held at 6:30 p.m. on Wednesday, May 16, 2018 at the District Office located at U' Street

Transcription

1 MINUTES OF REGULAR MEETING OF THE BOARD OF SUPERVISORS INDIAN TRAIL IMPROVEMENT DISTRICT MAY 16, 2018 A Regular Meeting of the Board of Supervisors of Indian Trail Improvement District was held at 6:30 p.m. on Wednesday, May 16, 2018 at the District Office located at U' Street North, West Palm Beach, Florida. Present during the Meeting were Supervisors Betty Argue, Ralph Bair, Carol Jacobs and Jennifer Hager. Also, in attendance were Bruce Cuningham, Director of Finance; Attorneys Mary M. Viator, Frank S. Palen and Ruth Clements of Caldwell Pacetti Edwards Schoech & Viator LLP; and Jay Foy, P.E. of Stormwater J Engineering, Inc. CALL TO ORDER President Argue called the Meeting to Order, conducted the Pledge of Allegiance and called Roll. PRESIDENT'S WELCOMING REMARKS President Argue announced that Supervisor Gary Dunkley had passed away. She offered her condolence on behalf of the District. A moment of silence was observed in his memory. President Argue explained that with the passing of Supervisor Dunkley, the Board must appoint a new supervisor to fill Supervisor Dunkley's seat until the upcoming election in November She announced the Board would bring forth nominations and ask questions of each candidate. President Argue said that before a final vote is taken tonight, the Public will have a chance to ask questions of the candidates by filing out comment cards. President Argue mentioned that the local high school has a fundraising program called "Project Graduation" in which sponsors pick someone to be flocked by pink flamingos.

2 President Argue announced the District will have an Open House on May 19,2018 to meet District officials and employees. President Argue acknowledged the presence of Representative Rick Roth and former County Commissioner Jess Santamaria in the audience. Former County Commissioner Jess Santamaria, Supervisors Bair, Supervisor Hager, Supervisor Jacobs and President Argue paid tribute to Supervisor Dunkley and his involvement in the community. AGENDA APPROVAL 5.1 Additions, Deletions, Substitutions President Argue asked that Item 10.6 Consider GL Homes Per Unit Payment Proposal be moved to Presentations as Item 6.2. She also requested that a Resolution of Appreciation of the Board to Gary Dunkley be added to the Consent Agenda as Item 9.7. A motion was made by Supervisor Hager, seconded by Supervisor Bair and unanimously passed to approve the proposed Agenda, as amended, to move Item 10.6 to Presentations as Item 6.2, and add a Resolution of Appreciation of the Board to Gary Dunkley to the Consent Agenda as Item 9.7. PRESENTATIONS 6.1 Legislative Update - Rep. Rick Roth Representative Rick Roth honored Supervisor Dunkley. He provided a presentation on the 2018 Florida Legislative Session and the State Budget. He discussed the passage of new bills regarding education, public safety, mental health, the opioid crisis and nursing homes.

3 Supervisor Bair commented about the lack of funds from the State for the Corbett Berm and expressed concerns regarding the students' increased cost to attend universities. President Argue had the same concerns regarding the lack of funds from the State for the Corbett Berm. She also said the District did not get enough discharge capacity from South Florida Water Management District. President Argue hoped Representative Roth would be an advocate for the District for its many projects during the next legislative session. 6.2 Consider: GL Homes Per Unit Payment Proposal (formerly Item 10.6) Attorney Frank Palen said GL Homes had reactivated its zoning petition for the Indian Trail Groves PUD. He mentioned that GL Homes and the District had been discussing the impact of this project on the District's road system. He explained that with the help of Palm Beach County, GL Homes had already donated a parcel to the District to increase drainage capacity. Attorney Palen said GL Homes had renewed its proposal to make a cash contribution for off-site roadway improvements. Attorney Palen explained the District would have to make decisions on how to address the impact of the GL Homes project on District Roads through the formation of a new unit of development. President Argue was concerned about GL Homes' reimbursement of Professional fees previously incurred by the District. GL Homes Representative Larry Portnoy commented on the list of road improvements previously identified as necessary by the District. The list was created without GL Homes' participation. Some of those improvements were not attributable directly to the impacts of the GL Homes project but were planned for by the District before the project was known. He stated that GL Homes is not looking for a "free ride" and will pay its fair share of the road improvements.

4 President Argue agreed that GL Homes should only have to pay its fair share. District Staff will figure out the difference between previously anticipated improvements and those improvements required due to the impacts of the GL Homes' project. Supervisor Bair was concerned about the construction traffic of the GL Homes project. The Board acknowledged that such traffic should not go on Hamlin and Orange. PUBLIC INPUT There was no Public Input. APPROVAL OF MINUTES A motion was made by Supervisor Hager, seconded by Supervisor Bair and passed approving the following Minutes: 8.1 Board of Supervisor Regular Meeting Minutes - March 29, Supervisor Jacobs did not vote. She indicated that she did not have an opportunity to review the Agenda and Backup and would not vote on the remainder of the Agenda Items. CONSENT AGENDA A motion was made by Supervisor Hager, seconded by Supervisor Bair and passed approving the Consent Agenda as follows: 9.1 Approval.of Disbursements and Purchase Orders 9.2 Approve Easement Agreement with School Board of Palm Beach County, Construction of Sidewalk, South Side of Hamlin Blvd. West of 180^'' North 9.3 SP PBCWUD 140"^ Ave. N 9.4 SP PBCWUD 6V^ St. N 9.5 Authorization of Procurement of Legislative Services

5 9.6 Approve Resolution No : Budget Amendment for Parks 9.7 Approve Resolution of Appreciation to Gary Dunkley Supervisor Jacobs did not vote. REGULAR AGENDA 10.1 Consider: Board of Supervisor Vacancy Appointment Attorney Mary Viator explained that pursuant to the District's Special Act, the remaining Supervisors must appoint a person by a majority vote to fill the vacancy within 30 days from the date the vacancy occurred. Since the remainder of Mr. Dunkley's unexpired term exceeds 2 years and 81 days that person would serve until the next regularly scheduled District election. She stated her office contacted the Supervisor of Elections about the vacancy, and the qualifying period for the candidates for the next District election was from June 18,2018 at 12:00 p.m. to June 22,2018 at 12:00 p.m. Attorney Viator said the date of the new District election will be August 28, 2018, in the event there is a primary and November 6, 2018 for the general election. Attorney Viator explained the procedure to fill the vacancy and the candidate qualification requirements. President Argue announced the Board was taking nominations from the Board Members. She received an from Larry Tibbs requesting to be considered as a candidate. President Argue explained that each candidate will be given opportunity to introduce themselves after the nomination. She said the first candidate was Larry Tibbs. Supervisor Jacobs nominated William Dunkley and Michelle Damone. President Argue nominated Tim Sayre. Supervisor Hager also nominated Tim Sayre and supported Supervisor Jacobs' nominations. Supervisor Bair nominated Michelle Damone.

6 Each candidate introduced themselves and answered questions from the Public and the Supervisors. The Supervisors ranked the nominees from 1 to 5, with 5 being the best. The Supervisors gave their rankings to the Attorneys to tally the votes. Attorney Ruth Clemens announced the results of the tally as follows: Mr. Tibbs received 9 votes, Mr. Dunkley received 11 votes, Ms. Damone received 12 votes and Mr. Sayre received 13 votes. A motion was made by Supervisor Hager and seconded by President Argue to appoint Tim Sayre as Supervisor. There was no Public Comment on the appointment. President Argue announced the vote. Supervisor Bair, Hagger and Argue voted in favor of Tim Sayre. Supervisor Jacobs Carol did not vote. President Argue congratulated Tim Sayre. The Oath of Office was administered to Mr. Sayre and Mr. Sayre took his seat on the Board Consider: Ideas for Memorial for Gary Dunkley President Argue said Gary Dunkley strongly advocated for the Community Garden at Hamlin House. She suggested the installation of a bench, Caribbean fruit trees and a dedicated memorial in his honor. President Argue said there could be a dedication ceremony where Gary Dunkley's family, the community and other elected officials would be invited. Supervisor Bair liked the fruit trees idea. He suggested having the garden dedicated to him and the installation of a plaque in his honor. Supervisor Jacobs liked Supervisor Bair's suggestions. Supervisor Hager

7 asked whether horses could be on the plaque. She suggested the plaque be put on the Hamlin House. President Argue said the costs of the memorial will be covered by donors. A Landowner suggested a butterfly garden in his honor. Resident Leo Doone suggested the area surrounding the garden be named after Mr. Dunkley. A motion was made by Supervisor Hager, seconded by Supervisor Bair, and unanimously passed to plant the two fruit trees, install a bench with no plaque, install a plaque on Hamlin House and hold a dedication ceremony on July 21, 2018 at 9:00 a.m Discussion/Presentation of Draft Budget Finance Director Bruce Cuningham stated he was directed to prepare a draft Budget. He explained the District's main concern was the state of its infrastructure. The line items were basically the same as last year except for those that had a significant shortfall deficit. Finance Director Cuningham explained there were increases in those areas so the District would not be constrained. He said a wage increase of 3% was included in the draft Budget and he eliminated all buy downs of the budget using reserve funds. Finance Director Cuningham indicated Unit 18 and R2 Bonds reserves were excluded because the funds in those reserves are low. He referred to the detailed sheets for each Department. Staff is looking for direction from the Board regarding the draft Budget. Supervisor Bair said Royal Palm Beach should take over Units 16, 17 and 18. President Argue mentioned she discussed this issue with an official from Royal Palm Beach who said it may cost more money for landowners of these Units to be part of Royal Palm Beach than it was to stay within the District. She asked the Finance Director to get with Legal and Engineering to see

8 whether this could be done. If it can be done, she directed District Staff to talk to Town Staff regarding this matter. President Argue and Supervisor Bair were surprised that Unit 18 did not have enough reserve funds. specific goals. President Argue said she was not comfortable approving a Budget without tying it to Finance Director Cuningham was not sure whether the District Manager could assess specific goals at this time but thought it would be done within the next 3 months. District Engineer Jay Foy explained it was easy to prioritize roads because you see the problems, but it may be harder to prioritize culverts. President Argue asked the Supervisors whether they agreed to the 3% increase in wages and how it should be administered. The Supervisors agreed to keep it at 3% increase for now and make a final decision when a merit-based policy is brought to their attention. Finance Director Cuningham said he would revise the Budget based on the comments provided by the Board and would come back with a final Budget proposal for approval Workshop Request for Potential New Units for Activation President Argue said there were 3 areas Los Flores, Santa Rosa Groves and Tall Pines that talked about being activated as new units of development. She explained Santa Rosa Groves has had issues with drainage and access by emergency personnel. She said creating new units for these areas could solve some of their problems.

9 President Argue requested a Workshop in which the District and Palm Beach County would discuss what they could or could not do for the residents of these areas. The Supervisors agreed to hold a Workshop on either July 16 or 17,2018 at 7:00 p.m., or if it doesn't work out for the residents or the County, the following week on July 23, 24 or 25, 2018 at 7:00 p.m. President Argue said it was not mandatory for all Supervisors to attend Acreage Community Park (ACPSE) Status Update President Argue asked the Board to approve the Change Order and extend the substantial completion date to August 22, She mentioned the substantial completion date may change again depending on when FP&L provides power to the site. A motion was made by Supervisor Hager, seconded by Supervisor Bair and passed to approve the Change Order in the amount of $275,750.00, subject to the same conditions of the motion previously approved last month. Supervisor Jacobs did not vote. A motion was made by Supervisor Bair, seconded by Supervisor Hagger and passed to extend the substantial completion date to August 22, 2018 and the final completion date to be 30 days later. Supervisor Jacobs did not vote Consider: GL Homes Per Unit Payment Proposal (previously moved to Item 6.2) REPORTS Supervisor Jacobs requested the inclusion of a list of companies that owed money to the District in the report portion of future Board meetings. Finance Director Cuningham said he will be working on it, but it may take a few months.

10 President Argue said under the Finance Report, she would like to see the cash receipts journal which shows the incomings and outgoings. She would also like to see the year-to-date Budget and by unit every month. A motion was made by Supervisor Sayre, seconded by Supervisor Bair and passed to approve the following Reports: 1.1 Attorney's Report 1.2 Engineering Report 1.3 Finance Report 1.4 Maintenance Report 1.5 Storm water Operations & Aquatics Report 1.6 Park Report 1.7 District Manager Report 1.8 Public Records Requests April 1,2018 to April 30, Resident Correspondence 1.10 Meeting Notice Supervisor Jacobs did not vote. SUPERVISOR CLOSING COMMENTS President Argue said Chris Chicoine would like to have an Acreage Community bat house, which would cost $ , plus in state shipping. She explained it may help control the mosquitos in the area. President Argue stated that considering the draft Budget, the District may not want to expend money on a new project but could possibly find a corporate sponsor. She asked the Supervisors to review the material as it was not included in the Agenda. She suggested it be included as a future proposal to be considered by the Board. President Argue said she toured the equestrian trails. Some of the trails were not marked and the signs needed to be updated. She asked that the equestrian trail signs be part of the general signage replacement program. She was also concerned about the connectivity of the trails. 10

11 ADJOURNMENT A motion was made by Supervisor Hager, seconded by Supervisor Bair and unanimously passed to adjourn the meeting. There being no further business to come before the Board, the Meeting was adjourned. I Secretary 11