11-08-2012 VC REG-MI 1
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Present:
ROLL CALL
MINUTES OF THE REGULAR SESSION
VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA
NOVEMBER 8, 2012
David B. Norris, Mayor
William L. Manuel, Vice Mayor
Darryl C. Aubrey, Sc.D., President Pro Tem
Robert A. Gebbia, Councilman
Doug Bush, Councilman
Ed Green, Village Manager
Leonard Rubin, Village Attorney
Melissa Teal, Village Clerk
Mayor Norris called the meeting to order at 7:40 p.m. All members of Council were present. All
members of staff were present.
INVOCATION AND PLEDGE OF ALLEGIANCE
Councilman Bush gave the invocation and Councilman Gebbia led the public in the Pledge of
Allegiance to the Flag.
AWARDS AND RECOGNITION
On behalf of the Village Council, Mayor Norris presented a Certificate of Appreciation to
Patty Sullivan in recognition of her service on the Library Advisory Board.
APPROVAL OF MINUTES
The Minutes of the Regular Session held 10/25/2012 were approved as written.
STATEMENTS FROM THE PUBLIC
Dale Butcher of Florida Public Utilities, the local natural gas utility, informed Council of its gas
line replacement project. Mr. Butcher advised that the first phase of the project, from South
Anchorage Drive to North Anchorage Drive at U.S. Highway One, would begin after Thanksgiving.
RESOLUTION 2012 -64 — GOLF CART LEASE PURCHASE AGREEMENT AND BUDGET
AMENDMENT
A motion was made by Vice Mayor Manuel and seconded by Councilman Bush to adopt
Resolution 2012 -64 entitled:
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM BEACH,
FLORIDA ACCEPTING THE PROPOSAL SUBMITTED BY TEXTRON, INC. DB /A E -Z -GO
NORTH FLORIDA FOR THE LEASE AND PURCHASE OF GOLF CARTS FOR THE
NORTH PALM BEACH COUNTRY CLUB AND AUTHORIZING THE MAYOR AND
VILLAGE CLERK TO EXECUTE THE NECESSARY LEASE /PURCHASE AGREEMENTS
IN ACCORDANCE WITH THE TERMS OF THE PROPOSAL; AMENDING THE ADOPTED
COUNTRY CLUB BUDGET FOR FISCAL YEAR 2012 -2013 TO TRANSFER MONIES
FROM THE GOLF SHOP CONTRACTUAL SERVICES ACCOUNT AND THE COUNTRY
CLUB CONTINGENCY ACCOUNT TO FUND THE TRANSACTION; PROVIDING FOR
CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE.
Minutes of Village Council Regular Session held November 8, 2012 Page 2 of 5
RESOLUTION 2012 -64 — GOLF CART LEASE PURCHASE AGREEMENT AND BUDGET
AMENDMENT continued
Mr. Green reported on the current golf cart agreement expiring December 1, 2012. Mr. Green
detailed the two proposals received for the new golf carts and GPS system, which the Village
will own at the end of the 36 -month lease /purchase period. Mr. Green advised that the Golf
Advisory Board reviewed the proposals and recommended the E -Z -Go Premier RXV model with GPS.
Mr. Green reviewed the total monthly and yearly costs for the golf carts, tow carts and GPS units,
the funds budgeted for the lease payments and GPS system in FY 2013, and the budget amendment
needed to cover the $62,883 shortfall for FY 2013.
Community Development Director Chuck Huff reviewed the final balloon payment for the old
carts and the buyback provision in the new agreement. Discussion took place regarding the
vendors, lifespan of the carts, increased cost, and interest rate.
Director of Golf Lee Stroever explained the different features of the regular and premier model
golf carts and the upgraded GPS system. Mr. Stroever reviewed the available color options for
the golf carts. By consensus, Council approved Mr. Stroever's recommendation for ivory carts.
Thereafter, the motion to adopt Resolution 2012 -64 passed unanimously.
RESOLUTION 2012 -65 — DRIVING RANGE BUILDING RENOVATION
A motion was made by Vice Mayor Manuel and seconded by Councilman Bush to adopt
Resolution 2012 -65 entitled:
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM BEACH,
FLORIDA ACCEPTING THE PROPOSAL SUBMITTED BY ALL SITE CONSTRUCTION, INC.
FOR THE DRIVING RANGE BUILDING RENOVATION AT THE NORTH PALM BEACH
COUNTRY CLUB AND AUTHORIZING THE MAYOR AND VILLAGE CLERK TO
EXECUTE A CONTRACT RELATING TO SUCH SERVICES; AND PROVIDING FOR AN
EFFECTIVE DATE.
Mr. Green related that renovation of the Driving Range Building to include a food and beverage
component was discussed during budget workshop sessions, and at its August 30, 2012 Special
Workshop Session, Council expressed support for construction of the project using the design -
build process. Mr. Green reported that a Request for Qualifications (RFQ) was issued and one
qualification statement, from All -Site Construction, Inc., was received. Mr. Green advised that
due to satisfactory performance by All -Site Construction, Inc. on previous Village contracts, the
Village proceeded with Step 2 of the design -build process and issued a Request for Proposals
(RFP) to All -Site, who submitted a sealed proposal for design and construction of the Driving
Range Building renovation at a total cost of $73,584.00.
Discussion ensued on the estimated cost of the project, the projected cost including equipment,
and funding sources for the project. Discussion took place concerning the lack of bidders for the
project. Community Development Director Chuck Huff discussed how the preliminary estimate
was obtained for budgetary purposes. Mr. Green reported on the independent estimate obtained
by the Village Engineer. Finance Director Sarnia Janjua reviewed the funding options and
reported on the current balance in the Country Club Reserve account.
Thereafter, the motion to adopt Resolution 2012 -65 passed unanimously.
Minutes of Village Council Regular Session held November 8, 2012 Page 3 of 5
RESOLUTION 2012 -66 — FY 2011 -2012 COUNTRY CLUB BUDGET AMENDMENT
A motion was made by Vice Mayor Manuel and seconded by President Pro Tern Aubrey to adopt
Resolution 2012 -66 entitled:
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM BEACH,
FLORIDA, AUTHORIZING AND DIRECTING THE MAYOR AND VILLAGE CLERK TO
AMEND THE FISCAL YEAR 2011 -2012 COUNTRY CLUB BUDGET FOR THE PURPOSE
OF TRANSFERRING AND REALLOCATING FUNDS AMONG VARIOUS DEPARTMENTS;
PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE.
Thereafter, the motion to adopt Resolution 2012 -66 passed unanimously.
RESOLUTION 2012 -67 — FY 2011 -2012 GENERAL FUND BUDGET AMENDMENT
A motion was made by Vice Mayor Manuel and seconded by Councilman Bush to adopt
Resolution 2012 -67 entitled:
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM BEACH,
FLORIDA, AUTHORIZING AND DIRECTING THE MAYOR AND VILLAGE CLERK TO
AMEND THE FISCAL YEAR 2011 -2012 GENERAL FUND BUDGET FOR THE PURPOSE
OF TRANSFERRING AND REALLOCATING FUNDS AMONG VARIOUS DEPARTMENTS;
PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE.
Thereafter, the motion to adopt Resolution 2012 -67 passed unanimously.
RESOLUTION 2012 -68 — HIGHER EDUCATION ASSISTANCE PROGRAM
A motion was made by Councilman Bush and seconded by Councilman Gebbia to adopt
Resolution 2012 -68 entitled:
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM BEACH,
FLORIDA, ADOPTING A HIGHER EDUCATION ASSISTANCE PROGRAM FOR
VILLAGE EMPLOYEES; PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN
EFFECTIVE DATE.
Mr. Green and Human Resources Director Loren Slaydon reviewed the proposed Higher
Education Assistance Program that would replace the current Tuition Reimbursement and
Training Policy.
Discussion took place concerning the fiscal impact and the number of employees enrolled in the
current program. Discussion was held regarding similar policies in other cities. Ms. Slaydon
detailed the accreditation policy as follows: "any university or college that meets the acceptable
levels of quality set by an accrediting agency that is recognized by the U.S. Secretary of Education,
as published in the Federal Register." Council consensus was to add the specified language
regarding accreditation to "Certification or Training Programs" on page 2, and to delete the
((- paragraph entitled "Miscellaneous" on page 4.
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Thereafter, the motion to adopt Resolution 2012 -68 passed unanimously.
Minutes of Village Council Regular Session held November 8, 2012 Page 4 of 5
RESOLUTION 2012 -69 — GENERAL EMPLOYEES RETIREMENT BOARD APPOINTMENT
Mr. Green reported that Karen Roberts was initially appointed to the General Employees
Retirement Board in December 2010 as a resident member, with a two -year term that expires
December 9, 2012. Mr. Green advised that Ms. Roberts expressed interest in continuing to serve
on the Board, and staff recommends her reappointment.
A motion was made by Vice Mayor Manuel and seconded by Councilman Bush to reappoint
Karen Roberts to the General Employees Retirement Board. Thereafter, the name of Karen
Roberts was entered into Resolution 2012 -69.
Discussion took place regarding the time of day that Retirement Board meetings are held.
A motion was made by Vice Mayor Manuel and seconded by Councilman Gebbia to adopt
Resolution 2012 -69 entitled:
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM BEACH,
FLORIDA APPOINTING A RESIDENT MEMBER TO THE GENERAL EMPLOYEES
RETIREMENT BOARD; AND PROVIDING FOR AN EFFECTIVE DATE.
Thereafter, the motion to adopt Resolution 2012 -69 passed unanimously.
RESOLUTION 2012 -70 — COMPENSATION STUDY
A motion was made by Vice Mayor Manuel and seconded by Councilman Gebbia to adopt
Resolution 2012 -70 entitled:
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM
BEACH, FLORIDA, APPROVING A CONSULTING SERVICES AGREEMENT WITH
EVERGREEN SOLUTIONS, LLC TO PERFORM A COMPENSATION STUDY IN
ACCORDANCE WITH THE PRICING ESTABLISHED BY STATE CONTRACT AND
AUTHORIZING THE MAYOR AND VILLAGE CLERK TO EXECUTE THE AGREEMENT;
AND PROVIDING FOR AN EFFECTIVE DATE.
Mr. Green noted that the Village's last compensation study was conducted in 2003. Mr. Green
advised that Evergreen Solutions, LLC came highly recommended by other cities, and has an
existing contract with the State of Florida. Mr. Green reported that the proposal of Evergreen
Solutions was at a total cost not to exceed $10,800.00, while other vendors quoted costs ranging
from $18,000.00 to $24,000.00. Ms. Slaydon confirmed the study would include benefits.
Thereafter, the motion to adopt Resolution 2012 -70 passed unanimously.
RESOLUTION 2012 -71 — LICENSE AGREEMENT WITH HOT STIX GOLF
A motion was made by Vice Mayor Manuel and seconded by President Pro Tem Aubrey to adopt
Resolution 2012 -71 entitled:
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM
U BEACH, FLORIDA APPROVING A LICENSE AGREEMENT WITH ALMENDRAL
CAPITAL PARTNERS LLC D /B /A HOT STIX GOLF TO OCCUPY SPACE AT THE
COUNTRY CLUB DRIVING RANGE TO PROVIDE CUSTOM GOLF CLUB FITTING
SERVICES AND SALES AND AUTHORIZING THE MAYOR AND VILLAGE CLERK TO
EXECUTE THE AGREEMENT; AND PROVIDING FOR AN EFFECTIVE DATE.
Minutes of Village Council Regular Session held November 8, 2012 Page 5 of 5
RESOLUTION 2012 -71 — LICENSE AGREEMENT WITH HOT STIX GOLF continued
Mr. Stroever described the services that Hot Stix Golf, a custom golf fitting company, would
provide to patrons at the Country Club Driving Range during the five -month term of the license.
Mr. Rubin confirmed receipt of proof of insurance from Hot Stix Golf and reviewed the
termination clause in the agreement.
Thereafter, the motion to adopt Resolution 2012 -71 passed unanimously.
MAYOR AND COUNCIL MATTERS /REPORTS
Councilman Gebbia announced the upcoming Support Our Troops holiday shipment of gift boxes
to over 1,000 soldiers and gratefully acknowledged the generosity of residents in the Village and
surrounding communities who have provided donations of goods and monetary contributions to
this endeavor.
VILLAGE MANAGER MATTERS/REPORTS
Mr. Green reported on preparation of the strategic planning document and identification of
associated improvement projects, which will be presented to Council in January.
Mr. Green reported on safety audits of Village facilities, and advised that the safety audit of the
golf maintenance facility would be discussed at the next meeting.
Mr. Green gave an update on his meeting with IGM regarding the condition of the golf course.
Mr. Green announced plans for a quarterly review of Village financial data at a Council meeting
in late January.
Mr. Green referenced an issue with students performing volunteer work as part of the community
service projects for their schools. Council will consider this at an upcoming meeting.
Mr. Green announced the Village Veterans Day observance on November 11, 2012 at 2:00 p.m.
at Osborne Park.
ADJOURNMENT
With no further business to come before the Council, the meeting was adjourned at 9:42 p.m.
Melissa Teal, CMC, Village Clerk