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Minutes 05-19-98 MINUTES OF THE REGULAR CITY COMMISSION MEETING HELD TN COMMISSION CHAMBERS,, c['rY HALL~, BOYNTON BEACH~ FLORIDA,, ON TUESDAY~ MAY 19~ 1998 AT 6:30 P.M. PRESENT Gerald "Jerry" Taylor, Mayor Shirley Jaskiewicz, Vice Mayor Henderson lillman, Mayor Pro Tem .lamie Titcomb, Commissioner Nellie Denahan, Commissioner Kerry Willis, City Manager Jim Cherof, City Attorney Sue Kruse, City Clerk I. OPENINGS: Call to Order - Mayor Jerry Taylor Invocation offered by Rabbi Samuel M. Silver Pledge of Allegiance to the Flag led by the Mayor Mayor Taylor called the meeting to order:at 6:34 p.m. followed by the Pledge of Allegiance to the Flag. D. Agenda Approval: 1. Additions, Deletions, Corrections Rabbi Silver offered the invocation, Commissioner Titcomb requested the addition item A.2 under "Announcements" on the Youth Leadership Graduation Vioe Mayor Jaskiewicz requested the addition of Item A.3 under "Announcements" discussion of Intracoastal Meeting on May 14, 1998 City Manager Willis requested that Items C.1, C.4 and C.7 be removed from the Consent Agenda and placed on the City Manager's Report for presentation. City Attorney Cherof requested that under Legal, Item IX. A.2, Proposed Ordinance 98-16 be tabled. Pension Board has ~directed an Actuarial Study be undertaken, before adoption of Or~ Ma Itel Ma Co pr~ Jinance 98-16. yor Taylor stated that Ratification of planning & Development Board Action, Item D.1 and n D.2 be tabled, as those items were tabled at the Planning and Development Meeting of y 12, 1998. ~nmissioner Denahan requested that Item F. be removed from the Consent Agenda for sentation. MEETING MINUTES REGULAR CITY COMISSION BOYNTON BEACH, FLORIDA MAY 19, 1998 Vice Mayor Jaskiewicz requested that Item I. on the Consent Agenda be removed for clarification. CitY Attorney Cherof stated staff requested that Ratification of Planning & Development Board Action, Item D.3 (Riverwalk Fence Variance) be tabled. 2. Adoption Mayor Pro Tem Tillman moved to approve the agenda as amended. seconded the motion that carried 5-0. II. A. Mc ~tion Vi( Te ADMINISTRATIVE: Appointments to be made: Commissioner Titcomb :e Mayor Jaskiewicz moved to remove the tabled appointments from the table. m Tillman seconded the motion that carried 5-0 Mayor Pro Length of Term Board Expiration Date I yr term to 4/99 3 yr term to 4/01 i yr term to 4/99 i yr term to 9/98 1 yr term to 4/99 3 yr term to 4/00 Ap )ointment To Be Made T 'l'itcomb TI Denahan Mi yor Taylor IV Tillman Denahan .laskiewicz Bldg. Bd. Of Adj. & Appeals Alt Bldg. Bd. Of Adj. & Appeals Reg Cemetery Board Alt Code Compliance Board Alt Community Relations Board Alt Community Relations Board Reg i yr term to 4/99 1 yr term to 4/99 3 yr term to 4/01 3 yr term to 4/01 :L yr term to 4/99 1 yr term to 4/99 III .laskiewicz IV Tillman I Titcomb Ma~yor Taylor II Denahan III .laskiewicz Education Advisory Board Alt Education Advisory Board Stu Employees' Pension Board Reg Library Board Reg Nuisance Abatement Board Alt Nuisance Abatement Board Alt TABLED-2 TABLED-2 TABLED-2 TABLED-2 MEETING MINUTES REGULAR CITY COMISSION BOYNTON BEACH, FLORIDA MAY 19, 1998 Vice Mayor .laskiewicz appointed David Fellows as an alternate member of the Education AdVisory Board. ViCe Mayor JaskiewiCz nominated Brady Myers as an alternate member of the Nuisance Abatement Board Mayor Taylor nominated Alice Otis as a regular member of the Library Board. MOtion Commissioner Tillman moved to approve the appointments and table apbointments, Vice Mayor Jaskiewicz seconded the motion. Hotion carried 5-0. all remaining III. ANNOUNCEMENTS & PRESENTATIONS: ~ A. Announcements: M~yor Taylor made this announcement 1. Visions 20/20 Reunion - June 3, 1998 - United Way Building in Quantum Park Coimmissioner Titcomb made this announcement. Commissioner Denahan and Commissioner Titcomb had the privilege and pleasure of handing out Youth Leadership Graduation Awards in the Library this afternoon at 5:30. The Youth Leadership Program brings students into the workings of the City in a partnership among the Boynton Beach Chamber of Commerce, Boynton Beach Rotary Club and the City of Boynton Beach. Vitae Mayor Jaskiewicz made this announcement At previous Commission Meetings held recently a group of residents from the condominiums on Federal Highway and part of the Intracoastal Group expressed a groat deal of fear and concern regarding the expansion of the CRA. A rumor circulated that their homes were going to be demolished and taken down and something else would be built in their place. Vice Mayor Jaskiewicz tried to assure them that this was erroneous information. Vice Mayor Jaskiewicz stated she sent them a letter, after discussing the issues with Attorney Cherof, who informed her that the City could issue a policy statement as to exactly what is being planned for that area. As a result of the letter, the condominium owners telephoned Vice Mayor Jaskiewicz requesting a meeting. A representative of each of the condominium associations, Attorney Cherof 3 MEETING MINUTES REGULAR CITY COMISSlON BOYNTON BEACH, FLORIDA MAY 19, 1998 and myself met on May 14, 1998 in the afternoon and all the misinformation was clarified. The new information was well received. Attorney Cherof stated that a Resolution could be adopted indicating that whatever routes the CRA takes on Federal Highway it will not affect taking those condominium associations. Attorney Cherof further stated the Resolution could be presented at the June 2, 1998 meeting for approval. Vice Mayor Jaskiewicz would like the Commission to approve this procedure for presentation at the June 2, 1998 meeting. M~yor Taylor also felt the presentation of a Resolution would be in order and that a lot of mi~;information and false rumors have circulated. Mayor Taylor expressed his hopes that the R6solution would put an end to these false rumors. There is no intention whatsoever to tear down any housing, especially the condominiums along Federal Highway. Mayor Pro Tillman stated it was very important the focus remains on the downtown revitalization an that it is unfortunate that these types of rumors ever get started. Mayor Pro Tillman also th~ lked Vice Mayor Jaskiewicz for settling this issue satisfactorily. Ccmmission Titcomb stated that he has spoken personally with the City Manager's Office and th( City Attorneys Office to discuss the possibility of eminent domain exemption language for th(~se condominium owners and is very pleased that Vice Mayor Jaskiewicz has resolved this m~tter to the satisfaction of all parties. B. Presentations 1. Proclamations: a. "The Boynton Beach Veterans Council Memorial Day Celebration" - Sunday, May 24, 1998 at 2:00 p.m., Boynton Beach Memorial Park M~yor Taylor asked all members present from the Boynton Veterans Council to join him at the po :lium to receive the ProclamatiOn. Gerald Levine, Chairman of the Boynton Beach Veterans' Council accepted the Proclamation frop3 the City and stated that he had brought to the attention of the Commission that there are ve?Ferans buried in the City cemeteries in unmarked graves. When Mayor Taylor was advised of this situation, he pledged the support of the:City. Mr. Levine stated that 47 veterans' gravesites have been identified, stones have been purchased and placed on the graves and will be de C~ Th ev, :licated this Sunday. All this is the result of the cooperation among the Mayor, the City metery Board, Scobee-Combs Funeral Home, and the Lake Worth Monument Company. Veteran organizations in the City contributed the necessary funds. Mr. Levine asked .~ryone to join the Veterans this Sunday for the Memorial Day Celebration. MEETING MINUTES REGULAR CITY COMISSION BOYNTON BEACH, FLORIDA MAY 19, '1998 "National Public Works Week" - May 17-23, 1998 - Accepted by Larry Roberts, Public Works Director Mayor Taylor introduced Larry Roberts and stated that through the dedication and hard work of our Public Works employees, whose dedication and hard work is often taken for granted, this gives us the opportunity to tell these employees how much we appreciate the good job they do in the City. 2. Introduction of Plumosa Elementary School - Myra Jones Ms. Jones took the podium and introduced the "best PTA President in Palm Beach County, M~rk Scott." Mr. Scott stated he has been a resident of Boynton Beach for ten years and that hisi children have attended Plumosa Elementary School over nine years and this will be his last year as PTA President. Mr. Scott further stated that Plumosa Elementary covers the Golf View Harbor area and there are 612 students attending the School. The School has been awarded thb "Golden School Award" for the 21st year. In order to obtain this award, 690 volunteer hours are need. Plumosa School had over 7,000 volunteer hours. Mr. Scott presented a Certificate to the City and also presented a school tee shirt to the Mayor and the City Manager. Msi. Jones presented awards to City employee, Archie Underwood and to Ms. Dorothy Walker, the~ City's Library Board Chairman for their hard work and dedication on behalf of the students of PlUmosa School. IV,I CONSENT AGENDA: ^. Minutes: 1. City Commission Workshop Meeting of April 23, 1998 2. City Commission Regular Meeting of May 5, 1998 Commissioner Titcomb moved to approve the minutes of the April 23, 1998 Commission WOrkshop Meeting. Motion seconded by Mayor Pro Tem Tillman and carried 5-0. Commissioner Titcomb moved to approve ~ the minutes of the May 5, 1998 Regular Meeting. Mdtion seconded by Mayor Pro Tem Tillman and carried 5-0. Bids - Recommend Approval- All expenditures are approved in the 1997-98 Adopted Budget Purchasing Division has received a request from Utilities Department to piggyback PALM BEACH COUNTY, BID #98-064NMG, with Lawn Care Company, Inc. to FURNISH AND INSTALL SOD. This contract is' effective June 12, 1998 through June 11, 1999. MEETING MINUTES REGULAR CITY COMISSION BOYNTON BEACH, FLORIDA MAY 19, 1998 Purchasing Division has received a request from Utilities Department to piggyback the CITY OF DELRAY BEACH, BID #95-47, with AQUIFER MAINTENANCE & PERFORMANCE SYSTEMS for WELL REHABILITATION SERVICES. The extension to this bid is currently effective until 10/10/98. "ANNUAL SUPPLY OF MANHOLE ADJUSTING RINGS" - BID #047- 401-98/SP - The Tabulation Committee recommends an award be made to ROBLYN MANUFACTURING, of Ash Grove, Missouri, in the amount of $8,620 (ITEM #1- $70. X 10= $700; ITEM #2 - $70 × 60= $4,200; ITEM #3 - $75 X 20= $1,500; ITEM #4 - $78 X 10= $780; ITEM #5 - $90 × 10= $900; ITEM #6 - $90 X 6= $540 = $8,620) "TVVO-YEAR CONTRACT FOR THE PURCHASE OF UNIFORMS" - BID #046-502-98/CJD - The Tabulation Committee recommends an award be split between two companies:Harrison Un[forms, Boynton Beach, Florida and Martin's Uniform, Tampa, Florida. These uniforms are for Police, Fire, and general workers. Annual estimated expenditure: $92,000.Contract Period: May 19, 1998 to May 18, 2000 C. Resolutions: Proposed Resolution No. R98-92 Re: Authorizing the Finance Director to execute a purchasing card application/agreement with NationsBank, N.A. for the procurement credit card program pursuant to State of Florida Contract No. 973-120-97-1 Item IV-C.1 removed from the Consent Agenda to City Manager's Report for presentation Proposed Resolution No. R98-93 Re: Authorizing and directing the Mayor and City Clerk to execute an intedocal agreement between the Town of Gulfstream and the City of Boynton Beach providing that the City would provide water ~to the Town on an as-needed basis should water service to the Town fail Proposed Resolution No. R98-94 Re: Confirming the appointment of Nancy E. Byrne as Assistant to the Director of Development of the City of Boynton Beach, and authorizing the City Manager to execute an appointment contract on behalf of the City Proposed Resolution No. R98-95 Re: Approve and execute an Interlocal agreement 3roviding for Fire/Rescue Services in the Town of Hypoluxo Ite~ IV-C.4 removed from the Consent Agenda to the City Manager's Report for presentation 6 MEETING MINUTES REGULAR CITY COMISSION BOYNTON BEACH, FLORIDA MAY 19, '1998 Item IV.C.7 removed Proposed Resolution No. R98-96 Re: Approve and execute an Interlocal agreement with Palm Beach County for the lease, use and operation of four Transit Coaches Proposed Resolution No. R98-97 Re: Approve and execute an Interiocal agreement with the Board of County Commissioners to participate in a single unified local mitigation strategy to pre-identify and prioritize hazard mitigation projects Proposed Resolution No. R98-98 Re: Authorizing and directing the Mayor and City Clerk to execute the following contracts between the City of Boynton Beach and BellSouth: Purchase of an NEC NEAX2400 PBX, (Piggybacking on South Florida Water Management District Bid for $457,393.42 with $210,000 down payment and a three-year lease at 6.14% interest); Telephone Central Office Services (Network Facilities) (From State of Florida Contract #DMS 97/98-018 and PSC tariff rates for non contract items in amount of $16,370 installation and $8,475 monthly for five years); a five-year "Pinpoint 9-1-1" service agreement at $4,180 installation and $288 monthly from the Consent Agenda to the City Manager's Report for presentation Proposed Resolution No. R98-99 Re: Authorizing the Mayor and City Clerk to execute Phase 2 and Phase 3 options with H.T.E., Inc., providing for software, training, support and conversion services on the contract previously approved by Resolution R97-152; authorizing and directing the Mayor and City Clerk to execute a customer information system purchase option with H.T.E., Inc., and execution of a contract addendum for said purchase Proposed Resolution ~No. R98-100 Re: East Ridge PUD Approving the final plat for 10. Proposed ResolutionlNo. R98-101 Re: Ratifying the agreement with the Palm Beach County Police Benevolent Association, Inc. (P.B.A.) for fiscal year 1997-98 Ratification of Planning & Development Board Action: 658 Manor Drive (Barbara Bradshaw) - Variance from LDRs Chapter 2 - Zoning, Section 5.G.2 to allow a reduction of the minimum side yard requirement from 20' to 1.6' and the minimum rear yard requirement from 40' to 10.7', respectively MEETING MINUTES REGULAR CITY COMISSION BOYNTON BEACH, FLORIDA MAY 19, 1998 Item IV.D.1 was removed from the Consent Agenda and Tabled 2. 658 Manor Drive (Barbara Bradshaw) - Variances from Chapter 2 - Zoning, Section 5.G.2.a to allow for a reduction of the required minimum 750 square feet of living area for apartment units to 370 square feet for Unit #5; 568 square feet for Unit #9, and 499 square feet for Unit #10 Ite'n IV.D.2 was removed from the Consent Agenda and Tabled 3. Riverwalk Plaza (Lee Starkey) 1606 South Federal Highway- Variance from the LDRs, Chapter 2 - Zoning, Section 4.L - Buffer Walls, to allow a 6' high chain linked fence along the south property line in lieu of the required 5' high concrete block buffer wall to separate the Riverwalk Plaza from the abutting residential district Item IV.D.3 was removed from the Consent Agenda and Tabled , 4. Packaging Concepts (Thomas J. Willi) - 4925 Park Ridge Boulevard (Packaging Concepts at Quantum Park PID) - Variance from the LDRs, Chapter 2- Zoning, Section 7- Planned Industrial Development, H.16, to reduce the required rear setback from 30' to 13' to allow installation of an aluminum pan roof over existing ground-mounted mechanical equipment. Benvenuto's Restaurant (Jean-Phillippe Gaudree) 1730 North Federal Highway - Variance from the LDRs, Chapter 23 - Article II, Section 1.1. to allow the existing parking area with 24' wide access aisles and 24' back- up area to be exempt from the current standard of 27' in connection with an addition to the eXisting restaurant. The existing parking area to be covered by the variance will be used exclusively for valet parking. Caretenders at Newport Place (Robed Kuoppala) - 4745 NW 7th Court, Lantana, Florida 33462 - Modification to the master plan for Newport Place PUD to replace medical office use with an adult day care center to consist of a maximum of 70 guests and 12 staff within the existing 6,300 square foot building. ~ Whitfield Interiors - Quantum Park PID (Nicole Swift, Butters Construction and Development) - immediately west of 1-95, north and south of Gateway Boulevard - Use approval to add manufacturing, fabrication and assembly of furniture to the Quantum Park PID list of permitted uses for all parcels with an industrial master plan designation. Robert A. LaLane II, DMD (Michael Corbett)- 2521 South Federal Highway - Site plan approval to construct a 3,648 square foot dental office with associated landscaping and parking. MEETING MINUTES REGULAR CITY COMISSION BOYNTON BEACH, FLORIDA MAY 19, 1998 Ire Ite Co CC Co E. Approval of Bills Approval of Housing Rehabilitation Case No. 297002/Nathaniel and Joetta Morgan in the amount of $26,092.50. This amount includes the leveraging of State of Florida Housing Initiative Program funding of $10,000 and City Home Improvement funding of $16,092.50 'n IV. F was removed from the Consent Agenda for presentation Authorize the Public Works Department to implement a citywide rollout garbage cart program, and to automate garbage collection services. Authorize the sole source purchase of the first automated garbage collection vehicle (Heil Starr System) Authorize application for a grant from the U. S. Department of Housing and Urban Development (HUD), Office of Lead Hazard Control. This is part of the "Lead-Based Paint Hazard Control in Privately-Owned Housing Grant Program". Approve distribution of $719,952 of the State Fiscal Year 1999 federally funded Drug Control and System Improvement (DCSI) Formula Grant Program ~ IV.I. was removed from Consent Agenda for discussion Approve the special event request from Pete Rose Ballpark Caf~ to host another Classic Car and Truck Show on Sunday, June 14, 1998 in the parking lot of the Holiday Inn at Catalina Centre subject to staff comments and requiring adherence to City Ordinances and State laws ,tion mmissioner Titcomb moved to approve the Consent Agenda with the exceptions of Items IV- , IV-C.4, IV-C.7, D-l, D-2, D-3, F and I. Mayor Pro Tem Tillman seconded the motion. tion carried 5-0. ~NSENT AGENDA DISCUSSION ITEM: IV. F. Approval of Housing Rehabilitation Case No. 297002/Nathaniel and Joetta Morgan in the amount of $26,092.50. This amount includes the leveraging of State of Florida Housing Initiative Program funding of $1-0,000 and City Home Improvement funding of $16,092.50 'nmissioner Denahan asked Ms. Octavia Sherrod to take the podium. Commissioner ~ahan stated that Boynton Beach isn't just working with developers, but also assisting the MEETING MINUTES REGULAR CITY COMISSION BOYNTON BEACH, FLORIDA MAY 19, 1998 needy in obtaining housing. Chris Mitchell and Octavia Sherrod are doing an excellent job in this effort and are to be commended. Ms. Sherrod stated that the applicants in this particular case were an elderly mother and son and both were handicapped. The house that was purchased was substandard housing with code violations. The house was made handicap accessible and initially $15,000 was expended to make these improvements. With the addition of S.H.I.P. funds to this project, additional funds were made available and the house can now be completely renovated and brought up to code. MOtion COmmissioner Titcomb moved that Item IV.F. be approved. Motion seconded by Ms. Denahan and carried 5-0. IV.I. Approve distribution of $719,952 of the State Fiscal year 1999 federally funded Drug Control and System Improvement (DCSI) Formula Grant Program Vice Mayor Jaskiewicz was concerned regarding the allocation of funds by Palm Beach County under the DCSI Formula Grant Program and request for this City's approval as to how the funds are distributed. Further, Vice Mayor Jaskiewicz noted that the City of West Palm Beach, reCe ved two separate grants and would it be possible for the City of Boynton Beach to also receive a specific amount of funds under this grant, Chief Marshall Gage addressed Vice Mayor Jaskiewicz' concerns and stated that this grant ac!ually combines funds that have been allocated to various cities in the County and are based onieach City's reporting. Further Chief Gage stated that each City does receive a fair share of thb available funds. Chief Gage informed the Commission that the Palm Beach County Chief's AsSociation and the Law Enforcement Planning Council discussed how these funds should be spent and it was determined that the funds would be used for the MAN Unit in which this City receives its share. Mqtion ViCe Mayor Jaskiewicz moved that Item IV.l'. be approved. Motion seconded by Mayor Pro Tem Tillrnan: Motion carried 5-0. V. CITY MANAGER'S REPORT Ci~ Manager Willis stated that the three items taken off the Consent Agenda at her request this evening should be further addressed. IV.C.1. Proposed Resolution No. 98-92 Re: Authorizing the Finance Director to execute a purchasing card application/agreement with MEETING MINUTES REGULAR CITY COMISSION BOYNTON BEACH, FLORIDA MAY 19, 1998 NationsBank, N.A. for the procurement credit card program pursuant to State of Florida Contract No. 973-120-97-1.S. City Manager Willis stated the proposed Resolution No. 98-92 introduces a pilot program for purchasing card services from NationsBank, which will piggyback the State's Contract. This is a pilot program to allow approximately 20 select City employees to use a procurement credit card program for purchases under $200. These 20 employees currently have purchasing re~'ponsibilities for the City. Because often employees are out in the field in the middle of a job and are in need of a certain piece of equipment or tool, and whereby this is a means to service oui customers more effectively, the program will expedite purchasing in the field. City Manager Willis commended the finance and purchasing departments for instituting this innovative program. M~Yor Pro Tem inquired what City Departments were chosen for this program. City Manager Willis stated initially the warehouse; utilities and the golf course will utilize the cards. City Manager Willis further stated that the City does not pay for this service. The vendors pay a 2% fee every time a City employee uses the card, which is a means for the credit card company to make its fee. Mayor Taylor stated that this program is very successful in other cities that have implemented th(~ program and further stated that the credit card will only be authorized for purchases of certain good and items related to the job. Mc Cc ,tion mmissioner Titcomb moved to approve Item C.1 nahan seconded the motion. Motion carried 5-0. Cil Ag sol ag Ci! of mil re., Th wit pre IV.C.4. (Resolution 98-92). Commissioner Proposed Resolution~ No. R98-95 Re: Approve and execute an Interlocal agreement providing for Fire/Rescue Services in the Town of Hypoluxo. y Manager Willis stated that this item was discussed last year regarding an Interlocal reement between the City and the Town of Hypoluxo for the provision of fire and rescue vices. Fire Chief Bingham took the podium to present the agreement and explained that the 'eement was the combination of a 10-m0nth project. The Town of Hypoluxo approached the y to provide fire and rescue services after a letter of intent to negotiate was signed. The City 3oynton Beach will be providing fire and rescue services to approximately 6/10's of a square e and to about 1300 residents of the Town of Hypoluxo which has an estimate of 120 )onse calls per year. It was determined that the City could handle this additional coverage. agreement has a term of seven years and provides a fee of $230,000 for the first two years h a CPI formula that begins during the third and subsequent years. The agreement has a ,vision for one year's written notice for termination. Also, Chief Bingham stated that any MEETING MINUTES REGULAR CITY COMISSION BOYNTON BEACH, FLORIDA MAY 19, 1998 costs associated with this agreement will be offset by the fees generated from the agreement and will not interfere with the quality of service to the residents of Boynton Beach. COmmissioner Denahan inquired how this would impact the City's current level of service. Chief Bingham stated that the fees generated wOuld actually increase the City's level of service. Chief Bingham also stated that some of the funds from this agreement are being used to offset th~ purchase of a new fire engine, as well as offsetting the cost of hiring three new fire fighters. ViCe Mayor Jaskiewicz asked Chief Bingham to announce the Fire Department's open house that is being scheduled. Cl~ief Bingham stated that there will be an open house on Saturday, May 23, 1998 at Fire stetion #3, which is located at North Congress and Miner Road, from 11:00 a.m. to 3:00 p.m. There will be displays, demonstrations, the trauma hawk helicopter and refreshments will be I. avadable. All residents of Boynton Beach are encouraged to attend. Motion Mayor Pro Tem Tillman moved to approved Item C-4 (Resolution 98-95). Commissioner Ti1 ~omb seconded the motion, which carried 5-0. IV.C.7. Proposed Resolution No. R98-98 Re: Authorizing and directing the Mayor and City Clerk to execute the following contracts between the City of Boynton Beach and Bell South: Purchase of an NEC NEAX2400 PBX, (Piggybacking on South Florida Water Management District Bid for $457,393.42 with $210,000 down payment and a three year lease at 6.14% interest); Telephone Central Office Services (Network Facilities) Cit~/ Manager Willis stated that this proposed Resolution is a means of up-grading the City's tel~;phone system. Several options were eXamined to upgrade the telephone system. Currently du, to the large volume of calls into the City, blockage of calls is being experienced. Also, ad,Jitional trunk lines are needed. Cit~' Manager Willis asked Wilfred Hawkins, Manager of Support Services for the City and Hugh Mc Caffrey, the City's Communications Manager to present this item to you. Mr Hawkins referred to the Commissioners to the revised backup material handed out. Mr. Ha~vkins stated this is a new telephone system which consist of three components. · A_new PBX system · Upgrading the current telephone service with a NEAX-2400to provide for new network services · Upgrading to Pinpoint 911 capabilities 12 MEETING MINUTES REGULAR CITY COMISSION BOYNTON BEACH, FLORIDA MAY 19, 1998 Hugh McCaffrey, Communications Manager, took the podium to present a background of the system being proposed. Mr. McCaffrey stated that the City has been proposing to replace the PBX system for approximately four years. The PBX system needs to be replaced for many re,sons including the inclusion of a voice telephone system, which has the capability to add data as well. The replacement life on the new equipment is estimated to be at seven to ten years. Mr. McCaffrey stated that upgrading the current equipment is impractical due to the cost and age of the equipment and software cannot be added to the equipment. The equipment being considered this evening has upgrading capabilities. Upgrading the central office features wil! eliminate the blockage currently being experienced when citizens try to call City Hall and cannot be connected. The current system does not have enough trunk lines to accommodate the large volume of calls into City Hall. This same scenario occurs when making calls out from Ci!y Hall as well. With this new system, service can now be provided to the City's remote sites, which include the Hester Center, Fire Station #2 and #3, City Hall in the Mall, the Racquet Center and the West Water Plant. These locations do not have access to Suncom long distance services, nor do they have four digit dialing capabilities. The systems currently in place have been here since 1986 and the PBX at Utilities East was added four years ago. When replacement of the existing system was being considered the two vendors that the City had experience with were approached, i.e., Siemens/Rolm at City Hall and NEC at Utilities and asked each vendor for a proposal. It was determined that the State Contract has three vendors, Siemens/Rolm, Nortel and NEC. The proposals that were received are as follows: · Sprint/Nortel initially was $895,000 · SprintJNortel #2 was $577,681 : · Siemenswas $673,327 · NEC $472,278 No!del was informed that their proposal was too high, without discussing the other proposals. Noirtel requested an opportunity to redo the proposal, inasmuch as their proposal contained m~ny sophisticated features that the City had no need for. Nortel came back with a $577,000, without maintenance, so that this is not an accurate figure. Wi :h regard to training: · Nortel - two technicians tuition training, $30,000 for 40 days of training in Richardson, Texas · Siemens - two technicians tuition training, $20,000 for 30 days of training in either California, Texas or Virginia · NEC - two technicians tuition training, $15,000 for 23 days in Irving, Texas. ]3 MEETING MINUTES REGULAR CITY COMISSION BOYNTON BEACH, FLORIDA MAY 19, '!998 All three vendors indicated if the technicians were pre-qualified, the number of classes could be reduced. Also experience was another criteria considered, especially experience with local government, which all three vendors met. Mr. McCaffrey presented a slide on how the new system will be connecting all City sites to City Hall. There will still be seven sites that will continue to have full OPX, which is a leased line from Bell that will be strictly a voice line with no data capabilities. Currently the City pays Southern Bell $7,735 monthly for services. AsSuming the City goes to the new network services, increasing the number of lines by approximately 20%, including all the remote locations, the monthly cost will be $8,475. Thie new Pinpoint 9-1-1 service will have the ability to identify the physical location of the telephone when somebody dials 911 from a City location dispatch. Currently, when someone calls 911 the only address that shows up is 100 East Boynton Beach Boulevard. Mr. McCaffrey said that after much consideration and study, it has now been determined to puichase the equipment, instead of leasing. Therefore if you will refer to the revised "Agenda Item Request Form" for Item (;-7, under "Recommendation" and "Fiscal Impact" sections, all references to "leasing" have been deleted and changed to "direct purchase". Thie cost of the equipment is $457,393 and there is currently $220,000 in the ClP account and after discussion with the City Manager and the Finance Director, it is being recommended that ani additional $249,393 be taken from the City Hall contingency account, which currently contained $503,000. If the lease with Bell South were considered as originally proposed, the lease payments over three years would amount to $23,139 in interest charges over three years. With 6.1% interest rate for 36 months, the City's monthly payments would still be at $7,700 per year. By pulrchasing the equipment outright, these interest charges would be saved. Mr. McCaffrey further stated that the best estimate for sale of the old equipment is approximately $2,500 and fuCher stated that there is not much secondary market for telephone equipment. The manufacturer of the switch gives a one-year warranty for parts and labor and the additional wa~rranty from NEC is $115,000 per year. Also computer dispatch is planned and with the old syCtem, computer dispatching would be impossible. V~e Mayor Jask~ew~cz asked ~f m-housing training would apply to current employees? Mr. M~Caffrey stated this training would be for in-house employees. M~yor Pro Tem Tillman asked for clarificatbn on lines to City Hall in the Mall and Wilson Park. Mrt McCaffrey stated OPX lines would be Used for Wilson Park, and the main reason for this is co;t. However, with this new system, it can always be added in the future. Hc int, tyor Pro Tem Tillman asked for further clarification on the maintenance agreement. After cussion, it was determined not to lease the equipment, but to purchase the equipment that ;ulted in a different term for the maintenance agreement over the life of a three-year lease. wever, it has now been determined to purchase the equipment outright to save money on ;rest payments. Also, Mr. McCaffrey stated that the phone system being considered for ]4 MEETING MINUTES REGULAR CITY COMISSION BOYNTON BEACH, FLORIDA MAY 19, 1998 Purchase would have a seven to ten year life span. The first year of the purchase the equipment is covered under full warranty for parts and labor. A maintenance agreement for future years will be entered into with Bell South or any other vendor the City may choose. Mayor Taylor inquired if a 20% increase in lines will be sufficient for the City's future needs and was informed that this increase would be more than sufficient. Also, Mayor Taylor inquired as to the timeframe as to installing the system once it has been purchased. Mr. McCaffrey stated it would take between 90 to 120 days to completely install the system. on C¢ ex ad ex al~ ~yor Pro Tillman inquired into the great disparity in training costs. Mr. McCaffrey was not sure the difference in these costs, but thought it could be due to the complexity of the equipment. mmissioner Titcomb was concerned about the cost of the equipment as being quite )ensive, as compared to saving $23,000 in interest charges and inquired if new lines could be :led to the current equipment. Mr. McCaffrey stated it was possible to purchase cards for the sting switch, but it should be taken into consideration that the equipment is 12 years old, and o would not have the ability to extend the equipment as is anticipated with the new equipment. Commissioner Titcomb also expressed concerns that the equipment would become obsolete and that sometimes 12 year old equipment is better than the new equipment on the ma~rket and also expressed concerns that the cost per month will be going up, as opposed to golng down with newer technology. ' Mr~ Hawkins stated that if the new equipment is purchased it could be expanded as future needs arise. PaI Hughes, Manager of Information Technology Service, addressed the Commission and sta~ed that the new system being considered for purchase is a digital system that will allow for grbat flexibility in the future. These new phone systems will allow e-mail access, document se~ices, printing services, and many other services in a true network fashion. Co thi,, fro~ M8 life de M8 eq~ ma ma Ta~ co; mmissioner Titcomb asked Mr. Hughes if he felt our data capabilities could be handled with new system as needed. Mr. Hughes stated that this system Would support these services ~n the date of installation. yor Pro Tem Tillman stated he still had concerns regarding the service contract outlasting the of the equipment and suggested the iSsue be tabled unt it could be examined more in ~th. yor Taylor addressed Mayor Pro Tem Tillman's concerns and stated that all business ~ipment carry maintenance contracts and that as the equipment ages, the cost of the intenance contract goes up, because the equipment ages. Mayor Taylor stated that carrying intenance contracts on business, equipment is standard business practice. Also, Mayor dor felt that no matter what equipment was purchased, it would have to have a maintenance ~tract as well. MEETING MINUTES REGULAR CITY COMISSION BOYNTON BEACH, FLORIDA MAY 19, '1998 Mayor Taylor said that staff had informed the Commission that the City needed to upgrade its phone system two years ago and at that time stated the cost would be around $2 million. At that time, the cost was too high and the issue was put off. Over the last two year period, staff has worked hard to get the cost down to one-quarter of the amount that was discussed two years ago. Also, consideration has to be given to the effect poor service can have on the community and that is not acceptable today. Also, Mayor Taylor stated it is important that our City employees have the necessary tools to work with to service the public and this cannot be done on outdated equipment and it is time to move forward to accomplishing this. COmmissioner Titcomb stated he too was ready to move on the upgrading of the phone system, but wanted to make sure that his concerns were on the record and that staff has addressed COmmissioner Titcomb's concerns. ViCe Mayor Jaskiewicz inquired what the cost of the current maintenance agreement was on the exilsting phone system. Mr. McCaffrey stated that cost was $20,000 per year. Vice Mayor JaSkiewicz inquired if the various companies should be invited in to make their presentations, bui however due to the large disparity in the costs, perhaps it would not be worthwhile at this point, provided it was the same equipment. Mri Hawkins stated that he wished to go on record that the service provided will meet the City's needs, and will be more than adequate and staff has worked over 12 months on getting these proposals packages. MOtion Commissioner Titcomb moved to approve Item C.7 (Resolution R98-98). Commissioner Denahan seconded the motion that carried 5-0. City Manager Willis informed the CommisSion that Senate Bill 270 has been passed which in effect mandates extra benefits to police and fire departments and an actuarial impact statement should be obtained which City Manager Willis will request. The passage of this Bill could affect the City's annual revenues from the State. As soon as the actuarial statement has been ob!ained, City Manager Willis will report back to the City Commission. VI. PUBLIC AUDIENCE Dee Zibelli, 440 Ocean Parkway, stated ithat there was an item in the newspaper that she wiSihed to address regarding the U.S. Constitution giving its citizens the right of assembly and thel right to protest. Ms. Zibelli stated that'Vice Mayor Jaskiewicz responded to the protest in front of City Hall recently and was quoted as saying "the circus like atmosphere of the meeting made her sad". Ms. Zibelli stated that if it was not for the legal right to protest, there would have be~n no Woman's Suffrage Movement and Vice Mayor Jaskiewicz would not be holding her curi-ent position. MEETING MINUTES REGULAR CITY COMISSION BOYNTON BEACH, FLORIDA MAY 19, 1998 Charlie Fisher, 8069 Stirrup Cay Court, regarding the purchase of the new telephone system fo~ the City, Mr. Fisher stated it was difficult to project data and voice needs for 8 to 10 years and considers it an educated guesstimate. Mr. Fisher stated he is a network administrator and puirchasing equipment is part of his job and he has some concerns on the purchase of the telephone equipment. secondly, Mr. Fisher stated that there were baby bunnies in his backyard and his wife was upset because the birds were eating the baby bunnies. His wife called City Hall and was treated quite genuinely by the City Hall employees, nor were her concerns treated frivolously. In leSs than one hour an City employee arrived at the house and eased her mind that the bunnies would be fine. The way this matter was handled by all the City employees is to be commended and Mr. Fisher thanked everyone for their compassion. Mayor Taylor responded to Mr. Fisher's concerns regarding purchasing the telephone eqUipment and the projection of 8 to 10 years life on the equipment, but since the system has the ability to be upgraded as the City needs change, that it the system should meet the City's exPectations. James Miriana, 728 NE 8th Avenue, commented on the statements made by the Mayor in reference to the action taken by many residents of Boynton Beach regarding term limits. Mr. Midana stated that the citizens of Boynton Beach have a right to criticize elected officials. Herb Suss, 1711 Wood Fern Drive, stated that he was against term limits and felt the prior speaker's remarks were uncalled for. Mr. Suss also stated that if an elected official is not doing his or her job, it is every citizen's right to vote these people out of office. Mr. Suss also stated that the continuity of the City would be lost if term limits were in place. Mayor Taylor asked if anyone else wished to speak, there being none, the Public Audience portion of the meeting was closed. VIii PUBLIC HEARING: NONE VIII. BIDS. NONE DEVELOPMENT PLANS: NONE NEW BUSINESS NONE 17 MEETING MINUTES REGULAR CITY COMISSION BOYNTON BEACH, FLORIDA MAY 19, 1998 Xl LEGAL A. Ordinances - 2nd Reading - PUBLIC HEARING 1. Proposed Ordinance No. O98-15 Re: Amendment Chapter 18, Division 4. Retirement and Retirement Benefits, Section 18-111, Normal Retirement, by creating a new subsection (4) entitled "Elective Benefits" Attorney Cherof read proposed Ordinance No. O98-15 by title only. M~yor Taylor announced the public hearing. TF'IERE WAS NO ONE PRESENT WHO WISHED TO SPEAK ON THIS ORDINANCE. MOTION ViCe Mayor Jaskiewicz moved to approve proposed Ordinance No. O98-15. Commissioner Tit=omb seconded the motion. City Clerk Sue Kruse polled the vote. The vote was unanimous. XII UNFINISHED BUSINESS: A. Commission action of Code Compliance Board matters: 1. The Code Compliance Board, at their April 15, 1998 meeting, voted to reduce the lien imposed in Case #96-4536 from $9,775 to $826.18. The motion carried 6-1, with Chairman DeLiso dissenting. Sc3tt Blasie, Code Compliance Administrator addressed the Commission and stated this is a ca~;e that needs to be looked at on its individual merits. At the Code Compliance Meeting Mr. Va'Ils from the lending corporation that foreclosed on the property testified that his company for-~closed prior to a City lien being filed and recorded. The property was foreclosed on January 19~)7 and the lien was not recorded until June 1997. Once the lending corporation was notified of Ihe lien, the lending institution promptly complied by bringing the property up to code. Mr. BIi sie stated that the property has been kept boarded up and trash free since the foreclosure. Vic Co Ju; no1 loc inf ta¢ e Mayor Jaskiewicz inquired if the petitioner has paid the fine. Mr. Blasie informed the rnmission that they have only paid the $200 application fee. an Vails, representing United Lending Companies took the podium and confirmed that ted Lending Companies foreclosed on the property in January of 1997 and was never ified that the property had any code violations on it. Mr. Vails stated that the property is ated across the street from projects and is constantly being broken into. His Company was ~rmed that the property had been tagged, but no employee of United Lending ever found the It was never determined that there were any liens on the property until it was under a sale 18 MEETING MINUTES REGULAR CITY COMISSION BOYNTON BEACH, FLORIDA MAY 19, 1998 agireement and the title examination showed a lien on property. Mr. Vails stated that the Chairman of the Code Compliance Board felt that the United Companies should not have to pay any fine, since they were never notified that a lien exited. Mr. Vails stated his company is very conscientious in keeping the properties they own in compliance with all codes and have had to board up this property four times. Mr. Vails requested that the Board reconsider to not impose the $826.18 fine since they were never notified of its existence. ViCe Mayor Jaskiewicz inquired as to the current status of the property. Mr. Vails stated the property is boarded up and is under contract for sale, waiting resolution of this case. As soon as!this case is settled, the property will be closed on. Mayor Taylor informed Mr. Vails that the $826.18 reduced fine is not the only item being considered by this Board, but also the Board could consider no fine or even the total fine of $9i775. The recommendation of the Code Compliance Board is the $826.18 fine. Co~mmissioner Titcomb inquired as to what the City's actual expenses were. Mr. Blasie stated that the $826.18 was administrative costs. MOtion ViCe Mayor Jaskiewicz moved that the fine imposed by the Code Compliance Board at their APl'il 15, 1998 meeting, Case No. 96-4536 (Item XII. A. 1) be reduced to $200. Mayor Pro Tern Tillrnan seconded the motion. Motion carried 5-0. Mri Vails asked when he will receive confirmation of this Board's decision so that the sale of the property can be settled. Mr. Blasie said he will speak with Assistant City Attorney Pawelczyk and request that the necessary documents be prepared. B. Proposed Resolution No. R98-102 Re: Authorizing the acquisition of the land (Pond "D") required fOr Wet Storm Water Retention facility. Attorney Cherof read Proposed Resolution No. R98-102 by title only. Motion Vice Mayor Jaskiewicz moved to approve Proposed Resolution R98-102. Commissioner Denahan seconded the motion. Motion carried 5-0. Xlll. OTHER. NONE XIV. ADJOURNMENT MEETING MINUTES REGULAR CITY COMISSION BOYNTON BEACH, FLORIDA MAY 19, 1998 There being no further business to come before the City Commission, the meeting properly adiourned at 8:35 p.m. ATTEST: Cit~,'Clerk RE cording Secretary (t~'o tapes) Commissioner - DEVELoPME:. ,' ORDER OF THE CITY COMMI$~_ JN OF THE CITY OF BOYNTON BEACH, FLORIDA PROJ!ECT NAME: APPEICANT'S AGENT: APPLICANT'S ADDRESS: DATE OF RATIFICATION CITY COMMISSION: East Ridge PUD John A. Grant, Jr., Inc. 4629 Poinciana Street, #22, Lauderdale By The Sea, FL 33308 May 19, 1998 TYPI LOC DRA :. OF RELIEF SOUGHT: Final Plat Approval S, TION OF PROPERTY: N.E. 4th Street (see attached location map) WING(S): SEE EXHIBIT '3" ATTACHED HERETO. t~ THIS MATTER came before the City Commission of the City of Boynton Beach. Florida appearing on the Consent Agenda on the date above. The City. Commission hereby adopts the findings and recommendation of the Planning and Development Board. which Board found as follows: oR! THIS MATTER came on to be heard before the City Commission of the City of Boynton Beach. Florida on the date of hearing stated above. The City Commission having considered the relief sought by the applicant and heard testimony from the applicant, members of city administrative staff and the public finds as folio ,vs: I. Application for the relief sought was made by the Applicant in a manner consistent with the requirements of the Ci~"s Land Development Regulations. The Applicant ~ HAS HAS NOT established by substantial competent evidence a basis for thc relief requested. The Conditions for development requested by the Applicant. administrative staff, or suggested by the public and supported by substantial competent evidence are as set forth on Exhibit "C" with notation "Included". 6. ~ of this order. 7. Other Thc Applicant's application for relief is hereby ~ GRANTED subject to the conditions referenced in paragraph 3 hereof. DENIED This Order shall take effect immediately upon issuance bv thc City Clerk. All further development on the property shall be made in accordance with the terms and conditions Ci.ty Clerk J: SH] [DAT:VPlam~ing'SHARED''WI~FORMS''I)ev. Or&rs~DEVEL()PMENT ORDER REV.cK~: EXHIBIT "C" Conditions of Approval Projcci name: East Ridge P.U.D. T.vpc Of Development Order (Master Plan. Site Plan or Plat: FINAL PLAT DEPARTMENTS [ INCLUDE REJECT PUBLIC WORKS Comments: None UTILITIES Coinunents: None FIRE COmments: None , POLICE Cqmmcnts: None ENGINEERING DIVISION Cgnuncnts: 1. Thc applicant shall comply with all outstanding conditions o[' approval, if any. as stipulated in Planning and Zoning File No. REZN 96°002 and File No. NWSP 97-020. BUILDING DIVISION C0~mnents: None PARKS AND RECREATION C~mments: None FORESTER/ENVIRONMENTALIST C°mmcnts: None PLANNING AND ZONING cbmments: 2. ] Prior to a pcmfit being issued for thc first building unit. submit a site plan i// i application for cnt~' way and peripheral greenbelt landscaping and on-sit slgnagc. A[~DITIONAL CITY COMMISSION CONDITIONS ~, \proj ects\cond of appA J:\SHI ~DATA\Engineering\Eng. CK~Develop. Order-East Ridge PUD Final Plat.doc