12-17-2002 VC WS-MMINUTES OF THE WORKSHOP SESSION
OF THE VILLAGE COUNCIL
OF NORTH PALM BEACH, FLORIDA
HELD THURSDAY, DECEMBER 12 2002
RECONVENED TUESDAY, DECEMBER 17, 2002
Present:
Dr. Edward M. Eissey, Mayor
Don Noel, Vice Mayor
Joseph A. Tringali, President Pro Tem
Charles R. O'Meilia, Councilman
David B. Norris, Councilman
Dennis W. Kelly, Village Manager
George W. Baldwin, Village Attorney
Kathleen F. Kelly, CMC, Village Clerk
ROLL CALL
Mayor Eissey called the meeting to order at 7:00 P.M. All members of Council were present.
All members of staff were present.
COUNCIL COMMENTS
Discussion was held regarding a new state program fora "van pool" to help cut down on traffic
during the workday. Village Manager Dennis Kelly told the Council that the Village had filled a
card out asking to be contacted for information on this program. Mr. Kelly was asked to follow
up on this program, and directed the Village Clerk to add it to the Action Log.
Direction was given for the Country Club Director to look into the reason why golf rounds
played have increased to 650 over October of last year. Mr. Kelly stated that the Director is
already looking into it.
The Clerk was directed to add the submittal for The Elder Care Program to the Action Log.
By consensus, the Council approved the Country Club Director using budgeted travel funds to
attend the National Institute of Golf Management School in the amount of approximately $1,700
for attendance in January 2003. For purposes of making travel arrangements, this item was pre-
approved by consensus, but was placed on the Regular Session agenda of January 9, 2003 for
final approval.
VILLAGE COUNCIL POLICY MANUAL
Minutes of Workshop Session
Held December 17, 2002
Discussion took place regarding the draft policy manual and the prior suggestion for atwo-step
process in which all the policies should be listed now with any required changes to be made later.
By consensus, the Council agreed that ordinances should be removed from the policy book.
The Council directed that the Action Log include for the future a policy regarding lawsuits and
insurance claims.
Additions to the draft policy book included having contracts signed prior to being placed on the
Regular Agenda, clause for payment of attorney fees to be added to any contract, the Village's
existing travel policy, donation policy, budget policy on assets and contingent expense, and the
employee suggestion program.
Assistant Village Manager Doug Smith was directed to include all existing policies in the draft
manual, and to keep a list of policies that need to be established at a future date.
This item will return to workshop on January 9, 2003.
INFORMATION SYSTEMS -PROCUREMENT SCHEDULE AND FUNDING
Discussion was held concerning the proposed schedule for hardware and software procurement
and funding for the two-year phased plan. The Council upgraded the budgeted amount of
$70,000 to $120,000 and directed that the two-year phasing program be financed over athree-
year period. Additionally, the DSL monthly charges (operating costs) were removed from the
$2,000 for the PC for it, was deleted. This item, as amended, was forwarded to the Regular
Session of January 9, 2003.
The meeting recessed at 8:25 p.m. and reconvened at 8:40 p.m.
NORTHLAKE BLVD. OVERLAY ZONING
Discussion was held concerning the recommendation of the Planning Commission to adopt the
Northlake Blvd. Overlay Zoning District as a text and map amendment to the Village's Land
Development Regulations and official zoning map. This will be placed on the Regular Session
of January 9, 2003.
MARBELLA VILLAS PRELIMINARY PLAT
Discussion was held concerning the recommendation of the Planning Commission to issue a
Certificate of Preliminary Plat Approval for Marbella Villas Phase 1. This was forwarded to the
Regular Session of January 9, 2003.
PROSPERITY FARMS ROAD - KIMLEY HORN CONTRACT
,___ Discussion was held concerning the negotiations with Kimley-Horn & Associates for the
Prosperity Farms Road design project. The recommendation of staff was to end negotiations
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Minutes of Workshop Session
Held December 17, 2002
with Kim Horn and begin negotiations with the second-ranked firm. This will be forwarded to
the Regular Session of January 9, 2002.
COMPLIMENTARY EMPLOYEE GOLF PLAY
Discussion was held concerning the recommendation of the Country Club Advisory Board to
establish a written policy for Country Club employees to receive complimentary golf play. It was
clarified that PGA Professionals are also given complimentary play, which is being incorporated
into this same policy for employees. Direction was given to break out the employees from any
other persons who are given complimentary play, and to rewrite the policy just for employees.
CORPORATE GOLF MEMBERSHIPS
The Council discussed the recommendation of the Country Club Advisory Board to offer
corporate golf memberships at the North Palm Beach Country Club. This was forwarded to the
Regular Session of January 9, 2003.
POLICE AND FIRE PENSION ORDINANCE -AMENDMENT
Discussion took place concerning a proposed amendment to the Police and Fire Pension
Ordinance to allow buy-back purchase of various prior services, as recommended by the Police
and Fire Pension Board. The Council directed that language be added to cover death or
disability. This will be placed on the Regular Session agenda of January 9, 2003.
PROPOSALS FOR BANK LOAN
Discussion was held concerning proposals for atax-exempt loan to fund fire engine, truck and
computers. The proposal from Southtrust Bank was forwarded to the Regular Session of 1 /9/03,
with direction to consider the League of Cities pool in the future.
VILLAGE-WIDE RESIDENT SURVEY
Discussion took place concerning conducting a survey of Village residents to determine citizen
satisfaction and public opinion on Village operations as well as future planning. The Council
also agreed by consensus that the survey should be prepared by an outside group with expertise
in conducting surveys. Estimates for the cost are to be obtained by both professional firms and
higher education institutions. This will be brought to the workshop of January 9, 2003 for
further discussion.
HAAS, DIAZ & CO. ANNUAL AUDIT REPORT RECOMMENDATION
Discussion was held concerning the recommendation by auditors Haas, Diaz & Co. for the North
Palm Beach Country Club, as stated on page 105 of the Comprehensive Annual Financial
Report. The Council agreed to review this by putting it on an agenda 25 days after the end of
each quarter.
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Minutes of Workshop Session
Held December 17, 2002
FINANCIAL DOCUMENTATION FOR FPPTA CONFERENCE
Discussion was held concerning financial documentation for the Florida Public Pension Trustees
Association Conference attended by staff in January 2002. Some of questions that need to be
answered at the Regular Session of January 9, 2003 are: who authorized the trip and why was it
necessary to go, why were travel expense reports not filed, why was sales tax paid on the hotel
bill, the issue of receiving a per diem versus eating meals separately, and why Shaukat Khan's
hotel bill wasn't supplied, which would show receipt of a double payment.
With no further business to come before the Council, the meeting adjourned at 10:20 p.m.
~~
athleen F. Kelly, CMC, Village Cle
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