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Minutes 04-01-97 MINUTES OF THE REGULAR CITY COMMISSION MEETING HELD IN COMMISSION CHAMBERS, CITY HALL, BOYNTON BEACH, FLORIDA, ON TUESDAY, APRIL 1, 1997, AT 6:30 P.M. PRESENT Gerald "Jerry" Taylor. Mayor Jamie Titcomb, Vice Mayor Matthew Bradley, Commissioner Shirley Jaskiewicz. Commissioner Henderson Tillman, Commissioner Kerry Willis, City Manager James Cherof, City Attorney Sue Kruse. City Clerk OPENINGS: A. Call to Order - Mayor Jerry Taylor B. Invocation - Rev. Henry Ackermann - Boynton Beach Congregational Church C. Pledge of Allegiance to the Flag Mayor Taylor called the meeting to order at 6:30 p.m. The Pledge of Allegiance to the Flag followed the invocation. D. Agenda Approval: 1. Additions, Deletions, Corrections Vice Mayor Titcemb requested the addition of Item X-B.3, "Space for Groups at Arts Center". Mayor Taylor requested the addition of Item X-A.2, "Brief Discussion on Tape from Florida League of Cities". Commissioner Tillman arrived for the meeting. 2. Adoption Vice Mayor Titcomb moved to approve the agenda as amended. Commissioner Bradley seconded the motion which carried unanimously. II. ADMINISTRATIVE: A. Accept resignation from Michael Campbell, Regular Member, Code Enforcement Board Motion Commissioner Jaskiewicz moved to accept the resignation. Commissioner Tillman seconded the mot[on which carried unanimously. MEETING MINUTES REGULAR CITY COMMISSION BOYNTON BEACH, FLORIDA APRIL 1, 1997 B. Appointments to be made Appointment to be made Board II Bradley II1 Jaskiewicz IV Tillman Mayor Taylor Titcomb II Bradley III Jaskiewicz IV Tiliman Mayor Taylor Adv. Bd. on Children Adv. Bd. on Children Adv. Bd. on Children Adv. Bd. on Children Adv. Bd. on Children Adv. Bd. on Children Adv. Bd. on Children Adv. Bd. on Children Adv. Bd. on Children Mayor Taylor Titcomb Bradley Jaskiewicz Bldg. Bd. of Adj. & Appeals Bldg, Bd. of Adj. & Appeals Bldg, Bd. of Adj. & Appeals Bldg. Bd. of Adj. & Appeals IV Tillman Mayor Taylor Titcomb Cemetery Board Cemetery Board Cemetery Board Mayor Taylor Titcomb Civil Service Board Civil Service Board II Bradley Code Enforcement Bd. III Jaskiewicz Code Enforcement Bd. Mayor Taylor Comm. Redev. Adv. Bd. I Titcomb Comm. Redev. Adv. Bd. II Bradley Comm. Redev. Adv. Bd. I11 Jaskiewicz Comm. Redev. Adv. Bd. IV Tillman Comm. Redev. Adv. Bd. Mayor Taylor Comm. Redev. Adv. Bd, IV Tillman Mayor Taylor Titcomb II Bradley II1 Jaskiewicz Community Relations Bd. Community Relations Bd. Community Relations Bd. Community Relations Bd. Community Relations Bd. Titcomb II Bradley Ill Jaskiewicz IV Tillman Mayor Taylor Titcomb II Bradley Education Advisory Board Education Advisory Board Education Advisory Board Education Advisory Board Education Advisory Board Education Advisory Board Education Advisory Board Reg Reg Reg Reg Alt Alt Stu/Reg Stu/Reg Stu/AIt Reg Reg Alt Alt Reg Reg Alt Reg Alt Alt Reg Reg Reg Reg Reg Reg Alt Reg Reg Reg Alt Alt Reg Reg Reg Alt All Stu Stu Length of Term Expiration Date 2 yr term to 4/99 2 yr term to 4/99 2 yr term to 4/99 2 yr term to 4/99 1 yr term to 4/98 1 yr term to 4/98 1 yr term to 4/98 1 yr term to 4/98 1 yr term to 4/98 3 yrtermto4/O0 3 yrtermto4/O0 1 yrtermto4/98 1 yrtermto4/98 3 yrtermto 4/00 3 yrtermto 4/00 1 yrtermto 4/98 2 yrtermto4/99 2 yrtermto 4/99 Term expires 9/97 Term expires 4/99 1 yr term to 4/98 1 yr term to 4/98 1 yr term to 4/98 1 yr term to 4/98 1 yr term to 4/98 1 yr term to 4/98 3 yr term to 4/00 3 yr term to 4/00 3 yr term to 4/00 1 yr term to 4/98 1 yr term to 4/98 2 yr term to 4/99 2 yr term to 4/99 2 yr term to 4/99 1 yr term to 4/98 1 yr term to 4/98 1 yr term to 4/98 1 yr term to 4/98 MEETING MINUTES REGULAR CITY COMMISSION BOYNTON BEACH, FLOR[DA APRIL 1, 1997 I Titcomb Library Board Reg 3 yr term to 4/00 II Bradley Library Board Reg 3 yr term to 4/00 Ill Jaskiewicz Library Board Alt 1 yr term to 4/98 IV Tillman Library Board Alt I yr term to 4/98 Mayor Taylor Nuisance Abatement Board Reg 2 yr term to 4~99 t Titcomb Nuisance Abatement Board Reg 2 yr term to 4/99 II Bradley Nuisance Abatement Board Reg 2 yr term to 4/99 Ill Jaskiewicz Nuisance Abatement Board Alt I yr term to 4/98 II Jaskiewlcz Planning & Development Bd. Reg 2 yr term to 4/99 V Tillman Planning & Development Bd. Reg 2 yr term to 4/99 Mayor Taylor Planning & Development Bd. Reg 2 yr term to 4/99 Titcomb Planning & Development Bd, Alt 1 yr term to 4/98 Bradley Planning & Development Bd. Alt 1 yr term to 4/98 Titcomb Recreation & Parks Board Reg 3 yr term to 4/00 Bradley Recreation & Parks Board Reg 3 yr term to 4/00 Jaskiewicz Recreation & Parks Board Alt 1 yr term to 4/98 IV Tillman Recreation & Parks Board Alt I yr term to 4/98 Iii Jaskiewicz Senior Advisory Board Reg 2 yr term to 4/99 IV Tillman Senior Advisory Board Reg 2 yr term to 4/99 Mayor Taylo[ Senior Advisory Board Reg 2 yr term to 4/99 I Ti[comb Senior Advisory Board Reg 2 yr term to 4/99 II Bradley Senior Advisory Board Alt I yr term to 4/98 Ill Jaskiewicz Senior Advisory Board Alt Iyr term to 4/98 Mayor Taylor Firefighters' Pension Reg 2 yr term to 4/99 I Titcomb Firefighters' Pension Reg 2 yr term to 4/99 Mayor Taylor Police Officers' Trust Fund Reg 2 yr term to 4/99 I Titcomb Police Officers' Trust Fund Reg 2 yr term to 4/99 Due to the large number of appointments to be made. Mayor Taylor discussed Manager the possibility of holding all of these appointments in abeyance in Commission to conduct a workshop to review these boards. with the City order for the Discussion ensued among the Commissioners about the importance of the boards because they keep the Commissioners advised of numerous issues, and connect the Commissioners to the community. However. there is a tremendous cost to the taxpayers because of the amount of staff time involved. It was decided that this would be a good time to consolidate some of them to eliminate their overlapping duties and increase efficiency. In order to treat each board fairly, itwas recommended by Commissioner Bradley that every board be sunsetted at the same time, A workshop should be set up within a two-week period to review all of the boards and clearly delineate and designate the boards the Commission feels are ~mportant, and the ones that we may be forced to have in accorctance with Florida Statute or Ordinance. Some of these quasi-judicial boards may be able to be handled by a Special Master. (This wilI probably result in a savings to MEETING MINUTES REGULAR CITY COMMISSION BOYNTON BEACH, FLORIDA APRIL 1, 1997 the City.) He requested information be provided by staff prior to the workshop meeting, Attorney Cherof advised that in order to sunset these boards, an Ordinance must be adopted. Therefore, there will be a first and second reading of the Ordinance. All board members Will continue on the boards until the Ordinance to sunset the boards is adopted. Consensus There was a consensus of the Commission to direct legal staff to draw up the necessary Ordinance to sunset all City boards. The workshop meeting was scheduled for Friday, April 11, 1997 from 4;00 p.m. until 6:00 p.m., in the West Wing Conference Room. Ill. CONSENT AGENDA: Minutes: 1. Special City Commission Meeting Minutes of March 13, 1997 For consistency, Vice Mayer Titcomb requested that Page 33 of these minutes be changed to read Vice Mayor Titcomb rather than Commissioner Titcomb. 2. Regular City Commission Meeting Minutes of March 18, 1997 No changes were made to these minutes. 3. Special City Commission Meeting Minutes of March 20, 1997 No changes were made to these minutes. 4, Annual Planning & Goal Setting Session Minutes of March 21, 1997 No changes were made to these minutes. Motion Commissioner Tillman moved to accept the minutes of the meetings listed above. Vice Mayor Titcomb seconded the motion which carried unanimously. Bids 1. Award bid for replacement of Submersible Well Pumps With Motors to Atlantic Environmental Systems in the amount of $44,039 2. Authorize Renewal of contract for Annual Supply of Manhole 4 MEETING MINUTES REGULAR CITY COMMISSION BOYNTON BEACH, FLORIDA APRIL 1, 1997 Adjustment Rings from Roblyn Manufacturing, for a one-year term on an as-needed basis Authorize Purchase of One Trailer-Mounted Directional Boring Vacuum System from Trenchless Technology Products in the amount of $18,400 Award annual contract for the Morrison Head Vise II-Disposable Head Immobilizer (Joint bid with the City of Delray Beach) to Quadmed, Inc, Award bid for Liquid Sodium Hydroxide (Caustic Soda) to Allied Universal Corp. in the amount of $.0835 per pound Resolutions Proposed Resolution No. R97-51 Re: Authorize execution of contract between the City of Boynton Beach and Dr. Weiner to provide Occupational Medicine Consulting Services Proposed Resolution No. R97-52 Re: Authorize execution of Rental Agreement for the leasing of space at Duncan Theatre at Palm Beach Community College for a children's dance recital Proposed Resolution No. R97-53 Re: Authorize execution of Interlocal Agreement between the City of Boynton Beach and the Board of County Commissioners of Palm Beach County, for improvements to Gateway Boulevard from Seacrest Boulevard to the FEC Railroad Proposed Resolution No. R97-54 Re: Authorization to apply for the Children's Services Council Grant (Latchkey Program) for the 1997-98 fiscal year Proposed Resolution No. R97-55 Re: Opposing House Bill 933 and Senate Bill 548 pertaining to Police and Fire Pension Boards (Requested by Commissioner Matt Bradley) Proposed Resolution No. R97-56 Re: Opposing House Bill 561 and Senate Bill 524 as Unfunded Mandates for the 1997 Session (Requested by Commissioner Matt Bradley) Proposed Resolution No. R97-57 Re: Approve revised Job Descriptions for the positions of Public Information Officer-Police Department and Grants Administrator. and approve new Job Description of Computer System Technician D. Approval of Bills MEETING MINUTES REGULAR CITY COMMISSION BOYNTON BEACH, FLORIDA APRIL 1, 1997 A copy of the bills is attached to the original copy of these minutes on file in the City Clerk's Office. Authorize emergency Installation of City-owned Davis-EMU Dry-mounted submersible pump by South Florida Utilities, Inc., for Lift Station 319 in the amount of $9,700 Authorize purchase of a Deluxe Hand-held Scanner from Snap-on Tools in the amount Of $1,495.25 for the Vehicle Service Shop Authorization to proceed with advertising Request for Qualifications (RFQ) for the City's Tow Agreement, and approve Proposed Resolution No. R97-58 - Re: Approving Tow Agreement Commissioner Jaskiewicz requested that Item "G" be pulled from the Consent Agenda for discussion. Approve Request for Refund on Cemetery Lot 61-B, Block B, Boynton Beach Memorial Park Authorize purchase of 12 Dumpsters, 4 Open Roll-Off Containers, and 20 sets of lids from Industrial Refuse Sales in the amount of $16,540 Approve proposal from Smith, Seckman & Reid in the amount of $8,250 for additional design services for HVAC Modifications in the West Wing 1st Floor Motion Commissioner Tillman moved to accept the Consent Agenda with the exception of item "G". Commissioner Jaskiewicz seconded the motion which carried unanimously. Authorization to proceed with advertising Request for Qualifications (RFQ) for the City's Tow Agreement, and approve Proposed Resolution No. R97-58 - Re: Approving Tow Agreement Commissioner Jaskiewicz requested clarification relative to any changes that might occur with this agreement. Wilfred Hawkins. Assistant to the City Manager. advised that the tow companies have been asked to continue to work with the City until a new agreement is in place on May 31, 1997. Some changes were made to the language and content of the agreement that will provide more efficiency. This will continue to be a rotation system, and five to seven tow companies will participate. MEETING MINUTES REGULAR CITY COMMISSION BOYNTON BEACH, FLORIDA APRIL 1, 1997 Motion Commissioner Bradley moved to approve Item "G". Commissioner Jaskiewicz seconded the motion which carried unanimously. IV. CITY MANAGER'S REPORT: City Manager Willis requested that the Commission consider a date for a Visions follow-up workshop meeting with a presentation by Clarence Anthony and a staff report. The workshop meeting was scheduled for Friday, May 2, 1997, from 4:00 p.m. until 6:00 p.m., in the West Wing Conference Room. ANNOUNCEMENTS & PRESENTATIONS: A. Announcements: 1 Tunes in Town Concert - April 4, 1997 - Oceanfront Park - 5:00 p.m. to 8:00 p.m. - The Ramblers - Country Mayor Taylor made this announcement. B. Presentations: Proclamation: National Records and Information Management Week - March 30 - April 5, 1997 - Accepted by Sue Kruse Mayor Taylor read a Proclamation declaring the week of March 30 to April 5. 1997, as "National Records and Information Management Week". He presented the Proclamation to City Clerk Sue Kruse. b. Arbor Day - April 4, 1997 - Accepted by Kevin Hallahan Mayor Taylor rea(~ a Proclamation declaring April 4. as "Arbor Day". He presented the Proclamation to City Forester, ~evin Hallahan. c. National Child Abuse Prevention Month - April, 1997 - Accepted by Guy Collelo, President Exchange Club of Boynton Beach and Michaele Engh, Executive Director of Dick Weber Center Mayor Taylor read a Proclamation declaring the month of April as "National Child Abuse Prevention Month': He presented the Proclamation to Bill Gulbrandsen. President-Elect of the Exchange Club. MEETING MINUTES REGULAR CITY COMMISSION BOYNTON BEACH, FLORIDA APRIL 1, 1997 VI. BIDS: None VII. PUBLIC HEARING: Project: Agent: Owner: Location: Description: Pollo Tropical at Shoppes of Boynton ..................... TABLED David S. Drobner, Esq. Draper and Kramer of Florida. Inc. Northeast corner of Congress Avenue and Quantum Boulevard ABANDONMENT - Abandonment of a portion of a 15 foot wide utility easement. At the applicant's request, the review of this project will be postponed until the next City Commismon meeting. VIII. PUBLIC AUDIENCE: None IX. DEVELOPMENT PLANS: None X. NEW BUSINESS: A. Items for discussion requested by Mayor Jerry Taylor 1. Selection of Consultant for Visions 20/20 Implementation Attorney Cherof advised that the action required this evening is to rank the firms that have submited proposals. Following that ranking, negotiations will be conducted with the Number 1 ranked firm. There should be no discussion of consideration or acceptance of information with respect to the economics of the packages, the compensation, the proposals, or any of the individual firms. That discussion must take place within the next phase of the process. The four firms to be ranked are James Duncan ana Associates, Genesis Group, Inc., Weiner & Morici, and Miller Legg. Commissioner Bradley's rankings were as follows: 1) Genesis Group, Inc.; 2) Weiner & Morici; 3) James Duncan & Associates: and 4) Miller Legg. He was impressed with Genesis Group, Inc. ~)ecause of their work experience record. All of the projects they have handled are real planning projects. He liked Weiner & Morici's presentation, but did not feel they had the years of experience n actual planning and working with cities. He feels an out-of-town group can provide objectivity. Genesis Group, nc. has the planning abilities necessary to provide a professional product. Commissioner Tillman agreed that all four firms provided well-thought out presentations. However, MEETING MINUTES REGULAR CITY COMMISSION BOYNTON BEACH, FLORIDA APRIL 1, t997 he based his decision onthe following: (1) the total cohesiveness of the group in terms of everyone being in-house and in one location; and (2) the experience of the group m terms of longevity and projects handled. His choices are as follows: 1) Genesis Group, Inc.; 2) James Duncan & Associates; 3) Weiner & Morici: and 4) Miller Legg. Commissioner Jaskiewicz would be happy with any of her first three choices. They are: 1) James Duncan & Associates: 2) Weiner & Morici; 3) Genesis Group, Inc.; and 4) Miller Legg. She was impressed with James Duncan & Associates' presentation arid the fact that Urban Design Studios is associated with them. Vice Mayor Titcomb based his decision on a sense of technical base expertise and experience. His rankings are as follows: 1 ) James Duncan & Associates; 2) Genesis Group, Inc.; 3) Weiner & Morici; and 4) Miller Legg. He reit Weiner & Morici had the most interesting and exciting presentation. However, he selected James Duncan & Associates over Genesis because he was impressed with Urban Design Studios' track record. Mayor Taylor feels any of the four firms would do an incredible job. However he gave consideration to the recommendation of the Visions 20/20 Task Force. His rankings are as follows: 1) Weiner & Morici; 2) James Duncan & Associates: 3) Genesis Group, inc.; and 4) Miller Legg. He felt Weiner & Morici were the most creative in their presentations, and stressed the fact that they would bring us an action plan. However, he willingly changed his #1 to James Duncan & Associates since he was the oniy Commissione~ who selected Weiner & Morici as #1. The final City Commission ranking is as follows: #1 #2 #3 #4 James Duncan & Associates (9) Genesis Group, Inc. (10) Weiner & Morici (11) Miller Legg (20) 2. Discussion of Tape from Florida League of Cities A tape has been received from the Florida League of Cities to stimulate discussion on intergovernmental reaction. The Florida League of Cities would like the Commissioners to view the tape and respond by filling out a form which was included. Mayor Taylor suggested viewing the tape at one of the workshop meetings since it is only 12 minutes in length. B Items for discussion requested by Vice Mayor Jamie Titcomb Staff report detailing costs for installation of speed humps to be used as traffic calming device (SW 4th and SW 5th Streets) Vice Mayor Titcomb referred to the back-u p material wherein the cost estimate provided is well above the $1,000 offer made by the residents. The quote of $10,500 is for a series of three speed humps per street. MEETING MINUTES REGULAR CiTY COMMISSION BOYNTON BEACH, FLORIDA APRIL 1, 1997 The Commissioners questioned the tremendous difference in quotes listed in Engineering Division Memorandum No. 97-050 and Public Works Department Memorandum #96-138. Al Newbold, Acting Director of Development, advised that the $10,500 is the amount the County paid for this work under their previous contract for overlaying streets. The safest speed hump is the longest hump at more than 30 feet. The cost of [hat size speed hump is $3,500. The County has suspended ts process due to budgetary constraints, With regard to the Public Works Memorandum, Mr. Newbotd advised that in conversations with Bob Gibson he learned that the quotes noted were not firm quotes. ThelCounty intends to revive their program, and will go out for bids to try to put a program in place that is more reasonable in price than what they were paying. Once their pregram is in p ace, we would be able to piggyback their bid. With regard to the safety aspect, Mr. N.~wbold advised that the shorter speed hump is the least expensive but there is a concern about cars going out of control. The County is looking at the liability issue before they restart their p¢ogram. A concern was expressed relative to s~tting a precedent by having the City install these speed humps in one neighborhood. This can 6eceme a very cestly procedure. A suggestion was made that if a majority of the people in the n~ighborhood agree to allow these speed humps on their streets, it might be necessary to assess them. City Manager Willis advised [hat a survey was sent out today tc the residents on SW 4th and SW 5th Streets to see if a majority of those residents want the speed humps installed. Vice Mayor Titcemb reminded the Commissioners that our former City Engineer wrote a description of criteria that would have to be met in c~rder to qualify for speed humps. He recommends that the City poll the neighborhood and conside~ this one project as a proto-type project to solve the traffic problem in this area. and to reduce pub~iic safety costs of policing the area. It was requested that City Manager Willis contact the City of Delray Beach to determine the cost of the speed humps installed there, and if their projects were (~one in-house. In addition the Commission requested a detailed costle, stimate for an in-house project in Boynton Beach. This estimate must include time and materi,~ls. Staff should investigate to determine whether or not there is any liability issue involved with [he shorter speed humps. If there is no liability ssue involved, the installation of the shorter, less expensive speed humps should be considered. Another option to consider would be sound strips. 2. Request policy direction on annexation of Old Dixie Highway Vice Mayor Titcomb advised that this land will ultimately be part of the City of Boynton Beach. Although it may not be cost effective to install the infrastructure to service some of these areas, we will ultimately have to do it. He re,quested authorization to direct staff to look into seeking legislative interdiction to bring this entire area into the City. Commissioner Jaskiewicz recommende¢ including the parcel next to Silverlake Estates, the area in Quantum Park and the parcel behirld Publix on Congress Avenue. All of these parcels are l0 MEETING MINUTES REGULAR CITY COMMISSION BOYNTON BEACH, FLORIDA APRIL 1, 1997 surrounded by City property. Mayor Taylor questioned whether or not it would be possible to annex property without a special act of the Legislature if a majority of the people in the area are in favor of the annexation. He is oftbe op~n~on that some of the residents who resisted in 1991 may have changed their attitudes. Ms. Heyden offered to send out notices to the people in the area to get some feedback on whether or not they will annex voluntarily. If a majority of the residents wish to annex, a special Legislative act will not be necessary. Consensus There was a consensus of the Commission for staff to pursue this matter with a survey to determine interest in annexing into the City. 3. Space for Groups at Arts Center Vice Mayor Titcomb reported that he has been working behind the scenes to try to bring the Puppetry Arts Theater to Boynton Beach from the Cross County Mall in West Palm Beach. This is a cultural arts organization that has been in business for four years. It is a non-profit (501C3) operation which is run by a staff of volunteers who bring in professional puppeteers. They charge $2.00 to $2.50 per ticket, but the actual cost of the ticket is between $12 and $15. This program is heavily underwritten. They have had over 60 000 attendees over the last four years, and they service 16,000 to 18.000 school children per year. He was unsuccessful in his negotiations with the owners of [he Gulfstream. Mall. He requested a consensus of the Commission to find temporary space for this organization with the idea of setting up a permanent home when one can be secured. He suggested using space on the second floor of the high school or the Civic Center. Mayor Taylor advised that he spoke with representatives of this organization approximately one year ago. While he wholeheartedly supports their program, he realizes that they will need space for the show and the audience. In addition, there will be ongoing costs associated with this. At the present time. the City does not have space available, nor can the City finance the associated costs. He recommended that this organization seek private assistance. Vice Mayor Titcomb advised that he will continue to work with this organization to try to get private assistance. C. Items for Discussion requested by Commissioner Matt Bradley Consider City Commissioners meeting individually with the editorial boards of The Palm Beach Post, Sun-Sentinel, and Boynton Times on a quarterly basis Approximately one year ago, Commissioner Bradley requested that staff develop a schedule for meetings with the area editors of the newspapers to let them know what is happening in the City and some of our future plans. At that time. he met with Susan Dunlock of the Sun-Sentinel and felt it was very beneficial for the City in terms of public relations. Commissioner Bradley requested that 1] MEETING MINUTES REGULAR CITY COMMISSION BOYNTON BEACH, FLORIDA APRIL 1, 1997 this program be reinstituted on a monthly or quarterly basis. Consensus There was a consensus of the Commission to authorize staff to contact the newspapers to identify the area editors and arrange a meeting schedule with them. D. Items for discussion requested by Commissioner Shirley Jaskiewicz 1. Request policy direction on alley abandonment at 109 SE 6th Avenue Commissioner Jaskiewicz reminded the Commissioners that this alley is creating a problem for the homeowner because it is set aside and has become a haven for vagrants and vandalism. Staff provided comments relative to this abandonment. Utilities Department Memorandum #97-070 indicates that there is a 2" water main in this alley which is scheduled for replacement in the foreseeable future. However. Utilities has no objection to the abandonment with the condition that an easement is dedicated in its place to allow them access for operation and maintenance purposes. Commissioner Bradley cautioned the Commissioners about abandoning alleys because in many of the neighborhoods throughout the country, these alleyways are being utilized. It is possible that the alleys could be utilized with redevelopment and revitalization. Consensus There was a consensus of the Commission that staff be directed to make application in the City's name for an abandonment and it be processed in the same manner as other abandonments. The City will reserve a utility easement in this space. This item will come back to the Commission for a final determination AT THIS POINT IN THE MEETING. MAYOR TAYLOR ADVISED THAT MS. ENGH AND BILL GULBRANDSEN WERE PRESENT TO PRESENT A PLAQUE FROM THE EXCHANGE CLUB OF BOYNTON BEACH AND DELRAY BEACH. Ms. Engh presented Mayor Taylor with a olaque on behalf of the Exchange Club of Boynton Beach and Delray Beach and the Board of Directors of the Dick Weber Center in appreciation of the City's continued support of the Dick Weber Center for the past eight years. Ms, Engh advised that the City provides free rent space at City Hall Consider request from Larry Finkelstein to purchase City right-of-way at NE 10th Avenue between NE 7th Street and the Intracoastal Larry Finkelstein advised that this request is similar to the situation brought up by Commissioner Jaskiewicz. This area has r~ever been used or maintained, and it is a hang-out for vagrants. This area is also causing flooding on SW 7th Street. This right-of-way is adjacent to property that Mr. MEETING MINUTES REGULAR CiTY COMMISSION BOYNTON BEACH, FLORIDA APRIL 1,1997 Finkelstein currently has under contract to build a single-family residence for himself. Ms. Heyden advised that this right-of-way runs to the Intracoastal and is approximately 60' by 247' There is no current appraisal available for this tract of land. Attorney Cherof advised that this request is to purchase right-of-way. The City does not have the ability to declare a right-of-way as surplus property. This right-of-way was acquired through the platting process, and it was dedicated to the public. It would be necessary to go through an abandonment process to dd the City of this tract, n addition, the entire tract could not be sold to a single individual. If it is abandoned, it would be split down the middle and one half of it would be offered to the owner on each side. The City would have to make a determination as to whether there may be an anticipated public use for the piece of land. Mayor Taylor would like staff's input prior to making any decision on this item Consensus There was a consensus of the Commission that staff proceed with a comprehensive policy with regard to abandonment of City-owned properties, XI. LEGAL: A. Ordinances - 2nd Reading - Public Hearing 1 Proposed Ordinance No. 097-09 Re: Adoption of Evaluation and Appraisal Report (EAR) Attorney Cherof read Proposed Ordinance 1'4o. 097-09 by title only. MAYOR TAYLOR ANNOUNCED THE PUBLIC HEARING. THERE WAS NO ONE PRESENT WHO WISHED TO SPEAK ON THIS ORDINANCE. Motion Commissioner Bradley moved to approve Proposed Ordinance No. O97-09 on second reading. Commissioner Tillman seconded the motion. City Clerk Sue Kruse polled the vote. The vote was unanimous. B Ordinances - 1st Reading: 1. Proposed Ordinance No, O97-10 Re: Amend Land Development Regulations to create Chapter 10. "Telecommunications Towers and Antennas" Attorney Cherof read Proposed Ordinance No. O97-10 by title only. MEETING MINUTES REGULAR CITY COMMISSION BOYNTON BEACH, FLORIDA APRIL 1, 1997 Motion Commissioner Bradley moved to approve Proposed Ordinance No. O97-10 on first reading. Commissioner Tillman seconded the motion. City Clerk Sue Kruse polled the vote. The vote was unanimous. Susan De Lego, Attorney, I East Broward Blvd., Fort Lauderdale, representing Pineco Personal Communications, requested that a meeting be set up with staff in order to resolve some Of the outstanding issues prior to the next City Commission meeting. William Galle, of Sprint, 861 78th Avenue, Plantation, advised that he provided written comments. He would like to meet with staff to review the comments. Attorney Cherof recommended that they contact his office. The City will be happy to incorporate the ideas of the industry. In the past, they have provided many good ideas that were incorporated into previous versions of the Ordinance dealing with this subject. Prior to second reading, the Commissioners will receive a memorandum relative to the comments received and the changes proposed. Resolutions: None D, Other None XII. UNFINISHED BUSINESS: None Xlll. OTHER: Mayor Taylor announced that access to the audio room had been arranged if the Commissioners were interested in viewing the Florida League of Cities' videotape. City Manager Willis offered to make copies of the tape so that each Commissioner can take it home, view it at leisure, and responde to the form that is included. t4 MEETING MINUTES REGULAR CITY COMMISSION BOYNTON BEACH, FLORIDA APRIL 1, 1997 XlV. ADJOURNMENT: There being no further business to come before the City Commission, the meeting properly adjournea at 8:22 p.m. CITY OF BOYNTON BEACH ATTEST: City ¢~erk ording Secretary tee Tapes) Commissio, Ce¢/ .~ CITY CITY OF BOYNTON BEACH COMMISSION AGENDA APPROVALOFBILLS APRIL1,1997 PBC COMMISSIONERS/ENG & PW DEPT ...................................... $113,393.52 Util Reimbursement Agreement Flavor Pict Road Pay From 1996 Const Fund- 407-000-0-690-1 D CONSTRUCTION TECHNOLOGY .................................................... $111,105.00 PO# 13654. Mangrove Nature Park Project, Pymt #2 Orig~ hal Contract Change Orders Payments to Date Current Payment Contract Balance $ 1,380,000.00 0.00 168,840.00 111,105.00 1,100,055.00 Pay From Public Service Tax Const - 301-412-5-630-12 DUVAL FORD .................................................................................... $116,729.00 PO# 13427. Replacement Vehicles Pay From Veh Serv Fund-501-193-5-681-00 GAMETIME INC ................................................................................... $ 28,128.00 PO# 13495. Playground Equipment Pay From Public Serv Tax- 301-722-5-634-00 MARTIN FENCE INC ........................................................................... $16,600.00 PO# 13423. Old Landfill Fencing Pay From Sanitation Fund- 431-341-5-490-06 SCRWTD BOARD ............................................................................... $ 53,101.11 Inv# 1076, Cap Project Pay From 1996 ConstFund-407-000-0-691-20 SCRWTD BOARD ............................................................................... $ 84,436.37 Inv# 1070, 1072, 1074. Cap Projects Pay From I996 Const Fund - 407-000-0-691-20, $82,438.30 Pay From Util Gen fund- 403-000-0-691-22, $1.972.52 Pay From Util Cap Impr Fund-404-000-0-691-20, $25.55 WEISS & WOOLRICH SO. ENTERPRISES ........................................ $ 46,999.91 PO# 13475. Re-roof Project at Oceanfront Park Original Contract $67,500.00 Change Orders 0.00 Current Payment 46,999.91 Contract Balance 20,500.09 Pay From Rec & Mun Beach Impr Fund - 303-721-5-629-00 THESE BILLS HAVE BEEN APPROVED AND VERIFIED FOR PAYMENT BY THE DEPARTMENT HEADS INVOLVED. BILL ATKINS, DEPUTY FINANCE DIRECTOR MINUTES OF THE STRATEGIC ACTION PLANN lNG SESSION HELD AT THE UNITED WAY BUILDING, 2600 QUANTUM BOULEVARD, BOYNTON BEACH, FLORIDA, ON FRIDAY, MARCH 21, 1997, AT 8:30 A.M. PRESENT Gerald "Jerry" Taylor. Mayor Jamie Titcomb, Vice Mayor Matthew Bradley, Commissioner Shidey Jaskiewicz. Commissioner Henderson Tillman. Commissioner City Staff Dale Sugerman, Assistant City Manager Director of Human Resources Wilfred Hawkins. Assistant to the City Manager Marshall Gage, Police Chief James Ness, Acting Fire Chief Virginia Farace, Library Director CareIFisher, Deputy Public Works Director Charles Frederick, Recreation and Park Director John Guidry, Utilities Director Tambd Hoyden, Planning and Zoning Director Todd Kotas. Economic Development Director Al Newbold, Acting Director of Development Diane Reese, Finance Director Joe Sci0rtino, Golf Director Kerry Willis, City Manager James Cherof, City Attorney Clarence Anthony, Facilitator Vision 20/20 Committee Robert Hill, Chair Robert Taylor. Vice Chair Rev. Hank Ackermann Mike Fdedland Wilbur Lynch Citizens/Other Interested Parties Dave Derck, Motorola Larry Finkelstein. Lamar Realty Chuck Mucciolo. Land Planner Stormet Norem, Chamber Jim DiPaola, Sun-Sentinel Chuck McGuiness, P. B. Post Stacy, Boynt0n Times Mike Fitzpatrick, Citizen Lee Wische. Citizen CALL TO ORDER Mr. Anthony called the meeting to order at 9:03 a.m He advised that he is the Facilitator for this process of reevaluating where we are and where we want to go as we create a vision for the Gateway to the Gulfstream. He stated that not many communities have gone through a process where they have identified ideas and challenges and have come to the conclusion that they would like to continue to reevaluate where they are as a community. Today we are going to try to streamline the Boynton Beach 20/20 Policy Statement and put together information that can be implemented and looked at by staff, the Commission. and the community. This is an interesting challenge, but it can be done because now you are going from a wsion to an MINUTES STRATEGIC ACTION PLANNING SESSION BOYNTON BEACH, FLORIDA MARCH 21, 1997 action. Today we are going to discuss the steps and actions necessary to obtain our vision. At Mr. Anthony's request, everyone present introduced themselves. Mr. Anthony stated that as an individual, it is easy to make your own Choices because they only impact you. However, when it comes to a process of making decisions that involves other people, you have to consider their input and it becomes much more difficult to come to a consensus. As a group, in developing a strategic plan and an action plan, we have to consider everyone's thoughts. Your logic and past experience is very important to this process; however, as we develop a policy and action statement for the citizens of Boynton Beach we should no1 leave them behind. We are not developing something for the individuals in this group. We are developing something for this entire group and the citizens that we represent. MAYOR TAYLOR, OVERVIEW Mayor Taylor advised that a planning process took place in 1986. Out of that plan came a big master plan for downtown Boynton Beach. In 1994, we had a charette. At that charette, everything was based on the bridge going over Ocean Avenue. In 1995. there was a planning and goal setting session with the City Manager, department heads, and the Commission, and we came up with five goals which we felt were the most important things that the City should work on. They were crime, economic development, downtown revitalization, neighborhood revitalization, and education and we felt we should focus on them in the next two years. We had a visioning conference involving the entire community and these five goals were presented and discussed at that conference. All these ideas were incorporated into the 20/20 Vision package. In addition, we received a lot more great ideas from the community. We discussed redoing the roadways, putting shade trees in the parks, redoing Seacrest Boulevard, etc. Then we assigned a task force to take this document and prioritize the ideas contained therein. Some of these may take five years or longer to accomplish; however, some could be done in six months. We also had a forum with developers who told us what they thought we should do on 10TM and Martin Luther King Boulevard. They suggested building up the residential and upgrading the housing before business can come in and succeed. We are going to bdng in a consulting group to take all our ideas double check with the community, and tell us where to start. This wil take8 to 12 months. In the interim, we can start doing some of the simpler things. At this point, we are still left with the dreaming and scheming and it is time now to get to an action plan, including timelines and costs. 2 MINUTES STRATEGIC ACTION PLANNING SESSION BOYNTON BEACH, FLORIDA MARCH 21, 1997 ROBERT HILL, CHAIR, VISION 20~20 COMMITTEE Mr. Hill said the task force was charged with developing an implementation plan with a priority list, cost estimates, and suggested time tables. They had their first meeting on July 9, 1996 and in the last 8 months they had over 13 meetings in evaluating the vision document. Their first several meetings were spent prioritizing the 7 overall policy areas that were developed by the 100 community residents who met in Indian River and developed the vision statement. Those 7 policy areas have 234 very general statements attached to them. On July 22, 1996, after the task force had several meetings and started prioritizing that document, they wrote a letter to the City Commission asking them to retain the present millage rate, not go back to the rollback rate, and retain the additional funds in the City budget for the implementation task force. At the August 6, 1996 City Commission meeting, Mr. Hill provided a status, report and told the Commission that the task force had prioritized the major policy areas as follows: · Commercial Development · Economic Development · Neighborhood Revitalization · Public Safety The task force also felt that the first three priorities should be considered as one package and that professional outside consulting would be required to develop a comprehensive master plan for the entire City that would encompass all of the very general planning recommendations [hat were included in the policy statement. There are somewhere in the neighborhood of 88 of those general planning recommendations, which included things like planting trees, widening roads, and doing something on MLK, Ocean Avenue, and U.S. 1. However, there were no plans on how to go about doing them. At the August 6TM meeting, the Commission voted in favor of using outside consultants and agreed to send out an RFP and interview the task force to interview the consultants and recommend back to the Commission the top three candidates. On October 2n°, the RFP was approved and sent out. While waiting for the responses to come back from the RFF the task force began to work with Chief Gage to see what they could do to assist him in accomplishing the 31 ~ssues that were related to public safety. At the January 7, 1997 City Commission, the task force gave another update on what they felt the Police Department should do to improve their relationships with the community. To date. the task force has not been charged with assisting and implementing any of the recommendations they made at the January 7TM meeting, nor have they been advised that anything has happened with the recommendations they made at that time. At the January 7TM meeting, he stated that the task force felt very strongly that commercial development, economic development, and neighborhood revitalization are the most important issues facing this City, and the development of a well thought out master plan MINUTES STRATEGIC ACTION PLANNING SESSION BOYNTON BEACH, FLORIDA MARCH 21, 1997 to include the entire City to guide us into the 21s~ century is imperative. The task force feels just as strongly today about the need for this outside consultancy to help this City put together a definitive plan to move forward. In closing, he stressed several points that he thinks the task force feels very strongly about. You need to address the future of Boynton Beach comprehensively through a City-wide master plan. You should not do it piecemeal. Secondly, if you use a consultant to help you in this master planning, they should evaluate the treasure coast and MLK charettes, the 1986 downtown development plan, and any other comprehensive plan or planning documents that have been done for this City and incorporate the good ideas that are still viable for the year 2000 in their plan. Thirdly, prioritizing the areas of the City for the c~ ~sultants to look at before they get started is very inappropriate. We need to get the consultants in here and the general public, the City Commission, and City staff need to work together with the consultant to develop priorities and determine how we want to develop the City over the next several years. The consultants have time ranges from 9 months to 15 months to do the project. It would not take that long to develop or draw up a plan. However, it will take that long to solicit the community's input and build their support so that when we start to implement something down the read, we have the community support behind the City staff and Commission. Some tough decisions are going to have to be made by the elected officials in the future, and they are going to need all the support they can get. If we do not take the time to do this and do it correctly, when we try to do something, we are not going to have the community support and the plan is going to fail. Patience is going to be required. Boynton Beach is not going to be built in a day. Delray Beach was not built in a day. They did their visioning process in 1989 and they are still working on completing some of those issues. In fact, they turned that plan over to an independent CRA that took three years to come up with a comprehensive plan for them to start developing that City. For the past five to seven years, they continued to work on that plan. Eight years later, they are still working on that plan. The task force implored everyone to move forward, select a consultant, and try to move Boynton Beach forward into the 21s~ century together as we started to do with the visions process. DALESUGERMAN Mr. Sugerman stated that one of the things that drives all of these visions and makes them happen ~s money and the only way we come up with money is through taxes or fees. He read the following from the current City budget message written by the former City Manager: 4 MINUTES STRATEGIC ACTION PLANNING SESSION BOYNTON BEACH, FLORIDA MARCH 21, 1997 "The City Commission has established as an overall direction, the themes of "ownership", "communication". and "inclusion". Ownership between the community and the City; ownership of neighborhoods by the residents; ownership of the business community with our neighborhoods, and ownership by City employees to our community ncreased communication to all of these groups, between the groups, and a reaching out to include all segments of our community are priorities of this City Commission. In particular, the commission has expressed a clear interest in having our employees communicate a more "customer friendly" message to our citizens. The City Commission has been reaching out to the Community through the open Town Meetings, Community Forum Meetings, Joint Chamber of Commerce Meetings, Joint Workshops with Advisory Boards and the Comm unity Visions process. The process of ownership often involves a balancing of opposing concepts. If owners (various interest group members) expect to play a greater role in decision making and the distribution of scarce resources, then the City has to expect greater commitment and responsibility from the group members to each other and to the community as a whole. These concepts of ownership and inclusion are a complicated business and will not transform our community overmght." Mr. Sugerman advised of some of the activities that we have been involved in that demonstrate ownership, communication, and inclusion. He told of our Code Enforcement response team. Ownership was demonstrated by the streetscape improvements done on Ocean Avenue this past year. working in cooperation with some of the business owners downtown. City Hall in the Mall demonstrates communication and inclusion. All of the activities involved with the visioning process demonstrate ownership, communication, and inclusion. Communication was demonstrated by the City Commission holding workshops throughout the community. Communication and inclusion is demonstrated by our community forum group which meets once a month. Communication and inclusion is being demonstrated by the joint City Commission/Chamber of Commerce meetings that are held quarterly. Communication is also being demonstrated by the ribbon cutting that we are having today, internally, with regard to the completion of our city-wide computer network. Ownership and inclusion was demonstrated by the development of Poinciana Elementary School. In addition, our City Commission has been able to light some very strong fires under many of our disjointed neighborhood associations. STAFF - GROUP BREAK OUTS Mr. Anthony stated that the substantive structure is in ;)lace. The next step is actualizing it. One of the things you do in a public/private partnership process is that you melt the two together. Patience is a part of the process that is integrated within the public venue. As we develop what we are doing today, the public/private partnership has to be developed in order for it to be successful, in addition, we must understand 5 MINUTES STRATEGIC ACTION PLANNING SESSION BOYNTON BEACH, FLORIDA MARCH 21, 1997 each perspective because the leaders of this community have a perspective and the private sector has a perspective, We have to determine how to melt both into a workable document where both parties in this community are on the same page. Ultimately, the decision of this process and the document that is adopted has to be bought in by the leadership of the community and all the work has to be facilitated properly and implemented by both Mr. Anthony streamlined the seven priorities contained in the Vision 20/20 document into the following five strategies: · Downtown (Commercial Revitalization and Economic Development) · Neighborhood Revitalization · Public Safety/Crime Prevention · Quality of Life/Image and Character · Education He assigned everyone into five groups and asked them to come up with five priorities for each strategy, identify the people responsible for implementing each part of the strategy, and identify measures that would indicate in a year's time whether or not we were successful in achieving each specific strategy. mplementation costs and time frames will be addressed by City staff at a later date. This group will meet again in 30 to 45 days at which time Mr. Anthony will give his report. Mr. Anthony advised that the City actually achieved some of the things that were outlined in the Visions 20/20 document. City Manager Willis wished to take a consensus of the group to verify that they agree to these priorities. She pointed out that there was some discussion about whether or not education should be included because we do not have jurisdiction to ensure that we have implemented and achieved those goals and objectives. Discussion ensued and it was the consensus of the group to leave education in as a priority. Several members of the group felt we do have some control over some issues. They mentioned Poinciana Elementary School, how education is important in so many different facets of life. including economic development, .lobs, culture, youth programs, and the library. There was also consensus to rename Strategy 1 "City-wide (Commercial Revitalization and Economic Development). 6 MINUTES STRATEGIC ACTION PLANNING SESSION BOYNTON BEACH, FLORIDA MARCH 2!, 1997 GROUP REPORTS Education Commissioner Bradley was the spokesperson for his group. An outline of all the groups' priorities, responsible parties, and outcomes/evaluation measures is atlached to the minutes of this meeting. Priority 1 The business community is starting to understand that if they do not have a pool of qualified graduates to chose from, then groups like Motorola and others will have to spend a lot of money remediating students. To measure the success of this priority, there should be 10 ongoing reciprocal business/education partnership relations established in the next 12 months. Priority 2 Ideas on how to fund a high school included grants, a bond issue, a lottery, charter schools, and collaboration. If we are not going to be looking at funding sources for the high school through the City, we should get the School District to put that on their capital facilities budget. They are holding back on doing that because they are trying to get the penny sales tax passed. Priority 3 The idea is to model this after the current Chamber, County and State leadership programs. This would be a way for youth to see how the City is run and what it means to be a member of a community. There should be a course to teach them this. but it would have to be structured so that it would be fun; otherwise they will not participate, This would be a new program that would focus o~ building leaders of our youth and would be modeled after a Leadership Boynton Beach program so they have different experiences related to how the government and community work. Mr. Taylor added that this would expose the youth to a lot of agencies and the infrastructure that support the community on a day to day basis. Priority 4 The most important issue that is the toughest to achieve is to promote parental/community involvement in the educational process. There should be more School Advisory Council and PTA representation With regard to the responsible parties, we need champions (parents who are going to take this cause on and set the tone for other people in the community), and researchers who would look for how this has been successfully accomplished in other communities around the country. The MINUTES STRATEGIC ACTION PLANNING SESSION BOYNTON BEACH, FLORIDA MARCH 21, 1997 average person does not feel comfortable going to schools, perhaps because schools have not welcomed the community enough. However. the schools are working on an open door policy and bringing volunteers in. Priority 5 We need to look at all the issues from a regional standpoint. Every municipality has a recreation department and every area has schools. Everyone is working hard at trying to solve a lot of the same problems. We should share more resources in order to try to collaborate and solve some of these problems. The group also felt strongly about the cultural aspect, including historic renovation of the old school and the cultural center. This is important whether you are looking at it from a medical technology standpoint, an agricultural technology standpoint, the children's museum, or the history of Boynton Beach. Public Safety/Crime Prevention Chief Gage was the spokesperson for his group. He read the following from the Boynton Beach 20/20 Policy Statement: "The problems of crime cannot be solved by law enforcement and government alone. The community, businesses, neighborhoods, and religious and other organizations must also be involved in crime prevention. The city can promote increaSed public participation in crime reduction...". Chief Gage said this will help give us some direction on how we are going to allow or make the community help take an active role. Priority I In the last couple of months: we have started one new Crime Watch group and two new neighborhood community associations in the City. There are still a lot of identified communities in the City that do not have associations. One of the things we talked about at some of the association meetings is apathy; a lack of involvement and participation. Last month, we initiated a joint association meeting (Club Law and Order) We sent out 34 letters to various community associations. Crime Watch groups, COP Programs, etc., and only six groups were represented at the first meeting last month. We asked the six groups to talk it up more. Only three people attended the second meeting last night. Between now and the next meeting, some of the active members of some of the associations and some of the Visions Committee members have made a commitment to start talking it up. Chief Gage ~s going to start personally attending some of the association meetings and ask them what we need to do to promote pa~cipation, which the community obviously thought was important. 8 MINUTES STRATEGIC ACTION PLANNING SESSION BOYNTON BEACH, FLORIDA MARCH 21, 1997 Chief Gage felt everybody is responsible for talking up the joint neighborhood association meetings, including the City Commission and City staff. He also felt that City staff should attend those meetings periodically. Chief Gage stated that success in the police field is a matter of perception more than anything else. One community is under the perception that they have a major crime problem because a car was stolen from their neighborhood last night. The reality is that this was the only car that has been stolen from that neighborhood in three months. With regard to measuring whether or not we have been successful relates to the community's expectations and perceptions. With regard to advertising and promoting meetings regularly, we need to measure attendance a little better. However, numbers and statistics alone will not tell you anything about quality. We need to send out a survey to the community and neighborhood associations and ask them how we are doing compared to what we were doing a year ago. We need to do that by January so that the next time we are in this position, we will have those surveys to be able to clearly evaluate whether or not we were successful. Priority 2 The police officers have already started getting involved in neighborhood activities. Two neighborhood associations were formed at the suggestion of the Community Patrol Officers. If the officer working a particular zone does not know that a neighborhood association meeting is being held, he cannot attend it. The neighborhood associations need to start communicating on a lower level and talk to the sergeants or lieutenants. Priority 3 The City should tap into its best resource of retired people and business leaders. A couple of officers have already started mentodng and actively getting involved in a couple of schools. The police department will do a little interfacing and put the people together, but everybody who is able to give an hour or two of their time a week is responsible for this, and everybody has to promote this. Priority 4 Citizens on Patrol was started just prior to the Visions Conference last year. There are five Citizens on Patrol groups on line and we are working on two new ones. Chief Gage stressed that the neighborhood associations are responsible for this. This is where the leadership from the communities emerges. The biggest problem is that there are not enough cars for this program. In the areas that have this program, calls for 9 MINUTES STRATEGIC ACTION PLANNING SESSION BOYNTON BEACH, FLORIDA MARCH 21, 1997 service are up, but crime statistics are down. It is going to cost us a little more commitment in time, money, and vehicle maintenance. Priority There was clearly a desire to increase the number of police substations in neighborhoods. However. you cannot have one in every neighborhood, and when you create one. you create the perception that you are going to staff it full-time. Chief Gage does not have the staff and the City does not have the resources to staff a substation full time, We currently staff and plan on staffing substations that we plan to oPen with citizen volunteers. You do not want a police officer sitting in a substation waiting for someone to come in. It is not productive. We have opened a substation in Cherry Hill in combination with a HUD project. We have one at 3001 N. Seacrest Boulevard. and we are considering opening up a couple more. The community just wants to be able to see a police officer once in a while. You can satisfy that need without a subStation. With regard to measuring crime, Chief Gage stated that if you have a lot more eyes and ears out there and a lot more concern and involvement on the part of the community, you will get more calls for service before something happens. They will call about a suspicious incident before it turns into a burglary. Therefore, the cdme stats should decrease. Fire Chief Ness felt we need to look at how we can improve Fire Rescue's response time and alluded to getting through traffic. He pointed out that there is a potential for losing a life if there is a three or four minute delay. Aisc, he felt the media needs to print success stories to let people know that programs like the COP program work. Mr. Sciortino wondered if Priority 5 should be a greater visual police presence in the communities instead of opening more police substations. Mr. Anthony explained that these strategies will be developed a little more and brought back with numbers and time frames. City Manager Willis added that these strategies also have to go through the budget process. Mr. Hawkins pointed out that different communities use substations for different functions and it has to be determined what level of service the community expects. Vice Mayor Titcomb advised that on S.W. 11TM Avenue in Delray Beach, there is a police substation that was formerly a crack house. They outfitted that substation with donated computers to train the neighborhood children. In addition to the computer training, they are establishing a positive bond and rapport with the police and seeing them in a different light. Mayor Taylor felt all of these priorities could probably be put into two priorities-crime prevention and how to address the two biggest crimes ~n the City, and community 10 MINUTES STRATEGIC ACTION PLANNING SESSION BOYNTON BEACH, FLORIDA MARCH 21, 1997 involvement. Chief Gage advised that these are equally high priorities, if not h~gher, and are not being ignored The biggest problem ~s drugs. Mr. Hawkins added that community involvement wil address this problem in a peripheral way. Chief Gage agreed that community involvement will diminish some of the other crime problems we are experiencing; however, we are not going to wait for the community to take over. Mr. Hill advised that the task force felt that the major issue the 100 people at the visions process.felt facing the City of Boynton Beach Police Department was the perception, particula:rly in the African-American community, of the fair play of the Police Department. He felt you can clean up drugs quicker than you can clean up this problem. Neighborhood Revitalization Rev. Ackermann was the spokesperson for this group. Priority I The first priority is to facilitate the creation of neighborhood associations, identify those that are the best, and try to get all of them to develop into good working neighborhood associations. Priority 2 Priority 2 is ICON. which means Identification Communication, and Ownership of Neighborhood; taking pride in the neighborhood, landscaping, and signage. Priority 3 Priority 3 is to make sure the codes are consistently enfomed throughout the City. Priority 4 Priority 4 is to identify resources, communicate to citizens, and facilitate assistance through volunteers and funding for those who cannot afford to make ~mprovements as required by the Code. Hopefully this can be done through neighborhood associations. Priority 5 The City should Continue to actively maintain its role in rehabilitation and acquisition, both public and private, of properties and inventory lots. etc. so that we can make this a beautiful community. 11 MI NUTES STRATEGIC ACTION PLANNING SESSION BOYNTON BEACH, FLORIDA MARCH 21, 1997 Rev. Ackermann reviewed the responsible parties and outcomes/evaluation measures and stated that it is only when the City administration, staff, et al., work with the neighborhoods that you are really going to have a good, productive and friendly community. Carel Fisher felt we need to cimumvent some of the bureaucratic procedures so as not to frustrate the citizens when they need help from City Hall. Chief Ness felt there needs to be a motivator, such as a system of rewards for a neighbcrhood that does something. City Manager Willis pointed out that there are 'inherent rewards such as better access to City Hall. more information about incentive programs that we currently have, and formulating and applying for a neig hborhood park that you maintain yourself. Commissioner Bradley advised that one of the requirements to enter into the COPs Program is that you need a Crime Watch Program in place. He suggested a homeowners association be in place if a community wants a COP Program. Commissioner Jaskiewicz stated that until a neighborhood begins to take pride in their neighborhood, they do not care to be identified with signage. However, some of the neighborhoods are taking on a new. beautiful look and want identification. She felt we should encourage signage all over the City, pa rticularly where the homeowners associations exist. Mr. Friedland referred to the legality of putting neighborhood associations together. Mr. Fisher pointed out that if we could get people just to group together, they would not neee enforcement powers like the average homeowners association. The City ordinances could back them up. City-Wide (Commercial Revitalization and Economic Development) Priority I Mr. Hill was the spokesperson for this group. The first priority was to task the consultants to do a City-wide master plan. Priority 2 While that is taking shape, the City can move forward with some short range ideas. such as developing public/private partnerships to see what the City and the Quantum Park developer can do to get more development here. We should also work on any private parking lot plans which might be a problem in the short range before the overall 12 MINUTES STRATEGIC ACTION PLANNING SESSION BOYNTON BEACH, FLORIDA MARCH 21, 1997 plan is developed that might be restricting other people from developing projects around the City. Priority 3 Priority 3 is to start to adopt funding and incentive programs and start working on identifying grants, Community Development Block Grants. General Obligation and Revenue Bonds, special assessments, infrastructure improvements, and taxes. Priority 4 Priority 4 is to start marketing and communicating strategies of an overall plan to let the people know what is coming so we can build community support. Priority 5 Priority 5 is to go forward with some "quick victory" projects such as flags or banners, neighborhood improvements, landscaping, streetscape, lighting, benches, pavers, and events. The City staff. Commission, the neighborhood associations, and the memhants can do some of these things to show people that we are moving forward. Quality of Life/Image and Character Vice Mayor Titcomb was the spokesperson for this group. He advised that the group defined "quality of life" as a feeling you get from a city, not necessarily a specific program building or infrastructure. Priority 1 (Appearance and Beautification) If a place looks good, is landscaped, clean, and well kept, you feel good living there. The Commission has set the tone for beautificatio~ city-wide and has provided funding and mandates. Priority 2 (Increase Recreational Opportunities) Fifty thousand people currently live here. One hundred and twenty thousand people m 'ght live here at buildout and we need to set aside land for recreational opportunities and green space. The Recreation and Park Department would be in a position to start looking at this issue proactively and start looking at possible land acquisition. 13 MINUTES STRATEGIC ACTION PLANNING SESSION BOYNTON BEACH, FLORIDA MARCH 21, 1997 Priority 3 (User-Friendly City Government Service) This is a function of City Management and staff This has a zero cost factor and can be started immediately. Priority 4 (Strong Communications and Public Relations Programs) This is the responsibility of City Government, which includes the Commission, staff. management, and the Chamber of Commerce. People do not know what we are doing because we do not tell them. We do not have a very good program to deal with media relations. We do not really have any programs to communicate the good things we are doing to the constituents, the citizens, and staff. This is another strategy that will not cost us a lot of money. Priority 5 (Increase Cultural Opportunities) This would ultimately be the responsibility of public/private partnersh,ps because the City cannot pay to build a sports stadium, amphitheater, or museum. It has to be a combination of private donors, private development dollars, City funds, grants, etc. The group felt the outcomes/evaluation measures would be self evident. Commissioner Bradley referred to Priorities 3 and 4 and said the best way to communicate positive things about the City is through what the employees say about the City. If employees feel good about their job, they are going to convey a positive situation about Boynton Beach and will be user-friendly. He suggested that we think about pay for performance, a merit system, or some other way that does not cost money, to increase morale. Chief Ness felt quality of life includes a feeling of sense of security. Vice Mayor Titcomb pointed out that this was addressed by other groups today. Mike Fitzpatrick stated that some people are not thrilled about development of Quantum Park because of the native scrub. Aisc. he felt we should address mass transit (traffic reduction). 14 MINUTES STRATEGIC ACTION PLANNING SESSION BOYNTON BEACH, FLORIDA MARCH 21, 1997 WRAP UP Mr. Anthony pointed out the common themes that every group had as follows: · Community Involvement · Funding · Perception of City - evolving · Implementation With regard to community involvement, he stated that there are many things going on and there has been a public relations effort to identify what went on at Visions 20/20 and what is going on here. Commissioner Tillman felt there was a dynamics, a strong feeling, coming out of Visions 20/20. However, afterward, the dynamics fizzled out. When we leave here today, the dynamics has to be transcended into the process and has to be maintained. Therefore. communication and PR is a major component of this meeting today. If we do not communicate the direction in which we are striving to go. it will surely be lost again. Mr Anthony stated staff and this group will develop each of the subject areas. Each area has communications, community involvement, funding, and time table elements. These will drive what we ultimately come up with as a doable project in five years. Some of the projects are going to take two to four years to implement. We are talking about creating a community that involves an educational system, public safety, commercial and neighborhood revitalizationl and quality of life. If we are able to connect all of these into a real plan. we will see Boynton Beach become the ICON, the gateway, to the gulfstream. As the community works together, we should continue to connect the Recreation Department with the Police Department to see how we can connect programs. We should con ~ect the Police Department to the educational program, our community revitalization effort, and the neighborhood revitalization effort, and develop ways to be more efficient. Mr. Anthony said all the live areas ~hat we have dealt w th are a very mportant and we need to create a blueprint for our future so that staff and the leaderShip know where we really want to go. We halve identified five areas of where we want to go. He asked if we are prepared to chose the top two priorities. Mr. Sugerman ~tid not think any one of the five priorities takes any higher priority. Mr. Hawkins agreed, stating that the process should be circular and not linear. Mr. Ness felt without the funding, this is all moot. We need to look at economic development and start getting revenues in. Mr. Taylor did not think we have enough information to prioritize further. 15 MINUTES STRATEGIC ACTION PLANNING SESSION BOYNTON BEACH, FLORIDA MARCH 21, 1997 Mayor Taylor said in order to implement this, a lot of these things take dollars. He felt our priority has to be on getting dollars to do these things. The major things are going to cost serious dollars. There are some things we can start on and there are some things we have dollars for right now. Mr. Hill stated that the City still does not have a plan about where and how to spend the money or what kind of money we are going to need We need to develop a strategic plan with specifics, including funding. Then we are going to have to get the community support to fund it. Mr. Anthony stated that the only way we are going to get a strategic plan to deal with commercial revitalization is through getting somebody to help the City put the "meat on the bones". Mr. Newbold suggested putting the things on the burner now that do not cost money so that people will see something happening. Mr. Anthony pointed outthat we really do not know what will not cost any money until we analyze such things as staff time. City Manager Willis advised that at some point, we are going to have to prioritize because these projects compete with each other for a limited amount of funds. Staff will plug into each of the five priorities more detail and description, along with approximate time frames and estimated costs. This group will meet again in 30 to 45 days, at which time Mr. Anthony will report on this more detailed action plan. Then it will have to be adopted in a public forum by the City Commission as the blueprint for the community. Mr. Anthony concluded by saying that there is a common goal of making this a great community. He asked everyone to step outside of who they are and try to see the other person's perspective as we develop public policy for our communities. If we do this, the community will be a great community built upon trust. He pointed out that we are dealing with many perceptions, and government, the private sector, and public policy make a difference in people's lives. We are developing something serious and he appreciated the thought everyone put into today's activities. If we create a document that improves Boynton to be the gateway, the ICON, of South Florida, then all of us would have been successful. We can only do this through teamwork and trying to understand each other. 16 MINUTES STRATEGIC ACTION PLANNING SESSION BOYNTON BEACH, FLORIDA MARCH 21, 1997 ADJOURNMENT There being no further business to discuss, the meeting was adjourned at 3:45 p.m. CITY OF BOYNTON BEACH ATTEST: lerk Vice...Ma~or ~,ommis~ene~/ Commissioner Recording Secretary (Four Tapes) Com~nissioner 17 Strategy 1 City-wide (Commercial Revitalization and Economic Development) = Five Priorities Task Consultants Monitor cons. Develop Public/Private Partnerships · Closer ties with Quantum Park developer · Plan/explore projects for future development areas · Private parking lot Adopt Funding and Incentive Programs · GrantslCDBG/GO and Revenue Bonds · Special Assessments · Infrastructure Improvements (Utilities) · Taxes Communication/Marketing Strategies "Quick Victory" Projects · Flags/Banners · Neighborhood Improvements · Landscaping · Streetscape (Lighting/Benches/Pavers) · Events (Friday Night Downtown Monthly) Showcase Boynton "On the Square" Responsible Part?(ies City Stakeholders Advisory Com. City Chamber Developers Property Owners City CRA Utilities County State Fed. City Chamber Sponsorships Neighborhood Assoc. Merchants Outcomes/Evaluation Measures · Improved VisualAppearance · Enhanced taxbase · Diversified Economy · Increased buildout- Quantum · Complete marina project 1998 · Museum operational by 1999 · Increased commer. Permits · Public parking improvements in place by end of 1998 · Create jobs Strategy 2 Neighborhood Revitalization 1 2. Five Priorities Facilitate the creation of neighborhood assns. Identification ICON: Identification, Communication, and Ownership of Neighborhood - pride. landscaping, signage Enforce Codes Consistently Identify resources and commumcate to citizens and facilitate assistance City continue active role in rehab and acquisition (public/private), inventory lots, etc. Responsible Party{ies) · Neighborhood Specialist · City Commission · Relevant Staff- awards program · Neighborhood Assns. - encourage slgnage · Social, Rel., Civic org. Outcomes/Evaluation Measures Hire Neighborhood Specialist Neighborhood Plans- development, implementation Better communication and cooperation between city and neighborhoods Strategy 3 Public Safety/Crime Prevention o Five Priorities Communicating Public Safety Information by promoting and developing neighborhood assoc. · Joint meetings · Improved Police/Community Relations · Police Dept. user friendly Officers Involved in neighborhood activities Promoting and developing youth and mentor programs with a crime prevention awareness theme · Challenge c~wc organizations to sponsor such programs Citizens on Patrol groups and Crime Watch groups Open police substations · Analyze service level 2. 3. 4. 5, Responsible Partyfies) Police Chief. City Commission City Staff, P.I.O., Neighborhood Spec. Police Chief, Police Senior Staff Community YOU! (individuals, organizations, etc.) Police Chief, Police Staff, Neighborhood Associations, Crime Watch Groups Police Chief. Community Volunteers. City Commission Outcomes/Evaluation Measures Advertise and promote meetings regularly · "success stories" Distribute survey mechanism after 12 months for public feedback Evaluation from today's workshop participants Lower crime stats may result in increased calls for service Strategy 4 Quality of Life/Image and Character Five Priorities Appearance and Beautification Increase Recreational Opportunities "User-Friendly" City Government Service Strong Communications and Public Relations Programs Increase Cultural Opportunities Responsible Party(ies) P&D Code Enfomement Commission Citizens Parks & Rec. Commission City Management Staff City Government Chamber Public/Private Partnerships Public Information Officer Strategy 5 Education Youth Involvement Five Priorities Expand Business/Education Partnership to address identified community needs · Internships/Apprenticeships · Medical Technology · Industrial Technology · South Tech · Scholarships/Sponsorsh ips Promote continued growth of math/science/technology feeder school system with special emphasis on funding high school Through Youth Advisory Board, develop structured programs to expose youth to civic/community issues · Youth leadership program Promote parental/community involvement in educational process · Extra curricula activities · Open schools to expanded uses (i.e.. summer school, recreation, etc.) · Home school Evaluate Collaborative Initiatives to address educational issues (i.e., youth advisory boards, math/science/technology ~ssues. parental/community involvement, recreational, etc.) Responsible Party(ies) Community Education Business Chamber City Media/Pr City Education (schools/School Board) Chamber ndustry Media/PR Chamber City Business Youth Media/PR Religious Organizations Parents (Champions) School C~ty Media/PR Reseamhers County Municipalities Religious Organizations Media/PR Outcomes/Evaluation Measure~ Ten (10) ongoing reciprocal business/education partnerships Elementary School - Middle School High School increased business/technology participation Commitment for full blown magnet school with increased bus~ness/technology participation Identify funding source(s) or included as part of School Board capital budget Development/Implementation of Structured Youth Leadership Program Increase Percentage of Parents in School Related Activities 5. Formulization and Implementation of two (2) Regional Collaborative Programs