08-31-2017 VC SP-MMINUTES OF THE SPECIAL SESSION
VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA
AUGUST 31, 2017
Present: Darryl C. Aubrey, Sc.D., Mayor
Robert A. Gebbia, Vice Mayor
Mark Mullinix, President Pro Tem
David B. Norris, Councilmember
Susan Bickel, Councilmember
Andrew D. Lukasik, Village Manager
Len Rubin, Village Attorney
Melissa Teal, Village Clerk
ROLL CALL
Mayor Aubrey called the meeting to order at 7:00 p.m. All members of Council were present.
All members of staff were present.
RESOLUTION 2017-65 — TEMPORARY SITE SETUP CONTRACT — TABLED ON 8/24/17
Mr. Lukasik distributed a document entitled "Clubhouse Transition and Temporary Facilities."
Discussion tools place concerning possible transition options; strategy for food and beverage
service; transition period for Golf operations, and the scope of the temporary facilities project.
Mr. Lukasik reviewed operating and maintenance (O&M) costs to keep the current clubhouse open
and reported total monthly O&M at $21,500.00.
Mr. Lukasik noted the current contract with RBI Restaurant, LLC to provide food and beverage
service expires September 30, 2017. Mr. Lukasik stated Mr. Epstein would be willing to extend the
contract, without subsidization, but would not assume responsibility for the chiller rental charge.
Mr. Lukasik discussed the best times for golf to relocate to temporary facilities and recommended
moving golf in late December.
Mr. Lukasik advised the pool would need to be closed for at least two weeks during the
clubhouse demolition phase and most likely from July 2018 to August 2019 during construction.
Mr. Lukasik noted that collegiate swim teams would be using the pool from December 27, 2017
through January 12, 2018. Discussion tools place concerning pool activities between December
and March and the possibility of keeping the clubhouse open until March to support the pool.
Discussion ensued on constructing the pool building first, so that the pool could remain open
during most of the clubhouse construction phase. Jesse Sulchu of Gaudet Associates, Inc. noted
the possibility of hiring a separate contractor for the pool structures.
Mr. Lukasik reviewed the costs for the temporary facilities setup and discussed various timelines for
the project, including preparation of construction drawings, publishing the Invitation to Bid (ITB),
reviewing responses, and issuing the Notice to Proceed. Mr. Sukhu discussed timing related to
schematic design, permitting, demolition, and construction. Purchasing Manager Sharon Swan
discussed the bidding process and timeline.
Minutes of Village Council Special Session held August 312017 Page 2 of 2
By consensus, the Council agreed to continue the contract with RBI Restaurant, LLC for food
and beverage service through January 31, 2018; include all the temporary facility alternates
(no reduction — full scope of contract); move golf to temporary facilities in December; clubhouse
demolition date to be determined; use food trucks to provide service after January 31, 2018; and
maximize the use of the pool and minimize the down time.
Mrs. Bickel left the meeting.
A motion was made by Councilmember Norris and seconded by President Pro Tem Mullinix and
to take from the table Resolution 2017-65 entitled:
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM BEACH,
FLORIDA APPROVING A CONTRACT AWARD TO E&F FLORIDA ENTERPRISE, INC.
D/B/A CREATIVE CONTRACTING GROUP FOR TEMPORARY SITE SET UP AT THE
NORTH PALM BEACH COUNTRY CLUB AND AUTHORIZING THE MAYOR AND
VILLAGE CLERK TO EXECUTE THE CONTRACT ON BEHALF OF THE VILLAGE; AND
PROVIDING FOR AN EFFECTIVE DATE.
Thereafter, the motion passed 4 — 0.
Mrs. Bickel returned to the meeting.
A motion was made by Vice Mayor Gebbia and seconded by Councilmember Norris to amend
the resolution to increase the contract amount to $326,324.00. The motion passed unanimously.
Thereafter, the motion to adopt Resolution 2017-65, as amended, passed unanimously.
Council discussed having a "closing the clubhouse" party.
It was suggested that the date of the Advisory Board Dinner be moved to mid-January.
It was requested that prior to demolition, someone walk through the clubhouse to see whether
there is anything of architectural or historic interest that could be saved or auctioned off.
ADJOURNMENT
With no further business to come before the Council, the meeting adjourned at 8:27 p.m.
Melissa Teal, MMC, Village Jerk