town Manager. Commissioner Gossett-Seidman explained she wants a committed Town Manager. Town Attorney Ryan explained the reason for a short term Interim Town Manager and suggested the Commission hire a Professional Recruiting Firm to work with Interim Town Manager Thrasher in fording a full-time Town Manager. Discussion ensued regarding the time limit for Interim Town Manager Thrasher's contract and the contract will remain at 90 days. It was the consensus of the Commission to move forward with retaining a Recruiting Firm for hiring a permanent Town Manager and all other resources available. 10. REPORTS -INTERIM TOWN MANAGER WILLIAM THRASHER: Interim Town Manager Thrasher was not in favor of reading emails at the Commission meetings or responding to them at that time. He suggested less time be invested in workshop meetings and more time invested in regular meetings since action can only be taken at the regular meetings. 11. PUBLIC COMMENTS AND REQUESTS RELATED TO AGENDA ITEMS DISCUSSED AT MEETING ONLY: The following residents provided comments: Peter Rodis Peter Corrales Town Commission Workshop Minutes Date: May 29, 2018 Page 10 of 10 12.ADJOURNMENT: There being no further business Mayor Feldman adjourned the Workshop meeting at 5:07 PM. APPROVED: Carl Fe an, Mayor t i nerio ATTEST: Transcribed by: Rosalie DeMartino an lda Gaskins, MM /V Date