held at 7:00 p.m. on Wednesday, July 18, 2018 at the District Office located at U' Street

Transcription

1 MINUTES OF REGULAR MEETING OF THE BOARD OF SUPERVISORS INDIAN TRAIL IMPROVEMENT DISTRICT JULY 18, 2018 A Regular Meeting of the Board of Supervisors of Indian Trail Improvement District was held at 7:00 p.m. on Wednesday, July 18, 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, Jennifer Hager and Tim Sayre. Also, in attendance were Rob Robinson, District Manager; Bruce Cuningham, Director of Finance; Attorneys Ruth Clements and Frank S. Palen of Caldwell Pacetti Edwards Schoech & Viator LLP; and Engineer 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 The candidates running for District Supervisors introduced themselves. President Argue announced there would be a Special District Summit in Georgia next month. Supervisor Argue and Supervisor Sayre would attend. The Community was invited to attend Mr. Dunkley's memorial at the Community Garden on July 21, There would be a Workshop Meeting regarding Unit Activation - Santa Rosa Groves on July 25, AGENDA APPROVAL 5.1 Additions, Deletions, Substitutions

2 President Argue requested that Agenda Item 11.7, "Consider: Policy for Obstruction in Right-of-Ways," be moved to the Consent Agenda. A motion was made by Supervisor Bair, seconded by Supervisor Jacobs and unanimously passed to approve the Agenda as amended by moving Agenda Item 11.7 to the Consent Agenda. Supervisor Sayre asked that the Supervisor Comments be at the beginning of the Meeting. The Board agreed to move the Supervisor Comments after the President's Welcoming Remarks for future Board Meetings. PRESENTATIONS None PUBLIC INPUT Resident Leo Dune complained about the 22% increase in taxes. He explained that many residents were on a fixed income and could not afford such an increase. Resident John Rivera commented that he liked the proposed Budget especially for the road and swale maintenance. He asked whether there was money allocated for the Equestrian Trails and signage in the proposed Budget. President Argue thought the proposed Budget allocated money for the Equestrian Trails under the Line Item Equestrian Parking Area at Acreage Community Park. However, she could not find it. District Manager Robinson explained it may have been moved somewhere else in the proposed Budget. He said he would look into it. President Argue indicated she would like a Supervisor to take over this project. 2

3 Supervisor Sajre responded he had planned to tour the Equestrian Trails next week with the Director of Parks Wojnar. He said he asked the equestrian community for its input, but he only received one response. He felt the Parks Department should manage the Equestrian Trails. Resident Robert Carter complained there was a lot of work that needed to be done to clean the swales and roads. APPROVAL OF MINUTES Supervisor Sayre indicated that page 3 of Item 8.2, "Board of Supervisors Regular Meeting Minutes - April 25, 2018," was incorrect when it stated that he asked to allocate money for new street signs. Instead, the Minutes should read that he said the Board needed to make sure there was money allocated to install the new signs. He requested the Minutes be revised accordingly. A motion was made by Supervisor Jacobs, seconded by Supervisor Bair and unanimously passed to approve the following Minutes, as amended: 8.1 Board of Supervisors Budget Workshop Meeting Minutes - April 25,2018; and 8.2 Board of Supervisors Regular Meeting Minutes - April 25,2018. Supervisor Jacobs suggested the District Manager's Secretary provides status to the Board of all motions made at previous Meetings. President Argue indicated they could be included in the weekly District Manager Report. CONSENT AGENDA Resident Robert Carter commented about the obstructions in the right-of-ways.

4 President Argue clarified that the Policy for Obstruction in Right-of-Ways was about boxes put in by utility companies. She said the Policy required utility companies to put a wrapping around their boxes. Supervisor Sayre asked whether Staff had contacted the signatories of the Water Petition for East Brighten Drive to make sure it was their signatures affixed to the Petition. President Argue stated the Policy did not require Staff to verify the signatures. Attorney Palen said Staff needed to make sure the signatures match the owners and properties. However, he said this was the beginning of a long process with the County and that a Policy amendment was not necessary. A motion was made by Supervisor Jacobs, seconded by Supervisor Sayre and unanimously passed to approve the following Consent Agenda Items: 9.1 Approval of Disbursements and Purchase Orders 9.2 Water Petition for East Brighten Drive 9.3 Proposed 2019 Holiday Calendar 9.4 Reschedule Regular August BOS Meeting to August 22, Special Permit No. 328: PBCWUD for Phase II 61 * St. North 9.6 Consider: Policy for Obstruction in Right-of-Ways (formerly Agenda Item 11.7) DISTRICT MANAGER'S REPORT District Manager Robinson presented his Report to the Board. Supervisor Jacobs did not agree with the Report where it stated in the Report "For the first time in many years" in referenced to the Annual Audit being completed on time this year. President Argue suggested it be changed to "five years" instead of "many years." District Manager Robinson agreed.

5 President Argue requested that an inventory of all the District equipment, including vehicles, be provided to the Board before approving the purchase of more equipment. President Argue presented a Park Update. The buildings were going up and the District received a portion of the amphitheater. She spoke about a Change Order issue. Supervisor Sayre was concerned about the proposed dumping of herbicide in the District water and its impact on the landowners' wells. He requested that District Manager Robinson obtained the safety data sheet and related documents and provide them to the Board before they approve the testing of the herbicide in the District. District Manager Robinson noted his request. A motion was made by Supervisor Jacobs, seconded by Supervisor Bair and unanimously passed to receive and file the District Manager Report as amended. REGULAR AGENDA 11.1 Approval of Resolution No : Adopting Fiscal Year Budget, Non-Ad Valorem Assessment Roll and Certification of Non-Ad Valorem Assessment Roll A motion was made by Supervisor Hager, seconded by Supervisor Bair and passed to approve Resolution No Adopting Fiscal Year Budget, Non-Ad Valorem Assessment Roll and Certification of Non-Ad Valorem Assessment Roll which stated as follows: RESOLUTION RESOLUTION OF THE BOARD OF SUPERVISORS OF INDIAN TRAIL IMPROVEMENT DISTRICT ADOPTING THE DISTRICT BUDGET AND NON-AD VALOREM ASSESSMENT ROLL AS PROVIDED HEREIN; THE LEVYING OF THE NON-AD VALOREM ASSESSMENTS FOR THE DISTRICT AND APPOINTING AN AUTHORIZED REPRESENTATIVE OF THE

6 DISTRICT FOR CERTIFICATION OF THE DISTRICT'S NON-AD VALOREM ASSESSMENT ROLL. (Copy Filed in the District Records) Supervisor Jacobs was opposed Consider: Governing Board Delegations of Authority and Non-interference Policy Statement and Procedures Proposed Revisions - ITEM DELETED 11.3 Consider: Website ADA Compliance Solutions District Manager Robinson stated Staff had worked with three vendors for the website. He added Staff had also contacted vendors for video closed captioning. He summarized the vendors' services and rates. He recommended the District use vendor Vision by Granicus. Supervisor Sayre was concerned that Vision by Granicus would use a WordPress site instead of an HTML site which the District currently has. He opined that WordPress sites were not as secured. President Argue explained that Staff did not have enough time to gather enough information from vendors due to time constraints. She said there may be other vendors at the Special District Summit they will attend in August. She recommended this Item be brought back to the Board at the next Meeting. Supervisor Bair indicated the District IT employee needed to be able to easily make changes to the website and teach Staff how to use the website if necessary. President Argue agreed and stated the website had to be user friendly and knowing code was not necessary. District Manager Robinson agreed Staff needed more time to research this.

7 A motion was made by Supervisor Sayre, seconded by Supervisor Bair and unanimously passed to postpone this Item to the August Board Meeting Discussion: M-2 Basin Engineer Foy described the M-2 Basin and the District's flooding issues. He spoke about the options the District had to remedy the problem. He opined that it would be very expensive for the District to increase storage. President Argue asked whether the District could do something with Lion Country Safari for water storage. She indicated the District could use the canals around Lion Country Safari to store water. was possible. Engineer Foy responded this option had never been considered before, but that anything President Argue added she would like the District to discuss the proposal with Westlake and the Seminole Improvement District. She inquired whether there were grants for the water projects Discussion: Status regarding Lobbyist Attorney Clements stated Attorney Viator contacted lobbyist firms for legislative services. The Ramba Law Group LLC would provide their services for $4,000 per month for a 12-month contract or an hourly rate of $250. The fee would depend on the type of oppositions to the projects. Corcoran & Johnston offered a three-year contract at $6,000 per month. Supervisor Jacobs indicated David Ramba was the District's lobbyist for two to three years and did excellent work.

8 President Argue asked whether the fees included costs. Attorney Clements responded that they did not which was typical for lobbyist firms. President Argue asked whether David Ramba had any conflicts of interest with the District. Attorney Clements responded she did not know. President Argue agreed to go with David Ramba as long as there was no conflict or competing interests. Supervisor Sayre requested the contract include the following: a 30-day out, an automatic renewal 30 days before the contract ends at the same rate unless previously renegotiated, a right to immediately cancel the contract if there is a conflict and payment of invoices within 30 days. A motion was made by Supervisor Bair, seconded by Supervisor Jacobs and unanimously passed to retain David Ramba to perform legislative services, contingent upon there being no conflicts at the time the District enter into the Agreement Consider: Social Media Policy President Argue stated they would have to do more work on the Social Media Policy, but the District needed to come up with something because of its Facebook Page. The Policy allowed for Public Comments as long as there were no abusers. This Policy will be posted on the District's social media pages. She explained the Policy was taken from Wellington and amended slightly. A motion was made by Supervisor Jacobs, seconded by Supervisor Sayre and unanimously passed to adopt the Social Media Policy.

9 Item 9.6) 11.7 Consider: Policy for Obstruction in Right-of-Ways (Moved to Consent Agenda 11.8 Consider: Buyout vs. Lease of John Deere Equipment District Manager Robinson stated the District had a John Deere 310 Combination Backhoe approaching the end of its lease term. He recommended the District purchase the equipment because it was in excellent condition and was a valuable tool for the O&M Department. Supervisor Bair explained the District decided to lease the equipment in the first place in case of breakdowns and repairs. For this reason, he opined the District should either purchase new equipment or lease new equipment. A motion was made by Supervisor Jacobs, seconded by Supervisor Hager and unanimously passed to purchase the John Deere 310 Combination Backhoe. REPORTS Attornev's Report: Attomey Clements indicated the Attorney's Report was attached to the Agenda Packet. Engineer's Report: Engineer Foy said the Board had talked about revising the Special Permit language to include third party assignment and duration of permit. He said it was done and the District did not need to adopt a Policy regarding this. Engineer Foy spoke about the Loxahatchee River Plan. He learned that Alternative 5 would be adopted, which was not what the local groups had advocated. He said it would need to be brought back to the Board for further discussion as soon as the official decision was made.

10 President Argue asked that this be brought back to the August Board Meeting, so the Board may give direction to its lobbyist. Supervisor Jacobs requested that the revisions and additions be highlighted on the Engineer Report because a lot of the content is repeated every month. Engineer Foy stated the R-3 Water Control Plan would be discussed at the August Board Meeting. He updated the Board regarding GL Homes. Attorney Palen added they were working on an Agreement with GL Homes in which GL Homes would make a commitment to pave Hamlin Blvd. and Orange Blvd. between Seminole Pratt Whitney Rd and 180^'^ Ave N. The Supervisors discussed exit roads, traffic flow and traffic lights to get out of the GL Homes Area. A motion was made by Supervisor Jacobs, seconded by Supervisor Hager and unanimously passed to receive and file the following Reports: 12.1 Attorney's Report 12.2 Engineering Report 12.3 Finance Report 12.4 Operation & Maintenance Report 12.5 Stormwater Operations & Aquatics Report 12.6 Park Report 12.7 Public Records Requests (June 1, 2018 to June 30, 2018) 12.8 Resident Correspondence 12.9 Meeting Notice SUPERVISOR CLOSING COMMENTS Supervisor Sayre indicated there were two police officers attending the Meeting tonight even though the Board agreed to have only one officer. 10

11 President Argue commented the District should not pay PESO except for an officer to attend the Board Meetings because the taxpayers were already paying for the services through their county tax. She asked to discuss this topic at an upcoming Board Meeting. ADJOURNMENT A motion was made by Supervisor Jacobs, seconded by Supervisor Sayre and unanimously passed to adjourn the Meeting. There being no further business to come before the Board, the Meeting was adjourned. President Secretary 11