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2005.11.29_TC_Minutes_Workshop., TOWN OF HIGHLAND BEACH, FLORIDA TOWN COMMISSION WORKSHOP MEETING MINUTES Tuesday, November 29, 2005 1:30 p.m. Mayor Harold R. Hagelmann called the Workshop Meeting to order in Commission Chambers at 1:30 P.M. Deputy Town Clerk Jane Dillon called the roll. The Mayor, Vice Mayor Joseph J. Asselta and Commissioners Miriam Zwick, Rachael Scala-Pistone and Jim Newill were present. Town Attorney Thomas E. Sliney and Town Manager Dale Sugerman were present, as were members of the general public. 1. ADDITIONS. DELETIONS OR ACCEPTANCE OF AGENDA Mayor Hagelmann asked to delete under New Business, discussion re Roberts's Rules of Order, and replace with a proposed Resolution re naming the history room in the new library after former Mayor Thomas J. Reid. County Commissioner Mary McCarty was present and noted that the Malani Park trial • is scheduled for mid February, She then presented a check to the Town for the Library lecture series in the amount of $10,000. Mayor Hagelmann then presented a plaque to Commissioner McCarty for the commissioning of the USS Bainbridge, of which the County provided transportation for county residents who wished to attend. 2. PUBLIC COMMENTS AND REQUESTS Joe Yucht, Boca Highlands, spoke on the sudden death of former Mayor Tom Reid, and their involvement together on the airport committee. Also, his use of the phrases "peace" and "good show". Mr. Yucht recommended the phrase "let's have a peaceful good show" be said at the beginning of every commission meeting. Thanked Mary McCarty and the Town Commission for working to have a light at the fire dept. installed. Carl Feldman, Villa Costa, asked that crane fees be recinded, due to all the needed crane work due to Hurricane Willma, and return the fees that already had been paid. Jerry Wolf, Russell Drive, complained that the town did not do enough for the residents, and no one walked down Russell Drive examining the damage; that the hot line was not updated on weekends; ice, coffee and food were not distributed at St. Lucy's church. s .t Town Commission Tuesday, November 29. 2005 Page 2 of 6 3. PRESENTATIONS . MAYOR HAGELMANN -U.S.S. BAINBRIDGE Mayor Hagelmann presented a Bainbridge plank owner plaque to the Town, explaining its history. . GLOBALTECH -PRELIMINARY ENGINEERING DESIGN REPORT - RO PLANT. Paul Gandy and Troy Lynn were present to discuss the water analysis Globaltech conducted, the purchase of a generator for the plant, ground water storage and additional wells. Paul Hillers from Hillers electric also was present and involved in the analysis. A copy of the design report will be available in the Library for residents viewing. . KEN SPOLE RE: MANGROVE CLEANUP Ken Spole, a resident of Casarina, spoke about the mangroves between the Casarina and Coronado Ocean Club, and the deplorable conditions of them, and that the DEP has avoided caring for them. Vice Mayor Asselta stated that he would like to see all the associations come together to add strength to the complaint to the DEP. There was talk of obtaining a professional cleaner. • 4. BOARDS AND COMMITTEES A) BOARD CORRESPONDENCE: - ESTABLISHMENT OF A CODE OF APPEARANCE FOR THE BEACH FROM THE BEACHES AND SHORES ADVISORY BOARD. Lucy Miller, Chair of the Beaches Board, noted that the manatees and wake zones are also problems which need to be addressed. Establishing a code for the appearance of the beach would help to maintain and protect the dunes, also work with the beach cleaners to provide better maintenance to the beach. The Commission will look at the suggestions. B) BOARD VACANCIES: ONE (1) ON CULTURAL SOCIETY ADVISORY. - DOLORES TRENNER, COMMISSION INTERVIEW. Commission was pleased with the interview of Dolores Trenner, and put on the December 6 consent agenda to appoint her to the Cultural Board. C) BOARD ACTION REPORT: NONE. D) MONTHLY BOARD MEETINGS: PREVIOUSLY SUBMITTED. 5. PROPOSED ORDINANCES AND RESOLUTIONS NONE. Town Commission Tuesday. November 29. 2005 Page 2 of 6 6. NEW BUSINESS 1) DISCUSSION ON THE ROLE OF THE CHAIR UNDER ROBERTS RULES OF ORDER. This was deleted from the agenda and replaced by the proposed resolution naming the library's history room in honor of Mayor Reid. This item was carried over for further discussion at the December 6 Regular Meeting. 2) CONSIDERATION OF A RESOLUTION OF SUPPORT ON THE EFFORT BY CONGRESSMAN CLAY SHAW, JR. IN RESEARCHING METHODS TO HAVE FLORIDA POWER AND LIGHT PUT OVERHEAD WIRING UNDERGROUND. This was placed on consent agenda for December 6 Regular Meeting. 3) AUTHORIZING THE MAYOR TO SIGN THE FIRST AMENDMENT TO THE INTERLOCAL AGREEMENT WITH PALM BEACH COUNTY FOR DIRECT ACCESS TO THE COUNTY'S 800 MHZ RADIO SYSTEM. Carried over to Consent Agenda at the December 6 Regular Meeting. • 4) APPROVAL OF RULES FOR THE USE OF THE LIBRARY COMMUNITY ROOM. Commissioner Newill does not support an entry fee to get into the library (no. 2). He also suggested changing the $100 refundable deposit to a higher amount (no. 6). The library staff will screen potential users. There will be further discussion at the December 6 Regular Meeting. 5) AUTHORIZING THE MAYOR TO SIGN TASK ORDER NO. 2 WITH GLOBALTECH FOR A CAPACITY ANALYSIS REPORT (CAR). This was carried over to the December 6 Consent Agenda. 6) DECLARING CERTAIN PROPERTY TO BE SURPLUS PROPERTY. This references declaring the old truck surplus in order to trade it in for a new truck. This was carried over to the December 6 Consent Agenda. 7. OLD BUSINESS COMMISSIONER SCALA-PISTONE'S ITEM ON LIGHTING THE FLAGS AT THE TOWN LIMITS. Town Commission Tuesday. November 29, 2005 Page 4 of 6 Commissioner Scala-Pistone is requesting that the flags at either end of town be illuminated throughout the night. She will put into motion form at December 6 meeting. 8. MISCELLANEOUS -ITEMS LEFT OVER MINUTES FOR APPROVAL AT DECEMBER 6 REGULAR MEETING: September 27, 2005 Special (Budget) October 11, 2005 Regular Carried over to Consent Agenda. November 1, 2005 Regular 9. REPORTS -TOWN COMMISSION COMMISSIONER JIM NEWILL, CPA: Feels the Commission is irresponsible for not coming up with a plan on how the money from the sale of the Boca property will be used, noting how the Town can go to the voters and ask for money without telling them how these funds will be spent. COMMISSIONER MIRIAM S. ZWICK: Gave an update on the library. COMMISSIONER RACHAEL SCALA-PISTONE: Spoke about the storms and the CERT program, run by Leo Pruner. She was pleased that the Beaches Chair was present today, and that Ken Spole gave a presentation on the Mangroves. VICE MAYOR JOSEPH J. ASSELTA: No report. He did object to the type of criticism the Town has received re hurricane Wilma. MAYOR HAROLD R. HAGELMANN: No report. 10. REPORTS -TOWN ATTORNEY No report. 11. REPORTS -TOWN MANAGER A) ASKING THE CITY OF BOCA RATON TO REMOVE THE WELLFIELD PROTECTION OVERLAY FROM THEIR COMPREHENSIVE PLAN FOR THE OLD WATER TREATMENT PLANT SITE. This would allow Boca Raton to remove both the wellfield site and the old water plant site from their comprehensive plan at the same time, even though the Town is not planning on selling the water plant site at this time. The Commission agreed that Dale Sugerman may place in writing to Boca that they may do this. Town Commission Tuesday. November 29. 2005 Page 5 of 6 B) DESIRE OF THE COMMISSION TO SUPPORT THE HOME RULE COMMITTEE ACTIVITIES OF THE PALM BEACH COUNTY LEAGUE OF CITIES: -MOTION TO INTERVENE - SUPPORT THE SPECIAL ACT -LOCAL BILL This is Palm Beach County fire rescue dispatch service in unincorporated areas and all municipalities that dispatch for fire rescue service, yet municipalities not benefiting from this service are being taxed. The question is whether HB wishes to join in a local bill effort and enter into the lawsuit with the other municipalities not benefiting to fight the county on this (no cost to the Town.) The Commission elected to join in the effort. C) DESIRE OF THE COMMISSION TO PARTICIPATE IN PALM BEACH COUNTY DAYS IN TALLAHASSEE -MARCH 7-9, 2006. Due to the Commission meeting on the 7th and the election on March 14th, the Commission elected not to participate. 12. CONSENT AGENDA 13. PUBLIC COMMENTS AND REQUESTS RELATED TO ITEMS DISCUSSED AT MEETING Carl Farber, Villa Costa, spoke about the generator functioning for all the buildings, and questioning why the library needs to be put on the generator. Joe Yucht, asked when a member of the public makes a request of the Board, their should be some sort of a response, so resident doesn't have to keep coming back with the same request. The mangroves should be cleaned up; Clay Shaw re utility wires, is a state problem not a federal problem. Their should be a public hearing re the rules for the library and let the public have input. Jack Glazer, CSB member, agreed mangroves should be cleaned up, and requested a copy of the library rules. 13. ADJOURNMENT There being no further business to come before the Commission at this time, MOTION to adjourn was made by COMMISSIONER ZWICK/MAYOR HAGELMANN at 4:20 p.m. • Town Commission Tuesday, November 29 2005 Page 6 of 6 APPROVAL: Mayor Harold R. Hagelmann Vice Mayor Joseph J. Asselta Commissioner Rachael Scala-Pistor Commissioner Miriam S. Zwick Commissioner Jim Newill, CPA ATTEST: a-t,~:, DATE: ~- ~~ v ~ • Public use of Community room at the library Purpose: To establish guidelines for the use of meeting room in Library facility by the public. Authority: Library Bill of rights, Countrywide PPM #CW-O-024; Florida Statutes 1997, Chapters 876 and 877. Policy: The Highland Beach Library has a community room space primarily for Library use. When tiii~e and space permit this room maybe available to the public, defined as non-commercial who are recognized as operating for public benefit and interest, and whose members reside in the Town of Highland Beach. Special consideration will be given to requests from the Friends of the Library organization of the Town of Highland Beach. Use of the community room by the public is subject to the following regulations: Library services and sponsored functions will have priority in the use of this room. Limited resources, including parking, staff, and space may limit the use of the room. Public safety shall betaken into consideration. 2. Because the Library is supported by tax funds, meetings/events . sponsored by the Library must be open to the residents of the Town, and no attendance or entry fee maybe charged. Meetings/events sponsored by the Cultural Board, or Town Commission may charge an entry fee or be promoted as a fund raising activity. 3. Attendance must not exceed the limit established by the Library Director and the Fire Marshall. 4. The community room is available during the hours the Library is open to the public. We would prefer the room be vacated prior to the Library closing time. If an organization is sponsoring an activity after closing time, the Library is willing to arrange for an employee to work until the activity is over. Compensation for this employee must be absorbed by the sponsoring organization at one and a half times the employee's hourly rain. 5. Use of the room i^ by reservation only. Reservations must be made, either in person or by telephone, with the appropriate library staff person. The amount of advance notice required may vary according to demand. Reservations will be accepted on a first come/first served basis, and maybe made up for up to two months in advance. No reservations will be accepted on an automatically recurring basis. 6. Users shall pay the cost for replacement or repair of any damages to the facility or equipment. A $100.00 refundable deposit will be required as a guarantee. The Library will not be responsible for materials or equipment left in the building by users. 7. Groups may not use the Library's name or address as their own headquarters location, or store their property at the Library between meetings. A copy of any publicity material shall be sent to the Library for approval prior to an event when application is submitted. 8. The applicant or representative of the group reserving the room must be a Town resident and sign the proper form assuming responsibility for any damage done to Library facilities or equipment. The signed release must be on file with the Library prior to the scheduled m-eting/event. (Attachment A) 9. The Library will provide only the equipment that is already in the room and the applicant will be responsible for proper use of such equipment. 10. Final authority for the use of the room rests with the Library Director or his/her designee. Procedure: When a patron requests to use the community room, staff shall do the following: 1. Ask the patron to fill out Application for Public Use of Community Room, for a copy of any publicity material, and for the deposit. 2. S~zrmit application to Library Director. 3. If approved, give the application to the person designated to schedule the event. Any co:.flicts or the unavailability of the room should be brought to the attention of the Library Director or designee. • Date Requested, Time Requested. Name of Group Expected Attendance Name of person applying Address Zip Telephone Type of activity: Speaker Exhibit Film Panel Discussion Other Deposit_$ Subject of activity Please attach to this application any notices, press releases, posters, flyers, or other materials promoting or announcing the event, for approval of Library Director. The applicant agrees to leave the Library facility clean and in the original condition at the end of the activity and to pay the cost for replacement or repair of any damages to the facility. The Library will not be responsible for materials or equipment left in the building. I HAVE READ, UND'-'RSTAND AND WILL COMPLY WITH THE REGULATIONS OF THE HIGHLAND BEACH .IBRARY USE OF THE COMMUNITY ROOM. FAILURE TO COMPLY WILL RESULT IN CANCELLATION OF THE PROGRAM AND/0R RESTRICTION OF FUTURE USE. Date Signature Approved Disapproved Comments Application for Public Use of Library Community Room