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Minutes 08-30-90MINUTES OF SPECIAL CITY COMMISSION MEETING HELD IN COMMISSION CHAMBERS, CITY HALL, BOYNTON BEACH, FLORIDA, THURSDAY, AUGUST 30, 1990 AT 5:00 P. M. PRESENT Gene Moore, Mayor Lee Wische, Vice Mayor Lillian Artis, Commissioner Robert Olenik, Jr., Commissioner Arline Weiner, Commissioner J. Scott Miller, City Manager Sue Kruse, City Clerk D. J. Doody, Assistant City Attorney Mayor Moore called the meeting to order at 5:00 P. M. BEACH DECALS At the last Workshop Meeting of the City Commission on August 22nd, City Manager Miller said it was the consensus of the Commission to increase the cost of a beach decal from $7 to $10 a year. To do this, the City must amend its Ordinance. If the Commission did this on an emergency basis tonight, the City could begin collecting the increased fee after Labor Day. Otherwise, the first reading of the Ordinance would be September 5, 1990, and the second reading would be September 18, 1990. About the 28th of September, the City would begin collecting the increased fees and issuing the new decals. There was a delay last year of almost a month, and the fees were not collected until about that same time. Last year was the first year the cost of decals had been raised in many years. Because they had not gone into the public hearing process on the budget, Commissioner Olenik was concerned about adopting the Ordinance tonight. City Manager Miller reminded the Commission they will also be looking at a proposed increase in taxes and utility rates. He agreed they should probably include the decals with those and let them go through the regular process, so they could hear what the residents have to say. The City will only be losing one month of the $3 increase. He assured the Commission the City will not sell the decals until October 1, 1990. Vice Mayor Wische felt all of the increases in user fees, including the beach decals, should be on October 1, 1990. He recommended that public notices should be posted, so the public will be informed the decals will not be issued before October 1, 1990. There should be lines for the sale of beach decals only. There was discussion about extending the date and the public hearings. 1 MINUTES - SPECIAL CITY COMMISSION MEETING BOYNTON BEACH, FLORIDA AUGUST 30, 1990 Commissioner Artis asked whether the question of people living outside the City limits had been settled. City Manager Miller replied the only people that would fall under this program would be residents of Ocean Ridge. He felt the City should continue this practice because the City receives benefits from Ocean Ridge. City Manager Miller named some of the benefits the City receives from Ocean Ridge. He continued by saying if the City does not allow Ocean Ridge residents to have beach decals, the City will not receive cooperation from Ocean Ridge. Commissioner Artis was not opposed to giving Ocean Ridge residents decals. She was concerned about people who have Boynton Beach addresses, who live west of the City limits. If they do not live within the corporate limits of the City, City Manager Miller replied they cannot buy a decal. Presently, there is not enough available parking at the beach to accom- modate residents presently living in the corporate limits, and the City would be providing the same services to people who do not pay City taxes. There was discussion about Ocean Ridge. Commissioner Olenik requested a report of what Ocean Ridge does for Boynton Beach. Mr. Frederick reported Ocean Ridge locks the restrooms at 11:00 P. M. seven days a week. They give the City the following services: Foot patrol. They check all of the doors in the City's buildings, check for vagrants on the beach and allow the City to store portable radios and communication units in their building for safety purposes. They also loan the City their ATV for internal problems when the City's ATV breaks down, provide extra traffic control on busy days, and help the City's attendants during Easter sunrise services. Mr. Frederick emphasized that Ocean Ridge works very closely with the City and solves a lot of problems for the City. There is tremendous cooper- ation between the staff levels of Ocean Ridge and Boynton Beach. If the policy is changed, Mr. Frederick was con- cerned this would change. Vice Mayor Wische asked how many beach decals are issued to Ocean Ridge. When Mr. Frederick asked Ann Agolio, Citizen Service Clerk II, this question, she said she would be surprised if 50 decals a year go to Ocean Ridge. Vice Mayor Wische thought Ocean Ridge's services more than compensated for the decals. Mayor Moore and Commissioner Weiner agreed. 2 MINUTES - SPECIAL CITY COMMISSION MEETING BOYNTON BEACH, FLORIDA AUGUST 30, 1990 ENGINEERING SERVICES Several months ago, City Manager Miller said the City approved the right-of-way purchase agreement for the Florida Department of Transportation (DOT) to purchase lands owned by the City on West Boynton Beach Boulevard in the amount of $13,000 plus $4,000 as reimbursement for appraisal costs funded by the City. At that time, the City became involved in a restoration agreement they ratified along with the acceptance of the proposal from the State. The Resolution before the Commission was an agreement between the City and the State. City Manager Miller explained the deed was just received today. DOT is now in the West Palm Beach area and will be in a position to execute the deed and turn a check over to the City tomorrow. Commissioner Olenik questioned whether this had been checked by the Legal Department. City Manager Miller said the Assistant City Attorney should arrive at the meeting at 5:45 P. M. Mayor Moore advised they could approve the Resolution, subject to the Legal Department's approval. Resolution No. 90-RRRRR - Authorizing Execution of Deed and Restoration Agreement between DOT and the City City Manager Miller read proposed Resolution No. 90-RRRRR by title only: "A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF BOYNTON BEACH, FLORIDA, AUTHORIZING AND DIRECTING THE MAYOR AND CITY CLERK TO EXECUTE A CERTAIN CITY DEED AND RESTORATION AGREE- MENT BETWEEN THE STATE OF FLORIDA, DEPARTMENT OF TRANSPORTA- TION AND THE CITY OF BOYNTON BEACH FOR PROPERTY LOCATED ON S.R. 804, A COPY OF SAID DEED AND AGREEMENT BEING ATTACHED HERETO AS EXHIBIT 'A' CITY DEED AND EXHIBIT 'B' RESTORATION AGREEMENT; PROVIDING AN EFFECTIVE DATE; AND FOR OTHER PURPOSES" Commissioner Olenik moved for the adoption of Resolution No. 90-RRRRR, subject to approval by the City's Legal Department. Vice Mayor Wische seconded the motion, and the motion carried 5-0. PRESENTATIONS BY ENGINEERING FIRMS City Manager Miller stated the firms would be allowed 20 minutes each to make their presentations. The City Commission would then deliberate and make a decision by ranking the firms 1, 2 and 3. The City Manager's Office 3 MINUTES - SPECIAL CITY COMMISSION MEETING BOYNTON BEACH, FLORIDA AUGUST 30, 1990 would then be authorized to commence negotiations for the City with the top ranking firm. Discussion ensued about the ranking procedure. City Manager Miller hoped to bring a proposed agreement to the City Commission on September 5, 1990. Williams, Hatfield & Stoner, Inc. (WHS) Consulting Engineers.Planners.Surveyors 1325 S. Congress Ave., Suite 118 Boynton Beach, FL 33426 James F. Eberhart, P.E., Senior Vice President; James E. Park, P.L.S., Vice President, and Nancy Lee Hurlbert were present to make their presentation. Mr. Eberhart informed the Commission Ms. Hurlbert has been a member of the firm of WHS for 15 years and is a stockholder. If WHS would be selected by the City, Ms. Hurlbert would be the Project Manager. Mr. Eberhart said WHS has 90 employees in four offices (Fort Lauderdale, Port St. Lucie, Miami, and Boynton Beach). Twenty employees are in the Boynton Beach office. Mr. Eberhart stated they are a full service engineering firm. They have a structural, water resources, environmental, civil engineering, transportation department, etc. and they have worked for public sector clients. Mrs. Hurlbert emphasized that the three people before the Commission have worked together over 12 years, and they would be the people the Commission would see around City Hall. She stressed their availability, longevity of their municipal and public sector clients, the services they could provide, and knowledge of the area. Mrs. Hurlbert said WHS is very adept in waste water master planning, platting and site planning. She outlined their experience in sanitary sewer systems, master drainage plants, things from a traffic transportation network, park assistance, right-of-way acquisitions, utility rate studies, preparation of assessment rolls, evaluation and acquisition studies, and she explained geographic information systems (iGIS). Mrs. Hurlbert also referred to the work of WHS in the private sector. She stressed they would endeavor not to have any conflicts of interest. (A copy of the "Request for Engineering Services to the City of Boynton Beach, Florida submitted by Williams, Hatfield & Stoner, Inc." is in the Office of the City Clerk.) 4 MINUTES - SPECIAL CITY COMMISSION MEETING BOYNTON BEACH, FLORIDA AUGUST 30, 1990 Commissioner Olenik asked how many employees are in the Fort Lauderdale office. Mrs. Hurlbert answered there are 60. Mr. Eberhart added that the Highway Department is at Boynton Beach~ and the Aviation Department is in Fort Lauderdale. Commissioner Artis did not hear the certification of minority business mentioned. Mr. Eberhart responded they are not a minority business. Commissioner Weiner inquired whether they are an affirmative action employer. Mr. Eberhart answered affirmatively. On many roadway proj- ects, they are required to use minority business enterprises. Vice Mayor Wische asked how many women employees they have. Mr. Eberhart replied they have a lot. Gee & Jenson Engineers-Architects-Planners, Inc. One Harvard Circle P. O. Box 24600 West Palm Beach, FL 33416-4600 W. Richard Staudinger, P.E.; Tom Orlasky, Architectural Department; George Eisminger, Coastal Department; Maria Palumbo, Traffic and Transportation Department; and Pete Durkin, Roadway and Transportation Department were present for the presentation. Mr. Staudinger presented brochures on the services they perform. Mr. Orlasky talked about the engineering discipli- nes and services furnished by Gee & Jenson, which are: architecture, coastal, electrical, environmental permitting, financial consulting, land development, landscape architec- ture, mechanical, planning, roof consulting, solid waste, structural, surveying, transportation, water/wastewater, water management, and waterfront. He said they do not do soil testing. Mr. Orlasky talked about their projects. Mr. Staudinger said he would be the key contact person for the City, if his firm was selected. He thought Boynton Beach would be requiring special needs would require over the next few years, and he talked about how they would fit the needs. Among the needs were image enhancing software. He explained this is a software program which will allow the City to see a picture of a final product before it is designed. This would be a tool they could offer on a consulting basis, if the City needs it. Other areas where they anticipate supplying needs to the City are: beach 5 MINUTES - SPECIAL CITY COMMISSION MEETING BOYNTON BEACH, FLORIDA AUGUST 30, 1990 restoration, marina design, hurricane assessments if the need should arise, downtown redevelopment, stormwater utility, roadway and utility design. Mr. Staudinger said traffic performance standards are now a reality in Palm Beach County. Redevelopment could be stifled if the roadway system is not large enough to handle new amounts of traffic coming in. That is a service they have in-house. With reference to the stormwater utility services, Mr. Staudinger told how they are doing one of these for Delray Beach. He said this would allow capital improvements, street and maintenance crews and equipment to be purchased. The operation can be paid for with the stormwater as a separate department. Gee & Jenson would offer assistance in preparing preliminary budgets, so the City can understand what is involved in a study of that nature. Mr. Staudinger reviewed services already being provided to the City by Gee & Jenson. Because they have been involved on an interim basis with the City, Mr. Staudinger pointed out that full-time staff has not. had to be hired by the City. He estimated that savings to be in excess of $100,000, and that would be a continued savings they could provide under this contract. Vice Mayor Wische noted they have 202 employees in West Palm Beach. Mr. Staudinger stated a vast majority of those employees are full-time. Probably 10 or 15 are on contract. Commissioner Weiner questioned whether the four years men- tioned by Mr. Staudinger was negotiable. Mr. Staudinger replied it was negotiable. He recalled it was the time period specified in the Request for Proposal (RFP). Mr. Finizio advised the RFP said three years. Commissioner Weiner asked if Gee & Jenson has a certification for minority businesses. Mr. Staudinger answered they did not, but they have an affirmative action program. He showed her the program. (A copy of Gee & Jenson's packet of information is in the Office of the City Clerk.) Discussion ensued about construction of a parking lot at Ocean Ridge. Commissioner Olenik was concerned that the City was spending money on parks and recreation projects when the City had a lot more pressing things. City Manager 6 MINUTES - SPECIAL CITY COMMISSION MEETING BOYNTON BEACH, FLORIDA AUGUST 30, 1990 Miller explained he was not looking at building a parking lot on the beach. He was trying to get involved with sell- ing a parcel to Ocean Ridge, and he explained. Mayor Moore stated the City has tried to work out a problem with Ocean Ridge for over a year. There was further discussion about access, the northern parcel, and Ocean Ridge. Kimley Horn & Associates, 4431 Embarcadero Drive West Palm Beach, FL Inc. Dave Bardt, P.E., stated he would be the Projct Manager and the City's primary contact with Kimley Horn, if that firm was selected. He introduced John Ports, P.E., Utility team leader and quality control insurance advisor; Julie O'Neal, P. E., Environmental Engineer (expertise in surface water and utility permitting and experience in ecosystems); Catherine Oenbrink, P.E., Storm Water Management; and John Benditz, Jr., P.E., Traffic and Transportation Team Leader, who also has experience in concurrency management. Kurt Cooper, P.E., Civil Engineer Team Leader, could not be pre- sent at the meeting. His expertise includes plan reviews and the design of municipal improvement projects, including municipal parks. Mr. Ports elaborated about experience he and Mr. Cooper had in Jupiter, FL, such as building four parks, and assisting with beach improvements. Mr. Potts stated he had experience with water, waste water, and utilities. Their staff can provide the City with all the services it needs in those areas. The City is embarking on a large membrane softening plant. Kimley Horn guided Jupiter through that process and will be starting the largest reverse osmosis plant in S. E. Florida in about a month. Ms. Oenbrink said the Environmental Protection Agency's (EPA) new regulations and deadlines will be out toward the end of October. The City will be required to get a permit within the next five years. Kimley Horn has been tracking the proposed changes and the cost for Boynton Beach. The Federal Government has not allocated any money for local improvements. Many communities are looking into forming a stormwater utility, which will be user oriented. Each property will be evaluated, based on the stormwater runoff. The new fees can be added to the City's existing utility bills, or they can be billed separately. By implementing the stormwater utility, the City can provide funds for these 7 MINUTES - SPECIAL CITY COMMISSION MEETING BOYNTON BEACH, FLORIDA AUGUST 30~ 1990 improvements without increasing its tax base. Ms. Oenbrink stated she has provided similar services to several water control districts, municipalities, and large property owners. John Benditz, P.E., stated Kimley Horn is recognized as a national leader in the area of traffic engineering. Much of this expertise is in their Palm Beach County office. They are Traffic Consultants for Jupiter, Greenacres, Coral. Springs, Cooper City, and Deerfield Beach. Mr. Benditz elaborated on their traffic engineering experience and told how they assist in land development regulations, compre- hensive plans, and traffic impact reports. A County wide Traffic Performance Ordinance is in place, but Mr. Benditz said a new overall Ordinance is being drafted. The Ordinance will provide the growth management tool the City will have to use as the management tool in the area of transportation. Mr. Benditz stated he has been working with the County on the drafting of the Ordinance, and he could provide the City with the insight to deal with this complex Ordinance. The City will be responsible for implementing the Ordinance as new development petitions come through. The City will also be asked to decide which exemption areas will be appropriate within the City. Mr. Bardt told how Kimley Horn is involved in the downtown redevelopment in West Palm Beach. He stated they recognize performance is the key. Of their 140 professionals, approxi- mately 20% are women or a minority. Mr. Bardt stated they are familiar with the taxing problems Boynton Beach faces. He asked that the Commission draw on Kimley Horn's experience to help Boynton Beach get assets for those mile- stones. They can provide specialists in all engineering related matters the City faces. Mr. Bardt informed Commissioner Olenik their total firm has 361 people. Discussion Commissioner Olenik questioned whether the City checked any references in evaluating the Engineers. If so, he wondered what kind of response the City received. City Manager Miller replied he had worked with all three firms while in Florida. All three have good, solid reputations, both in experience and abilities. They all provide very technical services other than plats, such as construction management, parking decks, environmental impacts, assessment statements, harbors and facilities, beach projects, housing, irrigation, 8 MINUTES - SPECIAL CITY COMMISSION MEETING BOYNTON BEACH, FLORIDA AUGUST 30, 1990 drainage, landscaping, lighting, recreation facilities, rehabilitation, solid waste, landfill, traffic and transpor- tation engineering. The three firms are full service firms. The only difference is Kimley Horn and Gee & Jenson both have in-house architectural services. Williams, Hatfield & Stoner, Inc. team up with another architectural firm out of Boca Raton to provide the architectural aspect. City Manager Miller explained to Mayor Moore there was no significance to the order in which the firms appeared before the Commission. One firm had to be number 1, one 2, and one 3. City Manager Miller told Commissioner Olenik the City has an ongoing contract with CH2M Hill regarding waste water projects in the City. That would not preclude the City from terminating that. Commissioner Olenik noticed Kimley Horn has experience in membrane softening. Few Consultants have that experience. If a firm is selected as the City's Consulting Engineer, Mayor Moore did not see why that firm could not be selected to do a project. Discussion ensued about projects the City has bids on. City Manager Miller said one thing the Committee looked at was full service in- house, so a firm could provide all of the City's needs relative to golf course and park facilities, parking decks, beach restoration, landfill, water and wastewater. It was decided the firm selected as ~1 would receive three points from each Commissioner, the firm in 2nd place would receive two points, and the firm in 3rd place would receive one point. The Assistant City Attorney and City Manager counted the points. The results were as follows: Name of Firm Points Gee & Jenson 12 Williams, Hatfield & Stoner, Inc. 9 Kimley Horn 9 Mr. Finizio asked whether there was a way they could make a separation, so one firm would be second and one third. Mayor Moore felt they should try to work with the firm chosen for first place. If it does not work out with the first firm, the other two firms should come back before the Commission. Commissioner Olenlk asked if there would be any liability because the City has used Gee & Jenson on an ongoing basis. Attorney Doody did not believe so. The City complied with MINUTES - SPECIAL CITY COMMISSION MEETING BOYNTON BEACH, FLORIDA AUGUST 30, 1990 the CC&A. Ail three firms were interviewed on an equal footing this evening and made a decision accordingly. ADJOURNMENT The meeting properly adjourned at 6:37 P. M. Vice Mayor - 10