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HomeMy Public PortalAbout03 08 19 MeetingMINUTES OF THE REGULAR MEETING AND PUBLIC HEARING HELD BY THE TOWN COMMISSION OF THE TOWN OF GULF STREAM ON FRIDAY, MARCH 8, 2019 AT 9:00 A.M. IN THE WILLIAM F. KOCH, JR. COMMISSION CHAMBERS OF THE TOWN HALL, 100 SEA ROAD, GULF STREAM, FLORIDA. I. Call to Order. Vice Mayor Stanley called the meeting to order at 9:00 A.M. II. Pledge of Allegiance. Vice Mayor Stanley led the Pledge of Allegiance. III. Roll Call. Present and Participating: Thomas W. Stanley Vice Mayor Paul Lyons, Jr. Commissioner Donna S. White Commissioner Also Present & Participating: Gregory Dunham Town Manager Edward Nazzaro Staff Attorney Edward Allen Police Chief Rita Taylor Town Clerk Absent with Notice: Scott W. Morgan Mayor Joan K. Orthwein Commissioner IV. Minutes. A. Regular Meeting of February 8, 2019. Commissioner Lyons made a motion to accept the minutes of February 8, 2019, and the motion was seconded by Commissioner White with all voting AYE at roll call. V. Additions, withdrawals, deferrals, arrangement of agenda items. There were none. VI. Announcements. A. Regular Meetings and Public Hearing 1. April 12, 2019 at 9:00 A.M. 2. May 10, 2019 at 9:00 A.M. 3. June 14, 2019 at 9:00 A.M. 4. July 12, 2019 at 9:00 A.M. S. August 9, 2019 at 9:00 A.M. Vice Mayor Stanley called attention to these dates. VII. Communication from the Public (3 min. maximum) 1. Mr. Bob Ganger stated that after receiving the Mayor's annual letter updating the Town on 2018 happenings, he wanted to commend, and show his appreciation to, the Commission and Town Staff on significant accomplishments that were made in 2018. He said that rarely does anyone thank people for doing their job in life, but he wanted to show his appreciation for what was done in 2018 and the goals that he knows have been set for 2019 that will get done with the present Commission and Staff. 2. Mr. Bob Burns seconded Mr. Ganger in commending the Commission and Town Staff on job well done. He stated that he has been a resident living at 3312 N. Ocean Blvd. since 1986. He wanted to discuss the signage that was recently put up on Lakeview and Banyan to not allow trucks and said that was a good first step. He said the Minutes of Town Commission Regular Meeting & Public Hearing Held March 8, 2019 @ 9:00 A.M. majority of the landscapers have adhered to the sign, but others have not. Mr. Burns wanted to offer a few suggestions to the Commission. The first one being to send out a survey/poll/questionnaire to the residents of Gulf Stream asking for their opinions on the following: 1. Making Lakeview a one-way street coming in and Banyan a one- way street going out. He suggested that may help with truck traffic. 2. Making Gulfstream Road one-way from Golfview to Old School south to north and then do the opposite on Polo, making Polo one-way from Old School north to south. 3. With the roads getting torn up with the new water system, he thought it would it be a good time to re -visit connecting to a sewer system that was brought up in survey that was sent out to residents in 2002. 4. With a lot of the residents now being year-round residents, Mr. Burns thought everyone should have to deal with construction issues and there no longer needed to be a moratorium in the day and age we live in. He believed that getting input from the residents on the items above, plus anything else that the Staff might want to know, would be beneficial to the Commissioners and Town Staff. VIII. Reports A. Town Manager 1. Undergrounding Report Town Manager Dunham stated that new drawings of the conduit had been drawn up and were now in the engineering department of Comcast, who is confirming what is in the ground. Comcast is creating a new as -built plan. He asked Steve Rosa, the Sr. Field Coordinator for the Comcast Construction Dept. of S. Palm Beach County, to comment. Mr. Rosa explained that the pipes have been proofed, all vaults and power supplies have been placed and all major digging is complete. The only digging left is when they hook up the houses, he said. Mr. Rosa said the estimated time would be a week to pull the fiber, a week to do the splicing, a week to hook up the houses and a week to optimize. He said another 30 days if everything goes perfectly. The Commission has given permission for them to work during the day AND during the night to execute this job getting done as quickly as possible. Mr. Ganger asked about the wires that are still lying next to the wall at his house that were supposed to be put into a pipe and when the job would be finished. Mr. Rosa took Mr. Ganger's card and told him that even though that was a spectacle operations job, and he worked for construction, he would personally make sure the wires were put into a pipe and box. 2. Construction Abandonment and Demolition Permits Mr. Dunham stated that per the Commission's instruction from the last meeting, he and Staff Attorney Nazzaro met with some architects and general contractors regarding timing issues between demolition and construction. Mr. Nazzaro stated this was regarding Resolution 19-01 with the timeline of 30 days being insufficient and 90 days being too much time as written. The general consensus was 60 days between demolition and start of construction would be more acceptable for this Ordinance. Mr. Bob Burns asked if there was a penalty attached if the 60 days wasn't adhered to and Mr. Dunham said there was not, but 2 Minutes of Town Commission Regular Meeting & Public Hearing Held March 8, 2019 @ 9:00 A.M. they would have to sod and irrigate, so either way they would have to pay money. Vice Mayor Stanley said that it would be a Code Enforcement issue at that point. Commissioner Lyons asked if a fence was a requirement, to which he was told by Town Manager Dunham that it was not a requirement, but subject to the discretion of the Town Manager. Vice Mayor Stanley added it was on a case by case basis and commended Mr. Dunham on how he has handled each case thus far, even though it takes a tremendous amount of time. 3. FEMA Update Mr. Dunham stated that FEMA had notified the Town it would be receiving approximately $85,000 from the efforts in the clean- up of Hurricane Irma. This shows that the Town had very good record- keeping to be able to get reimbursed, he said. B. Architectural Review & Planning Board 1. Meeting Dates a. March 28, 2019 at 8:30 A.M. b. April 25, 2019 at 8:30 A.M. c. May 23, 2019 at 8:30 A.M. d. June 27, 2019 at 8:30 A.M. e. July 25, 2019 at 8:30 A.M. f. No August meeting g. September 26, 2019 at 8:30 A.M. Vice Mayor Stanley called attention to these dates. C. Finance Director 1. Financial Report for January 2019 Town Manager Dunham noted the report brings us almost to the halfway mark for the yearly budget. D. Police Chief 1. Activity for January 2019 Chief Allen asked that his report be accepted as submitted. The Vice Mayor declared the reports accepted. X. Items for Commission Action. A. Ordinance No. 19/2; AN ORDINANCE OF THE TOWN COMMISSION OF THE TOWN OF GULF STREAM, PALM BEACH COUNTY, FLORIDA, AMENDING THE TOWN CODE OF ORDINANACES AT CHAPTER 42, BUILDINGS AND BUILDING REGULATIONS, ARTICLE I, IN GENERAL, TO ADD A NEW SECTION 42-31, TIME SCHEDULE FOR COMPLETING CONSTRUCTION PROJECTS; PROVIDING FOR SEVERABILITY; PROVIDING FOR REPEAL OF ORDINANCES IN CONFLICT; PROVIDING FOR CODIFICATION; PROVIDING AN EFFECTIVE DATE. (second reading and adoption) Commissioner White asked why the maximum time for all other construction projects is longer than that permitted for new constructions. Staff Attorney Nazzaro stated that he had spoken with Town Attorney Randolph regarding this very thing and Mr. Randolph had told him that it takes more time to do remodeling than it does for a new construction. Mr. Randolph said he was speaking from personal experience as well as what the Town of Palm Beach has in their ordinance regarding this issue. Commissioner White made a motion to approve Ordinance 19/2 as presented and the motion was seconded by Commissioner Lyons with all voting AYE at roll call. 3 Minutes of Town Commission Regular Meeting & Public Hearing Held March 8, 2019 @ 9:00 A.M. B. Resolution No. 19-01; A RESOLUTION OF THE TOWN COMMISSION OF THE TOWN OF GULF STREAM, PALM BEACH COUNTY, FLORIDA, REVISING THE TOWN OF GULF STREAM FEE SCHEDULE FOR THE PROCESSING AND REVIEW OF APPLICATIONS FOR BUILDING PERMITS; ESTABLISHING AN EXTENSION FEE FOR EXCEEDING THE MAXIMUM TIME FOR COMPLETING CONSTRUCTION PROJECTS; PROVIDING AN EFFECTIVE DATE. Staff Attorney Nazzaro explained that there were not many changes made to the fee schedule. He stated that the sign ordinance changed and there was no longer a fee for that so it was removed. The fee for a Damage Bond was increased to $5,000 from $2,500, but it is completely refundable if no damage is done during the construction project. The Construction Permit fees are new and enacted pursuant to the Ordinance that was just passed. Commissioner White made a motion to approve Resolution No. 19-01 as presented and the motion was seconded by Commissioner Lyons with all voting AYE at roll call. C. Authorization to Convert Financial Software From Local Server to Cloud -based Hosting. Town Manager Dunham asked CFO Tew to present the details to the Commission. Mrs. Tew stated that the Town was currently in the annual renewal period with Blackbaud, the existing financial software. Due to the mandate to be in the backflow compliance program that was discussed in previous meetings, the financial software needs to be able to accommodate the accounts receivable that is going to come with that program. The Town will need to be able to create invoices then track the liabilities and revenues. The Commission needs to decide whether to buy a module and stay hosting on our local server, which the financial software uses approximately 280 of the server capacity, or convert over to cloud base and reduce the server footprint. Commissioner Lyons wanted to know if the Town's IT consultants would guide the Town with best practices and preservation of data, to which Mrs. Tew answered in the positive. Mr. Lyons also wanted to know what the Town's auditors thought about the cloud, to which Mrs. Tew answered that they are cloud - based themselves and with an entity of our size it just makes sense to move to the cloud. She went on to say that Calvin, Giordano & Associates (CGI) is pushing the Town to move a tremendous amount of the Town's data storage into the cloud. Laserfiche and Munibilling are already cloud -based. Mrs. Tew reiterated that she liked the fact that Blackbaud has redundancy in multiple data farms that they do not disclose the locations of which adds an extra security layer and she also likes that they are domestically housed with no international data export. Mr. Lyons then wanted to know if all the Town's data could be kept in-house as well as in the cloud. He was very concerned with redundancy. Mrs. Tew did not feel that it would be smart to continue to house critical data internally in case of a catastrophic event where it would then be lost and it also left things open to human error in having to make sure data was in both places. She added that it was cleaner and safer from a financial point of view to keep data on one system instead of trying to cross over between two. They cannot be integrated, so the Town needs to decide whether to go internal or external, she added. M Minutes of Town Commission Regular Meeting & Public Hearing Held March 8, 2019 @ 9:00 A.M. Vice Mayor Stanley then gave a brief synopsis of everything that had been discussed and stated that he was in support of moving to the cloud with the software that we currently use, as they are an established company with a proven record. Commissioner White made a motion to approve the authorization to convert financial software from local server to cloud based hosting subject to providing the Commission answers to whether or not all of the data can be migrated from Blackbaud, whether or not the Town can periodically download the data to a hard drive to be kept at Town Hall, and with the blessing of the auditors. The motion was seconded by Commissioner Lyons with all voting AYE at roll call. D. Waste Management Contract Determination Mr. Dunham explained the negotiation process that he and Staff Attorney Nazzaro have been in for the last three months. They were able to get Waste Management down from $38.00, which was a 25% increase from what the Town was currently paying, to the negotiated price of $33.00, which was a 6o increase, with a CPI annual adjustment capped at 40. Mr. Dunham felt that this was a successful negotiation and added the Town has very good service with minimal complaints. This contract will be for five years at which point the Town has to go out to bid. Commissioner Lyons commended Mr. Dunham and Mr. Nazzaro on a great job negotiating them down. Commissioner Lyons made a motion to accept the Waste Management Contract at $33.00 per home subject to the water, sewer and trash index with an annual adjustment capped at 40. Commissioner White seconded the motion with all voting AYE at roll call. D. Items by Mayor & Commissioners There were none. XI. Adjournment. Vice Mayor Stanley adjourned the meeting at 10:33 A.M. 9