2009.06.30_TC_Minutes_WorkshopTOWN OF HIGHLAND BEACH
MINUTES OF TOWN COMMISSION MEETING
WORKSHOP MEETING
Tuesday June 30 2009 1:30 P.M.
Mayor Jim Newill, CPA called the Workshop Meeting to order in Commission Chambers at 1:30
P.M.
CALL TO ORDER:
Roll Call: Members present: Mayor Jim Newill, CPA; Vice Mayor Miriam S. Zwick;
Commissioner Doris M. Trinley; Commissioner John J. Sorrelli; and Commissioner John J.
Pagliaro. Also present: Town Attorney Tom Sliney; Town Manager Dale S. Sugerman; Town
Clerk Beverly M. Brown; 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: The Civility Pledge was recited by the Town Clerk.
1. ADDITIONS. DELETIONS OR ACCEPTANCE OF AGENDA
Agenda accepted as submitted.
2. PUBLIC COMMENTS AND REQUESTS
No comments received.
3. PRESENTATIONS
None
4. BOARDS AND COMMITTEES
A) Board Correspondence
• Designating Beverly Knight as the Beaches and Shores Advisory Board's Liaison
to the Sea Turtle Program
Town Commission Workshop Minutes
June 30. 2009 Page 2 of 7
Town Mana eg r Superman — Back in February, the Town Commission designated Linda
Peterson as the Beaches and Shores Advisory Board's Liaison to the Sea Turtle Program, as
per the requirements of Resolution No. 805. Since that appointment, Mrs. Peterson has
relocated out of Highland Beach and has resigned her position. I recently received a letter
from the Beaches and Shores Advisory Board recommending that the Town Commission
appoint Beverly Knight as the Sea Turtle Liaison. If the Town Commission agrees, the
designation can be included on the Consent Agenda of the July 7`h Town Commission
meeting.
Appointment to be included on July 7th Consent Agenda.
B) Board Action Report
• None
C) Board Vacancies
• Beaches & Shores — One Unexpired Term
Interview of Talent Bank Applicant — Barbara Zeeman, 3115 S. Ocean Blvd.
Barbara Zeeman stated that she had recently moved back to Highland Beach and
immediately became involved with her condo building in cleaning the beaches and the Sea
Turtle Program. She has a strong belief in the ecological balance and maintenance of our
seashores. In addition, she shared her concerns over the lack of motorist response to the
crosswalks.
Commissioner Pa lg iaro stated he wanted to speak on behalf of Barbara Zeeman as they are in
the same Sea Turtle Zone and work together three mornings a week. Whatever needs to be
accomplished, Barbara is the first to volunteer. She would be an asset to this Board.
Appointment to be included on July 7th Consent Agenda.
• Cultural Advisory Board — One Full Term (7/12)
• Cultural Advisory Board — One Unexpired Term (5/11)
• Cultural Advisory Board —One Unexpired Term (11/11)
Mayor Newill stated he was concerned about the numerous resignations on this Board. Will
they be able to sponsor "Light Up the Holidays" this year? This program has become a focal
point of Highland Beach during the holiday season. Town Manager Sugerman — Most of the
basic work is done by Town Staff and the program will continue.
Vice Mayor Zwick - Is the Chairman continuing? If we are not receiving applications for
appointment, maybe they should join "Friends of the Library." They have not presented any
new ideas for programs. Most events are centered at the Library anyways.
Mayor Newill — "Friends of the Library" is not a Town Board, they will have to make an
offer to have the Cultural Board join them.
Town Commission Workshop Minutes
June 30 2009 Page 3 of 7
Commissioner Trinley — Do we fund the Cultural Board? Town Manager Su eg rman — About
4 years ago, we gave them seed money in the amount of $5,000.00. We also pay the staff
expenses of "Light Up the Holidays."
Town Manager Su eg rman — The Cultural Board is a function of the Town Commission
created by a resolution. If the Commission wants me to meet with the Chairman, they would
have to advise me to do so. The administrative staff has talked amongst themselves, and has
offered to handle "Light Up the Holidays" and the cultural classes in case the Board does not
have sufficient numbers.
Commissioner Sorrelli — Does the Chairman live in Highland Beach? Has someone sat with
her and asked her where her residence is? Why are so many people resigning? Mayor -
believe you should be meeting with the Chairman to find out where she lives and why is
everyone resigning.
Commissioner Pa lg iaro — If we do not have volunteers to come forward, it would be a natural
move to include their activities with the "Friends."
Mayor Newill — Would like to have the Town Manager to be included in this meeting with
the Chairman. Think I need to know a clear definition of membership on this Board. When
the Board was first established, Dr. Strauss requested to be appointed. Since he does not live
here 12 months a year, he was not appointed. I presume we are still sticking with full time
12 month residents?
Vice Mayor Zwick — We need members who live here 12 months a year. The Cultural Board
calendar is laid out a year in advance and need members who can contribute all year long.
Mayor Newill — We need residents who live in Highland Beach full time, year round. If it
appears we do not have enough members, we will need to take other steps. How would we
eliminate the Board?
Town Attorney Sling y — I have been listening to all the comments. There must be a reason
why people are resigning. Maybe because the Chairman is not a full time resident? The
Board was established by resolution and would be eliminated the same way.
Mayor Newill — The Town Manager and I will attempt to meet with her prior to next week's
regular Town Commission meeting.
D) Monthly Board Meetings
• Planning Board — July 8th — Regular — 9:30 A.M.
• Beaches & Shores Advisory Board — July 14th — Regular — 9:30 A.M.
• Bd. of Adjustment —July 21st -Regular — 9:30 A.M.
• Cultural Advisory — July 23rd — Regular — 9:30 A.M.
Town Commission Workshop Minutes
June 30 2009 Page 4 of 7
5. PROPOSED ORDINANCES AND RESOLUTIONS
A) None
6. NEW BUSINESS
A) Awarding a Sole Source Contract to Atlantic Environmental Systems, Inc. in an Amount
not to exceed $18,890.00 for Repairs to the Motor in Well #8
Town Manager Su eg rman — Last month, the motor that drives the pump in Well #8 burned
out. We still do not know the exact cause. Hopefully that can be determined once we have
the pump pulled from the well and we get a good look at it. In the meantime, Well #8 is out
of service. We are going to assume that the motor is completely shot, even though we will
not know that until we pull it out of the well, and most likely it will have to be fully rewound
and rebuilt. The cost to do this work is $18,890.00 as quoted to us from the sole source
repair firm. This amount exceeds my spending authority, so that is why the item is being
brought to the Town Commission for review and approval. Jack Lee is in attendance to
answer any questions.
Public Works Director Jack Lee - It initially appears that the motor on Well #8 has burnt up.
Staff megged the motor, and it showed (0) ohms which indicates a dead short in the power
cables or a dead short in the motor itself. The pump and motor will have to be pulled and
sent back to the factory to determine the extent of the damage. It is unlikely that the motor
will be covered under warranty because the motor is over 18 months old.
Mayor Newill questioned why the motor had not already been taken out. Director Lee stated
that is the back-up well. The cost to remove the pump is $7,000.00 and the repair costs would
be over the amount the Manager can authorize.
Manager Su eg rman — This is not an emergency and I do not have the authority to approve
this amount of money. My spending threshold is only $15,000.00.
Move to July 7h Consent Agenda.
B) Authorizing the Mayor to Execute a Loan Application with the Florida Department of
Environmental Protection of a $3,000,000.00 State Revolving Fund Drinking Water
Facilities Loan
Town Manager Superman — The Florida Department of Environmental Protection had
advised that the Town is eligible for a $3,000,000.00 low-interest loan for the SR AlA water
transmission replacement project. These funds have been made available through the Federal
American Recovery and Reinvestment Act. In order to secure the loan, we will have to
submit an application, obtain formal approval from the DEP, and then eventually execute a
Loan Agreement. This agenda item is the first step in the process. It authorizes the Mayor to
Town Commission Workshop Minutes
June 30. 2009 Pape 5 of 7
execute the Loan Application on behalf of the Town. A copy of the draft Loan Application is
attached to this cover memo. It is still a draft at this point, as we are waiting for some final
information from DEP. We should have all of the draft language finalized and all of our
attachments completed before this agenda item is brought back to the Town commission for
adoption at the regular meeting of July 7a`. This item is being introduced at the Workshop
meeting for the purposes of discussion and to answer any questions that members of the
Town Commission may have on any of the information being provided to the DEP in the
Loan Application.
Mayor Newill — What is the loan percentage? Reply — Today is the end of the quarter. At
the close of business today, they will announce the percentage rate.
Move to July 7`b Consent Agenda.
7) MISCELLANEOUS — ITEMS LEFT OVER
C. Minutes
May 26, 2009 — Workshop Meeting
June 2, 2009 - Regular Meeting
Minutes to be included on the July 7th Consent Agenda.
8. REPORTS — TOWN COMMISSION
Commissioner John Pa¢liaro — I recently received two emails from a resident about lighting
and sand accumulation. Town Manager Sugerman — Both of these two items have already
been addressed but not resolved. The request came in on Friday pm and we were working on
it Saturday. Both the Police Department and the Public Works Department have surveyed the
Town. The Public Works Department identified which poles are privately owned and which
ones belong to FP&L. Public Works Director Lee — All the lights on the west side of AlA
are 20 feet tall and are privately owned. The FP&L poles are concrete and are taller. There
is one pole that appears to have had a light at one time, and we will contact FP&L about
replacing it. Town Manager Superman - Have instructed the code enforcement officer to
investigate the sand complaint. It is coming from a vacant piece of property. Once the
property owner is identified, they will be notified. Unless the Town Attorney feels it is a
public hazard, then the Town could go in and remove the sand. Town Attorney Sliney —
Does not sound like it is an emergency. Commissioner Pa lg iaro — Thank you for your quick
response.
Commissioner John Sorrelli — No Report.
Commissioner Trinley — No Report.
Vice Mayor Zwick — When I was running for office, it was necessary to purchase mailing
labels from the Supervisor of Elections office. I found it very amusing that they sold me
Town Commission Workshop Minutes
June 30 2009 Page 6 of 7
3,500 labels; initially 560 were immediately returned after the first mailing. Yesterday I
received one piece back that had been forwarded fust to Europe and then Australia and
finally back to me.
Mayor Newill — No Report.
9. REPORTS — TOWN ATTORNEY
No Report.
10. REPORTS — TOWN MANAGER
A) Report on the Responses to the RFP for Special Magistrate Services
With the elimination of the Code Enforcement Board, and the establishment of the position
of Special Magistrate to hear code enforcement matters, we invited qualified law firms to
submit proposals to serve in the capacity of Special Magistrate for code enforcement matters.
A total of 5 firms provided responses. All five funis are qualified to perform this service.
The hourly rates vary from $150.00 an hour to $250.00 an hour. They all are either presently
working for or have worked for other municipalities. The question at this point is how the
Town Commission would like to proceed? Does the Commission want to interview all five
firms/individuals or go with the lowest cost first?
Commissioner Sorrelli — I would like to interview all of them.
Commissioner Pagliaro — Does Attorney Sliney know them? Town Attorney Sliney — I only
know one. They are all qualified. I would recommend that that all come in to get a feel for
the person.
Mayor Newill — I would like to interview them all. How about scheduling one on one?
Vice Mayor Zwick — Do not gain too much by attending a public meeting. A one on one
meeting will allow us to get to know them and judge them on their qualifications.
Interviews scheduled for Friday, July 24th beginning at 9:00 A.M.
B) Budget Calendar
The initial budget calendar indicated that the Commission would receive the draft budget
proposal on July 6th and the Commission would set the levy and tentative maximum millage
rate on July 28th. On Friday, we received a note from the Property Appraiser's Office
requesting that this meeting be scheduled before July 20th. We were also advised that the
County School Board and County Commission would be holding their public hearings on
September 8th and September 9t, and we are unable to meet on those dates. Between now
and next Tuesday, please review your calendars so that we may schedule our first budget
public hearing.
Town Commission Workshop Minutes
June 30 2009 Page 7 of 7
Consensus: Special Meeting scheduled for July 14a' at 1:30 P.M. to adopt tentative
maximum millage rate.
C) Finance Director
Today we will be saying good-bye to Jon Williams of the Government Services Group. He
has accepted a full time position with Longwood, Florida. We would like to thank Jon for
his assistance. He was a strong presence in setting up the audit.
Jon Williams — The staff has made my job easy. Want to publicly thank Cale Curtis for all of
his work and Dale for his co-operation.
Mayor Newill — On behalf of the Commission, thank you.
11. CONSENT AGENDA
None
12. PUBLIC COMMENTS AND REQUESTS RELATED TO ITEMS DISCUSSED AT
MEETING
None
13. ADJOURNMENT
There being no further business to come before the Commission, Mayor Newill adjourned
the Workshop Meeting at 2:50 P.M. upon a MOTION by Commissioner Sorrelli; seconded
by Commissioner Pagliaro.
APPROVE:
JimN- e' .1 , CPA, Mayor
A'V
Miriam S. 2 A,,wCMaYor
B15verfjm. rown, C
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Date
M. Trinley,