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HomeMy WebLinkAbout01-09-2025 VC REG-MPresent: ROLL CALL MINUTES OF THE REGULAR SESSION VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA JANUARY 09, 2025 Susan Bickel, Mayor Deborah Searcy, Vice Mayor Lisa Interlandi, President Pro Tem Kristin Garrison, Councilmember Orlando Puyol, Councilmember Chuck Huff, Village Manager Len Rubin, Village Attorney Marquetta Fells, Deputy Village Clerk Mayor Bickel called the meeting to order at 6:00 p.m. All members of Council were present. All members of staff were present. PLEDGE OF ALLEGIANCE Vice Mayor Searcy led the public in the Pledge. ADDITIONS, DELETIONS, AND MODIFICATIONS Mayor Bickel announced the following modification to the agenda: The removal of Item #10 — Resolution — First Amendment to Restaurant Operator Agreement. Mayor Bickel asked for a moment of silence for the people in California dealing with the wildfires, praying for all and the First Responders. Mayor Bickel recognized Fire Chief JD Armstrong for 43 years of service with the Village of North Palm Beach. Fire Chief Armstrong expressed his gratitude in an acceptance speech. Mayor Bickel concluded the recognition of Chief Armstrong with photos of Chief Armstrong and Fire Staff. APPROVAL OF MINUTES The Minutes of the Regular Session held December 12, 2024 were approved as written. STATEMENTS FROM THE PUBLIC Walter Eckler, 2671 Lorraine Court, expressed concern with the storm drain issues on Lorraine Court. Mr. Eckler discussed a notice that was received advising residents to clean their sidewalks. Minutes of the Village Council Regular Session held January 09, 2025 Page 2 of 9 STATEMENTS FROM THE PUBLIC continued Mr. Eckler explained to Council that residents' sidewalks were dirty due to the storm drain issues in the area. Mr. Huff and Mayor Bickel addressed Mr. Eckler's concerns regarding the storm drains on Lorraine Court, provided updates and stated that a plan was in place to work on Lorraine Court. Deanna McCaffery, 2672 Lorraine Court, discussed the flooding/storm drain concern on Lorraine Ct. questioning the pressure cleaning notice that was received. Ms. McCaffery discussed a neighboring house and shared photos with Council. Ms. McCaffrey asked Council for assistance with the removal of rodents and trash. Mr. Huff stated that he and Mr. Rubin have been working with the Clerk of Courts to have the residents of the neighboring house removed. John Samadi, 512 Marlin Road, Mr. Samadi discussed with Council his encounter with the current Building Official, outlining his ideas and suggestions that were presented to the Building Official stating that the ideas would save the Village and resident's time and money by increasing production time. CONSENT AGENDA APPROVED Councilmember Puyol moved to approve the Consent Agenda and President Pro Tem Interlandi seconded the motion, which passed unanimously. The following items were approved: Resolution accepting a proposal from BD Environmental Group, LLC for the installation of a Cured in Place Pipe Liner at 744 Cinnamon Road at a total cost of $30,525.00; and authorizing execution of the Contract. Receive for file Minutes of the Environmental Committee meetings held 11/4/24 and 12/2/24. Receive for file Minutes of the Planning, Zoning, and Adjustment Board meetings held 11/12/24 and 12/3/24. Receive for file Minutes of the Recreation Advisory Board meeting held 11/12/24. PUBLIC HEARINGS AND QUASI-JUDICAL MATTERS DECLARATION OF EX PARTE COMMUNICATIONS Mayor Bickel stated that she had a conversation with a resident regarding the proposed Minor PUD Amendment to the Prosperity Village Planned Unit Development ORDINANCE 2025-02- DISSOLVING OF THE GOLF ADVISORY BOARD AND FORM A NEW COUNTRY CLUB ADVISORY BOARD A motion was made by Councilmember Puyol and seconded by President Pro Tem Interlandi to adopt on first reading Ordinance 2025-02 entitled: AN ORDINANCE OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM BEACH, FLORIDA, AMENDING CHAPTER 9, "COUNTRY CLUB," OF THE VILLAGE CODE OF ORDINANCES BY REPEALING ARTICLE II, "GOLF ADVISORY BOARD," IN ITS ENTIRETY AND ADOPTING A NEW ARTICLE II, "COUNTRY CLUB ADVISORY BOARD;" PROVIDING FOR BOARD CREATION, TERMS, COMPOSITION AND DUTIES; Minutes of the Village Council Regular Session held January 09, 2025 Page 3 of 9 ORDINANCE 2025-02- DISSOLVING OF THE GOLF ADVISORY BOARD AND FORM A NEW COUNTRY CLUB ADVISORY BOARD continued PROVIDING FOR CODIFICATION; PROVIDING FOR SEVERABILITY; PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE. Mr. Rubin began the presentation with informing Council and the Public that there were missing items to be included with the back-up. Mr. Rubin discussed and explained the missing items. Mr. Rubin provided an overview of the Golf and Country Club Advisory Boards outlining the components of each board. Mr. Rubin discussed and explained the suggested representatives for the proposed Country Club Advisory Board. Mr. Rubin concluded by discussing the duties of the representatives of the board including terms. Mayor Bickel opened Public Comment Rich Pizzolato, 1618 Twelve Oaks, expressed concern with dissolving the Golf Advisory Board. Mr. Pizzolato discussed and explained an outline of the Golf Advisory Board's duties and provided examples. Mr. Pizzolato stated that the Golf Advisory Board did not support the proposed ordinance on first reading as it was currently written. Russell Beverstein, 415 U.S.1 #210, provided approximate estimates of losses and gains the pool and tennis facilities and golf were projected to lose or receive in Fiscal Year 2025. Mr. Beverstein stated that golf was the main driver of the Country Club. Mayor Bickel concluded Public Comment and opened Council discussion. Councilmember Puyol discussed the percentage of revenue generated by golf, reviewed the benefits of a social dining membership at the Country Club and expressed disapproval of having the proposed Country Club Advisory Board consist of one member with a social dining membership. Councilmember Puyol proposed the question to Council if the Advisory Boards would participate in preparing the Annual Budget prior to being reviewed by Council, which would result in more eyes reviewing all expenses. Council discussion ensued regarding the representation and duties of the proposed Country Club Advisory Board members and liaisons. President Pro Tem Interlandi stated that having a mixture of representation and duties was important for the committee combining the operations of the club as a whole could possibly be profitable for the Country Club as a whole. Vice Mayor Searcy ensued in discussion with Country Club General Manager Beth Davis regarding the Country Club's Social Dining Members. Country Club General Manager Beth Davis recommended having a Lessings Representative attend all meetings. Discussion continued between Ms. Davis and Council regarding staff representatives that will attend all meetings. Minutes of the Village Council Regular Session held January 09, 2025 Page 4 of 9 ORDINANCE 2025-02- DISSOLVING OF THE GOLF ADVISORY BOARD AND FORM A NEW COUNTRY CLUB ADVISORY BOARD continued Vice Mayor Searcy recommended having two (2) persons at large. Stating that the golf course at the Country Club earns the majority of the value but does not add all of the value. The pool, tennis and the restaurant also add value to the community. The golf course is a municipal course. The board represents the municipality and the board should represent the entire community not just one part of it. Discussion ensued between Councilmembers regarding the consistency of the proposed Country Club Advisory Board membership. Vice Mayor Searcy made a motion to amend Ordinance 2025-02 to eliminate one (1) person representing a Social Dining membership on the Country Club Advisory Board to instead have two (2) people representing the community at large. President Pro Tem Interlandi seconded the motion. Thereafter the motion to approve Ordinance 2025-02 as amended passed 4 to 1 with Mayor Bickel, Vice Mayor Searcy, President Pro Tem Interlandi, and Councilmember Garrison voting aye and Councilmember Puyol voting nay. PUBLIC HEARING AND 2ND READING OF ORDINANCE 2025-01- CODE AMENDMENT - CONSTRUCTION SITE STANDARDS A motion was made by Vice Mayor Searcy and seconded by Councilmember Puyol to adopt and enact on second reading Ordinance 2025-01 entitled: AN ORDINANCE OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM BEACH, FLORIDA, AMENDING CHAPTER 6, "BUILDINGS AND BUILDING REGULATIONS," OF THE VILLAGE CODE OF ORDINANCES BY ADOPTING A NEW ARTICLE VI, "CONSTRUCTION SITE STANDARDS;" PROVIDING FOR CODIFICATION; PROVIDING FOR SEVERABILITY; PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE. Mr. Rubin discussed and explained the amendments and provisions that Council recommended to be added during the first reading of Ordinance 2025-01. The provisions that were incorporated were prohibiting construction vehicles being parked overnight in the right-of-way, including swales between 8 p.m. to 7:30 a.m., include notifying Fire Rescue of all road closures, screening to the toilet facilities to the fullest extent practicable, and lastly to add temporary construction fence requirements to be added to all sites except single family homes except for renovations that were less than 50% of the value. Mr. Rubin explained and discussed the remaining regulations for temporary construction fencing. Mayor Bickel opened the Public Hearing. There being no public comment cards on the item Mayor Bickel closed the Public Hearing. Mayor Bickel opened Council discussion. Councilmember Puyol stated that the construction times that were discussed at the prior Council meeting were to be 7:30 am-6pm expressing concern with working after 8pm. Councilmember Puyol recommended more specific language in the ordinance regarding the Port-O-Johns screening. Minutes of the Village Council Regular Session held January 09, 2025 Page 5 of 9 PUBLIC HEARING AND 2ND READING OF ORDINANCE 2025-01- CODE AMENDMENT - CONSTRUCTION SITE STANDARDS continued Council discussion ensued. Mr. Rubin provided clarification to Council regarding construction hour revisions being incorporated into the Village code by a separate ordinance and stated that the Building Official would approve all screen permits. President Pro Tem Interlandi ensued in discussion. Council agreed that all Port-O-Johns should be required to be behind a fence or screened. Vice Mayor Searcy expressed concern with company signage. Mr. Rubin discussed signage regulations including the upcoming sign -code revisions, stating there should only be one (1) sign during construction. Vice Mayor Searcy expressed her concerns with workers blocking the roadway, and provided alternate solutions. Vice Mayor Searcy suggested requiring a flagger to direct traffic if construction/lawn workers were going to block the roadway for more than 10 minutes. Council discussion ensued. Thereafter, the motion to adopt and enact Ordinance 2025-01 on second reading passed unanimously. OTHER VILLAGE BUSINESS MATTERS RESOLUTION 2025-02 MINOR PUD AMENDMENT- PROSPERITY VILLAGE PLANNED UNIT DEVELOPMENT A motion was made by Councilmember Puyol and second by Councilmember Garrison to adopt Resolution 2025-02 entitled: A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM BEACH, FLORIDA APPROVING A MINOR AMENDMENT TO THE PROSPERITY VILLAGE RESIDENTIAL PLANNED UNIT DEVELOPMENT TO AMEND THE APPROVED DESIGN AND DIVERSITY CRITERIA TO MODIFY THE ROOF PITCH FORMODERN STYLE HOMES; PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE. Mrs. Gardner -Young provided Council with an overview of the proposed PUD Amendment and introduced the applicant. Mrs. Gardner -Young explained that the HOA was requesting a modification to a model Modern Style Home 5/12 roof pitch to a 4/12 roof pitch. Mrs. Gardner - Young explained why the amendment did not get to the Planning, Zoning and Adjustment Board. Zach Ciciera of Cotleur & Hearing, began a presentation regarding the request to reduce the roof pitch to the Modern Style Homes in Prosperity Village. Mr. Ciciera provided Council with an overview of home designs in the Community and explained the reasons for the modification of the home design. Mr. Ciciera concluded the presentation stating that the revisions would provide a variety architectural styles. Minutes of the Village Council Regular Session held January 09, 2025 Page 6 of 9 RESOLUTION 2025-02 MINOR PUD AMENDMENT- PROSPERITY VILLAGE PLACE continued. Mayor Bickel opened Public Comment. Deborah Cross, 2560 Pepperwood Circle, expressed concern with the proposed amendment beginning with the changes to the roof design, the appearance of the community, as well as the landscaping in the area. Mrs. Cross questioned how the new roof design would affect the homes that were built under the old design and roof guidelines. Lastly, Mrs. Cross addressed fencing in the area and the public park being enclosed within the community. Mayor Bickel concluded Public Comment, Mayor Bickel opened Council discussion. Vice Mayor Searcy expressing concern with the current homes in the community built under the old guidelines stating that changing the style does not seem fair to the existing homeowners. Mayor Bickel disclosed that the amendment should have gone before the Planning, Zoning, and Adjustment Board prior to council. President Pro Tem Interlandi ensued in discussion with the applicant regarding the facade and the style of the homes. Mayor Bickel discussed the proposed PUD amendment with Mr. Ciciera and one of the builders who was currently building homes in Prosperity Village The builder explained that the changes would provide diversity in the home selection in the community. President Pro Tem Interlandi ensued in discussion with Mrs. Gardner -Young regarding roof pitches within the Village and tree preservations requirements. Councilmember Puyol ensued in discussion with the Project Builder confirming that the changes in the roof would provide options. Councilmember Puyol stated that it would give the buyers options also provide better hurricane protection Mayor Bickel asked Mrs. Gardner -Young to speak to Mrs. Cross regarding her concerns. Thereafter, the motion to adopt Resolution 2025-02 passed 4 to 1, with Mayor Bickel, President Pro Tem Interlandi, Councilmember Garrison and Councilmember Puyol voting aye and Vice Mayor Searcy voting nay. RESOLUTION 2025-03 — PURCHASING POLICY REVISION A motion was made by Councilmember Garrison and second by President Pro Tem Interlandi to adopt Resolution 2025-03 entitled: A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM BEACH, FLORIDA, REVISING THE VILLAGE'S PURCHASING POLICY AS SET FORTH IN THE VILLAGE'S ACCOUNTING POLICIES AND PROCEDURES MANUAL FOR INTERNAL CONTROLS; PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE. Minutes of the Village Council Regular Session held January 09, 2025 Page 7 of 9 RESOLUTION 2025-03 — PURCHASING POLICY REVISION continued Deputy Village Manager Samia Janjua began explaining the current Purchasing Policy stating the Village's thresholds was one of the lowest compared to neighboring municipalities. Mrs. Janjua stated that increasing the thresholds would enhance vendor participation, improve operational efficiency, and lastly align the Village with neighboring municipalities. Mrs. Janjua detailed the departments and contracts and explained how the new thresholds would affect and impact those departments, particularly the Public Works Department. Mayor Bickel opened Public Comment. John Samadi, 512 Marlin Road, expressed his concern with the current and proposed Purchasing Policy. Mayor Bickel closed Public Comment and opened Council discussion. Mayor Bickel expressed support for the purchasing threshold increase for Department Heads, Supervisor Designees, and Deputy Village Manager. Mayor Bickel identified the items that would need discussion such as bidding and the Village Manager's threshold. President Pro Tem Interlandi requested clarification and assurance on the bidding and three (3) quote process. Council discussion ensued. Mr. Rubin provided Council an understanding of the difference between bidding, the three (3) quote process and lastly the RFP or RFQ process depending on the project. Vice Mayor Searcy ensued in discussion with Public Works Director Chad Girard. Mr. Girard provided a brief overview of the solicitation process. Council discussion ensued regarding the process if staff was unable to attain three (3) written quotes such as the single source, sole source and lastly generating a memo explaining the purchase. Mayor Bickel expressed support for the bidding process, expressing concern for the Village Manager's threshold. Mrs. Janjua provided an explanation to Council detailing the Village Manager's signing and purchasing threshold including three (3) quotes. Councilmember Garrison gave her input and experience with purchasing thresholds and recommended raising the Village's purchasing thresholds. President Pro Tem Interlandi request for clarification on purchasing thresholds, emergency order thresholds, and blanket purchase order thresholds. Minutes of the Village Council Regular Session held January 09, 2025 Page 8 of 9 RESOLUTION 2025-03 — PURCHASING POLICY REVISION continued Mrs. Janjua addressed President Pro Tem's questions stating that if the Village Manager needed to exceed the provided threshold he would then advise Council at the next meeting of the emergency purchase. Mrs. Janjua explained that some blanket purchase orders would be added to consent versus taking action on each item. Mrs. Janjua explained each level of approval that would take place with each purchase and concluding with the Village Manager's approval. President Pro Tem Interlandi proposed to have Council receive a monthly report sent to notify Council of the charges made for the month. Mrs. Janjua confirmed that a list could be provided to Council monthly that would include all of the purchase orders issued. Councilmember Puyol clarified purchasing spending limits requiring quotes, stating anything over $100,000.00 should require three (3) quotes. Mr. Girard ensued in discussion with Council explaining the bid and scope of work process including the RFP and RFQ. President Pro Tem Interlandi proposed a question to Councilmember Puyol asking why he thinks the bid process is better than the three (3) quote process. Councilmember Puyol discussed and explained his reasoning for preferring the bid process versus obtaining three (3) quotes. Discussion continued between Mr. Girard and Councilmembers regarding the bid process versus the quote process. Police Chief Jenkins addressed Council and explained that the spending threshold reflects on staff integrity. Vendors would be more likely to go to a neighboring municipality that does not have to jump through hoops for getting business. Chief Jenkins stated that there was no difference between quotes and bids from an integrity perspective. Council discussion ensued. Vice Mayor Searcy proposed the question to Mr. Girard of how to get new service providers or vendors involved to provide services the Village. Council discussion continued. A motion was made by President Pro Tem Interlandi and seconded by Councilmember Puyol to amend Resolution 2025-03 to provide for a $150,000.00 threshold for the bidding process and keep everything else the same. Thereafter, the motion to amend Resolution 2025-03 passed unanimously. Councilmember Garrison suggested committing to staff to review the numbers and revisit the threshold in six (6) months and Council agreed. Minutes of the Village Council Regular Session held January 09, 2025 RESOLUTION 2025-03 — PURCHASING POLICY REVISION continued Mr. Rubin advised Council to pass the main motion. Thereafter, the motion to adopt Resolution 2025-03 as amended passed unanimously. MAYOR AND COUNCIL MATTERS/REPORTS Page 9 of 9 President Pro Tem Interlandi ensued in a discussion regarding the Public Records Act. President Pro Tem provided details of the monthly report that is received from the Clerk's Office; suggesting that Council also receive and review the Public Records Report. Council discussion ensued. Vice Mayor Searcy recommended that staff not receive resident calls on the weekend and on their personal cell phones. Mayor Bickel and Deputy Village Clerk Fells ensued in discussion. Ms. Fells provided Council with an overview of the Public Records Request process utilized by the Village Clerk's office. Vice Mayor Searcy proposed to Mr. Huff to discuss with staff a Public Records Request process that would best mitigate staff time. Vice Mayor Searcy thanked all staff for working during and after the Holiday Season. Mayor Bickel notified Council that she would not be in attendance at the next meeting scheduled for January 23, 2025. Mr. Huff stated that there may not be a Council meeting on January 23rd and would confirm with Council at a later date. VILLAGE MANAGER MATTERS/REPORTS Mr. Huff provided Council updates on the US-1 Replacement Bridge scheduled for February 10, 2025. Mr. Huff provided details on the scheduled Public Meeting and Pre -Construction meeting that will be held for the public to meet with FDOT and the contractor in the Village Library Obert Room. Mayor Bickel and Mr. Huff provided clarification that two (2) lanes of traffic in both directions will remain open during construction. ADJOURNMENT There being no further business to come before the Council, the meeting was adjourned at 8:06 p.m. Mar uettaYells, DeputyVilla e Clerk q� g