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Minutes 03-02-00PRESENT MINUTES OF THE AGENDA PREVIEW CONFERENCE HELD IN CONFERENCE ROOM "B"~ CITY HALL, BOYNTON BEACH, FLOR.TDA ON THURSDAY, MARCH 2, 2000 AT 4:30 P.M. Gerald Broening, Mayor Nellie Denahan, Commissioner William Sherman, Mayor Pro Tem Ron Weiland, Commissioner CALL TO ORDER Wilfred Hawkins, Interim City Manager Dale Sugerman, Assistant City Manager James Cherof, City Attorney Sue Kruse, City Clerk Mr. Hawkins called the 'meeting to order and brought attention to additional backup information distributed. He then reviewed the items up to the following: IV. B.3. EXTEND THE ANNUAL CONTRACT FOR LANDSCAPE MAINTENANCE After discussion, it was agreed that additional backup on the bid specifications would be submitted by John Wildner, Parks Director. IV-B,4, APPROVE THE MOTOROLA SERV]:CE AGREEMENT FOR THE MAINTENANCE OF THE RADIO SYSTEM Mr. Hawkins removed this from the agenda, advising that additional work was being done. IV-B.6. AWARD BID FOR CUSTODIAL SERVICES FOR CITY FACTLTTIES Tt was agreed the original "shorter" memo would be included. Two Commissioners questioned a presentation taking place based on previous discussion. Mr. Sugerman advised that he will be prepared to make a presentation, but does not believe there will be any presentation from the staff. Commissioner Weiland expressed concern about the status for the present employees and their need for job security. Mr. Hawkins informed him that this is being discussed with the union and explained the opportunities the employees will be given. Mr. Sugerman clarified that job security was not being offered to any employee. Commissioner Weiland agreed they must adapt and produce, but questioned if this was the first phase of phasing this out regardless of employees doing their jobs. Mr. Hawkins replied that this is a pilot project and will be evaluated. Mr. Sugerman added that an inherent decision will be made in about twelve months and if the employees don't perform, they will be at risk of losing l~heir jobs. Mr. Cherof suggested moving this item under NEW BUSTNESS. Commissioner Denahan requested a presentation to be made and Mr. Sugerman agreed to provide additional written information. Commissioner Weiland referred to a pilot project working great and employees doing okay, but he could see a clear path of going completely to an outside company. He asked if these employees would be offered jobs elsewhere in the city. Mr. Sugerman advised that they do have full and complete protection under their collective bargaining agreement and there are provisions for layoffs which would be followed. Mr. Cherof added that if it is headed that way, it would be addressed under the budget process. MEETZNG MZNUTES AGENDA PREVTEW CONFERENCE BOYNTON BEACH, FLORZDA MARCH 2, 2000 ZV.C.1. PROPOSED RESOLUTZON approving the $:t million tri-party Tnterlocal Agreement between Palm Beach County~ Boynton Cultural Centre, Tnc. and the City of Boynton Beach for funding the capital improvements and exhibits for the :L913 Schoolhouse Museum There was some question about the reimbursement provision and Mrs. Virginia Farace, Library Director, explained about negotiations having taken place, but the city has not spent any funds and it is necessary to enter this rtl-party agreement because the city owns the building. ZV.C.2. PROPOSED RESOLUTTON approving the application for a grant from the Florida Znland Navigation District (FZND) in an amount up to $25,000 for maintenance dredging of an existing channel from Boat Club Park to the Boynton Znlet Hr. John Wildner, Parks Director, explained that we previously had an interlocal agreement with Palm Beach County to do this work and now, both the county and city are applying for a reimbursable grant. 'rv.c.4, PROPOSED RESOLUTZON approving the appointment of Mary Lynne Ramsey as Legal Secretary Commissioner Denahan requested that whenever new people are appointed, the person's resume is included with the contract forwarded to the City Commission. ZV.C.5. PROPOSED RESOLUTTON approving the appointment of Wayne Segal This title was corrected to read: "Director of Media & Public Communication" in place of "Information Technology Services (1TS) Director". IV.C.7, PROPOSED RESOLUTZON approval of City Manager's Contract. Mr. Cherof advised this would be available either Friday or Monday. Mr. Sugerman suggested rewording this title. 'rV, F, APPROVE PURCHASE OF SLTD1'NG DOUBLE GATE SYSTEM FOR EAST WATER TREATMENT PLANT Mrs. Kruse advised that "sole source" was removed from the agenda item and memo. ZV.G. APPROVE CONTRACT W'rTH v'rLA & SON LANDSCAp'rNG CORPORATZON IVlr. Wildner explained this would take care of the circles and will be extended. 2 HEEl-LNG MZNUTES AGENDA PREVt'EW CONFERENCE BOYNTON BEACH~ FLOI~DA MARCH 2, 2000 ED CONS/DER SETrING ASIDE $16,500 IN FISCAL YEAR 2000-2001 and $16,500 :IN FISCAL YEAR 2001-2002 TO SUPPORT THE ON CAMPUS INTERVENTION PROGRAM AT CONGRESS MTDDLE SCHOOL Mr. Hawkins explained how this was a multi-year expense and Mrs. Farace explained further how the Education Advisory Board had taken this on as a main project for the past few years and has been actively involved. Commissioner Weiland referred to making sure the source of funding was proper and the city wasn't committed and Mr. Sugerman advised that this action by the Commission, if approved, would only instruct the Finance Department to include these amounts in the budget, but would have to be approved when considering the budget. XI.D.1. Charge for Boynton Beach Fire Rescue Department resources when requested by another municipality. Commissioner Denahan questioned how these communities were charged in the past and Deputy Chief Gale informed her that EMS has a contract, but they were not charged for fire assistance. PREV'ZOUS MEETING Ac'rzON I'TEMS Mr. Hawkins distributed the attached report giving an update from last week's Public Audience period and advised that everyone was adequately responded to. ADDTI'ZONAL AGENDA i'TEMS Mayor Broening requested the Marina Issue to be added under Unfinished Business. He referred to the lawsuits and it being necessary to settle the parking problem. He suggested this be added for discussion purposes only and requested that the attached be read prior to Tuesday night. Commissioner Weiland requested a discussion and possible voting to pass a resolution to increase the stormwater runoff fee from $1.00 to $3.50 per household or per business. He read the rates other cities charge and advised that $1.00 gets us approximately $550,000 per year. He thinks this needs to be discussed on Tuesday night. Mr. Sugerman told about a study being done with a final draft being delivered during March and advised that he thought a discussion was premature. Mayor Broening and Commissioner Denahan supported having this discussion. Commissioner Denahan requested copies of the January meetings and the draft study just returned. Commissioner Weiland stated that he wanted to update the minimum landscape requirements for construction. He told about the*Grace Fellowship Church having a beautiful building, but the trees and landscaping being half dead. After discussion, Mr. Hawkins agreed that the landscape requirements should be reviewed and that Mr. Greene would forward copies of the plan to the Commissioners. Property referenced is across the street from the church. 3 MEET'LNG M'rNUTES AGENDA PREVI'EW CONFERENCE BOYNTON BEACH, FLOR.~DA MARCH 2, 2000 Mayor Broening announced that he wanted an item under New Business, which has to do with Wilfred Hawkins. He distributed the attached document with the situation and recommendation outlined. AD.1OURNMENT There being no further business, the meeting properly adjourned at 5:50 p.m. C:[TY OF BOYNTON BEACH A~E~ Mayor Pro Tem Commissioner 4 ~o Marina Project Strategy Situation: Three lawsuits, two by Bill Skaggs, owner of Two Georges Restaurant, and one by Edward Gareia, Marketplace Marina owner, have caused uncertainty and confusion about the status of the marina projeeL While work on the seawall is essentially complete, there is little visible evidence of construction on the commercial first phase of the' project. Current completion timetables are unlikely to be met unless there is resolution of the lawsuits. Incentives to the developer are contingent upon substantial completion at agreed-upon deadlines. Discussion: The current agreement with the Marina developer relieves him of any~ responsibility for providing parking for nearby businesses. " " the Two Georges Restaurant and nearby marine-related businesses are and have been non- ¢onfonx~ing regarding parking. These businesses have used Garcia's property and Casa Loma Blvd. for their parking in the past. The City several times has expressed its interest in supporting those pre-existing busi nesses, primarily through the eventual provision of nearby municipal parkin . The specific long-term remedy tbr the main'a/downtown parking issue is contingent on the results of a comprehensive parking plan recently submitted to the City by its traffic consultant. This parking plan provides the basis for resolving both marina and downtown parking issues now and for the future. The two lawsuits filed by Two Georges address the owner's concerns on three issues' parking, access to his 30-feet-wide property between Casa Loma Blvd.(a city right-of-way) and the canal to the south when the street is raised 24 inches, and disruption to business during marina construction, A writ of mandamus filed by the developer against thc City in reaction to the Two Georges lawsuits insists that Two Georges be held to current zoning and code regulations. All legal issues likely will need to be mediated before going to tr/al. This process could take many months, even years, to resolve. Resolution of Issues: 1. As previously stated,yanswer to long-term parking requirements in the Marina/Downtown area are contained in the City's parking study. The study recommends a parking facility east of Federal Highway. Property owned by Two Georges owner Bill Skaggs is within two blocks of thc Marina and the Downtown Business District. This property could be the location of the needed parking facility. Other locations nearby could be available for this pttrpose, as well. Action: The City should announce immediately that it is committing $1 million toward the design and construction of a parking facility to accommodate Marina/Downtown parking. Bill Skaggs should be encouraged to drop his laws'uits and participate as a panner with the City in this effort. Short-term solutions to his immediate parking problem should also be expedited. 2. Access to the 30 feet strip of property owned by Two Georges should be ~d by the City. (Current plans for Casa Loma Blvd. include access/egress ramps to be constructed at the expense of the developer at each end of the strip.) Additionally, diagonal parking should be permitted on this strip to accommodate dive boat, charter and fishing operations now there. Action: The City will develop a plan in conjunction with Two George~o permit required access and parking on the 30-feet strip. Such plans should include elimination/relocation of vehicles and equipment currently occupying this area. 3. Disruption during the construction of the Marina is inevitable, but ~.~ ~:~ . minimiz~/~- ;,,,~--~" -~ x~ .... r.,a:~.,c, . ..e ...... ,~,,~u. Casa Loma Blvd. will be completely tom up to bvild new required utilities, including stormwater collection. However, the developer is required to construct a temporary road to accommodate present traffic on Casa Loma Blvd. Action: The developer should be encouraged to provide as much off-road parking as possible without impacting construction or safety. Two Georges should consider valet parking, not only as a short-term solution to present parking problems, but as a long-term service to patrons. Dive boat, fishing and charter businesses should consider a 4. similar service, such as golf cart shuttles, for its patrons in the interim and as a long-term service. The City should facilitate oil-site temporary parking. Conclusion: There appear to be no tmresolvable issues concerning the Marina, if all parties are willing to address them in a practical, business- like way. The City is willing to commit significant funds to resolve the long-te~m parking problem for existing businesses, to provide incentives to the developer to meet construction deadlines and to provide appropriate variances to existing businesses to assure their continued operations. The City in return expects all parties to act in good faith and to seek creative short-term solutions for problems. WILFRED HAWKINS Situation: Wilfred Hawkins has served as interim city manager of Boynton Beach for more than a year. During this period, he has continued to serve as the City's Director of Administrative Services, as well. When the new city manager takes over in about a month, Mr. Hawkins will return to his former subordinate position. Discussion: Wilfred Hawkins has demonstrated unusual competency and leadership in carrying out his temporary responsibilities. He has shown extraordinary loyalty and professional maturity during an uncertain and trying period. It is important that Wilfred Hawkins not only be retained as a valUable city resource, but that he be given additional responsibility commensurate with his demonstrated abilities and leadership qualities. Recommendation: The City Commission should enact a resolution to recommend that Wilfred Hawkins be promoted to the position of Assistant City Manager and be paid an equivalent amount. The Commission should also endorse retrOactive pay for Wilfred Hawkins equal to the difference between what he now earns and that conferred by the Assistant City Manager position. He should be accorded all perquisites and considerations presently available to an assistant city manager. The City should also reimburse Mr. Hawkins for any costs expended to attain a Bachelor's degree.