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2018.08.28_TC_Minutes_Workshop TOWN OF HIGHLAND BEACH TOWN COMMISSION WORKSHOP MINUTES Town Hall/Commission Chambers Date: August 28,2018 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: Commissioner Rhoda Zelniker Commissioner Elyse Riesa Commissioner Peggy Gossett-Seidman Vice Mayor Alysen Nila Mayor Carl Feldman Town Attorney Pamala Ryan Interim Town Manager Lanelda Gaskins u Deputy Town Clerk Terisha Cuebas Pledge of Allegiance: The Pledge of Allegiance was led by the Commission, followed by a moment of silence. 1. ADDITIONS, DELETIONS OR ACCEPTANCE OF AGENDA: Vice Mayor Nila added "Discussion on New Town Manager's employment negotiations as Item 5A.1. Commissioner Gossett-Seidman removed Item 5F from the agenda. Commissioner Zelniker added "Discussion on Non-Union Management Financial Package as Item 5A.2. Commissioner Zelniker amended item 5G to read "Discussion on Tasking the Financial Advisory Board with Reviewing Resumes and Working with Our New Town Manager in Hiring the New Finance Director". Commissioner Riesa suggested Items 6A and 6B be eliminated from the agenda until the new u Town Manager arrives. There was not a consensus to remove these items. Town Commission Workshop Minutes Date: August 28, 2018 Page 2 of 10 Interim Town Manager Gaskins added "Line of Responsibility for Light up the Holidays Event" as Item 5C.3. Interim Town Manager Gaskins introduced Mary McKinney as the new part-time Town Planner to help with the issues in the Building Department. Town Attorney Ryan gave a brief description of her qualifications and employment background. Hearing no further additions or deletions, the agenda was accepted as amended. 2. PRESENTATIONS/PROCLAMATIONS: A) Institute of Elected Municipal Officials Certificate of Completion for Commissioner Gossett-Seidman. Interim Town Manager Gaskins presented the Certificate of Completion to Commissioner Gossett-Seidman. 3. BOARDS AND COMMITTEES: u A) Board Action Reports Vice Chair Kravit provided an update with regard to the Planning Board Meeting of August 8, 2018. Public Works Director Soper clarified FDOT's (Florida Department of Transportation) intention with the crosswalk lighting study. Discussion ensued with regard to the FDOT study. Commissioner Riesa suggested the new that the new town manager meet with FDOT to give the Town some lead way as to going ahead with an engineering study. Deputy Town Clerk Cuebas read the action report for the Natural Resources Preservation Advisory Board which met on August 23, 2018. B) Board Vacancies/Interviews: Code Enforcement Board—One (1) Vacancy for a Three-Year Term Natural Resources Preservation Advisory Board—Three (3) Vacancies for Three-Year Terms Planning Board—One (1) Vacancy for an Unexpired Term Ending April 2019 Talent Bank Applicants: Harry Adwar, 4740 South Ocean Boulevard was not present at this meeting. John Boden, 3407 South Ocean Boulevard Unit 513, gave a brief description of his background and qualifications. u Town Commission Workshop Minutes Date: August 28, 2018 Page 3 of 10 It was the consensus of the Commission to place the appointment of John Boden to the Planning Board on the September 4, 2018, Regular Meeting Consent Agenda. C) Monthly Meetings and Events: Town Hall Closed: o September 3, 2018 —Observation of Labor Day o Town Commission Regular Meeting— September 4, 2018— 1:30 PM o Town Commission Special Meeting/First Public Budget Hearing — September 6, 2018 — 5:01 PM o Planning Board Meeting— September 12, 2018 —9:30 AM o RFQ 2018-04 Selection Committee Meeting—September 12, 2018 — 10:30 AM o Town Commission Special Meeting/Second/Final Budget Hearing — September 13, 2018 — 5:01 PM o Town Commission Workshop Meeting— September 25, 2018 — 1:30 PM o Code Enforcement Board Meeting— September 26, 2018 —9:30 AM 4. PROPOSED ORDINANCES AND RESOLUTIONS: A) A RESOLUTION OF THE TOWN OF HIGHLAND BEACH, FLORIDA, HONORING FIFTY YEARS OF MUNICIPAL HOME RULE IN THE FLORIDA CONSTITUTION AND COMMITTING TO AN EDUCATIONAL INITIATIVE TO HELP FLORIDIANS UNDERSTAND THIS BENEFICIAL RIGHT. Interim Town Manager Gaskins introduced this item. Discussion ensued. It was the consensus of the Commission to place this item on the September 4, 2018 Regular Meeting Consent Agenda. Deputy Town Clerk Cuebas read the ordinance into the record. B) AN ORDINANCE OF THE TOWN COMMISSIION OF THE TOWN OF HIGHLAND BEACH, FLORIDA, AMENDING CHAPTER 20 "PLANNING AND DEVELOPMENT", ARTICLE III "BOARD OF ADJUSTMENT AND APPEALS; ADMINISTRATION", SECTION 20-51 "INSPECTIONS"; ARTICLE VI "FLOODPLAIN MANAGEMENT", DIVISION 1 "ADMINISTRATION", SECTION 20-346 "VARIANCES AND APPEALS; HIGHLAND BEACH BOARD OF ADJUSTMENT AND APPEALS; AMENDING CHAPTER 30 "ZONING CODE", ARTICLE II "DECISION MAKING AND ADMINISTRATION", SECTION 30-23 "BOARD OF ADJUSTMENT AND APPEALS; ARTICLE III "DEVELOPMENT REVIEW", SECTION 30-31 "DEVELOPMENT REVIEW ESTABLISHED" AND SECTION 30-40 "VARIANCES AND INTERPRETATIONS"; ARTICLE IV u "ZONING DISTRICTS", SECTION 30-64 "PROPERTY DEVELOPMENT REGULATIONS" ARTICLE VI "NONCONFORMITIES", SECTION 30-103 Town Commission Workshop Minutes Date: August 28, 2018 Page 4 of 10 "NONCONFORMING LOTS OF RECORD," TO PROVIDE THAT VARIANCES SHALL BE DECIDED BY THE TOWN COMMISSION UPON RECOMMENDATION BY THE BOARD OF ADJUSTMENT AND APPEALS; PROVIDING FOR THE REPEAL OF LAWS IN CONFLICT; PROVIDING FOR CODIFICATION AND SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. Town Attorney Ryan presented this item. It was the consensus of the Commission to place this item on the September 4, 2018 Regular Meeting agenda. 5. NEW BUSINESS: Deputy Town Clerk Cuebas read Item 5A into the record. A) Approval of Minutes: July 26, 2018 — Special Minutes July 30, 2018 — Special Minutes July 31, 2018 — Workshop Minutes u August 6, 2018 —Budget Workshop Minutes Discussion ensued with regard to the transcribing of the minutes. Staff will look into the alternative options in order to have them transcribed verbatim. It was the consensus of the Commission to place this item on the September 4, 2018 Regular Meeting Consent Agenda. Deputy Town Clerk Cuebas read Item 5A.1 into the record. 5A.1) Discussion on the Negotiations with the Town Manager's Contract—Vice Mayor Nila (THIS ITEM WAS ADDED TO THE AGENDA) Vice Mayor Nila presented this item. Vice Mayor Nila mentioned that Marshall Labadie's starting date is October 1, 2018. She explained the details listed in his contract; salary, relocation reimbursement costs, benefits, car allowance, severance pay and the Florida Retirement System. He opted for a one-time reimbursement check of$15,000.00 for his relocation costs. Town Attorney yan will prepare a contract for the Commission's approval and a letter of intent. Town Commission Workshop Minutes Date: August 28, 2018 Page 5 of 10 Discussion ensued with regard to Mr. Labadie's relocation costs. It was the consensus of the Commission that if the cost of relocation exceeds the $15,000 amount, he will be reimbursed for that amount. Town Attorney Ryan will add a clause in the contract. Deputy Town Clerk Cuebas read item 5A.2 into the record. 5A.2) Non-Union Management Financial Package — Commissioner Zelniker (THIS ITEM WAS ADDED TO THE AGENDA) Commissioner Zelniker presented this item. She referred to the meetings that took place during the union negotiations. The Commissioners all agreed to extend the same benefits and compensation changes to the non-union employees; specifically, the education incentive and reimbursement benefits. It was mentioned that new hires will not have the education incentive benefits going forward as of the date the Commission approved both of the union contracts. Town Attorney Ryan explained that the Policies and Procedures of the Town needs to be changed. These changes will be brought before the Commission at the next meeting as a consent agenda item. It will give non-bargaining employees the same education incentive reimbursement that is given to the union employees. Deputy Town Clerk Cuebas read Item 513 into the record. u B) Discussion on Hy-Byrd, Inc. Inspection Services Proposal for Building Official, Plan Review, Inspections and Code Enforcement Services. Mayor Feldman referred to the Hy-Byrd, Inc. and the SafeBuilt contracts, noting the similarity between the two. Interim Town Manager Gaskins explained the reason for the Hy-Byrd proposal. The purpose was to have coverage in the Building Department until permanent people are in place. Town Attorney Brian Shutt will look into obtaining more specific details regarding the proposal. It was the consensus of the Commission to place this item on the September 4, 2018 Regular Meeting Consent Agenda. Deputy Town Clerk Cuebas read Item 5C and 5C.1 into the record. C) Discussion on Light up the Holidays Event C.1) Change the Event Start and End Times—Commissioner Zelniker Commissioner Zelniker requested changing the starting time from 5:00 PM to 6:30 PM. The date of the event is Thursday, November 29, 2018. It was the consensus of the Commission to place the starting time of 6:30 PM for the Light up the Holidays Event on the September 4, 2018, Regular Meeting Consent Agenda. Town Commission Workshop Minutes Date: August 28, 2018 Page 6 of 10 Deputy Town Clerk Cuebas read item 5C.2 into the record. C.2 First Transit, Inc. Proposal for Shuttle Services—Vice Mayor Nila Vice Mayor Nil a presented this item. Discussion ensued with regarding the trolley service. Interim Town Manager Gaskins will follow up with First Transit, Inc. Deputy Town Clerk Cuebas read Item 5C.3 into the record. C.3 Line of Responsibilities Regarding Light up the Holidays—Interim Town Manager Gaskins (THIS ITEM WAS ADDED TO THE AGENDA) Interim Town Manager Gaskins introduced this item. This event has always been under the direction of the Town Clerk's Office. Since there has been more involvement this year by the Commission, she would like clear direction as to the role of the Clerk's Office. Commissioner Riesa suggested that the new Town Manager and Interim Town Manager Gaskins organize the event as it has been done in the past. Vice Mayor Nil a explained the tasks she and Commissioner Zelniker were given regarding this u event. She mentioned her meeting with Waste Management and their contribution to the event. With regard to the trolley service, Interim Town Manager Gaskins will meet with Chief Hartmann and Mr. Gonzalez of First Transit to work out the logistics. It was the consensus of the Commission to have the Light up the Holidays Event remain under the direction of the Clerk's office. Deputy Town Clerk Cuebas read item 5D into the record. D) Discussion on Making Changes to the Scope of Work to Urban Design Kilday Studios Current Agreement for Zoning Code Amendments. Town Attorney Ryan introduced this item. Marty Minor, Urban Design Kilday Studios explained the changes in the scope of work to the current agreement and the cost involved. Commissioner Riesa suggested Mr. Minor complete the Comprehensive Plan before going forward with other items and Mr. Minor agreed. u Town Commission Workshop Minutes Date: August 28, 2018 Page 7 of 10 Deputy Town Clerk Cuebas read Item 5E into the record. E) Discussion on the Interconnection of Town Boards, Demo and Construction and Paving/Flooding/Swales—Commissioner Gossett-Seidman Commissioner Gossett-Seidman presented slides to show why there is a flooding problem in the Town. The new construction leaves a very small grassy area (most areas are covered by pavers, stamped concrete or pool decks) that makes the water drain into the street and the swales which causes flooding. She explained that these issues need to be addressed. Town Attorney Ryan addressed the way the staff and Town boards interpret the code as it relates to setbacks. An ordinance is being prepared regarding setbacks to make the code clearer. In addition, accessory structures cannot be placed in the setbacks. The code will be enforced in a strict manner. Commissioner Gossett-Seidman explained that the demo permit processing needs to be revisited. F) Discussion on Vacation Rentals — Commissioner Gossett-Seidman (THIS ITEM WAS REMOVED FROM THE AGENDA). Deputy Town Clerk Cuebas read item 5G into the record. G) Discussion on Tasking the Financial Advisory Board with Reviewing Resumes and Working with the New Town Manager in Hiring the New Finance Director — Commissioner Zelniker Commissioner Zelniker introduced this item. Discussion ensued with regard to Chairperson Greg Babij and the Financial Advisory Board reviewing and vetting the resumes for the Finance Director and assisting the new Town Manager. Interim Town Manager Gaskins explained there were three applications and four resumes received, but only one individual met the requirements of the job description who is currently employed as a Finance Director. It was the consensus of the Commission that the Interim Senior Financial Analyst and Chairperson Greg Babij review the resumes and applications that have been received and look further into their backgrounds to determine whether or not they are possible candidates for the position. If not, staff will revisit the qualifications needed. Deputy Town Clerk Cuebas read item 5H into the record. H) Discussion on Executing an Agreement for Record Imaging Services from Advanced Data Solutions, Inc. for the Town's Scanning Project u Town Commission Workshop Minutes Date: August 28, 2018 Page 8 of 10 Interim Town Manager Gaskins introduced this item. She explained that the Town is piggy- backing off the City of Fort Lauderdale contract for the scanning project. Town Attorney Ryan explained the cost involved and she will add "not to exceed amount"to the agreement. Discussion ensued with regard to the scanning and what needs to be prioritized, length of time records need to be kept and what can be done going forward to minimize the amount of paperwork provided to the Building Department. Town Attorney Ryan suggested all records be kept on some form of software and not destroyed at all. It was the consensus of the Commission to place this agreement with the changes on the September 4, 2018, Regular Meeting Consent Agenda. 6. MISCELLANEOUS—ITEMS LEFT OVER: A) Discussion on Access Points—Vice Mayor Nila Vice Mayor Nila introduced this item. Vice Mayor Nila suggested providing an incentive for homeowners to have an easement by paving the access point with pavers and having a gate to make it attractive. This is an important issue for the beach rakers to remove debris from the beach as well as a safety issue for access by the Police Department. B) Impact Fee and Permit Fee Study (THIS [TEM WAS TABLED) 7. CIVILITY PLEDGE: Duty Town Clerk Cuebas read the Pledge of Civility. 8. PUBLIC COMMENTS AND REQUESTS RELATED TO AGENDA ITEMS DISCUSSED AT THE MEETING ONLY: The following residents provided comments: Michael Kravit John Boden Barbara James Discussion ensued with regard to videotaping of the meetings. Interim Town Manager Gaskins gave an explanation. Town Attorney Ryan explained this is an ADA requirement that all the broadcasts must be closed captioning. Interim Town Manager Gaskins will contact the IT Consultant to see if he is available to attend the next meeting to explain the process. 9. REPORTS—TOWN COMMISSION: Town Commission Workshop Minutes Date: August 28, 2018 Page 9 of 10 A) Commissioner Peggy Gossett-Seidman thanked the Town employees who have stepped up in the absence of the Town Manager, the residents, the Commission and the Town Attorney for their support. B) Commissioner Elyse Riesa thanked everyone involved with the hiring of the new Town Manager and the Building Official. C) Commissioner Rhoda Zelniker thanked the residents for their attendance at the meeting. D) Vice Mayor Alysen A. Nila thanked the residents for their understanding. E) Mayor Carl Feldman provided comments with regard to the appointment of Interim Town Manager Gaskins. 10. REPORTS—TOWN ATTORNEY GLEN TORCIVIA: Town Attorney Ran had no comments. 10. REPORTS - INTERIM TOWN MANAGER LANELDA GASKINS: Interim Town Manager Gaskins provided a report to the Commission as follows: There was a resident complaint regarding the time length of a building permit. Interim Town Manager Gaskins gave an explanation. Bel Lido had an issue with low hanging AT&T and Comcast wires. Public Works Director Soper contacted the companies and the issue has been resolved. Interim Senior Financial Analyst Krystal Strickland has been working very hard on the budget changes and the Commission has been provided with the updated budget. The Clerk's Office has received seven applications for the Finance Director position and as discussed earlier, they will be sent to Chairperson Greg Babij and Krystal Strickland for review. Mayor Feldman asked Interim Senior Financial Analyst Strickland if the part-time clerk position in the Finance Department should be extended past November. Interim Senior Financial Anal Strickland advised that it should be. Since Vice Mayor Nila and Commissioner Gossett-Seidman are not available on September 13, 2018 for the second Public/Budget Hearing, the meeting was cancelled. Interim Town Manager Gaskins will determine a new date for the hearing. Town Commission Workshop Minutes Date: August 28,2018 Page 10 of 10 �.s 12. ADJOURNMENT: Mayor Feldman called for a motion to adjourn the meeting. MOTION: Commissioner Riesa moved to adjourn the 5:06 PM. The motion was seconded by Commissioner Gossett-Seidman. APPROVED: Alysen Nila,Ulice Mayor C-Aimissioner 4 1 'ssioner ATTEST: Transcribed by: Rosalie DeMartino JOA-A AjA, rl'k� erisha Cuebas, MPA Date F