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HomeMy Public PortalAbout07 09 19 MeetingMINUTES OF THE REGULAR MEETING AND PUBLIC HEARING HELD BY THE TOWN COMMISSION OF THE TOWN OF GULF STREAM ON TUESDAY, JULY 9, 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 Mayor Morgan called the meeting to order at 9:00 A.M. II. Pledge of Allegiance Mayor Morgan led the Pledge of Allegiance. III. Roll Call Present and Participating: Scott W. Morgan Thomas W. Stanley Paul Lyons, Jr. Joan K. Orthwein Also Present & Participating: Absent w/Notice: IV. Minutes Gregory Dunham John Randolph Edward Nazzaro Edward Allen Rita Taylor Donna White Mayor Vice Mayor Commissioner Commissioner Town Manager Town Attorney Staff Attorney Police Chief Town Clerk Commissioner A. Regular Meeting of June 14, 2019. Vice Mayor Stanley made a motion to accept the minutes of June 14, 2019, and the motion was seconded by Commissioner Orthwein 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. August 9, 2019 at 9:00 A.M. 2. September 13, 2019 at 4:00 P.M. 3. October 11, 2019 at 9:00 A.M. 4. November 8, 2019 at 9:00 A.M. 5. December 13, 2019 at 9:00 A.M. B. Proposed Budget Meeting and Hearing Dates 1. September 13, 2019 at 5:01 P.M. 2. September 24, 2019 at 5:01 P.M. Mayor Morgan called attention to these dates. VII. Communication from the Public (3 min. maximum) Kristine de Haseth reminded everyone of the District IV Luncheon coming up on July 15, 2019 at Noon being held in Ocean Ridge. She thanked the Commission for allowing the students from Gulf Stream School to attend the May Commission meeting and stated three of them did reports on the meeting and she brought pictures of the PowerPoint presentation for the record. Ms. de Haseth added that the Florida Federation of Independent Schools had contacted Gulf Stream School to "bring their show on the road" and attend the national convention in February. Minutes of Town Commission Regular Meeting & Public Hearing Held July 9, 2019 @ 9:00 A.M. VIII. Reports A. Town Manager 1. Utility Undergrounding Town Manager Dunham stated that both Comcast and AT&T are basically done pulling fiber and splicing in the Core area but both had separate issues. Comcast has conduit that needs replaced at no charge to the town. AT&T has a section between Golfview and Middle Road that needs conduit replaced at a level that is safe for them to get into. Once that is complete, they will be connecting the homes and be finished, he added. 2. Obstructions in Town Rights-of-way Town Manager Dunham stated he sent a follow-up letter to Mayor's original letter and that there were around 20 who still had not removed the stakes. Mr. Dunham stated that he will probably be going house to house now with a bit of a personal touch and see how that works. Commissioner Orthwein asked if there had been discussion with residents whose vegetation is in the right of way and has become too tall, especially on the narrow streets. Mr. Dunham said he would be addressing those issues. Commissioner Lyons added that he calls that "creep" and it goes further and further into the rights-of-way with each passing year and at some point it has to end. It has become inconvenient for drivers and a safety hazard, he added. Commissioner Lyons stated he was pleased with the residents who had adhered to the Mayor's letter, but very displeased with those who had not. Mayor Morgan then told Mr. Dunham to use his discretion on the remaining residents and condos who still had the stakes up. Mayor Morgan asked what the status was on the curb issue. Mr. Dunham stated the town was waiting for a few more bids and were also trying to get in contact with the property owners who aren't in town at the present time. 3. Street Lighting in Place Au Soleil Commissioner White asked to move this item to the August meeting since she could not be present at the July meeting. Mr. Dunham said he knew Commissioner White had met with Mr. Snavely and the Board of Place Au Soleil. They had made some choices and FP&L was going to get pricing to the town. 4. Guardhouse in Place Au Soleil Town Manager Dunham reminded the Commission that they had chosen the low bidder and that the Town would be executing the contract next week. B. Architectural Review & Planning Board 1. Meeting Dates a July 25, 2019 at 8:30 A.M. b. No August meeting c. September 26, 2019 at 8:30 A.M. d. October 24,2019 at 8:30 A.M. e. To be determined f. To be determined Mayor Morgan called attention to these dates. C. Finance Director 1. Financial Report for June 2019 oil Minutes of Town Commission Regular Meeting & Public Hearing Held July 9, 2019 @ 9:00 A.M. Town Manager Dunham stated that the report represented 750-. of the Town's 18/19 budget. D. Police Chief 1. Activity for June 2019 Chief Allen asked that his report be accepted as presented. The Mayor declared both reports accepted. IX. Items for Commission Action. A. Presentation of 2017/2018 Independent Auditor's Report -Ron Bennett, Nowlen, Holt & Miner, P.A. Mr. Ron Bennett presented the audit and explained that government audits were a smorgasbord of reports put into one document. This year, he stated, the Town was receiving a totally clean opinion and was in compliance with all government auditing standards. Mr. Bennett went over the financial highlights and passed out a presentation to put into record. Commissioner Lyons had questions about internal control and reconciliation to which Mr. Bennet stated it had been addressed and reconciled. Commissioner Lyons asked if Mr. Bennett did an audit on the safekeeping of the town's information. Mr. Bennett stated that was more of an IT function and was outside his area of expertise. Vice Mayor Stanley made a motion to approve the audit for fiscal year 2017/2018 and the motion was seconded by Commissioner Orthwein with all voting AYE at roll call. B. Presentation of Proposed Budget for Fiscal Year 2019-2020 1. Budget Consideration Town Manager Dunham pointed out the Towns ending unrestricted fund balances for fiscal years since 2011 and stated that for the year ending 2018 the town was at a balance of $4,947,793 representing 1020 of the budget. 2. 2018-2019 Millage Rate Town Manager Dunham stated that the millage rate was 4.05 and the ad valorem proceeds for operations were $4,618,123. Mr. Dunham added the proposed 2020 millage rate is 3.8606, which is the 2020 rolled back rate. The ad valorem proceeds at the proposed millage rate for 2020 operations is $4,618,484. He added that the prior year final gross taxable value for Gulf Stream was $1,134,609,911 and the estimated gross taxable value for this year is $1,196,312,415, which is a five and a half percent increase, he said. Mr. Dunham stated that the Town had re- negotiated its Fire/Rescue contract with Delray Beach with the same increase that existed so the terms are the same. Mr. Dunham told the Commission that the CIP for roadway construction/restoration on AlA, N. County Road and Little Club Road was estimated at $578,750. He noted that Rebecca Travis, from Baxter and Woodman, was present to answer any questions the Commissioners may have. The CIP for the water main project is $2,516,943 and Mr. Dunham added that the total budget for the year is around ten million dollars, whereas last year it was seven million, but the increase is due primarily to the water project scheduled for this year. Mr. Dunham asked Rebecca Travis to give an update on the status of the project. Ms. Travis stated they were finishing up the survey for the water main that is going to be along AlA from Golfview up 3 Minutes of Town Commission Regular Meeting & Public Hearing Held July 9, 2019 @ 9:00 A.M. to Sea Road, west to N. County Road, then around the tennis courts up to Little Club Road, then west to the end of Little Club Road. The next step is to prepare a preliminary design report, which is basically an alignment study, she added. Ms. Travis stated they are trying to stay out of the pavement because it's less money to restore and they would be re-routing the main to not go under the tennis courts where it is presently located. There was discussion about reconstruction of N. County Road and putting it in the correct location once the water main is put in. Commissioner Lyons asked if Ms. Travis could give the Commission options with pros and cons of each option, to which she said she would. Mr. Dunham asked CFO Tew to address the general fund and water fund transfers. Mrs. Tew stated that the fund balances would flow like water from one place to another over the different budgets throughout the year. Mr. Dunham stated the Police Department would be purchasing two new police cars and four in -car cameras to replace those that are antiquated. Mr. Dunham discussed some personnel changes he would like to make starting with the Police Department. He handed out a salary survey for Palm Beach County and proposed that the Police Department's starting salary be $51,250, giving a raise across the board of $3,750 and not giving the officers a six month probation boost for this year. Mayor Morgan agreed that Gulf Stream was well below the average and needed to maintain a steady and competent police force. He added that he had studied this as well and was in agreement with the starting salary Mr. Dunham was proposing. Commissioner Lyons agreed commending Chief Allen on the professionalism and courtesy of the entire team of officers. Commissioner Orthwein agreed adding that she loved the Gulf Stream Police Department and the safe environment they provide to the Town. Mr. Dunham recommended to change Mrs. Basel's title from Executive Administrative Assistant to Assistant Town Clerk stating that she had been working closely with veteran Town Clerk, Rita Taylor, to learn the job responsibilities of the Town Clerk position. He added that Mrs. Basel had been writing the minutes, putting the agenda packets together and attending pre -app meetings and classes for clerk certification to become a very capable back-up to Ms. Taylor, much to Ms. Taylor's delight. There were no objections. Mr. Dunham recommended to change Staff Attorney Nazzaro's title to Assistant Town Attorney and stated that anywhere else he would be classified as an Assistant Town Attorney. There were no objections. Mr. Dunham stated that due to the many internal controls suggested by our auditors, he would like to incorporate Mrs. Dena Gillion-Williams into the internal controls and give a boost in her salary for the responsibilities she will be taking on. He added that she would be training a lot under Mrs. Tew, and possibly become an assistant to Mrs. Tew in the future. Mr. Dunham added that due to our small staff he has now had to become a part of the internal controls by Minutes of Town Commission Regular Meeting & Public Hearing Held July 9, 2019 @ 9:00 A.M. properly and instantly recording the water bills as they come in per our auditor's recommendation. Commissioner Lyons commended Mr. Dunham on providing opportunities for the team to grow within the profession and to develop internally as opposed to hiring from the outside. Mr. Dunham stated he had a very good staff and he would like to try and keep them here. Mayor Morgan agreed with both of them and stated the Town had exceptional staff and he would like to continue to develop from within as opposed to going out and pay them accordingly. Commissioner Lyons then complimented the Mayor on creating a great culture and added that it starts at the top. 3. Proposed Millage Rate for Fiscal Year 2019-2020 Vice Mayor Stanley made a motion to approve the 2020 millage rate of 3.8606, which is the 2020 rolled back rate. The motion was seconded by Commissioner Orthwein with all voting AYE at roll call. 4. Certification of Rolled Back Millage Rate Vice Mayor Stanley made a motion to certify the rolled back millage rate of 3.8606 and the motion was seconded by Commissioner Orthwein with all voting AYE at roll call. 5. Date of First Public Hearing -Tentative Budget Adoption Vice Mayor Stanley made the motion to approve the first public hearing -tentative budget adoption date to September 13, 2019 at 5:01 P.M. and the motion was seconded by Commissioner Orthwein with all voting AYE at roll call. 6. Date of Second Public Hearing -Final Budget Adoption Vice Mayor Stanley made the motion to approve the second public hearing -final budget adoption date to September 24, 2019 at 5:01 P.M. and the motion was seconded by Commissioner Orthwein with all voting AYE at roll call. D. Items by Mayor & Commissioners There were none. X. Adjournment. Mayor Morgan adjourned the meeting at 10:17 A.M. 5