2018.07.31_TC_Minutes_Workshop TOWN OF HIGHLAND BEACH
TOWN COMMISSION WORKSHOP MINUTES
Town Hall/Commission Chambers Date: July 31, 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 Glen Torcivia
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:
Town Clerk Gaskins recited the Civility Pledge.
1. ADDITIONS, DELETIONS OR ACCEPTANCE OF AGENDA:
Vice Mayor Nila added and removed the following items under New Business as follows:
Added: "Discussion on Policy and Procedures of Meeting with Town Attorney" as Item 6A.1.
Removed Item 613: "Discussion on Access Points".
Added: "Discussion on FDOT (Florida Department of Transportation) as Item 6B.
Removed Item 6E: "Impact Fee and Permit Fee Study".
Added: "Discussion on the Job Description for the Finance Director" as Item 6E.
Commissioner Riesa added the following items under New Business:
Item 6C: "Discussion for the Process of Hiring a New Town Manager.
Item 6C.1: "Discussion for the Process of Hiring the Building Official.
Commissioner Zelniker added the Items under New Business as follows:
Town Commission Workshop Minutes
Date: July 31, 2018
Page 2 of 12
Item 6G: "Discussion on the Financial Analyst the Town is Hiring for Financial Services.
Item 6H: "Discuss the priority list of the Interim Town Manager prior to his separation on
August 21 st
Mayor Feldman moved Item 6C "Discussion Regarding the City of Delray Beach Fire Rescue
Agreement with Fire Chief Neal De Jesus, City of Delray Beach" before Public Comments and
Requests as Item A.1.
The agenda was accepted as amended.
A.1 DISCUSSION REGARDING THE CITY OF DELRAY BEACH FIRE-RESCUE
AGREEMENT WITH FIRE CHIEF NEAL DE JESUS, CITY OF DELRAY
BEACH. (THIS ITEM WAS FORMALLYITEM 6C)
Mayor Feldman introduced this item.
Fire Chief De Jesus explained the on-going relationship between the City of Delray Beach Fire
Department and the Town of Highland Beach residents. He gave a PowerPoint presentation and
highlighting the following:
o Mission Statement
o Values
o Insurance Safety Office (ISO) Class 2
o Re-evaluate to Class 1
o Center for Public Safety Excellence (CPSE)
o Registered Agency—Commission on Fire Accreditation International (CFAI)
o Organization Chart
o Overview of Services Provided
o Fire Safety Division completed
o Residential Structure Fire Response
o High Rise Structure Fire Response
o Medical Emergency Response
o Public Education and Community Outreach
o Fire Safety Programs
o Hurricane Preparedness Education
o Community Emergency Response Team Training
o Smoke Detector Installation
o Community Education Program
o Fire Station Open House/Spring Fling
o AED/CPR Training
Commission Discussion:
Town Commission Workshop Minutes
Date: July 31, 2018
Page 3 of 12
Discussion ensued regarding the Fiscal Year 2019 projection for services rendered by the Delray
Beach Fire Department and the increase in cost of these services.
Commissioner Zelniker asked if Chief De Jesus would consider an addendum to the current
contract so the cost would not go up for the same amount of money each year. She also
questioned the adjustment of$100,000 on the bill.
Mayor Feldman questioned whether the Town would incur the same cost or more if they had
their own Fire Department and the reciprocal of the backup.
Vice Mayor Nila commented about other small municipalities having their own Fire Department.
She questioned the increase in cost and the ability to be able to handle these increases over the
next few years.
Commissioner Riesa provided comments regarding the contract and the negotiations that took
place at that time and questioned the administrative fee, which is five percent (5%) of the total.
She suggested having a meeting to better understand the numbers.
Commissioner Gossett-Seidman referred to the extra services that the Town does not pay for and
asked what are the most valuable and the most costly. She questioned why the Linton Boulevard
fire house was closed.
Chief De Jesus answered the Commissioner's questions and provided comments with regard to
the negotiations that took place for the contract. He encouraged the Commissioners to meet with
him and contact him if they have any questions.
Town Attorney Torcivia explained the history regarding prior contract negotiations between the
City of Delray Beach and the Town of Highland Beach related to the fire-rescue services; the
Town investigating having their own Fire Department and having the barrier islands coming
together.
Mayor Feldman suggested the Commission, at some time in the near future, vote on whether or
not they will stay with Delray Beach after the 36-month clause in the contract in order to have
some closure on both parties.
Public Comments:
The following residents provided comments:
James Karabec
William Weitz
Michael Kravit
2. PUBLIC COMMENTS AND REOUESTS:
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Date: July 31, 2018
Page 4 of 12
The following individuals provided comments:
William Weitz
Joe Masseri
3. PRE SENTATIONS/PROCLAMATIONS:
None.
4. BOARDS AND COMMITTEES:
A) Board Action Reports/Correspondence:
Michael Kravit, Vice Chairperson of the Planning Board was present and gave report regarding
RFQ No. 2018-04 — Professional Consulting Services for Urban Design/Landscape Architecture
/Civil Engineering.
B) Board Vacancies/Interviews:
Code Enforcement Board—Four(4) Vacancies for Full Three-Year Terms
Talent Bank Applicants:
Thomas "Tim" Burnich, 4505 South Ocean Boulevard#404
James Karabec, 4511 South Ocean Boulevard #602
Jane Perlow, 3720 South Ocean Boulevard#710
Financial Advisory Board—One (1) Vacancy for an Unexpired Term Ending November 2020
Talent Bank Applicant:
James Karabeck, 4511 South Ocean Boulevard#602
Natural Resource Preservation Advisory Board—Three (3) Vacancies for Full Three-Year Terms
Planning Board—One (1) Vacancy for an Unexpired Term Ending April 2019
All applicants for the above-reference advisory boards were present at the meeting. Commission
Interviews took place.
It was the consensus of the Commission to place the Board Appointments on the August 7, 2018,
Regular Meeting Consent Agenda.
C) Monthly Meetings and Events:
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Date: July 31, 2018
Page 5 of 12
Town Commission Budget Workshop Meeting—August 6, 2018 — 11:00 AM
Town Commission Regular Meeting—August 7, 2018 — 1:30 PM
Planning Board Regular Meeting—August 8, 2018 —9:30 PM
Town Commission Budget Workshop Meeting—August 14, 2018 — 10:00 AM
Town Commission Workshop Meeting—August 28, 2018 — 1:30 PM
Town Commission Budget Workshop Meeting—August 29, 2018 — 1:30 PM
5. PROPOSED ORDINANCES AND RESOLUTIONS:
None.
The Commission meeting recessed at 3:39 PM.
The meeting reconvened at 3:47 PM.
6. NEW BUSINESS:
Town Clerk Gaskins read Item 6A.1 into the record.
A.1) Discussion On Policy And Procedures Of Meetings With The Town Attorney — Vice
Mayor Nila (THIS ITEM WAS ADDED TO THE AGENDA)
Vice Mayor Nila provided comments regarding what took place at the Commission Special
meeting on yesterday. She mentioned that a resident spoke on topics that had no reference to the
agenda, and asked the Town Attorney for clarification on procedures should this happen again.
Town Attorney Torcivia explained the Robert's Rule of Order with regard to point of order, the
decorum of the meetings, the role of the presiding chair and the board members ability to
overrule the Chair. He cautioned removing someone from a public meeting. If the person
causing a problem at the meeting would not voluntarily stand down, he suggested having a
motion to recess the meeting until things calmed down.
Discussion ensued with regard to the absence of a Town Attorney at yesterday's meeting. Town
Attorney Torcivia explained that there was a miscommunication. Vice Mayor Nila asked that a
Town Attorney be present at all meetings.
Discussion ensued with regard to public comments at the beginning and end of the meeting.
Vice Mayor Nila suggested having public comments at the end of the meeting only, change the
time the person is allowed to speak and then the Commission would be able to respond at that
time.
It was the consensus of the Commission to place "Discussion Regarding Public Comments" on
the August 7, 2018, Regular agenda under New Business.
Town Commission Workshop Minutes
Date: July 31, 2018
Page 6 of 12
A) APPROVAL OF TOWN COMMISSION MEETING MINUTES:
June 26, 2018 —Workshop Minutes
July 3, 2018 — Regular Minutes
It was the consensus of the Commission to place the minutes of June 26, 2018 and July 3, 2018
on the August 7, 2018, Regular Meeting Consent Agenda.
B) Discussion on Access Points (THIS ITEM WAS REMOVED FROM THE AGENDA)
B) Discussion on FDOT (Florida Department of Transportation) Corridor — Vice Mayor
Nila (THIS ITEM WAS ADDED TO THE AGENDA AS ITEM 613)
Vice Mayor Nila gave a PowerPoint presentation regarding Highland Beach initiative. She
explained this is her vision where she sees the Town going and encouraged the Commission to
share their vision.
Commission Discussion:
Commissioner Gossett-Seidman asked if the side streets were included. Vice Mayor Nila replied
they were. Commissioner Gossett-Seidman asked if there was ever any consideration given to
running gas lines to the side streets.
Public Works Director Soper explained that during his tenure, he had one request to run a gas
line to Bel Lido.
Michael Kavit, Vice Chairnerson of the Planning Board provided comments with regard to
crosswalk lighting, bicycle lanes and the paving.
Commissioner Riesa commented and referred to the letters received from Roberto Benacourt of
FDOT and the time needed to give them a response of our vision by August 6th.
Public Works Director Soper explained that FDOT is not planning to do their restoration project
on AIA until 2020, but they are still looking for an ultimate vision from the Town.
Vice Mayor Nila explained that the Town has to give FDOT parameters; especially focusing on
the walk path and making the bike lanes four feet.
Mr. Kravit explained that the intent was to have an RFQ (Request for Qualifications), retain a
consultant and that person would develop a design.
Discussion ensued with regard to the FDOT five-year moratorium, the bike lanes, crosswalks,
the walk path and the Town's ultimate vision. There was further discussion with regard to
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Date: July 31, 2018
Page 7 of 12
FDOT's study, their approval for the crosswalk lighting and the Town doing the work and
paying for it.
It was the consensus of the Commission to add this item "Discussion on FDOT Corridor" on the
Planning Board's August 8° 2018 Regular meeting agenda and use Vice Mayor Nila's
PowerPoint presentation.
C) Discussion Regarding the City of Delray Beach Fire-Rescue Agreement with Fire Chief
Neal de Jesus, City of Delray Beach (THIS ITEM WAS MOVED BEFORE PUBLIC
COMMENTS AND REQUESTS).
C) Discussion for the Process of Hiring a New Town Manager — Commissioner Riesa
(THIS ITEM WAS ADDED TO THE AGENDA AS ITEM 6C).
Commissioner Riesa presented this item.
Commissioner Riesa provided comments with regard to the number of candidates selected by the
search firm. She mentioned since Colin Baenziger is no longer retained by the Town, she
suggested using another search firm or taking the names of the applicants that were on the
original list along with other individuals that may be available. She asked for direction from the
Commission as to how they would like to approach this issue.
Mayor Feldman referred to the contract with Colin Baenziger & Associates and the money owed
them. Town Attorney Torcivia explained that there are five phases in the contract, and that a bill
was submitted for the first three phases.
Discussion ensued regarding the interview process and the number of names provided by the
search firm.
Commissioner Zelniker referred to the applicants that were interviewed when the Commission
was looking for an Interim Town Manager. She suggested hiring Joanna Cunningham as an
Assistant Town Manager and when Interim Town Manager Thrasher leaves, she will become the
Interim Town Manager. Vice Mayor Nila was in favor of hiring Joanna Cunningham as
Assistant Town Manager and continuing the search for a Town Manager.
Commissioner Riesa questioned who would do the vetting for the Town Manager candidates and
asked if Town Attorney Torcivia had someone from his office who would be able to do so. He
would look into it.
Vice Mayor Nila suggested using Chief Hartmann to do the background checks and give Town
Attorney Ryan the names of the applicants the Commissioners selected and have her coordinate
the interview process as she did for the Interim Town Manager.
Commissioner Riesa asked if the Commission is in agreement with hiring an Assistant Town
Manager. Mayor Feldman was not in favor of hiring an Assistant Town Manager.
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Date: July 31, 2018
Page 8 of 12
Discussion ensued regarding the hiring of a new Town Manager, background check and the
vetting process.
Town Attorney Torcivia explained that criminal background checks could not be done without
the consent of the applicant. Se suggested that the applicants who are chosen by the Commission
be contacted to see if they are still interested in the position. If so, they can be given a consent
form to perform a criminal background check, and a candidate could possibly be chosen
sometime in August at a special meeting. If not, Town Attorney Torcivia suggested a backup
plan.
Vice Mayor Nila explained that they already have a backup plan with hiring Joanna Cunningham
as an Assistant Town Manager.
Town Attorney Torcivia mentioned that will contact Joanna Cunningham to see if she is
interested in the position.
Commissioner Riesa and Mayor Feldman were not in favor of contacting Joanna Cunningham.
Vice Mayor Nila suggested that names be provided to Interim Town Manager Thrasher to set up
a schedule and have Chief Hartmann do a background check with the signed release. The
interviews will be scheduled at a Special Meeting.
Town Attorney Torcivia informed the Commission that Ms. Cunningham is not interested in the
position.
Chief Hartmann explained that background checks are not performed unless there is an offer of
employment and a consent form is required. A preliminary background check could be
performed on the potential candidates.
It was the consensus of the Commission for each Commissioner to submit their top two names to
Interim Town Manager Thrasher on August 1, 2018. Mr. Thrasher is to contact the individuals
and coordinate a schedule to begin the interview process for the Town Commission. Police
Chief Hartmann will begin the initial preliminary background check.
C.1) Discussion for the Process of Hiring the Building Official—Commissioner
Riesa (THIS ITEM WAS ADDED TO THE AGENDA AS ITEM 6C1)
Commissioner Riesa presented this item. She suggested that one Commissioner meet with
Interim Town Manager Thrasher to interview candidates for that position.
Discussion ensued regarding the applications received for the Building Official position,
Commissioners to select an individual and submit their preference to Interim Town Manager
Thrasher. Mr. Thrasher will set up the interviews for the Building Official and Code
Enforcement Officer positions.
Town Commission Workshop Minutes
Date: July 31, 2018
Page 9 of 12
It was the consensus of the Commission for Commissioner Gossett-Seidman to be a part of the
interview process. Commissioner Riesa would be the alternate if Commissioner Gossett-
Seidman is not be available.
The Interview Panel will consist of Commissioner Gossett-Seidman, Interim Town Manager
Thrasher and Public Works Director Ed Soper.
Town Clerk Gaskins read Item 6D into the record.
D) Discussion on Variances—Commissioner Gossett-Seidman
It was the consensus of the Commission to place this item on the August 7, 2018, Regular
meeting agenda under Miscellaneous Items—Left Over.
E) Impact Fee and Permit Study (THIS ITEM WAS REMOVED FROM THE AGENDA)
E) Discussion on the Job Description for the Finance Director Position — Vice Mayor Nila
(THIS ITEM WAS ADDED TO THE AGENDA)
Vice Mayor Nila presented this item and distributed the qualifications needed for the Finance
Director position. She explained the changes and additions added to the job description.
It was the consensus of the Commission to place this item on the August 7, 2018, Regular
Meeting Consent Agenda.
Town Clerk Gaskins read Item 6F into the record.
F) Discussion on Holiday Lighting Decorations for the Town Hall Municipal Complex
Town Clerk Gaskins presented this item.
Vice Mayor Nila requested purchasing all new decorations for the Town Hall Complex.
Public Works Director Soper provided comments with regard to the different proposals received
for leasing or renting the decorations versus purchasing the decorations.
It was the consensus of the Commission for the Public Works Director Soper to meet with
Commissioner Zelniker and Vice Mayor Nila regarding the selection of holiday decorations not
to exceed $30,000.
G) Discussion on the Financial Analyst the Town is Hiring for Financial Services —
Commissioner Zelniker
Town Commission Workshop Minutes
Date: July 31, 2018
Page 10 of 12
Commissioner Zelniker presented this item. She inquired about the contract for the firm hired to
provide financial services to the Town.
Interim Town Manager Thrasher explained there is a modified Professional Services Agreement
with the title of Senior Financial Analyst, a 40-hour week beginning August 1, 2018 for a total of
$5,129.27. If the services are need in September, the hours revert back to a 30 hour work week
for a total of$3,653.27.
Vice Mayor Nil a inquired about the three days in September and explained that the Town
originally agreed to five days a week. Interim Town Manager Thrasher mentioned that he will
contact the company to modify the contract to five days a week in September for financial
services.
H) Discuss the Priority List of Interim Town Manager Thrasher—Commissioner Zelniker
Commissioner Zelniker presented this item and requested that the Commission give Interim
Town Manager Thrasher direction for the hiring of a new Town Manager, Building Official and
Finance Director. She asked that the Commission be involved with all interviews for these
positions.
7. MISCELLANEOUS—ITEMS LEFT OVER:
None.
8. REPORTS—TOWN COMMISSION:
A) Commissioner Peggy Gossett-Seidman had no report.
B) Commissioner Elyse Riesa had no report.
C) Commissioner Rhoda Zelniker had no report.
D) Vice Mayor Alysen A. Nila stated she wanted to clarify the comments made against her
regarding the Town Manager Candidate's interview. She explained the recruiter and the Town
Attorney informed her she could meet with the candidates and highly recommended she do so.
She mentioned that she wanted to reassure the residents that the Commissioners are working
very hard to move the Town forward.
E) Mayor Carl Feldman had no report.
Town Commission Workshop Minutes
Date: July 31, 2018
Page 11 of 12
9. REPORTS—TOWN ATTORNEY GLEN TORCIVIA:
Town Attorney Torcivia commented about the legal fees and protecting Town Attorney Ryan
from getting burned out. He explained that he has instructed her not to receive emails or calls
from the Commissioners on Saturdays and Sundays or when on vacation. This will help keep the
legal fees down.
Commissioner Riesa commended Town Attorney Ryan on her professionalism and performance
as Town Attorney.
10. REPORTS - INTERIM TOWN MANAGER WILLIAM THRASHER:
Interim Town Manager Thrasher reminded the Commission and the public that the Town Hall
complex parking lot is being repaved August 15th to August 17th. Also, the Library will be
closed during that time.
Mayor Feldman provided comments regarding St. Lucy Catholic Church allowing the Town to
use their parking lot for Light up the Holidays and any future events. He mentioned that Father
Horgan informed Mayor Feldman that he would be willing to allow parking at the church if the
Town would pay for the police protection for masses during the holidays.
Discussion regarding the Town of Highland Beach using St. Lucy Catholic Church parking lot
will be placed on the August 7, 2018, Regular agenda under New Business.
11. PUBLIC COMMENTS AND REQUESTS RELATED TO AGENDA ITEMS
DISCUSSED AT MEETING ONLY:
There were no public comments
12. ADJOURNMENT:
Mayor Feldman called for a motion to adjourn the meeting.
Town Commission Workshop Minutes
Date: July 31, 2018
Page 12 of 12
MOTION: Commissioner Zelniker moved to adjourn the 6:22 PM. The motion was seconded
by Commissioner Gossett-Seidman.
APPROVED:
Carl Feldman, Ma r
zmm fssicjer
Commi sio r
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ATTEST: Transcribed by: Rosalie DeMartino
QakeldaGaskins, 4MC Date