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Minutes 11-09-98MTNUTES OF THE 3OTNT CZTY COMMTSSTON/CHAMBER OF COMMERCE WORKSHOP MEETZNG HELD TN COMMZSSZON CHAMBERS, LZBRARY PROGRAM ROOM, BOYNTON BEACH, FLOR/DA, ON MONDAY~ NOVEMBER 9~ 1998 AT 7:00 P.M. PRESENT Gerald "Jerry" Taylor, Mayor Shirley _laskiewicz, Vice Mayor Henderson Tillman, Mayor Pro Tern*** 3amie Titcomb, Commissioner Nellie Denahan, Commissioner Chamber of Commerce Kathy Shabotynskyj Mike Bottcher Ginny Foot Bill Martin John Spanneth Klm Beaumont Rick Leonard Don Fenton** Jack Frew Ron Groen ~loann Groen Art Rowe Stormet Norem Virginia Farace Kerry Willis, City Manager Dale Sugerman, Asst. City Manager Wilfred Hawkins, Mgr., Support Svcs. Sue Kruse, City Clerk Others Dagmar Brahs Larry Finkelstein 11 TNTRODUC1/ONS & OPENTNG REMARKS Mayor Taylor called the meeting to order at 7:04 p.m., and announced that Mayor Pro Tem Tillman would not be present because of illness (allergic reaction). He also announced that Wilfred Hawkins would facilitate the meeting. Mr. Hawkins requested that everyone present introduce himself/herself. With the introductions completed, there was agreement of the group that the meeting would not exceed 8:30 p.m. 2. AGENDA ADDTTTONS~ DELETTONSf CORRECTTONR Ms. Shabotynskyj requested an opportunity to present an opening comment. Consensus There was consensus of the group to accept the agenda with the addition of Ms. Shabotynskyj's opening comment. A. Opening Comment - Kathy Shabotvnskv_j Ms. Shabotynskyj thanked Mayor Taylor, City Manager Willis and Police Chief Gage for supporting the Chamber's Celebrity Bartender Night that was held on October 21, 1998. The I *Larry Finkelstein should be listed as a Chamber member **Don Fenton should read Don Finton *~*Henderson Tillman was not present MEETING MINUTES 3OINT CTTY COMMtSSTON/CHAMBER OF COMMERCE WORKSHOP BOYNTON BEACH, FLORIDA NOVEMBER 9, 1998 Chamber raised $2,000 that will be used to offset the cost of a joint program for Boynton's Youth Leadership Program. 3. VISIONS 20/20 Overlay Zones & Transitional Use Corridors and Incentives for Existing Nonconforming Properties Mr. Hawkins confirmed that this issue was discussed at the last workshop meeting. The City is in the process of hiring technical assistance to develop the plans. The Commission adopted incentives by expanding the Facade Grant Program. Mr. Sugerman explained that on November 4th, the City Commission approved modifications to the City's existing Fac;ade Grant Tmprovement Program and added an expansion to the Program. The Fa(;ade Grant Tmprovement Program is in the CRA and includes the Federal Highway corridor, and Boynton Beach Boulevard corridor to West Tndustrial Avenue. Property owners and tenants, in cooperation with the property owners, can make improvements to the fa~;ade with a dollar-for-dollar match up to a total of $5,000 in grant money from the City. This means $10,000 worth of improvements could be made and the City will reimburse up to $5,000. The application has been simplified and the scope of improvements has been expanded. Ttems such as painting, caulking and resealing windows, window replacement, brick stucco work and signage on the building were included. The expanded scope now allows landscaping, irrigation, parking, and signage at the perimeter of the property. As a result of discussions with the Chamber of Commerce and many of the businesses within the City with respect to the City's intentions to make the landscaping and signage requirements more strict, there was a request that the City provide monetary assistance to cover the cost of those improvements. Therefore, an additional $2,500 will be awarded to anyone who complies with the "soon-to-be-approved" signage and landscaping Ordinances. Mr. Sugerman advised that applications for the new revised program would not be available until December Ist. Applications can be picked up at City Hall. This is a competitive program and applications will be considered on a first-come, first-served basis. There is $30,000 available in the Fa(;ade Tmprovement Grant Fund and the ability exists to add more money to the fund. Vice Mayor .laskiewicz reported that an ad hoc committee was formed with members of the business community. Since there are a number of properties that were grandfathered in that seriously detract from the aesthetics of the City, this committee worked to encourage them to voluntarily upgrade their properties. Two major property owners on Federal Highway agreed to upgrade their properties even before this new grant program was developed. Tn developing the minimal Code, the ad hoc committee surveyed many other cities. This Code would apply to existing multiple family, commercial and industrial development. Major areas are being targeted. One requirement would provide for perimeter landscaping. The committee MEE1/NG MINUTES 3OINT CITY COMMISSION/CHAMBER OF COMMERCE WORKSHOP BOYNTON BEACH, FLOR/DA NOVEMBER 9, 1998 understands that not all properties can conform to the current guidelines imposed on new buildings. The effort is to make these existing properties compatible with new construction. For example, every dumpster'located on a major street would have to be screened. Sod and irrigation will be required in the right-of-way between the property line and edge of pavement. Vice Mayor ]askiewicz also referred to properties that have all macadam. They will be required to install a buffer. Vice Mayor 3askiewicz reported that the Commissioners have already reviewed the ad hoc committee's recommendations and they will be put into Ordinance form for the next City Commission meeting. Vice Mayor .laskiewicz thanked City staff for their efforts in this endeavor. A permitting process will be worked out so that nonconforming properties can participate in this program. The City is working very hard to make aesthetic improvements easier for existing properties to accomplish. In response to Ms. Shabotynskyj's question regarding tolerance for business uses in the overlay zones, Mr. Hawkins advised that the City will assist these business uses improve the appearance of their property as part of the Fa(;ade Improvement Grant Program. Technical problems should be directed to Mr. Kastarlak. These businesses will not be permitted to expand their nonconforming uses; however, the City will work with them to get them as close to conforming as possible. City Manager Willis confirmed for Mr. Fenton that the adoption of the new Ordinance would make all businesses conforming with respect to landscaping and signage within two years. The legislative body would have to determine whether or not the nonconforming businesses would have to bring everything up to Code at that point. Each business will be looked at on a case- by-case basis. Commissioner -I~tcomb explained that overlay zones provide the ability to identify an area for special districts where nonconforming uses exist. Although there might be uses that are nonconforming, they might make sense in these special districts. Mr. Hawkins advised that recommendations regarding overlay zones should be ready in approximately three months. Ms. Shabotynskyj advised that information on this issue would be reported in the Chamber's newsletter. B. Boynton Beach Boulevard Promenade & Planning for Special Events Ms. Shabotynskyj felt the need to discuss attractions and events that will be available at the marina project, determine who will run the special events and how often they will be conducted. Mr. Hawkins explained that motorists will be able to drive down the Promenade and pedestrians will be able to walk. The City believes it will be necessary to have special events on a regular basis similar to what is being done on Clematis Street and in Fort Lauderdale. Staff plans to work with the community to develop theme nights. MEET'LNG MINUTES .10?NT C'rTY COMMZSS'rON/CHAMBER OF COMMERCE WORKSHOP BOYNTON BEACH,, FLOR/DA NOVEMBER 9, 1998 When Ms. Shabotynskyj suggested developing a joint venture, City Manager Willis agreed. She did not feel we could afford to wait to showcase the area and believes it is important to facilitate pedestrian traffic during construction. Ms. Shabotynskyj feels there must be a number that correlates the number of square footage for the commercial space and the amount of space needed for special events. She is hopeful the Promenade will be able to accommodate 40,000 people. There was a suggestion to link the end of the Promenade at the Tntracoastal to Mangrove Park. City Manager Willis advised that the newest plans for Phase T:[ depict that linkage. Mr. Hawkins recommended that specific recommendations be forwarded to the City in writing. Ms. Shabotynskyj recommended taking field trips to cities that are conducting special events. She advised that there is a special events association whose executive director is located in Boynton Beach. In addition, there is also the Community Redevelopment Association of Florida that can be contacted for suggestions. In response to a question, City Manager Willis advised that staff was authorized to put together project packages that include detailed specifications to make the decisions about the design elements. The CRA will make its decision in approximately three months when the packages are completed. Recommendations can be offered at that time. City Manager Willis is in favor of the field trips and upfront input. Commissioner Titcomb pointed out that at Friday evening's meeting, there were elements of the drawings and plans that members of the audience were vocal about. Some of the items shown in the plans will not materialize in the final plans. The Promenade drawings show commercial/retail at the entryway. There is opposition to that concept. :In addition, being able to accommodate large groups of people in a special event setting would almost preclude that scenario. The Chamber of Commerce had a Special Events Committee. Commissioner Titcomb feels it would make sense to match up some of the work that is being done in Leisure Services with the work being done in the community. Ms. Foot expressed concern about traffic flow during special events. Mr. Hawkins explained that the plan would accommodate vehicular traffic as well as pedestrian traffic. When Ms. Shabotynskyj questioned how frequently City staff plans to hold events, Mr. Hawkins recommended that a committee be formed to begin discussing this issue. City Manager Willis would like the committee composed of higher level staff in order to ensure that the plans are proceeding in the right direction. Mr. Hawkins advised that committee members would include himself, and the City Manager, etc. Mayor Taylor felt it was a little bit too soon to begin planning events for 40,000 people since no determination has been made with respect to the width of the Promenade. He recommends formulating the events around the space that is provided. 4 MEETTNG MTNUTES 301'NT CITY COMMTSSION/CHAMBER OF COMMERCE WORKSHOP BOYNTON BEACH`, FLORTDA NOVEMBER 9,, 1998 Ms. Beaumont felt it was more important to figure out what type of events would be handled in the space prior to designing the space. City Manager Willis explained that the City might have some design constraints because we backed into the parcel from a number of specifications that could not be deviated from. Mayor Taylor added that it is important to be aware of the entire plan before planning events around one Promenade. Ms. Shabotynskyj reminded everyone that storage area for tables and chairs for special events must be considered. Ms. Farace added that electricity hook ups have not been discussed yet either. Cm Maintaining Ocean Avenue & Marina Areas Economic Vitality during construction Ms. Shabotynskyj requested an opportunity to discuss the "Progress Fitness Trail". This "Progress Fitness Trail" would link all redevelopment projects. There would be stations that would be of assistance in getting people involved in the redevelopment. There are a number of businesses in the City that are interested in this idea and would like to publish a brochure about the redevelopment areas. The businesses expressed interest in sponsoring the stations. When Mayor Taylor suggested that the Chamber of Commerce put together an implementation committee with recommendations regarding how the City could be of assistance, Ms. Shabotynskyj expressed her feelings that the Chamber and City should work on this project together. She does not recommend organizing a committee, and would prefer to work with just a few higher-level staff people. Ms. Farace recommended that Chamber of Commerce representatives join the City's marketing team. City Manager Willis agreed that this was an ideal suggestion. She recommended that the team's discussions be limited to the sidewalk project and the Promenade. Mayor Taylor pointed out that there were previous discussions about conducting events during construction to help the businesses downtown. To date, all events have taken place at night. He feels thought should be given to having events during daylight hours. DOT (Ocean Avenue Bridge) Community Committee - Size, Qualifications & 3ob Description When Vice Mayor Jaskiewicz requested that the City's quarterly newsletter announce the stages of construction, Commissioner Titcomb advised that Mr. Sugerman is providing bridge updates. Ms. Shabotynskyj said the issue of a community committee was discussed at the last meeting; however, no one has been invited to serve on the committee. Mr. Sugerman advised that members of the Chamber are committee members; however, the committee has not yet met. The committee will meet once a month. Once the bridge schedule is approved, the first meeting will be scheduled. The committee will provide feedback to the City. The bridge is MEE'I'ZNG MINUTES :JOINT CITY COMMTSSZON/CHAMBER OF COMMERCE WORKSHOP BOYNTON BEACH, FLORIDA NOVEMBER 9, 1998 scheduled to close on November 30th. The contractor, Archer-Western, has submitted the schedule but it has not been approved by FDOT. After November 30th, no one will be able to cross the bridge. Traffic will always be maintained and one lane of traffic will go by the stores on Ocean Avenue at all times. Ms. Foot raised the issue of proper signage to lead people to parking behind the businesses and through the streets to the north and south of Ocean Avenue during construction. She feels the public should be made aware of the fact that there will always be sufficient accessible parking in the rear of the stores. City Manager Willis pointed out that DOl' offered to pay for the signs to direct parking to the rear of the business establishments. IVlr. Sugerman agreed that signs could be erected immediately. 4. BOYNTON G.A.L.A. TRANSITION :In developing a strategic plan, the City came up with three-year and five-year plans with the intention of transitioning G.A.LA. to a community-run event. The City is attempting to organize a non-profit type group to run this event. The Commission adopted the plan and the City is moving forward with forming a volunteer executive committee and developing an RFP to solicit vendors to provide food, beverages and other activities. The City will encourage local participation. rvlr. Norem advised that he was asked to serve on the committee. He then received a letter from the City's Leisure Services Department requesting $5,000 as a membership fee. The $5,000 fee was one of the qualifications for service on the committee. The letter did not explain why there was a need for this fee. Mr. Hawkins explained that as high level members, the executive committee would be responsible for making a commitment (in sponsorships) of $5,000. These members have connections to other groups that can help get sponsorships for this event. These $5,000 sponsorships would set the tone in developing the leadership. This procedure is followed to ensure that adequate revenue is generated to maintain the G.A.L.A. Tt is important to go above local sponsorships and try to secure national sponsorships. The executive members would be asked to use their contacts to raise the $5,000 in sponsorships. This is a common theme in serving on boards. Commissioner Titcomb recommended that the issue of fundraising be left to the people who sit on the non-profit committee. He is concerned about City staff driving the rules and regulations of the committee that might ultimately oversee and run G.A.L.A. Mr. Hawkins explained that one of the City's concerns is maintaining a certain funding level. There is a level of funding that must be provided to sustain the G.A.L.A. as it is currently presented. Commissioner Titcomb feels the committee would be able to determine whether or not to go to a zero-based budget, or begin at a certain level. In his opinion, it might be more beneficial to look at it from a zero-based budget. MEE'rZNG M]iNUTES 3OI'NT Ct'TY COMMTSSI'ON/CHAMBER OF COMMERCE WORKSHOP BOYNTON BEACH~ FLOR~ZDA NOVEMBER 9~ 1998 Discussion ensued about partnering and the fact that a great deal of the responsibility will be turned over to the community. The City wants to reduce the amount of staff time that is devoted to planning the G.A.L.A. Mr. Norem pointed out that anyone involved in planning this event will look to the City for traffic control, trash pickup, and police protection. Not all of these services could be funded immediately. Mr. Hawkins pointed out that the Florida Highway Patrol and Sheriff's Office could handle traffic. He reminded everyone that the City pays its Officers overtime to provide security and traffic control for the event. Since Federal Highway is a state road, a non-profit group could hire Florida Highway Patrol to provide the services. Ms. Beaumont requested that the Chamber of Commerce be provided with a detailed income statement with respect to the cost and internal cost of the G.A.L.A. This would allow other groups to do a thorough analysis. She further asked if the City is willing to contribute a certain amount of money (e.g., $30,000 plus police protection for the day) to this event over a couple of yea rs. City Manager Willis feels the City must support the transition. She recommended that this discussion continue with the Special Events Committee. She requested that Commissioner Titcomb help the executive committee because of his expertise in this area. Mayor Taylor pointed out that many of the people present in the room were involved with the Delray Affair and they know how it is funded and how it operates. For years, Delray Beach provided the police and trash pickup until the event was "up and running". Then the Chamber took on the responsibility of the event. Mayor Taylor perceives this same scenario in Boynton Beach. He does not understand the need for the executive committee because the members may come and go. He feels that there should be an organization involved that will handle it. Mr. Bottcher agrees that there is a need to find an organization to take over this event. Ms. Shabotynskyj does not believe this event should ever be completely "kicked out the door" by the City since City facilities will be used and it is a major event in the City. She would like to see this event as 90% community driven and 10% City driven. Ms. Shabotynskyj advised that the Chamber is engaged in a major research project to identify a signature event for Boynton Beach. This signature event may, or may not be G.A.L.A. The results of that research should be available within 30 days. At this point, it appears that the Chamber most likely will not select G.A.L.A. since it is already an event in this City. The Chamber would like to add another event, or a series of events. Ms. Shabotynskyj was offended that the City is planning to go out for an RFP for beverages for this year's G.A.L.A. The Chamber has been providing the beer and wine for G.A.L.A. for a number of years. Mr. Hawkins explained that this decision goes back to the effort to make G.A.L.A. a totally community-based event. There have been strong comments about having MEET/NG MI'NUTES 3OI'NT CZTY COMM'rSS1'ON/CHAMBER OF COMMERCE WORKSHOP BOYNTON BEACH,, FLORI'DA NOVEMBER 9,, 1998 one vendor for food. The fair way of allowing various groups to participate is to move forward with an RFP. City Manager Willis advised that the City had two choices. One would be to retain the same people, and the second choice was to open it up to bid. After a great deal of feedback regarding never having bid this event, it was determined that it was time to go out for bid. City Manager Willis feels confident that the Commission will not kick out the Chamber if it is not ruthlessly underbidding others. Ms. Shabotynskyj said she hired someone last year for a two- year contract. City Manager Willis suggested that Ms. Shabotynskyj take this issue to the City Commission as soon as possible. Mr. Hawkins requested that the letter be specific about what the Chamber has done in the past and what it plans to do in the future. 5. NON-AGENDA I'TEMS None 6. AD.1OURNMENT There being no further business to come before the City Commission, the meeting properly adjourned at 8:45 p.m. All'EST: es) j:\shrdata\cc\wp\minutes\comm\llO998.doc C~q-Y OF BOYNTON BEACH Co,~~ ~lssioner Commissioner