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10-16-2002 VC SP-MMINUTES OF THE SPECIAL WORKSHOP • OF THF. VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA HELD WEDNESDAY, OCTOBER 16, 2002 Present: Dr. Edward M. Eissey, Mayor Don Noel, Vice Mayor Joseph A. Tringali, President Pro Tem Charles R. O'Meilia, Councilman Dennis W. Kelly, Village Manager Kathleen F. Kelly, CMC, Village Clerk ROLL CALL Mayor Eissey called the meeting to order at 7:00 p.m. All members of the Council were present. All members of staff were present. PURPOSE OF THE MEETING 7~he purpose of the special workshop was to discuss the evaluation criteria for the Village Manager's sixanonth probation period. Village Manager Dennis Kelly addressed the Council regarding his meetings with individual Councilmen and the suggestions he had received for evaluation criteria. Mr. Kelly detailed those suggestions, as well as the plan for a survey to be conducted, in his memo titled Special Report - Measurement Criteria, dated October 15, 2002. Discussion was held concerning when the six-month probation period is to begin. Mayor Eissey stated that he would verify from the tape recording of the September 19th meeting what the specified start date is supposed to be. If no date is specified, the start date will be considered to be September 19, 2002, the date of the Special Workshop. Further discussion concerned the proposed survey, which is to take place within the next three weeks to get a clear picture on employee morale and staff support, and who would be surveyed. ]t was clarified by the Council that the survey will be for all employees. During discussion, additions to the list of evaluation criteria were requested by Councilman Norris, as follows: "initiative, leadership, responsiveness, communication, fiscal management, budget management and availability." Bullet No. 4 on the Village Manager's memorandum was changed to read: "Communication in a timely fashion (telephone calls returned within twenty-four hours and letters answered within forty-eight hours)" so that timeliness is not limited to complaints, but shall include timely communication with employees, Departments, etc. Mayor Eissey recapped the consensus of Council, which was that the start date for the six-month • probation period will be determined after the tape is reviewed for a specific start date. If no specific start date was given, it will be considered to be September 19, 2002. Additionally, it was agreed by all Minutes of Special Workshop Held October 16, 2002 • that the additional criteria as requested by Mr. Norris would be added to the list. Councilman O'Meilia stated that he did not agree with the additional evaluation period of six months being given, and therefore did not want to be part of the consensus. Councilman Norris stated that he concurred with Councilman O'Meilia and that he also does not approve of the probation period, but since it was being done anyway, he would agree with the criteria as stated. Mayor liisscy agreed to direct staff, by written memo, to prepare a written report answering the comments made by the public concerning charge cards, restaurant charges and the trip to Gainesville in December, addressing the comments specifically as they were stated on the tape. Mayor Eissey agreed that that should and will be done. The Village Clerk was directed to prepare the list of comments fran the tape which relate to those items so that the information could be forwarded to staff for reply. AllJOIJKNMENT With no 1Lrther business to come before the Council, the meeting adjourned at 7:30 p.m. )i ~ ~ // athlcen F. Kelly, CMC, Village Cd'erk • 2 ~~~~~ MEMORANDUM Dennis W. Kelly The Village of Village Manager NORTH PALM BEACH (561) 841.3380. FAX (561) 848-3344 501 U.S. Highway M I E-MAIL: manager@village-npb.org Nonh Palm Beach, Florida 33408 TO: Mayor and Village Council FROM: Dennis W. Kelly, Village Manag SUBJECT: Special Report -Measurement Crit ria DATE: October 15, 2002 This past week I had occasion to sit down with each Council Member to discuss performance criteria to be used in measuring the Manager's performance over the next six (ti) months. In the course of each discussion efforts were made to present projects and/or programs that can be considered measurable over the next six months and the discussions centered mostly on the attached list of Public Service projects currently in process. With one exception each Council Member contributed some positive suggestions on issues that can be viewed as issues to be reviewed and evaluated at the end of a six-month period; they are as follows: • Continue with the recently revised weekly memorandum of activities conducted by the Village Manager. • Conduct thirty minute meetings every two weeks with each Council Member to primarily review the forthcoming agenda and discuss any other items each Council Member may have that is of importance to them. ~~ Conduct agenda review sessions with each department head. (~' ~wix-c~~aaRBs~aints in a timely fashion (telephone calls returned within twenty-four hours and letters answered within forty-eight hours). • Keep an action log on all letters received and reflect response date/time of response letter. • Follow up on Action Log more expeditiously. • Develop an action plan for the Country Club. • Be more proactive in making recommendations on projects/programs. Without going into each Council Members individual comments the over all tenor of the discussions centered around improving communication, providing stronger leadership and making the Village Manager more available to Council Members and the public. It is believed the weekly memo showing various activities of the Manager (who he is meeting with, different issues that are addressed during the week will shed some light on time management and organization issues that • were discussed). In addition, this should enhance the communication issues considerably. A schedule will be developed to set up the meetings with Council Members at least once every two weeks to discuss the agenda in detail. A survey will be conducted within the next three weeks to get a clear picture on employee morale and staff support (primarily department heads) to determine any glaring issues in that area that need to be addressed. This will hopefully eliminate any rumors that circulate through the community and attempt to tie down factually what those problems are. A • survey will accomplish that. The Public Services Director has been instructed to provide a weekly update on all the projects that were identified in the Manager's message of the October Newsletter plus a couple of additional projects that were not included in the newsletter article. This report is not inclusive; any additional comments or suggestions that Council has regarding this matter are more than welcomed and will be addressed accordingly. In closing, the parameters outlined in the Village Manager's contract with the Village of North Palm Beach would continue to be applicable in this respect: any goals or objectives placed on the Manager to be accomplished over the next six months that require budgeting need to be duly funded; a project or a phase of a project must be able to be accomplished within the six month time period; and the project and/or program should carry with it some specific criteria that can be measured. • • Plat 4 Drainage - This project is a continuation of a three-phase project wherein the Village replaced • a portion of the drainage line from the C-17 Canal back to Lighthouse Drive near the intersection of Lighthouse Drive and Allamanda Drive. This project is a continuation (phase two) of the previous project and will be done in the easement right-of--way oC a number of residential backyards. • Library Lighting - The Village has selected a contractor from under the contract with the Palm Beach County School Board. This project entails replacing lighting on the main floor of the library. • Village Hall Plaza Complex - This project is the development of a pedestrian plaza built between the front of the library and the courtyard of Village Hall to serve as a Village center. This project is currently awaiting Council action to move forward from the concept plan to construction design. • Osborne Park Recreation Building - The Osborne Park building is a basic shoebox type building located on the south side of Osborne Park. The building currently has no windows. This project is to upgrade the building to include the installation of windows, a kitchen area, create indoor-only restrooms, add additional restrooms separate from the building for the ballfields, and other minor improvements. • Phase H Dredging Protect -The design contract for this project was awarded to East Bay Group. The project areas are those canals east of U.S. One that are located on the north end of Lake Worth. Pemtitting took months for approvals by the state with plans being fmalized and once completed will be the basis for bidding the project out. • Prosperity Farms Road Trallic Calming - The concept plans have been completed and the Council has awarded constmction design for this project to Kimley-Horn engineers. Kimley-Horn is currently fmalizing thew contract with the Village. Once the contract is approved, they will begin their design work. Once completed the Village Council will then make a decision to continue forward with this project or not. • US 1 Sidewalks -This project involves completing the sidewalk on U.S. One in the vicinity of the Benjamin School north of Old Port Cove. There is a small stretch of road from the Chevron station north to the Winn Dixie shopping center that does not have sidewalks installed. The Village solicited contributions and assessments from the property owners to pay for the sidewalk project. As of this writing the contractor is being selected off the county bid list. • Conroy Drive Water Maio - This project is in response to citizen's request to have potable water installed on their street (Conroy Drive). The designs for the water main have just been completed by the Village's consulting engineers. The Village is in dte process of obtaining quotes from contractors. Construction will begin after a contractor is selected. • Lighthouse Drive Bridge - An engineer's analysis was conducted on the Lighthouse Bridge which revealed the necessity to repair the transition ties between the asphalt and the concrete on the bridge. The areas under asphalt are slowly depressing as a result of the constant pounding of traffic over the years. Proposals have been submitted to the Village's consulting engineer to do the construction plans. Once the construction plans are completed they too will serve as the work requirement or scope of services for the bidding process. • Osborne Park/Presbyterian Church Parking Lot/Dralnage Protect -This is a joint project being considered by the Council to improve the drainage in Ute pazking lost shared by the Village and First Presbyterian Church on Prosperity Farms Road. In the course of correcting the drainage problem both the Village and the church are looking at redesigning the parking area to be more efficient to Village • use and church use. • Southwest Neighborhood Raad Closures - The Village received a request from the Southwest • Neighborhood residents to consider closing two roads that feed off of Altemate A1A into their neighborhoods to prevent them from being through-streets through their residential neighborhoods. This item will be referred to the consulting engineers for conceptual designs to be brought back to the Village Council for their consideration. These road closures require some very critical analysis to determine if cul-de-sacs or T-shaped turnarounds would be appropriate especially for our Public Safety vehicles. In addition, we have to deternine the abandonment of the portion of roads between the proposed closed west ends of these sheets and the portion leading out to Altemate AIA. Those portions of right-of-way would probably revert to the abutting property owners. • Village Hall Renovation -This has been the largest ongoing project in which the Village is currently involved. The Village Hall renovation is approximately 50% - 60% completed. Anybody driving past Village Hall has been able to casually observe the progress on this project and can tell it is moving along quite well. It is anticipated the project will be completed around the end of November or early December (that's today's projection). As we get closer to completion and moving from the trailers back in to Village Hall look for announcements for a grand opening celebration and ribbon cutting. North Sub-Station -The North Sub-Station Ad Hoc Committee continues its negotiation with the monastery to acquire approximately 1.1 acres of land on the very southwest comer of the monastery property. The Village believes it's in the final stages of negotiation with the monastery in order to acquire the property. Compounding those negotiations has been the issue of a lift station and wet well located in the middle of the property owned and operated by Seacoast Utility Authority. The Village has obtained preliminary cost estimates from Seacoast on the re-location of the wet well and has determined [he best course of action is to leave the deep well where it is and build and design the north sub-station around the lift station. This is doable but has required both sides to change its negotiating strategy as to true value and cost for the property. Once the property is purchased the construction of the sub-station and development of the property, etc. should move rather quickly. •