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HomeMy Public PortalAbout04 09 2020 Regular MeetingMINUTES OF THE REGULAR MEETING AND PUBLIC HEARING BEING HELD BY THE TOWN COMMISSION, OF THE TOWN OF GULF STREAM ON THURSDAY, APRIL 9, 2020 AT 9:00 A.M., IN THE WILLIAM F. KOCH, JR. COMMISSION CHAMBERS OF THE TOWN HALL, 100 SEA ROAD, GULF STREAM, FLORIDA. NOTE: THERE WAS LIMITED PUBLIC ACCESS TO TOWN HALL. THIS TOWN COMMISSION MEETING WAS ABLE TO BE ACCESSED ONLINE, INCLUDING ALLOWING FOR PUBLIC COMMENT. 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 Mayor Thomas W. Stanley Vice Mayor Paul A. Lyons, Jr. Commissioner Joan Orthwein Commissioner Donna S. White Commissioner Also Present & Participating: IV. Minutes. Gregory Dunham Edward Nazzaro Edward Allen Rita Taylor Town Manager Asst. Town Attorney Police Chief Town Clerk A. Regular Meeting of March 13, 2020 Commissioner Lyons had a change that needed to be made on page seven, second paragraph adding the word "or" before removed. B. Certification of Election Returns of March 20, 2020. Vice Mayor Stanley made a motion to approve the minutes of the regular meeting on March 13, 2020 with correction made, as well as the minutes of the certification of election returns on March 20, 2020. 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 Hearings 1. May 8, 2020 at 9:00 A.M. 2. June 12, 2020 at 9:00 A.M. 3. July 10, 2020 at 9:00 A.M. 4. August 14, 2020 at 9:00 A.M. 5. September 11, 2020 at 9:00 A.M. 6. October 9, 2020 at 9:00 A.M. Mayor Morgan called attention to the meeting dates. Minutes of Town Commission Regular Meeting & Public Hearing Held April 9, 2020 @ 9:00 A.M. B. Resolution No.20-1; A RESOLUTION OF THE TOWN COMMISSION OF THE TOWN OF GULF STREAM, PALM BEACH COUNTY, FLORIDA, ADOPTING EMERGENCY PROCEDURES FOR REMOTE ATTENDANCE AT PUBLIC MEETINGS BY THE COMMISSION, ARCHITECTURAL REVIEW AND PLANNING BOARD, STAFF, AND THE PUBLIC, PROVIDING AN EFFECTIVE DATE. Vice Mayor Stanley made a motion to approve Resolution 20- 1 that was seconded by Commissioner Orthwein with all voting AYE at roll call. VII. Communication from the Public (3 min. maximum) There was none. VIII. Reports. A. Town Manager 1. Utility Undergrounding Town Manager Dunham stated that AT&T was very close to finishing, but due to COVID 19, AT&T had to pull workers from the Town site to work on emergency outages, etc. He added that Comcast was waiting on supplies and have six houses on N. Ocean Blvd. and two on Old School Road which will finish all of the fiber optics. After this is finished, Comcast will need to visit the homes to power up the fiber optic service. Town Manager Dunham stated that door hangers would be put on the homes letting the customers know the next step. Commissioner Lyons wanted to know how close the Town was with the budget and if there was going to be enough to cover it. It was decided to answer this at the next meeting due to the virtual set-up and CFO Tew not being on the webinar. 2. COVID 19 update Town Manager Dunham stated the Town was continuing to observe and plans to use best practices, striving to maintain continuity in government. He added that Town Hall was closed to the public and if a meeting was needed, it was being done by telephone conferencing which was happening daily. Town Manager Dunham stated that Gulf Stream was following the pattern of other municipalities and staggering employee work schedules with those who can work remotely from their homes. He added they would be looking at the possibility of some employees working exclusively from home on a temporary basis. Town Manager Dunham stated the Town was not accepting any new applications or permits as Delray Beach was not accepting any at this time. The Town is following their lead. Town Manager Dunham stated the Town was following all executive orders from the Governor and Palm Beach County and was in daily conference call meetings with the Emergency Operations Center, which included 39 cities, Palm Beach County Administration, the Palm Beach Health Department and the Palm Beach Sheriff's Office. Assistant Town Attorney Nazzaro gave a website where one could get a daily update by zip code, which was www.arcgis.com/experience. Town Manager Dunham then gave another site that people could check for updates which was r Minutes of Town Commission Regular Meeting & Public Hearing Held April 9, 2020 @ 9:00 A.M. www.floridahealthcovidl9.gov. He thanked all the Town employees for their help in responding to all the executive orders and pulling together as a team. 3. Baxter & Woodman presentation dates Town Manager Dunham reminded everyone that at the May 8, 2020 Commission Meeting, Baxter & Woodman would be making a presentation on the septic to sewer study and the drainage in the Core. Vice Mayor Stanley asked if he could elaborate on the drainage in the Core as people were getting confused between the water main work and the minor work being done for the drainage. Town Manager Dunham stated Baxter & Woodman had been working over the past two months on developing recommendations to be presented at the May meeting so the Town could begin to take bids for construction. Vice Mayor Stanley reiterated there were three separate things going on: bids for the water main, bids for the drainage and bids for the repaving. Town Manager Dunham agreed that there should be a CIP discussion about its future schedule so residents would know what was going on. 4. Place Au Soleil proposed subdivision update Town Manager Dunham stated 2900 Avenue Au Soleil had been purchased and incorporated into the new design for the new development and that talks were to begin with Mr. Kupi and Mr. Glickstein but they had been put on hold due to COVID 19. Vice Mayor Stanley asked what was happening at 2900 to which Asst. Town Attorney Nazzaro stated they were keeping the existing residence on the water and extending some of the lots so they are deeper, but they had not been able to talk to Mr. Glickstein yet regarding easements. Commissioner White questioned the existing residence remaining, to which Asst. Town Attorney Nazzaro said the footprint would remain the same but they would probably build something new. Town Manager Dunham reiterated they hadn't had a chance to speak with the gentlemen, but he believed the plan was to remove the house. Vice Mayor Stanley suggested they forget the plans they've seen thus far and wait for new ones and Town Manager Dunham agreed. B. Architectural Review & Planning Board 1. Meeting Dates a. April 23, 2020 @ 8:30 A.M. b. May 28, 2020 @ 8:30 A.M. C. June 25,2020 @ 8:30 A.M. d. July 23, 2020 @ 8:30 A.M. e. No August Meeting f. September 24, 2020 @ 8:30 A.M. Mayor Morgan called attention to these dates. C. Finance Director 1. Financial Report for March 2020. Town Manager Dunham stated the report represented six months of the Town budget. 2. Water Usage as of March 31, 2020. 3 Minutes of Town Commission Regular Meeting & Public Hearing Held April 9, 2020 @ 9:00 A.M. D. Police Chief 1. Activity for March 2020. Chief Allen asked that the report be accepted as submitted. He added that a car had been stolen from Driftwood Landing when the resident's daughter had brought them food and left the keys and purse in the car. They believe she had been followed into the neighborhood by an unknown subject and the car was recovered that same evening in Tamarac. He urged everyone, again, to lock their cars and not leave items in the car. Mayor Morgan stated it had been repeated on a monthly basis and then accepted all reports as submitted. X. Items for Commission Action. A. Reorganization of the Town Commission 1. Election of a Mayor Vice Mayor Stanley made a motion to nominate Scott Morgan to be the Mayor for the next term. Commissioner Orthwein seconded the motion and all voted AYE at roll call. 2. Election of a Vice Mayor Commissioner Orthwein made a motion to nominate Tom Stanley as Vice Mayor for the next term. Commissioner White seconded the motion and all voted AYE at roll call B. Award Bid for AlA Water Main Project Town Manager Dunham referred to the letter from Baxter & Woodman stating there had been three bidders with the lowest bid from Foster Marine Contractors, Inc. in the amount of $1,948,548. Baxter & Woodman said the packet was complete, the company vetted, and they recommended the Town accept the bid from Foster Marine Contractors, Inc. Vice Mayor Stanley asked where the company was based out of to which Asst. Town Attorney replied they were based out of Wellington, FL. Aaron Cutler of Baxter & Woodman stated they had done extensive work on previous projects with Foster Marine Contractors, Inc. and they were successful. Commissioner Lyons asked if there were certain performance standards upheld in the contract. Asst. Town Attorney answered there was a form contract attached to the bid document with those contingencies and would be presented to the Commission at the next meeting for their approval. Commissioner White asked if the price was in accordance with the financial estimate the Town was working with in the CIP Plan. Town Manager Dunham stated that it was within the budget. Mayor Morgan pointed out that it included Sea Road and County Road over to Little Club Road and Town Manager Dunham agreed that it did include those alternative bids for those two projects. Vice Mayor Stanley made a motion to approve the bid of $1,948,548 to Foster Marine Contractors, P Minutes of Town Commission Regular Meeting & Public Hearing Held April 9, 2020 @ 9:00 A.M. Inc. The motion was seconded by Commissioner White with all voting AYE at roll call. C. Consideration of approval of Construction Management Contract with Baxter & Woodman Town Manager Dunham reminded the Commissioners that they had asked Baxter & Woodman to sharpen their pencils and they had done that. He added the total had now been lowered by 33% and referred to Mr. Aaron Cutler to describe where the changes had been made. Mr. Cutler stated that it was now vital to transition the services Baxter & Woodman had rendered from design to construction oversight services. He added they had taken a close look at the entire scope to make sure they could provide the proper oversight over the critical work activities and did it in a manner that was the most cost effective so that the inspectors weren't at the sites when critical work wasn't being performed. Mr. Cutler said that in doing this they were able to reduce the cost by 33%. Mayor Morgan stated that he appreciated their efforts in reducing the price by a third and asked Mr. Cutler if he felt positive they could provide the quality of service for that price reduction. Mr. Cutler stated that was correct and they analyzed past projects that were almost identical to this one to come up with those numbers. Vice Mayor Stanley made a motion to approve the Construction Management Contract with Baxter & Woodman - Phase Two. Commissioner Orthwein seconded the motion with all voting AYE at roll call. D. Items by Mayor & Commissioners Commissioner Lyons thanked Mr. Cutler, Town Manager Dunham and Mayor Morgan for working to reduce the price. Mayor Morgan thanked the staff for working to put the virtual meeting together to run seamlessly. XI. Adjournment. Mayor Morgan adjourned the meeting at 9:42 A.M. R ee Basel As istant Town Clerk 5