Minutes 06-27-97 MINUTES OF THE SPECIAL CITY COMMISSION MEETING
HELD IN THE LIBRARY PROGRAM ROOM, BOYNTON BEACH, FLORIDA,
ON FRIDAY, JUNE 27, 1997, AT 3:00 P.M.
PRESENT
Gerald "Jerry" Taylor. Mayor
Jamie Titcomb, Vice Mayor
Matt Bradley, Commissioner
Shirley Jaskiewicz. Commissioner
Henderson Tillman. Commissioner
Kerry Willis. City Manager
Jim Cherof, City Attorney
Sue Kruse. City Clerk
CALL TO ORDER
Mayor Taylor called the meeting to order at 3:09 p.m.
Proposed Resolution No. R97-104Re: Appoint members to the Local
Housing Assistance Program (State Housing Initiatives Partnership Act)
Mayor Taylor advised that nine regular and two alternates will make up this committee. He
recommended that each Commissioner begin the appointment process by submitting two
names each.
Vice MaYor Titcomb appointed Robert B. Taylor to fill an undesignated position, and Sy
Rosenthal as a real estate professional.
Commissioner Bradley appointed Betty Collins to fill the position of advisor for Iow income
persons, and Angela Girtman as the citizen who is a provider of affordable housing.
Following discussion among the Commissioners relative to members serving on more than one
City board, AttOrney Cherof advised that the City's policy states a member may not serve on
two quasi-judiCial boards. There is nothing in the Statute that precludes members from serving
on more than one board as long as they are not quasi-judicial boards.
Commissioner Bradley questioned whether or not the Commissioners should be concerned
about appointing Angela Girtman to this committee since she is a member of the CDC.
Attorney Cherof did not believe there would be a legal conflict.
' Mayor Taylor appointed Jeanne Heavilin as an individual actively engaged in the banking or
mortgage banking industry.
COmmissioner Jaskiewicz appointed Reverend Lee and Sara Williams as alternates.
Commissioner Tillman appointed Margaret Johnson and Michael Campbell to fill the
remaining undesignated positions.
There was a consensus of the Commission to appoint Dale Bailey as an individual actively
engaged in the residential home building industry, Robert Daniels as a representative of areas
of labor engaged in home building.
MEETING MINUTES
· SPECIAL CITY COMMISSION
BOYNTON BEACH, FLORIDA
JUNE 27, 1997
Motion
Vice Mayor Titcomb moved to approve the appointments. Commissioner Tillman seconded the
motion.
Attorney Cherof recommended that Section 2 of the Resolution be changed to read as follows.
"That the members and alternates of the affordable housing advisory committee shall be
appointed or removed by a majority of the Commission."
Vice Mayor Titcomb and Commissioner Tillman agreed to include Attorney Cherof's
recommendation in their motion.
The motion carried unanimously.
Pre-Budget Review
Diane Reese. Finance Director distributed graphs which summarize the budget information for
Fiscal Year 1997/98. She explained that the budget is comprised as follows:
Transfers in (Funds from Within the City) = 12%
Taxes = 48%
Utility Taxes = 13%
Licenses & Permits = 7%
Revenues from Other Governments = 13%
Charges for Services = 4%
Other Income = 3%
The money is spent as follows:
General Government = 26%
Public Safety = 56%
Transportation = 2%
Physical Environment = 1%
Culture/Recreation = 15%
The General Fund expenditures are as follows:
Personal Services = 70%
Operating Expenses = 17%
Capital Outlay = 3%
Non-Operating = 10%
City Manager Willis advised that ali of the numbers included in this budget are preliminary and
are based upon estimates, it is hoped that the numbers will fluctuate down following review
prior to the second workshop meeting in July. ,~
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' SPECIAL'CITY COMMISSION
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JUNE 27, 1997
The current millage of 7.9251 is maintained in the proposed budget with no recommendation of
change to the current watedsewedstormwater or sanitation rates. This could change since we
believe there could be a reduction in sanitation rates, The specifics of such a move have not
yet been worked out. The possible reduction will be in accordance with looking at the cost of
service and service levels.
New mission statements for each department have been incorporated into the budget
presentation ~n accordance with our theme of customer service and neighborhood outreach
focus as established by our Visions program.
The overall taxable value of the City has increased slightly more than 3% for the 1997/98 fiscal
year. This will provide the City with approximately $862,564 in new tax revenue. This amount
may vary based on the number of appeals made to the Property Appraiser's Office.
In an effort to address neighborhood revitalization we will add two new Code Enforcement
Inspectors to assist in Code compliance needs. With the Citizen Observer Patrols gaining
support as new neighborhood associations are formed the Police Department has included
funds to purchase three used vehicles for this program. The Fire Department is requesting
several reclassifications which will enable them more flexibility in addressing fire prevention
needs. We also plan to purchase new Fire apparatus under a lease/purchase program.
With regard to economic and commercial revitalization, our Economic Development Director will
continue to work to attract new developers to the City We are targeting small technical
manufacturers to target 300 new jobs by August of 1998. anG continue [he redevelopment
arounG the Ocean Avenue corridor and surrounding areas.
Education is a major focus for the City. We are researching and discussing ways to finance a
new high school in Boynton Beach, The Children's Museum Coordinator ~s working with the
Library Director to raise funds for the Children's Museum to be located in the 1913 School. Our
emphasis will be on grants to help us meet some of the immediate and long-term needs of the
City. We currently have approximately 25 grants, and will continue to review our grants needs.
The remediation work on City Hall is coming to an end. We were able to avoid moving out of
City Hall which saved a tremendous amount of time and money. We have spent approximately
$1 million on this phase of the cleanup, Two million dollars of funds were originally transferred
out of this current year's budget. The money that remains when the remediation is cern pleted
will go back to the Genera~ Fund balance.
Our undesignated reserve is currently $2.223.987 with an additional $706.000 set aside in
reserve for emergencies. This amounts to an approximate total of $2.900.000 in the General
Fund reserve account. This amount is $671.000 short of our ultimate goal of maintaining a
minimum of 10% undesignated fund balance.
In the upcoming budget, the Planning and Zoning Department will be consolidated as part of
the overall Development Department. This is being done to allow for better overall operational
guidance and direction. All building, planning, zoning, inspection, construction and community
redevelopment activities will be under the Development Department.
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We have been upgrading our computer system. Dudng the current fiscal year, we have been
installing the network system which will provide all departments the opportunity to share data.
The next phase of this project will be to purchase new software for all City departments. The
two main components of the purchase will be the Finance and Human Resources software and
the Building Occupational License software. In addition to mon~es already set aside for these
purchases, we will fund an additional $381,000 toward the purchase.
An early, retirement program is being studied. Preliminary calculations are estimated to result in
a potential first-year savings of approximately $800.000. This figure assumes that all of the
positions that could be eliminated will be refilled by existing personnel by promotions. Actual
savings are unknown until we have received the actuarial study and have considered all of the
costs of the program. This $800,000 savings ~s based on all eligible employees taking early
retirement. However, that will not happen. Staff will monitor this program and bring back more
complete information in July.
The stormwater improvements and upgrades to the West Water Treatment Plant are two of the
major expenditures proposed in Fiscal Year t997/98. In addition, staff is looking at the overalt
customer service operation to determine whether we want to try pdvatization in this area. or
move forward with, the consolidation of meter reading and customer service into the Utilities
Department. The proposed budget has been prepared with the assumption that these
operations will be merged; however, a final decision has not been made.
The Golf Course does not propose any increase in the user rates for the upcoming year.
However they are proposing adjustments of the rates which will provide for a better rate
structure than we currently have. We anticipate losing 50 fewer annual permit holders which
will alIow for an increase in daily fee play to offset the loss of revenue from the overall decrease
in permil holders. Some capital improvement projects will be discussed.
Sanitation management is doing an overall cost of service and level of service analysis of their
operation. Staff began with this operation because it lends itself to a quantifiable measurement
of cost of service in terms of cost per output. We are looking at adapting this type of program
Citywide. Staff is working on a fleet replacement policy, However. we have not had time to
factor all dollars into this program. We are investigating ways to phase in a capital orogram
budget for the City.
The major focus of change in the Community Redevelopment Division will be administering the
new Entitlement Fund monies. We currently estimate that we will receive $569,000 from HUD
for Fiscal Year 1997/98. These funds will be spent on projects within designated community
development a~eas. We also anticipate receipt of SHIP grant monies n an amount just under
$300,000 for home improvements and new home building.
City Manager Willis thanked the department heads for working closely with the City Manager's
Office. She is confident that the Commission will be pleased with the program budget that has
been proposed, and she is certain savings will be projected over the current fiscal year.
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Mayor Taylor referred to the section called "Other Issues". He questioned whether the figure of
$2.929,987 assumes the $1 million has been put back into the Fund Ms. Reese responded
negatively, and added that that figure of $2.929.987 is prior to the $1 million being returned.
Mayor Taylor referred to the Utility Fund budget. In response to his question, City Manager
Willis advised that the proposed budget shows figures that assume we are not privatizing the
meter reading and customer service functions. She added that there are currently three people
performing these operations who are etigible for the early retirement program. It is not known
at this point if any of those employees are interested in taking early retirement, n addition.
some of the meter readers are looking at other job offers. Therefore. it may be a cost effective
time to go to a s~x month or one year evaluation before the City commits a substantial amount
of fu qds to a retooling effort.
With regard to the issue of vehicle purchases. City Manager Willis advised that the City has
been making purchases. However, there is no formal fleet replacement (.rotation) policy in
place to allow us to automatically fund changing out one-third of the fleet yearly.
Mayor Taylor questioned who will be administering the HUD funds. Mr. Hawkins advised that
the City Commission will deCide how the $569,000 of HUD fundS will be spent, and the advisory
committee will make recommendations to the Commission on expending the SHIP funds.
In response to Vice Mayor Titcomb's question, City Manager Willis advised that there is
$706,000 set aside aS an emergency reserve. Ms. Reese explained that this fund was
originally set up when the City reCeived $1 million from the insurance company relative to
Tradewinds.
City Manager Willis advised that the State has gone back to a policy of requiring a local match
for emergencies with regard to natural disasters. We have designated funds to address that
12.5% local match that are not shown in these numbers.
In addition, City Manager Willis advised that we have currently budgeted $300,000 in a CIP
Fund. This rolls over and approximately $500,000 will be added to the 1997/98 budget. This is
the fund that has traditionally been used to pay for vehicles. City Manager Willis plans to
designate these funds to begin funding the annual roll-over for a fleet replacement policy.
Fire Department!- Bill Bngham
The proposed budget reflects the desire to address issues and programs that are of immediate
concern, and it sbrves as a springboard for further long-range planning and subsequent fiscal
responsibility. ItladdresseS personnet and equipment needs that are crucial to maintaining
operational readiness today, and it establishes a foundation for future progress.
The miss'on statbment is to provide the highest level of emergency response and community
service through fscaily responsible management in order to meet the needs of the customers
served as well aS! the members of the department.
Three goals hav~ been identified for this year as follows:
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To improve efficiency and effectiveness of the Fire Department operations:
to provide for tmproved community service while continuing to focus on
prevention programs; and
encourage empowerment for Fire/Rescue personnel, encouraging innovation,
and getting away from a robot mentaIity within the Fire stations.
Measures of achievement have been established as follows:
2.
3.
4.
Increase technical and academic knowledge of all Fire/Rescue personnel;
positive feedback with customer service exit polls:
improve morale: and
increase numbers of citizen service programs
The Fire/Rescue proposal includes a new Quint fire engine, new personnel, and reclassification
of some existing positions. It also will facilitate personnel training, and provide immediate relief
to safety concerns and issues which were not previously g~ven sufficient emphasis. Funding ~s
included for the purchase of equipment to be used by the technical rescue team. and sufficient
funds to change the Fire Department's uniform. Citywide hurricane preparedness materials and
equipment are also incorporated in the proposal.
Jim Ness modeled the proposed new uniform which includes a higher quality type rescue
trousers which should provide a longer life for the equipment. In addition, the Fire Department
will move away from the use of t-shirts and select a polo-type shirt in its place which contains
the department logo and the name and rank of the wearer. It is believed that this new uniform
will add to department morale. The entire department will be retrofitted. The budget will be
larger for the first year, but there should be a reduction in future years. This item will be
addressed in the contract.
In response to Mayor Tayior's question, City Manager Willis advised that the Fire Department
will increase their personnel by up to three people because this department is consistently
running very high in overtime costs.
Mayor Taylor asked the Fire Chief to address Boynton's involvement with Hazmat. Chief
Bingham explained that Boynton does not have a hazardous materials team. We contribute to
the County-wide system by continuing to develop our tactical rescue team. One of the areas
that will be focused on this year is a basic readiness level in the area of hazardous materials to
be able to provide support for Boca Raton or Delray. The City of Boynton Beach is involved in
the County-wide discussions.
Mayor Taylor inquired as to whether we are involved with preemption devices. Chief Bingham
advised that we are investigating some of the devices that will be used with the sirens and
looking for grants to help with the funding. Mayor Taylor advised that the County is in this
process also~ Jim Ness said the County will be going with a different type of system. Other
municipalities will be able to use the system we are looking at.
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SPECIAL CITY COMMISSION
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Police Department - Marshall Ga.qe
The Police Department has made a lot of plans and compromises to accommodate the lean
budget year we are facing. Chief Gage announced that the name of the Code Enforcement
Division will be changed to Code Compliance.
The mission statement is that the Police Department is responsible for the assurance and well
being of all citizens by prudent and impartial enforcement of municipal and County Ordinances
and Florida State Statutes within the City's jurisdiction Exemplifying the highest level of
professional standards, we will constantly seek and find Ways to improve the quality of life, and
preserve and deliver a feeling of security and safety in a manner consistent with the law and
reflective of shared community values,
The Police Department has 133 sworn and 30 non-sworn full-time employees. In the budget for
fiscal year 1997/98. there will be an increase of one sworn and one non-sworn positions. In
Code Compliance. there are currently seven ~nspectors and four clerks. In the fiscal year
1997/98 budget, there will be nine inspectors and four clerks. The increase in the Police
Department budget represents 3.36% which is attributable to personnel costs. The increase ~n
Code Compliance amounts to 40.24% which is attributable to staffing and vehicles.
The goals of the Police Department are:
Goal I
Professionalization of the Department
Objective:
To develop a new procedural manual consistent with the accreditation agency.
There are plans to begin State accreditation, and complete that process by the
end of the year.
Objective:
Computerization in records, mobile reporting, and Internal Affairs. This will be
done to increase efficiency, and accuracy of data. The Police Department is
looking for alternative funding mechaniSms to accomplish their goals with respect
to technology.
Goal 2
Improvement of Community Relations
Objective:
Reduction of complaints against Officers and employees, reduction of drug trade
in the City, and increased member involvement in community functions.
Goal 3
Improve hiring and retention
Objective: Improvement of field training program and a decrease in the failure rate of the
officers. A mentoring program will be implemented, and a recruitment video
program will be developed.
There will be an expansion of community policing, and revamping of the records system. It is
believed that there will be a reduction in staff through attrition or reassignment of personnel in
Records. There is a very high probability of a reorganization at, or shortly after the start of the
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year. This will be an effort to lower the overali profile of the organization. A proposal is being
developed for a corporal program.
The Police Department will make a strong effort to get involved with the community, and have
the community involved with the Police Department. A pilot project will begin at the beginning
of the school year at Congress Middle School. One of the community police officers will be
assigned to the school on a full-time basis to deal with at-dsk youth who are excessive in
truancy and outdoor suspensions.
In addition, the COPS programs will be expanded. There are currently five programs in
operation and the goal is to have a program in every community of the City. This program has
proven to decrease the amount of crime and increase the participation on the part of community
members. This program creates a stronger sense of partnership and ownership of the
problems.
Seven unmarked vehicles will be replaced this year The remainder of the vehicle requests
were held back in an effort to work within the budgetary constraints. The Police Department is
working with Larry Roberts to develop a formal replacement program.
Code Compliance - Marshall Ga.qe
The mission statement of Code Compliance ~s working with the community to edhance the
quality of life with fair and equitable enforcement of the Boynton Beach Code of Ordinances.
Goal 1
Proactive Enforcement
Objective:
Expanded hours with two additional staff people. Code Compliance will have
more nighttime hours an~ weekend hours. The citation program will be
expanded, and the educational materials for the public will be increased.
Objective:
Strengthen the demolition projects and a cooperative effort with Community
Improvement for identification of problems and inclusion of vacant structures in
the program ntensify the nuisance abatement efforts. There will be a
cooperative effort with agencies m the City. Video documentation will be
increased.
There Will be an increase of two inspectors in this division. The inspectors will be cross-trained
in an effort to share some of the inspection responsibilities. They will be working with the Fire
Department crosS-training as inspectors for their function, and vice versa, as well as
Occupational Licensing. The City's grant program, administered by Octavia Sherrod, will be
stressed by these same officers. They will advise the citizens of the tools available to them.
They will also stress the new HAMAR program that will be administered by Hank Ackermann.
We will be working with other City and County departments to assist in area cleanups and
waste amnesty days.
Code Compliance will get three new vehicles for the very first time.
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Success will be measured by a documented perception of professionalism within the Police
Department which will mean increased efficiency. This will also result in an increase in morale
and improved working relationships with the community.
In Code Compliance. there will be improved community appearance, an increase in voluntary
compliance with Code. increased community involvement, and a visual improvement in the
appearance of the City within one year, The Police Department and Code Compliance will work
harder and smarter in partnership with the community.
Commissioner Tillman asked Chief Gage to explain the value of accreditation. Chief Gage
explained that it is important to make sure the entire department participates in the process so
that the employees understand what a professional organization is supposed to look like and
what they are supposed to do. It should take one year to gain State accreditation.
In response to Commissioner Jaskiewicz' question. Chief Gage explained that we currently
have two D.A.R.E. officers at Congress Middle School on a full-time basis.
Mayor Taylor inquired as to a target date when Chief Gage will feel comfortable about the
Evidence Room. Chief Gage is comfortable that we are now doing the job right. However, the
final cleanup and disposition of property will be on October 1 The process has been cleaned
up, but the depar[mem is going through the destruction of evidence that has been collected
over 50 years. This is a slow process.
Mayor Taylor asked Chief Gage if the issue of the saIary of a new recruit being the same as an
officer who has been on the job for two or three years will be corrected in the new budget.
Chief Gage advised that this issue is being addressed by the Labor Management Team.
Commissioner Bradley commended Chief Bradley for taking the lead in attacking the problem at
Congress Middle School
Commissioner Jaskiewicz advised that one of the condos contacted her to advise that they
have had a definite reduction in crime since they began their COPS program.
Vice Mayor Titcomb commended Chief Gage on the Code Compliance efforts. Chief Gage
thanked his staff for doing a very professional job.
Recreation and Park - Charles Frederick
The mission statement is through professional recreation management, provide wholesome and
constructive leisure activities with facilities equally distributed throughout the community which
meet the needs of all ages, interests, and abilities. These services will be provided in a safe,
accessible, and aesthetic environment contributing to the well being of the individual and
enhancing the quality of life.
Charles Frederick advised that the Recreation and Park budget is composed of 13 program or
facility cost centers. They are the administration operatiOn, Arts & ACtivities Center, the Athletic
Section, the Community School Section, Civic Center, Hester Park & Center, Tennis Center,
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Sara Simms Park, Special Events-Community Promotion, Playgrounds Therapeutic Section,
Wilson Center & Park, Wilson Pool, and '[he public beach. In the last four years, a program
revenue fund was created Which operates many of the activities on a self-sustaining fee and
charge basis. This has been able to accommodate the costs associated with the T.N.T.
concerts at the beach and full publication of Funfare Magazine.
The department runs over 450 activities each year with a visitation rate of programs and
facilities at approximately 1 million A high percentage of that number comes from the public
beach. This department atso runs the Latchkey Program at Rolling Green School. and the
Latchkey Afterschool Program at Hester Center. Special events handled by the department are
G.A.L.A. Fourth of July, the Holiday Parade. and Black Awareness Day.
Goal 1
The department is addressing a better customer service program by providing
continued training to staff as it relates to customer service. A survey has been
developed to allow users to provide input on programs and facilities. The
department's goal is to reach an 80% satisfaction rating.
Goal 2
Continue providing a vadety of recreation programs. The department is
attempting to establish a collaborative effort among several County departments
to provide for ADA and inclusion programs, t is anticipated that our cost will be
$20.000 per year. We are attempting to g~ve special recognition to at-need and
at-risk populations. This budget includes expanded Wilson Center operations
The pool will be operated on an eight-month basis. Hester Park expansion is
coming on line with bids due July 31. Dudng the next fiscal year. there will be
tennis, volleyball, and racquetball courts along with football and soccer fields at
that Park. As part of the Visioning process, a scholarship program is being
continued. A marketing tool has been developed to be sent out to the
community, businesses and nonprofit organizations.
Goal 3
Continue m promote and market ourselves.
Objective:
Develop better business sponsorships with the community. Develop a speakers
aureau to speak to neighborhood groups and other organization. We will apply
for the National Gold Medal Award which is sponsored by the National
Recreation and Parks Association.
Mr. Frederick asked whether or not the Commissioners would like to consider an increase in the
beach decal program He explained that this issue was raised when a letter was received from
COWBRA representatives who feel they should be equal partners in our beach. The beach fee
has not been raised since 1990. With the Commission's approval Mr. Frederick will put
together the facts and numbers and bring them back at the July workshop.
Vice Mayor Titcomb asked if there has been any discussion about partnership with the
Chamber of Commerce or other sponsorships to make special events more self-funding
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Mr. Frederick exolained that some of the programs can be revenue producing, and others are
strictly cost out. However. staff has not recewed any formal direction on this issue. Mr.
Frederick has no objection to working in conjunction with other organizations.
Vice Mayor Titcomb reminded Mr. Frederick of the issue that was brought up last year relative
to additional funding for Black Awareness Day, He would like to be certain that the monies
needed are requested at budget time rather than a month before an event.
Parks Division - Charles Frederick
The mission statement is to enhance our physical environment with conservation and
preservation of natural resources, sound management, public parks and municipal grounds,
and participation and promotion of landscape beautification throughout the community.
This division provides services to approximately 140 locations throughout the community
including 24 City parks, a variety of municipal building grounds, vacant lots, City medians.
rights-of-way, lift stations cemeteries, and canals. This division applies for grant applications
and administers those grants through DOT, Palm Beach Beautiful. and other funding sources.
Goal 1
Continue to plan and expand the beautification of our roadway systems. DOT is
now in the midst of the Federal Highway and Boynton Beach Boulevard projects.
This division plays an important role in overseeing that project. They are also
dealing with design plans for Woolbright Road, and Gateway Boulevard We will
continue to submit applications to Palm Beach Beautiful with money in this
budget to match the continued expansion of Congress Avenue corridor and the
medians from Woolbright Road to Miner Road. Money is included for the design
work for five grassed medians on Hypoluxo Road between Congress Avenue
and High Ridge Road. Work is now ongoing for median improvements on
Seacrest Boulevard. Hypoluxo Road. and Boynton Beach Boulevard.
Goal 2
We continue to move forward in terms of park development There are
intentions to mprove our tree planting orogram. We are in master plan design
and finalization of the Intracoasta110-acre site and Boat Club Park. We received
$2.6 million from the County that will go through the process this coming fiscal
year. We plan to plant shade trees in all of the parks, and the Adopt-a-Tree
program will be expanded to plant an additional 200 trees. We are attempting to
improve the quality of grounds maintenance, and will be Picking up new
maintenance with Mangrove Park which is scheduled to be completed in August
Ezell Hester expansion and Palmetto Greens Neighborhood Park will be
completed in the next fiscal year This division will reanalyze the entire crew
system in an effort to become more cost effective.
Commissioner Jaskiewicz referred to Goal #1 and the reference to grassed medians. She
pointed out that there is a section between 23r° and Boynton Beach Boulevard that is filled with
cement and weeds. She requested that these medians become grassed areas rather than
concrete. Mr. Frederick advised that this is a County road and he will have to find out whether
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or not the concrete can oe removed. The only medians we maintain the ones where we request
irrigation and redesigned landscaping. Then we assume the maintenance
With regard to the shade trees, Commissioner Tillman questioned whether or not there ~s a
priority relative to the placement of [hese trees.
Mr. Frederick advised that staff looks at the parks that are most actively used. We have an
excellent source of over 1.000 Oak trees that are being donated. The only problem we are
experiencing is having the manpower available to pick up the trees and plant them. We will use
as many trees as possible. Mayor Taylor suggested that this would be a great project for the
Jaycees.
Commissioner Jaskiewicz questioned whether or not this budget includes any proposal for land
acquisition for a future park in the south part of the City.
Mr. Frederick said this is part of a wish list. The acquisition will be a major expenditure
requiring a funding source other than the General Fund.
Commissioner Bradley questioned whether the Adopt-a-Trees are exclusively native. Mr.
Wildner advised that they will be Live Oaks and Queen Palms.
Mayor Taylor asked for a status report on the property that we will get from FPL south of SW
23% Mr. Frederick advised that we already have that property. It is an undeveloped site that
will have to be reviewed in terms of our overall wish list since it wili require substantial dollars to
develop that property.
Commissioner Bradley suggested that greenways be investigated. Mr. Frederick advised that
he has cOst estimates for the continuation of Linear Park that runs weSt of Seacrest Boulevard
to 1-95.
Dee Zibelli requested that Ocean Parkway not be forgotten in this budget for repairs to the
sprinkler system. She advised that eight Queen Palms will be planted if the irrigation can be
repaired.
Mr. Frederick feels this would be a good neighborhood project as a joint venture and
partnership. Ms. Zibelli was agreeable to that suggestion.
Facilities Management - Charles Frederick
The mission statement is to plan, establish and maintain a service organization which will
preserve the City's physical building asset; maintain a proper work environment for City
employees; maintain safe and pleasant facilities for the general public, support all departments
in their operational requests, assist in planning, design, supervising construction and
remodeling of the boat park and City facilities.
This division is responsible for the maintenance and repair of approximately 28 buildings
throughout the City. Many of the facilities are aging, and therefore, staff must continue to stay
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on top of this operation to ensure maintenance of our assets.
functions include the building trade section, the custodial
management section which deals in the planning, design,
administration of projects.
Some of the major program
operation, and the project
remodeling, and contract
Goal 1
Upgrade the level of custodial services in City Hall and other facilities.
Goal 2
Create a new crew to provide specialized service, and develop a written
maintenance plan. We are also becoming more computer oriented in order to
provide a strong preventive maintenance program.
Goal 3
Develop Maintenance Management Plan for all operations and inventory.
Public Works - Larr~ Roberts
A theme has been adopted known as. "Justifying Our Existence". There will be an effort to
adopt the cost of doing business in private enterprise as a gauge to measure the performance
of Public Works. Public Works will be looking at pay for performance and other incentives to
help motivate the employees. Systems are being set up n each division to measure
performance and comparison of cost of operations against private enterprise.
Public Works is made up of six divisions which include Administration. Animal Control. Road &
Streets. Sanitation. Transportation. and Vehicle Service.
The mission statement for Administration is to provide the center for supportive leadership for
the five divisions within the Public 'Works Department and provide the best possible customer
service for citizens n reference to refuse collection, transportation schedules, streets and
sidewalks, complaints and animal control problems.
The Animal Control Division is responsible for the enforcement of State aws and local
Ordinances to ensure the humane treatment of animals and the safety and welfare of Boynton
Beach residents. In Animal Control. we intend to involve our local vets in a volunteer program
that is designed to offer vaccination and other specialty services to the lower income
neighborhoods where free-running animals and the lack of proper care can be a problem At
present, this program will be a Iow-cost service to the citizens, and it will generate income to the
Division A new Ordinance is being prepared which will give the animal control officers more
power in dealing with the problems.
The Roads & Streets Division will provide restoration of City streets and sidewalks efficiently
and economically to serve the citizens of Boynton Beach. This is one of the divisions that can
be looked at to define its direction. Programs will be evaluated to determine what we want to
accomplish and whether or not we are doing the job. In order to evaluate the efficiency of the
operation compared to the private sector~ we wilt almost incorporate a billing system in Public
Works for each of the tasks that are provided. Using this task accounting system, within one
year a great deal more information will be available relative to the costs of each individual task.
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MEETING MINUTES
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JUNE 27, 1997
Sanitation will provide the most efficient level of solid waste collection by providing the best
economica~ cost to citizens and increase of service by enhancing customer education on refuse
collection. Areas that will receive a great deal of attention will be the determination of proper
manpower requirements, types of trucks being used, and the cost of providing this service, it is
believed that a considerable savings can be realized by doing things differently. Garbage
collection systems can be made more user friendly, can be conducted at less cost. and the
level of serwce can be maintained. We will look at methods used in other cities and in the
private sector, and we will examine different types of trucks. Considerable changes in the
operation will most likely result in the upcoming year. All of the changes will be attempts that
involve the labor management concepts to minimize the effects of changes to the employees.
The mission of the Boynton Beach Transit Authority is to provide a safe and user-friendly
transportation system that is accessib e throughout the City. n the upcoming year. the major
effort will be stabilization, There are considerable problems with definition of our service, and
where the service should take place. Public input has had a tendency to continually change the
service. The parameters of this service will have to be established and properly advertised, and
the service will have to be dependable.
Vehicle Maintenance will be a pr mary target this year. The m~ssion of Vehicle Maintenance ~s
to provide the highest level of service to maintain Ihe City fleet through a rigid safety and
economic program. Several major changes are proposed in the operations of the garage with
most of those changes being in the areas of new ways of funding replacement vehicles, vehicle
assignments, and accounting for the service. The garage should move toward operation as a
business where revenue ~s generated by rentals and repairs funding the operation and
replacements.
We will work closely with employees to be sensitive to their needs in return for the additional
performance that will be required of them.
Mr. Roberts is confident Public Works will be able to maintain levels of service while making all
necessary changes and retaining high employee morale.
In response to Mayor Taylor's question about the possibility of these services becoming
revenue generating, Mr. Roberts advised that he is looking at providing Fire and Public Works
services outside the City.
Mayor Taylor inquired as to whether we have a sidewalk program and whether we look at areas
where sidewalks do not currently exist. City Manager Willis advised that this would fall under
an assessment program. At the current time. Roads & Streets is a support service for Utilities.
To do an assessment program, it would be necessary to increase staffing and begin doing
evaluation and proactive planning. Mr. Fisher explained that we currently only do sidewalk
restorations. New sidewalks are addressed when development takes place. With an
assessment program for sidewalks the bid process could be used and a construction company
would do the installation.
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JUNE 27, 1997
Utilities - John Guidry
Utilities is a large enterprise fund This is a business operating from a profit motive. Utilities
serves a population of approximately 85.000. The service area encompasses 30 square miles.
The mission statement is to provide consistently high quality of reliable service to our water,
sewer and stormwater customers. Utilities strives always to meet treatment requirements, plan
for meeting future needs, and correct any existing deficiencies that may occur. Utilities is
always aware of its primary purpose to serve our customers.
Goal 1 To corn plete the expansion of the West Water Treatment Plant to 8+ million
gallons a day;
Goal 2 To complete master plan and design stormwater improvements in the downtown
area so as to manage stormwater on a regional basis. This capability will
provide greater flexibility to downtown redevelopment at a reasonable cost.
Goal 3 Improve overall efficiency and customer service of the department by combining
job functions where possible to ~ncrease maintenance efficiency. Combining
water distribution and meter reading divisions for better coordination in meter
service. Improving water quality by expanding the 2" water ma~n replacement.
Installing a new utility billing system including invoice billing with monthly City
news items for customers. Renovate the East Water Treatment Plant site and
Administration Building creating additional office space, improving the site
appearance with redone building facades and landscaping, and installing a
stormwater retention area for drainage improvements.
There are 10 divisions tr Utilities Administration's responsibility is to upgrade departmental
computer network server, continue developing maps for water, sewer, stormwater network, plan
review and construction inspection for new development, backflow prevention, master planning,
all recordkeeping functions, engineering design, construction survey and support.
The Constructior Division installs replacement water mains and relocates existing mains where
necessary They rehabilitate or build all pumping stations and repair fatal sewer lines and
storm drainage piping.
Customer Relatibns and Meter Reading performs billing services for water, sewer, stormwater,
and Sanitation,, processes payments, arranges refunds, responds to customer inquiries,
establishes new accounts, maintains billing records, and reads all water meters on a monthly
basis.
Laboratory Services performs required testing on potable water systems at both treatment
plants, wells, an~ throughout the distribution system, flushes distribution system when water
quality is needed, collects additional data for the new EPA Information Collection Rule, and
monitors the City's old landfill.
Public Water Operations operates both water treatment plants, wellfields, and water storage
tanks, and flushes distribution system to maintain good quality as need.
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Public Water Maintenance repairs or replaces malfunctioning components for both water
treatment plants, all wells, water storage tanks, and performs preventive maintenance on all
equ,pment.
Pumping Stations Division maintains approximately 145+ sewage pumping stations, and
replaces sewage pumps on a rotating schedule.
Sewage Collection maintains the gravity sewer system, and televises new lines prior to
acceptance by the City.
Stormwater Division cleans and maintaihs existing stormwater p~plng, and assists construction
crew in redevelopment of swale and drainage systems.
Water Distribution repairs or reptaces meters as required, maintains all fire hydrants, valves.
piping and distribution centers, locations for all underground water and sewer piping, and
coordinates relocation of water service in piping replacement projects.
The budget for this year ~s approximately $22+ million, but it is a 9% reduction over last year.
Commissioner Bradley expressed confusion over the two Customer Relations Departments
(Fund 401 and Fund 001). Mr. Guidry explained that there are two divisions in Customer
Relations. One is the meter reading group, and the other group is Utility Billing. Mr. Sugerman
further explained that the 401 Fund is a charge to Utilities. and the 001 Fund is a General Fund
Account City Manager Willis advised that this confusion will be cleared up when a final
decision is made relative to these functions.
Development- Milan Knor
The Development Department was created in October, 1994, and was composed of two
Divisions - Engineering and Building. The new administration was charged with consolidating
Planning and Zoning and the Community Redevelopment Department into the new Department
of Development. These two departments are now divisions. At the same time, Occupational
Licensing has been elevated into a division. The mission of Development is to provide a safe
and healthy environment in an expeditious and efficient way for the citizens and business
community.
Goal 1 To eliminate duplication of work activities within each division.
Goal 2 To share expertise of individual members of each division and enable the
department to reduce the need for additional personnel without sacrificing
efficiency.
Development is actively pursuing the challenge presented by Visions 20/20 together with the
mandates imposed by the State of Florida and evaluation of the Comprehensive Plan. A new
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JUNE 27, 1997
challenge wii be undertaken providing graphic information systems. It is believed that this
effort will result in a drastic reduction of the need for storage of hard copies in the City.
The Building Division will ~)rovide a safe and healthy environment to the residents of Boynton
Beach We recently implemented a new staggered work day which begins at 7:30 a.m.. and
extends until 5:30 p.m These hours assist in accommodating the residents of the City. The
goal is to improve interaction with the public. We will provide a speakers bureau to various
homeowners' associations and ciwc groups. Monitoring of administrative costs will be
implemented to determine whether the current permit application costs are sufficient to cover
the City's costs. No additional positions are anticipated in the new fiscal year.
The Occupational License Division Will provide safe and orderly bus,ness within the City
boundaries. This is accomplished through appropriate issuance of Occupational Licenses. It is
anticipated that monitoring of existing business activities will be implemented by improving the
computerized system that is in place. The annual inspection of every business establishment in
the City will be increased.
The Engineering Division Is presently reduced to one technical and one clerical position. This
reduction was based on the fact that many of the activities in the Development Department are
shared by other divisions. We are consolidating those functions and eliminating the duplication
process within the department. The Land Development Regulations are currently being revised
to impose certain standards that wil~ accelerate the review process. It is our goal to reduce the
number of members that attend the TRC meetings to one member who will represent all
divisions. This will reduce the time that is wasted in meetings. Engineering support will come
from other divisions within the department.
Community Redevelopment is responsible for implementation and administration of the City's
housing programs. These programs consist of minor and major repair as well as first-time
buyer application and construction programs. This division ~s responsible for administration of
Community Development Block Grant funding which will allow the City to pursue its economic
development and redevelopment.
In the Planning and Zoning Division, the goal is to streamline the review process and improve
the appropriate regulations. In addition; the division is charged with the administration of
various development applications, State-mandated Comprehensive Plan; Evaluation &
Appraisal of that plan with amendments; and review and maintenance of the Land Development
Regulations. In addition to these activities, the division is active!y engaged in the study of
approximately 300 acres of contiguous properties which are the potential target for annexation
by the City. The Planning and Zoning Division provides technical iflformation and research as
the need presents itself.
Commissioner Bradley questioned whether or not we will look at a commercial and residential
landscape code. Mr. Knot responded affirmatively, and advised that he will work with the City
Horticulturist on this project.
Human Resources - Arthur Lee
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JUNE 27, 1997
A Labor Management Committee was formed to discuss items that are of common interest to
everyone in the City. One of the first discussion items was a proposal for a City-wide pay plan.
Mr. Lee distributed a document which highlighted all of the items to be investigated in taking on
this task. He explained that the beginning pages provided a historical perspective of the City's
pay plan that existed for years. It was one pay plan for all employees. However. as a result of
the freeze from 1989 to 1991, we now have five pay plans. Discussions among the Committee
members included trying to bring everyone back into the same pay plan.
Mr. Lee discussed several proposals which include a 1% and 1% matrix, a 1% and 5% matrix.
and a 2% and 5% matdx. AIl of these plans were discussed among the Committee members.
There are many issues that must be resolved: however, every employee group was
represented and there was open dialogue.
With regard to the matrix, there were discussions about where to incorporate specific
components as follows:
Pay for Performance - This could be a flat percentage raise for meeting or exceeding
standards. Another option would be a progressive amount for meeting or exceeding
standards. The Committee decided that a flat rate would be favorable. However. pay for
performance should be interfaced with several other components as follows:
a. Longevity - The Committee would like to standardize what each employee
receives. A proposal was developed looking at an employee after five years In doing this. a
fiat rate would be used that would not be attached to the base {i.e., $100 after the fifth year, and
that would go up to a maximum of $1.500 over the career of the employee).
Training and Development - Employees should enhance their skills and abilities
over a period of time by taking courses. If this is included in the pay olan with the addition of
1%. it would motivate employees to enhance their careers through career development.
The Committee also came up with the idea of pay plan incentives such as a 1% savings bonus
program People working in a team situation would be eligible to receive a bonus if, over a
period of time. they work on a project and savings are realized. They would receive 1% of the
savings up to a certain amount.
In addition, a sick leave ~ncentive will be included to motivate people to come to work. The
employee would be awarded one personal day per quarter if they do not use sick leave during
the quarter. These ideas are conceptual and will be reviewed again by the Committee.
However. when the plan is implemented, it would be done in two phases The trait ng and pay
for performance will require research The first phase will include having a pay plan that will be
implemented by October of this year In that matrix, all job classifications will be included. All
job titles will be reviewed. Phase II would :)e implemented in January of 1998. This phase will
include the training component and the performance con' portent.
Vice Mayor Titcomb inquired as to how feasible it is to be able to get all negotiating factors into
one matrix. Mr. Lee agreed that it will be difficult, but he is hopeful that through the Labor
Management Committee meetings, all factors can be brought into this matrix.
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JUNE 27, 1997
Golf Course - Joe Sciortino
The m~ssion of the Golf Course is to provide the golfing public with an enjoyable golf experience
while seeking to expand our customer base through creative programs and promotions.
Three years ago, the Golf Course had 800 permit holders. Less than 20% of those permit
holders were citizens of Boynton Beach. Therefore. a decision was made to let the customer
base go down through attrition, and look at it on a year-by-year basis. Although we have 30%
fewer permit holders playing 30% few rounds, 25% get greater play from daily fee players. We
have very strong customer orientation and we will expand on that.
At the end of September. we will be fully funded for the reserve fund and the bond
requirements, and we will have in excess of $300,000 in undesignated reserve funds. The Golf
Course is very strong financially. They will take advantage of this by making adjustments in the
shoulder rates. This will allow the year-round residents to be able to take advantage of the
nine-month rates.
The Golf Course has held the line this year relative to expenditures. Capital improvements will
include renovation of the cart facility. We are investigating lightning protection and warning
devices. The collars on the Red Course are being resodded and we will resod the White
Course this coming year. A data transmission weather system network will be purchased This
will tie the Golf Course into a national weather service.
We propose creation of an incentive pay plan for an Certified Golf Course Superintendent. and
would like to consider having a pro shop attendant as opposed to only male professionals. The
Golf Course is looking to share a qualified custom club fitter teacher with other clubs.
Community Redevelopment - Todd Kotas
The mission statement is to formulate policies an(: procedures to promote desirable economic
growth. Some of the goals and objectives are as follows:
Goal I Target market for what fits Boynton Beach. We are looking at a private and
public fund for Boynton industrial development.
Goal 2 Develop a cross-link buying program in order to allow industries to buy efficiently.
This can be done through the Chamber of Commerce.
Goal 3 Redevelopment of Ocean Avenue and surrounding areas. We would like this
project to be 10% complete by 1998.
We would like to create an additional 300 manufacturing-type jobs.
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JUNE 27, t997
Human Resources - Dale Su,qerman
The mission of the Human Resources Department is to pre
thorough, fair and objective terms of employment and provid
objective opportunities to obtain employment.
Goal 1 Recruitment and Selection
Goal 2 Classification and Compensation
Goal 3 Improvement in Customer Service
vide our two customer bases with
.~ the public with thorough, fair and
The budget includes a $1C 637 decrease in the annual budget over last year's budget. There
will be no increase in staff. They will attempt completion o~ automating the department. The
budget includes a request for $35.000 for a comprehensive p~ay and classification study.
The City Hall budget includes a request for $155.000 for the education development component
of the new pay plan.
ITS - Da e Su,qerman
The mission statement of the ITS Department is to provide the computer users of the City a
high level of effective and cost efficient service through the development and implementation of
the best possible solutions for the corn puter users.
Goal 1 Continue the implementation of the ITS Master Plan.
Goal 2 Continue providing appropriate computer training classes to ensure they are fully
capable of using ali hardware and software.
Goal 3 Development of a ComprehensiVe communications effort.
There is a $528,927 increase in the annual department budget over the 1996/97 allocation.
However, this is the result of an accouniing method to show the combined General Fund costs
associated with hardware, softwa[e, installation, training and maintenance. There will be the
reduction of one professional position in;the ITS staff. There will be the completion of the third
phase of the three-year ITS Master Plan. ITS funding should go down significantly in
subsequent years since this is the third and final phase.
Mayor Taylor noted that the City is spending significant funds to train our employees. He is
hopeful that new hires will be equally computer literate.
Libran/- Vir.qinia Farace
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MEETING MINUTES
SPECIAL CITY COMMISSION
BOYNTON BEACH, FLORIDA
JUNE 27, 1997
The mission of the Library ~s to select, organize, preserve, and make available printed
materials, and provide guidance in the use of the Library and its materials. Since the Library is
a service organization, customer service is the main priority.
The service statement of the Library is to provide their customers with the best resources and
personal service, and to provide [he most effective and customer oriented service program
possible through operational efficiency and fiscal responsibility. This quality service emphasis
is reflected in the goals and objectives.
In keeping with the requirements of the State aid to Library Programs, our Library has a long-
range plan that the Commission adopted in September of 1996 An updated version of that
long-range plan with go to the City Commission in September, 1997.
Goal 1 Resources and Services:
Objective:
Patrons ReceMng up-to-date and accurate information is the
reference component. This is the number 1 focus for this year.
The Library's materials budget has been stagnant over the last
nine years
Objective
Well-trained service oriented staff is the staff development
program. Each staff member by their evaluation period, will be
going through various training programs to enhance morale and
service to the public.
Objective:
Improve patron access to reference materials and magazine
articles in all formats including electronic resources.
Goal 2
Patrons are provided attractive, well-maintained user-friendly l'acilities offering
expanded and appropriate technology to facilitate access to information This
encompasses facilities and technology.
Objective 1 Develop and implement facility's enhancement plan
Objective 2 Add public access termi hals.
Objective 3 Raise full funding for the 1913 Schoolhouse project.
Goal 3 Residents have access to expanded services and resources by the Library's
participation in cooperative networks and the developing of a full awareness of
the Library's resources and material.
Objective 1: To fully implement and utilize SEFLIN membership that allows
staff participation.
Objective 2: Cominue and expand cooperative efforts in COALA and the
Library Cooperative of the Pa m Beaches.
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MEETING MINUTES
$PECIAL CITY COMMISSION
BOYNTON BEACH, FLORIDA
JUNE 27, 1997
Objective 3: Developing and implementing a public relations program plan.
Each line item has been rewewed and submitted after considerable investment in time and
effort. The concepts which came into play were quality service and cost containment. The final
result is a Library budget that is characterizes fiscal responsibility, practical application and a
commitment to the highest-quality service product.
In response to Vice Mayor Titcomb's question, Ms. Farace advised that the Library will become
a server site however, there will not be access for placement of home pages on our web
server. We will develop home pages for the City Library, the museum and the City. In addition.
each library that is part of COALA will be able to put those web servers on that site
Finance - Diane Reese
The m~ssion of the Finance Depar[ment is to provide timely and accurate financial reports to
City officials and to departments. The Finance Department has been taking five months to
provide the annual financial report to the City Commission. This is too long, and they will strive
to complete and submit this report within 90 days of the end of the fiscal year.
The Finance Department will develop an educational program to go out and meet with the
citizens ~n an effort to develop more trust with the citizens.
The Finance Department will be more flexible with departments to meet their needs while
meeting certain State requirements. They will ask the City Commission for authorization [o
raise t~e bid imit in oroer to give the departments some additional flexibility in go~ng out for
bids.
City Manager Willis added that we are looking at ways to tighten up on oversight of grants and
pension administration.
Commissioner Tillman questioned whether Finance has studied the possibility of going to bi-
weekly payroll. City Manager Willis responded affirmatively, but advised that this will require
more investigation.
Communications and 9'1'1 - Wilfred Hawkins
Hugh McCaffrey explained that money has been shifted in the budget for a replacement radio
system. There have been discussions with Boca Raton and Delray Beach to nstall a system
that would service ali three cities. This system would be owned and maintained by the three
cities and it would provide police, fire and emergency medical service with common channels.
This would extend the range of our own users. The County determined that they will install the
Motorola system. However. there is not enough room on that system to accommodate all the
cities and the County.
Mr. Hawkins advised that we nave been an 800 MHz system for many years, but we are now
looking at the possibility of adding an additional 800 MHz. We were pioneers with the 800 MHz,
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MEETING MINUTES
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JUNE 27, 1997
and because of that. our system ~s now getting worn out. It is very difficult to find replacement
parts. Our system must be upgraded, and the cost will be approximately $2.5 million. When
the discussions begin regarding a funding mechanism for all capital projects, this system must
be a top priority item.
City Manager Willis advised that we are looking at a potential bond issue for November, 1998.
This request would be part of that bond since there is no other way of lundin9 such an item.
Ne ,qhborhood Program - Wilfred Hawkins
The mission is to encourage cooperation and coordinate resources in the private and public
sectors to identify and prioritize needs a~d present solutions to solve neighborhood problems
through a united effort of citizens, government and business.
We will establish neighborhood associations throughout the City, perform neighborhood needs
assessments and promote cooperation between neighborhoods, business and City government
for the betterment of all of Boynton Beach.
We will issue a new City-wide newsletter beginning 'n August of 1997. This newsletter will
contain many items relative to our Visions 20/20 projects, t will also feature articles on projects
being handled by individual departments.
A corn~)rehensive City directory is currently being developed contaimng department names.
phone numbers and descriptions of the departments.
Work will be done to facilitate the understanding of the benefit of public/private partnerships
among City officials and the general pub]ic. We are already experiencing the benefit of such a
partnership in relation to the NW 17th Avenue and Cherry Hill projects. We will continue to get
communities involved in these types of partnerships.
A council of neighborhood associations will be established. Henry Ackermann is currently
planning a neighborhood summit in August. We will encourage neighborhood associations to
work with Code Enforcement initiatives, and increase neighborhood sensitivity to negative
factors and foster citizen pride in the neighborhoods, Increasing volunteerisrn will help to
minimize negative factors,
We will establish and maintain effective lines of Communications and establish a resou "ce bank
to provide technical assistance. We wilt encourage neighborhood organization representation
at City Commission meetings and hearings.
We are currently developing a bank of City employees who are willing to volunteer their time
and services. This bank will then be expanded into the neighborhoods.
City Attorney - James Cherof
The mission of the City Attorney's Office has been redefined to make sure that staff is able to
accomplish their missions exped'tiously, legally and with minimal or no risk of getting sued. The
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JUNE 27, 1997
City Attorney's Office will act in a positive, aggressive fashion to meet with staff to anticipate
legal problems. They will demonstrate a can-do attitude. They believe their goal and objective
is to find ways to do things. The City Attorney's objective is to search until they find a solution
to a problem. They will do this through diligent research of facts diligent research of law. and
they will continue to push the frontier of the law until they get to the point where they believe the
risk is not acceptable to staff or the Commission This objective will be measured at the end of
the year by determining how many of the missions were accomplished with the assistance of
the legal department.
Mayor Taylor pointed out that there is a tremendous willingness by people to go after cities with
frivolous lawsuits. He would like to look at how we can go after someone who does this and
make [hem pay.
Attorney Cherof explained that there have been discussions with the Florida League of Cities
with the hope that a bill can be passed in this upcoming Legislative Session that will provide a
basis for cities to recover costs and attorneys fees from people who bring frivolous lawsuits.
Mayor Taylor feels we should make an effort to tobby our legislators to pass this law.
City Clerk - Sue Kruse
The City Clerk's Office is a service-oriented department whose mission is to strive to fulfill every
request within 24 hours for public documents from our repository of City records, and provide
accurate and concise meeting minutes in a timely period. Constant improvement is enacted
consistent with applicable laws. Our duties include minutes transcription, tax certificates,
distribution of Ordinances and Resolutions, elections, central files and property records. We
are making computerization a top priority and have set goals and objectives taking into
consideration the amount of records in the department dating back to 1910. Network
computerization is the #1 goal with indexes for Resolutions. Ordinances. Proclamations.
contracts, agreements, annexations, abandonment applications and minutes for availability to
all City departments. After accommodating this for City-wide use our goal is to obtain a
software program for computerization of all cemetery records so that we can eliminate the
cards and journal-recordkeeping and typewritten preparation of work orders, invoices, deeds,
certificates etc.
Vice Mayor Titcomb questioned whether the ,corn outerization of records storage will permit a
rewew of the records to flag the actions taken ~n minutes, votes, and Resolutions to determine
whether or not the actions have been fulfilled.
Assistant City Manager Sugerman advised that the software does not automate action.
However. it automates access. Sue Kruse is currently generating an action report at the end of
every Commission meeting which lists the items of action. This report is on the shared network.
Proposed Charter Revision
Attorney Cherof reviewed the chart and schedule that was prepared relative to the proposed
Charter Revisions, The chad demonstrates the review of the Charter. There are a number of
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SPECIAL CITY COMMISSION
BOYNTON BEACH, FLORIDA
JUNE 27, 1997
provisions that are listed as a recommendation to delete. These are obsolete provisions, or
provisions covered by State law. This is an effort to clean-up the Charter to remove all obsolete
provisions.
There are other substantive provisions of the Charter that require review. A change to these
prowsions will require a vote by the citizens since they require referendum questions. There is
currently a provision which was enacted in 1987/88 which requires amendments to the Future
Land Use Element of the Comprehensive Plan to be voted on by a super-majority of the
Commission· This is not required under Chapter 163 which governs Comprehensive Plans· and
there is no provision of the State Constitution requiring this action, This was a local procedura!
requirement imposed only here in Boynton Beach. In Attorney Cherof's opinion, this prowsion
in Charter Section 24C ~s unnecessary andit infringes upon the concept of-the majority rule
type vote found elsewhere in the Commission's powers. It is an unnecessary restriction on the
Commission's legislative authority.
Section 50 of the Charter deals with the terms of office. It is felt that there is an increased need
for legislative continuity that is not currently available under the current term limits. Two options
are suggested. They are either three two-year terms, or un imited:two-year terms.
Article IV. Section 72 of the Charter deals with civil service, It is recommended that the
Commission replace the existing system with an administrative policy system which would
enhance the ability of the City to compete with the private sector, and eliminate many archaic
procedures. It is believed that we can better define opportunities for hiring, promotion,
advancement, discipline, and removal within a new system rather than try to redo the old
system. It s recommended that if the Commission wishes to move in the recommended
direction it should be done over time. It should not be implemented in conjunction with the
adoption of a referendum question. It should~be adopted effective October 1, 1998. This would
permit sufficient time to study the policy book and allow the City Manager to take it to the Labor
Management Comntittee prior to the City Commission reviewing it.
The schedule proposed would take the Commission through the fall of this coming year into the
spnng, wth final adoption of the policy manLr~al in May or June of next year and implementation
n October. This would be City-wide;: affec~n~ all employees. This would eliminate the Civil
Service Board and repace it with aD ir0pa~tial~ outside, third-party special hearing officer to
gather facts and make recommendati0ns to the City Manager.
Mayor Tay or recommended that the= Comm~ssoners oe give an opportunity to review this
information and d scuss t at the next C~ty~Comm]ss on meet ng.
Attorney Cherof recommended that the Cot
not listed. He pointed out that there is a
Commissioners at $350 per month. This
suggested that the
this provision from the Charter into the
consider one additional point which is
the Charter that fixes the salaries of the
lags behind other cities of this size. He
~n for a Charter amendment to either shift
Charter.
Mayor Taylor thanked everyone for,the
presentations were very informative.
was done on this budget. He felt the
MEETING MINUTES
SPECIAL CITY COMMISSION
BOYNTO N BEACH, FLORIDA
JUNE 27, 1997
ADJOURNMENT
There being no further business to come before the City Commission, the meeting propedy
adjourned at 6:45 p.m.
ATTEST:
CITY OF BOYNTON BEACH
City~.lerk
ording Secretary
'"(Five Tapes)
Commissioner
Commissioner
26