05-26-2011 VC WS-MMINUTES OF THE WORKSHOP SESSION
VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA
• MAY 26, 2011
Present: Darryl C. Aubrey, Sc.D., Mayor
David B. Norris, Vice Mayor
T.R. Hernacki, P.E., Councilman
Robert A. Gebbia, Councilman
Jimmy Knight, Village Manager
Leonard Rubin, Village Attorney
Melissa Teal, Village Clerk
Absent: William L. Manuel, President Pro Tem
ROLL CALL
Mayor Aubrey called the meeting to order at 8:16 p.m. All members of Council were present,
except President Pro Tem Manuel, who was out of town. All members of staff were present.
SOUTHWEST NEIGHBORHOOD SIDEWALKS AND STREETLIGHTS PROJECT
Continued discussion was held concerning the capital project to install sidewalks and streetlights
within the Southwest Neighborhood using funding from undesignated reserves.
Mr. Knight reviewed the issue of clear .zones with regard to trees being planted within swales,
and noted that the Village Attorney opined that although the Village allows Swale trees, because
it has not adopted a standard to address clear zones adjacent to public roadways, it must follow
the Florida Department of Transportation (FDOT) Green Book standard to the extent feasible.
Pursuant to FDOT standards, Mr. Knight reported that for this project, trees could be planted no
closer than six feet from the road's edge. Mr. Knight noted there is a 15-foot right-of--way;
therefore, whether trees can be planted in the swale is predicated on placement of the sidewalk.
Regarding installation of wastewater piping for future use, Mr. Knight related that Seacoast
Utility Authority advised that slow-pressure sewer system line could be installed, at an
estimated cost of $176,000 for the three streets. Mr. Knight reported this figure does not include
the cost for each home to connect to the system, which is estimated at $15,000 - $20,000 each.
Mr. Knight referenced Section 381.00655 F.S., which requires that homeowners connect to an
available sewer system within. 365 days of written notification by the owner of a publicly owned
or investor owned sewerage system that the system is available for connection. Mr. Knight
advised that because it is a three-inch low-pressure sewer system line, it could be installed at any
time in the future. Council consensus was not to proceed with installation of the proposed sewer
system line at this time, due to the cost burden on homeowners.
Mr. Knight reported the total estimated cost to install sidewalks and streetlights in the Southwest
Neighborhood is $431,992, excluding the sewer line and providing for 10% project contingency.
Discussion took place on whether to engage the Village Engineer to develop very specific plans
• identifying all potential obstructions, and proceed with competitive bidding for the project, or to
develop conceptual plans for adesign-build project, in which the contractor works with the
engineer to address issues as they arise during the construction process. Mr. Knight estimated
engineering costs at $30,000 - $34,000 for traditional engineering plans or $5,000 - $7,000 for
design-build engineering. By consensus, Council opted to move forward with the development
of traditional engineering plans.
Minutes of Village Council Workshop Session held May 26, 2011 Page 2 of 2
• SOUTHWEST NEIGHBORHOOD SIDEWALKS AND STREETLIGHTS PROJECT continued
Discussion took place regarding the swale width, swale parking, cost estimates, streetlights, and
location of wells and drain fields.
Village Engineer Keith Jackson estimated it would take several months to prepare the plans
necessary to issue an Invitation to Bid. A final determination on the project will be made once
bids are received and the final construction cost is identified. It was proposed that a design review
charrette be held when engineering plans are 80% - 90% complete, so that residents would have an
opportunity to view and comment on the specific plans. Village Engineer Keith Jackson agreed
to the proposal.
A budget amendment ordinance to appropriate funds for the estimated cost of the project will be
placed on the next Regular Session agenda. Discussion ensued regarding notice to the public of
further Council discussion on the project. As the next action is a budgetary appropriation only,
residents will be notified when the project is placed on a subsequent agenda for further
consideration and discussion. '
ONLINE PUBLIC RECORDS SOFTWARE
Discussion took place concerning a sole source purchase of the Laserfiche WebLink software
component to provide online search-and retrieval of Village public records.
Mr. Knight reported that Village Administration has utilized the Laserfiche document
management system for digital imaging and electronic storage and retrieval of records since 2007,
and purchase of an add-on software component would allow enhanced service to the public by
providing online search and retrieval of a wide variety of Village documents. Mr. Knight noted
that although many documents are already available on the website, they are not in a searchable
database. Mr. Knight advised the total cost to add the WebLink software component would be
$10,903.33, along with a recurring cost of approximately $1,500 for annual software support.
Information Technology Director Michael Applegate explained how the documents would be
accessed. Mr. Knight reviewed the types of documents that would be available. Mr. Knight
advised that because WebLink is the software component that interfaces with the Village's
current imaging system it is a sole source purchase.
This item was moved forward to the next Regular Session agenda.
ADJOURNMENT
With no further business to come before the Council, the meeting adjourned at 9:05 p.m.
Melissa Teal, CMC, Village Clerk