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2020.08.04_TC_Minutes_Regular ` 5 TOWN OF HIGHLAND BEACH , TOWN VIRTUAL TOWN COMMISSION MEETING MINUTES Town Hall / Commission Chambers Date: August 04, 2020 3614 South Ocean Boulevard Time: 1:30 P.M. Highland Beach, Florida 33487 1. CALL TO ORDER Mayor Hillman called the meeting to order at 1 :33 P.M. 2. PRESENT UPON ROLL CALL Commissioner John Shoemaker Commissioner Evalyn David Commissioner Peggy Gossett-Seidman Vice Mayor Greg Babij Mayor Douglas Hillman Town Attorney Glen Torcivia Town Manager Marshall Labadie Town Clerk Lanelda Gaskins 3. PLEDGE OF ALLEGIANCE The Town Commission led the Pledge of Allegiance. 4. ADDITIONS DELETIONS, AND APPROVAL OF THE AGENDA Town Manager Labadie added Resolution No. 20-014 to the agenda as Item 11 F under New Business. MOTION: Commissioner David moved to approve the agenda as amended, Vice Mayor Babiw. seconded the motion, which passed (6 to 0) unanimously. 5. PRESENTATIONS / PROCLAMATIONS There were no Presentations or Proclamations. 6. PUBLIC COMMENTS AND REQUESTS ON AGENDA AND NON-AGENDA ITEMS Town Clerk Gaskins noted that there were no public comments for the meeting today. Virtual Town Commission Meeting Minutes Page 2 of 10 August 04, 2020 7. ANNOUNCEMENTS Mayor Hillman read the following announcements. A. Board Vacancies 1. Board of Adjustment &Appeals Board -Two vacancies for a three-year term. 2. Financial Advisory Board - One upcoming vacancy for a three-year term. 3. Planning Board - One upcoming reappointment for a three-year term. B. Meetings and Events 1. Virtual Town Commission Budget Meeting August 06, 2020 - 12:00 P.M. 2. Virtual Planning Board Meeting August 13, 2020 - 9:30 A.M. 3. Virtual Town Commission Meeting August 13, 2020 - 12:00 P.M. 4. Virtual Financial Advisory Board Meeting August 20, 2020 - 3:00 P.M. C. Board Action Report 1. July 2020 Board Action Report Mayor Hillman introduced this item and discussed the Natural Resources Preservation Advisory Board recommendations from their July 1, 2020 meeting as it related to the allocation of funds for the purchase and distribution of bags to the general community which would promote the environmental resources it wish to conserve and facilitate a public response to the need to recycle products in Highland Beach with the logo of Highland Beach and a statement. Discussion followed about recycling and conversation; beach clean-up and maintenance; preserving dunes in ocean front properties; and placing buckets on the beach for trash clean up. The Town Commission mentioned that the Board needs to provide additional information on the cost to purchase and distribute the bags, the quantity of bags needed, how the plan to distribute the bags will be implemented, and the where the bucket trees would be placed on the beach before allocating funds for these items. There was a discussion about hiring an environmental maintenance worker designated to clean the beach and the recent hiring freeze adopted by Town Commission. Town Manager Labadie briefly spoke about the past issue with the beach access, Town schedule of emptying trash receptacles, and the current trash service. He then spoke about the bucket trees as it related to picking up the trash and emptying the trash as one exits the beach area. There was further discussion with Vice Mayor Babij suggesting the Board needs to define the problem, explain why there is a problem, and propose solutions with estimated upfront and ongoing costs. Virtual Town Commission Meeting Minutes Page 3 of 10 August 04, 2020 As far as the bucket trees, Mayor Hillman suggested that Town Manager Labadie contact the City of Boca Raton City Manager to inquire about their experiences with the bucket trees. Further discussion followed about Mr. Dan Bellante expertise on the dune's restoration, and possibly obtaining a proposal from Mr. Bellante for the dunes. Mayor Hillman then suggested that the dunes restoration be added to the Town Manager's list of priorities for discussion. There was also discussion about better communication strategies between the Advisory Boards and Town Commission, which could be added to the Strategic Priorities under the Communication Plan/Board Communication. 8. OTHER A. Presentation on the Proposal to Conduct a Fire Department Feasibility Study by Robert Finn of Matrix Consultant Group. Town Manager Labadie introduced Mr. Robert Finn of the Matrix Consultant Group. Mr. Robert Finn of Matrix Consultant Group presented a comprehensive PowerPoint Presentation on the Proposal to Conduct a Fire Department Feasibility Study. He referred to numerous slides and discussed the company's background information, the company's fire service practice, their Fire/ EMS experience, the project team members, the Town of Highland Beach's objectives for conducting the study, the methods they will use to conduct the study, a detailed study analysis, a plan for the fire study, the project schedule, and why Matrix Consulting Group should be selected to provide the professional services for the Town. B. Consideration of a Professional Services Proposal with Matrix Consultant Group to evaluate fire rescue service alternatives. Mayor Hillman introduced this item. Discussion followed about moving forward with a forensic audit to evaluate fire rescue service alternatives for the Town of Highland Beach. MOTION: Commissioner David moved that the contract be signed with Matrix Consultant Group with the understanding to make the adjustments for additional forensic work, Commissioner Shoemaker seconded the motion, which passed (5 to 0) unanimously. Virtual Town Commission Meeting Minutes Page 4 of 10 August 04, 2020 C. Resolution No. 20-013 A Resolution of the Town Commission of the Town of Highland Beach, Florida, amending Resolution No. 19-021 R, as amended, which appropriated funds for the 2019-2020 fiscal year budget, and providing an effective date. Mayor Hillman introduced this item. Town Manager Labadie explained that this matter was an administrative procedural step to make sure that the Town was moving forward lawfully and that the funds were identified within the budget to cover cost related to Matrix Consultant Group evaluation for fire- rescue service options. MOTION: Mayor Hillman moved to adopt Resolution No. 20-013, Vice Mayor Babij seconded the motion, which passed (5 to 0) unanimously. D. Mayor Hillman's Report Mayor Hillman presented this item. On July 12, 2020, he and Mayor Shelley Petrolia of the City of Delray Beach met to discuss the Town's concerns with the First Amendment to the Interlocal Agreement for fire rescue services. During that meeting, they talked about the unsustainable increase in costs, the additional four EMS personnel, the cost per calls, the Town's position to bring in a consulting firm to audit the last three years of charges and to look into the feasibility to explore alternatives to bring the fire-rescue services inhouse. E. Consideration on the First Amendment to Interlocal Agreement between the City of Delray Beach and the Town of Highland Beach for fire rescue services. Mayor Hillman introduced this item and directed Town Manager Labadie to send a letter back to Ms. Alvarez, Interim City Manager and Mayor Shelley Petrolia of the City of Delray Beach informing them that the Town of Highland Beach will not approve the First Amendment to the Interlocal Agreement for fire-rescue services. MOTION: Commissioner David moved that Town do not sign the First Amendment to the Fire Contract Agreement, Commissioner Gossett-Seidman seconded the motion, which passed (5 to 0) unanimously. 9. CONSENT AGENDA A. There were no Consent Agenda items. Virtual Town Commission Meeting Minutes Page 5 of 10 August 04, 2020 10.UNFINISHED BUSINESS A. Discussion on future actions regarding Milani Park. Mayor Hillman presented a PowerPoint presentation on the future actions regarding Milani Park and referred to several slides specific to alternative uses of Milani Park (western lot), turtle nests on the beach during high tides, and the unsafety of Yamato Rock during high tides. He commented about the meeting he, Mr. Fred Rosen and Ms. Evalyn David had with Palm Beach County Commissioner Robert Weinroth and Commissioner Weinroth's suggestion to revisit this mater after the newly elected commissioners were seated. He then mentioned that Town Attorney Torcivia and Town Manager Labadie met with Mr. Call, Parks & Recreation Director with the Palm Beach County Parks and Recreation Department and they discussed the original slide presentation. Town Manager Labadie spoke about his meeting with the Mr. Call. The Town's concerns were expressed about the Milani Park's site limitations for an active beach as initially designed and if there were other options to consider. The County expressed an interest to look at something less intense such as less parking, less facilities, and make the area a more passive beach park type area similar to Hammock Park in the Town of Ocean Ridge. Town Manager Labadie mentioned that there has to be more communication at the Town Commissioner and the County Commissioner level. Mayor Hillman then suggested that he, Town Manager Labadie, Town Attorney Torcivia, and Mr. Call go back to County Commissioner Weinroth and add a few slides to let him see how small the beach was during the six months of turtle season. Discussion ensued about posting signage at Yamato Rock and the danger to the area with the sharp rocks. There was further discussion about what to do on the west side of the property with a beach and small parking, and possibly renaming the park as well as preserving the coral reefs in the area. 11. NEW BUSINESS A. Advisory Board Interview and Consideration to Reappoint David Stern as a member to the Financial Advisory Board to serve a three-year term ending April 30, 2023. Board Application: David Stern - Subdivision: Highlands Place Mayor Hillman introduced this item. Mr. David Stern joined the meeting. The Town Commission was in favor of reappointing Mr. Stern to the Financial Advisory Board. Mr. Stern thanked Member Mr. Edward Kornfeld for his service on the Financial Advisory Board. He also provided comments about the presentation related to fire-rescue services. Virtual Town Commission Meeting Minutes Page 6 of 10 August 04, 2020 MOTION: Commissioner David moved to reappoint David Stern as a member to the Financial Advisory Board to serve a three-year term ending April 30, 2023, Commissioner Shoemaker seconded the motion which passed (5 to 0) unanimously. B. Approve and authorize the Mayor to execute an agreement with Lux Solar, Inc. in the amount of $204,800.00 to furnish and install 16 crosswalk signs using the terms of a contract between Lux Solar, Inc. and Florida Department of Transportation (FDOT Bid No. DOT-ITB-20-9034-GH). Mayor Hillman introduced this item. Town Manager Labadie presented this item and provided information as is pertained to the Town's purchasing policy and procedures. He also explained that the Town would be able to utilize the State bid for the costs related to the Crosswalk Enhancement project, discussed the possibility of additional cost associated with concrete landings and spoke about Lux Solar, Inc.'s experience with FDOT. Discussion followed about the rapid flashing pedestrian activated lights in neighboring communities, Lux Solar, Inc. installing the lights and signs, the difference in pricing with the various bidders via the request for proposal process, and the Town lawfully following the procurement process for the 16 crosswalk signs using the terms of a contract between Lux Solar, Inc. and Florida Department of Transportation (FDOT) Bid No. DOT-ITB-20- 9034-GH. There was further discussion about the loss of the state appropriation funding for this project and the potential for Commissioner Gossett-Seidman to proceed with State Representative Caruso who planned to resubmit an updated/retitled appropriations request for this project, possible flooding assist for A1A as well as access to funding for other areas that might need improvement, the date to submit the appropriation request for grants and the sewer pipes. MOTION: Commissioner Shoemaker moved to approve and authorize the Mayor to execute an agreement with Lux Solar, Inc. in the amount of$204,800.00 to furnish and install 16 crosswalk signs using the terms of a contract between Lux Solar, Inc., Commissioner David seconded the motion, which passed (5 to 0) unanimously. C. Discussion on Town Entry Signage Mayor Hillman read the title into record. Commissioner Gossett-Seidman provided various examples of signage the Town Commission could consider when deciding on an entrance sign for Highland Beach. The Commissioners discussed whether or not a seal should be included on the entrance signage, the size of the seal if it were to be included, the size of the whole sign and the use of the word welcome on the sign. The Virtual Town Commission meeting recessed at 4:06 P.M. and reconvened at 4:15 P.M. Virtual Town Commission Meeting Minutes Page 7 of 10 August 04, 2020 D. Discussion and review of the proposed 2020 Strategic Priorities Plan. Mayor Hillman introduced this item with Town Commission agreeing to prioritizing the list of priorities based on the most important projects. There was a discussion about the financial impact from the COVID-19 pandemic, and Town Manager Labadie explained that about $40,000.00 was used for purchases and police overtime, but that no major financial impact occurred. He advised that the Town was pursing grant dollars to cover those expenses. Mayor Hillman then proposed listing items in order of most important in each category and the Town Commission prioritized the list as follows: Community Enrichment& Sustainability (Asterisks* reference items that are currently in progress) 1. Collaborate with Palm Beach County on Cam Milani Park Development 2. Maintain participation in the Southeast Palm Beach County Coastal Resiliency Partnership & Climate Vulnerability Assessment 3. Beach Nourishment Projects & Permitting Evaluation/Dunes 4. Improvement Recycling and Waste Reduction Rates The Town Commission agreed to remove Sustainability and Community Greening Resolution from the list. Community Safety 1. PBA Collective Bargaining Agreement 2. Fire Rescue Services Contract Audit Study Alternate Fire Rescue 3. Crosswalk Enhancement Project 4. Draft Right-of-Way (ROW) Disruption Ordinance 5. Implement Online Building Permit Process 6. Implement 2020 FIRM Flood Maps 7. Systematic Update of the Town Code of Ordinances 8. Migrate from 6th to 7th Edition of Florida Building Code 9. Implement Officer Wellness Program Emerging Issues 1. Covid-19 Financial Impacts (Federal/State/County) 2. Aging/Underbuilt Infrastructure, Facilities & Structures 3. Evaluate A1A Drainage System 4. Climate Change/Sea Level Rise 5. Outdated Management Systems 6. Unfunded Mandates/Legislative Changes Virtual Town Commission Meeting Minutes Page 8 of 10 August 04, 2020 7. American Disabilities Act (ADA) Requirements 8. Demand Web-based and Alternative Library Materials & Resources Organizational Excellence 1 . Fraternal Order of Police Collective Bargaining/General Employees Install ERP IT System (BS&A) * Develop a Communication Plan • Monthly Commission Letter • Manager's Minute (Community Communications) Continue Strategic Budget Process 2020-2025 Water & Sewer Rate Study 2. Maintain and refine 5-year Financial Forecast Model 3. Charter Review Process 4. Form a Condominium/HOA/Commission Partnership (hold) 5. Create Fund Balance Guidelines & Financial Benchmarking Process 6. Develop a Community Survey/Engagement Process 7. Complete Salary Table & Job Description Update 8. Define Purchasing/AP/AR Process, Roles & Responsibilities 9. Define Human Resource/Personnel, Roles & Responsibilities E. Discussion on the Town of Highland Beach, Maryland, to consider sending a letter to the Town to initiate contact with a historic fellow municipality that is sharing the same name and same Atlantic Ocean seaside town setting - Commissioner Gossett-Seidman Commissioner Gossett-Seidman presented this item and briefly spoke about the history of the historic Town of Highland Beach, Maryland, which was founded as a beach location for African Americans in the 1800s. She proposed drafting a letter from the Town Commission to the Town of Highland Beach, Maryland to say hello and make them aware that both Towns share the same name and have some similarities in common. Discussion followed about establishing communication with the Town of Highland Beach, Maryland, sending a letter to them signed by Mayor Hillman or Town Commission, of which all Town Commissioners were in support of this idea. F. Discussion on Resolution No. 20-014 (THIS ITEM WAS ADDED TO THE AGENDA) A Resolution of the Mayor of the Town of Highland Beach, Florida declaring a State of Emergency within the Town of Highland Beach and authorizing the evacuation of residents from certain areas of the town or the whole town, and providing for an effective date. Mayor Hillman introduced this item. Town Manager Labadie explained that the Town Commission was to ratify and rescind Resolution No. 20-014 for the state of emergency related to Hurricane Isaias. Virtual Town Commission Meeting Minutes Page 9 of 10 August 04, 2020 MOTION: Commissioner Gossett Seidman moved to ratify and rescind Resolution No. 20-014, Commissioner Shoemaker seconded the motion, which passed (5 to 0) unanimously. 13JOWN COMMISSION REPORTS A. Commissioner John Shoemaker had nothing to report. B. Commissioner Peggy Gossett-Seidman provided comments concerning communication of the Town Commission to the residents. She also discussed the Town Commission's communication with the Florida League of Cities and other elected officials. She encouraged the interaction relationship with other municipalities. A brief discussion ensued about a communication plan. C. Commissioner Evalyn David had nothing to report. D. Vice Mayor Greg Baba commented that Mayor Hillman connection in the meeting was much better using the Town's issued computer. E. Mayor Douglas Hillman had nothing to report. 14JOWN ATTORNEY'S REPORT Town Attorney Torcivia provided comments about the recent Executive Orders issued by Governor DeSantis as it relates to local government meeting and TRIM meetings which are budget type meeting. 15.TOWN MANAGER'S REPORT Town Manager Labadie had nothing to report. Virtual Town Commission Meeting Minutes Page 10 of 10 August 04, 2020 16.ADJOURNMENT There being no further business, Mayor Hillman adjourned the meeting at 5:51 P.M. APPROVED at the November 5, 2020 Town Commission Meeting. ATTEST: Douglas Ilman Mayor Transcribed by Ganelle Thompson Administrative Support Specialist �� � �-�- �1�✓tet� � �` �' '<J�� Larielda Gaskins, MMC Date Town Clerk Ig 10.28.2020 baw 10.15.2020 Disclaimer: Effective May 19, 2020, per Resolution No. 20-008, all meeting minutes are transcribed as a brief summary reflecting the event of this meeting. Verbatim audio/video recordings are permanent records and are available on the Town's Media Archives & Minutes webpage: nttps.//highland beach-f 1.municodemeetings.com/