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HomeMy WebLinkAbout04-25-2024 VC REG-MPresent: ROLL CALL MINUTES OF THE REGULAR SESSION VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA APRIL 25, 2024 Susan Bickel, Mayor Deborah Searcy, Vice Mayor Lisa Interlandi, President Pro Tem Orlando Puyol, Councilmember Kristin Garrison, Councilmember Chuck Huff, Village Manager Len Rubin, Village Attorney Jessica Green, Village Clerk Mayor Bickel called the meeting to order at 7:00 p.m. All members of Council were physically present except for Councilmember Garrison who attended via telephone. All members of staff were present. INVOCATION AND PLEDGE OF ALLEGIANCE Councilmember Puyol gave the invocation and Vice Mayor Searcy led the public in the Pledge. Mayor Bickel announced a Special Workshop regarding the former Twin City Mall site, scheduled for May 1, 2024 at 6 p.m. located in the Council Chambers. APPROVAL OF MINUTES The Minutes of the Regular Session held March 28, 2024 were approved as written. STATEMENTS FROM THE PUBLIC Deborah Cross, 2560 Pepperwood Circle S., discussed and expressed her concerns regarding pesticides on and around trees killing the trees, and getting into the groundwater. Mrs. Cross asked Council to consider what products were being used around the trees, lawn, and properties within the Village. Mary Phillips, Environmental Committee, thanked Council and Mr. Huff for attending the Earth Day and Bird Village event. There were approximately 100-200 people who attended the event. Ms. Phillips thanked Haverland for the donation of trees and shrubs planted in islands at the Community Center and thanked, Precision Landscaping, Inc. for the maintenance of those islands. Ms. Phillips stated that the plants that were leftover would be planted at the Community Garden and at the other Village parks. Ms. Phillips thanked Environmental Committee member Kendra Zellner for pushing to have a Bird Village and thanked Council for paying for the event. Minutes of Village Council Meeting held April 25, 2024 Page 2 of 12 STATEMENTS FROM THE PUBLIC continued Mayor Bickel stated that it was a nice touch to have fire fighters cook for everyone at the event. INTRODUCTION OF ADVISORY BOARD AND COMMITTEE APPLICANTS The following applicants were introduced to the Village Council: Juliette Desfeux Michael Beck Timothy F. Hullihan Benjamin Schreier The following applicants were unable to attend the meeting and submitted a comment that Mayor Bickel read into the record: David Norris David H. Talley Mark Michels Stephanie DiGangi RESOLUTION 2024-31 — APPOINTING MEMBERS TO VILLAGE BOARDS By written ballots, the originals of which are attached to the minutes of record, the Council appointed members to Village boards, as follows: Environmental Committee: Juliette Desfeux Golf Advisory Board: David Norris Library Advisory Board: Stephanie DiGangi Planning, Zoning and Adjustment Board: Timothy F. Hullihan and Mark Michels A motion was made by Councilmember Puyol and seconded by President Pro Tem Interlandi to adopt Resolution 2024-31 entitled: A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM BEACH, FLORIDA, APPOINTING MEMBERS TO THE ENVIRONMENTAL COMMITTEE, GOLF ADVISORY BOARD, LIBRARY ADVISORY BOARD, AND PLANNING, ZONING AND ADJUSTMENT BOARD; AND PROVIDING FOR AN EFFECTIVE DATE. Thereafter, the motion to adopt Resolution 2024-31 passed unanimously. CONSENT AGENDA APPROVED Councilmember Puyol moved to approve the Consent Agenda. Vice Mayor Searcy seconded the motion, which passed unanimously. The following items were approved: Resolution approving a Blanket Purchase Order with Tire Soles of Broward, Inc. in the total amount of $50,000 for the purchase of tires for Village vehicles. Resolution accepting a proposal from Ranger Construction Industries, Inc. for milling and resurfacing at Anchorage Park at a total cost of $44,291; and authorizing execution of the Contract. Receive for file Minutes of the Library Advisory Board meetings held 1/23/24 and 2/27/24. Minutes of the Village Council Regular Session held April 25, 2024 Page 3 of 12 CONSENT AGENDA APPROVED continued Receive for file Minutes of the Environmental Committee meetings held 2/5/24 and 3/4/24. Receive for file Minutes of the Infrastructure Surtax Committee meeting held 2/13/24. Receive for file Minutes of the Planning, Zoning and Adjustment Board meetings held 2/6/24 and 3/5/24. Receive for file Minutes of the Waterways Advisory Board meeting held 2/27/24. Receive for file Minutes of the Golf Advisory Board meeting held 3/11/24. Receive for file Minutes of the Recreation Advisory Board meeting held 3/12/24. Receive for file Minutes of the Audit Committee meeting held 3/12/24. PUBLIC HEARINGS AND QUASI-JUDICIAL MATTERS PUBLIC HEARING AND SECOND READING OF ORDINANCE 2024-05 CODE AMENDMENT — PROHIBITING REMOTE PARTCIPATION BY MEMBERS OF VILLAGE__ BOARDS AND COMITTEES A motion was made by Vice Mayor Searcy and seconded by President Pro Tem Interlandi to adopt and enact on second reading Ordinance 2024-05 entitled: AN ORDINANCE OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM BEACH, FLORIDA, AMENDING ARTICLE I, "IN GENERAL," OF CHAPTER 2, "ADMINISTRATION," OF THE VILLAGE CODE OF ORDINANCES BY AMENDING SECTION 2-1, "BOARDS AND COMMITTEES," TO PROHIBIT REMOTE PARTICIPATION BY MEMBERS OF VILLAGE BOARDS AND COMMITTEES; PROVIDING FOR CODIFICATION; PROVIDING FOR SEVERABILITY; PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE. Mr. Rubin explained that Ordinance 2024-05 remained unchanged from first reading. The original language that prohibited remote participation for Advisory Board members and committees was restored. Mayor Bickel opened the public hearing on Ordinance 2024-05. Stephen Heiman, 505 Anchorage Drive, stated that his professional job requires excessive travel, and advised Council to take into consideration allowing members to attend board meetings remotely under special circumstances. Mr. Heiman stated that if Council prohibited board members from attending meetings remotely then Council should consider adopting the same ordinance for Councilmembers if they were unable to attend meetings. Mr. Heiman also stated that the Recreation Advisory Board meetings have been meetings regarding decisions made by Council rather than asking the board to advise on the decisions being made. Mr. Heiman recommended that Council look into the structure and format of board meetings. George Alger, 408 Ebbtide Dr., referenced a motion that was made by Bruce Crawford at a previous Waterways Board meeting. The motion was for a three (3) call in allowance that would not go against attendance. Minutes of the Village Council Regular Session held April 25, 2024 Page 4 of 12 PUBLIC HEARING AND SECOND READING OF ORDINANCE 2024-05 CODE AMENDMENT — PROHIBITING REMOTE PARTCIPATION BY MEMBERS OF VILLAGE BOARDS AND COMITTEES continued Edward Crawford, 506 Kingfish Rd., stated that the Village should take advantage of the wonderful people working on the boards and agreed with having a call in feature for board members and stated that it worked wonderfully at a prior meeting. There being no further comments from the public, Mayor Bickel closed the public hearing. Discussion ensued between Councilmembers regarding the pros and cons of board member remote participation. Vice Mayor Searcy stated that she did not agree with remote participation, since participants could potentially miss half of the year's meetings. President Pro Tem Interlandi attended a board meeting where a member requested flexibility with scheduling meetings. The member's request was denied by the Chair who was not willing to make changes to the meetings per the direction of Council keeping the meetings on their regularly scheduled meeting day and time. President Pro Tem Interlandi recommended having the boards and committees be more flexible in scheduling their meetings to accommodate board members when necessary. Mr. Huff stated that there could be potential conflicts with staggered meetings every week, but logistics could be worked out. Mayor Bickel stated that if a meeting was moved for one member it would have to be moved for others in order to be equitable and all members must agree with the changed date and time. Council came to consensus to direct the boards and committees to be more flexible with the rescheduling of meetings as long as it did not become a consistent problem. Mr. Huff stated that communications would be made with the Chairs of the boards to come up with a scheduling process. Mayor Bickel addressed Mr. Heiman's recommendation that Council apply the same rules of the boards to themselves. Mayor Bickel explained that because Council was elected by the public and not an appointed seat, it was harder to enforce the same rules. Thereafter, the motion to adopt and enact on second reading Ordinance 2024-05 passed unanimously. ORDINANCE 2024-06 CODE AMENDMENT — EXPIRATION OF SITE PLAN APPROVALS A motion was made by President Pro Tem Interlandi and seconded by Vice Mayor Searcy to adopt on first reading Ordinance 2024-06 entitled: AN ORDINANCE OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM BEACH, FLORIDA, AMENDING DIVISION 3, "SITE PLAN AND APPEARANCE REVIEW," OF ARTICLE III, "APPEARANCE CODE," OF CHAPTER 6, "BUILDINGS AND BUILDING REGULATIONS," TO ADOPT A NEW SECTION 6-61, "EXPIRATION OF SITE Minutes of the Village Council Regular Session held April 25, 2024 Page 5 of 12 ORDINANCE 2024-06 CODE AMENDMENT — EXPIRATION OF SITE PLAN APPROVALS continued PLAN AND APPEARANCE APPROVAL;" PROVIDING FOR CODIFICATION; PROVIDING FOR SEVERABILITY; PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE. Caryn Gardner -Young, Director of Community Development began a presentation regarding the amending of Ordinance 2024-06. The code would be amended by adding the section "Expiration of Site Plan and Appearance Approvals." There were presently no expirations in place. The new section in the Code of Ordinances would provide an expiration of site plans two (2) years after their approval date with the right of a one (1) year extension with staff approval. A three (3) year extension would require approval by Council. The Planning, Zoning and Adjustment Board accepted and approved the amendment with two (2) minor changes: • Change good faith to good cause, and provide justification as to why the permit should be extended. Certain language barriers have to be met. • Assure the expiration date was connected to the building permit activity. Councilmember Puyol asked if the ordinance would pertain to prior site plan approvals. Mrs. Gardner -Young explained that site plans approved prior to the adoption date of the Ordinance would continue to have unlimited approval of their site plan. Mr. Rubin explained that prior approved site plans would continue to have unlimited approval due to being approved under a different set of rules, under certain circumstances a site plan would expire if its traffic concurrency expired. Councilmembers discussed applying the amended ordinance to existing site plans and asked if it would be possible to make all site plans expire after the second reading of the ordinance. Mr. Rubin advised against amending the ordinance to expire all previously approved site plans. Mayor Bickel requested that Mr. Rubin and Mrs. Gardner -Young research existing projects and consider the possibility of amending the proposed ordinance for second reading by adding language that would apply an expiration to all prior and future site plans. Thereafter the motion to adopt on first reading Ordinance 2024-06 passed unanimously There were no ex-parte communications declared for the following item: RESOLUTION 2024-34 — MINOR PUD AMMENDMENT A motion was made by Councilmember Puyol and seconded by Vice Mayor Searcy to adopt Resolution 2024-34 entitled: A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM BEACH, FLORIDA APPROVING MINOR AMENDMENTS TO THE CRYSTAL COVE COMMONS COMMERCIAL PLANNED UNIT DEVELOPMENT TO IDENTIFY FOUR Minutes of the Village Council Regular Session held April 25, 2024 Page 6 of 12 RESOLUTION 2024-34 — MINOR PUD AMMENDMENT continued OUTDOOR SEATING AREAS ON THE SITE PLAN, AMEND THE USES AND PARKING CALCULATIONS TO REFLECT THE CURRENT TENANT MIX, AND REVISE THE COLOR OF THE FACADE; PROVIDING FOR CONDITIONS OF APPROVAL; PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE. Mr. Lentzy Jean-Louis of Urban Design Studio and on behalf of Crystal Cove Commons LLC began a presentation on updating/improving uses of the shopping center to reflect current tenant occupancy mix, update and identify outdoor dining locations, revise the parking calculation consistent with the current tenant mix, and approve slightly modified exterior paint colors for the office building. Mr. Jean-Louis discussed and reviewed the history of the site location and the proposed site plan. Mr. Jean-Louis stated that there were no changes to the building, square footage or exterior building envelope. Mr. Jean-Louis reviewed the existing approved waiver which approved thirty-seven (37) parking spaces in 2017 and explained that the proposed difference between required and provided was twenty-four spaces which remained within the thirty-seven (37) space waiver and would not require a change to the waiver. Mr. Jean-Louis discussed a parking study, which concluded that the maximum parking demand for the proposed plan of development was 559 parking spaces. The proposed site plan could accommodate 591 parking spaces. Therefore, the site was expected to have a parking surplus of at least thirty-two (32) spaces. Mr. Jean-Louis discussed and explained the existing outdoor dining for the following: Zeera Indie Cuisine - 479 sq. feet, Cod and Capers - 953 sq. feet, Stormhouse Brewing - 779 sq. feet. The proposed outdoor dining for the new Matteo's restaurant would be 2,275 square feet. The Planning, Zoning and Adjustment Board unanimously approved the proposal with the condition of an eight (8) foot pedestrian pathway to be provided in front of Matteo's. Lastly a revision to the color scheme on the exterior paint color on the office building was also being proposed. Deborah Cross, 2560 Pepperwood Circle S., asked what would happen if the changes were to revert to something other than what was approved. Mrs. Cross expressed concern that a reduction in the parking may cause an issue if there was an increase of people coming in. Councilmember Puyol questioned Mr. Jean-Louis on plans for the seating, table count, style, and parking. Mr. Jean-Louis stated that in 2018, Village staff did not want outdoor seating visible on the site plan and that they were now formally placing outdoor seating back to be visible on the site plan. Overall, square footage would be depicted; the parking calculations incorporated the outdoor dining square footage. Mayor Bickel and Vice Mayor Searcy questioned why the seating plans were taken off the original site plan. Mr. Rubin stated that there was considered a pool of outdoor seating that could be utilized by the tenants as long as it did not exceed 3211 square feet, it was factored into the parking calculations regardless of where the seating was placed. Discussion continued between the applicants and Councilmembers regarding the proposed changes to the site plan. Thereafter, the motion to adopt Resolution 2024-34 passed unanimously. Minutes of the Village Council Regular Session held April 25, 2024 Page 7 of 12 RESOLUTION 2024-35 — HVAC AUTOMATION/INTEGRATION SYSTEM AT PUBLIC SAFETY BUILDING A motion was made by Councilmember Puyol and seconded by Vice Mayor Searcy to adopt Resolution 2024-35 entitled: A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM BEACH, FLORIDA, APPROVING A SOLE SOURCE PROPOSAL FROM WISCH & JACKSON CO. OF FLORIDA, INC. FOR THE INSTALLATION OF AN HVAC AUTOMATION/INTEGRATION SYSTEM AT THE PUBLIC SAFETY BUILDING AND AUTHORIZING THE MAYOR AND VILLAGE CLERK TO EXECUTE A CONTRACT FOR SUCH SERVICES; AND PROVIDING FOR AN EFFECTIVE DATE. James Anthony, Facilities Manager discussed and explained the Public Safety building's newly installed chiller system and the new air handlers that were estimated to arrive by the end of July 2024. The purpose of the resolution was to purchase and install an HVAC automation/integration system that would unify systems in twenty-seven (27) different zones included in Village Hall, Country Club, and the Public Safety Buildings. The buildings would be unified on one system with the ability to be controlled from a different area. Mr. Anthony provided the example of the Fire Department and where staff occupies the space for twenty-four (24) hours a day 365 days a year versus the Police Department who may only have one (1) employee working overnight having the ability to shut down zones on the Police Department side. The system would save energy and money by recouping the cost over the next five (5) years. Discussion ensued between Mr. Anthony and Councilmember Puyol regarding the proposed HVAC automation/integration system. Anthony Giarusso, 513 Harbor Rd, expressed his concerns for the comfort of the Fire Department staff that are in the building twenty-four (24) hours a day and 365 days a year. Mary Phillips asked if the system at the Library would be included since it is over fifty (50) years old. Mr. Huff stated that the Library had a different system and its replacement would be considered in the future. Mayor Bickel and Vice Mayor Searcy questioned the safety of the program asking if the software could be hacked if the Wi-Fi went down. John Walker, Service Manager of Wisch & Jackson stated that the Automated Logic Building Automation System was Federal Government Certified and used by the Air Force, government facilities, and the Pentagon and had a distributed control for standard security measures. When communication is lost, each controller has its own program and schedule. Thereafter, the motion to adopt Resolution 2024-35 passed unanimously. Minutes of the Village Council Regular Session held April 25, 2024 Page 8 of 12 RESOLUTION 2024-36 — AMENDMENT TO CONTRACT FOR POND STABILIZATION WORK AT COUNTRY CLUB A motion was made by Councilmember Puyol and seconded by President Pro Tem Interlandi to adopt Resolution 2024-36 entitled: A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM BEACH, FLORIDA, APPROVING AN AMENDMENT TO THE CONTRACT WITH MARSH MANAGEMENT SYSTEMS, LLC FOR POND STABILIZATION WORK AT THE NORTH PALM BEACH COUNTRY CLUB GOLF COURSE TO EXPAND THE SCOPE OF WORK AND ADJUST THE COMPENSATION; AUTHORIZING THE MAYOR AND VILLAGE CLERK TO EXECUTE THE AMENDMENT; WAIVING THE VILLAGE'S PURCHASING POLICES AND PROCEDURES; PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE. Allan Bowman, Golf Professional explained that the stabilization work on the pond was necessary after damage ensued and the possible liability to the golf course. The damage was caused near the 18th hole and there was now wood inside of the bank to hold it together. Marsh Management Systems specializes in a patented erosion control product, and have done all of the pond stabilization work at the Village's golf course. Mr. Bowman was requesting the adoption of the resolution approving the amendment in order to make the repairs needed to the damaged pond bank. John Samadi., 512 Marlin Rd., asked why the damages to the bank were not included in the original request. Mr. Samadi expressed his concerns with the Village's procurement procedures. Vice Mayor Searcy asked if an insurance claim was made for the damages that were caused, and if the parents of the young boys that caused the damage notified and made of aware of the restitution they were responsible for. Mr. Bowman stated that he did not make an insurance claim and was not able to catch up to the young boys that caused the damage since it was raining very hard and they had taken off before he could reach them. Councilmember Puyol reiterated things were changing that were not originally included in the plans and that money would continue to be applied and add value to the golf course. Vice Mayor Searcy requested that Mr. Bowman explore making an insurance claim on the damage that was done to the golf courses bank and bunker. Thereafter, the motion to adopt Resolution 2024-36 passed unanimously. RESOLUTION 2024-37— GOLF CART LEASE EXTENSION A motion was made by Councilmember Puyol and seconded by President Pro Tem Interlandi to adopt Resolution 2024-37 entitled: A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM BEACH, FLORIDA ACCEPTING A PROPOSAL FROM E-Z-GO, A DIVISION OF TEXTRON, INC., FOR A NINE -MONTH EXTENSION OF THE EXISTING LEASE AND A Minutes of the Village Council Regular Session held April 25, 2024 Page 9 of 12 RESOLUTION 2024-37— GOLF CART LEASE EXTENSION continued NEW THIRTY-SIX MONTH LEASE FOR EIGHTY GPS EQUIPPED GOLF CARTS, ONE UTILITY HAULER, ONE SHUTTLE, AND ONE BEVERAGE CART PURSUANT TO PRICING ESTABLISHED IN AN EXISTING OMNIA PARTNERS PUBLIC SECTOR CONTRACT AND AUTHORIZING THE VILLAGE MANAGER TO EXECUTE THE NECESSARY LEASE AGREEMENTS AND RELATED DOCUMENTS IN ACCORDANCE WITH THE TERMS OF THE PROPOSAL; PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DA IL. Mr. Bowman explained the pros of extending the golf cart lease. The carts would remain under warranty, carts would continue to be cleaned and maintained in the best condition. Mr. Bowman explained that the E-Z Go golf carts have a patented intelibrake system, which was an airbrake and was a very important safety feature. The other two vendors do not have this safety braking system. Mr. Bowman discussed and explained the differences between the three (3) vendors that were considered for golf cart leasing. Chris McDermott, 744 Waterway Drive, asked who was providing financing for the golf carts lease and why was leasing considered versus buying. Mr. Bowman explained that the manufacturer would set up leasing, prices would not be locked in until the golf carts were taken, and interest rates would be shopped around once they came down. Councilmember Puyol gave a breakdown of cart pricing of $7.70 per cart and $30.00 per cart was charged for eighteen (18) holes of golf. Mr. Puyol stated that the monies would be recovered. Vice Mayor Searcy stated that taxpayer's dollars were not paying for carts and that the funds came from the Enterprise Fund and that golf pays for itself Mayor Bickel questioned why a Fire Rescue Cart was not included in the lease. Mr. Bowman explained that Fire Rescue currently has a gas cart at the Country Club that could run for many years. Thereafter, the motion to adopt Resolution 2024-37 passed unanimously. MAYOR AND COUNCIL MATTERS/REPORTS Mayor Bickel announced that the North Palm Beach Symphony would be featured on WPTV on May 1 at the Country Club starting at 4:30 a.m. They would be featured live several times between 5 a.m. - 8 a.m. Vice Mayor Searcy asked that coffee, donuts, and orange juice be provided to the symphony and have it paid for out of the Council's budget. Vice Mayor Searcy stated that she agreed with Mr. Heiman's point regarding, having more voices and more perspective at advisory board meetings. Vice Mayor Searcy recommended that every advisory board meeting agenda have an item that was requesting feedback. Minutes of the Village Council Regular Session held April 25, 2024 Page 10 of 12 MAYOR AND COUNCIL MATTERS/REPORTS continued President Pro Tem Interlandi agreed with working out ways to hear more from the boards and being more proactive about items that were being brought to them by planning them ahead of time. Mr. Huff explained that the intent of the boards was Council or Administration seeking input from the board on a particular item. All of the boards should be bringing something to the table with respect to their board instead of Council or Administration bringing things to the board. The board should be bringing things to the Council because they are in the community and it is the boards that should be more proactive bringing items forward. President Pro Tem Interlandi stated that she attended a Waterways Board meeting where they had a discussion regarding the Village's waterways and the increase of vessels that were mooring in the Old Port Cove area. President Pro Tem Interlandi requested discussing the issue during strategic planning. Vice Mayor Searcy requested that public meetings not be held on major religious holidays. Councilmember Puyol thanked Julie Morrell, Library Manager and the Library Advisory Board. Councilmember Puyol applauded the book club and the space and opportunities that the Library provides. Councilmember Puyol congratulated Ms. Davis on the Village of North Palm Beach Country Club brochure. President Pro Tem Interlandi asked if round up was being used around Village trees. Vice Mayor Searcy stated that Precision Landscape was asked to not use round up around the trees. Mayor Bickel stated that research and input on what is being used on the trees could be provided by the Environmental Committee. Mr. Huff stated that a handout with updates on Village projects was at the back of the Council Chambers for anyone who would like a copy. President Pro Tem Interlandi thanked Mayor Bickel and Mr. Huff for scheduling the May 1 meeting to discuss the former Twin City Mall site. Vice Mayor Searcy recommended moving Council meetings to an earlier time. VILLAGE MANAGER MATTERS/REPORTS Mr. Huff announced that the May 1 meeting would discuss the C3-Regional Mixed -Use District on the former Twin City Mall site. Council came to consensus to schedule the May 1 meeting at 5:30 p.m. DISCUSSION — Country Club Restaurant Mr. Huff discussed previous conversations with Mr. Stetner regarding the current lease with Farmers Table. They discussed lease modifications, and lease renewal. Mr. Stetner notified the Village in late March that they would not be renewing the lease. Minutes of the Village Council Regular Session held April 25, 2024 Page 11 of 12 DISCUSSION — Country Club Restaurant continued Mr. Huff stated that he informed Mr. Stetner of having the end date of the contract moved to September 30 in order to align a contract with a new restaurant at the start of the new fiscal year and Mr. Stetner was agreeable. Mr. Huff stated that Mr. Stetner informed him that Farmer's Table did not intend to do additional funding the 4th of July of event or the thirty-nine (39) events that they have booked up until January of next year. Mr. Huff discussed receiving letters of interest from prospects willing to take over future events planned with Farmer's Table. Mr. Huff asked for direction on how to move forward. Mayor Bickel stated that the RFP process was the right thing to do, although they were under a time crunch with possible revenue lost. The RFP would need to be done now or within a year. Vice Mayor Searcy recommended starting the RFP process immediately and stated that she was confident that staff could get the RFP done quickly and efficiently. President Pro Tem Interlandi asked how many of the thirty-nine (39) events booked with Farmer's Table were between now and August and what type of events were they. President Pro Tem Interlandi stated that the Village needed to find a way to have those events covered. Councilmember Puyol stated that the Village should be held to a higher standard and pick a vendor as soon as possible in order to cover the booked events. Chris McDermott, 744 Waterway Dr., recommended finding a replacement to formulate a stopgap measure to continue all events planned, and then form a committee to be tasked with evaluating the criteria for the stopgap measure. Discussion ensued between Mr. Huff, Mr. Rubin, and Councilmembers regarding different plans of action that can be taken to fulfill the residents and Country Club's needs with a new vendor which included the following: a rushed RFP process or "mini" RFP, interim vendor lease until the RFP process was complete, or the required and recommended RFP process that can take up to four (4) to six (6) months. Discussion continued regarding the legalities of the contract between the Village and Farmer's Table Restaurant. Barton Benning, 523 Harbor Rd., asked what type of applicants Council would consider for the Country Club restaurant such as a major chain, family style, or a local steak house. Mr. Benning recommended someone local and was going to provide for the community. Karen Marcus recommended taking the right amount of time to do an RFP. Ms. Marcus stated Mr. Huff received an offer from Mr. Epstein who caters and would be able to take care of the weddings and other events. In addition, Entree Nou was closing in May and could bring in their chef. The Country Club would have a caterer and chef for approximately eighteen months (18) months to two (2) years and then the RFP process could begin. Minutes of the Village Council Regular Session held April 25, 2024 Page 12 of 12 DISCUSSION — Country Club Restaurant continued The following vendor prospects came forward to discuss their proposed plans and/or recommendations for the Country Club restaurant: Connie Chabot and Pat Welsh 118 Yacht Club Dr., owners of Nature's Way Cafe Rebecca Delarosa, Representative of Lessing's Hospitality Group Randy Epstein, Draft House Bar and Grill Ben Foster, 1192 SW Dalton Ave, MLM Food Group Councilmembers discussed their recommendations for how to move forward with addressing the issues the Village was facing regarding the Country Club Restaurant. Beth Davis, Country Club General Manager, discussed the pros and cons of working with Farmer's Table over the past four and a half (4 1/2) years. Ms. Davis stated that when the Covid-19 pandemic hit, it caused a revenue loss and changes in General and Dining Room Managers. Ms. Davis stated that she would follow whatever direction Council decides with an RFP. Ms. Davis reminded Council that the Village has an obligation of an amortization schedule for monies owed to Farmer's Table for the build out. Ms. Davis stated that current staff would stay to help with the transition. Discussion ensued between Mr. Rubin, Councilmembers and Ms. Davis regarding Farmer's Table's planned departure and obligations of the lease. Mr. Huff stated that the letter from Farmer's Table indicated that they would be departing from the Country Club on August 15, 2024. Mayor Bickel recommended appointing a vendor for six (6) months and then starting the RFP process. Vice Mayor Searcy expressed her concerns with appointing a vendor and stated that she was not comfortable with appointing a vendor that evening. Mr. Huff stated that he would work with Mr. Rubin and Ms. Davis on criteria for vetting interested vendors for a possible hybrid RFP. Mayor Bickel requested that Mr. Huff bring back their findings and information from prospective vendors to discuss at the next Council meeting on May 9. ADJOURNMENT There being no further business to come before the Council, the meeting was adjourned at 9:38 p.m. Mar ueqUACLF:14' t. Fells, Deputy Village Clerk VILLAGE BOARDS AND COMMITTEES BALLOT April 25, 2024 Name Desfeux, Juliette Vote for 1 ENVIRONMENTAL COMMITTEE Round 2 Round 3 Round 4 GOLF ADVISORY BOARD Name Vote for 1 Round 2 Round 3 Round 4 Norris, David Beck, Michael Name DiGangi, Stephanie Talley, David LIBRARY ADVISORY BOARD Mayor Bickel * Applicants for Multiple Boards * Applicants for Multiple Boards Vote fgr 1 Round 2 Round 3 Round 4 * Applicants for Multiple Boards i PLANNING, ZONING AND ADJUSTMENT BOARD Name Vote for 2 Round 2 Round 3 Round 4 * Applicants for Multiple Boards Hullihan, Timothy F. t� Michels, Mark 1-7 Schreier, Benjamin VILLAGE BOARDS AND COMMITTEES BALLOT April 25, 2024 Name Desfeux, Juliette Name Norris, David Beck, Michael Name DiGangi, Stephanie Talley, David Name Hullihan, Timothy F. Michels, Mark Schreier, Benjamin Vo7r 1 ENVIRONMENTAL COMMITTEE Round 2 Round 3 GOLF ADVISORY BOARD Round 4 Vice o earcy * Applicants for Multiple Boards Vote for 1 Round 2 Round 3 Round 4 * Applicants for Multiple Boards LIBRARY ADVISORY BOARD Vote fpr 1 Round 2 Round 3 Round 4 * Applicants for Multiple Boards PLANNING, ZONING AND ADJUSTMENT BOARD Vote for 2 Round 2 Round 3 Round 4 * Applicants for Multiple Boards VILLAGE BOARDS AND COMMITTEES BALLOT April 25, 2024 Name Desfeux, Juliette Vote for 1 ENVIRONMENTAL COMMITTEE Round 2 Round 3 1j Pres YPro Temhit r di Round 4 *Applicants for Multiple Boards GOLF ADVISORY BOARD Name Vote for 1 Round 2 Round 3 Round 4 * Applicants for Multiple Boards Norris, David Beck, Michael LIBRARY ADVISORY BOARD Name Vote for 1 Round 2 Round 3 Round 4 * Applicants for Multiple Boards DiGangi, Stephanie ✓ Talley, David Name Hullihan, Timothy F. Michels, Mark Schreier, Benjamin PLANNING, ZONING AND ADJUSTMENT BOARD Vote for 2 Round 2 Round 3 Round 4 * Applicants for Multiple Boards VILLAGE BOARDS AND COMMITTEES BALLOT April 25, 2024 Name Desfeux, Juliette Name Norris, David Beck, Michael Vote for 1 ENVIRONMENTAL COMMITTEE Round 2 Round 3 Round 4 * Applicants for Multiple Boards GOLF ADVISORY BOARD Vote for 1 Round 2 Round 3 Round 4 * Applicants for Multiple Boards LIBRARY ADVISORY BOARD Name Vote for 1 Round 2 Round 3 Round 4 * Applicants for Multiple Boards DiGangi, Stephanie Talley, David ✓ PLANNING, ZONING AND ADJUSTMENT BOARD Name Vote for 2 Round 2 Round 3 Round 4 * Applicants for Multiple Boards Hullihan, Timothy F. Michels, Mark Schreier, Benjamin VILLAGE BOARDS AND COMMITTEES BALLOT April 25, 2024 Name Desfeux, Juliette Vote for 1 liCouncilm fnber Puyol ENVIRONMENTAL COMMITTEE Round 2 Round 3 Round 4 * Applicants for Multiple Boards GOLF ADVISORY BOARD Name Vote for 1 Round 2 Round 3 Round 4 * Applicants for Multiple Boards Norris, David Beck, Michael Name DiGangi, Stephanie Talley, David Name Hullihan, Timothy F. Michels, Mark Schreier, Benjamin LIBRARY ADVISORY BOARD Vote for 1 Round 2 Round 3 Round 4 * Applicants for Multiple Boards x PLANNING, ZONING AND ADJUSTMENT BOARD Vote for 2 Round 2 Round 3 Round 4 * Applicants for Multiple Boards X APRIL 25, 2024 VILLAGE BOARDS AND COMMITTEES TALLY SHEET Name Desfeux, Juliette Name Norris, David Beck, Michael Name DiGangi, Stephanie Talley, David Name Hullihan, Timothy F. Michels, Mark Schreier, Benjamin Vote for 1 ENVIRONMENTAL COMMITTEE Round 2 Round 3 Round 4 * Applicants for Multiple Boards GOLF ADVISORY BOARD Vote for 1 Round 2 Round 3 Round 4 * Applicants for Multiple Boards 1►11 LIBRARY ADVISORY BOARD Vote for 1 Round 2 Round 3 Round 4 * Applicants for Multiple Boards 1111 1 PLANNING, ZONING AND ADJUSTMENT BOARD Vote for 2 Round 2 Round 3 Round 4 * Applicants for Multiple Boards 11) 11111 1I