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2010.05.04_TC_Minutes_Regularu TOWN OF HIGHLAND BEACH MINUTES OF TOWN COMMISSION MEETING REGULAR MEETING Tuesday,. May 4 2010 1:30 PM Mayor Jim Newill, CPA called the Regular Meeting to order in Commission Chambers at 1:30 PM. CALL TO ORDER: Roll Call: Members present: Mayor Jim Newill, CPA; Commissioner Doris M. Trinley; and Commissioner John J. Sorrelli. Also present: Town Attorney Tom Sliney; Town Manager Dale S. Sugerman; Town Clerk Beverly M. Brown; Deputy Town Clerk Valerie Oakes; and members of the public. Absent -Vice Mayor Miriam S. Zwick and Commissioner John J. Pagliaro. Pledge of Allegiance: The Pledge of Allegiance was given. Mayor Newill asked that everyone keep Vice Mayor Zwick in their prayers wishing her a speedy recovery. • Civility Pledge: The Civility Pledge was recited by the Town Clerk. 1. ADDITIONS, DELETIONS OR ACCEPTANCE OF AGENDA Mayor Newill asked for any additions or deletions. Receiving none, the agenda was accepted as presented. 2. PUBLIC COMMENTS AND REQUESTS Joe Yucht -Boca Highlands During the last Commission meeting, there was an accident in front of Boca Highlands sending four people to the hospital. The accident would have been avoidable if the Commission had not interfered with the traffic signal. Recently someone hit one of the poles in the road. Now someone will have to be paid to put it back up. I received a thank you letter and a certificate in the mail for serving on a board. Everyone else receives their certificate at a meeting with a hand shake from the Mayor. I would not shake his hand, and feel the letter was insulting. Also would like to know where the money from the Solid Waste Authority is going. Feel it should be returned to the residents. 3. PRESENTATIONS • • Proclamation Recognizing the 41 S` Annual Municipal Clerks Week Town Commission Regular Minutes May 4 2010 Page 2 of 6 • Town Manager Suaerman read the Proclamation into the record proclaiming May 2, 2010 through May 8, 2010 as Municipal Clerk's Week and extending appreciation to Town Clerk Beverly Brown and Deputy Clerk Valerie Oakes for all the vital services they perform and their dedication to the community. 4. BOARDS AND CONIlVIITTEES A) Board Correspondence • None B) Board Action Report • Read into the record by the Town Clerk C) Vacancies • Board Beaches & Shores Advisory -Two -three-year terms • Board of Adjustment and Appeals -One -three-year term • Planning Board -One -one-year unexpired term (5/11) D) Monthly Board Meetings • Special Magistrate -May 6th -Cancelled • Beaches & Shores Advisory -May 11`~ -Cancelled • Planning Board -May 12~' -Cancelled • Bd. of Adjustment -April 20th -Regular - 9:30 AM 5. PROPOSED ORDINANCES AND RESOLUTIONS • A) ORDINANCE NO. 10-002 O -First Reading AN ORDINANCE OF THE TOWN OF HIGHLAND BEACH, FLORIDA, AMENDING THE FOLLOWING SECTIONS OF THE CODE OF ORDINANCES OF THE TOWN OF HIGHLAND BEACH, FLORIDA: SECTION 23-7 PERMITTED SIGNS, SECTION 23-8 PROHIBITED SIGNS, SECTION 30-46 PUBLIC NOTICE, SECTION 30-64 PROPERTY DEVELOPMENT REGULATIONS, SECTION 30-68 SUPPLEMENTAL DISTRICT REGULATIONS, AND SECTION 30-131 DEFINITION OF TERMS; AND PROVIDING FOR AN EFFECTIVE DATE. Town Clerk Brown read Ordinance No. 10-00120 into the record. Mayor Newill requested comments from the Commission. Receiving no comments, the Ordinance will be scheduled for a second reading and public hearing at the June 1, 2010 Regular Commission Meeting. 6. NEW BUSINESS A) Consideration of Placing a Town Ad in the Conference Issue of Quality Cities Magazine Town Mana eg r Su eg_ rman -For the last few years, the Town of Highland Beach has placed a congratulatory ad in the Conference issue of the Florida League of Cities Quality Cities Magazine. • The FLC has sent out their ad notice for this year's conference which will be held in the City of Town Commission Regular Minutes May 4 2010 Pale 3 of 6 Hollywood August 19-21. The ad background material and a copy of last year's ad was included • in this week's agenda packet. To do the same full page as we did last year will cost $1,000.00. While the money is in the current budget (Advertising - 001.511.000.549.001), and within my spending threshold, I thought it best to put this item on the Commission agenda to get feedback from the members on the advisability of placing an ad this coming year. MOTION: Commissioner Trinley moved to place a full page ad in the Conference issue of the Florida League of Cities Quality Cities Magazine, extending our best wishes for a successful 84`~ Annual Conference; seconded by Commission Sorrelli. ROLL CALL: Commissioner Trinley - Yes Commissioner Sorrelli - Yes Mayor Newill - Yes Motion passed with a 3-0 vote. B) Authorizing a Modification to the Organizational Chart -Police Department Town Mana e~~ -Chief Hartmann and I have been working over the last year to develop a vision and structure for our Police Department which we believe will best serve both the needs of the community as well as the organization. Our effort began with the creation of the position of Lieutenant. We were both very pleased that the Town Commission supported us on that idea. From there we have moved to the concept of using reserve police officers which was formally • approved by the Town Commission with the mid-year budget adjustment legislation. We would now like to request approval by the Commission for our next concept toward rounding out the leadership in the department. Chief Hartmann and I are recommending the creation of a third Sergeant's position, along with the ability to make the assignment of Acting Sergeant. The creation of one new sergeant slot, which would be off-set with the elimination of a patrol officer position, along with the assignment title of acting sergeant is designed to give the community and the department full-time leadership, 24 hours per day, 7 days per week, 52 weeks per year. If the Commission sees fit to implement this plan, it will also allow us to reduce the budget by one sworn person, going from 16 sworn officers down to 15 sworn officers. Included in this week's packet is amore descriptive memo from the Chief, along with acolor-coded organizational chart of the proposed new deployment showing the staffing set at 15 sworn officers. With this request, we are not asking for any adjustments to the Police Department operating budget since this plan, as proposed, will actually reduce the overall costs of operations. Since there have been a number of vacancies within the department this year, there are more than enough funds available to allow for this organizational plan to be implemented without the need to modify the budget. Authorization for the change in the organizational chart can be accomplished with a simple motion, second, discussion and a vote. Mayor Newill asked the Commission for comments. • Town Commission Regular Minutes May 4 2010 Pale 4 of 6 MOTION: Commissioner Trinlev moved to authorize the modification in the organizational • chart of the Police Department as described and explained by the Town Manager and Chief of Police; seconded by Commissioner Sorrelli. Commissioner Sorrelli inquired if the two absent Commissioners were aware of this proposal? Town Mana e~ erman stated that he had met with each of the Commissioners individually to brief them on the proposal, but the Sunshine Law does not allow me to state their opinion. ROLL CALL: Commissioner Trinley - Yes Commissioner Sorrelli - Yes Mayor Newill - Yes Motion passed with a 3-0 vote. 7) MISCELLANEOUS -ITEMS LEFT OVER • None 8. REPORTS -TOWN COMMISSION Commissioner Pa lg iaro -Absent. • Commissioner Sorrelli - I have received a number of calls regarding the water main project continuing until 7:30 and later at night. Are they supposed to be working over time? Town Mana e~~erman -They are not supposed to be working over time. Their shut down time starts at 5 and they should be cleared around 6 or 6:15, 6:30 at the latest. There have been a couple of incidents towards the end of the day where they have discovered a break, a leak or a fitting that doesn't work, and they have run over. Sometimes that they have worked past 7 or 8 and as late as 10 or 10:30. They are supposed to close down the project between 6 and 6:30 foregoing any emergencies. Commissioner Sorrelli - I have explained that to the residents, but they were not happy. I am glad you said the same thing. Town Mana eg r Sugerman - We are watching them pretty carefully. I am working closely with the Police Department on watching them. We do not have eyes and ears out there all the time. If some evenings it appears that they are doing regular work, both Chief Hartmann and I will take a phone call to let us know and we will follow up on the matter. For the most part, there have been good reasons why they have worked past the standard quitting time. Commissioner Sorrelli -They are doing a great job. Plus, they are very clean. When they leave the job site it is broom swept clean. Commissioner Trinlev - No Report. Vice Mayor Zwick -Absent. Mayor Newill - No Report. • Town Commission Regular Minutes May 4, 2010 Pa eg_5 of 6 9. REPORTS -TOWN ATTORNEY • No Report. 10. REPORTS -TOWN MANAGER Mayor Newill has been nominated to serve on the Board of Directors of Palm Beach County League of Cities. This will be his second term. The membership meeting and installation is on May 28`k', and we congratulate him on that honor. 2Z I would like to give an update on a hot topic currently in the news from the Town's perspective. I think everyone is pretty much aware of the Deep Water Horizons oil spill in the Gulf of Mexico. They are very concerned along the Louisiana coastline as well as the panhandle area of the State of Florida. If you have been following the recent reports, there is a loop current out in the State of Florida. If the oil spill works its way south into the loop current, works its way around the Straits of Florida, through the Keys and back up into the Gulf Stream, possibly hit the east coast of Florida, and into the north Atlantic. We do not know if this is going to happen. I wanted to report that we are prepared for that as a possibility here in Highland Beach. We have activated our own emergency response team as it relates to this type of hazard or any hazard. The response team was put on notice yesterday by my office. We are having our first meeting tomorrow afternoon. It includes key staff members of the police department, utilities department and my office. We have already been in contact with the Palm Beach County Emergency Operations Center. We participated in a conference call with the Palm Beach County EOC earlier today. The Palm Beach County EOC staff is meeting with the County Commission as we speak. I do not know if we are going to have daily conference calls, but • whenever they are scheduled, we will be participating. Also serving on our own in-house emergency response team is the sea turtle licensee permit holder. She has already been in touch with the Florida Fish and Wildlife Commission. We have also contacted the Highland Beach Citizen's Emergency Response Team (CERT) and they have been invited to sit at the table as well. At this point, I do not have any answers, I mostly have questions. I just wanted to reassure the Commission that your staff is on top of this. We are meeting, planning, and prepared to handle whatever comes our way. We are not taking this lightly. Commissioner Sorrelli - Is CERT still around? Town Mana er Su e~ -Not sure what is going on with the internal operation of CERT. I do know the prior director of CERT resigned and took the membership list with him. There was some new leadership here in Highland Beach. We have been in touch with those folks who stepped up to the plate. I committed to them that they would always have a spot at our emergency operatiaons table. 11. CONSENT AGENDA Mayor Newill asked if any item needed to be removed from the Consent Agenda. MOTION: Commissioner Trinley moved to approve the Consent Agenda as presented; seconded by Commissioner Sorrelli. Voice vote with all in favor. • Town Commission Regular Minutes May 4, 2010 Page 6 of 6 Consent Agenda Items: A) Appointment of Carol Stern to the Planning Board for athree-year term (5/10-4/13) B) RESOLUTION NO. 10-006 R A RESOLUTION OF THE TOWN OF HIGHLAND BEACH, FLORIDA, PARTNERING WITH THE NATIONAL CENTER FOR MISSING AND EXPLOITED CHILDREN AND FLORIDA MUNICIPALITIES IN THE CAMPAIGN TO BRING AWARENESS OF CHILD SAFETY ISSUES IN THE NATION, STATE, AND LOCAL COMMUNITIES. C) Authorizing the Mayor to Sign an Architectural & Engineering Services Proposal - Refurbishment of the Police Department Offices and Appropriating an Expense of $25,000.00 from the Reserve for Contingency line item of the General Fund (Account #001-590.000-5090.599.000). D) Minutes March 31, 2010 -Workshop Meeting April 6, 2010 -Regular Meeting 12. PUBLIC COMMENTS AND REQUESTS RELATED TO ITEMS DISCUSSED AT MEETING No Comments. 13. ADJOURNMENT There being no further business to come before the Commission, Mayor Newill adjourned the Regular Meeting at 2:08 PM upon a MOTION by Commissioner Sorrelli; seconded by Vice Mayor Zwick. APPROVED: Jim Ne 1; CPA, Mayor Miriam S. Zwick, Vice Mayor is . Tri ley, Co 'sioner ~.~e~, ohn J. So elli, Commissioner J. Pa o, Co sioner ATTEST• '~ '~~,.-~' - ~ ,~`l~l`t~ Beverly M. rown, MMC Dat ~ n 1.J