10-13-2016 VC REG-MPresent:
ROLL CALL
MINUTES OF THE REGULAR SESSION
VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA
OCTOBER 13, 2016
David B. Norris, Mayor
Doug Bush, Vice Mayor
Darryl C. Aubrey, Sc.D., President Pro Tem.
Robert A. Gebbia, Councilmember
Mark Mullinix, Councilmember
James P. Kelly, Village Manager
Len Rubin, Village Attorney
Melissa Teal, Village Cleric
Mayor Norris called the meeting to order at 7:30 p.m. All members of Council were present. All
members of staff were present.
INVOCATION AND PLEDGE OF ALLEGIANCE
Vice Mayor Bush gave the invocation and Mayor Norris led the public in the Pledge of Allegiance.
AWARDS AND RECOGNITION
On behalf of the Village Council, Mayor Norris presented a Certificate of Appreciation to
Southall Stone in gratitude for his service as a member of the Audit Committee from 2013 -2016.
APPROVAL OF MINUTES
The Minutes of the Regular Session held September 22, 2016 and the Minutes of the Special
Emergency Session held October 4, 2016 were approved as written.
CONSENT AGENDA APPROVED
Councilmember Gebbia moved to approve the consent agenda. Vice Mayor Bush seconded the
motion, and all present voted aye. The following items were approved:
Receive for file Minutes of the Planning Commission meeting held 9/13/16
Receive for file Minutes of the Recreation Advisory Board meeting held 9/13/16
Recommendation: Re Anchorage Park Phase Two: "move forward with the plan with
changes marked on the attached plan."
Receive for file Minutes of the Golf Advisory Board meeting held 9/19/16
RESOLUTION 2016 -64 POLICE MOTORCYCLE LEASE
A motion was made by Councilmember Mullinix and seconded by President Pro Tem. Aubrey to
adopt Resolution 2016 -64 entitled:
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM BEACH,
FLORIDA APPROVING A LEASE AGREEMENT FOR TWO 2017 COMMANDER I STEALTH
MOTORCYCLES FROM VICTORY MOTORCYCLES, LLC AND AUTHORIZING THE
VILLAGE MANAGER TO EXECUTE THE LEASE AGREEMENT; AND PROVIDING FOR
AN EFFECTIVE DATE.
Minutes of Village Council Regular Session held October 13, 2016 Page 2 of 4
RESOLUTION 2016 -64 POLICE MOTORCYCLE LEASE continued
Discussion tools place regarding leasing versus purchasing. Mr. Kelly reviewed the cost to
purchase two motorcycles and the total cost to lease them for five years. Mr. Kelly stated the
Village has the option to purchase the motorcycles at the end of the lease period for $1.00.
Police Chief Jenkins reviewed the projected savings in service and maintenance costs.
Thereafter, the motion to adopt Resolution 2016 -64 passed unanimously.
RESOLUTION 2016 -65— PUBLIC SAFETY COMPLEX STONE REPAIR AND EXTERIOR PAINTING
A motion was made by Councilmember Mullinix and seconded by Vice Mayor Bush to adopt
Resolution 2016 -65 entitled:
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM BEACH,
FLORIDA ACCEPTING THE PROPOSAL FROM ROOF PAINTING BY HARTZELL, INC.
D /B /A HARTZELL PAINTING FOR REPAIRS TO THE ARCHITECTURAL BANDING
AND PAINTING OF THE PUBLIC SAFETY COMPLEX AND AUTHORIZING THE MAYOR
AND VILLAGE CLERK TO EXECUTE A CONTRACT RELATING TO SUCH SERVICES;
AND PROVIDING FOR AN EFFECTIVE DATE.
Mr. Kelly stated the Village received three proposals for architectural cast stone repair and
exterior painting of the Public Safety Complex. Mr. Kelly reported Hartzell Painting was ranked
number one by the Selection Committee. Mr. Kelly recommended accepting the proposal from
Roof Painting by Hartzell, Inc. d /b /a Hartzell Painting.
Concerns were expressed regarding the price difference between the highest and lowest proposal,
as well as the completion time. Purchasing Manager Sharon Swan explained the highest proposal
was submitted by an out -of -town vendor. Mrs. Swan advised that Hartzell Painting verified its
ability to complete the work in 20 calendar days. Mr. Kelly confirmed that the project cost
would be funded from the Fiscal Year 2016 Budget.
Thereafter, the motion to adopt Resolution 2016 -65 passed unanimously.
RESOLUTION 2016 -66 — EMPLOYEE ASSISTANCE PROGRAM AGREEMENT
A motion was made by President Pro Tern Aubrey and seconded by Councilmember Mullinix to
adopt Resolution 2016 -66 entitled:
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM BEACH,
FLORIDA, ACCEPTING THE PROPOSAL OF HEALTH ADVOCATE, INC. TO PROVIDE
AN EMPLOYEE ASSISTANCE PROGRAM FOR VILLAGE EMPLOYEES; AUTHORIZING
THE MAYOR AND VILLAGE CLERK TO EXECUTE THE PLAN SPONSOR AGREEMENT;
AUTHORIZING MEMBERS OF VILLAGE ADMINISTRATION TO TAKE ALL ACTIONS
NECESSARY TO IMPLEMENT THE PROGRAM; AND PROVIDING FOR AN EFFECTIVE DATE.
Mr. Kelly stated the Village received four proposals. Mr. Kelly recommended accepting the proposal
of Health Advocate, Inc. due to its enhanced services and cost savings for a three -year contract.
Human Resources Director Britoni Garson explained the Village's health insurance provider
offers some employee assistance benefits; however, the employee assistance program (EAP) is
more comprehensive.
Thereafter, the motion to adopt Resolution 2016 -66 passed unanimously.
Minutes of Village Council Regular Session held October 13, 2016 Page 3 of 4
RESOLUTION 2016 -67 — ANCHORAGE PARK PHASE TWO CONCEPTUAL PLAN
A motion was made by Councilmember Mullinix and seconded by Councilmember Gebbia to
adopt Resolution 2016 -67 entitled:
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM BEACH,
FLORIDA, APPROVING THE CONCEPTUAL PLAN FOR ANCHORAGE PARK PHASE TWO;
AND PROVIDING FOR AN EFFECTIVE DATE.
Mr. Kelly described the conceptual plan, which includes: consolidating the existing four dry storage
areas into one large lot secured with cameras and card access; increasing day trailer parking;
adding more shade structures; increasing the length of the walking trail; installing a kayak launch
and an observation deck; constructing a new restroom facility; creating Pickle ball courts; as well
as addressing the seawall and boat ramp areas. Mr. Kelly noted that staff and the Recreation Advisory
Board had worked on Phase 2 of the Anchorage Park project over the past seven years, and the
conceptual plan was presented to the Waterways Board and the Planning Commission for input.
During discussion of the project, it was noted that items past the seawall, such as floating docks,
finger piers, pilings, and boat lifts would be considered separately and discussed at a later date.
Brief discussion ensued regarding the total project cost. Mr. Kelly reported $2.1 million was budgeted
in the Capital Improvements Plan for the overall project and advised that the Village had secured
$955,000.00 to date in grants and matching funds, with more grant applications pending.
Thereafter, the motion to adopt Resolution 2016 -67 passed unanimously.
RESOLUTION 2016 -68 — SANITATION VEHICLE EMERGENCY ENGINE REPAIRS
A motion was made by Councilmember Gebbia and seconded by President Pro Tern Aubrey to
adopt Resolution 2016 -68 entitled:
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM BEACH,
FLORIDA, ACCEPTING A PROPOSAL FROM PANTROPIC POWER FOR EMERGENCY
REPAIRS TO A 2004 STERLING SANITATION GARBAGE TRUCK; AND PROVIDING FOR
AN EFFECTIVE DATE.
Mr. Kelly discussed the need for emergency repairs to a 2004 Sanitation Division garbage truck
and requested that Council accept the proposal from Pantropic Power, approve the emergency
repairs, and waive the purchasing policies and procedures.
Discussion took place concerning the vehicle's life expectancy and the purchase of new trucks.
Thereafter, the motion to adopt Resolution 2016 -68 passed unanimously.
RESOLUTION 2016 -69 — POLICE UNIFORMS
A motion was made by President Pro Tern Aubrey and seconded by Councilmember Mullinix to
adopt Resolution 2016 -69 entitled:
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM BEACH,
FLORIDA INCREASING THE TOTAL EXPENDITURE TO RED THE UNIFORM TAILOR
INCORPORATED FOR POLICE DEPARTMENT UNIFORMS, EQUIPMENT AND ACCESSORIES
FOR FISCAL YEAR 2016; PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN
EFFECTIVE DATE.
Thereafter, the motion to adopt Resolution 2016 -69 passed unanimously.
Minutes of Village Council Regular Session held October 13, 2016 Page 4 of 4
RESOLUTION 2016 -70 — SECOND AMENDMENT TO BUILDING DEPARMENT
SERVICES AGREEMENT
A motion was made by Vice Mayor Bush and seconded by President Pro Tern Aubrey to adopt
Resolution 2016 -70 entitled:
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM BEACH,
FLORIDA APPROVING A SECOND AMENDMENT TO AN AGREEMENT WITH HY -BYRD, INC.
FOR BUILDING DEPARTMENT SERVICES AND AUTHORIZING THE MAYOR AND
VILLAGE CLERK TO EXECUTE THE SECOND AMENDMENT ON BEHALF OF THE
VILLAGE; PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE.
Mr. Kelly stated that as a result of staff vacancies in Community Development Department and the
inability of other contractors to perform necessary services, the Department was required to utilize
Hy -Byrd more than anticipated, resulting in an over - expenditure of $2,400.00 in Fiscal Year 2016.
Thereafter, the motion to adopt Resolution 2016 -70 passed unanimously.
VILLAGE COUNCIL MATTERS /REPORTS
Mayor Norris praised Village staff for their efforts during Hurricane Matthew.
Councilmember Mullinix congratulated Karen Smith Paxton on competing in the ironman world
championship in Kona, Hawaii.
VILLAGE MANAGER MATTERS /REPORTS
Mr. Kelly recognized employees who worked before, during, and after Hurricane Matthew.
Discussion took place concerning the funding method for Phase 2 (Clubhouse Final Schematic Design
through Construction Services) of the Agreement with Peacock + Lewis. Mr. Kelly estimated
the cost for Phase 2 at $1,000,000.00. Mr. Kelly noted initial funding would come from Reserves
and requested Council direction on whether these funds should be deposited and expensed from
the General Fund or the Enterprise Fund. Finance Director Samia Janjua recommended keeping
all the project costs together and stated that once Council determines how the project expenses
will be split, the funds can be moved appropriately, via a budget transfer.
By consensus, the Council directed that funds be transferred from Reserves to the General Fund
Budget to fund the contract expenses.
Concerning financing of the project, Mr. Kelly stated the Village is legally required to contract for
financial advisory services to obtain proposals from lenders. Mr. Kelly presented two options
for obtaining such services: (1) issue a Request for Proposals (RFP) for financial advisory services;
or (2) engage PFM Asset Management LLC, the Village's current investment advisor, to prepare
and issue an RFP. Mrs. Janjua explained that a financial advisor would issue an RFP to the banks,
evaluate the responses, and present the loan options to the Audit Committee.
By consensus, the Council directed the Finance Director to obtain an estimate on the cost to
obtain financial advisory services to prepare an RFP.
ADJOURNMENT
There being no further business to come before the Council, the meeting was adjourned at 8:42 p.m.
Melissa Teal, MMC, illage Clerk