got. I got mayors. I got couple is what we do We always jump. Yes. Um, >> does it stickice?
Now that you've said that >> right now, >> it's sitting up there on the If there's not any left, let me know and I'll make some more. >> It's okay because I can't get into my garage. >> Yeah. Really?
>> Yeah. What not to do again? >> You did not put K on there before. >> You didn't put K. >> Sir, I know. Hey, >> I didn't see you. Excuse him.
stretch out. >> Morning sir. >> Good morning sir. How are you? I like this. >> That was A lot of water. >> We're ready. >> All set. Okay. We're going to call the commission meeting for Friday, November
14th, 2025 to order. Pledge algiance to the flag of the United States of America and to the republic for it stands, one nation under God, indivisible, with liberty and justice for all.
>> Uh, roll call, please. >> Commissioner Green, >> here. Commissioner Canfield here. >> Commissioner Orwin here. >> Vice Mayor Stanley >> here. >> Also present and participating today is town manager Dunham, assistant town attorney Naru, CFO by master, Chief Jones, and myself. Absent with notice is
Mayor Morgan. >> Uh, next on the agenda is approval of the meeting minutes from October 10th, 2025. Any changes, additions, or comments? >> No. I move to approve. >> Second. Uh, roll call, please. >> Commissioner Green, >> yes. >> Commissioner Canfield, yes. >> Commissioner Orwine,
>> yes. Yes, Vice Mayor Stanley. >> Yes. Uh, town manager, are there any, uh, changes or Trey, any changes to the agenda today? >> Uh, yes, Mr. Vice Mayor. Uh, we are getting an our auditors here today to make a report to us. Uh, and we're
adding that after number seven, communications from the public. Um, >> after that item, >> 7A, auditor report. >> Yes, sir. >> Any other changes? >> No, sir.
uh got the uh regular meetings scheduled for the next four months. December 12th, January 9th, February 13th, March 13th, if you want to note those on your calendars. Uh next up is uh communication from the public. Anybody like to speak on any non-aggenda item today?
>> Yes, Mr. Burns. >> Yes, please. >> Uh yes, please. If you can step up to the mic to be on the record. Thank you. Okay. All right, good morning. Bob Burns, 3312 North Ocean Boulevard. Uh, I'll bring up
two things. One is, um, some of you may know, some of you may not know, I I walk pretty much the area from, uh, Lake View down to Gulf Road and so
forth. I do a loop just about every day, sometimes twice. Um, and one of the things that that I've noticed is about the curbing the and I'm just going to call it the curb, the part that comes up and not necessarily the valley. Um,
for whatever reason there seems to be some inconsistency that there's a high curb on one side of the corner and then none on the other. And maybe there's a reason for that. I don't quite understand it. So, I want to bring that up. I would hope that that those anybody
on the council that has a problem with these curbs would take a ride around and look and see is it better to have maybe these things that don't look so wonderful these curbs or to have the corner all beat up because cars are
running over them and the grass is messed up most of the time. So I I'm going to suggest that there's certainly there's places that don't need this curbing. But for another good example is
uh the corner of Lake View and Polo. There's a curb going on the north side but not on the south side. If you look over um right in front of the police station, I mean chief uh and
trying to keep the place looking good, actually they put up some cones out there because everybody was cutting the corner. Now the curb is up there and it looks pretty good and it's it's effective. And I just would like to point out that there's other places.
Another good example where there's there's no curb that I think is would be you needed would be Gulfream Road and Gulf Road on that corner going um going
east west, I'm sorry. So that I I just think that maybe it while they're here and while you got this thing going, it might be a good opportunity to look at that. The second thing is um back of my house
is oleander. We had 16 days of boil water and I know there's issues on oleander between Florida Power and Light and breaking the water man and everything else. I don't know exactly what it is, but I
would hope that it can be addressed so that we can get that taken care of. To my knowledge, there hadn't been any work done on Oleander for at least the last 10 days because of some kind of an impass. So, I'm just pointing this out.
It doesn't affect a whole lot of people from what I understand, but I can tell you that we had 16 days of boil water and we've just I think we've just finished another one. Are we are we okay now? >> No. >> No, >> we're still not okay. >> Still in bowl of water until until then
that started again. So those are just a couple of things and uh under I understand that you guys can only do so much. So I'm not here, excuse my expression, bitching at you. I'm here to point out some things that I think that maybe need to be addressed. And if
you can do something about it, terrific. And if you can't, you can. Okay. Thank you. Thanks, Bob. >> Thank you. >> Well, two of your comments are actually on the agenda, and we'll I inspect those when I'm walking the dogs, those curbs.
So, we'll take a look at those again. We've noted them. Thank you. >> Thank you. >> Uh, next on the agenda is 7A. >> Wait just a second. I have a resident that wanted this read into the record >> for public comment. >> For public comment, >> go ahead. >> Um, I've got two emails from him. It
says, "I've been picking up trash, large and small, recently on the beach. This includes a metal street sign and a lot of plastic bottles, plates, etc. that wash up. There's also the sargasm that comes over from Africa and is sharp and stinky. Do you think the town would be open to discussing some type of beach
cleanup program? It could be anything from periodic community cleanup days where we go out there with shovels and rakes or having a tractor with to sift clean the sand. Happy to put my time and money where my mouth is to support our beautiful community. appreciate it.
Thanks. And then yesterday, his assistant sent another email to add to this. And she said, "Jason would like to kindly request that the town consider encouraging or requiring the apartment buildings along the beach to hire a private service to clean and maintain the beachfront areas adjacent to their
properties. If such a service is already in place, he would appreciate knowing which company handles it and would like to connect with the apartment buildings if possible." Understood. >> I told him I would pass it on to the powers debate. >> Yeah. The beach cleaning. Typically the
multifamilies I know down in Delray do hire Universal Beach to clean behind and Universal Beach does the uh public beach. We obviously don't have a public beach. So >> yeah, I know 4001 has they clean their beach all the time. I don't know about
the other multifamilies, but I do know. >> We can look into it. Sure. >> It's only four or five more buildings. So, okay. Uh are we on the 7A uh auditor's report? Morning.
Good morning, Mr. Vice Mayor, Commissioners. My name is Daniel Anderson. I'm the audit partner with Malda Jenkins who have overall responsibility for the town's 2024 fiscal year and audit. You should have two items, I think, in front of you. One is the audited financial statements themselves. The second looks like this.
It's called our auditor's discussion and analysis. My presentation's going to focus on that and I'll try my best to identify the page numbers that I'm starting with. Um really start on page six. You know, we perform an audit to issue our opinion on the fairness of the presentation of the financial
statements. Uh we have issued an unmodified opinion which is the highest form of assurance. Yes, page six of that document. We have issued an unmodified opinion which is the highest form of assurance that we can render. Our audit was performed in accordance with generally accepted
auditing standards as well as government auditing standards to support our opinion. Ultimately, management is responsible for the financial statements themselves. Our responsibility is to express an opinion based on our audit procedures. Additionally, in the back of the
financial statement document, uh there are a few additional reports. One is a report that we refer to as the yellowbook report, which is our report of controls and compliance with respect to laws, rules, and regulations. That's a negative assurance report. So, we only identify findings of significant deficiencies or material weaknesses, if
we noted any within our audit. I'm happy to report that we did have no significant deficiencies or material weaknesses reported. Additionally, there's an independent auditor's management letter. in accordance with the testing that we perform with respect to the rules of the auditor general. Uh they they require us
to perform certain procedures during our audit process. If we identify any issues in performing those procedures, those are documented there. We have no findings or recommendations within that report as well. So happy to report that. Moving now to page seven with the required communications that we have for governance like the financial
statements. Management responsible for the accounting policies that are set and note one of the financial statements. We evaluated the accounting policies selected by management and determined them to be appropriate in accordance with the accounting standards. Moving over to page eight, the financial statements do include a few significant
estimates. The most significant estimate that your financial statements include are the depreciable lives of your capital assets as well as the oped liability that you're reporting within the financial statements as well. So, we evaluated those and determined that they were uh properly supported by adequate
supporting documentation. We did review all the financial statements disclosures to ensure they have all the required information in accordance with the accounting standards. We had no significant difficulties with management in performing any of our audit procedures. We had no audit adjustments or proposed audit adjustments where
management elected not to post that. I'll stop there. You know, I think from your perspective, one of the main things that that governance likes to hear is you have that unmodified opinion. I I think this is just as important as well because that means the information that Mark provided to us, we didn't have any
adjustments to what he did and that's not very common in governmental uh auditing that we that we performed. So I do just want to commend him for that. We had no disagreement with management over the application of any accounting policies or procedures. Moving to page nine. At the conclusion of the audit, we did obtain written
representation from management over the information provided to us. We're not aware of management's consultations with other accountants or what we refer to as opinion shopping. No significant issues discussed with management to bring to your attention and Malden and Jenkins is independent with respect to the town and
able to perform your audit. Uh moving over to page 10. While we didn't have any findings that we thought were significant deficiencies or material weaknesses, we do have two recommendations. Uh the first is in regarding to the timeliness of the year end close. Florida statutes require the
audit be completed by nine months after the fiscal year end. So that's June 30th of the subsequent fiscal year for the town. We were a few months late on that. We've already kind of talked to Mark and we're starting to work on a plan to make sure that the town is in compliance with that. It's not what we were referred to
as a material non-compliance because it didn't really impact the town as far as any intergovernmental revenues you receive or anything like that. But we do just want to recommend that we continue to work towards getting the audit completed by June 30th each year. Additionally, we perform journal entry testing as part of our audit procedures.
And we noted that for 11 of the 25 journal entries we selected for testing, there wasn't documentation of an independent review and approval. This doesn't mean that it didn't take place. It doesn't mean that the journal entry wasn't appropriate. It just means that we can't come in as a third party and verify that that approval uh took place
and the internal control was there. So recommend that we have a policy and procedure in place. I've already talked to Mark and he said he's already established that for fiscal year 2025. Starting on page 11 and through the next several pages just discusses some additional accounting pronouncements
that are coming out in future fiscal years. I'll highlight just the first one related to compensated absences because the Gazsby, the governmental accounting standards board is changing how we account for compensated absences and it's likely in reviewing how the town currently accounts for it that it might
increase that liability uh for the 2025 fiscal year. So, just want to kind of bring you aware of, you know, that's going to increase your liability, which is going to reduce the governmentwide net position. Um, so just kind of want to bring that uh to your information and you know we've already started talking
with Mark to ensure that the town's going to implement that standard appropriately. That's the conclusion of the presentation I have. We certainly appreciate the opportunity to serve as the town auditor and I'm happy to answer any questions that you have. Anybody have any questions from the
commission auditoring? >> Well, as we say every year, we're in pretty good hands because Mark was our former auditor. power control, power controller, CFO, and then we have our independent uh auditors obviously to comply with Florida law. So, we're we're in pretty good hands on both sides. Any
other questions, comments? Thank you so much. >> Thank you very much. Have a great weekend. >> Uh next we're on to item eight, uh reports. Town manager. >> Uh thank you, Vice Mayor. Um we'd like to begin with the CIP update and I would
invite uh Eric Rush um engineer with Baxter Woodman to come to the podium. Um I would first uh want to make a comment on the paving uh look ahead paving
that's going to be done probably next week. Um and uh we don't have a long list because they've done a lot of paving. Uh but uh one that we do know that they're going to address is Oleander from the school to south to
Banyan in front of the vice mayor's house. It doesn't mean because he's the vice mayor, we're doing that uh before anything else, but uh uh so that's one. And then on uh golf view,
from Gulfream Road to A1A. We're hoping that by the end of the week they will have that paid. >> That's the plan. Just have that done by the end of next week. >> Right. Um let's see. So then then I I wanted to
talk about our curbs and gutters out here in front in front of town hall and the police department. Uh we've gotten some some feedback from residents about the the tight squeeze that we have there
because of the F-urbs that are in front of the PD and and on the on the north side in front of the town hall. Um so uh I probably turn it over to Eric. because
uh those were designed to some degree because of the elevation uh u behind the curb. Uh we we do have f curbs in other places throughout the core uh where the elevation is difficult to to uh u meet
up with the valley gutter. Uh but uh there certainly are uh opportunities for us to uh change that F-curve to um >> to to a valley gutter uh which would
basically add four feet to the driving surface >> each side. Yeah. >> Two two feet on each side because with the F curves you really can't drive >> on. Uh but the the the uh asphalt the width
of the asphalt here is actually the same as it is on polo. It's just this tight squeeze uh with the curb. So uh I know Eric has said that they can go
back and look at alternatives uh that we can do. I mean I guess the simplest is to take the f-curve out and just replace it with a valley, >> right? And I know that the the concern with that and I think the original intent for the f-curve in this location
was actually because cars were cutting across the corner and we're trying to keep them in the street and they were cutting across the grass. >> They'll look at other options that could possibly meant. >> So the daughter the uh curbs have nothing to do with drainage plant. I mean they don't help the water stream,
you know. Uh is it just appearance or is it functional? >> It is functional. Uh the F curb uh and when I say F- curb it's the taller curb, the 6-in curb. um versus the valley, it'll channel the water the same. Um in a flooding situation, the valley gutter will obviously let it go to the back. Um
in the situations where we installed the F-burve throughout the town, a lot of the times it was to meet the existing landscaping. Like in certain cases, it was just grass in which case we backfilled it. But there's a lot of locations where the landscaping was built up and instead of having to harmonize and dig back into someone's
property, we said, you know what, let's just meet the property edge. And that's why to answer your question, that's why you're seeing it raise and lower. Um, it's not necessarily aesthetic beyond the purpose of protecting the landscaping. Um, as I mentioned on the on Sea Road in this situation, it was to
prevent cars from cutting that corner. Um, but there's absolutely no reason why it can't be switched to a valley gut. It'll still create a deterrent that will guide them through it because no one wants to drive on the grass and it'll give the more comfortable drive through the
corner as you meet someone with that extra four feet each. >> I I think down here it's important. It just looks so small for the passengers I talk to them. I mean it's just maybe it's illusion, I know, but >> it just people don't want to ruin their
tires so they stop um and let one car go in front of another. >> Yeah. and and they're making a a a curve so they're more likely to drive on the on the gutter. So >> So the two feet includes the valley gutter on each side. >> Yeah. >> Basically it makes it a driveable.
>> So this is like there's like sort of three problems there. One, it's the you know it's you're coming down the hill. Two, I don't think that that most of the residents because we only have the first lift on are used to like are used to driving on a valley gutter. Like they intentionally try to stay off. That's
right. Sure. >> Well, once the next layer is on, it's not going to be an issue. It's going to be flush. >> I was going to take away. >> Chief, what do you think? Because optically it's I know I think we got a letter from from Golf View of Gallream. >> Like I was there. I went down there on
Sunday and I had to I literally stopped, let a 150 come through and then went around and I don't know what the spec is to even go wired. Plus, you don't but you don't want people going too fast around there. We have so many people walking, dogs, everything. It does force uh it does force a reduction in speed,
which is positive. Um but I think working with the engineers, maybe what could be done is if we're going to make adjustments anyways, we could create the valley gutter and then put an F-burve on the side of the valley gutter. So you're widening it another couple feet and also adjusting for the vegetation,
>> right? >> In the areas where we have enough right away to do that, >> which obviously here we do. >> Absolutely. >> And and uh Mr. Rush uh did mention that as an alternative that we could, you know, put the valve gutters in and then
and put an F- curb at the back of that. >> Well, and even beyond that, if if the town's willing to to spend the money, we could literally widen the road and keep the F- curbs as well as as another option. I know that the rideway is kind of interesting in that section because the rideway actually goes straight west
and then takes a 90° straight south, right? >> But obviously the road takes a curve. So it's it'd be a you know everything in that area is owned by the town. So it's not it wouldn't be that difficult to extend the limits and and widen that. So that is that would be an additional >> Is it possible to go a bit w Trey? Is it
possible to go a bit wider the arc to six and then work with the chief on the traffic calming? I don't we don't want them going too people going too fast around here. >> No. Sure. I mean >> we only have one shot at it. We're not coming back doing it next October.
So uh I don't >> u so at the end of all this uh and before it's you know the second or after the second lift I mean they do a punch list and so uh we've identified
gosh uh Erica how many valley gutters that need to be replaced? a lot >> maybe 35% of them or 40% of them have to be replaced. And so, uh, that would be the perfect time to be able to do this
if >> if the commission would be good with doing that because then we would have the subcontractor that's working on those valley gutters here and we could just include this road when we're doing that. cost.
>> It's actually uh pretty minimal for a replacement of the curb and gutter. I don't have exact numbers, but I can I can provide those to >> Yeah. I mean, we can >> would just be the bid items within the >> Yeah, it' be removal of concrete bid. Yeah. >> Removal and replacement. It wouldn't be >> outrageous.
>> No, it wouldn't. How come the valleys on phase one, a lot of them were damaged and I thought they were going to fix it too, but they didn't. >> They will. They >> Well, I know they did, but I thought they were going to fix it while they did the cor, you know, logically because
some of them were cracking, too. I thought we >> we found a lot of flaws in our contractor's logic. >> Okay. Because they knew that they weren't working on the first phase. >> I know. I I agree with you completely. Um they they uh their own equipment is
damaging it. Uh they're running heavy machinery over concrete that isn't cured. Um they're cutting corners. But the bottom line is the the end product will be 100% good curve throughout. >> Okay.
And then uh uh we I think we'd like to just >> is there anything to vote on with regard to the the redoing the uh the curb and the valley gutters or is this a work order that's internal? >> We don't have anything right now before
us and time >> right. Oh yeah that's definitely time. Okay. >> And then yeah briefly touch on the >> stream. >> Yes. >> Yeah. So the uh you've seen the the holes in Gulfream Road um basically throughout the length of it. They were
the contractor at their own expense uh was investigating a water leak in their newly placed line. That's why you had a number of holes. They were trying to find it. They finally found it at the very end of all their excavations. They will be going back and because they
restored them temporarily, they will need to excavate that material out, put in new geogrid uh to protect it from the unsuitable material and flow will fill. Um but you will experience more closures on Gulfream Road. We don't have a schedule yet for this work, but it it'll be quick work. They'll probably just do
block by block as they do that. >> Are they going to patch the um the >> Yeah, everything Yes, exactly. So, is that a is that a full excavation by section to put the new grid down and then a new first lift? >> Yeah, I think I think they'll need to go down, I believe, 24 in. I'll have to
I'll have to look. Yeah, they got to get down to the geo grid and then put the global fill on top of that. But because they're using flow fill, the process will actually be quicker as opposed to doing back fill with with limestone where you have to take densities and and make sure compaction flow fill. They just fill it and we know it's good
material. So, >> is that starting from lake view or golf view? I think it actually goes all the way down to GW. I know. I believe it's south of middle at least. So, >> and we're not exactly sure when >> Yeah, we don't have a schedule yet for that work. >> Can we work with the schedule? Are they
so we can maybe not do it in the middle of the resident's weekend. >> Yes, exactly. Or or Halloween. Yes. >> Or Halloween. >> There you go. >> Or Christmas. >> Absolutely. Absolutely. And then uh I think the the last item
are are the connections. Yeah. A1A. >> One of the final large ticket items above ground outside of utility work is the the tie-ins at A1A at Sea Road, Banyan Lake View, and at G View. Those will require inter uh intermediate
closures at one block at a time. Uh we that work is not yet scheduled either, but just to be aware uh as you guys have been driving over it, you know that the elevation still needs work, but the grade isn't smooth yet. So that's that is upcoming. >> And one of those is C road, right?
>> Yeah. >> Okay. Um >> well, that's they're connecting the pipe crews connecting into the line. Actually, this is uh I think there's one one water line and forgive my I'm not I'm more of the upper level uh at Baxter
Woodman, but I know that the majority of that work is literally just the roadway grading work. Um I believe they have one waterline connection at at G View to tie in and that's it. So, and I believe they're maybe doing that on Monday now that I think about it. So, that should be it.
I would also like to thank the chief who um uh along with myself we mainly the chief have been working closely with the contractors in
uh not doing their uh uh but uh approving their once they do it. And so the chief has been uh out there uh
mixing that uh responsibility uh with the school uh traffic. Uh but it's it's been necessary because the contractor while they say they have an MOT maintenance of traffic plan uh the their
signage was uh not uh very well done and so we've been out there early uh helping them do that. >> I'd like to thank the chief too. He's done a much better job. Um, and you don't see all these people turning around five times,
>> right? >> So, you've done a great job. So, thank you. >> And so, and so we also uh uh I don't know how much we can rely on this, but in the early mornings, we uh work with the contractor to find out what uh streets will be open to A1A so
our uh residents and in the core can know where what roads are open. uh but sometimes those change even during the day. So that that's what makes the uhote even more difficult because they'll they'll they'll change their work
pattern and then do theote or or >> afterwards and by then it's too late. So uh so we're working with them to to give us uh proper notice before they and not allowing them to work until they have
the uh proper >> chief is on it. And that's unless there's any other questions. Could >> Can we get just an update on what's going Mr. Burns referenced >> talkinger on on this CIP or is it later on in the agenda?
>> Uh no, I mean we can uh Yeah, we can. >> Yeah. So discuss Oander and what what the plans are there? >> Go ahead. >> So um I don't know how much of a backstory uh you need. Uh right now we are at a contractual impass with the contractor. We have directed them to
proceed with work and they are refusing to do so. Um we sent an email even as late as 4:30 yesterday afternoon um confirming that they are refusing to do the work. Uh at which point we are going to work with the town to develop a uh a
strategy to where the town uh hires a contractor themselves to install a waterline bypass. the bottom. The the issue we're having is that the existing um uh asbestos cement pipe is very fragile and we're doing an excavation right next
to it to put in the drainage and that pipe is continuously breaking. That's the reason for the boil water notice. Of course, uh the contractor feels that we should be providing as the owner and the town should be providing direction to them on how to proceed. But contractually it is a contractor's
responsibility to develop their means and methods for us to assume and direct them with means and methods gives us liability to their performance which we don't take. Uh they have they have uh continuously refuse to continue work. Um so with the installation of this bypass
um that would allow them to excavate without risk of of continuously damaging the water line and they would bottom line is they'd be able to continue working. So that's the that's our latest strategy uh that was discussed even just minutes before this meeting to move forward. >> Yeah. So the bypass line's going to run
from basically uh the corner of Oleander and Banyan all the way up most most likely on the west side and it's above ground. So that way there will be no more potable water orders for those residents on the south side of uh Oleander. the
contractor can get in there and continue to do their be a little bit on Lake View. Contractor can get in there with their equipment and finish the rest of the work because of how tight the area is. So, we're kind of moving on to a plan B with a third party contractor to
actually install that line which we have a bid for um to get it moving. So, we've been talking about it probably for a couple of weeks and I think we're the staff has agreed on the commission approves it today that go ahead and move forward with that. You know, taking
matters a little bit more into our own hands to get the site conditions ready for them to get in there and work and finish up there, which is, you know, part of the project that's been dragging. So, >> and the cost of doing that will be u u
passed on to the uh contractor um who had put in a proposal to do this bypass, but it was way out of line in terms of the cost of it. So, uh we do have a third party uh uh proposal to do
it. >> Right. >> Yeah. And you've got two, you know, the roads closed down. You've got two residents that are, you know, when the construction's going on, you're not going to be able to use the road. But we'll talk to uh the Pelisons and the Deans on the west side there. Pelson's have a garage access to the back about
possibly going underneath there. Uh because the duration of the bypass line, you know, we don't know how long it's going to going to be up there, but it's going to be for >> a number of weeks. And then obviously you can't you can't cut over until the other lines are approved by the health pressure tested and and approved by the
health department. So they could they could be up for a number of months. So I think the least amount of impact is going to be on the west side. And again, the one we're going to have to work here in the next week or so on a plan for the uh garage access once the lion share of the work is completed, you know, in the
new year uh on the street. So I I've been living it along with everyone else. I I don't have any water pressure right now, but I'm not under the potable water order. My driveway's cut back, you know, five feet further than it's supposed to be from the valley gutters. So, I
already moved, you know, 100 foot ahead. So, trust me, I'm I'm in this with with everyone else on. >> Uh, Mr. Green, do you How's your water pressure? >> And Mr. Green's there, too. >> Uh, water pressure's okay. >> Okay. Your neighbor is Mr. Green, too, right? >> The new neighborhood. I haven't met him
yet. >> Okay. Well, I I've met a a great team. >> We are continuing to provide water though to those who are on >> correct >> potable. >> So, just let us know when you're out and we will have it delivered.
>> Um just for the residents, this project has just been horrendous. It was the original water lines. Remember our 100y year anniversary last year? Um these were the original water lines. So they had to be replaced and thank everybody
for their patience. It's been it's been a challenge but they had to be done. >> Oh yeah. >> So >> so just so I can understand is is this issue with the um with with roadway about liability or safety or both? So
the issue is that they've encountered what they're alleging are unfavorable conditions along Oander with a fragile waterline that is shallower than they anticipated and the conditions make it difficult for them to perform the work the way in which they had originally
designed. So we were having repeated water line breaks and that's why we had to go on a boil water. So, we stopped them working and said, "We want to understand what you're going to do to prevent future waterline breaks because we can't just go out and fix a waterline
break every day. This is unreasonable." So, what Baxter Woodman had said months before this was, "You should, if you want, you should put in a bypass line so you can operate in this area. Just heads up." So, we're now getting to the point where they're realizing that, whoops,
they should have done that, which we thought that, you know, with some planning and forethought that that would have happened. So, we've backed ourselves into a corner now where they've realized that, wow, Baxter Woman's advice was right. We really can't excavate in this area without performing damage.
And because you've stopped us and told us to develop a better plan, why don't you develop the plan for us? So when Baxter Woodman tells them this is how to do it, then they're worried about assuming the liability for saying this is the way that you do it and then something goes
wrong and then they say well you know listen back woodman told us to do it that way. Well, and even before that, in the spirit of partnering, we've suggested made numerous suggestions to them even as of two weeks ago to say you should consider trying this, consider trying this because we knew there was
options to move forward, but the contractor was saying direct us as opposed to uh taking it upon themselves. >> So, an economic issue turned into a contractual issue. >> Okay. So, right now we do have a bid that I
think the town manager wants to put in not to exceed $80,000, which is why we've sort of been reluctant to bring it forward. We were just going to have them continue to work in the area and take appropriate steps and if we had to continue on to boil water, so be it. Go
ahead and and work. But but like Mr. Rush said, they're just refusing to work at all. Uh I don't know if they wanted a change order in the exorbitant amount that's almost twice what we uh received from a third party if they were waiting on that or or what but you know they
have been working elsewhere in town so that's good. It's just isolated to this one area in on Oander between Bannon and Lake View and then up at Lake View. Um it's unfortunate u but on the plus side you know we are seeing work being done around town elsewhere. >> So this 80,000 will go back to the
contractor because he did perform the work. Correct. What we are going to do is we are going to try to backcharge that to the contractor because this is something that they should have done if you know if they felt like this was the way to do it and they were unccapable incapable of doing it the way that they
you know a different way. >> Okay. But I would my impression is back charge it. We are gonna Yes. That we we are gonna fold that into a claim at the end of the contract as part of you know we do have our >> um >> at the end >> right. Yeah.
>> We do have our retainage which is 5% of the contract. So we're going to you know argue that that is something that they should be responsible for financially. >> Yeah. This is the second circumstance that this has come about. So remember we had the the line from in front of the
drainage line in front of um Gulfream school running the sea road in which we got a third party bid and work with the contractor to come up with a reasonable uh solution that that drainage line is in. Um this one we've been tracking for
a number of days and uh you know in order to get the get this moving in that area with the series of conflicts and everything else I think this is probably the best option. So will it be the same third party that we used before then or >> we didn't ultimately use the third party contractor because the change order that
line ultimately this >> this one they ultimately did it. This one will be be the third party for the buy. >> And the third party is the one that just replaced the uh water valve at the corner of Lake View and
Gulfream Road uh that was leaking uh and uh did a very good job of it. So >> yeah, >> replace that valve in 28 minutes. >> Right. >> Now he's he's worked for us before.
>> He has. Right. Um, so we we uh so we just need a motion. Uh, any more comments? >> We have another comment. >> Yes. >> One second. >> The mic, sir. Certainly. >> And state your name for the record. >> Mark, Mark Pelson, uh, 343
3433 Gulf Stream. And so we're probably the main house affected by all this. Um really the first question is so when will we get access with this new plan to our garage? Is it are we talking weeks
or months? >> I think that would depend on the the mobilization of the contractor um from the town and then the agreement to get the our contractor back in there. Um, I wish I could give you a time frame, but I I I would hope optimistically weeks
and not >> Okay. So, but what is your uh ability to get in and out of your driveway? >> Can't >> can't now. You have four feet. You have four feet. >> But one of our other issues we spoke about Greg and I was
>> so we can't we're running out of uh gas, propane gas, because they can't get to our garage, which is where it is. So, we're almost out. Um, I spoke to FPU >> yesterday and they're like, "We're not driving down that street,
>> that road with our big trucks." >> Okay. >> They just won't do it. >> So, I'm just saying there's other issues that are >> starting to really affect us, >> Eric. I mean, we we just need to I mean, do whatever's necessary so that that
truck can get in there. I've talked to Robert and Anthony. Uh, so what what did FPU say? They just said they >> they basically said we have a 35,000 pound truck and we don't want to we don't want to go down that road. >> Yeah.
>> But I kind of understand I mean >> uh but we're running out of >> No, I know. So, uh Okay. So, >> the chief and I talked about it because I'm about out of gas, too. So, the the what FPU is going to have to do, I guess we'll have to circle back on it, is uh
they're going to have to park on Bion, which is now paved, and then they're going to have to run the line to your I know where your tank is. So, they're going to have to run the line up and over. And hopefully the uh you know, the person with the line, the driver of the truck is going to be able
to get get through there because it's a bit treacherous unless they hop the fence. >> Yeah. Yeah. Um, so because we uh like we haven't had a refill either in 90 days. >> It's kind of crazy. >> And if maybe if we can coordinate a couple residents together that need the service, we can
>> we'll assist in whatever way we need to to get that truck in there, >> right? >> Okay, great. Um, so I'm waiting to hear back from them on I guess I set them up with you guys somehow and absolutely do that. All right. All right. I that's a good suggest I would suggest that they
call either or myself or or perhaps the chief >> now because now that Banyan's done, >> it's got a lift on it. We we have we can actually do a little bit. It was some totally impossible for we had a hole in the intersection for two and a half months, right?
>> So, I totally agree. >> I mean, if they could come by town hall, it would it would be great. Okay. we could work something out with our inspectors and uh get get them access. >> Okay, great. >> That's right. So, we can perhaps do more than one
>> at the same time. >> All right, great. Appreciate it. And I I guess the last issue is not even an issue. You know, our sewer line collapsed. Uh but I I don't know if that's a it was when they were doing all the work, so we just paid our $21,000
bill on that. Um, theoretically it was on our side, so I guess it's us, but it seems like a coincidence. Um, >> send us the bill and we'll look at >> Okay. >> providing it to the contractor and seeing if we can tie that into any damage collapse on going coming out of
the grinder tank on the front of your house. >> Yeah. Between that and the house. So that's why, but I don't know if it was just the reverberations, the pounding caused the I have no idea. >> We can we can look into it. west side, right? >> Yeah. >> Okay. Yeah. >> Yeah. It's on the front.
>> So, anyway, it's been a long project. I know you're doing everything. >> We'll take a look at this. First I've heard of the uh you know, the grinder changes through the line. >> So, anyway, >> thank you. >> Thanks. Uh >> um so
>> yep that's um >> so we need to make a motion to approve this the staff and and Baxter women pursuing the design with our our third party vendor for the uh the bypass line for the cost not to exceed 80,000. >> Yes.
>> I'll make that motion. >> Second. Uh roll call please. >> Commissioner Green. Yes. >> Commissioner Canfield? Yes. >> Commissioner Orwine. Yes. Vice Mayor Stanley. >> Yes. Uh so we're on Does that conclude the CIP update or any more items we need to
discuss? >> All right. Uh next is seasonal work under town manager reports. >> Yes sir. If you remember last year, the the town um um suspended the pro prohibition of uh
landscape companies coming in on Saturday during uh the the season which starts here in a couple of weeks. Um uh because uh they were just with all of the construction traffic, they they just
couldn't manage that. And so, uh, I mean, we the staff think that that that construction, the large construction traffic is been greatly reduced, uh, from a year ago. And so, we didn't
know if you wanted to continue that or uh uh, you know, that lifting that prohibition or >> uh, what does his chief think? Uh, I think you should continue to allow it until the construction is complete.
Only because although the vast majority of the large equipment is not happening like it was last year, we're still blocking pathways on a daily basis. We're not allowing people to park on one side of the road to do certain projects
because now we have only limited pathway to get people in and out of detour. So, I think it's still affecting and all of that's happening during the week. So, I think it could help alleviate some of the problems we're seeing with traffic during the week if we did permit him to work on Saturday.
>> I received probably three calls about this in the last couple of weeks. And so, I knowing what the chief most likely would say. I advised the residents. I said, "We're sorry. We know you don't want the mowers and the leaf blowers on Saturday during the season, but um but
most likely it's it's better to have the have them out on Saturdays until probably, you know, the the spring, which is when the punch list works. >> That's fine. We just wanted to bring it up. There will be some work to re reccalibrate all the vendors and
contractors not to come on Saturdays because for you know almost two years it's ingrained with some of the routes to be on Saturday but we'll cover that in the spring. So the the other thing I'll I'll mention is that uh in doing this and uh understanding
the roads uh that are available to to leave the core the contractor uh it's not unusual for the contractor to park one of their big trucks on one of those roads and we have to go tell them to move them out because
that's the only way in. >> I I know. So anyway, so that's uh >> Okay. So we'll maintain the Saturday. >> Okay. >> Saturday work for the the vendors and and lawn personel. >> What do they like being in front of your house?
>> No. Well, you know, they park on the like like they constantly park on the streets. I thought when we started this the idea was that they weren't supposed to park on Gream, Polo, Lake View, but they're just like like it's lined up every day. And to the extent anyone is
telling them to move, they're not. They're either that's either not happening or they're not listening because the cars are there very consistent. >> It's a constant battle of of having them
move and then 10 minutes later they're there again >> and then you get them off of one street and 25 minutes later they've moved one block away to a side street. It's just they will close an entire segment of
road, for example, Banyan between, you know, Gulfream Road and A1A, and then they will park every truck that they have on Gfream Road outside of the closure. >> Yeah, >> you can't. >> It's not prohibited to park on the
street. >> So, >> for a certain size vehicle, >> there's no restrictions. And so the problem that we are constantly battling with them is the enforcement opportunity is simply a conversation.
And that's where we end up having to to leave it. And and beyond that, as you all are aware, half of them do not communicate well with those of us who speak English. So it's difficult to even try to get the point across to them to
teach them why it's important not to park that way. you have to find one or two of the other people that are on another location within the core to then get them to come and explain it and by then the truck is now gone and moved to a different location. So, it's just a constant battle
with the lack of common sense by a company that should be professional and knowledgeable enough to understand that the processes of detours and include their vehicles. And that's where there's a huge disconnect
along with all the other issues that we know about. >> And then when we get theote set up, unbeknownst to us, they'll come they'll change it and come and steal the sign that we we're not aware of.
>> We will fix one intersection. We will move two intersections down to adjust signage. And by the time we get back to the original intersection, the signage that we had there has been moved to a different location. >> It's like every hour. Is >> there anybody that we can get to
dedicate to some of this >> through through our meeting >> February? Because the beginning of the season, I mean, we're in the shoulder season right now. Then we're heading into Thanksgiving, Christmas, and January. Is there any way we can we're going to continue to work, including with the punch list items. Can we
possibly look into and I know we don't have the police have a lot more authority than a staff member or a a or a third party but can can we look into >> I mean there are maintenance of traffic >> companies >> can we look into some
>> that a little bit of manpower to get through this season if that's even feasible >> whether or not they listened to us at the contractor meeting just Wednesday we asked them to make a dedicated person And I know the chief and the police are
there, but the the overall the the residents would probably be more comfortable if somebody was out there. I don't know if if the person or the vendor will be bilingual or not trying to move this along a little bit.
Um, you know, it's it's been it's been coming up routinely. Yes. Um, and it's only so much the the uh police can do. They also have other other duties, but this is pulling everybody in. We know. I mean the the the maintenance of traffic is the contractor's responsibility but I
mean there are companies right >> but he's not doing it so >> yes so we did discuss >> we have to do something to help our residents >> we did discuss at our most recent meeting that there was the opportunity potentially for the town to hire a separate contractor to address the
issues and then bill that back as well to the contractor at the end. Uh and at that meeting they assured us that they would begin communicating with us and have a designated point of contact within roadway that was theirot person.
And as of this morning I did have that dedicated contact. Um and when we saw the deficiencies in the two signage issues um they jumped on it immediately and assured me that it would be resolved. However um that's one day. So
I mean we you know I think before we make a decision to look alternatively >> not that anything else has been truthful but we can at least evaluate the process and see because even if we hire a third party to come in and provide the service
if the communication is not happening from the contractor to the third party theote is going to be trash anyways. >> Well well can you all get together on this maybe for the next commission meeting before we hit the height of the season? I don't know whether it involves a third party person. I don't know if it
involves us authorizing an additional officer on certain days which falls under your purview even though there might be possibly overtime issues and see what you can possibly come up with. >> You know really it's January and January, February and probably a couple
weeks in March and see what we can come up with on this whether we do it or it's a third party or whether it's through PD >> because I mean you only have so many officers on ship. I understand that. >> I think though since the chief has gotten more involved lately, it's a little bit better. I mean,
>> nothing was being looked after. >> Well, so anyway, I agree. >> Okay. Any other questions on this matter? Mot. >> So, Mr. Vice Mayor, uh I do our um Mark
is uh >> ready to give an update on our loan and our u situation with respect to that if you would like to hear from him. >> Sure. Let's go ahead while we're on it. Thanks, Mark. Go ahead.
Well, I updated uh some of the numbers for the you know, we got the 24 audit done, so we had the finalized numbers and then I estimated the reserves for up to 9:30 2025. And even even with the the estimated of
any future projects, um I even added in a a $1.5 million contingency with any type of change orders or changes in what estimates are in any future projects and keeping the uh the reserve balance at $4
million. It's currently estimated that the the loan would require to keep that four million is somewhere between 2.5 million and 3 million which is quite a bit less than the 7 million that we can borrow
against which would be an annual payment of anywhere between 250,000 and 300,000 for debt service >> which is significantly lower than when we started with the million dollar uh estimate. So, so the the amounts that
the h the town's still healthy with with reserves as respect to the to the audit and then it looks like that the amount that would be barred is quite a bit lower than what we originally estimated, you know, a year and a half, two years ago.
>> And what where are we on the flow? Where are we on the where will we be on the cash flow with regard to the Boon connection? we know kind of when that was where we are on that. >> We still have another 12 to 18 months before that next payment
would need to be made. And I think it's it's under a million dollars, maybe 750, but it's going to be the actual cost. The reason why it's taking so long is they're incorporating into a current project that's being operated jointly between Delray and Boon. So, we're
utilizing that opportunity for some cost savings um because they're already working in that area. Um but the so the final cost is to be determined, but I think we were looking at a million and a half and I think we've already paid the the first 750.
>> Yeah, just so everybody knows the uh the capital projects with regard to the loan to to assist the town are going to be the uh obviously finishing the CIP uh and the core. This project we've been talking about all morning, the Boon Beach connection, which is to uh connect
the feed from Boon on the line down bel to our water pipe coming across here to switch over from Delray to Boon. And then obviously we've got uh some work in Pla Sole for resurfacing and other road work there which is on the schedule. So there's more capital projects than obviously just the one in the core.
We're all we're all dealing with those that live here. Um, any other comments on that? >> Um, okay. Thank you. Uh, next on the, uh, agenda is, uh, I think roof tiles.
>> Yes, sir. Most important thing in town. We got got to talk about roof tiles. In all seriousness, um, you know, the architectural styles here in Gulfream are uh, extremely important. They're laid out in the code. Specifically, Gulfream Bermuda and and um Spanish
Mediterranean Revival have specific u guidelines for a number of different things including roof tiles. So, the Gulfream Bermuda architectural style uh requires flat white through and through smooth uncoded to be approved by staff. If it's any variation from that,
it does require even just for roof tile review through the town commission and ARPB. Uh we've been informed by a few roofing companies that the manufacturer of the flat white through and through smooth uncoated tiles discontinued their
that style in about 2022. Uh so assuming there is no way for the required tile to be obtained and used, we're looking for alternatives that are acceptable considering the current language in the code that's outlined in the memo that requires these tiles be quote uncoded
and also that a gray slate or similar slate like color uh be acceptable in certain conditions. So the chairman of the ARPB, Mr. Alliance is aware of this issue as we do have uh you know this this came up because we had a Gulfream
Bermuda in place also seeking approval uh for a tile and we told them what they needed and they said that they they could not um they could not actually meet the requirements. Um, so we're looking at um
whether or not we should maybe allow coated or if we would allow some flexibility with the gray slate. Um, Pauline spoke to a roofer and said that the color coat is what it's called is more resistant to mold than unccoated, but I guess maybe there is an aesthetic
difference. So I do actually have some roof tiles that we've been provided with. This one is actually the one that meets the current guidelines that was provided by Paul Lion. So that's sort of your code compliant tile.
This is the coded that you can see is shiny, a little bit different, but does have that the white aesthetic. And I'll refer you in the memo. The last two pages actually have a picture of a roof that the chief provided me with with um
playing with his his drone. Yeah, it was my understanding when we we ran into this a number of years ago that the u there's a slight difference in shape. We call this a slurry coating in the old days when this product first came out, but there was a difference in
the shape and obviously the the texture and the color. >> So, you can see that I mean the it is the exact same tile as sort of what we've been approving. This these are two of the same modeled white blend that is
on the house at the on the last photo. So, this shows you that, you know, there there's differences and it does look I mean it's not a checkerboard, but there are variations when when you look at the roof that do make it darker. Um, so these are
>> You're saying they don't make this anymore. It's not available. >> Correct. Right. >> And that's available. >> Yes. >> And these are available. >> Yes. >> How come these are available? Who knows? Is that true? >> Yeah, that's we've looked into I think >> I've called at least a dozen roofing
companies and they all say the same thing. What is available is what is still in stock. So, they're saving that for repairs instead of whole roofs. >> Oh, got it. Okay. >> And she actually talked to someone and they said, "Of course, this is available. No problem." And she said, "Great. Can I have a sample?" And they
pulled their sample and they said, "Oh, wait, actually, no. It has been discontinued." So that's where that information came from. So I guess the question is, you know, for the purpose of adjusting the code, is this acceptable because it keeps with that white aesthetic or do we not like the
shiny and would we prefer something like this? And I'm happy to because it's already been teed up before the ARPB get their opinion on it and see if they have any suggestion before bringing forward a code change. Well, we're running into an issue where I mean I I don't know what
the numbers are, but there's not a lot of white roofs coming through anymore. >> This is true. >> So, you can conceivably and you can you change your roof out every 20 years now or uh you can conceivably have a town
with Bermuda architecture with no white roofs, which is something that's you know that residents don't want to clean them. You get a code enforcement notice. you got to pressure clean, you got to do this and that where the others don't. So, it's all it's trending that way when there should be some balance.
>> Um, which also affects this type of product which is a little better. >> I think it probably should go back to the ARPV. >> I mean, I think it's up to them to give what they think. Um, what do you think? >> I think this product is on one of the
one of the club buildings. I don't recall which one. >> That one. >> Yes. I mean, yeah. >> To keep a white option, I think we should. >> Yeah, I agree. Oh, yeah. I mean, I think we should give them the option of having a white. >> I mean, selfishly, in a couple years,
I'm going to need a white roof. So, >> and you want it white. >> I can't imagine any other color on our house. So, >> so we should we provide any direction to the ARPB? So, I can just mention that you you did find that the the coat the
the coated tile was acceptable and it does keep with the aesthetic that we're looking for with the white roofs and >> want to encourage some more white roofs, you know, on these projects and replacements. >> Are these better coated than they used to be? Because I think the concern was
they kind of pit it or something though. >> Yeah. So, Mr. lines, I guess, because I had talked to him about this. Like I said, we've got an is, you know, this is before the ARPB for uh for next week actually. So, we were talking about this issue and he reached out to his roofer because I said
one of the claims that someone had made was when you clean your roof, this coating chips off or something. He said, "No, it doesn't and it actually resists mold more." So, um you know, we'll look into this a little bit more just to confirm that. But >> I think that was the biggest concern a
few years ago is it wasn't probably as well made >> or wasn't as resistant to chipping. >> Well, we've had to adapt a number of things including roof tile. You know, better products come out. You got to
adapt within the code. Uh does that conclude that item? >> That's it. Thank you very much. >> Thank you. Uh next uh you see the architectural review board meetings 20th uh December 18th January 22nd February 26 uh finance director uh October 2025
report uh yes sir this represents uh one month uh and as you know or should uh realize down here we have two resolutions that we normally have in November amending
our budget uh and Those will be uh discussed by by Mark, but I would ask you to accept the one month report. >> Thank you. Uh police chief report. >> I would ask that you accept the report. There's nothing unusual, no anomalies or
anything that should be brought up. If you have any questions, I'll be more than happy to uh answer them. >> Any questions for the chief? Uh we're on to item nine, items for commission action. Uh, Baxter Woodman, amendment number five, Trey.
>> Uh, thank you, sir. We have Eric here from Baxter Woodman to present this item. >> So, I believe you were provided with two proposals. Um, the first one uh with a value of 123,000 was developed based on the current approved contract duration
of the work on Gulfream in the core area. uh that includes uh two full-time two full-time inspectors starting from the beginning of November through the end of December and then we drop down to one inspector to cover the final uh close out of the project. Um the other
proposal uh is based on the contractor's uh suggested schedule per se uh which is a lot more conservative in his favor that runs the schedule out until the middle of April. So the difference there is uh is based on that extension of duration and the need for that
accordingly. Now that schedule is is uh fiction right now considered fiction just because it has not been approved. Uh those dates are the contractor's assumptions. Uh as I mentioned the only date that is important to us right now is uh February 28th is their current
approved contract completion date. So um as I mentioned the the amount is to cover inspection staff plus the uh supporting roles myself uh project manager and any design support meetings etc. >> Uh Trey, you got a synopsis again on on
the review on number five the two number fives of >> Sure. So the April date I have a comment but go ahead. So the first one covers the current approved contract schedule which has a final completion date of February 26. Uh the other one uh covers the contractor's current project
schedule where final completion is shown as April. Um so the costs outlined in there are not to exceed and um the the uh fictitious uh timeline is that would the April date would also
include the punch list work. That's correct. What's been Yes. discussed >> that would be us walking off. Yes. Uh any comments or questions from the commission about the two options? >> Sounds like the later options. >> Yeah. Yeah.
>> Any more comments from staff? >> No, sir. >> Other than the later option. Yeah, I think the later option is probably where we're going to land. We need a motion. >> All right. So, we'll need an option to approve amendment number five and a total of $215,272,
which takes us through April of 26. >> I have a motion for uh the contract running through April 2026 for Baxter Woodman as presented. >> I'll make the motion to approve. >> Second. Uh roll call, please. >> Commissioner Grant, >> yes.
>> Commissioner Campfield, yes. >> Commissioner Orwin, yes. >> Vice Mayor Stanley, >> yes. Uh next we are on engagement agreement uh for uh Hawkland. >> Thank you Mr. Vice Mayor. Um moving back
from roof tiles to more of the CIP. So the town's engineer has rejected some proposed change orders submitted by the contractor and per the terms of the contract, the contractor had a limited amount of time to file suit to challenge that determination. So they did file a lawsuit against the town to preserve
their rights. Uh we are recommending uh enga the engagement agreement with Johnson and SOMO. Jeff Hawkman is the one who would be handling this matter. We've worked with him on significant matters in the past. Not only uh in public records matters, but he also
would serve as the town's council uh through our insurance carrier. So when we had insurance claims, we use Johnson and Soma as well. uh this engagement agreement brings him on for the defense of this lawsuit from Roadway as we do not have a continuing contract with his firm. So whenever we engage him in a
matter we typically execute an engagement agreement for that specific uh litigation. So this would be to cover that uh lawsuit. >> Right. The rates uh 450 an hour for partners, 300 for associates, 175 for parillegals and we have a retainer of
15,000 that's due if we accept it. Correct. uh he has waved the the $15,000 retainer, but yes, those rates are are accurate and very competitive in in the uh in the area. Uh given the fact that, you know, it is municipal work, typically do you are provided somewhat
of a discount. >> Comments or questions? >> No, he's good. We've used him before. >> Correct. >> Um so I would recommend we um go forward with this the motion to go forward with hiring him. That's a motion. Uh, can I get a second to approve the engagement
letter? >> Second. >> Uh, roll call, please. >> Commissioner Grant, >> yes. >> Commissioner Campfield, yes. >> Commissioner Earthline, >> yes. Vice Mayor Stanley, >> yes. Uh, and we have another engagement agreement. This is uh now Bolton Minor for the service.
>> Yes. Uh, these are for the services of of Mark. Um, and uh, as you know, uh, he's been training Jessica to take over the, uh, uh, many of the, uh, roles that he plays here,
um, for the town of Gfream. And, uh, I think that's, uh, we're having some success in terms of moving a lot of those responsibilities from Mark to uh, to Jessica. Uh Mark, can you uh give us
your opinion on how that's going? >> Yeah, we're we're uh going through the process of training her to get through the the journal entries, the monthlies, you know, the day-to-day >> where where we're moving my role uh hopefully in the near future back to to
doing review and and then ma mainly just uh keeping the the town records up to date on the Gazsby standards and and having continuing having clean audits. >> Yeah. preparing for the audits. >> Correct. >> And and actually Jessica's uh uh up to
speed on doing the trim uh truth and millillage. >> Yeah, we went through that with with the last process. So she'll be moving forward with that and uh for next year >> and so the the hopefully in the near future we'll we'll uh a lot of those
responsibilities will be moved in house. >> I think a lot of them by the end of this year. >> Great. So, we're just going to renew the standard contract for one more year with fuel. >> Yes. >> Uh, any other comments or questions? >> Uh, we get a motion to approve the contract as presented.
>> I'll make a motion to approve the contract as presented. >> Second. Uh, roll call, please. >> Commissioner Grant, >> yes. >> Commissioner Canfield, yes. >> Commissioner Orwine, yes. >> Vice Mayor Stanley, >> yes. Uh, next item, Annual Australian Pines Maintenance. >> Uh, yes. Uh um not sure if you you guys
remember the name of this company but uh they do our annual maintenance of the Australian Pines. This is their proposal for this year. Uh it includes uh pruning and uh tree removal uh where necessary
and and other tree and shrub work uh that uh maybe is in conflict with our australian pines. So, this isn't necessarily uh driving down A1A with the uh our
uh uh assistant chief Hley and looking at the uh u limbs and branches that are hanging down too far from all of the trees. This is simply for the Australian pines
and uh and we do have the money budgeted for this. Yeah, it's essential to maintain the fines. Yes, sir. Pursuant to our can state law, we do it every year. So, can I have a motion to approve the uh the contract as presented? >> I'll make a motion to approve the
contract as submitted. >> Second. Uh, roll call, please. >> Commissioner Green, >> yes. >> Commissioner Canfield, yes. >> Commissioner Orwine, yes. Vice Mayor Stanley, >> yes. Uh, next item is proposed changes for the employee handbook. Good morning, commission.
I have uh been through the handbook as a result of some of the changes relating to um the approval of the current year's budget as well as the um step >> step plan and also the uh negotiations
that typically had gone into effect with the PDA previously. Um, and some of the things that were contained within the handbook needed to be adjusted and there were some things that needed to be added and/or removed. You will see all of those edits um in highlighted uh form in
yellow. If you have any questions, I'd be more than happy to answer those. There is one specific issue that I need to bring to the commission's attention and kind of ask for guidance on. As we were going through um this handbook, we noticed that there was some reference uh
to the retirement associated benefits that there was a separate manual that was referenced, but we did not know what manual that was. Um, so we started trying to locate that and ultimately we were able to find a copy of it from our
current uh retirement vendor and we noticed that some of the things that we had adjusted in the budget this year, specifically uh the retirement benefit for law enforcement who works overtime being part of the retirement
calculation is actually in conflict with the rules associated with our retirement plan. And the only reason it's in conflict is because when the plan was initially instituted, the box was checked that we would not compensate versus that we would. It's literally
just a checkbox difference. So, I would ask that we not move forward with approval of the handbook at this time, but I wanted some guidance from you all on whether you wanted me to communicate with the retirement company to find out whether that checkbox can simply be
edited or whether there is a more complicated process that we may not want to um encounter. We do have to follow those rules because the IRS obviously is who establishes >> what's the plan year
>> our fiscal year. >> Yeah, I think that that's how it will operate. Yes. So >> we're locked in for >> I believe it's January through December. >> Okay. >> I believe >> so the uh so we're just have to amend.
So you are you're proposing that obviously the uh compensation does include the >> correct and we part of your plan >> and we did budget for that in this current year and that budget was approved but we didn't realize there was going to be a conflict until we got that
supplement plan needed. So can we just >> we probably have to approve something and we get something on the agenda to amend the plan. They don't the retirement vendors don't move very fast. So it may not happen till we have to push it if we've got to approve a plan.
So I think we have to do it at the commission level. >> Sure. Well, I think that the chief was concerned that this wasn't necessarily something that was mentioned before. You know, we now have some new information so we can bring this back as a an amendment to the to the handbook. Um you
know, >> and the plan and the plan. Yeah. For for approval. >> Yeah. So don't really require any action at this point. I just wanted to obviously make you aware of it and also provide you with a copy of the handbook with the highlights so that when it was
discussed in the future, you would have potentially material to ask questions about. >> Thank you. >> And the new one that's in front of you is the correct one because I failed to note that it was double-sided. So you only got single-sided in your agenda packets. >> Okay.
>> So the new one in front of you is the correct one. Uh okay. Next on the agenda is uh resolution 25-18. >> Mark, can you just explain what that these are two resolutions to
>> and resolution 2519? That's a >> different the there the first resolutions for the general fund and it's just uh certain budgeted items just kind of moving money around that the entire budget wasn't increased or decreased. It's still the same. It's it's it's just between departments
moving some funds around. And then the the second uh uh resolution is just to establish the budget for the debt service fund that was essentially created when we when we initially got the the first draw on the on the the
bank loan since we had to draw to get the to get the uh right the credit to 50,000. So just establishing a a budget for that fund. Okay, Renee. >> Resolution 2518, a resolution of the
town commission of the town of Gulfream, Florida, providing for the appropriation of budget revenues and expenditures in the general fund for the fiscal year ending September 30th, 2025, providing an effective date of today, November 14th, 2025. >> A motion to approve. >> I'll move to approve resolution 2018.
>> Second. Roll call, please. >> Commissioner Green, >> yes. >> Commissioner Canfield, yes. >> Commissioner Orwin, >> yes. >> Vice Mayor Stanley, >> yes. Uh next is uh resolution 2519. >> A resolution of the town commission of the town of Gulfream, Florida, providing further appropriations of budget revenues and expenditures in the debt
service fund for the fiscal year ending September 30th, 2025, providing an effective date of today, November 14th, 2025. >> Motion. >> Motion to approve resolution 259. >> Second. Uh roll call, please. >> Commissioner Green, >> yes. >> Commissioner Canfield, yes. >> Commissioner Orwin, >> yes.
>> Vice Mayor Stanley, >> yes. Uh that concludes the agenda. Any other comments? >> Uh, that town staff. >> U Mr. Vice Mayor, I would like to introduce uh our newest uh employee. Uh Robert, could you just stand up for us?
His name is Robert Pollen. Uh he's our new water maintenance supervisor. Uh we stole him uh once again from Lake Clark Shores. Uh he was actually the supervisor of the the last person that was here for a short period of time. So,
we're very happy to have him. Uh, we've kind of thrown he's he starts officially on December 1st, but he's been coming in for a couple hours each day. I believe he's here all day today getting to know uh our GI our walking GIS person uh
Wayne in terms of where all of our facilities are located. So, he's spending uh some time uh in the office and with Wayne, but he he starts on December 1st. We're lucky to have him. >> Great. We're happy to have you. We've got a lot going on as you can see.
>> Oh, we we've taken him out there. So, uh he's already had some comments about it, but anyway. >> Great. Well, welcome to the team. >> Thank you. >> Welcome. Happy to have you. >> Uh any other comments? >> That's all. >> Uh meetings adjourned. Thanks everybody.