Loading...
2010.05.25_TC_Minutes_Workshop• TOWN OF HIGHLAND BEACH MINUTES OF TOWN COMMISSION MEETING WORKSHOP MEETING Tuesdav, Mav 25, 2010 1.30 PM Mayor Jim Newill, CPA called the Workshop 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; Commissioner John J. Sorrelli; and Commissioner John J. Pagliaro. Also present: Town Attorney Tom Sliney; Town Manager Dale S. Sugerman; Deputy Town Clerk Valerie Oakes; and members of the public. Absent -Vice Mayor Miriam S. Zwick. Pledge of Allegiance: The Pledge of Allegiance was given. • Civility Pledge: The Civility Pledge was recited by the Deputy 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 No comments received. 3. PRESENTATIONS None 4. BOARDS AND COMMITTEES A) Board Correspondence • None B) Board Action Report • None • Town Commission Workshop Minutes May 25, 2010 Pa e 2 of 7 C) Board Vacancies • • Beaches & Shores Advisory -Two -Full Terms Interview -Stacy McPherson - 1022 Bel Air Drive Ms. McPherson stated that she had recently moved to Highland Beach and is a full time resident. She wanted to become involved with the community by volunteering. Consensus -Appointment to be included on June 1, 2010 Consent Agenda • Board of Adjustment and Appeals -One Full Term Interview -Americo (Rick) Varone - 2901 S. Ocean Blvd. Mr. Varone -Lived in Highland Beach for approximately ten years. Has volunteered for other organizations and most recently for anon-profit organization. Looking forward to expanding volunteer time. Commissioner Sorrelli -Are you the President of the Highland Beach Club? Mr. Varone -Yes. Commissioner Pagliaro - I am a resident of the building and Mr. Varone has served with much distinction; he has served us well. Consensus -Appointment to be included on June 1, 2010 Consent Agenda ' • Planning Board -One-year Unexpired Term (5/11) • D) Monthly Board Meetings • Special Magistrate -June 3rd -Cancelled • Beaches & Shores Advisory -Regular -June 8th - 9:30 AM • Planning Board -June 9th -Cancelled • Bd. of Adjustment and Appeals -June 15~' -Cancelled 5. PROPOSED ORDINANCES AND RESOLUTIONS A) ORDINANCE NO. 10-002 O (Second Reading and Public Hearing -June 1St) 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. Mayor Newill asked the Commission for any further comments. Receiving none, the Ordinance will be scheduled for Second Reading and Public Hearing at the June 1St Regular Commission Meeting. .J Town Commission Workshop Minutes May 25, 2010 Page 3 of 7 6. NEW BUSINESS • A) Awarding a Contract to Kilbourne & Sons Asphalt for the Installation of Header Curbs on the Town's Side Streets which intersect with 5RAlA. Town Manager Su erman - As the SR AlA construction project winds down, we would like to put finishing touches on the side streets which intersect with SR AlA. Historically, vehicles exiting the side streets onto SR AlA tend to "cut the corner" and leave groves in the sod adjacent to the paved surface. We continue to replace the sod and have looked at alternatives means of protecting the corners (such as a rock base). None of these efforts have worked. We have also held a number of meetings with different homeowner's associations and have met with a variety of companies that send their private trucks into the neighborhoods, asking their drivers to try their best to make a wider turn. Nothing seems to keep the vehicles off of the grass. Therefore, we have decided that it would be best to slightly widen the turning radii on each of the side streets and to install concrete header curbs which will ensure that vehicles stay on the paved surface. The Public Works Department recently took three bids for this work with the following results: Kilbourne and Sons $16, 246.25; Am Jet Asphalt $19,500.00; and Carr Driveways $19,900.00. Copies of the three bids are included with your packet material. We are recommending that the Commission award the contract to Kilbourne and Sons Asphalt since they are the lowest of the three bidders. Jack Lee, Public Works Director is in attendance to answer any questions. The source of funding for this item (Reserve for Contingency) will be covered in the subsequent agenda items on the Commission workshop agenda. If this item meets with the general approval of the Town Commission, we can carry this item over to the • Consent Agenda for the meeting of June 1St Mayor Newill - Do you know how much we have in Reserve for Contingency ? Town Mana er Su erman -The unencumbered balance is $348,000.00. Comm. Sorrelli -Where would this be apart of? Town Manager Su erman -The Bel Lido area. Comm. Sorrelli - Do the residents know about this? Town Mana er Su erman -The homeowner's association has been asking for the installation of the header curbs, but there has not been an announcement. Comm. Trinley -What is the timeline? Jack Lee, Public Works Director - It will take about one or two months to complete. This is not a bid project, so permits will need to be applied for through the Department of Transportation. Comm. Sorrelli -The name rings a bell; do you know them? Town Mana er Su erman - No. Jack Lee, Public Works Director -Known for several years. They did all of the side streets about five years ago. They have done work around Town Hall. Consensus -Item to be included on June 1St Regular Meeting Consent Agenda. Town Commission Workshop Minutes May 25, 2010 Page 4 of 7 B) Approving the Use of Approximately $25,000.00 from General Fund Reserve for • Contingency Account #001-590.000-5090-599.000 to Cover the Cost of the Installation of Header Curbs on the Town's Side Streets which intersect with SRAlA. Town Mana er Su eg rman - As introduced in the prior agenda item, Town staff is recommending that the Commission approve a contract with Kilbourne and Sons Asphalt for the widening of the pavement and the installation of header curbs on all of the Town side streets which intersect with SR AlA. The 2009-2010 Public Works Department budget does not contain capital improvement funds to undertake this project since this concept of protecting the radii of the intersections was not thought about while putting together the current year's budget. Therefore, we are asking the Commission for approval of the use of a General Fund Reserve for Contingency allocation for this project. In addition to the actual construction which will be undertaken by Kilbourne and Sons Asphalt, the Town will need to submit a signed and sealed set of construction drawings to the Florida Department of Transportation in order to secure a permit for the widening of the pavement and the installation of the header curbs. To that end, we have engaged Mathews Consulting (the SR AlA design engineer) to complete the necessary documents to secure the permit. Their fee for completing the design plans and securing the permit is $9,187.00. These funds are not budgeted either, so they will also have to come from the General Fund Reserve for Contingency. A copy of the Mathews Consulting proposal is attached for your review. As of April 30~', the General Fund Reserve for Contingency had an unencumbered balance of $348,605.00 from an original appropriation of $400,000.00. Jack Lee is in attendance at the Commission meeting to answer any questions members of the Commission might have on this item. If this item meets with the general • approval of the Town Commission, we can carry this item over to the Consent Agenda for the meeting of June 1 S`. Consensus -Item to be included on June 1 S` Regular Meeting Consent Agenda. C) Approving the Use of Approximately $7,800.00 from General Fund Reserve for Contingency Account #001-590.000-5090-599.000 to Cover the Cost of the Repair to the Sidewalk on the South Side of the Town Hall Complex Town Mana er Su erman -The sidewalk on the South side of the Town Hall complex has a fairly serious dip in it and it tends not to drain very well. This area also tends to develop some algae when it stays wet and it becomes very slippery from time to time. This has become a hazard to the walking public. We would also like to raise this section of the sidewalk up so that it drains properly. The Public Works Department took three bids for this work with the following results: Kilbourne and Sons, $7,725.00; Car Paving, $8,675.00; and Am Jet Asphalt, $10,850.00. Normally, under the authority of the Town Manager, this contract could easily be awarded to Kilbourne and Sons since it is within my spending authority. However, as seen in earlier agenda items, the Public Works Department does not have money in its capital improvements budget to cover this expense. Therefore, if this project is to be undertaken, it will need to be funded by the General Fund Reserve for Contingency line item of the budget. Copies of the three bids are included with your packet material. We are recommending that the Commission authorize the use of the General Fund Reserve for Contingency line item so that • we can award the contract to Kilbourne and Sons Asphalt. Jack Lee, Public Works Director, is Town Commission Workshop Minutes Mav 25, 2010 Pa e 5 of 7 in attendance at the meeting to answer any questions that you may have on this project. As of April 30t1i, the General Fund Reserve for Contingency will have just over $320,000.00 (assuming that the prior expense of $25,000.00 is also approved by the Commission) remaining to cover this expense. This will be the source of funding for this project. If this item meets with the general approval of the Town Commission, we can carry this item over to the Consent Agenda for the meeting of June 1St Comm. Trinlev -Where is it located? Jack Lee, Public Works Director -South of the exit door in the chambers. It is creating an algae problem. Town Mana e~ r Superman -The sidewalk is on the Town's property. Consensus -Item to be included on June 1St Regular Meeting Consent Agenda. 7. MISCELLANEOUS -ITEMS LEFT OVER D) Minutes Apri125, 2010 -Workshop Meeting May 4, 2010 -Regular Meeting Minutes to be included on the June 1St, 2010, Consent Agenda. 8. REPORTS -TOWN COMMISSION Commissioner John Pa lg_iaro - No Report. Commissioner John Sorrelli -Very impressed with the Beaches and Shores Advisory Board and their work. Thank you. Commissioner Trinlev - No Report. Vice Mayor Zwick -Absent. Mayor Newill - No Report. 9. REPORTS -TOWN ATTORNEY • No Report. 10. REPORTS -TOWN MANAGER Last week the Palm Beach County Emergency Management Operations team held an organizational meeting with all of the beach communities, the four inlet districts, and various other governmental agencies, to discuss the best way to prepare for the oil which is spewing into the Gulf of Mexico. All indications are that the flow of oil is just about to work its way • into the Loop Current and then into the Gulfstream. We don't know exactly when this will Town Commission Workshop Minutes May 25, 2010 Page 6 of 7 happen, but it almost seems to be a certainty that it will within the next week or two. That does • not mean that we have any indication of exactly what will be coming our way (surface oil, tar balls, tar mats, or sheen). It could be any of those things, all of those things, or none of those things. Yet, even though we do not know what will be headed our way, we are beginning to prepare for any potential impact. The coordination effort, at this point, has a number of key issues, including: 1.) The Coast Guard is led agency for the overall response; 2.) British Petroleum (BP) is indicating that they will be paying for everything associated with any clean- up efforts, as long as their payments are properly coordinated through the state and county governmental incident command structure (which is what we use here in Palm Beach County); 3.) The major efforts by the County will be to protect the estuaries located within the Intracoastal Waterway via several types of barriers (booms) located at the four inlets; 4.) There will be no effort to provide any barrier resources at the beach; the only thing that can be done at the beach is a cleanup effort after the event occurs. This is because the wave action of the Atlantic Ocean would either force the oil, tar balls, etc. either under or over the barriers, and most likely would break within a few days any barriers that are put into place; 5.) The County's response efforts are being divided amongst 4 districts (based upon the four inlets). The Town of Highland Beach has been paired with the City of Boca Raton. We had our first meeting with the City of Boca Raton last week on Thursday afternoon. We will be coordinating our communication, our resources, and our volunteer efforts with Boca Raton, up through the County, to the State, and then on to the Federal Government (which again is being coordinated by the Coast Guard); and 6.) Individuals and individual municipalities are not authorized to implement any cleanup efforts without approved training. This means that all municipal employees and all volunteers/citizens groups must be trained in all cleanup • activities. There still seems to be a bit of uncertainty as to exactly what training is necessary in order to qualify as a cleanup volunteer, and there is a bit of confusion as to who will be providing the training. If Highland Beach residents want to volunteer, Town Hall and the Library are collecting names, addresses, and phone number; additionally, there is a Deepwater Horizon's Oil Spill Volunteer link on the Palm Beach County website homepage. The early indication is that the training will be provided by BP and the training announcements will come through the Palm Beach County Incident Command process. The next county-wide meeting is scheduled for June 21. Comm. Sorrelli - Is this posted in the Library or in the Post Office? Town Mana eg_r Su eg rman - Martha Pando, Library Assistant, has the list of volunteers. Comm. Sorrelli -Have you posted the volunteer opportunity on the boards? Town Manager Su e~ rman - A blast email was sent to all of the condominium managers and the residents signed-up through the Notify Me system via the Town's website. Comm. Pa lg i~o -Post on the Town channel. 11. CONSENT AGENDA None. Town Commission Workshop Minutes May 25, 2010 Page 7 of 7 12. PUBLIC COMMENTS AND REQUESTS RELATED TO ITEMS DISCUSSED AT MEETING No Comments. 13. AD.TOURNMENT There being no further business to come before the Commission, Mayor Newill adjourned the Workshop Meeting at 2:04 PM upon a MOTION by Commissioner Sorrelli; seconded by Commissioner Pa liaro. r APPROVED: Jim N ill, CPA, M yor • ATTES . Beverly Brown, MMC ~ ~-v ate n Miri .Zwick, Vic ayor 0~- Doris . Trinley, Commissio er